Town of Paradise
Town Council Meeting Agenda
6:00 PM – April 14, 2026
Doug LaMalfa Town Council Chambers – 5555 Skyway, Paradise, CA
Meeting Procedures
I. The Mayor is the Presiding Chair and is responsible for maintaining an orderly meeting. The Mayor calls the meeting to order and introduces each item on the agenda.
II. The Town staff then provides a report to Council and answers questions from the Council.
III. Citizens are encouraged to participate in the meeting process and are provided several opportunities to address Council. Any speaker addressing the Council is limited to three minutes per speaker - fifteen minutes per agenda item A. If you wish to address the Council regarding a specific agenda item, please complete a “Request to Address Council” card and give it to the Town Clerk prior to the beginning of the meeting. This process is voluntary and allows for citizens to be called to the speaker podium in alphabetical order.
Comments and questions from the public must be directed to the Presiding Chair and Town Council Members (please do not address staff.) Town staff is available to address citizen concerns Monday through Thursday at Town Hall between the hours of 8am and 5pm.
B. If you wish to address Council regarding an item not on the agenda, you may do so under Item 4, “Public Communication.” Again, please fill out a card and give it to the Town Clerk before the meeting. State Law prohibits Council action on items not listed on a public agenda.
In compliance with the Americans with Disabilities Act (ADA) Compliance, persons who need special accommodations to participate in the Town Council meeting may contact the Town Clerk at least three business days prior to the date of the meeting to provide time for any such accommodation.
Interim Town Manager, Michael O’Brien
Town Attorney, Scott E. Huber
Town Clerk/Elections Official, Melanie Elvis
CDD, Planning & Onsite, Susan Hartman
CDD, Building & Code Enforcement, Tony Lindsey
Finance Director/Town Treasurer, Aimee Beleu
Public Works Director/Town Engineer, Marc Mattox
Division Chief, CAL FIRE/Paradise Fire, Jason Finney
Chief of Police, Eric Reinbold
Recovery & Economic Development Director, Colette Curtis Human Resources & Risk Management Director, Crystal Peters Information Systems Director, Luis Marquez
Mayor, Steve Crowder
Vice Mayor, Steve “Woody” Culleton
Council Member, Greg Bolin
Council Member, Heidi Lange
Council Member, Ronald Lassonde
1 1. OPENING
1a. Call to Order
1b. Pledge of Allegiance to the Flag of the United States of America 1c. Invocation
1d. Roll Call
1e. Mayor Crowder to present a Proclamation proclaiming April as Arts, Culture & Creativity Month to Nicole LaJeunesse on behalf of PATCH. 1f. p5 Camp Fire Recovery Updates:
Colette Curtis, Recovery and Economic Development Director - recovery projects, advocacy, economic recovery & development, communications, emergency operations and Housing updates.
Marc Mattox, Assistant Town Manager -infrastructure and sewer updates. 1g. p14 Paradise Sewer Project Update by Assistant Town Manager Marc Mattox.
1h. Presentation by Police Chief Eric Reinbold on the Town’s new emergency alert system, Smart 911/RAVE.
2. CONSENT CALENDAR
One roll call vote is taken for all items. Consent items are considered to be routine business that does not call for discussion.
2a. p16 Approve minutes of the March 10, 2026 Special and Regular Town Council meetings. (Melanie Elvis/Town Clerk)
2b. p22 Approve March 2026 Cash Disbursements in the amount of $4,584,802. (Finance Director/Aimee Beleu)
2c. p30 1. Review and approve Town of Paradise Administrative Policy No. 185 Asset and Depreciation Policy; and 2. Adopt Resolution No. 2026-__, “A Resolution of The Town Council of the Town of Paradise Adopting Capital Asset, Depreciation, and Federal Property Controls Policy”. (Aimee Beleu/Finance Director)
2d. p43 Review and approve Town of Paradise – 140 Investment Policy. (Aimee Beleu/Finance Director)
2e. p54 1. Approve the Professional Services Agreement with Adams Ashby Group to serve as the Workforce Development Project’s Compliance Consultant; and, 2. Authorize the Town Manager to execute the contract. (Colette Curtis/Recovery & Economic Development Director) 2f. p136 1. Adopt Resolution No. 2026-__, “A Resolution of The Town Council of the Town of Paradise Authorizing Disposal of Certain Town Records Maintained in the Town Clerk Department Pursuant to Government Code Section 34090”; or, 2. Provide alternative direction to staff to retain certain records. (Melanie Elvis/Town Clerk)
2 3
2g. p144 Consider adopting Resolution No. 2026-_____ , “A Resolution of the Town Council of the Town of Paradise adopting a list of projects for fiscal year 2026/2027 funded by SB1: The Road Repair and Accountability Act of 2017.” (Marc Mattox/Assistant Town Manager)
2h. p149 Adopt Resolution No. 2026-_____ , “A Resolution of the Town Council of the Town of Paradise accepting the work performed under the Pearson Hilltop Guard Rail Project Contract No. 9430.CON, performed by Apex Fence Company INC.” (Marc Mattox/Assistant Town Manager) 2i. Consider adopting Resolution No. 2026-____, “A Resolution of the Town Council of Town of Paradise accepting the work performed under the OnSystem Roadway Rehabilitation 2024/ HSIP Systemic Intersection Safety Improvement Project Contract 7303.3 CON REBID performed by Baldwin Contracting Company, Inc. dba Knife River Construction”. (Marc Mattox/Assistant Town Manager)
2j. p153 Consider adopting Resolution No. 2026-____, “A Resolution of the Town Council of the Town of Paradise accepting the work performed under the Camp Fire Hydrant Repair Project Contract No. 8404.CON, performed by RCI General Engineering.” (Marc Mattox/Assistant Town Manger) 2k. p164 Concur with staff recommendation to file a CEQA Notice of Exemption for the Private Road Identification Safety Project. (Marc Mattox/Assistant Town Manger)
2l. p169 Concur with Staff recommendation to file CEQA Notice of Exemption for Subsurface Investigation work to support Collection System design and Wastewater Treatment Facility site selection. (Marc Mattox/Assistant Town Manager)
3. ITEMS REMOVED FROM CONSENT CALENDAR
4. PUBLIC COMMUNICATION
For matters that are not on the Council business agenda, speakers are allowed three (3) minutes to address the Council. The Town Council is prohibited from taking action on matters that are not listed on the public agenda. The Council may briefly respond for clarification and may refer the matter to the Town staff.
5. PUBLIC HEARINGS
For items that require a published legal notice and/or a mailed notice.
Public Hearing Procedure:
A. Staff Report
B. Mayor opens the hearing for public comment in the following order:
i. Ask Town Clerk if there are any cards submitted
ii. Ask if there is anyone else wishing to comment
C. Mayor closes the hearing
D. Council discussion and vote
5a. p181 1. Hold a duly noticed and published public hearing soliciting comments regarding the 2025-2026 military equipment use report and policy; and, 2. Waive the first reading of the Town of Paradise Ordinance No. 654 and read by title only; and, 3. Introduce Town of Paradise 3 Ordinance No. 654 “An Ordinance of the Town Council of the Town of Paradise Renewing Section 9.70 to the Paradise Municipal Code Relating to Miliary Equipment Use”. (ROLL CALL VOTE) (Eric Reinbold/Police Chief)
6. COUNCIL CONSIDERATION
Action items are presented by staff and the vote of each Council Member must be announced. A roll call vote is taken for each item on the action calendar. Citizens are allowed three (3) minutes to comment on agenda items.
6a. p203 1. Consider waiving the first reading of Town Ordinance No. 655 and read by title only; and, 2. Introduce Town Ordinance No. 655, “An Ordinance of the Town of Paradise Adopting New Section 15.02.065 and Making Findings of Facts Relating to Building Code Complaints and Establishing Oversight by the Building Division Corrective Action Plan Ad Hoc Advisory Committee. (ROLL CALL VOTE) (Scott E. Huber/Town Attorney) 6b. p209 1. Discuss future use, if any, of Transient Occupancy Tax following the conclusion of the TOT Community Reinvestment Program; and,
2. Provide direction to staff. (Colette Curtis/Recovery & Economic Development Director)
6c. p211 Consider adopting Resolution No. 2026-____ “A Resolution of the Town Council of the Town of Paradise Providing for the Summary Vacation of the Existing 12-foot-wide Public Utility Easement along the North Property Line of Lot 9 of the Wildwood Estates Subdivision, Recorded in Book 24 of Maps at Page 49, located in County of Butte, Paradise California; APN 053-011-047-000.” (ROLL CALL VOTE) (Marc Mattox/Assistant Town Manager)
7. COUNCIL INITIATED ITEMS AND REPORTS
7a. Council initiated agenda items - None
7b. Council reports on committee representation
7c. Future Agenda Items
8. STAFF COMMUNICATION
8a. Town Manager Report
9. CLOSED SESSION - None
10. ADJOURNMENT
4 Town of Paradise
Council Agenda Summary
Date: April 14, 2026
Agenda Item: 1(f)
ORIGINATED BY: Colette Curtis, Recovery and Economic
Development Director
REVIEWED BY: Mike O’Brien, Interim Town Manager
SUBJECT: Monthly Recovery Update
LONG TERM
RECOVERY PLAN:
Yes
COUNCIL ACTION REQUESTED:
1. None
Background:
This report continues the Monthly Updates provided to keep the Town Council apprised of important developments related to the recovery of the Town of Paradise from the Camp Fire.
Included in this update are items related to recovery projects, advocacy economic recovery and development, communications and emergency operations.
Analysis:
ECONOMC DEVELOPMENT
CDBG-DR Economic Development
Project is moving forward with partners and HCD finalizing revisions to the program due to delays and budget adjustments.
A compliance consultant contract is being recommended by staff later on tonight’s agenda.
The Workforce Development Coordinator position is moving forward through the hiring process and is expected to be on board soon.
Town Staff and partners are still moving forward with plans for the first course availability in Summer 2026, with expanded offerings in Fall 2027.
Economic Development Committee
The Economic Development Committee has been formed at the direction of Council. Two meetings have been held, resulting in good discussions and identification of Committee goals and actions.
The Committee identified working with businesses as a top priority and will begin planning several “business sector summits” to hear from the businesses directly.
Insurance Advocacy Committee
The Insurance Advocacy Committee has been formed at the direction of Council. The Committee has met three times, and have documented the current barriers, as well 5 as consolidated information on Paradise’s unique approach to risk reduction. Next steps are focused on bringing more awareness to insurance companies and underwriters through collateral like info sheets and potentially a video.
Utility Box Mural Program
The remaining 9 utility boxes have had the selected artwork installed.
Downtown Strategy Phase 3
Council approved moving forward on Phase 3 of the downtown strategy at the March 2025 meeting.
A draft plan will come to Council for review in May.
RECOVERY
Community Development Block Grant Disaster Recovery Mitigation Planning Public Services (CDBG DR MIT PPS)
Long Term Community Recovery Plan Update
o Council approved selection of UDA to conduct the update and draft the plan. o Staff is planning public outreach in coordination with planned General Plan Update work.
In Home Siren Units
o The Standard Agreement for funding for additional in-home siren units has been received, this will extend the number of units made available to residents with another 2,800 units available.
o Residents have begun receiving units from the FEMA funded grant, which are located at Town Hall for pickup.
o Town staff is advertising more widely now that additional units have been secured.
Public Services
o Staff is working with HCD on the application for groups to become subrecipients to do mitigation work in Paradise.
o Applications are expected to be release in summer 2026.
Office of Land Use and Climate Innovation Grant
Town was awarded $739,680 through the Extreme Heat and Community Resilience Program
Funding will be used to create a Climate Resilience Plan which will identify prospective resiliency projects such as
o Community Evacuation/Cooling/Heating Centers
o Shade Tree Planting
o Fuels Reduction Projects
o Green space projects
Identified projects may be eligible for future implementation funds through the same grant source.
The first public meeting was held on March 4, additional public input opportunities will be offered at upcoming events like Gold Nugget Days, Party in the Park, and Johnny Appleseed Days, in addition to another online survey.
Overall Hazard Mitigation Project Update
Years of efforts are complete on the pre-award work on all our projects. All projects are fully approved and funded.
6 Category 4 Tree Removal Program
Project implementation is complete.
As of October, approximately 9.000 trees have been removed from 350+ parcels. 7-10 different tree removal crews are working across town in an efficient and effective partnership with property owners, local agencies, tribes, and contractors. Final wrap up and closeout is ongoing and a full report on the project will be provided to Council when complete.
Emergency Warning System
All 21 Towers are standing and operational.
21 of the 21 Towers are now fully complete.
All active construction is complete.
EWS Project has begun the closeout process.
In-Home Safe Units are now available for pickup at Town Hall for Paradise residents Control systems are being updated per Paradise Police Department suggestions and additional training systems are being created.
Full grant closeout and documentation have been provided to CalOES as of March 2026.
Residential Ignition Resistant Retrofit Program
Project is fully funded and moving forward.
All properties have been approved by FEMA to move forward to construction 68 Properties have selected their contractors and have had their "Notice to Proceed" Letters issued.
50 Properties have been fully completed.
Staff are working with California officials on a future retrofit program modeled after this program for additional homes utilizing Prop 4 funds. More information should be available toward the end of 2026.
Hazardous Fuels Reduction Program
Project is fully funded and moving forward.
Town staff are working with the contractor on implementation.
Defensible Space Code Enforcement
The Defensible Space Code Enforcement project was fully approved and obligated in November 2023 by FEMA and CalOES.
Town Council approved implementation plan in January 2024. Grant funded staff have been hired and are in place and working in the community. Funding for current grant will expire at the end of September 2026. In May a Notice of Intent was submitted to CalOES to request an additional 3 years of funding for this program. NOI was accepted and a full application was submitted in September. As of March 2026, CalOES has submitted project to FEMA for consideration.
EMERGENCY MANAGEMENT
7 The Town continues to work with Butte County to fully establish Smart911 as the replacement for CodeRed.
Implementation for VEOCI, our online EOC software, is ongoing.
Financial Impact:
None.
8 Town of Paradise
Council Agenda Summary
Date: April 14, 2026
Agenda Item: 1(f)
ORIGINATED BY: Nadia Alekseev, Housing Program Manager
REVIEWED BY: Michael O’Brien, Interim Town Manager
SUBJECT: Housing Recovery Update
LONG TERM
RECOVERY PLAN:
No
COUNCIL ACTION REQUESTED:
1. None
Background:
This report provides the Town Council with an update of Housing Activities.
Analysis:
We have 42.81% of our pre-disaster housing stock to-date (1,720 surviving units + 3,884 new CofOs [an increase of 33 since last month] to-date = 5,604 habitable dwellings / 13,091 housing units before the Camp Fire). Our total number of habitable dwellings does not include the number of mobile homes replaced in mobile home parks because those permits are issued by HCD instead of the Building Dept., but mobile homes in parks are included in the total number of prefire housing units. An estimate from tax data shows 144 mobile homes in parks, or 5,748 housing units in Paradise.
Town of Paradise Owner-Occupied Rehabilitation/Reconstruction Program ($12.5 million) This program helps homeowners rehabilitate or reconstruct their home. The CalHome-Disaster Assistance grant was set to expire at the end of 2025, but the Housing Department was granted a one-year extension to finish homes under construction. New applications to rebuild homes lost in the Camp Fire are no longer being accepted because it’s not feasible to complete a project before the expiration of the grant. Applications for essential home repairs on existing homes will continue to be accepted, funds for this activity are limited but do not have an expiration deadline. 71 homes completed
7 homes in construction
2 applications in process
Town of Paradise First-Time Homebuyer Program ($11 million) Helping to make homeownership more affordable. Applicants who were Disaster Affected can qualify under higher income limits, using 120% of Area Median Income (AMI). Other funding remains available to assist non-disaster affected households earning no more than 80% AMI. 101 households assisted
16 applications in process
9 CDBG-DR Multifamily Rental Housing Program ($84.7 million) Affordable rental housing. Seven (7) projects are eligible for funding; a total of 292 units. CHIP project- scattered site (4 units)
o Leased up in Spring of 2024
Eaglepointe- 5975 Maxwell Dr (43 units)
o Leased up in Spring of 2025
Mayer Commons- 1561 Kay Ct (12 units)
o Construction completed. Units are being actively leased. For leasing information contact RSC Associates Property Management Inc.
Northwind Senior- 6983 Pentz Rd (21 units)
o Leased up in Fall of 2025
Cypress Family- 1633 Cypress Ln (70 units)
o Construction completed and Certificates of Occupancy were issued in December.
Units are being actively leased. Ribbon cutting is scheduled for April 10th, 2026. Clark Rd- 6480 Clark Rd (72 units)
o Loan closed in March. Construction to begin this Spring. Cypress Senior (phase II)- 1633 Cypress ln (70 units) o Loan closed in December. Groundbreaking is scheduled for April 10th, 2026.
CDBG (2025 Annual Allocation=$47,069)
CDBG entitlement grants are on a 5-year plan cycle called the Consolidated Plan, and this year is the 1st year in the current plan. The Town received an “untimely” designation due to an accumulation of funds greater than 1.5x the current year grant allocation. The Town is accepting applications for a Energy Efficiency Improvement Program, which is a no-interest, deferred loan of up to $25,000 to make energy improvements to homes with the goal of reducing energy bills.
Public comment period for the 2026 Annual Action Plan will remain open through April 10th. The final plan will then be submitted to HUD for approval.
HOME Infill New Construction ($700,000)
Create affordable housing for first-time homebuyers. The grant award letter was finally received from HCD in April of 2025. Program guidelines are complete and were adopted by Council. Staff is continuing to work-out funding logistics with HCD.
Permanent Local Housing Allocation (PLHA) ($540,905)
Allocates matching funds to North Valley Housing Trust to administer for affordable housing projects.
A predevelopment loan of $400,000 has been made for the Cape Cod multi-family project ($200,000 of PLHA funds). Construction began earlier this year. $75,000 of PLHA funds was loaned to build a small, single-family home, which was finished and sold to a low-income Camp Fire survivor.
$120,000 in matching funds will be committed to North Valley Housing Trust for another single-family residence development on Cottage Ln., construction to begin this spring. PLHA operates on a 5-year funding cycle similar to CDBG. The NOFA for the next cycle is expected in the second quarter of 2026. PLHA allocates grant funds to CDBG entitlement cities, which the Housing staff will apply for, but will not have to compete with other communities to receive.
Financial Impact:
None.
10 1
TOWN OF PARADISE
Council Agenda Summary
Date: March 10, 2026
Agenda No. 1(f)
ORIGINATED BY: Marc Mattox, Public Works Director / Town Engineer REVIEWED BY: Mike O’Brien, Interim Town Manager
SUBJECT: Camp Fire Recovery Updates - Infrastructure
COUNCIL ACTION REQUESTED:
1. None, written monthly update only.
Background:
This report continues the Monthly Disaster Recovery Updates provided to keep the Town Council apprised of important developments related to the recovery of the Town of Paradise from the Camp Fire. Changes from the prior month’s reports are shown in red underline italics.
Analysis:
Road Rehabilitation
The Town of Paradise is endeavoring to pave nearly every public road mile by the end of 2026.
These projects are funded through Camp Fire Recovery Projects and are sequenced behind undergrounding of utilities and water service later replacements.
As of February 2026, the following paving progress can be reported:
Status Miles
Completed 72.10
Awarded/In-Progress 17.62
Planned Future 6.48
Total 96.19
Paradise Town Council has awarded three contracts for 2025 paving efforts, listed below with brief updates:
- Clark Road (Pearson to Wagstaff) – Knife River Construction - Project is in final punchlist phase.
- On-System Road Rehabilitation – All American Asphalt - Contract work is nearly complete with most work remaining consisting of punchlist or corrective adjustments - Off-System Road Rehabilitation – DeSilva Gates Construction - Punchlist items of work are underway with final completion expected in spring.
On February 10, 2026, Paradise Town Council awarded two contracts to Knife River Construction for various roadway rehabilitation efforts scheduled to start spring 2026 through the end of the year. More information on schedule for specific roadways will be provided as it becomes available.
11 2
A map of all paving efforts completed and planned can be found on the Town’s website at www.townofparadise.com by visiting “News and Announcements” from the homepage.
A copy of the 2026 notification mailer being sent out to residents is attached to this update.
