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.
June 28, 2023
City Council Meeting
COUNCIL CHAMBERS, 33 SOUTH MAIN STREET, COLFAX, CA
Mayor Trinity Burruss ⋅ Mayor Pro Tem Kim Douglass
Councilmember ⋅ Sean Lomen
REGULAR MEETING AGENDA
June 28, 2023
Closed Session 6:00 PM
Regular Session to Follow
You may access the meeting and address the Council by any of the following means:
ZOOM at
https://us02web.zoom.us/j/89011353552
Dial in by calling one of the numbers listed below and enter the Webinar ID:
890 1135 3552
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
1A. Call Closed Session to Order
1B. Roll Call
1C. Public Comment (On Closed Session Item)
1D. Public Employment Pursuant to Government Code Section 54957. Position to be Filled: City Manager.
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. 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.
June 28, 2023
3 CONSENT CALENDAR
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. Quarterly Sales Tax Analysis – Quarter Ended (Pages 4-6) Recommendation: Accept and File.
3B. Minutes (Pages 7-9)
Recommendation: By Motion, approve the Colfax City Council minutes of 6/8/2023. 3C. Rainbow Music Lease Extension (Pages 10-21)
Recommendation: Authorizing the Interim City Manager to sign a lease extension until July 30, 2023 with Rainbow Music for 99 Railroad Street Suite 4 to allow for completion of window replacements.
*** End of Consent Calendar ***
4 AGENCY REPORTS
4A. Placer County Sheriff’s Office
4B. California Highway Patrol
4C. Placer County Fire Department/CALFIRE
4D. Non-Profits
5 6
7 8
PRESENTATION (None)
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.
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 8B. City Operations Update – (As Applicable)
2 PUBLIC HEARING (None)
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.
June 28, 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. 9 COUNCIL BUSINESS
9A. 3rd of July Event Coordinator Funding Request 2023 (Page 22) Recommendation: Discuss and consider Colfax Green Machine request of $13,500 to fund the 3rd of July fireworks and general event costs.
9B. Introduce and interview candidates for appointment to fill the City Council vacancies created by the resignations of Councilmembers Mendoza and Ackerman; discuss and possibly take action to fill either or both offices by appointment or call a special election to fill either or both vacancies. (Pages 23-24)
Recommendation: Introduce and interview candidates for appointment to fill the City Council vacancies created by the resignations of Councilmembers Mendoza and Ackerman; discuss and possibly take action to fill either or both offices by appointment or call a special election to fill either or both vacancies.
9C. Filling Vacant Committee Assignments (Pages 25-28)
Recommendation: Discuss and approve filling vacant committee assignments. 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 Quarterly Sales Tax Analysis
Staff Report June 28, 2023
Staff Report to City Council
FOR THE JUNE 28, 2023 REGULAR CITY COUNCIL MEETING
From: Laurie Van Groningen, Finance Director
Prepared by: Laurie Van Groningen, Finance Director
Subject: Quarterly Sales Tax Analysis – Quarter Ended March 31, 2023 Budget Impact Overview:
N/A: √ Funded: Un-funded: Amount: Fund(s):
Summary/Background
City staff provides a quarterly report on Sales and Use Tax revenues as quarterly information is available. We have received the final Accounting for Sales and Use Tax revenues for the quarter ended March 31, 2023, which is the third quarter of fiscal year 2022-2023.
As reported in the chart below, sales tax revenues for the quarter ended March 31, 2023 decreased 34% as compared to the same quarter last year, and was 30% lower as compared to the previous quarter (12/31/2022).
This decrease was due to approximately $100k in adjustments made for corrections to previous allocations to the City. We had anticipated (and reported on last sales tax analysis) these adjustments due to incorrect reporting by two businesses earlier this year.
Fiscal and Budget Impacts
The budget for the current fiscal year was forecasted at a conservative 3% growth over the 2021-2022 fiscal year budget and equates to 93% of the actual revenues received in the last fiscal year.
