Agenda, closed session, first session — Crescent City City Council, January 24, 2022

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1/24/22 COUNCIL AGENDA

CITY OF CRESCENT CITY
Mayor Jason Greenough Mayor Pro Tem Isaiah Wright
Council Member Raymond Altman Council Member Beau Smith Council Member Blake Inscore
MONDAY JANUARY 24, 2021 6:00 P.M.

NOTE: THE CLOSED SESSION BEGINS AT 5:00 P.M.

OPEN SESSION IS AT 6:00 P.M.

ZOOM PHONE NUMBER: (253) 215-8782
CLOSED SESSION PUBLIC COMMENT ZOOM WEBINAR ID: 890 5938 8622 OPEN SESSION ZOOM WEBINAR ID: 820 6739 0969
MUTE / UNMUTE PRESS *6
RAISE HAND PRESS *9
The public may access and participate in the public meeting using one or more of the following methods:
1) Participate live online via Zoom (details below) or by utilizing the link to join the meeting posted on both the City of Crescent City – City Hall Facebook page and the City of Crescent City website (www.crescentcity.org), public comment may be made by using the raise hand feature on Zoom;
2) Watch the meeting via livestream on YouTube (channel: City of Crescent City, California), public comment may be made by calling in to the meeting using the Zoom phone number; 3) Public comments may be made in advance by submitting written comment via [email protected] or by filing it with the City Clerk at 377 J Street, Crescent City, California, 95531. All public comments (via email or mail) must be received by the City Clerk prior to 12:00 p.m. the day of the meeting. Please identify the meeting date and agenda item to which your comment pertains in the subject line. Public comments so received will be forwarded to the City Council and posted on the website next to the agenda. Written public comments will not be read aloud during the meeting.

Notice regarding Americans with Disabilities Act: In compliance with the Americans with Disabilities Act, if you need special assistance to participate in the meeting, please contact the City Clerk’s office at (707)464-7483, ext. 223. Notification 48 hours before the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting [28 CFR 35.102-

35.104 ADA Title II]. For TTYDD use for speech and hearing impaired, please dial 711. A full agenda packet may be reviewed at City Hall, 377 J Street, Crescent City, CA or on our website:
www.crescentcity.org
AGENDA

REGULAR CITY COUNCIL MEETING

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1/24/22 COUNCIL AGENDA

CLOSED SESSION
Call to order
Roll call

ANNOUNCEMENT OF CLOSED SESSION ITEMS
• Conference with Labor Negotiator (Gov. Code § 54957.6), City Representative: Eric Wier, Employee Organization: Crescent City Police Officer Association • Conference with Legal Counsel: Existing Litigation (Govt. Code § 54956.9(d)) Magan L.

Natha and Sarla M. Natha v. City of Crescent City, a Municipal Corporation of the State of California (CVPT-2021-1184)

OPEN SESSION
Call to order
Roll call
Pledge of Allegiance

REPORT OUT OF CLOSED SESSION

PUBLIC COMMENT PERIOD
Any member of the audience is invited to address the City Council on any matter that is within the jurisdiction of the City of Crescent City. Comments of public interest or on matters appearing on the agenda are accepted. Note, however, that the Council is not able to undertake extended discussion or act on non-agendized items. Such items can be referred to staff for appropriate action, which may include placement on a future agenda. All comments shall be directed toward the entire Council. Any comments that are not at the microphone are out of order and will not be a part of the public record. After receiving recognition from the Mayor, please state your name and city or county residency for the record. Public comment is limited to three (3) minutes. The public is additionally allotted three minutes each in which to speak on any item on the agenda prior to any action taken by the Council.

CEREMONIAL ITEMS - None

CONSENT CALENDAR

1. Council Meeting Minutes
• Recommendation: Approve the January 7, 2022 special meeting minutes of the City Council.

2. Warrant Claims List
• Recommendation: Receive and file the warrant claims list for the period January 1, 2022, through January 14, 2022.

3. Payroll Report
• Recommendation: Receive and file the biweekly payroll report for the period ending January 15, 2022, paid January 21, 2022.

4. Budget-to-Actual Financial Reports for December 2021 • Recommendation: Receive and file monthly budget-to-actual financial reports of the City’s major operating funds for month of December 2021 3 | P a g e
1/24/22 COUNCIL AGENDA

5. Quarterly Cash and Investments Report as of December 31, 2021 • Recommendation: Receive and file quarterly cash and investments report as of December 31, 2021

6. Memorandum of Understanding (MOU) with Clerical Employees of Crescent City (CECC) for the Period July 1, 2021 Through June 30, 2023 • Recommendation: Approve and adopt Resolution No. 2022-05, A RESOLUTION OF

THE CITY COUNCIL OF THE CITY OF CRESCENT CITY APPROVING A

MEMORANDUM OF UNDERSTANDING BETWEEN THE CITY OF CRESCENT

CITY AND THE CLERICAL EMPLOYEES OF CRESCENT CITY AND THE CLERICAL EMPLOYEES OF CRESCENT CITY FOR THE PERIOD JULY 1, 2021 THROUGH JUNE 30, 2023

7. Salary Adjustment for Certain Contract Employees
• Recommendation: Approve and adopt Resolution No. 2022-06, A RESOLUTION OF

THE CITY COUNCIL OF THE CITY OF CRESCENT CITY REVISING THE SALARY

SCHEDULE FOR CERTAIN CONTRACT POSITIONS

8. Budget and Position Control Update for CECC and Contract Employees • Recommendation: Approve and adopt Resolution No. 2022-07, A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CRESCENT CITY AMENDING THE CITY’S BUDGET FOR FISCAL YEAR 2021-2022

9. Fiscal Year 2021-22 Appropriations Limit Correction
• Recommendation: Approve and adopt Resolution No. 2022-08, A RESOLUTION OF

THE CITY COUNCIL OF THE CITY OF CRESCENT CITY SELECTING THE ANNUAL ADJUSTMENT FACTORS FRO THE CALCULATION OF THE FISCAL YEAR 2021- 22 APPROPRIATIONS LIMIT FOR THE CITY OF CRESCENT CITY
PUBLIC HEARING – None

CRESCENT CITY HOUSING AUTHORITY

CALL TO ORDER

ROLL CALL

CONSENT CALENDAR

10. Meeting Minutes
• Recommendation: Approve the December 20, 2021 regular meeting minutes of the Crescent City Housing Authority.

NEW BUSINESS

11. Amendment of CCHA Administrative Plan to Include Chapter 18: Emergency Housing Vouchers
• Recommendation: Hear staff report
• Technical questions from the Board
• Receive public comment
• Further Board discussion
• Amend the CCHA Administrative Plan to Include Chapter 18: Emergency Housing Vouchers
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1/24/22 COUNCIL AGENDA

12. Amendment of CCHA Administrative Plan to Include Chapter 19: Special Purpose Vouchers
• Recommendation: Hear staff report
• Technical questions from the Board
• Receive public comment
• Further Board discussion
• Amend the CCHA Administrative Plan to include Chapter 19: Special Purpose Vouchers
REPORTS AND PRESENTATIONS - None

NEW BUSINESS

13. Del Norte Solid Waste Management Authority (DNSWMA) Request for Authorization to submit Application to CalRecycle for SB 1383 Technical Assistance Grant • Recommendation: Hear staff report
• Technical questions from the Council
• Receive public comment
• Further Council discussion
• Approve and adopt Resolution No. 2022-09, A RESOLUTION OF THE CITY

COUNCIL OF THE CITY OF CRESCENT CITY, A REGIONAL PARTICIPANT,

AUTHORIZING SUBMISSION OF A GRANT APPLICATION ON ITS BEHALF BY A

LEAD AGENCY FOR WHICH THE CITY IS ELIGIBLE

14. Authorization to Hold Meetings via Teleconference
• Recommendation: Hear staff report
• Technical questions from the Council
• Receive public comment
• Further Council discussion
• Approve and adopt Resolution No. 2022-10, A RESOLUTION OF THE CITY

COUNCIL OF THE CITY OF CRESCENT CITY AUTHORIZING THE USE OF REMOTE TELECONFERENCING (AB 361)

15. Crescent City Police Department (CCPD) Evidence Gun Disposal • Recommendation: Hear staff report
• Technical questions from the Council
• Receive public comment
• Further Council discussion of options for the disposal of firearms • Provide direction to City staff regarding disposal of firearms

16. Pre-Proposal for the State Coastal Conservancy’s Coastal Stories Grant Program • Recommendation: Hear staff report
• Technical questions from the Council
• Receive public comment
• Further Council discussion
• Direct staff to submit a pre-proposal for the State Coastal Conservancy’s Coastal Stories Grant Program

CITY COUNCIL ITEMS
➢ Legislative Matters – Consider miscellaneous legislative matters pertinent to the City of Crescent City. Authorize the Mayor to sign the appropriate letters and/or positions with respect to such matters.
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1/24/22 COUNCIL AGENDA
➢ City Manager Report and City Council Directives – Pursuant to Crescent City Municipal Code § 2.08.200, the City Council may instruct the city manager on matters of importance to the administrative services of the City and provide direction with respect to subordinates of the City Manager. (Directives from individual Council Members that are not objected to by any member present shall be considered an order of the City Council.) ➢ Reports, Concerns, Referrals, Council travel and training reports – In accordance with Gov’t Code § 54954.2(a), City Council Members may make brief announcements or brief reports on their own activities. They may ask questions for clarification, make a referral to staff or take action to have staff place a matter of business on a future agenda.

ADJOURNMENT
Adjourn to the regular meeting with the City Council of the City of Crescent City scheduled for Monday, February 7, 2022 at 6:00 p.m., via Zoom.

POSTED:

January 21, 2022
/s/ Robin Patch
City Clerk/Administrative Analyst
Vision:

The City of Crescent City will continue to stand the test of time and promote quality of life and community pride for our residents, businesses and visitors through leadership, diversity, and teamwork.

Mission:

The purpose of our city is to promote a high quality of life, leadership and services to the residents, businesses, and visitors we serve. The City is dedicated to providing the most efficient, innovative and economically sound municipal services building on our diverse history, culture and unique natural resources.

Values:

Accountability
Honesty & Integrity
Excellent Customer Service
Effective & Active Communication
Teamwork
Fiscally Responsible
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1/7/22 COUNCIL MINUTES

CITY OF CRESCENT CITY
Mayor Jason Greenough Mayor Pro Tem Isaiah Wright
Council Member Raymond Altman Council Member Beau Smith Council Member Blake Inscore
FRIDAY JANUARY 7, 2022 4:00 P.M.

OPEN SESSION
Call to order Mayor Pro Tem Wright called the meeting to order at 4:02 p.m.

Roll call Council Members present: Council Member Ray Altman, Council Member Blake Inscore, and Mayor Pro Tem Isaiah Wright
Council Members absent: Council Member Beau Smith and Mayor Jason Greenough
Staff present: City Manager Eric Wier, City Attorney Martha Rice, City Clerk/Administrative Analyst Robin Patch, Human Resources Administrator Sunny Valero, Public Works Director Jon Olson, Finance Director Linda Leaver, Public Works Maintenance Manager Jason Wylie, Housing Authority Executive Director Megan Miller, and Police Chief Richard Griffin
Pledge of Allegiance led by Mayor Pro Tem Wright

NEW BUSINESS -

1. Discussion of Authorizing the Use of Teleconferencing Provision under AB 361 • Recommendation: Hear staff report
• Technical questions from the Council
• Receive public comment
• Further Council discussion
• Approve and adopt Resolution No. 2022-01, A RESOLUTION OF THE CITY

COUNCIL OF THE CITY OF CRESCENT CITY AUTHORIZING THE USE OF REMOTE TELECONFERENCING (AB 361)
City Attorney Rice reported to the Council that what is being presented tonight is the option to go back to virtual meetings. There has been a separate resolution that will also apply City-wide in addition to any agency where the City has a seat on. City Manager Wier stated that there is a current rise in cases in Del Norte County, we have had difficulty in the last few months having a full Council due to close contacts and the need to quarantine. Dr. Stutz stated we are up to 100 cases currently in Del Norte County, most of the cases out there are omicron and the speed of which it is transmitted is a lot faster. We will have a large spike in cases which will rapidly drop, not cause a lot of hospitalizations and will not overwhelm our hospital, however, it will increase people missing work. It is prudent to take as many precautions that you can reasonably take, but this outcome will be much better than our last outbreak. City Manager Wier asked if our local hospital has seen an influx of patients? Dr. Stutz stated that there are a lot of upper respiratory cases in the ER, but not resulting in hospitalizations. City Manager Wier stated that if this resolution is adopted, it would only be good for 30 days and if not reconsidered afterwards, we

MINUTES

SPECIAL CITY COUNCIL MEETING

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1/7/22 COUNCIL MINUTES
would go ahead and meet in person as well. Mayor Pro Tem Wright asked if we will be missing Council Members for the next meeting; City Manager Wier stated that is an unknown at this time.

Council Member Inscore stated that he will be unable to attend the next Council meeting. Our biggest responsibility to take care of one another and take care of business. This is precautionary and the public will still be able to participate.

Thomas Barnes: asked for the option for Zoom for Council Members in case they are unable to attend. Wants all mandates to be discontinued. Mayor Pro Tem Wright stated that there are no mandates currently and that the discussion tonight is not a mandate.

Linda Sutter: feels that this is another way for the Council to not conduct City business.

Council Member Inscore stated that this is something that is a good tool to use; Mayor Pro Tem Wright is not in support of going back to virtual meetings. City Attorney Rice stated that if we adopt this resolution, we will be able to continue to conduct the people’s business when a Council Member may not be able to make an in-person meeting.

On a motion by Council Member Inscore, seconded by Council Member Altman, and carried on a 3-0 polled vote with Council Member Smith and Mayor Greenough being absent, the City Council of the City of Crescent City approved and adopted Resolution No. 2022-01, A

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CRESCENT CITY AUTHORIZING THE USE OF REMOTE TELECONFERENCING (AB 361) adding paragraph four which states the City Council also authorizes City staff to take all actions necessary to conduct meetings of all City boards, commissions and committees in accordance with Government Code section 54953(e) and all other applicable provisions of the Brown Act, using teleconferencing for a period of thirty (30) days from the adoption of this Resolution, after which the City Council will reconsider the circumstances of the state of emergency. This provision expressly applies to (but is not limited to) the Planning Commission, the Successor Agency to the Crescent City Redevelopment Agency, the Oversight Board of the Successor Agency, the Crescent City Housing Authority, the Measure S Oversight Committee, and all standing committees of the City Council.

CITY COUNCIL ITEMS
➢ Legislative Matters – None
➢ City Manager Report and City Council Directives – None ➢ Reports, Concerns, Referrals, Council travel and training reports – None

ADJOURNMENT
There being no further business to come before the Council, Mayor Pro Tem Wright adjourned the meeting at 4:32 p.m. to the regular meeting with the City Council of the City of Crescent City scheduled for Monday, January 10, 2022 at 6:00 p.m. via Zoom.

ATTEST:
____________________
Robin Patch
City Clerk/Administrative Analyst
Accounts Payable
User:

Printed:
crawlings
1/18/2022 2:38 PM
Checks by Date - Summary by Vendor Number
Vendor No Vendor Name Void Checks Check Amount
AMFAM American Family Life 0.00 1,647.51
AMLIF Ameritas Life Ins. Corp. 0.00 4,592.64
AXON Axon Enterprise, Inc. 0.00 3,339.41
BLUEST Blue Star Gas Associates 0.00 257.13
CALCARDS US Bank Corporate Pmt Systems 0.00 10,420.96
CARAHSOF Carahsoft Technology Corporation 0.00 10.00
CASTATE CA State Disbursement Unit 0.00 158.76
CCPOLI Crescent City Police Officer's Association 0.00 500.00 CHARTEC Charter Communications 0.00 607.22
CLEA California Law Enforcement Association 0.00 245.00 CRENNE C Renner Petroleum Inc 0.00 248.81
DITCHWC The Charles Machine Works, Inc. 0.00 51,271.96
DNCBOS Del Norte County 0.00 195.00
DNDISP Recology Del Norte 0.00 3,329.92
DNOFFI Debra Stover 0.00 958.51
EDDGarn Employment Development Dept ATTN: Wage Garnishment 0.00 444.48 EDDTAX State of California EDD TAX Auto Pay 0.00 3,584.64 EUREKAO Eureka Oxygen Co. 0.00 139.73
FITTAX FIT Payroll Taxes Auto Pay 0.00 17,127.46
GRIFFINR Richard Griffin 0.00 47.50
HAMBRO Hambro Forest Products 0.00 44.80
HITECHSE Pinger Industries, Inc. 0.00 143.97
ICMARE Icma Retirement Trust-457 0.00 4,773.26
INDEPE Independent Business Forms, Inc 0.00 180.35
MENDES Pacific Packaging & Supply Co Inc 0.00 109.76
METROMED Town Square Publications, LLC 0.00 745.00
MISSIO Mission Linen Supply 0.00 40.97
MISSVS Virginia Delatorre 0.00 1,120.00
MYERSS Myers-Stevens & Toohey Co Inc 0.00 105.00
NCHEAL Sydney M Clinton 0.00 238.00
OFFICEDE Office Depot 0.00 341.59
PERS1 PERS Health 0.00 60,957.76
PERS2 Public Emp Retirement Sys 0.00 25,288.52
RECALL Iron Mountain 0.00 94.92
ROBERTBL Black & Rice LLP 0.00 10,586.00
STANDAI Standard Insurance Company 0.00 2,082.67
SYTECH Sytech Solutions 0.00 3,660.00
VERIZO1 Verizon 0.00 3,498.14
VERIZO2 Frontier California Inc 0.00 258.20
VISION Vision Service Plan 0.00 1,021.65
WAMUTU Crescent City Employees Association 0.00 70.00
Report Total (43 checks): 0.00 214,487.20
AP Checks by Date - Summary by Vendor Number (1/18/2022 2:38 PM) Page 1 AP
1-1-22 to 1-14-22 Council
User: crawlings
Printed: 1/18/2022 2:36:11 PM
Check Num Check Date Acct 1 Description Amount Selected For Vo 0 1/4/2022 001-111-4125-00000 Jan 22 Admin Fees 138.65 False 0 1/4/2022 630-000-4125-00000 Jan 22 Premiums-Retirees 5,336.00 False 0 1/4/2022 630-111-4409-00000 Jan 22 Admin Fees Retirees 23.93 False 0 1/4/2022 610-000-2173-00000 Jan 22 Premiums 55,459.18 False 0 1/10/2022 610-000-2185-00000 PR Batch 00001.01.2022 State Income Tax 2,059.96 False 0 1/10/2022 610-000-2185-00000 PR Batch 00011.01.2022 State Income Tax 1,524.68 False 0 1/10/2022 610-000-2188-00000 PR Batch 00111.01.2022 Medicare Employee Portion 2.71 False 0 1/10/2022 610-000-2188-00000 PR Batch 00001.01.2022 Medicare Employer Portion 1,208.06 False 0 1/10/2022 610-000-2189-00000 PR Batch 00001.01.2022 Federal Income Tax 7,401.51 False 0 1/10/2022 610-000-2189-00000 PR Batch 00011.01.2022 Federal Income Tax 5,383.44 False 0 1/10/2022 610-000-2188-00000 PR Batch 00001.01.2022 Medicare Employee Portion 1,208.06 False 0 1/10/2022 610-000-2188-00000 PR Batch 00011.01.2022 Medicare Employee Portion 836.91 False 0 1/10/2022 610-000-2188-00000 PR Batch 00111.01.2022 Medicare Employer Portion 2.71 False 0 1/10/2022 610-000-2188-00000 PR Batch 00011.01.2022 Medicare Employer Portion 836.91 False 0 1/10/2022 610-000-2187-00000 PR Batch 00011.01.2022 ER Contribution 6,640.96 False 0 1/10/2022 610-000-2187-00000 PR Batch 00444.12.2021 ER Contribution 14.29 False 0 1/10/2022 610-000-2187-00000 PR Batch 00001.01.2022 EE Contribution 5,913.35 False 0 1/10/2022 610-000-2187-00000 PR Batch 00444.12.2021 EE Contribution 12.71 False 0 1/10/2022 610-000-2187-00000 PR Batch 00001.01.2022 Service Credit Purchase 413.20 False 0 1/10/2022 610-000-2187-00000 PR Batch 00001.01.2022 ER Contribution 7,704.99 False 0 1/10/2022 610-000-2187-00000 PR Batch 00011.01.2022 Survivor Benefit 15.97 False 0 1/10/2022 610-000-2187-00000 PR Batch 00444.12.2021 Survivor Benefit 0.93 False 0 1/10/2022 610-000-2187-00000 PR Batch 00011.01.2022 EE Contribution 4,539.57 False 0 1/10/2022 610-000-2187-00000 PR Batch 00001.01.2022 Survivor Benefit 32.55 False 0 1/13/2022 610-000-2188-00000 PR Batch 00911.01.2022 Medicare Employee Portion 105.72 False 0 1/13/2022 610-000-2189-00000 PR Batch 00911.01.2022 Federal Income Tax 35.71 False 0 1/13/2022 610-000-2188-00000 PR Batch 00911.01.2022 Medicare Employer Portion 105.72 False 439903 1/4/2022 610-000-2174-00000 Jan 22 premiums 1,647.51 False 439904 1/4/2022 610-000-2177-00000 Jan 22 Premiums 4,592.64 False 439905 1/4/2022 610-000-2179-00000 Jan 22 Premiums 245.00 False 439906 1/4/2022 001-240-4125-00000 Jan 22 Premiums 105.00 False 439907 1/4/2022 610-000-2179-00000 Jan 22 Premiums 2,082.67 False 439908 1/4/2022 610-000-2175-00000 Jan 22 Premiums 1,021.65 False 439909 1/6/2022 001-240-4409-2020s bodycams/tasers 3,339.41 False 439910 1/6/2022 001-130-4410-00000 LEGAL SERVICES DEC 21 - GENERAL 5,514.50 False 439910 1/6/2022 001-130-4410-00000 LEGAL SERVICES DEC 21 - NATHA VS CC 82.00 False 439910 1/6/2022 413-130-4410-00000 LEGAL SERVICES DEC 21 - LABOR ISSUES 184.50 False 439910 1/6/2022 001-130-4410-00000 LEGAL SERVICES DEC 21 - LEXIS/NEXUS 106.50 False 439910 1/6/2022 419-130-4410-00000 LEGAL SERVICES DEC 21 - WATER 574.00 False 439910 1/6/2022 419-130-4410-00000 LEGAL SERVICES DEC 21 - AGENDA REVIEW/COUNCIL & STAFF MTGS 1,031.84 False 439910 1/6/2022 153-485-4410-20BAGLEGAL SERVICES DEC 21 - CDBG 123.00 False 439910 1/6/2022 419-130-4410-00000 LEGAL SERVICES DEC 21 - LABOR ISSUES 184.50 False 439910 1/6/2022 419-130-4410-00000 LEGAL SERVICES DEC 21 - LEXIS/NEXUS 53.25 False 439910 1/6/2022 413-130-4410-00000 LEGAL SERVICES DEC 21 - AGENDA REVIEW/COUNCIL & STAFF MTGS 1,031.83 False 439910 1/6/2022 419-130-4410-00000 LEGAL SERVICES DEC 21 - BOV VS CC, ELK VALLEY RANCHERIA-WATER 266.50 False AP - 1-1-22 to 1-14-22 Council (1/18/2022) Page 1 of 4
X 4
Check Num Check Date Acct 1 Description Amount Selected For Vo 439910 1/6/2022 001-250-4410-00288 LEGAL SERVICES DEC 21 - CODE ENF 288 W 5TH ST 164.00 False 439910 1/6/2022 001-130-4410-00000 LEGAL SERVICES DEC 21 - AGENDA REVIEW/COUNCIL & STAFF MTGS 1,031.83 False 439910 1/6/2022 413-130-4410-00000 LEGAL SERVICES DEC 21 - LEXIS/NEXUS 53.25 False 439910 1/6/2022 001-130-4410-00000 LEGAL SERVICES DEC 21 - LABOR ISSUES 184.50 False 439911 1/6/2022 001-230-4220-00000 Propane 257.13 False 439912 1/6/2022 001-240-4330-00000 Fuel for patrol cars 248.81 False 439914 1/6/2022 001-230-4230-00000 Cable & Internet Service-11/20-12/19/21 118.23 False 439914 1/6/2022 420-115-4230-00000 Fiber Internet DIA @ 520 I St-12/21/21-01/20/22 399.00 False 439914 1/6/2022 419-371-4230-00000 broadband for security-12/26/21-01/25/22 89.99 False 439915 1/6/2022 001-113-4450-00000 Dec 21 Rental of Chambers 195.00 False 439916 1/6/2022 412-100-4450-00000 Janitorial services for public restrooms-11/28-12/25/21 1,120.00 False 439917 1/6/2022 001-230-4450-00000 Bottle fill 139.73 False 439918 1/6/2022 419-371-4230-00000 Water System Phone Bill 707-1006 -12/13/21-01/12/22 29.77 False 439918 1/6/2022 419-371-4230-00000 707-465-3386 Water Scada Phone-12/14/21-01/13/22 83.29 False 439918 1/6/2022 419-371-4230-00000 707-001-0001 SCADA telemetry link-12/28/21-01/27/22 42.72 False 439918 1/6/2022 419-371-4230-00000 Water System Phone 464-2826 -12/13/21-01/12/22 71.49 False 439918 1/6/2022 001-240-4230-00000 Radio to Sherriff -12/13/21-01/12/22 30.93 False 439919 1/6/2022 001-240-4330-00000 Fuel reimbursement 47.50 False 439920 1/6/2022 412-100-4390-00000 RV Storage for evicted tenant 44.80 False 439922 1/6/2022 001-113-4450-00000 Doc shredding 11/23-12/21/21 94.92 False 439923 1/6/2022 001-480-4370-00000 Pool mats 11.93 False 439923 1/6/2022 001-120-4370-00000 City Hall mats 16.26 False 439923 1/6/2022 001-480-4370-00000 Pool mats 12.78 False 439924 1/6/2022 001-120-4310-00000 file boxes 40.84 False 439924 1/6/2022 419-120-4310-00000 file boxes 40.84 False 439924 1/6/2022 413-120-4310-00000 file boxes 40.84 False 439925 1/6/2022 001-230-4370-00000 Supplies 109.76 False 439926 1/6/2022 001-230-4451-00000 Fire Alarm - Jan - Mar 2022 143.97 False 439927 1/6/2022 412-100-4225-00000 refuse disposal- 12/1-12/31/21 3,329.92 False 439928 1/6/2022 412-100-4310-00000 envelopes, paper, compressed air 42.09 False 439929 1/6/2022 001-113-4450-00000 Web hosting for doc mgmt system 7/1/20 - 6/30/21 3,660.00 False 439930 1/6/2022 508-508-4930-00000 New HX30GA Ditch Witch vacuum trailer 51,271.96 False 439931 1/6/2022 001-470-4430-00000 Q# 2021 Del Norte Chamber Magazine full page w/hyperlink fee 248.33 False 439931 1/6/2022 412-100-4430-00000 Q# 2021 Del Norte Chamber Magazine full page w/hyperlink fee 248.34 False 439931 1/6/2022 001-480-4430-00000 Q# 2021 Del Norte Chamber Magazine full page w/hyperlink fee 248.33 False 439932 1/6/2022 420-115-4450-00000 SPAMHERO: Spam filtering for staff email 10.00 False 439932 1/6/2022 412-100-4390-00000 HOME DEPOT: cleanout adpter 190.48 False 439932 1/6/2022 419-120-4530-00000 GFOA: Annual GAAP update registration 45.00 False 439932 1/6/2022 420-115-4450-00000 DUO*COM: 2-factor authentication for admn access 30.00 False 439932 1/6/2022 412-100-4390-00000 CRESCENT ACE: ABS cleanout 121.44 False 439932 1/6/2022 420-115-4390-00000 AMAZON: Replacement wireless keyboards 58.56 False 439932 1/6/2022 001-120-4530-00000 GFOA: Annual GAAP update registration 45.00 False 439932 1/6/2022 412-100-4390-00000 HOME DEPOT: duct tape 8.98 False 439932 1/6/2022 413-120-4550-00000 CSMFO: Annual dues 36.67 False 439932 1/6/2022 001-230-4390-00000 HOME DEPOT: Christmas lights/clips for station 140.15 False 439932 1/6/2022 001-230-4550-00000 FIRE PROGRAMS: monthly fire program archive 189.33 False 439932 1/6/2022 001-230-4390-2020S AMAZON: water rescue bags 208.24 False 439932 1/6/2022 412-100-4390-00000 CRESCENT ACE: ABS cleanout 156.14 False 439932 1/6/2022 412-100-4390-00000 HOME DEPOT: rubber insulation tape 26.53 False 439932 1/6/2022 412-100-4390-00000 HOME DEPOT: bit set, cement, adapter 121.68 False 439932 1/6/2022 412-100-4390-00000 HOME DEPOT: cement 8.33 False 439932 1/6/2022 001-120-4550-00000 CSMFO: Annual dues 36.66 False 439932 1/6/2022 420-115-4450-00000 ZOOM: Access for staff 299.87 False 439932 1/6/2022 420-115-4450-00000 FUTUREQUEST: Tsunami tour webhosting 8.95 False 439932 1/6/2022 412-100-4312-00000 STREAKWAVE: Replacement access points for RV Park WiFi 468.26 False AP - 1-1-22 to 1-14-22 Council (1/18/2022) Page 2 of 4
Check Num Check Date Acct 1 Description Amount Selected For Vo 439932 1/6/2022 412-100-4390-00000 CRESCENT ACE: ABS cleanout 98.66 False 439932 1/6/2022 412-100-4390-00000 HOME DEPOT: mixer, edger, trowel, gloves, ear plugs 140.04 False 439932 1/6/2022 412-100-4390-00000 HOME DEPOT: crevice tool, nozzle, bits 60.64 False 439932 1/6/2022 412-100-4230-00000 DISH: cable service- 11/25-12/24/21 773.58 False 439932 1/6/2022 001-230-4390-2020S AMAZON: water rescue helmets 252.36 False 439932 1/6/2022 001-113-4312-00000 OFFICE DEPOT: 2 monitors for new computer 433.98 False 439932 1/6/2022 413-120-4530-00000 GFOA: Annual GAAP update registration 45.00 False 439932 1/6/2022 420-115-4450-00000 DNSFILTER: DNS filtering for web access 88.00 False 439932 1/6/2022 420-115-4390-00000 AMAZON: cable tester 150.48 False 439932 1/6/2022 001-230-4390-00000 HOME DEPOT: Christmas lights/clips for station 242.64 False 439932 1/6/2022 001-240-4312-00000 DELL: laptop 2,034.41 False 439932 1/6/2022 001-240-4390-00000 AMAZON: new camera head unit 276.68 False 439932 1/6/2022 420-115-4390-00000 AMAZON: Replacement wireless keyboard 33.57 False 439932 1/6/2022 412-100-4390-00000 CRESCENT ACE: ABS cleanout 140.53 False 439932 1/6/2022 001-230-4390-00000 WALMART: Christmas decorations 7.44 False 439932 1/6/2022 419-120-4550-00000 CSMFO: Annual dues 36.67 False 439932 1/6/2022 001-230-4390-00000 HOME DEPOT: Christmas lights for parade 132.83 False 439933 1/6/2022 413-352-4230-00000 11/13/21 - 12/12/21 306.50 False 439933 1/6/2022 001-470-4230-00000 11/13/21 - 12/12/21 23.06 False 439933 1/6/2022 001-113-4230-00000 11/13/21 - 12/12/21 40.53 False 439933 1/6/2022 413-353-4230-00000 11/13/21 - 12/12/21 148.38 False 439933 1/6/2022 001-120-4230-00000 11/13/21 - 12/12/21 48.61 False 439933 1/6/2022 508-508-4230-00000 11/13/21 - 12/12/21 69.53 False 439933 1/6/2022 506-506-4230-00000 11/13/21 - 12/12/21 35.26 False 439933 1/6/2022 001-111-4230-00000 11/13/21 - 12/12/21 15.16 False 439933 1/6/2022 001-251-4230-00000 11/13/21 - 12/12/21 6.08 False 439933 1/6/2022 413-111-4230-00000 11/13/21 - 12/12/21 15.16 False 439933 1/6/2022 419-371-4230-00000 11/13/21 - 12/12/21 268.91 False 439933 1/6/2022 001-480-4230-00000 11/13/21 - 12/12/21 74.08 False 439933 1/6/2022 001-350-4230-00000 11/13/21 - 12/12/21 125.19 False 439933 1/6/2022 001-250-4230-00000 11/13/21 - 12/12/21 22.31 False 439933 1/6/2022 412-100-4230-00000 11/13/21 - 12/12/21 107.38 False 439933 1/6/2022 001-230-4230-00000 11/13/21 - 12/12/21 217.08 False 439933 1/6/2022 001-364-4230-00000 11/13/21 - 12/12/21 69.08 False 439933 1/6/2022 419-111-4230-00000 11/13/21 - 12/12/21 15.21 False 439933 1/6/2022 001-313-4230-00000 11/13/21 - 12/12/21 4.86 False 439933 1/6/2022 420-115-4230-00000 11/13/21 - 12/12/21 40.53 False 439933 1/6/2022 001-114-4230-00000 11/13/21 - 12/12/21 40.53 False 439933 1/6/2022 001-471-4230-00000 11/13/21 - 12/12/21 12.97 False 439933 1/6/2022 413-120-4230-00000 11/13/21 - 12/12/21 76.98 False 439933 1/6/2022 419-371-4230-00000 SCADA - 12/24/21-01/23/22 297.95 False 439933 1/6/2022 413-351-4230-00000 11/13/21 - 12/12/21 215.70 False 439933 1/6/2022 419-120-4230-00000 11/13/21 - 12/12/21 151.11 False 439933 1/6/2022 001-110-4230-00000 11/13/21 - 12/12/21 207.65 False 439933 1/6/2022 001-240-4230-00000 11/13/21 - 12/12/21 527.06 False 439934 1/10/2022 610-000-2170-00000 PR Batch 00001.01.2022 Wage Garn - EDD 444.48 False 439935 1/10/2022 610-000-2170-00000 PR Batch 00001.01.2022 Child Support-CA 158.76 False 439936 1/10/2022 419-371-4407-00000 DOT Random Testing 65.09 False 439936 1/10/2022 001-130-4407-00000 Pre-employment screening 40.00 False 439936 1/10/2022 001-470-4407-00000 DOT Random Testing 8.22 False 439936 1/10/2022 413-353-4407-00000 DOT Random Testing 19.59 False 439936 1/10/2022 001-364-4407-00000 DOT Random Testing 65.10 False 439936 1/10/2022 412-100-4407-00000 Pre-employment screening 40.00 False 439937 1/10/2022 610-000-2184-00000 PR Batch 00011.01.2022 CCEA Monthly Dues 5.00 False 439937 1/10/2022 610-000-2184-00000 PR Batch 00001.01.2022 CCEA Monthly Dues 65.00 False AP - 1-1-22 to 1-14-22 Council (1/18/2022) Page 3 of 4
Check Num Check Date Acct 1 Description Amount Selected For Vo 439938 1/10/2022 610-000-2181-00000 PR Batch 00011.01.2022 CCPOA Dues 500.00 False 439939 1/10/2022 610-000-2186-00000 Plan #306752 2.43 False 439939 1/10/2022 610-000-2186-00000 Plan #306752 91.73 False 439939 1/10/2022 610-000-2186-00000 Plan #306752 11.60 False 439939 1/10/2022 610-000-2186-00000 Plan #306752 437.41 False 439939 1/10/2022 610-000-2178-00000 Plan #300878 500.00 False 439939 1/10/2022 610-000-2178-00000 Plan #300878 421.36 False 439939 1/10/2022 610-000-2178-00000 Plan #300878 1,915.00 False 439940 1/13/2022 610-000-2186-00000 Plan 306752 94.31 False 439940 1/13/2022 610-000-2186-00000 Plan #306752 449.79 False 439940 1/13/2022 610-000-2178-00000 Plan 300878 849.63 False 209,582.89
AP - 1-1-22 to 1-14-22 Council (1/18/2022) Page 4 of 4
AP
1-1-22 to 1-14-22 Housing
User: crawlings
Printed: 1/18/2022 2:37:03 PM
Check Num Check Date Acct 1 Description Amount Selected For Vo 439913 1/6/2022 110-490-4450-00000 Work employment verification for tenants-Oct 21 service fee 10.00 False 439921 1/6/2022 110-490-4310-00000 Forms and printing 180.35 False 439924 1/6/2022 110-490-4310-00000 office supplies 134.08 False 439924 1/6/2022 110-490-4310-00000 office supplies 84.99 False 439928 1/6/2022 110-490-4310-00000 office supplies 30.38 False 439928 1/6/2022 110-490-4310-00000 office supplies 886.04 False 439932 1/6/2022 110-490-4450-00000 AMAZON: dock for Housing Director new computer 281.02 False 439932 1/6/2022 110-490-4450-00000 DELL: laptop and back room computer replacement 2,982.16 False 439933 1/6/2022 110-490-4230-00000 11/13/21 - 12/12/21 315.29 False 4,904.31
AP - 1-1-22 to 1-14-22 Housing (1/18/2022) Page 1 of 1
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January 15, 2022
January 21, 2022
110544-110555
Regular Pay Overtime Gross Pay # Empl Notes
Dept #110
City Council 1,409.84 1,409.84 5
Dept #111
Admin/City Manager 14,242.76 737.95 14,980.71 3
Dept #112
Comm Dev/Recreation 4,584.25 4,584.25 1
Dept #114
Human Resources 7,202.55 789.04 7,991.59 1
Dept #120
Finance/Utility Billing 12,545.18 84.93 12,630.11 4
Dept #230
Fire Department 6,501.93 6,501.93 2
Dept #240
Police Department 33,338.27 5,387.52 38,725.79 13
Dept #313
Planning 1,767.54 1 Part-time
Dept #350
Public Works-All Depts 73,836.30 433.52 74,269.82 21+ 1 Part-time Dept #450
Recreation & Events 760.02 1 part-time
Dept #480
Swimming Pool Fund 17,497.23 764.88 18,262.11 1 + 15 Part-time Dept #490
Housing Authority 10,166.36 10,166.36 4 + 1 Part-time
TOTALS 181,324.67 8,197.84 192,050.07 58 + 19 Part-time The payroll summarized above is listed where assigned. The actual costs of each employee are allocated each pay period to the department and/or fund where the actual work was performed.