Capital Project Updates
The Public Works Department, in an effort to provide additional communications on various projects, has launched a new website under its ParadiseWORKS banner. ParadiseWORKS Engineering Resiliency now hosts individual project pages for current information, project descriptions and schedules. The website can be viewed here:
https://www.townofparadise.com/pwe/page/paradiseworks-engineering-resiliency Below is an abbreviated Project List intended to show the current status of each project. More information on each project’s scope and schedule can be found at. Typical project progressions and timeframes are as follows:
(1) Environmental, 6-24 months
(2) Design, 12 months
(3) Right of Way, 6-12 months
(4) Construction, 6-24 months
Project ID Project Title Project Phase
Anticipated
Construction
Completion Year
7303 On-System Road Rehabilitation Construction 2026
7307 Neal Road Rehabilitation Design 2028
8404 Camp Fire Hydrant Repairs Complete 2026
8407 Off-System Road Rehabilitation Construction 2026
9389 Pentz Pathway Project Phase II Design 2028
9390 Paradise ATP Gateway Project (Neal Road Class I) Environmental 2028 9394 Paradise Sewer Project Design -
9424 Skyway Link ATP (Bille to Wagstaff) Environmental 2027 9425 Upper Skyway Widening (Bille to Wagstaff) Environmental 2027 9426 Skyway/Pentz Intersection Improvements Environmental 2028 9427 Pentz Road Widening Environmental 2028
9428 Roe Road Phase 1 (Edgewood to S. Libby) Environmental 2028 9434 Roe Road Phase 2 (S. Libby to Clark) Environmental 2028 9438 Private Road Identification Safety Project Environmental 2028 9439 Storm Drain Resiliency Project Phase 1 Environmental 2028 9440 Storm Drain Resiliency Project Phase 2 Environmental 2028 12 3
Funding Pursuits
Below is a listing of active funding pursuits related to infrastructure recovery and status updates:
Program Project Title Amount
Requested
Anticipated
Award
Notification
Notes
US Army Corps
of Engineers
Paradise
Sewer Project
$2,000,000 of
$50,000,000
authorization
TBD
Town of Paradise has
submitted its required Letter of
Intent to the USACE and
Community Directed Spending
Requests to Senators Padilla
and Schiff. This request will be
pending federal budget
appropriations for Fiscal Year
2027.
State Water
Board Septic to
Sewer CWSRF
Paradise
Sewer Project $27,000,000 TBD
Work to revise the project
application package is
resuming with new project
direction selected.
Active
Transportation
Project Cycle 8
Oliver Curve
Pathway $13,000,000 TBD
Program guidelines being
developed by CTC, anticipate
call for projects mid-2026.
13 1
TOWN OF PARADISE
Council Agenda Summary
Date: April 14, 2026
Agenda No. 1(g)
ORIGINATED BY: Marc Mattox, Assistant Town Manager, Public Works Director / Town Engineer
REVIEWED BY: Mike O’Brien, Interim Town Manager
SUBJECT: Paradise Sewer Project Update
COUNCIL ACTION REQUESTED:
1. None, written monthly update only.
Background:
This report is a monthly effort to provide additional opportunity for public engagement on the status and next steps of the Paradise Sewer Project.
Analysis:
Since its incorporation in 1979, the Town of Paradise has sought a centralized wastewater system to address failing septic systems that impact public health, groundwater quality, and economic development. The need for sewer service became even more urgent following the 2018 Camp Fire, when the lack of modern wastewater infrastructure emerged as a major barrier to rebuilding businesses, housing, and community resiliency.
In 2022, the Town secured $30 million in CDBG-DR funds to begin pre-construction work, including environmental review, design, and permitting. To provide technical expertise, HDR was retained as Owner’s Agent, and a progressive design-build team was selected to develop a Basis of Design Report. That effort confirmed that a locally managed, phased sewer project was necessary to achieve both affordability and long-term community needs.
In January 2025, the Town Council formed a Sewer Project Ad Hoc Committee to evaluate local treatment and collection alternatives, with strong emphasis on public engagement and cost feasibility. The Committee, working alongside staff, HDR, and the Paradise Irrigation District, conducted community meetings, stakeholder workshops, site tours of other wastewater systems, and a technical alternatives analysis.
In August 2025, the Town Council unanimously voted to concur with the Paradise Sewer Project Ad Hoc Committee’s recommendation to direct a revised project description to include hybrid gravity/low pressure collection system, aerated lagoon wastewater treatment, and percolation/ evaporation pond effluent discharge.
Main Accomplishments
Perform initial subsurface investigations at WWTF site. Initiate field topographic survey.
Initiate sewer hydraulic model update for Phase 1 collection system. Ongoing evaluation of potential WWTF alternative sites. Ongoing AB52 Tribal consultations.
14 2
Key Activities (One Month Look-Ahead)
Initiate subsurface investigations for Collection System. Initiate geotechnical desktop study for WWTF.
Categorical exemption for subsurface investigations at potential Ongoing field topographic survey.
Ongoing evaluation of potential WWTF alternative sites. Ongoing preliminary design of Collection System and WWTF. 15 MINUTES
PARADISE TOWN COUNCIL
SPECIAL MEETING – 5:45 PM – March 10, 2026
1. OPENING
The Special meeting of the Paradise Town Council was called to order by Mayor Crowder at 5:45 p.m. in the Council Chambers located at 5555 Skyway, Paradise, California who led the Pledge of Allegiance to the Flag of the United States of America.
COUNCIL MEMBERS PRESENT: Greg Bolin, Steve “Woody” Culleton, Heidi Lange, Ronald Lassonde, and Steve Crowder, Mayor.
COUNCIL MEMBERS ABSENT: None
STAFF PRESENT: Interim Town Manager Michael O’Brien, Town Attorney Scott E.
Huber, Town Clerk/Elections Official Melanie Elvis, Assistant Town Manager Marc Mattox, and Information Systems Director Luis Marquez.
At 5:45 p.m. Mayor Crowder announced that the Town Council would adjourn to Closed Session for the following items:
2. CLOSED SESSION
2a. REAL PROPERTY. Pursuant to Gov. Code section 54956.8 the Council will meet with Real Property Negotiators, Town Manager and Town Attorney, regarding the following properties: APN 050-013-011, 050-013- 012, 050-013-018, 050-013-046, 050-013-058, 050-013-059, 050-013-063, 050-040-023, 050-040-114, 050-040-124, 050-040-132, 050-040-145, 050- 052-051, 050-082-061. The negotiators for the property owner(s) are unknown at this time.
After reconvening from Closed Session at 6:00 p.m. Mayor Crowder announced direction was given; no reportable action taken.
3. ADJOURNMENT
Mayor Crowder adjourned the Council meeting at 6:00 p.m.
Date approved:
By: Attest:
___________________________ __________________________
Steve Crowder, Mayor Melanie Elvis, Town Clerk
16 TOWN COUNCIL
Meeting Minutes
6:00 PM – March 10, 2026
1. OPENING
The Regular meeting of the Paradise Town Council was called to order by Mayor Crowder at 6:00 p.m. in the Town Council Chamber located at 5555 Skyway, Paradise, California who led the Pledge of Allegiance to the Flag of the United States of America. An invocation was offered by Council Member Bolin.
COUNCIL MEMBERS PRESENT: Greg Bolin, Steve “Woody” Culleton, Heidi Lange, Ronald Lassonde and Steve Crowder, Mayor
COUNCIL MEMBERS ABSENT: None
STAFF PRESENT: Interim Town Manager Michael O’Brien, Town Attorney Scott E.
Huber, Town Clerk/Elections Official Melanie Elvis, Community Development Director Susan Hartman, Community Development Director Tony Lindsey, Assistant Town Manager Marc Mattox, Recovery and Economic Development Director Colette Curtis, Human Resources & Risk Management Director Crystal Peters, Police Chief Eric Reinbold, Fire Chief Jason Finney, and Information Systems Director Luis Marquez. 1e. Mayor Crowder presented recognitions to the following employees for their service to the Town of Paradise for 2025. (630-20-022)
5 Years:
Nadia Alekseev
Melanie Elvis
Jessica Erdahl
Cameron Kovacs
Sarah Richter
Juan Rubio
15 Years:
Crystal Peters
25 Years:
Robert Nichols
1f. Camp Fire Recovery Updates - Written reports are included in the agenda packet.
17 Colette Curtis, Recovery and Economic Development Director - recovery projects, advocacy, economic recovery and development, communications, emergency operations and Housing updates. Marc Mattox, Assistant Town Manager -infrastructure and sewer updates. (110-60-062) 1g. Assistant Town Manager Marc Mattox provided an update on the Paradise Sewer Project. (960-70-009)
1. Brian Happ spoke in opposition to the arrogated pond approach, the proposed treatment site location at Crossroads and asked how many businesses have committed to returning once a sewer system is in place.
2. Jaime Happ spoke in opposition to the entire project and asked whether taxpayers would be responsible for the system’s upkeep and maintenance.
2. CONSENT CALENDAR
MOTION by Lassonde, seconded by Bolin, approved consent calendar items 2a and 2d. Roll call vote was unanimous.
2a. Approved minutes of February 10, 2026, Special and Regular Town Council meetings and February 19, 2026, Special Town Council meeting. 2b. Approved February 2026 Cash Disbursements in the amount of $4,725,613.97. (310-10-035)
2c. Acknowledged receipt of and filed the Planning Commission’s annual report concerning implementation status of the 1994 Paradise General Plan and Housing Element for the 2025 calendar year. (760-40-055) 2d. 1. Authorized adjustment of the Accountant Position to Senior Accountant with a correlating budget adjustment; and 2. Adopted Resolution 2026-18 “A Resolution of the Town Council of the Town of Paradise, California, Amending the Salary Pay Plan to Include Two Senior Accountants for the Fiscal Year 2025/2026”. (610-10-18, 610-10-20)
3. ITEMS REMOVED FROM CONSENT CALENDAR - None
4. PUBLIC COMMUNICATION
1. Mike Finklin asked that Council consider waiving $6000 worth of code enforcement citations for violations on his property.
2. Mike Pollak asked that the notice of violation he received for placing an unpermitted modular on his property be voided.
18 5. PUBLIC HEARINGS
5a. Recovery & Economic Development Director Colette Curtis provided an overview of the 2026-2027 draft Annual Action Plan.
Mayor Crowder opened the public hearing at 6:24 p.m.
There were no public comments.
Mayor Crowder closed the public hearing at 6:24 p.m.
MOTION by Bolin, seconded by Culleton,1. Conducted a duly noticed and published public hearing to solicit comments and/or suggestions regarding the 2026-2027 Annual Action Plan draft; and, 2. Directed staff to submit the 2026-2027 Annual Action Plan to HUD, along with all public comments. Roll call vote was unanimous. (710-10-111)
5b. Recovery & Economic Development Director Colette Curtis provided an overview of the proposed substantial amendment to the 2024 and 2025 CDBG Annual Action Plans.
Mayor Crowder opened the public hearing at 6:27 p.m.
There were no public comments.
Mayor Crowder closed the public hearing at 6:27 p.m.
MOTION by Bolin, seconded by Lassonde,1. Conducted a public hearing to solicit public comment on the proposed substantial amendment to the 2024 and 2025 CDBG Annual Action Plans; and, 2. Adopted the Substantial Amendment to the 2024 and 2025 CDBG Annual Action Plans and authorize submittal to the Department of Housing and Urban Development.
Roll call vote was unanimous. (710-10-105)
6. COUNCIL CONSIDERATION
6a. Assistant Town Manager Marc Mattox provided an overview of proposed criteria to standardize how Committees are formed.
Council appointed Council Members Bolin and Lange to review the Building Committee, Facilities Ad Hoc Committee, Legislative Ad Hoc Committee, Finance Committee, Economic Development Committee, Healthcare Ad Hoc Committee and Insurance Advocacy Ad Hoc Committee with Assistant Town Manager Marc Mattox to clarify each Committee’s forum and role; purpose or scope; administration and documentation responsibilities; meeting cadence; reporting to full Council; and duration or sunset. 6b. Town Clerk Melanie Elvis provided an overview of Council’s request to rename the Town Council Chambers.
MOTION by Crowder, seconded by Lange, approved renaming Town Council Chambers to the “Doug LaMalfa Town Council Chambers”. AYES:
19 Bolin, Lange, Lassonde, Crowder; NOES: None; ABSENT: None; ABSTAIN: Culleton. (280-05-006)
6c. Recovery & Economic Development Director Colette Curtis provided an overview of the proposed 2026 Federal Advocacy Platform.
MOTION by Bolin, seconded by Culleton, approved the 2026 updated Federal Advocacy Platform with the addition of a more robust section on economic development. Roll call vote was unanimous. (550-30-001) 6d. Recovery & Economic Development Director Colette Curtis provided an overview of the revised Strategic Healthcare Recovery Draft Plan.
MOTION by Bolin, seconded by Culleton, accepted the revised Strategic Healthcare Recovery Draft Plan as a complete Final Draft. Roll call vote was unanimous. (460-10-003)
6e. Human Recourses & Risk Management Director Crystal Peters provided an overview of the proposed resolution to fix the employer contribution under the Public Employees’ Medical and Hospital Care Act at an equal amount for employees and annuitants with respect to recognized employee organization 001 Paradise Firefighters Association.
MOTION by Bolin, seconded by Lange, adopted Resolution No. 2026-19, “A Resolution of the Town Council of the Town of Paradise, Fixing the Employer Contribution Under the Public Employees’ Medical and Hospital Care Act at an Equal Amount for Employees and Annuitants with Respect to Recognized Employee Organization 001 Paradise Firefighters Association”. Roll call vote was unanimous. (630-10-023) (630-10-017)
7. COUNCIL INITIATED ITEMS AND REPORTS
7a. Council initiated agenda items:
1. Council provided direction to bring back an item regarding potential initiation of litigation.
7b. Council reports on committee representation:
Council Member Bolin attended the Insurance Advocacy Committee meeting; the monthly LAFCo meeting; and the Solid Waste Committee meeting.
Council Member Lange attended the Insurance Advocacy Committee meeting and the Sewer Project Ad Hoc Committee meetings.
Council Member Lassonde attended the monthly BCAG and BCAQMD meetings, and the Roe Road Community Meeting.
Council Member Culleton attended the Solid Waste Committee meeting. 20 Mayor Crowder attended the Sewer Project Ad Hoc Committee meetings and the Roe Road Community Meeting.
7c. Future Agenda Items:
7c1. Town Attorney Scott E. Huber provided an update on a draft ordinance outlining the establishment of a Construction Complaint Resolution Committee.
8. STAFF COMMUNICATION - None
9. CLOSED SESSION - None
10. ADJOURNMENT
Mayor Crowder adjourned the meeting at 7:30 p.m.
Date approved:
By: Attest:
_____________________________ ____________________________ Steve Crowder, Mayor Melanie Elvis, Town Clerk
21 TOWN OF PARADISE
CASH DISBURSEMENTS REPORT
FOR THE PERIOD OF
March 1, 2026 - March 31, 2026
22 CASH DISBURSEMENTS REPORT
March 1, 2026 - March 31, 2026
Check Date Pay Period End Description Amount Total
3/13/2026 3/8/2026 Net Payroll - Direct Deposits and Checks $ 272,368.25 3/27/2026 3/22/2026 Net Payroll - Direct Deposits and Checks $ 281,968.62 $ 554,336.87
Accounts Payable
Payroll Vendors: Taxes, PERS, Dues, Insurance, Etc. $ 651,801.94 Operations Vendors: Supplies, Contracts, Utilities, Etc. $3,378,663.51 TOTAL CASH DISBURSEMENTS ACCOUNTS PAYABLE $ 4,030,465.45 GRAND TOTAL CASH DISBURSEMENTS $ 4,584,802.32
APPROVED BY:
Aimee Beleu - Finance Director/Town Treasurer
APPROVED BY:
Michael O'Brien - Interim Town Manager
23 Number Date Status Void Reason
Reconciled/
Voided Date Source Payee Name
Transaction
Amount
Reconciled
Amount Difference
AP TCB - General Checking
Check
91100 03/02/2026 Reconciled 03/10/2026 Accounts Payable ICMA 457 - MissionSquare $3,500.11 $3,500.11 $0.00 91101 03/02/2026 Reconciled 03/06/2026 Accounts Payable STATE DISBURSEMENT UNIT $194.76 $194.76 $0.00 91102 03/03/2026 Reconciled 03/09/2026 Accounts Payable Absolute Software, Inc. $5,880.00 $5,880.00 $0.00 91103 03/04/2026 Reconciled 03/11/2026 Accounts Payable All-American Construction, Inc. $605,201.29 $605,201.29 $0.00 91104 03/04/2026 Open Accounts Payable Alvies, Sheris $161.97 91105 03/04/2026 Reconciled 03/11/2026 Accounts Payable Asbury Environmental Services $153.00 $153.00 $0.00 91106 03/04/2026 Reconciled 03/13/2026 Accounts Payable AT&T $87.46 $87.46 $0.00 91107 03/04/2026 Reconciled 03/13/2026 Accounts Payable AT&T & CALNET3 - CIRCUIT LINES $103.50 $103.50 $0.00 91108 03/04/2026 Reconciled 03/13/2026 Accounts Payable AT&T/CALNET3 - REPEATER LINES
$198.19 $198.19 $0.00
91109 03/04/2026 Reconciled 03/13/2026 Accounts Payable AT&T/CALNET3 - COMMUNITY PARK
$30.27 $30.27 $0.00
91110 03/04/2026 Reconciled 03/12/2026 Accounts Payable AT&T/CALNET3 - Summary $30.38 $30.38 $0.00 91111 03/04/2026 Reconciled 03/12/2026 Accounts Payable AT&T/CALNET3 - TH/FDPD FIBER LINES
$1,063.86 $1,063.86 $0.00
91112 03/04/2026 Reconciled 03/10/2026 Accounts Payable Bidwell Truck & Auto $1,710.37 $1,710.37 $0.00 91113 03/04/2026 Reconciled 03/10/2026 Accounts Payable Broad & Gusman $4,000.00 $4,000.00 $0.00 91114 03/04/2026 Reconciled 03/12/2026 Accounts Payable Bureau Veritas North America, Inc $58,980.99 $58,980.99 $0.00 91115 03/04/2026 Reconciled 03/26/2026 Accounts Payable Butte County Information Systems $56,548.80 $56,548.80 $0.00 91116 03/04/2026 Reconciled 03/10/2026 Accounts Payable Butte County Office of Emergency Management
$32,261.75 $32,261.75 $0.00
91117 03/04/2026 Reconciled 03/12/2026 Accounts Payable CALIFORNIA BUILDING
STANDARDS COMMISSION
$711.00 $711.00 $0.00
91118 03/04/2026 Open Accounts Payable CALIFORNIA STATE DEPARTMENT
OF CONSERVATION
$3,113.94
91119 03/04/2026 Reconciled 03/10/2026 Accounts Payable CALIFORNIA STATE DEPARTMENT
OF JUSTICE
$655.00 $655.00 $0.00
91120 03/04/2026 Reconciled 03/09/2026 Accounts Payable Cole Huber LLP $52,752.88 $52,752.88 $0.00 91121 03/04/2026 Reconciled 03/13/2026 Accounts Payable De Lage Landen Public Finance LLC $781.25 $781.25 $0.00 91122 03/04/2026 Reconciled 03/10/2026 Accounts Payable DIVISION OF THE STATE
ARCHITECT
$169.07 $169.07 $0.00
91123 03/04/2026 Reconciled 03/13/2026 Accounts Payable Eagle Security Systems $902.10 $902.10 $0.00 91124 03/04/2026 Reconciled 03/06/2026 Accounts Payable Eidhammer, Trenton $1,408.50 $1,408.50 $0.00 91125 03/04/2026 Reconciled 03/10/2026 Accounts Payable Fastrak Bay Area Toll Authority $8.50 $8.50 $0.00 91126 03/04/2026 Voided Incorrect Amount 03/09/2026 Accounts Payable FIDELITY NATIONAL TITLE
COMPANY - CHICO
$96,400.00
91127 03/04/2026 Reconciled 03/12/2026 Accounts Payable GREAT AMERICA LEASING CORP. $304.52 $304.52 $0.00 91128 03/04/2026 Reconciled 03/24/2026 Accounts Payable Healthcare Strategists, Inc. $60,000.00 $60,000.00 $0.00 91129 03/04/2026 Reconciled 03/13/2026 Accounts Payable HLP, INC / CHAMELEON
SOFTWARE PRODUCTS
$4.20 $4.20 $0.00
91130 03/04/2026 Reconciled 03/09/2026 Accounts Payable Howe Construction Tiger $35,315.00 $35,315.00 $0.00 91131 03/04/2026 Reconciled 03/10/2026 Accounts Payable INTERSTATE OIL COMPANY $131.42 $131.42 $0.00 91132 03/04/2026 Reconciled 03/11/2026 Accounts Payable James or Lavenia Riotto $700.00 $700.00 $0.00 91133 03/04/2026 Reconciled 03/09/2026 Accounts Payable JOHNNY ON THE SPOT
PORTABLES
$380.25 $380.25 $0.00
91134 03/04/2026 Reconciled 03/11/2026 Accounts Payable Kalmikov Enterprises, INC $3,078.37 $3,078.37 $0.00 91135 03/04/2026 Reconciled 03/11/2026 Accounts Payable L.N. CURTIS & SONS $209.34 $209.34 $0.00 91136 03/04/2026 Reconciled 03/13/2026 Accounts Payable LEAF Capital Funding LLC $261.00 $261.00 $0.00 user: Aimee Beleu Pages: 1 of 6 Friday, April 3, 2026
Payment Register
TOWN OF PARADISE
From Payment Date: 3/1/2026 - To Payment Date: 3/31/2026 24 Number Date Status Void Reason
Reconciled/
Voided Date Source Payee Name
Transaction
Amount
Reconciled
Amount Difference
91137 03/04/2026 Reconciled 03/11/2026 Accounts Payable LES SCHWAB TIRE CENTER -
MOTORPOOL
$20.99 $20.99 $0.00
91138 03/04/2026 Reconciled 03/10/2026 Accounts Payable Lighthouse Automotive Equipment, Inc
$385.00 $385.00 $0.00
91139 03/04/2026 Reconciled 03/09/2026 Accounts Payable Luiselli, Amber $168.79 $168.79 $0.00 91140 03/04/2026 Reconciled 03/10/2026 Accounts Payable MID VALLEY TITLE & ESCROW $100,000.00 $100,000.00 $0.00 91141 03/04/2026 Reconciled 03/16/2026 Accounts Payable MUNIMETRIX SYSTEMS CORP $79.98 $79.98 $0.00 91142 03/04/2026 Reconciled 03/13/2026 Accounts Payable O'REILLY AUTO PARTS $329.88 $329.88 $0.00 91143 03/04/2026 Reconciled 03/13/2026 Accounts Payable OFFICE DEPOT ACCT#36233169 $233.56 $233.56 $0.00 91144 03/04/2026 Reconciled 03/09/2026 Accounts Payable PARADISE AUTO BODY $2,098.39 $2,098.39 $0.00 91145 03/04/2026 Reconciled 03/10/2026 Accounts Payable PARADISE IRRIGATION DIST $2,141.24 $2,141.24 $0.00 91146 03/04/2026 Reconciled 03/13/2026 Accounts Payable PARADISE POST $110.59 $110.59 $0.00 91147 03/04/2026 Reconciled 03/12/2026 Accounts Payable PLATT ELECTRIC SUPPLY $48.11 $48.11 $0.00 91148 03/04/2026 Reconciled 03/11/2026 Accounts Payable Psomas $110,105.83 $110,105.83 $0.00 91149 03/04/2026 Reconciled 03/10/2026 Accounts Payable Regional Government Services Authority
$4,665.20 $4,665.20 $0.00
91150 03/04/2026 Reconciled 03/11/2026 Accounts Payable Russell, Heath $15,858.37 $15,858.37 $0.00 91151 03/04/2026 Reconciled 03/11/2026 Accounts Payable Spherion Staffing $2,703.87 $2,703.87 $0.00 91152 03/04/2026 Reconciled 03/16/2026 Accounts Payable SUTTER BUTTES COMMUNICATIONS, INC.
