Agenda packet — Fort Jones City Council, March 10, 2025 (part 1 of 2)

Town of Fort Jones ● 11960 East Street ● Fort Jones, CA 96032 ● 530 468-2281 AGENDA
Regular Meeting
Monday, March 10, 2025 – 7:00 PM
Town Hall
11960 East Street Fort Jones, CA 96032
CALL TO ORDER:

Fort Jones Town Council Roll Call:

Members: DeAndreis DeCausmaker Garcia LaRiviere Johnson PLEDGE OF ALLEGIANCE: Led by Mayor
PUBLIC COMMENTS:

Discussion items only, no action to be taken. Any person may address the Council at this time upon any subject within the jurisdiction of the Town of Fort Jones that is not on the agenda; however, any matter that requires action may be referred to staff and/or committee for a report and recommendation for possible action at a subsequent council meeting.

There is a three (3) minute limit per person.

DISCUSSION / REPORTS / CORRESPONENCE; NON-ACTION ITEMS:

A. Police Department Monthly Report
B. Fire Department Monthly Report
C. Public Works Monthly Report
D. Administration Monthly Report
E. Update on Essex’s Spay/Neuter Clinic by Jaime Essex
CONSENT CALENDAR:

1. Items listed on the consent calendar are considered routine and may be enacted in one motion. Any item may be removed for discussion at the request of the council or the public. a.) Approval of Minutes:
i. Regular Meeting February 10, 2025
ii. Special Meeting February 11, 2025
iii. Special Meeting February 19, 2025
iv. Special Meeting February 21, 2025
b.) Ratification of Disbursements: February 1 through 28, 2025 c.) Review Budget vs Actual July 1, 2024 through February 28, 2025 Town of Fort Jones ● 11960 East Street ● Fort Jones, CA 96032 ● 530 468-2281 DISCUSSION / REPORTS: ACTION ITEMS:

2. Consideration of approval to sign and adopt a proclamation for Child Abuse Prevention Month in April, Week of the Young Child April 5th-11th, as well as Domestic Violence Awareness Month also in April.

3. Review, discuss, and possible action to amend the Job Certification and Continuing Education Policy

4. Consideration of approval and second reading of Ordinance adding Chapter 3.12 “Purchasing” to Establish Purchasing Procedures, Including Cooperative Purchasing, and Informal Bidding Procedures Pursuant to California Uniform Public Construction Cost Accounting (CUPCCA); Finding Exempt from CEQA; Resolution Electing To Adopt The Uniform Public Construction Cost Accounting Act (CUPCCA) Procedures

5. Consideration of approval of SHN proposal to upgrade the Waste Water Treatment Facility.

6. Consideration of approval of Fort Jones Fire Department Seasonal Firefighter Proposal for 2025.

7. Consideration of approval of the Memorandum of Understanding regarding strike team pay/pay per call/pay per meeting.

STAFF COMMENTS:

COUNCIL MEMBER COMMENTS:

ADJOURNMENT:

The next Fort Jones Town Council Meeting is scheduled to be held on April 14th, 2025, at 7:00 p.m.

It is the intention of the Town of Fort Jones to comply with the Americans with Disabilities Act (ADA) in all respects. If, as an attendee or a participant at this meeting, or in meetings on a regular basis, you need special assistance beyond what is normally provided, the Town will attempt to accommodate you in every reasonable manner. Individuals who need auxiliary aids or services for effective communication or to participate in programs and services of the Town of Fort Jones are invited to make their needs and preferences known by contacting the City Hall office, (530) 468-2281, at least 72 hours prior to the meeting.

Fort Jones Town Council
Regular Meeting Minutes
February 10, 2025

CERTIFICATION OF POSTING AGENDA
I, Cynthia Keno, Customer Service Clerk for the Town of Fort Jones, hereby certify that the agenda for the February 10, 2025 special meeting of the Town Council was posted at the Town Hall, near the door of the Town Council Chambers, Ace Hardware, on the front window of the Fort Jones Post Office and on the Town’s website www.fortjonesca.org on February 7, 2025 by close of business.

I declare under the penalty of perjury that the forgoing is true and correct. ______________________________________________________________________________ Cynthia Keno, Customer Service Clerk
CALL TO ORDER AND ROLL CALL:

The regular meeting of the Fort Jones Town Council was called to order in person by Mayor Madeleine DeAndreis at 7:00 p.m. In addition to the mayor, councilmembers present were Michelle DeCausmaker, Mercedes Garcia, Paula Johnson, Alex LaRiviere.

Staff present: Jessie Monday- Town Clerk, Everett Hullquist – Public Works, and Chief Joseph Hess – Fort Jones Fire Department
PLEDGE OF ALLEGIANCE: Led by Mayor DeAndreis
PUBLIC COMMENTS:

Dee Jones: A non-resident of town, states that she would like to reduce the fees for non-profits.

She says that non-profits enrich the community. With the events that are put on it is impossible to come up with more money to pay for the facilities they practice and perform in after paying for advertisement and other expenses.

Clara Church- Resident of Fort Jones. One of the Locust trees pieces fell across Main Street and she wanted to voice that she loves the trees. She says that the sidewalks that are under those trees look the same as they did in the 60’s because of the protection of the trees. She also read a article that says that roots are not the cause of sidewalks being destroyed. The reason is the soil under the sidewalks being inefficient and the roots look for weaknesses and will choose the path of least resistance.

Victor Kwasnikow- Resident of Fort Jones. Wanting to see more parks for children in the town.

Says that he will volunteer for anything that he can do that can make that happen. Everett from Public Works says currently the town is putting in a BBQ built by the Ag class from Etna High, reroofing and residing buildings, and putting in a drinking fountain to improve our parks.

Adam Filippone: Lives on Carrlock Street in the old hospital and he was having sewer issues.

Adam thanks Everett with Public Works for his help. He states that as soon as the USDA report was done that Everett was there and he really appreciated him being so quick to help.

DISCUSSION / REPORTS / CORRESPONDENCE: NON-ACTION ITEMS:

A. Police Department Monthly Report- No report. No presenter.

B. Fire Department Monthly Report- Report included. Chief Hess reports. Was not present for the last meeting due to being on the strike team for the LA fire. Chief Hess has completed his training for Force Leader so he can now lead up to 5 firefighters on strike teams. The fire department was awarded the Fuels Reduction Project Grant and we are about a year and a half into the five year grant. Mayor DeAndreis asks if the Town gets reimbursed for the fires that are listed on the provided report. Chief Hess explains that we are on an auto-aid agreement with Etna so the town does not get paid exactly but if anything were to happen in the Town that Etna would automatically come to help us as well. A citizens comments that her neighbor tried to burn down his own house and Chief Hess responded and was very professional and remained calm the whole time. Says he does a very good job.

C. Public Works Monthly Report- Report included. Public Works Hullquist presents. Says that he has been working on water meters, sewer, and grants. Mayor DeAndreis asks what an 811 is. PW Hullquist explains it is getting the power, water, sewer, and fiber optic lines marked so you don’t hit them when digging. PW Hullquist states this is difficult because the Town maps are not detailed in showing where these lines are. Mayor DeAndreis asks if every time a line is found the map is updated. PW Hullquist confirms and says there is two maps that he updates at the yard. Mayor DeAndreis asks what CIP stands for. Capital Improvement Plan. PW Hullquist says the Town currently is not saving funds from the water bills in case of a water emergency so he is conducting a CIP to get competitive rates with other cities and save some of the income for the water improvements.

D. Administrator / Accounting Report- Report included. Mayor DeAndreis reads report for the public.

CONSENT CALENDAR:

Items listed on the consent calendar are considered routine and may be enacted in one motion.

Any item may be removed for discussion at the request of the council or the public. a.) Approval of Minutes: Approved. Motion by LaRiviere, seconded by Garcia. All Ayes. i. Regular Meeting January 13, 2025
b.) Ratification of Disbursements: January 01 through 31, 2025 c.) Review Budget vs Actual July 1, 2024 through January 31, 2025 DISCUSSION / REPORTS: ACTION ITEMS

2. Discuss and possibly take action to appoint Jessica Monday as the town clerk and give oath of office. Approved. Motion made by LaRiviere, seconded DeCosmaker. All Ayes.

3. Discuss and possibly take action to approve wages for Jessica Monday- Town Clerk. Pro Tem DeCausmaker says the Town Clerk has a lot of experience so the wage should be $27.50. Council member Garcia says that she suggests the Town Clerk should make $25.00 until after the probationary period, then council should revisit. Approved the wage of the Town Clerk at $25.00 until 90 day probationary period is over, then council will revisit. Motion made by Garcia, seconded by LaRiviere. All Ayes.

4. Review and discuss quotes to upgrade the monitoring system for the water tanks and well. Possible action to approve one of the quotes. Attorney Jared says he needs to speak with Administrator Stephen more about this item before council should proceed. Tabled.

Motion made by LaRiviere, seconded by Garcia. All Ayes.

5. Review and discuss quotes to have a Water Rate Study done. Possible action to approve one of the quotes. Public Works Hullquist recommends to take the quote from E&S Engineering and Surveying. They know the area and have done work for the Town before. Approved to accept the quote from E&S for $10,500. Motion made by LaRiviere, seconded by DeAndreis. All Ayes.

6. Review and discuss rental fees for non-profit groups/organizations from other cities in Siskiyou County and possibly take action to adjust the Town's rental fees for non-profits to rent the community and Scout Hall. Stated that non-profits give a lot to the community.

The Town has to pay for the water, heat, and electricity. Suggested that donations should be collected or make agreements for a yearly base rate for use of the space. Public Works Hullquist says it is sad to see these spaces not being used because people cant afford the fees. Council would like to do a study of the costs and fees. Adhoc is made including Deandreis and Johnson and all public that has constructive ideas. Tabled until Adhoc reports back.

7. Review, discuss, and possible action to amend the Job Certification and Continuing Education Policy. Public Works Hullquist says he feels that this agenda item is directed at him personally and is making it a hostile work environment. Council member Garcia explains that this is not pointing at anyone specifically and it has been an ongoing problem for years. Public Comment from Victor Kwasnikow saying if these certifications are required then the Town should absolutely pay for them. Council says the employee should make a list of the certifications they wish to get and get it approved by the Town Administrator. Attorney Jared suggests to add a sentence to the policy saying personnel can have additional training and a $1 raise if approved by town administrator or council.

Directed Attorney Jared to email the verbiage to Administrator Stephen and Clerk Monday to have the policy updated. Motion made by Garcia, seconded by DeCausmaker.

All Ayes.

8. Review, discuss, and take action to approve one of the proposals from E&S Engineering for the Cowan Street Sewer Improvement Project. There are two quotes worth considering. One quote is cheaper but puts the sewer lines through residential properties or they can put a new line in the middle of Cowen street where it should be located.

Council decides to chose the quote from E&S for $257,000 to put the sewer line in the middle of the street. Motion made by LaRiviere, seconded by De Causmaker. All Ayes.

9. Discuss and possibly take action to move the town's retirement from Stifel to CalPERS.

Attorney Jared suggests there be more research done for this item. We don’t know the effect this will take on the Towns financials. Council would like an investigation on physical impacts and pros and cons to each retirement company. Motion made by LaRiviere, seconded by Johnson. All Ayes.

10. Discuss the options between a portable trailer-mounted generator vs a permanently {cement slab with containment) placed generator, for emergencies, at the main well.

Possible action to choose an option. Public Works Hullquist states that we already have a generator so it makes sense to get a trailer to put the generator on so it can be kept in the barn and then taken to the well if need be instead of buying a whole other generator and paying for all the work to have a pad engineered and poured for the generator to sit in the elements and have to change the oil and fill it with diesel right by the well. Which could spill and become a problem. Motion to give PW Hullquist permission to buy a trailer for the generator as long it is under $5000. Motion made by LaRiviere, seconded by DeCausmaker. All Ayes.

STAFF COMMENTS:

Public Works Hullquist says that if a fellow employee has something bad to say about him they should not do it at a public meeting. It should be discussed in a close session meeting. He feels that this is an attack on his character. Mayor DeAndreis says that the wording of that item was unfortunate and she will talk to the Town Administrator. PW Hullquist also voices that it is very frustrating that he takes the time to get quotes together and they don’t make it on the agenda. He feels the control panel is very important for the sewer in the city and it was denied. Council member Garcia says that it was misunderstood that the attached invoice were for a different agenda item. Council would like to have a special meeting to discuss the control panel. Motion made by LaRiviere, seconded by Johnson. All Ayes.

Attorney Jared asks if the council would like him to put together CUPCCA agreement and a purchasing policy that he could have that ready for them by the next week. General consensus to direct Attorney Jared to proceed.

COUNCIL MEMBER COMMENTS:

ADJOURNMENT: @ 9:52 PM
The next regular town council meeting is scheduled to be held on March 10th, 2025, at 7:00 p.m.

Attest:
______________________________
Jessie Monday, Town Clerk
Approved:
_______________________________
Madeleine DeAndreis, Mayor
Fort Jones Town Council
Special Meeting Minutes
February 19, 2025

CERTIFICATION OF POSTING AGENDA
I, Cynthia Keno, Customer Service Representative for the Town of Fort Jones, hereby certify that the agenda for the February 19, 2025 special meeting of the Town Council was posted at the Town Hall, near the door of the Town Council Chambers, Ace Hardware, on the front window of the Fort Jones Post Office and on the Town’s website www.fortjonesca.org on February 18, 2025 by close of business.

The special meeting of the Fort Jones Town Council was called to order in person by Mayor Madeleine DeAndreis at 1:00 p.m. In addition to the mayor, councilmembers present were Michelle DeCausmaker, Mercedies Garcia, and Alex LaRiviere. Paula Johnson was absent.

Staff present: Cherie Stephen- Town Administrator, Jessie Monday- Town Clerk, Chief Joshua Short – Etna/Fort Jones Police Department, Kelly York- Etna/ Fort Jones Animal Control/ Code Enforcement Officer
PLEDGE OF ALLEGIANCE: Led by Mayor DeAndreis
PUBLIC COMMENTS:

No comment.

DISCUSSION / REPORTS / ACTION ITEMS:

1. Discussion/ possible action of rehoming of vicious animal- Chief Short says at the last meeting Mr. Whittaker was given stipulations to keep his dog from getting euthanized.

Mr. Whittaker has been very communicative with him. Mr. Whittaker has a brother, Adam, that lives in Lake Shastina. Adam knows the dog very well and will take the dog to his house. The dog has been cleared of rabies. All vaccines and neutering is being offered through the Mt. Shasta humaine society that the dog is currently being held. The dog cannot be released without getting rabies vaccine. Councilmember Garcia asks what the liability to the Town is for letting the dog live in another place knowing that it bites people. Attorney Jared says that it’s unclear. It depends on the facts of the hypothetical case. The Town Administrator and Attorney can make an agreement. In the agreement the council would like to have stated the dog must go to a different home outside of Town limits, dog must be registered in new area, a release of liability, a defensive amenity agreement with new owner. Will bring agreement back to council at next meeting of February 21st at 12:30 PM. Motion made by LaRiviere to direct Attorney Jared to draft the agreement. Seconded by Garcia. All Ayes.

2. Consideration of approval for replacement of Duplex Sewage Lift Station Control Panel.

Public Works Hullquist presenting. Did not know there was certain laws about getting bids for jobs. Recommends the council accepts the bid from Whipple Electric because they will let Public Works work with them to learn how to fix the problem if it arises again. Attorney Jared says that accepting this bid goes against California law. You must have a purchase order and give every business the same information for the job. Plus, you can’t have bid splitting, must be registered with the Department Industrial Relations (DIR), and must pay prevailing wage which is not mentioned on any bids presented. As far as staff helping with the job the Town would then take liability if anything were to happen. Mayor DeAndreis says that this bid needs to be accepted before the control panel fails and we have a sewage spill. Councilmember Garcia asks Public Works if the control panel can last till next meeting. Hullquist says yes. Motion made by Garcia to move this agenda item to next meeting while the bids are amended to follow California law.

Seconded by LaRiviere. All Ayes.

3. Consideration of approval for a feline spay/neuter clinic by Essex’s Veterinary. Jaime Essex presenting. Wanted to check in with council to see what their vision was for a spay/ neuter clinic this year. A couple of years ago the old council was suppose to put it in the budget and was never done so Essex’s Veterinary had to hold a fundraiser and have a non-profit help with the cost. That is not an option this year. The Town would need to pay for the clinic. ACO York says put a good dent in the feral population but will not solve the problem. Suggests a voucher program for cat owners. Mayor DeAndreis asks how much the clinic cost the last time. Answer was $4200 for 165 females and 100 male cats.

Councilmember LaRiviere suggests the Twon uses the $1500 in the budget to give the community vouchers to get their animals fixed. Mayor DeAndreis suggests to find a grant, get all of the logistics from the public and business owners and get donations.

Jaime says Purr Angels will trap feral cats in the target areas to control the feral cat population and the voucher program for the rest. Motion made by Garica for Essex’s to schedule a clinic with the Clerk’s Office to see when the hall will be available. Seconded by LaRiviere. All Ayes.

4. Introduction and First Reading of an Ordinance to Provide for Cooperative Purchasing and to Provide for Informal Bidding Procedures Pursuant to California Uniform Public Construction Cost Accounting (CUPCCA) Resolution to Adopt CUPCCA Procedures; and Finding Such Action Exempt from CEQA. Attorney Jared presents. Gives a brief summary of the resolution. The resolution number will be given after the approval from council. Councilmember Garcia asks if the resolution can be approved now and Public Works can fix the control panel that was previously mentioned. Attorney Jared answers yes. The ordinance must have two readings 5 days apart and does not go into effect for 30 days. Council waives full reading and introduce for first reading by reading of title only, an ordinance adding Chapter 3.12 to the Fort Jones Municipal Code addressing Purchasing Procedures, and finding such action exempt from the California Environmental Quality Act (CEQA). Motion made by DeCausmaker, seconded by LaRiviere. All Ayes.

ADJOURNMENT:

The meeting was adjourned at 3:29 p.m. The next regular town council meeting is scheduled to be held on March 10, 2025, at 7:00 p.m.

Attest:
______________________________
Jessie Monday, Town Clerk
Approved:
_______________________________
Madeleine DeAndreis, Mayor
Fort Jones Town Council
Special Meeting Minutes
February 11, 2025

CERTIFICATION OF POSTING AGENDA
I, Cynthia Keno, Customer Service Representative for the Town of Fort Jones, hereby certify that the agenda for the February 11, 2025 special meeting of the Town Council was posted at the Town Hall, near the door of the Town Council Chambers, Ace Hardware, on the front window of the Fort Jones Post Office and on the Town’s website www.fortjonesca.org on February 10, 2025 by close of business.

The special meeting of the Fort Jones Town Council was called to order in person by Mayor Madeleine DeAndreis at 5:31 p.m. In addition to the mayor, councilmembers present were Michelle DeCausmaker, and Paula Johnson.

Staff present: Jessie Monday- Town Clerk, Everett Hullquist – Public Works, and Chief Joshua Short – Etna/Fort Jones Police Department, Kelly York- Etna/ Fort Jones Animal Control/ Code Enforcement Officer
PLEDGE OF ALLEGIANCE: Led by Mayor DeAndreis
PUBLIC COMMENTS:

Eric Whittaker, Town resident and owner of dog, states the dog never would have bit anyone if it wasn’t for him and it was all his fault. The dog bit the women who is staying at his place because they were arguing and they were being very loud and shaking fingers at each other. The dog also bit his brother last August because him and his brother were physically fighting.

DISCUSSION / REPORTS / ACTION ITEMS:

1. Discuss possible action to affirm determination of animal control for euthanization of an animal per ordinance section 6.12.030
Chief Short says the dog has been out multiple times in the past couple years. The dog lives right by a school and is a danger to children. The owner disagrees because he only bites when the owner is being threatened. Chief Short says the dog is a risk because it bites and it does not have its vaccinations. ACO York says the Mt. Shasta Humaine Society cannot feed the dog without it lunging at them. They believe it is more scared then aggressive, but it is a concern. General Consensus of the council, if the owner would like to keep the dog alive they must rehome it within the next 7 days and report to Chief Short or ACO York of where they are rehoming the dog outside the town limits. Mr.

Whittaker must also pay all the fines and fees the humaine society requires. The council will have another special meeting next week to get an update of the status of this arrangement.

STAFF COMMENTS:

COUNCIL COMMENTS:

ADJOURNMENT:

The meeting was adjourned at 6:05 p.m. The next regular town council meeting is scheduled to be held on March 10, 2025, at 7:00 p.m.

Attest:
______________________________
Jessie Monday, Town Clerk
Approved:
_______________________________
Madeleine DeAndreis, Mayor
Fort Jones Town Council
Special Meeting Minutes
February 21, 2025

CERTIFICATION OF POSTING AGENDA
I, Cynthia Keno, Customer Service Representative for the Town of Fort Jones, hereby certify that the agenda for the February 21, 2025 special meeting of the Town Council was posted at the Town Hall, near the door of the Town Council Chambers, Ace Hardware, on the front window of the Fort Jones Post Office and on the Town’s website www.fortjonesca.org on February 20, 2025 by close of business.

I declare under the penalty of perjury that the forgoing is true and correct. ______________________________________________________________________________ Cherie Stephen, Town Administrator
CALL TO ORDER AND ROLL CALL:

The special meeting of the Fort Jones Town Council was called to order in person by Mayor Madeleine DeAndreis at 12:30 p.m. In addition to the mayor, councilmembers present were Michelle DeCausmaker, and Mercedes Garcia. Paula Johnson and Alex LaRiviere were absent.

Staff present: Jessie Monday- Town Clerk, Cherie Stephen, Town Administrator, and Officer Missy Martin– Etna/Fort Jones Police Department
PLEDGE OF ALLEGIANCE: Led by Mayor DeAndreis
PUBLIC COMMENTS:

No comment
DISCUSSION / REPORTS / ACTION ITEMS:

1. Continued hearing regarding vicious animal.

Mr. Whittaker’s brother, Adam, can no longer take the dog. His landlord denied his request to home the dog at his residence. The dog, Yager, will now go to live with Mr.

Whittaker’s other brother William Whittaker. William lives on Quartz Valley Indian Reservation and has talked to the Karuk Tribe Chairman, Harold Bennett. Mr. Bennett provided a letter from Quartz Valley Indian Reservation addressing the Yager was welcome to stay with William on the reservation. Such letter is not part of the Determination and Agreement approved by the Council. Attorney Jared goes over the agreement with council, Eric, and William Whittaker. States that council must be comfortable letting the dog live somewhere else without hurting anyone. Stipulations 1-7 on page 3 of the agreement must be done within 30 days and the dog must be neutered and have all vaccinations before leaving the Mt. Shasta Humane Society. The neuter certificate needs to be provided to the Town Hall and Eric must pay all fees to the Mt.

Shasta Humane Society and $600 to the Town for staff time. Eric and Willam Whittaker both agree, sign, and initial agreement. Motion to approve conditional release of animal agreement made by Garcia, seconded by DeCausmaker. All Ayes.

STAFF COMMENTS:

COUNCIL COMMENTS:

ADJOURNMENT:

The meeting was adjourned at 1:29 p.m. The next regular town council meeting is scheduled to be held on March 10, 2025, at 7:00 p.m.

Attest:
______________________________
Jessie Monday, Town Clerk
Approved:
_______________________________
Madeleine DeAndreis, Mayor

To City Council,
The Fire Department responded to 35 calls for service in the month of February. Members participated in 16 hours of scheduled training and numerous hours of online and on-duty proficiency training. The department has responded to 87 calls in 2025.

February 2025 Calls
We were awarded a grant from The Daughters of the American Revolution for new wildland PPE. This grant comes with no match requirement from the town and will provide over $30,000 in brand new PPE for all of our Firefighters.

