Colfax City Council Meetings are ADA compliant. If you need disability-related modification or accommodation including auxiliary aids or services to participate in this meeting, please contact the City Clerk at (530) 346-2313 at least 72 hours prior to make arrangements for ensuring your accessibility.
February 22, 2023
City Council Meeting
COUNCIL CHAMBERS, 33 SOUTH MAIN STREET, COLFAX, CA
Mayor Trinity Burruss ⋅ Mayor Pro Tem Marnie Mendoza
Councilmembers ⋅ David Ackerman ⋅ Kim Douglass ⋅ Sean Lomen
REGULAR MEETING AGENDA
February 22, 2023
Regular Session: 6:00 PM
This Regular Meeting of the City Council is being held pursuant to Government Code Section 54953(e) which authorizes meetings to be held by teleconference. The Governor’s proclaimed state of emergency remains in effect and the City Council has made or will make the legal findings necessary to hold meetings by teleconference.
You may access the meeting and address the Council by any of the following means:
ZOOM at
https://us02web.zoom.us/j/84110082319
Dial in by calling one of the numbers listed below and enter the Webinar ID:
841 1008 2319
1 (669) 900-6833 1 (346) 248-7799 1 (312) 626-6799
1 (929) 205-6099 1 (253) 215-8782 1 (301) 715-8592
Facebook Live on our City of Colfax page: City of Colfax, California. You may also submit written comments to the City Clerk via email at city.clerk@colfaxca.gov, via regular mail to P.O. Box 702, Colfax CA 95713, or by dropping them off at City Hall, 33 S. Main Street, Colfax CA 95713. Comments received will be submitted to Council and made a part of the record.
1 CLOSED SESSION (No Closed Session)
2 OPEN SESSION
2A. Call Open Session to Order
2B. Report from Closed Session
2C. Pledge of Allegiance
2D. Roll Call
2E. Approval of Agenda Order
Thisisthe time for changesto the agenda to be considered including removal, postponement, or change to the agenda sequence.
Recommended Action: By motion, accept the agenda as presented or amended. 3 CONSENT CALENDAR
1 Colfax City Council Meetings are ADA compliant. If you need disability-related modification or accommodation including auxiliary aids or services to participate in this meeting, please contact the City Clerk at (530) 346-2313 at least 72 hours prior to make arrangements for ensuring your accessibility.
February 22, 2023
Matters on the Consent Calendar are routine in nature and will be approved by one blanket motion with a Council vote. No discussion of these items ensues unless specific items are pulled for discussion and separate action. If you wish to have an item pulled from the Consent Agenda for discussion, please notify the Mayor.
Recommended Action: Approve Consent Calendar
3A. Cash Summary – January 2023 (Pages 4-11)
Recommendation: Accept and File.
3B. Minutes (Pages 12-13)
Recommendation: By Motion, approve the Colfax City Council minutes of 2/8/2023. 3C. Portable Changeable Message Signs – VER-MAC (Pages 14-18) Recommendation: Adopt Resolution __-2023 authorizing the City Manager to execute a purchase agreement with VER-MAC for two Portable Changeable Message Signs, with a not to exceed amount of $35,920.
3D. Fiscal Year 2022-2023 Mid-Year Operating Budget Review (Pages 19-23) Recommendation: Review fiscal year 2022-2023 mid-year budget report and approve budget amendments.
*** End of Consent Calendar ***
4 AGENCY REPORTS
4A. Placer County Sheriff Department
4B. CHP
4C. Placer County Fire Department/CAL FIRE
4D. Non-Profits
5 PRESENTATION (No Presentation)
6 PUBLIC HEARING (No Public Hearing)
7 PUBLIC COMMENT
Members of the public are permitted to address the Council orally or in writing on matters of concern to the public within the subject matter jurisdiction of the City that are not listed on this agenda. Please make your comments as succinct as possible. Oral comments made at the meeting may not exceed five (5) minutes per speaker. Written comments should not exceed 800 words. Written comments received before the close of an agenda item may be read into the record, with a maximum allowance of five (5) minutes in length. Council cannot act on items not listed on this agenda but may briefly respond to statements made or questions posed, request clarification, refer the matter to staff, or place the matter on a future agenda.
8 COUNCIL AND STAFF
The purpose of these reports is to provide information to the Council and public on projects, programs, and issues discussed at committee meetings and other items of Colfax related information. No decisions will be made on these issues. If a member of the Council prefers formal action be taken on any committee reports or other information, the issue will be placed on a future Council meeting agenda.
8A. Committee Reports and Colfax InformationalItems – All Councilmembers 2 Colfax City Council Meetings are ADA compliant. If you need disability-related modification or accommodation including auxiliary aids or services to participate in this meeting, please contact the City Clerk at (530) 346-2313 at least 72 hours prior to make arrangements for ensuring your accessibility.
February 22, 2023
I, Marguerite Bailey, City Clerk for the City of Colfax, declare that this agenda was posted in accordance with the Brown Act at Colfax City Hall and Colfax Post Office. The agenda is also available on the City website at http://colfax-ca.gov/
Marguerite Bailey, City Clerk
Administrative Remedies must be exhausted prior to action being initiated in a court of law. If you challenge City Council action in court, you may be limited to raising only those issues you or someone else raised at a public hearing described in this notice/agenda, or in written correspondence delivered to the City Clerk of the City of Colfax at, or prior to, said public hearing. 8B. City Operations Update – City Manager
9 COUNCIL BUSINESS
Discussion on the following items will be limited so that every member of the public will be permitted to address the Council. Please make your comments as succinct as possible. Oral comments may not exceed one (1) minute per speaker.
Written comments should not exceed 150 words. Written comments received before the close of the item may be read into the record, with a maximum allowance of one (1) minute in length. 9A. Review Colfax Municipal Code Chapter 5.32 (Commercial Cannabis Activity) for legal compliance and provide direction to staff. (Pages 24-27) Presentation by: Alfred A. “Mick” Cabral, City Attorney Recommendation: Review the current commercial cannabis activity and provide staff direction. 10 GOOD OF THE ORDER
Informal statements, observation reports and inquiries regarding the business of the City may be presented by Councilmembers under this agenda item or requests for placement of items of interest on a future agenda. No action will be taken.
11 ADJOURNMENT
3 City of Colfax Cash Summary – January 2023
Staff Report February 22, 2023
Staff Report to City Council
FOR THE FEBRUARY 22, 2023 REGULAR CITY COUNCIL MEETING
From: Wes Heathcock, City Manager
Prepared by: Laurie Van Groningen, Finance Director
Subject: Cash Summary – January 2023
Budget Impact Overview:
N/A: √ Funded: Un-funded: Amount: Fund(s):
Summary/Background
The monthly financial report includes General Fund Reserved Cash Analysis Graphs and the City of Colfax Cash Summary Report (with supporting documentation). The purpose of these reports is to provide the status of funds and transparency for Council and the public of the financial transactions of the City. The reports are prepared monthly on a cash basis and are reconciled to the General Ledger accounting system, previous reports, and bank statements. Detailed budget comparisons are provided as a mid-year report and as part of the proposed budget process each year.
The attached reports reflect an overview of the financial transactions of the City of Colfax in January 2023. Some monthly highlights are listed below:
January revenues included:
o Allocation for Sales Tax revenues reported/paid to the State for the month of November 2022 (two-month lag).
o Received first fiscal year 2022-2023 allocation (55%) of annual property tax and sewer delinquent charges from Placer County.
o Reimbursement of expenditures for WWTP Construction Grant. January expenditures included:
o Quarterly premiums for workers compensation insurance o Refund of performance bond for Colfax Hospitality Partners o Quarterly fire services payment
o Approved capital project expenditures – significant expenditures on WWTP Construction Grant. Negative cash fund balances at the end of December are due to timing of funding allocations and reimbursements:
o Fund 218 – Support Law Enforcement – These expenses are funded by COPS (Citizens Options Public Safety) grant. Negative balance due to timing differences of receipts and expenses. o Fund 250 – Streets – Roads/Transportation. These expenses are funded by annual Transportation funding through Placer County Transportation Agency (PCTPA), City Gas Tax revenues, and a General Fund allocation. PCTPA Funding request was submitted in October (approved by Council on 09/28/22).
RECOMMENDED ACTION: Accept and File.
Item 3A4
City of Colfax Cash Summary – January 2023
Staff Report February 22, 2023
o Fund 358 – CDBG Road Rehabilitation. This is a reimbursable grant – final funding of grant is still pending. CDBG has approved start date of expenditures. Any unfunded expenditures would require allocation from General Fund.
o Fund 367 – SB2 Planning Grant – this is a reimbursable grant. Second round of Reimbursement requests were submitted in February 2022 and are still pending. HCD has been backlogged and recently confirmed requests are approved and pending payment. Next reimbursement request delayed to February based on project activity.
o Fund 376 – Downtown Streetscape – This project is primarily (89%) funded with grant funds on a reimbursement basis. Reimbursement requests expected to be submitted on a quarterly basis.
