Agenda — Arvin City Council, February 13, 2024 (part 1 of 3)

REGULAR MEETING AGENDA
OF THE

ARVIN CITY COUNCIL / SUCCESSOR AGENCY TO THE

ARVIN COMMUNITY REDEVELOPMENT AGENCY / ARVIN HOUSING

AUTHORITY / ARVIN PUBLIC FINANCING AUTHORITY
TUESDAY FEBRUARY 13, 2024 6:00p.m.

CITY HALL COUNCIL CHAMBERS
200 CAMPUS DRIVE, ARVIN
CALL TO ORDER Mayor Olivia Trujillo

PLEDGE OF ALLEGIANCE

INVOCATION
*******************************************
ROLL CALL Olivia Trujillo Mayor
Daniel Borreli Mayor Pro Tem
Donny Horton Councilmember
Susana Reyes Councilmember
Juan Murillo Councilmember
******************************************
STAFF Jeff Jones City Manager / Finance Director
Nathan Hodges City Attorney – Hodges Law Group
Cecilia Vela City Clerk
I pledge allegiance to the flag of the United States of America and to the Republic for which it stands, one nation, under God, indivisible, with liberty and justice for all.

PUBLIC COMMENTS:

The meetings of the City Council and all municipal entities, commissions, and boards (“the City”) are open to the public. At regularly scheduled meetings, members of the public may address the City on any item listed on the agenda, or on any non-listed matter over which the City has jurisdiction. At special or emergency meetings, members of the public may only address the City on items listed on the agenda. Such comments shall be made in person and before the City during the meeting as prescribed below. There is a time limitation of two (2) minutes per person. However, the City shall allow a speaker using a translator four (4) minutes to ensure that non-English speakers receive the same opportunity to directly address the City. Sixteen Minutes (16) total (plus additional time based on use of a translator, if any) will be allowed for any one subject. For any item that is not on the agenda and within the jurisdiction or interest of the City, please come to the podium at this time. The Brown Act does not permit any action or discussion on items not listed on the agenda. If you wish to speak regarding a scheduled agenda item, please come to the podium when the item number and subject matter are announced, and the Mayor or Chair opens Public Comment on the item. When recognized, please begin by providing your name and address for the record (optional). Anyone wishing to submit written information at the meeting needs to furnish ten (10) copies to the City Clerk in advance to allow for distribution to City Council, staff and the media. Willful disruption of the meeting shall not be permitted. If the Mayor finds that there is in fact willful disruption of any City Council Meeting, he/she may order the disrupting parties out of the room and subsequently conduct the City’s business without them present.

In accordance with the Brown Act, all matters to be acted on by the City must be posted at least 72 hours prior to a regular meeting. In cases of an emergency, or when a subject matter needs immediate action or comes to the attention of the City subsequent to the agenda being posted, upon making certain findings, the City may act on an item that was not on the posted agenda.

AGENDA STAFF REPORTS AND HANDOUTS:

Staff reports and other disclosable public records related to open session agenda items are available at City Hall, 200 Campus Drive, Arvin, CA 93203 during regular business hours.

CONDUCT IN THE CITY COUNCIL CHAMBERS:

Rules of Decorum for the Public
Members of the audience shall not engage in disorderly or boisterous conduct, including the utterance of loud, threatening or abusive language, clapping, whistling, stamping of feet or other acts which disturb, disrupt, impede or otherwise render the orderly conduct of the City meeting infeasible. A member of the audience engaging in any such conduct shall, at the discretion of the presiding officer or a majority of the City, be subject to ejection from the meeting per Gov. Code Sect. 54954.3(c).

Removal from the Council Chambers:

Any person who commits the following acts in respect to a meeting of the City shall be removed from the Council Chambers per Gov. Code Sect. 54954.3(c).
(a) Disorderly, contemptuous or insolent behavior toward the City or any member thereof, tending to interrupt the due and orderly course of said meeting;
(b) A breach of the peace, boisterous conduct or violent disturbance, tending to interrupt the due and orderly course of said meeting;
(c) Disobedience of any lawful order of the Mayor, which shall include an order to be seated or to refrain from addressing the City; and
(d) Any other unlawful interference with the due and orderly course of said meeting.

AMERICANS with DISABILITIES ACT:

In compliance with the ADA, if you need special assistance to participate in a City meeting or other services offered by the City, please contact the City Clerk’s office, (661) 854-3134. Notification of at least 48 hours prior to the meeting or time when services are needed will assist the City staff in assuring that reasonable arrangements can be made to provide accessibility to the meeting or service.

Arvin City Council Meeting Agenda – February 13, 2024

Page 1 of 4 ends

1. APPROVAL OF AGENDA AS TO FORM.

Motion __________ Second __________ Vote __________
Roll Call: CM Murillo ___ CM Reyes ___ CM Horton ___ MPT Borreli ___ Mayor Trujillo ___

2. PUBLIC COMMENTS
(This is the opportunity for the public to address the City Council on any matter on the agenda or any item of interest to the public that is within the subject matter jurisdiction of the City Council.)

3. CLOSED SESSION ITEM(S)
A. CONFERENCE WITH LABOR NEGOTIATORS (Government Code
§54957.6):

Agency Negotiator: City Manager
Employee Organizations: Arvin Police Officers Association (APOA) and Central California Association of Public Employees SEIU Local 521.

B. CONFERENCE WITH LEGAL COUNSEL--POTENTIAL LITIGATION
(Government Code §54956.9(b).)
Significant exposure to litigation pursuant to §54956.9(b): seven cases C. THREAT TO PUBLIC SERVICES OR FACILITIES (Government Code §54957(a).)
Consultation with: City Manager and/or City Attorney. (one item) D. CONFERENCE WITH LEGAL COUNSEL: LIABILITY CLAIMS (Government Code §54956.95)
Claimant: Kassandra Hendricks - AIMs File No. FR101830.

Against: City of Arvin

4. PRESENTATION(S)
A. Caltrans Clean California State Route 223 City of Arvin Enhancement.

Jennifer Nishikawa, Clean CA Coordinator
Shavonne Conley, Project Manager
Brad Cole, Landscape Architecture

5. CONSENT AGENDA ITEM(S)
A. Approval of Demand Register(s) of January 20, 2024 – February 08, 2024.

B. Approval of Payroll Register(s) of February 02, 2024.

C. Approval of the Minutes of the Regular Meeting(s) of January 23, 2024.

D. Approval of A Resolution of the City Council of the City of Arvin to Approve the Financial Policies and Procedures and Incorporate Attachment 740-A Grant Funding and Compliance Policy by Reference.

Arvin City Council Meeting Agenda – February 13, 2024

Page 2 of 4 ends

Staff recommends approval of the Consent Agenda.

Motion __________ Second __________ Vote __________
Roll Call: CM Murillo ___ CM Reyes ___ CM Horton ___ MPT Borreli ___ Mayor Trujillo ___

6. PUBLIC HEARING ITEM(S)
A. A Public Hearing to Consider Adoption of An Ordinance of the City Council of the City of Arvin Amending Arvin Municipal Code Chapter 1.20.100 Related to Places Designated for Posting Public Notices and Posting of Agendas Related to Meetings Subject to the Brown Act. (City Clerk) Staff recommends the City Council consider adopting the Ordinance to be read by title only, open the hearing, allow for public testimony, close the hearing, waive second reading of the Ordinance, and approve the adoption of the Ordinance.

Motion __________ Second __________ Vote __________
Roll Call: CM Murillo ___ CM Reyes ___ CM Horton ___ MPT Borreli ___ Mayor Trujillo ___ B. A Public Hearing to Consider Adoption of An Ordinance of the City Council of the City of Arvin Amending Ordinance 2022-479 Which Established Title 8, Chapter 8.29, Section 8.29.05 Commercial Cannabis Activity of the Arvin Municipal Code to Address the Outdoor and Mixed-Cultivation of Commercial Cannabis and Acceptance of the California Environmental Quality (CEQA) Notice of Exemption. (City Manager)
Staff recommends the City Council consider adopting the Ordinance to be read by title only, open the hearing, allow for public testimony, close the hearing, waive second reading of the Ordinance, and approve the adoption of the Ordinance.

Motion __________ Second __________ Vote __________
Roll Call: CM Murillo ___ CM Reyes ___ CM Horton ___ MPT Borreli ___ Mayor Trujillo ___ C. A Public Hearing to Discuss the Closeout of the City of Arvin’s Community Development Block Grant (CDBG) 18-CDBG-12902 City of Arvin Franklin Street Rehabilitation Project. (Grants Manager)
Staff recommends the City Council open the hearing, allow for public testimony, close the hearing, and approve the CDBG-18-12902 closeout process and authorize its submittal to the California Department of Housing and Community Development, Community Development Block Grant Program.

Motion __________ Second __________ Vote __________
Roll Call: CM Murillo ___ CM Reyes ___ CM Horton ___ MPT Borreli ___ Mayor Trujillo ___ Arvin City Council Meeting Agenda – February 13, 2024

Page 3 of 4 ends

7. ACTION ITEM(S)
A. Setting A Date to Conduct A Public Hearing of the City Council of the City of Arvin to Consider Request Submitted by Jhaj & Brar Investment Inc. for Modification to Conditions of Approval to the Site Development Permit 2022- 322BMB-Starbucks, 320 Bear Mountain Blvd, Arvin, APN 190-130-27. (City Manager)
Staff recommends that the City Council set the public hearing date to be held on February 27, 2024.

Motion __________ Second __________ Vote __________
Roll Call: CM Murillo ___ CM Reyes ___ CM Horton ___ MPT Borreli ___ Mayor Trujillo ___ B. Consideration and Approval of A Resolution of the City Council of the City of Arvin Accepting and Awarding Bid and Authorizing the City Manager to Execute the Proposal from United Rentals for the Purchase of Heavy Equipment for the Public Works Department in the Amount of $121,688.48. (City Manager)
Staff recommends approval of the Resolution.

Motion __________ Second __________ Vote __________
Roll Call: CM Murillo ___ CM Reyes ___ CM Horton ___ MPT Borreli ___ Mayor Trujillo ___ C. Report, Discussion, and Potential Approval of A Resolution of the City Council of the City of Arvin Declaring the Necessity to Commence Eminent Domain Proceedings for the Acquisition of the Property Located at the Southwest Corner of Millux and Tejon Highway, Arvin, California 93203, Assessor’s Parcel No. 446-010-62. (City Manager)
Staff recommends consideration and direction from Council.

Motion __________ Second __________ Vote __________
Roll Call: CM Murillo ___ CM Reyes ___ CM Horton ___ MPT Borreli ___ Mayor Trujillo ___ D. Consideration and Approval of the Service Employees International Union Local 521 “SEIU” Side Letter February 2024.

Staff recommends approval of the Service Employees International Union Local 521 “SIEU” Side Letter February 2024.

Motion __________ Second __________ Vote __________
Roll Call: CM Murillo ___ CM Reyes ___ CM Horton ___ MPT Borreli ___ Mayor Trujillo ___ Arvin City Council Meeting Agenda – February 13, 2024

Page 4 of 4 ends

E. Consideration and Approval of Amendment No. 2 to Agreement No. 2022-29 Professional Consultant Services between City of Arvin and QK to Include Construction Management and Construction Staking Services for the Kovacevich Park “Field of Dreams and Baseball Teams” Project. (City Manager)
Staff recommends approval of Amendment No. 2 to Agreement No. 2022-29 Professional Consultant Services between City of Arvin and QK to include construction management and construction staking services for the Kovacevich Park “Field of Dreams and Baseball Teams” Project.

Motion __________ Second __________ Vote __________
Roll Call: CM Murillo ___ CM Reyes ___ CM Horton ___ MPT Borreli ___ Mayor Trujillo ___

8. ELECTION OF VICE MAYOR

9. CITY MANAGER’S REPORT

10. COUNCIL MEMBER COMMENTS

11. ADJOURNMENT
I hereby certify under penalty of perjury under the laws of the State of California that the foregoing agenda was posted on the Arvin City Council Chambers Bulletin Board not less than 72 hours prior to the meeting. Dated February 08, 2024.

Cecilia Vela, City Clerk
State Route 223
City of Arvin
Enhancement Project
February 13th, 2024
Jennifer Nishikawa, Clean CA Coordinator
Shavonne Conley, Project Manager
Brad Cole, Landscape Architecture

4.A.1
Attachment: CalTrans Clean California SR223 Enhancement Project Presentation_021324 (Presentation - Presentation
•Overview of Clean California initiative
•Clean California Project on State Route 223
• Scope of work
•Status of project
•Proposed work moving forward

4.A.1
Attachment: CalTrans Clean California SR223 Enhancement Project Presentation_021324 (Presentation - $1.1 Billion Initiative – General Fund
3 • Litter Abatement over three years
• State Beautification projects over two years
• Local Beautification Local Grant Program over two years • Public Education over two years

4.A.1
Attachment: CalTrans Clean California SR223 Enhancement Project Presentation_021324 (Presentation - State Highway Beautification Enhancements
4 • District 6 received $26.6 million total
• Clean California funding amount of $850K allocated to SR 223 in Arvin

4.A.1
Attachment: CalTrans Clean California SR223 Enhancement Project Presentation_021324 (Presentation -

4.A.1
Attachment: CalTrans Clean California SR223 Enhancement Project Presentation_021324 (Presentation - 6 • Scope of work is as follows:
• Replace the existing planting along the SR 223 corridor and existing irrigation, install new stamped integral colored concrete paving, planting, and cobblestone paving in medians from Comanche Drive to Derby Street/Tejon Hwy.
• High visibility crosswalks and advanced yield markings to be installed along SR 223 at A Street and Acala Street intersections. • Crosswalks to be restriped (refresh) along SR 223 at Comanche Drive, Meyer Street and Hill Street intersections.

4.A.1
Attachment: CalTrans Clean California SR223 Enhancement Project Presentation_021324 (Presentation - 7 Status of project:

March 2023 – project awarded for $442K
May 2023 – Construction began including Irrigation work trees removed
existing gas line discovered
irrigation deficiencies discovered
June 2023 - Project went into mutual suspension due to irrigation deficiencies

4.A.1
Attachment: CalTrans Clean California SR223 Enhancement Project Presentation_021324 (Presentation - 8 Proposal moving forward
CCO has been approved • for $450K • For labor and material costs • Contractor will work until $450K is spent

4.A.1
Attachment: CalTrans Clean California SR223 Enhancement Project Presentation_021324 (Presentation - 9 Proposal moving forward

4.A.1
Attachment: CalTrans Clean California SR223 Enhancement Project Presentation_021324 (Presentation - 10 Proposal moving forward

4.A.1
Attachment: CalTrans Clean California SR223 Enhancement Project Presentation_021324 (Presentation - Comments or questions?

4.A.1
Attachment: CalTrans Clean California SR223 Enhancement Project Presentation_021324 (Presentation - 1/31/2024 11:12:49 AM Page 1 of 9
Payment Register
City of Arvin APPKT00600 - AP FOR 1/24/2024
01 - Vendor Set 01
Bank: Main Pool Ck - Main Checking - BOA
1207
Vendor Number

ACC BUSINESS
Total Vendor Amount
962.26
Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 01/31/2024 962.26
Payable Number Description Payable Date Due Date Discount Amount Payable Amount 240116749 INTERNET ACC 12.11.23-1.10.24 01/27/2024 01/27/2024 0.00 962.26 1414
Vendor Number

AGUILA OFFICE SOLUTIONS INC
Total Vendor Amount
1,048.98
Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 01/31/2024 1,048.98
Payable Number Description Payable Date Due Date Discount Amount Payable Amount 2709-ALEX'S OFFICE 36" ROUND TABLE 12/27/2023 12/27/2023 0.00 1,048.98 1026
Vendor Number

BLUE SHIELD OF CALIFORNIA
Total Vendor Amount
26,130.26
Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 01/31/2024 26,130.26
Payable Number Description Payable Date Due Date Discount Amount Payable Amount 240150022883 MEDICAL FEB2024 01/30/2024 01/30/2024 0.00 26,130.26 1691
Vendor Number

BLUE TRITON BRANDS
Total Vendor Amount

50.00 Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 01/31/2024 50.00
Payable Number Description Payable Date Due Date Discount Amount Payable Amount OVERPAYMENT FOR BUSINESS LICENSE OVERPAYMENT FOR BUSINESS LICENSE 01/11/2024 01/11/2024 0.00 50.00 1272
Vendor Number

CIVICPLUS
Total Vendor Amount
1,855.00
Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 01/31/2024 1,855.00
Payable Number Description Payable Date Due Date Discount Amount Payable Amount 281266 FULL SERVICE SUPPL. SUBSCRIPTION 01.05.24-01.04.25 01/05/2024 01/05/2024 0.00 1,855.00 1045
Vendor Number

CLARK PEST CONTROL OF STOCKTON
Total Vendor Amount
747.00
Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 01/31/2024 747.00
Payable Number Description Payable Date Due Date Discount Amount Payable Amount 34466641 PEST AWAY SERVICES 12/6/23 12/06/2023 12/06/2023 0.00 118.00 34466691 PEST AWAY SERVICES 414 4TH AVE. 12/06/2023 12/06/2023 0.00 96.00 34621460 COMM DEV PEST AWAY SERVICES 1/10/24 01/10/2024 01/10/2024 0.00 93.00 34621497 ARVIN PD PEST AWAY SERVICES 1/10/24 01/10/2024 01/10/2024 0.00 347.00 34621503 TRANSIT PEST AWAY SERVICE 1/10/23 01/10/2023 01/10/2023 0.00 93.00 1205
Vendor Number

CLEAN CUT LANDSCAPE MANAGEMENT INC
Total Vendor Amount
3,725.00
Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 01/31/2024 3,725.00
Payable Number Description Payable Date Due Date Discount Amount Payable Amount 4557 ARVIN LANDSCAPE & MAINT LLMD NO. 1 DEC2023 12/31/2023 12/31/2023 0.00 3,000.00 4558 ARVIN LANDSCAPE & MAINT LLMD NO. 2 DEC2023 12/31/2023 12/31/2023 0.00 725.00

COMMUNICATION ENTERPRISES
Total Vendor Amount
420.00
Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 01/31/2024 420.00
Payable Number Description Payable Date Due Date Discount Amount Payable Amount 1117190 LTR 450 DISPATCH PW JAN2024 01/01/2024 01/01/2024 0.00 240.00 1117191 LTR 450 DISPATCH TRANSIT JAN2024 01/01/2024 01/01/2024 0.00 180.00 1204
Vendor Number

COMPLETE HARDWARE STORE AND MORE
Total Vendor Amount

23.54 Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 01/31/2024 23.54
Payable Number Description Payable Date Due Date Discount Amount Payable Amount 510854 BOWL WAX RING 01/05/2024 01/05/2024 0.00 3.34
512146 SCREWS FOR CITY YARD 01/08/2024 01/08/2024 0.00 2.14 512239 SCREWS FOR CITY HALL 01/09/2024 01/09/2024 0.00 18.06 1693
Vendor Number

COMUNIDADES ALIADAS- ELIZABETH MARTINEZ
Total Vendor Amount
100.00
Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 01/31/2024 100.00
Payable Number Description Payable Date Due Date Discount Amount Payable Amount REIMBURSEMENT OF $100 REIMBURSEMENT OF $100 FOR SUITE Y 01/19/2024 01/19/2024 0.00 100.00 1159
Vendor Number
COPOWER ID 903697
Total Vendor Amount
218.41
Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 01/31/2024 218.41
Payable Number Description Payable Date Due Date Discount Amount Payable Amount 2295437 CHIRO SVCS FEB2024 01/08/2024 01/08/2024 0.00 218.41 1692
Vendor Number

CURTIS ELECTRICAL CONSTRUCTION,INC
Total Vendor Amount

54.00 Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 01/31/2024 54.00
Payable Number Description Payable Date Due Date Discount Amount Payable Amount OVERPAYMENT FOR BUSINESS LICENSE OVERPAYMENT FOR BUSINESS LICENSE 01/16/2024 01/16/2024 0.00 54.00 1494
Vendor Number

DAVE BANG ASSOCIATES INC
Total Vendor Amount
84,047.91
Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 01/31/2024 84,047.91
Payable Number Description Payable Date Due Date Discount Amount Payable Amount INV0001057 DiGiorgio Park - Baseball Backstop - R1 01/30/2024 01/30/2024 0.00 32,796.03 INV0001059 DiGiorgio Park - Bleachers - R2 01/30/2024 01/30/2024 0.00 51,251.88 1058
Vendor Number

DEPARTMENT OF JUSTICE
Total Vendor Amount
722.00
Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 01/31/2024 722.00
Payable Number Description Payable Date Due Date Discount Amount Payable Amount 684830 FINGERPRINT SVCS SEPTEMBER 2023 10/04/2023 10/04/2023 0.00 543.00 704687 FINGERPRINT SVCS DECEMBER 2023 01/04/2024 01/04/2024 0.00 179.00 1198
Vendor Number
DIAMOND IT PREPAID USE 1193
Total Vendor Amount
50,000.00
Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 01/31/2024 50,000.00
Payable Number Description Payable Date Due Date Discount Amount Payable Amount INV0001058 Block Renewal January 2024 01/30/2024 01/30/2024 0.00 50,000.00

ERIC REYES GUERRA
Total Vendor Amount
660.00
Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 01/31/2024 660.00
Payable Number Description Payable Date Due Date Discount Amount Payable Amount INV0245 ARVIN PD FLEET WASH 01.16.2024 01/16/2024 01/16/2024 0.00 660.00 1100
Vendor Number

FERNANDO LOPEZ
Total Vendor Amount
160.00
Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 01/31/2024 160.00
Payable Number Description Payable Date Due Date Discount Amount Payable Amount

01.23.24 INTERPRETER SERVICES 01.23.24 01/23/2024 01/23/2024 0.00 160.00 1063
Vendor Number

FORD MOTOR CREDIT COMPANY LLC
Total Vendor Amount
56,003.67
Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 01/31/2024 56,003.67
Payable Number Description Payable Date Due Date Discount Amount Payable Amount 1776726 4-2021 FORD POLICE INTERCEPTOR 01/13/2024 01/13/2024 0.00 56,003.67 1065
Vendor Number

GALLS, LLC
Total Vendor Amount
1,398.61
Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 01/31/2024 1,398.61
Payable Number Description Payable Date Due Date Discount Amount Payable Amount 026660439 GALLS BARRIER TAPE 12/29/2023 12/29/2023 0.00 1,398.61 1318
Vendor Number

HECTORS PLUMBING INC
Total Vendor Amount
180.00
Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 01/31/2024 180.00
Payable Number Description Payable Date Due Date Discount Amount Payable Amount 2731 URINAL FLUSHOMETER TRANSIT 01/18/2024 01/18/2024 0.00 180.00 1644
Vendor Number
HOLDER'S AIR CONDITIONING & HEATING INC.

Total Vendor Amount
27,133.29
Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 01/31/2024 27,133.29
Payable Number Description Payable Date Due Date Discount Amount Payable Amount INV0001061 2 UNIT REPLACEMENT HEATING/AIR UNIT 01/30/2024 01/30/2024 0.00 27,133.29 1153
Vendor Number

JAS PACIFIC
Total Vendor Amount
6,712.50
Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 01/31/2024 6,712.50
Payable Number Description Payable Date Due Date Discount Amount Payable Amount PC 6800 PLANNING SVCS 09.01.23-09.30.23 10/05/2023 10/05/2023 0.00 3,075.00 PC 6906 PLANNING SVCS DECEMBER 2023 01/05/2024 01/05/2024 0.00 3,637.50 1417
Vendor Number

JESUS MARTINEZ
Total Vendor Amount
873.45
Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 01/31/2024 873.45
Payable Number Description Payable Date Due Date Discount Amount Payable Amount 8560 UNIT 282 BATTERY REPLACED 01/04/2024 01/04/2024 0.00 299.01 8562 UNIT 281 FUEL TANK FILLER PIPE 01/05/2024 01/05/2024 0.00 574.44

JOSE ALANIZ JR
Total Vendor Amount
162.38
Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 01/31/2024 162.38
Payable Number Description Payable Date Due Date Discount Amount Payable Amount 324 FORKLIFT RENTAL 01/05/2024 01/05/2024 0.00 162.38
1025
Vendor Number

KAISER PERMANENTE
Total Vendor Amount
27,719.25
Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 01/31/2024 27,719.25
Payable Number Description Payable Date Due Date Discount Amount Payable Amount 8166262212 MEDICAL FEB2024 01/05/2024 01/05/2024 0.00 27,719.25 1575
Vendor Number

KEITH ROBERT COYLE
Total Vendor Amount
220.00
Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 01/31/2024 220.00
Payable Number Description Payable Date Due Date Discount Amount Payable Amount 30610970 WS REPAIR FORD POLICE INTERCEPTOR 01/08/2024 01/08/2024 0.00 220.00 1086
Vendor Number

KERN COUNTY CLERK
Total Vendor Amount

50.00 Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 01/31/2024 50.00
Payable Number Description Payable Date Due Date Discount Amount Payable Amount FEE OF $50 FEE OF $50 FOR FILING FEE 01/24/2024 01/24/2024 0.00 50.00 1164
Vendor Number

KERN MACHINERY
Total Vendor Amount
3,093.92
Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 01/31/2024 3,093.92
Payable Number Description Payable Date Due Date Discount Amount Payable Amount 101-1123640 STRING TRIMMER 01/08/2024 01/08/2024 0.00 155.00 INV0001063 JOHN DEERE WAM 1600 MOWER REPAIRS 01/30/2024 01/30/2024 0.00 2,938.92 1408
Vendor Number

KOSMONT REAL ESTATE SERVICES
Total Vendor Amount
1,318.20
Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 01/31/2024 1,318.20
Payable Number Description Payable Date Due Date Discount Amount Payable Amount 2204.3-020 ARVIN RE ADVISORY & BROK. DECEMBER 2023 12/31/2023 12/31/2023 0.00 1,318.20 1331
Vendor Number

LN CURTIS & SONS
Total Vendor Amount
2,202.72
Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 01/31/2024 2,202.72
Payable Number Description Payable Date Due Date Discount Amount Payable Amount INV759546 ARMOR FOR OFFICER JOSUE R. 10/30/2023 10/30/2023 0.00 1,442.25 INV772806 CARRIER REPLACEMENT FOR JIMENEZ 12/12/2023 12/12/2023 0.00 360.75 INV773333 CARRIERS AND POUCHES FOR RICHARD B. 12/13/2023 12/13/2023 0.00 74.97 INV773705 CARRIERS AND POUCHES FOR RICHARD B. 12/14/2023 12/14/2023 0.00 324.75 1695
Vendor Number
MOTOROLA SOLUTIONS,INC.

Total Vendor Amount
1,958.89
Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 01/31/2024 1,958.89
Payable Number Description Payable Date Due Date Discount Amount Payable Amount 8281796027 UPGRADE CONVENTIONAL TRUNK SOFTWARE 01/03/2024 01/03/2024 0.00 1,958.89

MOUNTAINSIDE DISPOSAL
Total Vendor Amount
1,818.94
Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 01/31/2024 1,818.94
Payable Number Description Payable Date Due Date Discount Amount Payable Amount 735046 BIN RENT AND 4 YD ROLL OFF DEC2023 01/10/2024 01/10/2024 0.00 1,818.94 1425
Vendor Number

NEXTALK INC
Total Vendor Amount

52.50 Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 01/31/2024 52.50
Payable Number Description Payable Date Due Date Discount Amount Payable Amount 11322 INTERPRETING USEAGE DECEMBER 2023 12/31/2023 12/31/2023 0.00 52.50 1110
Vendor Number

PACIFIC TIRE ARVIN
Total Vendor Amount

60.82 Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 01/31/2024 60.82
Payable Number Description Payable Date Due Date Discount Amount Payable Amount 34488 CHEIF , FLAT REPAIR 12/18/2023 12/18/2023 0.00 25.00 34595 UNIT 400 FLAT REPAIR 01/16/2024 01/16/2024 0.00 35.82 1108
Vendor Number
PG & E
Total Vendor Amount
23,390.80
Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 01/31/2024 23,390.80
Payable Number Description Payable Date Due Date Discount Amount Payable Amount ELEC SVC 12.15.23-01.16.24 ELEC SVC 12.15.23-01.16.2024 01/11/2024 01/11/2024 0.00 23,390.80 1512
Vendor Number
POSITIVE PROMOTIONS, INC.

Total Vendor Amount

92.80 Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 01/31/2024 92.80
Payable Number Description Payable Date Due Date Discount Amount Payable Amount 07284937 TUMBLR / RED SONOMA MUG 11/28/2023 11/28/2023 0.00 92.80 1235
Vendor Number

PRIMETIME SIGNS INC
Total Vendor Amount
670.22
Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 01/31/2024 670.22
Payable Number Description Payable Date Due Date Discount Amount Payable Amount 59386 SIGNS FOR PARKS KOVACEVICH + DIGIORGIO 01/26/2024 01/26/2024 0.00 670.22 1114
Vendor Number

PUBLIC WORKS COUNTY OF KERN
Total Vendor Amount
1,765.35
Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 01/31/2024 1,765.35
Payable Number Description Payable Date Due Date Discount Amount Payable Amount ARV 1/8/2024 ARV 1/8/2024 01/08/2024 01/08/2024 0.00 1,765.35 1606
Vendor Number

QUANTUM FARMS LLC
Total Vendor Amount
27,260.00
Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 01/31/2024 27,260.00
Payable Number Description Payable Date Due Date Discount Amount Payable Amount 1 EMERGENCY REPAIRS 01/23/2024 01/23/2024 0.00 5,762.00 2 FARM IRRIGATION & COMPLIANCE REPAIRS 01/23/2024 01/23/2024 0.00 21,498.00

ROBERT HALF
Total Vendor Amount
1,431.48
Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 01/31/2024 1,431.48
Payable Number Description Payable Date Due Date Discount Amount Payable Amount 63070522 WEEK ENDING 12/29/23 JAZMIN C. 01/15/2023 01/15/2023 0.00 360.00 63073922 WEEK ENDING 01/05/24 JAZMIN C. 01/15/2024 01/15/2024 0.00 360.00 63102969 WEEK ENDING 1/19/24 JAZMIN C. 01/22/2024 01/22/2024 0.00 711.48 1119
Vendor Number

SAN JOAQUIN VALLEY APCD
Total Vendor Amount

42.00 Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 01/31/2024 42.00
Payable Number Description Payable Date Due Date Discount Amount Payable Amount S173731 PERMIT FEES 12/02/2023 12/02/2023 0.00 42.00
1033
Vendor Number

SPECTRUM BUSINESS
Total Vendor Amount
291.38
Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 01/31/2024 291.38
Payable Number Description Payable Date Due Date Discount Amount Payable Amount 167729901010124 SERVICE 01.01.24-01.31.24 01/01/2024 01/01/2024 0.00 291.38 1130
Vendor Number

TAG AMS INC
Total Vendor Amount
300.00
Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 01/31/2024 300.00
Payable Number Description Payable Date Due Date Discount Amount Payable Amount 2831877 ANNUAL RENEWAL FEE 01/19/2023 01/19/2023 0.00 300.00 1151
Vendor Number

US POSTAL SERVICE
Total Vendor Amount
400.00
Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 01/31/2024 400.00
Payable Number Description Payable Date Due Date Discount Amount Payable Amount RENEWAL FEE BOX #156 RENEWAL FEE 01/23/2024 01/23/2024 0.00 400.00 1142
Vendor Number

WELLS FARGO LEASE PMTS
Total Vendor Amount
308.46
Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 01/31/2024 308.46
Payable Number Description Payable Date Due Date Discount Amount Payable Amount 5028126282 COPIER LEASE ARVIN PD 12.29.23-01.28.24 01/24/2024 01/24/2024 0.00 183.97 5028135997 COMM DEV LEASE 12.30.23-01.29.24 01/04/2024 01/04/2024 0.00 124.49 1555
Vendor Number

WEX BANK
Total Vendor Amount
11,181.08
Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 01/31/2024 11,181.08
Payable Number Description Payable Date Due Date Discount Amount Payable Amount FUEL USAGE FOR JANUARY 2024FUEL USAGE FOR JANUARY 2024 01/25/2024 01/25/2024 0.00 11,181.08 Bank: PY - Payroll Vendor Payables
1003
Vendor Number
AFLAC
Total Vendor Amount

40.98 Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 01/31/2024 40.98
Payable Number Description Payable Date Due Date Discount Amount Payable Amount INV0001031 AFLAC 01/05/2024 01/05/2024 0.00 20.49
INV0001046 AFLAC 01/19/2024 01/19/2024 0.00 20.49

ALLSTATE
Total Vendor Amount
217.46
Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 01/31/2024 217.46
Payable Number Description Payable Date Due Date Discount Amount Payable Amount INV0001007 ALLSTATE 12/22/2023 12/22/2023 0.00 108.73
INV0001032 ALLSTATE 01/05/2024 01/05/2024 0.00 108.73
1013
Vendor Number

ARVIN POLICE OFFICERS
Total Vendor Amount
950.00
Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 01/31/2024 950.00
Payable Number Description Payable Date Due Date Discount Amount Payable Amount INV0001048 APOA Dues 01/19/2024 01/19/2024 0.00 950.00
1017
Vendor Number

CENTRAL CALIFORNIA ASSOC OF PUBLIC EMPLOYEES
Total Vendor Amount
920.17
Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 01/31/2024 920.17
Payable Number Description Payable Date Due Date Discount Amount Payable Amount INV0001049 SEIU Dues 01/19/2024 01/19/2024 0.00 27.00
INV0001050 SEIU Dues 01/19/2024 01/19/2024 0.00 893.17
1312
Vendor Number