Sales tax revenues are very difficult to predict. It is our best estimate that the fiscal year budget projection is still valid. Even with the adjustments received during this quarter, we are still at 78% of the annual budget – and with the last quarter historically being a higher generator of sales tax – we anticipate that we will still be within the approved budget for the fiscal year.
Staff will continue to monitor and provide updates as additional information is available.
Attachments:
1. Graph – City of Colfax – Sales and Use Tax Revenues
2. Chart – City of Colfax – Sales and Use Tax Revenues History QE 09/30 QE 12/31 QE 03/31 QE 06/30
Total Fiscal
Year Actuals
Fiscal Year
Budget
Actuals as %
of Fiscal Year
Budget
Actuals to
Budget
Difference
Original
Budget
Fiscal Year 2022-2023 410,913$ 353,933$ 248,626$ -$ 1,013,473$ 1,297,800$ 78% (284,327)$ 1,297,800$ Fiscal Year 2021-2022 300,458$ 298,414$ 378,914$ 414,444$ 1,392,230$ 1,260,000$ 110% 132,230$ 1,260,000$ Fiscal Year 2020-2021 391,444$ 340,379$ 326,981$ 365,994$ 1,424,798$ 1,250,000$ 114% 174,798$ 1,125,000$ Fiscal Year 2019-2020 457,737$ 320,975$ 370,903$ 374,688$ 1,524,302$ 1,450,000$ 105% 74,302$ 1,430,388$ % Change - Previous Calendar Qtr -1% -14% -30%
% Change - Same Qtr - Prev Year 37% 19% -34%
RECOMMENDED ACTION: Accept and File.
Item 3A4
City of Colfax
Sales and Use Tax Revenues
(Actuals Through Quarter Ended 03/31/2023)
QE 09/30 QE 12/31 QE 03/31 QE 06/30
2022-2023 Budget $324,450 $324,450 $324,450 $324,450
2022-2023 $410,913 $353,933 $248,626
2021-2022 $300,458 $298,414 $378,914 $414,444
2020-2021 $391,444 $340,379 $326,981 $365,994
2019-2020 $457,737 $320,975 $370,903 $374,688
2018-2019 $354,152 $353,870 $336,721 $356,865
$200,000
$240,000
$280,000
$320,000
$360,000
$400,000
$440,000
$480,000 Sales Tax by Quarter
FY 2022-2023--
Item 3A5
City of Colfax
Sales and Use Tax Revenues
Actuals Change % Change
1999-2000 $ 478,169
2000-2001 $ 484,801 $ 6,632 1%
2001-2002 $ 592,392 $ 107,591 22%
2002-2003 $ 581,749 $ (10,643) -2%
2003-2004 $ 601,276 $ 19,527 3%
2004-2005 $ 707,515 $ 106,239 18%
2005-2006 $ 749,583 $ 42,068 6%
2006-2007 $ 752,431 $ 2,848 0%
2007-2008 $ 648,989 $ (103,442) -14%
2008-2009 $ 540,051 $ (108,938) -17%
2009-2010 $ 538,549 $ (1,502) 0%
2010-2011 $ 551,953 $ 13,404 2%
2011-2012 $ 571,943 $ 19,990 4%
2012-2013 $ 706,828 $ 134,885 24%
2013-2014 $ 928,729 $ 221,901 31%
2014-2015 $ 956,342 $ 27,613 3%
2015-2016 * $ 1,104,357 $ 148,015 15%
2016-2017 $ 1,103,560 $ (797) 0%
2017-2018 $ 1,370,741 $ 267,181 24%
2018-2019 $ 1,401,608 $ 30,867 2%
2019-2020 $ 1,524,302 $ 122,694 9%
2020-2021 $ 1,424,789 $ (99,513) -7%
2021-2022 $ 1,392,230 $ (32,559) -2%
*Included true up and final adjustments related to the end of the decade old triple flip sales tax program which ended December 31, 2015 City of Colfax
Sales and Use Tax Revenue History
Item 3A6
Minutes 6/8/2023
City Council Minutes
Special Meeting of Colfax City Council
Wednesday, June 8, 2023
City Hall Council Chambers, 33 S Main Street,
Colfax CA and attended via Teleconference through ZOOM
1 CLOSED SESSION
1A. Call Closed Session to Order - Mayor Burruss called the meeting to order at 6:05 pm 1B. Roll Call
Present: Councilmember Lomen, Mayor Pro Tem Douglass, and Mayor Burruss
Absent: Councilmember Ackerman
1C. Public Comment – No public comment on Closed Session 1D. Public Employment Pursuant to Government Code Section 54957. Position to be Filled: City Manager.