The California State Fire Marshal’s office has updated the state’s fire hazard severity zones. With the update we are required by state law to designate the recommended zones via ordinance as set forth by the state within 120 days of receiving the updates (Feb 10th) I will be working with office staff and state representatives to prepare documentation and the ordinance and bring it back for approval within the 120 day limit.

For more information you can visit:
https://fire-hazard-severity-zones-rollout-calfire-forestry.hub.arcgis.com/ Call Type City Limits Out of City
MEDICAL AID 5 19
PUBLIC ASSIST 1 6
STRUCTURE FIRE 1
VEHICLE FIRE 1
VEHICLE ACCIDENT 1
CANCELLED 1
TOTAL 6 29
Chief Joseph Hess
Po Box 597
31 Newton Street
Fort Jones CA, 96032
Station Phone (530)468-2261
E-Mail- [email protected]
Fort Jones Fire Department
Town of Fort Jones
Public Works Report
February 2025
Sewer
We recorded all the daily readings at the wastewater treatment plant and compiled them into a usable form. We completed the CIWQS reporting for the month. There were no sanitary sewer spills in the month of February.

The wastewater plant has been out of compliance with several issues, but especially our maximum daily flows. Throughout the month we are recording flows of well over 60,000 gallons a day, which is the Towns waste discharge requirement limit. We recorded over 600,000 gallons on two separate days. The remainder of the month has seen flows ranging from 230,000 to 380,000 gallons per day. We met with our new regulator Mr. Michael Reese. We are working on trying to become eligible for a CWSRF planning grant to eventually mitigate the effects of this problem. A current audit is not required for a CWSRF planning grant. Planning grants typically take years to complete, giving us enough time to complete our audit and to be ready for the construction grant. Any hours spent applying for a CWSRF grant can be tracked and then reimbursed through the grant if it is awarded. There are also other options for funding such as IBank, which gives loans to water/wastewater systems. We are trying to figure out what we need to do to mitigate the effects of the I and I and replace everything under Hwy 3 before Caltrans paves over it.

Due to the high volume of total suspended solids in the wastewater the sludge digester tank became overloaded and needed to be dug out. We dug out the Towns sludge digester to avoid an overflow.

We dug up a sewer main on Carlock street that had collapsed. We wanted to thank Austin Eastlick for helping us repair this sewer main. The main itself was located within 1 foot of the Siskiyou telephone main stem and was comprised of pipe that we estimated to be over 60 years old. It was 4 inches in diameter and served multiple houses. We updated the maps with the location/type/diameter of this sewer main.

Water
We read all the meters and entered the information into the billing software. We replaced a failed meter on Main street with a new one. We handed out shut off notices for non-payment.

The SAFER drought reporting for the month has been completed. We located water lines for all submitted 811 requests within the Town.

We are working on the yearly eAR Report which is an exhaustive report on every aspect of the water system and operations. This report is due April 1st.

We started to dig up a leaking valve on Don Street in anticipation of digging it up and replacing it. We will have to dig it up back to that main to get it shut down without shutting down half the Town to make a repair. This area of Don street has a 2 inch galvanized steel main serving multiple houses. Steel is perhaps the worst type of pipe. It is also some of the oldest in Town. The service lateral is also comprised of steel. There is not a gate valve to just turn off Don Street.

We went and picked up the new trailer for the backup generator. We installed the backup generator onto the trailer. We are now waiting to solicit quotes through our new CUPCCA ordinance to wire the generator into the well, and learn how I can use it to operate the well in an emergency. We will be developing a standard operating procedure for the generator to include into our emergency plan. This plan is going to be kept at the well, for all future operators to use.

Everett is working on completing all the items listed in the SWRCB’s inspection. These items are due April 1st. We submitted our 2024 backflow testing results to the SWRCB. They mentioned that we did an excellent job implementing this program. This is the first time that Fort Jones has ever implemented testing of the BF devices, which is a huge step in the right direction.

We contracted with PACE Labs to have them test for asbestos and to do our Consumer Confidence Report for 2024. We worked with PACE to get them the information they need to submit the 2024 CCR for the Town of Fort Jones.

We have been working with E and S engineers to begin the water rate study. We are compiling actual budget/loan information and water usage/system information into spreadsheets for them to use in the study.

We dug up the water main on Cowan Street to make sure that it is in the location that is stated on the map, as well as to get the depth of the main to be able to do the engineering for the Cowan Street Sewer Improvement Project.

We are waiting on the passage of the CUPCCA ordinance to be able to complete some projects within the water system. The cellular control system for well 3/ tanks will be a muchneeded upgrade. We are also going to be getting an electrician to wire in the backup generator to the well, and provide all the necessary training for PW to be able to activate the system when needed.
.

Parks
We took out the trash weekly from the parks. We cleaned up the pigeon poop from the Walker Fields Grandstands at the request of a community member. We changed the oil in the John Deere mower in anticipation of the summer season.

We took down a problem tree at Town Hall that was too close to the building and cleaned all of the debris from that up.

Roads
We took out the trash weekly from the Towns trash cans. We located the Towns storm drains for all 811 requests.

We are looking forward to the rehab of Scott River Road which was made possible by an RSTP grant in the amount of $50,000 dollars. It will crack patch and chip seal all of the Towns portion of Scott River Road.

ADMINISTRATION REPORT
FEBRUARY 2025

ADMINISTRATOR
• LEAP Grant 15250 (Housing Element & Zoning Ordinances): C l o s e o u t r e p o r t w a s s u b m i t t e d . G r a n t c o m p l e t e .
• STIP- Butte and Bower Project: T h e p r o j e c t i s s c h e d u l e d to be approved for construction in the March California Transportation Commission (CTC) meeting. • Cowan Street: E&S has been working with public works on completing the engineering portion of this project. Funding for this project will be made possible through the Bulk Water revenue. • Per Capita Grant: Continue to request reimbursement for work performed. Still going through invoices.
• CDBG: Financial audits have been reconciled with the general ledger. Working with some customers on the annual total. Year end letters are still being sent out. The delay in getting the letters to the customer are due to not having the correct totals from prior years therefore I could not send them until their account was audited.
• Museum: The insurance company sent out a roofing company to give an estimate on the cost of the repair. I will be ordering a de-humidifier for the museum as the one they have has been working for years.
• Ball Field Roof: The insurance company sent out a roofing company to give an estimate on the cost of the repair.
•Audit: Now that the CDBG financials have been reconciled, I will be sending the auditor the totals along with other information pertaining to the loans. I will be working on the list of items they need that was sent to the prior administrator.
• General Finance: Process Accounts Payables, Accounts Receivables, and Payroll. Reconciliation of accounts.

Hired a new Town Clerk upon removal of previous Town Clerk. We welcome Jessie Monday to the Town of Fort Jones. Her first week here was quite a challenge which she handled incredibly well. I am so pleased to have her as a part of our team. I have no doubt she will excel in this position and provide much needed knowledge and professionalism to the Town.

Assist the public when needed.

CLERK
Having just started this position, the Town Clerk has been very busy getting familiar with the Town’s Ordinances, Resolutions, the common file and learning the procedures necessary for the position.

She attended her first Council meeting on her first day of employment as well as set up 2 separate special council meetings during the month of February.
2:09 PM
03/05/25
Accrual Basis
Feb 28, 25
ASSETS
Current Assets
Checking/Savings
02-028700 366,181.38
02-810025 - GF 152,359.66
02-810116 - WRF 559,439.08
02-810141 663,003.45
02-810189 942,746.49
1801-CBDG 1,275.23
92 810153 -28,850.38
LAIF 98-47-310
Fire Reserves -200.00
LAIF 98-47-310 - Other -13,991.00
Total LAIF 98-47-310 -14,191.00
Total Checking/Savings 2,641,963.91
Accounts Receivable
1200 - Account Receivable 21,797.08
1201 - W Water Acct Receivable 70,921.78
1201 WW Sewer Acct Receivable 22,714.76
Sewer Connection -500.00
Total Accounts Receivable 114,933.62
Other Current Assets
Payroll Service Customer Asset -2,609.42
Total Other Current Assets -2,609.42
Total Current Assets 2,754,288.11
Fixed Assets
1720 - Utility Plant & Equip 2,390,432.58
1723 - Fire 310,457.81
1724 - Parks and Rec 425,454.00
1725 - Public Works 110,327.10
1726 - Streets and Roads 1,890,938.00
1777 - Accumulated Depreciation -2,517,541.00
1900 - Town Buildings & Equip. 826,776.26
Total Fixed Assets 3,436,844.75
Other Assets
1810 B CDBG Loans RLF
Total 1810 B CDBG Loans RLF 922,089.89
1915 - Public Safety Reserve 49,000.00
CDBG Loans 89-92
Total CDBG Loans 89-92 827,128.55
Total Other Assets 1,798,218.44
TOTAL ASSETS 7,989,351.30

LIABILITIES & EQUITY

Page 1 of 3 ends

2:09 PM
03/05/25
Accrual Basis
Liabilities
Current Liabilities
Accounts Payable
2000 - Accounts Payable 13,658.00
Total Accounts Payable 13,658.00
Other Current Liabilities
2102 - Payroll Liabilities
2100 - SUICA
2110 - CompanyCA 9,291.75
Total 2100 - SUICA 9,291.75
2104 - Federal Withholding
Federal Unemployment 224.57
2104 - Federal Withholding - Other 2,632.47
Total 2104 - Federal Withholding 2,857.04
2106 - State Withholding CA 9,457.91
2108 - FICA
2112 - Employee 3,544.41
2118 - Company 3,916.40
Total 2108 - FICA 7,460.81
2114 - Medicare
2116 - Employee 8,935.98
2120 - Company 4,565.71
Total 2114 - Medicare 13,501.69
2122 - Retirement
Company -33.76
2122 - Retirement - Other 6,342.36
Total 2122 - Retirement 6,308.60
2400 - Retirement Withheld -1,011.71
2500 - Medical Insurance
2510 - Company 51,115.73
2520 - Employee -77,165.01
2500 - Medical Insurance - Other 6,962.46
Total 2500 - Medical Insurance -19,086.82
2102 - Payroll Liabilities - Other -22,914.53
Total 2102 - Payroll Liabilities 5,864.74
2805 - Curent Portion of Bond 13,000.00
CDBG Impound Accounts
Total CDBG Impound Accounts 10,856.86
Direct Deposit Liabilities -7,828.44
Employee Training Tax 7,018.72
None -3,462.93
Total Other Current Liabilities 25,448.95
Total Current Liabilities 39,106.95
Long Term Liabilities

Page 2 of 3 ends

2:09 PM
03/05/25
Accrual Basis
2700 - Refundable Water Deposit 49.10
2800 - Water Bond Payable 165,317.50
Total Long Term Liabilities 165,366.60
Total Liabilities 204,473.55
Equity
3000 - Opening Bal Equity -263,470.45
3900 - Retained Earnings 8,143,437.93
Net Income -95,089.73
Total Equity 7,784,877.75
TOTAL LIABILITIES & EQUITY 7,989,351.30

Page 3 of 3 ends

2:16 PM
03/05/25
Accrual Basis
Jul '24 - Feb 25 Budget $ Over Budget % of Budget
Income
1I - General Government Income
4800 Housing Element
4801 - 20-LEAP-15250 hcd 13,593.75
Total 4800 Housing Element 13,593.75
4099 - Property Taxes
Slater Fire Prop Tax 0.00 342.00 -342.00 0.0%
4100 - Secured Current 68,709.58 61,423.29 7,286.29 111.86% 4101 - Unsecured Current 5,426.01 4,294.03 1,131.98 126.36% 4102 - Unsecured Delinquent 1,073.54 30.86 1,042.68 3,478.74% 4106- Supp Int 0.00 2.62 -2.62 0.0%
4108- Supp Del 7.66 145.13 -137.47 5.28%
4507 - Homeowner Alloc 540.03 1,123.41 -583.38 48.07%
4508 - VLF Net 38,911.52 54,999.60 -16,088.08 70.75%
4512 - Off Highway Vehicle Tax 0.00 0.00 0.00 0.0%
4514- Unsec Interest 0.00 2.62 -2.62 0.0%
4516- Sup Current 269.56 1,661.89 -1,392.33 16.22%
4518 - CA Fish& Game PILT 81.40 0.00 81.40 100.0%
Total 4099 - Property Taxes 115,019.30 124,025.45 -9,006.15 92.74% 4111 - Sales Tax 180,030.59 181,268.91 -1,238.32 99.32% 4214 - Land Use 0.00 100.00 -100.00 0.0%
4215e - Tax Allocation - Parks 0.00 0.00 0.00 0.0%
4216 - Franchises 0.00 7,720.14 -7,720.14 0.0%
4218 - Business License 82.00 6,253.03 -6,171.03 1.31%
4301- Fees Booking 0.00 0.00 0.00 0.0%
4302- Fees Collection Cost -26.87 -18.23 -8.64 147.39%
4303 - Vehicle Fees 270.99 48.59 222.40 557.71%
4304-Fees Other 801.00
4400 - Hall Rental 4,785.00 4,275.00 510.00 111.93%
4410 - Interest General Fund 0.00 16.36 -16.36 0.0%

Page 1 of 13 ends

2:16 PM
03/05/25
Accrual Basis
4504 - Motor Vehicle in Lieu 0.00 0.00 0.00 0.0%
4730 - Miscellaneous 50.00 521.09 -471.09 9.6%
Transfer In - Admin 0.00 0.00 0.00 0.0%
Transfer Out - Tax Allocation 0.00 0.00 0.00 0.0%
1I - General Government Income - Other 0.00 0.00 0.00 0.0% Total 1I - General Government Income 314,605.76 324,210.34 -9,604.58 97.04% 2I - Public Safety Income
2a - Law Enforcement
4111- Growth Alloc 0.00 127.21 -127.21 0.0%
4112 - COPS Allocation 0.00 131,275.95 -131,275.95 0.0% 4115 - 17-18 Growth Allocation 0.00 0.00 0.00 0.0%
4116 - Prop172 0.00 3,241.35 -3,241.35 0.0%
4117 - Tax Allocation - Law Enf 339.31 0.00 339.31 100.0% Animal Control
4230 - Dog Licenses 265.00 255.00 10.00 103.92%
Total Animal Control 265.00 255.00 10.00 103.92%
Total 2a - Law Enforcement 604.31 134,899.51 -134,295.20 0.45% 2b - Fire Protection
4740 - Fire Dept. 3,671.87 12,852.01 -9,180.14 28.57%
4741 - Tax Allocation - Fire 0.00 0.00 0.00 0.0%
4750 - Strike Team Income 153,735.10 145,152.88 8,582.22 105.91% Total 2b - Fire Protection 157,406.97 158,004.89 -597.92 99.62% Total 2I - Public Safety Income 158,011.28 292,904.40 -134,893.12 53.95% 3I - Public Works Income
3a - Streets Income
4499 - Gas Tax 2103 4,845.61 3,555.12 1,290.49 136.3%
4500 - Gas Tax 2106 4,896.14 4,642.05 254.09 105.47%
4501 - Gas Tax 2107 4,034.39 3,265.42 768.97 123.55%
4502 - Gas Tax 2107.5 1,000.00 1,000.00 0.00 100.0%
4503 - Gas Tax 2105 3,719.98 2,354.60 1,365.38 157.99%
4530 - Local Transportation 6,783.29 4,986.55 1,796.74 136.03% 4534-Prop 42 TCRF 0.00 0.00 0.00 0.0%

Page 2 of 13 ends

2:16 PM
03/05/25
Accrual Basis
4538-Vehicle License Fee 3.88 0.00 3.88 100.0%
4540 - Tax Allocation - Roads 11,265.94 0.00 11,265.94 100.0% SB1 0.00 5,117.31 -5,117.31 0.0%
3a - Streets Income - Other 0.00 1,127.61 -1,127.61 0.0% Total 3a - Streets Income 36,549.23 26,048.66 10,500.57 140.31% 3b - Sewer Income
4210 - Tax Allocation - Sewer 240.00 0.00 240.00 100.0% 4212 - Sewer Revenue 87,781.45 84,554.32 3,227.13 103.82% 4213 - Connections & Fees 8,000.00 7,500.00 500.00 106.67% 4214 - Material Reimbursement 1,021.30
3b - Sewer Income - Other 3,288.74 4,549.92 -1,261.18 72.28% Total 3b - Sewer Income 100,331.49 96,604.24 3,727.25 103.86% 3c - Water Income
4810 - Water Revenue 82,928.50 103,134.36 -20,205.86 80.41% 4812 - Bulk Water Sales 660,214.95 345.00 659,869.95 191,366.65% 4815 - Tax Allocation - Water 2,241.56 0.00 2,241.56 100.0% 4820 - Water Interest 0.00 32.59 -32.59 0.0%
4830 - Water Connections 0.00 0.00 0.00 0.0%
4840 - Gretchen Acres Assess 479.54 2,249.91 -1,770.37 21.31% 3c - Water Income - Other 1,346.15 6,350.84 -5,004.69 21.2% Total 3c - Water Income 747,210.70 112,112.70 635,098.00 666.48% Total 3I - Public Works Income 884,091.42 234,765.60 649,325.82 376.59% 5I - American Rescue Plan Act
4915 - ARPA Income 0.00 83,712.28 -83,712.28 0.0%
Total 5I - American Rescue Plan Act 0.00 83,712.28 -83,712.28 0.0% 4900 - CBDG Interest
MI Bank/LAIF Interest 0.00 66.97 -66.97 0.0%
4900 - CBDG Interest - Other 12,698.72 9,332.75 3,365.97 136.07% Total 4900 - CBDG Interest 12,698.72 9,399.72 3,299.00 135.1% 4901 - SCORE Reimbursement 0.00 0.00 0.00 0.0%
4903 - Library Reimbursement 7,066.14 9,686.35 -2,620.21 72.95% 4904 - SWRCB Reimbursemernt 0.00 15,220.00 -15,220.00 0.0%

Page 3 of 13 ends

2:16 PM
03/05/25
Accrual Basis
4911 Coronavirus Relief Fund 0.00 -514.80 514.80 0.0%
4950-Housing Interest 0.00 515.02 -515.02 0.0%
6000 - Ball Park
6001 - Donations 400.00
6004 - Ball Park Rent 230.00
Total 6000 - Ball Park 630.00
Housing Interest 0.00 12,342.86 -12,342.86 0.0%
Total Income 1,377,103.32 982,241.77 394,861.55 140.2%
Gross Profit 1,377,103.32 982,241.77 394,861.55 140.2%
Expense
1E- General Government Expense
5800 Engineering 1,500.00
5310-Retirement Fund 9,108.89
Equipment Rental 2,878.07
2285 - IT Services 22,467.16 9,974.84 12,492.32 225.24% 5100- Council/Election 6,700.83 1,036.59 5,664.24 646.43% 5110- Mayor Payroll 1,260.00 1,530.00 -270.00 82.35%
5120- Clerk Payroll 12,677.43 3,200.00 9,477.43 396.17% 5220- Supp\USPS 21,659.93 3,926.12 17,733.81 551.69%
5130- Treasurer Payroll 10,010.00
5400 - Professional Fees
5401 - Legal Fees 26,648.23 20,255.05 6,393.18 131.56%
5402 - Audit Fees 450.00 8,358.75 -7,908.75 5.38%
5403 - Consulting Fees 1,888.75 55,443.95 -53,555.20 3.41% 5404 - Engineering Fees - Annex 1,000.00 0.00 1,000.00 100.0% 5405 - Reimbursed Expenses 338.56 2,001.20 -1,662.64 16.92% 5400 - Professional Fees - Other 0.00 0.00 0.00 0.0%
Total 5400 - Professional Fees 30,325.54 86,058.95 -55,733.41 35.24% 5500- Planning
5502 - City Promotion 0.00 4,501.63 -4,501.63 0.0%
5501 - Economic Development 43,173.75 3,333.36 39,840.39 1,295.2% 5500- Planning - Other 500.00 500.00 0.00 100.0%

Page 4 of 13 ends

2:16 PM
03/05/25
Accrual Basis
Total 5500- Planning 43,673.75 8,334.99 35,338.76 523.98% 5160- Library Payroll 9,947.00 5,672.00 4,275.00 175.37% 5140 - Admin Payroll 13,264.30 48,447.74 -35,183.44 27.38% 5600- Misc. 0.00 2,238.86 -2,238.86 0.0%
5700- Publication 0.00 0.00 0.00 0.0%
5705 - Dues and Subscriptions 4,344.00 1,261.00 3,083.00 344.49% 6205- Health Insurance 38,100.00 10,249.86 27,850.14 371.71% 6300- Insurance
6204- Workers Compensation 40,157.00 4,763.60 35,393.40 843.0% 6303- Liability Insurance 0.00 2,666.73 -2,666.73 0.0%
6304 -Property Insurance 0.00 0.00 0.00 0.0%
6305 - Crime Incurance 0.00 21.44 -21.44 0.0%
6300- Insurance - Other 0.00 0.00 0.00 0.0%
Total 6300- Insurance 40,157.00 7,451.77 32,705.23 538.89% 6301- Insurance Expense 20,077.00 0.00 20,077.00 100.0% 6400- Property Tax 342.96 341.90 1.06 100.31%
6406- 98 Bank Charge 0.00 558.00 -558.00 0.0%
9150-City Hall Expenses
1-012 - City Hall Power 3,205.19 3,079.82 125.37 104.07% 133000- City Hall water 0.00 267.91 -267.91 0.0%
2281- City Hall Phone 50.13 0.00 50.13 100.0%
6601-Library Expense 0.00 0.00 0.00 0.0%
9153- Emergency expenses 500.00
9154 - Disposal 2 yd Bin 1,145.00 1,389.00 -244.00 82.43% 9155 - Equipment Finance 463.23 2,891.16 -2,427.93 16.02% 9150-City Hall Expenses - Other 66.05 563.85 -497.80 11.71% Total 9150-City Hall Expenses 5,429.60 8,191.74 -2,762.14 66.28% 9152- Propane 6,070.92 11,616.74 -5,545.82 52.26%
1E- General Government Expense - Other 255.56 1,607.64 -1,352.08 15.9% Total 1E- General Government Expense 300,249.94 211,698.74 88,551.20 141.83% 2E- Public Safety Expense
2EA- Law Enforcement Expense

Page 5 of 13 ends

2:16 PM
03/05/25
Accrual Basis
7120 - Admin Allocation - Law E 0.00 0.00 0.00 0.0%
7125 - Law Enforcement Services 177,408.76 148,770.72 28,638.04 119.25% 7135- Police Maintenance 0.00 4,000.00 -4,000.00 0.0%
7145- Dispatch 0.00 5,125.00 -5,125.00 0.0%
7180 - Law Enforcement - Other 0.00 0.00 0.00 0.0%
7181 - Law Enforcement Phones 1,442.40 1,293.93 148.47 111.47% Animal Control
7930- Animal Control 0.00 0.00 0.00 0.0%
Total Animal Control 0.00 0.00 0.00 0.0%
2EA- Law Enforcement Expense - Other 0.00 0.00 0.00 0.0% Total 2EA- Law Enforcement Expense 178,851.16 159,189.65 19,661.51 112.35% 2EB- Fire Department Expense
7560 - 50/50 Grant 4,486.61
7515 - FD Sleeper Grocery 127.61 841.95 -714.34 15.16%
7532 - FF Training 0.00 708.00 -708.00 0.0%
Crime Insurance 0.00 39.84 -39.84 0.0%
7550 - Misc Expense _ Fire Dept 47,682.21 3,573.33 44,108.88 1,334.39% 6310- Property Insurance 0.00 552.46 -552.46 0.0%
7500 - Admin Allocation - Fire 0.00 0.00 0.00 0.0%
7505 - Liability Insurance 0.00 2,929.91 -2,929.91 0.0% 7506 - Work Comp Insurance 0.00 5,238.59 -5,238.59 0.0% 7507 - Auto Insurance 0.00 3,979.56 -3,979.56 0.0%
7510- Fire Dept Payroll 50,365.76 20,269.27 30,096.49 248.48% 7511- Firefighter Physicals 0.00 0.00 0.00 0.0%
7512 - Live Scan 0.00 0.00 0.00 0.0%
7513 - Calls & Meetings 10,986.00 8,856.62 2,129.38 124.04% 7520- Fire Dept Supl & Mtnce 31,520.36 43,582.42 -12,062.06 72.32% 7525- Pub Safety Fuel & Oil
7527- Gas Reimbursement 112.56
7525- Pub Safety Fuel & Oil - Other 16,875.47 9,322.18 7,553.29 181.03% Total 7525- Pub Safety Fuel & Oil 16,988.03 9,322.18 7,665.85 182.23% 7540- Fire Dept. Utilities

