Oroville City Council
October 3, 2023

October 03, 2023~4:00 PM Oroville City Council Meeting Agenda Page 1 of 5

OROVILLE CITY COUNCIL
Council Chambers
1735 Montgomery Street
Oroville, CA. 95965
October 03, 2023

REGULAR MEETING
CLOSED SESSION 3:30 PM
OPEN SESSION 4:30 PM
AGENDA

PUBLIC ACCESS AND PARTICIPATION
Please review the options below for ways to participate or observe the Council Meetings.

To Observe the Meeting:

1. Live Feed: https://www.youtube.com/channel/UCAoRW34swYl85UBfYqT7IbQ/

2. Zoom Link: https://zoom.us/j/96870319529?pwd=dW9kMGRZSFo5MFFNQk5wVDUzRkRrZz09

3. Zoom Application: Meeting ID: 968 7031 9529 Passcode: 67684553

4. By Phone: Telephone: 1-669-900-6833 Meeting ID: 968 7031 9529 Passcode: 67684553 To Provide Comment to the Council:

1. Attend the meeting in person

2. Send an Email by 2:00 PM the day of the meeting to [email protected]. All comments emailed will be provided to the Council Members for their consideration.

If you would like to address the Council at this meeting, you are requested to complete the blue speaker request form (located on the wall by the agendas) and hand it to the City Clerk, who is seated on the right of the Council Chamber. The form assists the Clerk with minute taking and assists the Mayor or presiding chair in conducting an orderly meeting. Providing personal information on the form is voluntary. For scheduled agenda items, please submit the form prior to the conclusion of the staff presentation for that item. Council has established time limitations of three (3) minutes per speaker on all items and an overall time limit of thirty minutes for non-agenda items.

If more than 10 speaker cards are submitted for an item, the time limitation would be reduced to one and a half (1.5) minutes per speaker for that item. If more than 15 speaker cards are submitted for non-agenda items, the first 15 speakers will be randomly selected to speak at the beginning of the meeting, with the remaining speakers given an opportunity at the end. (California Government Code §54954.3(b)).

Pursuant to Government Code Section 54954.2, the Council is prohibited from taking action except for a brief response from the Council or staff to statements or questions relating to a non-agenda item.

CALL TO ORDER / ROLL CALL
Council Members: Tracy Johnstone, Krysi Riggs, Scott Thomson, Janet Goodson, Shawn Webber, Vice Mayor Eric Smith, Mayor David Pittman
1 October 03, 2023~4:00 PM Oroville City Council Meeting Agenda Page 2 of 5

CLOSED SESSION
The Council will hold a Closed Session on the following:

1. Pursuant to Government Code Section 54957(b), the Council will meet with the Personnel Officer and City Attorney to consider the annual evaluation of performance related to the following positions: All Department Head Positions.

2. Pursuant to Government Code section 54956.9(a), the Council will meet with the City Administrator, and the City Attorney relating to existing litigation: Sears v. City of Oroville, et al., United States District Court, Eastern District of California, Case No. 2:22-cv-01624.

3. Pursuant to Government Code section 54956.9(a), the Council will meet with the City Administrator, and the City Attorney relating to existing litigation: James v. City of Oroville, et al., United States District Court, Eastern District of California, Case No. 2:23-CV-00215.

4. Pursuant to Government Code Section 54957(b), the Council will meet with the Personnel Officer and City Attorney to consider the employment related to the following position: Assistant Police Chief.

OPEN SESSION

1. Announcement from Closed Session

2. Pledge of Allegiance

3. Adoption of Agenda

PRESENTATIONS AND PROCLAMATIONS

1. Pension Update Presentation from NHA Advisors
Fiscal Year 2022/23 CalPERS Investment Returns Summary and Impacts on City’s Unfunded Liability
PUBLIC COMMUNICATION – HEARING OF NON-AGENDA ITEMS
This is the time to address the Council about any item not listed on the agenda. If you wish to address the Council on an item listed on the agenda, please follow the directions listed above.

REPORTS / DISCUSSIONS

1. Council Announcements and Reports

2. Administration Reports
2 October 03, 2023~4:00 PM Oroville City Council Meeting Agenda Page 3 of 5

CONSENT CALENDAR
Consent calendar items 1 - 3 are adopted in one action by the Council. Items that are removed will be discussed and voted on immediately after adoption of consent calendar items.

1. Approval of the September 19, 2023 Oroville City Council Meeting Minutes The Council may approve the Minutes of September 19, 2023.

ACTION REQUESTED -
APPROVE THE MINUTES OF SEPTEMBER 19, 2023.

2. Accept Grant Funding and Establish Budget for Encampment Resolution Funding Grant Number 23-ERF-3-L-00009
The City Council may consider accepting the grant agreement and establishing a budget of $1,730,450 for Encampment Resolution grant number 23-ERF-3-L-00009 for Mission Esperanza.

ACTION REQUESTED -
ACCEPT THE 2023 ENCAMPMENT RESOLUTION FUNDING GRANT AWARD, AGREEMENT NO. 23-ERF-3-L-00009, IN THE AMOUNT OF $1,730,450: AND

APPROVE BUDGET ADJUSTMENT AS INDICATED IN THE FISCAL IMPACT OF THIS STAFF REPORT, DATED OCTOBER 3, 2023.

3. Amendment to Professional Services Agreement Number 3439 with Susanne Kochems DBA SiLK Consulting Group for Administrative Services Related to the Encampment Resolution Funding Grants
The City Council may consider amending the Professional Services Agreement No. 3439 with Suzanne Kochems d/b/a SILK Consulting Group to coordinate, facilitate and manage the Encampment Resolution Grant funding and the associated Mission Esperanza project in coordination and collaboration with the City of Oroville and the Oroville Rescue Mission.

ACTION REQUESTED -
ADOPT RESOLUTION NO. 9186 – A RESOLUTION OF THE OROVILLE CITY COUNCIL

AUTHORIZING AND DIRECTING THE MAYOR TO EXECUTE AN AMENDED

PROFESSIONAL SERVICES AGREEMENT WITH SUZANNE KOCHEMS D/B/A SILK CONSULTING GROUP TO INCREASE THE AMOUNT BY $50,000.00 AND TO EXTEND THE AGREEMENT TO APRIL 30, 2027, TO PROVIDE ADMINISTRATION SERVICES IN RELATION TO THE ENCAMPMENT RESOLUTION FUNDING – (Agreement No. 3439-1) 3 October 03, 2023~4:00 PM Oroville City Council Meeting Agenda Page 4 of 5

REGULAR BUSINESS

4. Contract with NextRequest
NextRequest is a Freedom of Information Act (FOIA) management software powered by CivicPlus to empower agencies to receive requests through a modern online portal, route them to staff automatically, and release records to individuals or the public at large. The cost of this contract is $9591.00 and is for a term of one year.

ACTION REQUESTED -

APPROVE THE CONTRACT WITH NEXTREQUEST AND AUTHORIZE THE MAYOR TO SIGN.

5. Task Order #1 with Sutter Butte Flood Control Agency for Preliminary Work Associated with Feather River Levee Certification
The City Council may consider approving Task Order #1 with the Sutter Butte Flood Control Agency (SBFCA) to perform work for the City with regard to certifying the levee located on the eastern side of the Feather River, running through downtown Oroville.

ACTION REQUESTED -
APPROVE TASK ORDER #1.

PUBLIC HEARINGS
The Public Hearing Procedure is as follows:
- Mayor or Chairperson opens the public hearing and staff will present the item and answer Council questions.
- The hearing is opened for public comment limited to three (3) minutes per speaker. In the event of more than ten (10) speakers, time will be limited to one and a half (1.5) minutes.

Under Government Code 54954.3, the time for each presentation may be limited. - Speakers are requested to provide a speaker card to the City Clerk - Public comment session is closed and then the Council will debate and take action - Those wishing to speak at the public hearings below, but unable to attend before 5pm, may request that the council consider holding the public hearing after 5pm by emailing [email protected] or calling 530-538-2535. Please submit request 24 hours before the meeting.
- Individuals may email comments for council consideration to [email protected]
There are no public hearings this meeting.

PUBLIC COMMUNICATION – HEARING OF NON-AGENDA ITEMS
This is the time to address the Council about any item not listed on the agenda. If you wish to address the Council on an item listed on the agenda, please follow the directions listed above. 4 October 03, 2023~4:00 PM Oroville City Council Meeting Agenda Page 5 of 5

FUTURE AGENDA ITEMS / CORRESPONDENCE

1. Future Agenda Items

2. Correspondence
i. - Letter from First Responder

ADJOURN THE MEETING
The meeting will be adjourned. A regular meeting of the Oroville City Council will be held on October 17, 2023 at 3:30 p.m.

Accommodating Those Individuals with Special Needs – In compliance with the Americans with Disabilities Act, the City of Oroville encourages those with disabilities to participate fully in the public meeting process. If you have a special need in order to allow you to attend or participate in our public meetings, please contact the City Clerk at (530) 538-2535, well in advance of the regular meeting you wish to attend, so that we may make every reasonable effort to accommodate you. Documents distributed for public session items, less than 72 hours prior to meeting, are available for public inspection at City Hall, 1735 Montgomery Street, Oroville, California.

