Needles City Council
October 8, 2024

Objectives of
the Plan
PUC § 8387(b)(2)(B): The objectives of the wildfire mitigation plan.

Section II
Page: 3
Preventive
Strategies
PUC § 8387(b)(2)(C): A description of the preventive strategies and programs to be adopted by the local publicly owned
electric utility or electrical cooperative to minimize the risk of its electrical lines and equipment causing catastrophic wildfires, including consideration of dynamic climate change risks.

Section VII.A

Evaluation
Metrics
PUC § 8387(b)(2)(D): A description of the metrics the local publicly owned electric utility or electrical cooperative plans to use to evaluate the wildfire mitigation plan’s performance and the assumptions that underlie the use of those metrics.

Section VII.B

Impact of
Metrics
PUC § 8387(b)(2)(E): A discussion of how the application of previously identified metrics to previous wildfire mitigation plan performances has informed the wildfire mitigation plan.

Section IV.J

Deenergization
Protocols
PUC § 8387(b)(2)(F): Protocols for disabling reclosers and deenergizing portions of the electrical distribution system that consider the associated impacts on public safety, as well as protocols related to mitigating the public safety impacts of those protocols, including impacts on critical first responders and on health and communication infrastructure.

Section IV.J

Customer
Notification
Procedures
PUC § 8387(b)(2)(G): Appropriate and feasible procedures for notifying a customer who may be impacted by the
deenergizing of electrical lines. The procedures shall consider the need to notify, as a priority, critical first responders, health care facilities, and operators of telecommunications
infrastructure.

Section IV.K 1
& 2

Vegetation
Management
PUC § 8387(b)(2)(H): Plans for vegetation management. Section IV.G

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NPUA Wildfire Mitigation Plan
Version 4.0
June 6, 2023
Inspections
PUC § 8387(b)(2)(I): Plans for inspections of the local publicly owned electric utility’s or electrical cooperative’s electrical infrastructure.

Section IV.H

Prioritization of
Wildfire Risks
PUC § 8387(b)(2)(J): A list that identifies, describes, and prioritizes all wildfire risks, and drivers for those risks, throughout the local publicly owned electric utility’s or electrical cooperative’s service territory. The list shall include, but not be limited to, both of the following:
(i) Risks and risk drivers associated with design, construction, operation, and maintenance of the local publicly owned electric utility’s or electrical cooperative’s equipment and facilities. (ii) Particular risks and risk drivers associated with topographic and climatological risk factors throughout the different parts of the local publicly owned electric utility’s or electrical cooperative’s service territory.

Section IV

CPUC Fire
Threat Map
Adjustments
PUC § 8387(b)(2)(K): Identification of any geographic area in the local publicly owned electric utility’s or electrical cooperative’s service territory that is a higher wildfire threat than is identified in a commission fire threat map, and identification of where the commission should expand a high fire threat district based on new information or changes to the environment.

Section IV.C

Enterprisewide
Risks
PUC § 8387(b)(2)(L): A methodology for identifying and
presenting enterprisewide safety risk and wildfire-related risk.

Section IV.B

Restoration of
Service
PUC § 8387(b)(2)(M): A statement of how the local publicly owned electric utility or electrical cooperative will restore service after a wildfire.

Section IV

Monitor and
Audit
PUC § 8387(b)(2)(N): A description of the processes and procedures the local publicly owned electric utility or electrical cooperative shall use to do all of the following
(i) Monitor and audit the implementation of the wildfire mitigation plan.
(ii) Identify any deficiencies in the wildfire mitigation plan or its implementation, and correct those deficiencies.
(iii) Monitor and audit the effectiveness of electrical line and equipment inspections, including inspections
performed by contractors, that are carried out under the plan, other applicable statutes, or commission rules.

Section VII.D

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NPUA Wildfire Mitigation Plan
Version 4.0
June 6, 2023
Qualified
Independent
Evaluator
PUC § 8387(c): The local publicly owned electric utility or electrical cooperative shall contract with a qualified
independent evaluator with experience in assessing the safe operation of electrical infrastructure to review and assess the comprehensiveness of its wildfire mitigation plan. The
independent evaluator shall issue a report that shall be made available on the Internet Web site of the local publicly owned electric utility or electrical cooperative, and shall present the report at a public meeting of the local publicly owned electric utility’s or electrical cooperative’s governing board.

Section VII.D

C. PURPOSE OF THE WILDFIRE MITIGATION PLAN
This Wildfire Mitigation Plan describes the range of activities that the NPUA is taking to mitigate the threat of power-line ignited wildfires, including its various programs, policies, and procedures.

This plan is subject to direct supervision by the Board of Public Utilities and the Needles Public Utility Authority and is implemented by the NPUA’s Electric Supervisor. This plan complies with the requirements of Public Utilities Code section 8387 for publicly owned electric utilities to prepare a wildfire mitigation plan by January 1, 2020, and annually thereafter.

The NPUA is a department within the City of Needles. The NPUA Fire Prevention plan is focused on addressing and minimizing potential wildfire-related risks to public health, safety and welfare.

The Fire Prevention plan reflects a broad range of activities performed not only by the electric department by through the City of Needles organization. The NPUA’s Fire Prevention plan begins with operation, maintenance, inspection, and repair activities aimed at significantly reducing the potential for NPUA’s electric facilities to become a source of ignition for a fire. The electric department continues to;
 Clear transmission lines of all trees and vegetation;  Perform regular inspections all distribution and transmission lines;  Repair and replacement transformers that could potential cause a risk;  Coordinate vegetation removal through the City of Needles Parks and Recreation Department if an area is determined outside of the electric easements.

Through performing inspections and maintenance, the information gathered will be used to help fire agencies, and other fire-responders to determine the appropriate actions if a wildfire occurs by understanding the surround area.

The NPUA continues to monitor all fires within and surrounding its service territory both inside California and outside in Arizona and Nevada.

This Wildfire Mitigation Plan included the following elements:

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 Objectives of the plan;
 Roles and responsibilities for carrying out the plan;  Identification of key wildfire risks and risk drivers;  Description of wildfire prevention, mitigation, and response strategies and programs;  Community outreach and education;
 Metrics for evaluating the performance of the plan and identifying areas for improvement;
 Review and validation of the plan; and
Timelines
D. WILDFIRE MITIGATION PLAN ADOPTION AND SUBMITTAL OF ANNUAL PLAN

AND OPPORTUNITIES FOR PUBLIC COMMENT
NPUA’s Wildfire Mitigation Plan is presented to the Board of Public Utilities and makes a recommendation to the Needles Public Utility Authority/City Council at a public meeting to adopt a resolution (appendix 1) adopting the current version of the plan. Members from the public are able to provide comments when the plan is presented on the agenda for approval.

All adopted plans are submitted to the California Wildfire Safety Advisory Board (WSAB).

WSAB reviews all submitted plan and makes recommendations for improvement.

E. WILDFIRE MITIGATION PLAN WEBSITE LOCATION
II. NPUA’S WILDFIRE MITIGATION PLANS ARE POSTED ON THE CITY OF

NEEDLES WEBSITE AND CAN BE LOCATED AT
HTTPS://CITYOFNEEDLES.COM/SERVICES/ELECTRICDEPARTMENTOBJECTIVES OF THE WILDFIRE MITIGATION PLAN A. MINIMIZING SOURCES OF IGNITION
The primary goal of this Wildfire Mitigation Plan is to minimize the probability that NPUA’s transmission and distribution system may be the origin or contributing source for the ignition of a fire. The NPUA has evaluated the prudent and cost-effective improvements to its physical assets, operations, and training that can help to meet this objective. The NPUA has implemented those changes consistent with this evaluation.

B. RESILIENCY OF THE ELECTRIC GRID
The secondary goal of this Wildfire Mitigation Plan is to improve the resiliency of the electric grid.

As part of the development of this plan, NPUA assesses new industry practices and technologies that will reduce the likelihood of an interruption (frequency) in service and improve the restoration (duration) of service.

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C. IDENTIFYING UNNECESSARY OR INEFFECTIVE ACTIONS
The final goal for this Wildfire Mitigation Plan is to measure the effectiveness of specific wildfire mitigation strategies. Where a particular action, program component, or protocol is determined to be unnecessary or ineffective, the NPUA will assess whether a modification or replacement is merited. This plan will also help determine if more cost-effective measures would produce the same or improved results.

III. ROLES AND RESPONSIBILITIES
A. UTILITY GOVERNANCE STRUCTURE
The City of Needles (Needles) is a charter city of the State of California located on the eastern border of California. Through the Needles Public Utilities Authority (NPUA), a component unit of the City, the City owns the Public Utilities Department. The Department consists of three Divisions Electric, Water, and Wastewater.

The electric distribution system serving the City was originally owned by the Needles Gas and Electric Company. The Needles Gas and Electric Company was purchased by the predecessor to CP National in 1930. On January 10, 1983, the City purchased the electric distribution system from CP National. However, pursuant to a management agreement, CP National continued to operate the system until July 1990. The City has operated the electric distribution system since that time.

The City’s primary interest in purchasing the electric distribution system from CP National stemmed from a change in Federal law in 1982, relating to the sale of hydroelectricity power Item 8.
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from federal projects. Under the revised regulations, inexpensive federal hydroelectricity power from the U.S. Bureau of Reclamation’s Parker-Davis Project (Hoover Dam), located on the Colorado River, became available to municipally owned utilities. The City’s electorate authorized the issuance of revenue bonds to finance the acquisition of the electric distribution system from CP National.

The City provides electric service to the City and contiguous areas from the Nevada state line, south of Laughlin, Nevada, to the vicinity of Topock, Arizona. Needles’ peak electric demand is

22.41 MW (as of August 2018) and services approximately 3,000 customers.

B. WILDFIRE PREVENTION
The electric department is under direct supervision from the Assistant Utility Manager and City Manager, there is one Power Line Supervisor, three power line techs, two Apprentice Lineman and one Warehouse Manager. The electric department is responsible to:
 Operate system in a manner that will minimize potential wildfire risks.  Take all reasonable and practicable actions to minimize the risk of a catastrophic wildfire caused by NPU electric facilities.

City
Council/Needles
Public Utility
Authority
City Manager
Assistant Utility
Manager
Linecrew
Supervisor
Warehouse
Supervisor Line Tech Line Tech Line Tech
Apprentice
Apprentice
Apprentice
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 Coordinate with federal, state, and local fire management personnel as necessary or appropriate to implement NPUA’s Wildfire Mitigation Plan.  Immediately report fires, pursuant to existing POU practices and the requirements of this Wildfire Mitigation Plan.
 Take corrective action when the staff witnesses or is notified that fire protection measures have not been properly installed or maintained.
 Comply with relevant federal, state, and industry standard requirements, including the industry standards established by the California Public Utilities Commission.  Collect and maintain wildfire data necessary for the implementation of this Wildfire Mitigation Plan.
 Provide regular training programs for all employees having obligations for implementation of this Wildfire Mitigation Plan.

C. WILDFIRE RESPONSE AND RECOVERY
The City’s communication strategy is structured so that all stakeholders receive accurate, timely and consistent information, with the overall message of safety first, for the public, employees and contractors.

When an emergency occurs, the electric departments supervisor will be responsible for communicating with the City Manager/Utilities Manager, customers, employees and contractors to set expectation and address emergency issues. This information will be provided through various communication channels such as company phone(s) and radios.

If business operations or households are disrupted, customers expect to know how long they will be impacted. Thus, estimated restoration times will be developed, monitored, adjusted and communicated to all stokeholds as the information becomes available.

D. COORDINATION WITH WATER UTILITIES/DEPARTMENT
During declared emergencies, the electric department is responsible for coordinating efforts and sharing information with neighboring utilities relative to the out of service and damaged critical infrastructure.

During an event, the electric department will perform the following functions;  Share information and prioritize restoration efforts relative to utility critical infrastructure that is out of service.
 Notify the water department of the downed communication wires.

E. COORDINATION WITH COMMUNICATION INFRASTRUCTURE

PROVIDERS
During declared emergencies, the electric department is responsible for coordinating efforts and sharing information with neighboring telecommunications utilities relative to the out of service and damaged critical infrastructure.

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During an event, the electric department will perform the following functions;  Share information and prioritize restoration efforts relative to utility critical infrastructure that is out of service.
 Coordinate with the appropriate telephone and cable company to set poles; and  Notify the telephone and cable companies of downed communication wires.

F. STANDARDIZED EMERGENCY MANAGEMENT SYSTEM
As a local governmental agency,
1 NPUA has planning, communication, and coordination
obligations pursuant to the California Office of Emergency Services’ Standardized Emergency Management System (“SEMS”) Regulations,2 adopted in accordance with Government Code section 8607. The SEMS Regulations specify roles, responsibilities, and structures of communications at five different levels: field response, local government, operational area, regional, and state.3 Pursuant to this structure, NPUA annually coordinates and communicates with the relevant safety agencies as well as other relevant local and state agencies.

Under the SEMS structure, a significant amount of preparation is done through advanced planning at the county level, including the coordination of effort of public, private, and nonprofit organizations.

NPUA is a member of the California Utility Emergency Association, which plays a key role in ensuring communications between utilities during emergencies.

1 As defined in Cal. Gov. Code § 8680.2.
2 19 CCR § 2407.
3 Cal. Gov. Code § 2403(b):
(1) “Field response level” commands emergency response personnel and resources to carry out tactical decisions and activities in direct response to an incident or threat. (2) “Local government level” manages and coordinates the overall emergency response and recovery activities within their jurisdiction.
(3) “Operational area level” manages and/or coordinates information, resources, and priorities among local governments within the operational area and serves as the coordination and communication link between the local government level and the regional level. (4) “Regional level” manages and coordinates information and resources among operational areas within the mutual aid region designated pursuant to Government Code §8600 and between the operational areas and the state level. This level along with the state level coordinates overall state agency support for emergency response activities. (5) “State level” manages state resources in response to the emergency needs of the other levels, manages and coordinates mutual aid among the mutual aid regions and between the regional level and state level, and serves as the coordination and communication link with the federal disaster response system.

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IV. WILDFIRE RISKS AND DRIVERS ASSOCIATED WITH DESIGN,

CONSTRUCTION, OPERATION, AND MAINTENANCE
A. PARTICULAR RISKS AND RISK DRIVERS ASSOCIATED WITH

TOPOGRAPHIC AND CLIMATOLOGICAL RISK FACTORS
Within NPUA’s service territory and the surrounding areas, the primary risk drivers for wildfire are the following:
 Extended drought;
 Vegetation type;
 Weather;
 High winds;
 Changing Weather Patterns (Climate Change)
B. CLIMATE CHANGE AND ENTERPRISEWIDE SAFETY RISKS
Western Area Power Administration (WAPA) delivers energy to the City of Needles on a 69KVA transmission line. The distribution line crosses the river in town at 3240 Needles Hwy, the firehouse switchyard. The City of Needles also has a back 69KVA Line that comes from the Nora McDowell Substation located 15 miles north of Needles.

Electric energy is delivered to the City at two substations. Needles #1 Substation has two banks located on Eagle Pass Road in the downtown area of the City. Bank #1 has a base rating of

7.5MVA and a 65 foot rise and force air rating of 9.3MVA.

The second substation, Bush Street Substation, has a base rating of 10MVAand a 65 foot rise with a forced air rating of12MVA. The Bush Substation serves the west end of town.