Page 6 of 13 ends

2:16 PM
03/05/25
Accrual Basis
1-001- Fire Dept. Power Bill 3,665.94 2,742.93 923.01 133.65% 2261- Fire Dept. Phone 1,123.03 3,015.37 -1,892.34 37.24% 2262 - Disposal 1,145.00 1,389.00 -244.00 82.43%
7541- Propane 0.00 514.21 -514.21 0.0%
7540- Fire Dept. Utilities - Other 2,929.47
Total 7540- Fire Dept. Utilities 8,863.44 7,661.51 1,201.93 115.69% 2EB- Fire Department Expense - Other 7,724.21 81.00 7,643.21 9,536.06% Total 2EB- Fire Department Expense 178,744.23 107,636.64 71,107.59 166.06% 2EC - Strike Team Expenses
7514 Seasonal FF Payroll 48,104.00 24,900.00 23,204.00 193.19% Crime Insurance 0.00 39.84 -39.84 0.0%
6311 - Property Insurance 0.00 552.46 -552.46 0.0%
7502 - Auto Insurance 0.00 3,979.56 -3,979.56 0.0%
7505b - Liability Insurance 0.00 2,929.62 -2,929.62 0.0% 7506b - Workers Comp Ins 0.00 5,238.59 -5,238.59 0.0%
7513 Fleet Maintenance - Strike 0.00 19,938.76 -19,938.76 0.0% 7515 - Strike Team Payroll 282,969.18 64,878.03 218,091.15 436.16% 7516 - Payroll Taxes
7517 - FICA 0.00 0.00 0.00 0.0%
7518 - Medicare 0.00 0.00 0.00 0.0%
7519 - SUI 0.00 0.00 0.00 0.0%
Total 7516 - Payroll Taxes 0.00 0.00 0.00 0.0%
Total 2EC - Strike Team Expenses 331,073.18 122,456.86 208,616.32 270.36% Total 2E- Public Safety Expense 688,668.57 389,283.15 299,385.42 176.91% 3E- Public Works Expense
3EA- Streets
8505 - Clothes Allowance 0.00 0.00 0.00 0.0%
Crime Insurance 0.00 4.41 -4.41 0.0%
1-000 - Street Lights
02 HPSV Lights 392.84 337.77 55.07 116.3%
02 HPSV Metal Lights 253.63 160.02 93.61 158.5%
10 HPSV Wood Lights 2,553.48 2,195.50 357.98 116.31%

Page 7 of 13 ends

2:16 PM
03/05/25
Accrual Basis
11 HPSV Lights 1,394.87 879.99 514.88 158.51%
72 HPSV Lights 11,346.45 7,251.17 4,095.28 156.48%
Total 1-000 - Street Lights 15,941.27 10,824.45 5,116.82 147.27% 6306- Property Insurance 0.00 0.00 0.00 0.0%
8110 - Admin Allocation - Stree 0.00 0.00 0.00 0.0%
8120- Street Mtnce/Utilities
1-005 - Barn Power 1,929.57 1,124.97 804.60 171.52%
1-006 Barn Maintenance 0.00 786.62 -786.62 0.0%
1-007 - Phone Bill 782.49 674.57 107.92 116.0%
8121- Street Maintenance
8126- LTC 0.00 0.00 0.00 0.0%
8127- STIP Project - Consulting 3,612.00 3,293.00 319.00 109.69% 8121- Street Maintenance - Other 2,703.72 1,261.47 1,442.25 214.33% Total 8121- Street Maintenance 6,315.72 4,554.47 1,761.25 138.67% 8120- Street Mtnce/Utilities - Other 0.00 98.00 -98.00 0.0% Total 8120- Street Mtnce/Utilities 9,027.78 7,238.63 1,789.15 124.72% 8130- Equipment Maintenance
8131- Fuel & Oil 0.00 0.00 0.00 0.0%
8132- Repairs 1,851.07 0.00 1,851.07 100.0%
8133- Parts & Supplies 111.03 4,276.94 -4,165.91 2.6%
8134- Equipment Purchases 27.92
8135- Roads 0.00 0.00 0.00 0.0%
Total 8130- Equipment Maintenance 1,990.02 4,276.94 -2,286.92 46.53% 8136 -Auto Insurance 0.00 0.00 0.00 0.0%
8137- Mobile Equip 0.00 110.04 -110.04 0.0%
8199- Road Payroll 10,506.81 10,117.00 389.81 103.85%
8200- Major Street Const.
8240 - SB1 58,963.00
8245 - STIP 344.00 0.00 344.00 100.0%
8200- Major Street Const. - Other 0.00 1,431.75 -1,431.75 0.0% Total 8200- Major Street Const. 59,307.00 1,431.75 57,875.25 4,142.27% 8250 - Street Engineering 0.00 0.00 0.00 0.0%

Page 8 of 13 ends

2:16 PM
03/05/25
Accrual Basis
8509 - Liability Insurance 0.00 313.30 -313.30 0.0%
8511 - Work Comp Insurance 0.00 570.88 -570.88 0.0%
3EA- Streets - Other 2,500.00 0.00 2,500.00 100.0%
Total 3EA- Streets 99,272.88 34,887.40 64,385.48 284.55% 3E- Public Works Expense - Other 5,306.85
Total 3E- Public Works Expense 104,579.73 34,887.40 69,692.33 299.76% 3EB- Sewer Expense
8523 - WWTP 692.50
8545 - Clothes Allowance 0.00 0.00 0.00 0.0%
Crime Insurance 0.00 3.41 -3.41 0.0%
6308-Property Insurance 0.00 732.14 -732.14 0.0%
8505 - Admin Allocation - Sewe 0.00 0.00 0.00 0.0%
8510- Sewer Payroll 11,084.57 6,256.00 4,828.57 177.18% 8520- Sewer Expenses
1-015 - Sewer Power bill 428.09 215.09 213.00 199.03%
1-019 bbp sewer 165.06 113.32 51.74 145.66%
8521- Sewer Rep & Mtnce
8524- Cowan Street 4,251.00
8525- Emergency Sewer 738.85
8521- Sewer Rep & Mtnce - Other 3,628.01 1,017.09 2,610.92 356.71% Total 8521- Sewer Rep & Mtnce 8,617.86 1,017.09 7,600.77 847.31% 8527 Fuel-Oil 0.00 0.00 0.00 0.0%
8553- Auro Insurance 0.00 469.45 -469.45 0.0%
8520- Sewer Expenses - Other 0.00 0.00 0.00 0.0%
Total 8520- Sewer Expenses 9,211.01 1,814.95 7,396.06 507.51% 8522 - Waste Water Monitoring 4,681.21 7,736.40 -3,055.19 60.51% 8530- Sewer Supplies 4,949.49 34.67 4,914.82 14,276.0%
8535-Office 0.00 375.00 -375.00 0.0%
8540- State Fees 32,150.00 28,140.00 4,010.00 114.25%
8549- Mobile Equip. 0.00 110.04 -110.04 0.0%
8550 - Liability Insurance 0.00 417.48 -417.48 0.0%
8551 - Work Comp Insurance 0.00 761.12 -761.12 0.0%

Page 9 of 13 ends

2:16 PM
03/05/25
Accrual Basis
8552 - Training 169.00 215.00 -46.00 78.61%
Sewer Testing 900.57 304.51 596.06 295.74%
3EB- Sewer Expense - Other 26.25
Total 3EB- Sewer Expense 63,864.60 46,900.72 16,963.88 136.17% 3EC- Water Expense
8618 - Clothes Allowance 0.00 0.00 0.00 0.0%
Crime Insurance 0.00 3.41 -3.41 0.0%
6307-Property Insurance 0.00 2,570.95 -2,570.95 0.0%
8605 - Allocate Admin - Water 0.00 0.00 0.00 0.0%
8609- Water Training 207.71 3,155.00 -2,947.29 6.58%
8610- Water Parts & Supplies 1,222.23 3,781.95 -2,559.72 32.32% 8612- Water Office & Postage 158.52 4,156.27 -3,997.75 3.81% 8615- Water Payroll 57,538.66 37,676.50 19,862.16 152.72% 8620- Water Repairs & Mtnce 20,308.07 22,307.57 -1,999.50 91.04% 8623- Mobile Equip. 3,698.63 110.04 3,588.59 3,361.17%
8624 - Auto Insurance 0.00 469.45 -469.45 0.0%
8625- Water Liability Ins 0.00 521.87 -521.87 0.0%
8626 - Work Comp 0.00 951.27 -951.27 0.0%
8627 - Fuel-Oil 3,233.42 3,464.56 -231.14 93.33%
8630- Water Fees & Testing 10,610.36 3,801.15 6,809.21 279.14% 8640- Water Utilities
1-000 - Water Power
New Pump 13,382.07 9,054.86 4,327.21 147.79%
Old pump 680.02 446.33 233.69 152.36%
Total 1-000 - Water Power 14,062.09 9,501.19 4,560.90 148.0% 1-001 - Water Phones
468-2598 2,153.19 1,785.31 367.88 120.61%
468-5864 0.00 558.82 -558.82 0.0%
Cell 952.59 1,119.79 -167.20 85.07%
1-001 - Water Phones - Other 0.00
Total 1-001 - Water Phones 3,105.78 3,463.92 -358.14 89.66% 8640- Water Utilities - Other 1,941.00

Page 10 of 13 ends

2:16 PM
03/05/25
Accrual Basis
Total 8640- Water Utilities 19,108.87 12,965.11 6,143.76 147.39% 8650- Water Engineering 0.00 28,442.50 -28,442.50 0.0%
8660- Water Interest
8632 - Revenue Bond Interest 0.00 5,527.50 -5,527.50 0.0% Total 8660- Water Interest 0.00 5,527.50 -5,527.50 0.0% 3EC- Water Expense - Other 0.00 4,232.70 -4,232.70 0.0% Total 3EC- Water Expense 116,086.47 134,137.80 -18,051.33 86.54% 3EG -8690 -Water Planning Grant 0.00 592.50 -592.50 0.0% 4E- Parks & Recreation Expense
9151- City Hall Maintenance 55.14 15,894.44 -15,839.30 0.35% 9115 - Clothes Allowance 0.00 0.00 0.00 0.0%
Crime Insurance 0.00 3.41 -3.41 0.0%
9116 - Janitorial Payroll 14,411.44 4,350.30 10,061.14 331.28% 02 Admin Allocation - Parks 0.00 0.00 0.00 0.0%
03 Parks & Recreation Grants
2020 Per Capita - Scout Hall 0.00 11,654.12 -11,654.12 0.0% 2020 Per Capita - LLP
Improvements 0.00 28,137.72 -28,137.72 0.0%
LLP Project Payroll 0.00 4,663.50 -4,663.50 0.0%
2020 Per Capita - LLP - Other 0.00 2,979.00 -2,979.00 0.0% Total 2020 Per Capita - LLP 0.00 35,780.22 -35,780.22 0.0% 03 Parks & Recreation Grants - Other 36.07
Total 03 Parks & Recreation Grants 36.07 47,434.34 -47,398.27 0.08% 6305- Property Ins Parks
9104- Mobile Equip. 0.00 110.04 -110.04 0.0%
6305- Property Ins Parks - Other 0.00 2,939.91 -2,939.91 0.0% Total 6305- Property Ins Parks 0.00 3,049.95 -3,049.95 0.0% 9105- Auto Insurance 0.00 469.45 -469.45 0.0%
9106 - Work Comp Parks 0.00 1,522.01 -1,522.01 0.0%
9107 - Liability Ins Parks 0.00 835.19 -835.19 0.0%
9108 - L.L. Park 0.00 4,632.95 -4,632.95 0.0%
9109- Parks Payroll 14,513.50 9,697.50 4,816.00 149.66%

Page 11 of 13 ends

2:16 PM
03/05/25
Accrual Basis
9110 - Park Expense 0.00 0.00 0.00 0.0%
9130- Ball Park Expenses
1-002 - LLP Snack 434.17 249.54 184.63 173.99%
1-013 - BBP lights 2,083.52 1,266.24 817.28 164.54%
1-014 - LLP lights 229.64 121.99 107.65 188.25%
1-017 - BBP pump 180.00 127.52 52.48 141.15%
9131- Maintenance & Supplies 0.00 2,734.52 -2,734.52 0.0% 9130- Ball Park Expenses - Other 0.00 0.00 0.00 0.0%
Total 9130- Ball Park Expenses 2,927.33 4,499.81 -1,572.48 65.06% 9140- Scout Hall Expenses
1-006 - Scout Hall Power 1,027.13 518.18 508.95 198.22% 9141- Scout Hall Repairs 0.00 3,971.04 -3,971.04 0.0%
Total 9140- Scout Hall Expenses 1,027.13 4,489.22 -3,462.09 22.88% 9160- Museum Expenses
1-004 - Museum Electricity 752.39 542.27 210.12 138.75% 1-XXX - Museum Monitor Fuel 885.72 4,234.23 -3,348.51 20.92% 5568- Museum Phone 783.53 675.23 108.30 116.04%
9161- Museum Maintenance 200.82
Total 9160- Museum Expenses 2,622.46 5,451.73 -2,829.27 48.1% 4E- Parks & Recreation Expense - Other 888.13 648.29 239.84 137.0% Total 4E- Parks & Recreation Expense 36,481.20 102,978.59 -66,497.39 35.43% 4EF - Sewer Grant 0.00 17,599.30 -17,599.30 0.0%
5E - American Rescue Plan

6.1 - Government Expense 0.00 48,338.83 -48,338.83 0.0% Total 5E - American Rescue Plan 0.00 48,338.83 -48,338.83 0.0% 6504- Payroll Taxes
Federal Unemployment 3,103.03 1,233.68 1,869.35 251.53% 6506- FICA 39,894.33 18,859.18 21,035.15 211.54%
6508- Medicare 9,330.12 4,410.62 4,919.50 211.54%
6512- SUI 11,307.96 7,173.61 4,134.35 157.63%
6516 - ETT 0.00 0.00 0.00 0.0%
6504- Payroll Taxes - Other 0.00 559.98 -559.98 0.0%

Page 12 of 13 ends

2:16 PM
03/05/25
Accrual Basis
Total 6504- Payroll Taxes 63,635.44 32,237.07 31,398.37 197.4% 6600- Medical Insurance
6603- Medical Ins Reimb 246.40
Total 6600- Medical Insurance 246.40
9700- CBDG Const Housing
Gen Adm & Program Delivery
9710 - Property Tax 934.08
Gen Adm & Program Delivery - Other 0.00 7,010.90 -7,010.90 0.0% Total Gen Adm & Program Delivery 934.08 7,010.90 -6,076.82 13.32% Housing Loans
Gomez 0.00 897.86 -897.86 0.0%
Total Housing Loans 0.00 897.86 -897.86 0.0%
Total 9700- CBDG Const Housing 934.08 7,908.76 -6,974.68 11.81% Payroll Expenses 97,446.62 -415.51 97,862.13 -23,452.29% Reconciliation Discrepancies 0.00 -457.00 457.00 0.0%
Total Expense 1,472,193.05 1,025,690.35 446,502.70 143.53% Net Income -95,089.73 -43,448.58 -51,641.15 218.86%

Page 13 of 13 ends

2:23 PM
03/05/25
Town of Fort Jones
Vendor Balance Detail
As of February 28, 2025
Type Date Amount Balance
`0 + 20,534.76
Total `0 + 20,534.76
A1 Drains 0.00
Bill 02/18/2025 738.85 738.85
Bill Pmt -Check 02/19/2025 -738.85 0.00
Total A1 Drains 0.00 0.00
Aldrich Const. -1,311.25
Total Aldrich Const. -1,311.25
American Business Association 0.00
Bill 02/18/2025 275.00 275.00
Bill Pmt -Check 02/19/2025 -275.00 0.00
Total American Business Association 0.00 0.00
AT&T 0.00
Bill 02/18/2025 432.07 432.07
Bill Pmt -Check 02/19/2025 -432.07 0.00
Total AT&T 0.00 0.00
City of Etna* 0.00
Bill 02/18/2025 59,136.25 59,136.25
Bill Pmt -Check 02/19/2025 -59,136.25 0.00
Total City of Etna* 0.00 0.00
Colantuono, Highsmith & Whatley, PC 0.00
Bill 02/18/2025 1,963.50 1,963.50
Bill Pmt -Check 02/19/2025 -1,963.50 0.00
Total Colantuono, Highsmith & Whatley, PC 0.00 0.00
Dell 0.00
Total Dell 0.00
E&S Engineers and Surveyors 0.00
Bill 02/18/2025 516.00 516.00
Bill 02/18/2025 500.00 1,016.00
Bill 02/18/2025 1,548.00 2,564.00
Bill Pmt -Check 02/19/2025 -516.00 2,048.00

Page 1 of 5 ends

2:23 PM
03/05/25
Town of Fort Jones
Vendor Balance Detail
As of February 28, 2025
Type Date Amount Balance
Bill Pmt -Check 02/19/2025 -500.00 1,548.00
Bill Pmt -Check 02/19/2025 -1,548.00 0.00
Total E&S Engineers and Surveyors 0.00 0.00
ESO Solutions Inc. 0.00
Bill 02/18/2025 850.00 850.00
Bill Pmt -Check 02/19/2025 -850.00 0.00
Total ESO Solutions Inc. 0.00 0.00
Everett Hullquist * 0.00
Bill 02/25/2025 98.63 98.63
Bill Pmt -Check 02/25/2025 -98.63 0.00
Total Everett Hullquist * 0.00 0.00
FEMA Flood Payments -457.00
Total FEMA Flood Payments -457.00
Fort Jones Ace Hardware 0.00
Bill 02/18/2025 84.15 84.15
Bill Pmt -Check 02/19/2025 -84.15 0.00
Bill 02/25/2025 54.23 54.23
Bill Pmt -Check 02/25/2025 -54.23 0.00
Total Fort Jones Ace Hardware 0.00 0.00
Fort Jones Lumber 0.00
Bill 02/18/2025 359.28 359.28
Bill Pmt -Check 02/19/2025 -359.28 0.00
Total Fort Jones Lumber 0.00 0.00
Mean Gene's Gas 0.00
Bill 02/25/2025 218.09 218.09
Bill Pmt -Check 02/25/2025 -218.09 0.00
Total Mean Gene's Gas 0.00 0.00
Mechanics Bank 0.00
Bill 02/25/2025 130.00 130.00
Bill Pmt -Check 02/25/2025 -130.00 0.00
Total Mechanics Bank 0.00 0.00

Page 2 of 5 ends

2:23 PM
03/05/25
Town of Fort Jones
Vendor Balance Detail
As of February 28, 2025
Type Date Amount Balance
P&W Service Center -4,722.75
Total P&W Service Center -4,722.75
PACE Labs 0.00
Bill 02/25/2025 309.72 309.72
Bill Pmt -Check 02/25/2025 -309.72 0.00
Total PACE Labs 0.00 0.00
Pacific Power 0.00
Bill 02/18/2025 6,404.47 6,404.47
Bill Pmt -Check 02/19/2025 -6,404.47 0.00
Total Pacific Power 0.00 0.00
Quad-B Systems 0.00
Bill 02/18/2025 3,095.61 3,095.61
Bill Pmt -Check 02/19/2025 -3,095.61 0.00
Total Quad-B Systems 0.00 0.00
Scott River Pump 0.00
Bill 02/18/2025 4,783.40 4,783.40
Bill Pmt -Check 02/19/2025 -4,783.40 0.00
Total Scott River Pump 0.00 0.00
Scott Valley Auto Parts 0.00
Bill 02/18/2025 60.56 60.56
Bill Pmt -Check 02/19/2025 -60.56 0.00
Total Scott Valley Auto Parts 0.00 0.00
Scott Valley Disposal 0.00
Bill 02/18/2025 330.00 330.00
Bill Pmt -Check 02/19/2025 -330.00 0.00
Total Scott Valley Disposal 0.00 0.00
SHN Consulting Engineers & Geologists 0.00
Bill 02/25/2025 692.50 692.50
Bill Pmt -Check 02/25/2025 -692.50 0.00
Total SHN Consulting Engineers & Geologists 0.00 0.00
Siskiyou County Economic Council 0.00

Page 3 of 5 ends

2:23 PM
03/05/25
Town of Fort Jones
Vendor Balance Detail
As of February 28, 2025
Type Date Amount Balance
Bill Pmt -Check 02/25/2025 -1,000.00 -1,000.00
Bill 02/28/2025 1,000.00 0.00
Total Siskiyou County Economic Council 0.00 0.00
Siskiyou Telephone 0.00
Bill 02/18/2025 732.32 732.32
Bill Pmt -Check 02/19/2025 -732.32 0.00
Total Siskiyou Telephone 0.00 0.00
State farm Insurance Companies -351.76
Total State farm Insurance Companies -351.76
Stifel 0.00
Bill 02/19/2025 883.86 883.86
Bill 02/25/2025 449.01 1,332.87
Bill Pmt -Check 02/25/2025 -883.86 449.01
Bill Pmt -Check 02/25/2025 -449.01 0.00
Total Stifel 0.00 0.00
Suburban Propane 0.00
Bill 02/18/2025 826.75 826.75
Bill Pmt -Check 02/19/2025 -826.75 0.00
Total Suburban Propane 0.00 0.00
TrailersPlus Medford 0.00
Bill 02/18/2025 3,600.00 3,600.00
Bill Pmt -Check 02/19/2025 -3,600.00 0.00
Total TrailersPlus Medford 0.00 0.00
Ubeo West LLC 0.00
Bill 02/18/2025 772.34 772.34
Bill Pmt -Check 02/19/2025 -772.34 0.00
Total Ubeo West LLC 0.00 0.00
Us Bank Corporate Payment Systems 0.00
Bill 02/18/2025 2,798.39 2,798.39
Bill Pmt -Check 02/19/2025 -2,798.39 0.00
Total Us Bank Corporate Payment Systems 0.00 0.00

Page 4 of 5 ends

2:23 PM
03/05/25
Town of Fort Jones
Vendor Balance Detail
As of February 28, 2025
Type Date Amount Balance
USA Bluebook 0.00
Bill 02/25/2025 33.07 33.07
Bill Pmt -Check 02/25/2025 -33.07 0.00
Total USA Bluebook 0.00 0.00
Valley Pacific Petroleum Services 0.00
Bill 02/18/2025 1,117.04 1,117.04
Bill Pmt -Check 02/19/2025 -1,117.04 0.00
Bill 02/25/2025 708.55 708.55
Bill Pmt -Check 02/25/2025 -708.55 0.00
Total Valley Pacific Petroleum Services 0.00 0.00
Valley Tire 0.00
Bill 02/18/2025 1,591.85 1,591.85
Bill Pmt -Check 02/19/2025 -1,591.85 0.00
Total Valley Tire 0.00 0.00
Verizon Wireless 0.00
Bill 02/18/2025 119.08 119.08
Bill Pmt -Check 02/19/2025 -119.08 0.00
Total Verizon Wireless 0.00 0.00
Victor Kwasnikow 0.00
Bill Pmt -Check 02/25/2025 -255.50 -255.50
Bill 02/28/2025 255.50 0.00
Total Victor Kwasnikow 0.00 0.00
Wood Jesse -34.00
Total Wood Jesse -34.00
TOTAL 0.00 13,658.00