FRANCHISE TAX BOARD
Total Vendor Amount
300.00
Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 01/31/2024 300.00
Payable Number Description Payable Date Due Date Discount Amount Payable Amount INV0001052 ALEX GHAZARIAN 01/19/2024 02/15/2024 0.00 300.00

5.A.1
Attachment: Demand Register(s) of January 20, 2024 - February 08, 2024 (Demand Register(s) of January 20, 2024 - February 08, 2024.) Payment Register APPKT00600 - AP FOR 1/24/2024
1/31/2024 11:12:49 AM Page 8 of 9
Payment Summary
Type
Payment
Count Discount Payment
Payable
Bank Code Count
Main Pool Ck Check 67 46 0.00 369,017.07
Packet Totals: 67 46 0.00 369,017.07
Type
Payment
Count Discount Payment
Payable
Bank Code Count
PY Check85 0.00 2,428.61
Packet Totals:
85 0.00 2,428.61

5.A.1
Attachment: Demand Register(s) of January 20, 2024 - February 08, 2024 (Demand Register(s) of January 20, 2024 - February 08, 2024.) 2/7/2024 4:21:02 PM Page 1 of 8
Payment Register
City of Arvin APPKT00606 - FOR AP 2/7/2024
01 - Vendor Set 01
Bank: Main Pool Ck - Main Checking - BOA
1002
Vendor Number

ARVIN COMMUNITY SERVICES DISTRICT
Total Vendor Amount
8,436.24
Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 02/07/2024 8,436.24
Payable Number Description Payable Date Due Date Discount Amount Payable Amount

12.21.23-01.25.24 WATER SERVICES 12.21.23-01.25.24 01/25/2024 01/25/2024 0.00 8,436.24 1150
Vendor Number
AT&T
Total Vendor Amount
1,161.06
Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 02/07/2024 1,161.06
Payable Number Description Payable Date Due Date Discount Amount Payable Amount 000021050534 9391059040 SERVICE 12.01.23-12.31.23 01/01/2024 01/01/2024 0.00 932.05 000021050765 9391060015 SERVICE 12.01.23-12.31.23 01/01/2024 01/01/2024 0.00 229.01 1255
Vendor Number

BRANDONS TRANSMISSION
Total Vendor Amount
1,451.65
Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 02/07/2024 1,451.65
Payable Number Description Payable Date Due Date Discount Amount Payable Amount 8255 UNIT 301 BROKEN FUEL HOSE 01/23/2024 01/23/2024 0.00 584.83 8261 UNIT 315 SHIFTER NOT WORKING 01/25/2024 01/25/2024 0.00 866.82 1701
Vendor Number

BRYTON POWER LLC
Total Vendor Amount
400.00
Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 02/07/2024 400.00
Payable Number Description Payable Date Due Date Discount Amount Payable Amount CANCELLED PERMIT CANCELLED PERMIT FOR SOLAR 01/11/2024 01/11/2024 0.00 400.00 1292
Vendor Number

CANON FINANCIAL SERVICES INC
Total Vendor Amount
809.89
Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 02/07/2024 809.89
Payable Number Description Payable Date Due Date Discount Amount Payable Amount 31919343 PRINTER LEASE FOR CH, FIN TRLR, & TRANSIT JAN2024 01/12/2024 01/12/2024 0.00 809.89 1224
Vendor Number

CHRISTINE VITERELLI
Total Vendor Amount
295.47
Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 02/07/2024 295.47
Payable Number Description Payable Date Due Date Discount Amount Payable Amount PER DIEM / REIMBURSEMENTPER DIEM / REIMBURSEMENT 02/06/2024 02/06/2024 0.00 295.47 1204
Vendor Number

COMPLETE HARDWARE STORE AND MORE
Total Vendor Amount

31.46 Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 02/07/2024 31.46
Payable Number Description Payable Date Due Date Discount Amount Payable Amount 513015 BOLTS FOR PARK 01/17/2024 01/17/2024 0.00 10.91
513541 CITY YARD TIE WIRE 01/23/2024 01/23/2024 0.00 20.55

COMPUTERSHARE CORPORATE TRUST CCT DEBT SERVICE
Total Vendor Amount
379,207.59
Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 02/07/2024 379,207.59
Payable Number Description Payable Date Due Date Discount Amount Payable Amount ARVTARA ARVIN CRA TAX ALCTN BNDS SR 2019 01/24/2024 01/24/2024 0.00 56,761.34 ARVTARB ARVIN CRA TAX ALCTN BNDS SR 2019 01/24/2024 01/24/2024 0.00 322,446.25 1594
Vendor Number

ENTERPRISE FM TRUST
Total Vendor Amount
11,864.73
Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 02/07/2024 11,864.73
Payable Number Description Payable Date Due Date Discount Amount Payable Amount 584808A-020424 MONTHLY LEASE CHARGES 02/04/2024 02/04/2024 0.00 11,864.73 1310
Vendor Number

ERIC REYES GUERRA
Total Vendor Amount
1,320.00
Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 02/07/2024 1,320.00
Payable Number Description Payable Date Due Date Discount Amount Payable Amount INV0247 ARVIN PD FLEET WASH 01.23.24 01/23/2024 01/23/2024 0.00 660.00 INV0248 ARVIN PD FLEET WASH 01.30.24 01/30/2024 01/30/2024 0.00 660.00 1372
Vendor Number

GREGS PETROLEUM SERVICE INC
Total Vendor Amount
1,116.60
Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 02/07/2024 1,116.60
Payable Number Description Payable Date Due Date Discount Amount Payable Amount 432968 EMERGENCY REPAIRS 01/16/2024 01/16/2024 0.00 49.78 433097 EMERGENCY REPAIRS 01/17/2024 01/17/2024 0.00 1,066.82 1698
Vendor Number

GROW PUBLIC SCHOOL
Total Vendor Amount
100.00
Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 02/07/2024 100.00
Payable Number Description Payable Date Due Date Discount Amount Payable Amount OVERPAYMENT OF $100 OVERPAYMENT OF $100 02/02/2024 02/02/2024 0.00 100.00 1019
Vendor Number

GUARDIAN
Total Vendor Amount
7,192.96
Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 02/07/2024 7,192.96
Payable Number Description Payable Date Due Date Discount Amount Payable Amount GROUP ID 00 473727 FEB2024BUNDLE INSURANCE FEB2024 01/22/2024 01/22/2024 0.00 7,192.96 1160
Vendor Number

HAAKER EQUIPMENT COMPANY
Total Vendor Amount
1,185.98
Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 02/07/2024 1,185.98
Payable Number Description Payable Date Due Date Discount Amount Payable Amount C5A17G UNIT 302 STREET SWEEPER PART 01/10/2024 01/10/2024 0.00 1,065.18 W5A0EN UNIT 302 STREET SWEEPER 01/22/2024 01/22/2024 0.00 120.80 1318
Vendor Number

HECTORS PLUMBING INC
Total Vendor Amount
180.00
Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 02/07/2024 180.00
Payable Number Description Payable Date Due Date Discount Amount Payable Amount 23-502 TRANSIT REPAIRED RUNNING URINAL 01/20/2024 01/20/2024 0.00 180.00

ISABELLA PALACIO
Total Vendor Amount
180.80
Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 02/07/2024 180.80
Payable Number Description Payable Date Due Date Discount Amount Payable Amount REIMBURSEMENT FOR MEETINGREIMBURSEMENT FOR MEETING 02/05/2024 02/05/2024 0.00 180.80 1322
Vendor Number

JAKE RAPER JR
Total Vendor Amount
8,055.00
Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 02/07/2024 8,055.00
Payable Number Description Payable Date Due Date Discount Amount Payable Amount INVOICE 1 INVOICE 1 01/16/2024 01/15/2024 0.00 8,055.00 1226
Vendor Number

JEFF JONES
Total Vendor Amount
578.35
Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 02/07/2024 578.35
Payable Number Description Payable Date Due Date Discount Amount Payable Amount REIMBURSEMENT FOR MEETINGREIMBURSEMENT FOR MEETING 01/01/2024 01/01/2024 0.00 578.35 1232
Vendor Number

JEFFREY B KELLEY
Total Vendor Amount
332.27
Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 02/07/2024 332.27
Payable Number Description Payable Date Due Date Discount Amount Payable Amount 4705 KEYS ADOBE PLAZA 01/08/2024 01/08/2024 0.00 332.27 1417
Vendor Number

JESUS MARTINEZ
Total Vendor Amount
171.25
Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 02/07/2024 171.25
Payable Number Description Payable Date Due Date Discount Amount Payable Amount 8586 UNIT 295 ENGINE OIL CHANGE 01/24/2024 01/24/2024 0.00 171.25 1095
Vendor Number

KERN RIVER POWER EQUIPMENT INC
Total Vendor Amount
477.29
Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 02/07/2024 477.29
Payable Number Description Payable Date Due Date Discount Amount Payable Amount 155426 MOWER #3 & #4 BLADES 01/05/2024 01/05/2024 0.00 477.29 1096
Vendor Number

LEAGUE OF CA CITIES SSJVD
Total Vendor Amount
7,764.00
Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 02/07/2024 7,764.00
Payable Number Description Payable Date Due Date Discount Amount Payable Amount INV-11830-J3J1K1 MEMBERSHIP DUES FOR CALENDAR YR 2024 01/01/2024 01/01/2024 0.00 7,764.00 1332
Vendor Number

MADLAND TOYOTA LIFT INC
Total Vendor Amount
1,926.53
Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 02/07/2024 1,926.53
Payable Number Description Payable Date Due Date Discount Amount Payable Amount 14002398 UNIT 203-EV 45 DAY INSPECTION 01/11/2024 01/11/2024 0.00 436.37 14002399 UNIT 205-EV 45 DAY INSPECTION 01/11/2024 01/11/2024 0.00 436.37 14002400 UNIT 207-EV 45 DAY INSPECTION 01/11/2024 01/11/2024 0.00 436.37 14002401 UNIT 110 45 DAY INSPECTION 01/11/2024 01/11/2024 0.00 308.71 14002402 UNIT 211 45 DAY INSPECTION 01/11/2024 01/11/2024 0.00 308.71

MARAVILLA FOUNDATION
Total Vendor Amount

90.00 Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 02/07/2024 90.00
Payable Number Description Payable Date Due Date Discount Amount Payable Amount CANCELLED PERMIT CANCELLED PERMIT FOR WATER HEATER 01/11/2024 01/11/2024 0.00 90.00 1654
Vendor Number
MB APPRAISALS INC.

Total Vendor Amount
4,000.00
Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 02/07/2024 4,000.00
Payable Number Description Payable Date Due Date Discount Amount Payable Amount 4-24 APPRAISAL REPORT FEES 01/24/2024 01/24/2024 0.00 4,000.00 1102
Vendor Number

MOUNTAINSIDE DISPOSAL
Total Vendor Amount
729,471.78
Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 02/07/2024 729,471.78
Payable Number Description Payable Date Due Date Discount Amount Payable Amount REFUSE SERVICES REFUSE SERVICES 05.16.23-02.01.24 02/02/2024 02/02/2024 0.00 729,471.78 1199
Vendor Number

MUNISERVICES / AVENU
Total Vendor Amount
2,525.57
Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 02/07/2024 2,525.57
Payable Number Description Payable Date Due Date Discount Amount Payable Amount INV06-018035 SUTA CA- Q3, 2023 01/12/2024 01/12/2024 0.00 2,525.57 1340
Vendor Number

NATHAN M HODGES
Total Vendor Amount
49,933.10
Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 02/07/2024 49,933.10
Payable Number Description Payable Date Due Date Discount Amount Payable Amount JAN-2024 LEGAL FEES JAN-2024 01/01/2024 01/01/2024 0.00 49,933.10 1109
Vendor Number

PACIFIC IRRIGATION
Total Vendor Amount
117.36
Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 02/07/2024 117.36
Payable Number Description Payable Date Due Date Discount Amount Payable Amount 00224162 COMPRESSION COUPLERS FOR PARKS 01/10/2024 01/10/2024 0.00 117.36 1108
Vendor Number
PG & E
Total Vendor Amount
330.27
Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 02/07/2024 330.27
Payable Number Description Payable Date Due Date Discount Amount Payable Amount 8440977428-2 01.03.24-01.31.24 8440977428-2 01.03.24-01.31.24 01/31/2024 01/31/2024 0.00 303.17 9307046200-2 12.22.23-01.23.24 9307046200-2 12.22.23-01.23.24 01/29/2024 01/29/2024 0.00 27.10 1653
Vendor Number

PROJECT DEVELOPMENT SOLUTIONS
Total Vendor Amount
697.50
Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 02/07/2024 697.50
Payable Number Description Payable Date Due Date Discount Amount Payable Amount 224 MICROGRID DEVELOPMENT 02/02/2024 02/02/2024 0.00 697.50

ROBERT HALF
Total Vendor Amount
2,767.20
Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 02/07/2024 2,767.20
Payable Number Description Payable Date Due Date Discount Amount Payable Amount 63122466 WEEK ENDING 1/19/24 JAZMIN C. 01/24/2024 01/24/2024 0.00 180.00 63130841 WEEK ENDING 1/26/24 JAZMIN C. 01/29/2024 01/29/2024 0.00 1,293.60 63161743 WEEK ENDING 02.02.24 JAZMIN C. 02/05/2024 02/05/2024 0.00 1,293.60 1181
Vendor Number

ROUTEMATCH SOFTWARE INC
Total Vendor Amount
7,050.00
Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 02/07/2024 7,050.00
Payable Number Description Payable Date Due Date Discount Amount Payable Amount RMSMA00001382 CORE DEMAND RESPONSE SYSTEM 10/01/2023 10/01/2023 0.00 7,050.00 1200
Vendor Number

SELF HELP ENTERPRISES
Total Vendor Amount
2,200.00
Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 02/07/2024 2,200.00
Payable Number Description Payable Date Due Date Discount Amount Payable Amount 2023 CDBG-2019 OTC 2023 CDBG-2019 OTC 01/31/2024 01/31/2024 0.00 2,200.00 1237
Vendor Number

SITEONE LANDSCAPE SUPPLY LLC
Total Vendor Amount
708.25
Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 02/07/2024 708.25
Payable Number Description Payable Date Due Date Discount Amount Payable Amount 137543048-001 PARKS IRRIGATION 01/10/2024 01/10/2024 0.00 708.25 1123
Vendor Number

SO CAL GAS CO
Total Vendor Amount
939.91
Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 02/07/2024 939.91
Payable Number Description Payable Date Due Date Discount Amount Payable Amount SERVICES 12.26.23-01.24.24 SERVICES 12.26.23-01.24.24 01/26/2024 01/26/2024 0.00 939.91 1634
Vendor Number

STEVE BADILLA INVESTIGATIONS
Total Vendor Amount
4,641.60
Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 02/07/2024 4,641.60
Payable Number Description Payable Date Due Date Discount Amount Payable Amount NB 583 2024 CLAIM NB 583 2024 01/02/2024 01/02/2024 0.00 4,641.60 1700
Vendor Number

UNITED RENTALS , INC
Total Vendor Amount
9,231.35
Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 02/07/2024 9,231.35
Payable Number Description Payable Date Due Date Discount Amount Payable Amount 229076235-002 EQUIPMENT RENTED FOR WASTEWATER REPAIR 01/27/2024 01/27/2024 0.00 9,231.35 1527
Vendor Number
VALLARTA SUPERMARKETS #39
Total Vendor Amount

86.25 Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 02/07/2024 86.25
Payable Number Description Payable Date Due Date Discount Amount Payable Amount REIMBURSEMENT OF 86.25 REIMBURSEMENT OF 86.25 FOR BUSINESS LICENSE 01/29/2024 01/29/2024 0.00 86.25

Total Vendor Amount

4.00 Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 02/07/2024 4.00
Payable Number Description Payable Date Due Date Discount Amount Payable Amount OVERPAYMENT OF $4 OVERPAYMENT OF $4 FOR BUSINESS LICENSE 01/29/2024 01/29/2024 0.00 4.00 1142
Vendor Number

WELLS FARGO LEASE PMTS
Total Vendor Amount
285.91
Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 02/07/2024 285.91
Payable Number Description Payable Date Due Date Discount Amount Payable Amount 5028306042 COMM DEV LEASE 01.12.24-02.11.24 01/17/2024 01/17/2024 0.00 285.91 1639
Vendor Number

WILLDAN FINANCIAL SERVICES
Total Vendor Amount
5,560.00
Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 02/07/2024 5,560.00
Payable Number Description Payable Date Due Date Discount Amount Payable Amount 010-57263 CITY COST ALLOCATION SEWER OPERATION 01/18/2024 01/18/2024 0.00 5,560.00 Bank: PY - Payroll Vendor Payables
1013
Vendor Number

ARVIN POLICE OFFICERS
Total Vendor Amount
950.00
Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 02/07/2024 950.00
Payable Number Description Payable Date Due Date Discount Amount Payable Amount INV0001069 APOA Dues 02/02/2024 02/02/2024 0.00 950.00
1017
Vendor Number

CENTRAL CALIFORNIA ASSOC OF PUBLIC EMPLOYEES
Total Vendor Amount
921.34
Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 02/07/2024 921.34
Payable Number Description Payable Date Due Date Discount Amount Payable Amount INV0001070 SEIU Dues 02/02/2024 02/02/2024 0.00 27.00
INV0001071 SEIU Dues 02/02/2024 02/02/2024 0.00 894.34
1312
Vendor Number

FRANCHISE TAX BOARD
Total Vendor Amount
300.00
Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 02/07/2024 300.00
Payable Number Description Payable Date Due Date Discount Amount Payable Amount INV0001073 ALEX GHAZARIAN 02/02/2024 03/15/2024 0.00 300.00

5.A.1
Attachment: Demand Register(s) of January 20, 2024 - February 08, 2024 (Demand Register(s) of January 20, 2024 - February 08, 2024.) Payment Register APPKT00606 - FOR AP 2/7/2024
2/7/2024 4:21:02 PM Page 7 of 8
Payment Summary
Type
Payment
Count Discount Payment
Payable
Bank Code Count
Main Pool Ck Check 56 42 0.00 1,254,879.17
Packet Totals: 56 42 0.00 1,254,879.17
Type
Payment
Count Discount Payment
Payable
Bank Code Count
PY Check43 0.00 2,171.34
Packet Totals:
43 0.00 2,171.34

5.A.1
Attachment: Demand Register(s) of January 20, 2024 - February 08, 2024 (Demand Register(s) of January 20, 2024 - February 08, 2024.)

5.B.1
Attachment: Payroll Register(s) of February 02, 2024 (Approval of Payroll Register(s) of February 02, 2024.)

5.B.1
Attachment: Payroll Register(s) of February 02, 2024 (Approval of Payroll Register(s) of February 02, 2024.) Arvin City Council Meeting Minutes – January 23, 2024

Page 1 of 8 ends

REGULAR MEETING MINUTES

ARVIN CITY COUNCIL / SUCCESSOR AGENCY TO THE

ARVIN COMMUNITY REDEVELOPMENT AGENCY / ARVIN HOUSING AUTHORITY /

ARVIN PUBLIC FINANCING AUTHORITY
JANUARY 23, 2024
CALL TO ORDER @ 6:02PM

PLEDGE OF ALLEGIANCE

INVOCATION
ROLL CALL: Mayor Trujillo absent; All others present.

1. APPROVAL OF AGENDA AS TO FORM.

Motion to approve the Agenda.

Motion CM Horton Second CM Murillo Vote 4-0

3. PRESENTATION(S)
A. Swearing In of New Police Officer – Richard Bravo
Cecilia Vela, City Clerk
B. Update on Flood Ministries
Andrew Dominguez, Program Manager – ANC Flood Ministries

4. CONSENT AGENDA ITEM(S)
A. Approval of Demand Register(s) of November 28, 2023 – January 19, 2024.

B. Approval of Payroll Register(s) of December 08, 2023; December 22, 2023; January 05, 2024; and January 19, 2024.

C. Approval of the Minutes of the Special Meeting(s) of November 28, 2023.

D. Approval of A Proclamation Proclaiming February 2024 as Safe Surrendered Baby Awareness Month.

E. Retroactive Approval of Letter of Support for Kern Council of Governments’ Submittal for Caltrans Sustainable Communities Funding to Prepare A Transportation Development Plan for Nine Kern County Rural Transit Operators.

5.C.1
Attachment: Minutes of the Regular Arvin City Council Meeting of January 23, 2024 (Minutes of the Regular Meeting(s) of January 23, 2024.) Arvin City Council Meeting Minutes – January 23, 2024

Page 2 of 8 ends

F. Approval of A Resolution of the City Council of the City of Arvin Approving Special Events Hosted by the City of Arvin and Establishing Guidelines and Requirements to Hold Said Events During Calendar Year 2024.

Resolution No. 2024-01
G. Approval of A Resolution of the City Council of the City of Arvin for Retroactive Approval of Purchase of A Vehicle Replacement for the Arvin Police Department in the Amount of $50,000 from Sentry Ford Lincoln, Inc. and Dispensing with Bidding Procedures in Accordance with Arvin Municipal Code Section 3.08.070 B1, An Emergency Requiring the Order of Equipment to be Placed at the Nearest Available Source of Supply.

Resolution No. 2024-02
Agreement No. 2024-01
H. Approval of Amendment No. 1 to Emergency Improvement Capital Account Credit Agreement between the City of Arvin and Quantum Farms.

Agreement No. 2024-02
I. Approval of Lease Agreement Between the City of Arvin and Comunidades Aliadas Tomando Acción (CATA) for Use of the Facility Located at the Adobe Plaza Complex, 141 North A Street, Arvin, Suite C, Upon Receipt of the Required Documentation, Insurance and Security Deposit from Tenant; and Authorizing the City Manager to Execute Said Lease Agreement.

Agreement No. 2024-03
J. Retroactive Approval of a Subrecipient Agreement with Self-Help Enterprises for Community Development Block Grant Administrative Support and Retroactive Approval of a Subrecipient Agreement with Flood Ministries for the 2022 Community Development Block Grant (CDBG) Program.

Agreement No. 2024-04 (Self-Help Enterprises)
Agreement No. 2024-05 (Flood Ministries)
K. Approval of A Resolution of the City Council of the City of Arvin Accepting the Work Completed by Doug Ross, Inc. DBA Central Valley Asphalt and Filing of the Notice of Completion for the City of Arvin Franklin Street Reconstruction Project 18-CDBG-12902 (Walnut Drive to Stockton Ave.)
Resolution No. 2024-03
Staff recommends approval of the Consent Agenda.

Consent Agenda Item 4A was pulled for discussion.

Motion to approve Consent Agenda Items 4B, 4C, 4D, 4E, 4F, 4G, 4H, 4I, 4J, and 4K.

Motion CM Horton Second CM Murillo Vote 4-0
Motion to approve Consent Agenda Item 4A.

Motion CM Murillo Second MPT Borreli Vote 4-0

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5. PUBLIC HEARING ITEM(S)
A. A Public Hearing to Consider Approval of A Resolution of the City Council of the City of Arvin Declaring There Are No Unmet Transit Needs That Can Be Reasonably Met Within the City of Arvin. (City Manager) Staff recommends to open the hearing, allow for public testimony, close the hearing, and approve Resolution.

Hearing opened.

No public testimony received.

Hearing closed.

Motion to approve the Resolution.

Motion CM Horton Second MPT Borreli Vote 4-0
Resolution No. 2024-04
B. A Public Hearing to Consider Introduction of An Ordinance of the City Council of the City of Arvin Amending Arvin Municipal Code Chapter 1.20.100 Related to Places Designated for Posting Public Notices and Posting of Agendas Related to Meetings Subject to the Brown Act. (City Clerk) Staff recommends the City Council consider introducing the Ordinance to be read by title only, open the hearing, allow for public testimony, close the hearing, waive first reading of the Ordinance, and approve the introduction of the Ordinance.

Hearing opened.

No public testimony received.

Hearing closed.

Motion to waive the first reading of the Ordinance and approve the introduction of the Ordinance.

Motion CM Reyes Second CM Horton Vote 4-0
C. A Public Hearing to Consider Introduction of An Ordinance of the City Council of the City of Arvin Amending Ordinance 2022-479 Which Established Title 8, Chapter 8.29, Section 8.29.05 Commercial Cannabis Activity of the Arvin Municipal Code to Address the Outdoor and Mixed-Cultivation of Commercial Cannabis and Acceptance of the California Environmental Quality (CEQA) Notice of Exemption. (City Manager)
Staff recommends the City Council consider introducing the Ordinance to be read by title only, open the hearing, allow for public testimony, close the hearing, waive first reading of the Ordinance, and approve the introduction of the Ordinance.

Page 4 of 8 ends

Hearing opened.

No public testimony received.

Hearing closed.

Motion to waive the first reading of the Ordinance and approve the introduction of the Ordinance.

Motion CM Horton Second CM Reyes Vote 4-0
D. A Public Hearing to Discuss the Closeout of the City of Arvin’s Community Development Block Grant (CDBG-CV) 20-CDBG-CV-1-00038 and 20-CDBGCV-2-3-00141 and Approve Its Submittal to the California Department of Housing and Community Development, Community Development Block Grant Program. (Grants Manager)
Staff recommends to open the hearing, allow for public testimony, close the hearing and approve the CDBG-CV 20-CDBG-CV-1-00038 & 20-CDBG-CV2-3-00141 closeout process and authorize its submittal to the California Department of Housing and Community Development, Community Development Block Grant Program.

Hearing opened.

No public testimony received.

Hearing closed.

Motion to approve the CDBG-CV 20-CDBG-CV-1-00038 & 20-CDBG-CV-2-3-00141 closeout process and authorize its submittal to the California Department of Housing and Community Development, Community Development Block Grant Program.

Motion MPT Borreli Second CM Horton Vote 4-0

6. ACTION ITEM(S)
A. Consideration of Approval of Letter of Intent with Arvin Power Company. (City Manager)
Staff recommends that the City Council review the Letter of Intent and request that staff engage with further discussion regarding City cost recovery should the City desire to move forward with the Letter of Intent.

Application requested to retract above Action Item 4A.

No motion and no action taken for above Action Item 4A.

B. Consideration and Approval to Adopt the Arvin Police Officer’s Association (APOA) Side Letter January 2024. (City Manager)
Staff recommends approval to adopt the Arvin Police Officer’s Association (APOA) Side Letter January 2024.

Page 5 of 8 ends

Motion to adopt the Arvin Police Officer’s Association (APOA) Side Letter January 2024.

Motion MPT Borreli Second CM Horton Vote 4-0
Agreement No. 2024-06
C. Consideration and Approval of A Resolution of the City Council of the City of Arvin Accepting and Awarding Bid and Authorizing the City Manager to Execute the Proposal from Harbor Plumbing for Restoration of the DiGiorgio Park Restrooms in the Amount of $92,949.39. (City Manager) Staff recommends approval of the Resolution.

Motion to approve the Resolution subject to Harbor Plumbing (bidder) providing itemized costs to the City.

Motion CM Horton Second MPT Borreli Vote 4-0
Resolution No. 2024-05
Agreement No. 2024-07
D. Consideration and Approval of A Resolution of the City Council of the City of Arvin Accepting and Awarding Bid and Authorizing the City Manager to Execute the Proposal from Harbor Plumbing for Restoration of the Smothermon Park Restrooms in the Amount of $88,666.01. (City Manager) Staff recommends approval of the Resolution.

Motion to approve the Resolution subject to Harbor Plumbing (bidder) providing itemized costs to the City.

Motion CM Horton Second CM Murillo Vote 4-0
Resolution No. 2024-07
Agreement No. 2024-08
E. Report, Discussion, and Potential Approval of A Resolution of the City Council of the City of Arvin Declaring the Necessity to Commence Eminent Domain Proceedings for the Acquisition of the Property Located at the Southwest Corner of Millux and Tejon Highway, Arvin, California 93203, Assessor’s Parcel No. 446-010-62. (City Manager)
Staff recommends consideration and direction from Council.

Motion to table above Action Item 6E to the following Regular City Council Meeting of February 13, 2024.

Motion MPT Borreli Second CM Horton Vote 3-1 (CM Reyes voted No.)

Page 6 of 8 ends

F. Consideration and Approval to Extend Assignment with Robert Half Staffing for Assistance with Records Retention and Destruction Project. (City Clerk) Staff recommends approval to extend assignment.

Motion to approve to extend assignment with Robert Half Staffing for assistance with records retention and destruction project.

Motion CM Murillo Second MPT Borreli Vote 4-0

7. SUCCESSOR AGENCY ACTION ITEM(S)
A. Consideration and Approval of A Resolution of the Board of Directors of the Successor Agency to the Dissolved Arvin Community Redevelopment Agency, Approving and Adopting A Recognized Obligation Payment Schedule Covering the Period of July 1, 2024 through June 30, 2025 Pursuant to Health and Safety Code Section 34177(l) and (o). (City Manager/Executive Director) Staff recommends approval of the Resolution.

Motion to approve the Resolution.

Motion CM Horton Second CM Reyes Vote 4-0
Resolution No. 2024-06

8. ELECTION OF VICE MAYOR
MPT Borreli nominated self.

No second received.

No motion and no action taken due to lack of a second nomination.

No other nominations were made.

Above Item 8 was tabled to the Regular City Council Meeting of February 13, 2024.

9. DISCUSSION ITEM(S)
A. Police Department Advisory Community Panel (Police Chief)

10. CITY MANAGER’S REPORT
A. FY 2022-2023 Annual Impact Fees Report
B. ARPA Spending Update – December 31, 2023

11. COUNCIL MEMBER COMMENTS

Page 7 of 8 ends

12. CLOSED SESSION ITEM(S)
A. CONFERENCE WITH LABOR NEGOTIATORS (Government Code
§54957.6):

Agency Negotiator: City Manager
Employee Organizations: Arvin Police Officers Association (APOA) and Central California Association of Public Employees SEIU Local 521.

B. CONFERENCE WITH LEGAL COUNSEL--POTENTIAL LITIGATION
(Government Code §54956.9(b).)
Significant exposure to litigation pursuant to §54956.9(b): six cases C. THREAT TO PUBLIC SERVICES OR FACILITIES (Government Code §54957(a).)
Consultation with: City Manager and/or City Attorney. (one item) D. CONFERENCE WITH LEGAL COUNSEL: LIABILITY CLAIMS (Government Code §54956.95)
Claimant: Javier Francisco Verduzco - AIMs File No. FR101408; RMA Claim No. 22041.

Against: City of Arvin
E. CONFERENCE WITH LEGAL COUNSEL: LIABILITY CLAIMS (Government Code §54956.95)
Claimant: Juan Hernandez - AIMs File No. FR101705; RMA Claim No. 22369.

Against: City of Arvin
CLOSED SESSION REPORT BY CITY ATTORNEY:
8A. No reportable action.
8B. Case 1: No reportable action.

Case 2: No reportable action.

Case 3: The City Council provided direction to the City Attorney concerning drafting a responsive letter to letter received from Veolia.

Case 4: No reportable action.

Case 5: No reportable action.

Case 6: No reportable action.
8C. No reportable action.
8D. The City Council denied the claim and provided direction to City staff to provide notice of rejection.
8E. The City Council denied the claim and provided direction to City staff to provide notice of rejection.

5.C.1
Attachment: Minutes of the Regular Arvin City Council Meeting of January 23, 2024 (Minutes of the Regular Meeting(s) of January 23, 2024.) Ar
vinCity CouncilMeeting Minutes– January 23,2024
Page8of8

13. ADJOURNED @ 8:32PM
Respectfully submitted, Cecilia Vela, City Clerk

5.C.1
Attachment: Minutes of the Regular Arvin City Council Meeting of January 23, 2024 (Minutes of the Regular Meeting(s) of January 23, 2024.)

CITY OF ARVIN
Staff Report
Meeting Date: February 13, 2024
TO: Arvin City Council
FROM: Christine Viterelli, Grants Manager
Jeff Jones, City Manager / Finance Director
SUBJECT: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARVIN TO

APPROVE THE FINANCIAL POLICIES & PROCEDURES AND
INCORPORATE ATTACHMENT 740-A GRANT FUNDING AND
COMPLIANCE POLICY BY REFERENCE.

BACKGROUND:

The financial health and welfare of the City of Arvin are highly dependent upon establishing and maintaining sound financial planning objectives and strategies for implementation. These financial management policies assist the decision-making process of the City Council and City administration while operating independently of fluctuating operating conditions and varying economic circumstances. These policies also provide guidelines for evaluating current activities and proposals for future programs and direct the City's financial resources toward meeting the goals and programs of the City Council’s adopted strategic plan. The implementation of wise fiscal policies enables City officials to protect the public interest and ensure public trust and confidence.

The staff has previously presented this manual, which the City Council approved at the City Council meeting held on October 16, 2018, and is now being revised to add additional sections recommended by Caltrans.

Caltrans has requested that the City of Arvin modify the Financial Policies and Procedures Manual to incorporate sections 7 a-f of its corrected action plan in 2020.

No ordinances of the City of Arvin are required to be updated as a result of the 2020 CAP.

However, due to the nature of the findings and the related corrective action plan to resolve those findings, the Grant Management Policy (Section 740) of the Manual requires updating.

Additionally, Arvin is including and incorporating Caltrans-recommended Grant Policies and Procedures Section 740-Attachment A as a new addition to the policy document.