Closed session ended at 6:16 pm
2 OPEN SESSION
2A. CallOpen Session to Order - Mayor Burruss called the open session to order at 6:20 pm 2B. Report from Closed Session – There was no reportable action taken during the Closed Session. 2C. Pledge of Allegiance
2D. Roll Call
Present: Councilmember Lomen, Mayor Pro Tem Douglass, and Mayor Burruss
Absent: Councilmember Ackerman
2E. Approval of the Agenda Order
By MOTION, accept the agenda as presented.
MOTION made by Councilmember Lomen and seconded by Mayor Pro Tem Douglass and approved unanimously.
3 CONSENT CALENDAR
3A. Cash Summary – April 2023
Recommendation: Accept and File.
3B. Minutes
Recommendation: By Motion, approve the Colfax City Council minutes of 5/10/2023. 3C. Minutes
Recommendation: By Motion, approve the Colfax City Council minutes of 5/17/2023. 3D. Lift Station #2 Pump Motor Rebuild – Flo-Line Technology Inc.
Recommendation: Approve Resolution 14-2023 authorizing the City Manager to enter into agreement with Flo-Line Technology Inc. to rebuild Lift Station #2 pump in the amount not to exceed $11,376.
3E. Fiscal Year 2023-2024 Rate Adjustments
Recommendation: Information Only.
3F. Placer County Sheriff Contract – 3-Year Agreement
Recommendation: Adopt Resolution 15-2023 authorizing the City Manager to enter into a threeItem 3B 7 Minutes 6/8/2023
year agreement with the Placer County Sheriff-Coroner-Marshal’s Office beginning Fiscal Year 2023/2024.
3G. Construction Support Contract Amendment – Wood Rodgers Recommendation: Adopt Resolution 16-2023 authorizing the City Manager to amend the existing contract value with Wood Rodgers for Construction Management and Support for the SWRCB Construction Grant projects in the amount of $35,600.
3H. City-Engineering Consultant Services – GHD Budget Amendment Recommendation: Adopt Resolution 17-2023 authorizing the City Manager to amend the GHD budget in the amount of $60,000 to fund additional time requested for the remaining term of the 2- year extension.
3I. Community Development Block Grant – Road Rehabilitation Projects Engineering Design with GHD Inc.
Recommendation: Adopt Resolution 18-2023 approving a budget amendment for GHD to provide Engineering design Services for the Community Development Block Grant (CDBG) Road Rehabilitation in an amount not to exceed $65,550. 3J. CDBG Grant Agreement – Road Improvement Project
Recommendation: Approve Resolution 19-2023 authorizing the City Manager to approve an application for funding and the execution of a grant agreement and any amendment thereto from the 2021-2022 funding year of the State CDBG Program.
By MOTION, approve the consent calendar.
MOTION made by Mayor Pro Tem Douglass and seconded by Councilmember Lomen, and 4 5
6 7
8 unanimously approved.
AGENCY REPORTS - No Reports Provided
PRESENTATION - No Presentation
PUBLIC HEARING - No Public Hearing
PUBLIC COMMENT
Tim Ryan praised City Manager, Wes Heathcock for engaging residents and for his transparency over the years. Tim Dion spoke about illegal cannabis retailers taking business from Golden State Patient Care. Jim Dion spoke about decreasing sales and increased taxes in the City.