Page 5 of 5 ends

Hours Rate Feb 25
Employee Wages, Taxes and Adjustments
Gross Pay
City Council Member Stipend 2 300.00
Retention Recruitment Officer 2 5,280.00
Salary (Administrator) 2 9,083.08
Salary (Fire Chief) 2 5,412.00
Salary (Mayor) 180.00
Clerk Payroll 108.5 25.00 2,373.01
FD Calls 13 15.00 195.00
FD Training 2 15.00 30.00
Fire Hall Seasonal 150.00 0.00
Firefighter Rate 528 16.00 8,712.00
Holiday - Clerk 16 25.00 339.68
Holiday - Janitorial 18.71 0.00
Holiday - Parks & Rec 8 22.55 180.40
Holiday - Water 8 27.17 217.36
Janitorial Payroll 86 18.71 1,609.06
Library Payroll 50 20.00 1,080.00
On-call PW 511.5 2.00 1,023.00
Overtime- Water 40.76 0.00
Overtime-Roads 40.76 0.00
Overtime-Sewer 40.76 0.00
Overtime - Admin 6.5 37.50 243.75
Overtime - Parks/Rec 40.76 0.00
Parks Payroll 22 27.17 551.54
Road Payroll 59 27.17 1,464.43
Sewer Payroll 76 27.17 1,926.32
Sick Pay - Admin 7 17.46 122.22
Sick Pay - Clerk 20.00 0.00
Sick Pay - Fire 32.00 0.00
Sick Pay - Janitorial 18.71 0.00
Sick Pay - Parks/Rec 18.5 22.55 417.18
Storm Drains 2 22.55 45.10
Town Hall 10 27.17 246.30
Vacation - Fire 32.00 0.00
Vacation - Janitorial 18.71 0.00
Water Payroll 244.75 25.00 5,253.85
Medical Reimbursement 246.40
Total Gross Pay 1,784.75 46,531.68
Deductions from Gross Pay
2520- Med Ins Employee -835.60
Total Deductions from Gross Pay -835.60
Adjusted Gross Pay 1,784.75 45,696.08
Taxes Withheld
Federal Withholding -2,993.00
Medicare Employee -671.14
Social Security Employee -2,869.71
CA - Withholding -919.36
Medicare Employee Addl Tax 0.00
Total Taxes Withheld -7,453.21
Net Pay 1,784.75 38,242.87
2:06 PM Town of Fort Jones
03/05/25 Payroll Summary
February 2025

Page 1 ends

Hours Rate Feb 25
Employer Taxes and Contributions
Federal Unemployment 118.31
Medicare Company 671.14
Social Security Company 2,869.71
CA - Unemployment Company 1,216.33
CA - Employee Training Tax 0.00
Total Employer Taxes and Contributions 4,875.49
2:06 PM Town of Fort Jones
03/05/25 Payroll Summary
February 2025

Page 2 ends

Agenda Item # 2
The Town of Fort Jones
___________________________________________________________________________ 1 To: Fort Jones Town Council
Meeting Date: March 10, 2025
From: Jessie Monday, Town Clerk
Subject: Consideration of approval to sign and adopt a proclamation for Child Abuse Prevention Month in April, Week of the Young Child April 5th-11th, as well as Domestic Violence Awareness Month also in April.
__________________________________________________________________________________________ Background:

First 5 Siskiyou has been coming to the Town of Fort Jones to have Council accept the proclamation for Child Abuse Awareness. The month of April will be dedicated to help teenagers and children become healthy adults, all children deserve to live in safe, stable and nurturing homes and communities. Children are vital to Siskiyou County’s prosperity and future success and the people of Siskiyou County believe in the celebration of life, inclusion, and hope through our children, and deplore and condemn acts of violence committed upon the children of our communities The lives of children--who have been hurt or lost to child abuse--are honored by studying their stories in order to prevent future abuse and protect the innocence, health and lives of all our county’s children. This month will also bring awareness to child abuse, rape, sexual assault and sexual harassment impact our society and child abuse, neglect and sexual assault prevention is a community responsibility affecting both the current and future generations. Research has shown the enormous impact that positive parenting practices have on a child’s social, emotional, and intellectual development and future success and communities that understand the importance of prevention and support for the well-being of citizens, thrive and prosper. Effective child abuse and sexual assault prevention succeed because of partnerships among citizens and all sectors of the county. April is the month to focus public attention on the needs of all children, and prevention of sexual assault; With leadership, dedication, and encouragement, there is evidence that we can be successful in preventing child abuse and sexual violence in Siskiyou County. First 5 Siskiyou would like Council to declare April as Child Abuse Prevention and Sexual Assault Awareness Month–as well as April 5h– 11h, 2025 as Week of the Young Child. We call upon all citizens, community agencies, faith groups, medical facilities, elected leaders and businesses to increase their participation in efforts to support families, thereby preventing child abuse and strengthening families in the communities in which we live.

Recommendation:

The Town Administrator recommends that the town council declare April as Child Abuse Prevention and Sexual Assault Awareness Month–as well as April 5h–11h, 2025 as Week of the Young Child and adopt the proclamation.

April 2025
The Siskiyou Child Abuse Prevention Council Collaborative Proclamation Whereas, to become healthy adults, all children deserve to live in safe, stable and nurturing homes and communities; Whereas, children are vital to Siskiyou County’s prosperity and future success; Whereas, the people of Siskiyou County believe in the celebration of life, inclusion, and hope through our children, and deplore and condemn acts of violence committed upon the children of our communities; Whereas, the lives of children--who have been hurt or lost to child abuse--are honored by studying their stories in order to prevent future abuse and protect the innocence, health and lives of all our county’s children; Whereas, child abuse, rape, sexual assault and sexual harassment impact our society; Whereas, child abuse, neglect and sexual assault prevention is a community responsibility affecting both the current and future generations;
Whereas, research has shown the enormous impact that positive parenting practices have on a child’s social, emotional, and intellectual development and future success; Whereas, communities that understand the importance of prevention and support for the well-being of citizens, thrive and prosper; Whereas, effective child abuse and sexual assault prevention succeed because of partnerships among citizens and all sectors of the county;
Whereas, April is the month to focus public attention on the needs of all children, and prevention of sexual assault;
Whereas, with leadership, dedication, and encouragement, there is evidence that we can be successful in preventing child abuse and sexual violence in Siskiyou County; Therefore, we hereby proclaim April as Child Abuse Prevention and Sexual Assault Awareness Month–as well as April 5h–11h, 2025 as Week of the Young Child. We call upon all citizens, community agencies, faith groups, medical facilities, elected leaders and businesses to increase their participation in efforts to support families, thereby preventing child abuse and strengthening families in the communities in which we live. ______________________________________ __________________________ Madeleine DeAndreis, Mayor, City of Ft. Jones Date

Agenda Item # 3
The Town of Fort Jones
___________________________________________________________________________ 1 To: Fort Jones Town Council
Meeting Date: March 10, 2025
From: Jessie Monday- Town Clerk
Subject: Amending the Job Certification and Continuing Education Policy __________________________________________________________________________________________ Background:

At the regular meeting on 12 November 2024, the town council approved a policy, that is attached, to regulate the number of job certifications that would automatically receive a dollar increase in pay, and that schooling to be paid by the Town needed approval from the Town Council. The policy also stated the guidelines for the Town to follow in determining whether the cost of a particular certificate or schooling was covered by the Town.

At the 09 December 2024 meeting, public works employee Everett Hullquist brought the policy back asking that it be amended so that if passed the Town Administrator would be making all approvals and that the cap of three certificates be removed so that all certificates get the automatic $1.00 increase.

On 10 February 2025 meeting, Council was presented this policy once again and Council directed staff and Town Attorney to amend.

The attached documentation is the amended policy with Town Attorney recommendations.

Recommendation:

The Town Administrator recommends that the council not approve the removal of the certificate cap and to decide if they would like the administrator to replace the council as the decision maker. 11960 East Street 530-468-2281
P.O. Box 40 www.fortjonesca.com
Fort Jones, CA, 96032
Gateway to the Marble Mountains
_____________________________________________________________________________ 390921.1
Approved by Council: 12 Nov 2024
Job Certifications and Continuing Education Policy
The following policy sets forth guidelines for continuing education and job certifications.

1. Town Administrator or Town Ccouncil must approve any schooling or training that is to be paid by the Town that and meets one or more of the following criteria:
a. Schooling must be a requirement Required for of the employee’s job description;. b. Mandated by California state law for maintaining a license or certification required for employment by the Town; or
c. Required to perform current duties that have been bestowed upon the employee by the Town.

2. To qualify for a the $1.00 an hour wage increase for certification pay, the following must be met:
a. Certification must be
a.i. a requirement necessary due to of the employee’s job description, or b.ii. mMandated by California state law to maintain a license or certification required for employee’s current job duties, or
c.iii. rRequired to perform current duties that have been bestowed upon the employee by the Town; and .
d.b. Must be approved by Town Administrator or Town Council

3. The Town will only approve three (3) certificates for a $1.00 per hour wage increase during employment within a job classification.

4. Studying for, or taking required courses required for training or certification required for those reasons under 2.a above shall be permitted during business hours with prior written notification to and approval by the Town Administrator to ensure it does not interfere with completing job duties.

5. Employees are encouraged to continue their education even if the Town does not cover the cost, but studying and attendance is not permitted during business hours.

Commented [ALJ1]: Direction was to allow for
administrator to approve, right?
Commented [ALJ2]: Education may not take place in a
“school”.

Commented [ALJ3]: If just “mandated by state law” then
something like harassment training would necessitate a $1 raise. That is not the intent.

Commented [ALJ4]: Better to format with a and
requirements.

Formatted
Commented [ALJ5]: I believe this was implied: taking
three courses early in their career does not prevent future wage increases in another job. Probably not a huge issue given the size of the town and the limited number of
employees. But logically, does not work to have only three increases because of certifications that early in a career.

Agenda Item # 3
The Town of Fort Jones ___________________________________________________________________________ 391061.1
To: Fort Jones Town Council
Meeting Date: March 10, 2025
From: Cherie Stephen, Town Administrator
By: Andrew L. Jared, Town Attorney
Subject: Approval and Second Reading of Ordinance Adding Chapter 3.12 “Purchasing” to Establish Purchasing Procedures, Including Cooperative Purchasing, and Informal Bidding Procedures Pursuant to California Uniform Public Construction Cost Accounting (CUPCCA); Finding Exempt from CEQA; Resolution Electing To Adopt The Uniform Public Construction Cost Accounting Act (CUPCCA) Procedures
__________________________________________________________________________________________ Background:

This will establish purchasing procedures required under Government Code section 54202. It will also allow for the cooperative purchasing (“piggyback”) purchasing to allow staff to utilize competitive bidding undertaken by other governmental agencies. By allowing competitive bidding efforts undertaken by other public agencies for goods requiring competitive bidding under the current municipal code, the efforts of town staff can be maximized. This will also adopt the California Unform Public Construction Cost Accounting Act (CUPCCA) to allow the town to perform work with in-house personnel (force account work) for projects up to $75,000 in value for self-performed public works and maintenance work. It also expedites the informal bidding procedures for public works projects up to $220,000 in value. These provisions will allow for projects to be completed in a timely manner because of the streamlined awards process and the reduction in paperwork related to advertising and report filing. Such language would be codified as Chapter 3.12 in the Fort Jones Municipal Code.

The ordinance was introduced on February 19, 2025 for first reading. It is presented for adoption as Attachment

1. Direction was provided to bring back a version as an “urgency” ordinance to allow for immediate effect of the purchasing ordinance. That is included as Attachment 2.

After the meeting, questions were received by councilmembers, and are discussed in Attachment 5. In order to address the questions and comments, revisions have been made to the regular and urgency versions of the ordinance presented as Attachments 3 (Alternate Ordinance) and 4 (Alternate Ordinance – Urgency).

State law requires that when a city elects to adopt an ordinance to implement CUPCCA that it adopt a resolution indicting its intent to do so, and that such resolution and ordinance be sent to the State Controller’s Office.

Discussion:
-Regular vs. Urgency Ordinances
In California, ordinances are required to be “introduced” on first reading, then “approved” by council at a second reading at a regular council meeting that take place least five days after the first reading. Any change to an ordinance at first reading can be “introduced as amended” and proceed to second reading on schedule. Any Agenda Item # 3
Purchasing Ordinance -- Second Reading
__________________________________________________________________________________________ 391061.1 2
change to an ordinance at second reading however is “reintroduced as amended” and must proceed to second reading at another regular council meeting at least five days later. Ordinances require three aye votes to pass.

Under certain circumstances, an ordinance can be adopted as an “urgency” ordinance. (Gov. Code §36937).

One of those circumstances is for the immediate preservation of the public peace, health, or safety. This requires a declaration of the facts constituting the urgency, and it must be passed by a 4/5ths vote of the town council (i.e., 4 aye votes).

If a court finds that the facts do not support an urgency determination, the urgency ordinance would not be an valid and would not take effect until 30 days after passage (i.e., second reading). Therefore, “best practices” is to have an otherwise identical version approved on first and second reading for any ordinance being considered as an urgency ordinance so that if the urgency grounds are challenged, the regular approval would already be in effect 30 days after approval.

Here, several project relating to water and waste water projects require immediate action by the Town. The potential impact to the public health, safety, and welfare necessitate that the Town Council take immediate action to procure and approve such purchases under an updated purchasing ordinance. The additional delay in proceeding under a traditional ordinance adoption method would add 6-8 weeks to the procurement process.

Accordingly, the provisions of adoption of Chapter 3.12 as an urgency ordinance with immediate effect pursuant to Government code 36934 and 36937 are proposed for consideration of action by the Town Council.

Two versions of the proposed ordinance are attached, each being presented as regular ordinance version (first and second reading, taking effect in 30 days) and as an urgency ordinance version (taking effect immediately).

It is recommended that the Council approve both an urgency ordinance and a regular ordinance version of the two models presented.
-Purchasing Ordinance
All cities are required to adopt policies and procedures, including bidding regulations, governing purchases of supplies and equipment. (Government Code section 54202). The attached ordinances will comply with this requirement.

Attachment 1 has already been introduced by Council. If approved, it would become effective in 30 days. It is also included as Attachment 2 in order to take effect immediately without waiting for 30 days. This has been amended upon introduction to adjust the threshold for approval by department heads to $5,000, and review by the town attorney above the same level. Additionally, a typographic error omitting the word “twenty” in the text describing $220,000.00 was corrected. No other changes were made. If no changes are requested by council to the text of the ordinance, then Attachments 1 and 2 should be approved.

Attachment 3 includes changes and annotated notes based on comments to staff by Councilmembers since February 19. If approved, this version would be “introduced for first reading” tonight as a regular ordinance. it Agenda Item # 3
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would then need to come back for second reading at the next regular council meeting, and would become effective 30 days later. However, it is also presented as an urgency ordinance so that those changes would take effect immediately. (Attachment 4). This includes those edits addressed above as amended upon introduction to adjust the threshold for approval by department heads to $5,000, and has several items includes based on comments discussed in Attachment 5 brought to the attention of staff after last council meeting. Those items are presented in Attachment 3 and 4 with comments and in redline format for ease of reference. Upon discussion by Council, individual changes can be adopted or other changes made for first reading “as amended” and as adopted through the urgency ordinance. If council desires to make changes to the ordinance from how it was introduced on February 19, and to address those issues discussed in Attachment 5, then Attachments 3 and 4 should be finalized and approved.

The proposed ordinance covers the following topics:
- Bidding and Award of Bid (Non-Public Works)
The proposed ordinance sets thresholds for bidding and award of bids. As these are not public works items, these are set by the Town. As requested at time of introduction, the threshold amount for award by department heads was raised to $5,000, which means purchases under $5,000 only are required to engage in open-market (non-competitive bidding) purchases and can be purchased without any advertising or solicitation of bids.

Amounts over $5,000 to $50,000 must obtain at least three bids based on a written scope of work. For purchases over $50,000, a formal bidding procedure would be required. )For public works projects, the thresholds and methods are discussed below; Under state law, for public works projects over $5,000 specific requirements for bidding and award discussed below apply.)
For non-public works projects, the proposed thresholds for bidding and award are as follows:

Amount Who Awards How Bid
Up to $5,000 Department Head with Town
Administrator or purchasing Officer
approval
Market purchase
$5,000 to $25,000 Department Head and Town
Attorney/Purchasing Officer
Informal bidding
$25,001 - $50,000 Town Council Informal bidding
>$50,000 Town Council Formal bidding
$100,000 During a
declared
emergency,
Town Administrator Informal bidding
Competitive bidding for public works contracts for public projects over $5,000 is required for general law cities.

Pub Cont C §20162.

Agenda Item # 3
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A project may not be split into smaller portions to avoid the competitive bidding requirement. Pub Cont C §20163.

A request to change low bid purchases to a market purchase procedure for purchases under $5,000 was made, by adding a department head only expenditure approval threshold below $500. This is discussed in Attachment 5 and included in the ordinances in Attachments 3 and 4. - Cooperative Purchasing (“Piggyback Purchasing”)
The proposed ordinance also allows for the Town to use the competitive bidding efforts of other agencies through a “cooperative purchasing” arrangement. In section 3.12.120, the town will be allowed to purchase supplies, equipment or services from suppliers who have been awarded contracts by the state or other local agencies for the purchase of supplies, equipment, and/or services under a competitive process, and that contractor extends the price to the town. One such contract facilitator, Sourcewell, offers a number of resources to expedite the procurement process. Approving this ordinance will formalize and expedite the purchasing process for the town and provide cost savings available to agencies that use the cooperative purchasing process. This does not apply to contracts to perform for public works services. - Bidding and Award of Bid (Public Works)
State law requires all public works projects over $5,000 to be let by a competitive bidding process. One exception to this general requirement is for projects using the California Unform Public Construction Cost Accounting Act (CUPCCA) as discussed below.

For competitive is required for any “public work” defined as • erecting, improving, painting, or repair of public buildings and works; • work in or about streams, bays, waterfronts, embankments, or other work for protection against overflow;
• street or sewer work, except maintenance or repair; and • furnishing supplies or materials for any such project, including maintenance or repair of streets or sewers.
(Public Contract Code §20161).

California Unform Public Construction Cost Accounting Act (CUPCCA) CUPCCAA provides for alternative bidding procedures when an agency performs public work and maintenance work. This applies either to work performed by the town’s own staff (“force account” work) or when contracting with an outside contractor. CUPPCA is a voluntary program available to all public entities in the State, but it applies only to those public agencies that have “opted in” to the provisions set forth by the Act using the processes outlined in the Act. The entirety of the Act is found at Public Contract Code Sections 22000-22045. The provisions of a local ordinance adopting CUPCCA are located within the attached proposed ordinance at section 3.12.140. A key provision of the Act is to allow for public projects of $75,000 or less to be performed by a public agency’s force account using the public agency’s own resources, by negotiated contract, or by purchase order. Typically, a town may only self-perform such work up to $5,000 in value. Public projects Agenda Item # 3
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in the amount of $220,000 or less may use an informal bidding process if the town adopts an ordinance in compliance with the Act to govern contractor selection through informal bidding. Public projects at a cost of more than $220,000 must use formal bidding procedures to select a contractor. Public projects under CUPCCA includes • Construction, reconstruction, erection, alteration, renovation, improvement, demolition, and repair work involving any publicly owned, leased, or operated facility. • Painting or repainting of any publicly owned, leased, or operated facility, and • For publicly owned utility systems, the construction, erection, improvement, or repair of dams, reservoirs, powerplants, and electrical transmission lines (over 230,000 volts ). (Pub. Contr. Code sec. 22002(c).)
“Maintenance work” includes routine, recurring, and usual work for the preservation or protection of any publicly owned or publicly operated facility for its intended purposes; minor repainting; resurfacing of streets and highways at less than one inch; landscape maintenance, including mowing, watering, trimming, pruning, planting, replacement of plants, and servicing of irrigation and sprinkler systems; and work performed to keep, operate, and maintain publicly owned water, power, or waste disposal systems. (Pub. Contr. Code sec. 22002(d).)
The benefit of adopting this program are:
• increased force account limit for public agencies;
• simplified bidding for projects that are $220,000 or less; • reduced number of formal bids based on project size; and expedited contracting for projects under $220,000.

The town will benefit from this program as it gives more leeway in the execution of public works projects under a certain dollar amount. It will speed up the award process; expedite project delivery, and reduce the time, effort, and expense associated with bidding projects under $220,000. It will simplify the administration for those projects. These processes may also be applied to maintenance work.

Opting into CUPCCA will allow the town to expedite public works projects by allowing more work to be selfperformed (force account; projects up to $75,000) and by allowing informal bidding to occur on projects up to $220,000. Effective January 1, 2025, the thresholds under CUPCCA have recently been raised from $60,000 and $200,000 for force account and informal bidding to the current $75,000 and $220,000 levels.

Included as Attachment 6 is the required resolution electing to opt-in to CUPCCA that must be sent to the State Controller’s Office.

Business Analysis: It should be noted that when a local agency elects to become subject to the CUPCCAA the entire entity is subject to the Act and no departments are exempt. Filing of the resolution to the California State Controller will be the responsibility of the Finance Director (or person managing the duties of the Finance Director) but only occurs after final adoption.

Agenda Item # 3
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Operations Analysis: The town will need to notice and maintain at least annually a list of qualified contractors and additionally notice to invite/solicit bids on projects as identified, including publication to trade journals.

Informally bid projects shall include project title, cost, site location, who is taking bids/date and time due, along with owner address and phone number, architect or engineers address and phone number, a brief description of work to be done, where plans may be obtained/deposit required as well as the percentage of bid bond/percentage of performance bond/or percentage of payment bond.

Environmental Analysis: The adoption of this resolution and ordinance does not meet the definition of a project for the purposes of the California Environmental Quality Act, under Public Resources Code Section 21065 and CEQA Guidelines Section 15378(b)(5), because it is an administrative governmental activity which will not cause a direct or indirect physical change in the environment. The Town Council’s review and adoption of informal bid procedures is not a project under CEQA Guidelines mechanisms which do not involve commitment to any specific project which may result in a potentially significant environmental impact. Thus, no environmental analysis is required at this time.

Fiscal Impact: Streamlined processes are expected to result in more timely completion of public projects and lessen the administrative overhead burden on procurement of contracts involving a public work. There are no fees associated with opting into the program.

Useful Links:
https://www.sco.ca.gov/Files-ARDLocal/frequently_asked_questions_faq__uniform_public_construction_cost_accounting_act.pdf https://www.sco.ca.gov/Files-ARD-Local/cuccac_manual_2021_edition.pdf Recommendation:

Staff recommends approval of the Ordinance Adding Chapter 3.12 “Purchasing” to Establish Purchasing Procedures, Including Cooperative Purchasing, and Informal Bidding Procedures Pursuant to California Uniform Public Construction Cost Accounting (CUPCCA).