According to Section 740, the City Council must approve all grant management policies.

The following clauses of Section 740 will be updated in response to the Caltrans corrective action plan(CAP) items are identified in blue font for ease of reading prior to adoption :

5.D.1
Attachment: Staff Report to Adopt Financial Policy Manual 2.13.24 (Financial Policies & Procedures Manual) Grant Management Policy:

4. Indirect costs of administering grant programs will be recovered to the maximum extent feasible.

5. Operating departments have the primary responsibility for seeking out grant opportunities, preparing effective grant applications, and for successfully managing grant programs after they have been awarded.

6. Operating departments should develop a simple system that tracks grant funding availability in their functional areas. Using this system, all capital improvement plan budget requests will evaluate and document the ability of grants to assist in funding the project. a. The methods of payment should be clearly defined in all capital improvement plan budget requests and each proposal.
(Per Caltrans CAP Letter to the city dated April 17, 2020, item 7.c.)

ROLES AND RESPONSIBILITIES
City Council

1. Approves grant management policies.

2. Approves all grant applications in excess of $5,000 and delegates receipt and contract execution to the City Manager if delegation is allowed by the grantor agency.

City Manager

1. Receives grants and executes related contract documents when delegated to do so by the Council.

2. Develops, recommends and maintains grant management policies.

Operating Departments

1. Develop systems for maintaining ongoing information regarding grant availability within their functional areas of responsibility.

2. Evaluate benefits and costs of specific grant programs on a case-by-case basis:
a. Purpose of the grant program and its consistency with identified City goals and objectives. b. Additional staffing, office space, facilities, supplies or equipment that will be required if the grant is awarded.
c. Ongoing impacts of the grant program after it is completed. d. Responsibilities of other departments and impacts on them in preparing the grant application or performing work scope if the grant is approved.
740-2

5.D.1
Attachment: Staff Report to Adopt Financial Policy Manual 2.13.24 (Financial Policies & Procedures Manual) e. Amount of indirect costs to be recovered from the grant, f. Total program costs, including portion funded through grant revenues and any required City contribution.
g. Source of funding for any required City share.
h. Compliance and audit requirements, paying special attention to those areas where the grantor’s administrative procedures are different than the City’s. (1) Ensure that the successful bidder of a federal grant funded project is not under suspension and/or debarment. This is done by going to the SAM website and verifying that the bidder is NOT under suspension or debarment. Print out such proof and maintain in grant file. (added as a result of Federal Single Audit finding 2017-007)

3. Prepare grant applications.
a. Work with the grantor agency in identifying special program requirements and developing strategies for preparing a successful grant application. b. Complete grant application documents.
c. Coordinate with affected departments as necessary.
d. For grants in excess of $5,000, prepare a Council agenda report requesting authorization to seek grant funding. This report should describe the grant program's conformance with this policy, including the results of the cost/benefit analysis. e. For grants of $5,000 or less, submit the grant application, subject to the following conditions:
• It will not add regular staffing.
• Any matching funds or in-kind contributions are already available within existing resources, and no additional appropriation of unreserved, undesignated fund balance or working capital is required.
• At the conclusion of the grant, there will no ongoing commitments or obligations to continue the program.
• The purpose of the grant program is clearly consistent with current City plans, policies and goals.

4. Administer grant programs if awarded.
a. For grants in excess of $5,000, prepare a Council Staff Report accepting grant award, including grant summary form (see attached), budget amendment request and any other required City forms or documents; and coordinate execution of grant documents by the City Manager and return executed documents to grantor agency.
740-3
b. For grants of $5,000 or less, execute and return grant documents to grantor agency. c. Notify affected departments of grant award.
a. The affected department shall:

1. Clearly define the contract dollar thresholds for each contract/project.

2. Develop a Project Schedule to include Project Costs, Task Order Dollar Thresholds, and Reporting Requirements to ensure that deliverables are met.

3. Require the contractor to develop a fee schedule to identify the components of loaded costs (a lump sum or hourly rate) in the consultant’s proposal. (Per Caltrans CAP Letter to the city dated April 17, 2020, item 7.a., b., d., and e.) d. Maintain financial and other records in accordance with grant requirements. e. Complete and submit required reports, including requests for funds.

5.D.1
Attachment: Staff Report to Adopt Financial Policy Manual 2.13.24 (Financial Policies & Procedures Manual) a. Work with other departments to Ensure that Reporting Requirements of the grant are met.
(Per Caltrans CAP Letter to the city dated April 17, 2020 item 7.a.) f. Monitor grant expenditures and receipt of revenues.
a. Review contractor invoices/expenditures to ensure that Project Costs and Task Order Dollar Thresholds are adhered to.
b. Review contractor invoices to ensure that the agreed-upon labor rates that are reimbursed are in accordance with the executed contract. (Per Caltrans CAP Letter to the city dated April 17, 2020, item 7.a., d., and f.) g. Coordinate on-site management reviews by the grantor agency during the grant term. h. Ensure compliance with grant requirements, paying special attention to those areas where the grantor’s administrative procedures are different than the City’s. i. Perform the grant work scope.

5. Complete grant closeout.
a. Complete the grant work scope.
b. Notify affected departments that the project is completed and schedule a “close-out” meeting if necessary to resolve any final procedural issues.

11.5 d. Prepare and submit any required grant close-out documents. 740-4
Arvin staff has also included “Attachment 740-A” as a new addition to the policy document as suggested by Caltrans.

This should be the last and final step required to have the Caltrans Corrective Action Plan (CAP) lifted so that the City can implement federal grants without requiring Kern County to provide oversight and project completion on federal projects moving forward.

STAFF RECOMMENDATION:

Staff recommends approval of the resolution and adoption of the updated policy.

FINANCIAL IMPACT:

No fiscal impact.

ATTACHMENTS:
1) Resolution of the City Council of Arvin to Approve the Financial Policies and Procedures and Incorporate “Attachment 740-A,” A Grant Funding and Compliance Policy by Reference

5.D.1
Attachment: Staff Report to Adopt Financial Policy Manual 2.13.24 (Financial Policies & Procedures Manual) 2)
Financial Policy Manual Updated 2-13-24 Draft
3) Attachment 740-A (to be incorporated in the Financial Manual)

5.D.1
Attachment: Staff Report to Adopt Financial Policy Manual 2.13.24 (Financial Policies & Procedures Manual)

Page 1 of 2 ends

Reso To Approve Financial Policies & Procedures and Incorporate Attachment 740-A Grant Funding.

RESOLUTION NO. ________

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARVIN TO

APPROVE THE FINANCIAL POLICIES AND PROCEDURES AND
INCORPORATE ATTACHMENT 740-A GRANT FUNDING AND
COMPLIANCE POLICY BY REFERENCE.

WHEREAS, the City Council recognizes the need for City of Arvin Financial Management Policies and
WHEREAS, the City Council attended Financial Management Manual workshops in 2018 and the policy has not been updated since 2018; and
WHEREAS, the financial health and welfare of the City of Arvin is highly dependent upon establishing and maintaining sound, financial-planning objectives and strategies for implementation; and
WHEREAS, the City's external financial auditors requested this document as a sound business practice, therefore recommends approval and implementation by the City Council of these financial policies; and
WHEREAS, financial management policies assist the decision-making process of the City administration while operating independently of changing service and financial circumstances and conditions; and
WHEREAS, these policies also provide guidelines for evaluating both current activities and proposals for future programs and direct the City's financial resources toward meeting the goals and programs of the strategic plan; and
WHEREAS, the implementation of wise fiscal policies enables City officials to protect the public interest and ensure public trust and confidence; and WHEREAS, Caltrans has requested that we expand our policy and procedures to include Grant Policies and procedures in Attachment 740-A; and
WHEREAS, Caltrans has requested that Arvin incorporate Sections 7a through 7f from the Caltrans corrective action plan dated April 17, 2020; and WHEREAS, the City of Arvin has incorporated Sections 7a through 7f into policies and procedures and also includes Attachment 740-A to be incorporated into the updated policy.

NOW, THEREFORE, BE IT HEREBY RESOLVED Exhibit’s 1, and 2, attached hereto and incorporated herein by reference be adopted as the City of Arvin’s Financial Management Manual and policy.
/////

5.D.2
Attachment: Reso To Approve Financial Policies & Procedures_021324 [Revision 2] (Financial Policies & Procedures Manual)

Page 2 of 2 ends

Reso To Approve Financial Policies & Procedures and Incorporate Attachment 740-A Grant Funding.
/////
I HEREBY CERTIFY that the foregoing resolution was passed and adopted by the City Council of the City of Arvin at a regular meeting thereof held on the 13th day of February 2024 by the following vote:

AYES:

NOES:

ABSTAIN:

ABSENT:

ATTEST
CECILIA VELA, City Clerk

CITY OF ARVIN
By:

OLIVIA TRUJILLO, Mayor
APPROVED AS TO FORM:

By:

NATHAN HODGES, City Attorney
Hodges Law Group
Exhibits:
1) Financial Policy Manual Updated 2-13-24 Draft
2) Attachment 740-A (to be incorporated in the Financial Manual) I, ______________________________, City Clerk of the City of Arvin, California, DO HEREBY CERTIFY that the foregoing is a true and accurate copy of the Resolution passed and adopted by the City Council of the City of Arvin on the date and by the vote indicated herein.

5.D.2
Attachment: Reso To Approve Financial Policies & Procedures_021324 [Revision 2] (Financial Policies & Procedures Manual) Financial Management
Manual
Updated 2-13-24
City of Arvin

5.D.3
Attachment: GRANTS MANAGEMENT MANUAL FMM 2023 - City of Arvin-2.13.24 cv [Revision 1] (Financial Policies & Procedures Manual)

FINANCIAL MANAGEMENT MANUAL
A comprehensive guide to the conduct
of the City's financial affairs
Prepared by Jeff Jones
Finance Director
Approved by Resolution 2024-____

CITY OF ARVIN

5.D.3
Attachment: GRANTS MANAGEMENT MANUAL FMM 2023 - City of Arvin-2.13.24 cv [Revision 1] (Financial Policies & Procedures Manual) RESOLUTION NO. 2024- DRAFT

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARVIN

TO APPROVE THE FINANCIAL POLICIES & PROCEDURES AND
INCORPORATE ATTACHMENT 740-A GRANT FUNDING AND
COMPLIANCE POLICY BY REFERENCE.

WHEREAS, the City Council recognizes the need for City of Arvin Financial Management Policies and
WHEREAS, the City Council attended Financial Management Manual workshops in 2018 and the policy has not been updated since 2018;and WHEREAS, the financial health and welfare of the City of Arvin is highly dependent upon establishing and maintaining sound, financial-planning objectives and strategies for implementation; and
WHEREAS, the City's external financial auditors requested this document as a sound business practice, therefore recommends approval and implementation by the City Council of these financial policies; and
WHEREAS, financial management policies assist the decision-making process of the City administration while operating independently of changing service and financial circumstances and conditions; and
WHEREAS, these policies also provide guidelines for evaluating both current activities and proposals for future programs and direct the City's financial resources toward meeting the goals and programs of the strategic plan; and
WHEREAS, the implementation of wise fiscal policies enables City officials to protect the public interest and ensure public trust and confidence; and WHEREAS, Caltrans has requested that we expand our policy and procedures to include Grant Policies and procedures in Attachment 740-A; and
WHEREAS, Caltrans has requested that Arvin incorporate Sections 7a through 7f from the Caltrans corrective action plan dated April 17, 2020; and WHEREAS, the City of Arvin has incorporated Sections 7a through 7f into policies and procedures and also includes Attachment 740-A to be incorporated into the updated policy; NOW, THEREFORE, BE IT HEREBY RESOLVED the City of Arvin Financial Management Manual document be adopted as policy.

5.D.3
Attachment: GRANTS MANAGEMENT MANUAL FMM 2023 - City of Arvin-2.13.24 cv [Revision 1] (Financial Policies & Procedures Manual)

DRAFT- TO BE CERTIFIED BY THE CITY CLERK UPON APPROVAL
I HEREBY CERTIFY that the foregoing resolution was passed and adopted by the City Council of the City of Arvin at a regular meeting thereof held on the 13 day of February 2024 by the following vote:

AYES:

NOES:

ABSTAIN:

ABSENT:

ATTEST
CECILIA VELA, City Clerk

CITY OF ARVIN
By:

OLIVIA TRUJILLO, Mayor
APPROVED AS TO FORM:

By:

Page 2 of 2 ends

Reso to Approve Financial Policies and Procedures

5.D.3
Attachment: GRANTS MANAGEMENT MANUAL FMM 2023 - City of Arvin-2.13.24 cv [Revision 1] (Financial Policies & Procedures Manual) Financial Management Manual
This manual is distributed to key individuals throughout the organization who are responsible for managing the financial operations of the City. As indicated by its title, the purpose of this document is to provide a single, up-todate reference source of the major policies and procedures that guide the administration of the City's financial affairs.

The following is a brief overview of the contents of this manual.

Section 100
Introduction
Section 500
Budget Policies and Procedures
Overviews the purpose and organization of the
Financial Management Manual, including procedures
for updating and distributing the manual, internal
control concepts, role of fiscal officers, and a summary of other key policy documents.

Section 200
Purchasing Policies and Procedures
**Revised 2-13-24 (Section 250-2 and
adding Attachment 740-A)**
Comprehensively discusses the City's purchasing
policies and procedures, including ethics, objectives,
competitive bidding requirements, specifications,
standards, and purchasing procedures for supplies,
equipment, operating & maintenance services,
consultants, and construction projects.

Section 300 Travel
Guidelines
Includes the travel guidelines approved by the Council
in 2003 and the current mileage reimbursement rate for
the use of personal vehicles on City business.

Section 400
Fixed Assets and Inventory Management
Discusses all of the City's key policies regarding
budget preparation and execution such as the Financial
Plan preparation process, budget amendment
procedures, re-appropriation policies and budget
monitoring procedures.

Section 600
Accounting Policies and Procedures
Summarizes key accounting policies and procedures
such as financial reporting, payroll, payment approval
authority, disaster accounting procedures and security.

Section 700
Administrative Policies and Procedures
**Revised 2-13-24 (Section 740 and adding
Attachment 740-A)**
Includes general administrative policies and
procedures that affect the City's financial operations, such as City Manager Report preparation, grant
management, and donation policies.

Outlines policies and procedures for the financial
management of the City's fixed assets and inventory
items including vehicles, real property, infrastructure, and disposal of surplus property.

5.D.3
Attachment: GRANTS MANAGEMENT MANUAL FMM 2023 - City of Arvin-2.13.24 cv [Revision 1] (Financial Policies & Procedures Manual) Section 100 Table of Contents
Overview 101-1
Summary of Major Policy Documents 105-1
Internal Control Concepts 115-1
Manual Updating and Distribution 120-1
Department Fiscal Officers 130-1
Section 200

PURCHASING POLICIES AND PROCEDURES
Introduction 201-1
Purchasing Overview 201-3
Ethics - Standards of Conduct in Purchasing Activities 205-1 Centralized Purchasing 210-1
Construction Contract Change Orders 225-1
Standard Bid and Proposal Documents 250-1
Amendments to Agreements 255-1
City Credit Cards 275-1
Source Documents
Purchasing Ordinance 290-1
Check Payments Guidelines 293-1
Purchasing Guidelines 295-1
Section 300

TRAVEL POLICIES ANDPROCEDURES
Travel Guidelines 301-1
Current Mileage Reimbursement Rate 350-1
Section 400

FIXED ASSETS AND INVENTORYMANAGEMENT
Introduction 401-1
Fleet Management 405-1
Accounting for Fixed Assets 415-1
Real Property Acquisition and Disposal 475-1
Surplus Personal and Unclaimed Property 480-1
Section 500

BUDGET POLICIES ANDPROCEDURES
Introduction 501-1
Financial Plan and Budget Preparation Process Overview 505-1 Budget Amendment Requests 540-1
Re-appropriation Policy
Operating Programs 550-1
Capital Improvement Plan Projects 550-5

5.D.3
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-1
Monthly Expenditure Reports 561-1
Accounting for Completed CIP Projects 565-1
Section 600

ACCOUNTING POLICIES ANDPROCEDURES
Introduction 601-1
Payroll Procedures
Correction of Payroll Payment Errors 631-1
Timecard Approval 631-2
Accounts Payable Procedures
Approval Authorizations 635-1
Disaster Response Accounting Procedures 650-1
Security Deposits 670-1
Section 700

ADMINISTRATIVE POLICIES ANDPROCEDURES
Introduction 701-1
Copier Management Policy 725-1
City Manager Report Preparation 735-1
Grant Management Policy **REVISED 2/13/24 740-1
Employee Use of City Property 750-1
Investment Policy 760-1
Managing Credit Card Acceptance 770-1
Attachment 740-A Grant Funding and Compliance Policy
Section 800

RESERVED FOR FUTURE USE
Section 900

NOTES AND MEMORANDUMS
Attachment A
Grant Funding and Compliance Manual

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Attachment: GRANTS MANAGEMENT MANUAL FMM 2023 - City of Arvin-2.13.24 cv [Revision 1] (Financial Policies & Procedures Manual) Section 101-Introduction
101-1
The purpose of this manual is to provide a comprehensive, up-to-date procedural guide on the conduct of the City's financial affairs. Although the goal is to provide a “one-stop” reference tool for the City's financial policies and procedures, references will sometimes be made to major freestanding policy documentsratherthan restating orreproducing them in this manual. However, to the extent possible, this approach has been minimized, and in many cases documents that are “freestanding” such as the Fleet Management Program and Travel Guidelines have been directly incorporated into the manual.

If it is to meet its goal, this manual should be easy to read and provide useful information and solutions to an extremely broad range of financial subjects. It must also be up-to-date and easy to access. Accordingly, it has been prepared electronically in a “PDF” format and placed on the City’s Web Site in order to accommodate the changes that will occur over time. As discussed in Section 120, notification about updates will be sent out via email.

As described in the Preface, this manual is divided into seven Sections:
• Introduction (100)
• Purchasing Policies and Procedures (200)
• Travel Guidelines (300)
• Fixed Assets and Inventory Management (400)
• Budget Policies and Procedures (500)
• Accounting Policies and Procedures (600)
• Administrative Policies and Procedures (700)
Each of these sections begins with an overview that further describes its purpose and organization.

In summary, we want this manual to be easy to use and understand in keeping City staff up to date on changes in policies and procedures. If you have any suggestions for improvements that can be made to this manual, please feel free to contact the Department of Finance & Information Technology.

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Complementing the policies and procedures provided in this manual are the following major policy documents that also guide the management of the City’s financial affairs. A brief narrative summary for each of these documents is provided in this section; the department or office responsible for maintaining the document and making it available for distribution is noted at the end of each description.

Citywide Policy Documents
◼ City Incorporation
◼ Municipal Code
◼ Council Policies and Procedures Manual
◼ Advisory Body Handbook
◼ Conflict of Interest Code
◼ City Code of Ethics- (In Process)
◼ General Plan
◼ Conceptual Plan for the City – (In
Process)
◼ Facilities Master Plan: (In Process)
◼ Financial Plan and Budget
Utilities
◼ Wastewater Management Plan – (In
Process)
◼ Refuse Management Plan – (In Process)
Transportation
◼ Transit Plan
◼ Pavement Management Plan
◼ Bicycle Master Plan (In Process)
◼ Flood Management Policy – (In Process)
Administration - General
◼ Goals and Objectives Reporting System
◼ Manual for Preparing Council Agenda
Reports
◼ Emergency Response Plan – (In Process)
Administration-Human Resource Management
◼ Personnel Rules and Regulations
◼ Employer/Employee Relations
Resolution
◼ Memorandums of Agreement
◼ Affirmative Action Plan/Sexual
Harassment Avoidance Policy
◼ Drug Free Workplace Policy
◼ Anti-Discrimination Plan
Financial & Information Technology
◼ Revenue Management Manual
◼ General Fund Five Year Forecast
◼ Investment Management Plan
◼ Cost Allocation Plan
◼ Quarterly Financial Reports
◼ Comprehensive Annual Financial Report
(CAFR)
◼ Information Technology Strategic Plan
◼ Information Technology Policies and
Procedures Manual – (In Process)
◼ Risk Management Manual
◼ Safety/Loss Control Manual

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Attachment: GRANTS MANAGEMENT MANUAL FMM 2023 - City of Arvin-2.13.24 cv [Revision 1] (Financial Policies & Procedures Manual) Summary of Major Policy
Documents
Disposal 105-2

CITYWIDE POLICY DOCUMENTS
City Incorporation. The City was incorporated on December 21, 1960, as a general law city and as such draws its authority from the Constitution and laws of the State of California. The City has a council/manager form of government and is governed by a five-member elected council. The City Manager is appointed by the City Council. The City provides the following services: police, community services, street construction and maintenance, planning and zoning, street cleaning, transit, sanitation, and general administrative services.

Municipal Code. The Municipal code contains all of the regulatory, penal, and administrative ordinances of the City of Arvin, codified according to the Government Code of the State of California. Responsibility: City Clerk
City Council Policies and Procedures Manual. This manual establishes guidelines for the conduct of Council meetings. It also sets forth other policies and procedures related to the Council such as appointments to advisory bodies, Council compensation, and Council/staff relationships.

Responsibility: City Clerk
City Code of Ethics. The purpose of this code is to establish and communicate City standardsfor ethical conduct. Containing examples, it addresses conflicts-of-interest (real and perceived), public confidence, acceptance of favors, use of confidential information, use of City facilities, contracts, outside employment, personal investments, and each individual employee's personal responsibility for ethical behavior. Responsibility: Administration
General Plan. A General Plan is the blueprint of a community's future addressing land use, transportation, housing, open space preservation, conservation of resources, public safety, and noise. In addition to these mandated topics, called elements, the City’s General Plan also addresses energy conservation, park and recreational facility development, water, and wastewater treatment facilities. Responsibility: Planning
Conceptual Plan for the City. This plan guides development and change in the central business district by providing design concepts and policies for key areas of the City. Responsibility:

Planning
Financial Plan and Budget. The City uses a one-year financial planning process in preparing its budget. The overall goal of the City's Financial Plan is to establish and maintain effective management of the City's fiscal resources. To accomplish this objective, the City uses a policydriven, goal-oriented budgeting process. Accordingly, the Financial Plan identifies key financial policies, major goals, program objectives, and appropriates the resources necessary to accomplish them. Responsibility: Finance & Information Technology

UTILITIES
Refuse Management. This policy document provides a plan for delivering services and determination of rates for the Citizens. Responsibility: Administration and Mountainside

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Attachment: GRANTS MANAGEMENT MANUAL FMM 2023 - City of Arvin-2.13.24 cv [Revision 1] (Financial Policies & Procedures Manual) Summary of Major Policy
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Wastewater Management Plan. Wastewater is another critical resource consideration for the City. Upgrades to the current wastewater treatment plant and other large capital requirements required to modernize the entire infrastructure will significantly influence financial planning for many years to come. This document is a policy instrument that defines and analyzes the key wastewater issues facing the City and recommends solutions. Responsibility: Administration and Veolia

TRANSPORTATION
Transit Plan. This plan outlines one year’s goals and objectives for transit system operation and objectives. Transit
Pavement Management Plan. The City maintains miles of streets representing a significant community investment in infrastructure and rights-of-way. The plan's objectives are to establish design and maintenance standards, prioritize maintenance actions, schedule long term maintenance activities to obtain maximum pavement life, and protect the investment made in pavement systems.

Responsibility: City Engineer
Flood Management Policy. The City of Arvin is in a natural flood plain. The objectives of this policy document include preventing the loss of life and minimizing property damage from flooding. Additionally, the policy establishes design capabilities, development guidelines, flood management standards and priorities, and an action plan. Responsibility: Administration

ADMINISTRATIVE
Goals & Objectives Reporting System. The Financial Plan identifies major goals to be accomplished over the budget year. Formal reports are provided to the Council on a quarterly basis which report on our progress in accomplishing these goals as well as the status of capital improvement plan projects and other key objectives. Responsibility: Finance Manual for Preparing Council Agenda Reports. This document outlines the format, content, and procedures to be used in preparing and processing Council Agenda Reports. Administration

HUMAN RESOURCE MANAGEMENT
Personnel Rules and Regulations. This section establishes the City's procedures for attracting and retaining qualified employees as well as assuring that appointments and promotions are based on fitness and merit. Responsibility: Administration
Employer/Employee Relations. City Council Resolutions provides procedures for the administration of employer/employee relations between the City and its employee organizations and for resolving disputes regarding wages, hours, and other terms and conditions of employment.

Administration
Memorandums of Understanding. The City has entered into agreements (MOU's) with each of 105-3

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Attachment: GRANTS MANAGEMENT MANUAL FMM 2023 - City of Arvin-2.13.24 cv [Revision 1] (Financial Policies & Procedures Manual) Summary of Major Policy Documents
its employee units that govern terms and conditions of employment. Responsibility:

Administration
Affirmative Action Plan. The City is committed to providing equal opportunity in its hiring practices and ensuring that we have a work environment free from harassment. This document contains the City's policies and procedures designed to achieve these goals. Responsibility:

Administration
Drug-Free Workplace Policy. It is the City's goal to maintain a safe, healthful, and productive work environment for all of our employees. This document sets forth our commitment to this goal and establishes policies and procedures designed to achieve it. Responsibility: Administration Safety/Loss Control. The City's policies and procedures designed to prevent injuries to our employees, protect our property from damage, and ensure the safety of the public are provided in this document. Responsibility: Administration

FINANCIAL
General Fund One Year Fiscal Forecast. The City begins each of its one-year Financial Plans with a detailed forecast of the General Fund’s projected financial position for the next year. This forecast is provided to the Council in conjunction with the goal-setting process. The forecast looks at trends for the past five years in the consumer price index, population, revenues and expenditures.

Based on these past trends as well as economic forecasts prepared for the state and region by the State Controller’s Office, and other key assumptions prepared by the staff about likely revenue and expenditure factors that will affect the upcoming Financial Plan, the forecast provides an “order of magnitude” feel for the fiscal challenges likely to face the City in preparing the budget.

Responsibility:Finance
Investment Management Plan. The purpose of this plan is to establish strategies, practices, and procedures to be used in administering the City's investment portfolio in accordance with the City's adopted Investment Policy. Responsibility: Finance
Cost Allocation Plan. The cost allocation plan identifies the total cost of providing City services by allocating indirect costs such as accounting, personnel, legal, and facility usage to direct program cost areas. This information is used in setting City fees, reimbursing the General Fund for services provided to other funds, evaluating service delivery options, and recovering grant administration costs. The plan is updated every year in conjunction with the Financial Plan.

Responsibility: Finance
Monthly and Quarterly Financial Reports. In addition to providing up-to-date, on-line access to City financial information, the Department of Finance and Information Technology publishes interim financial statements on a monthly and quarterly basis. Monthly reports are distributed to the operating departments at a detailed level for ongoing monitoring and tracking of revenues and expenditures. Formal quarterly reports are prepared for distribution to a broader group of end users that summarize revenues, expenditures, and fund balance, and highlight key trends and issues. The purpose of these reports is to provide meaningful information on an ongoing basis 105-4

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Attachment: GRANTS MANAGEMENT MANUAL FMM 2023 - City of Arvin-2.13.24 cv [Revision 1] (Financial Policies & Procedures Manual) Summary of Major Policy Documents
regarding the City's financial position as well as emerging trends. Responsibility: Finance Comprehensive Annual Financial Report (CAFR). The CAFR includes the City's audited general purpose financial statements as well as a comprehensive review of the City's financial operations and statistical information of general interest about the Arvin community.

Responsibility: Finance
Risk Management. The City's goals, policies, and procedures regarding risk management activities are provided in this document. Responsibility: Finance 105-5

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Attachment: GRANTS MANAGEMENT MANUAL FMM 2023 - City of Arvin-2.13.24 cv [Revision 1] (Financial Policies & Procedures Manual) Section 115-Internal Control Concepts
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Faithful stewardship of the public assets and resources that have been entrusted to us is the responsibility of all City employees. Assuring appropriate internal control over the use of these assets is one of the key tools available to us in meeting this responsibility. The following is an outline of internal control concepts.

PURPOSE OF INTERNAL CONTROLS
The objective of internal control systems is to provide reasonable, but not absolute, assurance that assets are safeguarded against loss from unauthorized use or disposition, and to ensure that transactions are properly recorded to permit the preparation of financial statements in accordance with generally accepted accounting principles. The concept of reasonable assurance recognizes that the cost of control should not exceed the benefits likely to be derived, and that estimates and judgments are required to be made by management in evaluating these costs and benefits.

INTERNAL CONTROLS ARE FOR THEEMPLOYEE
By establishing procedures that reduce the opportunity for employees to make unauthorized transactions, the City protects employees from unwarranted suspicions when unusual events or trends are identified.

STANDARD INTERNAL CONTROLS
The three most common types of internal controls are using and documenting standard operating procedures; formalizing approval authorizations; and separating duties. None of these approaches in themselves can guarantee the appropriate use of City assets at all times, but they represent a reasonable effort to reduce the opportunity for misuse of City assets.

SEPARATION OF DUTIES
Of the three approaches noted above, "separation of duties" is the most common internal control methodology by ensuring that no one individual has total control over an accounting transaction.

For example, the responsibility for the purchasing/disbursement function would ideally be segregated between separate departments or individuals as follows:
◼ Purchasing (authorization to acquire)
◼ Receiving (approval to pay)
◼ Accounting (disbursement)
However, no system of internal control based on separation of duties will be successful if there is collusion between parties. Further, any employee with "larceny in their heart" will identify ways to "beat the system." However, this should not deter an organization from establishing reasonable controls to reduce the opportunity and temptation to misuse City assets.

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Attachment: GRANTS MANAGEMENT MANUAL FMM 2023 - City of Arvin-2.13.24 cv [Revision 1] (Financial Policies & Procedures Manual) Section 120-Manual Updating & Distribution
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◼ Email notification will be used for all manual additions and updates. It will be clearly titled “Financial Management Manual Update” and will reference the updated sections. ◼ The e-mail notification will be sent to everyone on the Distribution List. (See the following page)

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Attachment: GRANTS MANAGEMENT MANUAL FMM 2023 - City of Arvin-2.13.24 cv [Revision 1] (Financial Policies & Procedures Manual) 120
-2
Administration
City Manager
Management Analyst
City Clerk
Director of Finance & Information Technology
Financial Analyst
Accountant
Accounting Technician
Audit Firm
City Attorney
Contract City Attorney
Building & Planning
Contract City Planner
Building Inspector
Parks & Recreation
Manager of Parks & Recreation
Public Works
Contract City Engineer
Public Works Supervisor
Utilities
Wastewater Contractor
City Refuse Contractor
Police
Police Chief
Administrative Assistant
Lieutenant
Transportation
Manager of Transportation
Updated August 2015

DISTRIBUTION LIST

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Attachment: GRANTS MANAGEMENT MANUAL FMM 2023 - City of Arvin-2.13.24 cv [Revision 1] (Financial Policies & Procedures Manual) 130-1
Section 130 – Dept. Fiscal Officers
Each Department Head designates one employee to serve as their department’s Fiscal Officer.

The following is an outline of fiscal officer roles and responsibilities:

Role of Fiscal Officers
□ What should fiscal officers be doing?
□ What are they doing?
◼ If there’s a difference, what should we do about it?
General Consensus on Roles
□ Departmental resources for budget preparation.
□ Departmental resource for budget execution.
◼ Facilitator for departmental communications regarding the City’s fiscal policies and operations.
□ Departmental representatives with the responsibility for communicating financial concepts throughout the organization.
□ Sounding board for the development and implementation of financial policies. ◼ Network for sharing Citywide what works (and what doesn’t) in managing departmental fiscal affairs.
□ Framework for establishing minimum levels of consistency, recognizing that departments are different, and accordingly, procedures may need to be different. ◼ Department resource for purchasing process (a key form of “budget execution”). □ Liaison with Finance & Information Technology (IT) for departmental fiscal issues.

How to Best Perform These Roles and Responsibilities
Clear Roles
Ensure that the responsibilities of the following in coordinating departmental fiscal activities with the Finance & IT Department are clear.
□ Department Heads
□ Division Managers
□ Fiscal Officer

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Attachment: GRANTS MANAGEMENT MANUAL FMM 2023 - City of Arvin-2.13.24 cv [Revision 1] (Financial Policies & Procedures Manual) 130-2
Department Fiscal Officers
Clear Policies
□ Create concise policies and procedures compiled into one document which provide good overall guidance in conducting the City’s financial affairs. □ Do not focus on detailed procedures designed to accommodate every situation. □ Prepare a concise directory of key policy documents for further reference (such as property management, purchasing and fleet management).
◼ Help bridge the “learning curve” for new Fiscal Officers and Division Managers. Concise policy guides like above will be useful in making this bridge. ◼ Rules keep changing, and obviously, this makes the Fiscal Officer’s job more difficult. Implicit (maybe explicit) recommendations: Stop changing the rules (or at least make sure that the benefit of the change is worth the effort required to communicate and implement it).