COUNCIL AND STAFF
8A. Committee Reports and Colfax Informational Items – All Councilmembers – Mayor Pro Tem Douglass stated that he attended a Placer County Air Pollution Control Meeting and learned that the agency was able to decrease costs by 7%.
8B. City Operations Update – City Manager City Manager Heathcock spoke about an upcoming grant application to the Regional Water Board and consolidation of the Shady Glen sewer and improvements to the City’s sewer system. He spoke of the close partnership between the City and Wood Rodgers and Jim Fletter.
9 COUNCIL BUSINESS
9A. Authorization to award – Algae Reduction Project and I&I Mitigation Project.
Recommendation: Adopt Resolution 20-2023 authorizing the city Manager to execute agreements for the following projects, subject to early termination if the State Water Resources Control Board (SWRCB) does not adequately increase the grant funds for these projects:
1. The Algae Reduction Project to W.M Lyles Company for a construction cost of $3,964,224.
2. The I&I Mitigation Project to McGuire and Hester for a construction cost of $4,225,633.
City Contractor, Jim Fletter presented the scope of the project. Council discussed having a buffer to Item 3B
8 Minutes 6/8/2023
stop work if state funding doesn’t come through. A $500,000 buffer to stop work was agreed on.
By MOTION, approve the consent calendar.
MOTION made by Councilmember Lomen and seconded by Mayor Pro Tem Douglass, and unanimously approved.
9B. Discussion, Consideration and Possible Action to Adopt a Resolution Approving an Agreement with MNJ Advisors, Inc, and appointing Michael J. Luken as Interim City Manager effective June 28, 2023.
Recommendation: Discuss, consider and adopt Resolution 21-2023 approving an agreement with MNJ Advisors, Inc. and appointing Michael Luken as Interim City Manager effective June 28, 2023.
City Attorney Alfred A. “Mick” Cabral provided an overview of the appointment. Mike Luken introduced himself and explained his goals for the transition period, shepherding projects, and recruitment of a new City Manager.
By MOTION, approve the consent calendar.
MOTION made by Mayor Pro Tem Douglass and seconded by Councilmember Lomen, and unanimously approved.
9C. Appoint an Ad Hoc Committee to Oversee and Monitor Recruitment of a City Manager. 10 Recommendation: Discuss and appoint an Ad Hoc Committee to oversee and monitor the recruitment of a City Manager.
The item was discussed and an Ad Hoc Committee consisting of Mayor Burruss and Mayor Pro Tem Douglass was established to oversee City operations in between the Interim City Manager appointment.
By MOTION, approve the consent calendar.
MOTION made by Councilmember Lomen and seconded by Mayor Pro Tem Douglass, and unanimously approved.
GOOD OF THE ORDER
Councilmember Lomen thanked City Manager, Wes Heathcock for his service to the City. Mayor Pro Tem Douglass said that he is the best City Manager he has worked with. Mayor Burruss credited City Manager, Wes Heathcock for the positive financial state and improvement to infrastructure projects. City Attorney, Alfred A. "Mick" Cabral also provided praise.
LindaLou Haines thanked Wes Heathcock for everything he has done for the City and asked for clarification on City Council absences. The City Attorney explained that a Councilmember can be absent for 60 days before their seat would become open for vacancy. 11 ADJOURNMENT
As there was no further business on the agenda, Mayor Burruss adjourned the meeting, by motion and without objection at 7:13 pm. Respectfully submitted to City Council this 28th day of June, 2023.
Marguerite Bailey, City Clerk
Item 3B
9 City of Colfax Rainbow Music Lease Renewal
Staff Report June 28, 2023
Staff Report to City Council
FOR THE JUNE 28, 2023 REGULAR CITY COUNCIL MEETING
From: Marguerite Bailey
Prepared by: Marguerite Bailey
Subject: Rainbow Music Lease Extension
Budget Impact Overview:
N/A: √ Funded: Un-funded: Amount: Fund(s):
Summary/Background
Rainbow Music located at 99 Railroad Street Suite 4 (Pullman Car) is a City of Colfax tenant current lease that expires June 30, 2023.