Attachments:

1. [Proposed] Ordinance Adding Chapter 3.12 (Second Reading, as Introduced on February 19, 2025

2. [Proposed] URGENCY Adding Chapter 3.12 (for adoption, as Introduced on February 19, 2025)

3. [Proposed] Ordinance Adding Chapter 3.12 (with comments and amendments, for Introduction March 10, 2025)

4. [Proposed] URGENCY Adding Chapter 3.12 (with comments and amendments, for Adoption March 10, 2025)

5. Analysis on Questions Posed Regarding Proposed Chapter 3.12

6. Resolution No. _____ Electing To Adopt CUPCCA Procedures Attachment 1
391049.1
[DRAFT] ORDINANCE NO. __

AN ORDINANCE OF THE TOWN COUNCIL OF THE TOWN OF
FORT JONES, CALIFORNIA ADDING CHAPTER 3.12
“PURCHASING” TO THE FORT JONES MUNICIPAL CODE;

AND FINDING THE ORDINANCE NOT SUBJECT TO CEQA
WHEREAS, Government Code section 54201 et seq., authorizes the Town Council to adopt policies and procedures governing Town purchases of supplies and equipment by ordinance;
WHEREAS, amendments to Title 3 “Revenue and Finance” of the Fort Jones Municipal Code are necessary to remain in compliance with updated federal procurement requirements and address consistency with financial policies;
WHEREAS, the Town Council finds it necessary and desirable to add Chapter 3.12 (Purchasing) to Title 3 (Revenue and Finance) of the Fort Jones Municipal Code WHEREAS, the Town Council has by Resolution ___ adopted on March 10, 2025, elected to become subject to the uniform construction cost accounting procedures promulgated by the State Controller pursuant to the California Uniform Public Construction Cost Accounting Act, (“Act”), (Public Contract Code ("PCC") § 22000 et seq.); WHEREAS, Public Contract Code Section §22034 requires that public agencies who elect to be subject to the Act adopt an ordinance establishing informal bidding procedures for public projects and sets forth the requirements of said informal bidding ordinance; WHEREAS, the Town Administrator recommends this Ordinance to meet the requirements of said informal bidding procedures.

NOW, THEREFORE, the Town Council of the Town of Fort Jones does ordain as follows:

SECTION 1. RECITALS: The foregoing recitals are true and correct and incorporated into the findings herein.

SECTION 3. CEQA: The Ordinance is not a Project within the meaning of the California Environmental Quality Act (CEQA) (Public Resources Code section 21000, et seq.) pursuant to CEQA Guidelines (California Code of Regulations, Title 14, section 15000, et seq.) section 15061(b)(3). This Ordinance involves updates and revisions to existing regulations. It can be seen with certainty that the proposed Municipal Code text amendments will have no significant effect on the environment.

SECTION 4. SEVERABILITY: If any section, subsection, sentence, clause, phrase or portion of this Ordinance is for any reason held to be invalid or unconstitutional by the final decision of any court of competent jurisdiction, such decision shall not affect the validity of the remaining portions of this Ordinance. The Town Council declares that it would have adopted this Ordinance, and each section, subsection, sentence, clause, phrase or portion thereof, irrespective of the fact that 2 any one or more sections, subsections, phrases or portions might be declared invalid or unconstitutional, and, to that end, the provisions hereof are hereby declared to be severable.

SECTION 5. SUMMARY: Upon request of the Town Administrator or Town Clerk, the Town Attorney may prepare a summary of this Ordinance for the purposes of publication.

SECTION 6. EFFECTIVE DATE: This Ordinance shall take effect and be enforced within thirty (30) days from and after the date of its adoption by the Town Council at a second reading and shall be posted and published in accordance with the California Government Code.

SECTION 7. CERTIFICATION: The Town Clerk shall certify to the passage and adoption of this Ordinance and shall give notice of its adoption as required by law. This Ordinance, or a summary thereof, shall be published and/or posted in compliance with the requirements of Government Code section 36933.

I HEREBY CERTIFY the foregoing Ordinance was introduced for first reading at a regular meeting of the Town Council of the Town of Fort Jones held on the 19 day of February 2025, and thereafter adopted at a regular meeting of said Council held on the 10 day of March 2025, by the following vote, to wit:

AYES:

NOES:

ABSENT:
________________________________
Madeliene DeAndreis
Mayor, Town of Fort Jones
ATTEST:
____________________________
Jessie Monday
Town Clerk, Town of Fort Jones
1 EXHIBIT A
Sections:

3.124.010 Purpose.

3.12.020 Definitions.

3.12.030 Powers and duties.

3.12.040 Purchasing guidelines.

3.12.050 Purchase agreements.

3.12.060 Award of contracts to businesses located in the town.

3.12.070 Informal bid procedure.

3.12.080 Formal bid procedure.

3.12.090 Sole-source purchasing.

3.12.100 Sole-source purchases from businesses within the town.

3.12.110 Emergency purchases.

3.12.120 Exemptions from bidding procedure.

3.12.130 Disposition of surplus personal property.

3.12.140 Uniform Construction Cost Accounting Procedures

3.12.010 Purpose.

A. This chapter is adopted pursuant to Government Code section 54201 et seq. to provide guidance and direction regarding the procurement of supplies, equipment, and services; to ensure that the town and its departments will receive high quality goods and services at minimum cost to the taxpayer; to exercise positive financial control over purchases; to clearly define the authority for all purchases; and to limit the administrative demands imposed by the purchasing system to those reasonably necessary to achieve the other objectives of that system.

B. The policies and procedures contained in this chapter are not intended to conflict with Public Contracts Code section 20160 et seq., Public Contracts Code section 22030 et seq., or any other applicable law governing the solicitation of bids and award of contracts for public works projects requiring the expenditure of five thousand dollars ($5,000.00) or more.

3.12.020 Definitions.

Unless otherwise indicated, the following definitions shall apply to this chapter. “Town administrator” means the town administrator of the town of Fort Jones or his or her designee.
“Town clerk” means the town clerk of the town of Fort Jones, or such other officer to whom the duties and responsibilities of the town treasurer have been transferred, or his or her designee. 2 “Department head” means a person designated by the town administrator and/or the town council to be responsible for the management of a department of the town or his or her designee.
“Emergency” means an emergency as defined by Section 2.16.020 of this code. “Equipment” means items that are durable, have a fixed life expectancy and are shown in the town’s books as fixed assets.
“General services” means all services other than professional services and services pursuant to a public works contract excluded from this chapter by Section 3.12.010(B). “Local business” means an individual, business, partnership or corporation that meets all of the following: (1) maintains a place of business located within the town of Fort Jones; (2) has a current town of Fort Jones business license; (3) reports to the state sales tax returns for goods purchased at its business located within the boundaries of the town of Fort Jones which regularly maintains a place of business and an inventory of merchandise for sale within the sphere of influence of the town; (4) has any necessary licenses, certificates, bonds and insurances; and (5) is in good financial and legal standing with the Town. “Market value” means the value estimated by the purchasing officer at which the surplus personal property would sell if offered at auction or other open competitive bid sale. “Professional services” means those services governed by Government Code section 4525 et seq., including architectural, landscape architectural, engineering, environmental, and land surveying services.
“Professional service agreement” means a written contract for professional services entered into as provided in this chapter.
“Purchase” means the renting, leasing, purchasing, licensing or trade of supplies or equipment or the hiring of private contractors.
“Purchasing officer” means the town administrator or his or her designee. “Purchase order” means a form approved by the purchasing officer for the purchase of supplies, material, and/or equipment, but not professional services. “Supplies” means office supplies, janitorial supplies, material, goods, tools, or other commodities used in the general conduct of the town’s business that do not constitute equipment.
“Surplus personal property” means any personal property or equipment owned by the town of Fort Jones which the purchasing officer determines, subject to approval of the town administrator or the town council as required by Section 3.12.130, is no longer needed or used for town purposes or which has become obsolete, worn out or past its useful life.

3.12.030 Powers and duties.

A. Department heads:
3 1. Shall have the power to:
a. Negotiate and recommend to the town council contracts for the purchase of supplies, equipment, and/or services on behalf of their respective departments.
b. Approve purchase orders and professional service agreements for the benefit of their respective departments for amounts up to five thousand dollars ($5,000.00), with consent and approval by the town administrator. c. Execute contracts for the purchase of supplies, equipment and/or services for the benefit of their respective departments in accordance with the policies and procedures prescribed by this chapter.
d. Increase the time for performance or the not-to-exceed amounts prescribed by professional service agreements for which they are responsible by up to ten (10) percent of the original agreement amount if they reasonably conclude that doing so will result in cost and/or time savings to the town.

2. Are under the duty to:
a. Identify the type and quantity of supplies, equipment, and/or services required to fulfill the responsibilities of their respective departments. b. Engage in an informal bidding process under section 3.12.070 of this chapter for items expected to cost more than five thousand dollars ($5,000.00) and less than or equal to fifty thousand dollars ($50,000.00), or a formal bidding process under section 3.12.080 of this chapter for items expected to cost more than fifty thousand ($50,000.00).

It is not permissible to split or separate purchases into smaller amounts to evade the requirements of this chapter.
c. Maintain records of all submitted bids for the procurement of supplies, equipment, and/or services as required by the town’s approved documentretention schedule. d. Determine whether the required items or services are budgeted or the town council has otherwise authorized their purchase.
e. Secure necessary authorization prior to the commencement of work or delivery of supplies and equipment by preparing a purchase order or professional service agreement and ensuring that it is approved as prescribed by this chapter.
f. Supervise the inspection of supplies or equipment purchased to ensure that the items conform to the quality expectations of the town. 4 g. Monitor the work of contractors to ensure adherence to the terms and conditions of professional service agreements.
h. Provide coded and approved invoices to the finance department for payment in a timely fashion.

B. The purchasing officer:

1. Shall have the power to:
a. Negotiate contracts for the purchase of supplies, equipment, and/or services on behalf of the town.
b. Approve purchase orders and professional service agreements on behalf of the town in amounts up to twenty-five thousand dollars ($25,000.00). c. Execute contracts for the purchase of supplies, equipment and/or services on behalf of the town in accordance with this chapter.

2. Is under the duty to:
a. Enforce this chapter.
b. Recommend the transfer or exchange of surplus supplies and equipment between departments as needed, and recommend the sale of all supplies and equipment which have become obsolete, useless, or otherwise unsuitable for use by the town.

C. The town administrator:

1. Shall have the power to:
a. Approve purchase orders and professional service agreements on behalf of the town for amounts up to twenty-five thousand dollars ($25,000.00), or up to one hundred thousand dollars ($100,000.00) during a state of emergency declared pursuant to Chapter 2.16 of this code.
b. Perform any or all the duties of a department head or the purchasing officer.

2. Is under the duty to:
a. Ensure that the process for purchasing supplies, equipment, and services meets the needs of the community and the town.
b. Recommend to the town council revisions and amendments to this chapter to achieve its purposes.

D. The finance director shall have the power to:
5 1. Review and process payment to vendors after receiving properly coded and approved invoices.

2. Prepare the warrant/check register and submit to the town clerk for vendor payment issuance.

3. Delay processing payments to vendors if an agreement is void or if insufficient budgetary appropriation is available. Purchase orders and professional service agreements are void if any of the following is true:
a. The term of the agreement has expired;
b. The not-to-exceed amount specified by the agreement has been exceeded; or,
c. The services performed are other than specified in the agreement.

E. The town clerk shall have the power to issue payment to vendors after receiving an approved warrant/check register from the finance director.

3.12.040 Purchasing guidelines.

A. Purchases of supplies, equipment, or services for amounts equal to five thousand dollars ($5.000.00) or less do not require a bidding process and may be approved by a department head, with consent and approval by the town administrator. Purchases in this range do not require a purchase order or a professional service agreement unless otherwise required by the vendor.

B. Purchases of supplies, equipment, or services for amounts greater than five thousand dollars ($5.000.00) but less than or equal to twenty-five thousand dollars ($25,000.00) are subject to the informal bidding process set forth in Section 3.12.070. Purchases in this range require that a purchase order or a professional service agreement be prepared and approved by a department head and by the purchasing officer or town administrator.

C. Purchases of supplies, equipment, or services for amounts greater than twenty-five thousand dollars ($25,000.00) but less than or equal to fifty thousand dollars ($50,000.00) must meet the requirements of the informal bidding process set forth in Section 3.12.070.

Purchases in this range require that a purchase order or a professional service agreement be prepared and approved by the department head, the town administrator, and town council.

D. Purchases of supplies, equipment, or services for amounts greater than fifty thousand dollars ($50,000.00) must meet the requirements of the formal bidding process set forth in Section 3.12.080. Purchases in this range require that a purchase order or a professional service agreement be prepared and approved by the department head, the town administrator, and council.
6 E. During a declared state of emergency, purchases of supplies, equipment, or services for any amount do not require a bidding process. Purchases less than or equal to one hundred thousand dollars ($100,000.00) require the approval of the town administrator. Purchases greater than one hundred thousand dollars ($100,000.00) require the approval of the town council.

F. Purchases of supplies, equipment, or services made with federal grant funds are exempt from the purchasing guidelines established by this Chapter 3.12 and are governed by a separate policy adopted by resolution of the town council, as may be amended from time to time.

G. All purchase agreements over $5,000 shall be reviewed by the town attorney.

H. Unless otherwise provided herein, award of purchases shall be made by the town council in open session of a council meeting.

Purchase Order and Professional Service Agreement Requirement Matrix Contract Amount Purchase
Order
Professional
Services
Agreement
Bidding
Process
Authorization Required
$5,000.00or less Not required Not required None Department head only, with approval and
consent of town
administrator
$5,000.01–
$25,000.00
Required Required Informal Department head and
either (i) purchasing
officer or (ii) town
administrator
$25,000.01–
$50,000.00
Required Required Informal Department head, town
administrator, and town
council
$50,000.01 or
more
Required Required Formal Department head, town
administrator, and town
council
Any amount during
a declared state of
emergency
Not required Not required None Town administrator (up
to $100,000.00) or town
council (above
$100,000.00)
NOTE: The above matrix is intended to summarize the requirements of this chapter and not to change them. If the matrix contradicts the text of this chapter in any respect, the language of the chapter will prevail.

3.12.050 Purchase agreements.

A. Professional service agreement (PSA):
7 1. Professional service agreements are used to purchase professional services as defined in Section 3.12.020.

2. All purchases of professional services over five thousand dollars ($5,000.00) require the completion of a PSA on the town’s standard form, except during times of a declared state of emergency. Deviations from the town’s standard professional service agreement must be approved by the purchasing officer or the town administrator.

3. The town shall secure professional services based upon demonstrated competence, professional qualifications, and suitability for the project in general and needs to comply with either the informal or formal bid procedures set forth in Sections

3.12.070 or 3.12.080 respectively if the value of the agreement exceeds five thousand dollars ($5,000.00). The town should also consider the cost of the professional service, and in the event that a vendor is selected that does not offer the lowest price, a rationale must be provided to and approved by the town administrator prior to final selection being made.

4. Authority to approve a professional service agreement shall be as specified in Section 3.12.040.

5. Authority to modify a professional service agreement shall be as specified in Section

3.12.040 based on the total not-to-exceed value of the agreement, including any proposed increase in the not-to-exceed value.

B. Purchase order (PO):

1. Purchase orders are used to purchase supplies, material, and/or equipment having a cost greater than five thousand dollars ($5,000.00). They are not to be used to secure professional services.

2. Authority to approve a purchase order shall be as specified in Section 3.12.040.

3. Authority to modify a purchase order shall be as specified in Section 3.12.040 based on the total not-to-exceed value of the purchase order, including any proposed increase in the not-to-exceed value.

4. All procurement using a PO require the completion of a purchase order on the town’s standard form, except during times of a declared state of emergency. Deviations from the town’s standard purchase order must be approved by the purchasing officer or the town administrator.

3.12.060 Award of contracts to businesses located in the town.

A. In establishing a preference to local businesses in the award of contracts for supplies, equipment or services under this chapter, the town council finds that local businesses are disadvantaged in comparison to business located outside the town, particularly due to 8 longer commutes for the delivery of goods and services and the high gas prices which increase the cost of goods and services delivered to and from the town limits. The town council also finds that awarding contracts to local businesses results in financial advantages to the town.

B. Town personnel are directed to use their best efforts to purchase supplies, equipment, and services from local businesses whenever possible and consistent with the terms of this policy.

C. All informal and formal bids are to be evaluated with a five percent (5%) preference for local businesses. A bid or proposal received from a local business will be tabulated as if it were five percent (5%) lower than the figure actually set forth in the bid or proposal. The local business must claim the local business preference to be considered.

D. To qualify as a local business, the business shall submit with its bid or proposal, or have on file with the town clerk, an affidavit that demonstrates its eligibility as a local business, including but not limited to the following: the business has a facility with an address within the town and the business will attribute any sales tax from sales to the town of Fort Jones.

3.12.070 Informal bid procedure.

When the informal bid procedure is required, purchases shall be made in compliance with the following:

A. The town shall specifically identify the goods and/or services it wishes to purchase and determine the estimated cost of the good and/or service from at least three different providers whenever possible.

B. Informal bids received must be documented in writing and retained by the department head as required by the approved document retention schedule.

C. Unless otherwise provided by any existing law, rule, regulation, or policy, the purchase of supplies, equipment and non-professional services shall be awarded to the provider with the lowest responsive estimated cost.

3.12.080 Formal bid procedure.

When the formal bid procedure is required, purchases shall be made following compliance with the following:

A. Notice Inviting Bids. Notices inviting sealed bids shall include: 1) a general description of the articles and/or services to be purchased, 2) where bid forms and specifications may be obtained, 3) the date, time and place for the bidders’ conference, if any, and for the submission of sealed bids, and 4) any other information which the department head conducting the procurement deems useful.
9 B. Published Notice. Notice inviting bids shall be published at least once in a newspaper of general circulation published in the town at least five days before the date of opening of the bids, or if there is no such newspaper, posted in at least three public places in the town designated by the town clerk for posting public notices at least five days before the date of opening of the bids.

C. Bidder’s Security:

1. When deemed necessary or appropriate, as with public works projects, the purchasing officer may require a bidding vendor to submit a bid security in any of the following forms:
a. Cash;
b. A cashier’s check made payable to the town;
c. A certified check made payable to the town;
d. A bidder’s bond executed by a surety insurer admitted to do business in California, made payable to the town.

2. Any requirement for bid security must be included in the public notice inviting bids.

3. The security shall be in an amount equal to at least ten (10) percent of the bid amount.

4. A vendor shall forfeit its bid security upon its refusal or failure to perform pursuant to the terms of its contract with the town within twenty (20) days after notice of award of contract or such lesser period specified in the notice inviting bids.

D. Failure to Perform:

1. Upon refusal or failure of the lowest successful bidder to execute or perform the contract pursuant to its terms, the officer or agency of the town authorized to award the contract may award it to the next lowest responsible bidder.

2. If the officer or agency of the town authorized to award the contract awards the contract to the next lowest bidder, the amount of the lowest bidder’s security shall be applied by the town to the difference between the low bid and the second lowest bid, and the surplus, if any, shall be returned to the lowest bidder.

E. Bid Opening Procedure:

1. Sealed bids shall be submitted to the office of the town clerk and shall be identified as “Submitted Bid” on the envelope.

2. Bids shall be opened at the time and place stated in the notice inviting bids. 10 3. A record of all bids submitted to the town shall be subject to public inspection at the office of the town clerk during regular business hours for at least ten (10) calendar days after the bids are opened.

F. Rejection of Bids. The officer or agency of the town authorized to award the contract may reject any and all bids and require the purchasing officer or department head to rebid the purchase.

G. Award of Contracts. The officer or agency of the town authorized by Section 3.12.040 of this code to do so shall award contracts.

H. Tie Bids. If two of more bids are submitted in the same total amount or unit price, quality and service being equal, and if the public interest will not permit the delay of re-advertising for bids, the officer or agency of the town authorized to award the contract may accept either bid.

I. No Bids Received. If no bids are received following compliance with the requirements of this section, the officer or agency of the town authorized to award the contract may procure the requested supplies, equipment, or services without further compliance with this chapter.

J. Performance Bonds:

1. The purchasing officer may require a performance bond in such amount as may be reasonably necessary to ensure performance before entering into any contract.

2. If a performance bond is required, the form and amount of the bond shall be described in the notice inviting bids.

3.12.090 Sole-source purchasing.

A. Prior to submitting a purchase request, the requesting department shall conduct a survey of available sources to determine whether there is only one source capable of competently and efficiently providing the required supplies, equipment or service.

B. If it is determined that there is only a single source for the purchasing of a particular item or service, the requesting department shall prepare a waiver of bid and submit it to the purchasing officer.

C. If it is determined that there is only a single source for the purchasing of a particular item or service, upon review and approval of the request by the purchasing officer and the town administrator, the contract may be awarded to the sole source vendor without competition.

In this case, the purchasing officer or authorized designee shall conduct negotiations, as appropriate, as to price, delivery, and terms.
11 3.12.100 Reserved.

3.12.110 Emergency purchases.

A. The town administrator shall make, or authorize others to make, emergency purchases of supplies, equipment or services during a declared state of emergency for amounts less than or equal to one hundred thousand dollars ($100,000.00); provided that such emergency purchases shall be made with such competition as is practicable under the circumstances.

Purchases for amounts greater than one hundred thousand dollars ($100,000.00) must be approved by the town council.

B. When making an emergency purchase, the requesting department shall complete a waiver of bid form and submit it to the purchasing officer.

3.12.120 Exemptions from bidding procedure.

A. Purchases of three thousand dollars ($3,000.00) or less.

B. Sole-source purchases in accordance with Section 3.04.090 of this code.

C. Emergency purchases in accordance with Section 3.04.110 of this code.

D. Intergovernmental orders by which the town has contracted with another governmental entity to purchase particular supplies, equipment or services on a cooperative basis or where the town contracts with suppliers who have been awarded contracts by the state or other local agencies for the purchase of supplies, equipment, and/or services under a competitive process and are able to have the bid prices they received extended to the town.

E. Purchases of professional services in accordance with Section 3.04.050 of this code.

F. Purchases of supplies, equipment, or services made with federal grant funds which are governed by a separate policy adopted by resolution of the town council, as may be amended from time to time.

3.12.130 Disposition of surplus personal property.

A. Prior to disposal, a list of surplus personal property specifying the item, its actual or estimated purchase price, date of purchase, and estimated market value shall be submitted to the town council for approval as to its “surplus” status. Surplus personal property of the town shall be disposed of on annual or semi-annual basis, in the following manner:

1. The town administrator may authorize the sale or disposition of surplus personal property which has a market value equal to or less than his or her contracting authority under Section 3.04.040.
12 2. The town council may authorize the sale or disposition of surplus personal property which has a market value in excess of the town administrator’s contracting authority under Section 3.04.040.

3. Any surplus personal property within his or her contracting authority may be sold or disposed of by the town administrator as follows:
a. Surplus property with an estimated market value of less than one hundred dollars ($100.00) may be disposed of by the department head, upon written approval of the town administrator, in the manner most advantageous to the town considering the value of the property and the cost of sale, including, but not limited to, sale by salvage, recycling or disposal. b. Surplus personal property with an estimated market value of more than one hundred dollars ($100.00) but less than or equal to five thousand dollars ($5,000.00) per individual item of property may be sold or disposed of by any method the town administrator determines to be most advantageous to the town considering the value and nature of the property and the cost of sale, including, but not limited to, sale by salvage, recycling or disposal. c. Surplus personal property with an estimated market value of greater than five thousand dollars ($5,000.00) per individual item of property shall be sold under sealed bid or by public auction. Public auctions may include electronic bidding or auction services.
d. Disposition of surplus personal property pursuant to this section shall be “as is” without warranty, express or implied, and the buyer shall agree to pay applicable sales or transfer taxes.
e. Notwithstanding other provisions in this section, surplus personal property may be sold to another public entity for market value or traded for market value equivalent property or services as approved by the town administrator. f. Notwithstanding other provisions in this section, surplus personal property of any value may be traded in as consideration toward the acquisition of other personal property upon written approval of the town administrator. g. Notwithstanding other provisions in this section, surplus personal property of any value may be transferred to other town departments without consideration as approved by the town administrator.