The second reimbursement request was received in January. The balance of funding (11%) will be a City General Fund match.
o Fund 378 – Zoning Code Update. This project is 100% funded with grant funds on a reimbursement basis. Reimbursement requests expected to be submitted on a quarterly basis. The first request was submitted in August and received in October. Next reimbursement request scheduled was submitted in January.
o Fund 575 – WWTP Construction Grant. This is a reimbursable grant. Reimbursement requests are scheduled to be submitted quarterly. Third reimbursement request was submitted in late November and we received payment in January. A fourth request was submitted in January. Anticipated revenues/expenditures for February include:
o Revenues
Allocation for Sales Tax revenues reported/paid to the State for the month of December 2022 (two-month lag).
o Expenditures
Ongoing monthly operating expenses.
Approved capital project expenditures.
Attachments:
1. General Fund Reserved Cash Analysis Graph
2. Cash Activity Reports
a. Cash Summary
b. Cash Transactions Report – by individual fund
c. Check Register Report - Accounts Payable
Item 3A5
Prev Yr Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Cash Balance FY2022-23 $3,418 $3,412 $3,568 $3,396 $3,451 $3,644 $3,560 $3,935 Cash Balance FY2021-22 $2,857 $2,831 $2,953 $2,833 $2,943 $2,946 $2,794 $3,120 $3,088 $2,971 $3,004 $3,462 $3,418 Cash Balance FY2020-21 $2,311 $2,392 $2,497 $2,386 $2,402 $2,463 $2,393 $2,688 $2,760 $2,612 $2,771 $3,023 $2,857 Cash Balance FY2019-20 $2,013 $2,069 $2,169 $2,110 $2,170 $2,467 $2,373 $2,747 $2,730 $2,615 $2,627 $2,910 $2,311 Cash Balance FY2018-19 $1,275 $1,398 $1,444 $1,447 $1,329 $1,420 $1,336 $1,672 $1,812 $1,760 $1,893 $2,151 $2,013 *Reserves (Ops, Cap, Pen) $945 $1,095 $1,095 $1,095 $1,095 $1,095 $1,095 $1,095 $1,095 $1,095 $1,095 $1,095 $1,095 Budget FY2022-23 $3,418 $3,418 $3,418 $3,418 $3,418 $3,418 $3,418 $3,418 $3,418 $3,418 $3,418 $3,418 $3,418 $-
$500
$1,000
$1,500
$2,000
$2,500
$3,000
$3,500
$4,000
$4,500
City of Colfax - January 2023
General Fund Reserved Cash Analysis
(Dollars in Thousands)
Fiscal Year 2022-23 >>
Item 3A6
Balance
12/31/2022 Revenues In* Expenses Out* Transfers Balance 01/31/2023 US Bank $ 148,904.27 $ 1,397,186.97 $ (736,974.95) $ (675,000.00) $ 134,116.29 LAIF $ 7,849,493.74 $ 42,226.16 $ - $ 675,000.00 $ 8,566,719.90 Total Cash - General Ledger 7,998,398.01 $ $ 1,439,413.13 $ (736,974.95) $ - 8,700,836.19 $ Petty Cash (In Safe) $ 300.00 $ 300.00
Total Cash $ 7,998,698.01 $ 1,439,413.13 $ (736,974.95) $ - 8,701,136.19 $ Change in Cash Account Balance - Total $ 702,438.18
Attached Reports:
1. Cash Transactions Report (By Individual Fund)
2. Check Register Report (Accounts Payable) $ (619,123.50) Cash Receipts $ 1,183,849.54
Payroll Checks and Tax Deposits (102,410.69) $
Utility Billings - Receipts $ 197,696.67
LAIF Interest $ 42,226.16
Voided Checks/Reissues $ 200.00
$ 702,438.18 $ -
*Does not include transfers between funds
Prepared by: Laurie Van Groningen, Finance Director
Laurie Van Groningen, Finance Director
Reviewed by: Wes Heathcock, City Manager
Wes Heathcock, City Manager
City of Colfax
Cash Summary
January 31, 2023
Item 3A7
Beginning
Balance
Debit
Revenues
Credit
(Expenditures)
Ending
Balance
Fund Type: 1.11 - General Fund - Unassigned
Fund: 100 - General Fund $ 3,398,152.71 $ 498,696.93 $ (126,613.67) $ 3,770,235.97 Fund: 120 - Land Development Fees $ 154,394.27 $ 4,283.11 $ (923.75) $ 157,753.63 Fund: 200 - Cannabis Application $ 7,424.99 $ - $ - $ 7,424.99 Fund Type: 1.11 - General Fund - Unassigned $ 3,559,971.97 $ 502,980.04 $ (127,537.42) $ 3,935,414.59 Fund Type: 1.14 - General Fund - Restricted
Fund: 205 - Escrow Funds $ 153,657.00 $ - $ (113,920.00) $ 39,737.00 Fund: 571 - AB939 Landfill Diversion $ 23,317.26 $ - $ - $ 23,317.26 Fund: 572 - Landfill Post Closure Maintenance $ 789,965.36 $ - $ (10,768.17) $ 779,197.19 Fund Type: 1.14 - General Fund - Restricted $ 966,939.62 $ - $ (124,688.17) $ 842,251.45 Fund Type: 1.24 - Special Rev Funds - Restricted
Fund: 202 - ARPA American Rescue Plan Act $ - $ - $ - $ - Fund: 210 - Mitigation Fees - Roads $ 141,970.31 $ 740.91 $ - $ 142,711.22 Fund: 211 - Mitigation Fees - Drainage $ 5,426.22 $ 28.32 $ - $ 5,454.54 Fund: 212 - Mitigation Fees - Trails $ 75,381.16 $ 393.40 $ - $ 75,774.56 Fund: 213 - Mitigation Fees - Parks/Rec $ 193,048.19 $ 1,007.47 $ - $ 194,055.66 Fund: 214 - Mitigation Fees - City Bldgs $ 101,833.00 $ 531.44 $ - $ 102,364.44 Fund: 215 - Mitigation Fees - Vehicles $ 22,240.14 $ 116.07 $ - $ 22,356.21 Fund: 217 - Mitigation Fees - DT Parking $ 43,538.08 $ 227.22 $ - $ 43,765.30 Fund: 218 - Support Law Enforcement $ (18,925.52) $ 16,872.31 $ - $ (2,053.21) Fund: 244 - CDBG Program Inc - ME Lending $ - $ - $ - $ - Fund: 250 - Streets - Roads/Transportation $ (128,558.84) $ 18,998.00 $ (18,749.17) $ (128,310.01) Fund: 253 - Gas Taxes $ 50,599.63 $ 9,550.89 $ (1,325.98) $ 58,824.54 Fund: 258 - Road Maintenance - SB1/RSTBG $ 185,064.01 $ 4,791.88 $ - $ 189,855.89 Fund: 270 - Beverage Container Recycling $ 19,214.75 $ 100.28 $ - $ 19,315.03 Fund: 280 - Oil Recycling $ 3,788.71 $ 19.78 $ - $ 3,808.49 Fund: 290 - SB1383 Implementation Grant $ 20,294.73 $ 105.92 $ - $ 20,400.65 Fund: 292 - Fire Department Capital Funds $ 93,822.73 $ 489.64 $ - $ 94,312.37 Fund: 342 - Fire Construction - Mitigation $ 76,524.19 $ 399.36 $ - $ 76,923.55 Fund: 343 - Recreation Construction $ 76,524.66 $ 399.37 $ - $ 76,924.03 Fund: 367 - SB2 - Planning Grant $ (42,514.22) $ - $ - $ (42,514.22) Fund: 376 - Downtown Streetscape $ (24,397.19) $ 10,239.10 $ (14,719.38) $ (28,877.47) Fund: 378 - Zoning Code Update $ (1,766.45) $ - $ - $ (1,766.45) Fund Type: 1.24 - Special Rev Funds - Restricted$ 893,108.29 $ 65,011.36 $ (34,794.53) $ 923,325.12 Fund Type: 1.34 - Capital Projects - Restricted
Fund: 358 - CDBG Pavement $ (92,621.34) $ - $ - $ (92,621.34) Fund Type: 1.34 - Capital Projects - Restricted $ (92,621.34) $ - $ - $ (92,621.34) Fund Type: 2.11 - Enterprise Funds
Fund: 560 - Sewer $ 1,696,112.29 $ 182,587.26 $ (126,060.75) $ 1,752,638.80 Fund: 561 - Sewer Liftstations $ 720,595.51 $ 19,622.86 $ (25,492.83) $ 714,725.54 Fund: 563 - Wastewater Treatment Plant $ 800,521.21 $ 55,987.30 $ - $ 856,508.51 Fund: 564 - Sewer Connections $ 321,774.88 $ - $ - $ 321,774.88 Fund: 575 - WWTP Construction Grant $ (903,955.03) $ 612,682.00 $ (287,261.20) $ (578,534.23) Fund: 576 - Phase II - Pond 3 Fissure Repair $ - $ - $ - $ - Fund: 585 - LS #5 Force Main Repairs $ 33,815.80 $ - $ (11,140.05) $ 22,675.75 Fund Type: 2.11 - Enterprise Funds - Unassigned$ 2,668,864.66 $ 870,879.42 $ (449,954.83) $ 3,089,789.25 Fund Type: 9.0 - CLEARING ACCOUNT
Fund: 998 - PAYROLL CLEARING FUND $ 2,134.81 $ 542.31 $ - $ 2,677.12 Fund Type: 9.0 - CLEARING ACCOUNT $ 2,134.81 $ 542.31 $ - $ 2,677.12 Grand Totals: $ 7,998,398.01 $ 1,439,413.13 $ (736,974.95) $ 8,700,836.19 City of Colfax
Cash Transactions Report - January 2023
Item 3A8
CITY OF COLFAX
Check Register Report
Check
Date
Check
Number
Status Amount
AP Checks - January 2023
BANK:
Vendor
Number Vendor Name Check Description
US BANK Page: 1
Time: 11:14 am
Date: 02/03/2023
Void/Stop
Date
Reconcile
Date
US BANK Checks
58945 01/05/23 Reconciled 01/31/23 03141 CALPERS HEALTH PREMIUMS JAN 2023 13,810.27 58946 01/04/23 Reconciled 01/31/23 01448 AMERIGAS - COLFAX DEPOT PROPANE 475.80 58947 01/04/23 Reconciled 01/31/23 01448 AMERIGAS - COLFAX DEPOT PROPANE 297.32 58948 01/04/23 Reconciled 01/31/23 03121 CALIFORNIA BUILDING Q4 2022 GREEN FEES COLLECTED 28.80 CRANMER ENGINEERING, 640.00
INC.