Recordings - All meetings are recorded and broadcast live on www.cityoforoville.org and YouTube. 5 City of Oroville
1735 Montgomery Street Oroville, CA 95965
STAFF REPORT ITEM __
TO: City Council
FROM: Ruth Duncan, Assistant City Administrator
SUBJECT: FY 2022/23 CalPERS Investment Returns Summary and Impacts on City’s Unfunded Liability
DATE: October 3, 2023

RECOMMENDATION
That the City Council receive and file this staff report and corresponding presentation on FY 2022/23 CalPERS investment returns impacts to the City’s pension unfunded liability.

EXECUTIVE SUMMARY
The City of Oroville (the “City”) has a reported $12.8M Unfunded Accrued Liability (UAL) with the California Public Employers Retirement System (CalPERS) as of 6/30/2022. The UAL represents the shortfall/gap between the present value of benefits projected to be paid to retirees and the market value of assets held by CalPERS. The City is making payments against the UAL with CalPERS charging 6.8% annually on the outstanding UAL. Annual costs to amortize this debt with CalPERS and outstanding pension obligation bonds (“POBs”) have fallen from approximately $2.5M in FY 2022 to $1.4M in FY 2024 after the 2021 POB issuance and strong CalPERS returns of 21.3% in FY 2021. However, these total payments are currently projected to double to approximately $2.9M by FY 2029 based on CalPERS returns of -7.5% in FY 2022 and

5.8% in FY 2023. Rising pension costs are one of the largest financial challenges facing agencies state-wide and are projected to impact the City’s budget significantly over the next 5-10 years.

The City has historically been proactive in addressing the pension challenge through the timely issuance of pension obligation bonds in 2021 (3.21% interest rate), establishing a pension funding policy, and by accumulating $4.3M in Section 115 Trust pension reserves. Continuing to monitor and manage these debt liabilities will be critical to ensure financial resiliency against future budgetary cost impacts.

BACKGROUND
The City, like most cities in California, has a UAL associated with its CalPERS pension plans for Miscellaneous & Safety employees. A UAL occurs when current pension plan assets are not projected to be sufficient to pay projected pension costs in future years. After the issuance of 2021 Pension Obligation Bonds and CalPERS returns of 21.3% in FY 2021, the City's UAL was estimated to be fully funded. CalPERS, however, reported an investment return of negative 7.5% 6 Item 1.
________________________________________________________________ for fiscal year 2022, which has increased the City's UAL back to $12.8M. CalPERS investment earnings for fiscal year 2023 were 5.8%, which is estimated to further increase the UAL to $14.1M in next year’s CalPERS June 30, 2023 valuation.

CalPERS effectively charges the City a 6.8% interest rate on this UAL debt and requires a repayment schedule that escalates over the next decade as shown in the chart below (colored bars represent payments to amortize the UAL and prior & current POBs). Payments to amortize these debts had risen from $1.6M in FY 2018 to $2.5M in FY 2022, and have declined to approximately $1.4M in FY 2024 following the 2021 POB issuance and CalPERS strong FY 2021 returns.

However, future UAL and POB payments are projected to rise to close to $2.9M by the end of the decade based on FY 2022 and 2023 CalPERS returns.

DISCUSSION/ANALYSIS
Historical Efforts: The City has historically taken proactive steps to get ahead of rising pension costs. In 2007 the City issued POBs to fund its pension liability with CalPERS at the time. In 2021, the City conducted a thorough education process to evaluate the risks and opportunities of pension bonds in the current market, leading to a decision to take advantage of historically low interest rates to restructure its outstanding UAL and 2007 POBs at a 3.21% interest rate. In conjunction with the issuance process, the City also adopted a pension funding policy to establish pension funding criteria and provide guidance in prudent financial management practices. The City has also accumulated $4.3M in a pension Section 115 Trust to address future pension cost challenges.

Cost-Management Considerations: With pension costs increasing significantly in recent years due to poor CalPERS investment performance, it has become imperative for the City to continue evaluating ways to manage growing expenses and implement cost management strategies to help 7 Item 1.
________________________________________________________________ stabilize future pension cost volatility. Common strategies to address rising pension costs include a Fresh Start option on the UAL with CalPERS, making additional discretionary payments (“ADPs”) to CalPERS above current required payments and utilizing a Section 115 Trust as a resource for managing future pension costs.

The Section 115 Trust is a separate trust whereby funds deposited can legally only be used for pension and OPEB expenses. Benefits of a Section 115 Trust include (1) the ability to use the funds in the future to pay down the plan’s UAL or help smooth required CalPERS expenses; (2) enhanced budgetary flexibility; and (3) increased potential long-term investment earnings vs. other City reserves.

The City’s accumulated Section 115 Trust reserves can be a resource for managing and/or “smoothing” the future projected peak in UAL payments. Hypothetically, should the City continue to grow the Section 115 Trust balance over time, the City can make withdrawals in future years to (1) assist with growing UAL payments and (2) manufacture a more level or “smoothed” payment schedule factoring in the withdrawals.

In the example shown below, should the City contribute an additional $1.7M to the Section 115 Trust from budgetary capacity in FY 2024 – 2026 and achieve 5.0% long-term investment returns, the City could reduce the UAL payments peak to a level of about $1.0M from $1.6M using withdrawals from the Section 115 Trust to manage net payments at a more fixed level. This approach, if achieved, could generate approximately $4.5M of cumulative savings to the City (net of initial deposits and contributions) through FY 2044. $-
$0.2
$0.4
$0.6
$0.8
$1.0
$1.2
$1.4
$1.6
$1.8 2023 2024 2025 2026 2027 2028 2029 2030 2031 2032 2033 2034 2035 2036 2037 2038 2039 2040 2041 2042 2043 2044 2045 Millions Deposits to Trust
Projected UAL Payments (CalPERS Pension Outlook Tool)*
Net Payments (Incl. Deposits & Withdrawals)
8 Item 1.
________________________________________________________________ It should be noted that several approaches can be considered for utilizing Section 115 Trust funds, and that such strategies are not mutually exclusive from other options, including ADPs. Staff will continue to evaluate all available options to augment the City’s long-term budgetary flexibility, which could be helpful under potential recessionary scenarios in the future.

RECOMMENDATION:

City management recommends that the Council receive and file this report and corresponding presentation on FY 2022/23 CalPERS investment returns and impacts on the City’s unfunded liability.

FISCAL IMPACT
None.

APPENDICES
Exhibit A – CalPERS Unfunded Liability Update & Impacts Presentation 9 Item 1.