The existing substations can handle current peak load requirements of 15,200 kilowatts. From the substations approximately 86 miles of distribution circuits deliver power at 12,000 volts to distribution transformers where the power is reduced to the voltages required by the individual customer’s needs. The City electric department provides single phase, 60 Hertz, at one standard voltage (120/240 or 120/208 as may be selected by customers subject to availability at the premises).

While the NPUA makes improvements to the system annually, the main focus for the utility is ground clearance.

NPUA recognizes that climate change is forecasted to increase the frequency and severity of catastrophic wildfires in California. Accordingly, NPUA has reviewed relevant sources of data showing wildfire-related climate change impacts in California and specifically in San Bernardino County through the Cal-Adapt enterprise collaboration. This review included data on forecasted acres burned and wildfire probability,4 as well as extreme heat days,5 and extended

4 The CalAdapt Wildfire Tool is available at https://cal-adapt.org/tools/wildfire. 5 The CalAdapt Extreme Heat Days Tool is available at https://cal-adapt.org/tools/extreme-heat.

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drought.6 As described below, NPUA has determined that NPUA’s service territory will remain a low risk for wildfires even when considering changes associated with wildfire risk. Further, no part of NPUA’s service territory will be disproportionately impacted by wildfire risks associated with climate changes in comparison to the other areas of NPUA’s service territory. Therefore, NPUA will continue to pursue the wildfire mitigation strategies described in the Wildfire Mitigation Plan, but will continue to monitor these risks as new information becomes available.

C. CPUC FIRE THREAT MAP
The NPUA is not located within the CPUC Fire Threat Map and therefor is not located within an elevated hazard for the ignition of potential wildfires.

D. HIGH FIRE THREAT DISTRICT

6 The CalAdapt Extended Drought Tool is available at https://cal-adapt.org/tools/extended-drought.

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NPUA directly participated in the development of the California Public Utilities Commission’ s (CPUC) Fire-Threat Map,7 which designates a High-Fire Threat District. In the map development process, NPUA served as a territory lead, and worked with utility staff and local fire & government officials to identify the areas of NPUA’s service territory that are at an elevated or extreme risk of power line ignited wildfire. NPUA has incorporated the High Fire Threat District into its construction, inspection, maintenance, repair, and clearance practices, where applicable.

E. WEATHER MONITORING
NPUA monitors current and forecasted weather data from a variety of sources including:
 United States National Weather Service
 United States Forest Service Wildland Fire Assessment System  National Fire Danger Rating System
 National Interagency Fire Center – Predictive Services for Northern and Southern California.

NPUA assigns one of four operating conditions based on the relevant weather data and knowledge of local conditions:
(1) Normal: During normal conditions, no changes are made to operations or work policy. (2) Elevated: During elevated fire-risk conditions; it must be determined by the Fire Coordinator and/or meteorologist that the burn environment has become conducive for wildfires within he NPUA service territory.
(3) Extreme: During extreme fire-risk conditions, it must be determined by the Fire Coordinator and/or meteorologist that due to the conditions of high winds, low relative humidity, and the burn environment will create critical fire weather conditions; (4) Red Flag: If the National Weather Service declares a Red Flag Warning for any portion of the NPUA’s Service.

F. DESIGN AND CONSTRUCTION STANDARDS
NPUA’s electric facilities are designed and constructed to meet or exceed the relevant federal, state, or industry standard. The NPUA treats CPUC General Order (GO) 95 as a key industry standard for design and construction standards for overhead electrical facilities. NPUA meets or exceeds all standards in GO 95. Additionally, NPUA monitors and follows as appropriate the National Electric Safety Code.

G. VEGETATION MANAGEMENT
NPUA meets or exceeds the minimum industry standard vegetation management practices. For transmission-level facilities, NPUA complies with NERC FAC-003-4, where applicable. For both

7 Adopted by CPUC Decision 17-12-024.

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transmission and distribution level facilities, NPUA meets: (1) Public Resources Code section 4292; (2) Public Resources Code section 4293; (3) GO 95 Rule 35; and (4) the GO 95 Appendix E Guidelines to Rule 35. These standards require significantly increased clearances in the High Fire Threat District. However, as noted above, no part of NPUA’s service territory includes any part of the High Fire Threat District. The recommended time-of-trim guidelines do not establish a mandatory standard, but instead provide useful guidance to utilities. NPUA uses specific knowledge of growing conditions and tree species to determine the appropriate time of trim clearance in each circumstance.

GO 95, Rule 35, Table 1
Case Type of Clearance Trolley
Contact,
Feeder and
Span Wires,
0-5kv
Supply
Conductors
and Supply
Cables, 750 -
22,500 Volts
Supply
Conductors
and Supply
Cables, 22.5 -
300 kV
Supply
Conductors
and Supply
Cables, 300 -
550 kV (mm)
13 Radial clearance of
bare line conductors
from tree branches
or foliage
18 inches 18 inches ¼ Pin
Spacing
½ Pin
Spacing
14 Radial clearance of
bare line conductors
from vegetation in
the Fire-Threat District
18 inches 48 inches 48 inches 120 inches
Appendix E
Guidelines to Rule 35
The radial clearances shown below are recommended minimum clearances that should be established, at time of trimming, between the vegetation and the energized conductors and associated live parts where practicable. Reasonable vegetation management practices may make it advantageous for the purposes of public safety or service reliability to obtain greater clearances than those listed below to ensure compliance until the next scheduled maintenance. Each utility may determine and apply additional appropriate clearances beyond clearances listed below, which take into consideration various factors, including: line operating voltage, length of span, line sag, planned maintenance cycles, location of vegetation within the span, species type, experience with particular species, vegetation growth rate and characteristics, vegetation management standards and best practices, local climate, elevation, fire risk, and vegetation trimming requirements that are applicable to State Responsibility Area lands pursuant to Public Resource Code Sections 4102 and 4293.

Voltage of Lines Case 13 Case 14
Radial clearances for any conductor of a line
operating at 2,400 or more volts, but less than
72,000 volts
4 feet 12 feet
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Radial clearances for any conductor of a line
operating at 72,000 or more volts, but less than
110,000 volts
6 feet 20 feet
Radial clearances for any conductor of a line
operating at 110,000 or more volts, but less than
300,000 volts
10 feet 30 feet
Radial clearances for any conductor of a line
operating at 300,000 or more volts
15 feet 30 feet
H. INSPECTIONS
The NPUA meets or exceeds the minimum inspection requirements provided in CPUC GO 165 and CPUC GO 95, Rule 18. Pursuant to these rules, NPUA inspects electric facilities in the High Fire Threat District more frequently than the other areas of its service territory. Additionally, NPUA staff uses their knowledge of the specific environmental and geographical conditions to determine when areas outside of the High Fire Threat District require more frequent inspections.

If NPUA staff discovers a facility in need of repair that is owned by an entity other than NPUA, NPUA will issue a notice to repair to the facility owner and work to ensure that necessary repairs are completed promptly.

NPUA monitors drought conditions and other relevant factors throughout the year to determine if inspections should be completed on a shorter timeframe.

I. WORKFORCE TRAINING
NPUA has implemented work rules and complementary training programs for its workforce to help reduce the likelihood of the ignition of wildfires. The NPUA inspects power lines and other electrical equipment during potential risk times.

J. RECLOSING POLICY
The NPUA does not have SCADA controlled reclosers, two qualified linemen reclose or close the distribution system. Lockout, tagout safety procedures are followed.

K. DEENERGIZATION
The NPUA has the authority to preemptively shut off power due to fire-threat conditions; however, this option will only be used in extraordinary circumstances. The NPUA will make a case-by-case decision to shut off power based on the following considerations:
 Red Flag Warnings issued by the National Weather Service for fire weather zones that contain NPUA circuits;
 NPUA staff assessments of local conditions, including wind speed (sustained and gust), humidity and temperature, fuel moisture, fuel loading and data from weather stations;  Real-time information from staff located in areas identified as at risk of being subject to extreme weather conditions;
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 Input from San Bernardino County fire experts and vegetation experts;  Input from local and state fire authorities regarding the potential consequences of wildfires in select locations;
 Alternative ways to reroute power to affected areas;
 Awareness of mandatory or voluntary evacuation orders in place;  Expected impact of de-energizing circuits on essential services;  Other operational considerations to minimize potential wildfire ignitions, including the blocking of reclosers on the identified circuit(s);
 On-going fire activity throughout NPUA’s territory and California;  Ability to notify customers;
 Notifications to local governments and public officials; and  Potential impacts to communities and customers

1. IMPACTS TO PUBLIC SAFETY
The following is a listing off facilities which are special considerations of the public safety during a power outage;
 Hospitals and Emergency Medical Facilities (Colorado River Medical Center);  Emergency Shelters and Cooling Centers (Colorado River Medical Center, Needles Senior Center);
 Fire, Police, Paramedics and Rescue Facilities;
 Emergency Management Offices (CalOES);
 Water and Wastewater Facilities;
 Critical Utility and Communication Facilities (Frontier, Route 66 Broadband, Z Fiver, Fort Mojave Telecommunications Inc. etc.);
 Mass Transit (BNSF, Airport, Needles Area Transit);
 Critical Flood Control Structures; and
 Fort Mojave Indian Tribe Hazardous Mitigation Facility.

In the event of a wildfire and potential outages those accounts, the Priority Restoration Group will be notified of a potential impact first.

2. CUSTOMER NOTIFICATION PROTOCOLS
The NPUA takes priority in providing notification to all customers who are affected by a power outage. The NPUA will establish a dispatch center at City Hall offices to provide real time information to the customers such as;
 Effective area(s); and
 Estimated restoration time.

V. COMMUNITY OUTREACH AND PUBLIC AWARENESS
When a wildfire is mobilized, the City Manager/Utilities Manager branches to provide public awareness through the following;
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 Issuing a wildfire press release;
 Arranging media interviews and press conferences, as necessary.  Issuing a CodeRed Alert
 Issuing an alert through the City of Needles “Needles Connects” mobile app VI. RESTORATION OF SERVICE
Restoring power after a major storm or wildfire is a complex task that must be completed quickly and safely. A speedy restoration requires significant communication, along with skilled line workers. The process for restoration is:

1. The electric department establishes a command post at the nearest substation to the affected area

2. An inspection is conducted from the substation out to the affected area

3. Crews inspect the affected area and create a damage assessment

4. The restoration team ensures the line is deenergized and grounded

5. Replacement of damaged material such as conductors, transformers, insulators is the damaged area

6. The effected circuit is re-energized

7. Households in isolated are re-energized

8. Crews will remain at the command post for one-hour following the full restoration to ensure all circuits are on

9. Dispatch will call the crew is calls are reported for no power

10. Crews may be dispatched to individual homes to reset the breaker

11.EVALUATING OF THE PLAN
A. METRICS AND ASSUMPTIONS FOR MEASURING PLAN PERFORMANCE NPUA tracks external risk metrics, performance metrics, and outcome metrics to measure the effectiveness of this Wildfire Mitigation Plan. The external risk factors that NPUA tracks provides context regarding the relative risks that impact the utility that are outside of NPUA’s control, such as red flag days and high wind events. The performance metrics that NPUA tracks are leading indicators that describe actions that are intended to reduce the risk of utility caused wildfires, such as inspections and routine vegetation management. The outcome metrics tracked by NPUA are lagging indicators that measure outcomes that may be associated with an increased risk of utilitycaused wildfires. These outcome metrics include outages, ignitions, and level 1 safety hazards.

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B. METRICS FOR 2023 PLAN
Performance Metrics
(Actual) (Actual) (Forecast) (Forecast) (Forecast)
Metric type Progress Metric 2021 2022 2023 2024 2025 Unit(s) Comments

1. Substation Interconnection
(above-ground system components)
Routine Inspections 4 4 4 4 4 # inspections Inspections are conducted
quarterly
Outcome Metrics
(Actual) (Actual) (Actual) (Actual) (To Date)
Event Category Cause category 2019 2020 2021 2022 2023 Unit(s) Comments Outage Event Distribution 8 5 7 9 2 # outages Storm Related Ignitions* Distribution 0 0 0 0 0 # ignitions
Level 1 Safety Hazards** Distribution 0 0 0 0 0 # hazards discovered
Notes:
* An "ignition" is deemed to occur if each of the following conditions is met: (1) an IPU owned or controlled facility was associated with the fire; (2) the fire was self-propagating and of a material other than electrical and/or communication facilities; (3) the resulting fire traveled greater than one linear meter from the ignition point; and (4) IPU has knowledge that the fire occurred. ** A Level 1 Safety Hazard is defined as an immediate risk with a high potential impact to public or worker safety or to system reliability, where IPU will take corrective action immediately, either by fully repairing or by temporarily repairing and reclassifying to a lower priority.

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C. IMPACT OF METRICS ON PLAN
NPUA reviews these metrics to identify areas of its operations and service territory that are disproportionately impacted by outages, ignitions, or level 1 safety hazards. NPUA will then evaluate potential improvements to the plan or additional mitigation measures to address any such disproportionately affected areas.

D. MONITORING AND AUDI TING THE PLAN
This Wildfire Mitigation Plan will be presented to the Board of Public Utilities (BPU), Needles Public Utilities Authority (NPUA) and the City Council. BPU will present this plan to Needles Public Utility Authority on an annual basis. All presented plans will include recommendation for improvement as applicable to the NPUA from WSAB.

The NPUA will perform an annual audit which will review all parts of the Wildfire Mitigation Plan, as well as a review of both pending and completed maintenance work identified within the NPUA’s service territory. As well as verifying overhead and underground facilities that were inspected in the previous year.

E. IDENTIFYING AND CORRECTING DEFICIENCIES IN THE PLAN
Upon finding any deficiencies in performance against the plan or need for improvement in the Plan itself, the NPUA will be responsible for correcting the deficiencies.

F. MONITORING THE EFFECTIVENESS OF INSPECTIONS
NPUA’s third party verifier will review various aspects of the risk reduction measure of party of this Wildfire Mitigation Plan. Depending on the quality of performance and value received from the third-party entity, the process may be expanded further to additional potential risk reduction measures.

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Appendix 1:

DRAFT RESOLUTION 2024-XX

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF NEEDLES, CALIFORNIA, ADOPTING THE NEEDLES PUBLIC UTILITY WILDFIRE MITIGATION PLAN VERSION 4.0.

WHEREAS, the City of Needles/Needles Public Utility Authority is a general law municipality governed by elected city council members; and
WHEREAS, City of Needles owns and operates a retail electrical energy distribution system which serves load to end-use costumers in an assigned area of service (Needles Public Utility Authority); and
WHEREAS, SB 901, amending California Public Utilities Code (“CPUC”) Section 8387, requires all POUs to prepare a wildfire mitigation plan before January 1, 2020, and annually thereafter; and WHEREAS, SB 1054, amending CPUC Section 8387, requires each POU to submit its wildfire mitigation plan to the California Wildfire Safety Advisory Board (WSAB”) by July 1, 2020 and every annually thereafter; and
WHEREAS, pursuant to California Public Utilities Code Section 326.2, WSAB will review City of Needles/Needles Public Utility Authority’s Electric Utility’s Wildfire Mitigation Plan and will provide comments and advisory opinions on the content and sufficiency of each plan.

NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Needles, California, declares, determines, and orders as follows:

SECTION 1. Adopt Resolution, adopting City of Needles/Needles Public Utility Authority Electric Utility’s Wildfire Mitigation Plan (“WMP”) dated June 2023 and authorize the City Manager and his designees to implement the mitigation measures documented in the plan.