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Attachment: GRANTS MANAGEMENT MANUAL FMM 2023 - City of Arvin-2.13.24 cv [Revision 1] (Financial Policies & Procedures Manual) 130
-3
Administration
Finance & Information Technology
Building Department
Police
Public Works
Transit
Wastewater
City Manager
Finance Director
Community Development Director
Chief of Police
Public Works supervisor
Transit Manager
City Manager

LISTING OF DEPARTMENT FISCAL OFFICERS

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Attachment: GRANTS MANAGEMENT MANUAL FMM 2023 - City of Arvin-2.13.24 cv [Revision 1] (Financial Policies & Procedures Manual) Section 201 – Purchasing Goods & Services
201-1

OVERVIEW
The purpose of this chapter is to guide staff members in purchasing goods and services on behalf of the City by establishing responsibilities and authorization levels, outlining statutory requirements, and setting forth the policies and procedures that govern purchasing activities.

These guidelines are not intended to address every issue, exception or contingency that may arise in the course of purchasing activities. Accordingly, the basic standard that should always prevail is to exercise good judgment in the use and stewardship of City resources.

PURCHASING SYSTEM OBJECTIVES
The purchasing ordinance (Municipal Code) and purchasing resolutions — the policies and procedures set forth in this chapter form the City's purchasing system. This system has been developed in order to achieve the following objectives:
□ Secure goods and services at the lowest cost possible commensurate with quality requirements. □ Establish authority, responsibility and accountability for purchasing activities conducted on behalf of the City.
□ Ensure competition and impartiality in all purchasing transactions to the maximum extent possible.
□ Standardize procedures where appropriate to ensure that organization-wide policies and goals are achieved.
□ Maintain department responsibility, initiative and flexibility in evaluating, selecting and purchasing goods and services.
□ Implementsimple yet effective internal control proceduresthat appropriately support planning, maximize productive use of public funds and protect City assets from unauthorized use. □ Coordinate organization-wide purchasing activities for commonly used items. □ Communicate organization-wide purchasing goals, policies and procedures to departmental staff involved in purchasing activities.
□ Decentralize decision-making to the maximum extent possible consistent with prudentreview and internal control procedures.

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Attachment: GRANTS MANAGEMENT MANUAL FMM 2023 - City of Arvin-2.13.24 cv [Revision 1] (Financial Policies & Procedures Manual) Introduction
201-2

PURCHASING AUTHORITY
The City's purchasing ordinance delegates purchasing authority to the City Council as well as the City Manager, up to certain limits, as well as any other representatives designated by the City Manager with limits. Purchasing authority responsibilitiesinclude:
□ Developing and prescribing such administrative policies, forms and files as may be reasonably necessary for the internal management and operation of City purchasing policies and procedures.
□ Purchasing or contracting for supplies, equipment, services and construction projects as required by the operating departments in accordance with City purchasing policies and procedures.
□ Negotiating and recommending execution of contracts.
□ Procuring needed quality goods and services at minimum expense. □ Ensuring as full and open competition as possible for all purchases. □ Consolidating department orders for similar items, ensuring quantity discount pricing whenever possible.
□ Developing and maintaining department awareness of purchasing and pricing principles, marketing conditions and new products.
□ Inspecting supplies and equipment delivered, as well as contractual services performed, to determine their conformance with the specifications set forth in orders and contracts; and, in this connection, having the authority to require chemical, physical or other tests of samples submitted with quotations or bids, or of delivery samplings, which may be necessary to determine quality and conformance with specifications.
□ Establishing procedures for, and assigning duties to, staff engaged in receiving, storing and issuing purchased supplies, ensuring that supply levels are consistent with usage requirements. □ Facilitating the transfer of surplus or unused supplies and equipment among departments as needed.
□ Selling or exchanging surplus supplies and equipment, provided that they cannot reasonably be used by any department.

PURCHASING ORGANIZATION
As provided in the purchasing ordinance, responsibility and accountability for purchasing activities has been delegated by the City Council to the City Manager within certain limits. As noted under purchasing system objectives, maintaining department responsibility, initiative and flexibility in purchasing activities and decentralizing decision-making to the maximum extent possible, are specific objectives of the City's purchasing system. However, this can only occur

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Attachment: GRANTS MANAGEMENT MANUAL FMM 2023 - City of Arvin-2.13.24 cv [Revision 1] (Financial Policies & Procedures Manual) Introduction
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when organization-wide guidelines are clearly set forth and then followed.

General responsibilities for setting and implementing purchasing system policies and procedures are summarized in Exhibit 201-A.

PURCHASING SYSTEM OVERVIEW
Regardless of the type of item or service being acquired, virtually every purchase transaction goes through seven distinct stages in varying degrees:
□ Assessing and determining resource needs.
□ Developing specifications.
□ Soliciting and evaluating quotations, bids or proposals. □ Selecting the best proposal.
□ Awarding the contract or purchase order and authorizing work to proceed. □ Receiving and inspecting goods or services to ensure they conform to specifications. □ Paying the vendor when contract terms have been met.

The type of purchase as well as its estimated cost determine the formality with which each stage is completed and documented. For this purpose, the City has identified two basic types of purchases:
□ General Purchases. Contracts and purchases for supplies, equipment, operating & maintenance services and construction projects.
□ Consultant Services. Professional advice provided to the City by specially trained and experienced individuals or firms regarding economic, financial, engineering, planning, architectural, environmental, legal or administrative matters.

Procedural categories, purchasing authority levels and features for each of these purchase types are summarized in Exhibit 201-B.

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Attachment: GRANTS MANAGEMENT MANUAL FMM 2023 - City of Arvin-2.13.24 cv [Revision 1] (Financial Policies & Procedures Manual) Purchasing System Responsibilities Exhibit 201-A
201-4
◼ Elect the City Council
City
◼ Adopt purchasing ordinance.
◼ Adopt resolution setting purchasing guidelines.
◼ Approve Request for Proposal (RFP) documents for general purchases in excess of $30,000 and consultant services in excess of $30,000.
◼ Delegate authority to award contracts if they are within budget to the City Manager.
◼ Award contracts if they exceed the budget.

Policies: Ordinances andResolutions
◼ Implement purchasing policies.
◼ Delegate purchasing authority.
◼ Award major contracts.
◼ Approve RFPs for general purchases $30,000 and below; and $30,000 and below for consultant services.

Administrative Policies and Procedures
◼ Develop and implement purchasing guidelines.
◼ Monitor and evaluate system performance.
◼ Set payment schedule.
◼ Approve purchase orders for general purchases (except“job order contract” task orders) $10,000 and below.
◼ Approve for payment “job order contract” task orders for approved constructionprojects.

Organization-WideProcedures
◼ Develop and implement departmental purchasingprocedures. ◼ Delegate departmental purchasing authority.
◼ Request Approval of major departmental purchases.

DepartmentalProcedures
◼ Purchase, receive and pay for goods and services in
accordance with City and departmental guidelines.
◼ Maintain required purchasing records.
◼ Manage departmental inventories.

Voters
City Council
City Manager
Director of Finance & IT
City Engineer
Department Heads
Authorized Employees

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Attachment: GRANTS MANAGEMENT MANUAL FMM 2023 - City of Arvin-2.13.24 cv [Revision 1] (Financial Policies & Procedures Manual) Purchasing System Overview Exhibit 201-B
201-5
Type Category Features
Over-the-Counter ◼ No specific requirements; competitive bidding to be used whenever practical.

Up to $15,000 ◼ Bid award by department via voucher or
purchase order.
◼ Job Order Contract (JOC) Task Orders
by the City Engineer.

Open Market
◼ Department solicits at least 3proposals;
>$15,000 to (may be verbal with written quotes). Must be posted on public bulletin board in City Hall. Written bids
submitted to City Clerk and kept for one year.
$30,000 ◼ Bid award by Finance via purchase order or contract (or JOC Task Order by the City Engineer).

GENERAL

PURCHASES
Formal ◼ Formal Bid or RFP documents.
◼ Advertising for sealed bids or proposals.

Includes supplies, Greater Than (Mailed notice in the case of construction projects.) equipment, operating or $30,000 ◼ City Council approves soliciting for bidsor maintenance services proposals and awards the contract
and construction projects. (or approves JOC Task Order). ◼ Same as above except the Council
approves Bid/RFP documents and soliciting
Greater Than for proposals; contract award generally
$30,000 delegated by Council to the City Manager.
◼ City Manager authorized to approve all JOC Task
Orders, not to exceed Council-approved annual
limits.
◼ No specific requirements;
Less Than proposals to be solicited whenever practical. $15,000 ◼ Proposal award by Department via voucher
or purchase order.
◼ Proposals solicited whenever practical.

CONSULTANT >$15,000 to ◼ Contract negotiated by Department.

SERVICES $30,000 ◼ Contract award by City Manager via purchase order or contract.

Includes advisory Formal
services from professionals ◼ Formal RFP document.
such as engineers, Greater Than ◼ Council authorizes staff to request architects, attorneys and $30,000 proposals and generally delegates contract other specialized award to the City Manager.
consultants. Note: These are general guidelines; the evaluation and selection process for consultant services may vary on a case-by-case basis.

Formal Bid or Proposal Process

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Attachment: GRANTS MANAGEMENT MANUAL FMM 2023 - City of Arvin-2.13.24 cv [Revision 1] (Financial Policies & Procedures Manual) 205-1
Section 205-Ethical Standards of Conduct

OVERVIEW
The purpose of this policy is to set forth the ethical standards of professional behavior expected of all officials and employees conducting purchasing activities on behalf of the City.

STANDARDS OF CONDUCT
Every employee or official engaging in purchasing activities on behalf of the City is required to employ the following standards of conduct:
• Consider, first, the interests of the City in all transactions. • Carry out the established policies of the City.
• Buy without prejudice, seeking to obtain the maximum value for each expenditure of public funds.
• Subscribe to and work for honesty and truth in buying and selling, and to denounce all forms and manifestations of commercial bribery.
• Cooperate with all organizations and individuals engaged in activities designed to enhance the development of purchasing practices.
• Respect obligations to others and require the same respect from others for theirobligations.

PROHIBITED PRACTICES
The following practices are specifically prohibited in performing purchasing activities on behalf of the City:
• Having a financial or personal beneficial interest (directly or indirectly) in any contract or purchase order for supplies, equipment, services, or projects furnished to the City. • Accepting or receiving (directly or indirectly) from any person, firm, or corporation to whom any contract or purchase order may be awarded (by rebate, gift or otherwise) any money or anything of value, or any promise, obligation or contract for future reward or compensation.

Inexpensive advertising items bearing the name of the firm—such as pens, pencils, paper weights or calendars—are not considered articles of value or gifts in relation to thispolicy. • Using information available to officials and employees, solely because of their City position, for personal profit, gain or advantage.

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Attachment: GRANTS MANAGEMENT MANUAL FMM 2023 - City of Arvin-2.13.24 cv [Revision 1] (Financial Policies & Procedures Manual) 205-2
Ethical Standards of Conduct
• Directly or indirectly furnishing services or information not available to all prospective bidders to any person or firm bidding on, or who may reasonably be expected to bid on, a contract with the City.
• Providing confidential information to persons to whom issuance of such information has not been authorized.
• Using a position or status in the City to solicit (directly or indirectly) business of any kind; or to purchase products at special discounts or upon special concessions for personal private use from any person or firm who sells or solicits sales to theCity. • Serving the interests of any organization (either as an officer, employee, member of the board of directors, or in any capacity for consideration) which transacts or attempts to transact business with the City for profit when such employee holds a City position of review or control—even though remote—over such business transactions.

RESPONSIBILITY
• Employees. Each employee is responsible for following these practices. Violation of this policy may result in disciplinary action, termination of employment or criminal prosecution. • Department Heads. Department heads are responsible for ensuring that all employees of their department who conduct purchasing activities possess a thorough understanding of these standards of ethical conduct and prohibited practices.

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Attachment: GRANTS MANAGEMENT MANUAL FMM 2023 - City of Arvin-2.13.24 cv [Revision 1] (Financial Policies & Procedures Manual) Section 210-Centralized Purchasing
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Purchasing responsibilities have generally been delegated to theoperating departments. However, in selected circumstances, responsibilities for purchasing goods or services used on an organization-wide basis have been assigned by the City Manager to a single department in order to reduce administrative costs as well as to achieve “best pricing” through volume purchases. The following summarizes those areas where purchasing responsibilities have beencentralized:

Purchase Department
• Construction projects and related services Public Works: City Engineer Public Works: Buildings/Chief for PD
Department Heads
• Office systemsfurnishings
• Office supplies and paper
• Off-site copying Finance & IT/Chief for PD
Finance & IT/Chief for PD
Finance & IT/Chief for PD
Finance & IT/Chief for PD
Department Heads
City Clerk
Finance & IT
• Copiers
• Computer workstations, file servers, printers and
organization-wide software standards
• Telephones
• Radios and cell phones
• City letterhead and envelopes
• Project financings
In selected circumstances, assigned departments may delegate purchasing responsibilities on a case-by-case basis. For example, the Public Works M a n a g e r may delegate purchasing and project management responsibilities to a designated Public Works employee.

5.D.3
Attachment: GRANTS MANAGEMENT MANUAL FMM 2023 - City of Arvin-2.13.24 cv [Revision 1] (Financial Policies & Procedures Manual) Section 225–Construction Contract Change Orders
225-1

OVERVIEW
When the City awards a construction contract, the need for contract change orders (CCO’s) is not unusual. CCO’s are required whenever the scope of work changes from that in the original contract or an unknown condition of the site requires a change in the scope of work. Usually, a contingency amount is established when the project budget is finalized upon contract award to accommodate limited CCO’s. The purpose of this policy is to establish limits of authority for approving construction project CCO’s.

GOALS

1. Ensure appropriate authority and accountability in the approval of change orders.

2. Minimize the time needed to approve a CCO in order to avoid project delays.

3. Establish a system under which the organizational level at which approval is given is commensurate with the size of CCO and size of project.

4. Eliminate the potential for approval of a CCO when contingency funds are insufficient.

POLICIES
Conditions for Approval of CCO's by Staff

1. Sufficient contingency funds are budgeted and available in order for the City Engineer or City Manager (approved designees) to approve a CCO.

2. The nature of work in the CCO is not significantly different from that in the contract.

3. Authorization limits are based on an individual CCO amount, not the aggregate amount of all CCO’s.

4. Authorization limits apply to CCO’s for increases in contract amounts only.

5. When the aggregate amount of CCO’s reaches 75% of the contingency, the awarding authority shall be informed of the status of the project and the sufficiency of funding to complete the project.

6. Work will not be broken up into multiple CCO’s in order to circumvent this policy.

7. All CCO's must be in writing and approved by the appropriate contract parties consistent with the authorized limits established in this policy.

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Attachment: GRANTS MANAGEMENT MANUAL FMM 2023 - City of Arvin-2.13.24 cv [Revision 1] (Financial Policies & Procedures Manual) Construction Change Orders

8. A copy of each approved CCO will be transmitted promptly to the Finance Division.

9. The City Manager may grant approval of CCO's in excess of $30,000 under the following circumstances (all three factors must be present):
a. Immediate approval of the CCO is necessary to avoid delay. b. The CCO is an integral and mandatory component of the project. c. The costs associated with delay of the project would be excessive.

The City Engineer is responsible for carrying out this policy.

Authorization Limits

1. City Engineer Must request approval

2. City Manager Not to exceed $30,000

3. City Council Greater than contract or above $30,000* 225-2

5.D.3
Attachment: GRANTS MANAGEMENT MANUAL FMM 2023 - City of Arvin-2.13.24 cv [Revision 1] (Financial Policies & Procedures Manual) Section 250-Standard Bid & Proposal Docs
250-1

OVERVIEW
The standard bid and proposal documents provided in this section have been developed for use in a broad range of purchasing situations: supplies, equipment, operation & maintenance services and consultantservices.(Bid documentsfor construction projects have been specifically excluded, since all construction projects are generally managed by Public Works, and they are responsible for maintaining standard bid documents for construction projects.) Additionally, these standard specifications can be used for the more price sensitive Invitation for Bid process (IFB) as well as the Request for Proposal (RFP) process where criteria other than price may be significant factors in making the purchasing decision.

GOALS
□ Ensure consistency in the preparation of RFP packages. □ Assure that generally accepted terms and conditions are included in all RFP documents. □ Reduce the level of staff resources required to prepare and review RFP documents.

USING THE STANDARD DOCUMENTS
Accessing the Standard RFP Documents. These boilerplate documents have been installed on the City’s Web Site.

Because changes will undoubtedly be made to these documents over time, it is essential in ensuring consistency in the preparation of IFB and RFP documents that these “boilerplates” be used for each package, not a previous package that you may have used for a similar purchase. Finance is committed to ensuring that the City’s standard package on the City’s Intranet containsthe latest version of these documents; however, this update effort will be wasted if the latest version is not used for each procurement.

Contents. As discussed in greater detail below, the City's standard RFP documents consist of the following elements:
□ Notice inviting bids (requesting proposals)
□ Table of contents
□ Description of work
□ General terms and conditions
□ Special terms and conditions
□ Agreement
□ Insurance
□ Proposal submittal form(s)
□ Bidders list (prepared as part of the total package but not mailed to vendors)

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Attachment: GRANTS MANAGEMENT MANUAL FMM 2023 - City of Arvin-2.13.24 cv [Revision 1] (Financial Policies & Procedures Manual) Standard Bid and ProposalDocuments
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Although these documents should generally be used exactly as formatted, there will be times when changes are appropriate. In these circumstances, departments should clearly highlight any deviations from our standard specifications when submitting them for review. (Better yet:
coordinate your proposed changes with Human Resources (for insurance issues), Finance and the City Attorney’s Office before submitting them—the review process will go even quicker!) One of the advantages of the standard documents is to reduce the amount of time required for preparation and administrative review; unless deviations are highlighted, reviewing staff are going to assume that departments have faithfully used the standard documents, and will not review them in detail.

DESCRIPTION OF THE STANDARD DOCUMENTS
Notice Inviting Bids (Requesting Proposals). As reflected in the sample, the bias is towards making the information presented in the notice as concise as possible. The title “Notice Requesting Proposals” should be used whenever an RFP process is being used. As a “cover page” to the document, the City’s logo is formatted directly into this document.

Table of Contents. It’s always useful to number pages and have a reference as to what’s in the package.

Description of Work. This is the “meat” of the package—what do you want to buy, what does it have to do, how should it perform? Section 205-B of this manual provides an overview of the factors that should be considered by departments in preparing specifications. The term “work” is used to reflect the broad range of purchases that can be made using these documents. If this will be an RFP for consultant services, this section should describe the tasks—or work—for which you are requesting proposals. The “work sample” provided in this package is the purchase of a tree stump grinder. While this provides some general idea of how to prepare “open specifications” for a commodity-type purchase, this section of the package by its very nature cannot be “standard.” But that’s the purpose of using boilerplate documents: freeing departmental resources to focus on the important stuff—like what you want to buy—rather than the repetitive, mundane stuff that applies to every purchase.

General Terms and Conditions. This section includes conditions that should be addressed in every formal purchasing situation. They have been arranged into three basic groups:
□ Proposal requirements
□ Contract award and execution
□ Contract performance
The City must develop and maintain contract management & project implementation procedures and guidelines in accordance with existing federal and state regulations, including but not limitedto:
a. Projectcosts,schedules, and reporting requirementsso that deliverables are met.
b. Contract dollar thresholds are determined for eachcontract. c. Method of payment is defined in each proposal.
**(REVISED 2-13-24 per Caltrans CAP item 7, a-c)**
Special Terms and Conditions. Every purchasing situation will be different, and it is not

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Attachment: GRANTS MANAGEMENT MANUAL FMM 2023 - City of Arvin-2.13.24 cv [Revision 1] (Financial Policies & Procedures Manual) Standard Bid and ProposalDocuments
250-3
reasonable to assume that “one size will fit all.” This section contains language for the most “common” special circumstances, organized into the following twelve areas:
□ Invitation for bids
□ Open contract period or estimated quantities

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Attachment: GRANTS MANAGEMENT MANUAL FMM 2023 - City of Arvin-2.13.24 cv [Revision 1] (Financial Policies & Procedures Manual) Standard Bid and ProposalDocuments
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□ Use of brand names
□ Performance standards
□ Recycled products
□ References
□ Bidders’ security and performance bonds (rarely
used for non-construction purchases)
□ Request for proposals
□ State cooperative purchasing program
□ Ownership, delivery and presentation of written or
graphic products
□ Alternate proposals
□ Bid specification limits (accuracy of specifications) Departments are free to “mix and match” these components as appropriate: use the “delete” or “cut and paste” features of Word for those that don’t apply. Additionally, if you have other terms and conditions that you want to include not specifically addressed in general terms and conditions section—or the boilerplates already provided in this section—this is the place to put them.

Agreement. This standard agreement should be included in each IFB/RFP package, so the contractor knows what we expect to execute if awarded the contract. You’ll notice it’s very short.

This is possible because many of the terms and conditions that we might otherwise expect in an agreement have been incorporated into the standard IFB/RFP package. In using the agreement, the highlighted sections represent parts of the agreement that will have to be modified on a caseby-case basis.

If you are entering into a purchase agreement where you didn’t use the standard IFB/RFP package, the agreement will have to be expanded to include those areas of concerns normally addressed through the bid package. Please request a boilerplate agreement from the City Attorney.

Insurance. This part provides the City's standard insurance requirements for the following kinds of purchases—pick the one that’s right for your specific circumstances:
◼ Supplies and equipment—see note
□ Operation and maintenance services
□ Consultant services
□ Environmental services (including consultants)
Again, it is very important that you coordinate any proposed changes in these insurance requirements with Human
Resources.

Proposal Submittal Forms. Well-designed and thought-out proposal submittal forms can be an extremely valuable tool in evaluating bids and proposals by ensuring that key information is presented in a similar fashion by all of the bidders. This is true even for RFP approaches:
 Note: Make sure this
section is renumbered
correctly after your
changes and delete any
inappropriate “subject”
headings.
 Note: For supplies and
equipment, if the vendor will be
providing significant ongoing
maintenance services after
purchase (such as copiers), the
insurance requirements for
operation and maintenance
services should be used.

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Attachment: GRANTS MANAGEMENT MANUAL FMM 2023 - City of Arvin-2.13.24 cv [Revision 1] (Financial Policies & Procedures Manual) Standard Bid and ProposalDocuments
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because it is a subjective process, the more you can standardize responses from bidders through submittal forms and questionnaires, the easier it will be to fairly compare and evaluate proposals.

Three kinds of boilerplates are provided for proposal submittals:
□ Proposal submittal summary
□ References
□ Statement of past contract disqualifications
Although references and a statement of past contract disqualifications may not be necessary for all purchases, some kind of submittal form should accompany all proposals. Like the “description of work” and “special terms and conditions” sections of the specifications package, the proposal submittal form will require modification depending on the specific purchase. The following six samples are provided:
◼ Sample A. This is the City's “basic” submittal form, and something like it should accompany all proposals even if additional submittals (like the one provided in Sample E) are also required.
◼ Sample B. This provides another example of a “basic submittal” form for multiple bid items. □ Sample C. Something like this sample proposal submittal form would be especially useful for an RFP package where you expect a large, primarily narrative submittal from the bidders. It also provides a sample format for alternative work programs. □ Sample D. This provides another example of a proposal submittal form as part of an RFP process for consultant type services. It also provides an example for a multi-yearproposal. ◼ Sample E. In this sample, the bid form and the work description are combined in one form for simplicity. In this case, a brief description of the purchase should be provided in the “description of work” section, with a reference to the “proposal submittal form” section.

However, as indicated above, a summary proposal form should also be submitted along with this form to document our standard proposer assurances. ◼ Sample F. This sample is for those limited circumstances—such as engineering, architectural and environmental services—where we will not be requesting price information as part of the initial proposal.

Bidders List. Although this is not a “formal” part of the IFB/RFP package, a listing of bidders should accompany the package as it is reviewed. This listing should not be mailed to vendors with the IFB/RFP package. However, it should be attached to Council agenda and City Manager reports when requesting authorization to invite bids or request proposals.

PRE-RFP INTEREST LETTER
To help ensure a smooth proposal evaluation process, you may want to consider sending a preRFP interest letter to prospective proposers. This has three benefits:
◼ Provides proposers with an early “heads-up” on key dates like the pre-proposal conference,

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Attachment: GRANTS MANAGEMENT MANUAL FMM 2023 - City of Arvin-2.13.24 cv [Revision 1] (Financial Policies & Procedures Manual) Standard Bid and ProposalDocuments
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proposal closing and finalist interviews.
□ Gives you an early idea of who is likely to be interested in proposing on your project and avoids sending large RFP packages to firms who are not interested. ◼ Ensures that you have good mailing address and contact name so valuable time isn’t lost on internal distribution of your RFP. This is especially true for larger firms.

5.D.3
Attachment: GRANTS MANAGEMENT MANUAL FMM 2023 - City of Arvin-2.13.24 cv [Revision 1] (Financial Policies & Procedures Manual) Amendments to Agreements
250-6
Section 255-Amendments to Agreements
After contract award—whether by voucher, purchase order or formal contract—amendments may be needed to reflect changes in the scope of goods or services to be provided. The following summarizes what is required to authorize and document contract changes.

DOCUMENTING WORKSCOPE CHANGES
Attached is a sample “Amendment to Agreement” that can be used in approving contract changes.

It is applicable for almost all types of purchase agreements (supplies, equipment, operation & maintenance services, consultant services) except construction contracts: as set forth in Section 225, separate procedures have been established for managing construction change orders.

Amendments should be numbered.

Please note that some Federal and State agencies may require the use of their agency form and the following may not be allowed.

AUTHORIZING AGREEMENT CHANGES
Construction Contracts
Authorization levels for approving construction contract change orders are set forth in Section 225 of this manual.

Supplies, Equipment, Maintenance & Operation and Consultant Service Contracts The specific authority for approving contract amendments is usually set forth in the agreement itself (Section 5 of our standard agreement format). As a general rule, contracts where the bid or Request for Proposal (RFP) documents were approved by the City Manager should be amended by the City Manager; and contracts where the bid or RFP documents were approved by the Council should be amended by the Council.

General Policy. Staff can request to amend agreements to the cumulative contract amount that they are otherwise not authorized to award. In those cases where the original contract was awarded by a higher purchasing authority, then only that authority has the right to amend those contracts.

Budget Constraints. In all cases, however, staff authorization to increase contract amounts is subject to existing budget availability.

Staging of Contract Costs and Amendments. Using the amendment process in order to avoid competitive bidding or higher authorization levels at the contract award stage is prohibited.

The following provides general guidelines for authorization levels in approving changes to purchase orders and agreements.

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Attachment: GRANTS MANAGEMENT MANUAL FMM 2023 - City of Arvin-2.13.24 cv [Revision 1] (Financial Policies & Procedures Manual) Amendments to Agreements
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Department Heads
□ Contract originally awarded by the Department Head. Not to exceed a cumulative amended contract cost of $1,000.
□ Contract originally awarded by a higher purchasing authority such as the City Manager or Council. Not to exceed a cumulative amendment cost of $5,000.

If amendments beyond these limits are needed, it will require the approval of either the City Manager or Council, depending on the type of contract, the amount of the amendment and the cumulative cost of the contract. Moreover, depending on the procedures used in awarding the original contract, amendments may not be possible due to competitive bidding requirements.

Finance Director
For supplies, equipment or operation & maintenance services:
□ Contract originally awarded by the Department Head or Finance Manager. Not to exceed a cumulative amended contract cost of $1,000.
□ Contract originally awarded by a higher purchasing authority (City Manager or Council). Not to exceed a cumulative amendment cost of $5,000.

City Manager
□ Contract or Bid/RPP package originally approved by the Department Head, Finance Manager or City Manager. Not to exceed a cumulative contract cost (including amendments) of $1,000 for supplies, equipment and operation & maintenance services; and $1,000 for consultant services.
□ Bid/RPP package or contract originally approved by the Council. Not to exceed a cumulative amendment amount from the original contract cost greater than $5,000 for supplies, equipment and operation & maintenance services; and greater than $5,000 for consultant services.

If amendments beyond these limits are needed, it will require the approval of the Council.

Moreover, depending on the procedures used in awarding the original contract, amendments may not be possible due to competitive bidding requirements.

5.D.3
Attachment: GRANTS MANAGEMENT MANUAL FMM 2023 - City of Arvin-2.13.24 cv [Revision 1] (Financial Policies & Procedures Manual) Amendments to Agreements
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Council
Any amendment that cannot be approved by the staff as outlined above.

Exceptions
If greater discretionary authority at the Department Head or City Manager level is desired than indicated above, this should be clearly identified in the City Manager or Council Agenda Report approving bid/RFP documents or awarding the contract.

DOCUMENTATION
Amendment requests (such as the City Manager or Council Agenda Report) should include a cost summary of the original contract amount, any amendments to-date, the proposed amendment and the revised contract total.

5.D.3
Attachment: GRANTS MANAGEMENT MANUAL FMM 2023 - City of Arvin-2.13.24 cv [Revision 1] (Financial Policies & Procedures Manual) Amendments to Agreements
250-9
AMENDMENT TO AGREEMENT NO.
(This must be approved by the City Attorney
Before presenting to the City Council.)
THIS AMENDMENT TO AGREEMENT is made and entered in the City of Arvin on [date], by and between the CITY OF ARVIN, a municipal corporation, herein after referred to as City, and [CONTRACTOR NAME], hereinafter referred to as Contractor.

WITNESSETH:

WHEREAS, on [date] the City entered into an Agreement with Contractor for [generally describe the original agreement work scope] per Specification No. [xxxxxx]; and WHEREAS, the City desires to amend the scope of services to include [generally describe the proposed change in the work scope] and Contractor has submitted a proposal for this purpose that is acceptable to the City.

NOW THEREFORE, in consideration of their mutual promises, obligations and covenants hereinafter contained, the parties hereto agree as follows:

1. The scope of services and related compensation is hereby amended as set forth in Exhibit A attached hereto. [Attach proposal letter or other itemization of proposed work and agreed upon compensation referencing the Amendment Number]

2. All other terms and conditions of the Agreement remain in full force and effect.

IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed the day and year first written above.

ATTEST: CITY OF ARVIN
By:

City Clerk City Manager [or Mayor]
APPROVED AS TO FORM: CONTRACTOR
By:

City Attorney

5.D.3
Attachment: GRANTS MANAGEMENT MANUAL FMM 2023 - City of Arvin-2.13.24 cv [Revision 1] (Financial Policies & Procedures Manual) Section 275-City Credit Cards
275-1

OVERVIEW
Purpose
These guidelines establish the City’s basic policies and procedures for using credit cards in making minor supply and service purchases on behalf of the City and paying for travel expenses when on City business.

City Use Only. City credit cards are for official business use only. Charging personal expenses, even if the intent is to reimburse the City later, is prohibited. Doing so will result in disciplinary action.

Objectives
By using credit cards instead of other payment options we hope to:
□ Reduce procurement and payment processing costs.
◼ Improve vendor relations by making “doing business” with the Cityeasier. □ Enhance internal control by better identifying specific employees making minor supply and service purchases on behalf of the City and improving the accuracy of account distributions between programs and projects.
□ Take advantage of cost-saving opportunities by purchasing on the Internet and through catalogs.

Background
In the past, the City limited its card use to a debit card to make purchases for products or services as needed due to time constraints. This usually involved either new vendors with products thatwere needed quickly or expenses for conference hotels that had to be reserved in advance. Unfortunately, using a debit card has several inherent weaknesses that could cause serious problems for the City. If at any time a debit card number or card is stolen, the user has direct access to the City’s general bank account, which holds a regular balance of $500,000 , but at time can be in the Millions. The limit of what can be charged on a debit card is the bank balance.

Stolen charges on a debit card are not protected by the law as are credit card purchases, so debit cards are not allowed. Also, the muni-code is circumvented, since debit cards purchases do not require two signers.

Several factors have led the City to change our approach in using credit cards:
◼ Credit card issuers are no longer willing to issue “generic” cards in the City’s name; they now require them to be held in a specific individual’s name. ◼ Many vendors who once agreed to “open purchase orders” will no longer do so; they require credit card purchases.

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Attachment: GRANTS MANAGEMENT MANUAL FMM 2023 - City of Arvin-2.13.24 cv [Revision 1] (Financial Policies & Procedures Manual) 275-2
◼ In those cases where vendors have agreed to “open purchase orders,” we have experienced significant difficulties in ensuring appropriate cost distribution, especially where several departments, divisions and sections use the same vendor for similar purchases. □ Internet and catalog (via telephone and fax) purchasing is much more prevalent (offering significant cost-reduction opportunities for the City), and this requires the use of a credit card.

For these reasons, regarding the City’s use of credit cards, by issuing them to specific individuals, we can improve our internal control and cost accounting procedures.

City past practice and experience in other California cities. Before adopting these guidelines, we analyzed practices in other California cities and evaluated card options (such as “purchase cards” under the “Cal-Card” program versus more generic credit cards). Additionally, we have requested other Cities experiences in “checking-out” cards to employees on a case-by-case basis, and the administrative costs and inefficiencies with this approach. These guidelines reflect the results of this analysis and build on the successful experience of other cities.

Internal Control Concerns
While credit cards provide a cost-effective alternative for purchasing minor items and paying for authorized travel expenditures, the potential for abuse may offset any benefits that they offer. In addressing this concern, two conceptual approaches are available in managing their use:
□ Developing detailed centralized control procedures.
□ Having confidence in the discretion, judgment and ethics of City staff, with appropriate oversight by department heads.
□ Limit the number of credit cards issued.