CITY OF OROVILLE

CALPERS UNFUNDED ACCRUED LIABILITY (UAL) AND PENSION UPDATE OCTOBER 3, 2023
10 Item 1.
2 Presentation Objectives
 Executive Summary
 Background – What is a UAL?
 Historical and Projected CalPERS UAL Payment Schedule  Recap of 2021 POB Objectives
 2021 POB Issuance Process
 Recent CalPERS FY 2022 & 2023 Impacts
 Considerations for Continued CalPERS UAL Cost Management 11 Item 1.
3 Executive Summary
 City of Oroville has a projected $12.8M CalPERS Unfunded Accrued Liability (“UAL”), as of the latest CalPERS valuation estimates for 6/30/2022  Increased from approximately $0 (post 2021 POB) due to CalPERS weak investment returns of -7.5% in FY 2021-22
 The underperformance offset the benefits of strong 21.3% investment returns in FY 2020-21  CalPERS FY 2022-23 Investment Returns: 5.8%
 Projected to increase UAL to $14.1M (as of 6/30/2023)  City’s UAL payments will not be impacted by this change until FY 2024-25  Continuing to monitor and manage ongoing debt liabilities (i.e. UAL + POB) will be critical for fiscal resiliency
 Resources: City maintains $4.3M Section 115 Trust balance for pensions 12 Item 1.
4 $83.1 Million
$95.9 Million
$12.8 Million
$-
$5
$10
$15
$20
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$45
$50
$55
$60
$65
$70
$75
$80
$85
$90
$95
$100
Millions
CalPERS Pension Funded Status
Background on How CalPERS Works
Two Payments Made to CalPERS Annually
 (1) Normal Cost (NC) = Annual cost for current employees  (2) Unfunded Accrued Liability (UAL): Annual payment to amortize the “debt” to CalPERS
 CalPERS actuaries calculate how much the City is required to have in its account with them to pay out benefits to City’s retirees over the next 30-40 years (Actuarial Liability)  CalPERS annually calculates the Market Value of City’s assets held on account with them; Most public agencies have less assets than required to meet Actuarial Liability
 This shortfall (i.e., the “UAL”) is not repaid all at once but amortized over time with the City paying down a portion each year (principal and interest)
 CalPERS uses a “discount (i.e., interest) rate” of 6.80%  CalPERS annually adjusts this repayment schedule by adding a new “base” (i.e., layer) which adds to (in bad investment years) or lowers (good investment years) the overall repayment schedule  Over the past 20 years, the addition of these “layers,” along with other CalPERS assumption changes, has created a very irregular repayment shape for most CalPERS public agencies
Market Value of
Assets
Actuarial
Liability
Shortfall (UAL)
*Figures in chart based on CalPERS 6/30/2022 valuation report data. 13 Item 1.
5 UAL
Balance
(FYE):
$0.0
$0.5
$1.0
$1.5
$2.0
$2.5
$3.0
$3.5
2018201920202021202220232024202520262027202820292030203120322033203420352036203720382039204020412042204320442045 Millions
Historical and Projected CalPERS UAL Payment Schedule
Source: CalPERS Pension Outlook Tool & Actuarial Valuation Reports Returns: 4.7% 21.3% -7.5% 5.8%
UAL Payments (6/30/2022
Actuarial Valuation)
Historical UAL
Payments
 City’s UAL has increased back
to $12.8M in the latest CalPERS
valuation
 UAL balance is projected to
increase to $14.1M from 5.8%
returns in FY 2022-23
 City’s prior UAL + 2007 POB
payments totaled $2.5M in
2022 prior to 2021 POB
restructuring
 City has minimal UAL payments
in FY 2024; however, future UAL
payments are projected to
ramp up quickly
 Combined payments on UAL +
2021 POB projected to double
to $2.9M by FY 2029
2023:
$14.1M
2022:
$12.8M
2020:
$26.6M
2021:
$0.0M
2007 POB
2021 POB
Est. UAL Payments from 5.8% FY 2022-23 Returns
14 Item 1.
6 Recap of 2021 POB Objectives & CalPERS UAL Trends
 The City’s UAL had grown rapidly (like all other agencies in California) from $12M in 2014 to about $27M in 2020
 City also had about $2.4M outstanding on its 2007 Pension Obligation Bond (POB)  UAL reduced to $0 after 2021 POB and strong CalPERS investment returns of 21.3% in FY 2021  In the Fall of 2021, the City issued a $19.2 million POB to refinance/restructure 100% of the UAL and the 2007 POB
 City also used the POB issuance process to develop a Pension Funding Policy and achieve a strong “AA-” inaugural credit rating with S&P Global Ratings
 Key Changes Since POB: In FY 2022, CalPERS posted a -7.5% investment loss which created a new $12.8M UAL
 In FY 2023, CalPERS posted a 5.8% investment return which is expected to further increase UAL to $14.1M
 Looking forward, it is important for the City to continue monitoring and managing its debt liabilities (CalPERS UAL & 2021 POB) while maintaining strong reserves and financial resiliency  City prudently maintains a Section 115 Trust for pensions with a $4.3M balance 15 Item 1.
7 $-
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20232024202520262027202820292030203120322033203420352036203720382039204020412042 Millions
Projected UAL Payments (6.8% Discount Rate) 2007 POB 2021 UAL Restructuring 2021 POB
Sizing and Payment Smoothing Strategy
 Strategy: 19-year term; 100%
of CalPERS UAL restructured
through the POB
 Stats: 3.21% interest rate;
Over $4.8 million of estimated
savings
 Goals: Enhanced Fiscal
Sustainability, Budget
Predictability, and Resiliency to
Future Economic “Shocks” (like
CalPERS underperformance)
New POB + Unrefunded UAL:
$1.4 million annual payment
(starting FY 2024)
16 Item 1.
8 $0.0
$0.5
$1.0
$1.5
$2.0
$2.5
$3.0
$3.5
$4.0
2023202420252026202720282029203020312032203320342035203620372038203920402041204220432044 Millions
What Happened With CalPERS After the 2021 POB?
-7.5% Investment Returns in 2022 and 5.8% in 2023
 Timeline of UAL Balance:
 2021: UAL balance dropped to $0
after POB and strong FY 2021
returns (100% funded ratio)
 2022 (-7.5% Returns): $12.8M UAL
(88% funded ratio)
 2023 (5.8% Returns): $14.1M UAL
(87% funded ratio)
 POB + UAL payments growing to
$2.9M by end of decade
Possible Strategy:
 City can consider utilizing savings
from lower payments in FY 2024
& 2025 (and any other surplus) to
continue addressing pension UAL
 Either in Section 115 Trust or
direct ADP with CalPERS
Source: CalPERS Pension Outlook Tool (assumes CalPERS earns 5.8% in FY 2022-23, and 6.8% every year thereafter).
2021 POB Payments
Est. UAL from FY 2022 & 2023 Returns
POB/UAL Payments at Time of POB Issuance
UAL Payments if 2021
POB Had Not Been Issued
17 Item 1.
9 $-
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$1.8
20232024202520262027202820292030203120322033203420352036203720382039204020412042204320442045 Millions
Deposits to Trust
Projected UAL Payments (CalPERS Pension Outlook Tool)*
Net Payments (Incl. Deposits & Withdrawals)
Considerations for Managing New 5.8% UAL Debt
Apply Section 115 Trust Assets to Smooth Out Peak UAL Payments  Assumptions:
 $4.3M current balance from the Section
115 Trust stays invested
 $1.7M additional invested from potential
budget capacity from 2024-2026
 5.0% long-term investment returns rate for
Section 115 Trust
 Funds could be withdrawn from the 115
Trust during higher payment years to
stabilize net impact to the General Fund
 Smooth annual payments at ≈ 956K
 Projected to generate $4.5M of cumulative
savings, net of initial deposit & additional
contributions
 Increased earnings potential vs. current
General Fund investments (particularly in
today’s inflationary environment)
*Source: CalPERS Pension Outlook Tool (assumes
CalPERS earns 5.8% in FY 2022-23, and 6.8% every
year thereafter) 18
Item 1.

QUESTIONS?
19 Item 1.

September 19, 2023~4:00 PM Oroville City Council Meeting Minutes Page 1 of 5

OROVILLE CITY COUNCIL
Council Chambers
1735 Montgomery Street
Oroville, CA. 95965
September 19, 2023

REGULAR MEETING
CLOSED SESSION 4:00 PM
OPEN SESSION 4:30 PM
AGENDA
This agenda was posted on September 15, 2023. This meeting was recorded and may be viewed at cityoforoville.org or on YouTube.

CALL TO ORDER / ROLL CALL
PRESENT: Council Members: Tracy Johnstone, Krysi Riggs, Scott Thomson, Janet Goodson, Shawn Webber, Vice Mayor Eric Smith, Mayor David Pittman STAFF: City Administrator, Brian Ring; Assistant City Administrator, Ruth Duncan; Karolyn Fairbanks, City Treasurer, Assistant City Clerk, Kayla Reaster; Business Assistance and Housing Director, Amy Bergstrand; Community Development Director, Pat Piatt; Public Works Director, Fred Mayo; Code Enforcement Director, Ron Belser; City Attorney, Scott Huber; Chief of Police, Bill LaGrone

CLOSED SESSION
The Council held a Closed Session on the following:

1. Pursuant to Government Code section 54956.9(d)(2), the Council will meet with the City Administrator and City Attorney regarding potential exposure to litigation – One case.

OPEN SESSION

1. Announcement from Closed Session – Mayor Pittman announced that direction was given.

There were no announcements out of Closed Session.

2. Pledge of Allegiance – Led by 3 Ophir Elementary students: Fiona MacIntyre, Carly DeLeon, and Ryan Landucci.

3. Adoption of Agenda – Motioned by Council Member Goodson; Seconded by Council Member Thomson.

PUBLIC COMMUNICATION – HEARING OF NON-AGENDA ITEMS
The following individuals spoke on non-agenda items:
- Steve Christensen
- Bill Speer
- Teri P.S.
20 Item 1.

September 19, 2023~4:00 PM Oroville City Council Meeting Minutes Page 2 of 5

CONSENT CALENDAR
Consent calendar items 1 – 9 are adopted in one action by the Council. Items that are removed will be discussed and voted on immediately after adoption of consent calendar items.

1. Approval of the September 5, 2023 Oroville City Council Meeting Minutes The Council approved the Minutes of September 5, 2023 by the following unanimous vote:

AYES: Johnstone, Riggs, Thomson, Goodson, Webber, Smith, Mayor Pittman NOES: None
ABSTAIN: None
ABSENT: None

2. Contract Amendment with Avenu Muniservices, LLC Extending Term by Three Years The Council approved the Contract Amendment with Avenu Muniservices, LLC, extending the contract through October 13, 2026 by the following unanimous vote:

AYES: Johnstone, Riggs, Thomson, Goodson, Webber, Smith, Mayor Pittman NOES: None
ABSTAIN: None
ABSENT: None

3. Lease Software Purchase
The Council approved the purchase of lease software from LeaseQuery, for a term of three years by the following unanimous vote:

AYES: Johnstone, Riggs, Thomson, Goodson, Webber, Smith, Mayor Pittman NOES: None
ABSTAIN: None
ABSENT: None

4. Fee Waiver Request by the Oroville Hmong New Year Festival Committee The Council waived 65% of the fees, in the amount of $5,876.00, and had the applicant pay the remainder of the fees, in the amount of $3,164, for the 2023 Oroville Hmong New Year Festival by the following unanimous vote:

AYES: Johnstone, Riggs, Thomson, Goodson, Webber, Smith, Mayor Pittman NOES: None
ABSTAIN: None
ABSENT: None
21 Item 1.