SECTION 2. The City Clerk shall certify to the adoption of this Resolution and shall cause a certified resolution to be filed in the book for original resolutions.

PASSED, APPROVED, AND ADOPTED at a regular meeting of the City Council of the City of Needles, California, held on the 13th day of June 2023, by the following roll call vote:

AYES:

NOES:

ABSENT:

ABSTAIN:

Mayor
Item 8.
20 | P a g e
(SEAL)
ATTEST:________________________________________City Clerk APPROVED AS TO FORM:
___________________________________ City Attorney
Item 8.

City of Needles, California
Request for City Council Action
CITY COUNCIL HACN Regular Special
Meeting Date: October 8, 2024
Title: Housing Authority of the City of Needles Update
Background: o Public Housing Vacancies and Transfers:
o Current Vacancies: 7 out of 52 units.
o Families Awaiting Transfers:1
o Families Selected for Consideration from Waiting List: 6 o Housing Choice Vouchers (HCV):
o Open and Pending Eligibility: 0 out of 23 allocated vouchers. o Leased Up: 20
o Issued: 2
o Open:1
o Veteran Affairs Supportive Housing (VASH) Vouchers:
o Open and Pending Eligibility: 23 out of 30 allocated vouchers. o Referrals Received from VA Loma Linda: 3
o Leased Up: 4
o Issued: 7
o Public Housing Waiting List:
o Applicants on the waiting list: 52
o Always open for applications.
o Allows the public to submit applications for future selection and consideration.
o Section 8 Housing Choice Voucher (HCV) Waiting List:
o Applicants on the waiting list: 113
o Opened July 1, 2024 – CLOSED July 31, 2024
o Public submitted applications for future selection and consideration.

Attached Exhibits:

Exhibit A: September 16, 2024 Voucher Statistics Form

Fiscal Impact: None
Environmental Impact: None
Recommended Action: Information Only
Submitted By: Angelica Deermer, HACN Housing Manager

City Manager Approval: Date:

Other Department Approval (when required): Date:

Approved: Not Approved: Tabled: Other:

Agenda Item: ____________
10/3/2024
Item 9.

HACN PubliC HousiNg / VouCHer stAtistiCs
sePtember 2024
Public Housing = 52 units, 7 current vacancies
919- Vacated 02/01/2024*
111- Vacated 5/1/2024
923- Vacated 05/09/2024
104- Vacated 06/10/2024
106- Vacated 07/01/2024
103- Vacated 07/31/2024
107- Vacated 08/13/2024
*Units require extensive repair/renovation
Current PH family awaiting transfer
Waitlist admission
Waitlist admission
Waitlist admission
Wait list admission
Wait list admission
Wait list admission
Units to be transferred
108 919
HUD allocated HCV Vouchers = 23
HCV Vouchers leased up = 20
HCV Vouchers issued = 2
HCV Vouchers open = 1
HUD allocated VASH Vouchers =30
VASH Vouchers leased up = 4
VASH Vouchers issued = 7
VASH vouchers open =23
VASH Referrals =3
Current Waitlist Applicants
Public Housing: 52 HCV: 113
Item 9.

City of Needles, California
Request for City Council Action
CITY COUNCIL HACN Regular Special
Meeting Date: October 8, 2024
Title: Housing Authority auditors for fiscal year ending 06/30/24 Background: The accounting firm Smith Marion & Co., with Cole Monroe, CPA, as the engagement partner, has done the financial audits for the Housing Authority of the City of Needles for the last five fiscal years. Transitioning to a new firm is difficult because new audit firms need to be guided through all aspects of the operations. Since the Housing Authority is a recent addition for the City, it would be beneficial to have an auditing firm that is already familiar with the operations.

Fiscal Impact: Not to exceed $20,778 for the FY 23-24 audit, per proposal dated 09/06/24.

Recommendation: Staff recommends foregoing the bid process and Authorizing the HACN Executive Director to enter into an Agreement to retain Smith Marion & Co. for the audit of the fiscal year ending June 30, 2024.

Submitted By: Kenneth McDonald, Interim Finance Director City Manager Approval: Date: ___________
Other Department Approval (when required): Date:

Approved: Not Approved: Tabled: Other:

Agenda Item: ____________
10/3/2024
Item 10.
1 Audit Engagement Letter
Friday, September 6, 2024
Housing Authority of the City of Needles
908 Sycamore Dr.

Needles, CA 92363
To the Governing Body of Housing Authority of the City of Needles (“Authority”):

The following represents our understanding of the services we will provide to the Authority.

You have requested that we audit the financial statements of the business-type activities of the Authority, as of June 30, 2024, and for the year then ended and the related notes, which collectively comprise the Authority’s basic financial statements as listed in the table of contents.

In addition, we will audit the Authority’s compliance over major federal award programs for the period ended June 30, 2024. We are pleased to confirm our acceptance and our understanding of this audit engagement by means of this letter. Our audits will be conducted with the objectives of our expressing an opinion on each opinion unit and an opinion on compliance regarding the authority’s major federal award programs. The objectives of our audit of the financial statements are to obtain reasonable assurance about whether the financial statements as a whole are free from material misstatement, whether due to fraud or error, and to issue an auditor’s report that includes our opinion. Reasonable assurance is a high level of assurance but is not absolute assurance and therefore is not a guarantee that an audit conducted in accordance with auditing standards generally accepted in the United States of America (GAAS) and in accordance with Government Auditing Standards will always detect a material misstatement when it exists.

Misstatements, including omissions, can arise from fraud or error and are considered material if there is a substantial likelihood that, individually or in the aggregate, they would influence the judgment made by a reasonable user based on the financial statements.

The objectives of our compliance audit are to obtain sufficient appropriate audit evidence to form an opinion and report at the level specified in the governmental audit requirement about whether the authority complied in all material respects with the applicable compliance requirements and identify audit and reporting requirements specified in the governmental audit requirement that are supplementary to GAAS and Government Auditing Standards, if any, and perform procedures to address those requirements.

Item 10.
2 Accounting principles generally accepted in the United States of America, (U.S. GAAP,) as promulgated by the Governmental Accounting Standards Board (GASB) require certain information be presented to supplement the basic financial statements. Such information, although not a part of the basic financial statements, is required by the GASB, who considers it to be an essential part of financial reporting for placing the basic financial statements in an appropriate operational, economic, or historical context. As part of our engagement, we will apply certain limited procedures to the required supplementary information (RSI) in accordance with auditing standards generally accepted in the United States of America, (U.S. GAAS). These limited procedures will consist primarily of inquiries of management regarding their methods of measurement and presentation and comparing the information for consistency with management’s responses to our inquiries. We will not express an opinion or provide any form of assurance on the RSI. The following RSI is required by accounting principles generally accepted in the United States of America. This RSI will be subjected to certain limited procedures but will not be audited:

Management’s Discussion and Analysis
Supplementary information other than RSI will accompany the Authority’s basic financial statements. We will subject the following supplementary information to the auditing procedures applied in our audit of the basic financial statements and perform certain additional procedures, including comparing and reconciling the supplementary information to the underlying accounting and other records used to prepare the basic financial statements or to the basic financial statements themselves, and additional procedures in accordance with U.S. GAAS. We intend to provide an opinion on the following supplementary information in relation to the basic financial statements as a whole:

Schedule of Expenditures of Federal Awards
Statement and Certification of Actual Costs
Financial Data Schedule
Schedule of Expenditures of Federal Awards
We will subject the schedule of expenditures of federal awards to the auditing procedures applied in our audit of the basic financial statements and certain additional procedures, including comparing and reconciling the schedule to the underlying accounting and other records used to prepare the financial statements or to the financial statements themselves, and additional procedures in accordance with auditing standards generally accepted in the United States of America. We intend to provide an opinion on whether the schedule of expenditures of federal awards is presented fairly in all material respects in relation to the financial statements as a whole.

Also, the document we submit to you will include the following other additional information that will be subjected to the auditing procedure applied in our audit of the financial statements:

Schedule of Findings & Questioned Costs
Summary Schedule of Prior Year Findings and Questioned Costs Item 10.

Data Collection Form
Prior to the completion of our engagement, we will complete the sections of the Data Collection Form that are our responsibility. The form will summarize our audit findings, amounts and conclusions. It is management’s responsibility to submit a reporting package including financial statements, schedule of expenditure of federal awards, summary schedule of prior audit findings and corrective action plan along with the Data Collection Form to the federal audit clearinghouse. The financial reporting package must be text searchable, unencrypted, and unlocked. Otherwise, the reporting package will not be accepted by the federal audit clearinghouse. We will assist you in the electronic submission and certification. You may request from us copies of our report for you to include with the reporting package submitted to pass-through entities.

The Data Collection Form is required to be submitted within the earlier of 30 days after receipt of our auditors’ reports or nine months after the end of the audit period, unless specifically waived by a federal cognizant or oversight agency for audits. Data Collection Forms submitted untimely are one of the factors in assessing programs at a higher risk.

Audit of the Financial Statements
We will conduct our audit in accordance with auditing standards generally accepted in the United States of America (U.S. GAAS), the standards applicable to financial audits contained in Government Auditing Standards, issued by the Comptroller General of the United States of America; the audit requirements of Title 2 U.S. Code of Federal Regulations (CFR) Part 200, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (Uniform Guidance). As part of an audit of financial statements in accordance with GAAS and in accordance with Government Auditing Standards we exercise professional judgment and maintain professional skepticism throughout the audit. We also:

Identify and assess the risks of material misstatement of the financial statements, whether due to fraud or error, design and perform audit procedures responsive to those risks, and obtain audit evidence that is sufficient and appropriate to provide a basis for our opinion. The risk of not detecting a material misstatement resulting from fraud is higher than for one resulting from error, as fraud may involve collusion, forgery, intentional omissions, misrepresentations, or the override of internal control.

Obtain an understanding of internal control relevant to the audit in order to design audit procedures that are appropriate in the circumstances, but not for the purpose of expressing an opinion on the effectiveness of the authority’s internal control.2 However, we will communicate to you in writing concerning any significant deficiencies or material weaknesses in internal control relevant to the audit of the financial statements that we have identified during the audit.

Evaluate the appropriateness of accounting policies used and the reasonableness of significant accounting estimates made by management, as well as evaluate the overall presentation of the financial statements, including the disclosures, and whether the financial statements represent the underlying transactions and events in a manner that achieves fair presentation.

Conclude, based on the audit evidence obtained, whether there are conditions or events considered in the aggregate, that raise substantial doubt about Authority’s ability to continue as a going concern for a reasonable period of time.

Because of the inherent limitations of an audit, together with the inherent limitations of internal control, an unavoidable risk that some material misstatements or noncompliance may not be detected exists, even though the audit is properly planned and performed in accordance with GAAS and Government Auditing Standards of the Comptroller General of the United States of America. Please note that the determination of abuse is subjective, and Government Auditing Standards does not require auditors to detect abuse.

Our responsibility as auditors is limited to the period covered by our audit and does not extend to any other periods.

Item 10.

We will issue a written report upon completion of our audit of the Authority’s basic financial statements. Our report will be addressed to the governing body of the Authority. Circumstances may arise in which our report may differ from its expected form and content based on the results of our audit. Depending on the nature of these circumstances, it may be necessary for us to modify our opinions, add an emphasis-of-matter or other-matter paragraph(s) to our auditor’s report, or if necessary, withdraw from the engagement. If our opinions on the basic financial statements are other than unmodified, we will discuss the reasons with you in advance. If, for any reason, we are unable to complete the audit or are unable to form or have not formed opinions, we may decline to express opinions or to issue a report as a result of this engagement.

In accordance with the requirements of Government Auditing Standards, we will also issue a written report describing the scope of our testing over internal control over financial reporting and over compliance with laws, regulations, and provisions of grants and contracts, including the results of that testing. However, providing an opinion on internal control and compliance over financial reporting will not be an objective of the audit and, therefore, no such opinion will be expressed.

Audit of Major Program Compliance
Our audit of the Authority’s major federal award program(s) compliance will be conducted in accordance with the requirements of the Single Audit Act, as amended; and the Uniform Guidance, and will include tests of accounting records, a determination of major programs in accordance with the Uniform Guidance and other procedures we consider necessary to enable us to express such an opinion on major federal award program compliance and to render the required reports. We cannot provide assurance that an unmodified opinion on compliance will be expressed.

Circumstances may arise in which it is necessary for us to modify our opinion or withdraw from the engagement.

The Uniform Guidance requires that we also plan and perform the audit to obtain reasonable assurance about whether material noncompliance with applicable laws and regulations, the provisions of contracts and grant agreements applicable to major federal award programs, and the applicable compliance requirements occurred, whether due to fraud or error, and express an opinion on the authority’s compliance based on the audit. Reasonable assurance is a high level of assurance but is not absolute assurance and therefore is not a guarantee that an audit conducted in accordance with GAAS, Government Auditing Standards, and the Uniform Guidance will always detect material noncompliance when it exists. The risk of not detecting material noncompliance resulting from fraud is higher than that resulting from error, as fraud may involve collusion, forgery, intentional omissions, misrepresentations, or the override of internal control.

Noncompliance with the compliance requirements is considered material if there is a substantial likelihood that, individually or in the aggregate, it would influence the judgment made by a reasonable user of the report on compliance about the authority’s compliance with the requirements of the federal programs as a whole.

As part of a compliance audit in accordance with GAAS and in accordance with Government Auditing Standards we exercise professional judgment and maintain professional skepticism throughout the audit. We also identify and assess the risks of material noncompliance, whether due to fraud or error, and design and perform audit procedures responsive to those risks.

Our procedures will consist of determining major federal programs and, performing the applicable procedures described in the U.S. Office of Management and Budget OMB Compliance Supplement for the types of compliance requirements that could have a direct and material effect on each of the authority’s major programs, and performing such other procedures as we consider necessary in the circumstances. The purpose of those procedures will be to express an opinion on the authority’s compliance with requirements applicable to each of its major programs in our report on compliance issued pursuant to the Uniform Guidance.

Item 10.

Also, as required by the Uniform Guidance, we will obtain an understanding of the Authority’s internal control over compliance relevant to the audit in order to design and perform tests of controls to evaluate the effectiveness of the design and operation of controls that we consider relevant to preventing or detecting material noncompliance with compliance requirements applicable to each of the authority’s major federal award programs. Our tests will be less in scope than would be necessary to render an opinion on these controls and, accordingly, no opinion will be expressed in our report. However, we will communicate to you, regarding, among other matters, the planned scope and timing of the audit and any significant deficiencies and material weaknesses in internal control over compliance that we have identified during the audit.

We will issue a report on compliance that will include an opinion or disclaimer of opinion regarding the authority’s major federal award programs, and a report on internal controls over compliance that will report any significant deficiencies and material weaknesses identified; however, such report will not express an opinion on internal control.