Based on our organizational values as well as limited central staff resources, the second option is the most appropriate one for the City. Accordingly, the primary responsibility for ensuring the appropriate use of credit cards lies with each employee assigned a card. Department heads are responsible for ensuring that employees are aware of their responsibilities, and for implementing appropriate review and payment procedures within their department.

Summary. Some level of risk is inherent in expanding credit card use in conducting City business, and we should recognize this. However, there are also significant advantages; and with reasonable internal controls and exercise of good judgment by cardholders, we believe these advantages outweigh the underlying potential for abuse.

POLICIES
□ The City Manager may designate who may have the specific need for a creditcard. □ Once approved by the City Manager, Finance issues City credit cards to those individuals. Credit limits are follows City Manager $10,000; Finance Director $15,000 (to be used to pay invoices & other City business); Police Chief, City Directors $4,000; Supervisors $1,000. □ Credit cards should never be used to circumvent established competitive purchasing procedures.

This means no purchases for goods or services should be made in excess of $1,000 and any amount above that limit may require competitive bidding.

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Attachment: GRANTS MANAGEMENT MANUAL FMM 2023 - City of Arvin-2.13.24 cv [Revision 1] (Financial Policies & Procedures Manual) 275-3
◼ Credit cards may be used in paying for travel expenses. However, the City’s Travel Guidelines still apply to all such credit card payments, including the use of Travel Authorizations and per diem amounts.
◼ City Officials or City Employees will not use City credit cards for personal expenses even if the intent is to reimburse the City later. Charging personal expenses on City cards is a misuse of City funds and a serious breach of the City’s ethics policy. Doing so—even if the intent is to reimburse the City later—will result in progressive disciplinary action, up to and including termination.

Note: Including minor incidental expenses as a component part of a larger billing—such as personal telephone calls or video rentals on a hotel bill—is allowed if reimbursed at the time the credit card billing is submitted for payment.

Standard Way of Doing Business. Using credit cards is no longer a “special way” of purchasing supplies and services on behalf of the City; for many minor purchases, it has become the standard way of doing business. For those employees assigned City credit cards, purchasing supplies and services on behalf of the City is an integral part of their job duties; and failure to follow City policies and procedures regarding the use of City cards is no different from failure to follow policies and procedures in any other aspect of their job.

PROCEDURES
Requesting Credit Cards. Department heads should submit credit card requests to Finance (via memorandum or email) to approve cardholders and set credit card limits. The Finance Director will then obtain approval to issue the credit card from the City Manager. Department heads need to include supplemental justification for credit limits in excess of $1,000.

Criteria. Credit cards are only issued to regular employees. Department heads should consider the following factors in approving credit cards for their staff and setting credit limits:
□ Ability to hold the employee accountable for purchases made on the card. □ Recognition that delegating authority to an employee to purchase via credit card is not conceptually different from delegating authority to them to purchase from an open contract on a vendor account. In fact, by issuing cards to named holders, accountability is enhanced. □ Frequency of use, diversity of vendors and dollar value of purchases made by theemployee.

Cardholder Agreement. Before receiving a credit card, employees must sign a “credit cardholder use agreement” (Exhibit A) setting forth their obligations under this program.

Competitive Bidding. The City’s competitive bidding standards apply to all types of payment methods, including credit card purchases. Generally, credit card purchases will be for smaller expenditures. While there may be exceptions as allowed under the Arvin Municipal Ordinances, this means individual total purchases of one item should not exceed $1,000, unless previous approval by the City Manager is approved and purchase orders or formal agreements may be needed for purchases in excess of $1,000.

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Attachment: GRANTS MANAGEMENT MANUAL FMM 2023 - City of Arvin-2.13.24 cv [Revision 1] (Financial Policies & Procedures Manual) 275-4
Finance has prepared a “streamlined”
voucher for processing credit card
payments makes it easier for
departments to keep track of uses,
reconcile receipts to the monthly
statement and process payments.

Timely Payment. Department heads are responsible for ensuring that each credit card statement (along with appropriate supporting documentation reconciled to the statement) is submitted to Finance for payment in a timely manner. Based on the statement cycle date, Finance has established specific monthly payment schedules for credit card statements. To avoid posting errors, administrative charges and late fees, Finance pays all credit card charges based on the “master account” on a timely basis, even if supporting documentation is not yet received from the operating departments. When subsequently received, the supporting documentation will be retroactively reconciled to the payment. Instances where this occurs should be very rare and due to extenuating circumstances. Accounting staff will notify the Director of Finance of any such instances of late or inaccurate payment submittals. After reviewing the circumstances, the Director of Finance will recommend to the City Manager appropriate follow-up action, including cancellation of card privileges and disciplinary action.

Disputed Charges. Cardholders are responsible for ensuring that the vendor and issuing bank are notified immediately of any disputed charges. Standard forms (provided by the issuing bank) are available from Finance for this purpose. Departments should pay the statement in full— including any disputed amounts—to avoid finance charges and late fees; when resolved, this will result in a credit to the account on the next monthly statement.

Standard Process for Payment. The City’s standard accounts payable system is used in processing monthly credit card statements for payment. Each credit card charge should be listed separately on the credit card payment voucher, and account numbers, purchase descriptions and amounts referenced as appropriate. Supporting documentation for credit card payments should be the same as for any other accounts payable item. This means that
original invoices (or receipts) along with credit card receipts must be retained, reconciled to the credit card statement and attached to the payment voucher.

Guidelines for Departmental Procedures. Specific
procedures for processing credit card payments will vary from department-to-department based on their unique needs.

Departments should document their internal procedures and periodically review them to ensure that they continue to make sense.

Finance is available to assist departments with this.

Credit Card Awards. Awards, Cash Back Fees, Redemption Points, Air Mileage Accruals or any other type of general awards from the credit card issuer are deemed the property of the City of Arvin solely and are to be used to reduce the amount of any purchase as a payment.

Credit Card Processing Fees. There may be a nominal processing fee by the issuing bank. This charge—if any—is the department’s cost responsibility.

Lost or Stolen Cards. Upon discovery by the cardholder of a lost or stolen credit card, they are responsible for ensuring that notification to the issuing bank and the Finance Director are made immediately. Failure to do so may result in making the cardholder responsible for any fraudulent use of the card.

Disciplinary Action. Department heads are responsible for all disciplinary action surrounding misuse of cards, including requesting cancellation of card privileges.

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Attachment: GRANTS MANAGEMENT MANUAL FMM 2023 - City of Arvin-2.13.24 cv [Revision 1] (Financial Policies & Procedures Manual) 275-5
Return of the Card Upon Request or Termination. Cardholders will immediately surrender their card upon request of their department head. Human Resources is responsible for retrieving the credit card when an employee separates from the City. Use of the credit card for any purpose after a request for surrender is prohibited.

RESPONSIBILITIES
□ Cardholders. Purchase supplies and services on behalf of the City in accordance with these guidelines.
□ Department Heads. Authorize issuance of credit cards and set credit limits; develop and implement departmental procedures to ensure that payments are appropriately reviewed and approved, processed in a timely manner and that all supporting documentation is retained, reconciled to monthly statements and attached to payment vouchers; and oversee implementation of these guidelines.
◼ Finance. Establish “master account” relationship with issuing bank; issue credit cards as requested by department heads in accordance with these guidelines; process credit card payment vouchers in accordance with the City’s accounts payable policies and procedures; ensure that the monthly “master account” is paid in full on a timely basis; develop guidelines (“best practices”) for departmental payment procedures; help resolve billing disputes; and replace lost or stolen cards. Retrieve credit cards from employees separating from theCity.

SUMMARY
The above statements are guidelines only and cannot cover every issue, exception or contingency that may arise in using City credit cards. Accordingly, the basic standard that should always prevail is to use common sense and good judgment in the use and stewardship of City resources.

5.D.3
Attachment: GRANTS MANAGEMENT MANUAL FMM 2023 - City of Arvin-2.13.24 cv [Revision 1] (Financial Policies & Procedures Manual) City Credit Cards: Credit Cardholder Use Agreement Exhibit A

CITYOF ARVIN

CREDIT CARDHOLDER USE AGREEMENT
Employee: Department:

The above-named City Official or employee (Cardholder) of the City of Arvin has been issued a City credit card. The Cardholder has been provided with a copy of the City's credit card policy, and hereby agrees to comply with all terms and conditions set forth therein, including but not limited to:

1. Official Use Only. City credit cards are for official City use only. Charging personal expenses on City cards is a misuse of City funds and a serious breach of the City’s ethics policy. Doing so—even if the intent is to reimburse the City later—will result in progressive disciplinary action, up to and including termination. Minor incidental expenses as a component part of a larger billing—such as personal telephone calls or video rentals on a hotel bill—may be allowed if reimbursed at the time the credit card billing is submitted for payment.

2. Timely, Accurate and Supported Payments. Credit card payments will be processed on a timely basis, and adequate supporting documentation (such as vendor order forms, receipts, invoices and credit card receipts) will be retained for all charges and attached to payment vouchers.

3. Disputed Charges. The vendor and issuing bank will be notified immediately of any disputed charges.

4. Lost or Stolen Cards. Upon discovery of a lost or stolen card, card holder will immediately notify the issuing bank and the Department of Finance and Information Technology. Failure to do so in a reasonable time could make the Cardholder responsible for any fraudulent use of the card, if the bank determines that the City is at fault.

5. Surrender Upon Request or Separation. The credit card will be immediately surrendered upon retirement, termination or upon request of the employee’s department head. Use of the credit card for any purpose after the cardholder is no longer an employee of the City is prohibited.

6. Awards, Cash Back Fees, Redemption Points, Air Mileage Accruals or any other type of general awards are the property of the City of Arvin solely and are to be used to reduce the amount of the purchase or as a payment to the credit card.

7. Unsupported Purchases. If purchases on this credit card are not supported by invoices or approved by your supervisor, the cardholder will be held liable for the unapproved amount and will be required to reimburse the City for those purchases.

8. Credit Card Limit. The credit limit of this card is$ .

9. Other Restrictions (if none, pleasewrite “None”) .

Cardholder Signature Date
DISTRIBUTION: Original—Cardholder Personnel File Copies—Finance, Department Head and Cardholder 275-6
Cardholder Date Finance Director Date
I HEREBY SURRENDER the credit card issued to me by the City of Arvin to the Finance Department. I declare that all outstanding charges on the credit card are for official City business and will be paid through established procedures.

5.D.3
Attachment: GRANTS MANAGEMENT MANUAL FMM 2023 - City of Arvin-2.13.24 cv [Revision 1] (Financial Policies & Procedures Manual) Section 290-Ordinances for Purchasing
Chapter 3.24

PROCEDURES FOR PAYMENT OF

CLAIMS AND PURCHASES
Article I. General Provisions

PROCEDURES FOR PAYMENT OF CLAIMS AND PURCHASES
Municipal Code for the City

3.04.010 Depository designated.

3.04.020 Withdrawals – Authorized
signors.

Purchase Orders Under $5,000

3.08.080 Open market procedures
A. Minimum numbers of bids.

B. Notice Inviting Bids.

C. Written Bids.

D. Oral Bids.

E. Petty Cash.

Purchase Orders Greater than $5,000

3.08.090 Formal Contract Procedure
A. Notice Inviting Bids.

B. Bidder’s Security
C. Bid Opening Procedure.

D. Rejection of Board.

E. Award of Contract
F. Tie Bid.

G. Performance Bonds.

Procurement of Professional Services

3.08.095 Process

3.08.100 Inspection of Purchases

3.08.110 Surplus Supplies/Equipment
A. Sale or disposal.

B. Notice of Sale.

C. Value Less than $250
D. Oral Bids.

E. Payment method.
290-1

3.04.010 Depository designated. A bank or
savings and loan association designated by the city
council, which is located within Kern County, shall
be the depository of all funds and money coming into
the possession of the treasury of the city, and all such funds and money shall forthwith upon receipt by the
city be deposited therein to the credit of the city.
(Ord. 170 §1, 1982: Ord. 4 §1, 1960).

3.04.020 Withdrawals – Authorized
signors. All withdrawals upon funds and moneys
deposited as required by Section 3.04.010 of this
chapter shall be made upon warrants drawn on the
city treasury signed by the mayor and the city
manager or the mayor and the finance director. In the
absence of the mayor, said warrants shall be signed
by the mayor pro tem and the city manager or the
mayor pro tem and the finance director. When
expediency is required, and the mayor and mayor pro
tem are both absent, said warrants shall be signed by
the city manager and finance director. Expediency
may be required if neither the mayor or mayor pro
tem is reasonably available and timely payment is
required to avoid a penalty, fee, legal exposure, or is necessary to complete an action authorized or
directed by the council while meeting a payment
deadline not set by the city. (Ord. 170 §2, 1982: Ord. 4 §2, 1960). (Ord. No. 429, § 3, 7-5-2016)

3.08.010 System adopted - Purpose.

In order to establish efficient procedures for
the purchase of supplies, equipment and
incidental services, to secure for the city
supplies, equipment and incidental services at
the lowest possible cost commensurate with
quality needed, to exercise positive financial
control over purchases, to clearly define
authority for the purchasing function, and to
assure the quality of purchases, a purchasing
system is hereby adopted. (Ord. 138 §2,
1978).

3.08.010 System adopted - Purpose.

3.08.020 Departments – Estimate filing

3.08.030
required.

Departments – Requisitions for

3.08.040
supplies and equipment.

Purchase orders – Issuance
authority.

3.08.050 Encumbrance of funds.

3.08.060 Annual contracts.

3.08.070 Bidding procedures generally.

5.D.3
Attachment: GRANTS MANAGEMENT MANUAL FMM 2023 - City of Arvin-2.13.24 cv [Revision 1] (Financial Policies & Procedures Manual) Purchasing Ordinance

3.08.020 Departments – Estimate filing
required. All departments shall file detailed
estimates of their requirements in supplies and
equipment, setting forth specifications in such
manner, at such time, and for such future
periods as the purchasing rules and
regulations shall prescribe. (Ord. 138
§3, 1978).

3.08.030 Departments – Requisitions for
supplies and equipment. Departments shall
submit requests for supplies and equipment to
the council by standard requisition form, or by
other means as may be established. (Ord. 138
§5, 1978).

3.08.040 Purchase orders – Issuance
authority. Purchases of supplies and
equipment shall be made only by purchase
orders except as otherwise provided herein.

No purchase order shall be issued except by
the city council or such city officer as it may
designate. (Ord. 138 §7, 1978).

3.08.050 Encumbranceof funds. Except in
cases where necessary budget adjustments
have been duly authorized, no purchase order
for supplies or equipment shall be issued,
unless thereexists an unencumbered
appropriation in the fund account against
which said purchase is to be charged. (Ord.
138 §8, 1978).

3.08.060 - Annual contracts. The city
council or the city officer designated by the
city council shall have the authority to
negotiate prices set forth in annual contracts
for purchases of repetitively used items and
shall have the authority to accept proposals
from or enter into memorandum accounts
with vendors for items that are required in
minor, undetermined quantities which are not
practical in competitive bidding. (Ord. 138§4,
1978).

3.08.070 - Bidding procedures generally.

Purchases of supplies and equipment shall be
by procedures pursuant to Sections

3.08.080 and 3.08.090. Bidding may be
dispensed with only when: A. Except as
otherwise provided in subsection B of this
section, by this Chapter, or 290-2
pursuant to applicable law, the purchase of
supplies, equipment, materials and public works
projects shall be by bid procedures pursuant to
Sections 3.08.080 and 3.08.090. B. Bidding or open
market procedure may be dispensed with only
when: 1. An emergencyrequires that an
order be placed with the nearest available
source of supply; 2. The amount involved
is less than two thousand five hundred dollars;

3. The commodity can be obtained from only one
vendor; or 4. Competitive bidding or proposal
procedures, substantially similar to the
competitive bidding or proposal procedures in
this Code, have already been utilized either by a
federal, state, county, city or special district
government agency, or by a legitimate
cooperative purchasing agency; and, that the
supplies, equipment, materials or public works
project provided to the City are at the same or better
price, terms and conditions, as was obtained
through such prior competitive bidding or proposal
procedures.”
(Ord. 440 2017).

3.08.080 - Open market procedure—
Purchases under thirty thousand dollars.

Purchases of supplies and equipment of an
estimated value in the amount of thirty thousand
($30,000.00) dollars or less may be made in the
open market pursuant to the procedure
prescribed in this section and without observing
the procedure prescribed in Section 3.08.090.

A. Minimum Number of Bids. Open market
purchases shall, wherever possible, be based on
at least three (3) bids, and shall be awarded to
the lowest responsible bidder.

B. Notice Inviting Bids. Bids shall be
solicited by written requests to prospective
vendors, by telephone, and by public notice
posted on a public bulletin board in the City
Hall, for single purchases amounting to
more than fifteen thousand ($15,000.00)
dollars but less than thirty thousand
($30,000.00) dollars.

C. Written Bids. Sealed written bids shall be
submitted to the city clerk for single purchases
amounting to more than fifteen thousand
($15,000.00) dollars. The city council shall keep
a record of all open market orders and bids for a
period of one year after the submission of bids
or the placing of orders. This record,

5.D.3
Attachment: GRANTS MANAGEMENT MANUAL FMM 2023 - City of Arvin-2.13.24 cv [Revision 1] (Financial Policies & Procedures Manual) Purchasing Ordinance
while so kept, shall be open to public
inspection.

D. Oral Bids. Oral bids shall be
obtained from prospective suppliers when the
amount involved is fifteen thousand
($15,000.00) dollars or less, unless, at the
city's discretion, written is fifteen thousand
($15,000.00) dollars or less, unless, at the
city's discretion, written bids have been
obtained or bidding has been dispensed with in
accordance with Section 3.08.070 of this
chapter, or the amount involved is less than
five hundred ($500.00) dollars and the city
council has determined more than one bid to
be impractical; or the purchase is to be made
through the petty cash procedures.

E. Petty Cash. Purchases of a minor nature
may be made through petty cash procedures
prescribed by the city council. Bidding shall
not be required for petty cash purchases. (Ord
138 §10, 1978).

3.08.090 - Formal contract procedure—
Purchases over thirty thousand dollars.

Except as otherwise provided in this chapter,
purchases of supplies and equipment of an
estimated value greater than thirty thousand
($30,000) dollars shall be by written order or
contract with the lowest responsible bidder
pursuant to the procedure prescribed in this
section.

A. Notice Inviting Bids. Notices inviting
bids shall include a general description of the
articles to be purchased, shall state where bid
blanks and specification may be secured, and
the time and place for opening bids.

1. Published Notice. Notices inviting
bids shall be published at least five (5) days
before the date of opening of the bid. Notice
shall be published at least once in a
newspaper of general circulation, printed and
published in the city, or if there is none, it
shall be posted in at least three public places
in the city that have been designated by
ordinance as the places for posting public
notices.

2. Bidder's List. Sealed bids shall be
solicited from responsible prospective
290-3
suppliers whose names are on a bidder's list
maintained by the city, or from responsible
bids have been obtained or bidding has been
dispensed prospective suppliers who have
made written request that their names be added
thereto.

3. Bulletin Board. The city council, by its
designated official, shall also advertise pending
purchases by a notice posted on a public
bulletin board in the City Hall.

B. Bidder's Security. When deemed
necessary by the city council, bidder's
security
may be prescribed in the public notices
inviting bids. Bidders shall be
entitled to return of bid security;
provided, however, that a successful bidder
shall forfeit his bid security upon his
refusal or failure to execute the contract within
ten (10) days after notice of award of
contract has been mailed, unless in the
latter event the city is solely
responsible for the delay in
executing the contract. The city council
may, on refusal or failure of the successful
bidder to execute the contract, award it to
the next lowest responsible bidder. If the
city council awards the contract to the
next lowest bidder, the amount of the
lowest bidder's security shall be applied by
the city to the contract price
differential between the lowest bid
and the second lowest bid, and the surplus,
if any, shall be returned to the lowest
bidder. If the city council rejects all
bids presented and re-advertises the
amount of the lowest bidder's security
may be used to offset the cost of
receiving new bids and the surplus, if any,
shall be returned to the lowest bidder.

C. Bid Opening Procedure. Sealed bids
shall be submitted to the city clerk
and shall be identified as "bids" on the
envelope. Bids shall be opened in public at
the time and place stated in the public
notices. A tabulation of all bids received
shall be open for public inspection during
regular business hours for a period of not
less than thirty (30) calendar days after the
bid opening.

5.D.3
Attachment: GRANTS MANAGEMENT MANUAL FMM 2023 - City of Arvin-2.13.24 cv [Revision 1] (Financial Policies & Procedures Manual) Purchasing Ordinance
290-4
D. Rejection of Bids. In its discretion, the city
council may reject any and all bids presented and
re-advertise for bids pursuant to the procedure
hereinabove prescribed in thissection.

E. Award of Contracts. Except as otherwise
provided herein, orders or contracts shall be
awarded by the city council to the lowest
responsible bidder. Notwithstanding any
other provision in this section, if no bids are
received, orders or contracts may be awarded
by the city council in its discretion without
complying with any further bidding
requirements of this section.

F. Tie bids. If two or more bids received are
for the same total amount or unit price,
quality and service being equal, and if the
public interest will not permit the delay of readvertising for bids, the city council may, in its discretion, accept the one it chooses.

G. Performance Bonds. The city council may
require a performance bond before entering
into a contract, in such amount as it shall find
reasonably necessary to protect the best
interest of the city. When required, the form
and amount of the bond will be described in
the notice inviting bids. (Ord. 138 §9, 1978).

3.08.110 - Surplus supplies and
equipment—Sale or other disposal.

All department heads of the city shallsubmit
to the city council at such times, and in such
form as may be prescribed, reports showing
stock, materials and equipment on hand not
then in use in said department. When a
surplus of stock, materials or equipment
exists in any department, the city council
may transfer the same to any other
department having a need for such stock or
any portion thereof on approval of the city
council or its designated official. When it is
found by the city council that equipment
exists which is not needed for use by any city
department, the city council may authorize
the sale thereof, and the proceeds from any
such sale or sales shall be deposited in the
city treasury. Such sale or sales shall be
conducted in the following manner:

A. Upon authorization of the city council, the
designated official shall obtain competitive
and formal quotations for the
sale of surplus stock, materials or equipment,
when any one item or group of items offered
for sale amounts to more than two hundred
fifty ($250.00) dollars in estimated resale
value.

B. When items offered for sale amount to
more than two hundred fifty ($250.00) dollars
in estimated resale value, the designated city
official shall cause notice of sale to be
published at least five days before the sale, in
the official newspaper, giving a general
description of the items to be sold, where bids
are to be received, and the time and place of
sale. The designated city official shall, in
addition, solicit sealed quotations from
prospective buyers by telephone, or by sending
those copies of newspaper notices, or other
methods designed to reach the greatest number
of prospective buyers.

C. When any separate item or items of such
surplus stock, material or equipment to be
offered for sale amounts to two hundred fifty
($250.00) dollars or less, the designated city
official may accept informal written bids or
quotations for the sale of such item or items,
without causing a notice of sale to be published
in a newspaper.

D. At the time and place of sale of such
surplus stock, material or equipment, oral bids
may be considered by the designated city
official, after giving proper notice of such fact,
provided such oral bids shall be at least ten
(10) percent higher than the highest written bid
received at the time of opening of bids.

E. The designated city official may, at his
discretion, require cash or a cashiers’ check in
an amount equal to ten (10) percent of the price
bid to be deposited by the bidder at the time of
making or submitting his bid. The person to
whom any bid is awarded shall consummate
the purchase within five (5) days from then,
excluding the day of the award of such bid.
(Ord. 138 §12, 1978).

5.D.3
Attachment: GRANTS MANAGEMENT MANUAL FMM 2023 - City of Arvin-2.13.24 cv [Revision 1] (Financial Policies & Procedures Manual) Purchasing Ordinance
290-5
A. Professional Services. Professional
services may include, but not be limited to,
architectural, engineering, testing, land
surveying, appraising, environmental,
planning, financial, economic, accounting,
legal, development processing, waste
management, governmental operations,
special studies, construction project
management and other related services. The
City shall follow the procedures set forth in
this section to procure professional services.

B. Process for Contracts with a Total
Value Not to Exceed $15,000.00. The city
manager is authorized to contract for all
professional services required by the city,
for which an appropriation has been made in
the current budget, without implementing
the formal request for proposal process set
forth in subsection B, provided the contract
involves an expenditure of city moneys of
less than or equal to fifteen thousand dollars
($15,000.00) and the total proposed
expenditure of city moneys under the
contract and any amendments thereto will
not exceed fifteen thousand dollars
($15,000.00). However, in procuring
professional services pursuant to the
authority provided in this subsection the city
manager shall use his best efforts to obtain
the best value for the City based upon (1)
qualifications of the firm; (2) The firm’s
experience with similar projects; (3) the
firm’s capacity to provide the professional
services consistent with the City’s timelines
for performance and (4) the total overall
cost to the City unless excluded by state or
federal law. In addition, to the extent that its
provisions apply to the particular type of
service to be procured, the city manager
shall fully comply with the requirements of
Government Code, section 4526, as may be
amended, which shall take precedence over
any conflicting provisions in this section. The
contract procuring professional services shall
be approved as to form by the city attorney
prior to execution by the city manager. The city
clerk shall retain the original contract. The
finance department shall encumber the amount
against the budget.

C. Process for Contracts with a Total Value
in Excess of $15,000.00.

1. Upon approval of the city manager, the
department head of the department requesting
professional services shall prepare a request
for proposal (RFP), and request for
qualifications which shall then be sent to the
appropriate professional service firms. The
RFP shall include a description of the project
and a scope of work to be performed. As a rule,
proposals from a minimum of three (3)
prospective firms shall be solicited. To solicit
proposals, at a minimum the City shall post the
RFP on its website, public notice of the RFP at
least once in a newspaper of general
circulation and shall use its best efforts to
identify other means of communicating the
existence of the RFP to persons and firms who
may be qualified to provide the services
sought.

2. The department shall review all
proposals received. The general selection
criteria for determining which firm is to be
selected include:
a. Firm qualifications;
b. The firm's experience with similar
projects;
c. Schedule of completion;
d. Price, unless excluded by state or
federal law.

To the extent that the provisions of
Government Code, section 4526, as may be
amended, apply to the particular type of service
to be procured the selection process shall
comply with its requirements which shall take
precedence over any conflicting provisions
in this section.

3. Based on the results of the initial
screening process, the top firms may be invited

5.D.3
Attachment: GRANTS MANAGEMENT MANUAL FMM 2023 - City of Arvin-2.13.24 cv [Revision 1] (Financial Policies & Procedures Manual) Purchasing Ordinance

3. Based on the results of the initial
screening process, the top firms may be
invited to present their qualifications. Based
upon their qualifications and presentations,
the city shall rank order the firms. The city
may negotiate the price, terms and conditions
of the project with the top firm. The city also
reserves the right to negotiate with another
top-ranked firm if an agreement cannot be
reached with the number one ranked firm.

4. Once the firm is selected, the contract
shall be forwarded to the city attorney for
review.

5. A staff report with recommendations
shall be presented to the city manager.

6. The city manager is authorized to
exercise his/her discretion to award the
contract based upon the selection criteria set
forth in subsection (B)(2) and staff’s
recommendation for professional services
required by the city, for which an
appropriation has been made in the current
budget, provided the contract involves an
expenditure of city moneys greater than
fifteen thousand dollars ($15,000.00) and
less than or equal to thirty thousand dollars
($30,000.00) and the total proposed
expenditure of city moneys under the
contract and any amendments thereto will not
exceed thirty thousand dollars ($30,000.00).

7. The city manager shall submit to the
city council for its consideration at a regular
meeting or special meeting, unless not
permitted by law, any contracts for
professional services that involves an
expenditure of city moneys greater than
thirty thousand dollars ($30,000.00) or when
the total proposed expenditure of city
moneys under the contract and any
amendments thereto will exceed thirty
thousand dollars ($30,000.00).

8. The contract procuring the professional
services shall be approved as to form by the
city attorney prior to execution by the city. The
city clerk shall retain the original contract. The
Finance department shall encumber the
amount against the budget.

D. If no proposals are received in response to
the RFP after solicitation as required by this
section, then this may serve as a presumption
that no competitive advantage may be served
by further solicitation of bids as it would either
be impossible or not in the public interest.

Upon such a determination by the city
manager, or the city council for contract in
excess of thirty thousand dollars ($30,000), no
further solicitation of bids is required by this
section.
290-6

5.D.3
Attachment: GRANTS MANAGEMENT MANUAL FMM 2023 - City of Arvin-2.13.24 cv [Revision 1] (Financial Policies & Procedures Manual) Section 293-Payment by Check
There is a risk that our funds will be spent on unauthorized items, theft of blank checks, intentional payment to non-vendors or City property converted to personal use.

Finance has the responsibility to pay for all items with a check, authorized bank transfer or by credit card. No items should be paid for by cash.

PROCEDURES

1. Opening Bank Accounts. Bank accounts may be opened only upon authorization by the Board of Directors.
• All bank accounts must be opened with the City’s employer identification number (EIN). • The Councilshall approve the authorized signers on the organization’s bank accounts. • Checks must have two signatures to be authorized asfollows:

1. Mayor and City Manager

2. Mayor and Finance Director

3. Mayor Pro Tem and City Manager

4. Mayor Pro Tem and Finance Director

5. City Manager and Finance Director (for expediency)
• The Mayor and City Manager are the primary check signers.

2. Custody of Checks. The Finance Department Accountant is the only person authorized to have access to unused check stock. The checks should be stored in a locked location and information about how to access them should be kept confidential from everyone but the Finance Director and theCity Manager. The Finance Department Accountant must notify the CityCouncil of any requests for blank checksthat has not been authorized by the City Manager and the Finance Director.

3. Check Authorization. All invoices will be forwarded immediately to the Finance Director for review and authorization to pay. The Finance Director will perform the following procedures:
• Review all invoices for mathematical accuracy, agreement with a written invoice, conformity to budget or Board authorization and compliance with grant fund requirements.
• Ensure that all conditions and specifications on a contract or order have been satisfactorily fulfilled, including inventorying items received against packingslip counts. • Code the invoice with the appropriate expense or chart of accountsline time number and other information as needed for accounting purposes.
• Approving an invoice indicatesthat it has been reviewed, and a check is authorized. • Responsible for timely follow-up on discrepancies and payment. • Send approved invoices to the Finance Department Accountant forpayment. 293-1

5.D.3
Attachment: GRANTS MANAGEMENT MANUAL FMM 2023 - City of Arvin-2.13.24 cv [Revision 1] (Financial Policies & Procedures Manual) 293-2

4. Expenses Not Invoiced. In some cases, expenses may not be invoiced, such as rent. When such expenses are due, the Finance Director needs to ensure that the expense is in the budget and write a note authorizing payment of the expense and the amount of the expense and supply it to the Finance Department Accountant.

4. Payment by Checks. Upon approval of the invoice and note by the Finance Director, the Finance Department Accountant is authorized to prepare all checks and should do so. • If a check is voided, the check will have “VOID” written in large lettersin ink on the face and have the signature portion of the check torn out. Voided checks will be kept on file. • In the event that it is necessaryto issue a duplicate check for checksin an amount over $50, the Finance Department Accountant will order a stop payment at the bank on the original check.

5. Duties of Check Signers.All checks will be signed by the signers designated by the CityCouncil.

Priorto signing a check, a check signer will do the following:
• Compare the check to the original invoice or the Finance Director’s note to pay the expense.
• Compare the amount on the check to the amount on the invoice or note • Be sure that the Finance Director has initialed the invoice. This is to protect against the risk that you are paying based on a copy of the bill that has already been paid. • Check the date on the invoice or the Finance Director’s note against the date of signing the check. If the difference is more than 60 days, get written approval from the Finance Director before signing the check. This is to mitigate the risk that the organization is paying the same expensetwice.
• Check to be sure that the amount of the check is not clearly unreasonable.

6. Prohibited Practices. In no event will:
• Invoices be paid unless approved by the FinanceDirector; • Blank checks be signed inadvance;
• Checks be made out to “cash,” “bearer,”etc.

Each check signer will be made aware that signing blank checks exposes our organization to theft since the bank is entitled to charge our account for any check that has a valid signature. A signed blank check is an invitation totheft.

7. On-line Payments. If we make online payments, we will make arrangements with the bank that allow the Finance Director to have online, read-only access to the account. We will also arrange with the bank to be sure that only the individualsthe board has authorized as check signerswill be permitted to authorize the payment of bills electronically. In addition to the monthly reconciliation, the Finance Director will periodically check the account to compare the bank automatic payments with the vendor statements.

8. Review of City Manager and Finance Director signed checks. This will only occur when a check must be signed and sent immediately to appease a vendor or to make payments that requires immediate attention. Once given to the vendor, a copy of this check must be held for the Mayor or Mayor Pro Tem to authorize by the Finance Department Accountant for review and initials.

5.D.3
Attachment: GRANTS MANAGEMENT MANUAL FMM 2023 - City of Arvin-2.13.24 cv [Revision 1] (Financial Policies & Procedures Manual) Section 295-Purchasing Guidelines
295-1
In accordance with the policy framework set forth in the municipal code, City purchases and contracts (including those for rentals and leases but excluding those for real property) will be made pursuant to these guidelines. Applicable competitive bidding categories, authorization limits or contract award procedures will be based on unit cost, total purchase cost for consolidated bid items or fiscal year aggregates in the case of blanket purchase orders or similar ongoing purchasing arrangements. Staging of purchases in order to avoid these competitive bidding procedures or authorization limits is prohibited.