Council previously agreed to a rent amount of $500/month with the ability to reduce that by $150/month with a defined activity that qualifies as a credit for the rent reduction. Rainbow Music’s proposal included the repair/replacement of 14 custom made windows on the railcar.
Staff is recommending a one-month extension to the current lease to accommodate completion of repairs and the City of Colfax Building Inspector’s approval.
Fiscal Impacts
N/A
Attachments:
1. Prior Railcar Commercial Lease Agreement
2. Prior Railcar Commercial Lease Extension
RECOMMENDED ACTION: Authorizing the Interim City Manager to sign a lease extension until July 30, 2 Item 3C
10 2023 with Rainbow Music for 99 Railroad Street Suite 4 to allow for completion of window replacements.
Item 3C
11 Item 3C
12 Item 3C
13 Item 3C
14 Item 3C
15 Item 3C
16 Item 3C
17 Item 3C
18 Item 3C
19 Item 3C
20 Item 3C
21 City of Colfax 3rd of July Event Coordinator Funding Request Staff Report June 28, 2023
Staff Report to City Council
FOR THE JUNE 28, 2023 REGULAR CITY COUNCIL MEETING
From:
Prepared by:
Subject:
Laurie Van Groningen, Finance Director
Laurie Van Groningen, Finance Director
3 rd of July Event Coordinator Funding Request 2023
Budget Impact Overview:
N/A: Funded: √ Un-funded: Amount: TBD Fund(s): 100
Summary/Background
At the regularly scheduled council meeting on June 14, 2023, Andrea Harrison of the Colfax Green Machine requested City funding for the annual 3rd of July event in the amount of $13,500. According to Harrison the fireworks cost for the 3rd of July this year is $12,500. In addition, they are requesting the traditional City donation of $1,000 for general event costs which would be a total contribution of $13,500.
Staff has prepared a historical analysis of City contributions for events reflected in the chart below:
Staff is requesting the council discuss the Green Machine request and provide direction.
Fiscal Impact:
City contributions to events are funded by the Fund 100 (General Fund). The current year (fiscal year 2022- 2023) budget was adopted in the amount of $20,000 of which $9,000 has already been expended – leaving a budget balance of $11,000.
City Council 100-110
Economic Development - Event Support
Revised: June 16, 2023
Fiscal Year Winterfest 3rd of July Railroad Days Art Walk SVCC Event Banner
Green
Machine Crab
Feed
Every 15
Minutes
Event
Total Current
Budget
Fiscal 2012-2013 $ 400 $ 1,100 $ 1,500
Fiscal 2013-2014 $ - $ - $ - $ -
Fiscal 2014-2015 $ 500 $ 500 $ 500 $ - $ 1,500
Fiscal 2015-2016 $ 500 $ 500 $ 500 $ 500 $ 2,000
Fiscal 2016-2017 $ 500 $ 500 $ - $ - $ - $ 1,000
Fiscal 2017-2018 $ 500 $ 500 $ - $ 50 $ 500 $ 1,550
Fiscal 2018-2019 $ 500 $ 500 $ 500 $ 1,500
Fiscal 2019-2020 $ 1,000 $ - $ 1,000 $ - $ - $ 2,000
Fiscal 2020-2021 $ - $ 1,000 $ - $ 1,000 $ 2,000
Fiscal 2021-2022 $ 1,000 $ 11,000 $ 1,000 $ 13,000
Fiscal 2022-2023 $ 6,500 $ 2,500 $ 9,000 $ 20,000
Fiscal 2023-2024 $ - $ 20,000
TOTAL $ 11,400 $ 15,600 $ 6,000 $ 500 $ 50 $ 1,000 $ 500 $ 35,050 RECOMMENDED ACTION: Discuss and consider Colfax Green Machine request of $13,500 to fund the 3rd of July fireworks and general event costs.