Management Responsibilities
Our audit will be conducted on the basis that management and, when appropriate, those charged with governance acknowledge and understand that they have responsibility:

1. For the preparation and fair presentation of the financial statements in accordance with accounting principles generally accepted in the United States of America;

2. For the design, implementation, and maintenance of internal control relevant to the preparation and fair presentation of financial statements that are free from material misstatement, whether due to fraud or error;

3. For identifying, in its accounts, all federal awards received and expended during the period and the federal programs under which they were received, including federal awards and funding increments received prior to December 26, 2014 (if any), and those received in accordance with the Uniform Guidance (generally received after December 26, 2014);

4. For maintaining records that adequately identify the source and application of funds for federally funded activities;

5. For preparing the schedule of expenditures of federal awards (including notes and noncash assistance received) in accordance with the Uniform Guidance;

6. For the design, implementation, and maintenance of internal control over federal awards;

7. For establishing and maintaining effective internal control over federal awards that provides reasonable assurance that the nonfederal authority is managing federal awards in compliance with federal statutes, regulations, and the terms and conditions of the federal awards;

8. For identifying and ensuring that the authority complies with federal statutes, regulations, and the terms and conditions of federal award programs and implementing systems designed to achieve compliance with applicable federal statutes, regulations, and the terms and conditions of federal award programs;

9. For disclosing accurately, currently, and completely the financial results of each federal award in accordance with the requirements of the award;

10. For identifying and providing report copies of previous audits, attestation engagements, or other studies that directly relate to the objectives of the audit, including whether related recommendations have been implemented;

11. For taking prompt action when instances of noncompliance are identified;

12. For addressing the findings and recommendations of auditors, for establishing and maintaining a process to track the status of such findings and recommendations and taking corrective action on reported audit findings from prior periods and preparing a summary schedule of prior audit findings;

13. For following up and taking corrective action on current year audit findings and preparing a corrective action plan for such findings;

14. For submitting the reporting package and data collection form to the appropriate parties;

15. For making the auditor aware of any significant contractor relationships where the contractor is responsible for program compliance;
Item 10.

16. To provide us with:
a) Access to all information of which management is aware that is relevant to the preparation and fair presentation of the financial statements, and relevant to federal award programs, such as records, documentation, and other matters;
b) Additional information that we may request from management for the purpose of the audit; and c) Unrestricted access to persons within the authority from whom we determine it necessary to obtain audit evidence.

17. For adjusting the financial statements to correct material misstatements and confirming to us in the management representation letter that the effects of any uncorrected misstatements aggregated by us during the current engagement and pertaining to the current year period(s) under audit are immaterial, both individually and in the aggregate, to the financial statements as a whole;

18. For acceptance of nonattest services, including identifying the proper party to oversee nonattest work;

19. For maintaining adequate records, selecting and applying accounting principles, and safeguarding assets;

20. For informing us of any known or suspected fraud affecting the authority involving management, employees with significant role in internal control and others where fraud could have a material effect on compliance;

21. For the accuracy and completeness of all information provided;

22. For taking reasonable measures to safeguard protected personally identifiable and other sensitive information; and

23. For confirming your understanding of your responsibilities as defined in this letter to us in your management representation letter.

You agree to inform us of facts that may affect the financial statements of which you may become aware during the period from the date of the auditor's report to the date the financial statements are issued.

With regard to the schedule of expenditures of federal awards referred to above, you acknowledge and understand your responsibility: (a) for the preparation of schedule of expenditures of federal awards in accordance with the Uniform Guidance; (b) to provide us with the appropriate written representations regarding the schedule of expenditures of federal awards; (c) to include our report on the schedule of expenditures of federal awards in any document that contains the schedule of expenditures of federal awards and that indicates that we have reported on such supplementary information; and (d) to present this supplementary information with the audited financial statements, or if the schedule of expenditures of federal awards will not be presented with the audited financial statements, to make the audited financial statements readily available to the intended users of the schedule of expenditures of federal awards no later than the date of issuance by you of the schedule and our report thereon.

We understand that your employees will prepare all confirmations we request and will locate any documents or support for any other transactions we select for testing.

If you intend to publish or otherwise reproduce the financial statements and make reference to our firm, you agree to provide us with printers’ proofs or masters for our review and approval before printing. You also agree to provide us with a copy of the final reproduced material for our approval before it is distributed.

As part of our audit process, we will request from management and, when appropriate, those charged with governance, written confirmation concerning representations made to us in connection with the audit.

Item 10.

Nonattest Services
Below is the documentation of the nonattest services we plan on providing during this engagement:

Preparation of the basic financial statements and related disclosures (including the Statement of Expenditures of Federal Awards);
Preparation and input of the Financial Data Schedules (FDS) for the audited submission into the Real Estate Assessment Center (REAC) Financial Assessment Subsystem (FASS); and Preparation of the single audit reporting package, including form SF-SAC for submission in the Internet Data Entry System (IDES) to the Federal Audit Clearinghouse required under the Single Audit Act of 1984 (amended in 1996), OMB Circular A-133, and the Office of Management and Budget (OMB) Title 2 U.S. Code of Federal Regulations (CFR) Part 200, Uniform Administrative Requirements for Federal Awards (Uniform Guidance).

We will not assume management responsibilities on behalf of the Authority. However, we will provide advice and recommendations to assist management of the Authority in performing its responsibilities.

With respect to any nonattest services we perform, the Authority’s management is responsible for (a) making all management decisions and performing all management functions; (b) assigning a competent individual to oversee the services; (c) evaluating the adequacy of the services performed; (d) evaluating and accepting responsibility for the results of the services performed; and (e) establishing and maintaining internal controls, including monitoring ongoing activities. Government Auditing Standards require that we document an assessment of the skills, knowledge, and experience of management, should we participate in any form of preparation of the basic financial statements and related schedules or disclosures as these actions are deemed a non-audit service.

Fees and Timing
Cole Monroe, CPA, is the engagement partner for the audit services specified in this letter. His responsibilities include supervising Smith Marion & Co.’s services performed as part of this engagement and signing or authorizing another qualified firmrepresentativetosigntheauditreport.

Our fees are based on the amount of time required for various levels of responsibility, plus actual out-of-pocket expenses. We estimate that our fee for the audit will not exceed $20,278.

We will notify you immediately of any circumstances we encounter that could significantly affect this initial fee estimate.

Whenever possible, we will attempt to use the Authority’s personnel to assist in the preparation of schedules and analyses of accounts. This effort could substantially reduce our time requirements and facilitate the timely conclusion of the audit.

Item 10.

Our fee is based on the anticipated cooperation from your personnel and the assumption that the accounting records are in satisfactory condition for the audit. We will schedule the engagement based in part on deadlines, working conditions, and the availability of your key personnel. We will plan the engagement based on the assumption that your personnel will cooperate and provide assistance by performing tasks such as preparing requested schedules, retrieving supporting documents, and preparing confirmations. We anticipate that when the draft report is received that management will be diligent in their review of the document and submit revisions once the review is complete. If, for whatever reason, your personnel are unavailable to provide the necessary assistance in a timely manner or more than one revision is made to the documents submitted to you for review, it may increase the work we have to do to complete the engagement within the established deadlines, resulting in an increase in fees over our original fee estimate. Items that would cause additional time and an increase in fees would include, but not limited to, prior period audit adjustments not being posted and changes to the report after finalization. If we encounter unexpected circumstances, we will bring them to your attention immediately, to avoid any delays in completing the audit.

Invoices will be payable upon presentation and will be submitted during the course of the engagement. Any discrepancy regarding a billing must be communicated within 10 days from the date received; otherwise, it shall be considered correct and payable. Billings become delinquent if not paid within 60 days of the invoice date. Past due accounts or invoices will incur a late payment penalty, assessed at the rate of 1.5% (18% annually) of the delinquent account balance each month, not to exceed maximum as permitted by law. Payments received on account will first be credited against any delinquency charges and then against the invoice balance. If billings are past due in excess of 60 days, we will stop work until your account is brought current or withdraw from the engagement.

In an action or proceeding to enforce any provision of this agreement, to collect unpaid fees or secure a judgment for nonpayment of fees, the prevailing party will be awarded reasonable attorneys’ fees and costs incurred in that action or proceeding or in efforts to negotiate the matter. If this matter is referred to a collection agency, we shall be entitled to recover reasonable collection agency fees incurred in the matter.

It is our desire to make sure that our clients clearly understand the amount and the manner in which we bill for our services. If you have any questions on our fees or billing policies, feel free to contact us.

Other Matters
During the course of the engagement, we may communicate with you or your personnel via fax or e-mail, and you should be aware that communication in those mediums contains a risk of misdirected or intercepted communications.

The audit documentation for this engagement is the property of Smith Marion and constitutes confidential information.

However, we may be requested to make certain audit documentation available to certain regulators and federal agencies and the U.S. Government Accountability Office pursuant to Authority given to it by law or regulation, or to peer reviewers. If requested, access to such audit documentation will be provided under the supervision of Smith Marion’s personnel. Furthermore, upon request, we may provide copies of selected audit documentation to these agencies and regulators. The regulators and agencies may intend, or decide, to distribute the copies of information contained therein to others, including other governmental agencies. We agree to retain our audit documentation or work papers for a period of at least seven years from the date of our report.

Further, we will be available during the year to consult with you on financial management and accounting matters of a routine nature.

During the course of the audit, we may observe opportunities for economy in, or improved controls over, your operations. We will bring such matters to the attention of the appropriate level of management, either orally or in writing.

Item 10.

You agree to inform us of facts that may affect the financial statements of which you may become aware during the period from the date of the auditor’s report to the date the financial statements are issued.

At the conclusion of our audit engagement, we will communicate to those charged with governance the following significant findings from the audit:

Our view about the qualitative aspects of the authority's significant accounting practices; Significant difficulties, if any, encountered during the audit; Uncorrected misstatements, other than those we believe are trivial, if any; Disagreements with management, if any;
Other findings or issues, if any, arising from the audit that are, in our professional judgment, significant and relevant to those charged with governance regarding their oversight of the financial reporting process; Material, corrected misstatements that were brought to the attention of management as a result of our audit procedures;
Representations we requested from management;
Management's consultations with other accountants, if any; and Significant issues, if any, arising from the audit that were discussed, or the subject of correspondence, with management.

In accordance with the requirements of Government Auditing Standards, a copy of our latest external peer review report of our firm can be obtained on our website smcocpa.com for your consideration and files.

Please sign and return the attached copy of this letter to indicate your acknowledgment of, and agreement with, the arrangements for our audit of the financial statements and compliance over major federal awards including our respective responsibilities.

We appreciate the opportunity to be your financial statement auditors and look forward to working with you and your staff.

Respectfully,
Cole Monroe, CPA | Partner
Smith Marion & Co.
4068 Rural Plains Circle, Ste. 180
Franklin, TN 37064
RESPONSE:

This letter correctly sets forth our understanding.

Acknowledged and agreed on behalf of Housing Authority of the City of Needles by:

Name: ___________________________________________________________________ Title: _____________________________________________________________________ Date: ____________________________________________________________________ Item 10.

Agreed-Upon Procedures Engagement Letter
Friday, September 6, 2024
Housing Authority of the City of Needles
908 Sycamore Dr.

Needles, CA 92363
To the Governing Body of Housing Authority of the City of Needles:

We are pleased to confirm our understanding of the services we are to provide for the Housing Authority of the City of Needles (“Authority”).

We will apply the agreed-upon procedure which the U.S. Department of Housing and Urban Development, Real Estate Assessment Center (REAC), has specified, as listed in the schedule, to the electronic submission and related hard copy documents listed in the schedule of REAC electronic submission for the Authority as of and for the year ended June 30, 2024.

This engagement is solely to assist the Authority and the U.S. Department of Housing and Urban Development, REAC, in determining whether electronic submission of certain information agrees with the related hard copy documents included within the Title 2 U.S. Code of Federal Regulations (CFR) Part 200, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (Uniform Guidance) reporting package. Our engagement to apply the agreed-upon procedure will be conducted in accordance with attestation standards established by the American Institute of Certified Public Accountants and the standards applicable to attestation engagements contained in Government Auditing Standards issued by the Comptroller General of the United States. The sufficiency of the procedure is solely the responsibility of those parties specified in the report. Consequently, we make no representation regarding the sufficiency of the procedure described in the schedule either for the purpose for which this report has been requested or for any other purpose. If, for any reason, we are unable to complete the procedure, we will describe any restrictions on the performance of the procedure in our report, or we will not issue a report as a result of this engagement.

We will submit a report listing the procedure performed and our findings. This report is intended solely for the use of the Authority and the U.S. Department of Housing and Urban Development, REAC, and should not be used by anyone other than these specified parties.

Our report will include a statement that we have not performed any additional auditing procedures after the date of our reports on the audited financial statements and supplemental information. Further, we take no responsibility for the security of the information transmitted electronically to the U.S. Department of Housing and Urban Development, REAC.

Item 10.

You agree to retain a copy of the Uniform Guidance reporting package in its entirety.

The attest documentation for this engagement is the property of Smith Marion & Co. and constitute confidential information.

However, we may be requested to make certain attest documentation available to the Secretary of Housing and Urban Development, the HUD Inspector General, and the Government Accountability Office or their representatives, pursuant to Authority given to them by law or regulation. We will notify you of any such request. If requested, access to such attest documentation will be provided under the supervision of Smith Marion & Co. personnel. Furthermore, upon request, we may provide copies of selected attest documentation to HUD or the Government Accountability Office representatives. HUD and the Government Accountability Office may decide to distribute the copies or information contained therein to others, including other governmental agencies.

At the conclusion of our engagement, we will require a representation letter from management that, among other things, will confirm management’s responsibility for the presentation of the electronic submission and the financial statements and supplemental information included in the Uniform Guidance reporting package.

Our fee for these services is as follows: $500. That fee is based on anticipated cooperation from your personnel and the assumption that unexpected circumstances will not be encountered during the audit. If significant additional time is necessary, we will discuss it with you and arrive at a new fee estimate before we incur the additional costs.

We appreciate the opportunity to be of service to the Authority and believe this letter accurately summarizes the significant terms of our engagement. If you have any questions, please let us know. If you agree with the terms of our engagement as described in this letter, please sign the enclosed copy and return it to us. If the need for additional procedures arises, our agreement with you will need to be revised. It is customary for us to enumerate these revisions in an addendum to this letter.

If additional specified users of the report are added, we will require that they acknowledge in writing their responsibility for the sufficiency of the procedure.

We very much appreciate the opportunity to serve you.

Respectfully,
Cole Monroe, CPA | Partner
Smith Marion & Co.
4068 Rural Plains Circle, Suite 180
Franklin, TN 37064
RESPONSE:

This letter correctly sets forth our understanding.

Acknowledged and agreed on behalf of Housing Authority of the City of Needles by:

Name: ___________________________________________________________________ Title: _____________________________________________________________________ Date: _____________________________________________________________________ Item 10.

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MINUTES

REGULAR MEETING OF THE CITY COUNCIL

NEEDLES PUBLIC UTILITY AUTHORITY

HOUSING AUTHORITY CITY OF NEEDLES

CITY OF NEEDLES, CALIFORNIA
EL GARCES – 950 FRONT STREET, NEEDLES
THE 5:00 P.M. PORTION OF THE CITY COUNCIL MEETING WAS RECESSED BY THE CITY CLERK TO 6:00 P.M.

TUESDAY, SEPTEMBER 10, 2024
COUNCIL EXECUTIVE SESSION – NONE
CITY COUNCIL MEETING – 6:00 PM
CALL TO ORDER - Mayor Jernigan called the meeting to order at 6:00 pm

ROLL CALL

PRESENT
Council Member Ellen Campbell
Council Member Jamie McCorkle
Vice Mayor Kirsten Merritt
Mayor Janet Jernigan
Council Member JoAnne Pogue
Council Member Tona Belt
Council Member Henry Longbrake
Also present City Manager Patrick Martinez, Utility Manager Rainie Torrance, City Attorney John Pinkney via teams, and Assistant City Clerk Candace Clark
PLEDGE OF ALLEGIANCE - Led by Mayor Jernigan
INVOCATION - Given by Council Member Campbell

APPROVAL OF AGENDA
Council Member Campbell made a motion, second by Council Member Pogue, to approve the agenda. Motion carried by the following roll call vote:

Ayes: Council Members Campbell, McCorkle, Vice Mayor Merritt, Council Members Pogue, Belt, and Longbrake
Noes: None

Absent: None
Abstain: None
CONFLICT OF INTEREST - None
CORRESPONDENCE - None
INTRODUCTIONS - Mayor Jernigan acknowledged former Council Members Tim Terral, Zachery Longacre, and Robert Yee in attendance.