$12,664.39 $12,664.39 $0.00
91153 03/04/2026 Reconciled 03/12/2026 Accounts Payable Swedes Small Engine Repair LLC $70.01 $70.01 $0.00 91154 03/04/2026 Reconciled 03/09/2026 Accounts Payable Tahoe Pure Water Co. $87.05 $87.05 $0.00 91155 03/04/2026 Reconciled 03/16/2026 Accounts Payable THOMAS ACE HARDWARE $88.06 $88.06 $0.00 91156 03/04/2026 Reconciled 03/16/2026 Accounts Payable THOMAS ACE HARDWARE - ENG.
DEPT.
$216.57 $216.57 $0.00
91157 03/04/2026 Reconciled 03/16/2026 Accounts Payable THOMAS ACE HARDWARE - FIRE DEPT.
$29.86 $29.86 $0.00
91158 03/04/2026 Reconciled 03/16/2026 Accounts Payable THOMAS ACE HARDWARE -
MOTORPOOL
$146.56 $146.56 $0.00
91159 03/04/2026 Reconciled 03/11/2026 Accounts Payable Tri Flame Propane $104.68 $104.68 $0.00 91160 03/04/2026 Reconciled 03/10/2026 Accounts Payable TUCKER PEST CONTROL INC $95.00 $95.00 $0.00 91161 03/04/2026 Reconciled 03/16/2026 Accounts Payable Westlake Ace Hardware $917.48 $917.48 $0.00 91162 03/04/2026 Reconciled 03/12/2026 Accounts Payable WILSON PRINTING $262.20 $262.20 $0.00 91163 03/04/2026 Reconciled 03/23/2026 Accounts Payable PACIFIC GAS & ELECTRIC $298.67 $298.67 $0.00 91164 03/04/2026 Reconciled 03/12/2026 Accounts Payable DFM ASSOCIATES $76.47 $76.47 $0.00 91165 03/05/2026 Reconciled 03/05/2026 Accounts Payable Fire Safe NorCal $2,100.00 $2,100.00 $0.00 91166 03/09/2026 Reconciled 03/10/2026 Accounts Payable FIDELITY NATIONAL TITLE
COMPANY - CHICO
$96,000.00 $96,000.00 $0.00
91167 03/11/2026 Reconciled 03/26/2026 Accounts Payable Aflac $57.98 $57.98 $0.00 91168 03/11/2026 Reconciled 04/01/2026 Accounts Payable Met Life $13,233.24 $13,233.24 $0.00 91169 03/11/2026 Reconciled 03/31/2026 Accounts Payable OPERATING ENGINEERS $1,440.00 $1,440.00 $0.00 91170 03/11/2026 Open Accounts Payable PARADISE POLICE OFFICERS
ASSOCIATION
$2,556.26
91171 03/11/2026 Reconciled 04/01/2026 Accounts Payable SUN LIFE INSURANCE $8,340.82 $8,340.82 $0.00 91172 03/11/2026 Reconciled 03/26/2026 Accounts Payable SUPERIOR VISION SVC INC $927.92 $927.92 $0.00 91173 03/11/2026 Open Accounts Payable TOP CONFIDENTIAL MID MGMT
ASSOCIATION
$110.00
91174 03/13/2026 Reconciled 03/26/2026 Accounts Payable ICMA 457 - MissionSquare $3,406.29 $3,406.29 $0.00 91175 03/13/2026 Reconciled 03/24/2026 Accounts Payable STATE DISBURSEMENT UNIT $194.76 $194.76 $0.00 91176 03/13/2026 Open Accounts Payable STATE OF CALIFORNIA
FRANCHISE TAX BOARD
$1,974.91
user: Aimee Beleu Pages: 2 of 6 Friday, April 3, 2026
Payment Register
TOWN OF PARADISE
From Payment Date: 3/1/2026 - To Payment Date: 3/31/2026 25 Number Date Status Void Reason
Reconciled/
Voided Date Source Payee Name
Transaction
Amount
Reconciled
Amount Difference
91177 03/18/2026 Reconciled 03/24/2026 Accounts Payable ACCESS INFORMATION
PROTECTED
$81.68 $81.68 $0.00
91178 03/18/2026 Reconciled 03/24/2026 Accounts Payable ADVANCED DOCUMENT
CONCEPTS
$432.81 $432.81 $0.00
91179 03/18/2026 Reconciled 03/24/2026 Accounts Payable All-American Construction, Inc. $379,653.61 $379,653.61 $0.00 91180 03/18/2026 Reconciled 03/30/2026 Accounts Payable Archuleta, Derek, S $551.50 $551.50 $0.00 91181 03/18/2026 Reconciled 03/24/2026 Accounts Payable Asbury Environmental Services $149.53 $149.53 $0.00 91182 03/18/2026 Reconciled 03/24/2026 Accounts Payable AT&T & CALNET3 - CIRCUIT LINES $136.80 $136.80 $0.00 91183 03/18/2026 Reconciled 03/24/2026 Accounts Payable AT&T & CALNET3 - CIRCUIT LINES $273.59 $273.59 $0.00 91184 03/18/2026 Reconciled 03/24/2026 Accounts Payable AT&T/CALNET3 - Summary $3,383.69 $3,383.69 $0.00 91185 03/18/2026 Open Accounts Payable Baccala, Lauren $14.12 91186 03/18/2026 Reconciled 03/25/2026 Accounts Payable Baker Tilly US, LLP $5,000.00 $5,000.00 $0.00 91187 03/18/2026 Reconciled 03/23/2026 Accounts Payable Bear Electrical Systems, Inc $560.00 $560.00 $0.00 91188 03/18/2026 Reconciled 03/26/2026 Accounts Payable Biometrics4ALL, Inc $24.75 $24.75 $0.00 91189 03/18/2026 Reconciled 03/23/2026 Accounts Payable Bug Smart $116.00 $116.00 $0.00 91190 03/18/2026 Reconciled 03/23/2026 Accounts Payable Butte Roofing Company, Inc. $28,377.14 $28,377.14 $0.00 91191 03/18/2026 Reconciled 03/24/2026 Accounts Payable CALIFORNIA STATE DEPARTMENT
OF JUSTICE
$330.00 $330.00 $0.00
91192 03/18/2026 Reconciled 03/25/2026 Accounts Payable Coastland $20,949.69 $20,949.69 $0.00 91193 03/18/2026 Reconciled 03/23/2026 Accounts Payable Cole Huber LLP $84,489.31 $84,489.31 $0.00 91194 03/18/2026 Voided Training Cancelled 04/02/2026 Accounts Payable Cooper, Andrew $322.50 91195 03/18/2026 Reconciled 03/25/2026 Accounts Payable Crossfire Tree & Vegetation Services $1,310.85 $1,310.85 $0.00 91196 03/18/2026 Reconciled 03/23/2026 Accounts Payable Desilva Gates Construction LLC $163,305.74 $163,305.74 $0.00 91197 03/18/2026 Reconciled 03/24/2026 Accounts Payable Dokken Engineering, Inc. $90,686.73 $90,686.73 $0.00 91198 03/18/2026 Reconciled 03/23/2026 Accounts Payable Elam IT, Jon, Elam $2,027.91 $2,027.91 $0.00 91199 03/18/2026 Reconciled 03/25/2026 Accounts Payable Elk Grove Auto / Winner Chevrolet $63,050.93 $63,050.93 $0.00 91200 03/18/2026 Reconciled 03/24/2026 Accounts Payable Free Style Embroidery $91.77 $91.77 $0.00 91201 03/18/2026 Reconciled 03/23/2026 Accounts Payable Golden State Emergency Vehicle Service, Inc.
$688.11 $688.11 $0.00
91202 03/18/2026 Reconciled 03/23/2026 Accounts Payable GREEN RIDGE LANDSCAPING $7,215.00 $7,215.00 $0.00 91203 03/18/2026 Open Accounts Payable GRIGNON, ROBERT $600.00 91204 03/18/2026 Reconciled 04/01/2026 Accounts Payable Gustavo Diaz $57.00 $57.00 $0.00 91205 03/18/2026 Reconciled 03/24/2026 Accounts Payable INTERSTATE OIL COMPANY $190.44 $190.44 $0.00 91206 03/18/2026 Reconciled 03/27/2026 Accounts Payable James or Lavenia Riotto $600.00 $600.00 $0.00 91207 03/18/2026 Reconciled 03/26/2026 Accounts Payable Jennifer Arbuckle $3,000.00 $3,000.00 $0.00 91208 03/18/2026 Reconciled 03/30/2026 Accounts Payable Kalmikov Enterprises, INC $8,853.73 $8,853.73 $0.00 91209 03/18/2026 Reconciled 03/23/2026 Accounts Payable Kanner, Justin $103.75 $103.75 $0.00 91210 03/18/2026 Reconciled 03/27/2026 Accounts Payable Kimball Midwest $282.63 $282.63 $0.00 91211 03/18/2026 Reconciled 03/25/2026 Accounts Payable KOEFRAN INDUSTRIES $1,200.00 $1,200.00 $0.00 91212 03/18/2026 Reconciled 04/01/2026 Accounts Payable Kozak, Ginny $57.00 $57.00 $0.00 91213 03/18/2026 Reconciled 03/24/2026 Accounts Payable L.N. CURTIS & SONS $653.99 $653.99 $0.00 91214 03/18/2026 Reconciled 03/24/2026 Accounts Payable LACO Associates $22,241.75 $22,241.75 $0.00 91215 03/18/2026 Reconciled 03/23/2026 Accounts Payable LEAGUE OF CALIFORNIA CITIES $105.00 $105.00 $0.00 91216 03/18/2026 Reconciled 03/24/2026 Accounts Payable LIFE ASSIST INC $315.38 $315.38 $0.00 91217 03/18/2026 Reconciled 04/01/2026 Accounts Payable Look Ahead Veterinary Services $3,767.83 $3,767.83 $0.00 91218 03/18/2026 Reconciled 03/24/2026 Accounts Payable MAGOON SIGNS $148.58 $148.58 $0.00 91219 03/18/2026 Reconciled 03/31/2026 Accounts Payable Meyers Police K-9 Training, LLC $1,875.00 $1,875.00 $0.00 91220 03/18/2026 Reconciled 03/20/2026 Accounts Payable MID VALLEY TITLE & ESCROW $100,000.00 $100,000.00 $0.00 91221 03/18/2026 Reconciled 03/24/2026 Accounts Payable Midwest Veterinary Supply, Inc $85.44 $85.44 $0.00 91222 03/18/2026 Reconciled 03/25/2026 Accounts Payable MORGAN TREE SERVICE $2,950.00 $2,950.00 $0.00 user: Aimee Beleu Pages: 3 of 6 Friday, April 3, 2026
Payment Register
TOWN OF PARADISE
From Payment Date: 3/1/2026 - To Payment Date: 3/31/2026 26 Number Date Status Void Reason
Reconciled/
Voided Date Source Payee Name
Transaction
Amount
Reconciled
Amount Difference
91223 03/18/2026 Reconciled 03/23/2026 Accounts Payable MUNIMETRIX SYSTEMS CORP $79.98 $79.98 $0.00 91224 03/18/2026 Reconciled 04/01/2026 Accounts Payable NAPA Auto Parts $20.15 $20.15 $0.00 91225 03/18/2026 Reconciled 03/23/2026 Accounts Payable North State Tire Co. Inc. $1,161.32 $1,161.32 $0.00 91226 03/18/2026 Reconciled 03/26/2026 Accounts Payable Northern California Glove & Safety $87.65 $87.65 $0.00 91227 03/18/2026 Reconciled 03/31/2026 Accounts Payable NORTHERN RECYCLING & WASTE SERVICES, INC.
$6,547.08 $6,547.08 $0.00
91228 03/18/2026 Reconciled 03/24/2026 Accounts Payable NORTHGATE PETROLEUM CO $5,987.52 $5,987.52 $0.00 91229 03/18/2026 Reconciled 03/25/2026 Accounts Payable Nutrien $12,251.84 $12,251.84 $0.00 91230 03/18/2026 Reconciled 03/24/2026 Accounts Payable O'REILLY AUTO PARTS $576.19 $576.19 $0.00 91231 03/18/2026 Reconciled 03/26/2026 Accounts Payable OFFICE DEPOT ACCT#36233169 $612.03 $612.03 $0.00 91232 03/18/2026 Reconciled 03/30/2026 Accounts Payable Parks, Lorissa $57.00 $57.00 $0.00 91233 03/18/2026 Reconciled 03/24/2026 Accounts Payable PBM SUPPLY & MFG INC $594.46 $594.46 $0.00 91234 03/18/2026 Reconciled 03/24/2026 Accounts Payable PlaceWorks Inc $180,482.06 $180,482.06 $0.00 91235 03/18/2026 Reconciled 03/26/2026 Accounts Payable Psomas $40,298.29 $40,298.29 $0.00 91236 03/18/2026 Reconciled 03/25/2026 Accounts Payable Richter Construction, Inc. $596,820.32 $596,820.32 $0.00 91237 03/18/2026 Reconciled 03/26/2026 Accounts Payable Sigler Pest Control $100.00 $100.00 $0.00 91238 03/18/2026 Open Accounts Payable Silkshop Inc. $3,426.46 91239 03/18/2026 Reconciled 03/26/2026 Accounts Payable Spherion Staffing $3,348.54 $3,348.54 $0.00 91240 03/18/2026 Reconciled 03/27/2026 Accounts Payable Stratti $4,273.00 $4,273.00 $0.00 91241 03/18/2026 Reconciled 03/23/2026 Accounts Payable Tahoe Pure Water Co. $59.30 $59.30 $0.00 91242 03/18/2026 Reconciled 03/31/2026 Accounts Payable The Ferguson Group $5,000.00 $5,000.00 $0.00 91243 03/18/2026 Voided Incorrect Amount 03/19/2026 Accounts Payable THOMAS ACE HARDWARE $625.49 91244 03/18/2026 Reconciled 03/25/2026 Accounts Payable THOMAS ACE HARDWARE - ENG.
DEPT.
$484.79 $484.79 $0.00
91245 03/18/2026 Reconciled 03/25/2026 Accounts Payable THOMAS ACE HARDWARE - FIRE DEPT.
$83.86 $83.86 $0.00
91246 03/18/2026 Reconciled 03/25/2026 Accounts Payable THOMAS ACE HARDWARE -
MOTORPOOL
$20.99 $20.99 $0.00
91247 03/18/2026 Reconciled 03/24/2026 Accounts Payable THOMAS HYDRAULIC & HARDWARE SUPPLY, INC.