CHECK NUMBERS

CITY OF CRESCENT CITY PAYROLL END DATE

BI-WEEKLY PAYROLL REPORT PAYROLL PAID DATE

RECOMMENDATION
• Receive and file monthly budget-to-actual financial reports of the City’s major operating funds for the month of December 2021

BACKGROUND
In order to provide timely information to the City Council and to the public, the City’s Finance Department has prepared the attached monthly budget-to-actual reports. These reports provide a summary as of December 31, 2021 of the fiscal year-to-date revenues and expenses of the City’s major operating funds: General Fund, Housing Authority Fund, Lighthouse Cove RV Park Fund, Sewer Fund and Water Fund.

The information in the attached report is a snapshot at this point in time and may change as additional information is entered into the accounting system and verified.

ITEM ANALYSIS
As of December 31, 2021, we are 50% of the way through the fiscal year, with 50% of the year remaining. If revenues were received and expenditures made evenly throughout the year, there would be 50% of each budget line remaining. However, revenues and expenditures are not even throughout the year for many reasons. Many revenues are not received evenly throughout the year (particularly tax revenues and grant reimbursements), most expenses are not recorded until the invoice is received in the following month, and budgets may include large projects that have not yet been completed.

This report summarizes the actual revenues and expenditures for the year to date; additional information is provided in the budget-to-actual reports attached.

BUDGET TO ACTUAL REPORT – DECEMBER 2021
JANUARY 24, 2022
2 • General Fund
General Fund revenues show that 55% of the budgeted amount is yet to be received. This is dependent on the timing of when certain revenues are received.

For example, most taxes, third party billings, and grant reimbursements are recorded quarterly. In addition, many revenues received in July and August will be accrued back to Fiscal Year 2020-21. General Fund actual expenditures show that 60% of the budgeted amount is yet to be expended.
• Housing Authority Fund
The Housing Authority is funded by monthly disbursements from the federal government. At this point, actual revenues show 54% remaining to be and actual expenditures have remaining amounts of 55%.
• Lighthouse Cove RV Park Fund
Revenues collected by the Lighthouse Cove Recreational Vehicle Park (RV Park) show 26% remaining to be collected. RV Park revenues are highly seasonal, and most rental revenues are typically received in the summer months. Actual expenses in the RV Park show 65% of the budget left to be expended. • Sewer Fund
The Sewer Fund earns revenue primarily from charges to the users of its services.

Actual revenues show 51% of the total revenue budget remaining to be collected.

Operational expenses (not including debt service or capital improvements) show 63% of the budget remaining to be expended.
• Water Fund
The Water Fund earns revenue primarily from charges for service. Actual revenues show 48% of the budget remaining to be collected and 60% of budgeted operational expenses (not including debt service or capital improvements) remaining to be expended.
• Summary
The following table summarizes the actual revenues and expenses for the City’s five major operating funds, not including encumbrances:

BUDGET TO ACTUAL REPORT – DECEMBER 2021
JANUARY 24, 2022
3 • Long-term Liabilities
The City’s long-term liability balances are included in the table below. Net Pension Liability, Net OPEB Liability, and Compensated Absences are updated annually during the audit process. These amounts below are from the most recent audit (June 30, 2021). The Sewer Fund and Water Fund loan balances are updated when payments are made (in July for the Sewer Fund loan, and in December and June for the Water Fund loan). These do not include interfund balances (amounts owed from one City fund to another).

Budget Actual Remaining $Remaining %
General Fund
Revenue 7,568,420 3,376,487 4,191,933 55%
Expense 8,284,970 3,342,132 4,942,838 60%
Net (716,550) 34,355
Housing Fund
Revenue 4,068,629 1,861,072 2,207,557 54%
Expense 4,074,889 1,817,186 2,257,703 55%
Net (6,260) 43,886
RV Park Fund
Revenue 419,800 312,506 107,294 26%
Expense 525,730 183,148 342,582 65%
Net (105,930) 129,358
Sewer Fund
Revenue 4,983,141 2,437,259 2,545,882 51%
Operating Expense 3,911,361 1,439,950 2,471,411 63%
Debt Service 1,697,663 1,697,663 - 0%
Transfer to Sewer CIP Fund 481,000 481,000 - 0%
Transfer to Equipment ISF 59,500 - 59,500 100%
Net (1,166,383) (1,181,353)
Water Fund
Revenue 2,880,295 1,488,634 1,391,661 48%
Operating Expense 2,361,837 955,140 1,406,697 60%
Debt Service 350,000 175,000 175,000 50%
Transfer to Water CIP Fund 860,000 860,000 - 0%
Transfer to Equipment ISF 99,750 - 99,750 100%
Net (791,292) (501,506)
Liability Fund Balance
Net Pension Liability Multiple 11,314,498
Net OPEB Liability Multiple 797,661
Compensated Absences Multiple 365,929
SRF Loan Sewer 32,255,590
SRF Loan Water 700,000
BUDGET TO ACTUAL REPORT – DECEMBER 2021
JANUARY 24, 2022
4 FISCAL ANALYSIS
Preparation of this report is informational in nature and has no direct fiscal impact.

STRATEGIC PLAN ASSESSMENT
This report is consistent with Strategic Plan Goal 3 to “Maintain responsible fiscal management and accountability.”

ATTACHMENTS

1. Monthly budget-to-actual report for December 2021
% of Year Remaining: 50%
Description Notes Budget Actual $ Remaining % Remaining Encumbrances $ Remaining % Remaining Non-Departmental Revenue
Tax Revenue 1 5,379,700 2,533,509 2,846,191 53% - 2,846,191 53% Licenses & Permits 1 259,650 64,454 195,196 75% - 195,196 75% Interest Income 1 20,000 1,429 18,571 93% - 18,571 93%
Lease-Rental Income 30,182 18,841 11,342 38% - 11,342 38% Other Revenue 65,522 6,964 58,558 89% - 58,558 89%
Departmental Revenue
City Council 2 72,856 34,075 38,781 53% - 38,781 53%
City Manager 3 135,000 124,706 10,294 8% - 10,294 8%
City Clerk 2 99,077 47,367 51,710 52% - 51,710 52%
Human Resources 2 43,452 16,422 27,030 62% - 27,030 62% Fire 1 449,194 73,252 375,942 84% - 375,942 84%
Police 1 269,297 155,885 113,412 42% - 113,412 42%
Code Enforcement 1,000 - 1,000 100% - 1,000 100%
Building Inspection 96,200 35,481 60,719 63% - 60,719 63% Planning 4 238,589 48,353 190,236 80% - 190,236 80%
Public Works Admin 1,500 - 1,500 100% - 1,500 100%
Streets 316,091 123,992 192,099 61% - 192,099 61%
Parks 4,000 3,465 535 13% - 535 13%
Cultural Center 10,000 1,432 8,568 86% - 8,568 86%
Swimming Pool 77,110 86,860 (9,750) -13% - (9,750) -13% General Fund Revenue Total 7,568,420 3,376,487 4,191,933 55% - 4,191,933 55% Non-Departmental Expenditures 167,159 - 167,159 100% 153,600 13,559 8% City Council 111,992 53,521 58,471 52% - 58,471 52%
City Manager 3 359,879 195,327 164,552 46% 82,911 81,641 23% Econ Dev & Community Support 157,317 26,275 131,042 83% 54,734 76,308 49% City Clerk 152,118 67,915 84,203 55% 11,985 72,218 47%
Human Resources 131,810 55,638 76,172 58% 1,046 75,126 57% Finance 295,930 124,988 170,942 58% 19,863 151,079 51%
City Attorney 54,679 20,125 34,554 63% 475 34,079 62%
Fire 1,032,545 414,554 617,991 60% 50,807 567,185 55%
Police 2,654,736 1,253,343 1,401,393 53% 95,643 1,305,751 49% Code Enforcement 86,318 17,850 68,468 79% 2,617 65,851 76% Building Inspection 72,680 21,504 51,176 70% 4,768 46,408 64% Planning 4 362,461 102,681 259,780 72% 150,561 109,219 30% Public Works Admin 119,259 43,577 75,682 63% 2,126 73,556 62% Streets 5 1,158,900 455,782 703,118 61% 247,507 455,610 39% Parks 424,298 138,076 286,222 67% 30,443 255,780 60%
Cultural Center 163,943 82,736 81,207 50% 21,423 59,784 36% Swimming Pool 778,946 268,241 510,705 66% 99,964 410,741 53% General Fund Expenditure Total 8,284,970 3,342,132 4,942,838 60% 1,030,474 3,912,364 47% NET OPERATING RESULTS (716,550) 34,355
City of Crescent City
FY 2021-22 General Fund Operating Report
As of December 31, 2021
Remaining before Encumbrances Remaining after Encumbrances GENERAL FUND NOTES:
1 General Fund revenues are not received evenly throughout the year. Many taxes, third party billings, interest, and grant revenues are received quarterly or semiannually. 2 Revenue is based on actual expenditures charged to other funds 3 Budget includes grant revenue/expenses for cultural diversity project, economic resiliency, and transfer to CIP for City Hall design 4 Budget includes grant revenue and expenses for SB2 and LEAP 5 Budget includes transfer to CIP for street projects
% of Year Remaining: 50%
Description Notes Budget Actual $ Remaining % Remaining Encumbrances $ Remaining % Remaining Revenue
Housing Choice Voucher Program
Housing Assistance Revenue 3,346,511 1,525,369 1,821,142 54% - 1,821,142 54% Admin Revenue 512,285 223,872 288,413 56% - 288,413 56% Emergency Housing Voucher Program
Housing Assistance Revenue 87,204 36,891 50,313 58% - 50,313 58% Service Fees 52,500 2,060 50,440 96% 50,440 96%
Admin Revenue 6,000 5,260 740 12% - 740 12%
Mainstream Voucher Program
Housing Assistance Revenue - 22,040 (22,040) - (22,040) Admin Revenue - 3,778 (3,778) - (3,778)
Other Revenues
Interest 140 94 46 33% - 46 33%
Other PHA Housing Assistance - - - -
Recovery-Admin 13,500 4,556 8,944 66% - 8,944 66%
Recovery-HAP 13,500 4,556 8,944 66% - 8,944 66%
HAP Owner Reimbursement - 638 (638) - (638)
Grant Revenue 36,989 31,959 5,030 14% - 5,030
Other Revenue - - - - -
Revenue Total 4,068,629 1,861,072 2,207,557 54% - 2,207,557 54% Expenditures by Department
City Manager 4,105 1,889 2,216 54% - 2,216 54%
Finance 23,038 8,536 14,502 63% 85 14,417 63%
City Attorney 1,437 191 1,246 87% - 1,246 87%
Housing Authority
Housing Assistance Payments 3,433,715 1,564,084 1,869,631 54% - 1,869,631 54% Admin 612,594 242,485 370,109 60% 43,497 326,613 53%
Expense Total 4,074,889 1,817,186 2,257,703 55% 43,582 2,214,121 54% NET OPERATING RESULTS (6,260) 43,886
City of Crescent City
FY 2021-22 Housing Fund Operating Report
As of December 31, 2021
Remaining before Encumbrances Remaining after Encumbrances % of Year Remaining: 50%
Description Notes Budget Actual $ Remaining % Remaining Encumbrances $ Remaining % Remaining Revenue
Interest 4,800 160 4,640 97% - 4,640 97%
Misc Sales 15,000 6,436 8,564 57% - 8,564 57%
Rental Revenue 400,000 305,911 94,089 24% - 94,089 24%
Other Revenue - - - - -
Revenue Total 419,800 312,506 107,294 26% - 107,294 26% Expenses by Department
RV Park 457,974 160,633 297,341 65% 72,563 224,778 49%
City Manager 10,275 4,730 5,545 54% - 5,545 54%
Finance 50,538 16,821 33,717 67% 132 33,585 66%
City Attorney 6,943 964 5,979 86% - 5,979 86%
Expense Total 525,730 183,148 342,582 65% 72,695 269,886 51% NET OPERATING RESULTS (105,930) 129,358
City of Crescent City
FY 2021-22 RV Park Fund Operating Report
As of December 31, 2021
Remaining before Encumbrances Remaining after Encumbrances % of Year Remaining: 50%
Description Notes Budget Actual $ Remaining % Remaining Encumbrances $ Remaining % Remaining Revenue
Interest 34,000 1,159 32,841 97% - 32,841 97%
Other Income 1 25,431 6,313 19,118 75% - 19,118 75%
Charges for Services 4,351,690 2,278,052 2,073,638 48% - 2,073,638 48% Sewer Connections 2 38,728 96,820 (58,092) -150% - (58,092) -150% Sewer Lab 3 116,000 38,982 77,018 66% - 77,018 66%
County Collection System (CSA) 4 254,153 15,933 238,220 94% - 238,220 94% Grant revenue 150,000 - 150,000 100% - 150,000 100%
Transfers In 13,139 - 13,139 100% - 13,139 100%
Revenue Total 4,983,141 2,437,259 2,545,882 51% - 2,545,882 51% Expenses by Department
City Manager 97,069 45,751 51,318 53% 345 50,973 53%
Econ Dev / Grants 13,139 - 13,139 100% - 13,139 100%
Finance 384,134 169,221 214,913 56% 21,418 193,495 50%
City Attorney 45,070 14,500 30,570 68% 238 30,332 67%
Sewer Lab 456,200 184,227 271,973 60% 34,709 237,265 52% WWTP Operations 1,946,630 719,203 1,227,427 63% 1,117,584 109,843 6% City Collection System 470,395 179,782 290,613 62% 14,401 276,212 59% County Collection System (CSA) 264,616 65,150 199,466 75% - 199,466 75% WWTP Major Maintenance 234,108 62,115 171,993 73% 43,461 128,532 55% Operating Expense Total 3,911,361 1,439,950 2,471,411 63% 1,232,155 1,239,256 32% Debt Service 5 1,697,663 1,697,663
Transfers to Sewer CIP Fund 481,000 481,000
Transfers to Equipment ISF 59,500 -
Total 6,149,524 3,618,612
Net (1,166,383) (1,181,353)
NOTES:
1 NSF and late fees for all utility accounts are recorded here and then allocated between water and sewer at the end of the year. 2 Actual results depend on the number of connections requested. 3 Internal lab services are billed after each quarter; external customers are billed the month following service. 4 Amounts depend on actual expenditures, billed after each quarter. 5 Annual debt service payment is made in July.

City of Crescent City
FY 2021-22 Sewer Fund Operating Report
As of December 31, 2021
Remaining before Encumbrances Remaining after Encumbrances % of Year Remaining: 50%
Description Notes Budget Actual $ Remaining % Remaining Encumbrances $ Remaining % Remaining Revenue
Interest 28,000 662 27,338 98% - 27,338 98%
Rental Revenue 1 19,869 10,643 9,226 46% - 9,226 46%
Other Revenue 2 35,080 491 34,589 99% - 34,589 99%
Charges for Services 2,728,507 1,405,568 1,322,939 48% - 1,322,939 48% Water Connections 3 52,400 70,693 (18,293) -35% - (18,293) -35% Water CSD Admin Revenue 3,300 576 2,724 83% - 2,724 83% Transfers In 13,139 - 13,139 100% - 13,139 100%
Revenue Total 2,880,295 1,488,634 1,391,661 48% - 1,391,661 48% Expenses by Department
City Manager 101,497 47,768 53,729 53% 340 53,389 53%
Econ Dev / Grants 13,139 - 13,139 100% - 13,139 100%
Finance 380,608 170,930 209,678 55% 21,252 188,426 50%
City Attorney 43,111 14,959 28,152 65% 238 27,914 65%
Water Operations 1,759,309 691,672 1,067,637 61% 329,004 738,633 42% Water CSD 64,173 29,810 34,363 54% - 34,363 54%
Expense Total 2,361,837 955,140 1,406,697 60% 350,833 1,055,864 45% Debt Service 4 350,000 175,000
Transfers to Water CIP Fund 860,000 860,000
Transfers to Equipment ISF 99,750 -
Total Expenditures 3,671,587 1,990,140
Net Operating Results (791,292) (501,506)
NOTES:
1 Cell tower rent.
2 NSF and late fees are allocated at the end of the year. Other reimbursements are also included here. 3 Includes both the connection fee and charges for equipment/materials related to the connection. Water connection revenues are dependent upon new connections requested. 4 Debt service payments are made in December and June.

City of Crescent City
FY 2021-22 Water Fund Operating Report
As of December 31, 2021
Remaining before Encumbrances Remaining after Encumbrances

CITY COUNCIL AGENDA REPORT
TO: MAYOR GREENOUGH AND MEMBERS OF THE CITY COUNCIL
FROM: ERIC WIER, CITY MANAGER
BY: LINDA LEAVER, FINANCE DIRECTOR
DATE: JANUARY 24, 2022
SUBJECT: QUARTERLY CASH AND INVESTMENTS REPORT AS OF DECEMBER 31, 2021
______________________________________________________________________

RECOMMENDATION
• Receive and file quarterly cash and investments report as of December 31, 2021

BACKGROUND
California Government Code Section 53600 requires timely reporting of local agency investment transactions and portfolio to the agency’s legislative body. The Government Finance Officers Association’s (GFOA) best practice recommendation is for local agencies to periodically report cash and investments to the governing body. Per the City of Crescent City Investment Policy (last adopted on January 6, 2020), the City Treasurer shall provide the City Council and City Manager an investment report at least quarterly and within 30 days of the quarter end. This is that report for the quarter ending December 31, 2021.

ITEM ANALYSIS
Below is a summary of the City’s cash and investments as of December 31, 2021 (general ledger balances). These totals do not include fiduciary funds that are held by other entities (e.g. trust account held by PARS for the City’s OPEB liability).

Quarterly Cash and Investments Report December 2021
January 24, 2022
2 • Cash
o Petty Cash
The City maintains petty cash in various departments for change drawers and incidental purchases.
o Bank Accounts
Amounts listed are general ledger amounts and reflect activity through December 31, 2021. These amounts include checks that have been written but not yet presented to the bank (outstanding checks) and deposits that have been made but not yet recorded by the bank (deposits in transit). The general ledger balance reflects the City’s balances more accurately than the bank statements of the same date. Transactions are recorded by finance staff during various reconciliation processes which may not all be complete as of the writing of this report. Any final updates are not anticipated to be significant.
▪ US Bank Main – This is the City’s checking account. All cash receipts and accounts payable are processed through this account. Balances fluctuate based on activity and cash flow needs. When funds accumulate that are not immediately
needed for cash flow, they are transferred to LAIF. When Account Balance
Petty Cash 1,300
Bank Accounts
US Bank Main 909,076
US Bank Payroll -
US Bank Savings (CDBG Program Income) -
US Bank Housing Authority 273,825
US Bank Sewer Fund Capital Reserve 59,122
US Bank Water Fund Debt Service Reserve 350,281 1,592,304 Investment (Pooled Funds)
Local Agency Investment Fund (at FMV) 14,950,620
Total 16,544,224
Location/Purpose Amount
Administration - Petty Cash 300
Swimming Pool - Change Drawer 150
RV Park - Change Drawer 350
Utility Billing - Change Drawers 500
Total 1,300
Quarterly Cash and Investments Report December 2021
January 24, 2022
3 additional funds are required to meet immediate needs, they are transferred from LAIF into the main checking account.
▪ US Bank Payroll – This is a Zero Balance Account (ZBA). When payroll expenditures (direct deposits, checks, and wire transfers) are presented to the bank, the amount of the expenditure is automatically transferred from the main checking account into the payroll account.
▪ US Bank Savings (CDBG Program Income) – The California Department of Housing and Community Development (HCD),
which administers our Community Development Block Grant (CDBG) strongly suggests using a separate, interest-bearing bank account for Program Income. Interest earned on Program Income is also qualified as Program Income.
▪ US Bank Housing Authority – This account is used to receive funding from the Federal Department of Housing and Urban Development (HUD). Housing Assistance Payments are made from this account. The amount allowed by HUD for
administrative costs is periodically transferred into the City’s main checking account and allocated for costs within the Housing Authority Fund.
▪ US Bank Sewer Fund Capital Reserve – This account was required under the terms of the State Revolving Fund loan. Over a period of 10 years, the City was required to set aside $2,187,700 as a capital reserve. The balance in this account represents the first three years’ contributions plus interest. In October 2017, the City successfully negotiated a contract amendment to the SRF loan, removing the Capital Reserve Requirement. The majority of funds previously held in this account were transferred to the Sewer Fund for an authorized project. The remaining balance is held until needed for a project. ▪ US Bank Water Fund Debt Service Reserve – This account is required under the terms of the Safe Drinking Water loan. The funds will only be available to make the debt service payment should the Water Fund be unable to make payments from its operating account. The debt service reserve will be held in this account until the loan is paid off in 2024. The balance in this account is one year’s debt service plus interest.
o Pooled Cash
With the exception of restricted bank accounts (US Bank Savings, US Bank Housing Authority, US Bank Sewer Fund Capital Reserve, and US Quarterly Cash and Investments Report December 2021
January 24, 2022
4 Bank Water Fund Debt Service Reserve), the City’s cash and investment resources are pooled. The pooling of cash and investments provides several advantages, including better physical custody and control, enhanced investment opportunities, and ease of operations. It also simplifies custody, collection, and disbursements.

It is important to note that the City’s pooled resources include fiduciary, grant, and capital project funds as well as the City’s major operating funds.

The cash and investment totals represent balances as of a specific date and do not necessarily represent amounts available for future appropriations.

The use of pooled cash allows the City to cover negative cash balances in certain funds internally, rather than borrowing from an external source.

Certain funds – particularly when grant-funded – experience a negative cash balance due to the timing of expenditures and the delay in reimbursement. Instead of using external borrowing to cover these timing issues, the City’s pooled cash covers the negative fund(s) until reimbursed. Typically, the General Fund covers the negative funds.