GENERAL PURCHASES
Purchases and contracts for supplies, equipment, operating and maintenance services, and construction projects will be made pursuant to the following guidelines. Please refer to the Arvin Municipal Code for the exact wording:

A. 3.080.080 Open Market for Purchases less than $30,000. Purchases of supplies and equipment of $30,000 or less may be made in the open market without observing the formal contract procedure as set in

3.08.090. The City Manager (or designee) is authorized to purchase without City Council approval.

1. Open market purchase shall, wherever possible, be based on at least 3 bids, and shall be awarded to the lowest responsible bidder.

2. Bids shall be solicited by written request to prospective vendors, by telephone, and by public notice posted on a public bulletin board in the City Hall, for single purchases amounting to $15,000 but less than $30,000.

3. Written bids shall be submitted to the city clerk for single purchases amounting to more than $15,000 and available for public inspection.

4. Oral bids shall be obtained from prospective suppliers when the amount involved is $15,000 or less, or per

3.08.070, bidding may be dispensed with only when the city council has declared a local emergency which requires that an order be placed with the nearest available source of supply, or when the service, material, or group of commodities can be obtained from only one vendor.

5. Purchases of a minor nature may be made through petty cash procedures prescribed by the city council and bidding is not required.

B. 3.08.090 Formal Contract Procedure for purchases equal to or greater than $30,000.

Purchases of supplies and equipment equal to or greater than $30,000 shall be by written order or contract with the lowest responsible bidder.
1) Notices inviting bids shall include a general description of the articles to be purchased, shall state where bid blanks and specification may be secured, and the time and place for opening bids. a) Notices inviting bids will be published at least 5 days before the date of opening of the bid. Notice will be published at least once in a newspaper.
b) Sealed bids will be solicited from suppliers whose names are on a bidder's list maintained by the city, or from suppliers who have made written requests to add theirnames. c) Advertise pending purchases by a notice posted on a public bulletin board in the City Hall. 2) Bidder's Security. The city council may require security in order to bid. Bidders shall be entitled to return of bid security, but the bidder will forfeit security upon refusal or failure to execute the contract within 10 days after award, unless the city is responsible for the delay. The city council may, on refusal or failure of the successful bidder to execute the contract, award it to the next lowest bidder. Refer to the Arvin Municipal Ordinances for details on bidsecurity.

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3) Sealed bids are to be submitted to the city clerk. Bids shall be opened in public at the time and place stated in the public notices. A tabulation of all bids received shall be open for public inspection during regular business hours for a period of not less than 30 days after the bid opening. 4) Rejection of Bids. In its discretion, the city council may reject any and all bids presented and readvertise for bids.
5) Award of Contracts. Orders or contracts will be awarded by the city council to the lowest bidder. 6) Tie bids. If two or more bids received are for the same amount, quality and service being equal, and if a delay is not an option, the city council may accept the one it chooses. 7) Performance Bonds. The city council may require a performance bond before entering into a contract to protect the best interest of the city. The form and amount will be described in the notice inviting bids.

C. Public Works Construction Projects. Public works law requires private construction contractors to pay prevailing wages to their workers and requires the construction contractor to follow public works law when working on a project funded by a public entity. Prevailing wages are due, in most instances, if the project costs more than $1,000, and involves the following construction work: new construction, alteration, demolition, installation, repair and maintenance.

CONSULTANT SERVICES
Contracts for consultant services will be awarded pursuant to the following guidelines. (Please refer to the Arvin Municipal Code 3.08.095 for the exact wording):

3.08.095 – Procurement of Professional Services.

A. Professional Services. Professional services may include, but not be limited to, architectural, engineering, testing, land surveying, appraising, environmental, planning, financial, economic, accounting, legal, development processing, waste management, governmental operations, special studies, construction project management and other related services. The City shall follow the procedures set forth in this section to procure professional services.

B. Contracts Total Value not to Exceed $15,000. The city manager is authorized to contract for all professional services required by the city, for which were approved in the current budget, without a formal request for proposal, provided the expenditure is less than or equal to fifteen $15,000.00. (1) qualifications of the firm;
(2) The firm’s experience with similar projects;
(3) the firm’s capacity to provide the professional services consistent with the City’s timelines for performance and
(4) the total overall cost to the City unless excluded by state or federal law and fully complying with the requirements of Government Code, section 4526, as may be amended, which shall take precedence over any conflicting provisions in this section.

The contract shall be approved as to form by the city attorney prior to execution, the city clerk shall retain the original contract and finance shall encumber the amount against the budget.

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C. Process for Contracts with a Total Value in Excess of $15,000.00.

1. Upon approval of the city manager, the department head requesting professional services will prepare a request for proposal (RFP), and request for qualifications which shall then be sent to the appropriate professional service firms.The RFP shall include a description of the project and a scope of work to be performed. Proposals from a minimum of 3 prospective firms shall be solicited. To solicit proposals, the City will post the RFP on its website, publish a notice of the RFP at least once in a newspaper and will use best efforts to identify persons and firms who may be qualified to provide theservices.

2. The department shall review all proposals received. The general selection criteria for determining which firm is to be selected include:
a. Firm qualifications;
b. The firm's experience with similar projects;
c. Schedule of completion;
d. Price, unless excluded by state or federal law.

If Government Code, section 4526, is applicable it will take precedence.

3. The top firms may be invited to present their qualifications. Based upon their qualifications and presentations, the city will rank the firms. The city may negotiate the price, terms and conditions of the project with the top firm and another top-ranked firm in case an agreement cannot be reached with the number one ranked firm.

4. Once the firm is selected, the contract shall beforwarded to the city attorney for review.

5. A staff report with recommendations shall be presented to the citymanager.

6. The city manager is authorized to award the budgeted contract based upon the selection criteria is less than or equal to $30,000.

7. The city manager will submit to the city council any contracts for professional services that involves an expenditure greater than $30,000.

8. The contract must be approved as to form by the city attorney prior to execution. The city clerk will retain the original contract and the finance department will encumber the amount against the budget.

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Type
All Services, Goods and
Professional Services.

Non-Professional Services or
goods.

Professional Services
Non-Professional Services or
goods
Professional Services
Includes advisory
services from professionals
such as engineers,
architects, attorneys and
other specializedconsultants.

Features
pen Market Purchases
Petty Cash Purchases ◼ No specific requirements; not competitive, but less than $500
◼ 3 oral solicited bids sent to City Clerk;
◼ Lowest bidder accepted.
◼ Contract awarded by City Manager
◼ Subject to Arvin Municipal Code 3.08.080.
◼ Approved in current budget.
◼ City Manager authorized to contract for
services.
◼ No formal request for proposal
◼ Follow formal RFP process.
◼ Must be published for 5 days before opening
bids.
◼ Sealed bids submitted to City Clerk.
◼ To be opened in public at time and place as
noted in publications.
◼ Bids may be rejected.
◼ Awarded to lowest bidder by the City
Council.
◼ Subject to Arvin Municipal Code 3.09.090.
◼ Approved in Current Budget.

Formal RFP document.

Council authorizes staff to request
proposals and generally delegates contract
award to the City Manager
Note: These are general guidelines; the evaluation and
selection process for consultant services may vary on a case-by-case basis
Category
$30,000 or Greater
Less Than $30,000
15,000 or Less

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Attachment: GRANTS MANAGEMENT MANUAL FMM 2023 - City of Arvin-2.13.24 cv [Revision 1] (Financial Policies & Procedures Manual) Section 301-Travel and Meeting Guidelines

OVERVIEW
These guidelines establish the basic policies and procedures for travel on City business or attendance at meetings by all employees and officials. Everyone who travels or attends meetings for City business purposes (or supervises someone who does) is responsible for knowing and following these guidelines.

These guidelines are organized into the following eight sections:

1. General Standards

2. Allowable Expenses

3. Planning an Official Trip

4. Travel Authorizations

5. Making the Trip

6. Incurring Non-Travel Expenses

7. Accounting for Expenses

8. Completing Travel Authorizations and Expense Reports The key document in the administrative process is the Travel Authorization/Expense Report (TA).

Besides ensuring that travel by City employees and officials is conducted in accordance with these guidelines, the TA summarizes the total cost of attending conferences, meetings, and seminars and provides documentation for cash advances, vendor payments and credit card purchases. General instructions for completing and processing this form are also included in these guidelines.

Adoption and Implementation. The Council is responsible for adopting the City’s travel and meeting guidelines and for approving any significant policy revisions to them. The City Manager is responsible for developing administrative procedures as needed to implement the guidelines. In this role, the City Manager is authorized to make minor administrative changes to the guidelines as long as they are intended to carry out the purpose of these guidelines and will not have any significant policy impacts.
1 GENERAL STANDARDS
These guidelines do not require you to take a bus, stay in a cheap motel or eat only in fast food restaurants. A bus or a train may cost less than a plane, but the added time away from work may make these slower options more expensive to the City overall. The meal allowances established in these guidelines allow you to eat in moderately priced restaurants.

In all areas, not just economy, you are responsible for exercising good judgment in requesting, arranging and making a trip. It should be thoroughly planned, well in advance. You should not mix personal business with official business if it will cost the City anything in dollars or lost time, or if it will harm the City’s interests in any way.
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These guidelines are not intended to address every issue, exception or contingency that may arise in the course of City travel or attendance at meetings. Accordingly, the basic standard that should always prevail is to exercise good judgment in the use and stewardship of the City's resources. 2 ALLOWABLE EXPENSES
Expenses incurred in connection with the following activities generally constitute authorized expenses, as long as the other guidelines of this policy are met, including good judgment in the use and stewardship of the City's resources.

1. Communicating with representatives of regional, state and national government on City adopted policy positions.

2. Serving on professional organizations or governmental committees, boards or task forces.

3. Attending educational seminars, conferences or organized educational activities designed to improve skill levels or provide information on topics important to City policy andoperations.

4. Preparing research for City projects or implementing adopted City plans, policies, goals or programs.

5. Attending meetings involving activities or decisions important to City interests, consistent with adopted plans, policies, goals or programs.

6. Attending events where the City is a formal sponsor or participant, or in performance of official duties for the City.

7. Communicating with individuals or representatives of community groups on policy positions adopted by or under consideration by theCity.

8. Recognizing volunteer or employee service to the City.

9. Engaging in other business-related activities with a direct connection to the implementation of adopted City plans, policies, goals or programs. 3 PLANNING AN OFFICIALTRIP
How will you travel?
When planning the transportation portion of your trip, you should consider all aspects of cost to the City—daily expenses, overtime, lost work time—as well as actual transportation costs. In general, common carriers (such as bus, train or plane) is the preferred mode of transportation. You should use an intercity bus, train or airplane unless there is a valid reason for using private transportation. For example, use of a City vehicle—especially if two or more employees or officials are traveling together—may be less expensive for travel within the State. However, as noted above, the increased time for automobile transportation—and the potential for lost work

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time, overtime, or increased lodging costs—should be considered in determining the best mode of transportation.

Transportation at Your Destination. If you need local transportation at your destination, use of public transit such as buses, streetcars and subways is appropriate: the City will reimburse you for these expenses. The City will also reimburse you for taxis when public transit or other common carriers are not reasonably available. If a car
rental is required, you may use a City credit card or request reimbursement when you return (see Section 275 of the
Financial Management Manual regarding guidelines and
procedures for using City credit cards).

Air Travel. All air travel on City business should be coach class.

Traveling by Automobile. If you will be driving, you should use a City vehicle if one is available.

You may use a City credit card to purchase gasoline or request reimbursement when you return. If a City vehicle is not available, or there is another reason why you should drive your personal car, you may do so with the approval of your department head. You will be reimbursed at the currently approved per mile rate (see Section 350 of the Financial Management Manual).

Additionally, you may also use third party sources such as “Yahoo Maps” in determiningmileage reimbursements.

To drive a privately owned vehicle on City business you must:

1. Possess a valid California driver’s license.

2. Carry liability insurance limits required by the City’s Risk ManagementManual.

3. Realize that any damage to the car, needed service or repair occurring on the trip will be your responsibility, as these costs are included in the City’s per mile cost reimbursement. transportationwhenevertheseare
offered andavailable.
group rates for
discounted government or
Government or Group Rates
It is the City’s policy to use

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Mileage in-Lieu of Common Carrier Costs. In the event that a common carrier would otherwise be the preferred mode of transportation, but you will use a personal car instead (subject to the approval guidelines set forth above), you will not be reimbursed more than the common carrier cost.

When will you go? By what route?
You should schedule your trip so that you leave at the latest reasonable hour and still arrive at your destination on time. You should also return promptly when your business is finished, thereby minimizing the time away from work and ensuring full reimbursement of all related expenses. You should generally take the most direct and commonly traveled routes. Other routes may be authorized when official business requires their use. If you take an indirect route or stop along the way for personal reasons, the City will not reimburse you for related expenses.

What about compensation for travel time?
Please refer to the Union MOU for this portion.

Where will you stay?
The City will pay for a single room (including taxes and parking) for as many nights as necessary.

The accommodations you use should be economical but practical. For example, it is preferable to stay at the hotel where a conference is held, even if that hotel may be slightly more expensive than others in the area. Location is also important: a hotel close to where you will be conducting business may be slightly more
expensive than outlying hotels, but it may be
easier to achieve the City’s travel goals by
staying at the closer location. In general, you
should stay at the most reasonably priced
accommodations available consistent with the
purpose and goals of your travel.

If you have a question about using a particular
hotel, obtain concurrence or direction from
your department head before making a
reservation.

Should you make reservations?
Whenever possible, you should make reservations. They are often required for large conferences.

You can use a City credit card number to confirm reservations. Be sure to cancel any reservations you will not use. If the City is charged for an unused reservation, you will pay that charge unless circumstances requiring cancellation were reasonably beyond your control.

Sponsored Conferences and Training
When conference or training sponsors have
made arrangements for lodging, you should
stay at one of these facilities and the cost
should not exceed the maximum group rate
published by them.

In the event that rooms are not available at
one these facilities, you should stay at a
comparable facility at a comparable cost, not
to exceed the maximum group rate published
by thesponsor.

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When making lodging reservations, be sure to ask about exemptions from the local transient occupancy tax (TOT): some cities exempt travelers from City business, others don’t. If there is an exemption, you can save up to 15% on lodging costs depending on the local TOT rate. Almost all lodging operators will require an official, written claim for exemption. A sample for this purpose is provided in Exhibit A.

Additionally, you should also ask about any discounted government or group rates; and use them if they are offered and available.
4 TRAVEL AUTHORIZATIONS
TAs are required whenever the total estimated cost will exceed $200 or overnight accommodations will be required. Otherwise, credit cards or the City’s standard voucher system may be used to request vendor payments or expense reimbursements.

Department head approval of TA’s is required, and out-of-state travel requires the further approval of the City Manager. The completed TA and accompanying voucher requests should be submitted to your department head as far in advance as possible. The Expense Report Form will be used when you return in order to account for your actual travel expenses.

Department heads approving TAs are responsible for determining that the cost is reasonable and justified by the trip’s purpose. They should be certain that:

1. The purpose cannot be accomplished by mail or telephone.

2. The seminar, meeting or conference is necessary to accomplish key City goals and objectives and is unavailable locally if overnight accommodations are required.

3. The minimum number of City staff members are going.

4. The itinerary ensures accomplishment of the purpose at the lowest reasonable cost.

5. The traveler understands and follows these guidelines.

6. There is enough money in the appropriate travel budget to cover the costs.

Ultimately, the responsibility for following these guidelines and exercising good judgment in the use and stewardship of the City’s resources rests with each City employee and official incurring travel, meeting or meal costs on City business.

Requests for Cash in Advance and Payments to Vendors
The City will pay all legitimate expenses of your trip or meeting. These include transportation, lodging, registration fees, meals and any other related expenses such as parking, baggage handling and telephone costs if they are for official business and fit within these guidelines.

There are three ways to pay for travel expenses: direct vendor payments, cash advances/reimbursements and credit cards. Direct vendor payments are made by the City to an

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organization to pay for specific costs related to a trip—usually registration fees, lodging and airfare. Cash advances are lump sum payments made to you before you leave to cover expenses as they arise on the trip; and reimbursements (or refunds to the City) are processed after your travel is completed. Credit cards are issued pursuant to the City credit card policy (Section 275 of the Financial Management Manual).

If you request a cash advance, your department head must review the amount to be sure it is reasonable. When you return, you must account for all expenses you incurred, and return the unused portion of the advance. You will be reimbursed the difference if the actual, authorized expenses you incurred exceed the amount advanced.

To obtain either direct vendor payments or a cash advance, you must complete the appropriate sections of the TA and attach payment vouchers for all payments (including cash advances). You should also attach a copy of the approved City Manager transmittal report (if required). You should retain a copy of the completed TA (both sides) because you will need it when you return to reconcile and account for your actual expenses.

TA Forms. The TA Form is available as an Excel file on the City’s Intranet. 5 MAKING THETRIP
There are two key “golden rules” to remember about making an official trip:

1. Keep it official.

2. Keep records of all expenses.

Keeping It Official
If you take time away from official business for personal matters, or if you delay your return after completing your business, you will not be reimbursed for expenses incurred during that time. When combining business and personal travel in this manner, department head approval is required. If this extended period occurs during your regular scheduled work hours, the time will be counted as vacation, comp time (if available) or leave without pay.

If you become sick and must delay your return, you will be reimbursed for your additional living expenses (except those directly related to your illness, such as physician or hospital costs) until you are able to return home. You should notify your supervisor as soon as possible if you become ill. The time will be counted as sick leave if it occurs during your normally scheduled work hours, and the City's normal sick leave rules will apply.

And lastly, all expenses must be incurred in accordance with the guidelines set forth in this policy.

Keeping Records for All Expenses

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As discussed below under Accounting for Expenses, you must maintain a detailed record of all expenses incurred during your travel: meals, transportation, lodging, baggage handling, parking fees, registration fees, telephone (including reasonable calls to communicate home) and a n y other reasonable and necessary expenses.

Receipts must be submitted for all expenses.

In the event that receipts are not available, you must provide a written explanation of the circumstances as to why this is the case and reason you incurred this expense.

Meal Guidelines
The following amounts (including beverages, taxes and gratuities) are allowed for meals:

Breakfast $15.00
Lunch 25.00
Dinner 35.00
As noted above, receipts are required for all meal costs.

Because of reimbursement limitations by other agencies (such as P.O.S.T) or other budget constraints, department heads may authorize lower meal allowances. Any reimbursements exceeding these allowances require approval by the department head. In the event that there are conflicts between these guidelines and Memorandums of Understanding (MOU) with employee associations, the MOU will apply.

If meals are provided without charge at a meeting or while in transit (meals served on a plane, for example), meal costs will not be reimbursed.
6 INCURRING NON-TRAVEL EXPENSES
Special Events. The City will reimburse expenses incurred for such meetings and hospitality as may, from time to time, be determined by the Council to be appropriate. Costs for such special occasions will be determined by specific Council action authorizing such events.

Local Meeting and Training Costs. The City will also reimburse expenses you incur in attending meetings or conferences held locally which do not include travel expenditures, subject to the following guidelines:

1. Meals not incurred as part of out-of-area or overnight travel are limited to activities outside of normal duties, such as business-related meetings held before or after regular working hours (including working lunches where this is the only time available) or extended overtime due to special projects or emergencies.

2. Meal reimbursements are not allowed as part of routine daily work assignments or training within City limits, unless part of the registration cost or the meal is served on site as part of the program to keep all participants together and not have them disperse for meals.

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3. Meals incurred during training held outside the City limits are only allowable when the training (including travel time) spans the normal meal period.

For example, if training is held outside of the City limits from 9:00 until 10:30 AM at a location that is an hour away from the City, meal costs for lunch would not be reimbursable. However, meal costs for lunch under similar circumstances where the training is held from 9:00 AM to 3:00 PM would be reimbursable.

4. Reimbursement for meal costs in these circumstances are subject to the City’s meal cost guidelines for overnight travel.

Other Expenses. The City will reimburse you for costs incurred while at a meeting or other function when such costs are directly linked to the program or subject matter of the meeting.

Examples of costs that may be borne by the City include printed materials, tapes or other training material that may be available for sale at the meeting.

Alcoholic Beverages
City funds should not be used to purchase alcohol or reimburse employees for alcohol-related costs. The Council or City Manager may approve exceptions to this policy on a case-by-case basis forspecialreceptions or other unique circumstances. This discretion applies primarily to non- travelrelated expenditures such as special receptions, and not to routine travel or meetings by City employees.

Spouses and Guests
Spouses and guests are welcome to accompany you on City travel and at conferences, seminars and meetings. However, any additional costs associated with the participation of your spouse or other guests are your responsibility. Exceptions to this policy include the annual League of California Cities dinner and any other occasions as specifically approved by the Council.

Guests As Passengers in City Vehicles. Due to liability concerns, non-City employees are forbidden to ride as passengers in City vehicles when it is not directly related to City business.

In non-police vehicles, however, department heads may approve exceptions on a case- by-case basis, subject to review by the Risk Manager (Finance Director) and approved by the City Manager. 7 ACCOUNTING FOR EXPENSES
When you return from your trip or official function, a final accounting of all expenses must be approved by your department head and submitted to Finance within ten working days. An expense report is required in all cases—whether the advance and actual expenses are equal, you are eligible for additional reimbursement or you owe money to the City.

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The final accounting is made by completing the Travel Expense Report section on the reverse side of the TA. After completing the expense report, you should attach required receipts, sign the report attesting to its accuracy and submit it to your department head for review and approval. If you owe the City for the unused balance of a cash advance, you should pay the amount due to the cashier at your location and attach the cash register receipt to your expense report.

A completed Travel Expense Report is required for the employee’s vendor file, even when a trip does not have an employee advance or reimbursement because all payments were made via direct voucher or credit card.

Department heads approving expense reports are responsible for ensuring that:

1. All expenses are reasonable, necessary and consistent with these guidelines.

2. Any required receipts are attached.

3. The final disposition is correct (balance due employee; balance due City).

4. Any amounts due to the City are reimbursed.

5. Final accounting of all expenses is submitted to Finance.

Upon approval by your department head, the expense report should be processed as follows depending upon the circumstances:

If the City Owes You
The expense report should be forwarded to Finance along with a voucher request for payment to you; the reimbursement will be processed on the next check register.

If You Owe the City
The expense report should be forwarded to Finance with the cash register receipt attached evidencing payment of the amount due.

Processing Related Vouchers
All travel related costs require payments to vendors via vouchers, whether it is direct payments to vendors (such as to the conference provider for registration or hotel for lodging), credit payments or reimbursements to employees. To ensure appropriate documentation for all such payments, copies of the TA or Travel Expense Report must accompany all vouchers asfollows:

1. Vouchers Processed Before Travel Occurs . The TA must be attached to all related vouchers.

2. Vouchers Processed After Travel Occurs. The Travel Expense Report must be attached to all related vouchers.

Note: When City Manager approval is required, documentation of this must also be attached to all related vouchers.

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8 COMPLETING TRAVEL AUTHORIZATIONS AND EXPENSEREPORTS
The following charts and tables provide an overview of the City’s travel procedures, instructions for completing the TA and Expense Report forms, and completed samples.

OVERVIEW OF TRAVEL PROCEDURES
Who What
Traveler
Department Head
Finance
• Consult with Department Head on the need fortravel.
• Plan itinerary, transportation & lodging.
• Complete Travel Authorization (TA); attach vouchers
for employee cash advance (if needed) and each direct
vendor payment requested.
• Review TA for conformance with City travel
guidelines and department priorities.
• Verify that adequate funding exists in the appropriate travel budget to cover all costs.
• Approve TA, provide a copy to the employee and
submit to Finance for payment processing.
• Make cash advance and vendor payments.
• File TA in employee's vendor file.

STEP 1
Travel Authorization
Who What
Traveler
Department Head
Finance
• Complete and submit expense report section of the TA
accounting for all expenses to the Department Head
within 10 working days after completion oftravel.
• Attach any required receipts.
• Sign report attesting to its accuracy.
• Pay cashier at your location and attach cash register receipt if a balance is due to the City.
• Review expense report for conformance with City
travel guidelines.
• Verify accuracy of balances and disposition.
• Approve expense report, make a copy for departmental
records and submit to Finance; attach voucher request if funds are due to the employee.
• File expense report in employee's vendor file and
process any payment due to the employee ifrequested.

STEP 2
Expense Reporting

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COMPLETING THE TRAVEL AUTHORIZATION

OVERVIEW
The Travel Authorization (TA) form should be
prepared whenever overnight lodging is required.

The form provides for approval of the travel,
summarizes the cost and provides documentation for
any cash advance to the employee and direct payments
to vendors
Completing the form itself is largely self- explanatory, and a completed sample is provided for your
information. The following highlights key areas of the
TA form:

TRAVEL AUTHORIZATION:

The front side of the TA is organized into five major
sections:

1. General Information. Identifies who is going,
where the meeting or conference will be held, how
long the employee will be gone, how much it will
cost, and the account number that should be
charged.

2. Purpose. Describes the reason for the trip.

3. Cost and Payment Summary. Outlines the
estimated cost of the trip by expense type
(registration, transportation, lodging, meals;
spaces are provided to add categories not prelisted), vendors to whom payment will be made (including cash advances to the employee),
method of payment (voucher, purchase order,
credit card), and amount. A summary is then
provided of the payments to be made to the
employee, vendors, or by credit card.

Appropriate vouchers, purchase orders or credit
card requests should be attached to the TA when
it is submitted to Finance for processing.

4. Approvals. Provides a signature box for the
employee and approval by the Department Head.

Out-of-state travel requires the further approval of
the City Manager.

TRAVEL EXPENSE REPORT
For reporting actual expenses upon completion of
travel and reconciling this amount to any cash advance
received, the reverse side of the TA is organized into
four major sections:

1. Actual Expense Detail. Itemizes actual expenses
by type for each day of your trip (spaces are
provided for dates and expense categories not prelisted).

2. Mileage Detail: Personal Vehicle. Summarizes
miles and cost if you were authorized to use a
personal vehicle for the trip.

3. Travel Expense Summary. Totals expenses for
the trip and reconciles them with any cash
advance received, resulting in either a balance due
to the employee or due to the City.

4. Approvals. Provides a signature box for the
employee and approval by the Department Head
(and City Manager if required).

5.D.3
Attachment: GRANTS MANAGEMENT MANUAL FMM 2023 - City of Arvin-2.13.24 cv [Revision 1] (Financial Policies & Procedures Manual) Travel and MeetingGuidelines
301-12
City of Arvin

TRAVEL AUTHORIZATION
This form should be completed in legible handwriting or in Excel using the City's standard template Sample

5.D.3
Attachment: GRANTS MANAGEMENT MANUAL FMM 2023 - City of Arvin-2.13.24 cv [Revision 1] (Financial Policies & Procedures Manual) Travel and MeetingGuidelines
City of Arvin

TRAVEL EXPENSE REPORT
This form should be completed in legible handwriting or in Excel using the City's standard template 301-13

5.D.3
Attachment: GRANTS MANAGEMENT MANUAL FMM 2023 - City of Arvin-2.13.24 cv [Revision 1] (Financial Policies & Procedures Manual) Travel and MeetingGuidelines
301-14
Sample
City of EXHIBIT A
Arvin
200 Campus Dr. • Arvin, CA 93203

CLAIM FOR EXEMPTION FROM TRANSIENT OCCUPANCY TAX
The undersigned claims exemption from paying city transient tax charged for the period from through . The undersigned claims
this exemption for who is on official business as an
employee of the City of Arvin.

NOTE: Operators of hotels should not accept this application unless the person presenting it shows satisfactory identification. A separate application is required for each occupancy period.

I declare under penalty of perjury of the laws of the State of California that the foregoing is true and correct:
[Signature of Authorizing Official]
Sara Elspeth, Date
Director of Department
The City of Arvin is committed to including disabled persons in all of our services, programs and activities.

Telecommunications Device for the Deaf (805) 781-7410.

5.D.3
Attachment: GRANTS MANAGEMENT MANUAL FMM 2023 - City of Arvin-2.13.24 cv [Revision 1] (Financial Policies & Procedures Manual) Travel and MeetingGuidelines
350-14
Section 350-Mileage Reimbursement Rate
Under the City’s fleet management program, the City reimburses employees for using their personal car in conducting City business at the IRS approved rate. Consistent with the IRS basis in setting this rate, the City’s per mile reimbursement rate reflects all costs associated with operating a vehicle, such as depreciation, lease payments, maintenance, repairs, fuel, oil, insurance (including deductibles) and vehicle registration fees.

As of January 1, 2016, the IRS standard mileage rate is 54 cents per mile. Accordingly, effective January 1, 2016, the City will reimburse employees at the rate of 54 cents per mile when using their personal vehicle in conducting City Business.

5.D.3
Attachment: GRANTS MANAGEMENT MANUAL FMM 2023 - City of Arvin-2.13.24 cv [Revision 1] (Financial Policies & Procedures Manual) 401-1
Section 401-Fleet Management
The purpose of this section is to describe the City’s policies and procedures regarding the management of the City's fixed assets and inventory items.

Areas currently covered include:
◼ Fleet management (Section 405)
◼ Accounting for fixed assets (Section 415)
◼ Real property acquisition and disposal (Section 475)
◼ Disposal of surplus property (Section 480)
Further areasthat will be covered in thissection include policies and proceduresfor the management of:
◼ Information technology property
◼ Other equipment items
◼ Infrastructure (water and sewer lines, treatment facilities, bridges,sidewalks) ◼ Consumable supplies in inventory

5.D.3
Attachment: GRANTS MANAGEMENT MANUAL FMM 2023 - City of Arvin-2.13.24 cv [Revision 1] (Financial Policies & Procedures Manual)

TABLE OF CONTENTS

OVERVIEW
A. Purpose and Objectives2
B. Responsibilities3

POLICIES
C. Maintaining Proper Fleet Size6
D. Buying New Versus Used7
E. Environmental Stewardship8
F. Fleet Use Target Guidelines Before Replacement9
G. Equipping and Marking Newly Acquired Units 11

PROCEDURES
Budgeting
H. Budgeting for Fleet Additions and Replacements 12
Budgeting for Fleet Additions
Budgeting for Fleet Replacements
Off-Cycle Fleet Additions and Replacements
Replacing Damaged Fleet Units
Purchasing
I. Buying New Units: Cooperative Purchasing Contract 14 J. Buying New Units: Invitation for Bids 15
K. Buying Used Vehicles 16
Surplus Units
L. Disposing of Surplus Units 17
401-2

5.D.3
Attachment: GRANTS MANAGEMENT MANUAL FMM 2023 - City of Arvin-2.13.24 cv [Revision 1] (Financial Policies & Procedures Manual) Section 405-A: Purpose and Objectives

1. Purpose
The City’s fleet represents a significant investment in the tools needed to deliver day-today services. This section of the Financial Management Manual outlines responsibilities, policies, and procedures for managing the City’s fleet according to established objectives.

2. Objectives
a. Minimize fleet life-cycle costs. Typically, it makes sense to get as much service life as possible out of a fleet unit. On the other hand, as fleet units get older and accumulate more miles, operation and maintenance costs eventually become excessive. Also, surplus value declines sharply after a certain point. Striking a sensible balance among these fleet management principles can maximize utility and minimize overall costs.
b. Avoid unnecessary capital outlays for fleet expansion and replacement.

Expanding the fleet or replacing an existing unit may not make sense if the unit is used only sparingly.
c. Preserve and improve fleet safety, utility, reliability, and economy. Regular and competent inspection and maintenance can prevent safety problems, maximize reliability, and minimize long-term costs. Newer vehicles usually incorporate more advanced technology such as airbags, anti-lock braking systems, and engines that burn cleaner, last longer, and use less fuel. New construction equipment usually incorporates technology that improves the productivity and safety of equipment operators. Also, newer units are naturally more reliable. d. Maintain a positive image for the City. Routinely cleaning, maintaining, and repairing fleet units can demonstrate a commitment to good stewardship over City assets. Operating older vehicles and equipment can sometimes convey a positive impression of cost-consciousness, if the units are not allowed to become unsightly or noisy. Stylish features with marginal utility may project an inappropriate image of luxury or extravagance.
e. Set a progressive example of environmental stewardship. Buying and operating alternative-fuel and high efficiency conventional-fuel units, where functionally and fiscally practical, can demonstrate the practicality of such units in reducing conventional-fuel use and enhancing air quality. It can also encourage the initial supply of innovative products until widespread demand makes them more feasible to produce.
f. Encourage responsible use of City vehicles and equipment. Conscientious use of City vehicles and equipment can improve safety and reduce liability. 405-1

5.D.3
Attachment: GRANTS MANAGEMENT MANUAL FMM 2023 - City of Arvin-2.13.24 cv [Revision 1] (Financial Policies & Procedures Manual) Section 405-B: Responsibilities

1. City Manager Responsibilities
a. Oversee the acquisition, operation, and disposal of all City-owned and leased Fleet vehicles and equipment.
b. Authorize replacement of fleet units that have been damaged beyond repair when the cost or method of replacement is within the City Manager’s purchasing authority and adequate resources are available within existing budget appropriations.
c. Amend fleet management policies and procedures as required to accomplish adopted fleet management objectives.