58949 01/04/23 Reconciled 01/31/23 03650 LANDFILL MONITORING DEC 2022 58950 01/04/23 Reconciled 01/31/23 4187 DAWSON OIL COMPANY GENERATOR FUEL 466.68 58951 01/04/23 Reconciled 01/31/23 04234 DE LAGE LANDEN FINANCIAL COPY MACH LEASE JAN 2023 444.96 DIVISION OF STATE 13.60
ARCHITECT
58952 01/04/23 Reconciled 01/31/23 04532 Q4 2022 SB1186 FEES COLLECTED EOSI - ENVIRONMENT 9,061.81
OPERATING
58953 01/04/23 Reconciled 01/31/23 05221 WWTP CHEMICALS FRONTIER 252.54
COMMUNICATIONS
58954 01/04/23 Reconciled 01/31/23 06278 WWTP PHONE
58955 01/04/23 Reconciled 01/31/23 7798 G&T TRUCK REPAIR ROLLER RPR 1,522.54 GOLD MOUNTAIN 292.80
CALIFORNIA
58956 01/04/23 Reconciled 01/31/23 07460 MWI JOB POSTING GOLD MOUNTAIN 0.00
CALIFORNIA
58957 01/04/23 Void 01/24/23 07460 PUBLIC HEARING NOTICE 58958 01/04/23 Reconciled 01/31/23 08050 HACH COMPANY WWTP SENSORS 3,651.36 HANSEN BROS. 64.35
ENTERPRISES
58959 01/04/23 Reconciled 01/31/23 08070 CEMENT BLOCKS
HANSEN BROS. 226.46
ENTERPRISES
58960 01/04/23 Reconciled 01/31/23 08070 SANDBAGS
58961 01/04/23 Reconciled 01/31/23 08170 HILLS FLAT LUMBER CO SUPPLIES 840.69 58962 01/04/23 Reconciled 01/31/23 8501 HOLT RENEWABLES WWTP SOLAR PROGRESS PAY 164,029.70 HOME DEPOT CREDIT 603.98
SERVICES
58963 01/04/23 Reconciled 01/31/23 08501 SUPPLIES
58964 01/04/23 Reconciled 01/31/23 08660 HUNT AND SONS, INC. FUEL 667.18 58965 01/04/23 Reconciled 01/31/23 8661 HYDROCOMPLIANCE WWTP MONTHLY QSP SVCS 1,800.00 58966 01/04/23 Reconciled 01/31/23 10796 KAESER COMPRESSORS WWTP MOTOR RPR 1,141.65 LORANG BROTHERS 9,514.25
CONSTRUCTION
58967 01/04/23 Reconciled 01/31/23 12564 LS 5 FORCE MAIN RPRS NORTHERN CALIFORNIA 82.07
GLOVE
58968 01/04/23 Reconciled 01/31/23 14356 PW GLOVES
NORTHERN CALIFORNIA 136.03
GLOVE
58969 01/04/23 Reconciled 01/31/23 14356 WWTP/LS GLOVES 58970 01/04/23 Reconciled 01/31/23 16300 PCWA -PLACER COUNTY WATER 869.43 PELLETREAU, ALDERSON & 10,345.57
CABRAL
58971 01/04/23 Reconciled 01/31/23 16011(2) LEGAL SVCS DEC 2022 PLACER COUNTY 252.44
DOCUMENT
58972 01/04/23 Reconciled 01/31/23 16192 ENVELOPES
RICHARDSON & COMPANY, 3,870.00
LLP
58973 01/04/23 Reconciled 01/31/23 18378 AUDIT SVCS FY 21/22 58974 01/04/23 Reconciled 01/31/23 19037 SAFE SIDE SECURITY WWTP SECURITY JAN 2023 95.00 58975 01/04/23 Reconciled 01/31/23 19037 SAFE SIDE SECURITY CORP YARD SECURITY JAN 2023 155.00 SCORE - SMALL CITIES 17,677.20
ORGANIZED
58976 01/04/23 Reconciled 01/31/23 19070 Q3 22/23 WORKERS COMP 58977 01/04/23 Reconciled 01/31/23 19743 WILLIAM STOCKWIN COLFAX CONN EDITING JAN 2023 300.00 58978 01/04/23 Reconciled 01/31/23 21500 USA BLUE BOOK, INC WWTP SUPPLIES 1,059.71 VAN GRONINGEN & 4,868.75
ASSOCIATES
58979 01/04/23 Reconciled 01/31/23 22106 FINANCIAL SVCS DEC 2022 VULCAN MATERIALS 292.94
COMPANY
58980 01/04/23 Reconciled 01/31/23 22240 ASPHALT
VULCAN MATERIALS 200.78
COMPANY
58981 01/04/23 Reconciled 01/31/23 22240 ASPHALT
58982 01/04/23 Reconciled 01/31/23 23169 WAVE BUSINESS SOLUTIONS CITY HALL INTERNET 159.90 58983 01/04/23 Reconciled 01/31/23 23169 WAVE BUSINESS SOLUTIONS DEPOT PHONE 18.99 58984 01/04/23 Reconciled 01/31/23 18883 WAXIE SANITARY SUPPLY PW SUPPLIES 697.51 58985 01/04/23 Reconciled 01/31/23 23450 WINNER CHEVROLET, INC. PW VEHICLE RPR 290.72 58986 01/06/23 Reconciled 01/31/23 19278 SERGENT, PHIL 2022 BOOT ALLOWANCE FINAL 130.22 ALHAMBRA & SIERRA 27.46
SPRINGS
58987 01/18/23 Reconciled 01/31/23 01414 WATER
Item 3A9
CITY OF COLFAX
Check Register Report
Check
Date
Check
Number
Status Amount
AP Checks - January 2023
BANK:
Vendor
Number Vendor Name Check Description
US BANK Page: 2
Time: 11:14 am
Date: 02/03/2023
Void/Stop
Date
Reconcile
Date
US BANK Checks
58988 01/18/23 Reconciled 01/31/23 01448 AMERIGAS - COLFAX DEPOT PROPANE 329.58 58989 01/18/23 Reconciled 01/31/23 01766 AT&T MOBILITY CITY CELL PHONES 781.97 58990 01/18/23 Reconciled 01/31/23 3425 CINTAS UNIFORM SVCS DEC 2022 293.93 58991 01/18/23 Reconciled 01/31/23 3468 CIVICWELL STREETSCAPE NOV2022 1,198.75 58992 01/18/23 Reconciled 01/31/23 3475 CLARK PEST CONTROL PEST CONTROL 508.00 58993 01/18/23 Reconciled 01/31/23 08050 HACH COMPANY NITRATAX ANALYZER 10,704.62 HANSEN BROS. 91.16
ENTERPRISES
58994 01/18/23 Reconciled 01/31/23 08070 SANDBAGS
HANSEN BROS. 122.89
ENTERPRISES
58995 01/18/23 Reconciled 01/31/23 08070 SANDBAGS
58996 01/18/23 Printed 08086 HBE RENTALS SNAKE RENTAL 65.00 58997 01/18/23 Reconciled 01/31/23 08660 HUNT AND SONS, INC. FUEL 323.39 58998 01/18/23 Reconciled 01/31/23 18400 NAPA AUTO PARTS STMT 12/31/22 413.29 58999 01/18/23 Reconciled 01/31/23 20092 PAMELA BIERY-WINKS PUBLIC OUTREACH 600.00 PERFORMANCE MARINE & 290.00
AUTO
59000 01/18/23 Reconciled 01/31/23 16025 SNOW PLOW RPR
PLACER COUNTY EXECUTIVE 18,750.00
OFFICE
59001 01/18/23 Reconciled 01/31/23 16161 Q2 FY 22/23 FIRE SVCS 59002 01/18/23 Reconciled 01/31/23 03580 PLACER COUNTY HHS ANIMAL & FIELD SVC Q3 22/23 6,323.00 59003 01/18/23 Reconciled 01/31/23 16040 PURCHASE POWER POSTAGE REFILL 503.50 SECURE RECORD 75.00
MANAGEMENT
59004 01/18/23 Reconciled 01/31/23 19193 SHREDDING SVCS Q2 22/23 59005 01/18/23 Reconciled 01/31/23 19278 SERGENT, PHIL 2023 BOOT ALLOWANCE 232.71 59006 01/18/23 Reconciled 01/31/23 01790 SIERRA OFFICE PRODUCTS OFFICE SUPPLIES 94.73 STATE BOARD OF 9.00
EQUALIZATION
59007 01/18/23 Reconciled 01/31/23 19650 Q2 FY 22/23
US BANK CORPORATE PMT 3,128.63
SYSTEM