$96.72 $96.72 $0.00
91248 03/18/2026 Open Accounts Payable Top Notch Commercial Cleaning Inc. $6,000.00 91249 03/18/2026 Reconciled 03/25/2026 Accounts Payable TransUnion Risk and Alternative Data Solutions Inc
$690.00 $690.00 $0.00
91250 03/18/2026 Reconciled 03/25/2026 Accounts Payable Tri Flame Propane $365.66 $365.66 $0.00 91251 03/18/2026 Reconciled 03/30/2026 Accounts Payable ULINE $144.95 $144.95 $0.00 91252 03/18/2026 Reconciled 03/25/2026 Accounts Payable Urban Design Associates. LTD $2,734.00 $2,734.00 $0.00 91253 03/18/2026 Reconciled 03/25/2026 Accounts Payable Urban Design Associates. LTD $1,064.00 $1,064.00 $0.00 91254 03/18/2026 Open Accounts Payable VALLEY OAK VETERINARY CENTER
$3,836.77
91255 03/18/2026 Reconciled 03/26/2026 Accounts Payable Voiance Language Services, LLC $7.59 $7.59 $0.00 91256 03/18/2026 Reconciled 03/25/2026 Accounts Payable WILLDAN FINANCIAL SERVICES $3,300.00 $3,300.00 $0.00 91257 03/18/2026 Reconciled 03/24/2026 Accounts Payable WITTMEIER AUTO CENTER $462.93 $462.93 $0.00 91258 03/18/2026 Open Accounts Payable Beall, Jaydon $15.00 91259 03/18/2026 Reconciled 03/27/2026 Accounts Payable Crane, William $254.40 $254.40 $0.00 91260 03/18/2026 Open Accounts Payable Majoulet, Louis $187.38 91261 03/18/2026 Open Accounts Payable Mojica , Felipe $612.81 91262 03/18/2026 Reconciled 03/27/2026 Accounts Payable Poje , Gabriel $284.34 $284.34 $0.00 91263 03/19/2026 Reconciled 03/31/2026 Accounts Payable THOMAS ACE HARDWARE $25.49 $25.49 $0.00 91264 03/23/2026 Reconciled 03/25/2026 Accounts Payable Howe Construction Tiger $48,273.19 $48,273.19 $0.00 91265 03/25/2026 Reconciled 03/30/2026 Accounts Payable AT&T & CALNET3 - CIRCUIT LINES $768.62 $768.62 $0.00 91266 03/25/2026 Open Accounts Payable BUTTE REGIONAL TRANSIT $127.50 user: Aimee Beleu Pages: 4 of 6 Friday, April 3, 2026
Payment Register
TOWN OF PARADISE
From Payment Date: 3/1/2026 - To Payment Date: 3/31/2026 27 Number Date Status Void Reason
Reconciled/
Voided Date Source Payee Name
Transaction
Amount
Reconciled
Amount Difference
91267 03/30/2026 Open Accounts Payable ICMA 457 - MissionSquare $3,644.69 91268 03/30/2026 Open Accounts Payable STATE DISBURSEMENT UNIT $194.76 91269 03/30/2026 Open Accounts Payable STATE OF CALIFORNIA
FRANCHISE TAX BOARD
$578.58
Type Check Totals: 170 Transactions $3,348,721.00 $3,224,217.86 $0.00 EFT
441 03/02/2026 Open Accounts Payable CALPERS - RETIREMENT $69,926.96 442 03/02/2026 Open Accounts Payable EMPLOYMENT DEVELOPMENT
DEPARTMENT
$15,409.70
443 03/02/2026 Open Accounts Payable ING LIFE INS & ANNUITY COMPANY $8,355.63 444 03/02/2026 Open Accounts Payable INTERNAL REVENUE SERVICE $49,572.91 445 03/04/2026 Open Accounts Payable Amazon Capital Services $918.86 446 03/04/2026 Open Accounts Payable AT&T MOBILITY $107.00 447 03/04/2026 Open Accounts Payable COMCAST CABLE $184.30 448 03/04/2026 Open Accounts Payable I.M.P.A.C. PAYMENTS IMPAC GOV
SVCS/US BANCORP
$3.97
449 03/04/2026 Open Accounts Payable PACIFIC GAS & ELECTRIC $2,227.97 450 03/04/2026 Open Accounts Payable T MOBILE USA, INC. $2,094.31 451 03/04/2026 Open Accounts Payable Tri Counties Bank $16,660.66 452 03/04/2026 Open Accounts Payable VERIZON WIRELESS $631.50 453 03/11/2026 Open Accounts Payable CALPERS $186,399.37 454 03/13/2026 Open Accounts Payable CALPERS - RETIREMENT $69,898.81 455 03/13/2026 Open Accounts Payable EMPLOYMENT DEVELOPMENT
DEPARTMENT
$14,651.51
456 03/13/2026 Open Accounts Payable ING LIFE INS & ANNUITY COMPANY $8,501.77 457 03/13/2026 Open Accounts Payable INTERNAL REVENUE SERVICE $47,929.81 458 03/18/2026 Open Accounts Payable Amazon Capital Services $1,285.19 459 03/18/2026 Open Accounts Payable COMCAST CABLE $17.17 460 03/18/2026 Open Accounts Payable COMCAST CABLE $434.25 461 03/18/2026 Open Accounts Payable COMCAST CABLE $219.25 462 03/18/2026 Open Accounts Payable PACIFIC GAS & ELECTRIC $18.89 463 03/18/2026 Open Accounts Payable Tri Counties Bank $21,914.50 464 03/19/2026 Open Accounts Payable Tri Counties Bank $600.00 465 03/25/2026 Open Accounts Payable Amazon Capital Services $607.22 466 03/25/2026 Open Accounts Payable COMCAST CABLE $444.25 467 03/25/2026 Open Accounts Payable COMCAST CABLE $429.25 468 03/25/2026 Open Accounts Payable PACIFIC GAS & ELECTRIC $16,346.78 469 03/25/2026 Open Accounts Payable VERIZON WIRELESS $2,598.78 470 03/30/2026 Open Accounts Payable CALPERS - RETIREMENT $69,723.29 471 03/30/2026 Open Accounts Payable EMPLOYMENT DEVELOPMENT
DEPARTMENT
$15,366.56
472 03/30/2026 Open Accounts Payable ING LIFE INS & ANNUITY COMPANY $8,282.37 473 03/30/2026 Open Accounts Payable INTERNAL REVENUE SERVICE $49,946.39 474 03/31/2026 Open Accounts Payable EMPLOYMENT DEVELOPMENT
DEPARTMENT
$6.41
475 03/31/2026 Open Accounts Payable INTERNAL REVENUE SERVICE $28.86 Type EFT Totals: 35 Transactions $681,744.45
AP TCB - General Checking Totals
Checks Status Count Transaction Amount Reconciled Amount Open 17 $27,155.15 $0.00
user: Aimee Beleu Pages: 5 of 6 Friday, April 3, 2026
Payment Register
TOWN OF PARADISE
From Payment Date: 3/1/2026 - To Payment Date: 3/31/2026 28 Number Date Status Void Reason
Reconciled/
Voided Date Source Payee Name
Transaction
Amount
Reconciled
Amount Difference
Reconciled 150 $3,224,217.86 $3,224,217.86
Voided 3 $97,347.99 $0.00
Stopped 0 $0.00 $0.00
Total 170 $3,348,721.00 $3,224,217.86
EFTs Status Count Transaction Amount Reconciled Amount
Open 35 $681,744.45 $0.00
Reconciled 0 $0.00 $0.00
Voided 0 $0.00 $0.00
Total 35 $681,744.45 $0.00
All Status Count Transaction Amount Reconciled Amount
Open 52 $708,899.60 $0.00
Reconciled 150 $3,224,217.86 $3,224,217.86
Voided 3 $97,347.99 $0.00
Stopped 0 $0.00 $0.00
Total 205 $4,030,465.45 $3,224,217.86
Grand Totals:
Checks Status Count Transaction Amount Reconciled Amount Open 17 $27,155.15 $0.00
Reconciled 150 $3,224,217.86 $3,224,217.86
Voided 3 $97,347.99 $0.00
Stopped 0 $0.00 $0.00
Total 170 $3,348,721.00 $3,224,217.86
EFTs Status Count Transaction Amount Reconciled Amount
Open 35 $681,744.45 $0.00
Reconciled 0 $0.00 $0.00
Voided 0 $0.00 $0.00
Total 35 $681,744.45 $0.00
All Status Count Transaction Amount Reconciled Amount
Open 52 $708,899.60 $0.00
Reconciled 150 $3,224,217.86 $3,224,217.86
Voided 3 $97,347.99 $0.00
Stopped 0 $0.00 $0.00
Total 205 $4,030,465.45 $3,224,217.86
user: Aimee Beleu Pages: 6 of 6 Friday, April 3, 2026
Payment Register
TOWN OF PARADISE
From Payment Date: 3/1/2026 - To Payment Date: 3/31/2026 29 Town of Paradise
Council Agenda Summary
Date: April 14, 2026
Agenda Item: 2(c)
ORIGINATED BY: Aimee Beleu, Finance Director/ Town Treasurer REVIEWED BY: Michael O’Brien, Interim Town Manager
SUBJECT: Town Council Adoption the Town’s Asset and Depreciation Policy
LONG-TERM
RECOVERY PLAN:
No
COUNCIL ACTION REQUESTED:
1. Review and approve Town of Paradise Administrative Policy No. 185 Asset and Depreciation Policy; and
2. Adopt Resolution No. 2026-__, “A Resolution of The Town Council of the Town of Paradise Adopting Capital Asset, Decpreciation, and Federal Property Controls Policy”
Background and Analysis:
The Town of Paradise manages a significant number of capital assets including infrastructure, vehicles, equipment, buildings, and technology systems, many of which are purchased or constructed using federal and state grant funding. Proper accounting and tracking of these assets is required under Governmental Accounting Standards Board (GASB) standards, Generally Accepted Accounting Principles (GAAP), and federal regulations such as 2 CFR Part 200 (Uniform Guidance). Due to the volume of grant-funded projects and capital improvements managed by the Town in recent years, it is important to formalize procedures related to asset capitalization, depreciation, inventory tracking, construction in progress, and federal equipment compliance.
This policy establishes capitalization thresholds, defines capitalizable costs, outlines depreciation procedures using the straight-line method, and formalizes requirements for maintaining a capital asset inventory and conducting periodic physical inventories. The policy also includes procedures required for equipment purchased with federal funds, including property records, maintenance requirements, and disposition rules in compliance with federal regulations.
Adoption of this policy will strengthen the Town’s internal controls over capital assets, improve consistency in financial reporting, support audit compliance, and ensure the Town remains compliant with federal and state grant requirements. Establishing this policy is considered a best practice for municipalities and will support accurate financial reporting and long-term asset management for the Town.
Financial Impact:
There is no fiscal impact.
30 TOWN OF PARADISE
RESOLUTION NO. 2026-__
A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF PARADISE
ADOPTING THE TOWN OF PARADISE CAPITAL ASSET, DEPRECIATION, AND
FEDERAL PROPERTY CONTROL POLICY
WHEREAS, the Town of Paradise maintains capital assets including infrastructure, buildings, vehicles, equipment, technology systems, and other property used in Town operations; and
WHEREAS, proper accounting, capitalization, depreciation, and inventory tracking of capital assets is required under Governmental Accounting Standards Board (GASB) standards, Generally Accepted Accounting Principles (GAAP), and federal regulations including 2 CFR Part 200 related to federally funded equipment; and WHEREAS, the Town manages assets purchased and constructed through federal and state grant funding programs which require additional property control, inventory tracking, and disposition procedures; and
WHEREAS, the Town desires to establish formal procedures for capital asset capitalization thresholds, depreciation methods, construction in progress, inventory tracking, federal grant equipment compliance, and asset disposal procedures; and WHEREAS, adoption of a Capital Asset, Depreciation, and Federal Property Control Policy will strengthen internal controls, improve financial reporting accuracy, support audit compliance, and ensure compliance with federal and state grant requirements; and
WHEREAS, the Town Council finds that adoption of this policy is in the best interest of the Town of Paradise.
NOW, THEREFORE, BE IT RESOLVED by the Town Council of the Town of Paradise that the Town of Paradise Capital Asset, Depreciation, and Federal Property Control Policy, attached hereto as Exhibit “A”, is hereby adopted. 31 PASSED AND ADOPTED by the Town Council of the Town of Paradise on this 14th day of April, 2026, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
___________________________
Steve Crowder, Mayor
ATTEST:
____________________________
Melanie Elvis, Town Clerk
APPROVED AS TO FORM:
___________________________
Scott E. Huber, Town Attorney
32 Town of Paradise
ADMINISTRATIVE POLICY
______________________________________________________________________ SUBJECT: Capital Asset, Depreciation, and Federal Property Control Policy APPROVED BY: NO. 185
DATE APPROVED:
DEPARTMENTS(S) AFFECTED: Finance
_____________________________________________________________________
PURPOSE
The purpose of this policy is to establish procedures for:
Capitalizing and depreciating assets
Maintaining an accurate capital asset inventory
Managing equipment purchased with federal and state grant funds Ensuring compliance with federal regulations
This policy ensures compliance with:
Governmental Accounting Standards Board (GASB)
Generally Accepted Accounting Principles (GAAP)
2 CFR Part 200 – Uniform Guidance
Caltrans Local Assistance Procedures Manual
California Department of Housing and Community Development (HCD) Federal Emergency Management Agency (FEMA)
POLICY/PROCEDURES
Capital Asset Definition
Capital assets are tangible or intangible assets that:
Have a useful life greater than one year
Are used in Town operations
Meet the capitalization thresholds defined in this policy Examples include:
Land Buildings
33 Infrastructure
Vehicles
Equipment
Technology systems
Furniture and fixtures
Capitalization Thresholds
Asset Category Capitalization Threshold
Land All costs capitalized
Buildings
$
25,000
Building
Improvements
$
25,000
Infrastructure
$
50,000
Equipment
$
5,000
Vehicles
$
5,000
Furniture
$
5,000
Technology
Equipment
$
5,000
Assets below the threshold are expensed unless tracking is required for grant compliance.
Federal Equipment Definition
Per 2 CFR §200.1, equipment purchased with federal funds is defined as:
Tangible personal property having a useful life of more than one year and a per-unit acquisition cost of $5,000 or more.
If federal grant rules require a lower threshold, the stricter rule shall apply.
Capitalizable Costs
Capitalized costs may include:
Purchase price
Sales tax
Freight and delivery
Installation
Engineering and design
Professional services
Site preparation
Inspection costs
34 Donated assets shall be recorded at fair market value at the date of donation.
Construction in Progress (CIP)
Projects under construction are recorded as Construction in Progress until substantially complete.
When completed:
The asset is transferred to the appropriate capital asset category Depreciation begins when the asset is placed in service.
Depreciation Method
The Town uses the straight-line depreciation method.
Depreciation begins when the asset is placed into service.
Assets not depreciated include:
Land
Construction in Progress
Easements with indefinite life
Capital Asset Inventory System
The Finance Department maintains a capital asset system including:
Asset ID number
Description
Serial number (if applicable)
Department
Location
Funding source
Grant identification number (if
applicable)
Acquisition date
Cost
Useful life
Accumulated depreciation
Departments are responsible for safeguarding assigned assets.
Physical Inventory
A physical inventory of capital assets shall be conducted:
At least every two years
More frequently for federally funded equipment if required by grant agreements.
Inventory results shall be reconciled with accounting records. 35 Federal Grant Property Control Policy
(Required by 2 CFR §200.313)
The Town shall maintain adequate controls for equipment purchased with federal funds.
Property Records Must Include
For federally funded equipment, records must include:
Description of equipment
Serial number or identification
number
Federal award identification
number
Funding source
Acquisition date
Cost
Percentage of federal
participation
Location
Condition
Disposition information
Equipment Use
Federally funded equipment must be used for:
1. The program for which it was acquired
2. Other federally funded programs if no longer needed for the original program Use must maximize program benefit.
Equipment Maintenance
Departments must maintain equipment in good working condition through:
Preventive maintenance
Regular inspections
Proper storage
Loss, Damage, or Theft
Departments must immediately report:
Loss
Damage
Theft
Finance will investigate and document the incident.
Disposition of Federally Funded Equipment
36 Disposition must follow 2 CFR §200.313(e).
If equipment has a fair market value greater than $5,000:
The Town may retain or sell the equipment
The federal agency may receive its proportional share of proceeds.
If equipment value is less than $5,000:
The Town may retain, sell, or dispose of the asset with no federal obligation.
All disposals must be documented.
Disposal of Non-Grant Assets
Departments must notify Finance when assets are:
Sold
Surplused
Donated
Destroyed
Lost or stolen
Finance will remove the asset from the capital asset ledger and record any gain or loss.
Disposal must follow the Town’s surplus property procedures.
Useful Life Table (GASB 34 Infrastructure Guidance)
The following useful lives reflect common practice among California municipalities and GASB recommendations.
Buildings and Facilities
Asset Useful Life
Buildings 40–50 years
Building
Improvements 15–25 years
HVAC Systems 15–20 years
Roof Replacement 20–25 years
Infrastructure
37 Asset Useful Life
Roads and
Pavement 20–40 years
Bridges 50–75 years
Sidewalks 20–40 years
Storm Drain
Systems 40–75 years
Sewer Systems 50–75 years
Water Systems 40–75 years
Traffic Signals 20 years
Street Lighting 20–30 years
Vehicles and Equipment
Asset Useful Life
Passenger Vehicles 5–8 years
Police Vehicles 5–7 years
Fire Apparatus 10–20 years
Heavy Equipment 10–20 years
Construction
Equipment 10–15 years
Furniture and Technology
Asset Useful Life
Office Furniture 7–15 years
Office Equipment 5–10 years
Computer Hardware 3–5 years
Servers 5–7 years
Network
Infrastructure 5–10 years
38 Responsibility
Responsibility Department
Asset accounting Finance
Depreciation calculation Finance
Inventory tracking Finance / Departments
Equipment safeguarding Departments
Grant compliance Finance / Grants Administration
Policy Review
This policy shall be reviewed periodically and updated as required by changes in:
GASB standards
Federal regulations
State grant requirements.
39 Town of Paradise – Asset Management Forms
1. Grant-Funded Equipment Inventory Form
Department: __________________________
Grant Program / Funding Source: __________________________ Federal Award ID Number: __________________________
Equipment Description: __________________________
Asset ID Number: __________________________
Serial Number: __________________________
Acquisition Date: __________________________
Acquisition Cost: __________________________
Percentage of Federal Participation: __________________________ Location of Equipment: __________________________
Condition (Good/Fair/Poor): __________________________
Last Physical Inventory Date: __________________________ Responsible Employee: __________________________
Notes: ________________________________________________ _______________________________________________________ 40 2. Capital Asset Addition Form
Department: __________________________
Asset Description: __________________________
Asset Category (Vehicle/Equipment/Building/etc.): __________________________ Vendor: __________________________
Invoice Number: __________________________
Purchase Order Number: __________________________
Acquisition Date: __________________________
Cost of Asset: __________________________
Funding Source (General Fund/Grant/etc.): __________________________ Grant ID (if applicable): __________________________
Location of Asset: __________________________
Estimated Useful Life: __________________________
Prepared By: __________________________
Date: __________________________
Finance Department Asset ID Assigned: __________________________ 41 3. Capital Asset Disposal Form
Department: __________________________
Asset ID Number: __________________________
Asset Description: __________________________
Original Acquisition Date: __________________________
Original Cost: __________________________
Current Location: __________________________
Reason for Disposal (Sold/Surplus/Damaged/Stolen/etc.):
__________________________
Disposition Method: __________________________
Sale Price (if applicable): __________________________
Date of Disposal: __________________________
Was the asset purchased with grant funds? Yes / No
If Yes, Grant Name: __________________________
Approved By Department Head: __________________________ Date: __________________________
Finance Department Approval: __________________________ Date: __________________________
42 Town of Paradise
Council Agenda Summary
Date: April 14, 2026
Agenda Item: 2(d)
ORIGINATED BY: Aimee Beleu, Finance Director/Town Treasurer REVIEWED BY: Michael O’Brien, Interim Town Manager
SUBJECT: Annual Review of Town of Paradise Investment Policy COUNCIL ACTION REQUESTED:
Review and approve Town of Paradise – 140 Investment Policy.
Background:
The investment policy was last approved by the Town Council on December 10, 2024. Per the Policy and California Government Code Section 53646, the Investment Policy is to be reviewed by the Treasurer and submitted to Town Council for consideration, annually.
Analysis:
Changes include the following:
1. The Town may engage the services of external investment advisors to assist in the management of the Town’s investment portfolio in a manner consistent with the Town’s objectives. Such advisors may be granted discretion to purchase and sell investment securities in accordance with the Policy. Such advisors must be registered with the Security and Exchange Commission and possess experience in public funds investment management. All broker/dealers selected by an external advisor must comply with the requirements of California Government code Section 53601.5
2. Timing at which investment reports will be submitted, 30 days following the release of interest returns of the prior quarter.
3. Enabling the Town Manager to invest in preauthorized JPA pools in the absence of the Town Treasurer.
All current reserve investments adhere to this policy and will continue to be monitored closely to ensure ongoing compliance.
Financial Impact:
There is no financial impact associated with review and approval of the Investment Policy. 43 Town of Paradise
140
Investment Policy
Approved by Town Council
February April 1314, 20246
44 Town of Paradise – 140 Investment Policy Page 2
I. TABLE OF CONTENTS………………………………………………………………………………………………..…………………2 II. PURPOSE............................................................................................................................................. 3 III. SCOPE ................................................................................................................................................. 3 IV. OBJECTIVES ........................................................................................................................................ 3 A. Safety......................................................................................................................................... 3 B. Liquidity ...................................................................................................................................... 3 C. Yield............................................................................................................................................ 3 D. Maturity ...................................................................................................................................... 4 E. Diversification .............................................................................................................................. 4 F. Prudence .................................................................................................................................... 4 G. Public Trust ................................................................................................................................. 4 H. Non-Discriminatory.................................................................................................................. 4 V. AUTHORITY TO INVEST ................................................................................................................... 4 VI. REPORTING REQUIREMENTS .................................................................................................. 554 A. Annually ................................................................................................................................ 554 B. Quarterly ................................................................................................................................... 5 VII. INTERNAL CONTROLS.................................................................................................................... 665 VIII. EXTERNAL
CONTROLS…………………………………………………………………………………………………………………..6Error! Hyperlink reference not valid.VIII................................................................................................EXTERNAL CONTROLS76 IX. QUALIFIED DEALERS AND INSTITUTIONS..................................................................................... 766 X. COLLATERAL REQUIREMENTS..................................................................................................... 776 XI. AUTHORIZED INVESTMENTS AND DIVERSIFICATION ............................................................... 776 XII. PROHIBITED I N V E S T M E N T S ................................................................................................. 998 XIII. SAFEKEEPING AND CUSTODY..................................................................................................... 1098 XIV. DELEGATIONOFAUTHORITY..................................................................................................... 1098 XV. ETHICS AND CONFLICTS OF INTEREST......................................................................................... 1098 45 Town of Paradise – 140 Investment Policy Page 3
II. PURPOSE
This investment policy isintended to provide guidelines for the prudent investment ofthe temporary idle cash of the Town of Paradise and to outline the policies for maximizing the efficiency of the Town's cash management system. The ultimate goal is to enhance the financial status of the Town of Paradise, while protecting its pooled cash.
III. SCOPE
The Town of Paradise cash management system is designed to accurately monitor and forecast revenues and expenditures, thus enabling the Town ofParadise to invest funds to the fullest extent possible. The Town of Paradise will attempt to obtain the highest yield obtainable, as long as investments meet the criteria established for safety and liquidity.
The Town of Paradise operates its pooled cash investments under the ''Prudent Investor" standard pursuant to California Government Code Section 53600.3, and within the specific terms governing investments for municipal governments as setforth inCalifornia Government Code Sections 53600 through 53659.
The Town of Paradise shall strive to maintain the level of investment of all idle funds as near 100% as possible, through projected cash flow determinations. Idle cash management and investment transactions are the responsibility of the Town Treasurer, and the Town of Paradise Investment Committee.
IV. OBJECTIVES
Criteria for selecting investments and the order of priority are:
A. Safety
The safety and risk associated with an investment refers to the potential loss of principal, interest or a combination ofthese amounts. All "allowable investments" are of a very high quality and would be considered extremely safe and conservative.
B. Liquidity
An adequate percentage ofthe portfolio will be maintained inliquid short term securities that canbe converted to cash asnecessary to meet disbursement requirements. The liquidity percentage will be determined from time to time from projected cash flow reports.
Investments will be made in securitieswith active secondary and resale markets.
C. Yield
Within the constraints of safety and liquidity, the highest and best return will be sought.
The investment portfolio will be designed to attain a market average rate of return, taking into account the Town's risk constraints, the cash flow characteristics of the portfolio, and state law.
46 Town of Paradise – 140 Investment Policy Page 4
D. Maturity
The maturity of each investment shall not exceed a period of five years. Maturities shall be selected to anticipate cash needs, thus avoiding forced liquidations.
E. Diversification
The portfolio willbe diversified to avoid incurring unreasonable and unavoidable risks regarding specific security types or individual financial institutions.