However, when the negative funds are for very large amounts (for example, large CIP projects), the General Fund alone may not have sufficient cash flow to cover the entire negative balance. Per the City’s Debt Policy, short-term cash flow needs may be covered by one of the enterprise funds if necessary, and interest would be paid to the enterprise fund in that case.
• Investments
o Local Agency Investment Fund (LAIF)
The City is a voluntary participant in the Local Agency Investment Fund (LAIF) that is regulated by California Government Code Section 16429 and managed by the Treasurer of the State of California. Cash is pooled with cash from local agencies state-wide and invested. Each agency has its own account within the pool. Each participating agency has a maximum account limit of $75 million, with no minimum balance, and is permitted to make up to 15 transactions per month. Investments in LAIF are available upon demand, although 24-hour notice is required for withdrawals of $10 million or more. More information about LAIF can be found at their website: http://www.treasurer.ca.gov/pmialaif/laif.asp. o Current Investment Portfolio
The City’s investment portfolio at this time is 100% in LAIF. o Individual Transactions During Quarter
Quarterly Cash and Investments Report December 2021
January 24, 2022
5 o Individual Securities Held
None.
o Realized and Unrealized Gains/Losses and Market Value Although the City does not hold any securities with a maturity over one year, the City does recognize a Fair Market Value (FMV) adjustment for its investment in LAIF, consistent with GASB 72. The FMV adjustment is calculated quarterly, and the adjustment as of December 31, 2021 was an unrealized loss of $38,385. There is no actual (realized) gain or loss unless the portfolio is sold. This is only a snapshot in time of the market value of the total LAIF investment on a particular date.
o Return on Investments
The quarterly earnings rate in LAIF as of December 31, 2021 was 0.21%.

Crescent City’s Investment Policy specifies the two-year Treasury note as a benchmark, to be used for reference purposes only. The daily treasury yield for two-year notes on December 31, 2021 was 0.73%.

LAIF administrative cost as of September 30, 2021 was 2.79% of earnings. By law, LAIF administrative costs may not exceed 5% of the quarterly earnings of the fund, unless the 13-week Daily Treasury Bill on the last day of the fiscal year is below 1%, in which case administrative costs may not exceed 8% of quarterly earnings for the subsequent fiscal year. (The State Treasurer has not yet released the admin cost for December 2021 as of the writing of this report.) o Percentage of Portfolio
▪ 100% LAIF
o Compliance Statement
The City’s investment portfolio as of December 31, 2021 is in compliance with the City’s Investment Policy and is meeting the policy objectives of (1) safety, (2) liquidity, and (3) yield.

At the prior quarterly investment report, the City Council asked staff to discuss possible alternate investment strategies with our financial advisor Urban Futures. Although Urban Futures is not an investment advisor, they provided some general information to staff for consideration.

If the City were to invest in options other than LAIF, one consideration is cash flow. LAIF is extremely liquid, meaning the City can withdraw its funds at any time without penalty. 10/15/2021 Deposit 7,287 Interest earned (Jul - Sep)
11/2/2021 Deposit 1,000,000 Transfer from main checking to LAIF 11/9/2021 Deposit 300,000 Transfer from main checking to LAIF 12/28/2021 Deposit 900,000 Transfer from main checking to LAIF LAIF Transactions
Quarterly Cash and Investments Report December 2021
January 24, 2022
6 To invest in other instruments, the City would only be able to invest a portion of the amount currently in LAIF, as a certain amount of cash would need to remain easily available. The City’s cash flow needs to support both routine operations as well as large projects which can involve very large payments to contractors. Therefore, only part of the City’s LAIF balance could be considered for other investments. Investment firms who assist cities with these transactions and strategies have minimum thresholds, and the City would likely not qualify. In addition, Urban Futures noted that the City’s primary goal in investment must be safety (preserving the invested funds) rather than earnings. Another option is to analyze whether the City would benefit from making additional pension payments, thereby reducing future interest costs, rather than trying to earn more on current investments. Staff will be analyzing this with Urban Futures to present more information to the Council at a future meeting.

FISCAL ANALYSIS
Preparation of this report is informational in nature and has no direct fiscal impact.

STRATEGIC PLAN ASSESSMENT
This report is consistent with Strategic Plan Goal 3(B) to “Maintain responsible fiscal management and accountability.”

ATTACHMENTS

1. None

CITY COUNCIL AGENDA REPORT
TO: MAYOR GREENOUGH AND MEMBERS OF THE CITY COUNCIL
FROM: ERIC WIER, CITY MANAGER
BY: MARTHA D. RICE, CITY ATTORNEY

LINDA LEAVER, FINANCE DIRECTOR

SUNNY VALERO, HUMAN RESOURCES MANAGER
DATE: JANUARY 24, 2022
SUBJECT: MEMORANDUM OF UNDERSTANDING (MOU) WITH CLERICAL EMPLOYEES OF CRESCENT CITY (CECC) FOR THE PERIOD JULY 1, 2021 THROUGH JUNE 30, 2023
____________________________________________________________________________

RECOMMENDATION
• Approve and Adopt Resolution No. 2022-05, A RESOLUTION OF THE CITY COUNCIL

OF THE CITY OF CRESCENT CITY APPROVING A MEMORANDUM OF

UNDERSTANDING BETWEEN THE CITY OF CRESCENT CITY AND THE CLERICAL EMPLOYEES OF CRESCENT CITY FOR THE PERIOD JULY 1, 2021 THROUGH JUNE 30, 2023

BACKGROUND
The current Memorandum of Understanding between the City and the CECC originally expired June 30, 2020. However, given the circumstances of the COVID-19 pandemic and the bleak economic outlook for the City, the parties agreed to extend the term of the MOU for one more year through June 30, 2021. No City employee groups received a COLA (Cost of Living Adjustment) in FY 20-21. The City experienced revenue loss early in the pandemic but has since recovered.

Due to the increasing minimum wage, the City’s negotiating team made up of City Manager Eric Wier, City Attorney Martha Rice, Finance Director Linda Leaver, and HR Manager Sunny Valero, developed a proposal that both addressed the rising minimum wage and its ripple effect throughout the organization. The City’s bargaining team has met with the CECC on several occasions and exchanged information, proposals, and counter-proposals. The parties have reached a tentative agreement.

ANALYSIS
The proposed Memorandum of Understanding with the CECC contains the following notable provisions:

1. Wage realignment resulting in an average 5.7% base wage increase for CECC represented employees retroactive to the first pay period after July 1, 2021. i)
January 24, 2022

CECC MOU
2 2. Effective the first pay period after July 1, 2022, base wages for all positions in the bargaining unit will increase by an amount equal to the percentage change in the CPIU(LA), not to be less than 1.0% nor more 3.0%.

3. The City will pay for life insurance premiums outside of the flex benefit to comply with the ACA.

4. The $360 annual health and welfare benefit can be applied to health and wellness applications in addition to in-person classes / gym memberships. The City will provide a loan program for home gym equipment to be repaid over 12 months.

5. The MOU also includes a side letter whereby the parties commit to continue to evaluate the job classifications within the bargaining unit.

The City’s bargaining team recommends that the City Council adopt the resolution approving the 2021-2023 CECC MOU and Side Letter.

FISCAL ANALYSIS
Based upon full staffing of the approved positions, the City estimates that the costs of the wage adjustments and the life insurance will cost the City approximately $25,100 in FY 21-22.

In FY 22-23, if the COLA is 3% for CECC, the cost is estimated to be an additional $12,500.

The budget amendment and position control update for this MOU are included in a separate item on this agenda.

ATTACHMENTS
(a) Resolution No. 2022-05
(b) MOU with the CECC
(c) Side Letter with CECC
CITY OF CRESCENT CITY RESOLUTION NO. 2022-05 Page 1
RESOLUTION NO. 2022-05

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CRESCENT CITY

APPROVING A MEMORANDUM OF UNDERSTANDING BETWEEN THE CITY OF

CRESCENT CITY AND THE CLERICAL EMPLOYEES OF CRESCENT CITY FOR THE PERIOD JULY 1, 2021 THROUGH JUNE 30, 2023
WHEREAS, California Government Code Section 36506 requires that the City Council fix by resolution or ordinance the compensation of all appointive officers and employees; and WHEREAS, pursuant to the City Council’s direction, the City’s bargaining team has negotiated in compliance with the Meyers-Milias-Brown Act and all other applicable laws to reach agreement with the Clerical Employees of Crescent City (“CECC”); and WHEREAS, a majority of the bargaining unit members of the CECC have voted in favor of the MOU; and
WHEREAS, the MOU has been reviewed by the City Council.

NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Crescent City, California that the attached Memorandum of Understanding Between the City of Crescent City and the Clerical Employees of Crescent City for the period July 1, 2021 through June 30, 2023 and accompanying Side Letter (both attached hereto) are hereby ratified and approved.

PASSED AND ADOPTED and made effective the same day by the City Council of the City of Crescent City on this 24th day of January 2022, by the following polled vote:

AYES:

NOES:

ABSTAIN:

ABSENT:
_____________________________
Jason Greenough, Mayor
ATTEST:
__________________________
Robin Patch, City Clerk
Side Letter of Agreement between the City of Crescent City and the Clerical Employees of Crescent City (CECC)
This Agreement is a Side Letter to the Memorandum of Understanding of the same date covering the period July1, 2021 through June 30, 2023 between the City of Crescent City (the "City") and the Clerical Employees of Crescent City ("CECC"). WHEREAS, it is in the best interest of the City as an organization to have accurate job descriptions, appropriate job qualifications,and competitive wages in order to effectively recruit and retain high quality employees;and
WHEREAS,the CECC exists to bargain for the interests of the employees within its units on all matters pertaining to the terms and conditions of employment;and WHEREAS, the CECC has requested to continue to collaboratively evaluate the job classifications within the CECC prior to the start of negotiations on the next MOU. NOW, THEREFORE, by way of this Agreement,the parties agree to continue the process of reviewing and evaluating the job descriptions, qualifications, and wages for the classifications covered by the CECC bargaining unit.This will be a collaborative process between the City's labor negotiations team and CECC representatives. The parties agree to schedule at least one meetingper month to keep the process moving along. The goal is to conclude this process on or before December 1, 2022 and report back to the City Council.

The parties also agree that while this Agreement does not promise any specific result,they do agree to proceed in good faith.

AGREED TO AND RECOMMENDED TO THE AGREED TO FOR THE CECC:

CITY COUNCIL:

Dated: / // i? /lozz. Dated:
iV
ric Wier,City Manager Christina Pereira,CECC President
APPROVED TO AS TO FORM:
jAy~y~ Vanessa Duncan,Secretary
Martha D. Rice,City Attorney
Memorandum of Understanding
Between the
City of Crescent City
And the
Clerical Employees of Crescent City
(CECC)
Effective July 1, 2021
Through
June 30, 2023
7S
I O
\ I
c \V illF 0^
This page intentionally left blank

MEMORANDUM OF UNDERSTANDING BETWEEN THE CITY OF CRESCENT CITY

AND THE CLERICAL EMPLOYEES OF CRESCENT CITY REGARDING WAGES, HOURS, AND OTHER TERMS AND CONDITIONS OF EMPLOYMENT AFFECTING

CERTAIN CLERICAL EMPLOYEES OF THE CITY OF CRESCENT CITY FOR THE PERIOD JULY 1, 2021 THROUGH JUNE 30, 2023. *
General Information
Recognition

Page 1 ends

1. 1

2. Effect of MOU 1
Duration and Amendments
Severability and Continuation
Waiver
Procedure to Further Meet-and-Confer

2.1 1

2.2 1

2.3 1

2.4 2
Employee Representation
Association Release Time
Management Rights
Employer-Employee Relations Rules
Non-Discrimination Clause
Definitions
j. 2
2 4. 2

5. 2

6. 2

7. 8. Hours of Work a
General
Work Day Described
Breaks
Alternate Work Schedule
Compensatory Time Off
Reporting Time

8.1 3

8.2 a

8.3 4

8.4 4

8.5 4

8.6 4
Compensation and Wages

9.1 Wages Established

9.2 Pay Period

9.3 Overtime

9.4 Holiday Pay

9.5 Merit Plan

9.6 Longevity Pay

9.7 Bilingual Pay
Benefits

10.1 Public Employees'Retirement System (PERS) Program 6

10.2 Deferred Compensation

10.3 Physical Conditioning Program

10.4 Reimbursement for Damaged Property

10.5 Education Assistance Program

9. 4
4 4
5 5
6 6

10. 6
7 7
7 8
CECC MOU 2021-2023
Health and Welfare Insurance 8

11.1 Employer Contribution for CalPERS Health Insurance

11.2 Flexible Benefit Plan

11.3 Medical Insurance Coverage

11.4 Dental Insurance Coverage

11.5 Vision Care Insurance Coverage

11.6 Air Ambulance Insurance Coverage

11.7 Life Insurance Coverage

11.8 Long-Term Disability Insurance Coverage

11.9 Benefits During Family Medical Leave

11.10 When Benefits Terminate

11. 88
9 99
999
10 10

12. City-Designated Holidays 10

13. Leaves 11

13.1 13.2

13.3 Occupational Medical Leave

13.4 Parenting Leave

13.5 Bereavement Leave

13.6 13.7

13.8 13.9

13.10 Return to Work Requirements

13.11 Determination of Continuous Service
Vacation 1 1
Sick Leave 1 1
13 14
14 Jury Duty/Witness Testimony Leave 14
Military Leave
Leave of Absence Without Pay
Unauthorized Absence
1414
15 15
15 Pay Schedule-Exhibit A (FY 21-22) 16
Pay Schedule -Exhibit A (FY 22-23) 18
CECC MOU 2021-2023 [ii]
General Information
The purpose of this Memorandum of Understanding (M.O.U.) is to describe certain agreements between the City of Crescent City, hereinafter referred to as "City" and the Clerical Employees of Crescent City, hereinafter referred to as "'CECC," regarding wages, hours, and other terms and conditions of employment for the City employees covered by this M.O.U., originally adopted by City Council Resolution 1999-12 dated November 1. 1999. as amended on August 21, 2002, as amended by City Council Resolution 2004-19 dated July 19, 2004, as amended by Resolution No. 2006-33 dated August 7, 2006. and as amended by Resolution No. 2010-22 dated August 2, 2010, Resolution 2013-25 dated October 7. 2013. Resolution No. 2015-32 dated July 20, 2015. Resolution No. 2016-51 dated December 19, 2016, Resolution No. 2018-44 dated August 6, 2018. Resolution No. 2019-44 dated September 16. 2019 and Resolution No. 2020-90 dated November 16, 2020 . It is understood and acknowledged by the City and CECC that both parties met and conferred in good faith in accordance with Section 3500. et seq.. of the California Government Code, and the following M.O.U. provisions represent the complete agreement that was reached as a result of that process. Recognition
City recognizes CECC as the recognized employee organization representing those City employees,who are members of CECC at the time of the City's adoption of this M.O.U.. and thoseemployees who become members of CECC during the term of this M.O.U. This recognition supersedes any former recognition and continuesfor the term of this M.O.U. unless CECC violates any terms or conditions of this M.O.U. or any City rule or regulation which may cause the termination of this recognition by the City. 1.

Effect of the M.O.U. As to any provision of an annual City Budget that is inconsistent with any provisions of this M.O.U., the provisions of this M.O.U. will prevail and upon City Council approval, will supersede other said inconsistent provisions or City Council Resolutions. Further, this M.O.U. affects the job titles listed on Exhibit "A" as attached hereto and by this reference made a part hereof. 2.

Duration and Amendments. The parties hereto agree that this M.O.U. will be effective upon City Council approval and will remain in full force and effect through June 30, 2023, as amended and referenced in General Information. It is further acknowledged by both parties that certain portions of this agreement may require amendments during the term of this M.O.U. if State and Federal statutes and regulations so direct. Severability and Continuation. If any provision of this M.O.U. is held invalid, unenforceable, or unconstitutional by a court of competent jurisdiction,such decision will have no effect on the validity of the remaining provisions of this M.O.U.. and such remaining provisions will continue in full force and effect. Waiver. The parties hereto acknowledge that during the negotiations that resulted in this M.O.U. each had the unlimited right and opportunity to make proposals with respect to any subject or matter not removed by law from the area of consultation or meet-and-confer, and that the understandings arrived at by the parties after exercising that right and opportunity are set forth in this M.O.U. Therefore, the parties hereto, for the duration of this M.O.U., and subject to the exceptions contained under General Information, each voluntarily and unqualifiedly waives the

2.1 2.2

2.3 CECC MOU 2016-2018 Id
right, and each agrees that the other will not be obligated to meet-and-confer with respect to any subject or matter in this M.O.U. In the event that either party has requested to meet and confer, and the other party has consented to such discussions, both parties hereto agree that such additional discussions may result in amendments to this M.O.U. 2.4.1. Such amendments will be dated and numbered consecutively in order to assure proper understanding and authority for each amendment. Nothing contained herein prohibits the parties hereto from amending this agreement as authorized by applicable law. 2.4.2. The parties agree to reopen negotiations to meet and confer regarding the flexible benefit plan and health plan due to mandated changes for compliance with the Affordable Care Act. 2.4 Procedure to Further Meet-aud-Confer. 3. Employee Representation. For purposes of meeting and conferring in good faith regarding wages, hours, and working conditions with a Certified Employee Organization, the City will provide time off with pay to no more than three (3) City employee members for each Representation Unit during their normal work hours. Meetings held outside of the employee's work hours will be on the employee's own time. Association Representation (Release Time). The City agrees to establish a release time bank of forty (40) hours per year. Release time may be used by the CECC President or designees to conduct Association business. Use of release time is subject to the advance approval of the City Manager. 3.1
Grievance Meetings. For purposes of grievance or appeal meetings, the City will provide time off with pay for the aggrieved employee plus one other employee during the employee's normal work hours. Meetings held outside of the employees' normal work hours shall be on the employees'own time. Witness. Additional employees called by either party may be present with pay during his or her normal work hours to serve as a resource person or as a witness for meetings described above for the limited time required to cover the subject. Meetings held outside the employee's normal work hours will be on the employee's own time. 3.2 3.3

3.4 The political activity of CECC members will conform to pertinent provisions of State law. 4. Management Rights
Except as otherwise noted in this Agreement, the City retains all rights of management. Employer-Employee Relations Rules The parties hereto agree that the City's Employer-Employee Relations Rules, as included in the City's Municipal Code, continue in full force and effect for the term of this M.O.U. 5.

Non-Discrimination Clause
The parties agree that there will be no discrimination against any applicant or employee based upon race, religion, sex. national origin, disability, medical condition, marital status, age, sexual orientation, association activity, political activity', or any other classification protected under State or Federal law. 6.

CECC MOl! 2021-2023 f ]
Definitions
Except as otherwise provided herein, all words used in this M.O.U. will have the same meaning as set forth in the City's Municipal Code, the City's Employer-Employee Relations Rules and the California Government Code. 7.8. Hours of Work
General. City agrees to maintain a forty (40) hour work week for its regular full- time positions. Employees on a forty (40) hour schedule must be assigned to work eighty (80) hours in each pay period in order to be classified as full-time employees. 8.1.1. Employees assigned to a position requiring less than full-time work will be considered part-time. 8.1.2. Regular part-time employees working twenty (20) hours or more per week will be eligible for all benefits to be provided in accordance with this M.O.U. to all regular employees. 8.1

8.1.3. For the purposes of determining vacation and sick leave benefits, regular part-time employees will accrue vacation and sick leave at a rate equal to the normal rate for their service longevity times the percentage of full-time that their average work week represents. 8.1.4. The parties hereto agree that all employees assigned to a position requiring less than twenty (20) hours of work in each work week on an annual basis, or requiring less than an annual work schedule, will be considered temporary or seasonal. 8.1.5. Employees assigned to a position requiring twenty (20) hours or more of work in a work week on an annual basis may be considered as regular part-time or temporary. 8.1.6. The parties agree that the determination as to whether an employee works a standard, defined or alternative schedule is the management prerogative of the City Manager. Work Day / Work Week Described. The parties hereto agree that the normal work day for City employees is one of the following according to the assigned schedule:

8.2.1. For a standard schedule: the normal workday is eight (8) hours in each single workday for five (5) days per workweek. 8.2.2. For a defined 9-80 schedule: the normal workday is nine (9) hours, Monday through Thursday, and eight (8) hours every' other Friday. 8.2.3. The workweek for employees assigned to a standard schedule will begin at 12:00 a.m. on Sunday and end at 11:59 p.m. on Saturday. 8.2.4. The workweek for employees assigned to a defined 9-80 schedule will begin at 12:01 p.m. on Friday and end at 12:00 p.m. the following Friday. 8.2.5. The Department Head will provide to any employee having their work day or shift changed, a forty-eight (48) hour advanced notice, except in the case of emergencies. Should such notice not be properly provided,such time worked during the first two (2) work days on the new shift will be considered overtime. 8.2
CECCMOU 2021-2023 l-h
Breaks. Employees assigned to an eight (8) hour or longer work day will have either a one (1) hour or one-half (1/2) hour lunch period as assigned by their Supervisor or Department Head, and two (2) separate fifteen (15) minute breaks per day with one (1) occurring before the lunch period and one occurring after the lunch period. 8.3 Employees will not be compensated for the lunch break during their normal workday assignments. Compensator}’ Time-Off. This plan is intended to qualify under Section 3(s)( l)(C) of the Fair Labor Standards Act. This plan is subject to the following conditions and restrictions in addition to the limits set forth in Section 204.3 of the California Labor Code. 8.5.1. Authorized overtime hours worked by an employee may be converted to Compensatory Time Off at a rate of 1.5 hours per each overtime hour worked, upon approval of the employee's Department Head. The maximum accrual of compensator}' time off will be eighty (80) hours. 8.5

8.5.2. The balance of accrued compensator}’ time off may not be carried over at the end of the City's fiscal year. Any unused comp time will be paid to the employee. 8.5.3. Use of compensator}’ time off must occur before the use of floating holidays or vacation leave. 8.5.4. Use of accrued compensator}’ time off is subject to the same requirements as use of vacation and sick leave. Reporting Time. Employees may, at the recommendation of their Department I lead and upon approval from Human Resources, have one-quarter (1/4) of one hour reduced from their pay for each fifteen (15) minutes they report to work later than their normal starting time. 8.6.1. Continued tardiness for work may result in disciplinary action against the

8.6 employee. 8.6.2. Employees leaving their work area early without the prior authorization of their Department Head will have their pay reduced in the same manner as is provided for employees who are late for work, and in addition, such absence may be considered as a refusal to work and as such may be considered as grounds for disciplinary’ action. 9. Compensation and Wages Wages Established. Effective and retroactive to the first full pay period in July 2021. the City agrees to compensate the positions covered by this M.O.U. as described on Exhibit “A”, attached hereto and by this reference made a part hereof. The FY 2022-2023 exhibit will be updated as numbers for the annual CPI are known and will be attached hereto. The City Manager and Department Head shall, within the salary’ step plan, determine the compensation for positions based on performance, or additional responsibilities and tasks that may be assigned during the term of this M.O.U. 9.1

9.1.1. Effective the first full pay period in July of 2022. all pay scales shall be increased by the annual percentage increase indicated by the CPI-U (LA) March 2022 over March 2021. In no event, however,may the increase be less than 1.0% nor more than 3.0%. Pay Period. The City agrees to continue the biweekly pay period for the term of this M.O.U. The pay period will be from the Sunday through the Saturday fourteen (14) calendar days thereafter, or from 12:01 p.m. Friday to 12:00 p.m. the Friday fourteen (14) calendar days CECCMOU 2021-2023

9.2 W
following for employees on a 9/80 schedule. The pay date will be biweekly on Friday. Employees must be compensated for their sendees within seven (7) working days after the conclusion of a pay period. Overtime. Non-exempt employees are eligible for overtime compensation as required by regulations of the U.S. Department of Labor with respect to the Fair Labor Standards Act (FLSA). 9.3
Any work in excess of forty (40) hours in a work week will be compensated at no less than 1.5 times the regular hourly rate of pay. 9.3.2. computation of overtime hours. 9.3.1. Holiday time off will count toward the employee’s work week hours for Vacation and sick leave time off will not count towards the employee's work week hours for computation of overtime, except for when the leave is used to make an employee’s 8-hour holiday a 9-hour holiday per section 9.4. 9.3.4. employee’s Department Head. 9.3.3. Such overtime compensation will be provided upon the approval of the Holiday Pay. An eligible employee who is required to work on a City-designated holiday will be paid eight (8) hours of holiday pay and will also be paid their regular overtime hourly rate of pay for any hours actually worked on the designated holiday. If the holiday falls on a day that the employee would normally work nine (9) hours, the employee may (1) make up that one hour by using one hour of vacation, comp time or floating holiday; or (2) work one (1) hour of makeup time during the same workweek so long as his or her supervisor approves in writing prior to the workweek. Such approval must be submitted to payroll with the employee’stimesheet. 9.4 Merit Plan. Effective August 30. 2009,the City will implement a merit plan under which an employee may receive a special merit pay for exemplary job performance. The Department Head must submit the name of an eligible employee to the City Manager for approval. The submittal must contain justification for the special merit pay by including detailed examples of the employee's outstanding job performance and a copy of the employee's current year's annual performance evaluation. The following specific standards and conditions apply:

9.5.1. The employee must have attained a performance rating of 4 (Exceeds Job Standards) or 5 (Outstanding) in all applicable rating categories during his or her current year's annual performance evaluation. The employee must have worked a minimum of 1760 work hours during the annual performance evaluation period. The employee must have attained the annual goals and objectives set for him or her by the Department Head. A special merit pay will not be paid to an employee who receives a performance rating of less than 4 or 5 in any rating category, or if a disciplinary action has been sustained against the employee. 9.5.5. continuous service with the City. 9.5 9.5.2. 9.5.3. 9.5.4. An eligible employee must have at least two (2) years of full-time CECC MOU 2021-2023 Id
A special merit pay shall be five percent (5%) of the employee's base hourly rate, multiplied by the number of regular hours worked during the year immediately prior to his or her current year’s annual evaluation due date. A special merit pay will be paid once, in a lump sum. as an annual premium, to an eligible employee based on the date the employee's special merit pay is approved by the City Manager. 9.5.6. 9.5.7. An employee must meet the above standards and conditions each year during his/her annual performance evaluation in order to qualify for any successive special merit pay. The association recognizes that any special merit pay received by an employee prior to the effective date of this plan that does not comply with these provisions will not be reportable to PERS as special compensation. 9.5.8. Longevity Pay. Employees with ten (10) years of full-time continuous service or more will be compensated by an additional percent (5%) of their base hourly pay. Employees with fifteen (15) years of full-time continuous service or more will be compensated by an additional percent (2.5%) of their base hourly pay. Employees with twenty (20) years of full-time continuous service or more will be compensated by an additional percent (2.5%) of their base hourly pay. For the purposes of computing years of service, the anniversary of full-time employment will be used for qualification. 9.6
Bilingual Pay. In the course of employment, employees requested to provide translation or interpretation of a language other than English will be compensated at the rate of $520.00 annually ($20.00 biweekly). 9.7
Employees eligible for bilingual pay must be proficient, including reading, writing and speaking fluently in a language that meets the City's operational needs. Employees proficient in American Sign Language are also eligible for bilingual pay. 9.7.1. Eligible employees must be available to provide translation or interpretation services to any City Department. 9.7.2. 10. Benefits Public Employees’ Retirement System (PERS) Program. The City agrees to maintain a two and one-half percent (2.5%) at age Fifty-Five (55) PERS Retirement Plan for the regular employees who are "classic members”, as defined by CalPERS, by paying the PERS employer contribution rate. Effective October 6. 2013, classic members agree to pay the 8% member contribution rate to PERS. All employees will contribute ninety-three (93) cents per bi-weekly pay period for the '59 Survivor's Continuance Benefit. The PERS program offered by the City consists of the basic PERS plan plus the '59 Survivor’s Continuance Benefit. 10.1.1. Effective October 6, 2013, the PERS Employer Paid Member Contribution (EPMC) optional benefit has been eliminated. 10.1.2. The City agrees to provide a two percent (2%) at age Sixty Two (62) PERS Retirement Plan for the regular employees who are “new members”, as defined by CalPERS. hired on or after January 1, 2013, by paying the PERS employer contribution rate. 10.1
CECCMOU 2021-2023 FI

10.1.3. New members will pay 50% of the total annual normal cost of pension benefits for PERS retirement, rounded to the nearest one quarter of one percent, or, the current member contribution rate paid by similarly situated classic members, whichever is greater, up to 8%. 10.1.4. So long as CalPERS allows, the City agrees to extend the CalPERS pick- up member contributions under Internal Revenue Code Section 414(h)(2) provisions to allow member payments by payroll deductions for service credit purchase. This provision provides employees who elect to participate with the benefit of deferring income tax liability on member service credit purchases. 10.1.5. Under current law, exercising the employer pick-up option results in no additional costs to the City. The parties agree that, in the event that the law changes such that costs are imposed on the City, the City will immediately cease designating the employee contributions as being "picked-up"by the City and such PERS contributions will revert to being made on a post-tax basis. 10.2 Deferred Compensation. The City agrees to make available to the employees covered by this M.O.U., a payroll deduction to allow the employees to participate in the International City Management Association Retirement Corporation's Deferred Compensation Program. These contributions may be made by the employee on a voluntary basis. 10.3 Wellness Incentive Program. The City agrees to provide to each employee an annual family membership at the City's Fred Endert Municipal Pool,so long as the City continues to operate said facility, at no cost to the employee. In addition, the City agrees to reimburse each employee up to $360.00 annually for participation in wellness-related activities. Qualifying wellness-related activities are gym/health club memberships, fitness training instruction,fitness/exercise class (including any class which is focused on physical activity such as yoga, cross-fit, jazzercise, dance, martial arts, etc), and fitness or other health-related applications or programs such as Weight Watchers, Noom, Calm, etc. The purpose of this program is to reduce Workers'Compensation claims. Employees shall submit receipts for reimbursement on a quarterly basis throughout the fiscal year. Reimbursement for qualifying expenses shall be made to the employee no later than fourteen (14) days after submission of the qualifying receipt. In addition, the City agrees to implement a loan program for home gym equipment to promote a healthy and active lifestyle while physical distancing is recommend/required and gyms may not be open to the public or are open only on a limited basis. The loans will be capped at $1500 per employee and only $10,000 in loans may be outstanding at any one time. Loans will be repaid over a 12-month period with zero interest. Reimbursement for Damaged Property . The City agrees to compensate employees who sustain a financial loss for damage or loss of personal property while performing their required duties in a proper and safe manner, and when not due to negligence of the employee. The following chart describes the maximum replacement or repair benefit that the City may provide:

10.4 CECC MOU 2021-2023 [V ]
Items Maximum Benefit
$50.00$45.00
$60.00
Not Applicable
Actual Cost of like replacement
Safety Equipment (Dept. Head approved employee purchased items) Actual Cost of like replacement Watches
Shoes (excluding work boots/shoes reimbursed by the City) Personal Clothing Items (excluding uniform apparel provided by the City) Jewelry (rings, necklaces, etc.)
Prescription Eyeglasses/Contact Lenses
The affected employee must submit a completed claim form to their supervisor along with the damaged personal item. For additional information on this benefit, please refer to the City's policy. 10.5 Education Assistance Program. The City will reimburse costs for education based upon IRS Regulation 1.162-5, as noted here: “Employer-paid education that is related to the employee's current job is excluded from income as a working condition fringe benefit if the following conditions are met:

10.5.1. The courses must not be necessaryJ to meet the minimum education requirements of the current position. 10.5.2. The courses are not taken to qualify the employee for a promotion or transfer to a different type of work. 10.5.3. The education must be related to the employee's current position and must help maintain or improve the knowledge and skills required for that job (e.g., a refresher or update course). If the requirements change while the employee is working, employer- paid education designed to meet them is a working condition fringe benefit. 10.5.4. All education reimbursement must be pre-approved (before classes start) by the department head and the City Manager. For additional information and how to utilize this benefit, please refer to the City's Education Assistance Program Policy. 11. Health and Welfare Insurance

11.1 Employer Contribution for CalPERS Health Insurance. The City will contribute $250.00 per month toward the cost of the CalPERS Health Premium for both permanent full-time employees and retirees. This amount must never be less than the amount specified in Gov. Code Section 22892(b). 11.2 Flexible Benefit Plan. The City will establish a flexible benefit plan for employee health benefits in accordance with IRS Code Section 125 (Cafeteria Plan), with the following provisions:
a. Effective February 1, 2022. the City will allocate an amount equal to $1,540.00 minus the employer contribution set forth in paragraph 11.1 per month per permanent full- time employee to cover premium costs for medical, vision, dental, and air ambulance offered by the City's Cafeteria Plan. b. Total monthly premium costs of selected insurance coverage which exceed the monthly allocation will be the responsibility of the employee. CHOC MOU 2021-2023 [X ] d. The minimum required coverage that each employee must select under the flexible benefit plan are: the PERS Health Plan, vision insurance, dental insurance, and air ambulance insurance offered by the City. e. In order to be excluded from the requirement for the PERS Gold Health Plan, vision insurance, and dental insurance, an employee shall submit verification of enrollment in a health plan that provides equivalent alternate coverage for health, vision, and dental insurance as required by the Patient Protection and Affordable Care Act. Air ambulance coverage is required. f. Effective January 1, 2017. full-time regular employees who opt out of City’s health plan due to enrollment in another group health plan will receive a $700 per month cash-in-lieu benefit payment. g. Effective January 1, 2017, employees will no longer be able to receive as cash the unused portion of their flexible benefit allowance. 11.3 Medical Insurance Coverage. The City Agrees to offer CalPers Health Coverage to the employees covered by this M.O.U., and the employee's qualified dependents. 11.3.1. As required by the CalPERS Health Program, eligible retirees of the CECC are qualified to participate in CalPERS Health Plans. The City will not make an employer contribution to an optional (non-CalPERS) health coverage plan after retirement by an eligible retiree of the CECC. 11.3.2. The City agrees not to change the insurance carrier or the scope of coverage without concurrence of the CECC. 11.4 Dental Insurance Coverage. The City agrees to continue to provide a group dental plan to the employees covered by this M.O.U. The coverage will include the employee and his or her qualified dependents. The carrier of this coverage will not be changed without satisfying the same conditions as provided for a change of the medical insurance carrier. 11.5 Vision Care Insurance Coverage. The City agrees to continue to provide a group vision care plan for the employees covered by this M.O.U. The coverage will include the employee and his or her qualified dependents. 11.6 Air Ambulance Insurance Coverage. The City agrees to continue to provide air ambulance insurance coverage for the employees covered by this M.O.U., except for applicable exclusions. The coverage will include the employee and qualified dependents. 11.7 Life Insurance Coverage. The City agrees to continue to provide life insurance coverage for permanent full-time employees in an amount equal to one and one-half (1.5) times the employee's annual salary, rounded to nearest whole thousand-dollar figure. Effective on the first day of the month following City Council approval of this MOU, the monthly premiums will be paid by the City and will not be deducted from employees'monthly flexible benefit allocation. 11.8 Long-Term Disability Insurance Coverage. The City agrees to continue to provide Long-Term Disability Insurance coverage to the permanent employees. Effective on the first day of the month following City Council approval of this MOU. the monthly premiums will be paid by the City and will not be deducted from employees'monthly flexible benefit allocation. CECC MOU 2021-2023 [9]

11.9 Benefits During Leave: Family and Medical Leave (FMLA) and California Family Rights Act (CFRA). An employee taking family/medical leave will be allowed to continue participating in any health and welfare benefit plan in which he or she was enrolled before the first day of leave (for a maximum of 12 workweeks) at the level and under the same conditions of coverage as if the employee had continued in employment for the duration of such leave. 11.8.1. Group health insurance coverage will be continued in the same manner for up to 16 weeks for employees disabled due to pregnancy, childbirth or related medical condition. 11.8.2. The City will continue to make the same premium contributions as if the employee had continued working. 11.8.3. The continued participation in health benefits begins on the date leave first begins under the Family Medical Leave Act (FMLA) or under the California Rights Act (CFRA).11.8.4. All employees must notify Human Resources as soon as possible regarding FMLA for your own serious health condition or that of a family member. For additional information on Family and Medical Leave, refer to the City of Crescent City's FMLA policy. 11.10 When Benefits Terminate. Employee medical benefits end on the first day of the second month following the date of separation or loss of eligibility. Dental and vision plan coverage ends on the last day of the month following your date of separation or loss of eligibility. You may continue benefits during a family leave of absence according to federal guidelines (FMLA) and in conjunction with City policy for a limited period of time. City -Designated Holidays The City agrees to provide to the employees covered by this M.O.U. the following holidays off from work and with pay:

12. Januarv
J
1 January' (3rd Monday)
February (3rd Monday)
May (Last Monday)
Julv 4
September (1st Monday)
November 11
November (4th Thursday)November (4th Friday)
December 25
To be designated annually by the City
Administration with concurrence from each
Empkryee Association. To be designated by the employee with approval from the Department Head. Should any' of the above-mentioned holidays fall on a Saturday', the employees will have off the Friday before the holiday with pay. Should any of the above-mentioned holidays fall on a Sunday, the employees will have off the Monday following the holiday with pay. If a City-designated New Year's Day
Martin Luther King Day
President's Day
Memorial Day
Fourth of July
Labor Day
Veteran's Day
Thanksgiving Day
Day after Thanksgiving
Christmas Day
Two Christmas Season holidays
Two Floating Holidays
CECCMOU 2021-2023 110]
holiday falls on the "off " Friday for any employee working a 9-80 schedule, then the employee will receive an 8-hour floating holiday in lieu of an additional paid day off. 13. Leaves Except as otherwise provided herein, leaves of absence without pay that are in the best interest of the City may be granted by approval of the City' Manager. Requests for leaves of absence without pay shall be submitted in writing by the employee to the Department Head who will consider each request on its individual merits and circumstances and will forward his or her recommendations to the City Manager for approval. Reasons for rejection of such request will be submitted to the employee by the department head. In all cases covered by the Family Medical Leave Act. the City shall provide leave in accordance with the requirements of the Act. In the event of an extended leave of absence, with or without pay, of twenty (20) work days or more, accruals will temporarily stop until the employee returns to work. Upon the employee's return to work, accruals will be restarted at the same rate that the employee was entitled to before taking the leave, based on his or her length of service. Employees may utilize use of any unused balances (i.e.. sick, comp time, floating holidays, vacation) during their leave time but will not continue to accrue until a return to work. Use of any accrued leave must be taken in the following order:

Compensatory time off;
Floating holidays;
Vacation
1)
2)
3)
Employees taking time off will be charged eight (8) or nine (9) hours sick/floating holiday/vacation leave depending on the number of hours the employee would normally work on that da};. Vacation. 13.1. 1 . Accrual Schedule. The following vacation accrual schedule will be effective on the first pay period after the effective date of this M.O.U. Length of Service Date of Employment thru 12th month
13th month thru 120th month
121st month & beyond

13.1.2. Utilization. Employees covered by this M.O.U. may not accrue vacation beyond four hundred (400) hours. Vacation leave may not be granted to an employee with less than six (6) months of employment. Compensation will be at the current rate of pay. Upon termination, an employee will be compensated for unspent accrued vacation. 13.1.3. Elective Vacation Cash-Out Plan. Employees have the elective option to cash-out up to forty (40) hours of accrued vacation leave once even'six (6) months. An employee must have a minimum balance of 240 hours of accrued vacation at the time of the cash-out request. An employee must have used at least forty (40) hours of vacation inthe previous twelve (12) month period. 13.1 Bi-Weeklv Accrual Rate 4.0 Hours 5.23 Hours 6.15 Hours

13.2 Sick Leave. It is the policy of the City that sick leave is not to be considered a privilege for an employee to use at his or her discretion, but is to be provided as a benefit to be used in case of necessity for an actual illness or disability. It is the responsibility of the Department CECC MOU 2021-2023 i n ]
Head to deny the use of sick leave with pay in cases where there is substantial evidence of abuse of the sick leave privilege. 13.2.1. Accrual Schedule. All employees, except part-time, temporary and seasonal employees, will be eligible for accrual of sick leave effective from their date of hire. The accrual of sick leave will be four (4) hours per pay period, with an accumulation limit of 720 hours. 13.2.2. Utilization. Employees may utilize accrued sick leave after their first month of employment. Sick leave with pay will be granted upon the recommendation of the Department Head in a case of the bona fide illness of the employee. Sick leave with pay may be used for the following services: diagnostic procedures, dental procedures and ophthalmology sendees when performed by a duly licensed practitioner. a. The employee may be required to file a physician's or dentist's statement, or a personal affidavit with Human Resources stating the cause of absence before such leave with pay will be granted. After an employee has notified the City of their intention to leave City service, no sick leave will be granted for that employee unless they provide a doctor's written statement for the missed time. b. Sick leave applies to absences during pregnancy that are caused by illness due to pregnancy or the attending physician's order that the employee is unable to work due to the pregnancy. All situations involving pregnancy disability will be addressed in accordance with the provisions of the Family Medical Leave Act (FMLA) and current state Pregnancy Disability Leave (PDL) laws. A female employee, filling a regular Council approved position shall be entitled to a total of four (4) months leave of absence (with and/or without pay) due to pregnancy disability as determined by a qualified medical provider. 13.2.3. After four (4) consecutive days of illness, an employee may be required to provide a physician's "return to work” release in writing. 13.2.4. Employees who violate or misuse the sick leave provisions may be required to provide a physician's report for each day off when sick leave is requested, and upon further misuse, the employee may be disciplined. Examples may include but are not limited to instances involving patterned absences or utilizing sick leave for reasons other than illness, medical condition, or medical/dental appointments. 13.2.5. Employees returning from sick leave with restrictions must accept light duty when offered. Failure to do so will be considered a voluntary' quit and employment will be terminated. 13.2.6. An eligible employee may take sick leave in the event of a serious illness or medical condition for a member of the employee's immediate family. The employee may be required to file a physician's or dentist's statement, or a personal affidavit with Human Resources stating the cause of absence before such leave with pay will be granted. For purposes of this section, immediate family is defined as:
a. A child (biological, adopted, or foster child, stepchild, legal ward, or child to whom the employee stands in loco parentis, regardless of the age or dependency status);
b. A biological, adoptive, or foster parent,stepparent, or legal guardian of an employee or the employee’s spouse or registered domestic parent, or a person who stood in loco parentis when the employee was a minor child; c. A spouse;
CECC MOD 2021-2023 [12]
d. A registered domestic partner;
e. A grandparent;
f. A grandchild:
g. A sibling. 13.2.7 In the event a scheduled medical or dental appointment for the eligible employee's immediate family that requires the employee's absence from work, theemployee may use sick time. Immediate family is defined as the same family members as noted above in section 13.2.6. 13.2.8. In the event of a voluntary or involuntary transfer of any employee within the City, the employee's leave credits will also be transferred in their full amount. 13.2.9. The City has entered into an agreement with the PERS whereby accumulated sick leave is converted to additional service credit upon retirement. 13.2.10. Conversion to Sick Leave Bank. Any employee whose available sick leave accrual equals or exceeds seven hundred twenty (720) hours at the end of a bi-weekly pay period must, for the next pay period and any subsequent pay periods until the accrual is below the 720 hours, be compensated by having his or her normal accrual amount for the pay period deposited into a “sick leave bank-CECC." a. Use of sick leave hours from this time bank will be by approval of such procedures as are mutually agreed upon by the CECC and the City Manager. b. Total sick leave bank accruals deposited may not exceed 960 hours available at any time. c. In the event the employee reaches the maximum vacation accrual, no further accruals or conversion may occur. 13.3 Occupational Medical Leave. An employee who is receiving temporary disability indemnity under applicable Workers'Compensation provisions of the California Labor Code, may choose to take as much of his or her available sick leave or vacation leave in such amounts that when added to the temporary disability payment,the employee will receive an amount equal to his or her full salary or wage. Such supplemental payments may continue until all accrued balances are exhausted or the employee returns to work. Such payments will not be continued beyond the date of termination of employment whether voluntary or involuntary. 13.3.1. In all cases covered by the Family Medical Leave Act. the City will provide leave in accordance with the requirements of the Act. 13.3.2. Once paid leave options are exhausted, the accrual of sick and vacation leave benefits will be discontinued until the employee returns to work. 13.3.3. The City Manager (or Human Resources or designee) may grant a leave of absence without pay to any employee who is disabled by job injury or illness. The duration of the unpaid medical leave of absence will depend upon the nature and extent of the employee's disability or incapacity to perform the essential functions of the job position, but in no event will a medical leave be granted for longer than one year, measured from the time the employee is unable to wrork in his or her regular job position. 13.3.4. Leave may be terminated by the City Manager when he or she determines to his or her satisfaction that the employee is permanently disabled and unable to perform the duties of the class. Such determination may be considered pursuant to the California CECCMOU 2021-2023 113]
Public Employees' Retirement Law: "disability" means the inability of a employee to perform the duties of the job for a permanent or extended and uncertain duration, as determined on the basis of a competent medical opinion. Disability is not necessarily an inability to perform every function of a given position. Rather, the determination of whether the employee can substantially perform his or her usual duties. 13.3.5. In all situations of Occupational Medical Leave, employees must comply with the City's Work Related Injury or Illness Return-To-Work Policy. 13.4 Parenting Leave. Parenting leave will be considered leave without pay and provided in accordance with applicable federal and state laws;specifically, Family Medical Leave (FMLA) and current California Family Rights Act (CFRA) laws for the birth or adoption of a child or placement of a foster child. In the event that an employee does not meet the eligibility requirements for FMLA or CFRA. an unpaid leave of absence may be approved by the employee's Department Head and the City Manager. Use of sick leave may not be taken for parenting leave purposes. The City will make available forty (40) hours of paid leave in lieu of not participating in Employment Development Department (EDD) programs that may have provided Paid Family Leave for parenting leave purposes. 13.5 Bereavement Leave. Regular employees are eligible for bereavement leave to a maximum of five (5) work days per incident with pay. The City Manager may grant additional time based on individual circumstances. Immediate family is defined as: spouse, parents, children,siblings, grandparents, grandchildren and in-laws (parents, grandparents,siblings). The City Manager may approve other bereavement leave requests on a case-by-case basis. 13.6 Jury Duty/Witness Testimony Leave. All employees are eligible for jury leave when called by the court to serve as a juror or provide witness testimony. Employees will receive their normal compensation so long as the City is reimbursed by the employee for juror or witness fees received. The employee must provide to their Department Head a copy of the summons, notice, or subpoena directing the employee to appear in court. On a day an employee reports for jury duty and learns that services are not needed that day, the employee must return to work for the balance of the regular work shift. 13.7 Military Leave. The City will provide military leave as required by California State Law. 13.8 Leave of Absence Without Pay. An employee will not be entitled to a leave of absence as a matter of right, but upon request may be granted a personal leave of absence without pa)' upon the presentation of a valid and satisfactory reason. The approval or denial of such leave is not subject to the grievance or complaint procedure. 13.8.1. An employee must request the leave of absence in writing (Time Off Request form) at least 30 days in advance for a planned leave. 13.8.2. The time off must be approved by the Department Head and City Manager before beginning the leave of absence. CECC MOD 2021-2023 [14] 1/21/2022

13.8.3. Such leave will not be approved in excess of one hundred twenty (120) calendar days in duration, except that the City Manager, upon the recommendation of the employee's Department Head, may approve one subsequent ninety (90) calendar day leave of absence without pay. 13.8.4. Failure to return to work at the end of the approved leave period will constitute a separation from service of that employee as a voluntary resignation. 13.8.5. The employee will not accrue any benefits, nor will City pay for any benefits during such approved leave of absence without pay. Unauthorized Absence - Automatic Termination. An employee absent for more than three (3) working days without prior permission of the Department Head may be considered to have automatically terminated employment with the City. Such termination will be final and without right or appeal or hearing unless said employee furnishes reasons satisfactory to the Department Head and City' Manager for not having obtained prior permission. 13.9 Return to Work Requirements. At least one (1 ) week prior to the expiration of the approved leave of absence, with or without pay. the employee must notify the Department Head of the employee's intention to return to work. Upon the expiration of an approved leave, the employee shall return to work on the next following regular work day. Failure to return to work will be considered a voluntary resignation on the part of the employee unless prior approval is obtained from the employee's Department Head and Human Resources. 13.10 Determination of Continuous Service. The length of an employee's service will be considered continuous while the employee is on an approved leave of absence, with or without pay, and if the employee returns to work on the required return to work day. Upon re-employment from an involuntary' layoff, the employee's previously accrued sick leave credits will be restored. An employee returning from a voluntary’ resignation will not receive any credits by virtue of their previous employment towards any leave accrual or restoration. 13.11 Agreed Hereto for
Clerical Employees of Crescent City’ (CECC):

Agreed Hereto and
Recommended to City’ Council:

Dated: Z Dated:
^sdSncwier,City Manager Christina Pereira. President
APPROVED AS TO FORM: Dated:

Martha D. Rice, City Attorney Vanessa Duncan. Secretary CECC MOU 2021-2023 [15]
CECC Pay Schedule -Exhibit A
Effective 7/1/2021
The parties hereto agree to the following pay schedule for the following positions for the period July 1, 2021 through June 30, 2022. effective the first complete pay period in Fiscal Year 2021- 22.

All figures are described in hourly rates. Step 1 Step 2 Step 3 Step 4 Step 5 Account Clerk 1 16.55 17.38 18.25 19.16 20.12
Account Clerk 2 18.25 19.16 20.12 21.12 22.18
Account Clerk 3 20.12 21.12 22.18 23.29 24.45
Office Technician 16.55 17.38 18.25 19.16 20.12
Confidential positions
Tenant Services Tech. 20.12 21.12 22.18 23.29 24.45
Fire Dept. Admin. Assist. 20.12 21.12 22.18 23.29 24.45 Police Records Specialist 20.12 21.12 22.18 23.29 24.45 Y-Rated Positions
Account Clerk 3 Y-Rated 22.27 23.38 24.55 25.78 27.07
The parties agree that the above pay schedule shall continue in future agreements; however, the exact pay level for each step may vary as agreed upon by the parties. CECC MOU 2021-2023 116] RULES FOR PAY STEP PROGRESSION: Employees may move through the Steps in the following manner and at the discretion of the Department Head upon City Manager concurrence. STEP 1: Entry Step. The employee is normally hired at this pay step. STEP 2: Second Step. Employees may be hired at this step upon City Manager approval if conditions warrant such placement, otherwise employees progress to this step upon six months of satisfactory performance in Step 1 or at the discretion of the Department Head and City Manager. STEP 3: Third Step. Employees may be hired at this step upon City Manager approval if conditions warrant such placement,otherwise employees progress to this step upon twelve (12) months of satisfactory performance in Step 2, or at the discretion of the Department Head and City Manager. STEP 4: Fourth Step. Employees may be hired at this step upon City Manager approval if conditions warrant such placement, otherwise employees progress to this step upon twelve (12) months of satisfactory performance in Step 3, or at the discretion of the Department Head and City Manager. STEPS: Employees may progress to this step upon twelve (12) months of satisfactory performance in Step 4, or at the discretion of the Department Head and City Manager. The employee's supervisor shall evaluate the employee's performance in the time periods provided for by each pay step to determine if the employee shall progress to the next pay step. Employees at Step 5 will also be evaluated by the employee's supervisor to determine performance strengths and weaknesses. All employee evaluations shall be reviewed by the employees' Department Head and City Manager. The supervisor shall notify the employee at least ten (10) days prior to the employee's due date for a pay increase as to whether or not the supervisor will recommend a pay step increase for the employee. Employees may utilize the grievance procedure should an employee object to the supervisor's decision in this matter. Notwithstanding any of the above, employees who are promoted shall be placed in the pay step of the new classification which provides the employee a minimum increase of five (5) percent unless the pay at the new classification is already at Step 5. Employees who are demoted for disciplinary reasons will be paid at the salary of the same step within the lower pay classification. Employees who are transferred from one position to another of equal pay shall not be increased or decreased in respect to their present pay. CECC MOU 2021-2023 [I V] CECC Pay Schedule -Exhibit A
Effective 7/1/2022
The parties hereto agree to the following pay schedule for the following positions for the period July 1, 2022 through June 30, 2023. effective the first complete pay period in Fiscal Year 2022- 23. This pay schedule reflects a (TBD) % CPI increase. This schedule will be updated when the applicable CPI percentage is known. All figures are described in hourly rates. Step 1 Step 2 Step 3 Step 4 Step 5 Account Clerk 1
Account Clerk 2
Office Technician
Confidential positions
Tenant Services Tech. Fire Dept. Admin. Assist. Police Records Specialist The parties agree that the above pay schedule shall continue in future agreements; however, the exact pay level for each step may vary as agreed upon by the parties. CECC MOU 2021-2023 [18] RULES FOR PAY STEP PROGRESSION: Employees may move through the Steps in the following manner and at the discretion of the Department Head upon City Manager concurrence. STEP 1: Entry Step. The employee is normally hired at this pay step. STEP 2: Second Step. Employees may be hired at this step upon City Manager approval if conditions warrant such placement, otherwise employees progress to this step upon six months of satisfactory performance in Step 1 or at the discretion of the Department Head and City Manager. STEP 3: Third Step. Employees may be hired at this step upon City Manager approval if conditions warrant such placement, otherwise employees progress to this step upon twelve (12) months of satisfactory performance in Step 2, or at the discretion of the Department Head and City Manager. STEP 4: Fourth Step. Employees may be hired at this step upon City Manager approval if conditions warrant such placement, otherwise employees progress to this step upon twelve (12) months of satisfactory performance in Step 3, or at the discretion of the Department Head and City Manager. STEP 5: Employees may progress to this step upon twelve (12) months of satisfactory performance in Step 4, or at the discretion of the Department Head and City Manager. The employee's supervisor shall evaluate the employee's performance in the time periods provided for by each pay step to determine if the employee shall progress to the next pay step. Employees at Step 5 will also be evaluated by the employee's supervisor to determine performance strengths and weaknesses. All employee evaluations shall be reviewed by the employees' Department Head and City Manager. The supervisor shall notify the employee at least ten (10) days prior to the employee's due date for a pay increase as to whether or not the supervisor will recommend a pay step increase for the employee. Employees may utilize the grievance procedure should an employee object to the supervisor's decision in this matter. Notwithstanding any of the above, employees who are promoted shall be placed in the pay step of the new classification which provides the employee a minimum increase of five (5) percent unless the pay at the new classification is already at Step 5. Employees who are demoted for disciplinary reasons will be paid at the salary of the same step within the lower pay classification. Employees who are transferred from one position to another of equal pay shall not be increased or decreased in respect to their present pay. CECCMOU 2021-2023 119]

CITY COUNCIL AGENDA REPORT
TO: MAYOR GREENOUGH AND MEMBERS OF THE CITY COUNCILFROM: ERIC WIER, CITY MANAGERBY: LINDA LEAVER, FINANCE DIRECTORDATE: JANUARY 24, 2022SUBJECT: SALARY ADJUSTMENT FOR CERTAIN CONTRACT EMPLOYEES _________________________________________________________________ RECOMMENDATION • Approve and Adopt Resolution No. 2021-06, A RESOLUTION OF THE CITY

COUNCIL OF THE CITY OF CRESCENT CITY REVISING THE SALARY SCHEDULE FOR CERTAIN CONTRACT POSITIONS BACKGROUND The City has several contract employees who are not covered by any employee bargaining unit or association. Contract employees typically receive the same Cost of Living Adjustment (COLA) that is agreed to in the Memorandum of Understanding (MOU) for the Crescent City Management Employee Association (CCMEA). In FY 2020-21, contract employees, like all other City employees, did not receive a COLA due to the budget uncertainty caused by the COVID-19 pandemic.The new MOU with the CCMEA was approved by the City Council on December 29, 2021. This MOU covers FY 2021-22 and FY 2022-23. In this agreement, the City implemented a wage restructure to address the increase in minimum wage and City organizational needs. The first year of the agreement (FY 2021-22) does not include a COLA with the wage restructure. Therefore, contract employees did not automatically receive an adjustment for FY 2021-22.ANALYSISIn order to maintain the City’s organizational structure and support the City’s goal of attracting and retaining quality employees, the City Council asked staff to bring back a wage restructure for contract department heads that would equal a 3% COLA for FY 2021-22. The City Manager and City Attorney do not receive this increase and will remain at their current salary ranges.

Approving the attached resolution will authorize the new salary ranges, effective the first pay period in July 2021.

FISCAL IMPACT
The estimated budget impact for FY 2021-22 is $25,200 total, charged across multiple City funds. The budget amendment and position control update are on a separate item in this agenda.

ATTACHMENTS

1. Resolution No. 2022-06
CITY OF CRESCENT CITY RESOLUTION NO. 2022-06 Page 1
RESOLUTION NO. 2022-06

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CRESCENT CITY REVISING

THE SALARY SCHEDULE FOR CERTAIN CONTRACT POSITIONS
WHEREAS, the Crescent City Municipal Code provides that the City Council set employee compensation by resolution; and
WHEREAS, the City has implemented a wage restructure for employee bargaining groups; and WHEREAS, the City also desires to adjust the salary schedule for unrepresented contract employees to provide equitable compensation in order to attract and retain quality employees.

NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF CRESCENT CITY AS FOLLOWS:

That the salary ranges for contract employees listed below is approved and effective as of the first full pay period in July 2021:

Title Annual Min Annual Max
City Manager 104,506 133,536
City Attorney 99,281 124,468
Fire Chief 91,950 115,277
Chief of Police 91,950 115,277
Public Works Director 91,950 115,277
Finance Director 91,950 115,277
Housing Authority Director 86,461 108,418
Economic Development and Recreation Director
(note: position created 12/20/21 due to reorg) 86,461 108,418 Recreation and Events Director
(note: position closed 10/7/21) 67,738 82,356
APPROVED and ADOPTED and made effective the same day at a meeting of the City Council of the City of Crescent City held on the 24
th day of January 2022 by the following polled vote:

AYES:

NOES:

ABSTAIN:

ABSENT:
_______________________________
Jason Greenough, Mayor
ATTEST:
_____________________________
Robin Patch, City Clerk

CITY COUNCIL AGENDA REPORT
TO: MAYOR GREENOUGH AND MEMBERS OF THE CITY COUNCILFROM: ERIC WIER, CITY MANAGERBY: LINDA LEAVER, FINANCE DIRECTORDATE: JANUARY 24, 2022SUBJECT: BUDGET AND POSITION CONTROL UPDATE FOR CECC AND CONTRACT EMPLOYEES _________________________________________________________________ RECOMMENDATION • Approve and Adopt Resolution No. 2022-07, A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CRESCENT CITY AMENDING THE CITY’S BUDGET FOR FISCAL YEAR 2021-2022 BACKGROUND The City has negotiated with the Clerical Employees of Crescent City (CECC) to reach agreement on a new Memorandum of Understanding (MOU). The MOU was recommended for Council approval on a separate item on this agenda.The City Council also directed staff to implement a salary adjustment for certain unrepresented contract employees who would otherwise not receive a cost of livingincrease this year. The resolution for those salary adjustments was recommended for Council approval on a separate item on this agenda.ANALYSISThe MOU and contract employee salaries were negotiated to address the needs of the City and the employees. The final step to implement the MOU and salaries is to update the City’s budget and position control for FY 2021-22. FISCAL IMPACTThe total estimated budget impact of the MOU and the contract salary adjustments is $50,300 (across multiple City funds) in Fiscal Year 2021-22. ATTACHMENTS

1. Resolution No. 2022-07
CITY OF CRESCENT CITY RESOLUTION NO. 2022-07 Page 1
RESOLUTION NO. 2022-07

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CRESCENT CITY AMENDING THE FISCAL YEAR 2021-22 BUDGET OF THE CITY OF CRESCENT CITY WHEREAS, the budget for the fiscal year beginning July 1, 2021, as submitted by the City Manager, was reviewed by the City Council and a public hearing was held thereon the 21 st day of June 2021;
and
WHEREAS, the City Council adopted said budget and has the authority to amend said budget from time to time; and
WHEREAS, the City’s bargaining team has negotiated in compliance with the Meyers-Milias-Brown Act and all other applicable requirements to reach agreement with the Clerical Employees of Crescent City (“CECC”) upon a new Memorandum of Understanding (“MOU”) that meets the needs of both parties and covers the period July 1, 2021 through June 30, 2023; and WHEREAS, the City Council wishes to adjust the salary ranges for certain unrepresented contract employees who would otherwise not receive a cost of living increase this year; and WHEREAS, fulfillment of these priorities requires an amendment to the Fiscal Year 2021-22 budget and Position Control.

NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF CRESCENT CITY AS FOLLOWS:

1. That the Fiscal Year 2021-22 City of Crescent City Annual Budget is hereby amended and appropriated in the amounts identified below:

Revenue Increase (Decrease) Expenditure Increase (Decrease) General Fund $23,300
Housing Authority Fund $13,750
RV Park Fund $1,400
Sewer Fund $5,500
Water Fund $6,350

2. That the attached Position Control attached hereto is hereby approved.

APPROVED and ADOPTED and made effective the same day at a meeting of the City Council of the City of Crescent City held on the 24
th day of January 2022 by the following polled vote:

AYES:

NOES:

ABSTAIN:

ABSENT:
_______________________________
Jason Greenough, Mayor
ATTEST:
_____________________________
Robin Patch, City Clerk
City of Crescent City
Position Control
Authorized Positions & Pay Ranges Approved 01.24.22, Effective 07.01.21 POSITION Min Annual Max Annual Min Annual Max Annual
Current Auth
FTE Change
Proposed
FTE Notes
Administration
City Manager 104,506 133,536 104,506 133,536 1.00 1.00
City Attorney 99,281 124,468 99,281 124,468 1.00 1.00
HR Manager 53,394 64,917 53,394 64,917 1.00 1.00
HR Administrator 48,443 58,885 48,443 58,885 - -
Information Systems Administrator 68,162 82,846 68,162 82,846 1.00 1.00 IT / GIS Technician 46,134 56,077 46,134 56,077 1.00 1.00 City Clerk
City Clerk / Administrative Analyst 61,818 75,150 61,818 75,150 1.00 1.00 Finance
Director of Finance 89,272 111,919 91,950 115,277 1.00 1.00 contract salary adj per resolution Accountant 58,885 71,573 58,885 71,573 - -
Finance Analysts 2.00 2.00
Finance Analyst II 58,885 71,573 58,885 71,573
Finance Analyst I 53,394 64,917 53,394 64,917
Finance Technician and PR Admin 1.50 1.50
Finance Technician 48,443 58,885 48,443 58,885
Payroll Administrator 48,443 58,885 48,443 58,885
Account Clerks 2.00 2.00
Account Clerk III Y-rated 44,225 53,752 46,322 56,306 CECC MOU Account Clerk III 40,507 49,241 41,850 50,856 CECC MOU
Account Clerk II 35,798 43,521 37,960 46,134 CECC MOU
Account Clerk I 32,432 39,406 34,424 41,850 CECC MOU
Fire
Fire Chief 89,272 111,919 91,950 115,277 1.00 1.00 contract salary adj per resolution Administrative Assistant 39,538 48,031 41,850 50,856 1.00 1.00 CECC MOU Police
Chief of Police 89,272 111,919 91,950 115,277 1.00 1.00 contract salary adj per resolution Lieutenant 86,195 99,466 86,195 99,466 1.00 1.00
Sergeant 68,931 85,530 68,931 85,530 3.00 3.00
Police Officer 50,877 67,954 50,877 67,954 8.00 8.00
Police Officer - Limited Term 50,877 67,954 50,877 67,954 - - Police Recruit 37,477 37,477 37,477 37,477 - -
Records Specialist 38,570 46,865 41,850 50,856 1.00 1.00 CECC MOU Planning, Building & Code Enforcement
Planning Technician 46,134 56,077 46,134 56,077 - -
Building Inspector & Code Enforcement Officer * 50,856 61,818 50,856 61,818 0.46 0.46 Office Technician ** 33,246 40,418 34,424 41,850 1.00 1.00 CECC MOU Economic Development and Recreation
Recreation and Events Director 65,765 79,957 67,738 82,356 - - contract salary adj per resolution Economic Development and Recreation Director 83,943 105,260 86,461 108,418 1.00 1.00 contract salary adj per resolution Grants and Economic Development Coordinator 58,885 71,573 58,885 71,573 1.00 1.00 Recreation Lead 29,640 37,440 29,640 37,440 0.48 0.48
RV Park Supervisor 39,853 48,443 39,853 48,443 1.00 1.00 Campground Attendant 32,427 39,416 32,427 39,416 0.48 0.48 Aquatics Supervisor 46,134 56,077 46,134 56,077 1.00 1.00 Relief Supervisor/Lesson Coordinator 39,853 48,443 39,853 48,443 2.00 2.00 Part-time Lifeguards 4.90 4.90
Lifeguard - Designated Head Lifeguard 30,680 37,440 30,680 37,440 Lifeguard - Part-Time 29,640 37,440 29,640 37,440
Aquatic Specialty Program Instructor 32,760 39,000 32,760 39,000 Water Safety Aide 30,160 34,320 30,160 34,320
Public Works
Director of Public Works 89,272 111,919 91,950 115,277 1.00 1.00 contract salary adj per resolution Engineering Project Manager 58,885 71,573 58,885 71,573 1.00 1.00 Engineering Technician 46,134 56,077 46,134 56,077 1.00 1.00 Public Works Maintenance Manager 71,573 86,986 71,573 86,986 1.00 1.00 Public Works Parks / Buildings / Maintenance Workers &
Equipment Operators 12.52 12.52
Maintenance Workers
Senior Public Works Maintenance Worker 48,443 58,885 48,443 58,885 Maintenance Worker III 39,853 48,443 39,853 48,443
Maintenance Worker II 36,150 43,930 36,150 43,930
Maintenance Worker I 34,424 41,850 34,424 41,850
Equipment Operators
Equipment Operator II 43,930 53,394 43,930 53,394
Equipment Operator I 37,960 46,134 37,960 46,134
Senior Bldgs & Parks Maintenance Worker 39,853 48,443 39,853 48,443 Buildings Maintenance Worker
Parks Maintenance Worker
EMOT 2.00 2.00
Senior Electrical Mechanical Operations Technician 64,917 78,894 64,917 78,894 Electrical Mechanical Operations Technician II 56,077 68,162 56,077 68,162 Electrical Mechanical Operations Technician I 48,443 58,885 48,443 58,885 Utility Mechanic 39,853 48,443 39,853 48,443 1.00 1.00
Laboratory Director 61,818 75,150 61,818 75,150 1.00 1.00 Laboratory Assistant / Tech 2.00 2.00
Laboratory Technician II 50,856 61,818 50,856 61,818
Laboratory Technician I 41,850 50,856 41,850 50,856
Laboratory Assistant 34,424 41,850 34,424 41,850
Fleet Mechanics 2.00 2.00
Senior Mechanic 56,077 68,162 56,077 68,162
Mechanic II 43,930 53,394 43,930 53,394
Mechanic I 36,150 43,930 36,150 43,930
Housing Authority
Housing Authority Director 83,943 105,260 86,461 108,418 1.00 1.00 contract salary adj per resolution Housing Authority Inspector 39,853 48,443 39,853 48,443 - - Tenant Services Technician 39,362 47,833 41,850 50,856 2.00 2.00 CECC MOU Office Technician 33,246 40,418 34,424 41,850 1.00 1.00 CECC MOU Totals 70.34 - 70.34
* 0.46 FTE split between Building/Code Enforcement and Housing Authority ** 1.0 FTE split between Planning and Public Works
Pay ranges do not include special pay, i.e. certification, longevity, merit, etc.

Min and max annual pay ranges are equivalent to base hourly rate times 2,080 hours per year. Actual hours for positions may be different.

Auth Pay Range - Current Auth Pay Range - Proposed

CITY COUNCIL AGENDA REPORT
TO: MAYOR GREENOUGH AND MEMBERS OF THE CITY COUNCIL
FROM: ERIC WIER, CITY MANAGER
BY: LINDA LEAVER, FINANCE DIRECTOR
DATE: JANUARY 24, 2022
SUBJECT: FISCAL YEAR 2021-22 APPROPRIATIONS LIMIT CORRECTION ______________________________________________________________________

RECOMMENDATION
• Adopt Resolution No. 2022-08, A RESOLUTION OF THE CITY COUNCIL OF

THE CITY OF CRESCENT CITY SELECTING THE ANNUAL ADJUSTMENT FACTORS FOR THE CALCULATION OF THE FISCAL YEAR 2021-22

APPROPRIATIONS LIMIT FOR THE CITY OF CRESCENT CITY

BACKGROUND
In 1979, the voters of California approved Proposition 4, commonly known as the Gann Limit (“Limit” or “Appropriations Limit”), to limit the growth of government taxation and spending. This proposition created Article XIIIB of the Constitution, which provides a formula for calculating these limits. In 1990, the voters adopted Proposition 111, which revises the formulas for calculating adjustments to the limit.

The limit is based on actual appropriations during the base year and increases each year using specified growth factors. The appropriations limit does not apply to all City revenues, but only to those revenues defined as “proceeds of taxes” with certain exceptions for voter-approved debt, qualified capital outlay, and the costs of complying with court orders and federal mandates. During any fiscal year, a government entity may not appropriate (spend) proceeds of taxes that are received in excess of the entity’s limit.

If the entity receives proceeds of taxes in excess of the limit, it may carry those funds into the subsequent year for use. Any excess remaining after the second year must be returned to the taxpayers by reducing tax rates or fees. Alternatively, a majority of voters may approve an override to increase the appropriations limit for a maximum of four years.

In accordance with Proposition 111, the Council must adopt the Appropriations Limit each year as part of the annual budget process. The annual change in the limit is determined by two factors: (1) change in population, and (2) change in cost of living (inflation).

FISCAL YEAR 2021-22 APPROPRIATIONS LIMIT CORRECTION
JANUARY 24, 2022
2 Population factor: The population figures are provided to the City each year by the State Department of Finance. The City may choose to use either the population growth figure for the City’s population or the growth figure for the County’s population. The City factor for FY 2021-22 is 0.15% and the County factor is 0.49%.

Inflation factor: The City may use the California per Capita Income figure (provided by the State Department of Finance) or the percentage change in the local assessment roll from the preceding year due to the addition of local non-residential construction in the City.

The City has used the California per Capita Income figure in previous years, and staff continues to recommend this action. This year’s per capita income factor is 5.73%.

At the June 21, 2021 Council meeting, the City Council adopted Resolution 2021-34 approving the factors to be used for the FY 2021-22 appropriations limit. Staff recently became aware that one of the factors (the population factor) was inadvertently rounded from 0.49% to 0.5%. This resulted in a difference of $3,241 that needs to be corrected.

The total appropriations limit was previously calculated as $32,578,755 but should be $32,575,514. Adoption of the attached resolution will rescind the previous Resolution 2021-34 and adopt the correct limit for the fiscal year.

The total calculated appropriations limit for FY 2021-22, using the recommended factors, is $32,575,514. Only the General Fund includes budgeted revenues properly classified as proceeds of taxes, although the other types of funds are also presented consistent with previous years.
% Change
over prior year
A. Price Factor
Per capita personal income 2021-22 5.73
Population Factor
City 2021-22 0.15
County 2021-22 0.49
B. Calculation
Per capita personal income ratio 1.0573
Population ratio 1.0049
Calculation of factor for FY 2021-22 A times B 1.0625
2020-21 2021-22 2021-22 2021-22 2021-22 2021-22
Limit Limit
Proceeds of
Taxes
Exclusions Appropriations
Subject to Limit
Under (Over)
Limit
General Fund 6,015,675 6,391,539 5,438,029 (250,000) 5,188,029 1,203,510 Special Revenue Funds 5,875,231 6,242,320 - - - 6,242,320 Enterprise Funds 15,030,092 15,969,184 - - - 15,969,184 Internal Service Funds 1,731,366 1,839,543 - - - 1,839,543 Public Financing Authority 1,469,121 1,560,913 - - - 1,560,913 Fiduciary Funds 538,376 572,014 - - - 572,014
30,659,862 32,575,514 5,438,029 (250,000) 5,188,029 27,387,485 APPROPRIATIONS LIMIT: Fiscal Year 2021-22
FISCAL YEAR 2021-22 APPROPRIATIONS LIMIT CORRECTION
JANUARY 24, 2022
3 FISCAL ANALYSIS
There is no fiscal impact to adopting the appropriations limit.

STRATEGIC PLAN ASSESSMENT
This report is consistent with the Strategic Plan Goal of “Maintaining a balanced budget while executing strong fiscal management, optimized staffing levels, and through maximizing services with available resources.”

ATTACHMENTS
• Resolution No. 2022-08
CITY OF CRESCENT CITY RESOLUTION NO. 2022-08 Page 1
RESOLUTION NO. 2022-08

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CRESCENT CITY SELECTING THE ANNUAL ADJUSTMENT FACTORS FOR THE CALCULATION OF THE 2021-22

APPROPRIATIONS LIMIT FOR THE CITY OF CRESCENT CITY
WHEREAS, Article XIII B of the California Constitution does specify that the Appropriations Limit for cities may increase annually if selection of the adjustment factors for calculation thereof has been made; and WHEREAS, the net change in the total county population or the net change in the total city population may be selected for the population adjustment factor; and WHEREAS, the change in California per capita personal income or the change in the local assessment roll due to local non-residential construction may be selected for the inflationary adjustment factor.

NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Crescent City as follows:

1. Resolution 2021-34 is hereby rescinded and replaced by this resolution.

2. The net change in total county population and the change in California per capita personal income are hereby selected as the annual adjustment factors for calculation of the 2021-22 Appropriations Limit for Crescent City, California.

3. The annual appropriations limit for fiscal year 2021-22 is $32,575,514.

BE IT FURTHER RESOLVED, that in the absence of the data necessary to calculate the increase in the non-residential assessed valuation, the fiscal year 2021-22 Appropriations Limit for Crescent City is hereby adopted on a provisional basis using the alternative factor of per capita income for the inflationary adjustment and may need to be adjusted once the assessment data is available.

The above and foregoing Resolution No. 2022-08 was introduced by Council Member ________________, seconded by Council Member _______________ and passed and adopted at a regular meeting of the City Council of the City of Crescent City held on the 24th day of January 2022 by the following polled vote:

AYES:

NOES:

ABSTAIN:

ABSENT:

Jason Greenough, Mayor
ATTEST:

Robin Patch, City Clerk

MINUTES
Crescent City Housing Authority

REGULAR MEETING
December 20, 2021 AT 6:00 P.M.

FLYNN CENTER
981 H STREET
CRESCENT CITY, CA 95531
participate in CCHA’s Housing Choice/Project Based Voucher ProgramProposals (RFP) seeking privately owned properties within Del Norte County that qualify topolled vote, the Housing Authority Board of Directors authorized the publication of a Request forOn a motion by Vice-Chair Inscore, seconded by Board Member Wright, and carried on a 5-0 with some conditions that would need to be met first.
contingent upon there being one available for them? Director Miller answered inthe affirmative after a year the person in a project-based voucher can transition to a traditionalvoucher is that explained the Housing Choice/Project Based Voucher Program. Vice-Chair Inscore asked if amount of rentals available for people who need them long term. Executive Director Millerfurther explained that due to the large amount of vacation rentals in the area, it has reduced theare any property owners that would like to participate in the Housing Voucher Program. SheHousing Authority Executive Director Miller explained that this will be for an RFP to see if there Choice/Project Based Voucher Programproperties within Del Norte County that qualify to participate in CCHA’s Housing • Authorize publication of a Request for Proposals (RFP) seeking privately owned• Further Board discussion• Receive public comment• Technical questions from the Board• Recommendation: Hear staff report

9. Publication of Request for Proposals – Project Based VouchersNEW BUSINESSCONSENT CALENDAR – NonePUBLIC COMMENT PERIOD – None

COMMUNICATIONS
Authority Board Secretary Robin PatchStaff present: Housing Authority Executive Director Megan Miller and HousingGreenoughBoard Member Isaiah Wright, Vice-Chair Blake Inscore and Chairman Jason Roll Call Board Members present: Board Member Ray Altman, Board Member Beau Smith,Call to Order Chairman Greenough called the meeting to order at 6:30 p.m.

There were no public comments.

Director Miller updated the Council on the emergency housing program; there were 15 emergency vouchers awarded back in July. We have housed 7 out of the 15 vouchers to date.

ADJOURNMENT
There being no further business to come before the CCHA, Chairman Greenough adjourned the meeting at 6:41 p.m. to the next regular meeting.

ATTEST:

Robin Patch, Board Secretary

CITY COUNCIL AGENDA REPORT
TO: CHAIR GREENOUGH AND MEMBERS OF THE BOARD
FROM: ERIC WIER, CITY MANAGER
BY: MEGAN MILLER, HOUSING DIRECTOR
DATE: JANUARY 24, 2022
SUBJECT: AMENDMENT OF CCHA ADMINISTRATIVE PLAN TO INCLUDE CHAPTER 18: EMERGENCY HOUSING VOUCHERS
______________________________________________________________________

RECOMMENDATION
• Hear staff report
• Technical questions from the Board
• Receive public comment
• Further Board discussion
• Amend the CCHA Administrative Plan to include Chapter 18: Emergency Housing Vouchers

BACKGROUND
On May 10, 2021, CCHA was selected as one of 700 PHA’s nationwide to receive an allocation of Emergency Housing Vouchers (“EHV’s) under the American Rescue Plan.

The allocation is for 15 EHV’s with an initial effective date of July 1, 2021. EHV’s are intended for families and individuals meeting one of the following four criteria:
experiencing homelessness; at risk of homelessness; fleeing or attempting to flee domestic violence, sexual assault, stalking, or human trafficking; or recently homeless/having high risk of housing instability. In addition to rental assistance, EHV participants have services made available to them which are not offered to general HCV participants, such as assistance with security deposits, landlord incentive payments to expand housing opportunities, and assistance with other leasing related costs (application fees, utility deposits, household essentials).

As with the general program, policies regarding the Emergency Housing Vouchers need to be included in our Administrative Plan. Under a waiver enacted by HUD through the CARES Act, we were permitted to implement the EHV program prior to amending the Administrative Plan to include EHV policies. The waiver expired on December 31, so now is the time to amend the Administrative Plan. Attached is the proposed chapter regarding the EHV policies for your review and consideration.

FISCAL IMPACT
None
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CHAPTER 18
EMERGENCY HOUSING VOUCHERS (EHVs)

INTRODUCTION
On March 11, 2021, President Biden signed the American Rescue Plan Act of 2021 (ARP) (P.L. 117-2). Section 3202 of the ARP appropriated $5 billion for the creation, administration, and renewal of new incremental emergency housing vouchers (EHVs) and other eligible expenses related to COVID-19.

On May 5, 2021, HUD issued Notice PIH 2021-15, which described HUD’s process for allocating approximately 70,000 EHVs to eligible PHAs and set forth the operating requirements for PHAs who administer them. Based on criteria outlined in the notice, HUD notified eligible PHAs of the number of EHVs allocated to their agency, and PHAs were able to accept or decline the invitation to participate in the program.

PHAs may not project-base EHVs; EHVs are exclusively tenant-based assistance.

All applicable nondiscrimination and equal opportunity requirements apply to the EHV program, including requirements that the PHA grant reasonable accommodations to persons with disabilities, effectively communicate with persons with disabilities, and ensure meaningful access for persons with limited English proficiency (LEP).

This chapter describes HUD regulations and CCHA policies for administering EHVs. The policies outlined in this chapter are organized into seven sections, as follows:

Part I: Funding
Part II: Partnering Agencies
Part III: Waiting List Management
Part IV: Family Eligibility
Part V: Housing Search and Leasing
Part VI: Use of Funds, Reporting, and Financial Records Except as addressed by this chapter and as required under federal statute and HUD requirements, the general requirements of the HCV program apply to EHVs. © Copyright
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PART I: FUNDING
TPS-I.A. FUNDING OVERVIEW
The American Rescue Plan Act of 2021 (ARP) provides administrative fees and funding for the costs of administering emergency housing vouchers (EHVs) and other eligible expenses defined in Notice PIH 2021-15. These fees may only be used for EHV administration and other eligible expenses and must not be used for or applied to other CCHA programs or vouchers. The CCHA must maintain separate financial records from its regular HCV funding for all EHV funding.

Housing Assistance Payments (HAP) Funding
ARP funding obligated to the CCHA as housing assistance payments (HAP) funding may only be used for eligible EHV HAP expenses (i.e., rental assistance payments). EHV HAP funding may not be used for EHV administrative expenses or for the eligible uses under the EHV services fee.

The initial funding term will expire December 31, 2022. HUD will provide renewal funding to the CCHA for the EHVs on a calendar year (CY) basis commencing with CY 2023. The renewal funding allocation will be based on the CCHA’s actual EHV HAP costs in leasing, similar to the renewal process for the regular HCV program. EHV renewal funding is not part of the annual HCV renewal funding formula; EHVs are renewed separately from the regular HCV program.

All renewal funding for the duration of the EHV program has been appropriated as part of the ARP funding.

Administrative Fee and Funding
The following four types of fees and funding are allocated as part of the EHV program:
• Preliminary fees support immediate start-up costs that the PHA will incur in implementing alternative requirements under EHV, such as outreach and coordination with partnering agencies:
- $400 per EHV allocated to the CCHA, once the consolidated annual contributions contract (CACC) is amended.
- This fee may be used for any eligible administrative expenses related to EHVs. - The fee may also be used to pay for any eligible activities under EHV service fees (TPSI.B). © Copyright 2021 Nan McKay & Associates, Inc. Adminplan 5/1/21 Unlimited copies may be made for internal use.

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• Placement fees/expedited issuance reporting fees will support initial lease-up costs and the added cost and effort required to expedite leasing of EHVs:
- $100 for each EHV initially leased, if the CCHA reports the voucher issuance date in Public Housing Information Center–Next Generation (PIC–NG) system within 14 days of voucher issuance or the date the system becomes available for reporting. - Placement fees:
o $500 for each EHV family placed under a HAP contract effective within four months of the effective date of the ACC funding increment; or
o $250 for each EHV family placed under a HAP contract effective after four months but less than six months after the effective date of the ACC funding increment. o HUD will determine placement fees in the event of multiple EHV allocations and funding increment effective dates.
- Placement/expedited issuance fees only apply to the initial leasing of the voucher; they are not paid for family moves or to turnover vouchers.
• Ongoing administrative fees, which are calculated in the same way as the standard HCV program:
- PHAs are allocated administrative fees using the full column A administrative fee amount for each EHV under contract as of the first day of each month. - Ongoing EHV administrative fees may be subject to proration in future years, based on available EHV funding.
• Services fees, which are a one-time fee to support CCHAs’ efforts to implement and operate an effective EHV services program in its jurisdiction (TPS-I.B):
- The fee is allocated once the CCHA’s CACC is amended to reflect EHV funding. - The amount allocated is $3,500 for each EHV allocated. © Copyright 2021 Nan McKay & Associates, Inc. Adminplan 5/1/21 Unlimited copies may be made for internal use.

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TPS-I.B. SERVICE FEES
Services fee funding must be initially used for defined eligible uses and not for other administrative expenses of operating the EHV program. Service fees fall into four categories:
• Housing search assistance
• Security deposit/utility deposit/rental application/holding fee uses • Owner-related uses
• Other eligible uses such as moving expenses or tenant-readiness services The CCHA must establish the eligible uses and the parameters and requirements for service fees in the CCHA’s administrative plan.

CCHA Policy
The eligible uses for service fees include:

Housing search assistance, which may include activities such as, but not limited to, helping a family identify and visit potentially available units during their housing search, helping to find a unit that meets the household’s disability-related needs, providing transportation and directions, assisting with the completion of rental applications and CCHA forms, and helping to expedite the EHV leasing process for the family.

Application fees/non-refundable administrative or processing fees/refundable application deposit assistance. The CCHA may choose to assist the family with some or all these expenses.

Holding fees are fees an owner requests that are rolled into the security deposit after an application is accepted but before a lease is signed. The CCHA may cover part or all of the holding fee for units where the fee is required by the owner after a tenant’s application has been accepted but before the lease signing. The CCHA and owner must agree how the holding fee gets rolled into the deposit, and under what conditions the fee will be returned. In general, owners need to accept responsibility for making needed repairs to a unit required by the initial housing quality standards (HQS) inspections and can only keep the holding fee if the client is at fault for not entering into a lease.

Security deposit assistance. The amount of the security deposit assistance may not exceed the lesser of two months’ rent to owner, the maximum security deposit allowed under applicable state and/or local law, or the actual security deposit required by the owner. The CCHA may pay the security deposit assistance directly to the owner or may pay the assistance to the family. If paid to the family, the CCHA will require documentation that the family paid the security deposit. © Copyright 2021 Nan McKay & Associates, Inc. Adminplan 5/1/21 Unlimited copies may be made for internal use.

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Utility deposit assistance/utility arrears. The CCHA may provide utility deposit assistance for some or all of the family’s utility deposit expenses. Assistance can be provided for deposits (including connection fees) required for the utilities to be supplied by the tenant under the lease. The CCHA may pay the utility deposit assistance directly to the utility company or may pay the assistance to the family. If paid to the family, the CCHA will require documentation the family paid the utility deposit. The CCHA will require the utility supplier or family to return the utility deposit assistance to the CCHA at such time the deposit is returned by the utility supplier (less any amounts retained by the utility supplier). In addition, some families may have large balances with gas, electric, water, sewer, or trash companies that will make it difficult if not impossible to establish services for tenant-supplied utilities. The CCHA may also provide the family with assistance to help address these utility arrears to facilitate leasing. Utility deposit assistance returned to the CCHA will be used for either services fee eligible uses or other EHV administrative costs, as required by HUD.

Owner recruitment and outreach for EHVs. The CCHA may use the service fee funding to conduct owner recruitment and outreach specifically for EHVs. In addition to traditional owner recruitment and outreach, activities may include conducting preinspections or otherwise expediting the inspection process, providing enhanced customer service, and offering owner incentive and/or retention payments.

Owner incentive and/or retention payments. The CCHA may make incentive or retention payments to owners that agree to initially lease their unit to an EHV family and/or renew the lease of an EHV family.

Payments will be made as a single payment at the beginning of the assisted lease term (or lease renewal if a retention payment). Owner incentive and retentions payments are not housing assistance payments, are not part of the rent to owner, and are not taken into consideration when determining whether the rent for the unit is reasonable.

Moving expenses (including move-in fees and deposits). The CCHA may provide assistance for some or all of the family’s reasonable moving expenses when they initially lease a unit with the EHV. The CCHA will not provide moving expenses assistance for subsequent moves unless the family is required to move for reasons other than something the family did or failed to do (e.g., the CCHA is terminating the HAP contract because the owner did not fulfill the owner responsibilities under the HAP contract or the owner is refusing to offer the family the opportunity to enter a new lease after the initial lease term, as opposed to the family choosing to terminate the tenancy in order to move to another unit), or a family has to move due to domestic violence, dating violence, sexual assault, or stalking.

Tenant-readiness services. The CCHA may use fees to help create a customized plan to address or mitigate barriers that individual families may face in renting a unit with an EHV, such as negative credit, lack of credit, negative rental or utility history, or to connect the family to other community resources (including COVID-related resources) that can assist with rental arrears.
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Essential household items. The CCHA may use services fee funding to assist the family with some or all of the costs of acquiring essential household items such as tableware, cooking equipment, beds or bedding, and essential sanitary products such as soap and toiletries.

Renter’s insurance if required by the lease. The CCHA may choose to assist the family with some or all this cost.

Any services fee assistance that is returned to the CCHA after its initial or subsequent use may only be applied to the eligible services fee uses defined in Notice PIH 2021-15 (or subsequent notice) or other EHV administrative costs. Any amounts not expended for these eligible uses when the CCHA’s EHV program ends must be remitted to HUD. © Copyright
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PART II: PARTNERING AGENCIES
TPS-II.A. CONTINUUM OF CARE (CoC)
By accepting an allocation of EHVs, CCHA is required to enter into a Memorandum of Understanding (MOU) with the Continuum of Care (CoC) to establish a partnership for the administration of EHVs.

CCHA Policy
The CCHA has entered into an MOU with Shasta County Housing and Community Action Agency (“SCHCAA”) as the Lead Agency for the NorCal Continuum of Care.

See Exhibit TPS-1 for a copy of the MOU.

TPS-II.B. OTHER PARTNERING ORGANIZATIONS
The CCHA may, but is not required to, partner with other organizations trusted by persons experiencing homelessness, such as victim services providers (VSPs) and other community partners. If the CCHA chooses to partner with such agencies, the CCHA must either enter into an MOU with the partnering agency or the partnering agency may be added to the MOU between the CCHA and CoC.

CCHA Policy
The CCHA has not added other partnering organizations to the MOU between the CCHA and CoC. See Exhibit TPS-1 for a copy of the MOU.

TPS-II.C. REFERRALS
CoC and Partnering Agency Referrals
The primary responsibility of the CoC under the MOU with the CCHA is to make direct referrals of qualifying individuals and families to the CCHA. The CCHA must generally refer a family that is seeking EHV assistance directly from the CCHA to the CoC or other referring agency for initial intake, assessment, and possible referral for EHV assistance. Partner CoCs are responsible for determining whether the family qualifies under one of the four eligibility categories for EHVs. The CoC or other direct referral partner must provide supporting documentation to the CCHA of the referring agency’s verification that the family meets one of the four eligible categories for EHV assistance.
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CCHA Policy
The CoC or partnering agency must establish and implement a system to identify EHVeligible individuals and families within the agency’s caseload and make referrals to the CCHA. The CoC or other partnering agency must certify that the EHV applicants they refer to the CCHA meet at least one of the four EHV eligibility criteria. The CCHA will maintain a copy of the referral or certification from the CoC or other partnering agency in the participant’s file along with other eligibility paperwork. Homeless service providers may, but are not required to, use the certification form found in Exhibit TPS-2 of this chapter. Victim services providers may, but are not required to, use the certification form found in Exhibit TPS-3 of this chapter when identifying eligible families who qualify as victims of human trafficking.

As part of the MOU, the CCHA and CoC or other partnering agency will identify staff positions to serve as lead EHV liaisons. These positions will be responsible for transmission and acceptance of referrals. The CoC or partnering agency must commit sufficient staff and resources to ensure eligible individuals and families are identified and determined eligible in a timely manner.

The CCHA liaison responsible for acceptance of referrals will contact the CoC or partnering agency liaison via email indicating the number of vouchers available and requesting an appropriate number of referrals. No more than five business days from the date the CoC or partnering agency receives this notification, the CoC or partnering agency liaison will provide the CCHA with a list of eligible referrals including the name, address, and contact phone number for each adult individual who is being referred; a completed release form for each adult family member; and a written certification for each referral indicating they are EHV-eligible.