59008 01/18/23 Reconciled 01/31/23 21560 STMT 12/22/22
59009 01/18/23 Reconciled 01/31/23 23169 WAVE BUSINESS SOLUTIONS CITY HALL PHONE 228.17 59010 01/18/23 Reconciled 01/31/23 23169 WAVE BUSINESS SOLUTIONS FIRE DEPT PHONE 38.58 59011 01/18/23 Reconciled 01/31/23 23301 WESTERN PLACER WASTE SLUDGE REMOVAL DEC 2022 1,175.00 59012 01/20/23 Reconciled 01/31/23 2087 BASIC PACIFIC FSA BENEFIT PYMT 512.47 59013 01/30/23 Printed 01448 AMERIGAS - COLFAX DEPOT PROPANE 117.70 59014 01/30/23 Printed 01448 AMERIGAS - COLFAX DEPOT PROPANE 134.46 59015 01/30/23 Printed 01448 AMERIGAS - COLFAX DEPOT PROPANE 130.83 59016 01/30/23 Printed 01448 AMERIGAS - COLFAX CITY HALL PROPANE 2,589.39 59017 01/30/23 Printed 01448 AMERIGAS - COLFAX FIRE DEPT PROPANE 89.73 59018 01/30/23 Printed 01448 AMERIGAS - COLFAX SHERIFF DEPT PROPANE 1,776.54 BUREAU VERITAS NORTH 292.50
AMERICA
59019 01/30/23 Printed 02901 BLDG PLAN RVW
BUREAU VERITAS NORTH 5,310.00
AMERICA
59020 01/30/23 Printed 02901 BLDG OFFICIAL DEC 2022
BUREAU VERITAS NORTH 235.00
AMERICA
59021 01/30/23 Printed 02901 CHEVRON CANOPY BLDG PLAN RVW 59022 01/30/23 Printed 03401 CHOICE BUILDER PREMIUMS FEB 2023 801.66 59023 01/30/23 Printed 3468 CIVICWELL STREETSCAPE CONSULTING DEC 13,520.63 59024 01/30/23 Printed 3475 CLARK PEST CONTROL PEST CONTROL JAN 2023 508.00 COLFAX HOSPITALITY 113,920.00
PARTNERS
59025 01/30/23 Printed 3517 PERFORMANCE SECURITY REFUND 59026 01/30/23 Printed 04592 DACOMM WWTP INTERNET 103.45 59027 01/30/23 Printed 04234 DE LAGE LANDEN FINANCIAL COPY MACH LEASE FEB 2022 444.96 59028 01/30/23 Printed 14859 GHD INC. ENG SVCS DEC 2022 12,586.00 GOLD MOUNTAIN 97.60
CALIFORNIA
59029 01/30/23 Printed 07460 MWI JOB POSTING
GOLD MOUNTAIN 980.02
CALIFORNIA
59030 01/30/23 Printed 07460 RFP NOTICE
GOLD MOUNTAIN 319.18
CALIFORNIA
59031 01/30/23 Printed 07460 RFP NOTICE
59032 01/30/23 Printed 07570 GRAINGER WWTP SUPPLIES 696.47 59033 01/30/23 Printed 07570 GRAINGER WWTP SUPPLIES 173.26 59034 01/30/23 Printed 07570 GRAINGER WWTP SUPPLIES 7.33 Item 3A10
CITY OF COLFAX
Check Register Report
Check
Date
Check
Number
Status Amount
AP Checks - January 2023
BANK:
Vendor
Number Vendor Name Check Description
US BANK Page: 3
Time: 11:14 am
Date: 02/03/2023
Void/Stop
Date
Reconcile
Date
US BANK Checks
59035 01/30/23 Printed 07570 GRAINGER WWTP OIL 122.11
HILL BROTHERS CHEMICAL 9,636.09
CO.
59036 01/30/23 Printed 08159 WWTP CHEMICALS
59037 01/30/23 Printed 08660 HUNT AND SONS, INC. FUEL 525.87 LAWRENCE & ASSOCIATES 4,054.10
INC
59038 01/30/23 Printed 12180 LANDFILL MONITORING
59039 01/30/23 Reconciled 01/31/23 12201 MARK LEATHERS 2023 BOOT ALLOW REIMBURSEMENT 219.86 LIEBERT CASSIDY 774.50
WHITMORE
59040 01/30/23 Printed 12209 HR LEGAL MATTER
NORTHERN CALIFORNIA 62.49
GLOVE
59041 01/30/23 Printed 14356 RAIN GEAR
59042 01/30/23 Printed 16300 PCWA -PLACER COUNTY WATER 902.35 59043 01/30/23 Printed 16035 PG&E ELECTRICITY 18,436.55 PLACER COUNTY 728.00
ENVIRONMENTAL
59044 01/30/23 Printed 16165 LANDFILL MONITORING Q2 FY 22/2 59045 01/30/23 Printed 19037 SAFE SIDE SECURITY CORP YARD SECURITY RPR 391.90 SIERRA FOOTHILLS LITTLE 200.00
LEAGUE
59046 01/30/23 Printed 19387(2) LL EVENT DEPOSIT REFUND SIERRA MEDICAL 90.00
PARTNERSHIP
59047 01/30/23 Printed 19391 NEW HIRE PHYSICAL
59048 01/30/23 Printed 21105 UNICO ENGINEERING LS 5 CONST MAN INSPECT DEC 22 1,625.80 VULCAN MATERIALS 293.06
COMPANY
59049 01/30/23 Printed 22240 ASPHALT
VULCAN MATERIALS 304.64
COMPANY
59050 01/30/23 Printed 22240 ASPHALT
59051 01/30/23 Printed 23169 WAVE BUSINESS SOLUTIONS CORP YARD INTERNET 64.67 59052 01/30/23 Printed 23169 WAVE BUSINESS SOLUTIONS CITY HALL INTERNET 159.90 59053 01/30/23 Printed 18883 WAXIE SANITARY SUPPLY PW SUPPLIES 42.37 59054 01/30/23 Printed 23450 WINNER CHEVROLET, INC. PW VEHICLE RPR 3,162.40 59055 01/30/23 Printed 23451 WOOD RODGERS SSMP UPDATE 4,190.00 59056 01/30/23 Printed 23451 WOOD RODGERS WWTP CONST DEC 2022 120,132.30 Total Checks: 112 Checks Total (excluding void checks): 619,123.50 Total Payments: 112 Bank Total (excluding void checks): 619,123.50 Total Payments: 112 Grand Total (excluding void checks): 619,123.50 Item 3A11
Minutes 2/8/2023
City Council Minutes
Regular Meeting of Colfax City Council
Wednesday, February 8, 2023
City Hall Council Chambers, 33 S Main Street,
Colfax CA and attended via Teleconference through ZOOM
1 CLOSED SESSION (No Closed Session)
2 OPEN SESSION
2A. CallOpen Session to Order - Mayor Burruss called the open session to order at 6:02 pm. 2B. Report from Closed Session – No Closed Session
2C. Pledge of Allegiance
2D. Roll Call
Present: Councilmember Lomen, Councilmember Douglass, Mayor Burruss Councilmember Ackerman joined the meeting via ZOOM at 6:04 pm
Absent: Mayor Pro Tem Mendoza
2E. Approval of the Agenda Order
By MOTION, accept the agenda as presented.
MOTION made by Councilmember Lomen and seconded by Councilmember Douglass, and unanimously approved.
3 CONSENT CALENDAR
3A. Authorize Remote Teleconference Meetings Pursuant to Government Code Section 54953(e)[AB 361]
Recommendation: Adopt Resolution 07-2023 Authorizing Remote Teleconference Meetings Pursuant to Government Code Section 54953(e)[AB 361].
3B. Minutes
Recommendation: By Motion, approve the Colfax City Council minutes of 1/25/2023. 3C. Quarterly Investment Report – Quarter ended 12/31/22 Recommendation: Accept and File.