F. Prudence
Person(s) authorized to make investment decisions on behalf of local agencies are trustees and therefore, fiduciaries subject to the prudent investor standard. When investing, reinvesting, purchasing, acquiring, exchanging, selling and managing public funds, a trustee shall act with care, skill, prudence, and diligence under the circumstances then prevailing, that a prudent person acting in a like capacity and familiarity with those matters would use in the conduct of funds of a like character and with like aims, to safeguard the principal and maintain the liquidity needs of the agency. Within the limitations of this section and considering individual investments as part of an overall strategy, a trustee is authorized to acquire investments as authorized by law.
G. Public Trust
All participants in the investment process shall act as custodians of the public trust.
Investment officials shall recognize that the investment portfolio is subject to public review and evaluation. The overall program shall be designed and managed with a degree of professionalism that is worthy of the public trust. In a diversified portfolio it must be recognized that occasional measured losses are inevitable and must be considered within the context of the overall investment return.
H. Non-Discriminatory
The Town of Paradise shall not knowingly make or allow investments in any institution, company, corporation, subsidiary or affiliate that practices or supports, directly or indirectly through its actions, discrimination on the basis of race, religion, creed, national or ethnic origin, age, sex, sexual preference or physical disability.
V. AUTHORITY TO INVEST
Authorized investments shall be made in accordance with California Government Code Sections 53600 through 53659, including but not limited to Sections 53601, 53601.6, 53601.8, 53601.9, 53635, 53646, 53652 through 53667, 53684, and Section 16429.1 relating to local agency investments, collateralization, reporting, and pooled investment funds.
In accordance with the State of California Government Code section 53607, the Town Council has delegated the authority to invest with the Town Finance Director. The Town may engage the services of external investment advisors to assist in the management of the Town’s investment portfolio in a manner consistent with the Town’s objectives. Such advisors may be granted discretion to purchase and sell investment securities in accordance with the 47 Town of Paradise – 140 Investment Policy Page 5
Policy. Such advisors must be registered with the Security and Exchange Commission and possess experience in public funds investment management. All broker/dealers selected by an external advisor must comply with the requirements of California Government code Section 53601.5California Government Code Section 53600 et seq. provides legal authorization for investment of funds of local agencies. All investments of the Town of Paradise shall conform to the provisions ofthose laws.
VI. REPORTING REQUIREMENTS
A. Annually
In accordance with the California Government Code Section 53646, the Town Treasurer will annually submit to the Town Council and the Investment Committee (consisting of the Town Manager, Finance Director/Town Treasurer, a n d one member of Town Council,) a statement of investment policy which the Town Council shall consider at a public meeting.The policy shall be reviewed on an annual basis by the Treasurer and the Investment Committee. Any investment held at the time this Investment Policy is adopted that does not meet the guidelines of this policy shall be exempted from the requirements of this policy. At maturity or liquidation, however, such monies shall be reinvested only as provided by this policy. The Investment Policy shall be reviewed and adopted annually by the Town Council at a public meeting.
B. Quarterly
Pursuant to California Government Code Sections 53607 and 53646, the Town Treasurer shall submit a quarterly report (the "Report") detailing the performance ofthe investment portfolio to the Town Council and the Investment Committee. The Report will be submitted to the Town Council within 30 days following the release of interest returns of the prior end of the quarter. The Report will contain the following:
1. Type ofinvestment
2. Issuer
3. Date of maturity
4. The par value
5. The cost of all funds invested subject to this policy
6. The current market value of securities with the source of the market valuation for all securities held by the Town, and under management of any outside party that is not also a local agency, or the State of California Local Agency Investment Fund (LAIF)
7. Rate ofinterest
8. A statement of compliance with the investment policy
9. Accrued interest
10. Interest earned to date
11. Average weighted book yield
12. Average term to maturity
13. Transactions
48 Town of Paradise – 140 Investment Policy Page 6
14. Percentage distribution of investment types
15. Modified duration
16. Total rate of return
The Town Treasurer, in cooperation with the Investment Committee, shall develop a system of internal investment control procedures and a segregation of responsibilities of investment functions in order to assure an adequate system of internal control over the investment function. Internal control procedures shall address wire controls, separation of duties, delivery of securities to a third party for custodial safekeeping, and written procedures for placing investment transactions.
Internal controls shall include procedures for electronic funds transfers, wire transfers, ACH transactions, and cybersecurity protections including dual authorization, callback verification, password protection, segregation of duties, and written wire transfer procedures.
E
The Town's external auditor will review and verify the Town's investment activity, holdings and compliance with this Investment Policy on an annual basis, and submit a report to the Town Council relating thereto. The external auditor shall maintain errors and omissions insurance coverage.
IX. QUALIFIED DEALERS AND INSTITUTIONS
The Town shall transact business only with banks, savings and loans, and registered investment securities dealers. The purchase of any investment, other than those purchased directly from the issuer, shall be purchased either from an institution licensed by the State as a broker-dealer, as defined in Corporation Code Section 25004, or from a member of a f ederally regulated securities exchange, from a national or state charted bank, f rom a savings association or federal association (as defined by Financial Code Section 5102), or a brokerage firm designated as a Primary Government Dealer by the Federal Reserve Bank.
The Town Treasurer and the Investment Committee shall investigate all institutions that wish to do business with the Town, in order to determine if they are adequately capitalized, make markets in securities appropriate to the Town's needs, and agree to abide by the conditions set forth in this Investment Policy. All financial institutions and broker-dealers who desire to become qualified bidders for investment transactions must provide a current audited financial statement, sign a statement that they have received a copy of this Investment Policy and will abide by its conditions, and document that they are properly regulated as indicated above.
49 Town of Paradise – 140 Investment Policy Page 7
X. COLLATERAL REQUIREMENTS
California Government Code, Sections 53652 through 53667 requires depositories to post certain types and levels of collateral for public funds above the Federal Deposit Insurance Corporation ("FDIC") insurance amounts. The collateral requirements apply to bank deposits, both active (checking and savings accounts) and inactive (non-negotiable time certificates of deposit).
Collateral is also required for repurchase agreements. The collateral level shall be valued daily and must be maintained at a level of 102% for the life of the repurchase agreement.
XI. AUTHORIZED INVESTMENTS AND DIVERSIFICATION
Deposit placement service certificates of deposit may be utilized in accordance with California Government Code Sections 53601.8 and 53601.9. These deposits shall be fully insured or collateralized through a qualified placement service provider. 50 Town of Paradise – 140 Investment Policy Page 8
Securities purchased will be maintained within the statutory r e q u i r e m e n t s imposed by California Government Code Section 53601. The Government Code currently allows for the following:
Maximum % of
Portfolio
Minimum
Quality
Maximum
Maturity
A. Asset Backed Securities 20% Rated “AA” or
better by
NRSRO
5 Years
B. Bankers Acceptances 40% (30% of
any one bank)
N/A 180 Days
C. Collateralized Bank
Deposits
Unlimited N/A 5 Years
D. Commercial Paper 2540% (10% of
single issuer)
Highest ranking
of NRSRO
270 397
Days
E. Local Agency Investment
Fund
Unlimited Assets exceed
$500 million
5 YearsN/A
F. Medium Term Notes 30% Rated “A” or
better by
NRSRO
5 Years
G. Mutual Funds 20% (10% of
any one fund)
Highest rating
by two NRSRO
5 Years
H. Certificates of Deposit 30% N/A 5 Years
I. Repurchase Agreements 20% Primary dealers 1 Year
J. Subranationals: IBRD,
IFC, IADB
30% Rated “AA” or
better by
NRSRO
5 Years
K. Treasury Bills and Notes Unlimited N/A 5 Years
L.
M.
US Government, State(s)
and Agency Securities
Joint Powers Authority
Unlimited
Unlimited
N/A
AAAm
5 Years
N/A
Formatted: Normal
Formatted: Font: Times New Roman
Formatted: Font: Bold
Formatted: Normal
Formatted: Normal, Left
Formatted: Font: Times New Roman
Formatted: Normal, Left
Formatted: Font: Times New Roman
51 Town of Paradise – 140 Investment Policy Page 9
(JPA) Investment Pools
If the California Government Code adopts more restrictive investment restrictions, then those restrictions will have precedence over those listed above.
Funds deposited with a trustee for the purpose of debt reserve or future payment of indebtedness may be invested in accordance with the covenant of the trust agreement.
Investments shall be purchased according to the minimum credit standards listed above. In the event of a downgrade in credit after the date of purchase, the Town Treasurer shall advise the Investment Committee and willmake a recommendation as to the disposition of the security.
XII. PROHIBITED INVESTMENTS
The following investments are prohibited under this Investment Policy:
A. Investments not specifically stated under "authorized investments".
B. The Town will not invest in inverse floaters, range notes, or mortgage derived, interest-only strips.
C. The Town will not invest in any security that could result in zero interest accrual if held to maturity.
XIII. SAFEKEEPING AND CUSTODY
Securities purchased from broker/dealer willbe held in a third-party custodian/safekeeping account except the collateral for time deposits in banks and savings and loans. Collateral for time deposits shall be held in accordance with California law.
XIV. DELEGATIONOFAUTHORITY
The Town Treasurer is authorized to invest the Town’s idle funds in accordance with California Government Code Sections 53600 et seq., 16429.1 and 53684. In the absence of the Town Treasurer the investment of the funds will be delegated to the Town Manager.
Investments made by the Town Manager will be restricted to Joint Power Authority (JPA) Investment Pools authorized under California Government Code Section 53601 previously authorized by Town Council. The delegation of investment authority shall be reviewed and renewed annually by the Town Council. the State managed California Local Agency Investment Fund (“LAIF”), , or to securities maturing within six months. Prior to investing in securities, the Town Manager will consider the cash flow requirements of the Town and may invest in securities maturing over six months if directed by the Treasurer in writing or Formatted: Not Expanded by / Condensed by
52 Town of Paradise – 140 Investment Policy Page 10
verbally, if confirmed in writing within 30 days.
XV. ETHICS AND CONFLICTS OF INTEREST
The Town Treasurer and other officers, officials, and/or employees involved in the investment process shall refrain from personal business activity that could conflict with the proper execution of the investment program or which could impair their ability to make impartial investment decisions. The Treasurer, other officers, officials and/or employees involved in the investment process shall disclose to the Town Council any material interest in financial institutions with which they conduct business. They shall further disclose to the Town Council any personal financial/investment positions that could be related to the performance of the investment portfolio and shall refrain from undertaking personal investment transactions with the same individual with whom business is conducted on behalf of their entity. The Treasurer, other officers, officials, and/or investment employees are required to file annual disclosure statements as required by the Fair Political Practices Commission (“FPPC”). During the course of the year, if there is an event subject to disclosure that could impair impartial decisions, the Town Council will be notified in writing within ten (10) days of the event.
53 Town of Paradise
Council Agenda Summary
Date: April 14, 2026
Agenda Item: 2(e)
ORIGINATED BY: Colette Curtis, Recovery and Economic
Development Director
REVIEWED BY: Mike O’Brien, Interim Town Manager
SUBJECT: Community Development Block Grant Disaster Recovery, Workforce Development Project Update
LONG TERM
RECOVERY PLAN:
Yes
COUNCIL ACTION REQUESTED:
1. Approve the Professional Services Agreement with Adams Ashby Group to serve as the Workforce Development Project’s Compliance Consultant; and,
2. Authorize the Town Manager to execute the contract.
Background:
After the 2018 Camp Fire, funding was appropriated by Congress through the Community Development Block Grant Disaster Recovery (CDBG DR) Program to provide recovery funding for disaster affected communities, including Butte County, and the Town of Paradise. CDBG DR funding was allocated for the 2017/2018 disasters in four areas:
1. Housing
2. Infrastructure
3. Workforce Development
4. Mitigation
Butte County was allocated $18.700,000. To utilize these funds, the Town submitted an application for $17,868,376.00 for a project to construct a workforce training center on the Paradise High School Property and other regional locations which would focus on resilient building and forestry technologies, as well as companion training, and be a resiliency hub for training in the region. The funds would be utilized to pay for the rehab of two existing buildings on the Paradise High School campus, and for the various training programs which would be run by our local training partners with the goal of providing workforce development training and job placement for up to 500 local residents.
Analysis:
Following Town Council approval of the Request for Proposals (RFP) for the Workforce Development Project Compliance Consultant on January 12, 2026, Town staff published the initial solicitation on January 14, 2026, with proposals due February 11, 2026, at 5:00 p.m. By the submission deadline, only one proposal had been received. Although several additional firms 54 expressed interest in the project, they indicated that the solicitation timeline did not allow sufficient time to prepare and submit a proposal.
After consultation with California Department of Housing and Community Development staff, Town staff were advised to repost the RFP in order to encourage broader competition and obtain additional proposals. The solicitation was reposted on February 19, 2026. The second solicitation closed on March 13, 2026, at 5:00 p.m., resulting in the receipt of four proposals for consideration.
Town staff, consisting of Colette Curtis, Sarah Richter, and Brian Solecki, comprised the proposal review team for the Workforce Development Project Compliance Consultant RFP. Proposals were received from Adams Ashby Group, CohnReznick, HaloRRS, and Morrison.
After a comprehensive evaluation of all four submissions, the review team each identified Adams Ashby Group as the clear top-ranked proposal based on qualifications, experience, and responsiveness to the scope of work. The average not-to-exceed (NTE) cost estimate among the four proposals was $577,326, while the proposal submitted by Adams Ashby Group totaled a notto-exceed amount of $512,000 Proposal NTE
EVAL
1 Score
EVAL
2 Score
EVAL
3 Score
Total
Score
Total
Score %
Final
Ranking
Adams
Ashby
$
512,000.00 93 96 94 283 94.3% 1
Cohn
Reznick
$
372,304.00 86 93 89 268 89.3% 2
Halo RRS
$
1,100,000.00 60 61 59 180 60.0% 4
Morrison
$
325,000.00 72 92 85 249 83.0% 3
Following complete review and scoring, the evaluation team unanimously recommends proceeding with the attached contract with Adams Ashby Group for the required professional services.
Financial Impact:
The Town applied for and was awarded $17,868,367.00 for the workforce development center project discussed above.
The requested actions do not result in any impact to the Town’s General Fund or other Town financial resources. All project-related expenditures are funded through grant revenues and are 100 percent reimbursable.
Approval of the compliance consultant contract authorizes Town staff to move forward with project implementation. Consultant costs will be included within the approved Town project budget and do not represent an increase in overall project expenses. 55 Attachment 1: Professional Service Contract Greater than $25,000 PROFESSIONAL SERVICE CONTRACT GREATER THAN $25,000
This Contract, dated as of the last date executed by the Town of Paradise is between the Town of Paradise, a municipal corporation of the State of California, hereinafter referred to as “TOWN”, and the professional service contractor indicated in the variable information table below, hereinafter referred to as “CONTRACTOR.”
VARIABLE INFORMATION TABLE
Term of This Contract
Term Begins Term Completion Date
On Following Date 04/14/26 On Following Date 12/31/28
Town Department Recovery/Econ Dev
Basis of Price (Do Not √ More Than One of the Following Four Blocks) Price $ Fixed Price Annual Price Monthly Price Hourly Rate Not-to-Exceed Price $ 512,000 √ if Reasonable Expenses are authorized in addition to Hourly Rate CONTRACTOR Contact Information TOWN Contact Information CONTRACTOR Adams Ashby Project Manager Brian Solecki
Address 1000 Lincoln Road H-212 Address 5555 Skyway
City, State & ZIP Yuba City, CA 95991 City, State & ZIP Paradise, CA 95969 Telephone 916-449-3944 Telephone 530-872-6291 x165
Email [email protected] Email [email protected] 56 WHEREAS, TOWN, through the TOWN Department identified above, desires to have work described in the Attachment III - Scope of Work performed; and
WHEREAS, CONTRACTOR possesses the necessary qualifications to perform the work described herein; NOW THEREFORE BE IT AGREED between the parties to this Contract that this Contract is subject to the provisions contained in the following attachments, which are made a part of this Contract. Should there be any conflicts between this Contract and the attachments that are incorporated herein precedence shall first be given to the provisions of this Contract followed by the attachments, in descending order, as indicated below:
Attachment 1 – Terms and Conditions (including Professional Services Contract) Attachment 2 – Regulatory Compliance Requirements for Expense Contracts Attachment 3 – Certification Regarding Debarment
Attachment 4 - Non-Lobbying Certification
Attachment 5 – Terms and Conditions
Attachment 6 – INSURANCE REQUIREMENTS
Attachment 7 – PROFESSIONAL CREDENTIALS
Attachment 8 – Scope of Work
By signature below, the department head or his or her deputy certifies that no unauthorized alterations have been made to the Attachment I – “Terms and Conditions” and/or the Attachment II – “Standard Insurance Requirements.”
_________________________________ _______________________________________ ________________ Typed or Printed Name Signature Date
This Contract and the above listed Attachments represent the entire undertaking between the parties.
TOWN: CONTRACTOR:
By: By:
Date Date:
REVIEWED FOR CONTRACT POLICY COMPLIANCE REVIEWED AS TO FORM:
By:
57 Attachment 2: Regulatory Compliance Requirements for Expense Contracts Expense contracts; Regulatory Compliance Requirements
All Town contracting shall comply with 2 CFR, Part 200 and legislation for the regulation of labor, safety and environmental protection, emergency preparedness and advisories, and any other codified criteria including but not limited to the following as relevant to this Contract:
1. Remedies:
Contractor Performance and the Breach Thereof
The Town may terminate this Contract and is relieved of the payment of any consideration to the Contractor should the Contractor fail to perform the covenants herein contained at the time and in the manner herein provided. The Contractor shall be notified in a timely manner of default and provided 30 days in which to remedy the default. If at the end of the 30 days, if remedy is not made or does not satisfy the default, the Town shall notify the Contractor of the breach and thereby the termination of this Contract. In the event of such termination, the Town may proceed with the work in any manner deemed proper by the Town. The cost to the Town shall be deducted from any sum due the Contractor under this agreement and the balance, if any,shall be retained by the Town.
Termination for Cause and Convenience
In the event the Contractor fails to perform in accordance with the terms of this Contract within the time specified, if any, or a reasonable time after placement of this order, the Town Treasurer may by written notice, cancel this Contract and may hold the Contractor liable for any damage caused the Town by reason of failure to perform in accordance with these conditions.
It is agreed by the parties to this Contract that in case all the work called for under the Contract in all parts and requirements is not finished or completed within the time period as set forth in this Contract, damage will be sustained by the Town of Paradise, and that it is and will be difficult or impossible to ascertain and determine that actual damage which the Town will sustain in the event of and by reason of such delay; and it is therefore agreed that the Contractor shall pay to the Town the sum of one hundred dollars ($100) per calendar day for each and every working days’ delay in finishing the work in excess of the time period prescribed; and the Contractor agreesto pay said liquidated damages as herein provided, and in case the same is not paid, agrees that the Town may deduct the amount thereof from any money due or that may become due the Contractor under this Contract or any other Contract between the Town and the Contractor.
2. Equal Employment Opportunity. As provided under 41 CFR § 60-1.4(b) Key Definitions
58 Federally Assisted Construction Contract. The regulation at 41 C.F.R. § 60-1.3 defines a "federally assisted construction contract" as any agreement or modification thereof between any applicant and a person for construction work which is paid for in whole or in part with funds obtained from the Government or borrowed on the credit of the
Government pursuant to any Federal program involving a grant, contract, loan, insurance, or guarantee, or undertaken pursuant to any Federal program involving such grant, contract, loan, insurance,
or guarantee, or any application or modification thereof approved by the Government for a grant, contract, loan, insurance, or guarantee under which the applicant itself participates in the construction work.
Construction Work. The regulation at 41 C.F.R. § 60-1.3 defines "construction work" as the construction, rehabilitation, alteration, conversion, extension, demolition or repair of buildings, highways, or other changes or improvementsto real property, including facilities providing utility services. The term also includesthe supervision, inspection, and other onsite functions incidental to the actual construction.
During the performance of this Contract, the Contractor agrees as follows:
(1) The Contractor will not discriminate against any employee or applicant for employment because of race, color, religion, sex, sexual orientation, gender identity, or national origin. The Contractor will take affirmative action to ensure that applicants are employed, and that employees are treated during employment without regard to their race, color, religion, sex, sexual orientation, gender identity, or national origin. Such action will include, but not be limited to the following: Employment, upgrading, demotion, or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. The Contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices to be provided setting forth the provisions of this nondiscrimination clause. (2) The Contractor will, in all solicitations or advertisements for employees placed by or on behalf of the Contractor, state that all qualified applicants will receive considerations for employment without regard to race, color, religion, sex, or national origin.
(3) The contractor will not discharge or in any other manner discriminate against any employee or applicant for employment because such employee or applicant hasinquired about, discussed, or disclosed the compensation of the employee or applicant or another employee or applicant. This provision shall not apply to instances in which an employee who has access to the 59 compensation information of other employees or applicants as a part ofsuch employee's essential job functions discloses the compensation of such other employees or applicants to individuals who do not otherwise have access to such information, unless such disclosure is in response to a formal complaint or charge, in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or is consistent with the contractor's legal duty to furnish information.