4. Surplus personal property which the town administrator deems unacceptable for sale to the public may be disposed of in the manner deemed appropriate by the town administrator. Examples of such property include: town-owned animals, law enforcement equipment and property which may pose a hazard to the general public. 13 B. The town council may, by resolution, authorize the donation of surplus personal property, if the town council finds that such donation serves a public purpose or benefit. All donations pursuant to this section shall be “as is” without warranty, express or implied, and the transferee shall agree to defend, indemnify and hold harmless the town, its officers and employees from any claim, cause of action, damage, loss or liability arising out of the condition of the property or its use by the organization or subsequent transferee.

C. In cases where a sealed bid or public auction is required for the sale of surplus personal property, reasonable notice to prospective bidders of such sale by sealed bid or public auction shall be given, as determined by the purchasing officer, taking into account the circumstances and the item or items to be sold.

D. Any department disposing of surplus personal property shall document the disposition and provide, in writing, to the finance director or his or her designee, who shall keep a record of sales, exchanges or other disposition of any property disposed of pursuant to the provisions of this chapter, at least the following information:

1. A description of the property transferred;

2. The name of the transferee;

3. The date of transfer;

4. The gross receipts, net receipts and/or transaction costs; and

5. A description, including the value of any personal property received in exchange for the property transferred.

E. Such records shall be kept consistent with the town’s records retention policy.

3.12.140 Uniform Construction Cost Accounting Procedures A. Purpose. The purpose of this chapter is to establish regulations for public projects and maintenance work in accordance with the requirements of the California Uniform Public Construction Cost Accounting Act (Public Contracts Code section 22000 et seq.). This chapter shall also apply to maintenance work in accordance with Public Contracts Code section 22003.

B. Definitions. The following words, terms and phrases shall have the meanings ascribed to them in this section, except where the context clearly indicates a different meaning:
a. "Act" means the California Uniform Public Construction Cost Accounting Act, Public Contract Code section 22000 et seq.
b. "Facility" has the meaning set forth in Public Contract Code section 22002. c. "Maintenance work" has the meaning set forth in Public Contract Code section 22002.
d. “Project” includes public projects and maintenance work, as defined by this chapter.
e. "Public project" has the meaning set forth in Public Contract Code Section 22002.
14 C. General provisions.
a. Whenever any reference is made to any other ordinance or law, such reference shall be deemed to include all future amendments and successor statutes or ordinances thereto.
b. The dollar limits set forth in this Chapter shall adjust without council action as necessary to comply with amendments to the Act and any procedures adopted by the state controller.
c. Plans, specifications, and/or working details adopted by the Town for any public project are public records, subject to examination upon request.

D. Contracts for public projects and maintenance work.
a. Public projects and maintenance work for $75,000 or less. i. The town administrator is authorized to award a contract for public projects and/or maintenance work if the lowest bid received is seventyfive thousand dollars ($75,000.00) or less. ii. Public projects and/or maintenance of seventy-five thousand dollars ($75,000.00) or less to be may be performed by town employees , by negotiated contract, or by purchase order without competitive bidding. b. Public projects and maintenance work for $75,000 or more, but less than or equal to $220,000.
i. Bid specifications shall be prepared and notices inviting bids shall be solicited as set forth in section 3.12.140.E of this chapter. ii. The town administrator is authorized to award a contract for public projects and/or maintenance work if the lowest bid received is seventyfive thousand dollars ($75,000.00) or more, but less than or equal to two hundred twenty thousand dollars ($220,000).
iii. If all bids received are in excess of two hundred twenty thousand dollars ($220,000), the town council may adopt a resolution by a four-fifths (4/5) vote to award the contract at two hundred thirty-five thousand dollars ($235,000) or less to the lowest responsible bidder, if the town council determines the cost estimate of the town was reasonable. Where town council does not adopt a resolution in accordance with the provisions of this subsection, the project shall be rebid.
c. Public projects and maintenance work for more than $220,000. i. Public project and maintenance work of more than two hundred twenty thousand dollars ($220,000) shall be approved by the Town Council. ii. The town council shall adopt plans, specifications, and working details for all public projects up to two hundred twenty thousand dollars ($220,000). iii. Public projects and/or maintenance work of more than two hundred twenty thousand dollars ($220,000.00) shall require competitive written bidding. A notice inviting bids shall be published and sent in compliance with the provisions of Public Contract Code section 22037. In addition, bid plans and working details shall be adopted by the town council for all public projects exceeding two hundred twenty thousand dollars ($220,000.00).

E. Informal bidding procedures.

Public projects and maintenance of $220,000 or less may be let to contract by informal procedures as set forth in the Act, including the following procedures:
15 a. Contractors list. The town shall comply with the requirements of Public Contract Code Section 22034 regarding maintaining a list of qualified contractors identified according to categories of work.
b. Notice inviting informal bids.
i. Circulation. Where a public project or maintenance work is to be performed which is subject to the provisions of this section, a notice inviting informal bids shall be circulated using one or both of the following alternatives:

1. Notices inviting informal bids may be mailed or emailed to all contractors for the category of work to be bid, as shown on the list developed in accordance with subsection (a) above.

2. Notices inviting informal bids may be mailed or emailed to all construction trade journals as specified by the California Uniform Construction Cost Accounting Commission in accordance with Section 22036 of the Public Contract Code. Additional contractors and/or construction trade journals may be notified at the discretion of the Public Works Director or their designee.
ii. Proprietary products and services. Notwithstanding the foregoing requirements, if the product or service is proprietary in nature such that it can be obtained only from a certain contractor or contractors, the notice inviting informal bids may be sent exclusively to such contractor or contractors.
iii. Mailing. All mailing of notices to contractors and Construction trade journals pursuant to this section shall be completed at least ten (10) calendar days before bids are due.
iv. Contents. The notice inviting informal bids shall describe the project in general terms and how to obtain more detailed information about the project, and state the time and place for the submission of bids. c. Rejection of bids; bid irregularities. The town administrator may, in their sole discretion, reject any or all bids presented and waive any minor irregularity or informality in such bids.
d. Award of contract. The town administrator is authorized to award and execute contracts informally bid in accordance with this section, provided that the expenditure is within the approved budget and the contract is in a form approved by the town attorney. Such contracts shall be awarded to the lowest responsible bidder.
e. Tie bids; no bids received. If two or more bids are the same and the lowest, the town administrator may accept the one he or she chooses. If no bids are received through the informal procedures set forth in this section, the project may be performed by town employees, by force account or negotiated contract without further complying with this section.
f. Acceptance of work. Upon the completion of work pursuant to a contract awarded pursuant to this section, the town administrator may accept the work and may authorize the filing of the notice of completion, the release of funds retained upon such filing, and the release of any bonds upon the conclusion of their respective warranty periods.
g. Performance bonds. The town administrator may require a performance bond before entering a contract awarded pursuant to this section in such amount as the public services director or their designee finds reasonably necessary to protect the best interests of the town. If the town requires a performance bond, the form and amount of the bond shall be described in the notice inviting bids. 16 Attachment 2
391050.1
[DRAFT] ORDINANCE NO. __

AN URGENCY ORDINANCE OF THE TOWN COUNCIL OF THE

TOWN OF FORT JONES, CALIFORNIA ADDING CHAPTER

3.12 “PURCHASING” TO THE FORT JONES MUNICIPAL
CODE; FINDING THE ORDINANCE NOT SUBJECT TO CEQA;

AND DECLARING THE ORDINANCE TO BE AN URGENCY

MEASURE TO TAKE EFFECT IMMEDIATELY UPON

ADOPTION
WHEREAS, Government Code section 54201 et seq., authorizes the Town Council to adopt policies and procedures governing Town purchases of supplies and equipment by ordinance;
WHEREAS, amendments to Title 3 “Revenue and Finance” of the Fort Jones Municipal Code are necessary to remain in compliance with updated federal procurement requirements and address consistency with financial policies;
WHEREAS, the Town Council finds it necessary and desirable to add Chapter 3.12 (Purchasing) to Title 3 (Revenue and Finance) of the Fort Jones Municipal Code WHEREAS, the Town Council has by Resolution ___ adopted on March 10, 2025, elected to become subject to the uniform construction cost accounting procedures promulgated by the State Controller pursuant to the California Uniform Public Construction Cost Accounting Act, (“Act”), (Public Contract Code ("PCC") § 22000 et seq.); WHEREAS, Public Contract Code Section §22034 requires that public agencies who elect to be subject to the Act adopt an ordinance establishing informal bidding procedures for public projects and sets forth the requirements of said informal bidding ordinance; WHEREAS, the Town Administrator recommends this Ordinance to meet the requirements of said informal bidding procedures;
WHEREAS, this Ordinance is an urgency ordinance pursuant to Government Code Section 36934 and 36937; and
WHEREAS, the Town Council finds and determines that due to the state of certain public works improvements, the length of time to make repairs to such improvements, and the duration to amend the purchasing ordinance to address changes required by the code, the immediate preservation of the public health, safety and welfare requires that this Ordinance be enacted as an urgency ordinance pursuant to Government Code Section 36934 and take effect immediately upon adoption. Therefore, this Ordinance is necessary for the immediate preservation of the public peace, health, safety and welfare and its urgency is hereby declared.

NOW, THEREFORE, the Town Council of the Town of Fort Jones does ordain as follows:

SECTION 1. RECITALS: The foregoing recitals are true and correct and incorporated into the findings herein.
2 SECTION 2: CODE ADOPTION: Chapter 3.12 (Purchasing) of Title 3 (Revenue and Finance) of the Fort Jones Municipal Code is hereby added as set forth in Exhibit “A” attached to this Ordinance and incorporated herein by reference.

SECTION 4. SEVERABILITY: If any section, subsection, sentence, clause, phrase or portion of this Ordinance is for any reason held to be invalid or unconstitutional by the final decision of any court of competent jurisdiction, such decision shall not affect the validity of the remaining portions of this Ordinance. The Town Council declares that it would have adopted this Ordinance, and each section, subsection, sentence, clause, phrase or portion thereof, irrespective of the fact that any one or more sections, subsections, phrases or portions might be declared invalid or unconstitutional, and, to that end, the provisions hereof are hereby declared to be severable.

SECTION 5. SUMMARY: Upon request of the Town Administrator or Town Clerk, the Town Attorney may prepare a summary of this Ordinance for the purposes of publication.

SECTION 6. EFFECTIVE DATE: This Ordinance shall take effect and be enforced immediately from and after the date of its adoption by the Town Council and shall be posted and published in accordance with the California Government Code.

AYES:

NOES:

ABSENT:
________________________________
Madeliene DeAndreis
Mayor, Town of Fort Jones
ATTEST:
____________________________
Jessie Monday
Town Clerk, Town of Fort Jones
3 1

EXHIBIT A
Sections:

3.124.010 Purpose.

3.12.020 Definitions.

3.12.030 Powers and duties.

3.12.040 Purchasing guidelines.

3.12.050 Purchase agreements.

3.12.060 Award of contracts to businesses located in the town.

3.12.070 Informal bid procedure.

3.12.080 Formal bid procedure.

3.12.090 Sole-source purchasing.

3.12.100 Sole-source purchases from businesses within the town.

3.12.110 Emergency purchases.

3.12.120 Exemptions from bidding procedure.

3.12.130 Disposition of surplus personal property.

3.12.140 Uniform Construction Cost Accounting Procedures

3.12.010 Purpose.

3.12.020 Definitions.

3.12.030 Powers and duties.

B. The purchasing officer:

C. The town administrator:

D. The finance director shall have the power to:
5 1. Review and process payment to vendors after receiving properly coded and approved invoices.

2. Prepare the warrant/check register and submit to the town clerk for vendor payment issuance.

E. The town clerk shall have the power to issue payment to vendors after receiving an approved warrant/check register from the finance director.

3.12.040 Purchasing guidelines.

Purchases in this range require that a purchase order or a professional service agreement be prepared and approved by the department head, the town administrator, and town council.

G. All purchase agreements over $5,000 shall be reviewed by the town attorney.

H. Unless otherwise provided herein, award of purchases shall be made by the town council in open session of a council meeting.

3.12.050 Purchase agreements.

A. Professional service agreement (PSA):
7 1. Professional service agreements are used to purchase professional services as defined in Section 3.12.020.

4. Authority to approve a professional service agreement shall be as specified in Section 3.12.040.

5. Authority to modify a professional service agreement shall be as specified in Section

3.12.040 based on the total not-to-exceed value of the agreement, including any proposed increase in the not-to-exceed value.

B. Purchase order (PO):

1. Purchase orders are used to purchase supplies, material, and/or equipment having a cost greater than five thousand dollars ($5,000.00). They are not to be used to secure professional services.

2. Authority to approve a purchase order shall be as specified in Section 3.12.040.

3.12.060 Award of contracts to businesses located in the town.

B. Town personnel are directed to use their best efforts to purchase supplies, equipment, and services from local businesses whenever possible and consistent with the terms of this policy.

3.12.070 Informal bid procedure.

When the informal bid procedure is required, purchases shall be made in compliance with the following:

B. Informal bids received must be documented in writing and retained by the department head as required by the approved document retention schedule.

3.12.080 Formal bid procedure.

When the formal bid procedure is required, purchases shall be made following compliance with the following:

C. Bidder’s Security:

2. Any requirement for bid security must be included in the public notice inviting bids.

3. The security shall be in an amount equal to at least ten (10) percent of the bid amount.

D. Failure to Perform:

E. Bid Opening Procedure:

1. Sealed bids shall be submitted to the office of the town clerk and shall be identified as “Submitted Bid” on the envelope.

F. Rejection of Bids. The officer or agency of the town authorized to award the contract may reject any and all bids and require the purchasing officer or department head to rebid the purchase.

G. Award of Contracts. The officer or agency of the town authorized by Section 3.12.040 of this code to do so shall award contracts.

J. Performance Bonds:

1. The purchasing officer may require a performance bond in such amount as may be reasonably necessary to ensure performance before entering into any contract.

2. If a performance bond is required, the form and amount of the bond shall be described in the notice inviting bids.

3.12.090 Sole-source purchasing.

In this case, the purchasing officer or authorized designee shall conduct negotiations, as appropriate, as to price, delivery, and terms.
11 3.12.100 Reserved.

3.12.110 Emergency purchases.

Purchases for amounts greater than one hundred thousand dollars ($100,000.00) must be approved by the town council.

B. When making an emergency purchase, the requesting department shall complete a waiver of bid form and submit it to the purchasing officer.

3.12.120 Exemptions from bidding procedure.

A. Purchases of three thousand dollars ($3,000.00) or less.

B. Sole-source purchases in accordance with Section 3.04.090 of this code.

C. Emergency purchases in accordance with Section 3.04.110 of this code.

E. Purchases of professional services in accordance with Section 3.04.050 of this code.

F. Purchases of supplies, equipment, or services made with federal grant funds which are governed by a separate policy adopted by resolution of the town council, as may be amended from time to time.

3.12.130 Disposition of surplus personal property.

1. A description of the property transferred;

2. The name of the transferee;

3. The date of transfer;

4. The gross receipts, net receipts and/or transaction costs; and

5. A description, including the value of any personal property received in exchange for the property transferred.

E. Such records shall be kept consistent with the town’s records retention policy.

E. Informal bidding procedures.

1. Notices inviting informal bids may be mailed or emailed to all contractors for the category of work to be bid, as shown on the list developed in accordance with subsection (a) above.

AN ORDINANCE OF THE TOWN COUNCIL OF THE TOWN OF
FORT JONES, CALIFORNIA ADDING CHAPTER 3.12
“PURCHASING” TO THE FORT JONES MUNICIPAL CODE;

NOW, THEREFORE, the Town Council of the Town of Fort Jones does ordain as follows:

SECTION 1. RECITALS: The foregoing recitals are true and correct and incorporated into the findings herein.

SECTION 5. SUMMARY: Upon request of the Town Administrator or Town Clerk, the Town Attorney may prepare a summary of this Ordinance for the purposes of publication.

AYES:

NOES:

ABSENT:
________________________________
Madeliene DeAndreis
Mayor, Town of Fort Jones
ATTEST:
____________________________
Jessie Monday
Town Clerk, Town of Fort Jones
1 EXHIBIT A
Sections:

3.124.010 Purpose.

3.12.020 Definitions.

3.12.030 Powers and duties.

3.12.040 Purchasing guidelines.

3.12.050 Purchase agreements.

3.12.060 Award of contracts to businesses located in the town.

3.12.070 Informal bid procedure.

3.12.080 Formal bid procedure.

3.12.090 Sole-source purchasing.

3.12.100 Sole-source purchases from businesses within the town.

3.12.110 Emergency purchases.

3.12.120 Exemptions from bidding procedure.

3.12.130 Disposition of surplus personal property.

3.12.140 Uniform Construction Cost Accounting Procedures

3.12.010 Purpose.

3.12.020 Definitions.

3.12.030 Powers and duties.

A. Department heads:
3 1. Shall have the power to:
a. Negotiate and recommend to the town council contracts for the purchase of supplies, equipment, and/or services on behalf of their respective departments.
b. Approve purchase orders and professional service agreements for the benefit of their respective departments for amounts up to five hundred dollars ($500) without consent and approval of the town administrator if such amount is allowed under the existing budget, and up to five thousand dollars ($5,000.00), with consent and approval by the town administrator. c. Execute contracts for the purchase of supplies, equipment and/or services for the benefit of their respective departments in accordance with the policies and procedures prescribed by this chapter.
d. Increase the time for performance or the not-to-exceed amounts prescribed by professional service agreements for which they are responsible by up to ten (10) percent of the original agreement amount if they reasonably conclude that doing so will result in cost and/or time savings to the town.

Commented [1]: To address request of
councilmember.

Commented [2]: To address request by Council
4 f. Supervise the inspection of supplies or equipment purchased to ensure that the items conform to the quality expectations of the town. g. Monitor the work of contractors to ensure adherence to the terms and conditions of professional service agreements.
h. Provide coded and approved invoices to the finance department for payment in a timely fashion.

B. The purchasing officer:

C. The town administrator:

1. Review and process payment to vendors after receiving properly coded and approved invoices.

2. Prepare the warrant/check register and submit to the town clerk for vendor payment issuance.

E. The town clerk shall have the power to issue payment to vendors after receiving an approved warrant/check register from the finance director.

3.12.040 Purchasing guidelines.

A. Purchases of supplies, equipment, or services for amounts equal to five hundred dollars ($500) do not require a bidding process and may be approved by a department head if such amount is allowed under the existing budge without approval of the town administrator, and to five thousand dollars ($5.000.00) or less do not require a bidding process and may be approved by a department head, with consent and approval by the town administrator.

Purchases in this range do not require a purchase order or a professional service agreement unless otherwise required by the vendor.

B. Purchases of supplies, equipment, or services for amounts greater than five thousand dollars ($5.0010.00) but less than or equal to twenty-five thousand dollars ($25,000.00) are subject to the informal bidding process set forth in Section 3.12.070. Purchases in this range require that a purchase order or a professional service agreement be prepared and approved by a department head and by the purchasing officer or town administrator.

Purchases in this range require that a purchase order or a professional service agreement be prepared and approved by the department head, the town administrator, and town council.

Commented [4]: To address request by Council
6 Section 3.12.080. Purchases in this range require that a purchase order or a professional service agreement be prepared and approved by the department head, the town administrator, and council.

E. During a declared state of emergency, purchases of supplies, equipment, or services for any amount do not require a bidding process. Purchases less than or equal to one hundred thousand dollars ($100,000.00) require the approval of the town administrator. Purchases greater than one hundred thousand dollars ($100,000.00) require the approval of the town council.

G. All purchase agreements over $5,000 shall be reviewed by the town attorney.For all purchase agreements and contracts over $500, the Town Attorney shall approve as to form.”
H. Unless otherwise provided herein, award of purchases shall be made by the town council in open session of a council meeting.

H.I.Competitive bidding for public works contracts for public projects over $5,000 as required for general law cities under Public Contract Code §20162 is not affected by this ordinance..

Purchase Order and Professional Service Agreement Requirement Matrix Contract Amount Purchase
Order
Professional
Services
Agreement
Bidding
Process
Authorization Required
$500.00 or less Not required Not required None Department head only, if allowed under existing
budget
$501.00 to
5,000.00or less
Not required Not required None Department head only,
with approval and
consent of town
administrator
$5,000.01–
$25,000.00
Required Required Informal Department head and
either (i) purchasing
officer or (ii) town
administrator
$25,000.01–
$50,000.00
Required Required Informal Department head, town
administrator, and town
council
Commented [5]: To address request by Council
Commented [6]: As discussed in Att. 5, to clarify
intent with new threholds.

Commented [7]: Added for clarity.

Commented [8]: To address request by
councilmember.

See Att. 5.

Commented [9]: To address request by Council
Commented [10]: To address request by Council
7 $50,000.01 or
more
Required Required Formal Department head, town
administrator, and town
council
Any amount during
a declared state of
emergency
Not required Not required None Town administrator (up
to $100,000.00) or town
council (above
$100,000.00)
NOTE: The above matrix is intended to summarize the requirements of this chapter and not to change them. If the matrix contradicts the text of this chapter in any respect, the language of the chapter will prevail.

3.12.050 Purchase agreements.

A. Professional service agreement (PSA):

1. Professional service agreements are used to purchase professional services as defined in Section 3.12.020.

4. Authority to approve a professional service agreement shall be as specified in Section 3.12.040.

5. Authority to modify a professional service agreement shall be as specified in Section

3.12.040 based on the total not-to-exceed value of the agreement, including any proposed increase in the not-to-exceed value.

B. Purchase order (PO):

1. Purchase orders are used to purchase supplies, material, and/or equipment having a cost greater than five thousand dollars ($5,000.00). They are not to be used to secure professional services.

2. Authority to approve a purchase order shall be as specified in Section 3.12.040.

Commented [11]: To address request by Council
8 3. Authority to modify a purchase order shall be as specified in Section 3.12.040 based on the total not-to-exceed value of the purchase order, including any proposed increase in the not-to-exceed value.

3.12.060 Award of contracts to businesses located in the town.

A. In establishing a preference to local businesses in the award of contracts for supplies, equipment or services under this chapter, the town council finds that local businesses are disadvantaged in comparison to business located outside the town, particularly due to longer commutes for the delivery of goods and services and the high gas prices which increase the cost of goods and services delivered to and from the town limits. The town council also finds that awarding contracts to local businesses results in financial advantages to the town.

B. Town personnel are directed to use their best efforts to purchase supplies, equipment, and services from local businesses whenever possible and consistent with the terms of this policy.

3.12.070 Informal bid procedure.

When the informal bid procedure is required, purchases shall be made in compliance with the following:

B. Informal bids received must be documented in writing and retained by the department head as required by the approved document retention schedule. 9 C. Unless otherwise provided by any existing law, rule, regulation, or policy, the purchase of supplies, equipment and non-professional services shall be awarded to the provider with the lowest responsive estimated cost.

3.12.080 Formal bid procedure.

When the formal bid procedure is required, purchases shall be made following compliance with the following:

B. Published Notice. Notice inviting bids shall be published at least once in a newspaper of general circulation published in the town at least five days before the date of opening of the bids, or if there is no such newspaper, posted in at least three public places in the town designated by the town clerk for posting public notices at least five days before the date of opening of the bids.

C. Bidder’s Security:

2. Any requirement for bid security must be included in the public notice inviting bids.

3. The security shall be in an amount equal to at least ten (10) percent of the bid amount.

D. Failure to Perform:
10 1. Upon refusal or failure of the lowest successful bidder to execute or perform the contract pursuant to its terms, the officer or agency of the town authorized to award the contract may award it to the next lowest responsible bidder.

E. Bid Opening Procedure:

1. Sealed bids shall be submitted to the office of the town clerk and shall be identified as “Submitted Bid” on the envelope.

2. Bids shall be opened at the time and place stated in the notice inviting bids.

3. A record of all bids submitted to the town shall be subject to public inspection at the office of the town clerk during regular business hours for at least ten (10) calendar days after the bids are opened.

F. Rejection of Bids. The officer or agency of the town authorized to award the contract may reject any and all bids and require the purchasing officer or department head to rebid the purchase.