3D. Property Management Agreement
Recommendation: Adopt Resolution 08-2023 authorizing the City Manager to enter into a professional services agreement with Foothill Properties to set fair market rates, solicit tenants, and manage tenant contracts for City-owned properties for a three-year term with an option to renew for an additional two years.
3E. Records Retention Schedule
Recommendation: Adopt Resolution 09-2023 and the Records Retention Schedules. ***End of Consent Calendar***
By MOTION, approve the consent calendar.
MOTION made by Councilmember Lomen and seconded by Councilmember Douglass, and approved unanimously.
4 AGENCY REPORTS
4A. Placer County Sheriff Office – Deputy Tannarome provided December statistics in Placer County and the City of Colfax.
Item 3B
12 Minutes 2/8/2023
Councilmember Ackerman joined the meeting.
4B. CHP – Public Information Officer Jason Lyman spoke about increasing the following distance and slowing down in poor weather conditions.
4C. Placer County Fire/CALFIRE – Assistant Chief Bob Counts described incidents in Colfax’s district. Recent rescue training. Burn permit process
4D. Non-Profits –None
5 PRESENTATION (None)
6 PUBLIC HEARING (None)
7 PUBLIC COMMENT
Tim Dion spoke about medical and retail cannabis licensing in the City of Colfax and distributed documents for public comment.
8 COUNCIL AND STAFF
8A. Committee Reports and Colfax Informational Items – All Councilmembers – Councilmember Douglass provided an update on meeting with students from the Elementary School and forming connections with the schools for the upcoming Youth Commission. Councilmember Lomen announced that tickets are on sale for the March 11th Green Machine’s Crab Feed to dine in person or To-Go. Mayor Burruss provided an update on the Youth Commission process. 8B. City Operations Update – City Manager – City Manager Heathcock announced a public meeting on February 21st at City Hall that Cal Trans will be having regarding an I 80 repavement program. 9 COUNCIL BUSINESS
9A. Railroad Street Easement Acquisition
Presentation by: Wes Heathcock, City Manager
Recommendation: Discuss and consider authorizing the City Manager to purchase Railroad Street roadway easement from Union Pacific in an amount not to exceed $154,688.
The City Manager provided an overview of the project and a hypothetical timeline was discussed.
MOTION made by Councilmember Ackerman and seconded by Councilmember Lomen, and approved by the following vote:
AYES: Lomen, Ackerman, Douglass, Burruss
NOES:
ABSTAIN:
ABSENT: Mendoza
9B. Update on the Process for attending Meetings by Teleconference Under the Brown Act Presentation by: Alfred A. “Mick” Cabral, City Attorney Recommendation: Review public forum options and provide staff direction.
The City Attorney presented the item and specifications. 10 GOOD OF THE ORDER
Councilmember Lomen inquired if the City needed to have a proclamation for the end of the State of Emergency.
11 ADJOURNMENT
As there was no further business on the agenda, Mayor Burruss adjourned the meeting, by motion and without objection at 6:34 pm. Respectfully submitted to City Council this 22nd day of February, 2023.
Marguerite Bailey, City Clerk
Item 3B
13 City of Colfax Portable Changeable Message Signs – VER-MAC Staff Report February 22, 2023
Staff Report to City Council
FOR THE FEBRUARY 22, 2023 REGULAR CITY COUNCIL MEETING
From: Wes Heathcock, City Manager
Prepared by: Martin Jones, Public Works Director
Subject: Portable Changeable Message Signs – VER-MAC
Budget Impact Overview:
N/A: Funded: √ Un-funded: Amount: $35,920 Fund(s): 250
Summary/Background
February 23, 2022, city staff presented the “Winter Storm After Action Strategy” at the regular City Council meeting, summarizing the issues encountered during the December 26, 2021 snow event. One of the primary issues encountered during the event, was the inability to provide the general public with noticing for services such as warming/charging centers. In an effort to increase emergency service messaging, City Council directed staff to purchase two Portable Changeable Message Signs (PCMS)that would provide valuable information to city residents during potential future emergencies. This council directive was reinforced with the approval of $50,000 in the FY 2022-2023 budget to complete the purchase. The PCMS are valuable tools for Public Works Department to communicate traffic hazards and project information as well.
Staff contacted three vendors and requested quotes based on similar dimensions and amenities. Quotes were received from VER-MAC, WANCO and SMC. All PCMS are comparable in display panel operations and come standard with solar charging. However, VER-MAC includes a 4G modem and 10 year cell plan to enable message changes from any location, additionally the design contains a patented stealth technology to keep batteries safe from theft.
Message Board Pricing Comparison
Vendor Display Panel Dimensions Total Cost
VER-MAC 53” x 91” $35,920
WANCO 55” x 96” $39,481
SMC 48” x 96” $39,300
Staff recommends that City Council authorize the City Manager to execute a purchase agreement with VERMAC for two PCMS, with a not to exceed amount of $35,920. The cost of the message board units includes tax and freight charges.
Fiscal Impact
The fiscal impact of this purchase agreement is for a not to exceed amount of $35,920. Funds will be transferred from Fund 100 (General Fund) to Fund 250 (Streets & Roads).
Attachments:
1. Resolution __-2023
2. VER-MAC Quote and Product Sheet
RECOMMENDED ACTION: Adopt Resolution __-2023 authorizing the City Manager to execute a purchase agreement with VER-MAC for two Portable Changeable Message Signs, with a not to exceed amount of $35,920.
Item 3C
14 _________________________________________________________________________________________ City of Colfax Portable Changeable Message Signs – VER-MAC Resolution __-2023
City of Colfax
City Council
Resolution № __-2023
AUTHORIZING THE CITY MANAGER TO EXECUTE A PURCHASE AGREEMENT WITH VER-MAC
FOR TWO PORTABLE CHANGEABLE MESSAGE SIGNS WITH A NOT TO EXCEED AMOUNT OF $35,920
WHEREAS, On February 23, 2022, City Council directed City staff to purchase two Portable changeable message signs; and
WHEREAS, City staff solicited three quotes for emergency message boards to increase public service announcements during disaster events; and
WHEREAS, proposals were received from VER-MAC, SMC, and WANCO for medium-sized fullmatrix message boards; and WHEREAS, After reviewing the proposals, VER-MAC was selected as the lowest qualified bid in the amount of $35,920.
NOW THEREFORE, BE IT RESOLVED the City Council of the City of Colfax authorizes the City Manager to execute a purchase agreement with VER-MAC for two portable changeable messages signs with a not to exceed amount of $35,920.
THE FOREGOING RESOLUTION WAS DULY AND REGULARLY ADOPTED at the Regular Meeting of the City Council of the City of Colfax held on the 22nd day of February 2023 by the following vote of the Council:
AYES:
NOES:
ABSTAIN:
ABSENT:
________________________________________
Trinity Burruss, Mayor
ATTEST:
________________________________________
Marguerite Bailey, City Clerk
Item 3C
15 • Highway construction
• Smart Work Zone
• Special events
APPLICATIONS
PCMS-3812
4 WAYS TO CHANGE A MESSAGE
ON THE SIGN
Using our V-Touch Controller
NEAR THE SIGN
Using our V-SYNC Wi-Fi
PRO SERIES FEATURES
STEALTH TECHNOLOGY
Maintenance-free batteries
Anti-theft hidden battery compartment
V-SYNC WI-FI TECHNOLOGY
Change messages using your smartphone
Safely change messages away from traffic
ROBUST TRAILER DESIGN
Tongue wheel jack for safe and easy set up
Controller located away from the road
Rugged indexed rod mast brake
FULLY-INTEGRATED CELLULAR 4G LTE MODEM
No 3G upgrade needed
10-year fleet cell service
SWZ upgrade (optional)
JAMLOGIC® SOFTWARE
Hourly automated refresh and battery/GPS alerts & reports Interactive map & list view of all equipment
Project folders to organize equipment
Logs date/time of all activated message
REMOTELY
Using JamLogic® web on your
smartphone or tablet
REMOTELY
Using JamLogic® on your computer
PCMS-3812
TRAILER-MOUNTED MESSAGE SIGN
Ver-Mac’s PCMS-3812 is a mid-size full-matrix portable
changeable message sign. It displays 3 lines and 8
characters (12 in.) per line by default, with the ability of displaying multiple fonts, lines of text and graphics.
This unit comes equipped with our Stealth Technology,
NTCIP-compliant V-Touch Controller, V-Sync Wi-Fi
communication and JamLogic® Fleet Management
Software. The PCMS-3812 combines cutting-edge
technology, energy-efficient design and high-quality
construction to provide the most reliable, cost-effective and safe to operate message sign on the market. It is
the perfect versatile model for highway construction
projects, for lower speed roadways, and urban areas.