2. Department Head Responsibilities
a. Ensure fleet management policies and procedures are followed. b. Budget for fleet additions and replacements not funded through the Fleet Replacement Fund.
c. Ensure that all department employees who operate fleet units have appropriate and valid operator licenses.
d. Ensure discussion between management staff occurs to identify and consider incremental changes when Transit contracts renew, or key fleet staff positions vacate. Potential opportunities could include combining business activities to take advantage of economies of scale, better integration or centralized administrative support, integration of fleet asset management data collection and reporting, establishing equipment standards and using master contracts for outsourced service providers.

3. General Fleet Coordinator Responsibilities
a. Manage the acquisition, disposal and replacement of all units not assigned to the Fire or Transit Fleet.
b. Service and repair all vehicles and other related fleet equipment including portable and fixed emergency generators not assigned to the Fire or TransitFleet. c. Manage inventories of the fuel, oil, tires, and replacement parts needed for all units not assigned to the Fire or Transit Fleet.
d. Document the maintenance history and cost, the fuel use, and the accumulated mileage (or hours) for each unit not assigned to the Fire or Transit Fleet. e. Identify units to be disposed of.

4. Transit Fleet Coordinator Responsibilities (General Fleet Coordinator) The City owns passenger vehicles available to the employees for particular city purposes.

These vehicles may include passenger cars, vans, busses and pickup trucks. The Transit 405-2

5.D.3
Attachment: GRANTS MANAGEMENT MANUAL FMM 2023 - City of Arvin-2.13.24 cv [Revision 1] (Financial Policies & Procedures Manual) Manager will, per certain guidelines, issue vehicles for use to employees who have met legal requirements to operate these vehicles and who have been authorized to attend certain events or for use in City business.

The Transit Manager will be required to maintain these vehicles and assure that the vehicles are ready for use at all times.

The City a l s o has established a separate Transit Fleet to address the specific needs of this specialized equipment. Transit equipment has a special roll and demands that require special certification and record keeping in maintaining unique equipment. Examples may be combining business activities to take advantage of economies of scale, better integrated or centralized administrative support, integration of fleet asset data collection and reporting, adoption of common equipment standards and using master contracts for outsourced service providers.
a. Manage the acquisition, disposal and replacement of all units assigned to the Transit Fleet. The Transit Fleet includes buses and service vehicles owned by the City. b. Oversee the maintenance and operation activities of the Transit Fleet. c. Identify units to be disposed of.

5. Vehicle and Equipment Operator Responsibilities
a. Exercise good judgment.
b. Consult a supervisor or the fleet coordinator if any operator responsibilities are not clear.
c. Use City units only for conducting City business unless 1) a vehicle has been approved as a part of compensation or 2) personal use of a vehicle has been specifically approved by the City Manager.
d. Arrange for emergency repairs whenever consulting with the fleet coordinator would be impractical. Pay for emergency repairs by either using a City credit card or paying for the repair and submitting receipts forreimbursement. e. Wash and vacuum units periodically to maintain appearance and prevent premature deterioration of surfaces and materials. Use commercial waxing and detailing services only with prior approval of the City Manager.
f. Pay for any parking fees and tolls required while on City business. Submitreceipts for reimbursement.
g. Pay any traffic and parking fines incurred. These payments are notreimbursable. h. Carry a valid California driver license.
i. Obey all traffic laws.
j. Except for emergency responses, strictly observe speed limits and avoid rapid acceleration in order to minimize fuel use.
k. In order to minimize fuel use, avoid vehicle idling except when required for safety, emergency response, vehicle maintenance, equipment activity, or recommended warm-up.
l. Drive defensively.
m. Use turn signals.
405-3

5.D.3
Attachment: GRANTS MANAGEMENT MANUAL FMM 2023 - City of Arvin-2.13.24 cv [Revision 1] (Financial Policies & Procedures Manual) n. Use seat belts and ensure all occupants use seat belts. o. In case of accident, follow instructions included in the accident folder. p. Observe no smoking in City vehicles policy requirements in accordance with City policies pursuant to City Municipal Code.
q. Observe cell phone use policy requirements during operation of City vehicles.

6. Finance Division Responsibilities
a. Dispose of surplus vehicles in accordance with City policy in section 480 or the Finance Management Manual.
405-4

5.D.3
Attachment: GRANTS MANAGEMENT MANUAL FMM 2023 - City of Arvin-2.13.24 cv [Revision 1] (Financial Policies & Procedures Manual) Section 405-C: Maintaining Proper Fleet Size

1. Minimum Fleet Size. The number of units in the fleet should not exceed the minimum number of units needed to effectively conduct City business.

2. Reviewing Vehicle Use. When budgeting for fleet replacements, average annual mileage or hours should be calculated for each unit to be replaced. If average annual use appears to be much lower than the average annual use within the same vehicle or equipment category, the following options should be considered instead of replacement:
a. Using a vehicle assigned to a convenient vehicle pool b. Occasionally borrowing from or establishing on-going shared equipment with another operating program.
c. Renting a vehicle or equipment item for a limited period of time in accordance with Financial management Manual requirements and City Manager approval where required.
d. Reimbursing employees for use of privately-owned personal vehicles where it is a practical or necessary alternative to City vehicle use, particularly if such use may result in reduction in fleet size and does not conflict with trip reduction efforts. e. Leasing of select construction or alternative fuel equipment.

3. Reimbursement for Business Use of Personal Vehicles. When use of a privately- owned personal vehicle is authorized for City business, reimbursement will be made at the current Internal Revenue Service rate allowed for business use of vehicles. Consistent with the IRS calculation of this rate, the per mile reimbursement rate will reflect all costs associated with operating a vehicle, including, but not limited to, depreciation, lease payments, maintenance, repairs, fuel, oil, insurance, and vehicle registration fees.

4. Timely Disposal of Replacement Units. Replacement of units will not be used as a strategy to expand the fleet either temporarily or permanently. When a unit is replaced, it will expeditiously be declared surplus and be disposed of, except that the City Manager may approve a one-time temporary retention and use not to exceed 180 days. a. The General Fleet Coordinator may retain one surplus general-purpose sedan or pickup truck for a loaner vehicle to be used by departments when their vehicles are being serviced.

5. Authority to Dispose of Surplus Units. The Director of Finance & Information Technology is authorized to:
a. Declare replaced units as surplus whenever the Council has previously approved replacement through the budget process or other Council action. b. Dispose of surplus units by sale, auction, trade-in, or other disposal method according to City policies and procedures.
405-5

5.D.3
Attachment: GRANTS MANAGEMENT MANUAL FMM 2023 - City of Arvin-2.13.24 cv [Revision 1] (Financial Policies & Procedures Manual) Section 405-D: Buying New Versus Used

1. 2. Based on past experience with purchase of used general fleet equipment, and to ensure reliability and value, the City’s primary practice should be purchasing new vehicles and equipment when replacements are needed. Buying new fleet equipment takes advantage of design advancements and improvements in fuel usage at reasonable cost from competitive bidding through state and local cooperative purchase opportunities. This does not preclude the option to buy used on a case-by-case basis if there are specific reasons why used vehicles or specialized equipment is a more practical and cost-effective alternative to buying new.

3. Exception. One standing exception to this policy will be that the City will purchase used general-purpose police sedans. Police Department has found that it needs general- purpose sedans that:
a. Are not typically specified for government fleet use and have modest exterior trim levels so the sedans do not stand out as stripped-down government vehicles. This is important because these cars are often pressed into service for detective or undercover work.
b. Have large interior capacities with plenty of seat width and legroom in the rear.

This is important because these cars must occasionally respond to emergencies carrying four fully equipped patrol officers.

To meet these two criteria and keep replacement budgets reasonable, the City should buy used vehicles to replace general-purpose police sedans. This procedure is common practice in California cities when replacing similar police vehicles. 405-6

5.D.3
Attachment: GRANTS MANAGEMENT MANUAL FMM 2023 - City of Arvin-2.13.24 cv [Revision 1] (Financial Policies & Procedures Manual) Section 405-E: Environmental Stewardship

1. The City should incorporate “green” vehicles into its General, Fire, and Transit Fleets when such units:
a. Will produce significantly less air pollution, use less fossil fuel or have higher miles-per-gallon ratings than comparable conventional units. b. Will not compromise fleet safety, utility, and reliability. c. Can be fueled or recharged locally.
d. Can be serviced economically and locally.
e. Have a projected life-cycle cost that is no more than 20% higher than the projected life-cycle cost of comparable conventional-fuel units. The impact of environmental externalities, such as secondary pollution or market impacts from biofuel production and distribution, should be considered with potential decisions in procuring alternative fuel vehicles.

2. Each new and replacement unit should have the best fuel-efficiency and the lowest emissions available while performing its primary program use. Incidental or occasional program uses should not compromise good fuel-efficiency and low emissions. For example, if the primary use is local transportation for one or two people, then a small or ultra-small vehicle should be selected. If the program occasionally needs a larger unit to transport three or four people to an out-of-town conference, such a unit should be rented or borrowed from another program area.
405-7

5.D.3
Attachment: GRANTS MANAGEMENT MANUAL FMM 2023 - City of Arvin-2.13.24 cv [Revision 1] (Financial Policies & Procedures Manual) Section 405-F: Target Guidelines
405-8

1. The following table shows the age and mileage expected from City units in frontline operation before replacement or assignment to backup service:

Vehicle or Equipment Category Age
in Years Mileage
Years
Allowed in
Backup
Service*
Hours
Public Safety Vehicles
Police Patrol Vehicles --- 100,000 --- ---
**Other Public Safety Vehicles --- 100,000 --- ---
General Purpose Vehicles
Police Sedans 8 100,000 ---
Sedans 11 100,000 ---
Utility Vehicles 11 90,000 ---
Pickup Trucks (under 1 ton) 11 100,000 ---
Special Purpose Service Units
Light Trucks (under 1 ton) 15 150,000 ---
Medium Trucks (1 to 2 tons) 15 150,000 ---
Heavy Trucks (over 2 tons) 15 150,000 ---
Street Sweepers 10 150,000 6,000
Trailers 18 --- ---
Construction Equipment 12 --- 5,000
Buses 12 --- ---
Mowers 7 --- 5,000
* Backup service defined as setting aside a unit from front line or regular service for the sole purpose of being available during down time of the front-line unit. ** Includes any 24/7 scheduled unitsthat are primarily assigned as a front-line, first responder emergencycall vehicle.

2. For units bought used, the age and mileage targets apply to age and mileage since new, rather than age and mileage since acquired by the City.

3. Age/mileage/hours standards will be periodically reviewed and may be adjusted because of improvements in technology or maintenance practices.

4. In order to maintain the high level of reliability required for emergency response vehicles, police patrol units should be replaced when they reach their mileage targets

5. For non-safety units, the age/mileage/hours targets are only guidelines. Units in exceptional condition with low-cost repair histories may continue in service beyond expected age/mileage/hours targets at the discretion of the fleet coordinator. On the other hand, units may be recommended for replacement before expected age/mileage/hours targets are reached if there are problems with irreparable damage, high maintenance cost, unreliability, unsafe components, or technological obsolescence.

5.D.3
Attachment: GRANTS MANAGEMENT MANUAL FMM 2023 - City of Arvin-2.13.24 cv [Revision 1] (Financial Policies & Procedures Manual) Section 405-G: New Units – Equipping & Marking
405-9

1. The fleet coordinator will equip each unit with the following articles:
a. Vehicle registration forms
b. Proof of insurance
c. An accident folder that includes an incident report form, an information exchange card, and witness information cards

2. General-purpose sedans, station wagons, and passenger vans do not require any special markings. However, these vehicles must be identified as belonging to the City of Arvin through such means as a license plate holder or window decal.

3. Utility vehicles, pickup trucks, and special purpose units will be marked with the current standard City logo and logo colors on each side and the City fleet identification number on the tailgate or other conspicuous area.

4. Police patrol vehicles and patrol motorcycles will be marked so that they will be immediately recognizable as City public safety vehicles. Marking schemes for patrol vehicles will be approved by the City Manager.

5. Transit Fleet vehicles will be marked with a distinctive scheme that includes the term “Arvin Transit.”

6. The City Manager must approve any deviations from the provisions of paragraphs 2 through 4 and any additional special markings on any units. Any significant change to established vehicle markings may, at the discretion of the City Manager, require Council approval.

5.D.3
Attachment: GRANTS MANAGEMENT MANUAL FMM 2023 - City of Arvin-2.13.24 cv [Revision 1] (Financial Policies & Procedures Manual) Section 405-H: Fleet Additions & Replacements - Budgeting 405-10
Budgeting for additions and replacements will be pursuant to the City’s budget policies and the budget instructions issued for each Financial Plan cycle. Except as noted below, all fleet additions and replacements are approved by the Council through the budget process.

1. Budgeting for Fleet Additions
a. Prepare a Capital Improvement Plan (CIP) project request for each unit to be added.
b. Group similar units within one operating program into a single request. c. Understand that the City’s budget policies will apply to all such requests.

2. Budgeting for Fleet Replacements
a. Examine units that are near or beyond age and mileage targets. Recommend replacement if justified by maintenance history, overall condition, value, and obsolescence.
b. Prepare a CIP project request for each unit to be replaced. Group similar units within one operating program into a single request. Include the following minimum information for each unit to be replaced:
• City identification number (e.g., 0405)
• Model year (e.g., 2005), make (e.g., Ford), and model (e.g., F-350) • Description (e.g., one-ton truck)
• Assigned department (e.g., Public Works)
• Assigned program (e.g., Signal and Light Maintenance) • Acquisition year (e.g., 2004-05)
• Acquisition price
• Recommended replacement year (e.g., 2010-11)
• Estimated total replacement price (including the price of additional equipment such as radios and installation for new or transferred equipment) • Itemization of total replacement price (including base price, price of special equipment, price of special equipment installation, and five percent price contingency)
• Estimated surplus value
• Basis of estimated surplus value (e.g., blue book, previous auction proceeds) • Current odometer or hour meter reading
• Projected odometer or hour meter reading at replacement

5.D.3
Attachment: GRANTS MANAGEMENT MANUAL FMM 2023 - City of Arvin-2.13.24 cv [Revision 1] (Financial Policies & Procedures Manual) • Maintenance cost since acquisition
405-11
• Maintenance cost in the last full fiscal year
• Justification for replacement before age or mileage targets • Justification for replacement with other than a like unit • An explanation of how the replacement unit conforms to the policies of Section 405-E regarding environmental stewardship

3. Off-Cycle Additions and Replacements
Request fleet additions or replacements at times other than the normal budget cycle (Financial Plans, Mid-Year Budget Reviews and Financial Plan Supplements) when necessary due to exceptional circumstances. However, except for replacements due to damage beyond repair as discussed below, understand that Council approval is always required.

4. Replacing Fleet Units Damaged Beyond Repair
Request City Manager approval to replace fleet units that have been damaged beyond repair, subject to all of the following conditions:
a. The Fleet Coordinator has evaluated cost options and recommended replacement rather than repair as the most cost-effective solution. b. The cost and method of replacement are within the City Manager’s purchasing authority.
c. Adequate resources are available for the purchase within existing budget appropriations.
d. The City Manager Report includes (1) the same information about the unit being replaced described in paragraph 2b of this section and (2) a full description of the circumstances resulting in the damage.

Request Council approval if the City Manager conditions in paragraph 4b and 4c are not met.

5.D.3
Attachment: GRANTS MANAGEMENT MANUAL FMM 2023 - City of Arvin-2.13.24 cv [Revision 1] (Financial Policies & Procedures Manual) Section 405-I: Buying New Units
405-12
Note: All Fleet purchasessuch as Police patrol vehicles,sedans,station wagons, passenger vans, light to heavy trucks, utility vehicles, and construction equipment should generally be acquired new through State of California Multiple Award Schedule (CMAS) contracts. Specialized units not generally available through CMAS should generally be acquired new through “piggyback” purchases, where other local agencies have conducted competitive procurements and made those contracts available to the City.

1. Obtain a copy of the purchasing contract that extends contract prices to other government agencies.

2. Ensure that the specified unit along with options is appropriate for the intended use.

3. Contact any local dealers that might have been potential bidders to ensure that the cooperative contract price is a good value and prudent alternative to advertising for bids.

4. Include only those options needed to meet work requirements and typical comfort needs.

Avoid options like fancy wheels or leather upholstery that might be perceived asluxurious or extravagant, even if there is no difference in price compared to ordinary options.

5. Specify the exterior paint color to be white. Specify another base color (preferably solid and non-metallic) if authorized or if it will demonstrably improve safety, enhance utility, or reduce cost.

6. Prepare a purchase order for the contract dealer. Depending on the cost, submit a Council Agenda Report or City Manager Report requesting approval of the purchase order.

7. Receive the unit and examine it for defects and conformance to specifications. If satisfactory, mark the dealer’sinvoice “okay to pay,” initial it, and forward it to Accounting with a copy of the purchase order. Note: CMAS contracts often include substantial cash discounts for payment within a stated period of time. For this reason, invoices should be processed promptly to earn such discounts.

8. Forward any title documents to Accounting.

9. Pay any State of California CMAS invoices and charge the appropriate project account.

The State assesses a nominal service charge – typically one percent of the base price – for CMAS procurements. Invoices for these service charges usually arrive two or three months after the procurement.

5.D.3
Attachment: GRANTS MANAGEMENT MANUAL FMM 2023 - City of Arvin-2.13.24 cv [Revision 1] (Financial Policies & Procedures Manual) Section 405-J: Invitation for Bids – Buying New Units
405-13
Note: Where appropriate vehicles and equipment are not available through cooperative purchasing contracts, they should be acquired new through invitations for bids.

1. Use the standard invitation for bids (IFB) template to create the specification.

2. In Section A (Description of Work), list the dimensions, capacities, ratings, and options that will adequately describe the unit needed for the intended use. Avoid describing a unit available from only one manufacturer.

3. Include only those options needed to meet work requirements and typical comfort needs.

Avoid options like fancy wheels or leather upholsterythat might be perceived as luxurious or extravagant, even if there is no difference in price compared to ordinary options.

4. Specify the exterior paint color to be white. Specify another base color (preferably solid and non-metallic) if it will demonstrably improve safety, enhance utility, or reduce cost.

5. If the unit will be picked up at the dealer or delivered by common carrier, eliminate insurance requirements from Section B (General Terms and Conditions) and eliminate Section E (Insurance Requirements) from the specification.

6. Eliminate the contract requirements from Section B (General Terms and Conditions).

Eliminate Section D (Form of Agreement) from the specification.

7. In Section C (Special Terms and Conditions), change language about awarding a contract to language about issuing a purchase order.

8. Along with the bid form, include a specification conformance form on which the bidder affirmatively indicates that its product meets the description included in Section A of the Invitation for Bid.

9. Depending on estimated cost, submit a City Manager Report or Council Agenda Report requesting authorization to invite bids. If a Council Agenda Report is submitted, request that the City Manager be authorized to award a purchase order if the cost is within budget.

10. Advertise for bids.

11. Open bids.

12. Prepare a purchase order for the successful bidder. Submit a City Manager Report requesting approval of the purchase order.

13. Forward the purchase order to Accounting.

14. Receive the unit and examine it for defects and conformance to specifications. If satisfactory, mark the dealer’s invoice “okay to pay,” initial it, and forward it to Accounting with a copy of the purchase order.

15. Forward any title documents to Accounting.

5.D.3
Attachment: GRANTS MANAGEMENT MANUAL FMM 2023 - City of Arvin-2.13.24 cv [Revision 1] (Financial Policies & Procedures Manual) Section 405-K: Buying Used Vehicles
405-14
Note: Although the City’s past policy has been to buy used vehicles through dealers who sell used rental vehicles from rental, movie companies, there have been two disadvantages with using this procedure: 1) prices have tended to be at the high end of the retail range, above what is commonly referred to as “high blue book” value and 2) long-term reliability has been dubious because of the effects of multiple drivers and hard rentalservice.

To avoid these problems and, particularly, to find vehicles in excellent overall condition with relatively low mileage and reasonable prices, the City should use local auto brokers to find suitable vehicles at auction. This approach avoids high dealer markups and allows purchases of vehicles from leased corporate fleets. Such vehicles are usually in better shape than rental vehicles because they have typically had only one driver and have been subject to strict lease conditions regarding condition and mileage at the end of the lease.

1. Depending on estimated cost, submit a City Manager Report or Council Agenda Report requesting authorization to buy a used vehicle.

2. The Fleet Coordinator will initiate a search for a vehicle through brokers who buy and sell vehicles.

3. Select a late model, low mileage vehicle that appears to be in excellent overall condition.

Consider only vehicles with options needed to meet work requirements and typical comfort needs. Avoid vehicles with options like fancy wheels or leather upholstery that might be perceived as luxurious or extravagant, even if there is no difference in price compared to ordinary options.

4. Perform a technical inspection to confirm the vehicle is in excellent condition.

5. Negotiate a purchase price, including an extended warranty as appropriate, to be included in a written buyer’s order from the dealer.

6. Prepare a payment voucher and submit a City Manager Report for approval authorizing the appropriate Fleet Department Head to approve the purchase.

7. Forward the payment voucher to Accounting.

8. Receive the vehicle and examine it for defects and conformance to the buyer’s order.

If satisfactory, pick up the check from Accounting and pay the broker.

9. Forward any title documents to Accounting.

5.D.3
Attachment: GRANTS MANAGEMENT MANUAL FMM 2023 - City of Arvin-2.13.24 cv [Revision 1] (Financial Policies & Procedures Manual) Section 405-L: Disposing of Surplus Units
405-15

1. When a unit is replaced or otherwise permanently removed from service, report to Accounting that it is surplus and available forsale.

2. Include in each such report the following information for each unit reported:
• City identification number (e.g., 9901)
• Vehicle identification number (VIN)
• License number
• Model year (e.g.,2005), make (e.g., Ford), and model (e.g., F-350) • Description (e.g., one-ton truck)
• Assigned department (e.g., Public Works)
• Assigned program (e.g., Signal and Light Maintenance) • Acquisition year (e.g., 2004-05)
• Estimated surplus value
• Basis of estimated surplus value (e.g., blue book, previous auction proceeds) • Current odometer or hour meter reading
• Justification for replacement
• Current location
• Authorization to surplus (e.g., budget document that authorized replacement or other Council authorization to replace or dispose of the unit)

3. Finance Division will dispose ofsurplus vehicles in accordance with Section 480 of the Finance Management manual.

5.D.3
Attachment: GRANTS MANAGEMENT MANUAL FMM 2023 - City of Arvin-2.13.24 cv [Revision 1] (Financial Policies & Procedures Manual) Section 415 – Fixed Asset Accounting
415.-1

OVERVIEW
The City defines Fixed Assets, for the purposes of capitalization, as long-lived tangible items that cost $5,000 or more. Capitalized fixed assets are categorized as follows:
• Land
• Infrastructure
• Buildings and structures
• Improvements other than buildings
• Computer Equipment
• Vehicles
• Miscellaneous Equipment
Additions or improvements that significantly extend the useful life or substantially increase the operating efficiency of an asset are capitalized. Other related costs that only enable an asset to meet its original estimated useful life or operational efficiency are considered maintenance expenditures in the period incurred.

The Finance Division will record all items requiring capitalization using the Fixed Asset system.

All fixed assets are valued at cost, or estimated cost, if actual cost is not available. Contributed fixed assets are recorded at estimated fair market value at the time received. The Fixed Asset System will be updated at least annually in conjunction with the annual audit.

DEPRECIATION
Estimated useful lives are assigned to the various classes of fixed assets. Depreciation, a measure of the exhaustion of economic resources, is an allocation of the cost of a fixed asset over its useful life. Depreciation can then be used to determine the amount which must be budgeted annually to fund replacement of the item. Depreciation is calculated using the Fixed Asset System in conjunction with the annual audit.

Infrastructure items such as roads, curbs and gutters, streets and sidewalks, bridges, draining systems, and lighting systems are capitalized and depreciated using the straight-line method over the following estimated useful lives:

Assets Years
Infrastructure 35-50
Buildings and structures 15-40
Improvements other than buildings 15-40
Equipment 5-20
Vehicles 5
Detailed information regarding useful lives is provided in the “GASB 34” report prepared for this purpose, and as noted above, fleet replacement guidelines are provided in Section 405 of the

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Attachment: GRANTS MANAGEMENT MANUAL FMM 2023 - City of Arvin-2.13.24 cv [Revision 1] (Financial Policies & Procedures Manual) Section 415
– Fixed Asset Accounting
415.-1
Finance Management Manual (Fleet Management).

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Attachment: GRANTS MANAGEMENT MANUAL FMM 2023 - City of Arvin-2.13.24 cv [Revision 1] (Financial Policies & Procedures Manual) Section 475
– Introduction Real Property

TABLE OF CONTENTS
INTRODUCTION1
Purpose and Objectives1
Management Strategy2
Responsibilities2
State and City Requirements4
PROPERTY ACQUISITION6
Purchase6
Rents, Leases and Management Agreements6
PROPERTY DISPOSAL8
Sales and Long-Term Leases8
Leases of City-Owned Buildings 10
Right-of-Way 13
475.-1

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Attachment: GRANTS MANAGEMENT MANUAL FMM 2023 - City of Arvin-2.13.24 cv [Revision 1] (Financial Policies & Procedures Manual) Section 475-Real Property – Acquisition & Disposal

PURPOSE AND OBJECTIVES
Purpose
The purpose of this policy is to set forth responsibilities and general strategies for the acquisition and disposal of real property, whether by sale, lease or via grants, donations, gifts, dedication or exchange.

This policy does not address maintenance and operations of City real property. These are covered in other policy documents that are more focused on operations. The City’s Wastewater Management Plans addresses maintenance and operations of the real property used in delivering these services such as treatment plants and reservoirs.

It also does not address City “personal property,” such as vehicles or computers. For example:
detailed policies and procedures for the acquisition, disposal, operations and maintenance of the City’s fleet are comprehensively set forth in the City’s Fleet Management Policy (Section 405 of the Financial Management Manual).

Lastly, this policy supplements provisions regarding the acquisition and disposal of real property that may exist in other City policy documents: unless there are direct conflicts, it does not replace them.

Objectives
The goal of this policy is to provide a framework for the acquisition and disposal of City real property that assures these actions:

1. Advance City plans, policies and goals, such as the General Plan (which consists of eight elements: Land Use, Circulation, Housing, Parks & Recreation and Conservation & Open Space, Noise, Safety and Wastewater); Bicycle Plan; Short-Range Transit Plan; and Financial Budget.

2. Provide effective stewardship of City assets.
475.-2

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Attachment: GRANTS MANAGEMENT MANUAL FMM 2023 - City of Arvin-2.13.24 cv [Revision 1] (Financial Policies & Procedures Manual) Introduction

MANAGEMENT STRATEGY
Team-Oriented Rather than Centralized or Decentralized
The opportunities to acquire or dispose of property, whether initiated by the City or others, are infrequent. Accordingly, it does not make sense to establish a centralized real property management function for this purpose. On the other hand, a highly decentralized approach is unlikely to be successful in achieving broader City goals and assuring effective stewardship of City assets.

For this reason, real property acquisition and disposal will be managed on a team basis, with the project manager and team members to be determined by the City Manager based on the nature of the sale or lease on a case-by-case basis. Depending on the complexity of the sale or lease, the project manager will be responsible for preparing a formal “Project Plan.” Along with staff members, the project team may include third party, independent advisors as needed based on the nature and complexity of the sale or lease, such as appraisers, engineers, accountants, legal counsel, economists, brokers and financing consultants. These will be selected in accordance with the City’s purchasing policies.

RESPONSIBILITIES

1. City Council
a. Adopts Real Property Acquisition and Disposal Policy. b. Determines the process that is most appropriate for the sale or lease of City property on a case-by-case basis.
c. Reviews the acquisition of City real property via its review of the Capital Improvement Plan (CIP) as part of the City’s budget process for General Plan consistency. d. Reviews the sale of all City-owned property for General Plan consistency.

2. City Manager
a. Recommends real property management policies to the Council and oversees implementation.
b. On a case-by-case basis, designates project manager and team members comprised of staff from various departments to manage real property acquisition and disposal projects. 475.-3

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Attachment: GRANTS MANAGEMENT MANUAL FMM 2023 - City of Arvin-2.13.24 cv [Revision 1] (Financial Policies & Procedures Manual) Introduction
Along with the project manager, the project team will typically include representatives from:
 Administration
 City Attorney
 Finance Division
 Operating Department responsible for managing the property that will be disposed of or acquired
 Other City staff as appropriate
c. Makes non-substantive administrative changes to policies and procedures as required to accomplish policy objectives.

3. City Attorney
a. Serves as member of project team as set forth in the Project Plan. b. Drafts required legal documents.
c. Manages escrow closing and other related technical duties, including review of title reports and insurance requirements to ensure encumbrances on City real property do not cloud title, whether acquired with City funds, grants, donations, gifts, dedications or exchange.

4. Finance & Information Technology
Finance Division
a. Serves as member of project team as set forth in the Project Plan. b. Manages financing and budgeting activities, as well as processes payment for a property sale or lease.
c. Reviews all City-owned properties as part of the two-year Financial Plan development process.

Planning
d. Via the City’s Geographic Information System (GIS), maintains an on-line inventory of City-owned properties and provides an annual summary report to the City Manager and department heads.

5. Project Manager
As designated by the City Manager on a case-by-case basis, provides overall planning, coordination and successful implementation of real property acquisitions and disposals. 475.-3

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Attachment: GRANTS MANAGEMENT MANUAL FMM 2023 - City of Arvin-2.13.24 cv [Revision 1] (Financial Policies & Procedures Manual) Introduction

6. Finance Director: Risk Management
Ensures appropriate insurance coverage for all properties; reports property acquisition and disposals to the City’s insurance carrier.

7. Finance Director
Maintains central records system for all real property acquisitions and disposals, including deeds and lease documents

8. Operating Departments
a. Serve as members of the project team as set forth in the Project Plan. b. Operating department responsible for managing the property that will be disposed of or acquired. Ensures compliance with any covenants or restrictions set forth in the deed or lease, including any grant or donor requirements.

STATE AND CITY REQUIREMENTS
While the City Attorney’s Office should always be consulted on real property acquisitions or disposals for compliance with State and City requirements, the following summarizes key guidelines:

1. State Guidelines
a. California Government Code Section 37380: Allows City-owned property to be leased for a period not exceeding 99 years.
b. California Government Code Section 54220: Surplus City-owned property must first be offered to:
 Housing authorities
 Parks, recreations and open space areas
 Enterprise zones
 Schools
While these agencies have the “right of first refusal,” the City is not required to accept an offer from these entities if the terms are not acceptable to the City. Property exchanges are exempt from these provisions.
c. California Government Code Section 65402: The Planning Commission must review all property acquisition and disposal proposals to determine compliance with the General Plan. 475.-4

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Attachment: GRANTS MANAGEMENT MANUAL FMM 2023 - City of Arvin-2.13.24 cv [Revision 1] (Financial Policies & Procedures Manual) Introduction
d. Abandonment of Parks, Street Right-of-Ways: There are detailed requirements that must be met in each of these cases. As such, the City Attorney must be contacted for directions on a case-by-case basis.

2. City Requirements
 Sale of real or personal property in excess of $1,000.  Lease of personal property for more than three years.

The full text of these City requirements is provided in the Appendix. 475.-5

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Attachment: GRANTS MANAGEMENT MANUAL FMM 2023 - City of Arvin-2.13.24 cv [Revision 1] (Financial Policies & Procedures Manual) Section 475-B- Property Acquisition

PURCHASE
The following guidelines apply to the purchase of real property, whether in the form of fee title, rights-of-way or easements; and whether purchased with City funds or acquired via grants, donations, gifts, dedications via the development review process or property exchanges. Prior to the acquisition of real property, a professional title search shall be completed.

1. Purchase with City Funds

1. Property purchase recommendations should normally be presented as part of the City’s Financial Plan process via the recommended Capital Improvement Plan (CIP). However, as opportunities arise, the Council may consider property acquisitions at any time.

2. Acquisition proposals should be consistent with adopted plans and policies, including the prior Financial Plans and the adopted CIP.

3. The Council must authorize negotiations and approve the acquisition of any real property.

4. Depending on the complexity of the transaction, market conditions and other circumstances at the time, the City may choose to be represented by a broker or other third-party professionals in acquiring real property. These will be selected in accordance with the City’s purchasing policies.

2. Acquisition Via Grants, Donations, Gifts, Dedications and Exchanges

1. Acquisition recommendations that will be fully or partially funded from grants, donations, gifts, dedications or exchanges should follow, at a minimum, the same guidelines as acquisitions financed from City funds. Where grant fund requirements for property acquisition are different from these guidelines, the requirement with the greater public disclosure will apply.

2. Council approval of acquisitions via grants will be required in accordance with the City’s Grant Management Policy (Section 740 of the Financial Management Manual).

3. In considering property donations and gifts, the City will evaluate and short and long- term maintenance and operating costs, as well as any one-time costs that might be necessary to rehabilitate properties for public use or meet building code requirements.

RENTS, LEASES AND MANAGEMENTAGREEMENTS
The following guidelines apply to real property rents and leases (including management agreements) where the City will be the tenant. This need may arise for short-term uses, such as rental of interim space during construction; or ongoing operational needs, such as leases for the 475.-6

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Property Acquisition
City’s cellular tower or radio needs as well as cooperative use agreements with the school district for recreation programs.