September 19, 2023~4:00 PM Oroville City Council Meeting Minutes Page 3 of 5

5. Capital Projects Task Order 3; Rolls, Anderson & Rolls The Council directed the City Administrator to proceed with the task order with Rolls, Anderson & Rolls Civil Engineers by the following unanimous vote:

AYES: Johnstone, Riggs, Thomson, Goodson, Webber, Smith, Mayor Pittman NOES: None
ABSTAIN: None
ABSENT: None
The following member(s) of the public submitted pubic comment on this item: Bill Speer

6. Memorandum of Understanding with Oroville City Elementary School District for School Resource Officer
The Council adopted Resolution No. 9183 - A resolution of the Oroville city council authorizing and directing the mayor to execute a memorandum of understanding with the Oroville City Elementary School District for School Resource Officer services for 2023/2024, 2024/2025, 2025/2026, 2026/2027, and 2027/2028 school years by the following unanimous vote:

AYES: Johnstone, Riggs, Thomson, Goodson, Webber, Smith, Mayor Pittman NOES: None
ABSTAIN: None
ABSENT: None

7. Second Amendment to Agreement No. 3387 for Professional Services with NorthStar Engineering
The Council directed the City Administrator to approve Amendment #2 by the following unanimous vote:

AYES: Johnstone, Riggs, Thomson, Goodson, Webber, Smith, Mayor Pittman NOES: None
ABSTAIN: None
ABSENT: None

8. Professional Services Agreement with Evie Feldman, Better Homes and Gardens Real Estate, for Real Estate Broker Services
The Council adopted Resolution No. 9184 – a resolution of Oroville City Council authorizing and directing the Mayor to execute a professional services agreement with Evie Feldman of Better Homes and Gardens Real Estate for real estate broker services for a period of two years by the following unanimous vote:

AYES: Johnstone, Riggs, Thomson, Goodson, Webber, Smith, Mayor Pittman NOES: None
ABSTAIN: None
ABSENT: None
22 Item 1.

September 19, 2023~4:00 PM Oroville City Council Meeting Minutes Page 4 of 5

9. FAA Flight Check of Precision Approach Path Indicator (PAPI) System for Runways 13/31 and 02/20 Following Replacement to Verify Calibration
The Council approved an estimated expenditure of $28,274.00 for the Reconfiguration Flight Check by FAA for PAPI verification by the following unanimous vote:

AYES: Johnstone, Riggs, Thomson, Goodson, Webber, Smith, Mayor Pittman NOES: None
ABSTAIN: None
ABSENT: None

REGULAR BUSINESS

10. Paving Project Update
Fred Mayo, Director of Public Works presented an update to the Council regarding numerous important road projects that are currently in progress and set to begin construction in the fiscal years 2023/24 and 2024/25 for the City.

Direction was provided to staff on the upcoming paving projects.

11. Caltrans Hwy 162 Update
Caltrans will provided the Council on an update on the State Route (SR) 162 pavement rehabilitation program that is slated to begin construction in 2025.

Accepted for Information
The following member(s) of the public submitted public comment on this item: Susan Sears

PUBLIC HEARINGS

12. Feather Ranch Subdivision, Including an Overrule of the Butte County Airport Land Use Commission’s Inconsistency Determination, and the Second Reading of Ordinance 1873 to Rezone 45-acre APN: 030-230-098 to 172 Parcels Zoned R-1 (Single Family Residential) The City Council conducted a public hearing on the proposed project; adopted Resolution No. 9185; and waived the second reading and adopted Ordinance 1873 by the following vote:

Motioned: Council Member Riggs; Seconded: Council Member Goodson AYES: Riggs, Thomson, Goodson, Webber, Smith, Mayor Pittman NOES: None
ABSTAIN: Johnstone
ABSENT: None
PUBLIC COMMUNICATION – HEARING OF NON-AGENDA ITEMS
This is the time to address the Council about any item not listed on the agenda. If you wish to address the Council on an item listed on the agenda, please follow the directions listed above. 23 Item 1.

September 19, 2023~4:00 PM Oroville City Council Meeting Minutes Page 5 of 5

REPORTS / DISCUSSION / CORRESPONDENCE

1. Council Announcements and Reports
 Vice Mayor Smith: Smith spoke on the upcoming Salmon Festival and the progress being made on planning/setting up event.
 Mayor Pittman: Pittman spoke on the Highway 70 Segment 3 ribbon cutting event.  Council Member Goodson: Goodson spoke on the fentanyl crisis in the City of Oroville.

She also spoke on a Southside Community Center event that she attended.

2. Administration Reports
 City Administrator Brian Ring: Mr. Ring spoke on the legislative recess. He also spoke on the Charter Review Committee and the progress being made regarding the City Charter.

3. Future Agenda Items
 Council Member Johnstone requested that an item be brought to the Council regarding funding of the gas pumps, as well as a gas truck for Oroville Airport. This was seconded by Council Members Thomson and Webber.
 Council Member Webber requested the City bring an item to the Council regarding potentially starting a PSA campaign around the topics of violence, safety awareness, etc. This was seconded by Council Member Thomson.

4. Correspondence
i. Letter from The Barber
ii. Police Department Monthly Report for August 2023

ADJOURN THE MEETING
Mayor Pittman adjourned the meeting at 7:02PM.

APPROVED: ATTESTED:
___________________________________ __________________________________ Mayor, David Pittman Assistant City Clerk, Kayla Reaster 24 Item 1.

CITY OF OROVILLE

STAFF REPORT
TO: MAYOR PITTMAN AND COUNCIL MEMBERS
FROM: AMY BERGSTRAND, DIRECTOR

BUSINESS ASSISTANCE/HOUSING DEVELOPMENT
RE: ACCEPT GRANT FUNDING AND ESTABLISH BUDGET FOR
ENCAMPMENT RESOLUTION FUNDING GRANT NUMBER 23-ERF-3-L00009 DATE: OCTOBER 3, 2023

SUMMARY
The City Council may consider accepting the grant agreement and establishing a budget of $1,730,450 for Encampment Resolution grant number 23-ERF-3-L-00009 for Mission Esperanza.

DISCUSSION
The State of California has established the Encampment Resolution Funding (ERF) Program pursuant to Division 31 of the Health and Safety Code. The Program is administered by the California Interagency Council on Homelessness (Cal ICH) in the Business, Consumer Services and Housing Agency (BCSH). The ERF program’s objective is to fund actionable, person-centered local proposals that resolve the experience of unsheltered homelessness for people residing in encampments. Resolving these experiences of homelessness will necessarily address the safety and wellness of people within the encampments, resolved critical encampment concerns, and transition individuals into interim shelter with clear pathways to permanent housing or directly into permanent housing, using data informed, nonpunitive, low-barrier, person-centered, Housing first and coordinated approaches.

In December 2021, City staff, in partnership with the Oroville Rescue Mission (Mission), submitted a competitive application and entered into a sub-recipient agreement with the Mission to provide housing and supportive services as articulated in the City’s response to the State’s Request for Applications. On October 27, 2022, the City of Oroville was awarded $2,733,374.11 in Encampment Resolution Funding (ERF-2-L) Program grant funds from the Cal ICH. The project is titled “Mission Esperanza.” This funding is budgeted for both services and capital improvements.

On May 8, 2023, a Request for Proposals (RFP) was published and posted for the preparation of engineered drawings and construction of the site to convert the existing shop building into an intake/navigation center, office space, and congregate shelter, including grading and preparing pads to erect (15) non-congregate (pallet shelters), and the installation of utilities and infrastructure to accommodate all upgrades to the facility to accommodate up 25 Item 2.

to 30 persons in non-congregate and 40 persons in congregate interim shelter. The construction contract only covered Phase I, which includes all infrastructure for fifteen (15) pallet shelters, forty (40) congregate beds and offices for service providers. In June 2023, City submitted an application for funding under the 22-ERF-2-R funding in the amount of $1,730,450, that application was not funded. However, the City received notification that the application was funded under the 23-ERF-3-L funding cycle for the full amount of $1,730,450, which is the remaining funding needed to secure the project budget. With this additional funding, the City will implement change orders to the existing construction project scope and budget to encompass all the remaining needed elements of the project, which includes fifteen (15) additional pallet shelters and 5 additional ADA accessible pallet shelters. Collectively, the project now will include thirty (30) pallet shelters, 5 ADA pallet shelters, forty (40) congregate beds, 5 spots for safe camping, 5 spots for safe parking, and the office space needed for the service provider.

FISCAL IMPACT
No impact to the General Fund. There is realized revenue for encampment resolution and housing activities in the amount of $1,730,450.00 previously awarded by Cal ICH.

Funds in the amount of $1,730,450 will budgeted as follows:

CDBG Grant Fund: 140
Org: 1401600
Project Code: 23ERF3LGA
Account Description Amount
5100-5610 Salaries and Wages $20,000
6260 Maint-Vehicles $ 500
6270 Office Expenses $ 500
6360 Outside Services $ $ 3,000
6470 Telecommunications $ 500
Total $24,500
Project Code: 23ERF3LAD
Account Description Amount
6360 Outside Services $1,705,950

RECOMMENDATION

1. Accept the 2023 Encampment Resolution Funding Grant award, Agreement No. 23- ERF-3-L-00009, in the amount of $1,730,450: and

2. Approve Budget adjustment as indicated in the fiscal impact of this Staff Report, dated October 3, 2023.
26 Item 2.

ATTACHMENTS

1. Award Announcement
27 Item 2.
28 Item 2.

CITY OF OROVILLE

STAFF REPORT
TO: MAYOR PITTMAN AND COUNCIL MEMBERS
FROM: AMY BERGSTRAND, DIRECTOR

BUSINESS ASSISTANCE/HOUSING DEVELOPMENT
RE: AMENDMENT TO PROFESSIONAL SERVICES AGREEMENT NUMBER 3439 WITH SUSANNE KOCHEMS D/B/A SILK CONSULTING GROUP

FOR ADMINISTRATIVE SERVICES RELATED TO THE ENCAMPMENT

RESOLUTION FUNDING GRANTS
DATE: OCTOBER 3, 2023

SUMMARY
The City Council may consider amending the Professional Services Agreement No. 3439 with Suzanne Kochems d/b/a SILK Consulting Group to coordinate, facilitate and manage the Encampment Resolution Grant funding and the associated Mission Esperanza project in coordination and collaboration with the City of Oroville and the Oroville Rescue Mission.