Item 3C
16 Transport position
QUEBEC, CANADA OFFICE: 1781 BRESSE STREET, QUEBEC CITY, QC, G2G 2V2, CANADA CONROE, TX OFFICE: 3479 POLLOK DRIVE, CONROE, TX, 77303, USA T: 418-654-1303 TF: 888-488-7446 F: 418-654-0517
PCMS-3812 21/03 © 2022, V er-Mac inc. All rights reserved. VER-MAC.COM : ISO 9001 2015
CERTIFIED
S Y S T E M
PCMS-3812
ENERGY-EFFICIENT DESIGN
HIGH-CONTRAST ELECTRONIC CARDS
Create bold and bright characters with greater angularity
SOLAR PANELS
Provide maximum solar recharging year-round
• Designed to run 12 months in most regions without manual charging
SOLAR REGULATOR
Protects the batteries against overcharge, over-discharge and short circuits
HIGH-QUALITY CONSTRUCTION
SUPERIOR POWDER COATING FINISH
Impact, humidity, salt spray and rust resistant
4 ADJUSTABLE STABILIZER LEGS
Stabilization and easy transportation
TONGUE WHEEL JACK
Easy and safe trailer set up
REMOVABLE TONGUE
Saves space for storage
MANUAL LIFT MECHANISM
For quick deployment
U-SHAPED CRADLE FOR THE SIGN
Ensures better support during transportation
RUGGED INDEXED ROD MAST BRAKE
The sign can be positioned at 209 degrees
(17 degree increments)
HEAVY-DUTY PLASTIC FENDERS
For durability and easy replacement
LOCKABLE PLASTIC BOX
Protection for controller, modem,
and other components
2 IN. (51 MM) COUPLER OR 3 IN. (76 MM) PINTLE EYE
For easy towing
DISPLAY
• Display panel: 53 x 91 in.
(1336 x 2305 mm)
• 27 x 48 pixels
• 4 LEDs per pixel
• 5 x 7 pixels (12 in.) characters (default)
• 3 lines of 8 characters per line (default)
• Up to 3 lines & 11 characters per line*
• Plug-and-play display modules for
simplified maintenance
*With 3x7 font
DIMENSIONS AND WEIGHT
• Overall length: 133 in. (3374 mm)
• Operating width: 91 in. (2305 mm)
• Operating height: 141 in. (3583 mm)
• Traveling height: 99 in. (2504 mm)
• Traveling width: 70 in. (1787 mm)
• Weight (approx.): 610 kg (1,340 lb.)
• Axle/suspension: 907 kg (2,000 lb.)
OPTIONS
• Battery charger
• Radar
• Data logger (requires radar)
• Fixed camera
• Rear leveling swivel jacks
Other options are available to meet your needs.
WARRANTY
• 1 year on complete trailer
• 2 years on electronic components
manufactured by Ver-Mac
V-TOUCH CONTROLLER
NTCIP COMPLIANT
EASY-TO-READ
7-inch (178 mm) color LCD touchscreen display
USER-FRIENDLY
One-click icon-based menu items
TIME-SAVING
Create your own library of messages
SIMPLE TO OPERATE
Intuitive point-and-go icons make displaying and
editing messages quick and easy to display
ADDITIONAL FUNCTIONALITIES
Scheduling, sign diagnostics, pin-protected security,
and much more
Item 3C
17 Ver-Mac HQ Ver-Mac USA
1781, Bresse street, QC 3479 Pollok Drive
G2G 2V2, Canada Conroe, TX, 77303, USA
Quote
Quote date: Feb 10, 2023
Valid Until: Mar 12, 2023
Quote #: VM71238
Subject: City of Colfax PCMS 3812 QTY 2 Quote 2.10.23
BILL TO:
Martin Jones / City of Colfax
CA,
USA
[email protected]
SHIP TO:
Colfax
California, 95713
USA
Ver-Mac Sales Rep: Donny Jeffers
Phone:
E-Mail: [email protected]
Product Detail Qty Pricing Total
PCMS-3812
Ver-Mac Pro Series New Mid Size Full Matrix Sign
53" x 91" display panel, 27 x 48 pixels, Manual winch lift 3 x 85 watt solar panel, Stealth batteries, Jamlofgic Refresh & Alerts 3 line of 8 characters, 12" characters std font
NTCIP V-Touch Controller with V-Sync WI-FI
4G Modem & 10 year cell plan - Non SWZ
2 $ 15,510.00 $ 31,020.00
FREIGHT 2 $ 950.00 $ 1,900.00
Sub-Total $ 32,920.00
Taxes $ 0.00
Total $ 32,920.00
Hitch (Choose One): 2” Ball / 2” 5/16 Ball / 3” Pintle / Other _____________________________ Plug (Choose One): 4 pin flat / 7 pin RV style / Other _____________________________ Delivery Type (Choose One): Dock: tongues facing door / Forklift: tongues facing cab Delivery Contact Name__________________________________________ Phone number:_________________________________________
Bill To Email:_________________________________________________ Additional Notes:
Terms & Conditions
Terms: Net 30 Days
SIGNATURE: P.O NUMBER:
__________________________________________________ ____________________________________________________ Item 3C
18 City of Colfax Fiscal Year 2022-2023 Mid-Year Operating Budget Review Staff Report February 22, 2023
Staff Report to City Council
FOR THE FEBRUARY 22, 2023 REGULAR CITY COUNCIL MEETING
From: Wes Heathcock, City Manager
Prepared by: Laurie Van Groningen, Finance Director
Subject: Fiscal Year 2022-2023 Mid-Year Operating Budget Review Budget Impact Overview:
N/A: √ Funded: Un-funded: Amount: Fund(s):
Summary/Background
In accordance with City financial policy, the City Manager will provide the City Council with a mid-year review of the City’s financial activities. The review will be presented in February and compare annual budget projections (adopted budget) with actual results (projected actuals).
City staff has completed a review for Fiscal Year 2022-2023 of all Funds for operating revenue and expense accounts. The review is based on six months of actual revenues and expenditures (through December 31, 2022) and projections for the balance of the fiscal year based on current City activities and programs.
The attached Mid-Year Operating Budget Review – Fund Summary report provides a summarized comparison of fiscal year end projected actuals to the adopted budget by fund and department. The projected actuals reflect a 5.1% overall increase in revenues and a .9% decrease in expenses as further summarized in the chart below:
Detailed schedules for the Difference/Recommended adjustments in revenues and expenditures by City fund, department, and account are attached to this report. A brief description for the projected difference is included for each line item. Some of the primary contributors to projected differences are described below:
Revenues
1. Property Taxes – The City has received the first allocation of annual property taxes which is higher than the adopted budget.
2. Transient Occupancy Taxes are projected higher based on actual receipts through December and to account for the change in rate effective January 1, 2023.
3. Increased COPS grant revenue (ELEAS credit) for law enforcement was not budgeted – this credit is not guaranteed each fiscal year. COPS grant revenue is reported in Fund 218 – the balance of the annual Sheriff contract is in Fund 100-300.
Classification
Projected Actuals
02/22/23
Adopted Budget
FY2022-2023
Difference
Recommended
adjustments
Percent of
Budget
Operating Revenues $ 5,424,064 $ 5,159,526 $ 264,538 5.1% Operating Expenses $ 4,833,353 $ 4,874,875 $ (41,522) -0.9% RECOMMENDED ACTION: Review fiscal year 2022-2023 mid-year budget report and approve budget amendments.
Item 3D
19 City of Colfax Fiscal Year 2022-2023 Mid-Year Operating Budget Review Staff Report February 22, 2023
4. The City received a CalOES grant in the amount of $44K for expenses incurred due to the Winter 2021 Storm.
5. Increase in LAIF interest rates resulting in an increase in projected interest earnings.
Expenses
1. Staffing vacancies across all field operations for the first half of the fiscal year are creating a decrease in personnel expenses for the fiscal year.
2. The City continues to rely on contracted services for Engineering, Planning, Legal and Finance services.
Costs fluctuate based on City projects and activities.
The results of this Mid-Year Budget review will be incorporated into the review process of the Fiscal Year 2023-2024 budget to be present in June 2023. In addition to the budget review process, we will also be completing our regular annual financial processes:
Review of Accounting Procedure
Review of Investment Policy
Establish Gann Appropriation Limit fiscal year 2022-2023 Fraud/Risk Discussions
Staff recommends that Council accepts the Mid-Year Budget Report and Recommended budget adjustments for fiscal year 2022-2023 identified in the adjustments documents.