G. Award of Contracts. The officer or agency of the town authorized by Section 3.12.040 of this code to do so shall award contracts.

J. Performance Bonds:

1. The purchasing officer may require a performance bond in such amount as may be reasonably necessary to ensure performance before entering into any contract.

2. If a performance bond is required, the form and amount of the bond shall be described in the notice inviting bids.
11 3.12.090 Sole-source purchasing.

In this case, the purchasing officer or authorized designee shall conduct negotiations, as appropriate, as to price, delivery, and terms. All other provisions of this Chapter shall remain applicable.”

3.12.100 Reserved.

3.12.110 Emergency purchases.

Purchases for amounts greater than one hundred thousand dollars ($100,000.00) must be approved by the town council.

B. When making an emergency purchase, the requesting department shall complete a waiver of bid form and submit it to the purchasing officer.

C. At the next meeting of the town council following to town administrator making. or authorizing others to make, emergency purchases pursuant to this section, the town administrator shall provide in writing a summary of cause all such purchases to the town council. No further action to ratify or approve such purchases is required of the town council.

3.12.120 Exemptions from bidding procedure.

A. Purchases of three thousand dollars ($3,000.00) or less.

B. Sole-source purchases in accordance with Section 3.04.090 of this code.

C. Emergency purchases in accordance with Section 3.04.110 of this code.

5. Commented [13]: As discussed in Att. 5, issue raised by council member after expenditure of funds under
emergency declaration.
12 where the town contracts with suppliers who have been awarded contracts by the state or other local agencies for the purchase of supplies, equipment, and/or services under a competitive process and are able to have the bid prices they received extended to the town.

E. Purchases of professional services in accordance with Section 3.04.050 of this code.

F. Purchases of supplies, equipment, or services made with federal grant funds which are governed by a separate policy adopted by resolution of the town council, as may be amended from time to time.

3.12.130 Disposition of surplus personal property.

1. The town administrator may authorize the sale or disposition of surplus personal property which has a market value equal to or less than his or her contracting authority under Section 3.04.040.

2. The town council may authorize the sale or disposition of surplus personal property which has a market value in excess of the town administrator’s contracting authority under Section 3.04.040.

3. Any surplus personal property within his or her contracting authority may be sold or disposed of by the town administrator as follows:
a. Surplus property with an estimated market value of less than one hundred dollars ($100.00) may be disposed of by the department head, upon written approval of the town administrator, in the manner most advantageous to the town considering the value of the property and the cost of sale, including, but not limited to, sale by salvage, recycling or disposal. b. Surplus personal property with an estimated market value of more than one hundred dollars ($100.00) but less than or equal to five thousand dollars ($5,000.00) per individual item of property may be sold or disposed of by any method the town administrator determines to be most advantageous to the town considering the value and nature of the property and the cost of sale, including, but not limited to, sale by salvage, recycling or disposal. c. Surplus personal property with an estimated market value of greater than five thousand dollars ($5,000.00) per individual item of property shall be sold under sealed bid or by public auction. Public auctions may include electronic bidding or auction services.
13 d. Disposition of surplus personal property pursuant to this section shall be “as is” without warranty, express or implied, and the buyer shall agree to pay applicable sales or transfer taxes.
e. Notwithstanding other provisions in this section, surplus personal property may be sold to another public entity for market value or traded for market value equivalent property or services as approved by the town administrator. f. Notwithstanding other provisions in this section, surplus personal property of any value may be traded in as consideration toward the acquisition of other personal property upon written approval of the town administrator. g. Notwithstanding other provisions in this section, surplus personal property of any value may be transferred to other town departments without consideration as approved by the town administrator.

B. The town council may, by resolution, authorize the donation of surplus personal property, if the town council finds that such donation serves a public purpose or benefit. All donations pursuant to this section shall be “as is” without warranty, express or implied, and the transferee shall agree to defend, indemnify and hold harmless the town, its officers and employees from any claim, cause of action, damage, loss or liability arising out of the condition of the property or its use by the organization or subsequent transferee.

1. A description of the property transferred;

2. The name of the transferee;

3. The date of transfer;

4. The gross receipts, net receipts and/or transaction costs; and

5. A description, including the value of any personal property received in exchange for the property transferred.
14 E. Such records shall be kept consistent with the town’s records retention policy.

C. General provisions.
a. Whenever any reference is made to any other ordinance or law, such reference shall be deemed to include all future amendments and successor statutes or ordinances thereto.
b. The dollar limits set forth in this Chapter shall adjust without council action as necessary to comply with amendments to the Act and any procedures adopted by the state controller.
c. Plans, specifications, and/or working details adopted by the Town for any public project are public records, subject to examination upon request.

D. Contracts for public projects and maintenance work.
a. Public projects and maintenance work for $75,000 or less. i. The town administrator is authorized to award a contract for public projects and/or maintenance work if the lowest bid received is seventyfive thousand dollars ($75,000.00) or less. ii. Public projects and/or maintenance of seventy-five thousand dollars ($75,000.00) or less to be may be performed by town employees , by negotiated contract, or by purchase order without competitive bidding. b. Public projects and maintenance work for $75,000 or more, but less than or equal to $220,000.
i. Bid specifications shall be prepared and notices inviting bids shall be solicited as set forth in section 3.12.140.E of this chapter. ii. The town administrator is authorized to award a contract for public projects and/or maintenance work if the lowest bid received is seventyfive thousand dollars ($75,000.00) or more, but less than or equal to two hundred twenty thousand dollars ($220,000).
iii. If all bids received are in excess of two hundred twenty thousand dollars ($220,000), the town council may adopt a resolution by a four-fifths (4/5) 15 vote to award the contract at two hundred thirty-five thousand dollars ($235,000) or less to the lowest responsible bidder, if the town council determines the cost estimate of the project prepared by the town was reasonable. Where town council does not adopt a resolution in accordance with the provisions of this subsection, the project shall be rebid.
c. Public projects and maintenance work for more than $220,000. i. Public project and maintenance work of more than two hundred twenty thousand dollars ($220,000) shall be approved by the Town Council. ii. The town council shall adopt plans, specifications, and working details for all public projects up to two hundred twenty thousand dollars ($220,000). iii. Public projects and/or maintenance work of more than two hundred twenty thousand dollars ($220,000.00) shall require competitive written bidding. A notice inviting bids shall be published and sent in compliance with the provisions of Public Contract Code section 22037. In addition, bid plans and working details shall be adopted by the town council for all public projects exceeding two hundred twenty thousand dollars ($220,000.00).

E. Informal bidding procedures.

Public projects and maintenance of $220,000 or less may be let to contract by informal procedures as set forth in the Act, including the following procedures:
a. Contractors list. The town shall comply with the requirements of Public Contract Code Section 22034 regarding maintaining a list of qualified contractors identified according to categories of work.
b. Notice inviting informal bids.
i. Circulation. Where a public project or maintenance work is to be performed which is subject to the provisions of this section, a notice inviting informal bids shall be circulated using one or both of the following alternatives:

1. Notices inviting informal bids may be mailed or emailed to all contractors for the category of work to be bid, as shown on the list developed in accordance with subsection (a) above.

Commented [14]: As discussed in Att. 5, issue raised
by council member after last meeting.
16 c. Rejection of bids; bid irregularities. The town administrator may, in their sole discretion, reject any or all bids presented and waive any minor irregularity or informality in such bids.
d. Award of contract. The town administrator is authorized to award and execute contracts informally bid in accordance with this section, provided that the expenditure is within the approved budget and the contract is in a form approved by the town attorney. Such contracts shall be awarded to the lowest responsible bidder.
e. Tie bids; no bids received. If two or more bids are the same and the lowest, the town administrator may accept the one he or she chooses. If no bids are received through the informal procedures set forth in this section, the project may be performed by town employees, by force account or negotiated contract without further complying with this section.
f. Acceptance of work. Upon the completion of work pursuant to a contract awarded pursuant to this section, the town administrator may accept the work and may authorize the filing of the notice of completion, the release of funds retained upon such filing, and the release of any bonds upon the conclusion of their respective warranty periods.
g. Performance bonds. The town administrator may require a performance bond before entering a contract awarded pursuant to this section in such amount as the public services director or their designee finds reasonably necessary to protect the best interests of the town. If the town requires a performance bond, the form and amount of the bond shall be described in the notice inviting bids.

Attachment 4 3
391067.1
[DRAFT] ORDINANCE NO. __

AN URGENCY ORDINANCE OF THE TOWN COUNCIL OF THE

TOWN OF FORT JONES, CALIFORNIA ADDING CHAPTER

3.12 “PURCHASING” TO THE FORT JONES MUNICIPAL
CODE; AND FINDING THE ORDINANCE NOT SUBJECT TO
CEQA
WHEREAS, Government Code section 54201 et seq., authorizes the Town Council to adopt policies and procedures governing Town purchases of supplies and equipment by ordinance;
WHEREAS, amendments to Title 3 “Revenue and Finance” of the Fort Jones Municipal Code are necessary to remain in compliance with updated federal procurement requirements and address consistency with financial policies;
WHEREAS, the Town Council finds it necessary and desirable to add Chapter 3.12 (Purchasing) to Title 3 (Revenue and Finance) of the Fort Jones Municipal Code WHEREAS, the Town Council has by Resolution ___ adopted on March 10, 2025, elected to become subject to the uniform construction cost accounting procedures promulgated by the State Controller pursuant to the California Uniform Public Construction Cost Accounting Act, (“Act”), (Public Contract Code ("PCC") § 22000 et seq.); WHEREAS, Public Contract Code Section §22034 requires that public agencies who elect to be subject to the Act adopt an ordinance establishing informal bidding procedures for public projects and sets forth the requirements of said informal bidding ordinance; WHEREAS, this Ordinance is an urgency ordinance pursuant to Government Code Section 36934 and 36937;
WHEREAS, the Town Council finds and determines that due to the state of certain public works improvements, the length of time to make repairs to such improvements, and the duration to amend the purchasing ordinance to address changes required by the code, the immediate preservation of the public health, safety and welfare requires that this Ordinance be enacted as an urgency ordinance pursuant to Government Code Section 36934 and take effect immediately upon adoption. Therefore, this Ordinance is necessary for the immediate preservation of the public peace, health, safety and welfare and its urgency is hereby declared; and WHEREAS, the Town Administrator recommends this Ordinance to meet the requirements of said informal bidding procedures.

NOW, THEREFORE, the Town Council of the Town of Fort Jones does ordain as follows:

SECTION 1. RECITALS: The foregoing recitals are true and correct and incorporated into the findings herein.

SECTION 2: CODE ADOPTION: Chapter 3.12 (Purchasing) of Title 3 (Revenue and Finance) of the Fort Jones Municipal Code is hereby added as set forth in Exhibit “A” attached to this Ordinance and incorporated herein by reference.
2 SECTION 3. CEQA: The Ordinance is not a Project within the meaning of the California Environmental Quality Act (CEQA) (Public Resources Code section 21000, et seq.) pursuant to CEQA Guidelines (California Code of Regulations, Title 14, section 15000, et seq.) section 15061(b)(3). This Ordinance involves updates and revisions to existing regulations. It can be seen with certainty that the proposed Municipal Code text amendments will have no significant effect on the environment.

SECTION 4. SEVERABILITY: If any section, subsection, sentence, clause, phrase or portion of this Ordinance is for any reason held to be invalid or unconstitutional by the final decision of any court of competent jurisdiction, such decision shall not affect the validity of the remaining portions of this Ordinance. The Town Council declares that it would have adopted this Ordinance, and each section, subsection, sentence, clause, phrase or portion thereof, irrespective of the fact that any one or more sections, subsections, phrases or portions might be declared invalid or unconstitutional, and, to that end, the provisions hereof are hereby declared to be severable.

SECTION 5. SUMMARY: Upon request of the Town Administrator or Town Clerk, the Town Attorney may prepare a summary of this Ordinance for the purposes of publication.

AYES:

NOES:

ABSENT:
________________________________
Madeliene DeAndreis
Mayor, Town of Fort Jones
ATTEST:
____________________________
Jessie Monday
Town Clerk, Town of Fort Jones
1 EXHIBIT A
Sections:

3.124.010 Purpose.

3.12.020 Definitions.

3.12.030 Powers and duties.

3.12.040 Purchasing guidelines.

3.12.050 Purchase agreements.

3.12.060 Award of contracts to businesses located in the town.

3.12.070 Informal bid procedure.

3.12.080 Formal bid procedure.

3.12.090 Sole-source purchasing.

3.12.100 Sole-source purchases from businesses within the town.

3.12.110 Emergency purchases.

3.12.120 Exemptions from bidding procedure.

3.12.130 Disposition of surplus personal property.

3.12.140 Uniform Construction Cost Accounting Procedures

3.12.010 Purpose.

3.12.020 Definitions.

3.12.030 Powers and duties.

A. Department heads:
3 1. Shall have the power to:
a. Negotiate and recommend to the town council contracts for the purchase of supplies, equipment, and/or services on behalf of their respective departments.
b. Approve purchase orders and professional service agreements for the benefit of their respective departments for amounts up to five hundred dollars ($500) without consent and approval of the town administrator if such amount is allowed under the existing budget, and up to five thousand dollars ($5,000.00), with consent and approval by the town administrator. c. Execute contracts for the purchase of supplies, equipment and/or services for the benefit of their respective departments in accordance with the policies and procedures prescribed by this chapter.
d. Increase the time for performance or the not-to-exceed amounts prescribed by professional service agreements for which they are responsible by up to ten (10) percent of the original agreement amount if they reasonably conclude that doing so will result in cost and/or time savings to the town.

Commented [1]: To address request of
councilmember.

B. The purchasing officer:

C. The town administrator:

1. Review and process payment to vendors after receiving properly coded and approved invoices.

2. Prepare the warrant/check register and submit to the town clerk for vendor payment issuance.

E. The town clerk shall have the power to issue payment to vendors after receiving an approved warrant/check register from the finance director.

3.12.040 Purchasing guidelines.

Purchases in this range do not require a purchase order or a professional service agreement unless otherwise required by the vendor.

Purchases in this range require that a purchase order or a professional service agreement be prepared and approved by the department head, the town administrator, and town council.

H.I.Competitive bidding for public works contracts for public projects over $5,000 as required for general law cities under Public Contract Code §20162 is not affected by this ordinance..

Purchase Order and Professional Service Agreement Requirement Matrix Contract Amount Purchase
Order
Professional
Services
Agreement
Bidding
Process
Authorization Required
$500.00 or less Not required Not required None Department head only, if allowed under existing
budget
$501.00 to
5,000.00or less
Not required Not required None Department head only,
with approval and
consent of town
administrator
$5,000.01–
$25,000.00
Required Required Informal Department head and
either (i) purchasing
officer or (ii) town
administrator
$25,000.01–
$50,000.00
Required Required Informal Department head, town
administrator, and town
council
Commented [5]: To address request by Council
Commented [6]: As discussed in Att. 5, to clarify
intent with new threholds.

Commented [7]: Added for clarity.

Commented [8]: To address request by
councilmember.

See Att. 5.

3.12.050 Purchase agreements.

A. Professional service agreement (PSA):

1. Professional service agreements are used to purchase professional services as defined in Section 3.12.020.

4. Authority to approve a professional service agreement shall be as specified in Section 3.12.040.

5. Authority to modify a professional service agreement shall be as specified in Section

3.12.040 based on the total not-to-exceed value of the agreement, including any proposed increase in the not-to-exceed value.

B. Purchase order (PO):

1. Purchase orders are used to purchase supplies, material, and/or equipment having a cost greater than five thousand dollars ($5,000.00). They are not to be used to secure professional services.

2. Authority to approve a purchase order shall be as specified in Section 3.12.040.

3.12.060 Award of contracts to businesses located in the town.

A. In establishing a preference to local businesses in the award of contracts for supplies, equipment or services under this chapter, the town council finds that local businesses are disadvantaged in comparison to business located outside the town, particularly due to longer commutes for the delivery of goods and services and the high gas prices which increase the cost of goods and services delivered to and from the town limits. The town council also finds that awarding contracts to local businesses results in financial advantages to the town.

B. Town personnel are directed to use their best efforts to purchase supplies, equipment, and services from local businesses whenever possible and consistent with the terms of this policy.

3.12.070 Informal bid procedure.

When the informal bid procedure is required, purchases shall be made in compliance with the following:

3.12.080 Formal bid procedure.

When the formal bid procedure is required, purchases shall be made following compliance with the following:

C. Bidder’s Security:

2. Any requirement for bid security must be included in the public notice inviting bids.

3. The security shall be in an amount equal to at least ten (10) percent of the bid amount.

E. Bid Opening Procedure:

1. Sealed bids shall be submitted to the office of the town clerk and shall be identified as “Submitted Bid” on the envelope.

2. Bids shall be opened at the time and place stated in the notice inviting bids.

F. Rejection of Bids. The officer or agency of the town authorized to award the contract may reject any and all bids and require the purchasing officer or department head to rebid the purchase.

G. Award of Contracts. The officer or agency of the town authorized by Section 3.12.040 of this code to do so shall award contracts.

J. Performance Bonds:

1. The purchasing officer may require a performance bond in such amount as may be reasonably necessary to ensure performance before entering into any contract.

2. If a performance bond is required, the form and amount of the bond shall be described in the notice inviting bids.
11 3.12.090 Sole-source purchasing.

3.12.100 Reserved.

3.12.110 Emergency purchases.

Purchases for amounts greater than one hundred thousand dollars ($100,000.00) must be approved by the town council.

B. When making an emergency purchase, the requesting department shall complete a waiver of bid form and submit it to the purchasing officer.

3.12.120 Exemptions from bidding procedure.

A. Purchases of three thousand dollars ($3,000.00) or less.

B. Sole-source purchases in accordance with Section 3.04.090 of this code.

C. Emergency purchases in accordance with Section 3.04.110 of this code.

E. Purchases of professional services in accordance with Section 3.04.050 of this code.

F. Purchases of supplies, equipment, or services made with federal grant funds which are governed by a separate policy adopted by resolution of the town council, as may be amended from time to time.

3.12.130 Disposition of surplus personal property.

1. The town administrator may authorize the sale or disposition of surplus personal property which has a market value equal to or less than his or her contracting authority under Section 3.04.040.

2. The town council may authorize the sale or disposition of surplus personal property which has a market value in excess of the town administrator’s contracting authority under Section 3.04.040.

3. Any surplus personal property within his or her contracting authority may be sold or disposed of by the town administrator as follows:
a. Surplus property with an estimated market value of less than one hundred dollars ($100.00) may be disposed of by the department head, upon written approval of the town administrator, in the manner most advantageous to the town considering the value of the property and the cost of sale, including, but not limited to, sale by salvage, recycling or disposal. b. Surplus personal property with an estimated market value of more than one hundred dollars ($100.00) but less than or equal to five thousand dollars ($5,000.00) per individual item of property may be sold or disposed of by any method the town administrator determines to be most advantageous to the town considering the value and nature of the property and the cost of sale, including, but not limited to, sale by salvage, recycling or disposal. c. Surplus personal property with an estimated market value of greater than five thousand dollars ($5,000.00) per individual item of property shall be sold under sealed bid or by public auction. Public auctions may include electronic bidding or auction services.
13 d. Disposition of surplus personal property pursuant to this section shall be “as is” without warranty, express or implied, and the buyer shall agree to pay applicable sales or transfer taxes.
e. Notwithstanding other provisions in this section, surplus personal property may be sold to another public entity for market value or traded for market value equivalent property or services as approved by the town administrator. f. Notwithstanding other provisions in this section, surplus personal property of any value may be traded in as consideration toward the acquisition of other personal property upon written approval of the town administrator. g. Notwithstanding other provisions in this section, surplus personal property of any value may be transferred to other town departments without consideration as approved by the town administrator.

1. A description of the property transferred;

2. The name of the transferee;

3. The date of transfer;

4. The gross receipts, net receipts and/or transaction costs; and

D. Contracts for public projects and maintenance work.
a. Public projects and maintenance work for $75,000 or less. i. The town administrator is authorized to award a contract for public projects and/or maintenance work if the lowest bid received is seventyfive thousand dollars ($75,000.00) or less. ii. Public projects and/or maintenance of seventy-five thousand dollars ($75,000.00) or less to be may be performed by town employees , by negotiated contract, or by purchase order without competitive bidding. b. Public projects and maintenance work for $75,000 or more, but less than or equal to $220,000.
i. Bid specifications shall be prepared and notices inviting bids shall be solicited as set forth in section 3.12.140.E of this chapter. ii. The town administrator is authorized to award a contract for public projects and/or maintenance work if the lowest bid received is seventyfive thousand dollars ($75,000.00) or more, but less than or equal to two hundred twenty thousand dollars ($220,000).
iii. If all bids received are in excess of two hundred twenty thousand dollars ($220,000), the town council may adopt a resolution by a four-fifths (4/5) 15 vote to award the contract at two hundred thirty-five thousand dollars ($235,000) or less to the lowest responsible bidder, if the town council determines the cost estimate of the project prepared by the town was reasonable. Where town council does not adopt a resolution in accordance with the provisions of this subsection, the project shall be rebid.
c. Public projects and maintenance work for more than $220,000. i. Public project and maintenance work of more than two hundred twenty thousand dollars ($220,000) shall be approved by the Town Council. ii. The town council shall adopt plans, specifications, and working details for all public projects up to two hundred twenty thousand dollars ($220,000). iii. Public projects and/or maintenance work of more than two hundred twenty thousand dollars ($220,000.00) shall require competitive written bidding. A notice inviting bids shall be published and sent in compliance with the provisions of Public Contract Code section 22037. In addition, bid plans and working details shall be adopted by the town council for all public projects exceeding two hundred twenty thousand dollars ($220,000.00).

E. Informal bidding procedures.

1. Notices inviting informal bids may be mailed or emailed to all contractors for the category of work to be bid, as shown on the list developed in accordance with subsection (a) above.

Attachment 5
Questions and Comments Regarding Proposed Chapter 3.12

1. Does the ordinance apply to all purchases?
Yes. But for certain public works projects, provisions under the CUPCCA can be used.

2. Can we establish that a purchase below $500.00 does not need to be approved by the City Administrator as long as it is within budget, and a receipt is provided to the purchasing officer?
Yes. That would mean amending 3.12.030.A.1.b to read as follows:
“A. Department Heads:
“1. Shall have the power to:
…
“b. Approve purchase orders and professional service agreements for the benefit of their respective departments for amounts up to five hundred dollars ($500) without consent and approval of the town administrator if such amount is allowed under the existing budget, and up to five thousand dollars ($5,000.00) with consent and approval by the town administrator.”
That would mean also amending 3.12.040 to read as follows:
“A. Purchases of supplies, equipment, or services for amounts equal to five hundred dollars ($500) do not require a bidding process and may be approved by a department head if such amount is allowed under the existing budge without approval of the town administrator, and five thousand dollars ($5.000.00) or less do not require a bidding process and may be approved by a department head, with consent and approval by the town administrator. Purchases in this range do not require a purchase order or a professional service agreement unless otherwise required by the vendor.”
This would also require amending the chart in 3.12.040 to include the following lines:

Att. 5
page 2
Contract
Amount
Purchase
Order
Professional
Services
Agreement
Bidding
Process
Authorization
Required
$500.00 or less Not Required Not Required None Department Head only if
allowed under
existing budget
$500.01 to
$5,000.00
$3,000.00
Not Required Not Required None Department
Head with
approval and
consent of
town
administrator
$3,000.01
5,000.01–
$25,000.00
Required Required Informal Department
head and either
(i) purchasing
officer or (ii)
town
administrator
These changes are reflected in Attachments 3 and 4.