Item 9A22
City of Colfax
Staff Report June 28, 2023
City Council Vacancies
Staff Report to City Council
FOR THE JUNE 28, 2023, REGULAR CITY COUNCIL MEETING
From: Alfred A. “Mick” Cabral, City Attorney
Prepared by: Alfred A. “Mick” Cabral, City Attorney
Subject: Introduce and interview candidates for appointment to fill the City Council vacancies created by the resignations of Councilmembers Mendoza and Ackerman; discuss and possibly take action to fill either or both offices by appointment or call a special election to fill either or both vacancies.
Budget Impact Overview:
N/A: √ Funded: Un-funded: Amount: Fund(s):
Summary/Background
City Councilmember Marnie Mendoza resigned her seat on the Colfax City Council effective May 5, 2023 (the “Mendoza Vacancy”). Councilmember David Ackerman resigned his seat on the City Council effective June 14, 2023 (the “Ackerman Vacancy”). Those resignations, which cannot be rescinded, created two vacancies on the City Council and the Council has only three seated members.
The remaining Councilmembers must either (a) appoint someone to fill each vacancy, or (b) call a special election to fill either or both vacancies no later than the following deadlines:
Mendoza Vacancy: July 4, 2023
Ackerman Vacancy: August 13, 2023
These deadlines cannot be extended. If the Council fails to act on either vacancy by the applicable deadline, a special election to fill the vacancies becomes mandatory.
An appointee, or a person elected to serve at a special election, will serve the balance of each resigned Councilmember’s term, both of which expire after the November 2024 general election.
June 28 is the last regular Council meeting before July 4. The Council can make an appointment or call a special election at a special meeting so it can technically call a special meeting for the purpose of deciding whether to appoint or call a special election to fill the Mendoza vacancy no later than Tuesday, July 4.
The Council can make an appointment to fill the Ackerman vacancy, or call a special election for that purpose, at the same meeting at which it acts on the Mendoza vacancy, or at any time on or before August 13. However, if the Council wants a special election to be held at the next regularly scheduled election, which is November 7. 2023, it must act before July 16, 2023.
RECOMMENDED ACTION: Introduce and interview candidates for appointment to fill the City Council vacancies created by the resignations of Councilmembers Mendoza and Ackerman; discuss and possibly take action to fill either or both offices by appointment or call a special election to fill either or both vacancies.
Item 9B23
City of Colfax
Staff Report June 28, 2023
City Council Vacancies
There is no legally prescribed process for filling a City Council vacancy. The Council can take applications from interested citizens. It can directly solicit interested individuals. Any process that is reasonable can be followed.
The Council elected to accept applications to fill the vacant seats. Six individuals have applied for the positions as of the writing of this staff report. The application deadline remains open until noon on June 28, so this staff report may have to be updated before the meeting if additional applications are received.
Members of the public suggested a “meet the candidates” format at which they can become acquainted with prospective appointees. The Council has discretion to allocate time at the meeting for that purpose.
If the vacant seats are to be filled by appointment, a majority of the Council present on June 28 must agree on the individual to be appointed. Assuming all three members are present, two must agree. If only two are present, both must agree.
The Brown Act applies to Council discussions regarding the appointment. Although the Brown Act allows the Council to meet in closed session to discuss appointment of employees, consultants and others, Council members cannot meet in closed session to discuss appointing an individual to fill a Council seat. Those discussions must occur in open session. A quorum of the Council cannot meet or otherwise discuss the appointment outside of a properly called public meeting.