Offers of Assistance with CoC Referral
The CCHA may make an EHV available without a referral from the CoC or other partnering organization in order to facilitate an emergency transfer under VAWA in accordance with the CCHA’s Emergency Transfer Plan (ETP) in Chapter 16.

The CCHA must also take direct referrals from outside the CoC if:
• The CoC does not have a sufficient number of eligible families to refer to the CCHA; or • The CoC does not identify families that may be eligible for EHV assistance because they are fleeing, or attempting to flee, domestic violence, dating violence, sexual assault, stalking or human trafficking.

If at any time the CCHA is not receiving enough referrals or is not receiving referrals in a timely manner from the CoC or other partner referral agencies (or the CCHA and CoC cannot identify any such alternative referral partner agencies), HUD may permit the CCHA on a temporary or permanent basis to take EHV applications directly from applicants and admit eligible families to the EHV program in lieu of or in addition to direct referrals in those circumstances. © Copyright 2021 Nan McKay & Associates, Inc. Adminplan 5/1/21 Unlimited copies may be made for internal use.

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PART III: WAITING LIST MANAGEMENT
TPS-III. A. HCV WAITING LIST
The regulation that requires the CCHA to admit applicants as waiting list admissions or special admissions in accordance with admission policies in Chapter 4 do not apply to the EHV program. Direct referrals are not added to the CCHA’s HCV waiting list.

The CCHA must inform families on the HCV waiting list of the availability of EHVs by, at a minimum, either by posting the information to their website or providing public notice in their respective communities in accordance with the requirements listed in Notice PIH 2021-15.

CCHA Policy
The CCHA will contact all applicants on the waiting list by mail with information about the EHV program. The notice will:

Describe the eligible populations to which EHVs are limited Clearly state that the availability of these EHVs is managed through a direct referral process
Advise the family to contact the CoC (or any other CCHA referral partner, if applicable) if the family believes they may be eligible for EHV assistance The CCHA will ensure effective communication with persons with disabilities, including those with vision, hearing, and other communication-related disabilities in accordance with Chapter 2. The CCHA will also take reasonable steps to ensure meaningful access for persons with limited English proficiency (LEP) in accordance with Chapter 2.

TPS-III.B. EHV WAITING LIST
The HCV regulations requiring the CCHA to operate a single waiting list for admission to the HCV program do not apply to the EHV program. Instead, when the number of applicants referred by the CoC or partnering agency exceeds the EHVs available, the CCHA must maintain a separate waiting list for EHV referrals, both at initial leasing and for any turnover vouchers that may be issued prior to September 30, 2023.

Further, the EHV waiting list is not subject to CCHA policies in Chapter 4 regarding opening and closing the HCV waiting list. The CCHA will work directly with its CoC and other referral agency partners to manage the number of referrals and the size of the EHV waiting list. © Copyright 2021 Nan McKay & Associates, Inc. Adminplan 5/1/21 Unlimited copies may be made for internal use.

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TPS-III.C. PREFERENCES
HCV Waiting List Preferences
If local preferences are established, they do not apply to EHVs. However, if the CCHA has a homeless preference or a VAWA preference for the HCV waiting list, the CCHA must adopt additional policies related to EHVs in accordance with Notice PIH 2021-15.

CCHA Policy
The CCHA does not offer either a homeless or a VAWA preference for the HCV waiting list.

EHV Waiting List Preferences
With the exception of a residency preference, the CCHA may choose, in coordination with the CoC and other referral partners, to establish separate local preferences for EHVs. The CCHA may, however, choose to not establish any local preferences for the EHV waiting list.

CCHA Policy
No local preferences have been established for the EHV waiting list. © Copyright 2021 Nan McKay & Associates, Inc. Adminplan 5/1/21 Unlimited copies may be made for internal use.

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PART IV: FAMILY ELIGIBLTY
TPS-IV.A. OVERVIEW
The CoC or referring agency determines whether the individual or family meets any one of the four eligibility criteria described in Notice PIH 2021-15 and then refers the family to the CCHA.

The CCHA determines that the family meets other eligibility criteria for the HCV program, as modified for the EHV program and outlined below.

TPS-IV.B. REFERRING AGENCY DETERMINATION OF ELIGIBLITY
In order to be eligible for an EHV, an individual or family must meet one of four eligibility criteria:
• Homeless as defined in 24 CFR 578.3;
• At risk of homelessness as defined in 24 CFR 578.3;
• Fleeing, or attempting to flee, domestic violence, dating violence, sexual assault, stalking (as defined in Notice PIH 2021-15), or human trafficking (as defined in the 22 U.S.C. Section 7102); or
• Recently homeless and for whom providing rental assistance will prevent the family’s homelessness or having high risk of housing instability as determined by the CoC or its designee in accordance with the definition in Notice PIH 2021-15.

As applicable, the CoC or referring agency must provide documentation to the CCHA of the referring agency’s verification that the family meets one of the four eligible categories for EHV assistance. The CCHA must retain this documentation as part of the family’s file. © Copyright 2021 Nan McKay & Associates, Inc. Adminplan 5/1/21 Unlimited copies may be made for internal use.

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TPS-IV.C. CCHA SCREENING
Overview
HUD waived 24 CFR 982.552 and 982.553 in part for the EHV applicants and established alternative requirement for mandatory and permissive prohibitions of admissions. Except where applicable, CCHA policies regarding denials in Chapter 3 of this policy do not apply to screening individuals and families for eligibility for an EHV. Instead, the EHV alternative requirement listed in this section will apply to all EHV applicants.

The mandatory and permissive prohibitions listed in Notice PIH 2021-15 and in this chapter, however, apply only when screening the individual or family for eligibility for an EHV. When adding a family member after the family has been placed under a HAP contract with EHV assistance, the regulations at 24 CFR 982.551(h)(2) apply. Other than the birth, adoption, or court-awarded custody of a child, the CCHA must approve additional family members and may apply its regular HCV screening criteria in Chapter 3 in doing so.

Mandatory Denials
Under alternative requirements for the EHV program, mandatory denials for EHV applicants include:
• 24 CFR 982.553(a)(1)(ii)(C), which prohibits admission if any household member has ever been convicted of drug-related criminal activity for manufacture or production of methamphetamine on the premises of federally assisted housing. • 24 CFR 982.553(a)(2)(i), which prohibits admission to the program if any member of the household is subject to a lifetime registration requirement under a state sex offender registration program.

The CCHA must deny admission to the program if any member of the family fails to sign and submit consent forms for obtaining information as required by 24 CFR 982.552(b)(3) but should notify the family of the limited EHV grounds for denial of admission first.

CCHA Policy
While the CCHA will deny admission to the program if any adult member (or head of household or spouse, regardless of age) fails to sign and submit consent forms, the CCHA will first notify the family of the limited EHV grounds for denial of admission as part of the notice of denial that will be mailed to the family. © Copyright 2021 Nan McKay & Associates, Inc. Adminplan 5/1/21 Unlimited copies may be made for internal use.

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Permissive Denial
Notice PIH 2021-15 lists permissive prohibitions for which the PHA may, but is not required to, deny admission to EHV families. The notice also lists prohibitions that, while allowable under the HCV program, may not be used to deny assistance for EHV families.

If the CCHA intends to establish permissive prohibition policies for EHV applicants, the CCHA must first consult with its CoC partner to understand the impact that the proposed prohibitions may have on referrals and must take the CoC’s recommendations into consideration.

CCHA Policy
The CCHA will establish the following permissive prohibitions:

If the family engaged in or threatened abusive or violent behavior toward CCHA personnel within the previous 12 months.

The CCHA will also deny assistance to household members already receiving assistance from another program in accordance with Section 9.h. of Notice PIH 2021-15.

In compliance with PIH 2021-15, the CCHA will not deny an EHV applicant admission regardless of whether:

Any member of the family has been evicted from federally assisted housing in the last five years;
A CCHA has ever terminated assistance under the program for any member of the family;
The family currently owes rent or other amounts to the CCHA or to another CCHA in connection with Section 8 or public housing assistance under the 1937 Act;
The family has not reimbursed any CCHA for amounts paid to an owner under a HAP contract for rent, damages to the unit, or other amounts owed by the family under the lease;
The family breached an agreement with the CCHA to pay amounts owed to a CCHA, or amounts paid to an owner by a CCHA;
The family would otherwise be prohibited admission under alcohol abuse standards established by the CCHA in accordance with 24 CFR 982.553(a)(3); The CCHA determines that any household member is currently engaged in or has engaged in during a reasonable time before the admission, drug-related criminal activity.
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TPS-IV.D. INCOME VERIFICATION AT ADMISSION
Self-Certification at Admission
The requirement to obtain third-party verification of income in accordance with Notice PIH 2018-18 does not apply to the EHV program applicants at admission, and alternatively, CCHA may consider self-certification the highest form of income verification at admission. As such, CCHA policies related to the verification of income in Section 7-I.B. do not apply to EHV families at admission. Instead, applicants must submit an affidavit attesting to their reported income, assets, expenses, and other factors that would affect an income eligibility determination.

Additionally, applicants may provide third-party documentation that represents the applicant’s income within the 60-day period prior to admission or voucher issuance but is not dated within 60 days of the CCHA’s request.

CCHA Policy
Any documents used for verification must be dated within the 60-day period prior to admission. The documents must not be damaged, altered, or in any way illegible.

Printouts from webpages are considered original documents.

Any family self-certifications must be made in a format acceptable to the CCHA and must be signed by the family member whose information or status is being verified.

The CCHA will incorporate additional procedures to remind families of the obligation to provide true and complete information in accordance with Chapter 14. The CCHA will address any material discrepancies (i.e., unreported income or a substantial difference in reported income) that may arise later. The CCHA may, but is not required to, offer the family a repayment agreement in accordance with Chapter 16. If the family fails to repay the excess subsidy, the CCHA will terminate the family’s assistance in accordance with the policies in Chapter 12.
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Recently Conducted Income Determinations
CCHA may accept income calculations and verifications from third-party providers or from an examination that the CCHA conducted on behalf of the family for another subsidized housing program in lieu of conducting an initial examination of income as long as:
• The income was calculated in accordance with rules outlined at 24 CFR Part 5 and within the last six months; and
• The family certifies there has been no change in income or family composition in the interim.

CCHA Policy
The CCHA will accept income calculations and verifications from third-party providers provided they meet the criteria outlined above.

The family certification must be made in a format acceptable to the CCHA and must be signed by all adult family members whose information or status is being verified.

At the time of the family’s annual reexamination the CCHA must conduct the annual reexamination of income as outlined at 24 CFR 982.516 and CCHA policies in Chapter 11.

EIV Income Validation
Once HUD makes the EIV data available to CCHA under this waiver and alternative requirement, the CCHA must:
• Review the EIV Income and Income Validation Tool (IVT) reports to confirm and validate family-reported income within 90 days of the PIC submission date; • Print and maintain copies of the EIV Income and IVT Reports in the tenant file; and • Resolve any income discrepancy with the family within 60 days of the EIV Income or IVT Report dates.

Prior to admission, CCHA must continue to use HUD’s EIV system to search for all household members using the Existing Tenant Search in accordance with CCHA policies in Chapter 3.

If a CCHA later determines that an ineligible family received assistance, the CCHA must take steps to terminate that family from the program in accordance with Chapter 12. © Copyright 2021 Nan McKay & Associates, Inc. Adminplan 5/1/21 Unlimited copies may be made for internal use.

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TPS-IV.E. SOCIAL SECURITY NUMBER AND CITIZENSHIP STATUS

VERIFICATION
For the EHV program, the CCHA is not required to obtain and verify SSN documentation and documentation evidencing eligible noncitizen status before admitting the family to the EHV program. Instead, CCHA may adopt policies to admit EHV applicants who are unable to provide the required SSN or citizenship documentation during the initial eligibility determination. As an alternative requirement, such individuals must provide the required documentation within 180 days of admission to be eligible for continued assistance, pending verification, unless the CCHA provides an extension based on evidence from the family or confirmation from the CoC or other partnering agency that the family has made a good-faith effort to obtain the documentation.

If CCHA determines that an ineligible family received assistance, CCHA must take steps to terminate that family from the program.

CCHA Policy
The CCHA will admit EHV applicants who are unable to provide the required SSN or citizenship documentation during the initial eligibility determination. These individuals must provide the required documentation in accordance with policies in Chapter 7 within 180 days of admission. The CCHA may provide an additional 60-day extension based on evidence from the family or confirmation from the CoC or other partnering agency that the family has made a good-faith effort to obtain the documentation.

If the CCHA determines that an ineligible family received assistance, the CCHA will take steps to terminate that family from the program in accordance with policies in Chapter 12.

TPS-IV.F. AGE AND DISABILITY VERIFICATION
CCHA may accept self-certification of date of birth and disability status if a higher level of verification is not immediately available. If self-certification is used, the CCHA must obtain a higher level of verification within 90 days of admission or verify the information in EIV.

If CCHA determines that an ineligible family received assistance, the CCHA must take steps to terminate that family from the program.

CCHA Policy
The CCHA will accept self-certification of date of birth and disability status if a higher form of verification is not immediately available. The certification must be made in a format acceptable to the CCHA and must be signed by the family member whose information or status is being verified. If self-certification is accepted, within 90 days of admission, the CCHA will verify the information in EIV or through other third-party verification if the information is not available in EIV. The CCHA will note the family’s file that self-certification was used as initial verification and include an EIV printout or other third-party verification confirming the applicant’s date of birth and/or disability status.
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If the CCHA determines that an ineligible family received assistance, the CCHA will take steps to terminate that family from the program in accordance with policies in Chapter 12.
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TPS-IV.G. INCOME TARGETING
The CCHA must determine income eligibility for EHV families in accordance with 24 CFR 982.201 and CCHA policy in Chapter 3; however, income targeting requirements do not apply for EHV families. The CCHA may still choose to include the admission of extremely lowincome EHV families in its income targeting numbers for the fiscal year in which these families are admitted.

CCHA Policy
The CCHA will include the admission of extremely low-income EHV families in its income targeting numbers for the fiscal year in which these families are admitted. © Copyright 2021 Nan McKay & Associates, Inc. Adminplan 5/1/21 Unlimited copies may be made for internal use.

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PART V: HOUSING SEARCH AND LEASING
TPS-V.A. INITIAL VOUCHER TERM
Unlike the standard HCV program, which requires an initial voucher term of at least 60 days, EHV vouchers must have an initial search term of at least 120 days. CCHA policies on extensions as outlined in Section 5-II.E. will apply.

CCHA Policy
All EHVs will have an initial term of 120 calendar days.

The family must submit a Request for Tenancy Approval and proposed lease within the 120-day period unless the CCHA grants an extension.

TPS-V.B. HOUSING SEARCH ASSISTANCE
The CCHA must ensure housing search assistance is made available to EHV families during their initial housing search. The housing search assistance may be provided directly by the CCHA or through the CoC or another partnering agency or entity.

At a minimum, housing search assistance must:
• Help individual families identify potentially available units during their housing search, including physically accessible units with features for family members with disabilities, as well as units in low-poverty neighborhoods;
• Provide transportation assistance and directions to potential units; • Conduct owner outreach;
• Assist with the completion of rental applications and CCHA forms; and • Help expedite the EHV leasing process for the family
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CCHA Policy
As identified in the MOU between the CCHA and CoC, the following housing search assistance will be provided to each EHV family:

The CCHA will:

Commit a sufficient number of staff and necessary resources to ensure that the applicant, certification, and voucher issuance processes are completed in a timely manner
Commit a sufficient number of staff and resources to ensure that inspections of units are completed in a timely manner
The CoC will:

Provide housing search assistance for eligible individuals and families Provide counseling and compliance with rental lease requirements Support individuals and families in completing applications and obtaining necessary supporting documentation to support referrals and applications for assistance, while aiding households in addressing barriers TPS-V.C. HQS PRE-INSPECTIONS
To expedite the leasing process, CCHA may pre-inspect available units that EHV families may be interested in leasing in order to maintain a pool of eligible units.

CCHA Policy
To expedite the leasing process, the CCHA may pre-inspect available units that EHV families may be interested in leasing to maintain a pool of eligible units. If an EHV family selects a unit that passed a HQS pre-inspection (without intervening occupancy) within 45 days of the date of the Request for Tenancy Approval, the unit may be approved provided that it meets all other conditions under 24 CFR 982.305.

The family will be free to select his or her unit.

When a pre-inspected unit is not selected, the CCHA will make every effort to fast-track the inspection process, including adjusting the normal inspection schedule for any required reinspections.
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TPS-V.D. INITIAL LEASE TERM
Unlike in the standard the HCV program, EHV voucher holders may enter into an initial lease that is for less than 12 months, regardless of the CCHA policy in Section 9-I.E., Term of Assisted Tenancy.

TPS-V.E. PORTABILITY
The normal HCV portability procedures and requirements outlined in Chapter 10 generally apply to EHVs. Exceptions are addressed below.

Nonresident Applicants
Under EHV, applicant families may move under portability even if the family did not have legal residency in the jurisdiction of the initial PHA when they applied, regardless of CCHA policy in Section 10-II.B.

Billing and Absorption
A receiving PHA cannot refuse to assist an incoming EHV family, regardless of whether the PHA administers EHVs under its own ACC.
• If the EHV family moves under portability to another PHA that administers EHVs under its own ACC:
- The receiving PHA may only absorb the incoming EHV family with an EHV (assuming it has an EHV voucher available to do so).
- If the PHA does not have an EHV available to absorb the family, it must bill the initial PHA. The receiving PHA must allow the family to lease the unit with EHV assistance and may not absorb the family with a regular HCV when the family leases the unit. - Regardless of whether the receiving PHA absorbs or bills the initial PHA for the family’s EHV assistance, the EHV administration of the voucher is in accordance with the receiving PHA’s EHV policies.
• If the EHV family moves under portability to another PHA that does not administer EHV under its own ACC, the receiving PHA may absorb the family into its regular HCV program or may bill the initial PHA.
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Family Briefing
In addition to the applicable family briefing requirements at 24 CFR 982.301(a)(2) as to how portability works and how portability may affect the family’s assistance, the initial PHA must inform the family how portability may impact the special EHV services and assistance that may be available to the family.

The initial PHA is required to help facilitate the family’s portability move to the receiving PHA and inform the family of this requirement in writing, taking reasonable steps to ensure meaningful access for persons with limited English proficiency (LEP).

CCHA Policy
For limited English proficient (LEP) applicants, the CCHA will provide interpretation services in accordance with the CCHA’s LEP plan (See Chapter 2).

Coordination of Services
If the portability move is in connection with the EHV family’s initial lease-up, the receiving PHA and the initial PHA must consult and coordinate on the EHV services and assistance that will be made available to the family.

CCHA Policy
For EHV families who are exercising portability, when the initial PHA contacts the receiving PHA in accordance with Section 10-II.B Preapproval Contact with Receiving PHA, the initial PHA will consult and coordinate with the receiving PHA to ensure there is no duplication of EHV services and assistance, and ensure the receiving PHA is aware of the maximum amount of services fee funding that the initial PHA may provide to the receiving PHA on behalf of the family.
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Services Fee
Standard portability billing arrangements apply for HAP and ongoing administrative fees for EHV families.

For service fees funding, the amount of the service fee provided by the initial PHA may not exceed the lesser of the actual cost of the services and assistance provided to the family by the receiving PHA or $1,750, unless the initial PHA and receiving PHA mutually agree to change the $1,750 cap. Service fees are paid as follows:
• If the receiving PHA, in consultation and coordination with the initial PHA, will provide eligible services or assistance to the incoming EHV family, the receiving PHA may be compensated for those costs by the initial PHA, regardless of whether the receiving PHA bills or absorbs.
• If the receiving PHA administers EHVs, the receiving PHA may use its own services fee and may be reimbursed by the initial PHA, or the initial PHA may provide the services funding upfront to the receiving PHA for those fees and assistance. • If the receiving PHA does not administer EHVs, the initial PHA must provide the services funding upfront to the receiving PHA. Any amounts provided to the receiving PHA that are not used for services or assistance on behalf of the EHV family must promptly be returned by the receiving PHA to the initial PHA.

Placement Fee/Issuance Reporting Fee
If the portability lease-up qualifies for the placement fee/issuance reporting fee, the receiving PHA receives the full amount of the placement component of the placement fee/issuing reporting fee. The receiving PHA is eligible for the placement fee regardless of whether the receiving PHA bills the initial PHA or absorbs the family into its own program at initial lease-up. The initial PHA qualifies for the issuance reporting component of the placement fee/issuance reporting fee, as applicable.
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TPS-V.F. PAYMENT STANDARDS
Payment Standard Schedule
For the EHV program, HUD has waived the regulation requiring a single payment standard for each unit size. Instead, the CCHA may, but is not required to, establish separate higher payment standards for EHVs. Lower EHV payment standards are not permitted. If the CCHA is increasing the regular HCV payment standard, the CCHA must also increase the EHV payment standard if it would be otherwise lower than the new regular HCV payment standard. The separate EHV payment standard must comply with all other HCV requirements with the exception of the alternative requirements discussed below.

Further, if the CCHA chooses to establish higher payments standards for EHVs, HUD has provided other regulatory waivers:
• Defining the “basic range” for payment standards as between 90 and 120 percent of the published Fair Market Rent (FMR) for the unit size (rather than 90 to 110 percent). • Allowing a CCHA that is not in a designated Small Area FMR (SAFMR) area or has not opted to voluntarily implement SAFMRs to establish exception payment standards for a ZIP code area above the basic range for the metropolitan FMR based on the HUD published SAFMRs. The CCHA may establish an exception payment standard up to 120 percent (as opposed to 110 percent) of the HUD published Small Area FMR for that ZIP code area. The exception payment standard must apply to the entire ZIP code area. - The CCHA must notify HUD if it establishes an EHV exception payment standard based on the SAFMR.

CCHA Policy
The CCHA will not establish a higher payment standard amount for EHVs. The CCHA will use the same payment standards for HCV and EHV.

Rent Reasonableness
All rent reasonableness requirements apply to EHV units, regardless of whether the CCHA has established an alternative or exception EHV payment standard.

Increases in Payment Standards
The requirement that the CCHA apply increased payment standards at the family’s first regular recertification on or after the effective date of the increase does not apply to EHV. The CCHA may, but is not required to, establish an alternative policy on when to apply the increased payment standard, provided the increased payment standard is used to calculate the HAP no later than the effective date of the family’s first regular reexamination following the change.

CCHA Policy
The CCHA will not establish an alternative policy for increases in the payment standard.

CCHA policy in Section 11-III.B. governing increases in payment standards will apply to EHV.
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TPS-V.G. TERMINATION OF VOUCHERS
After September 30, 2023, CCHA may not reissue EHVs when assistance for an EHV-assisted family ends. This means that when an EHV participant (a family that is receiving rental assistance under a HAP contract) leaves the program for any reason, the CCHA may not reissue that EHV to another family unless it does so no later than September 30, 2023.

If an applicant family that was issued the EHV is unsuccessful in finding a unit and the EHV expires after September 30, 2023, the EHV may not be reissued to another family.

All EHVs under lease on or after October 1, 2023, may not under any circumstances be reissued to another family when the participant leaves the program for any reason.

An EHV that has never been issued to a family may be initially issued and leased after September 30, 2023, since this prohibition only applies to EHVs that are being reissued upon turnover after assistance to a family has ended. However, HUD may direct CCHA to cease leasing any unleased EHVs if such action is determined necessary by HUD to ensure there will be sufficient funding available to continue to cover the HAP needs of currently assisted EHV families.
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PART VI: USE OF FUNDS, REPORTING, AND FINANCIAL RECORDS EHV funds allocated to the CCHA for HAP (both funding for the initial allocation and HAP renewal funding) may only be used for eligible EHV HAP purposes. EHV HAP funding obligated to the CCHA may not be used for EHV administrative expenses or the other EHV eligible expenses under this notice. Likewise, EHV administrative fees and funding obligated to the CCHA are to be used for those purposes and must not be used for HAP.

The appropriated funds for EHVs are separate from the regular HCV program and may not be used for the regular HCV program but may only be expended for EHV eligible purposes. EHV HAP funds may not roll into the regular HCV restricted net position (RNP) and must be tracked and accounted for separately as EHV RNP. EHV administrative fees and funding for other eligible expenses permitted by Notice PIH 2021-15 may only be used in support of the EHVs and cannot be used for regular HCVs. EHV funding may not be used for the repayment of debts or any amounts owed to HUD by HUD program participants including, but not limited to, those resulting from Office of Inspector General (OIG), Quality Assurance Division (QAD), or other monitoring review findings.

The CCHA must comply with EHV reporting requirements in the Voucher Management System (VMS) and Financial Data Schedule (FDS) as outlined in Notice PIH 2021-15.

The CCHA must maintain complete and accurate accounts and other records for the program and provide HUD and the Comptroller General of the United States full and free access to all accounts and records that are pertinent the administration of the EHVs in accordance with the HCV program requirements at 24 CFR 982.158.
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Exhibit TPS-1: MEMORANDUM OF UNDERSTANDING (MOU)
Attachment 2 of Notice PIH 2021-15 - Sample MOU Template Memorandum of Understanding
[** This sample document demonstrates the Memorandum of Understanding requirements for the administration Emergency Housing Voucher. Unless otherwise noted, all elements are required. **]
This Memorandum of Understanding (MOU) has been created and entered into on [** Insert execution date. **].
[CCHA Name and Address]
[CoC Name and Address]
I. Introduction and Goals (the following elements, listed in a. – c., are required elements of the MOU):
a. CCHA and CoC’s commitment to administering the EHVs in accordance with all program requirements.
b. CCHA goals and standards of success in administering the program. c. Identification of staff position at the CCHA and CoC who will serve as the lead EHV liaisons.

Lead HCV Liaison:
[Name and title of CCHA staff position]
Responsibilities of the CCHA EHV liaison [**Optional**]. [Name and title of CoC staff position]
Responsibilities of the CoC EHV liaison [**Optional**].

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III. Services to be provided to eligible EHV families

1. List the services to be provided to assist individuals and families have success in the program and who will provide them.
[**The following services are listed for example purposes. **]

1. Partnering service providers will support individuals and families in completing applications and obtaining necessary supporting documentation to support referrals and applications for assistance; while aiding households in addressing barriers.

2. Partnering service providers will support CCHAs in ensuring appointment notifications to eligible individuals and families and will assist eligible households in getting to meetings with the CCHA.

3. CCHAs will establish windows of time for EHV applicants to complete intake interviews for EHV.

4. Partnering service providers will provide housing search assistance for eligible individuals and families.

5. Partnering service providers will provide counseling on compliance with rental lease requirements.

6. Partnering service providers will assess individuals and families who may require referrals for assistance on security deposits, utility hook-up fees, and utility deposits.

7. Partnering service providers will assess and refer individuals and families to benefits and supportive services, where applicable.

IV. CCHA Roles and Responsibilities
[**The following responsibilities are listed for example purposes. **]

1. Coordinate and consult with the CoC in developing the services and assistance to be offered under the EHV services fee.

2. Accept direct referrals for eligible individuals and families through the CoC Coordinated Entry System.

3. Commit a sufficient number of staff and necessary resources to ensure that the application, certification, and voucher issuance processes are completed in a timely manner.

4. Commit a sufficient number of staff and resources to ensure that inspections of units are completed in a timely manner.

5. Designate a staff to serve as the lead EHV liaison.

6. Comply with the provisions of this MOU.
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V. CoC Roles and Responsibilities
[**The following responsibilities are listed for example purposes. **]

1. Designate and maintain a lead EHV liaison to communicate with the CCHA.

2. Refer eligible individuals and families to CCHA using the community’s coordinated entry system.

3. Support eligible individuals and households in completing and applying for supportive documentation to accompany admissions application to the CCHA (i.e.selfcertifications, birth certificate, social security card, etc.).

4. Attend EHV participant briefings when needed.

5. Assess all households referred for EHV for mainstream benefits and supportive services available to support eligible individuals and families through their transition.

6. Identify and provide supportive services to EHV families. (While EHV participants are not required to participate in services, the CoC should assure that services are available and accessible.)

7. Comply with the provisions of this MOU.

VI. Third Party Entity Roles Responsibilities
[**The following responsibilities are listed for example purposes. **]

1. Describe how the State, local, philanthropic, faith-based organizations, Victim Service Providers or CoC recipients it designates will fulfill each of the following responsibilities:
a. Outline resource and/or service being provided in support of the community’s EHV Program. Commit a sufficient number of staff and necessary resources to ensure that the application, certification and voucher issuance processes are completed in a timely manner.
b. Comply with the provisions of this MOU. VII. Program Evaluation The CCHA, and CoC or designated CoC recipient agree to cooperate with HUD, provide requested data to HUD or HUD-approved contractor delegated the responsibility of program evaluation protocols established by HUD or HUD-approved contractor, including possible random assignment procedures.
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[Signed and dated by the official representatives of the CCHA, CoC, CoC Contractor organization (if applicable), and third-party entities (if applicable.] Signed by
Executive Director, CCHA Date
CoC Executive Director Date
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Exhibit TPS-2: HOMELESS PROVIDER’S CERTIFICATION
Attachment 3 of Notice PIH 2021-15 Example of a Homeless Provider’s Certification Emergency Housing Voucher (EHV)

HOMELESS CERTIFICATION
EHV Applicant Name:

Household without dependent children (complete one form for each adult in the household) Household with dependent children (complete one form for household) Number of persons in the household:

This is to certify that the above named individual or household meets the following criteria based on the check mark, other indicated information, and signature indicating their current living situationCheck only one box and complete only that section Living Situation: place not meant for human habitation (e.g., cars, parks, abandoned buildings, streets/sidewalks)
The person(s) named above is/are currently living in (or, if currently in hospital or other institution, was living in immediately prior to hospital/institution admission) a public or private place not designed for, or ordinarily used as a regular sleeping accommodation for human beings, including a car, park, abandoned building, bus station, airport, or camp ground.

Description of current living situation:

Homeless Street Outreach Program
Name:

This certifying agency must be recognized by the local Continuum of Care (CoC) as an agency that has a program designed to serve persons living on the street or other places not meant for human habitation. Examples may be street outreach workers, day shelters, soup kitchens, Health Care for the Homeless sites, etc.