DISCUSSION
In December 2021, City staff, in partnership with the Oroville Rescue Mission submitted a competitive application and was awarded $2,733,374.11 in Encampment Resolution Funding in October 2022 under Round 2 Lookback funds.

On December 6, 2022, City staff entered into a Professional Services Agreement with Suzanne Kochems, d/b/a SiLK Consulting Group for a period through October 31, 2025 in the amount of $75,000 to provide administrative duties for this grant funding.

Duties would include: 1. Provide training and technical assistance to the project, 2.

Serve as a liaison between the City of Oroville, the Rescue Mission and between the project and the funder (Cal ICH), 3. Prepare all documents related to grant administration, including program narrative, program reports, budgets, quarterly and final reports, RFPs, correspondence, contracts, etc., 4. Communicate with the City Council, partners and supporters the progress and accomplishments of the project, 5.

Hold responsibility for other duties/tasks that arise in conjunction with the implementation of grant funds and the capacity building of the shelter programming.

In June 2023, the City submitted an application for additional funding under the 22- ERF-2-R funding in the amount of $1,730,450. While this application was not funded, on September 13, 2023, City received notification that the application 29 Item 3.

was funded under the 23-ERF-3-L funding cycle for the full amount of $1,730,450 which is the remaining funding needed to secure the project budget.

City Staff is requesting that the City Council consider extending SiLK Consulting’s agreement by an additional two years until April 30, 2027 to coincide with the grant term. Additionally, City staff is requesting to add an additional $50,000 to the SiLk Consulting Group agreement to complete the extended work associated with the additional funding.

City staff will waive the $1,000,000 vehicle insurance limit requirement and allow for a $300,000 limit because Mrs. Kochems does not drive in the course of her work for the City.

FISCAL IMPACT
Funding will be provided from the Encampment Resolution Funding Grant, 23-ERF-3-L00009.

RECOMMENDATION
Adopt Resolution No. 9186 – A RESOLUTION OF THE OROVILLE CITY COUNCIL

AUTHORIZING AND DIRECTING THE MAYOR TO EXECUTE AN AMENDED

PROFESSIONAL SERVICES AGREEMENT WITH SUZANNE KOCHEMS D/B/A SILK CONSULTING GROUP TO INCREASE THE AMOUNT BY $50,000.00 AND TO EXTEND THE AGREEMENT TO APRIL 30, 2027, TO PROVIDE ADMINISTRATION SERVICES IN RELATION TO THE ENCAMPMENT RESOLUTION FUNDING – (Agreement No. 3439-1)

ATTACHMENTS
A – Resolution No. 9186
B – Agreement No. 3439-1
30 Item 3.

CITY OF OROVILLE
RESOLUTION NO. 9186

A RESOLUTION OF THE OROVILLE CITY COUNCIL AUTHORIZING AND DIRECTING

THE MAYOR TO EXECUTE AN AMENDED PROFESSIONAL SERVICES AGREEMENT

WITH SUZANNE KOCHEMS D/B/A SILK CONSULTING GROUP TO INCREASE THE AMOUNT BY $50,000.00 AND TO EXTEND THE AGREEMENT TO APRIL 30, 2027, TO

PROVIDE ADMINISTRATION SERVICES IN RELATION TO THE ENCAMPMENT

RESOLUTION FUNDING
(Agreement No. 3439-1)
BE IT HEREBY RESOLVED by the Oroville City Council as follows:

1. The Mayor is hereby authorized and directed to execute an amended professional agreement with Suzanne Kochems d/b/a SILK Consulting Group to increase the agreement amount by $50,000 and to extend the agreement to April 30, 2027 to provide Administration Services in relation to the Encampment Resolution Funding. A copy of the agreement is attached hereto as Exhibit “A”.

2. The City Clerk shall attest to the adoption of this Resolution.

PASSED AND ADOPTED by the Oroville City Council at a regular meeting held on October 3, 2023 by the following vote:

AYES:

NOES:

ABSTAIN:

ABSENT:
_______________________________
David Pittman, Mayor
APPROVED AS TO FORM: ATTEST:
______________________________ _______________________________ Scott E. Huber, City Attorney Kayla Reaster, Assistant City Clerk 31 Item 3.
1 AMENDED PROFESSIONAL SERVICES AGREEMENT
(Agreement No. 3439-1)
Contract Description: Coordinate, facilitate and manage the Encampment Resolution Grant funding and the associated Mission Esperanza project in coordination and collaboration with the City of Oroville and the Oroville Rescue Mission.

THIS AMENDED AGREEMENT is made at Oroville City, California, as of October 3, 2023 by and between the City of Oroville, ("City"), and Suzanne Kochems d/b/a SILK Consulting Group ("Contractor"), who agree as follows:

1. Services Subject to the terms and conditions set forth in this Agreement, Contractor shall provide the services described in Exhibit A. Contractor shall provide said services at the time, place, and in the manner specified in Exhibit A.

2. Payment City shall pay Contractor for services rendered pursuant to this Agreement at the time and in the amount set forth in Exhibit B. The payment specified in Exhibit B shall be the only payment made to the Contractor for services rendered pursuant to this Agreement. Contractor shall submit all billings for said services to City in the manner specified in Exhibit B; or, if no manner be specified in Exhibit B, then according to the usual and customary procedures which Contractor uses for billing clients similar to City. The amount of this amendment to the agreement shall not exceed Fifty Thousand Dollars ($50,000.00). This agreement amount is in addition to the $75,000 previously approved with grant agreement 3439. Therefore, the total amount of the Agreement, including this amendment, shall not exceed $125,000.

3. Term This Agreement shall commence on October 3, 2023. All services required to be provided by this Agreement shall be completed and ready for acceptance no later than the Agreement Termination Date of: April 30, 2027.

4. Facilities, Equipment and Other Materials Contractor shall, at its sole cost and expense, furnish all facilities, equipment, and other materials which may be required for furnishing services pursuant to this Agreement.

5. Exhibits All exhibits referred to herein and attached hereto are incorporated herein by this reference.

6. Electronic Signatures The parties acknowledge and agree that this Agreement may be executed by electronic signature, which shall be considered as an original signature for all purposes and shall have the same force and effect as an original signature. Without limitation, “electronic signature” shall include faxed or emailed versions of an original signature or electronically scanned and transmitted versions (e.g., via pdf) of an original signature.

7. Time for Performance Time is of the essence. Failure of Contractor to perform any services within the time limits set forth in Exhibit A or elsewhere in this Agreement shall constitute material breach of this contract. Contractor shall devote such time to the performance of services pursuant to this Agreement as may be reasonably necessary for the satisfactory performance of Contractor's obligations pursuant to this Agreement. Neither party shall be considered in default of this Agreement to the extent performance is prevented or delayed by any cause, present or future, which is beyond the reasonable control of the party. 32 Item 3.
2 8. Liquidated Damages
Liquidated Damages are presented as an estimate of an intangible loss to the City. It is a provision that allows for the payment of a specified sum should Contractor be in breach of contract. Liquidated Damages ☐shall apply ☒shall not apply to this contract.

9. Relationship of Parties

9.1. Independent Contractor
In providing services herein, Contractor, and the agents and employees thereof, shall work in an independent capacity and as an independent contractor and not as agents or employees of City. Contractor acknowledges that it customarily engages independently in the trade, occupation, or business as that involved in the work required herein.

Further the Parties agree that Contractor shall perform the work required herein free from the control and direction of City, and that the nature of the work is outside the usual course of the City’s business. In performing the work required herein, Contractor shall not be entitled to any employment benefits, Workers’ Compensation, or other programs afforded to City employees. Contractor shall hold City harmless and indemnify City against such claim by its agents or employees. City makes no representation as to the effect of this independent contractor relationship on Contractor’s previously earned California Public Employees Retirement System (“CalPERS”) retirement benefits, if any, and Contractor specifically assumes the responsibility for making such determination.

Contractor shall be responsible for all reports and obligations including but not limited to social security taxes, income tax withholding, unemployment insurance, disability insurance, workers’ compensation and other applicable federal and state taxes.

9.2. No Agent Authority Contractor shall have no power to incur any debt, obligation, or liability on behalf of City or otherwise to act on behalf of City as an agent. Neither City nor any of its agents shall have control over the conduct of Contractor or any of Contractor’s employees, except as set forth in this Agreement. Contractor shall not represent that it is, or that any of its agents or employees are, in any manner employees of the City.

9.3. Indemnification of CalPERS Determination In the event that Contractor or any employee, agent, or subcontractor of Contractor providing service under this Agreement or is determined by a court of competent jurisdiction or CalPERS to be eligible for enrollment in CalPERS as an employee of the City, Contractor shall indemnify, defend and hold harmless City for all payments on behalf of Contractor or its employees, agents, or subcontractors, as well as for the payment of any penalties and interest on such contributions, which would otherwise be the responsibility of City.

10. Assignment and Subcontracting Except as specifically provided herein, the rights, responsibilities, duties, and Services to be performed under this Agreement are personal to the Contractor and may not be transferred, subcontracted, or assigned without the prior written consent of City. Contractor shall not substitute or replace any personnel for those specifically named herein or in its proposal without the prior written consent of City.