3. Does the total amount expended after the 10% increase addressed in section

3.12.030.A.1.d have to be under the $5,000?
Yes. The intent is that minor contracts can have a 10% increase in the original contract amount by a minor contract amendment over the original total amount a Department head could expend. This means that the 10% increase for cost saving amendments would need to be within the $5,000 cap. If an increase were necessary, that contract amendment would then need to be approved by the purchasing officer or town administrator as it now is within the next approval level. It would not require a change to informal bidding however.

If council wants to increase that to allow for 10% over the $5,000 cap, that section -- without coming to council or the Town Administrator, section

3.12.030.A.1.d could be amended to read as follows:
“A. Department Heads:

Att. 5
page 3
“1. Shall have the power to:
…d. Increase the time for performance or the not-to-exceed amounts prescribed by professional service agreements for which they are responsible by up to ten (10) percent of the original agreement amount if they reasonably conclude that doing so will result in cost and/or time savings to the town. Such increase amount may exceed the amount specified in section 3.12.0303.A.1.b above.

This change is not reflected in any of the Attachments.

4. Is the 10% contract increase applicable to contracts in 3.12.050.A and B? No. There is no provision for an increase to the contract on a percentage basis for contracts across the board on a percentage basis. However, it would not prevent an increase in the total contract amount to be accomplished through a change order or contract amendment with that contractor/vendor. Under such situation, if the increase raised the total contract amount above the various thresholds (e.g., $5,000/$25,000/$50,000) then the contract would not be effective until approval came from that next highest authority.

5. Is a contract using the 10% increase in 3.12.030.A.1.d void under

3.12.030.D.3.b which identifies purchase order over the amount of the contract as void?
Yes, to the extent that the agreement amount has been exceeded and not otherwise amended. If a contact has been properly amended under

3.12.030A.1.d, it would be valid only up to $5,000. Under 3.12.030.D.3.b the purchasing officer is instructed to withhold payment unless and until the contract is valid. Purchase orders could only be issued for contracts under $5,000 total value. To issue purchase orders above such amount, the next level of contact approval authority would need to be given (i.e., Town administrator or Town Council).

6. Can we change the threshold for agreements to be reviewed by the Town Attorney?
Yes. The provision in 3.12.040.G can be amended to be any dollar amount. It can be changed to, “All informal bidding process purchasing agreements shall be reviewed by the town attorney”. However, this might be misunderstood to preclude formal bidding agreements. If the desire is to have more review by the Town Attorney, it is recommended that it be written Att. 5
page 4
as follows: “For all purchase agreements and contracts over $500, the Town Attorney shall approve as to form.”
These changes are reflected in Attachments 3 and 4. The provision in Attachments 1 and 2 have been change to reflect the increase in purchase agreements above the $5,000 level.

7. Please explain the justification for the local preference provision at

3.12.060. If a local business is closer to the town then the cost for them is going to be less than someone is coming from out of town because of drivetime, hauling material and equipment, etc. so why would we have the locals have a 5% preference?
This provision assumes that the costs that would be disadvantageous to businesses in town are due to the longer travel distance for supplies and suppliers outside of town to the businesses in town as compared to businesses located elsewhere which would have shorter distances to their supplier. An example would be the added distance and therefore cost for a contractor in Fort Jones to get to a supplier in Yreka, as compared to a contractor in Montague to get to that same supplier in Yreka.

The interpretations favoring local business provisions do not focus on the length of time a contractor has been established in town. Rather, the focus for qualifying as a local business is whether taxes will be paid by the business to the town. Other methods for establishing a local business preference, such as minimum amount of time established prior to or after award of contract, would be susceptible to legal challenge.

8. What is the document retention schedule?
The Town Clerk and the Town Attorney will work on revising the Town Retention Schedule.

9. What is a waiver of bid form?
The Town Attorney will work on developing a form document for waiver of bid referenced in 3.12.090 regarding justification for sole source purchasing.

10. What is intent with a sole source regarding following purchasing guidelines?
Att. 5
page 5
The intent under 3.12.090 is that only the competitive bidding requirements (i.e., multiple bidders) is waived. All other provisions of the purchasing guidelines remain.

No language currently exists in attachments 1 or 2.

Additional language to clarify this issue is added to Attachments 3 and 4, as follows:
“C. If it is determined that there is only a single source for the purchasing of a particular item or service, upon review and approval of the request by the purchasing officer and the town administrator, the contract may be awarded to the sole source vendor without competition. In this case, the purchasing officer or authorized designee shall conduct negotiations, as appropriate, as to price, delivery, and terms. All other provisions of this Chapter shall remain applicable.”

11. How is the Council made aware of emergency purchases? No provision currently exists in attachments 1 or 2 to require notification to council during a declared emergency. Additional language to clarify this issue is added to Attachments 3 and 4, and could be added to 1 and 2 if , as follows:
“C. At the next meeting of the town council following to town administrator making. or authorizing others to make, emergency purchases pursuant to this section, the town administrator shall provide in writing a summary of cause all such purchases to the town council. No further action to ratify or approve such purchases is required of the town council.”

12. Does the sale of a fire truck to another agency qualify as surplus personal property under 3.12.130 3e?
Yes. Sale of any personal property owned by the town to any other public agency only needs to be declared surplus and would not have to go through the sale or public auction provisions in 3.12.130.A.3.a-c. The equipment would still need to be approved by the town council to declare it as surplus by status under 3.12.130.A.

13. Should the statement “estimate of the town” in 3.12.140.D.b.iii be “estimate of the project”?
Att. 5
page 6
That distinction is not legally necessary. The context of the “estimate of the town” refers to the estimate prepared by the town. While not necessary, it has been changed in Attachments 3 and 4, as follows:
“iii. If all bids received are in excess of two hundred twenty thousand dollars ($220,000), the town council may adopt a resolution by a four-fifths (4/5) vote to award the contract at two hundred thirty-five thousand dollars ($235,000) or less to the lowest responsible bidder, if the town council determines the cost estimate of the project prepared by the town was reasonable. Where town council does not adopt a resolution in accordance with the provisions of this subsection, the project shall be rebid.” Attachment 6
391060.1
[DRAFT] RESOLUTION NO. ____

RESOLUTION OF TOWN COUNCIL OF THE TOWN OF FORT JONES

ELECTING TO ADOPT THE UNIFORM PUBLIC CONSTRUCTION COST

ACCOUNTING ACT (CUPCCA) PROCEDURES
WHEREAS, prior to the passage of Public Contract Code Sections 22000 to 22045, known as the California Uniform Public Construction Cost Accounting Act (CUPCCA)(“the Act”), existing law did not provide a uniform cost accounting standard for construction work performed or contracted by local public agencies; and, WHEREAS, the Act establishes such a uniform cost accounting standard; and, WHEREAS, the Commission established under the Act has developed uniform public construction cost accounting procedures for implementation by local public agencies in the performance of or in the contracting for construction of public projects; and WHEREAS, the Town Council of the Town of Fort Jones has determined that adoption of the resolution to be of public benefit from the raised force account limit and the informal bidding procedures, as more projects are completed in a timely manner because of the streamlined awards process and the reduction in paperwork related to advertising and report filing.

NOW, THEREFORE, BE IT RESOLVED that the Town Council of the Town of Fort Jones , Siskiyou County, California, hereby elects under Public Contract Code section 22030 to become subject to the uniform public construction cost accounting procedures set forth in the Act and to the Commission's policies and procedures manual and cost accounting review procedures, as they may each from time to time be amended, and directs that the Finance Director notify the State Controller forthwith of this election.

PASSED, APPROVED AND ADOPTED by the Town Council of the Town of Fort Jones in a meeting thereof held on March __, 2025, by the following:

VOTE
Ayes:

Nays:

Absent:

Signature: ____________________________________ Date: ___________ Madeleine DeAndreis
Mayor, Town of Fort Jones
ATTEST
Signature: ____________________________________ Date: ___________ Jessie Monday
Town Clerk, Town of Fort Jones
The Town of Fort Jones (City Hall)
11960 East Street
Fort Jones, California 96032
The Town of Fort Jones
Proposed Agenda Item for March 10th 2025
Regular Meeting
Subject
SHN proposal to FJ for various engineering services
Type of Action
Approval of SHN’s proposal to the Town.

Summary of the Issue(s)
The Town in the past contracted with SHN to do the necessary engineering tasks needed to upgrade our wastewater treatment plant. These services were paid for by the Town’s WWTF planning grant. This planning grant pays for engineering a new upgraded treatment plant.

Recently the Town was awarded an amendment to the WWTF grant to be able to complete the 100% designs and specifications of the facility. This amendment is attached for your review. This amendment will pay for SHN’s services to the Town.

Also attached is SHN’s proposal, which has been viewed by the Towns engineer and deemed a reasonable fee for the associated costs.

Recommendation
The Town Administrator recommends that we move quickly to review and approve SHN’s proposal to complete the designs and specifications for the WWTF grant.

Fiscal Analysis (as appropriate)
Grant funded
R:\Redding\2016\516035-FJ-WWTF\Setup\DesignAmendment\20250226FortJones-WW-DesignContract.docx 1 Reference: _________
Service Agreement
This Agreement is made this _____________ day of ______________, 2025, between Town of Fort Jones subsequently referred to as "CLIENT," and SHN Consulting Engineers & Geologists, Inc., 812 W. Wabash Avenue, Eureka, California, a California Corporation, subsequently referred to as "SHN.” SHN’s professional work is conducted by or under the direction of licensed engineers and geologists. The work under this contract will be under the direction of Anders Rasmussen (CA PE #C58184, located at SHN Consulting Engineers & Geologists, Inc., 803 Main Street, Suite 401, Klamath Falls, Oregon, 97601. SHN may assign another appropriately licensed person to direct such work by providing reasonable notice of such to CLIENT.

1. Project
A. By joining in this Agreement, CLIENT retains SHN to provide consulting services for Wastewater Treatment Facility CEQA Update and Design Project and subsequently referred to as "Project."
B. CLIENT is aware that no work will begin until both CLIENT and SHN sign this Agreement.

CLIENT is aware that work on Project has begun in good faith, and that remaining work will follow execution of this Agreement by both CLIENT and SHN. CLIENT’s request to begin work prior to execution of this Agreement constitutes CLIENT’s acceptance of this Agreement and all of its provisions with respect to work performed both prior to and after execution of this Agreement unless such work was performed pursuant to separate written agreement or as otherwise expressly set forth to the contrary herein.

2. Scope of Services
A. By this Agreement, the scope of SHN's services is limited to:
(i) See Exhibit A
B. SHN will not be responsible for any services not specifically listed under 2(A) above, including but not limited to:
(i) See Exhibit A
C. Except as expressly provided for in Sections 3(C) and 5(B) hereof, there will be no addition or deletion to the scope of services, schedule for performance, or the fees charged for such services without the written consent of both parties. Such written consent addressing the scope of services, schedule for performance, and fees charged for such services shall be required prior to any additional work being provided except as otherwise provided for in Sections 3(C) and 5(B) hereof.

3. Work Schedule
A. SHN will perform the services described in the scope of services, in conformance with the following schedule:
(i) See Exhibit A
B. Reasonable schedule extensions will be allowed for any delay that is beyond the control of SHN. Matters beyond the control of SHN that may give rise to schedule extensions include, but are not limited to inclement weather, unanticipated Project conditions, R:\Redding\2016\516035-FJ-WWTF\Setup\DesignAmendment\20250226FortJones-WW-DesignContract.docx 2 delays in obtaining necessary third party approvals regarding the Project, illness or death of key Project personnel, and delays caused by third parties working on the Project. In the event of delay allowed for herein, the parties agree to work together in good faith to make appropriate modifications to the schedule described in Section 3(A) above. SHN shall not be liable for damages arising out of any such delay and shall not be deemed to be in breach of this agreement as a result thereof.

C. In the event there is a change to the scope of services that is agreed to in writing by the parties, but the parties fail to agree upon a change to the above described schedule for performance of the services, a reasonable extension to the schedule will be allowed to accommodate the change to the scope of services.

4. General Conditions
The following general conditions are incorporated into and made part of this Agreement:

A. SHN is an independent contractor and will maintain complete control of and responsibility for its employees, subconsultants, subcontractors, and agents.

B. CLIENT will provide SHN with all available information concerning this Project, including electronic copies, as necessary. SHN shall be entitled to rely, without liability, on the accuracy and completeness of any and all information and services provided by CLIENT, CLIENT’s consultants and contractors, and information from public records, without the need for independent verification.

C. In order to complete the work, CLIENT will provide the right of entry for SHN and subcontractor personnel.

D. While SHN will take all reasonable precautions to minimize any damage to the property, it is understood by CLIENT that in the normal course of work some damage may occur, the correction of which is not part of this Agreement unless otherwise noted. In the execution of work, SHN will take all reasonable precautions to avoid damage to surface and subsurface structures and/or utilities. CLIENT agrees to hold SHN harmless for any damages to subsurface structures and/or utilities that are not called to SHN's attention and are not currently shown on the plans furnished or otherwise identified by CLIENT.

E. In the course of performing the Scope of Services as outlined in this Agreement, previously unknown or unidentified hazardous materials or substances may be encountered. In such event, SHN will not be considered the Owner, in control of, or responsible for said materials. SHN's sole responsibility will be to notify CLIENT of said hazardous materials and possible courses of action for CLIENT to pursue. All work on the Scope of Services outlined in this Agreement will cease until hazardous conditions have been resolved. Any additional work with regard to the hazardous material mitigation measures will be subject to negotiation of a new Agreement. CLIENT agrees to indemnify, defend, and hold SHN, its agents, employees, officers, directors, and independent contractors harmless from any liability relating to or arising from the breach of CLIENT’s duties hereunder.

In addition, if cross-contamination of aquifers or other hydrous bodies were to occur in connection with the Scope of Services provided hereunder, CLIENT waives any and all claims against SHN and agrees to defend, indemnify, and hold SHN harmless from any claim or liability for injury or loss that may arise as a result of alleged crosscontamination. CLIENT further agrees to compensate SHN for any time spent or expenses R:\Redding\2016\516035-FJ-WWTF\Setup\DesignAmendment\20250226FortJones-WW-DesignContract.docx 3 incurred by SHN in defense of any such claim, in accordance with SHN's prevailing fee schedule and expense reimbursement policy.

F. SHN will take reasonable precautions to safeguard its own employees. Except as otherwise expressly agreed to in writing by SHN, SHN will have no responsibility for any Project safety program or the safety of any entity or person other than SHN and its employees.

G. Services performed by SHN under this Agreement will be conducted in a manner consistent with that level of care and skill ordinarily expected by members of the profession currently practicing in the same locality, under similar conditions. SHN will comply with applicable laws, rules, and regulations applicable to the scope of services.

H. No representation, express or implied, of warranty or guarantee is included or intended in this Agreement or in any report, opinion, document, or otherwise.

I. CLIENT recognizes that subsurface conditions at various locations on the Project property may vary from those encountered at the location where borings, surveys, or explorations are made by SHN.

J. The data, interpretations, and recommendations of SHN are based solely on the information available to SHN. SHN will be responsible for its data, interpretations, and recommendations, but will not be responsible for interpretations of the developed information made by others.

K. Unless express provisions to the contrary are provided herein, SHN shall retain ownership and all copyrights to any plans, specifications, reports, and any other documents it creates for CLIENT, its agents, or assigns. Upon payment to SHN as set forth herein, CLIENT is merely granted a license to use such documents for the Project described herein.

L. In such a case where CLIENT requests that SHN provide machine-readable information and data regarding PROJECT to CLIENT or CLIENT’s authorized agent, SHN shall not be liable for claims, liabilities, or losses arising out of or in connection with:
(i) the modifications or misuse by CLIENT or third parties of such electronic data; (ii) decline of accuracy of readability of electronic data due to inappropriate storage conditions or duration; or
(iii) any use by CLIENT or third parties of such electronic data, for additions to this project, for the completion of this project by others, for generation of record drawings, or for any other project by SHN.

M. Drawings shall not be interpreted as being true scale documents of the proposed work.

CLIENT, by acceptance of such electronic data, agrees to indemnify SHN for damages and liability resulting from the modification, use, or misuse of such electronic data, as described above.

N. Neither CLIENT nor SHN may delegate, assign, or transfer their duties or interest in this Agreement without the written consent of the other party except as expressly allowed for herein. SHN may use third parties it engages to perform the services provided hereunder, and SHN may assign the right to collect any amounts due for work performed pursuant to this Agreement to third parties, without the consent of CLIENT having first been obtained.

O. CLIENT shall review and approve SHN-prepared project documents conforming to the Scope of Services at each phase of the Project.

R:\Redding\2016\516035-FJ-WWTF\Setup\DesignAmendment\20250226FortJones-WW-DesignContract.docx 4 P. Any opinion of the capital, construction, or operating costs of the facilities or operations related to the Scope of Services and prepared by SHN, represents SHN's judgment as a professional and is supplied for the general guidance of CLIENT. Because SHN has no control over the cost of labor, material, or equipment, or over the competitive bidding or market conditions, SHN does not guarantee the accuracy of such opinions as compared to contractor bids or actual costs to CLIENT.

Q. If SHN assists CLIENT in the process of selecting other consultants, contractors, or services, CLIENT shall perform its own due diligence in making a final decision. SHN makes no warranty or guarantee on the performance of the selected consultant, contractor, or service.

R. If CLIENT proposes and goes forward with an objectionable project decision or feature, construction activity, or operational procedure, SHN shall notify CLIENT of its objection and the reasons for the objection. If CLIENT moves forward with the objectionable action, SHN shall be held harmless from liability and negative results related to the action.

S. SHN and CLIENT agree that any dispute arising under this Agreement and the performance thereof with an amount in controversy exceeding $10,000.00 shall be subject to non-binding mediation as a prerequisite to further legal proceedings. The cost of such mediation shall be borne equally by the parties. Any party making a demand for mediation shall do so in writing to the other party, and such demand shall suggest not less than five (5) licensed attorneys with offices located within Humboldt County, California, as disinterested mediators to assist with resolution of the dispute. The parties shall cooperate to arrange mediation with a mediator from such list selected by the nondemanding party to be conducted not less than 60 days after the demand having been made. Failure by a party to cooperate with the foregoing shall enable the other party to proceed to further legal proceedings without completing mediation and the party so failing shall be liable for any damages caused by such. Any pertinent statute of limitations shall be tolled pending the conduct of the above-described mediation process. This Agreement shall be governed by the laws of the State of California, and any litigation or other legal proceedings shall be conducted in the Superior Court of California. The parties agree that this Agreement was negotiated and executed in Humboldt County, California, and as such, agree that the proper venue for adjudication of any disputes arising hereunder shall be the Superior Court of California located in Humboldt County, California. SHN and CLIENT waive any right to a trial by jury.

T. To the fullest extent permitted by law, the total liability, in the aggregate, of SHN and its agents and subconsultants, to CLIENT, and anyone claiming by, through, or under CLIENT, and to any third parties granted reliance, for any claims, losses, costs, or damages whatsoever arising out of, resulting from, or relating to the Project shall not exceed the total compensation received by SHN. CLIENT may negotiate a higher limitation of liability for an additional fee, which is necessary to compensate for the greater risk assumed by SHN.

U. To the extent damages are covered by insurance of CLIENT, CLIENT waives all rights against the contractors, consultants, agents, and employees of SHN for damages, except such rights as CLIENT may have to the proceeds of such insurance. CLIENT shall require its contractors, subcontractors, consultants, subconsultants, agents, and such parties’ employees to execute similar waivers in a form and substance that is acceptable to SHN, in its reasonable discretion. SHN may further require any insurer capable of providing coverage described herein to expressly waive subrogation of claims against SHN, but R:\Redding\2016\516035-FJ-WWTF\Setup\DesignAmendment\20250226FortJones-WW-DesignContract.docx 5 failure of any such insurer to expressly waive subrogation shall in no way create a right of subrogation inconsistent with the terms hereof.

V. SHN and CLIENT waive all consequential damages and any similar damages in tort, including, but not limited to damages for loss of use, profits, revenue, business opportunity, or production for claims, disputes, or other matters arising out of or relating to this Agreement, regardless of whether such claim or dispute is based upon breach of contract or the negligent act, or omission of SHN or its employees, agents, subconsultants, or other legal theory. This mutual waiver shall survive termination or completion of this Agreement.

W. SHN shall be afforded reasonable extensions of time with respect to its duty to perform the Scope of Services provided for herein during the period of any force majeure event.

Force majeure events shall include but are not limited to strikes; labor troubles; lockouts; inclement weather, including but not limited to extreme heat, hail, snow, freezing temperatures, excessive rain, and excessive wind; drought; floods; blocked road access; acts of God; inability to secure necessary materials; mandated or advised shutdowns due to pandemic or other related conditions; earthquakes; mudslides or earthflows; tsunamis, seiches, utility disturbances; acts of war, terrorism, vandalism, and fire. In addition to the foregoing, CLIENT shall be responsible for any additional costs incurred by SHN in the performance of the Scope of Services provided for herein as a result of any force majeure event.

X. Unless noted otherwise in Section 5 of this Agreement, CLIENT warrants and represents all work to be performed by SHN pursuant to this Agreement is not subject to State or Federal prevailing wages. If it is subsequently determined that work performed is subject to prevailing wages, CLIENT shall compensate SHN 1.3 times the difference between actual wage paid and prevailing rate required, plus any penalties. CLIENT shall also indemnify, defend, and hold SHN harmless for any other liabilities arising from or related to the breach of CLIENT’s representation and warranty regarding prevailing wages.

Y. This Agreement shall be terminated as follows:
(i) Upon completion of the Scope of Services and receipt of all compensation due to SHN; or
(ii) Upon receipt by either party from the other of ten (10) days' written notice of termination. In such event, SHN shall be compensated for all service performed prior to the termination notice date plus reasonable termination expenses, including the cost of completing analysis, records, and reports necessary to document job status at the time of termination.

5. Fee
A. SHN will be compensated for these services on a time and expenses basis. Fees are estimated as six hundred seventy thousand dollars ($670,000) with cost breakdown by task shown in Exhibit A.

Fees include Prevailing Wage Rates.

Fees DO NOT include Prevailing Wage Rates.

B. If Project requirements indicate that the scope of services covered by this Agreement should be revised, an additional Service Agreement or a written addendum to this Agreement will be entered into to cover the revised scope and fee. In the event a change to the scope of services is agreed to in writing as provided for herein, but the parties fail R:\Redding\2016\516035-FJ-WWTF\Setup\DesignAmendment\20250226FortJones-WW-DesignContract.docx 6 to agree in writing to a revised method or figure for fees concerning the changed scope of services, the fees for the changed scope of services shall be determined on the basis of time and expense in accordance with SHN’s current schedule of fees.

C. SHN will submit monthly progress invoices to CLIENT and the final bill upon completion of the services. CLIENT shall notify SHN within two (2) weeks of receipt of invoice of any dispute with the invoice. CLIENT and SHN will act in good faith to resolve any disputed items promptly. Payment on invoice amounts is due upon receipt of invoice by CLIENT and is past due fifteen (15) days from the date of the invoice. Thereafter, SHN will charge, and CLIENT agrees to pay a finance charge of 1.5% per month on the outstanding balance. At SHN’s discretion, this Agreement may be terminated without penalty or liability to SHN for CLIENT failure to make timely payment for outstanding invoices. The retainer will be held until Project completion and will be applied to the final invoice.

In Witness Whereof, the parties have executed this Agreement the day and year first set forth.

SHN Consulting Engineers & Geologists, Inc. CLIENT: Town of Fort Jones Address: 350 Hartnell Ave, Suite B
Redding, CA 96002
Address: PO Box 40 (mailing)
11960 East Street
Fort Jones, CA 96032
By: Bruce Grove By:

Title: Regional Principal Title:

Signature: Signature:

Date: Date:

License #: N/A

Page 1 of 4 ends

Fort Jones City CouncilMarch 10, 2025

Fort Jones City Council
March 10, 2025