If the Council decides to call a special election instead of filling either of the vacancies by appointment, the election must be held on the next regularly scheduled election date not less than 114 days from the date the special election is called. The next two regularly scheduled elections in Placer County are November 7, 2023 (Special Districts Election) and March 5, 2024 (Presidential Primary Election). This adds one more deadline. If the Council decides to call a special election and wants that election to fill the Mendoza vacancy to be held on November 7, 2023, it must act no later than July 4, 2023. If the Council decides to call a special election and wants that election to fill the Ackerman vacancy to be held on November 7, 2023, it must act no later than July 16, 2023.
Staff is available to answer any questions or provide additional information.
Fiscal Impact
If the Council decides to call a special election to fill either or both vacancies, the City will have to pay its proportionate share of election expenses.
Attachments
None
Item 9B24
t
City of Colfax Filling Vacant Committee Assignments
Staff Report June 28, 2023
Staff Report to City Council
FOR THE JUNE 28, 2023, REGULAR CITY COUNCIL MEETING
From: Marguerite Bailey, City Clerk
Prepared by: Marguerite Bailey, City Clerk
Subject: Filling Vacant Committee Assignments
Budget Impact Overview:
N/A: √ Funded: Un-funded: Amount: Fund(s):
Summary/Background
The Colfax City Council may create or be a part of committees, boards, sub-committees, and commissions to assist in the conduct of the operation of the City government or which pertain to the business of the City with such duties as the Council may specify, consistent with the City Code. Past Practice in Colfax has been for the Mayor to propose appointments that are then subsequently approved by vote of the Council.
There are currently two vacancies on the Colfax City Council created by Councilmember Marnie Mendoza’s May 5th resignation and Councilmember David Ackerman’s June 14th resignation. Appointments to local committees are typically filled by City of Colfax Councilmembers.
Furthermore, City Manager, Wes Heathcock’s June 9, 2023 resignation, created a vacancy on the Pioneer Community Energy Board. Subsequently, there was a Public Notice published May 11, 2023 through May 26, 2023 soliciting that vacancy. No applications were received. Due to these circumstances, there are openings on the following Committees which need to be filled (unfilled position in italics):
• Placer County Economic Development Board (PCEDB) Alternate • Weimar, Applegate, Colfax/Municipal Advisory Council (WAC/MAC) Primary • Sacramento Area Council of Governments (SACOG) Alternate • Placer Mosquito & Vector Control District (PCAPCD) Alternate • Local Agency Formation Commission (LAFCO) Alternate
• Solid Waste Task Force Primary Filled by Staff
• Bianchini Advisory Board Alternate
• Sierra Vista Community Center Primary
• Pioneer Community Energy Board Primary
• Placer County Flood Control and Water Conservation District (Board of Directors) Alternate • Placer Regional Homelessness Action Plan Ad Hoc Primary • Colfax Skate Park Alternate
• ISO Ad Hoc Primary
• Council Policy Ad Hoc Primary
• Youth Commission Selection Committee Primary
• Private Development Service Fees Ad Hoc Committee Alternate Fiscal Impacts
None of significance.
Attachments:
RECOMMENDED ACTION: Discuss and approve filling vacant committee assignments.