Contractor shall cause and require each transferee, subcontractor, and assignee to comply with the insurance provisions set forth herein, to the extent such insurance provisions are required of Contractor under this Agreement. Failure of Contractor to so cause and require such compliance by each transferee, subcontractor, and assignee shall constitute a Material Breach 33 Item 3.
3 of this Agreement, and, in addition to any other remedy available at law or otherwise, shall serve as a basis upon which City may elect to suspend payments hereunder, or terminate this Agreement, or both.

11. Licenses, Permits, Etc. Contractor represents and warrants to City that Contractor shall, at its sole cost and expense, obtain or keep in effect at all times during the term of this Agreement, any licenses, permits, and approvals which are legally required for Contractor to practice its profession at the time the services are performed.

12. Hold Harmless and Indemnification Agreement To the fullest extent permitted by law, each Party (the “Indemnifying Party”) hereby agrees to protect, defend, indemnify, and hold the other Party (the “Indemnified Party”), its officers, agents, employees, and volunteers, free and harmless from any and all losses, claims, liens, demands, and causes of action of every kind and character resulting from the Indemnifying Party’s negligent act, willful misconduct, or error or omission, including, but not limited to, the amounts of judgments, penalties, interest, court costs, legal fees, and all other expenses incurred by the Indemnified Party arising in favor of any party, including claims, liens, debts, personal injuries, death, or damages to property (including employees or property of the Indemnified Party) and without limitation, all other claims or demands of every character occurring or in any way incident to, in connection with or arising directly or indirectly out of, the Agreement. The Indemnifying Party agrees to investigate, handle, respond to, provide defense for, and defend any such claims, demand, or suit at the sole expense of the Indemnifying Party, using legal counsel approved in writing by Indemnified Party. Indemnifying Party also agrees to bear all other costs and expenses related thereto, even if the claim or claims alleged are groundless, false, or fraudulent. This provision is not intended to create any cause of action in favor of any third party against either Party or to enlarge in any way either Party’s liability but is intended solely to provide for indemnification of the Indemnified Party from liability for damages, or injuries to third persons or property, arising from or in connection with Indemnifying Party’s performance pursuant to this Agreement. This obligation is independent of, and shall not in any way be limited by, the minimum insurance obligations contained in this agreement.

13. Standard of Performance Contractor shall perform all services required pursuant to this Agreement in the manner and according to the standards observed by a competent practitioner of the profession in which Contractor is engaged in the geographical area in which Contractor practices its profession. All products of whatsoever nature which Contractor delivers to City pursuant to this Agreement shall be prepared in a substantial first class and workmanlike manner and conform to the standards or quality normally observed by a person practicing in Contractor's profession.

14. Accessibility It is the policy of the City of Oroville that all City services, programs, meetings, activities, and facilities shall be accessible to all persons, and shall be comply with the provisions of the Americans With Disabilities Act and Title 24, California Code of Regulations.

To the extent this Contract shall call for Contractor to provide City contracted services directly to the public, Contractor shall certify that said direct Services are and shall be accessible to all persons.

15. Nondiscriminatory Employment Contractor shall not discriminate in its employment practices because of race, religious creed, color, national origin, ancestry, physical handicap, medical condition, marital status, sex, or sexual orientation in contravention of the California Fair Employment and Housing Act, Government Code section 12900 et seq.

16. Drug-Free Workplace Senate Bill 1120, (Chapter 1170, Statutes of 1990), requires recipients of state grants to maintain a "drug-free workplace”. Every person or organization awarded a 34 Item 3.
4 contract for the procurement of any property or services shall certify as required under Government Code Section 8355-8357 that it will provide a drug-free workplace.

17. Political Activities Contractor shall in no instance expend funds or use resources derived from this Contract on any political activities.

18. Financial, Statistical and Contract-Related Records:

18.1. Books and Records Contractor shall maintain statistical records and submit reports as required by City. Contractor shall also maintain accounting and administrative books and records, program procedures and documentation relating to licensure and accreditation as they pertain to this Contract. All such financial, statistical and contract- related records shall be retained for five (5) years or until program review findings and/or audit findings are resolved, whichever is later. Such records shall include but not be limited to bids and all supporting documents, original entry books, canceled checks, receipts, invoices, payroll records, including subsistence, travel, and field expenses, together with a general ledger itemizing all debits and credits.

18.2. Inspection Upon reasonable advance notice and during normal business hours or at such other times as may be agreed upon, Contractor shall make all of its books and records available for inspection, examination or copying, to City, or to the State.

18.3. Audit Contractor shall permit the aforesaid agencies or their duly authorized representatives to audit all books, accounts or records relating to this Contract, and all books, accounts or records of any business entities controlled by Contractor who participated in this Contract in any way. All such records shall be available for inspection by auditors designated by City or State, at reasonable times during normal business hours. Any audit may be conducted on Contractor’s premises, or, at City’s option, Contractor shall provide all books and records within fifteen (15) days upon delivery of written notice from City. Contractor shall promptly refund any moneys erroneously charged and shall be liable for the costs of audit if the audit establishes an over-charge of five percent (5%) or more of the Maximum Contract Price.

19. Termination.

A. A Material Breach, as defined pursuant to the terms of this Agreement or otherwise, in addition to any other remedy available at law or otherwise, shall serve as a basis upon which City may elect to immediately suspend payments hereunder, or terminate this agreement, or both, without notice.

B. If Contractor fails to timely provide in any manner the services materials and products required under this Agreement, or otherwise fails to promptly comply with the terms of this Agreement, or violates any ordinance, regulation or other law which applies to its performance herein, City may terminate this Agreement by giving five (5) calendar days written notice to Contractor.

C. Either party may terminate this Contract for any reason, or without cause, by giving thirty (30) calendar days written notice to the other, which notice shall be sent by registered mail in conformity with the notice provisions, below. In the event of termination not the fault of the Contractor, the Contractor shall be paid for services performed to the date of termination in accordance with the terms of this Contract. Contractor shall be excused for failure to perform services herein if such performance is prevented by acts of God, strikes, labor disputes or other forces over which the Contractor has no control.

D. City, upon giving thirty (30) calendar days written notice to Contractor, shall have the right to terminate its obligations under this Agreement at the end of any fiscal year if the 35 Item 3.
5 City or the State of California, as the case may be, does not appropriate funds sufficient to discharge City’s obligations coming due under this contract.

E. Any notice to be provided under this section may be given by the Agency Director.

F. Suspension: City, upon giving seven (7) calendar days written notice to Contractor, shall have the right to suspend this Contract, in whole or in part, for any time period as City deems necessary due to delays in Federal, State or City appropriation of funds, lack of demand for services to be provided under this contract, or other good cause. Upon receipt of a notice of suspension from City, Contractor shall immediately suspend or stop work as directed by City and shall not resume work until and unless City gives Contractor a written notice to resume work. In the event of a suspension not the fault of the Contractor, Contractor shall be paid for services performed to the date of the notice of suspension in accordance with the terms of this Contract.

In the event this Agreement is terminated:
1) Contractor shall deliver copies of all writings prepared by it pursuant to this Agreement.

The term "writings" shall be construed to mean and include handwriting, typewriting, printing, photographing, and every other means of recording upon any tangible thing any form of communication or representation, including letters, words, pictures, sounds, or symbols, or combinations thereof.
2) City shall have full ownership and control of all such writings delivered by Contractor pursuant to this Agreement.
3) City shall pay Contractor the reasonable value of services rendered by Contractor to the date of termination pursuant to this Agreement not to exceed the amount documented by Contractor and approved by City as work accomplished to date; provided, however, that in no event shall any payment hereunder exceed the amount of the agreement specified in Exhibit B, and further provided, however, City shall not in any manner be liable for lost profits which might have been made by Contractor had Contractor completed the services required by this Agreement. In this regard, Contractor shall furnish to City such financial information as in the judgment of the City is necessary to determine the reasonable value of the services rendered by Contractor.

The foregoing is cumulative and does not affect any right or remedy, which City may have in law or equity.

20. Intellectual Property To the extent City provides any of its own original photographs, diagrams, plans, documents, information, reports, computer code and all recordable media together with all copyright interests thereto, not the property of Contractor (herein “Intellectual Property”), which concern or relate to this Contract and which have been prepared by, for or submitted to Contractor by City, shall be the property of City, and upon fifteen (15) days demand therefor, shall be promptly delivered to City without exception.

21. Waiver One or more waivers by one party of any major or minor breach or default of any provision, term, condition, or covenant of this Agreement shall not operate as a waiver of any subsequent breach or default by the other party.

22. Conflict of Interest Contractor certifies that no official or employee of the City, nor any business entity in which an official of the City has an interest, has been employed or retained to solicit or aid in the procuring of this agreement. In addition, Contractor agrees that no such person will be employed in the performance of this agreement unless first agreed to in writing by City. This includes prior Oroville City employment in accordance with City Personnel Code

23. Entirety of Agreement This Agreement contains the entire agreement of City and Contractor with respect to the subject matter hereof, and no other agreement, statement, or promise made by any party, or to any employee, officer, or agent of any party, which is not 36 Item 3.
6 contained in this Agreement, shall be binding or valid.

24. Alteration No waiver, alteration, modification, or termination of this Agreement shall be valid unless made in writing and signed by all parties, except as expressly provided in Section 19, Termination.

25. Governing Law and Venue This Agreement is executed and intended to be performed in the State of California, and the laws of that State shall govern its interpretation and effect. The venue for any legal proceedings regarding this Agreement shall be the City of Oroville, State of California. Each party waives any Federal court removal and/or original jurisdiction rights it may have.