1. These should normally be included as part of the City’s Financial Plan process. However, as needed, the City may consider renting or leasing property as required to meet the City’s operational needs at any time.

2. The approval authorization required for entering into lease agreements will be in accordance with the City’s purchasing policies.

3. Depending on the complexity of the transaction, market conditions and other circumstances at the time, the City may choose to be represented by a broker or other third-party professionals in renting or leasing real property. These will be selected in accordance with the City’s purchasing policies.

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*-9 475-8
The consideration of selling or leasing City property may arise from the City’s initiative to do so or may be in response to interest from others. The guidelines below cover short-term leases of City property as well as long-term leases or fee-title sales.

SALES AND LONG-TERM LEASES
Sales Versus Long-Term Lease
In most cases, the sale or long-term lease of City real property will have a similar practical effect:
the use of City property by others for a very long time. As such, as set forth below, the basic process for the sale or long-term lease of City property will be same. The decision on whether the City goals will be better met through sale or long-term lease will be made by the Council on a caseby-case basis. Key factors to be considered include:

1. Which option represents the best financial return to the City?

2. Are the City’s fiscal goals at the time best met with one-time proceeds from the sale or from a long-term income stream? For example, if the disposition is directly linked to the funding of another capital project, such as the acquisition or construction of a replacement facility, then sale may make the most sense.

3. Does the City have a long-term policy, project, program or proprietary interest in how the property is used? In this case, a long-term lease may make the mostsense.

4. Is the property already fully developed, undeveloped or underdeveloped? If developed, was it intended to be used as leased space?

5. Are there limiting factors based on how the property was originally acquired or its initial intended use, such as grants, enterprise funds or donations) that would favor long-term leasing over direct sale?

6. What is the appropriate lease term? Depending on the circumstances, the Council is hereby authorized under this policy to enter into a lease for up to 99 years. Terms up to 99 years would be appropriate for leases where the intent, from a use and developer financing perspective, is intended to mirror a sale; but for the reasons outlined above, the City desires to retain fee-title.

In most cases, the decision will be a balancing of competing interests that can best be weighed by the Council based on the circumstances at the time.

Process: Determined on Case-by-Case Basis
The City disposes of property infrequently and the most appropriate process will vary in each case depending on the circumstances. The guidelines below are intended to provide the City with a framework for assessing the best approach on a case-by-case basis. It is not intended to

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limit the approaches available to the City: the overarching principle that should always apply is using an approach that will best accomplish the City’s objectives given the circumstances at the time.

As outlined below, there are five basic approaches that the City could take in determining the best long-term use of City property by others: request for proposals, broker services, exclusive negotiations, competitive sealed bids or auction (or a combination of these approaches), which will be determined by the Council on a case-by-case basis depending on the circumstances.

1. Request for Proposals (RFP). This approach makes the most sense when the City isinitiating the sale or long-term lease of City property. It provides an opportunity to clearly articulate the City’s policy goals and the general terms and conditions under which it will select the successful proposal. However, even with an RFP process, extensive negotiations are likely to follow the finalist selection.

2. Broker Services. This approach makes the most sense for sales when the City is initiating the sale; the goal is primarily a financial one; and the conditions of the sale are straightforward.

The sale of the prior Headquarters Fire Station at Pismo and Garden Streets after the construction of the replacement Fire Station No. 1 at Broad and Santa Barbara in the mid1990’s is an example of where listing the property with a broker is likely to be the best option.

3. Exclusive Negotiations. This approach makes the most sense when considering the sale or lease in response to a development proposal by others. The following factors support this approach:
a. The City receives a written request from a proposer that sets forth its conceptual project and explains why it believes that exclusive negotiations are in the City’s best interest. b. The proposer owns or controls a majority of the privately held property adjacent to the intended area to be developed that is integral to the proposed development and required for successful implementation of the project. In this case, the project could not occur without the developer’s property and no other developer could make a similarproposal. c. The proposal involves an exchange of City-owned property with the developer/property owner. In this case, the project could not occur without the developer’s property and no other developer could make a similar proposal.
d. There is a clear link to the development proposal and accomplishment of significant City goals, plans or policies.
e. The proposer has a demonstrated record of completing highly successful projects in the City or similar communities.
f. Other circumstances where it is clearly in the City’s best interest in achieving major policy objectives to enter into exclusive negotiations.

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When this approach is used, the City will enter into a formal Exclusive Negotiating Agreement which will be considered at a public meeting and clearly sets forth the terms and conditions of the negotiating period.

4. Competitive Sealed Bids. This approach makes the most sense for sales when the City is initiating the sale; the goal is primarily a financial one; the conditions of the sale are straightforward; and the City believes that it can successfully market the sale without outside professional assistance.

5. Auction. This approach is typically used for delinquent tax sales or forfeited assets.

Accordingly, it is likely to be rarely used by theCity.

LEASES OF CITY-OWNED BUILDINGS AND REALPROPERTY
The following guidelines apply to leases of City-owned buildings to outside parties.

Leases with Non-Profit Organizations

1. Requests for the long-term use of City property by non-profit organizations should generally follow the same review procedures as the sale or lease of City property by private for-profit entities.

2. The proposed use should be consistent with the goals and objectives of the City’s General Plan and not conflict with or preclude any existing or planned City use.

3. Any development or operations directly related to the proposed use should have a clear and measurable community benefit in alignment with City goals, policies and plans.

4. Any lease agreements for the use of City property by non-profit organizations that charge a less than market rate for the City property should include a provision for community access and/or City use or operate in close partnership in the delivery of Cityservices.

5. Lessees will be responsible for all property related use taxes and insurance that may be assessed or needed.

Long-Term Uses
Buildings permanently intended for non-residential uses (such as retail or office) and located on land zoned for those uses
a. The City may use the services of a real estate agent or broker in advertising, locating and managing the leases. This selection will be made in accordance with the City’s purchasing policies. The net difference between the manager's fees and the rents collected shall accrue to the City.
b. For-profit entities should pay comparable market rents. Below-market rates may be considered for non-profit organizations in accordance with the guidelines above.

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c. Unless otherwise agreed upon, lessees will be responsible for making all tenant improvements and complying with all City zoning and land use requirements, including any special conditions the City may place on the property. d. Lessees will conform to the City's non-discrimination requirements. e. Lessees will be responsible for all property-related use taxes that may be assessed.

Buildings or real property permanently intended for specific City-approved purposes by others, such as cultural or agricultural uses
f. The lessee must be a formal, non-profit organization whose stated purpose is a public benefit aligned with the purpose and goals of the City. g. The proposed use must further the Council's intended goals or policies for the specific property and shall not conflict or preclude any existing or planned City use. h. The proposed use should be consistent with the goals and objectives of the City's General Plan for land use.
i. Any development of operations directly related to the proposed use must be in the public interest and supply measurable benefit to the public.
j. The lease agreement must include a provision for community and/or City use. k. Lessees will be determined either by a specific organization requesting use of t h e building or by the City actively seeking out an organization to fulfill the Council approved use for the property.
l. Approved lessees must conform to the City's non-discrimination requirements. m. Lessees will be responsible for all general maintenance and upkeep of the property and any expansion or improvement of the building, unless the Council otherwise chooses to help fund that expansion or improvement.
n. The long-term lease will be at a rate of $1 per year, unless the Council determines otherwise.

Typical properties in this category include the farm property south of Arvin, which is agricultural/open space operations.

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Interim Uses
Buildings on land eventually intended for other purposes, which are available for interim residential use and located on land zoned for that use
o. Each property will be evaluated on its particular merits and an appropriate agreement will be developed by the City.
p. For any properties acquired that are already being successfully managed by a property management company, the City may continue thisrelationship.

Buildings on land eventually intended for other purposes, which are available for interim uses on land zoned for other than residential uses
q. The Council will determine the best use of the property on a case-by-case basis. r. For any residential properties acquired that are already being successfully managed by a property management company, the City may continue this relationship. s. For non-residential uses, the City may use the services of a real estate agent or broker to advertise the property and locate and manage lessees. At this time the City has decided not to use a broker, but to deal directly with the tenants. The City will provide directions to the property manager, if any, as to the length of the lease term, since business/office users that install tenant improvements generally want lease terms long enough to recover those costs. t. Lessees will pay comparable market rents. Below-market rates may be considered for nonprofit organizations in accordance with the guidelines above. u. Lessees must conform to the City’s non-discrimination requirements. v. Unless otherwise agreed upon, lessees will be responsible for making all tenant improvements and complying with all City zoning and land use requirements, including any special conditions the City may place on the property.

Typical buildings in this category include properties in the Adobe Complex.

RIGHT-OF-WAY
Right-of-way disposals may be initiated by the City or in response to public requests. Right-ofway will only be abandoned when it has no apparent current or future use. The following guide the disposal of right-of-way:

1. The City will follow requirements of the State of California Streets and Highways Code in acquiring, disposing and abandoning public right-of-way.

2. Right-of-way that has been purchased in fee or easements purchased with City funds will be sold or leased in accordance with the policies above.

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3. Easements used for utility transmission and distribution systems will normally be reserved. If the utility previously using the easement declines further use, the City will offer it to other utilities before abandonment.

4. The City may place conditions of approval on abandonments of right-of-way that must be satisfied prior to transfer of ownership of the subject easement or property.

5. The City may reserve an easement for its water and sewer system or may reserve a blanket easement for all utilities.

6. The City will not guarantee the title of right-of-way it abandons.

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Attachment: GRANTS MANAGEMENT MANUAL FMM 2023 - City of Arvin-2.13.24 cv [Revision 1] (Financial Policies & Procedures Manual) Appendix
CITY ARTICLE IX, SECTION 906
*-9 475-14
906 Sale or Lease of City Property.

The City Council, by ordinance or resolution, shall adopt policies and procedures that shall be applicable to the sale or lease of City property.

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RESOLUTIONNO.
*-9 475
-15

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RESOLUTIONNO.
*-9 475
-16
This is for a resolution regarding sale or lease of property.

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Attachment: GRANTS MANAGEMENT MANUAL FMM 2023 - City of Arvin-2.13.24 cv [Revision 1] (Financial Policies & Procedures Manual) Section 480-A

SURPLUS PERSONAL AND UNCLAIMED PROPERTY POLICY
480-1

OVERVIEW
This policy addresses the procedures for the disposal of surplus personal property, unclaimed property, consumable supplies, and junk. The policies and procedures for the disposal or sale of surplus real property, abandoned property and resale inventory are provided in other policy documents.

In preparing this policy, not all issues or exceptions could be anticipated. Accordingly, the guidance given in this policy does not relieve Staff from exercising good judgment in their stewardship of the City's property resources. Whenever there is a question or doubt between the guidance provided in this policy and the good judgment expected of a prudent person, good judgment should always be the prevailing standard, with this policy as a minimum standard.

LEGISLATIVE POLICY
A. Surplus Property
Council must approve the sale of surplus property (real or personal) with an estimated value greater than $1,000.

B. Unclaimed Property

1. The City Municipal Code provides for the disposal of unclaimed property by the Chief of Police. This property must be held for a minimum of four months and notice of sale must be given at least five days prior to sale by publication in a newspaper of general circulation. Property not sold may be destroyed by the Police Department after public auction.

2. Sections 2080.4 and 2080.6 of the Civil Code requires any person finding property valued at $10.00 or more to turn the property over to the Police Department within a reasonable time, stating when and where the property was found and providing a description of the property. If the property was saved, a statement is required from the "finder" describing:
a. From what and how it was saved.
b. Whether the owner of the property is known to the "finder". c. That the property has not been secreted, withheld, or partially disposed of.

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480-2

ADMINISTRATIVE POLICY
A. The Director of Finance is authorized to declare as surplus those items of personal property and consumable supplies estimated to be less than $1,000 in value; Council approval is required to declare personal and consumable supplies as surplus with a value of $1,000.

B. Department Heads are authorized to approve the disposal of property that is essentially without value due to technical obsolescence or its unrepairable (or economically unrepairable) condition. Department Heads may dispose of such junk property in the manner they deem most appropriate, consistent with other rules, regulations, and the City's ethics policy.

C. Generally, estimating the value of surplus property is made by the Department Head or designated representative. In unique and unusual cases, Finance will assist Departmentsin estimating the value of property by using the City's auction firm to provide a professional estimate. However, in all cases, the Department Head must approve in writing the estimated value of the property to be sold or otherwise disposed of.

D. The Director of Finance is authorized to sell, transfer, trade, or otherwise dispose of surplus personal property, consumable supplies, or unclaimed property in the most cost-effective manner. Normally the sale of this property will be at auction with a firm contracted to provide the following services:

1. Sell and dispose of personal property, consumable supplies and unclaimed property at auction.

2. Provide professional estimates as to the value of personal property and consumable supplies when required.

3. Assist in the sale of unique or special property and consumable suppliesthat requires the use of a "specialty house" to sell or dispose of the property.

4. Dispose of unsaleable property, supplies and equipment at an approved disposal site.

E. The Director of Finance may dispose of surplus property and supplies by transfer to another local government agency or non-profit organization based on the recommendation of a Department Head. Although there may be circumstances where it is appropriate to make such transfer without compensation, cash or in-kind services should generally be received in an amount equal to or greater than the estimated value provided by the City's auction firm or the Department Head. In the case of vehicles, "low blue book value" may also be considered.

F. As it is a normal business practice, trade value should be obtained to determine the most cost-effective method of disposal and as a standard by which to evaluate the services of the City's auction firm. There may be circumstances when trade value of

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property may exceed auction value; in which case the Director of Finance may authorize the trade of surplus property versus sale at auction based on the recommendation of the appropriate Department head.

G. Advertising the sale of the City's property and unclaimed property will be made by the City's auction firm in accordance with these procedures, the Auction Services Agreement, and legislative policy. Accordingly, the advertising must disclose that the property for sale at auction is either the surplus property of the City of Arvin or is unclaimed property in the possession of the City and it must state the date and time of sale. Property sold at auction will be advertised for at least five days in a newspaper of general circulation in the City of Arvin.

H. Property determined to be unclaimed by the Chief of Police may be sold at public auction in accordance with these policies and procedures under the following conditions:

1. It is a thing which is commonly the subject ofsale.

2. The owner cannot (with reasonable diligence) be found.

3. The owner, if identified, refuses to pay the reasonable charges incurred by the City for storing and safeguarding the property.

PROCEDURES
A. Surplus Personal Property and Consumable Supplies

1. Department Heads will identify personal property and supplies that are surplus to their needs and notify the Director of Finance & IT by Memorandum to sell or dispose of property identified, in accordance with City policy and procedures. The property to be declared surplus will be listed and include the City Asset Number (if applicable), a descriptive name of the property, quantity, pickup location, estimated value, and name of the contract person with their extension number. Separate memorandums must be prepared for property estimated to exceed $1,000 in value and for property estimated to be less than $1,000 in value. The memorandum (or listing) must indicate why the property is no longer required.

2. Department Heads may request that Finance assist them in estimating the value of personal property and consumable supplies. In such instances, Finance may request the services of the City's auction firm in estimating these values. However, these services are limited and should not be used except for unique and unusual property.

3. Special handling will be required for the disposal of toxic and hazardousmaterials and should be coordinated with the City's Fire Department.

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4. After receipt of a request to dispose of personal property and consumable supplies from a Department Head, Finance will circulate the list of property to other City Departments as an advisory memorandum. The property listed may be claimed by other Departments on a first come first serve basis. After 10 days from the date of the advisory memorandum, this listing will be forwarded to the Housing Authority, San Luis Coastal Unified School District, and United Way for their information. If none of these agencies expresses interest in the remaining property items within 10 days of receiving the listing, then the property will be consigned to the City's auction firm for sale or other method of disposal as determined by the Director of Finance & IT. Except in unusual circumstances, surplus property will generally remain on site pending its final disposition. This means that it is the responsibility of the interested party to make arrangements with the disposing department to view the property, discuss its condition, and coordinate any terms of transfer such as price, timing, and transportation.

5. For property with a value of $1,000 or more, the Director of Finance & IT will prepare an Agenda Report for Council approval to declare the property as surplus after review by the operating departments as described above and prior to the consignment of property to the City's auction firm.

B. Evidence
The provisions of this policy do not address the disposal of property which is classified as evidence. Evidence is governed by the provisions of the penal code and must be dealt with accordingly. For example, evidence may be returned to the owner, subjected to lien, or classed as contraband and accordingly destroyed. However, evidence may also be determined by the Chief of Police to be unclaimed property and, in that event, will be processed in accordance with the policies and procedures provided below.

C. Unclaimed Property
Unclaimed property received by the City will be processed as follows:

1. The Police Department is required to receive, hold, and safe keep all property valued at more than $10 that is found within the City limits and turned in to the Police Department for safekeeping. The owner will be notified as to where the property may be claimed if the owner's identity can reasonably be determined.

2. If the owner appears within 120 days after receipt of the property by the Police Department, proves ownership, and pays all reasonable charges, the Police Department will return the property to the owner.

3. If the reported value of the property is fifty dollars or more (and no owner appears and proves ownership within 120 days), the Police Department will publish a notice, at least once, in a newspaper of general circulation. After seven days following the first published notice the following actions will be taken if no owner appears and proves ownership of the property;

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Attachment: GRANTS MANAGEMENT MANUAL FMM 2023 - City of Arvin-2.13.24 cv [Revision 1] (Financial Policies & Procedures Manual) Surplus Personal and Unclaimed Property Policy
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a. If the property was found in the course of employment by a City employee, the property shall be sold at public auction.
b. The title shall vest in the person who found the property if he or she is willing to pay the cost of the publication.
c. If the reported value of the property is less than $50 and no owner appears and proves ownership of the property within 120 days, the title shall vest in the person who found the property, unless the property was found in the course of employment by a City employee, in which case the property shall be sold at public auction.
d. Generally, the sale of unclaimed property will be made by the City's auction firm; however, in unique circumstances, the Chief of Police may request that Police Department staff conduct the auction. When the City's auction firm is used, the firm must be notified in writing with a list of property to be sold. This list does not require a statement of estimated values. The letter will give the name of the contact person and extension number, a short title property description, a pickup location, and a pickup time. e. Prior to sale, a listing of unclaimed property shall be provided to the Director of Finance & IT, who will circulate this list as an advisory memorandum to other City Departments. The property listed may be claimed by other Departments on a first come first serve basis. After a 15-day period from the date of the advisory memorandum, the unclaimed property will be available for sale at public auction according to policy. f. The unclaimed property to be sold by the City's auction firm will be transferred on consignment in accordance with the surplus property policies. g. Any property remaining unsold after being offered at public auction may be destroyed or otherwise disposed of by the City's auction firm.

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Attachment: GRANTS MANAGEMENT MANUAL FMM 2023 - City of Arvin-2.13.24 cv [Revision 1] (Financial Policies & Procedures Manual) Section 480-B-Auction Firm Services
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OVERVIEW
To reduce staff time in the sale and disposal of property, to reduce the amount of space being used to store surplus and unclaimed property, to improve the process of estimating the value of surplus property, and to maximize the value of return on surplus property, the Department of Finance & IT is authorized to contract with an auction firm to assist staff in the sale and disposal of personal property, consumable supplies and unclaimed property on an "as available basis"after authorization is given by the Council or the Director of Finance & IT to sell or dispose of City property.

The policies and procedures provided below in conjunction with the City's auction firm will provide the staff with the opportunity to systematize the sale and disposal of this property.

AUCTION FIRM RESPONSIBILITIES
The following responsibilities will normally be assigned to the City's auction firm by Agreement between the City and the firm selected:

A. The auction firm will be required to pick up any and all "marketable" surplus property by consignment and deliver this property to their premises where it shall be inventoried, sorted, identified, and catalogued. An auction will be conducted within 30 days of receipt of property and supplies.

B. The auction firm will make the necessary arrangements for offering the property for sale by auction to the most qualified buyers to obtain the highest return possible. The auction firm will advertise the auction in a manner that will obtain the maximum participation by the public in at least one newspaper of general circulation in the City of Arvin for a minimum of five days prior to a scheduled auction.

C. The property consigned to the auction firm will remain the property of the City until sold or disposed of in accordance with these procedures.

D. Property not sold at auction will be disposed by one of the followingmethods:

1. Consignment to a sub-contractor specializing in unique or special equipment and material for which there is no local market.

2. Direct sale to a buyer of unique or special equipment and material for which there is no local market.

3. By sale as salvage to a local dealer or any recycling firm.

4. By destruction at an appropriate landfill site and certification thereto.

5. Returned to the City.

E. The material and equipment not sold at auction will be disposed of by one of the methods described above within 15 days from the date offered at auction. For the purpose ofthese

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Attachment: GRANTS MANAGEMENT MANUAL FMM 2023 - City of Arvin-2.13.24 cv [Revision 1] (Financial Policies & Procedures Manual) 480-11
Auction FirmServices
instructions, the City will give approval as to the disposal method based on the recommendation of the auction firm and the method that is in the best interests of the City.

F. The auction firm will provide the Department of Finance & IT with a list of consigned property with a check for the net proceeds from the auction or specialty sale within 60 days of receipt of consigned material and equipment providing the followinginformation:

1. City Asset number (if available)

2. Short title description of the property

3. Date of sale or disposal

4. Purchaser or the disposal site

5. Total purchase price

6. Auction fee

7. Net to City

8. Method of disposal (sale at auction, transfer to a specialty house for sale, direct sale as salvage, transfer to an appropriate landfill or disposal site, return toCity)

5.D.3
Attachment: GRANTS MANAGEMENT MANUAL FMM 2023 - City of Arvin-2.13.24 cv [Revision 1] (Financial Policies & Procedures Manual) 501-1
Section 501-Budget Policies & Procedures
The purpose of this section is to describe the City’s budget policies and procedures. Areas currently covered include:
• Overview of the City’s budget process (Section 505)
• Budget amendment requests (Section 540)
• Re-appropriation policy for operating programs and capital improvement plan projects (Section 550)
• Monitoring budget performance—monthly expenditure reports and comprehensive annual financial reports (Section 560)
• Accounting for completed capital improvement plan (CIP) projects (Section 565)

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Attachment: GRANTS MANAGEMENT MANUAL FMM 2023 - City of Arvin-2.13.24 cv [Revision 1] (Financial Policies & Procedures Manual) Section 505-Budget Process Overview
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Significant features of the City's Financial Plan include the integration of Council goal setting into the budgetary
process and the extensive use of formal policies and
measurable objectives. The Financial Plan includes
operating budgets and a capital improvement plan.

While appropriations continue to be made annually under this process, the Financial Plan is the foundation for
preparing the budget every year. Additionally, unexpended operating appropriations from the budget year may be
carried over for specific purposes into the next year with the approval of the CityCouncil.

Purpose of the City's Financial Plan. The fundamental
purpose of the City's Financial Plan is to link what we want to accomplish for the community with the resources
necessary to do so. The City’s Financial Plan process does this by clearly setting major City goals and other important objectives; establishing reasonable timeframes and
organizational responsibility for achieving them; and
allocating resources for programs and projects.

Major City Goals. Linking important objectives with
necessary resources requires a process that identifies key goals at the very beginning of budget preparation. Setting goals and priorities should drive the budget process, not follow it.

For this reason, the City begins each year’s Financial Plan process with a series of in-depth goal setting workshops where Council members invite candidate goals from
community groups, Council advisory bodies and interested individuals; review the City's fiscal outlook for the next year and the status of prior goals; present their individual goals to fellow Council members; and then set and
prioritize major goals and work programs for the next year.

City staff then prepares the Preliminary Financial Plan based on the Council’s policy guidance.

Financial Plan Policies. Formally articulated budget and fiscal policies provide the foundation for preparing and implementing the Financial Plan while assuring the City’s long-term fiscal health. Included in the Financial Plan itself, these policies cover a broad range of areas such as user fee cost recovery goals, enterprise fund rates,
investments, capital improvement management, capital
financing, debt management, fund balance and reserves,
human resource management, and productivity.

Preparation and Review Process. The City Manager is
responsible for preparing the budget and submitting it to the Council for approval. Although specific steps will vary from year to year, the following is an overview of the
general approach used under the City's budgetary process:

First. As noted above, the Financial Plan process begins with a Council goal-setting session to determine major
objectives to be accomplished over the next year. The
results of Council goal setting are incorporated into the budget instructions issued to the operating departments, who are responsible for submitting initial budget proposals.

After these proposals are comprehensively reviewed and a detailed financial budget is prepared, the City Manager issues the Preliminary Financial Plan for public comment.

A series of study sessions and public hearings are then held leading to Council adoption of the Financial Plan by June

30. Mid-Year Reviews. The Council formally reviews the
City’s financial condition and amends appropriations, if needed, six months after the beginning of each fiscal year.

Interim Financial and Project Status Reports. Online
access to “up to date” financial information is provided to staff throughout the organization. Additionally,
comprehensive financial reports are prepared monthly to monitor the City's fiscal condition, more formal reports are issued to the Council on a quarterly basis, and special report are provided on focused topics on an ongoing basis on sales tax, transient occupancy tax and investments. The status of major program objectives – including CIP projects – is also periodically reported to the Council on a formal basis.

Administration. The Council may amend or supplement
the budget at any time after its adoption by majority vote of the Council members. The City Manager has the
authority to make administrative adjustmentsto the budget as long as those changes will not have a significant policy impact nor affect budgeted year-end fund balances.

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Attachment: GRANTS MANAGEMENT MANUAL FMM 2023 - City of Arvin-2.13.24 cv [Revision 1] (Financial Policies & Procedures Manual) Section 540-Budget Amendments
540-1

OVERVIEW
Formal amendments to the budget (including increases or reductions in both revenues and expenditures) may be required for a variety of reasons, including:
□ Supplemental appropriations approved by the Council.
□ Changes in Memorandums of Agreement.
□ Acceptance of grant programs.
□ Revisions to currently funded programs, projects and activities. □ Intra-departmental revisions between and within program areas.

A standard Budget Amendment Request form is used to document all budget changes. Amendments to the budget that do not have significant policy impacts and will not affect budgeted fund balances or working capital may be administratively approved; all other changes require Council approval.

POLICIES
Budget Control
Through adoption of the Financial Plan, the Council sets major City goals and program objectives, approves timeframes and departmental responsibility for accomplishing them, establishes service levels, and appropriates the resources necessary to achieve objectives and deliver services.

Under our program budgeting approach, departments are provided with significant flexibility in managing the resources allocated to them for these purposes: although detail line-item budgets are prepared for each of our operating programs, formal budget control is maintained at the fund level by department. However, in order to help assure that this overall budgetary control goal is achieved, more detailed financial reporting and budget control guidelines are internally used at the program and object level as more fully discussed in Section 560: Monthly Expenditure Reports of the Financial Management Manual.

Budget Amendment Authority
□ Council. The Council has the sole responsibility for adopting the City's budget and may amend or supplement the budget at any time after its adoption by majority vote of the Council. After budget adoption, all supplemental appropriations from fund balance or working capital require Council approval.
□ City Manager. The City Manager has the authority to make or approve administrative adjustments to the budget as long as those changes will not have significant policy impacts nor affect budgeted year-end fund balances or working capital.

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Attachment: GRANTS MANAGEMENT MANUAL FMM 2023 - City of Arvin-2.13.24 cv [Revision 1] (Financial Policies & Procedures Manual) Budget Amendments
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□ Director of Finance. The Director of Finance has the authority to make or approve administrative adjustments to all line-item accounts at the department and program level, and to adjust offsetting revenue and expenditure accounts based on policies or programs approved by the Council. However, any such adjustments must not have significant policy impacts nor affect budgeted year-end fund balances or working capital. □ Department Heads. Department Heads request to make administrative adjustments within and between their program budgets as long as those changes do not have significant policy impacts nor affect department totals at the fund level. However, even within these guidelines, budget amendments require City Manager approval under the following circumstances:
• CIP projects. All budget changes to capital improvement plan (CIP) projects. • Staffing. All budget changes to staffing accounts, both within and between programs.

Note: In accordance with the City’s line-item control policies as set forth in Section 560, Budget Amendment Requests are not required to correct for overages for sub-object level overtime accounts within the program.
• Travel, meetings and dues. Any budget increases in this object code at the departmental level. This means Department Heads may approve inter-program budget changes in this object code as long as departmental totals for it are not higher.

Budget Amendment Request
To ensure that all changes to the budget are correctly recorded and appropriately authorized, a standard Budget Amendment Request form is used to document all budget changes, including those approved by the Council. As such, any Council Agenda Report that amends the budget should be accompanied by a completed Budget Amendment Request when submitted to the Director of Finance & IT as part of the agenda review process; however, as noted below, it will not be included with the Council Agenda packet.

PROCEDURES
□ Initiating the Amendment. The operating department requesting an amendment is responsible for completing the Budget Amendment Request. If the request requires a new program or account number, the Department of Finance & IT should be contacted before completing the form for the assignment of appropriate account numbers. Department Head approval of the request is required before its submission to the Department of Finance &IT. □ Finance Review. All requests should be submitted to the Finance Manager who will review the request to determine the effect of the change on fund balances and to verify the account numbers. If required, the request will be forwarded for approval to the Director of Finance & IT; as determined by her or him, approval by the City Manager may also berequired.

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Attachment: GRANTS MANAGEMENT MANUAL FMM 2023 - City of Arvin-2.13.24 cv [Revision 1] (Financial Policies & Procedures Manual) Budget Amendments
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□ Council Agenda Reports. Budget Amendment Requests that are related to a Council agenda report will be pulled by the Department of Finance & IT and held pending Council action. If the Council approves the item, the request will be processed by the Department of Finance & IT without further action required by the department. Items disapproved or changed by the Council will be returned to the originating department for further action as appropriate. □ Implementation. After the Budget Amendment Request has been submitted and approved, the operating department should review the next Monthly Financial Report to ensure that the change has been processed as requested.

PREPARING THE BUDGET AMENDMENTREQUEST
The Budget Amendment Request form has been placed on the City’s intranet.

Provided in Exhibits 1 and 2 are completed samples of the Budget Amendment Request form. (Note: The request does not have to be entered in Excel or typed; legible printing is the desired method of preparation if data is not entered into a spreadsheet.) As this form updates on-line budgetary information as well as Monthly and Quarterly Financial Reports, its timely completion is essential in maintaining the accuracy of these reports.

Completing the form itself is largely self-explanatory. The following highlights key areas to consider in preparing the form:
□ More than One Department. The signatures of all Department Heads are required if more than one department is affected.
□ More than One Fund. Only one fund should be affected per form to ensure that any budget transfers between funds will not result in changes in ending fund balance for any of the funds. □ Regular Staffing. When proposing to use savings from regular staffing costs to fund other cost areas, the contra-account of Salary Savings (707) should be used instead of directly reducing all the other affected line accounts (regular salaries as well as related benefits). This approach has several benefits: it reduces the number of specific line-item accounts that would otherwise have to be adjusted to correctly reflect the savings; and it retains the budgeted cost for authorized regular staffing levels for information and financial reporting purposes. □ City Manager Approval. Whenever City Manager approval is necessary as discussed above, a City Manager Staff Report should accompany the Budget Amendment Request.

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Attachment: GRANTS MANAGEMENT MANUAL FMM 2023 - City of Arvin-2.13.24 cv [Revision 1] (Financial Policies & Procedures Manual) Budget Amendments
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□ Council Approval. The Council must approve all budget amendments under the following circumstances.
• Total amendments for expenditures do not equal zero. In the sample provided in the first exhibit, Council approval would not be required. However, because staffing accounts are affected, Human Resources Director review and City Manager approval would be required. • Total amendments for revenues and expenditures are not equal; in the sample provided in Exhibit 2, Council approval would be required.
◼ Reason for the Amendment. In most cases, the space provided on the form u n d e r “purpose” should be sufficient to describe the need for the requested change (supporting documentation may be attached if appropriate but it is not required). If the amendment implements Council or prior City Manager approval of a budget change, the date of this action should also be referenced in this section.

5.D.3
Attachment: GRANTS MANAGEMENT MANUAL FMM 2023 - City of Arvin-2.13.24 cv [Revision 1] (Financial Policies & Procedures Manual) Budget Amendments
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EXHIBITS

1. Sample budget amendment request reflecting administrative line-itemadjustments.

2. Sample budget amendment request reflecting Council approval of new appropriation.

Exhibit 1: Sample Budget Amendment Request
Administrative Approval
Requesting Department Fund Name Fund No.

Finance General 100

REVENUES AND OTHER FINANCING SOURCES
Account Description Revenue Account No.

Amendment
Amount
TOTAL 0

EXPENDITURES AND OTHER FINANCING USES
Account Description Program Account Project Phase Amount Temporary Salaries 25300 7014 5,000
Overtime 25300 7020 3,500
Wide Area Network Services 25300 7351 4,500
Salary Savings 25300 707 (11,000)
Contract Services 25120 7227 (2,000)
City Manager approval is
needed on all such requests.

PURPOSE

BUDGET AMENDMENT REQUEST
Use salary savings from two vacant positions in Information Systems and other contract savings

5.D.3
Attachment: GRANTS MANAGEMENT MANUAL FMM 2023 - City of Arvin-2.13.24 cv [Revision 1] (Financial Policies & Procedures Manual) Budget Amendments
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Department Head Date Director of Finance Date
City Manager Date Entered By Date

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Arvin City CouncilFebruary 13, 2024

Arvin City Council
February 13, 2024