(4) The Contractor will send to each labor union or representative of workers with which he has a collective bargaining agreement or other contract or understanding, a notice to be provided advising the said labor union or workers' representatives of the Contractor's commitments under this section, and will post copies of the notice in conspicuous places available to employees and applicants for employment.
(5) The Contractor will comply with all provisions of Executive Order 11246 of September 24, 1965, and of the rules, regulations, and relevant orders of the Secretary of Labor.
(6) The Contractor will furnish all information and reports required by Executive Order 11246 of September 24, 1965, and by rules, regulations, and orders of the Secretary of Labor, or pursuant thereto, and will permit access to his books, records, and accounts by the administering agency and the Secretary of Labor for purposes of investigation to ascertain compliance with such rules, regulations, and orders.
(7) In the event of the Contractor's noncompliance with the nondiscrimination clauses of this Contract or with any of the said rules, regulations, or orders, this Contract may be canceled, terminated, or suspended in whole or in part and the Contractor may be declared ineligible for further Government contracts or federally assisted construction contracts in accordance with procedures authorized in Executive Order 11246 of September 24, 1965, and such other sanctions as may be imposed and remedies invoked as provided in Executive Order 11246 of September 24, 1965, or by rule, regulation, or order of the Secretary of Labor, or as otherwise provided by law. (8) The Contractor will include the portion of the sentence immediately preceding paragraph (1) and the provisions of paragraphs (1) through (8) in every subcontract or purchase order unless exempted by rules, regulations, or orders of the Secretary of Labor issued pursuant to section 204 of Executive Order 11246 of September 24, 1965, so that such provisions will be binding upon each subcontractor or vendor. The Contractor will take such action with respect to any subcontract or purchase order as the administering agency may direct as a means of enforcing such provisions, 60 including sanctions for noncompliance: Provided, however, that in the event the Contractor becomes involved in, or is threatened with, litigation with a subcontractor or vendor as a result of such direction by the administering agency the Contractor may request the United States to enter into such litigation to protect the interests of the United States.
The Contractor further agrees that it will be bound by the above equal opportunity clause with respect to its own employment practices when it participates in federally assisted construction work: Provided, that if the applicant so participating is a State or local government, the above equal opportunity clause is not applicable to any agency, instrumentality or subdivision of such government which does not participate in work on or under the contract.
The Contractor agreesthat it will assist and cooperate actively with the administering agency and the Secretary of Labor in obtaining the compliance of contractors and subcontractors with the equal opportunity clause and the rules,regulations, and relevant orders of the Secretary of Labor, that it will furnish the administering agency and the Secretary of Labor such information as they may require for the supervision of such compliance, and that it will otherwise assist the administering agency in the discharge of the agency’s primary responsibility for securing compliance.
The Contractor further agrees that it will refrain from entering into any contract or contract modification subject to Executive Order 11246 of September 24, 1965, with a contractor debarred from, or who has not demonstrated eligibility for, Government contracts and federally assisted construction contracts pursuant to the Executive Order and will carry out such sanctions and penalties for violation of the equal opportunity clause as may be imposed upon contractors and subcontractors by the administering agency or the Secretary of Labor pursuant to Part II, Subpart D of the Executive Order. In addition, the applicant agrees that if it fails or refuses to comply with these undertakings, the administering agency may take any or all of the following actions: Cancel, terminate, or suspend in whole or in part the grant (contract, loan, insurance, guarantee); refrain from extending any further assistance to the applicant under the program with respect to which the failure or refund occurred until satisfactory assurance of future compliance has been received from such applicant, and refer the case to the Department of Justice for appropriate legal proceedings.
3. Copeland “Anti-Kickback” Act
The Copeland “Anti-Kickback'' Act (40 U.S.C. 3145) provides that the Town and the Contractor shall be prohibited from inducing, by any means, any person employed in the construction, completion, or repair of public work, to give up any part of the compensation to which he or she is otherwise entitled. The Town must report all suspected or reported violations to the Federal awarding agency.
61 (1) Contractor. The Contractor shall comply with 18 U.S.C. § 874, 40 U.S.C. § 3145, and the requirements of 29 C.F.R. pt. 3 as may be applicable, which are incorporated by reference into this Contract.
(2) Subcontracts. The Contractor or subcontractor shall insert in any subcontracts the clause above and such other clauses as the FEMA may by appropriate instructions require; and, also a clause requiring the subcontractorsto include these clausesin any lower tier subcontracts. The prime Contractor shall be responsible for compliance by any subcontractor or lower tier subcontractor with all of these Contract clauses.
4. Compliance with the Contract Work Hours and Safety Standards Act 40 U.S.C. 3701– 3708
(1) Overtime requirements. No contractor or subcontractor contracting for any part of the Contract work which may require or involve the employment of laborers or mechanics shall require or permit any such laborer or mechanic in any workweek in which he or she is employed on such work to work in excess of forty hours in such workweek unless such laborer or mechanic receives
compensation at a rate not less than one and one-half times the basic rate of pay for all hours worked in excess of forty hours in such workweek.
(2) Violation; liability for unpaid wages; liquidated damages. In the event of any violation of the clause set forth in paragraph (1) of this section Contractor and any subcontractor responsible therefor shall be liable for the unpaid wages. In addition, such Contractor and subcontractor shall be liable to the United States (in the case of work done under contract for the District of Columbia or a territory, to such District or to such territory), for liquidated damages. Such liquidated damages shall be computed with respect to
(3) each individual laborer or mechanic, including watchmen and guards, employed in violation of the clause set forth in paragraph (1) of thissection, in the sum of $10 for each calendar day on which such individual was required or permitted to work in excess of the standard workweek of forty hours without payment of the overtime wages required by the clause set forth in paragraph (1) of this section.
(4) Withholding for unpaid wages and liquidated damages. The Town shall upon its own action or upon written request of an authorized representative of the Department of Labor withhold or cause to be 62 withheld, from any moneys payable on account of work performed by the Contractor or subcontractor under any such contract or any other Federal contract with the same prime contractor, or any other federally-assisted contract subject to the Contract Work Hours and Safety Standards Act, which is held by the same prime contractor, such sums as may be determined to be necessary to satisfy any liabilities of such contractor or subcontractor for unpaid wages and liquidated damages as provided in the clause set forth in paragraph (2) of this section.
(5) Safety requirements. The requirements of 40 U.S.C. 3704 are applicable to construction work and provide that no laborer or mechanic must be required to work in surroundings or under working conditions which are unsanitary, hazardous or dangerous.
These requirements do not apply to the purchases of supplies or materials or articles ordinarily available on the open market, or contracts for transportation or transmission of intelligence. (6) Subcontracts. The Contractor or subcontractor shall insert in any subcontracts the clauses set forth in paragraph (1) through (4) of this section and also a clause requiring the subcontractors to include these clauses in any lower tier subcontracts. The prime Contractor shall be responsible for compliance by any
subcontractor or lower tiersubcontractor with the clausesset forth in paragraphs (1) through (5) of this section.
5. Rights to Inventions Made Under a Contract or Agreement If the Federal award meets the definition of ‘‘funding agreement’’ under 37 CFR § 401.2 (a) and the Town or the Contractor wishesto enter into a contract with a small businessfirm or nonprofit organization regarding the substitution of parties, assignment or performance of experimental, developmental, or research work under that ‘‘funding agreement,’’ the Town or the Contractor must comply with the requirements of 37 CFR Part 401, ‘‘Rights to Inventions Made by Nonprofit Organizations and Small Business Firms Under Government Grants, Contracts and Cooperative Agreements,’’ and any implementing regulations issued by the awarding agency. (1) The regulation at 37 C.F.R. § 401.2(a) currently defines "funding agreement" as any contract, grant, or cooperative agreement entered into between any Federal agency, other than the Tennessee Valley Authority, and any contractor for the performance of experimental, developmental, or research work funded in whole or in part by the Federal government. This term also includes any assignment, substitution of parties, or subcontract of any type entered into for the performance of experimental, developmental, or research work under a funding agreement as defined in the first sentence of this paragraph. 63 6. Clean Air Act and the Federal Water Pollution Control Act The Contractor and the Town agree to comply with all applicable standards, orders or regulations issued pursuant to the Clean Air Act (42 U.S.C. 7401–7671q) and the Federal Water Pollution Control Act as amended (33 U.S.C. 1251–1387). Violations must be reported to the Federal awarding agency and the Regional Office of the Environmental Protection Agency (EPA).
Clean Air Act
(1) The Contractor agrees to comply with all applicable standards, orders or regulations issued pursuant to the Clean Air Act, as amended, 42 U.S.C. § 7401 et seq.
(2) The Contractor agrees to report each violation to Town and understands and agrees that Town will, in tum, report each violation as required to assure notification to the Cal OES, Federal Emergency Management Agency, and the appropriate Environmental Protection Agency Regional Office.
(3) The Contractor agreesto include these requirementsin each subcontract exceeding $100,000 financed in whole or in part with Federal assistance provided by FEMA.
Federal Water Pollution Control Act
(1) The Contractor agrees to comply with all applicable standards, orders or regulationsissued pursuant to the Federal Water Pollution Control Act, as amended, 33 U.S.C. 1251 et seq.
(2) The Contractor agrees to report each violation to Town and understands and agrees that Town will, in tum, report each violation as required to assure notification to the Cal OES, Federal Emergency Management Agency, and the appropriate Environmental Protection Agency Regional Office.
(3) The Contractor agrees to include these requirements in each subcontract exceeding $100,000 financed in whole or in part with Federal assistance provided by FEMA.
7. Energy Efficiency
(1) Contractor will comply with all standards and policies relating to energy efficacy which are contained in the state energy conservation plan issued in compliance with the Energy Policy and Conservation Act (42 U.S.C. 6201).
8. Suspension and Debarment
The Town does not employ vendors or contractors who are listed on the National World Wide Web Site System for Award Management (sam.gov) by Federal General Services Administration 64 (GSA) for the purpose of disseminating information on parties that are debarred from receiving Federal contracts, certain subcontracts, and certain Federal financial and nonfinancial assistance and benefits, pursuant to the provisions of 31 U.S.C. 6101, note, E.O. 12549, E.O. 12689, 48 CFR
9.404, and each agency's codification of the Common Rule for Non-procurement suspension and debarment.
(1) This Contract is a covered transaction for purposes of 2 C.F.R. pt. 180 and 2 C.F.R. pt. 3000. As such, the Contractor is required to verify that none of the Contractor, its principals (defined at
(2) 2 C.F.R. § 180.995), or its affiliates (defined at 2 C.F.R. § 180.905) are excluded (defined at 2 C.F.R.§ 180.940) or disqualified (defined at 2 C.F.R. § 180.935).
(3) The Contractor must comply with 2 C.F.R. pt. 180, subpart C and 2 C.F.R. pt. 3000, subpart C and must include a requirement to comply with these regulations in any lower tier covered transaction it enters into. (4) This certification is a material representation of fact relied upon by the Town. If it is later determined that the Contractor did not comply with 2 C.F.R. pt. 180, subpart C and 2 C.F.R. pt. 3000, subpart C, in addition to remedies available to the Town, the Federal Government may pursue available remedies, including but not limited to suspension and/or debarment.
(5) The bidder or proposer agreesto comply with the requirements of 2 C.F.R. pt. 180, subpart C and 2 C.F.R. pt. 3000, subpart C while this offer is valid and throughout the period of any Contract that may arise from this offer.
The bidder or proposer further agrees to include a provision requiring such compliance in its lower tier covered transactions."
9. Byrd Anti-Lobbying Amendment 31 U.S.C. § 1352 (as amended) Contractors who apply or bid for an award of $100,000 or more shall file the required certification. Each tier certifies to the tier above that it will not and has not used Federal appropriated funds to pay any person or organization for influencing or attempting to influence an officer or employee of any agency, a member of Congress, officer or employee of Congress, or an employee of a member of Congress in connection with obtaining any Federal contract, grant or any other award covered by 31 U.S.C. 1352. Each tier must also disclose any lobbying with non-Federal funds that takes place in connection with obtaining any Federal award. Such disclosures are forwarded from tier to tier up to the recipient. 65 APPENDIX A, 44 C.F.R. PART 18 - CERTIFICATION REGARDING LOBBYING Certification for Contracts, Grants, Loans, and Cooperative Agreements (To be submitted with each bid or offer exceeding $100,000) the Contractor will use the following certification:
The undersigned [Contractor] certifies, to the best of his or her knowledge, that:
(1) No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of an agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement.
(2) If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form LLL, "Disclosure Form to Report Lobbying," in accordance with its instructions.
(3) The undersigned shall require that the language of this certification be included in the award documentsfor allsub-awards at all tiers(including subcontracts,sub-grants, and contracts under grants, loans, and cooperative agreements) and that all sub-recipients shall certify and disclose accordingly.
This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by 31, U.S.C. § 1352 (as amended by the Lobbying Disclosure Act of 1995). Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure.
Contractor certifies or affirms the truthfulness and accuracy of each statement of its certification and disclosure, if any. In addition, Contractor understands and agrees that the provisions of 31 U.S.C. § 3801 et seq., apply to this certification and disclosure, if any.
Signature of Contractor's Authorized Official: _______________________________________ Name and Title of Contractor's Authorized Official:____________________________________ 66 10. Procurement of Recovered Materials
In the performance of this Contract, the Contractor shall make maximum use of products containing recovered materials that are EPA designated items unless the product cannot be acquired-
(i) Competitively within a timeframe providing for compliance with the contract performance schedule;
(ii) Meeting contract performance requirements; or
(iii) At a reasonable price.
Information about this requirement is available at EPA's Comprehensive Procurement Guidelines web site, https://www.epa.gov/smm/comprehensive-procurement-guideline-cpg-program . The list of EPA-designate items is available at https://www.epa.gov/smm/comprehensiveprocurement-guidelines-construction-products ."
11. Additional FEMA/Federal Requirements
Changes
Changes to this Contract may only be approved by written amendment to this Contract. No alteration or variation of any term or condition of this agreement shall be valid unless made in writing, signed by the parties hereto in accordance with TOWN Policies and Procedures. No oral understanding or agreement not incorporated as a duly authorized written amendment shall be binding on any of the parties hereto.
Access to Records
The following access to records requirements shall apply to this Contract:
(1) The Contractor agrees to provide HCD/HUD, Cal OES, the Town, the FEMA Administrator, the Comptroller General of the United States, or any of their authorized representative’s access to any books, documents, papers, and records of the Contractor which are directly pertinent to this Contract for the purposes of making audits, examinations, excerpts, and transcriptions. (2) The Contractor agrees to permit any of the foregoing parties to reproduce by any means whatsoever or to copy excerpts and transcriptions as reasonably needed. (3) The Contractor agrees to provide the FEMA Administrator or his authorized representatives’ access to construction or other work sites pertaining to the work being completed under the Contract.
12. Department of Homeland Security (DHS) Seal, Logo and Flags The Contractor shall not use the DHS seal(s), logos, crests, or reproductions of flags or likenesses of DHS agency officials without specific FEMA pre approval. 67 13. Compliance with Federal Law, Regulations, and Executive Orders Thisis an acknowledgement that FEMA financial assistance will be used to fund the Contract only.
The Contractor will comply with all applicable federal law, regulations, executive orders, FEMA policies, procedures, and directives.
14. No Obligation by Federal Government.
The Federal Government is not a party to this Contract and is not subject to any obligations or liabilities to the non-Federal entity, Contractor, or any other party pertaining to any matter resulting from the Contract.
15. Program Fraud and False or Fraudulent Statements or Related Acts The Contractor acknowledges that 31 U.S.C. Chap. 38 (Administrative Remedies for False Claims and Statements) applies to the Contractor's actions pertaining to this Contract.
By execution of this CONTRACT including this Attachment 1 the Contractor certifies that compliance with all the stated regulatory requirements as stipulated and where action is appropriate and required as a means of compliance, shall endeavor in good faith to conform to regulations and in no way are they connected to any federal, state or local debarment proceedings.
68 Attachment 3: Debarment Certification
Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion Lower Tier Covered Transactions
This certification is required by the regulations implementing Executive Orders 12549 and 12689, 2 C.F.R part 180, Debarment and Suspension, and 2 C.F.R. § 200.213. Copies of the regulations may be obtained by contacting the person to which this proposal is submitted. (BEFORE COMPLETING CERTIFICATION,
READ INSTRUCTIONS ON PAGES TWO AND THREE BELOW)
1. The prospective lower tier participant certifies, by submission of this proposal, that neither it nor its principals are presently debarred, suspended, proposed for disbarment, declared ineligible, or voluntarily excluded from participation in this transaction by any Federal department or agency.
2. Where the prospective lower tier participant is unable to certify to any of the statements in this certification, such prospective participant shall attach an explanation to this proposal.
Firm Name: ______________________________________
Name and Title of Authorized Representative: ______________________________________ Signature of Authorized Representative: ______________________________________ Date: ______________________________
69 Attachment 4: Non-Lobbying Certification
INSTRUCTIONS FOR CERTIFICATION
1. By signing and submitting this proposal, the prospective lower tier participant is providing the certification set out on page one.
2. The certification in this clause is a material representation of fact upon which reliance was placed when this transaction was entered into. If it is later determined that the prospective lower tier participant knowingly rendered an erroneous certification, in addition to other remedies available to the Federal Government, the department or agency with which this transaction originated may pursue available remedies, including suspension and/or debarment.
3. The prospective lower tier participant shall provide immediate written notice to the person to which this proposal is submitted if at any time the prospective lower tier participant learns that its certification was erroneous when submitted or has become erroneous by reason of changed circumstances.
4. The terms "covered transaction," "debarred," "suspended," "ineligible," "lower tier covered transaction," "participant," "person," "primary covered transaction," "principal," "proposal," and "voluntarily excluded," as used in this clause, have the meanings set out in the Definitions and Coverage sections of the rules implementing Executive Order 12549, at 2 C.F.R. Parts 180 and 417. You may contact the person to which this proposal is submitted for assistance in obtaining a copy of those regulations.
5. The prospective lower tier participant agrees by submitting this proposal that, should the proposed covered transaction be entered into, it shall not knowingly enter into any lower tier covered transaction with a person who is debarred, suspended, declared ineligible, or voluntarily excluded from participation in this covered transaction, unless authorized by the department or agency with which this transaction originated.
6. The prospective lower tier participant further agrees by submitting this proposal that it will include the clause titled "Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion Lower Tier Covered Transactions," without modification, in all lower tier covered transactions and in all solicitations for lower tier covered transactions.
7. A participant in a covered transaction may rely upon a certification of a prospective participant in a lower tier covered transaction that is not debarred, suspended, ineligible, or voluntarily excluded from the covered transaction, unless it knows that the certification is erroneous. A participant may decide the method and frequency by which it determines the eligibility of its principals. Each participant may, but is not required to, check the System for Award Management (SAM) database.
8. Nothing contained in the foregoing shall be construed to require establishment of a system of records in order to render in good faith the certification required by this clause. The knowledge and information of a participant is not required to exceed that which is normally possessed by a prudent person in the ordinary course of business dealings.
9. Except for transactions authorized under paragraph 5 of these instructions, if a participant in a covered transaction knowingly enters into a lower tier covered transaction with a person who is suspended, debarred, ineligible, or voluntarily excluded from participation in this transaction, in addition to other remedies available to the Federal Government, the department or agency with which this transaction originated may pursue available remedies, including suspension and/or debarment.
70 CERTIFICATION REGARDING LOBBYING
The undersigned [insert name] certifies, to the best of his or her knowledge, that:
No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of an agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement.
If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congressin connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form- LLL, “Disclosure Form to Report Lobbying,” in accordance with its instructions.
The undersigned shall require that the language of this certification be included in the award documents for all sub-awards at all tiers (including subcontracts, sub-grants, and contracts under grants, loans, and cooperative agreements) and that all sub-recipients shall certifyand disclose accordingly.
This certification is a material representation of fact upon which reliance was placed when thistransaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by 31, U.S.C. § 1352 (as amended by the Lobbying Disclosure Act of 1995). Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure.
Contractor, , certifies or affirms the truthfulness and accuracyof each statement of its certification and disclosure, if any. In addition, Contractor understands and agrees that the provisions of 31 U.S.C. § 3801 et seq., apply to this certification and disclosure, ifany.
Signature of Contractor’s Authorized Official: ___________________________________________ Name and Title of contractor’s Authorized Official: __________________________________________ Date:_______________________________
71 ATTACHMENT 5
TERMS AND CONDITIONS
1. Scope of Work. The work to be undertaken is identified in the attached “Attachment III-Scope of Work” which is made a part of this Contract.
2. Reimbursement. The work shall be performed for the Fixed price, Annual price, Monthly price or Hourly rate as indicated above in the variable information table, but shall not exceed the Not-to-Exceed Price if included in the variable information table. Reasonable expenses if authorized and specified in addition to the Hourly Rate if both the Hourly Rate block and the block authorizing Reasonable Expenses are checked in the variable information table. Payment shall be made after the Project Manager or designee reviews and approves the work and after submittal of an invoice by the CONTRACTOR. Expenses and or materials if stipulated shall be paid only upon prior approval and with receipts and only after review and authorization by the Project Manager.