26. Compliance with Applicable Laws Contractor shall comply with any and all federal, state, and local laws, codes, ordinances, rules and regulations which relate to, concern of affect the Services to be provided by this Contract.

27. Confidentiality Contractor, its employees, agents and or subcontractors may come in contact with documents that contain information regarding matters that must be kept confidential by the City, including personally identifiable patient or client information. Even information that might not be considered confidential for the usual reasons of protecting non-public records should be considered by Contractor to be confidential.

Contractor agrees to maintain confidentiality of information and records as required by applicable federal, state, and local laws, regulations and rules and recognized standards of professional practice.

Notwithstanding any other provision of this Agreement, the Contractor agrees to protect the confidentiality of any confidential information with which the Contractor may come into contact in the process of performing its contracted services. This information includes but is not limited to all written, oral, visual and printed patient or client information, including but not limited to names, addresses, social security numbers, date of birth, driver’s license number, case numbers, services provided, social and economic conditions or circumstances, agency evaluation of personal information, and medical data.

The Contractor shall not retain, copy, use, or disclose this information in any manner for any purpose that is not specifically permitted by this agreement. Violation of the confidentiality of patient or client information may, at the option of the City, be considered a material breach of this Agreement.

28. Additional Contractor Responsibilities
A. To the extent Contractor is a mandated reporter of suspected child and/or dependent adult abuse and neglect, it shall ensure that its employees, agents, volunteers, subcontractors, and independent contractors are made aware of, understand, and comply with all reporting requirements. Contractor shall immediately notify City of any incident or condition resulting in injury, harm, or risk of harm to any child or dependent adult served under this Agreement.

B. Contractor will immediately notify City of any active complaints, lawsuits, licensing or regulatory investigations, reports of fraud or malfeasance, or criminal investigations regarding its operations. Contractor agrees to work cooperatively with City in response to any investigation commenced by City with regard to this Agreement or the clients served herein, including providing any/all records requested by City related thereto.

C. Contractor shall employ reasonable background check procedures on all employees, prospective employees, volunteers, and consultants performing work involving direct contact with minor children or dependent adults under this Agreement, including 37 Item 3.
7 fingerprinting and criminal records checks, sexual offender registry checks, and reference checks, including both personal and professional references.

29. Notification. Any notice or demand desired or required to be given hereunder shall be in writing and deemed given when personally delivered or deposited in the mail, postage prepaid, and addressed to the parties as follows:

CITY OF OROVILLE:

Amy Bergstrand
1735 Montgomery Street
Oroville, California, 95965
530-538-2584
CONTRACTOR:

Suzanne Kochems
d/b/a SiLK Consulting Group
105 Shasta Street
Orland, CA 95963
530-228-7811
Any notice so delivered personally shall be deemed to be received on the date of delivery, and any notice mailed shall be deemed to be received five (5) days after the date on which it was mailed.

30. Modification to Agreement. Conflicts between the Agreement and this Amendment shall be controlled by this Amendment. All other provisions within the Agreement shall remain in full force and effect.

Authority: All individuals executing this Contract on behalf of Contractor represent and warrant that they are authorized to execute and deliver this Contract on behalf of Contractor.

IN WITNESS WHEREOF, the parties have executed this Contract effective on the Beginning Date, above.

CITY OF OROVILLE:

By: Date:

Printed Name/Title: Brian Ring, City Administrator
CONTRACTOR: Suzanne Kochems d/b/a SiLK Consulting Group By: ______________________________ Date: _____________
Printed Name/Title: Suzanne Kochems, CEO/Principal
38 Item 3.
8 EXHIBIT A – SCHEDULE OF SERVICES
Contractor will coordinate, facilitate, and manage the Encampment Resolution Grant funding and the associated Mission Esperanza project in coordination and collaboration with the City of Oroville and the Oroville Rescue Mission.

Contractor will
1) Provide training and technical assistance to the Project 2) Serve as liaison between the City of Oroville and the Oroville Rescue Mission and between the Project and the funder (Cal ICH)
3) Prepare all documents related to grant administration, including program narrative, program reports, budgets, quarterly and final reports, RFPs, correspondence, contracts, etc. 4) Communicate with the city council, partners and supporters the progress and accomplishments of the Project
5) Hold responsibility for other duties/tasks that arise in conjunction with the implementation of grant funds and the capacity building of shelter programming 39 Item 3.
9 EXHIBIT “B”

SCHEDULE OF CHARGES AND PAYMENTS
Suzanne Kochems d/b/a SiLK Consulting Group
Contractor shall be compensated for satisfactory performance of services in accordance with Exhibit “A”, Schedule of Services, which shall cover professional services, office overhead and ordinary business expenses. The City shall pay to Contractor a maximum not to exceed $50,000 for the contract term based on an hourly fee of $75. This is an additional amount to the $75,000 previously approved with grant agreement number 3439.

Contractor shall submit invoices throughout the term of the agreement as each phase of the job scope has been completed. Contractor shall itemize on the invoice the dates, duration, services provided, including identification of activities and deliverables completed. The invoices shall be submitted no later than the 5
th of the month following the completion of each phase of the job scope.

Invoices may be submitted to:

City of Oroville
Attn: Amy Bergstrand
1735 Montgomery Street
Oroville, CA 95965
City shall review the billing and notify the Contractor within fifteen (15) working days if an individual item or group of costs is being questioned. Contractor has the option of either removing the questioned cost or delaying the entire claim pending resolution of the cost(s).

Contractor shall be reimbursed within thirty (30) days of City’s receipt of complete, correct, and approved invoice.
40 Item 3.
10 EXHIBIT C

INSURANCE REQUIREMENTS
Insurance. Contractor shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder by the Contractor, its agents, representatives, or employees. Coverage shall be at least as broad as:
(i) Commercial General Liability CGL): Insurance Services Office Form CG 00 01 covering CGL on an “occurrence” basis, including products and completed operations, property damage, bodily injury, and personal & advertising injury with limits no less than $1,000,000 per occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location (ISO CG 25 03 or 25 04) or the general aggregate limit shall be twice the required occurrence limit. (ii) Automobile Liability Insurance Services Office Form Number CA 0001 covering, Code 1 (any auto), or if Contractor has no owned autos, Code 8 (hired) and 9 (non-owned), with limit no less than $300,000 per accident for bodily injury and property damage. (iii) Workers’ Compensation insurance as required by the State of California, with Statutory Limits, and Employer’s Liability Insurance with limit of no less than $1,000,000 per accident for bodily injury or disease. (Not required if contractor provides written verification, it has no employees).
(iv) Errors and Omissions Liability insurance appropriate to the Contractor’s profession.

If the Contractor maintains broader coverage and/or higher limits than the minimums shown above, the City requires and shall be entitled to the broader coverage and/or the higher limits maintained by the contractor. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the City.

Other Insurance Provisions:

The insurance policies are to contain, or be endorsed to contain, the following provisions:

The commercial general liability and automobile liability policies are to contain, or be endorsed to contain, the following provisions:
(i) The Entity, its officers, officials, employees and volunteers are to be covered as insureds as respects: liability arising out of work or operations performed by or on behalf of the Consultant; or automobiles owned, leased, hired or borrowed by the Consultant. (ii) For any claims related to this project, the Consultant’s insurance coverage shall be primary insurance as respects the Entity, its officers, officials, employees and volunteers. Any insurance or self-insurance maintained by the Entity, its officers, officials, employees or volunteers shall be excess of the Consultant’s insurance and shall not contribute with it. (iii) Each insurance policy required by this clause shall be endorsed to state that coverage shall not be canceled by either party, except after thirty (30) days’ prior written notice by certified mail, return receipt requested, has been given to the Entity. (iv) Coverage shall not extend to any indemnity coverage for the active negligence of the additional insured in any case where an agreement to indemnify the additional insured would be invalid under Subdivision (b) of Section 2782 of the Civil Code.

Acceptability of Insurers
Insurance is to be placed with insurers with a current A. M. Best’s rating of no less than A: VII, unless otherwise acceptable to the Entity.
41 Item 3.
11 Verification of Coverage
Consultant shall furnish the Entity with original certificates and amendatory endorsements effecting coverage required by this clause. The endorsements should be on forms provided by the Entity or on other than the Entity’s forms provided those endorsements conform to Entity requirements. All certificates and endorsements are to be received and approved by the Entity before work commences. The Entity reserves the right to require complete, certified copies of all required insurance policies, including endorsements effecting the coverage required by these specifications at any time.
42 Item 3.

Administration Dept. October 3, 2023

OROVILLE CITY COUNCIL

STAFF REPORT
TO: MAYOR PITTMAN AND CITY COUNCIL
FROM: KAYLA REASTER, ASSISTANT CITY CLERK
RE: NEXTREQUEST CONTRACT
DATE: OCTOBER 3, 2023

SUMMARY
The City Council may consider executing a one-year contract with NextRequest for assisting with the processing and management of public records requests.

DISCUSSION
The City has had a significant increase in public records requests in recent times. The processing of these requests is a tremendous burden on limited staff resources.

NextRequest is a FOIA (Freedom of Information Act) management software powered by CivicPlus to which provides agencies the ability to receive requests through a modern online portal, route them to staff automatically for processing, post previously requested requests and release records to individuals or the public at large. The cost of this contract is $9591.00 and is for a term of one year.

Execution of this contract would provide better customer service for requesting records while at the same time will provide staff with a tool to more efficiently process these requests.

FISCAL IMPACT
Funding for this contract will be coming out of the Fiscal Fund Balance.