Authorized Agency Representative Signature:

Date:
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Living Situation: Emergency Shelter
The person(s) named above is/are currently living in (or, if currently in hospital or other institution, was living in immediately prior to hospital/institution admission) a supervised publicly or privately operated shelter as follows:

Emergency Shelter Program Name:

This emergency shelter must appear on the CoC’s Housing Inventory Chart submitted as part of the most recent CoC Homeless Assistance application to HUD or otherwise be recognized by the CoC as part of the CoC inventory (e.g., newly established Emergency Shelter).

Authorized Agency Representative Signature: Date
:

Living Situation: Recently Homeless
The person(s) named above is/are currently receiving financial and supportive services for persons who are homeless. Loss of such assistance would result in a return to homelessness (ex. Households in Rapid Rehousing Programs, residents of Permanent Supportive Housing Programs participating in Moving On, etc.)
Authorized Agency Representative Signature:

This referring agency must appear on the CoC’s Housing Inventory Chart submitted as part of the most recent CoC Homeless Assistance application to HUD or otherwise be recognized by the CoC as part of the CoC inventory.

Immediately prior to entering the household’s current living situation, the person(s) named above was/were residing in:
emergency shelter OR a place unfit for human habitation Authorized Agency Representative Signature:

Date:
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Exhibit TPS-3: EXAMPLE OF A VICTIM SERVICES PROVIDER’S CERTIFICATION Attachment 4 of Notice PIH 2021-15: Example of a Victim Services Provider’s Certification Emergency Housing Voucher (EHV)

SAMPLE HUMAN TRAFFICKING CERTIFICATION
Purpose of Form:

The Victims of Trafficking and Violence Protection Act of 2000 provides assistance to victims of trafficking making housing, educational health care, job training and other Federally-funded social service programs available to assist victims in rebuilding their lives.

Use of This Optional Form:

In response to this request, the service provider may complete this form and submit it to the Public Housing Agency (CCHA) to certify eligibility for EHV assistance.

Confidentiality: All information provided to the service provider concerning the incident(s) of human trafficking shall be kept confidential and such details shall not be entered into any shared database.

Employees of the CCHA will not have access to these details, and such employees may not disclose this information to any other entity or individual, except to the extent that disclosure is: (i) consented to by you in writing in a time-limited release; (ii) required for use in an eviction proceeding or hearing regarding termination of assistance; or (iii) otherwise required by applicable law.

TO BE COMPLETED ON BEHALF OF HUMAN TRAFFICKING SURVIVOR EHV Applicant Name:

This is to certify that the above named individual or household meets the definition for persons who are fleeing or attempting to flee human trafficking under section 107(b) of the Trafficking Victims Protection Act of 2000.

Immediately prior to entering the household’s current living situation, the person(s) named above was/were residing in:

This is to certify that the information provided on this form is true and correct to the best of my knowledge and recollection, and that the individual(s) named above is/has been a victim of human trafficking. I acknowledge that submission of false information could jeopardize program eligibility and could be the basis for denial of admission, termination of assistance, or eviction.

Authorized Agency Representative Signature: Date:
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CITY COUNCIL AGENDA REPORT
TO: CHAIR GREENOUGH AND MEMBERS OF THE BOARD
FROM: ERIC WIER, CITY MANAGER
BY: MEGAN MILLER, HOUSING DIRECTOR
DATE: JANUARY 24, 2022
SUBJECT: AMENDMENT OF CCHA ADMINISTRATIVE PLAN TO INCLUDE CHAPTER 19: SPECIAL PURPOSE VOUCHERS
______________________________________________________________________

BACKGROUND
In February 2021, CCHA was awarded 40 Mainstream vouchers. Mainstream vouchers are intended for applicant families with at least one non-elderly, disabled household member.

The MSV program is implemented and underway. As of January 1, 2022, we have 16 of the 40 MSV’s utilized (40%).

As with the general program, policies regarding the Special Purpose/Mainstream Vouchers need to be included in our Administrative Plan. Under a waiver enacted by HUD through the CARES Act, we were permitted to implement the MSV program prior to amending the Administrative Plan to include MSV policies. The waiver expired on December 31, so now is the time to amend the Administrative Plan. Attached is the proposed chapter regarding the MSV policies for your review and consideration.

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Chapter 19

SPECIAL PURPOSE VOUCHERS

INTRODUCTION
Special purpose vouchers are specifically funded by Congress in separate appropriations from regular HCV program funding in order to target specific populations. Special purpose vouchers include vouchers for the following programs:
• Family Unification Program (FUP)
• Foster Youth to Independence (FYI) program
• Veterans Affairs Supportive Housing (VASH)
• Mainstream
• Non-Elderly Disabled (NED)
CCHA Policy
The CCHA will administer the following types of special purpose vouchers:

VASH
Mainstream
Foster Youth to Independence
This chapter describes HUD regulations and CCHA policies for administering special purpose vouchers. The policies outlined in this chapter are organized into three sections, as follows:

Part I: Foster Youth to Independence (FYI) program
Part II: Veterans Affairs Supportive Housing (VASH)
Part III: Mainstream voucher program
Except as addressed by this chapter and as required under federal statute and HUD requirements, the general requirements of the HCV program apply to special purpose vouchers. © Copyright 2017 Nan McKay & Associates, Inc. Adminplan 7/1/17 Unlimited copies may be made for internal use.

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PART I: FOSTER YOUTH TO INDEPENDENCE INITIATIVE
19-II.A. PROGRAM OVERVIEW [Notice PIH 2020-28]
The Foster Youth to Independence (FYI) initiative was announced in 2019. The FYI initiative allows PHAs who partner with a Public Child Welfare Agency (PCWA) to request targeted HCVs to serve eligible youth with a history of child welfare involvement that are homeless or at risk of being homeless. Rental assistance and supportive services are provided to qualified youth for a period of up to 36 months.

The program was initially only available to PHAs that did not administer FUP vouchers but has since been expanded to all PHAs with an HCV Annual Contributions Contract (ACC). Funding is available either competitively though an FYI NOFA or noncompetitively on a rolling basis in accordance with the application requirements outlined in Notice PIH 2020-28. Under the noncompetitive process, PHAs are limited to 25 vouchers in a fiscal year with the ability to request an additional 25 vouchers for those PHAs with 90 percent or greater utilization of these vouchers. For competitive awards, the number of vouchers is dependent on PHA program size and need.
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19-II.B. PARTNERING AGENCIES [Notice PIH 2020-28; FYI Updates and Partnering Opportunities Webinar]
Public Child Welfare Agency (PCWA)
The CCHA must enter into a partnership agreement with a PCWA in the CCHA’s jurisdiction in the form of a Memorandum of Understanding (MOU) or letter of intent. The PCWA is responsible for identifying and referring eligible youth to the CCHA and providing or securing a commitment for the provision of supportive services once youth are admitted to the program.

CCHA Policy
The CCHA will implement a Foster Youth to Independence (FYI) program in partnership with Del Norte County Department of Health and Human Services.

The PCWA is responsible for:
• Identifying FYI-eligible youth;
• Developing a system of prioritization based on the level of need of the youth and the appropriateness of intervention;
• Providing a written certification to the CCHA that the youth is eligible; and • Providing or securing supportive services for 36 months.

Continuum of Care (CoC) and Other Partners
HUD strongly encourages CCHA to add other partners into the partnership agreement with the PCWA such as state, local, philanthropic, faith-based organizations, and the CoC, or a CoC recipient it designates.

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19-II.C. YOUTH ELIGIBILITY CRITERIA [Notice PIH 2020-28; FYI Q&As; FYI FAQs] The PCWA is responsible for certifying that the youth has prior qualifying foster care involvement. As determined by the PCWA, eligible youth:
• Are at least 18 years of age and not more than 24 years of age (have not yet reached their 25thbirthday);
- Youth must be no more than 24 years of age at the time the PCWA certifies them as eligible and at the time of HAP contract execution.
• Have left foster care or will leave foster care within 90 days, in accordance with a transition plan described in section 475(5)(H) of the Social Security Act; - Placements can include, but are not limited to, placements in foster family homes, foster homes of relatives, group homes, emergency shelters, residential facilities, child care institutions, and pre-adoptive homes in accordance with 24 CFR 5.576; • Are homeless or at risk of becoming homeless at age 16 and older; - At risk of being homeless is fully defined at 24 CFR 576.2. o This includes a person that is exiting a publicly funded institution, or system of care (such as a healthcare facility, a mental health facility, foster care or other youth facility, or correction program or institution). Therefore, youth being discharged from an institution may be eligible for an FUP voucher [FUP FAQs].

Eligibility is not limited to single persons. For example, pregnant and/or parenting youth are eligible to receive assistance assuming they otherwise meet eligibility requirements. © Copyright 2017 Nan McKay & Associates, Inc. Adminplan 7/1/17 Unlimited copies may be made for internal use.

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19-II.D. SUPPORTIVE SERVICES [Notice PIH 2020-28; FYI Updates and Partnering Opportunities Webinar; FYI Q&As]
Supportive services may be provided by the CCHA, PCWA or a third party. The PCWA must provide or secure a commitment to provide supportive services for participating youth for a period of 36 months. At a minimum, the following supportive services must be offered:
• Basic life skills information/counseling on money management, use of credit, housekeeping, proper nutrition/meal preparation, and access to health care (e.g., doctors, medication, and mental and behavioral health services);
• Counseling on compliance with rental lease requirements and with HCV program participant requirements, including assistance/referrals for assistance on security deposits, utility hookup fees, and utility deposits; • Providing such assurances to owners of rental property as are reasonable and necessary to assist eligible youth to rent a unit with a voucher;
• Job preparation and attainment counseling (where to look/how to apply, dress, grooming, relationships with supervisory personnel, etc.); and
• Educational and career advancement counseling regarding attainment of general equivalency diploma (GED) or attendance/financing of education at a technical school, trade school, or college, including successful work ethic and attitude models.

CCHA Policy
Additional supportive services will not be offered.

Since participation in supportive services is optional, but strongly encouraged, an FYI participant may decline supportive service.
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19-II.E. REFERRALS AND WAITING LIST MANAGEMENT [Notice PIH 2020-28; FYI Updates and Partnering Opportunities Webinar FYI FAQs]
Referrals
The PCWA is responsible for certifying that the youth has prior qualifying foster care involvement. Once the PCWA sends the CCHA the referral certifying the youth is programeligible, the CCHA determines HCV eligibility.

The PCWA must have a system for identifying eligible youth within the agency’s caseload and reviewing referrals from other partners, as applicable. The PCWA must also have a system for prioritization of referrals to ensure that youth are prioritized for an FYI voucher based upon their level of need and appropriateness of the intervention.

Referrals may come from other organizations in the community who work with the population, but the PCWA must certify that the youth meets eligibility requirements, unless the PCWA has vested another organization with this authority.

The CCHA is not required to maintain full documentation that demonstrates the youth’s eligibility as determined by the PCWA but should keep the referral or certification from the PCWA. The PCWA is not required to provide the CCHA with HCV eligibility documents.

CCHA Policy
The CCHA and PCWA have identified staff positions to serve as lead FYI liaisons. These positions will be responsible for transmission and acceptance of referrals. The PCWA must commit sufficient staff and resources to ensure eligible youths are identified, prioritized, and determined eligible in a timely manner.

When vouchers are available, the CCHA liaison responsible for acceptance of referrals will contact the PCWA liaison via email indicating the number of vouchers available and requesting an appropriate number of referrals. No more than 10 business days from the date the PCWA receives this notification, the PCWA liaison must provide the CCHA with a list of eligible referrals, a completed release form, and a written certification for each referral indicating the referral is eligible. The list will include the name, address, and contact phone number for each adult individual who is being referred.

The CCHA will maintain a copy of each certification from the PCWA in the participant’s file.
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Waiting List Placement [Notice PIH 2020-28 and FYI FAQs] The CCHA must use the HCV waiting list for the FYI program. Youth already on the HCV program may not be transferred to an FYI voucher since they are not homeless or at-risk of homelessness.

Once a referral is made, the CCHA must compare the list of PCWA referrals to its HCV waiting list to determine if any applicants on the PCWA’s referral list are already on the CCHA’s HCV waiting list. Applicants already on the CCHA’s HCV waiting list retain the order of their position on the list. Applicants not already on the CCHA’s HCV waiting list must be placed on the HCV waiting list.

If the CCHA’s HCV waiting list is closed, the CCHA must open its HCV waiting list in order to accept new referrals. If necessary, the CCHA may open its waiting list solely for referrals, but this information must be included in the CCHA’s notice of opening its waiting list (see section 4- II.C., Opening and Closing the Waiting List of this administrative plan).

CCHA Policy
Within 10 business days of receiving the referral from the PCWA, the CCHA will review the HCV waiting list and will send the PCWA a list confirming whether or not referrals are on the waiting list.

Referrals who are already on the list will retain their position and the list will be notated to indicate the applicant is FYI-eligible.

For those referrals not already on the waiting list, the CCHA will work with the PCWA to ensure they receive and successfully complete a pre-application or application, as applicable. Once the pre-application or application has been completed, the CCHA will place the referral on the HCV waiting list with the date and time of the original referral and an indication that the referral is FYI-eligible.

Waiting List Selection
The CCHA selects eligible youths based on the CCHA’s regular HCV waiting list selection policies in Chapter 4, including any preferences that may apply. © Copyright 2017 Nan McKay & Associates, Inc. Adminplan 7/1/17 Unlimited copies may be made for internal use.

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19-II.F. CCHA HCV ELIGIBILITY DETERMINATION [FYI FAQs]
Once an eligible youth is selected from the HCV waiting list, the CCHA must determine whether the youth meets HCV program eligibility requirements. Applicants must be eligible under both FYI eligibility requirements and HCV eligibility requirements as outlined in Chapter 3 of this policy.

The PCWA may, but is not obligated to, provide information to the CCHA on the youth’s criminal history.

CCHA Policy
Subject to privacy laws, the PCWA will provide any available information regarding the applicant’s criminal history to the CCHA.

The CCHA will consider the information in making its eligibility determination in accordance with the CCHA’s policies in Chapter 3, Part III.

Additional Eligibility Factors
Youth must be no more than 24 years old both at the time of PCWA certification and at the time of the HAP execution. If a youth is 24 at the time of PCWA certification but will turn 25 before the HAP contract is executed, the youth is no longer eligible for a FYI voucher.

CCHA Policy
Any applicant that does not meet the eligibility criteria for the HCV program listed in Chapter 3 or any eligibility criteria listed in this section will be notified by the CCHA in writing following policies in Section 3-III.F, including stating the reasons the applicant was found ineligible and providing an opportunity for an informal review. © Copyright 2017 Nan McKay & Associates, Inc. Adminplan 7/1/17 Unlimited copies may be made for internal use.

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19-II.G. LEASE UP
Once the CCHA determines that the family or youth meets HCV eligibility requirements, the youth will be issued an FYI voucher in accordance with CCHA policies.

CCHA Policy
Eligible applicants will be notified by the CCHA in writing following policies in Section 3-III.F. of this policy. FYI youth will be briefed individually. The CCHA will provide all aspects of the written and oral briefing as outlined in Part I of Chapter 5 but will also provide an explanation of the time limit on FYI vouchers as well as discussing supportive services offered by the partnering agency.

Vouchers will be issued in accordance with CCHA policies in Chapter 5, Part II, except that the CCHA will consider one additional 30-day extension beyond the first automatic extension for any reason, not just those listed in the policy in Section 5-II.E.

Once the youth locates a unit, the CCHA conducts all other processes relating to voucher issuance and administration per HCV program regulations and the CCHA policy in Chapter 9.

Turnover [FYI FAQs]
If the CCHA was awarded FYI Tenant Protection Vouchers (TPVs) under Notice PIH 2019-20 where the recipient of the FYI TPV leaves the program, the CCHA may request an FYI voucher under the requirements of Notice PIH 2020-28.

If the CCHA was awarded FYI vouchers under Notice PIH 2020-28 where the recipient of the FYI voucher leaves the program, the CCHA must continue to use the FYI voucher for eligible youth upon turnover. Where there are more eligible youth than available FYI turnover vouchers, the CCHA may request an FYI voucher under the requirements of Notice PIH 2020-28. © Copyright 2017 Nan McKay & Associates, Inc. Adminplan 7/1/17 Unlimited copies may be made for internal use.

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19-II.H. MAXIMUM ASSISTANCE PERIOD [Notice PIH 2020-28 and FYI FAQs] Vouchers are limited by statute to a total of 36 months of housing assistance. At the end of the statutory time period, assistance must be terminated. However, any period of time for which no subsidy (HAP) is being paid on behalf of the youth does not count toward the 36-month limitation. It is not permissible to reissue another FYI TPV to the same youth upon expiration of their 36 months of FYI assistance.

Participants do not “age out” of the program. A participant may continue with the program until they have received 36 months of assistance. Age limits are only applied for entry into the program.
19-II.I. TERMINATION OF ASSISTANCE [FYI FAQs]
Termination of a FYI voucher is handled in the same way as with any HCV; therefore, termination of a FYI voucher must be consistent with HCV regulations at 24 CFR Part 982, Subpart L and CCHA policies in Chapter 12. Given the statutory time limit that requires FYI vouchers sunset after 36 months, CCHA must terminate the youth’s assistance once the 36- month limit on assistance has expired.

CCHA cannot terminate a FYI youth’s assistance for noncompliance with PCWA case management, nor may the CCHA terminate assistance for a FYI youth for not accepting services from the PCWA.

CCHA may not transfer the assistance of FYI voucher holders to regular HCV assistance upon the expiration of the 36-month limit on assistance. However, the CCHA may issue a regular HCV to FYI voucher holders if they were selected from the waiting list in accordance with CCHA policies. The CCHA may also adopt a waiting list preference for FYI voucher holders who are being terminated for this reason.

CCHA Policy
The CCHA will not provide a selection preference on the CCHA’s HCV waiting list for FYI voucher holders who are terminated due to the 36-month limit on assistance. © Copyright 2017 Nan McKay & Associates, Inc. Adminplan 7/1/17 Unlimited copies may be made for internal use.

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19-II.J. PORTABILITY [FYI FAQs]
Portability for an FYI youth is handled in the same way as for a regular HCV family. A PHA may not restrict or deny portability for an FYI youth for reasons other than those specified in the HCV program regulations, as reflected in Chapter 10 of the administrative plan.

An FYI youth does not have to port to a jurisdiction that administers FYI vouchers.

If the receiving PHA absorbs the voucher, the CCHA may absorb the youth into its regular HCV program if it has vouchers available to do so. If the receiving PHA absorbs the youth into its regular HCV program, that youth becomes a regular HCV participant with none of the limitations of an FYI voucher.

The initial and receiving PHAs must work together to initiate termination of assistance upon expiration of the 36-month limit.
19-II.K. PROJECT-BASING FYI VOUCHERS [FYI FAQs]
The CCHA may project-base certain FYI vouchers without HUD approval in accordance with all applicable PBV regulations and CCHA policies in Chapter 17. This includes FYI vouchers awarded under Notice PIH 2020-28. Assistance awarded under Notice PIH 2019-20 is prohibited from being project-based.
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PART III: VETERANS AFFAIRS SUPPORTIVE HOUSING (VASH) PROGRAM 19-III.A. OVERVIEW
Since 2008, HCV program funding has provided rental assistance under a supportive housing program for homeless veterans. The Veterans Affairs Supportive Housing (VASH) program combines HCV rental assistance with case management and clinical services provided by the Department of Veterans Affairs (VA) at VA medical centers (VAMCs) and Community-Based Outpatient Clinics (CBOCs). Eligible families are homeless veterans and their families that agree to participate in VA case management and are referred to the VAMC’s partner CCHA for HCV assistance. The VAMC or CBOC’s responsibilities include:
• Screening homeless veterans to determine whether they meet VASH program participation criteria;
• Referring homeless veterans to the CCHA;
- The term homeless veteran means a veteran who is homeless (as that term is defined in subsection (a) or (b) of Section 103 of the McKinney-Vento Homeless Assistance Act (42 U.S.C. 11302)). See 38 U.S.C. 2002.
• Providing appropriate treatment and supportive services to potential VASH participants, if needed, prior to CCHA issuance of a voucher;
• Providing housing search assistance to VASH participants; • Identifying the social service and medical needs of VASH participants, and providing or ensuring the provision of regular ongoing case management, outpatient health services, hospitalization, and other supportive services as needed throughout the veterans’ participation period; and
• Maintaining records and providing information for evaluation purposes, as required by HUD and the VA.

VASH vouchers are awarded noncompetitively based on geographic need and PHA administrative performance. Eligible PHAs must be located within the jurisdiction of a VAMC and in an area of high need based on data compiled by HUD and the VA. When Congress funds a new allocation of VASH vouchers, HUD invites eligible PHAs to apply for a specified number of vouchers.

Generally, the HUD-VASH program is administered in accordance with regular HCV program requirements. However, HUD is authorized to waive or specify alternative requirements to allow PHAs to effectively deliver and administer VASH assistance. Alternative requirements are established in the HUD-VASH Operating Requirements, which were originally published in the Federal Register on May 6, 2008, and updated March 23, 2012. Unless expressly waived by HUD, all regulatory requirements and HUD directives regarding the HCV program are applicable to VASH vouchers, including the use of all HUD-required contracts and other forms, and all civil rights and fair housing requirements. In addition, the CCHA may request additional statutory or regulatory waivers that it determines are necessary for the effective delivery and administration of the program.
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The VASH program is administered in accordance with applicable Fair Housing requirements since civil rights requirements cannot be waived under the program. These include applicable authorities under 24 CFR 5.105(a) and 24 CFR 982.53 including, but not limited to, the Fair Housing Act, Section 504 of the Rehabilitation Act of 1973, Title VI of the Civil Rights Act of 1964, the Americans with Disabilities Act, and the Age Discrimination Act and all CCHA policies as outlined in Chapter 2 of this document.

When HUD-VASH recipients include veterans with disabilities or family members with disabilities, reasonable accommodation requirements in Part II of Chapter 2 of this policy apply. 19-III.B. REFERRALS [FR Notice 3/23/12 and HUD-VASH Qs and As] VAMC case managers will screen all families in accordance with VA screening criteria and refer eligible families to the CCHA for determination of program eligibility and voucher issuance. The CCHA has no role in determining or verifying the veteran’s eligibility under VA screening criteria, including determining the veteran’s homelessness status. The CCHA must accept referrals from the partnering VAMC and must maintain written documentation of referrals in VASH tenant files. Upon turnover, VASH vouchers must be issued to eligible veteran families as identified by the VAMC.

CCHA Policy
In order to expedite the screening process, the CCHA will provide all forms and a list of documents required for the VASH application to the VAMC. Case managers will work with veterans to fill out the forms and compile all documents prior to meeting with the CCHA and submitting an application. When feasible, the VAMC case manager should email or fax copies of all documents to the CCHA prior to the meeting in order to allow the CCHA time to review them and start a file for the veteran.

After the VAMC has given the CCHA a complete referral, the CCHA will perform an eligibility screening within five business days of receipt of a VAMC referral. © Copyright 2017 Nan McKay & Associates, Inc. Adminplan 7/1/17 Unlimited copies may be made for internal use.

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19-III.C. HCV PROGRAM ELIGIBILITY [FR Notice 3/23/12]
Eligible participants are homeless veterans and their families who agree to participate in case management from the VAMC.
• A VASH Veteran or veteran family refers to either a single veteran or a veteran with a household composed of two or more related persons. It also includes one or more eligible persons living with the veteran who are determined to be important to the veteran’s care or well-being.
• A veteran for the purpose of VASH is a person whose length of service meets statutory requirements, and who served in the active military, naval, or air service, was discharged or released under conditions other than dishonorable, and is eligible for VA health care.

Under VASH, CCHA does not have authority to determine family eligibility in accordance with HCV program rules and CCHA policies. The only reasons for denial of assistance by the CCHA are failure to meet the income eligibility requirements and/or that a family member is subject to a lifetime registration requirement under a state sex offender registration program. Under portability, the receiving PHA must also comply with these VASH screening requirements.

Social Security Numbers
When verifying Social Security numbers (SSNs) for homeless veterans and their family members, an original document issued by a federal or state government agency, which contains the name and SSN of the individual along with other identifying information of the individual, is acceptable in accordance with Section 7-II.B. of this policy.

In the case of the homeless veteran, the CCHA must accept the Certificate of Release or Discharge from Active Duty (DD-214) or the VA-verified Application for Health Benefits (10- 10EZ) as verification of SSN and cannot require the veteran to provide a Social Security card. A VA-issued identification card may also be used to verify the SSN of a homeless veteran.

Proof of Age
The DD-214 or 10-10EZ must be accepted as proof of age in lieu of birth certificates or other CCHA-required documentation as outlined in Section 7-II.C. of this policy. A VA-issued identification card may also be used to verify the age of a homeless veteran.

Photo Identification
A VA-issued identification card must be accepted in lieu of another type of government-issued photo identification.
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Income Eligibility
The CCHA must determine income eligibility for VASH families in accordance with 24 CFR 982.201 and policies in Section 3-II.A. If the family is over-income based on the most recently published income limits for the family size, the family will be ineligible for HCV assistance.

While income-targeting does not apply to VASH vouchers, the CCHA may include the admission of extremely low-income VASH families in its income targeting numbers for the fiscal year in which these families are admitted.

CCHA Policy
CCHA will include any extremely low-income VASH families that are admitted in its income targeting numbers for the fiscal year in which these families are admitted.

Screening
The CCHA may not screen any potentially eligible family members or deny assistance for any grounds permitted under 24 CFR 982.552 and 982.553 with one exception: the CCHA is still required to prohibit admission if any member of the household is subject to a lifetime registration requirement under a state sex offender registration program. Accordingly, with the exception of denial for registration as a lifetime sex offender under state law and CCHA policies on how sex offender screenings will be conducted, CCHA policy in Sections 3-III.B. through 3-III.E. do not apply to VASH. The prohibition against screening families for anything other than lifetime sex offender status applies to all family members, not just the veteran.

Denial of Assistance [Notice PIH 2008-37]
Once a veteran is referred by the VAMC, the CCHA must either issue a voucher or deny assistance. If the CCHA denies assistance, it must provide the family with prompt notice of the decision and a brief statement of the reason for denial in accordance with Section 3-III.F. Like in the standard HCV program, the family must be provided with the opportunity for an informal review in accordance with policies in Section 3-III.F. In addition, a copy of the denial notice must be sent to the VAMC case manager.
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19-III.D. CHANGES IN FAMILY COMPOSITION
Adding Family Members [FR Notice 3/23/12]
When adding a family member after the family has been admitted to the program, CCHA policies in Section 3-II.B. apply. Other than the birth, adoption, or court-awarded custody of a child, the CCHA must approve additional family members and will apply its regular screening criteria in doing so.

Remaining Family Members [HUD-VASH Qs and As]
If the homeless veteran dies while the family is being assisted, the voucher would remain with the remaining members of the tenant family. The CCHA may use one of its own regular vouchers, if available, to continue assisting this family and free up a VASH voucher for another VASH-eligible family. If a regular voucher is not available, the family would continue utilizing the VASH voucher. Once the VASH voucher turns over, however, it must go to a homeless veteran family.

Family Break Up [HUD-VASH Qs and As]
In the case of divorce or separation, since the set-aside of VASH vouchers is for veterans, the voucher must remain with the veteran. This overrides the CCHA’s policies in Section 3-I.C. on how to determine who remains in the program if a family breaks up. © Copyright 2017 Nan McKay & Associates, Inc. Adminplan 7/1/17 Unlimited copies may be made for internal use.

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19-III.E. LEASING [FR Notice 3/23/12]
Waiting List
The CCHA does not have the authority to maintain a waiting list or apply local preferences for HUD–VASH vouchers. Policies in Chapter 4 relating to applicant selection from the waiting list, local preferences, special admissions, cross-listing, and opening and closing the waiting list do not apply to VASH vouchers.

Voucher Issuance
Unlike the standard HCV program which requires an initial voucher term of at least 60 days, VASH vouchers must have an initial search term of at least 120 days. CCHA policies on extensions as outlined in Section 5-II.E. will apply.

CCHA Policy
All VASH vouchers will have an initial term of 120 calendar days.

The family must submit a Request for Tenancy Approval and proposed lease within the 120-day period unless the CCHA grants an extension.

The CCHA must track issuance of HCVs for families referred by the VAMC or CBOC in PIC as required in Notice PIH 2011-53.

Initial Lease Term
Unlike in the standard the HCV program, VASH voucher holders may enter into an initial lease that is for less than 12 months. Accordingly, CCHA policy in Section 9-I.E., Term of Assisted Tenancy, does not apply.

Ineligible Housing [FR Notice 6/18/14]
Unlike in the standard HCV program, VASH families are permitted to live on the grounds of a VA facility in units developed to house homeless veterans. Therefore, 24 CFR 982.352(a)(5) and 983.53(a)(2), which prohibit units on the physical grounds of a medical, mental, or similar public or private institution, do not apply to VASH for this purpose only. Accordingly, CCHA policy in 9-I.D., Ineligible Units, does not apply for this purpose only. © Copyright 2017 Nan McKay & Associates, Inc. Adminplan 7/1/17 Unlimited copies may be made for internal use.

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HQS Pre-Inspections
To expedite the leasing process, CCHAs may pre-inspect available units that veterans may be interested in leasing in order to maintain a pool of eligible units. If a VASH family selects a unit that passed an HQS inspection (without intervening occupancy) within 45 days of the date of the Request for Tenancy Approval (Form HUD-52517), the unit may be approved if it meets all other conditions under 24 CFR 982.305. However, the veteran must be free to select his or her unit and cannot be steered to these units.

CCHA Policy
To expedite the leasing process, the CCHA may pre-inspect available units that veterans may be interested in leasing to maintain a pool of eligible units. If a VASH family selects a unit that passed a HQS pre-inspection (without intervening occupancy) within 45 days of the date of the RTA, the unit may be approved provided that it meets all other conditions under 24 CFR 982.305. The veteran will be free to select his or her unit.