3. Town Project Manager. The TOWN Project Manager or designee for this undertaking who will receive payment invoices and answer questions related to the coordination of this undertaking is identified above in the variable information table.
4. Independent Contractor. CONTRACTOR is an independent contractor, working under his/her own supervision and direction and is not a representative or employee of TOWN nor is the CONTRACTOR a partner or in any way directly affiliated with the TOWN. CONTRACTOR agrees to file tax returns, report compensation and pay all applicable taxes on amounts paid pursuant to this Contract.
5. Ownership. The TOWN retains the exclusive right of ownership to the work, products, inventions and confidential information produced for the TOWN by the CONTRACTOR, and the CONTRACTOR shall not disclose any information, whether developed by the CONTRACTOR or given to the CONTRACTOR by the TOWN. The parties agree that the TOWN will own the work, products, inventions or information produced by the CONTRACTOR pursuant to this Contract.
6. Confidentiality. The CONTRACTOR shall comply as follows and in accordance with the required performance of this contract:
a. All applications, records, data or any information concerning any individual made or kept by any public office, officer or department obtained by the CONTRACTOR in the performance of duties or as a consequence of performing said duties, shall be the confidential property of the TOWN and shall not be communicated, transmitted, reproduced or in any other way conveyed to any person not directly a party to this contract, its terms and conditions in accordance with all applicable laws and regulations including but not limited to the Health Insurance Portability and Accountability Act of 1996 (HIPAA) and any implications thereof including destruction of records or data as appropriate under compliance criteria.
b. No person will publish or disclose or permit or cause to be published or disclosed any data, facts, figures, list of persons or any other form of information obtained by the CONTRACTOR in the performance of duties or as a consequence of performing said duties. No person shall publish, disclose, or use or permit, or cause to be published, disclosed or used any confidential information pertaining to any individual or group of individuals obtained by the CONTRACTOR in the performance of duties or as 72 a consequence of performing said duties.
c. CONTRACTOR agrees to inform all employees, agents, associates and partners on the above provisions and that any person knowingly and intentionally violating the provisions of this clause is guilty of a misdemeanor. CONTRACTOR shall bear equal responsibility for any violation of the provisions of this paragraph.
d. CONTRACTOR agrees and understands that if confidential information concerning any individual made or kept by any public office, officer or department is obtained by the CONTRACTOR and included on any memory device that may be housed in a computer, or other device (such as a “PDA”) may become subject to Federal HIPAA requirements and/or any state or local regulations that apply which could result in surrender of the hard drive, sanitization or the destruction thereof in accordance with Department of Defense (DoD) 5220.22-M standard and/or industry standards current to time of the release of the equipment which ever represents the greatest level of (permanent) information destruction. At the very least, at the end of this contract, CONTRACTOR may be required to stipulate to the fact that no such files exist.
7. Termination. This Contract may be terminated by either the TOWN or CONTRACTOR by a thirty (30)- day written notice. Authorized costs incurred by the CONTRACTOR will be reimbursed up to the date of termination.
Notwithstanding anything stated to the contrary herein, this Contract shall expire on the Completion Date indicated in the above Variable Information Table unless the Completion Date is modified by written amendment to this Contract.
8. Indemnification. CONTRACTOR agrees to accept responsibility for loss or damage to any person or entity, and to defend, indemnify, hold harmless and release the TOWN, its officers, agents and employees from and against any and all actions, claims, damages, disabilities or expenses that may be asserted by any person or entity, including CONTRACTOR, to the extent arising out of or in connection with the negligent acts or omissions or willful misconduct in the performance by CONTRACTOR hereunder, whether or not there is concurrent negligence on the part of the TOWN, but excluding liability due to the active negligence or willful misconduct of the TOWN. This indemnification obligation is not limited in any way by any limitation on the amount or type of damages or compensation payable to or for CONTRACTOR or its agents under worker’s compensation acts, disability benefit acts, or other employee benefits acts. CONTRACTOR shall be liable to TOWN for any loss of or damage to TOWN property arising out of or in connection with CONTRACTOR’s negligence or willful misconduct.
9. Right to Monitor/Audit and Associated Liability. It being understood by the parties hereto that the TOWN’s funding source herein may be TOWN, State and/or Federal appropriation, and therefore CONTRACTOR is responsible for administering the program as described herein, CONTRACTOR agrees to accept responsibility for receiving, replying to and/or complying with an any audit of this project which may be deemed appropriate or required in compliance with TOWN, State or Federal mandates and to reimburse the TOWN for any liability upon the TOWN for any discrepancy resultant from said audit exceptions or for any liability that result from a breach of contract, misrepresentation or inaccuracy.
10. Record Retention and Availability. CONTRACTOR shall maintain and preserve all records related to this agreement in its possession (or will assure the maintenance of such records in the possession of any third party performing work related to this agreement) for a minimum period of three (3) years from the effective date of this agreement, or until all State and/or Federal audits are complete, whichever is later. Upon request, CONTRACTOR shall make available copies of these records to TOWN, State or Federal Governments’ personnel, including but not limited to the State Auditor General. In the event that this contract is related to a FEMA grant record retention shall be three years from the date of the Grant Close-out letter. 73 11. Insurance Requirements. CONTRACTOR shall procure and maintain for the duration of this Contract, insurance against claims for injuries to persons or damages to property which may arise from, or be in connection with the performance of the Work hereunder by CONTRACTOR, CONTRACTOR’s agents, representatives, employees and subcontractors. At the very least, CONTRACTOR shall maintain the insurance coverage, limits of coverage, and other insurance requirements as described in Attachment II to this Contract.
12. Changes to the Contract. Changes to this Contract may only be approved by written amendment to this Contract. No alteration or variation of any term or condition of this agreement shall be valid unless made in writing, signed by the parties hereto in accordance with TOWN Policies and Procedures. No oral understanding or agreement not incorporated as a duly authorized written amendment shall be binding on any of the parties hereto.
13. Representations and Warranties. CONTRACTOR by execution represents the skill, knowledge, proficiency and expertise to perform as herein stipulated and warrants that the credentials presented herein Attachment VI are authentic, current and duly granted.
14. Contractor’s Standard of Care. TOWN has relied upon the professional ability, experience, and credentials presented and represented by the CONTRACTOR as a material inducement to enter into this Contract.
CONTRACTOR hereby warrants that all of CONTRACTOR’s work will be performed in accordance with generally accepted and applicable professional practices and standards as well as the requirements of applicable Federal, State and local laws, it being understood that acceptance of CONTRACTOR’s work by TOWN shall not operate as a waiver or release. Where applicable, the CONTRACTOR shall maintain the appropriate certification(s), license(s) or accreditation(s) through the life of this contract, as submitted and stipulated herein Attachment VI and make them available for audit upon request by the TOWN.
15. Termination for Exceeding Maximum Level of Expenditures. Contracts exceeding the monetary limits delegated to the Purchasing Agent, or authorized deputies, are not valid unless duly executed by the Town Manager. If this Contract was executed for the TOWN of Paradise by the Purchasing Agent, or authorized deputy, this Contract shall automatically terminate on the date that the provision of services or personal property or incurring of expenses, the cumulative total of which, exceedsthe amount prescribed by Government Code Section 25502.5 for personal services contracts or the amount prescribed by Public Contract Code Section 22032 (b) for public works contracts.
16. Termination for Exceeding Maximum Term. Contracts exceeding the five-year term delegated to the Purchasing Agent, or authorized deputies, are not valid unless duly executed by the Chair of the Board of Supervisors. If this Contract was executed for the TOWN of Paradise by the Purchasing Agent, or authorized deputy, this Contract shall automatically terminate on the date that the term exceeds five years. Amendments to this Contract, or new Contracts for essentially the same purpose, shall not be valid beyond the five-year limitation unless duly executed by the Chair of the Board of Supervisors.
17. Compliance with Laws. CONTRACTOR shall comply with all Federal, State and local laws, rules and regulations including, without limitation, and not limited to any nondiscrimination laws. Specifically, the CONTRACTOR by executing this agreement stipulates and certifies that as an individual or as an entity, complies in good faith as well as all actions the following regulatory requirements at least but not limited to:
a. Non-discrimination with regard to minority, women, and disabled veteran-owned business enterprises; hiring practices on the basis of race, color or national origin, gender, handicaps or age. b. Environmental protection legislation and in particular regarding clean air and water, endangered species, handling or toxic substances and the public right to know. 74 c. Drug Free workplace, Comprehensive Alcohol Abuse and Alcoholism Prevention, Treatment and Rehabilitation Act and Public Health Service Act
d. National Labor Relations Board Public Contract Code 10296. e. Domestic Partners – Public Contract Code 10295.3.
f. ADA 1990 42 USC 12101 et seq.
18. Applicable Law and Forum. This Contract shall be construed and interpreted according to California law and any action to enforce the terms of this Contract for the breach thereof shall be brought and tried in the Superior Court of the County of Butte.
19. Contractor Performance and the Breach Thereof. The TOWN may terminate this agreement and is relieved of the payment of any consideration to CONTRACTOR should CONTRACTOR fail to perform the covenants herein contained at the time and in the manner herein provided. CONTRACTOR shall be notified in a timely manner of default and provided 30 days in which to remedy the default. If at the end of the 30 days, if remedy is not made or does not satisfy the default, the TOWN shall notify the CONTRACTOR of the breach and thereby the termination of this contract. In the event of such termination, the TOWN may proceed with the work in any manner deemed proper by the TOWN. The cost to the TOWN shall be deducted from any sum due the CONTRACTOR under this agreement and the balance, if any, shall be retained by the TOWN.
20. Contradictions in Terms and Conditions. In the event of any contradictions in the terms and/or conditions of this Contract, these Attachment I TERMS AND CONDITIONS shall prevail.
21. No Delegation Or Assignment. Provider shall not delegate, transfer or assign its duties or rights under this Agreement, either in whole or in part, directly or indirectly, by acquisition, asset sale, merger, change of control, operation of law or otherwise, without the prior written consent of TOWN and any prohibited delegation or assignment shall render the contract in breach. Upon consent to any delegation, transfer or assignment, the parties will enter into an amendment to reflect the transfer and successor to CONTRACTOR. TOWN will not be obligated to make payment under the Agreement until such time that the amendment is entered into.
22. Conflict of Interest. CONTRACTOR and CONTRACTOR’S employees shall have no interest, direct or indirect, which will conflict in any manner or degree with the performance of services required under this contract. a. This contract is entered into by TOWN upon the expressrepresentation that CONTRACTOR has no other contracts in effect with TOWN except as described on Exhibit “A” hereto attached. Exhibit “A” is hereby made part of this contract by it reference herewith and hereby subjugated to these General Terms and Conditions (Attachment I).
b. CONTRACTOR understands and will adhere to the TOWN’s policy that no contracts shall knowingly be issued to any current TOWN employee or his/her immediate family or to any former TOWN employee or his/her immediate family until two years after separation from employment, without notifying the Director of the Department of Human Resources in writing:
Director of Human Resources
5555 Skyway
Paradise, CA 95969
75 c. CONTRACTOR stipulates by execution of this contract that they have no business or other interest that provides any conflict with the interest of the Town of Paradise in the matters of this agreement.
CONTRACTOR recognizes that it is a breach of ethics to not disclose any interest that may be a conflict to the TOWN for the advice of Town Attorney on the matter prior to executing this contract.
23. Canon of Ethics. CONTRACTOR by execution of this contract agrees to act in the best interest of and on behalf of the Town of Paradise and its constituents in all matters, honest, fair, prudent and diligent as dictated by reasonable standards of conduct for their profession.
24. Severability. The terms and conditions of this contract shall remain in force and effect as a whole separate from and even if any part hereof the agreement is deemed to be invalidated.
25. No Implied Waiver. In the event that The TOWN at any point ignores or allows the CONTRACTOR to break an obligation under the agreement, it does not mean that TOWN waives its future rights to require the CONTRACTOR to fulfill those obligations.
26. Entirety of Agreement. This contract inclusive of all Attachments herein in stipulated and made part of the contract constitutes the entire agreement between these parties. 76 EXHIBIT “A”
Acknowledgement of OTHER TOWN Contracts
List any and all contracts that you have with TOWN agencies. If none, you must stipulate “none.” This cannot be left blank or omitted from the contract.
77 ATTACHMENT 6
INSURANCE REQUIREMENTS FOR PROFESSIONAL SERVICES
*Please provide a copy of Attachment II to your insurance agent.
Contractor shall procure and maintain for the duration of this contract, insurance against claims for injuries to persons or damages to property that may arise from or be in connection with the performance of the work hereunder by Contractor, Contractor’s agents, representatives, employees and subcontractors. Before the commencement of work Contractor shall submit Certificates of Insurance and Endorsements evidencing that Contractor has obtained the following forms of coverage:
A. MINIMUM SCOPE AND LIMITS OF INSURANCE - Coverage shall be at least as broad as:
1) Commercial General Liability (CGL): Insurance Services Office (ISO) 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 $2,000,000 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. 2) Automobile Liability: ISO’s Commercial Automobile Liability coverage form CA 00 01.
1. Commercial Automobile Liability: Covering any auto (Code 1) for corporate/business owned vehicles, or if Contractor has no owned autos, covering hired (Code 8) and non-owned autos (Code 9), with limits no less than $1,000,000 per accident for bodily injury and property damage.
2. Personal Lines automobile insurance shall apply if vehicles are individually owned, with limits no less than $100,000 per person, $300,000 each accident, $50,000 property damage. 3) Workers’ Compensation Insurance: As required by the State of California with Statutory Limits and Employer’s Liability Insurance with limits of no less than $1,000,000 per accident for bodily injury and disease. (Not required if Contractor provides written verification he or she has no employees.) 4) Professional Liability (Errors and Omissions): Insurance appropriate to Contractor’s profession, with limits no less than $1,000,000 per occurrence or claim, $2,000,000 aggregate.
If Contractor maintains broader coverage and/or higher limits than the minimums shown above, the Town requires and shall be entitled to the broader coverage and/or higher limits maintained by Contractor. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the Town.
B. OTHER INSURANCE PROVISIONS - The insurance policies are to contain, or be endorsed to contain, the following provisions:
78 1) The Town of Paradise, its officers, officials, employees and volunteers are to be covered as additional insureds on the CGL and Commercial Auto policies with respect to liability arising out of work or operations performed by or at the direction of the Contractor, including materials, parts or equipment furnished in connection with such work or operations. General Liability coverage can be provided in the form of an endorsement to Contractor’s insurance (at least as broad as ISO Form CG 20 10 11 85 or both CG 20 10, CG 20 26, CG 20 33, or CG 20 38 and CG 20 37 forms if later revisions used). 2) For any claims related to this contract, Contractors insurance coverage shall be primary insurance coverage at least as broad as ISO Form CG 20 01 04 13 as respects the Town, its officers, officials, employees and volunteers. Any insurance or self-insurance maintained by the Town, its officers, officials, employees and volunteers shall be excess of Contractors insurance and shall not contribute with it. 3) Each insurance policy required above shall state that coverage shall not be canceled, except with notice to the Town.
C. WAIVER OF SUBROGATION: Contractor hereby grants to Town a waiver of any right to subrogation which any insurer of said Contractor may acquire against the Town by virtue of the payment of any loss under such insurance. Contractor agrees to obtain any endorsement that may be necessary to affect this waiver of subrogation, but this provision applies regardless of whether or not the Town has received a waiver of subrogation endorsement from the insurer.
The Workers ’Compensation policy shall be endorsed with a waiver of subrogation in favor of the Town for all work performed by the Contractor, its employees, agents and subcontractors.
D. SELF-INSURED RETENTIONS: Self-insured retentions must be declared to and approved by the Town. The Town may require Contractor to purchase coverage with a lower retention or provide proof of ability to pay losses and related investigations, claim administration and defense expenses within the retention. The policy language shall provide, or be endorsed to provide, that the self-insured retention may be satisfied by either the named insured or Town.
E. ACCEPTABILITY OF INSURERS: Insurance is to be placed with insurers authorized to conduct business in the state with a current A.M. Best’s rating of no less than A:VII, unless otherwise acceptable to the Town.
F. VERIFICATION OF COVERAGE: Contractor shall furnish Town with original certificates of insurance including all required amendatory endorsements (or copies of the applicable policy language affecting coverage required by this clause) and a copy of the Declarations and Endorsement Page of the CGL policy listing all policy endorsements before work begins. However, failure to obtain the required documents prior to the work beginning shall not waive the Contractor’s obligation to provide them. The Town reserves the right to require complete, certified copies of all required insurance policies, including endorsements required by these specifications, at any time.
79 G. SPECIAL RISKS OR CIRCUMSTANCES: Town reserves the right to modify these requirements including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances.
H. SUBCONTRACTORS: Contractor shall include all subcontractors as insured under its policies or require all subcontractors to be insured under their own policies. Ifsubcontractors are insured under their own policies, they shall be subject to all the requirements stated herein, including providing the Town certificates of insurance and endorsements before beginning work under this contract.
I. CLAIMS MADE POLICIES: If any of the required policies provide coverage on a claims-made basis:
1) The Retroactive Date must be shown, and must be before the date of the contract or the beginning of contract work.
2) Insurance must be maintained and evidence of insurance must be provided for at least five (5) years after completion of the contract of work.
3) If coverage is canceled or non-renewed, and not replaced with another claims-made policy form with a Retroactive Date prior to the contract effective date, the Contractor must purchase “extended reporting” coverage for a minimum of five (5) years after completion of contract work. 4) A copy of the claims reporting requirements must be submitted to the Town for review. 80 ATTACHMENT 7
PROFESSIONAL CREDENTIALS
The CONTRACTOR herein presents the required and essential credentials for performance of this contract and warrants them to be authentic, current and duly granted.
List required and essential credentials which will be available in the contract file and may or may not be hereto attached and which may be but are not limited to:
Professional Degrees
Licenses
Certifications
Bonds
81 ATTACHMENT 8
Scope of Work
Unless indicated otherwise herein, the CONTRACTOR shall furnish all labor, materials, transportation, supervision and management and pay all taxes required to complete the project described below:
At (fill in the appropriate point) prior to the end of the contract term an assessment may be made of the value of the professional services herein delineated and thus far received. At the conclusion of the assessment, it may be determined that the CONTRACTOR owes certain fulfillment and/or deliverables for which the remaining payments may be withheld up to 20% of the contract. The assessment may determine that there is additional work to be amended to this scope of work. In the event of an amendment, the CONTRACTOR shall be notified and the amendment submitted and duly authorized in accordance with TOWN Policy and Procedure. Otherwise, pertaining to this contract’s scope of work it is the CONTRACTOR’s responsibility to remain within the term and amount of the contract. If the terms and/or conditions of this contract including the amounts, rates, time and/or duration are exceeded in any way without fully executed amendment, the CONTRACTOR may not be reimbursed.
NOTE: If detail rate schedules or other documents are appropriate to the Scope of Work and separate from this Attachment III they must be stipulated in this Attachment by specific reference and thereby made part of this contract, labeled accordingly (Attachment III, Exhibit A, (or whatever the appropriate specific reference), etc.). They must also be included in the pagination of this contract. Consequently, it is necessary to scan them into the body of the contract where pagination control can make them inclusive.
Duties and obligations of the CONTRACTOR:
Since this is a professional service contract, this is the appropriate point in the contract to stipulate any subjective expectation that may be implied by their profession but once explicated become performance elements of the contract.
State all specific elements of the contract for which specific payment due as objectively as possible. Whether contract is based on hourly, daily, weekly, monthly rates; flat rate for deliverables; project milestone incremental payments; charges for use of particular (i.e., therapeutic) equipment or implements; any reports, criteria and schedule
If expenses are allowed, specify what is reasonable and/or reimbursable AND always state that expenses (unless per diem) must be preapproved and accompanied by receipts. There should be a cap to the expenses.
If “materials” are required, specify what they will (or might be) and some approximation not to exceed amount.
Unless the materials are provisions of the “house” of the contractor, they will require receipts to be presented with invoice stipulating their charge.
State any circumstances under which no payment will be made.
State if payments are contingent on specific delineation on the invoice(s) such as coding or regulatory designated description.
Recommend that rates be laid out in table format if possible for clarity and ease of processing payments.
State specifically that payments stipulated are the Contractor’s only compensation.
Duties and obligations of the TOWN:
82 TOWN’s obligations may be:
o Town reserves the right to award more than one contract, if desired. o Make any relevant notification promptly
o Provide data promptly
o Provide schedules or set up meetings or respond to presentation of information promptly o Pay upon provision as herein stipulated and after presentation of appropriate receipts and/or invoice. o If possible avoid stipulating payment within specific period. If absolutely necessary state no less than 30 days and 60 days is not atypical.
o Town does not pay interest or penalties.
83 84
Community Development Consultants
TOWN OF PARADISE
CDBG-DR Disaster Recovery Workforce
Development (DR-Workforce)
Compliance Services
RFP #TOPWFD-2026B
MAR
2026
1000 Lincoln Road H-212
Yuba city, CA 95991
916.449.3944
www.adamsashbygroup.com
85 1
March 12, 2026
Brian Solecki
Recovery and Economic Development Project Manager
Town of Paradise
5555 Skyway
Paradise, CA 95969
Re: Proposal – CDBG-DR Disaster Recovery Workforce Development (DR-Workforce) Compliance Services: RFP #TOPWFD-2026B – March 13, 2026 Dear Mr. Solecki:
Adams Ashby Group, Inc. respectfully submits this proposal to provide compliance services for the Town of Paradise’s CDBG-DR Disaster Recovery Workforce Development (DR-Workforce) Program.