CITY ATTORNEY – Parliamentary Procedures given by City Attorney Pinkney.

PUBLIC APPEARANCE
Robert Yee announced the upcoming 10-10 Celebration to take place on October 10, at 10am, at the City County Complex by the flagpole.

David Cairns asked about installing a speed bump on Casa Linda, citing excessive speeding.

Nancy Greenwood expressed concern over the delinquent 501 status of a local business.

Item 12.

PRESENTATIONS

1. Presentation by Erin Fox, Disaster Program Manager for American Red Cross San Bernardino Chapter - rescheduled to October 8 due to a fire emergency.

2. Presentation given by Cheryl DeBatt, Vice President WestCare Arizona I, Inc., and Stephanie S.

Bethards, Advocate AZ & NV, Housing Coordinator, Program Facilitor, West Care Arizona PUBLIC COMMENTS PERTAINING TO THE COUNCIL ITEMS - None

PUBLIC HEARINGS

3. An Ordinance of the City Council of the City of Needles, California, Adopting the California Building Standards Code 2022 Edition; Rescinding Ordinance No. 635-AC adopting the CBSC 2019 Edition; Amending Municipal Code Article IV "Uniform Administrative Code" and Section 2-10 "Adopted by Reference Where Filed" and Amending Sections of Chapter 6 “Building Regulations.” City Manager Martinez gave staff report.

Minimal discussion ensued.

Mayor Jernigan opened the public hearing at 6:29 pm
No Public comment
Mayor Jernigan closed the public hearing at 6:29 pm
Council Member Campbell made a motion, second by Council Member McCorkle to adopt City Council Ordinance No. 667-AC Adopting the California Building Standards Code 2022 Edition; Rescinding Ordinance No. 635-AC adopting the California Building Stands Code 2019 Edition; Amending Municipal Code Article IV "Uniform Administrative Code" and Chapter 2 “Administration” Section 2-10 "Adopted by Reference Where Filed" and Amending Sections of Chapter 6 “Building Regulations.”
Motion carried by the following roll call vote:

Ayes: Council Members Campbell, McCorkle, Vice Mayor Merritt, Council Members Pogue, Belt, and Longbrake
Noes: None

Absent: None
Abstain: None

4. Public hearing noticed to consider all evidence and testimony for or against adopting an Amended Appendix to the Conflict of Interest Code pursuant to the Political reform Act of 1974 has been continued to October 8, 2024.

5. Public Hearing noticed to consider all evidence and testimony for or against approval of City Council Resolution No. 2024-37 amending Resolution 2023-41 and adopting a new fee structure at the Rivers Edge Golf Course.

City Manager Martinez gave staff report.

Minimal discussion ensued.

Mayor Jernigan opened the public hearing at 6:36 pm
No Public comment
Mayor Jernigan closed the public hearing at 6:36 pm
Council Member Campbell made a motion, second by Vice Mayor Merritt to adopt City Council Resolution No. 2024-37 amending Resolution 2023-41 and adopting a new fee structure at the Rivers Edge Golf Course.

Motion carried by the following roll call vote:

Ayes: Council Members Campbell, McCorkle, Vice Mayor Merritt, Council Members Pogue, Belt, and Longbrake
Noes: None

Absent: None
Abstain: None
Item 12.

6. Public Hearing noticed to consider all evidence and testimony for or against approval of Resolution No. 2024-39 of the City Council of the City of Needles, California approving the Measure I Five Year Local Street Capital Improvement for Fiscal Years 2024/2025 - 2028/2029.

City Manager Martinez gave staff report.

There were no questions of staff
Mayor Jernigan opened the public hearing at 6:38 pm
No Public comment
Mayor Jernigan closed the public hearing at 6:38 pm
Council Member Pogue made a motion, second by Vice Mayor Merritt to adopt Resolution No. 2024-39 of the City Council of the City of Needles, California approving the Measure I Five Year Local Street Capital Improvement for Fiscal Years 2024/2025 - 2028/2029.

Motion carried by the following roll call vote:

Ayes: Council Members Campbell, McCorkle, Vice Mayor Merritt, Council Members Pogue, Belt, and Longbrake
Noes: None

Absent: None
Abstain: None
RECESSED THE CITY COUNCIL MEETING AND CONVENED A JOINT COUNCIL / NPUA MEETING by Mayor Jernigan at 6:40 pm

NPUA / COUNCIL CONSENT CALENDAR
Member/Vice Mayor Merritt made a motion, second by Member/Council Member Pogue to approve NPUA consent calendar items 7 through 8.

Motion carried by the following roll call vote:

Ayes: Members/Council Members Campbell, McCorkle, Member/Vice Mayor Merritt, Member/Mayor Jernigan, Members/Council Members Pogue, Belt, and Longbrake Noes: None

Absent: None
Abstain: None

7. Authorized the purchase of a Digger Derrick Model TLL-300D electric bucket truck from LineWise at a cost not to exceed $33,500 using Electric Asset Replacement Funds

8. Accepted the AB32 Greenhouse Gas (GHG) Emissions Verification Report 2023 Emissions prepared by WZI, Inc.

END OF NPUA CONSENT CALENDAR

REGULAR NPUA / COUNCIL ITEMS

9. Approve a 2.8.% cost-of-living (COLA) increase in water and wastewater basic service rates effective October 1, 2024.

Utility Manager Torrance gave staff report.

Minimal discussion ensued.

Member/Council Member Campbell made a motion, second by Member/Council Member McCorkle to approve a 2.8.% cost-of-living (COLA) increase in water and wastewater basic service rates effective October 1, 2024.

Motion carried by the following roll call vote:

Ayes: Members/Council Members Campbell, McCorkle, Member/Vice Mayor Merritt, Member/Mayor Jernigan, Members/Council Members Pogue, Belt, and Longbrake Noes: None

Absent: None
Abstain: None
Item 12.

10. Approve a 2.8% cost-of-living (COLA) increase in electric basic service charge rate as of October 1, 2024; approve an over-hydro rate of $0.1423 effective October 1, 2024; eliminate the $.0100 Power Cost Adjustment and approve the methodology to calculate the annual electric base rate and the power cost adjustment rate based on the rate calculation spreadsheets Utility Manager Torrance gave staff report.

Minimal discussion ensued.

Member/Council Member Campbell made a motion, second by Member/Council Member McCorkle to approve a 2.8% cost-of-living (COLA) increase in electric basic service charge rate as of October 1, 2024; approve an over-hydro rate of $0.1423 effective October 1, 2024; eliminate the $.0100 Power Cost Adjustment and approve the methodology to calculate the annual electric base rate and the power cost adjustment rate based on the rate calculation spreadsheets.

Motion carried by the following roll call vote:

Ayes: Members/Council Members Campbell, McCorkle, Member/Vice Mayor Merritt, Member/Mayor Jernigan, Members/Council Members Pogue, Belt, and Longbrake Noes: None

Absent: None
Abstain: None
ADJOURNED THE JOINT NPUA/COUNCIL MEETING AND RECONVENED THE COUNCIL MEETING by Mayor Jernigan at 6:53 pm
PUBLIC COMMENTS PERTAINING TO THE COUNCIL ITEMS - None

COUNCIL CONSENT CALENDAR
Council Member Campbell pulled Items 17 and 24 for clarification City Manager Martinez gave staff report on both items.

Vice Mayor Merritt made a motion, second by Council Member Campbell to approve consent calendar items 11 through 25.

Motion carried by the following roll call vote:

Ayes: Council Members Campbell, McCorkle, Vice Mayor Merritt, Council Members Pogue, Belt, and Longbrake
Noes: None

Absent: None
Abstain: None

11. Approved the Warrants Registers through September 10, 2024

12. Approved the Minutes of August 13, 2024

13. Adopted Resolution No. 2024-38 of the City Council of the City of Needles, California accepting the purchase offer from Columbus Drive, LLC for all rights and interest in the 8’ wide Sewer Easement located along the south property line of Parcel A of Parcel Map 14798 and authorized the City Manager to execute a Purchase and Sale Agreement and escrow documents for said sale of easement to Columbus Drive LLC.

14. Ordinance 666-AC Speed Study - 2nd read adopted

15. Accepted the work completed by Three Peaks Corporation for the Duke Watkins Park Pump Track Project and authorized a NOTICE OF COMPLETION to record with the San Bernardino County Recorder’s Office.

16. Authorized the annual seed purchase from Simplot Turf & Horticulture, Las Vegas, in the amount of $33,025.37

17. Accepted Change Order No. 1 in the amount of $15,814.72 for a total contract amount of $727,302.17 for the work completed by Superb Engineering, Inc. for the Golf Course Irrigation and Efficiency Project, Phase 1 and authorized staff to execute said Change Order.

Item 12.

18. Approved a budget revision for the 2024-2025 fiscal year to increase fund 520 (Dial-a-Ride - Transit) State Transit Assistance - Capital revenues and Property-Capital / Vehicles expenditures by $180,857 for the purchase of a new Dial-a-Ride transit vehicle

19. Approved filing of a revised claim for State Transit Assistance (STA) capital funds for the 2024- 2025 fiscal year for the purchase of a new Dial-a-Ride transit vehicle

20. Adopted Resolution No. 2024-36 authorizing destruction of certain city records pursuant to Government Code Section 34090

21. Awarded bid to Phillips Excavating, Inc. for the Phase IV-B Water Service Lateral Replacement Project in the amount of $388,293 plus 5% contingency for a total project cost of $407,707.65 and authorized staff to execute a Public Works Agreement with Phillips Excavating, Inc. and move forward with the Notice of Award and Notice to Proceed.

22. Authorized the City Manager to execute a Facility Use Agreement with the American Red Cross for declared emergencies

23. Accepted 2025 Employee Benefits plan for Dental & Vision only

24. Adopted Resolution 2024-40 Approving a Lease Extension with Tri-State Alano Club for the Building at 801 Third Street Until September 10, 2025

25. Approved a Grant Agreement with “Data for Social Good” (DSG) acting on behalf of the California Air Resources Board (CARB) for a Statewide Planning and Capacity Building project in Needles to develop a comprehensive Active Transportation Plan (ATP) and authorized the City Manager to execute the agreement.

END OF COUNCIL CONSENT CALENDAR
CITY MANAGER REPORT given by City Manager Martinez
MANAGERS REPORTS of August 23 and August 30, 2024

COUNCIL REQUESTS
Council Member Campbell - Expressed concern over those affected by the wildfires in San Bernardino County; reminded staff about the need for walls along our freeway to prevent debris landing in neighborhoods and potentially causing another fire as it did in June; praised city residents for conserving water; acknowledged that the city does not charge higher utility rates for peak hours; informed staff that the trash can by the wagon is overflowing; reported on the success of the Women's Club lunch today and announced the next lunch on October 8 will be tacos; announced that the Women's Club is hosting a golf tournament in November.

Council Member McCorkle had no requests
Vice Mayor Merritt had no requests
Council Member Pogue asked about the DMV opening; reported that the sidewalk in front of the Women's Club is still a trip hazard.

Council Member Belt - announced the 911 National Day of Service CPR event for 8th graders; announced the upcoming State of the College at Palo Verde on Thursday, September 12, applauded the Pump Track being the only one in the area.

Council Member Longbrake - Announced the WestCare Recovery event at Rotary Park in Bullhead City on September 14 from 11am to 1pm; asked about the recently burned house and the owner bringing in more recycling items and not cleaning up the property.

Mayor Jernigan announced the 911 ceremony at the Elks Lodge ADJOURNMENT - Mayor Jernigan adjourned the September 10, 2024 meeting at 7:13 pm ATTEST:

Mayor Janet Jernigan Assistant City Clerk Candace Clark, CPMC Item 12.

Item 13.

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Item 13.

AYES:

NOES:

ABSENT:

ABSTAIN:

Mayor Jan Jernigan
(Seal)
Attest: __________ _
City Clerk
Approved as to form:

City Attorney John Pinkney
Item 13.

City of Needles, California
Request for City Council Action
CITY COUNCIL NPUA Regular Special
Meeting Date: October 8, 2024
Title: Removal of Parks and Recreation Commissioner due to excessive unexcused absences.

Background: The City of Needles Charter, Section 905 states “if a member of a board or commission shall absent himself from three regular meetings of such board or commission, consecutively, unless by permission of such board or commission expressed in its official minutes, ... his office shall become vacant and shall be so declared by the council.” Parks and Recreation Commissioner Ashley Renfro was appointed on December 12, 2023. There have been 4 regularly scheduled Parks and Recreation meetings since that time, and Commissioner Renfro has not attended any of the meetings. City Staff has reached out to Commissioner Renfro and has not received a response.

City Staff has advertised in the Needles Desert Star to fill vacancies and interviews are scheduled to be held at the City Council meeting on October 22, 2024. This additional vacancy could be filled at that time.

Fiscal Impact: None
Environmental Impact: None
Recommended Action: Approve the removal of Commissioner Renfro from the Parks and Recreation Commission due to excessive unexcused absences.

Submitted By: Jennifer Valenzuela
City Manager Approval: Date:

Other Department Approval (when required): Date:

Approved: Not Approved: Tabled: Other:

Agenda Item: ____________
10/3/2024
Item 14.

City of Needles, California
Request for City Council Action
CITY COUNCIL NPUA Regular Special
Meeting Date: October 8, 2024
Title: Accept the Best Friends Animal Society Grant Agreement dated September 24, 2024 and adopt an FY 25 budget adjustment of $8,000 Background: Best Friends Animal Society is an organization that provides aid to community shelters nationwide. Best Friends Animal Society awarded the Needles Animal Shelter with a funding agreement through December 31, 2024, for the following  $8,000 in funding to support and continue the trap, neuter, and release program  Training and education for staff at no cost
The grant agreement had to be executed by September 25, 2024, to receive the funds. Management proceeded with execution.

Fiscal Impact: An additional $8,000 in to the FY 25 budget to fund the Needles Animal Shelter Trap, Neuter, and Release Program.

Environmental Impact: Additional feral cat management is needed to reduce feral cat populations and the risk of diseases.

Recommended Action: Accept the Best Friends Animal Society Grant Agreement dated September 24, 2024 and adopt an FY 25 budget adjustment of $8,000 and Authorize the City Manager to sign the agreement.

Submitted By: Tony Rubalcaba, Animal Control Officer
City Manager Approval: Date:

Other Department Approval (when required): Date:

Approved: Not Approved: Tabled: Other:

Agenda Item: ____________
10/03/2024
10/3/2024
Item 15.

Needles Animal Shelter Offer of Support EIN: 95-2549493 Partnership Goals:

The goal of this partnership is to work toward closing the gap of 15 cats and 18 dogs being killed at Needles Animal Shelter, leading to the achievement of a save rate of at least 90%.