Item 9C25
t
City of Colfax Filling Vacant Committee Assignments
Staff Report June 28, 2023
1. Current Committee Appointments
Item 9C26
2023 Committee Assignment List
BOS Chambers 175 Fulweiler
Ave Auburn $100 Stipend
CRDC Cypress Room, 2091 County
Center Dr, Suite 170, Auburn No Stipend
City of Colfax Council Chambers
Location TBD No Stipend
2021 Opportunity Dr Roseville $100 Stipend
801 Vernon St Roseville No Stipend
BOS Chambers
175 Fulweiler Ave Auburn $100 Stipend
Colfax City Hall No Stipend
Currently Zoom / then 1415 L. Street, Suite
300 Sacramento $100 Stipend
BOS Chambers 175 Fulweiler
Ave Auburn $100 Stipend
Meeting Location Reimbursement/ Stipend
Auburn City Hall, 1225 Lincoln Way Room
10 and via ZOOM No Stipend
Solid Waste Task Force Staff Position TBD
Alt: Sean Lomen
9:00AM
1st Thursday 4x/yr
Feb/May/Aug/Nov
Placer Sierra Fire Safe Council Sean Lomen
Alt: Kim Douglass
6:00PM
4th Thursday / Every Month
Placer County Transportation
Planning Agency (PCTPA)
Trinity Burruss
Alt: Sean Lomen
9:00AM
4th Wednesday / Every
Month
Local Agency Formation
Commission
Trinity Burruss
Alt. Open
4:00PM
2nd Wednesday / Every
Month
Placer Mosquito & Vector Control
District (PMVCD)
Will Stockwin
Alt. Open
4:30PM
3rd Monday / Every Month
Project Go Kim Douglass
Alt. Sean Lomen
5:30PM
3rd Thursday
Sacramento Area Council of
Governments (SACOG)
Board of Directors
Trinity Burruss
Alt: Open
9:30AM
3rd Thursday
Placer County Air Pollution Control
District (PCAPCD)
Trinity Burruss
Alt: Kim Douglass
2:30PM
2nd Thursday 6x/yr
Placer County Economic
Development Board (PCEDB)
Kim Douglass
Alt: Open
11:30AM 3rd Thursday
4x/yr
Jan/Apr/July/Sept
Weimar, Applegate,
Colfax/Municipal Advisory Council
(WAC/MAC)
Open
Alt: Kim Douglass
6:00PM
3rd Wednesday every other
month -
Jan/Mar/ay/July/Sept/Nov
External Board/Committee Colfax
Representative Meeting Information
Item 9C
27 Youth Commission Selection
Committee
Open
Kim Douglass
2-Elementary
Teachers
2-High School
Teachers To Be Determined
City Hall, Colfax Elementary, Colfax High
School
No Stipend
Colfax Youth Commission
5 Students (3-High
Schoolers, 2 SixthEigth Graders) Once per month Colfax Elementary School To Be Determined
To Be Determined No Stipend
To Be Determined No Stipend
Meeting Location Reimbursement/ Stipend
To Be Determined No Stipend
To Be Determined No Stipend
2510 Warren Drive, Suite B Rocklin, CA
95677
No Stipend
Rocklin City Council Chambers
390 Rocklin Rd. $100 Stipend
No Stipend
Community Center No Stipend
No Stipend
No Stipend
Council Policy Ad hoc Open
Trinity Burruss As Needed
Colfax Skate Park Sean Lomen
Open As Needed
ISO Ad hoc Open
Sean Lomen As Needed
Internal Board/Committee Colfax
Representative Meeting Information
Colfax Bike Park Kim Douglass
Open As Needed
Placer County Flood Control and
Water Conservation District
(Board of Directors)
Sean Lomen
Alt: Open
2nd Monday Monthly
4:00pm
Placer Regional Homelessness
Action Plan Ad hoc Open
Kim Douglass
As Needed
Colfax Schools Liaison Trinity Burruss
Alt: Sean Lomen
Pioneer Community Energy Open
Alt: Kim Douglass
3:00PM
3rd Thursday
Bianchini Advisory Board Kim Douglass
Alt: Open
Sierra Vista Community Center
Liaison
Open
Alt: Sean Lomen
6:00pm
3rd Wednesday
League of California Cities
Sacramento Valley Division Liaison
Kim Douglass
Alt: Sean Lomen
1st Meeting March 31, 2023
in person in Colusa 4x/yr
Additional Meetings TBD
Private Development Service Fees
Ad Hoc Committee
Trinity Burruss
Open As Needed To Be Determined
To Be Determined
City Manager Ad Hoc Committee Trinity Burruss
Kim Douglass As Needed To Be Determined
To Be Determined
2023 Committee Assignment List
Meeting Location Reimbursement/ Stipend
Placer County Selection Committee Mayor Yearly No Stipend External Board/Committee
(Continued)
Colfax
Representative Meeting Information
Item 9C
28