Attachments:
1. Mid-Year Operating Budget Review – Fund Summary
2. Mid-Year Operating Budget Review – Revenue Adjustments
3. Mid-Year Operating Budget Review – Expense Adjustments Item 3D
20 Fund Dept
Projected
Actuals MYR
Adopted Budget
FY2022-2023
Difference
Recommended
adjustments
Projected
Actuals MYR
Adopted Budget
FY2022-2023
Difference
Recommended
adjustments
Projected
Actuals MYR
Adopted Budget
FY2022-2023
Difference
Recommended
adjustments
General Fund - Unrestricted
100 000 2,484,442 2,369,142 115,300 - 2,484,442 2,369,142 115,300 100 100 Central Services - - 252,210 252,210 - (252,210) (252,210) - 100 110 City Council - - 178,025 178,025 - (178,025) (178,025) - 100 120 Administration/Finance - - 288,517 288,517 - (288,517) (288,517) - 100 160 Legal - - 120,000 104,500 15,500 (120,000) (104,500) (15,500) 100 200 Fire - - 83,700 83,700 - (83,700) (83,700) -
100 300 Sheriff - - 703,722 761,722 (58,000) (703,722) (761,722) 58,000 100 400 Building Department - - 75,000 75,000 - (75,000) (75,000) - 100 425 Engineering - - 125,000 160,000 (35,000) (125,000) (160,000) 35,000 100 450 Planning - - 50,000 50,000 - (50,000) (50,000) - 100 500 Buildings and Grounds - - 184,092 192,566 (8,474) (184,092) (192,566) 8,474 100 530 Parks - - 159,092 168,066 (8,974) (159,092) (168,066) 8,974 100 000 Land Development 100,000 100,000 - 76,000 76,000 - 24,000 24,000 - Total General Fund - Unrestricted 2,584,442 2,469,142 115,300 2,295,358 2,390,306 (94,948) 289,084 78,836 210,248 General Fund - Restricted
572 000 Landfill - Postclosure Maint 95,000 95,000 - 99,886 99,886 - (4,886) (4,886) - Total General Fund - Restricted 95,000 95,000 - 99,886 99,886 - (4,886) (4,886) - Special Revenues
210-17 000 Mitigation Funds 57,973 57,973 - - - - 57,973 57,973 - 218 000 Support Law Enforcement 160,000 100,000 60,000 160,000 100,000 60,000 - - - 241-44 000 CDBG Program Income 6,000 6,000 - 6,000 6,000 - - - - 250 000 Streets-Roads/Transportation 192,011 163,773 28,238 323,688 330,038 (6,350) (131,677) (166,265) 34,588 253 000 Gas Taxes 69,014 69,014 - 19,000 19,000 - 50,014 50,014 - 292 000 Fire Capital Fund - - - - - - - - -
342/343 000 Fire & Rec Const Mitigation 17,750 17,750 - - - - 17,750 17,750 - Total Special Revenues 502,748 414,510 88,238 508,688 455,038 53,650 (5,940) (40,528) 34,588 Enterprise Funds
560 - Sewer WWTP Maint and Ops 1,418,801 1,361,301 57,500 1,225,349 1,228,221 (2,872) 193,452 133,080 60,372 561 - Sewer Collections Systems 219,085 215,585 3,500 265,098 262,451 2,648 (46,013) (46,866) 852 563 - WWTP/Debt Service 603,988 603,988 - 438,974 438,974 - 165,014 165,014 - XXX - Reserves - - - - - - - -
Total Enterprise Funds 2,241,874 2,180,874 61,000 1,929,422 1,929,645 (224) 312,453 251,229 61,224 TOTAL ALL FUNDS 5,424,064 5,159,526 264,538 4,833,353 4,874,875 (41,522) 590,712 284,652 306,060 City of Colfax - FY2022-2023
Mid Year Operating Budget Review - Fund Summary (Does not include capital expenditures, transfers and reserve allocations) Revision Date: February 22, 2023
Revenues Expenses
Net Change in Fund Balance
(Revenues - Expenses)
Item 3D
21 Fund Dept
GL
Code Description
Projected
Actuals
02/22/23
Adopted
Budget FY2022-
2023
Difference
Recommended
adjustments Sub-total Explanation
100 000 4010 Property Taxes $ 430,000 $ 412,000 $ 18,000 Based on actuals to date 100 000 4030 Cannabis Business Tax $ 40,000 $ 45,000 $ (5,000) Based on actuals to date 100 000 4040 Transient Occupancy Tax $ 130,000 $ 95,000 $ 35,000 Based on actuals to date and increased rate January 1st 100 000 4710 Motor Vehicle Fees $ 180,000 $ 164,000 $ 16,000 Based on actuals to date 100 000 4560 State Grant $ 15,970 $ - $ 11,300 CalOES grant received for Winter 2021 Storm 100 000 4980 Interest Income $ 50,000 $ 10,000 $ 40,000 Increase in interest rates $ 115,300
218 000 4998 Transfer In - State Grant $ 160,000 $ 100,000 $ 60,000 Received ELEAS credit 250 000 4540 Local Transportation Funds $ 160,130 $ 148,062 $ 12,068 Actuals funding greater than budget 250 000 4541 State Transit Assistance Funds $ 18,998 $ 15,611 $ 3,387 Actuals funding greater than budget 250 000 4998 Transfer In - State Grant $ 12,783 $ - $ 12,783 CalOES grant received for Winter 2021 Storm $ 88,238
560 000 4980 Interest Income (LAIF) $ 50,000 $ 9,000 $ 41,000 Increase in Interest rates 560 000 4998 Transfer In - State Grant $ 16,500 $ - $ 16,500 CalOES grant received for Winter 2021 Storm 561 000 4998 Transfer in $ 3,500 $ - $ 3,500 CalOES grant received for Winter 2021 Storm $ 61,000
$ 264,538
Note: Only accounts with significant projected differences are included on this report Total City - Operating Revenue Adjustments
Total Enterprise Funds
City of Colfax - FY2022-2023
Mid Year Operating Budget Review - Revenue Adjustments
Revision Date: February 22, 2023
General Fund - Unrestricted
Total Special Revenues
Item 3D
22 Fund Dept
GL
Code Description
Projected
Actuals
02/22/23
Adopted
Budget FY2022-
2023
Difference
Recommended
adjustments Sub-total Explanation
100 160 5665 Legal Services - City Attorney $ 120,000 $ 104,500 $ 15,500 Based on actual expenditures and current activity 100 300 5600 Placer County Sheriff services $ 692,222 $ 752,222 $ (60,000) Received ELEAS credit - reduces expense in 100-300 (See Fund 218) 100 300 6140 Building Repairs & Maintenance $ 2,000 $ - $ 2,000 Based on actual expenditures and current activity 100 425 5540 Engineering Services $ 125,000 $ 160,000 $ (35,000) Based on actual expenditures and current activity 100 500 5XXX Personnel Expenses $ 60,000 $ 71,224 $ (11,224) Based on actual expenditures and current activity - Staffing challenges 100 500 6160 Security $ 6,500 $ 3,750 $ 2,750 Based on actual expenditures and current activity 100 530 5XXX Personnel Expenses $ 60,000 $ 71,224 $ (11,224) Based on actual expenditures and current activity - Staffing challenges 100 530 5300 Equipment Repairs & Maintenance $ 5,000 $ 2,750 $ 2,250 Based on actual expenditures and current activity $ (94,948)
218 000 5620 Sheriff Protection Services $ 160,000 $ 100,000 $ 60,000 Received ELEAS credit - reduces expense in 100-300 250 000 5XXX Personnel Expenses $ 80,000 $ 100,237 $ (20,237) Based on actual expenditures and current activity - Staffing challenges 250 000 5300 Equipment Repairs & Maintenance $ 8,000 $ 2,500 $ 5,500 Based on actual expenditures and current activity 250 000 5350 Tool Rental $ 6,500 $ 1,500 $ 5,000 Based on actual expenditures and current activity 250 000 5590 Transit Services $ 18,998 $ 15,611 $ 3,387 STA Funding to be used on Transit Center capital improvements $ 53,650
560 000 5XXX Personnel Expenses $ 322,000 $ 361,872 $ (39,872) Based on actual expenditures and current activity - Staffing challenges 560 000 5201 Materials & Supplies $ 35,000 $ 40,000 $ (5,000) Based on actual expenditures and current activity 560 000 5300 Equipment Repairs & Maintenance $ 50,000 $ 60,000 $ (10,000) Based on actual expenditures and current activity 560 000 5320 Vehicle Repairs & Maint $ 4,000 $ 1,500 $ 2,500 Based on actual expenditures and current activity 560 000 5325 Gas & Oil $ 5,000 $ 1,500 $ 3,500 Based on actual expenditures and current activity 560 000 5340 Chemicals $ 180,000 $ 121,000 $ 59,000 Based on actual expenditures and current activity 560 000 5350 Tool Rental $ 6,000 $ 2,000 $ 4,000 Based on actual expenditures and current activity 560 000 5540 City Engineering $ 20,000 $ 5,000 $ 15,000 Increased Engineering support due to ongoing projects 560 000 5560 Software Maintenance Contracts $ 11,000 $ 3,000 $ 8,000 New asset mgmt software 560 000 8525 Tesing and Monitoring $ 30,000 $ 40,000 $ (10,000) Based on actual expenditures 560 000 8530 Lab Testing and Monitoring (in-house) $ 5,000 $ 35,000 $ (30,000) Based on actual expenditures 561 000 5XXX Personnel Expenses $ 105,000 $ 120,852 $ (15,852) Based on actual expenditures and current activity - Staffing challenges 561 000 5350 Tool Rental $ 5,000 $ 1,500 $ 3,500 Based on actual expenditures 561 000 5540 City Engineering $ 20,000 $ 5,000 $ 15,000 Increased Engineering support due to ongoing projects $ (224)
$ (41,522)
Note: Only accounts with projected differences are included on this report Total Special Revenue Funds
Total Enterprise Funds
Total City - Operating Expense Adjustments
Total General Fund - Unrestricted
City of Colfax - FY2022-2023
Mid Year Operating Budget Review - Expense Adjustments
Revision Date: February 22, 2023
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City of Colfax Commercial Cannabis Discussion and Direction Staff Report February 22, 2023
Staff Report to City Council
FOR THE FEBRUARY 22, 2023, REGULAR CITY COUNCIL MEETING From: Wes Heathcock, City Manager
Prepared by: Wes Heathcock, City Manager
Alfred A. “Mick” Cabral, City Attorney
Subject: Review Colfax Municipal Code Chapter 5.32 (Commercial Cannabis Activity) for legal compliance and provide direction to staff
Budget Impact Overview:
N/A: √ Funded: Un-funded: Amount: Fund(s):
Summary/Background
At the January 25, 2023, regular meeting, Council directed staff to review the City’s Commercial Cannabis Activity ordinance (Colfax Municipal Code [“CMC”] Chapter 5.32) for legal compliance. Staff retained SCI, the author of CMC Chapter 5.32 to undertake that review. SCI’s analysis is attached and confirms that CMC Chapter 5.32 complies with state law and regulations. This means that the law does not require changes to the City’s Commercial Cannabis Activity ordinance. Any changes to the ordinance will have to be based on policy direction from Council.