How We Can Support You:

Needles Animal Shelter had an intake rate of 148 dogs and 58 cats in 2023, while they saw a positive outcome rate of 142 animals, their euthanasia rate was 33 dogs and 18 cats, creating a save rate gap of 18 dogs and 15 cats. In 2024, Needles Animal Shelter has taken steps to mitigate unwanted cats from entering their shelter, by launching a community cat program thanks to a grant from a third-party source. When meeting with the leadership of Needles Animal Shelter, they noted their interest in continuing the community cat program, as well as finding new ways to create more positive outcomes for the dogs entering their care.

Best Friends can provide training and support to implement or level up programming that is designed to better their services, therefore increasing the cat and dog save rate. This training and support would be offered to Needles Animal Shelter through ongoing virtual support and in-person support at no cost to the shelter.

Training and support could include the following:
• TNR Support
o Best Friends will fund $8,000.00 to supplement the already successful TNR program Needles Animal Shelter launched in June 2024. These funds will help fund spay/neuter surgeries until December 31, 2025. • Canine Managed Intake Training and Transfer Support:
o Specific training on Managed/Diverted Intake will be provided to staff with an emphasis on canine diversion and supported self-rehoming/owner retention.

This will deepen the team’s understanding and implementation of this transformative approach to shelter services designed to optimize resources, minimize stress on animals, and enhance overall welfare by thoughtfully redirecting incoming animals to alternative programs and community resources.

Item 15.
o Finder Foster Program
▪ Train staff on how to implement a finder-foster program to help actively reduce the number of animals entering Needles Animal Shelter through support of the public, mainly those finding lost or stray pets in their community.
▪ Training will be provided for creating an SOP on the program, how to process an animal through the shelter software for the finder-foster program, and various outcomes for the animal.
o Sanctuary Transfer Support
▪ Best Friends Animal Sanctuary in Kanab, UT may be able to provide supplementary canine transfer support to Needles Animal Shelter.

The Sanctuary may be able to transfer at least 18 dogs but cannot specify the frequency of when transfer pulls will happen.

How We Can Achieve These Goals Together:

Together we can achieve the programming goals above by working on the development of and commitment to following a lifesaving training plan and mutually committing to attending regular leadership calls to monitor progress. These meetings will initially be scheduled monthly for the first three months of the partnership with further continuance of meetings to be later identified together.

What is Required from Needles Animal Shelter:
• Submit monthly data to Shelter Pet Data Alliance (SPDA). • Reporting on how many cats TNR’d each month to help gauge success and inform further needed adjustments.
• Cooperation and transparency from shelter leadership and staff, including attending meetings and training as scheduled.

This offer of support expires on 9/25/24.

Best Friends is happy to extend timelines as necessary, provided that there is a path to move the offer forward.

Item 15.

Item 15.

Item 15.

Item 15.

Item 15.

Item 15.

Item 15.

City of Needles, California
Request for City Council Action
CITY COUNCIL NPUA Regular Special
Meeting Date: October 8, 2024
Title: Authorize the purchase of 1 used John Deere 2500B to Storz Equipment not to exceed $24,243.75 utilize the adopted FY 25 Golf Course Budget Background: The Golf Course has not purchased a piece of new or used mower equipment in over a decade. The existing equipment is past its useful life and requires much maintenance to continue operating. The Golf Course requires a newer piece of equipment to continue maintenance of the River’s Edge Golf Course.

Fiscal Impact: The adopted FY 25 Golf Course budget had a savings of $27,000 from seed purchase. The proposed equipment will be purchased utilizing the savings.

Environmental Impact: None
Recommended Action: Authorize the purchase of 1 used John Deere 2500B to Storz Equipment not to exceed $24,243.75 utilize the adopted FY 25 Golf Course Budget Submitted By: JJ Deleon, Golf Course Pro
City Manager Approval: Date:

Other Department Approval (when required): Date:

Approved: Not Approved: Tabled: Other:

Agenda Item: ____________
10/03/2024
10/3/2024
Item 16.

Item 16.

Item 16.

Item 16.

Item 16.

City of Needles, California
Request for Commission Action
CITY COUNCIL PARKS AND RECREATION Regular Special
Meeting Date: October 8, 2024
Title: Review and approve rules for the Pump Track, Art Wall & Splash Pad at Duke Watkins Park
Background: Attached is an example of common regulatory rules for the new pump track, art wall and splash pad.

Fiscal Impact: Cost of New Signs
Environmental Impact: N/A
Critical Timeline: New Park features to open to the public mid-October/November Recommended Action: Review and approve new rules/regulations for Duke Watkins Parks Pump Track, Art Wall and Splash Pad.

Submitted By: Jennifer Valenzuela, Recreation Services Manager City Manager Approval: Date:

Other Department Approval (when required): Date:

Approved: Not Approved: Tabled: Other:

Agenda Item: ____________
10/3/2024
Item 17.

Item 17.

Item 17.

Item 17.

City of Needles, California
Request for Commission Action
CITY COUNCIL PARKS AND RECREATION Regular Special
Meeting Date: October 08, 2024
Title: Review and approve Parks & Recreation Commissions recommended changes to the Youth Sport Handbook
Background: The Parks & Recreation Commission established a Youth Sports Handbook in 2007.

The handbook covers all code of ethics for players, parents and coaches. It includes guidelines and rules for each of the youth sports offered in Recreation. The last time the handbook was revised was in 2018. The Commission met on Monday, August 19, 2024, and a lengthy discussion was had regarding the changes provided in the staff report based on input from Recreation Service Manager, coaches and parents in the past seasons. Below are the approved changes from the Parks & Recreation Commission excluding Page 6, #4, Attachment ‘A’ in Group A and B (see attachment). The Commission could not agree on what changes, if any, to the Groups lists. A motion was made with no 2nd, so motion did not pass, to move felony and aggravated assault to Group A. Group A convictions do not allow a volunteer to coach in our youth sports and Group B must be approved by the Commission prior. Minute Actions attached amended Group B to have a time limit within the last 5 years.

a. Season Information: 2nd bullet – Pee Wee Basketball is conducted June – July. 3rd bullet – Pee Wee Soccer is conducted October – November.

Add an 11th bullet – 6th graders that play on a school sports team will be required to play in the ‘A’ Division (A Division Basketball schedule is designed to accommodate the NMS games allowing players playing in both leagues to make games in each league.)

b. Facilities: 3rd bullet – Pee Wee Soccer may use Duke Watkins Field and/or Franz Flowers Field for practices. Games will be played at Franz Flowers Field. d. Games: 5th bullet – Flag Football games will be played on Duke Watkins Field

2nd bullet – Pee Wee Soccer games will be played at Franz Flowers Field

a. Screening Process –

3. Pass a criminal background check and fingerprinted (California DOJ) yearly

4. Review and make changes if any to the Attachment ‘A’ in Group A and B (see handbook)

Flag Football League Rules
1) Rules
E. If a team is leading by a score of 14 points or more, they may continue to score, but the score will not be recorded on the scoreboard until the opposing team is once again within 14 points and a running clock will be used
Fiscal Impact: Costs minimal. Handbooks printed in-house Critical Timeline: Fall Sports begin in October 2024.

Recommendation: Approve recommended changes to the Youth Sports Handbook.

Submitted By: Jennifer Valenzuela, Recreation Service Manager City Manager Approval: Date:

Other Department Approval (when required): Date:

Approved: Not Approved: Tabled: Other:

Agenda Item
10/3/2024
Item 18.

PARKS & RECREATION COMMISSION

RECORD OF MINUTE ACTION
VICE CHAIR LONG MOVED, SECONDED BY COMMISSIONER MELVIN, to approve the recommended changes to the Youth Sports Handbook, excluding Page 6, a. Screening Process, #4. Motion carried by the following roll call vote:

AYES: VICE CHAIR LONG, COMMISSIONERS MELVIN, WILLIS

AND TORRES
NOES: NONE
ABSENT: CHAIR PLETCHER AND COMMISSIONER RENFRO
VICE CHAIR LONG MOVED, SECONDED BY COMMISSIONER WILLIS, to add a time frame of within the last 5 years to Group B’s list of convictions. Motion carried by the following roll call vote:

AYES: VICE CHAIR LONG, COMMISSIONERS MELVIN, WILLIS

AND TORRES
NOES: NONE
ABSENT: CHAIR PLETCHER AND COMMISSIONER RENFRO
I, Jennifer Valenzuela, Recreation Service Manager, hereby certify that the foregoing is a true and correct copy of the official action taken at the regular meeting of the Parks & Recreation Commission of the City of Needles, California, held on the 19th day of August, 2024. __________________________________
Jennifer Valenzuela, Recreation Manager
Parks & Recreation Commission
Dated: August 20, 2024
Item 18.
 The CITY OF NEEDLES will support the all-star teams for participation in the listed tournaments. Support includes practice facilities, registration fees, uniforms and all required paperwork. Parents will be required to pay a one-time All-Star Player fee of $25 for registration fee into one tournament listed. The CITY OF NEEDLES has jerseys available for all-star use, but must be returned after competition.  All-star coaches may participate in additional tournaments, but the CITY OF NEEDLES is unable to provide trip funding or registration fees.
 The CITY OF NEEDLES prohibits league coaches from forming additional all-star teams consisting of league players to participate in any all-star tournament following the regular Basketball season (Dec – Mar). The CITY OF NEEDLES will select a second all-star team from the players not picked to participate in the Needles Spring Classic Tournament only if applicable.

1. Selection of All-star players -
 Coaches will receive an all-star player ballot two weeks prior to the end of the season. Each division will have a separate ballot with the names of all players listed on the ballot. Coaches may nominate any number of players from any team in their division, not to exceed ten players total. The ballot must be signed by the coach or their vote is invalid. This constitutes the FIRST BALLOT. (Note: The Recreation Staff will collectively cast one vote for a 10-person team on the first ballot only).  An all-star selection meeting will be held for each division. The CITY OF NEEDLES requests all division coaches participate in all-star selection. An assistant coach may attend the selection meeting if the coach is unavailable.
 At the all-star selection meeting, and in the presence of all coaches, ballots will be collected and votes tallied and displayed for all to see. Coaches who cannot attend the meeting and will not have an assistant coach represent them, must turn their ballot in to the League Director or the League Coordinator prior to the meeting.

Their vote will be cast on the FIRST BALLOT only.
 If ten all-stars are not selected on the first ballot, a second ballot will be given to all coaches present. This ballot must also be signed to be valid. This constitutes the SECOND BALLOT.  If ten all-stars are not selected on the second ballot, another ballot will be given to all coaches present. This constitutes the THIRD AND FINAL BALLOT.
 If players are still locked in a tie following the third ballot, the final selection will be made by the League Director and League Coordinator.

2. Selection of All-star coaches -
Head Coaches who are interested in being selected as an All-Star Coach must put a letter of interest in to the Recreation Director no later than February 1st of that season. The Recreation Director will make a decision based on criteria in the coaching section under Code of Ethics and Conduct and their season performance. Then the Recreation Director will take his/her recommendation to the Park & Recreation Commission for final approval. A coach’s letter of interest will only be accepted for the division (C/B/A & Boys/Girls) that they coached in for that season.

III. COACHES SECTION
a. Screening Process – All prospective coaches will be required to:

1. Be at least 18 years of age (or younger by approval of League Director).

2. Complete a youth sports coaches application

3. Pass a criminal background check and fingerprinted (California Department of Justice)

4. At a minimum, any person who is known to have been convicted of any of the offenses listed in group ‘A’ ,(see attachment A) warrants exclusion from being a volunteer in any City of Needles youth sports programs. Any offenses listed in group ‘B’, (see attachment A) may be appealed in front of the Park & Recreation Commission. This list of offenses is not intended to be an exhaustive list. The City of Needles Park & Recreation Commission may exclude any person from volunteering for any other offense that is deemed appropriately related to these issues.

Team Activities – A coach or assistant coach must be present at all team meetings, practices, games, and any other team activities, including team pictures. If a coach or an assistant cannot be present at any of the Item 18.

City of Needles
Youth Sports Handbook
Attachment ‘A’
8/23/2011
ATTACHMENT ‘A’
GROUP A:

1. Registered Sex Offender

2. Murder

3. Kidnapping

4. Arson

5. Aggravated Domestic Violence

6. DUI – three or more in less than seven years

7. Contributing to the Delinquency of a Minor

8. Child Seduction

9. Criminal Deviate Seduction

10. Sexual Misconduct of Minor

11. Child Molesting

12. Child Solicitation

13. Rape

14. Sexual Assault

15. Injury to a Child

16. Child Pornography
GROUP B:

1. Manslaughter

2. Robbery

3. Burglary

4. Reckless Homicide

5. Class A/B Drug Offenses

6. Embezzlement

7. Felony Theft

8. Aggravated Assault

9. Felony
Item 18.

City of Needles, California
Request for City Council Action
CITY COUNCIL NPUA Regular Special
Meeting Date: October 8, 2024
Title: Accept the work completed by Superb Engineering, Inc. for the Golf Course Irrigation and Efficiency Project, Phase 1
Background: The City received funding from the Urban and Multibenefit Drought Relief Program for Phase 1 of a Golf Course Irrigation Project to procure approximately 175 new waterefficient sprinkler heads for the Tees and Greens, and to complete the design and installation of the irrigation system that will control the new sprinklers with the addition of water saving gate valves.

Subsequent funding will implement Phase 2, which will include the remaining required sprinklers, new distribution system, soil moisture sensors, and automatic watering system as well as a modern variable drive pump system.

On March 12, 2024, the Golf Course Irrigation and Efficiency Project, Phase 1 was awarded to Superb Engineering, Inc for a Not to Exceed (NTE) amount of $711,434.95 plus 5% contingency for a total project cost of $747,061.82. Construction began in May 2024 and was completed in September.

Change Order No. 1 was approved on September 10, 2024 to reflect for final quantity adjustments reducing the total project cost by $19,759.65 for a final contract amount of $727,302.17.

Fiscal Impact: $690,000 was funded by a grant through the Urban and Multibenefit Drought Relief Program with the remaining balance of $37,302.17 being funded by the golf surcharge account.

Recommended Action: Accept the work completed by Superb Engineering, Inc. for the Golf Course Irrigation and Efficiency Project, Phase 1; and authorize a NOTICE OF COMPLETION to record with the San Bernardino County Recorder’s Office.

Submitted By: Kathy Raasch, Director of Development Services/Capital Projects City Manager Approval: Date:

Other Department Approval (when required): Date:

Approved: Not Approved: Tabled: Other:

Agenda Item: ____________
10/4/2024
Item 19.

RECORDING REQUESTED BY:

City of Needles
817 Third Street
Needles, CA 92363
AND WHEN RECORDED MAIL TO:

City of Needles
817 Third Street
Needles, CA 92363
No fee per Govt. Code § 27383 ~ SPACE ABOVE FOR RECORDER’S USE ONLY ~

NOTICE OF COMPLETION
NOTICE IS HEREBY GIVEN THAT:

The undersigned is OWNER or AGENT OF THE OWNER of the interest or estate stated below in the property hereinafter described.

The full NAME of the OWNER is CITY OF NEEDLES
The ADDRESS of the OWNER is 817 THIRD STREET, NEEDLES, CA 92363 The NATURE OF THE INTEREST or estate of the undersigned is In FEE Street Address / APN (if applicable)
The full name(s) and address(es) of all persons, if any, who hold such interest or estate with the undersigned as joint tenants or as tenants in common are:

Contractor’s Name Contractor’s Address:

I, am the
(Name of below signor) (Owner, President, Authorized Agent, Partner, etc.) the declarant of the foregoing Notice of Completion. I certify (or declare) under penalty of perjury under the laws of the State of California that the foregoing is true and correct.