When a pre-inspected unit is not selected, the CCHA will make every effort to fast-track the inspection process, including adjusting the normal inspection schedule for both initial and any required reinspections.
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19-III.F. PORTABILITY [FR Notice 3/23/12 and Notice PIH 2011-53] General Requirements
Portability policies under VASH depend on whether the family wants to move within or outside of the initial VA facility’s catchment area (the area in which the VAMC or CBOC operates). In all cases, the initial VA facility must be consulted prior to the move and provide written confirmation that case management will continue to be provided in the family’s new location.

VASH participant families may only reside in jurisdictions that are accessible to case management services, as determined by case managers at the partnering VAMC or CBOC.

Under VASH, applicant families may move under portability even if the family did not have legal residency in the jurisdiction of the initial PHA when they applied. As a result, CCHA policies in Section 10-II.B. about nonresident applicants do not apply.

If the family no longer requires case management, there are no portability restrictions. Normal portability rules apply.

Portability within the Initial VAMC’s Catchment Area
A VASH family can move within the VAMC’s catchment area as long as case management can still be provided, as determined by the VA. If the initial PHA’s partnering VAMC will still provide the case management services, the receiving PHA must process the move in accordance with portability procedures:
• If the receiving PHA has been awarded VASH vouchers, it can choose to either bill the initial PHA or absorb the family if it has a VASH voucher available to do so. - If the PHA absorbs the family, the VAMC or CBOC providing the initial case management must agree to the absorption and the transfer of case management. • If the receiving PHA does not administer a VASH program, it must always bill the initial PHA.

Portability Outside of the Initial VAMC’s Catchment Area If a family wants to move to another jurisdiction where it will not be possible for the initial PHA’s partnering VAMC or CBOC to provide case management services, the initial VAMC must first confirm that the new VAMC has an available VASH case management slot and the new VAMC’s partner PHA has an available VASH voucher.

After acceptance of the veteran by the new VAMC, the new VAMC will refer the veteran to its partner PHA. In these cases, the family must be absorbed by the receiving PHA either as a new admission or as a portability move-in, as applicable. Upon absorption, the initial PHA’s VASH voucher will be available to lease to a new VASH-eligible family, and the absorbed family will count toward the number of VASH slots awarded to the receiving PHA. © Copyright 2017 Nan McKay & Associates, Inc. Adminplan 7/1/17 Unlimited copies may be made for internal use.

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19-III.G. TERMINATION OF ASSISTANCE [FR Notice 3/23/12] With the exception of terminations for failure to receive case management, HUD has not established any alternative requirements for termination of assistance for VASH participants.

However, prior to terminating VASH participants, HUD strongly encourages CCHA to exercise discretion under 24 CFR 982.552(c)(2) as outlined in Section 12-II.D. of this policy and consider all relevant circumstances of the specific case. This includes granting reasonable accommodations for persons with disabilities, as well as considering the role of the case manager and the impact that ongoing case management services can have on mitigating the conditions that led to the potential termination.

VASH participant families may not be terminated after admission for a circumstance or activities that occurred prior to admission and were known to the CCHA but could not be considered at the time of admission due to VASH program requirements. The CCHA may terminate the family’s assistance only for program violations that occur after the family’s admission to the program.

Cessation of Case Management
As a condition of receiving HCV rental assistance, a HUD-VASH-eligible family must receive case management services from the VAMC or CBOC. A VASH participant family’s assistance must be terminated for failure to participate, without good cause, in case management as verified by the VAMC or CBOC.

However, a VAMC or CBOC determination that the participant family no longer requires case management is not grounds for termination of assistance and the family is still eligible for assistance under the HCV program. In such a case, at its option, the CCHA may offer the family continued HCV assistance through one of its regular vouchers. If the CCHA has no voucher to offer, the family will retain its VASH voucher until such time as the CCHA has an available voucher for the family.

VAWA [HUD VASH Qs and As and Notice PIH 2017-08]
When a veteran’s family member is receiving protection under VAWA because the veteran is the perpetrator of domestic violence, dating violence, sexual assault, or stalking, the victim must continue to be assisted. Upon termination of the perpetrator’s VASH assistance, the victim should be given a regular HCV if one is available, and the perpetrator’s VASH voucher should be used to serve another eligible veteran family. If a regular HCV is not available, the victim will continue to use the VASH voucher even after the perpetrator’s assistance is terminated. © Copyright 2017 Nan McKay & Associates, Inc. Adminplan 7/1/17 Unlimited copies may be made for internal use.

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19-III.H. PROJECT-BASING VASH VOUCHERS
General Requirements [Notice PIH 2017-21]
The CCHA may administer project-based VASH vouchers under two circumstances. First, CCHAs are authorized to project-base their tenant-based VASH vouchers without additional HUD review or approval in accordance with Notice PIH 2017-21 and all PBV program requirements provided that the VAMC will continue to make supportive services available.

Second, since 2010, HUD has awarded VASH vouchers specifically for project-based assistance in the form of PBV HUD-VASH set-aside vouchers. While these vouchers are excluded from the PBV program cap as long as they remain under PBV HAP contract at the designated project, all other VASH vouchers are subject to the PBV program percentage limitation discussed in Section 17-I.A.

If the CCHA project-bases VASH vouchers, the CCHA must retain documentation of the partnering VAMC’s support. Policies for VASH PBV units will generally follow CCHA policies for the standard PBV program as listed in Chapter 17, with the exception of the moves policy listed below.

Moves [HUD-VASH Qs and As]
When a VASH PBV family is eligible to move from its PBV unit in accordance with Section 17- VIII.C. of this policy, but there is no other comparable tenant-based rental assistance, the following procedures must be implemented:
• If a VASH tenant-based voucher is not available at the time the family wants (and is eligible) to move, the CCHA may require the family to wait for a VASH tenant-based voucher for a period not to exceed 180 days;
• If a VASH tenant-based voucher is still not available after that period, the family must be allowed to move with its VASH voucher, and the CCHA is required to replace the assistance in the PBV unit with one of its regular vouchers, unless the CCHA and owner agree to remove the unit from the HAP contract; and
• If after 180 days, a VASH tenant-based voucher does not become available and the CCHA does not have sufficient available funding in its HCV program to attach assistance to the PBV unit, the family may be required to remain in its PBV unit until such funding becomes available. In determining if funding is insufficient, the CCHA must take into consideration its available budget authority, which also includes unspent prior year HAP funds in the CCHA’s Net Restricted Assets account.
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PART IV: MAINSTREAM VOUCHER PROGRAM
19-IV.A. PROGRAM OVERVIEW [Notice PIH 2020-01]
Mainstream vouchers assist non-elderly persons with disabilities and their families in the form of either project-based or tenant-based voucher assistance.

Aside from separate funding appropriations and serving a specific population, Mainstream vouchers follow the same program requirements as standard vouchers. The CCHA does not have special authority to treat families that receive a Mainstream voucher differently from other applicants and participants. For example, the CCHA cannot apply different payment standards, establish conditions for allowing portability, or apply different screening criteria to Mainstream families.

The Mainstream voucher program, (previously referred to as the Mainstream 5-Year program or the Section 811 voucher program) was originally authorized under the National Affordable Housing Act of 1990. Mainstream vouchers operated separately from the regular HCV program until the passage of the Frank Melville Supportive Housing Investment Act of 2010. Funding for Mainstream voucher renewals and administrative fees was first made available in 2012. In 2017 and 2019, incremental vouchers were made available for the first time since the Melville Act (in addition to renewals and administrative fees), and PHAs were invited to apply for a competitive award of Mainstream vouchers under the FY17 and FY19 NOFAs. In 2020, Notice PIH 2020-22 provided an opportunity for any PHA administering an HCV program to apply for Mainstream vouchers noncompetitively, while Notice PIH 2020-09 authorized an increase in Mainstream voucher units and budget authority for those PHAs already awarded Mainstream vouchers under the FY17 and FY19 NOFAs.

Funds for Mainstream vouchers may be recaptured and reallocated if the CCHA does not comply with all program requirements or fails to maintain a utilization rate of 80 percent for the CCHA’s Mainstream vouchers.
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19-IV.B. ELIGIBLE POPULATION [Notice PIH 2020-01 and Notice PIH 2020-22] All Mainstream vouchers must be used to serve non-elderly persons with disabilities and their families, defined as any family that includes a person with disabilities who is at least 18 years old and not yet 62 years old as of the effective date of the initial HAP contract. The eligible disabled household member does not need to be the head of household.

The definition of person with disabilities for purposes of Mainstream vouchers is the statutory definition under section 3(b)(3)(E) of the 1937 Act, which is the same as is used for allowances and deductions in the HCV program and is provided in Exhibit 3-1 of this policy.

Existing families receiving Mainstream vouchers, where the eligible family member is now age 62 or older, will not “age out” of the program as long as the family was eligible on the day it was first assisted under a HAP contract.

The CCHA may not implement eligibility screening criteria for Mainstream vouchers that is different from that of the regular HCV program.
19-IV.C. PARTNERSHIP AND SUPPORTIVE SERVICES [Notice PIH 2020-01] CCHAs are encouraged but not required to establish formal and informal partnerships with a variety of organizations that assist persons with disabilities to help ensure eligible participants find and maintain stable housing.

CCHA Policy
The CCHA will implement a Mainstream program, establishing informal partnerships with Redwood Coast Regional Center, Remi Vista, and Del Norte Association of Developmental Services.
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19-IV.D. WAITING LIST ADMINISTRATION
General Waiting List Requirements [Notice PIH 2020-01 and Mainstream Voucher Basics Webinar, 10/15/20]
CCHAs must not have a separate waiting list for Mainstream voucher assistance since the CCHA is required by the regulations to maintain one waiting list for tenant-based assistance [24 CFR 982.204(f)]. All CCHA policies on opening, closing, and updating the waiting list, as well as waiting list preferences in Chapter 4, apply to the Mainstream program.

When the CCHA is awarded Mainstream vouchers, these vouchers must be used for new admissions to the CCHA’s program from the waiting list. The CCHA must lease these vouchers by pulling the first Mainstream-eligible family from its tenant-based waiting list. CCHA is not permitted to reassign existing participants to the program in order to make regular tenant-based vouchers available. Further, the CCHA may not skip over Mainstream-eligible families on the waiting list because the CCHA is serving the required number of Mainstream families.

Upon turnover, vouchers must be provided to Mainstream-eligible families. If a Mainstream turnover voucher becomes available, the CCHA must determine if the families at the top of the waiting list qualify under program requirements.

Admission Preferences [Notice PIH 2020-01; FY17 Mainstream NOFA; FY19 Mainstream NOFA]
If the CCHA claimed points for a preference in a NOFA application for Mainstream vouchers, the CCHA must adopt a preference for at least one of the targeted groups identified in the NOFA.

CCHA Policy
The CCHA did not claim a preference for a targeted group as part of an application for Mainstream vouchers under a NOFA.
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19-IV.E. PORTABILITY [Notice PIH 2020-01 and Mainstream Voucher Basics Webinar, 10/15/20]
Mainstream voucher participants are eligible for portability under standard portability rules and all CCHA policies regarding portability in Chapter 10, Part II apply to Mainstream families.

The following special considerations for Mainstream vouchers apply under portability:
• If the receiving PHA has a Mainstream voucher available, the participant may remain a Mainstream participant.
- If the receiving PHA chooses to bill the initial PHA, then the voucher will remain a Mainstream voucher.
- If the receiving PHA chooses to absorb the voucher, the voucher will be considered a regular voucher, or a Mainstream voucher if the receiving PHA has a Mainstream voucher available, and the Mainstream voucher at the initial PHA will be freed up to lease to another Mainstream-eligible family.
• If the receiving PHA does not have a Mainstream voucher available, the participant may receive a regular voucher.
19-IV.F. PROJECT-BASING MAINSTREAM VOUCHERS [FY19 Mainstream Voucher NOFA Q&A]
The CCHA may project-base Mainstream vouchers in accordance with all applicable PBV regulations and CCHA policies in Chapter 17. CCHA is responsible for ensuring that, in addition to complying with project-based voucher program requirements, the project complies with all applicable federal nondiscrimination and civil rights statutes and requirements. This includes, but is not limited to, Section 504 of the Rehabilitation Act (Section 504), Titles II or III of the Americans with Disabilities (ADA), and the Fair Housing Act and their implementing regulations at 24 CFR Part 8; 28 CFR Parts 35 and 36; and 24 CFR Part 100. Mainstream vouchers are subject to the PBV program percentage limitation discussed in Section 17-I.A. © Copyright
2017 Nan McKay & Associates,Inc. Adminplan 7/1/17
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CITY COUNCIL AGENDA REPORT
TO: MAYOR GREENOUGH AND MEMBERS OF THE CITY COUNCIL
FROM: ERIC WIER, CITY MANAGER
DATE: JANUARY 24, 2022
SUBJECT: DEL NORTE SOLID WASTE MANAGEMENT AUTHORITY REQUEST

FOR AUTHORIZATION TO SUBMIT APPLICATION TO CALRECYLE
FOR SB 1383 TECHNICAL ASSISTANCE GRANT
______________________________________________________________________

RECOMMENDATION
• Hear staff report
• Technical questions from the Council
• Receive public comment
• Further Council discussion
• Approve and adopt Resolution No. 2022-09, A Resolution of the City Council of the City of Crescent City, a Regional Participant, Authorizing Submission of a Grant Application on its Behalf by a Lead Agency for which the City is Eligible

BACKGROUND
SB 1383 was adopted in 2016 as a statewide effort to address short-lived climate pollutants (SLCP), i.e., methane gas which is 84 times more potent than carbon dioxide.

The law set forth the following targets: (1) reduce statewide disposal of organic waste by 50% by January 1, 2020 and by 75% by January 1, 2025 (based on 2014 levels – 23 million tons of organic waste); and (2) rescue at least 20% of currently disposed of edible food for human consumption by 2025. Organic waste is the largest waste stream in California. The targeted reductions of disposal of SLCP are estimated to reduce total greenhouse gas admissions by at least 4 million metric tons by 2030.

CalRecycle is the state agency responsible for creating the regulatory standards to implement SB 1383. The final SB 1383 regulations set forth the following important dates:
• January 1, 2022 Regulations take effect and state enforcement begins • January 1, 2024 Regulations require local governments to begin enforcement Jurisdiction Responsibilities: What SB 1383 requires of local governments • Provide organic waste collection to all residents and businesses (Del Norte County has rural county exemption until 2026 for this particular requirement) • Establish an edible food recovery program that recovers edible food from the waste stream
• Conduct outreach and education to all affected parties, including generators, haulers, facilities, edible food recovery organizations, and city/county departments SB 1383 Grant Application
January 24, 2022
• Procure recycled organic waste products like compost, mulch, and renewable natural gas (RNG)
• Inspect and enforce compliance with SB 1383
• Maintain accurate and timely records of SB 1383 compliance

ITEM ANALYSIS
The Del Norte Solid Waste Management Authority (DNSWMA) proposes to seek a CalRecycle SB 1383 Technical Assistance Grant that will be utilized to for planning, compliance, and education and outreach efforts. Each City and County can apply for a specific, allotted amount of grant funds. DNSWMA proposes to apply on behalf of both the City and the County and administer the grant. One condition of DNSWMA receiving the City allocation for the grant will be that the City adopt an SB 1383 compliant ordinance by April 1, 2022. It is also anticipated that a County-City-DNSWMA MOU will be proposed in the near future to provide a coherent, coordinated county-wide effort toward compliance with SB 1383.

Staff recommend approval of this Resolution to provide DNSWMA with resources that will in turn assist the City with obtaining compliance with SB 1383.

FISCAL ANALYSIS
Approving this resolution will have no direct fiscal impact.

ATTACHMENTS
• Resolution No. 2022-09
CITY OF CRESCENT CITY RESOLUTION NO. 2022-09 Page 1
RESOLUTION NO. 2022-09

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CRESCENT CITY, A

REGIONAL PARTICIPANT, AUTHORIZING SUBMISSION OF A GRANT APPLICATION

ON ITS BEHALF BY A LEAD AGENCY FOR WHICH THE CITY IS ELIGIBLE WHEREAS, Public Resources Code sections 48000 et seq. authorize the Department of Resources Recycling and Recovery (CalRecycle) to administer various grant programs (grants) in furtherance of the State of California’s (state) efforts to reduce, recycle and reuse solid waste generated in the state thereby preserving landfill capacity and protecting public health and safety and the environment; and
WHEREAS, the SB 1383 Local Assistance Grant Program allows regional grant projects; and WHEREAS, CalRecycle grant application procedures require, among other things, an applicant’s governing body to declare by resolution certain authorizations related to the administration of CalRecycle grants.

NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF CRESCENT CITY THAT:

1. The Del Norte Solid Waste Management Authority to submit a SB 1383 Local Assistance Grant Program regional application on behalf of itself as a regional participant; and

2. The Del Norte Solid Waste Management Authority is hereby authorized and empowered to execute on behalf of the City of Crescent City all grant-related documents, including, but not limited to, applications, payment requests, agreements, and amendments necessary to secure grant funds and to implement the approved grant project; and

3. These authorizations are effective for five (5) years from the date of adoption of this resolution.

APPROVED and ADOPTED and made effective the same day at a meeting of the City Council of the City of Crescent City held on the 24
th day of January 2022 by the following polled vote:

AYES:

NOES:

ABSTAIN:

ABSENT:
_______________________________
Jason Greenough, Mayor
ATTEST:
_____________________________
Robin Patch, City Clerk

CITY COUNCIL AGENDA REPORT
TO: MAYOR GREENOUGH AND MEMBERS OF THE CITY COUNCILFROM: ERIC WIER, CITY MANAGERBY: MARTHA D. RICE, CITY ATTORNEYDATE: JANUARY 24, 2022SUBJECT: AUTHORIZATION TO HOLD MEETINGS VIA TELECONFERENCE _________________________________________________________________ RECOMMENDATION • Hear staff report• Technical questions from the Council • Receive public comment• Further Council discussion• Approve and adopt Resolution No. 2022-10, A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CRESCENT CITY AUTHORIZING THE USE OF REMOTE TELECONFERENCING (AB 361) BACKGROUND In September 2021, the California legislature passed and the Governor signed into law AB 361, which authorized legislative bodies subject to the Brown Act to meet remotely without complying with the standard Brown Act teleconference requirements of (1) the member joining via teleconference being in a public location, (2) posting the agenda at the member’s location, (3) and allowing for public comment at the member’s location, and (4) limiting the number of members that can participate via teleconference at one time. AB 361 allows the legislative body to meet via teleconference (which includes online platforms such as Zoom) during a declared State of Emergency and state or local officials have imposed or recommended measures to promote social distancing. A legislative body that holds a meeting pursuant to this subdivision shall do all of the following:
• give notice of the meeting and post agendas as otherwise required by this chapter;• allow members of the public to access the meeting and the agenda shall provide an opportunity for members of the public to address the legislative body directlyin real time; • give notice of the means by which members of the public may access the meeting and offer public comment;
• the agenda shall identify and include an opportunity for all persons to attend via a call-in option or an internet-based service option; and • In the event of a disruption which prevents the public agency from broadcasting the meeting to members of the public using the call-in option or internet-based service option, or in the event of a disruption within the local agency’s control which prevents members of the public from offering public comments using the call-in option or internet-based service option, the body shall take no further action on items appearing on the meeting agenda until public access to the meeting via the call-in option or internet-based service option is restored.

The decision to meet remotely pursuant to AB 361 requires consideration and adoption of a formal resolution every 30 days.

ANALYSIS
On January 7, 2022, the City Council met in special session and adopted Resolution No. 2022-02, Authorizing the Use of Remote Teleconferencing per AB 361. The resolution is good for 30 days. This resolution will expire the day before the Council’s next regularly scheduled meeting of Monday, February 7, 2022. Staff have put this item on the agenda because the County’s current COVID positive numbers continue to increase. The good news is that the community’s hospitalization numbers due to COVID remain low.

However, the large increase in positive cases results in a large number of close contacts required to quarantine per CDPH and local public health orders. If meetings are held in person, Council Members cannot participate via teleconference under AB 361. Therefore, if a Council Member is quarantined or otherwise unavailable for an in-person meeting, he would be unable to attend the Council meeting unless this resolution is adopted. The intent of this resolution is to enable the City Council to carry on with the people’s business through this most recent wave of COVID infections. This resolution will cover both regular City Council meetings scheduled for February as well as other City boards, committees, and commissions. Staff is hopeful that the current COVID wave will pass by the end of February and that the City Council can safely resume meeting in person at that time.

FISCAL IMPACT
The use of remote teleconferencing will not have a fiscal impact.

ATTACHMENTS
• Resolution No. 2022-10
Resolution No. 2022-10 Page | 1
RESOLUTION NO. 2022-10

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CRESCENT CITY AUTHORIZING THE USE OF REMOTE TELECONFERENCING (AB 361) WHEREAS, the City Council of the City of Crescent City is committed to open and transparent government, and full compliance with the Ralph M. Brown Act (“Brown Act”); and WHEREAS, the Brown Act generally requires that a public agency take certain actions in order to use teleconferencing to attend a public meeting virtually; and WHEREAS, the City Council recognizes that a local emergency persists due to the worldwide COVID-19 pandemic; and
WHEREAS, the California Legislature has recognized the ongoing state of emergency due to the COVID-19 pandemic and has responded by creating an additional means for public meetings to be held via teleconference (inclusive of internet-based virtual meetings); and WHEREAS, on September 16, 2021, the California legislature passed Assembly Bill (“AB”) 361, which amends Government Code, section 54953 and permits a local agency to use teleconferencing to conduct its meetings in any of the following circumstances:
(A) the legislative body holds a meeting during a proclaimed state of emergency, and state or local officials have imposed or recommended measures to promote social distancing; (B) the legislative body holds a meeting during a proclaimed state of emergency for the purpose of determining, by majority vote, whether as a result of the emergency, meeting in person would present imminent risks to the health or safety of attendees; or (C) the legislative body holds a meeting during a proclaimed state of emergency and has determined, by majority vote, pursuant to subparagraph (B), that, as a result of the emergency, meeting in person would present imminent risks to the health or safety of attendees; and WHEREAS, in order for the City Council to continue to use teleconferencing as allowed by AB 361 after thirty (30) days, it must reconsider the circumstances of the state of emergency and determine whether they warrant the continuance of teleconferenced meetings for another period of thirty (30) days; and
WHEREAS, Governor Gavin Newsom declared a state of emergency for the State of California due to the COVID-19 pandemic in his order entitled “Proclamation of a State of Emergency,” signed March 4, 2020; and
WHEREAS, the County of Del Norte continues to recommend certain physical distancing requirements of people within Del Norte County, as described in detail in the Order of the Health Officer of the County of Del Norte dated 11/22/2021; and WHEREAS, the City Council desires to conduct its meetings through the use of telephonic and internet-based services so that members of the public may observe and participate in meetings and offer public comment in the safest environment possible.

Resolution No. 2022-10 Page | 2
NOW THEREFORE, BE IT RESOLVED, by the City Council of the City of Crescent City that:

1. The recitals set forth above are true and correct and fully incorporated into this Resolution by reference.

2. The City Council continues to conduct meetings during a state of emergency and state or local officials have imposed or recommended measures to promote social distancing.

3. The City Council authorizes City staff to take all actions necessary to conduct City Council meetings in accordance with Government Code section 54953(e) and all other applicable provisions of the Brown Act, using teleconferencing for a period of thirty (30) days from the adoption of this Resolution, after which the City Council will reconsider the circumstances of the state of emergency.

4. The City Council also authorizes City staff to take all actions necessary to conduct meetings of all City boards, commissions and committees in accordance with Government Code section 54953(e) and all other applicable provisions of the Brown Act, using teleconferencing for a period of thirty (30) days from the adoption of this Resolution, after which the City Council will reconsider the circumstances of the state of emergency. This provision expressly applies to (but is not limited to) the Planning Commission, the Successor Agency to the Crescent City Redevelopment Agency, the Oversight Board of the Successor Agency, the Crescent City Housing Authority, the Measure S Oversight Committee, and all standing committees of the City Council.

PASSED AND ADOPTED and made effective the same day by the City Council of the City of Crescent City at a public meeting thereof held on this 24th day of January 2022, by the following polled vote:

AYES:

NOES:

ABSENT:

ABSTAIN:

Jason Greenough, Mayor
ATTEST:

Robin Patch, City Clerk

CITY COUNCIL AGENDA REPORT
TO: MAYOR GREENOUGH AND MEMBERS OF THE CITY COUNCIL
FROM: ERIC WIER, CITY MANAGER
BY: RICHARD GRIFFIN, CHIEF OF POLICE
DATE: JANUARY 24, 2022
SUBJECT: CRESCENT CITY POLICE DEPARTMENT (CCPD) EVIDENCE GUN

DISPOSAL
______________________________________________________________________

RECOMMENDATION
• Hear staff report
• Technical questions from the Council
• Receive public comment
• Further Council discussion of options for the disposal of firearms • Provide direction to City staff regarding disposal of firearms

BACKGROUND
Since taking over as Chief of Police, Chief Griffin and his staff have been undergoing a complete inventory of all the items held in evidence at the Crescent City Police Department. It is unknown when the last time this task was undertaken, as there are items from the 1980’s that have been located. There are currently over 100 firearms being held in evidence at CCPD that qualify for disposal, as the associated criminal cases have been adjudicated and the appeal period has expired. There are also numerous firearms that were initially booked into evidence as found property, or for safekeeping, and the owners have not retrieved the firearms after being properly notified.

ANALYSIS
There are two main options for disposal of these firearms. The first option would be to have staff at the City Yard cut the firearms into several pieces and destroy them. The firearms would then be entered into the Department of Justice’s database as destroyed.

The cost for this process is mainly staff time and would have to be done when staff is available and not working on other projects.

The second option would be to sell the firearms to a licensed Federal Firearms Dealer, such as was done with the department’s old service revolvers. This would generate City Council Agenda Report

CCPD EVIDENCE GUN DISPOSAL
January 24, 2022
2 General Fund revenue that could be spent on new equipment for the police department, to support the CCPD Explorer program, or as the Council directs.

As this decision involves both policy and potential revenue, staff is seeking direction from the City Council.

Weapons that are incomplete, illegal to possess in California, or of no value, would be destroyed even if the Council decides to sell the remaining firearms.

FINANCIAL IMPACT
If the Council directs the items to be sold, staff estimates is that CCPD would receive between $3,000-$5,000 in revenue.

STRATEGIC PLAN ANALYSIS
This report meets the goals and objectives of Strategic Plan Goal 1 “Support quality services and community safety to enhance the lives of our citizens and visitors”, Subsection C. “Empower and utilize Police, Fire, and Public Works departments to make Crescent City one of the safest cities in the United States”.

CITY COUNCIL AGENDA REPORT
TO: MAYOR GREENOUGH AND MEMBERS OF THE CITY COUNCIL
FROM: ERIC WIER, CITY MANAGER
BY: BRIDGET LACEY, GRANT AND ECONOMIC DEVELOPMENT COORDINATOR DATE: JANUARY 24, 2022
SUBJECT: PRE-PROPOSAL FOR THE STATE COASTAL CONSERVANCY’S COASTAL

STORIES GRANT PROGRAM
____________________________________________________________________________

RECOMMENDATION
• Hear staff report
• Technical questions from the Council
• Receive Public Comment
• Further Council Discussion
• Direct staff to submit a pre-proposal for the State Coastal Conservancy’s Coastal Stories Grant Program

BACKGROUND
The State Coastal Conservancy (Conservancy) is a State agency established in 1976 to protect and improve natural lands and waterways, help people access and enjoy the outdoors, and sustain local economies and agriculture. The Coastal Stories Grant program is part of the Conservancy’s Explore the Coast (ETC) program which seeks to provide coastal experiences for people and communities who face challenges to accessing or enjoying the coast.

The Conservancy’s Coastal Stories Grant Program will be providing grants to tribes, nonprofit organizations, and public agencies to create storytelling installations or materials (such as murals, signage, monuments, or guides) that represent communities and voices that have been historically excluded from the storytelling on California’s coast and publicly accessible lands.

Up to $1 million will be awarded in this grant round. There are no maximum or minimum grant amounts for this funding; however, it is anticipated that most grants will be up to $200,000.

Applying for this funding program consists of a pre-proposal, followed by a full proposal upon invitation.

The priorities of the Coastal Stories grant program are to:
• Promote a sense of belonging in outdoor spaces by presenting perspectives that include Black and Indigenous People of Color and/or other historically excluded communities. • Engage representatives of Black and Indigenous People of Color and/or other historically excluded communities to develop and share their coastal perspectives and stories.

Coastal Stories Grant Program Pre-Proposal
January 24, 2022
2 FISCAL ANALYSIS
There is no cost associated with submitting a pre-proposal. If invited to submit a full application, City staff would request approval from council at that time.

STRATEGIC PLAN ASSESSMENT
This action is consistent with the following 2016 Strategic Plan Goals:
• Goal 1: Support quality services, community safety, and health to enhance the quality of life and experience of our residents and visitors.
• Goal 2: Promote a thriving local economy.
• Project completion February 2026
• Start date Mid-late 2022
• Pre-proposal January 31, 2022
Grant Performance Period: Mid-late 2022 – February 2026

GRANT APPLICATION TIMELINE
designed project proposal which accurately represents the Tolowa perspective. to submit a full proposal, staff would work closely with our Tolowa partners to craft a thoughtfully At this time, City staff would like to submit a pre-proposal for approximately $200,000. If invited quality video clips linked to scannable QR codes.
designated area. The vision for presenting these stories would be to create ten 5–7-minute highhas determined that there are a total of ten unique stories that could be told throughout the or Brother Jonathan Park. City staff has been in communication with Tolowa representatives and Beachfront Park and install new storytelling elements at other relevant sites such as Battery Point storytelling elements of the Tolowa Cultural Interpretive Area with Indigenous Plantings in the key locations along the Crescent City coast. With this funding, the City could expand the identified this funding source as a great opportunity to tell some of the untold Tolowa stories at history, however, the story of the Tolowa people remains relatively unknown. City staff has The City of Crescent City is located on the ancestral lands of the Tolowa people and is rich with

ITEM ANALYSIS
• Use creative forms of interpretation and storytelling. content that shares untold stories.
histories, retelling stories in more appropriate and inclusive ways, and developing new • Improve educational content in California’s outdoor spaces by correcting one-sided

Crescent City City CouncilJanuary 24, 2022

Crescent City City Council
January 24, 2022