Council’s policy choices are:
1. Take no action and allow CMC Chapter 5.32 to remain intact. This would mean that the current medicinal cannabis retailer, GSPC, will be able to continue to engage in the retail sale of medicinal cannabis only unless its license is canceled or not renewed.
2. Direct staff to present proposed changes to the ordinance based on Council policy direction. Policy changes can include increasing or reducing the types or number of commercial cannabis licenses allowed under CMC Chapter 5.32. Any changes will have to be considered and acted upon at a future public meeting.
3. Direct staff to present an amendment that will repeal Chapter 5.32 and outlaw all cannabis sales in Colfax.
Repealing Chapter 5.32 would have to be considered and acted upon at a future public meeting.
Staff will be available to answer any questions.
Fiscal Impacts
None of significance.
Attachments:
SCI February 10, 2023, Memorandum
RECOMMENDED ACTION: Review the current commercial cannabis activity ordinance and provide staff direction.
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To: Wes Heathcock, City Manager
City of Colfax
From: Kyle Tankard, Senior Consultant and Cannabis Business Leader SCI Consulting Group
Date: February 10, 2023
Subject: Analysis of Colfax Municipal Code Chapter 5.32 – Commercial Cannabis Activity for Compliance with State Law
INTRODUCTION
On January 25, 2023, at a regular meeting of Colfax City Council, the Council directed staff and legal counsel to review the City of Colfax Municipal Code Chapter 5.32 (Commercial Cannabis Activity) for compliance with State law. The City of Colfax has engaged SCI Consulting Group, current cannabis consultant for the City, to assist in the review. This memorandum reviews CMC Chapter 5.32 and relevant State law to determine whether the City has the authority to restrict commercial cannabis retailers from operating as medicinal cannabis retailers only.
BACKGROUND
At the February 28, 2018 regular meeting, Council adopted Ordinance 536, codified as Colfax Municipal Code Chapter 5.32, which established regulationsfor commercial cannabis activities in Colfax and allowed for a maximum of two (2) medicinal cannabis retailers and two (2) adult-use cannabis retailers. Later that year, the City opened their application process and began accepting applications; however, on August 8, 2018, Council directed staff to stop the application process until further direction from Council. Council separately directed staff to allow Golden State Patient Care, to continue operating under a temporary business license pending further Council direction.
On February 13, 2019, Council unanimously directed staff as follows: (1) Staff shall resume the commercial cannabis application process by accepting one application for a medicinal cannabis permit and no others without further direction from the Council. (2) Golden State Patient Care shall be allowed to submit the only application for a medicinal cannabis permit at this time. (3) Since there will be only one application, staff will implement only Phase 1 of the required application process. If Golden State Patient Care successfully qualifies during the application process, its annual permit shall be submitted to the Council for approval. (4) Any medicinal cannabis permit issued to Golden State Patient Care shall expire one year after it is issued, unless it is renewed or revoked as allowed by CMC Chapter 5.32, shall be for medicinal cannabis only, and shall be valid only for Golden State Patient Care’s current location. (5) Golden State Patient Care’s temporary business license shall remain valid until it is issued, or fails to qualify for, a medicinal cannabis license under CMC Chapter 5.32, whichever is earlier. Golden State Patient Care has since been issued the medicinal cannabis license it requested.
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In January 2020, the City contracted SCI Consulting Group to develop an ordinance amending CMC Chapter 5.32 to expand the permissible scope of commercial cannabis activities and consider issuing a microbusiness cannabis license. On July 8, 2020, Council adopted Ordinance 542 amending CMC Chapter
5.32 as follows:
1. The maximum number of permissible retail licenses will be reduced to one medicinal retail cannabis license, including microbusinesses with a medicinal retail cannabis component.
2. A total of ten licenses will be authorized with two allocated for each of the following activities:
commercial cannabis cultivation, distribution, manufacturing, microbusiness, and testing, reserving discretion to shift one those licenses between the five categories. Regulations for each of these categories have been included in the draft ordinance.
3. Commercial cannabis cultivation will be allowed and regulated, but outdoor commercial cannabis cultivation remains prohibited.
4. Manufacturing activities that are allowed will not be allowed to use volatile solvents. Commercial cultivation and manufacturing facilities that discharge into the City’s sewer system will be required to obtain an industrial wastewater permit.
5. Provisions for suspension and revocation of cannabis permits and monitoring commercial cannabis activities will be fortified, and all cannabis-related activities will be regulated.
ANALYSIS OF STATE LAW AND COLFAX MUNICIPAL CODE CHAPTER 5.32 At the State level, the main statute the governs commercial cannabis businesses is Division 10 (Cannabis) of the Business and Professions code. This legislative framework, known as the Medicinal and Adult Use Cannabis Regulation and Safety Act (MAUCRSA), was enacted by the California legislature in response to the passage of Proposition 64 by California voters in November 2016. MAUCRSA consolidated the state regulation of both medicinal and adult-use cannabis under a unified regulatory regime and outlines the licensing, oversight, and enforcement procedures related to cannabis businesses. Furthermore, MAUCRSA preserved authority for local governments to adopt and enforce local ordinances to regulate licensed cannabis businesses, including local zoning and land use requirements, business license requirements, or to completely prohibit the establishment or operation of one or more types of licensed cannabis businesses within the local jurisdiction.
Supplementing the provisions outlined in MAUCRSA, the Department of Cannabis Control developed the Medicinal and Adult-Use Commercial Cannabis Regulations, which are codified under Title 4, Division 19 of the California Code of Regulations. These comprehensive regulations, in conjunction with MAUCRSA, form the legal framework governing the licensing, oversight, and enforcement of medicinal and adult-use cannabis in California.
Division 10 of the Business and Professions Code makes a distinct categorization of medicinal and adultuse cannabis businesses. Cannabis licensees are either designated as an "A" or "M" license holder. An "ALicense" signifies a state license issued for adult-use commercial cannabis activity. Conversely, an "MLicense" represents a state license issued for medicinal commercial cannabis activity. Additionally, cannabis licensees can both hold both an M-license and A-license for the identical type of commercial cannabis activity.
Colfax Municipal Code Chapter 5.32, similar to state law, clearly distinguishes between medicinal and adult-use cannabis businesses. While both types of businesses are allowed to operate within the City, Item 9A
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February 10, 2023
CMC Section 5.32.080 sets a limit of only one medicinal retailer. This means that any business that has been granted a commercial cannabis business permit for retail is restricted to serving only medicinal cannabis customers and carrying out medicinal commercial cannabis activities.
Colfax Municipal Code Chapter 5.32, in concurrence with State law, definitively distinguishes between medicinal and adult-use cannabis operations. The City’s code allows for both medicinal and adult-use cannabis businesses to operate in the City; however, CMC Section 5.32.080 restricts to number of cannabis retail businesses to a maximum of one Medicinal Retailer. As a result, any business issued a commercial cannabis business permit for retail is restricted to only conducting medicinal commercial cannabis activity and serving medicinal cannabis customers.
The local control provisions enshrined in MAUCRSA, empower local governments to regulate licensed cannabis businesses within their jurisdiction, including the ability to restrict or prohibit the establishment or operation of certain types of licensed cannabis businesses. This means that a California jurisdiction can choose to allow only medicinal cannabis businesses, allow both medicinal and adult-use cannabis businesses, or prohibit cannabis businesses altogether.
CONCLUSION
In conclusion, the Colfax Municipal Code Chapter 5.32 aligns with state law and the local control provisions established by the Medicinal and Adult Use Cannabis Regulation and Safety Act (MAUCRSA). The local control granted by MAUCRSA affords the City of Colfax the authority to restrict commercial cannabis retailers from operating as medicinal cannabis retailers only.
If you have any questions or require additional information, please do not hesitate to contact me. I can be reached at (707) 430-4300 or via email at [email protected].
Sincerely,
Kyle Tankard
Senior Consultant and Cannabis Business Leader
cc: Alfred A. Cabral, City Attorney for City of Colfax
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