RECOMMENDATION
Approve the contract with NextRequest and authorize the Mayor to sign.

ATTACHMENT(S)
Contract with NextRequest
43 Item 4.
nextrequest.com | 302 South Street Suite 500, Manhattan, KS 66502 | [email protected] | (833) 698-7778 Created Date: 08 / 04 / 2023
NextRequest for City of Oroville, CA
What do I get with
NextRequest?
An all-in-one platform for managing records requests across your entire agency. It’s an annual subscription and includes:
• Workflow Tools, Document Hosting & Management, Dashboards, Custom Reporting, Request Diversion, andRegular Product Improvements and Feature Updates Security? We protect your information using:
• SOC 2 Security Audit, Encryption, and Threat/Uptime Monitoring. See a full overview at: nextrequest.com/security
Technical
Requirements?
NextRequest is entirely web based and software-as-a-service • Everything in the cloud - no downloads or installations and works on all modern web browsers
Customer City of Oroville, CA
Start Date 10/5/2023
Account URL(s)* cityoforovilleca.nextrequest.com
*Account URL cannot be altered once created
Invoice Date 10/5/2023
Primary Contact Name Kayla Reaster Renewal Date 10/5/2024 Email and Phone [email protected] (530) 538-2535 Address 1735 Montgomery Street, Oroville, CA, 95965
Service Agreement : Welcome to NextRequest! Thanks for using our platform. This Service Agreement (“Agreement”) is entered between NextRequest, LLC, with a place of business at 302 South 4th Street Suite 500, Manhattan, KS 66502 (“NextRequest”), and the Customer listed above (“Customer”), as of the Effective Date.

This Agreement includes the above subscription and support (the “Services”) and incorporates the above Order Form as well as the Terms and Conditions and Service Level Agreement available at https://www.nextrequest.com/terms-conditions and which contains, among other things, warranty disclaimers, liability limitations and use limitations. There shall be no force or effect to any different terms of any related purchase order or similar form even if signed by the parties after the date hereof.

Renewals : Pricing may be subject to a standard 5% annual increase to account for application improvements, new features and inflation. 44 Item 4.
nextrequest.com | 302 South Street Suite 500, Manhattan, KS 66502 | [email protected] | (833) 698-7778 Name Price QTY Subtotal
NextRequest Standard License (monthly pricing, billed annually) Unlimited Staff Users, Up to 10 Admin-Publisher Users, and Unlimited Storage Core Features:
• Public Portal
• Customizable request intake page, request and document publishing, Real-Time Keyword Trigger Alerts
• Workflow Automations
• Due Date calculation, automated reminders, holiday calendar • Messaging (internal and external) with unlimited templates • Task assignment, task tracking, automated reminders
• Time tracking and cost calculation
• Staff assignment
• Request timeline / audit trail
• Request repository
• Filtering and reporting, automated status updates
• Reporting and Statistics
• General Report, Time Tracking, Invoicing and Payments, Admin Dashboard
• Document Dashboard
• Premier Security Package
• Email Monitoring Suite
• Email Notifications
Payments: Invoicing templates, invoice tracking, and Online Payments (*Approved payment processors)
Review and Redaction Features:
• Standard Redaction with unlimited users
• Manual redactions, keyword redactions, redaction patterns • Custom redaction reasons, automated redaction logs
• Custom redaction patterns
• RapidReview with unlimited users
• True Batch Redaction
• Draft redaction, redaction commenting
• PST extractor and ZIP extractor
• Record staging
• OCR
IT & Compliance Features: Retention, Single Sign-On, Agency Specific Portal URL, SOC 2 Type II Audit, CJIS Attestation Available, and HIPAA Compliance Available with BAA $899.00 12 $10,788.00
Set Up & Onboarding
Dedicated Onboarding Team, 1 Kickoff Call, 1 Dedicated Admin Training (60 minutes), Go-Live Success Plans, Weekly Group Training Webinars, In-app Training, Video Tutorials, Knowledge Base Articles, and Service Level Agreement Subtotal $10,788.00
CivicPlus Customer Credit (one-time)
25% off Year 1
-$2,697.00
45 Item 4.
nextrequest.com | 302 South Street Suite 500, Manhattan, KS 66502 | [email protected] | (833) 698-7778 Set Up & Onboarding $1,500.00
Total
*Pricing is Valid for 60 Days from the Current Date
$9,591.00
City of Oroville, CA NextRequest, LLC
Signature: Signature:

Name & Title: Name & Title:

Date: Date:

Accounts Payable Info
Name: Phone:

Email: Will issue PO? Yes: No:

Download our W-9 at: https://www.civicplus.com/verify (password: foiasoftware) 46 Item 4.

CITY OF OROVILLE

STAFF REPORT
TO: MAYOR PITTMAN AND COUNCIL MEMBERS
FROM: BRIAN RING, CITY ADMINISTRATOR
RE: TASK ORDER #1 WITH SUTTER BUTTE FLOOD CONTROL AGENCY

FOR PRELIMINARY WORK ASSOCIATED WITH FEATHER RIVER

LEVEE CERTIFICATION
DATE: OCTOBER 3, 2023

SUMMARY
The City Council may consider approving Task Order #1 with the Sutter Butte Flood Control Agency (SBFCA) to perform work for the City with regard to certifying the levee located on the eastern side of the Feather River, running through downtown Oroville.

DISCUSSION
On August 1, 2023 the Oroville City Council entered into an agreement with SBFCA to provide assistance with managing the City's flood risk reduction efforts on an on-call Task Order basis. The levee currently is not rated at the 100-year protection level that Federal Emergency Management Agency requires. Task Order #1, would allow SBFCA to work with City Staff to gather necessary information that is needed in order to then target and apply for grant funding that would pay for the technical assistance that his needed to fully assess the levee (per the recommendation made in the 2015 report), and to start design and permitting work with regard to those recommendations.

FISCAL IMPACT
Funding will be provided from available unallocated Fund Balance.

RECOMMENDATION
Approve Task Order #1.

ATTACHMENTS
A – Task Order #1.
47 Item 5.

Sutter Butte Flood Control Agency
City of Oroville
Services Agreement
Task Order 1
Financial Planning Support
September 25, 2023
This Task Order No. 1 is associated with the Services Agreement between the Sutter Butte Flood Control Agency (“SBFCA”) and the City of Oroville (“City”) dated August 1, 2023.

I. Scope of Work
This Scope of Work (SOW) identifies a framework for the evaluation of the City’s funding opportunities to support improvements to the levee along the east bank of the Feather River. SBFCA proposes supporting the City in advancing funding opportunities through a two-phased approach. The first phase would be work with City staff to identify all records/material need in order to help identify possible opportunities for generating new revenues, including the outreach and technical planning activities to pursue and secure additional external funding for advancing improvements to the levee system.

These funds would be used to fully assess the levee pursuant to the recommendations made in the report which was completed in 2015 in order to attain 100 year flood certification.

Phase 2 tasks (to be completed in the future as part of a separate Task Order) would be initiated after the full levee assessment was completed and would focus on advancing the design, environmental, and permitting work. Phase 2 tasks would also include the efforts needed to identify possible new revenue sources, the evaluation and screening of those options, and feasibility testing of the options against any legal limitations and practicable implementation. Phase 2 work would conclude with recommended actions and the development of a scope of work for implementation of the recommended new funding mechanism(s).

PHASE 1 - TASK 1 –Data Gathering
As noted above, this first effort entails a series of tasks to gather needed data from the City and to identify potential new funding mechanisms.
 Working with the project team, identify existing funding options outside and within the City, which may include State flood-related grants, the City’s supplemental benefits fund (SBF), etc.
 Develop conceptual goals and objectives and identify parameters with criteria for evaluating new potential funding mechanisms alongside existing revenue streams. 48 Item 5.

 Identify who receives a benefit from current City services associated with the levee, future increased levels of service and identified capital project(s).

Deliverables: Technical Memorandum – Sections to include Background, Problem Identification and Quantification, Funding Opportunities (existing and new mechanisms), and Identification of Beneficiaries.

TASK 2 – Advocacy and External Funding Support
This task includes the outreach and technical planning activities to pursue and secure additional external funding for advancing improvements to the levee system, including obtaining State or Federal grant funding for technical studies, project development, design, environmental, permitting, and/or implementation (as needed/requested). SBFCA will coordinate with City staff on potential external funding opportunities (as identified in Task 1) and will assist the City in the preparation of funding applications. The proposed budget for this task includes the estimated efforts for preparation of two (2) grant funding applications based on recent SBFCA experience. However, the nature of this work can vary greatly depending upon the complexity of each particular application.

Deliverables: Assistance with preparation of two (2) grant funding applications. The intent of the grant applications will be to acquire funding for the technical assistance that’s needed to assess the current levee conditions and to begin the engineering design, environmental, and permitting work.

II. Budget
Compensation will be paid for services on a time and materials basis in accordance with the provisions of the Services Agreement and the proposed budget breakdown included as Attachment A. The total budget associated with this Task Order 1 is not-to-exceed $52,525 without prior written approval from the City.

III. Schedule
Services associated with this Task Order 1 will begin immediately. It is assumed that the services will be completed within a period of 6 months. 49 Item 5.

SUTTER BUTTE FLOOD CITY OF OROVILLE

CONTROL AGENCY
By:_____________________________ By:___________________________

MICHAEL BESSETTE BRIAN RING
Executive Director City Administrator

Dated:___________________________ Dated:_________________________ 50 Item 5.
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