Notice of Completion 03-17-2023
The property on which said work of improvement was completed is in the City of Needles, County of San Bernardino, State of California, and was approved by the Needles City Council by minute action at the meeting and is DESCRIBED AS FOLLOWS:

Improvement on the property hereinafter described and COMPLETED on Improvements described as
Date: Signature:

Patrick J. Martinez, City Manager, City of Needles
Patrick J. Martinez City Manager
October 9, 2024
River's Edge Golf Course Irrigation Efficiency Project, Phase 1 September 20, 2024
Superb Engineering, Inc. 2947 W. Lincoln Street Unit 105, Beaumont, CA 92220 144 Marina Drive, Needles, CA 92363
October 8, 2024
Item 19.

City of Needles, California
Request for City Council Action
CITY COUNCIL NPUA Regular Special
Meeting Date: October 8, 2024
Title: Accept Amendment No. 2 to the Professional Services Agreement with TKE Engineering, Inc. to Provide On-Call Supplemental Engineering Consulting Support Services
Background: The City accepted a proposal from TKE Engineering on May 25, 2021, for On-Call Supplemental Engineering Consulting Support Services for a term of one-year with the option of an extension. On August 8, 2023, Amendment No. 1 was approved to extend the contract until August 2024. This amendment will extend the term of the agreement in Section 3.1.2 for an additional year to August 8, 2025.

The Amendment will allow TKE to continue On-Call City Engineer support and to provide design, bidding, and project management support for City Capital Improvement projects.

Fiscal Impact: Hourly rate of $185 per hour on an as-needed basis not to exceed $25,000. The funds are to be paid out of the Engineering Budget and specific Council approved projects.

Environmental Impact: N/A
Recommended Action: Accept Amendment No. 2 to the Professional Services Agreement with TKE Engineering, Inc. to Provide On-Call Supplemental Engineering Consulting Support Services and authorize staff to issue a Notice to Proceed.

Submitted By: Kathy Raasch, Director of Development Services/Capital Projects City Manager Approval: Date:

Other Department Approval (when required): Date:

Approved: Not Approved: Tabled: Other:

Agenda Item: ____________
Item 20.

Item 20.

Revised June 2024

RATE SCHEDULE
2024-2025 HOURLY
RATE
Principal in Charge .. .......... ........... .......... .......... ........... .......... .......... ........... $185.00 Project Manager/Construction Manager/Licensed Surveyor ..... .......... ........... $175.00 Traffic Engineer (TE) .......... ........... .......... .......... ........... .......... .......... ........... $165.00 Senior Engineer/Project Engineer (PE)/Senior Plan Checker ... .......... ........... $165.00 Assistant Project Manager/Associate Engineer .. ........... .......... .......... ........... $155.00 Assistant Engineer/Plan Checker/Designer ........ ........... .......... .......... ........... $145.00 AutoCAD Technician .......... ........... .......... .......... ........... .......... .......... ........... $135.00 Engineering Technician ..... ........... .......... .......... ........... .......... .......... ........... $105.00 Clerical ......... .......... ......... ........... .......... .......... ........... .......... .......... ........... $ 90.00 Forensic Engineering ......... ........... .......... .......... ........... .......... .......... ........... $300.00 Expert Witness Testimony ........... .......... .......... ........... .......... .......... ........... $400.00

SURVEYING SERVICES
2-Man Survey Crew (Prevailing Wage) .... .......... ........... .......... .......... ........... $260.00

DEVELOPMENT SERVICES
Managing Director ... .......... ........... .......... .......... ........... .......... .......... ........... $185.00 Senior Project Manager ..... ........... .......... .......... ........... .......... .......... ........... $135.00 Project Manager ...... .......... ........... .......... .......... ........... .......... .......... ........... $105.00

CONSTRUCTION SERVICES
Senior Construction Inspector (Prevailing Wage) ........... .......... .......... ........... $135.00 Construction Inspector (Prevailing Wage) .......... ........... .......... .......... ........... $125.00

REIMBURSABLE COSTS
In-house Reproduction ...... ........... .......... .......... ........... .......... .......... ........... Cost Printing and Materials ....... ........... .......... .......... ........... .......... .......... ........... Cost + 10% Express Mail/Courier/Next Day Service .. .......... ........... .......... .......... ........... Cost + 10% Special Subconsultant Services ... .......... .......... ........... .......... .......... ........... Cost + 10% Item 20.

City of Needles, California
Request for City Council Action
CITY COUNCIL NPUA Regular Special
Meeting Date: October 8, 2024
Title: Accept Change Order No. 1 with Vance Corporation for the Phase IV-A Street Improvements Project
Background: On May 14, 2024 the Phase IV-A Street Improvements Project was awarded to Vance Corporation to pave the following streets:

Desnok St., Cibola St., F St., E St., Downey St., Valley St., Fourth St., and G Street.

During construction and after grinding the existing pavement, additional work was required on Desnok Street to prepare subbase material for installation of new pavement. In addition, quantities were increased to grade and pave Grandview Avenue and stripe various streets previously approved by City Council.

Fiscal Impact: Change Order No. 1 to be funded by $66,665.96 from project contingency and $101,041.13 from remaining 2024 FY street improvements fund Recommended
Action: Accept Change Order No. 1 for the Phase IV-A Street Improvements Project increasing the contract with Vance Corporation by $167,707.09 for a new total contract amount of $1,501,026.20.

Submitted By: Kathy Raasch, Director of Development Services/Capital Projects City Manager Approval: Date:

Other Department Approval (when required): Date:

Approved: Not Approved: Tabled: Other:

Agenda Item: ____________
10/4/2024
Item 21.

CITY OF NEEDLES

C H A N G E O R D E R
PROJECT: Phase IV-A Street Improvements Project ORDER NO: 1 OWNER: City of Needles CONTRACTOR: Vance Corporation
FOLLOWING CHANGES ARE MADE TO THE CONTRACT:

Description of Changes Quantity Unit Price Decrease Contract Price Increase Contract Price
1) Desnok Level Course 99700 $1.22 $121,634.00
2) Grading & Compaction (Grandview) 2415 $2.06 $ 4,974.90 3) Pave Grandview 2415 $7.60 $ 18,354.00
4) Various Striping 1 LS $ 22,744.19
(Front St, G St, Clary Dr, Lilly Hill Dr)
JUSTIFICATION:

Due to unforeseen field conditions, Desnok required a leveling course prior to 2” overlay paving; Grandview Ave and various approved striping plans were added to the contract during construction. $66,665.96 of contingency funds to be applied to these increases.

Original Contract Price $1,333,319.11
Previous Change Order(s) Amount $0.00
Original Contract Price plus previous Change Orders $1,333,319.11 Contract Price Due This Change Order $ 167,707.09
New Contract Price $1,501,026.20

CHANGE IN CONTRACT TIME
Contract Time will be
(Increased)
Adjusted Date for
Completion of all Work Calendar Days

N/A

APPROVALS REQUIRED
Requested by:

Signature (Project Manager)
Date:

Contractor Acceptance:

Signature (Contractor)
Date:

Approved by: Date: 10/8/2024
Signature (City Manager) CC meeting

C H A N G E O R D E R
Item 21.

City of Needles, California
Request for City Council Action
CITY COUNCIL NPUA Regular Special
Meeting Date: October 8, 2024
Title: Appoint an Ad-Hoc Committee to plan for the 2026 Centennial Anniversary of Route 66
Background: In 2026, the nation will celebrate the Route 66 Centennial, marking the 100th anniversary of the historic highway that served as a critical route for westward migration. Commissioned on November 11, 1926, Route 66 originally spanned 2,448 miles from Chicago to Los Angeles, passing through eight states, including California and the City of Needles. Mayor Jernigan and Councilmember Campbell showed interest in participating.

Congress recognized the importance of this milestone with the Route 66 Centennial Commission Act, signed into law on December 23, 2020. This Act established a national commission to recommend activities to commemorate the centennial. As many states and cities along the route prepare for events, Needles, with its prominent place along Route 66, has a unique opportunity to participate in and benefit from this celebration.

To ensure Needles plays a central role in the Route 66 Centennial celebrations, the City proposes the creation of a City Council Committee on Route 66 Centennial Event Planning. This committee will oversee the organization and promotion of special events, partnerships, and projects that highlight Needles’ connection to Route 66, attracting visitors and fostering community pride.

Fiscal Impact: To Be Determined
Environmental Impact: N/A
Recommended Action: Select no more than three council members to serve on an Ad-Hoc Committee to plan for the 2026 Centennial Anniversary of Route 66.

Submitted By: Mayor Janet Jernigan
City Manager Approval: Date:

Other Department Approval (when required): Date:

Approved: Not Approved: Tabled: Other:

Agenda Item: ____________
10/3/2024
Item 22.

City of Needles, California
Request for City Council Action
CITY COUNCIL NPUA Regular Special
Meeting Date: October 8, 2024
Title: Consider cancelling the November 26 and December 24, 2024 regular City Council / NPUA / HACN meetings.

Background: Staff is requesting Council consideration to cancel the November 26 and December 24, 2024, regular City Council / NPUA / HACN meetings due to the holidays.

If urgency matters arise, the City Council / NPUA / HACN may hold their regular meeting or call a special meeting to conduct business.

Fiscal Impact: None
Recommendation: Cancel the November 26 and December 24, 2024, regular City Council / NPUA / HACN meetings.

Submitted By: City Clerk Department
City Management Review: ____________ ______ Date: ____
Approved: Not Approved: Tabled: Other:

Agenda Item: ____________
10/3/2024
Item 23.

City of Needles, California
Request for City Council Action

CITY COUNCIL NPUA Regular Special
Meeting Date: October 8, 2024
Title: Employee Appreciation Event
Background: Mayor Jernigan requested this item be placed on the agenda for discussion regarding a proposed date, location, and budget. The suggested available date is Friday, December 6, 2024.

Fiscal Impact: Funds in the amount of $10,000 are available in the 2024-25 budget for all special events during the upcoming year, including the employee appreciation event and any future special events through June 30, 2025.

Recommended
Action: Discretionary
Submitted By: Mayor Jernigan
City Manager Approval: Date:

Other Department Approval (when required): Date:

Approved: Not Approved: Tabled: Other:

Agenda Item: ____________
10/3/2024
Item 24.

City of Needles 817 Third Street, Needles, California 92363 (760) 326-2113 • FAX (760) 326-6765
www.cityofneedles.com
Mayor, Janet Jernigan
Vice Mayor Kirsten Merritt
Councilmember Tona Belt
Councilmember Ellen Campbell
Councilmember Jamie McCorkle
Councilmember JoAnne Pogue
Councilmember Henry Longbrake
City Manager Patrick J. Martinez

MEMORANDUM
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: PATRICK J. MARTINEZ, CITY MANAGER
SUBJECT: WEEKLY MEMORANDUM
DATE: September 20, 2024

1. On September 18, 2024, City officials and staff attended this year’s San Bernardino County "Empowering Tomorrow" State of the County event. Special thanks to Supervisor Dawn Rowe and San Bernardino County Transportation Authority Executive Director Ray Wolfe for their ongoing support and commitment to finding solutions for all cities in the county, with a special mention of Needles during their presentation. We also extend our gratitude to Andrew Goldfrach, CEO of Arrowhead Regional Medical Center, for his vision and dedication to ensuring all county residents, including those 200 miles away, receive the care they need.

Refer to the attached image for a snapshot of the event.

2. On September 19, 2024, City officials and staff celebrated the groundbreaking of the $1.8 million Phase IV-A Street Improvement Project. This project aligns with the City Council’s ongoing commitment to revitalizing street and water infrastructure. In 2019, the City adopted an ambitious 15-year Pavement Management Plan (PMP) to maintain and improve 47 miles of city streets. To date, the City has successfully paved approximately 17 miles.

Vance Construction Company has already begun mobilizing equipment, with street grinding starting next Monday and paving scheduled to follow in a few weeks.

Phase IV-A will focus on paving several main roads, including Desoto St., Cibola St., F St., E St., Downey St., Valley St., Fourth St., and G St. These improvements are designed to enhance road safety, reduce maintenance costs, and improve overall driving conditions for residents. By addressing these critical streets, we ensure our City remains well-maintained and accessible for years. For additional information, refer to the attached image.

We will hold a second groundbreaking on October 1, 2024, for the Obernolte Street Improvement Project, which will focus on streets near the school area. Additionally, the City Council has approved Phase IV-B, which includes water service

replacement in preparation for street paving in early 2025. Streets scheduled for paving in 2025 include Carty Way, Carty Circle, Carty Place, El Monte St., I St., H St., G St., Crestview Dr., and Desoto St. These improvements go beyond basic infrastructure and reflect our dedication to building a stronger, safer, and more resilient community for all residents.

3. IEHP Covered offers affordable health coverage for residents of San Bernardino and Riverside counties, providing essential healthcare services to those in need. All IEHP Covered plans include free preventative care, and eligible members may qualify for Enhanced or Cost Share Reduction (CSR) Silver plans with $0 deductibles and low out-of-pocket costs. These plans cover 10 categories of Essential Health Benefits, as required by the Affordable Care Act.

In addition, IEHP members have access to medical transportation services for appointments, including travel to facilities like Arrowhead Regional Medical Center, located over 200 miles away. For more details, call 1-877-273-IEHP (4347) or visit their website. For more information about specific coverage options, click here.

4. On Wednesday, October 2, 2024, Needles Area Transit, in partnership with other transit providers from the San Bernardino County Transit Authority, will be offering free fares all day long. No reservations are required—just hop on a Needles Area Transit bus and enjoy your complimentary ride! For more details, refer to the attached flyer or contact Community Services at 760-326-2113 ext. 115, or via email at [email protected]. Don’t miss out—come out and ride!

5. This week, City Staff met with Jartino Spencer, a Victim Advocate from the Bureau of Victim Services stationed in Needles through the San Bernardino County District Attorney's Office. He assists crime victims by providing financial and healing resources. Mr. Spencer is located at 1111 Bailey Avenue and can be reached at 760-326-9245. The District Attorney assigns a Victim Advocate once charges are filed. For more details, refer to the attached Bureau of Victim Services flyer.

6. The City’s Public Works staff is actively repairing deteriorated sidewalks to ensure public safety and improve infrastructure. Ongoing projects, such as the repair at the Women’s Club (refer to the attached image), demonstrate our commitment to these efforts. We encourage residents to report any damaged sidewalks, potholes, or road issues by contacting the City of Needles Billing Office at 760-326-2115 (press #9) or through the Needles Connect app, available on both the Apple App Store or Google Play Store. Your feedback is invaluable in helping us maintain and improve our streets. Please don’t hesitate to reach out with concerns or to report issues—your involvement is essential to our community's progress.

7. The City’s Public Works staff recently repainted the barriers of the Needles Bridge following vandalism, which costs the city thousands of dollars annually. For a visual update, refer to the attached image. To combat this, the city promptly repairs damage and reports incidents to law enforcement. In 2019, the City Council passed

Ordinance No. 624-AC, strengthening enforcement against vandalism, including graffiti on public and private property. If you witness vandalism, please report it to the San Bernardino County Sheriff’s Office at (909) 387-8313. Additionally, contact the City (760) 326-2115 for graffiti removal or use the convenient Needles Connect app, available on both the Apple App Store or Google Play Store.

8. Last April, the Needles Chamber of Commerce took over management of the Business Directional Sign Program, which provides travelers with key information about local landmarks and businesses within the City of Needles. Thanks to a generous donation of nearly $8,700 from Supervisor Dawn Rowe, the revitalization of the signs is now underway and is expected to be completed by the end of the year. Businesses interested in participating in this program are encouraged to contact the Chamber directly at [email protected].

Additionally, the Needles Chamber of Commerce is hosting the State of the City event on October 3, 2024, from 6:00 p.m. to 8:00 p.m. Businesses are invited to participate in the Market Night earlier from 4:00 p.m. to 6:00 p.m., offering a great opportunity to showcase products and services to Needles residents. To reserve a table, please contact the Chamber at 760-326-2050 or email [email protected]. Refer to the attached flyer for additional information.

9. For the first time, Ventura Circus is coming to Needles! Come and experience the enchantment of “The Dream,” a traditional American family circus showcasing everything from juggling and clowns to stunning aerial acrobatics. Performances will run from October 10 through October 21, 2024, with the opening night set for 7:00 p.m. on October 10 at 100 G Street in Downtown Needles. Don’t miss out on this unforgettable event—tickets can be purchased by clicking this link.

10.The Needles Department of Motor Vehicles (DMV) Field Office temporarily closed for remodeling last May to enhance customer experience. We're excited to announce that the newly improved office is expected to reopen on October 7, 2024, with upgraded facilities designed to provide a more comfortable and efficient service experience for our community. We look forward to welcoming you back!

11.IMPORTANT UPCOMING DATES:
• Animal Shelter Spay/Neuter Clinic on September 26 and 27. Is sold out. • 15th Annual Lynne’s Little Ladies Tea Party on Saturday, September 21, 2024, from 1:00 to 3:00pm at the Needles Women’s Club.
• Annual Bridge to Bridge First Responders Appreciation Day on Saturday, October 12, 2024, from 11 am-2 pm at the Mohave Valley Legacy Community Park at 9200 Aquarius, Mohave Valley.
• Ribbon Cutting Ceremony: The Well No. 11 Water Treatment Facility Project is anticipated for mid-October. The date, time, and location are TBD. • SBCSD/Needles Police 5th Annual Trunk or Treat Event on Wednesday, October 30, 2024, from 4:00 PM to 6:00 PM at the Recreation Center parking

lot at 1705 J Street. If you're interested in participating, please get in touch with Misty Hunt at 760-526-9200 or [email protected].
• Community Fall Festival: November 2, 2024, from 9:00 AM to 2:00 PM at 950 Front Street. To participate vendors can contact Jennifer Valenzuela, Recreation Manager, via email at [email protected] or directly at 760-326-2814.

1. STATE OF THE COUNTY

2. PHASE IV-A STREET GROUNDBREAKING

2. PHASE IV-A STREET GROUNDBREAKING

CLEAN AIR
AND
FREE FARES!

RIDE FREE ALL DAY
AND HELP CLEAR OUR AIR!
Powered by
Celebrate California Clean Air Day on Wednesday October 2 by riding public transit in the San Bernardino region.

Check with your local system for details.
. NEEDLES AREA TRANSIT
SHOULD
KNOW.

As a Victim or Witness of a Crime,
You are Vital to the Criminal Justice Process.

The Bureau of Victim Services
Can Provide Guidance During this Process.

Jason Anderson
District Attorney I San Bernardino County
/ ' I recognize that being a victim
and witness to a crime can cause fear and
uncertainty. Our role is to alleviate that fear
by honestly explaining what you can expect
in court, explain what financial and healing
services we can provide and assist with,
and that victims of crime are protected
under the California Constitution. This
guide is intended to explain your value and
the important role you serve in our criminal
justice system., '
f
Bureau of Victim Services
Monday - Friday 8:00AM - 5:00PM

SAN BERNARDINO RANCHO CUCAMONGA MORONGO
303 W. 3
111 St. 8303 Haven Ave., 4
th Fl. 6527 White Feather Rd.
909 382.3846 909 945.4241 760 366.5740

JUVENILE UNIT
303 W. 3
111 St.
909 382.3846

VICTORVILLE
15371 Civic Drive
760 552.6947

VICTIM COMPENSATION

CLAIMS UNIT
909.386.9130
Satellite Locations

SB SHERIFF'S

HEADQUARTERS
655 E. 3
rd St.
909.387.3586
ONTARIO POLICE DEPT.
2500 S. Archibald Ave.
909 408.1073

ARROWHEAD REGIONAL

MEDICAL CENTER
400 N. Pepper Ave., Colton
909 580.1443
BARSTOW POLICE DEPT.
500 Melissa St.
760 255.5185
Needles Sherff's Dept.
1111 Bailey Ave.
(760) 326-9245
Scan QR Code for Our Website and Social Media Links
This publication was supported by funding awarded by Federal Grant Fund Sub-Award number XC20 03 0360 through the California Governor's Office of Emergency Services (Cal OES).

Our Program Values Diversity and does not Discriminate Based on Race, '
. . .

Religion, National Origin, Age, Physical Ability, Gender or Sexual Orientation. 1 For More Information V1s1t www.SBCountyDA.org : SAN BERNARD I NO cou NTY DISTRICT AT TORN EV'S OFFICE I

5. VICTIM ADVOCATE

6. PUBLIC WORKS UPDATE

7. NEEDLES BRIDGE UPDATE
a
We wanted to let you know about a fantastic opportunity to showcase your business at our upcoming "STATE OF THE CITY " event. This year, prior to the meeting, we are creating an open-air market setting on the lawn of El Garces.

We're inviting our members, including you, to reserve a space, bring a table, and take the opportunity to engage with the community, network with fellow business owners, and promote your products or services.

Event: State of the City
Date: October 3rd
Time: 6 p.m. to 8:00 p.m.

Location: Meeting -El Garces
Market Night: Park
Cost: Market Night participation is 25.00 for Chamber Members 125.00 for Non Chamber Members (includes membership)
If you are interested in reserving a table or have questions feel free to call the Chamber at 760-326-2050
Space is limited, Don't miss this opportunity!
Looking forward to hearing from you!
The Team at the Chamber!
Exhibit Your Business at "The State of the City" Market Night!

8. STATE OF THE CITY

9. VENTURA CIRCUS

9. VENTURA CIRCUS

City of Needles 817 Third Street, Needles, California 92363 (760) 326-2113 • FAX (760) 326-6765
www.cityofneedles.com
Mayor, Janet Jernigan
Vice Mayor Kirsten Merritt
Councilmember Tona Belt
Councilmember Ellen Campbell
Councilmember Jamie McCorkle
Councilmember JoAnne Pogue
Councilmember Henry Longbrake
City Manager Patrick J. Martinez

MEMORANDUM
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: PATRICK J. MARTINEZ, CITY MANAGER
SUBJECT: WEEKLY MEMORANDUM
DATE: September 27, 2024

1. The City of Needles invites the community to a groundbreaking ceremony for the Obernolte Street Improvement Project, a $971,988.40 initiative funded through the Community Project Funding/Congressionally Directed Spending program, sponsored by Congressman Jay Obernolte, with $757,803 contributed by the program and the remainder from the City’s General Fund. As part of the Citywide Pavement Management Program, this project will repave key streets including 4th St., 5th St., Collins St., L St., Highland St., Park St., Orange St., Erin Dr., and Coronado St. The event will take place on Tuesday, October 1, 2024, at 9 a.m. at the intersection of North Erin Drive and Bailey Avenue. These critical upgrades will enhance road safety, reduce maintenance costs, and improve driving conditions for residents, ensuring a safer, more resilient, and well-maintained community for years to come. Refer to the attached image for more information on the roads being paved.

2. The City of Needles proudly highlighted its reputation as the “hottest economy in the United States” at the Innovating Commerce Serving Communities (ICSC) Western Conference from September 23-25, 2024. In partnership with our Economic Development Consultant, city officials made valuable connections with retailers, developers, and brokers, focusing on attracting a grocery store and other key retailers to our community. The response was overwhelmingly positive, with many affirming that it’s not a question of if but when, given the current strength of our market. Refer to the attached image of our dynamic conference booth.

3. City staff is dedicated to proactively addressing streetlight outages while upgrading our infrastructure with energy-efficient LED lights. As part of this phased initiative, the City focuses on converting all lights in our parks to LEDs. This week, staff continued efforts to replace outdated streetlight bulbs across the City with LED technology. These upgrades will significantly reduce energy consumption, leading

to substantial cost savings for our utility. Refer to the attached image for a behind-the-scenes look at this critical process.

4. We’re thrilled to share a sneak peek of the Duke Watkins Improvement Project, a $3,965,400 investment in our community. This week, the concrete for the Route 66- themed splash pad was poured, marking a significant milestone in the park’s transformation. A ribbon-cutting ceremony is planned for mid-October to celebrate the completion of this exciting project. Refer to the attached image for more details.

5. The Animal Shelter successfully held its bi-annual spay and neuter clinic this week, serving over 25 dogs and cats. A special thank you goes to Dr. Angelina Beeks of Angel's Touch Mobile Veterinary Unit, a trusted partner since April 2022, for her continued support. This event aligns with our mission to promote animal welfare and responsible pet ownership in our community. Don't miss out on this valuable opportunity! Refer to the attached image for more details.

6. The Recreation Center is excited to announce that our fall programs are now in full swing! Next week marks the official start of our full programming schedule, featuring volleyball, football, and soccer. We’re thrilled to have over 230 children signed up for these activities. Volleyball will be held on Mondays and Wednesdays, football on Tuesdays and Thursdays, and soccer on Saturday mornings. These programs provide our youth with opportunities to develop leadership skills while honing their athletic abilities. If you have any questions, please contact Jennifer Valenzuela, Recreation Manager, at [email protected] or call 760-326-2814.

7. The Chamber of Commerce is excited to invite the community to the groundbreaking ceremony for the Business Directional Sign Renovation Program, taking place on Monday, September 30, 2024, at 8:30 a.m. at the Westside Shell and Carl’s Jr. located at 2601 Needles Hwy, Needles, CA 92363. Thanks to a generous $8,700 donation from Supervisor Dawn Rowe, the revitalization of the first of 11 directional signs is now underway, with completion expected by the end of the year. Businesses interested in participating in this program are encouraged to contact the Chamber directly at [email protected].

8. Although the golf course is temporarily closed for overseeding until October 4, 2024, now is the perfect time to plan and book your tee times for the upcoming season. With cooler weather approaching, it's an excellent opportunity to participate in some of the exciting tournaments on the horizon. The season kicks off with a "Welcome Back" 3-person scramble on October 19, followed by the Needles Women's Club inaugural scholarship and operations fundraiser on November 16 and the return of the Jason Smith Memorial Golf Tournament on December 7.

These events offer a fun and competitive way to reconnect with the game and support local causes. For those interested in hosting their tournament or booking their tee time, contact Rivers Edge at 760-326-3931. We're excited about the many upcoming activities and remain dedicated to ensuring Rivers Edge remains a

valued asset in the community as it grows into a championship-caliber golf destination.

9. The WIC program operates in San Bernardino County, supporting eligible pregnant and postpartum women, infants, and children under age 5. Services include breastfeeding assistance, access to nutritious food, health and community resources referrals, and nutrition education to help families make healthier choices.

For more information, contact the Community Action Partnership of Kern at 760- 903-4508. Refer to the attached flyer for eligibility details. The City of Needles is committed to connecting residents with valuable resources like WIC to support our community’s well-being.

10.The Needles Department of Motor Vehicles (DMV) Field Office, which temporarily closed last May for remodeling to improve customer service, has experienced a delay in its reopening. City staff have been informed that the reopening date remains uncertain. We will update the community and notify everyone once a confirmed reopening date is established.

11.A community-organized trunk-or-treat event will take place on October 26, 2024, from 5 p.m. to 7 p.m. on Front Street along Santa Fe Park. This event aims to support local youth and provide a safe environment for trick-or-treating.

Sponsorships are available, and vendors interested in participating can register by contacting Mia at 760-881-9021 or Christin at 760-220-8751. For more details, please refer to the attached flyer.

12. IMPORTANT UPCOMING DATES:
• California Clean Air Day on Wednesday, October 2, 2024, Needles Area Transit will be offering free fares all day long. No reservations are required—just hop on a Needles Area Transit bus and enjoy your complimentary ride! • Needles Chamber of Commerce State of the City, October 3, 2024, from 6:00 p.m. to 8:00 p.m. Businesses are invited to participate in the Market Night earlier from 4:00 p.m. to 6:00 p.m. at the historic El Garces located at 950 Front Street. To reserve a table, please contact the Chamber at 760-326-2050 or email [email protected].
• Ventura Circus will be performing in town from October 10 through October 21, 2024, with the opening night set for 7:00 p.m. on October 10 at 100 G Street in Downtown Needles. Don’t miss out on this unforgettable event— tickets can be purchased by clicking this link.
• Annual Bridge to Bridge First Responders Appreciation Day on Saturday, October 12, 2024, from 11 am-2 pm at the Mohave Valley Legacy Community Park at 9200 Aquarius, Mohave Valley.
• Ribbon Cutting Ceremony: The Well No. 11 Water Treatment Facility Project is anticipated for mid-October. The date, time, and location are TBD. • SBCSD/Needles Police 5th Annual Trunk or Treat Event on Wednesday, October 30, 2024, from 4:00 PM to 6:00 PM at the Recreation Center parking

lot at 1705 J Street. If you're interested in participating, please get in touch with Misty Hunt at 760-526-9200 or [email protected].
• Community Fall Festival: November 2, 2024, from 9:00 AM to 2:00 PM at 950 Front Street. To participate vendors can contact Jennifer Valenzuela, Recreation Manager, via email at [email protected] or directly at 760-326-2814.

City of Needles Capital Projects
Street Improvements & Water Service Replacement

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1. STREET PAVING PROJECT

2. ICSC WESTERN 2024

3. LED LIGHT UPGRADE

4. DUKE WATKINS UPDATE

5. ANIMAL SHELTER UDPATE
1 Upcoming Tournaments at The Edge
Don't miss out on all the fun with upcoming Golf Tournaments at Rivers Edge this Fall. With Rivers Edge Golf Course reopening back to fulltime hours on Friday, October 4th 2024, no better time to sign up than today.

Below are flyers with information regarding the upcoming events.

8. RIVERS EDGE GOLF COURSE
4 Rivers Edge Golf Course
You may qualify if you:
•Are pregnant, breastfeeding, or just had a baby;
•Have a child under age 5; and
•Have a low to medium income; and/or
•Receive Medi-Cal, CalWORKs (TANF), or
CalFresh (Food Stamps) benefits; and
•Live in California
WIC provides:
•Nutl'ition tips and health information
•Breastfeeding support
Newly pregnant women, migrant Workers, and Working families are encouraged to apply.
• Monthly benefits for healthy foods (like fruits & vegetables) •Refenals to medical providers and
community services
Your family may qualify for WIC*
•A family of 2 can earn up to $, 1455 per 2-week period •A family of 3 can earn up to $, 1838 per 2-week period •A family of 4 can earn up to$, 2220 per 2-week period
*Before tax income levels change annually. Contact your local WIC office or visit myfamily.wic.ca.gov for current information.

Enroll early! Call today if you are pregnant or have an infant or child under age 5:
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Phone number: (866)327-3074
Text or call: 1 (888)826-9867
Website: www.capkwic.org
California Department of Public Health, California WIC Program This institution is an equal opportunity provider.
1-888-942-9675 ( 1-888-WIC-WORKS)

9. WIC PROGRAM

11. TRUNK OR TREAT