Our firm has extensive experience supporting local jurisdictions in the administration and compliance oversight of federally funded community development programs, including CDBG, CDBG-DR, and HOME. We specialize in developing structured compliance systems that align with HUD requirements, 2 CFR Part 200 (Uniform Guidance), and California HCD Standard Agreements.
We understand that the Town seeks a compliance consultant whose role is advisory and technical in nature, with final compliance determinations and reimbursement certifications remaining with the Town. Our approach is designed to reinforce that structure by providing proactive risk identification, reimbursement documentation review, compliance monitoring support, and structured reporting systems while preserving the Town’s decision-making authority.
Our team will provide:
• Ongoing advisory support on interpretation and application of the HCD Standard Agreement and DR-Workforce Policies & Procedures
• Reimbursement documentation review for allowability, completeness, and cost reasonableness
• Advisory compliance file reviews and risk assessments • Monitoring preparation and audit support
• Monthly or quarterly compliance summaries and tracking logs • On site and Virtual training with capacity-building support for project partners 86 2
We recognize that expenditures will ramp up beginning in Q2 2026 and increase as program implementation expands. Our proposed staffing model allows for scalable support during peak reimbursement periods while maintaining cost control under a clearly defined Not-To-Exceed structure.
Adams Ashby Group brings a disciplined, documentation-driven approach to compliance. Our systems emphasize:
• Clear audit trails
• Risk mitigation prior to reimbursement submission
• Structured corrective action tracking
• Alignment with cross-cutting federal requirements including National Objectives, Section 3, Duplication of Benefits, cost reasonableness, procurement, and recordkeeping We are committed to supporting the Town of Paradise in maintaining full compliance throughout the performance period and through final HCD closeout.
Thank you for your consideration. We look forward to the opportunity to support the Town in advancing this critical workforce development initiative.
Sincerely,
Lorie Ann Adams
President
FED ID NO: 47-2780215
UEI: R9SSB9PUJNL5
87 3
TABLE OF CONTENTS
I. Respondent’s Experience Summary..................................................................... 5-12 • Overview of Firm Experience
• Relevant CDBG / CDBG-DR / HOME Compliance Experience
• Experience with Federal Cross-Cutting Requirements
• Reimbursement Review & Cost Allowability Experience
• Monitoring & Audit Support Experience
• Comparable Project Descriptions
• Timeline for Completion of Required Tasks
• Client References
II. Firm Capabilities.............................................................................................. 13-19 • Organizational Overview
• Staffing Structure & Assigned Roles
• Internal Compliance Systems & Quality Control Procedures • Capacity to Scale Services During Peak Periods
• Experience Coordinating Multi-Partner Grant Programs
• Availability & Commitment to Project Timeline
III. Cost Proposal.................................................................................................. 20-22 • Hourly Rate Schedule
• Labor Category Descriptions
• Estimated Level of Effort by Task
• Task-Based Cost Breakdown
• Total Not-To-Exceed Amount
• Billing & Invoicing Methodology
• Statement of Cost Reasonableness
88 4
IV. Draft Scope of Work........................................................................................ 23-39 • Project Initiation & Compliance Framework
• General Compliance Monitoring & Technical Assistance
• Reimbursement Documentation Support
• Compliance Reviews & Monitoring Support
• Reporting & Documentation
• Training & Capacity Building
• Closeout Support
• Deliverables Schedule
Appendix A – Key Personnel Resumes.................................................................. 40-50 89 5
I. Respondent’s Experience Summary
Overview of Firm Experience
Adams Ashby Group, Inc:
Adams Ashby Group, Inc. is a California-based community development consulting firm founded in 2009 that specializes in assisting local governments with the administration and compliance of state and federally funded programs. The firm provides services including grant application development, program implementation, compliance monitoring, reimbursement documentation review, and long-term grant administration for programs such as CDBG, CDBGDR, and HOME. Adams Ashby Group works closely with municipalities and project partners to interpret funding needs, applications and agreements, integrate regulatory requirements into project management systems, and maintain documentation that meets federal and state standards. The firm routinely supports agencies with reimbursement packet review, cost allowability verification, internal compliance assessments, and preparation for monitoring visits and audits. Through technical assistance, training, and practical program management experience, Adams Ashby Group helps communities maintain compliance and successfully implement complex grant-funded initiatives.
Harsany & Associates:
Our firm has been providing administrative support and technical assistance to local communities using federal programs such as CDBG, HOME, and CDBG-DR since 2010. In that time, we have worked with scores of local communities and organizations to address community challenges. For more about our firm, and our work, please visit our website at HarsanyAssociates.com.
Relevant CDBG / CDBG-DR / HOME Compliance Experience
Our team brings extensive experience in federal and state compliance for programs funded through the U.S. Department of Housing and Urban Development (HUD) and administered by the California Department of Housing and Community Development (HCD). Adams Ashby Group has supported numerous jurisdictions in implementing CDBG, CDBG-DR, and HOME programs, providing guidance on regulatory requirements, documentation standards, reimbursement processes, and ongoing compliance monitoring. Our work routinely includes assisting agencies and project partners with interpreting funding agreements, maintaining compliant project records, and preparing for monitoring and audit reviews. The following table provides examples of communities where our team has provided compliance and program administration support for CDBG, CDBG-DR, and HOME funded program
90 6
Adams Ashby Group, Inc:
Name of organization for
which we provided the
service
Type of service provided Funding source tied to service for which we were ensuring compliance
City of Lakeport Provides grant administration and compliance support including environmental review, procurement compliance, Section 3 implementation, reimbursement documentation review, project reporting, and staff coordination across multiple funding sources.
CDBG-DR (MIT-PPS, INF, CDBG-DR MHP),
CDBG, HOME, USDA, PLHA
Town of Paradise Provided support related to disaster recovery planning and program implementation associated with Camp Fire recovery funding initiatives.
CDBG-DR MHP
County of Tuolumne Support administration of multiple CDBG-funded infrastructure, housing and public service programs including compliance oversight and contract management.
CDBG, PLHA, HOME
Harsany & Associates:
Name of organization for
which we provided the
service
Type of service provided Funding source tied to service for which we were ensuring compliance
City of Clearlake Provided administrative support to ensure that regulatory requirements were met; to create needed systems, tools, templates, policies, and procedures; and to work with the City in the day to day administration of the program.
CDBG-DR, HOME
HUD Various multiple trainings across the Country to ensure grantee compliance with regulatory and cross-cutting requirements
CDBG, HOME, NSP, CDBG-CV, CDBG-DR,
HOME-ARP
Experience with Federal Cross-Cutting Requirements
Adams Ashby Group, Inc. and Harsany and Associates has extensive experience assisting local governments and project partners in navigating the cross-cutting federal requirements associated with HCD/HUD-funded programs administered through the California Department of Housing and Community Development (HCD). Our team routinely provides guidance on the interpretation and implementation of regulatory requirements related to National Objective documentation, Duplication of Benefits analysis, Section 3 compliance, labor compliance, procurement standards, cost reasonableness, and recordkeeping requirements. In addition to advisory 91 7
support, we assist jurisdictions and their partners in integrating these requirements into project management systems, reimbursement documentation processes, and compliance monitoring procedures to ensure consistency with federal and state regulations. Through ongoing technical assistance, documentation review, and compliance monitoring, our team helps communities maintain program integrity while successfully implementing federally funded disaster recovery and community development initiatives. Below we have provided examples reflecting our experience.
Adams Ashby Group, and Harsany & Associates:
Name of Organization(s)
for Which We Provided
the Service
Type of Service Provided
Funding Source Tied to
Service for Which We
Ensured Compliance
County of Nevada;
County of Tuolumne
Supported administration and compliance oversight for housing and community development programs including regulatory compliance monitoring, documentation review, reimbursement reporting, and implementation of federal cross-cutting requirements such as procurement standards, Environmental, labor compliance, Section 3 implementation, BABA recordkeeping, and cost reasonableness. Supported compliance with local non-profit partners and utility districts and provided training and monitoring.
CDBG, CDBG-DR MHP,
HOME, PLHA
City of Lakeport; City of
Clearlake
Provided grant administration and compliance support for disaster recovery, mitigation, and infrastructure programs including environmental review, procurement compliance, labor compliance, Section 3 implementation, reimbursement documentation review, federal reporting, and coordination with project partners including developers, non-profits, and utility districts.
CDBG-DR (MIT-PPS, INF,
CDBG-DR MHP), CDBG,
HOME, USDA, PLHA,
DRGR, LGMG
Town of Paradise Supported disaster recovery program implementation activities associated with Camp Fire recovery funding to support multifamily housing development, including regulatory coordination and compliance considerations related to CDBG-DR MHP program. This included labor compliance, Section 3, procurement, funding allocation, underwriting, and secondary funding awards.
CDBG-DR MHP
Tuolumne County Provided administrative support to ensure that regulatory requirements and cross cutting requirements were being met in the development of two Resilience Centers (over $20 million dollar project).
CDBG-DR, NSP
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Reimbursement Review & Cost Allowability Experience
Adams Ashby Group, Inc. and Harsany and Associates has extensive experience supporting local governments and project partners in the review and preparation of reimbursement documentation to ensure compliance with federal and state funding requirements. Our team routinely assists jurisdictions in verifying that costs submitted for reimbursement are reasonable, necessary, and allowable under program guidelines and consistent with applicable federal regulations and the requirements of the California Department of Housing and Community Development (HCD). This work includes reviewing supporting documentation, verifying compliance with procurement and contracting requirements, and ensuring that expenditures are properly documented and aligned with approved project activities. HCD has a multi level approach to reimbursement processing and can be time consuming for jurisdiction staff and partners. We work to keep these impacts to a minimum and establish procedures to accomplish as succinct as possible for the partner, jurisdiction as well as HCDs fiscal team.
Adams Ashby Group Inc:
The Harsany and Associates team will be the lead on fiscal review and approvals and Adams Ashby Group Inc. will support their role. As provided in the jurisdiction tables above each of our contracts with jurisdictions requires review of costs and justification of cost reasonableness. In practice, Adams Ashby Group works closely with municipal staff and project partners to develop clear processes for assembling and reviewing reimbursement packages prior to submission. Our team reviews cost reasonableness, invoices, contracts, timesheets, participant documentation, and other supporting materials to confirm that the costs meet program eligibility requirements and are adequately supported by the required documentation. We also verify that expenditures align with approved budgets, confirm that procurement and contracting procedures were followed, SAM.GOV is in order and ensure that required cross-cutting federal requirements have been addressed. When inconsistencies or missing documentation are identified, our team works directly with staff and project partners to resolve issues and strengthen the documentation prior to submission. Through this proactive review process, Adams Ashby Group, Inc. helps jurisdictions reduce the risk of rejected reimbursement requests, monitoring findings, or audit issues.
Harsany & Associates:
Examples of firm Experience with Reimbursement Review & Cost Allowability Name of organization for
which we provided the
service
Type of service provided Funding source tied to service for which we were ensuring compliance
City of Lakeport, CA Reviewed request for reimbursement of expenses to a for-profit developer associated with the development of affordable housing
CDBG-DR
City of Detroit Reviewed reimbursement requests from non-profits running programs funded through the City to ensure that costs were eligible, allocable, and reasonable.
CDBG, NSP, HOME
City of Canton, OH Reviewed reimbursement requests from non-profits running programs funded through the City, and assisted them in establishing tracking systems and clear policies and procedures around financing grant funded programs.
NSP, CDBG, HOME
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Monitoring & Audit Support Experience
Adams Ashby Group, Inc. will provide audit and monitoring support for the Town of Paradise and its seven partner agencies to ensure grantfunded programs and projects remain compliant with applicable federal, state, and local requirements. Our approach includes coordinated file reviews, compliance verification, and technical assistance designed to strengthen program administration and address potential findings before they occur. As described in the following section, our team brings extensive experience supporting jurisdictions with monitoring, audit preparation, and corrective action strategies for complex, multi-partner grant programs. The audits and monitoring have resulted in minor concerns in a few of the programs otherwise no issues, concerns or findings were identified. Examples of experience are found in the tables below:
Adams Ashby Group, Inc.
Jurisdiction Funding Program Activity Type
City of Anderson CDBG-CV/CDBG Public Service / COVID Response; Code Enforcement City of Clearlake CDBG-CV; CDBG-DR; CDBG Public Infrastructure; Code Enforcement City of Grover Beach CDBG Public Infrastructure
County of San Joaquin ESG; CDBG; CDBG-CV; HOME (HUD) Public Service/Homeless Services; Public Facilities; Public Services; Multi-family Housing
Tuolumne County CDBG-CV; CDBG; NSP Public Service / COVID Response; Public Infrastructure; CRC Projects Harsany & Associates:
Name of organization for
which we provided the
service
Type of service provided Funding source tied to service for which we were ensuring compliance
City of Lima, OH Developed monitoring systems, and monitored projects funded through their HOME program
HOME
City of Mesa, AZ Provided monitoring of non-profit organizations, along with training, technical assistance, and support.
Neighborhood Stabilization Program
(NSP), which was based on CDBG
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Comparable Project Descriptions
Adams Ashby Group Inc & Harsany & Associates:
Town of Paradise Multifamily housing developments – In partnership with Harsany and Associates, we provided intensive administrative support to ensure that regulatory requirements were met; to create needed systems, tools, templates, policies, and procedures; and to work with the Town in the day to day administration of the program.
County of Tuolumne Community Resource Center Development Grant –In partnership with Harsany & Associates, we provided administrative support to ensure that regulatory requirements and cross cutting requirements were being met in the development of two Resilience Centers (over $20 million dollar project).
City of Clearlake, City of Lakeport Multifamily housing development and MITPPS/INF Projects – In partnership with Harsany & Associates, we are providing intensive administrative support to ensure that regulatory requirements are met; to create needed systems, tools, templates, policies, and procedures; and to work with the jurisdiction staff and multiple departments implementing the various projects and programs. We are a key factor in the day to day administration of the programs and projects being implemented and required to work with various partners outside of the jurisdictional staff to coordinate compliance.
Harsany & Associates:
Ohio CDC Association TA – Doug and Cindy were brought in by the Ohio CDC Association, a Statewide non-profit providing support to local nonprofits across the State, to provide intensive technical assistance to local non-profit organizations, assessing and helping them to build local capacity, identify resources, and guiding them to better reach their individual missions around workforce development, affordable housing, and other goals.
Timeline for Completion of Required Tasks
Implementation will begin with a Kickoff Meeting on April 10, 2026, followed by structured outreach and coordination with the Town and additional six partner agencies to confirm project scopes, compliance requirements, and monitoring procedures. Initial compliance infrastructure, tracking systems, and training materials will be developed within the first 60–90 days of program implementation. Ongoing monitoring, reimbursement advisory support, reporting, and training will continue throughout project implementation, with closeout preparation beginning at least 90 days prior to the State expenditure deadline to ensure timely reconciliation and contract closeout. Below is a draft outline of the deliverables identified, although this is a draft and will be adjusted based on the initial meeting and partner meetings that will occur. 95 11
Preliminary Deliverables Schedule:
Deliverable Frequency / Timing
Kickoff Meeting with Town of Paradise April 10, 2026
Partner Outreach & Initial Coordination (6 partners) April – May 2026 Project Initiation Compliance Framework Memorandum Within 60 days of contract execution Compliance Tracking System Implementation Within 60 days of contract execution Standardized Reimbursement Review Checklists Initial delivery within 90 days; updated as needed
Advisory Reimbursement Review Memoranda With each reimbursement cycle Monthly Compliance Summary Report (including Section 3
tracking status)
Monthly
Semi-Annual Labor Compliance Reporting Support (if
applicable)
Semi-Annually
Risk Tracking Log & Corrective Action Register Updated Monthly Quarterly Advisory File Review Reports Quarterly
Monitoring Readiness Assessment Summary Annually or prior to HCD monitoring Regulatory Update Memoranda As issued by HCD/HUD
Structured Training Curriculum & Materials Initial delivery within 90 days Virtual Training Sessions Bi-Annual minimum; additional as needed
On-Site Training Sessions As scheduled or required
Refresher Training (aligned with reimbursement ramp-up) As needed during peak activity Partner-Specific Technical Assistance Summaries As needed Closeout Compliance Checklist Final project phase
Final Reimbursement Reconciliation Memorandum Prior to final submission EUNA Portal Documentation Upload Support During closeout phase Closeout Documentation Verification Report Prior to HCD closeout certification 96 12
Client References
Adams Ashby Group, Inc: Services Provided
City of Lakeport
Kevin Ingram, City Manager
225 Park Street
Lakeport, CA 95453
Phone: (707) 263-8841
Email: [email protected]
In partnership with Harsany & Associates, we are
providing intensive administrative support to ensure
that regulatory requirements are met; to create
needed systems, tools, templates, policies, and
procedures; and to work with the jurisdiction staff
and multiple departments implementing the various
projects and programs. We are a key factor in the
day to day administration of the programs and
projects being implemented and required to work
with various partners outside of the jurisdictional
staff to coordinate compliance.
Town of Paradise
Nadia Alekseev, Housing Program Manager
5555 Skyway
Paradise, CA 95969
Phone: 530.872.6291
Email: [email protected]
In partnership with Harsany and Associates, we
provided intensive administrative support to ensure
that regulatory requirements were met; to create
needed systems, tools, templates, policies, and
procedures; and to work with the Town in the day
to day administration of the program.
County of Nevada
Angela Masker, Senior Administrative Analyst
950 Maidu Street
Nevada City, CA
Phone: 530.265.1625
Email: [email protected]
We are providing intensive administrative support
to ensure that regulatory requirements are met; to
create needed systems, tools, templates, policies,
and procedures; and to work with the jurisdiction
staff and multiple departments implementing the
various projects and programs.
Harsany & Associates: Services Provided
City of Clearlake
Alan Flora, City Manager
14050 Olympic Drive
Clearlake, CA 95422
Phone: 831-320-3510
Email: [email protected]
In partnership with Adams Ashby Group, we are
providing intensive administrative support to
ensure that regulatory requirements are met; to
create needed systems, tools, templates, policies,
and procedures; and to work with the jurisdiction
staff and multiple departments implementing the
various projects and programs.
Clermont County, OH
Desmond Maaytah, Community + Economic
Development Administrator
101 East Main Street
Batavia, OH 45103
Phone: 513.732.7907
Email: [email protected]
We are providing intensive administrative support
to ensure that regulatory requirements are met; to
create needed systems, tools, templates, policies,
and procedures. We are a key factor in the day to
day administration of the programs and projects
being implemented and required to work with
various partners outside of the jurisdictional staff
to coordinate compliance.
Please find our resumes attached to this proposal under:
Appendix A – Key Personnel Resumes
97 13
II. Firm Capabilities
Adams Ashby Group has been designed to meet the needs of our clients.
We bring together a strong team – in an environment that will take care of the department and community concerns. The Adams Ashby Group has more than 30 years of experience in community development services and is ready to put this experience to work for you!
We have been working together as Adams Ashby Group for over 17 years and bring over 30 years of community development experience and knowledge that is outlined in the following pages. The projects and program experiences outlined in this document were completed during our careers and we bring these experiences to the Adams Ashby Group. We are a full-service firm, and our background will provide you with a broad knowledge base.
Lorie Ann Adams is a Principal and co-founder of Adams Ashby Group, a community development consulting firm established in 2009 that specializes in helping local governments access and manage state and federal funding for community development projects. With more than three decades of experience in public funding programs, Ms. Adams leads grant strategy, program design, and regulatory compliance for projects funded through programs such as CDBG, HOME, USDA, and other federal and state initiatives. She serves as the primary point of contact for many municipal clients and oversees the development, application, administration, and closeout of grant-funded programs and projects. Through her leadership, Adams Ashby Group has supported communities across California in securing and implementing millions of dollars in funding for housing, infrastructure, and community facilities while ensuring compliance with complex federal and state regulations.
Beth Dodd serves as a Community Development Specialist with Adams Ashby Group and provides technical support for grant administration, compliance monitoring, and program implementation for state and federally funded community development programs. She works closely with project managers and municipal clients to support policy and procedure development, regulatory compliance, and reporting requirements associated with programs such as CDBG, HOME, USDA and other federally funded initiatives. Ms.
Dodd assists with the preparation and review of reimbursement documentation, monitoring files, and program records to ensure compliance with federal and state requirements, including 2 CFR Part 200 and HUD regulatory standards. She also supports subrecipient training, compliance reviews, and the development of program tools and templates that help local agencies maintain accurate documentation and successfully implement grant-funded programs.
98 14
The outlined scope of work is unique and requires a special skill set and program knowledge to ensure it is executed per the contract and multiple layers of regulations. Assignment of task to each consultant is provided, in detail, see Scope of Work section in this proposal for more detail. Together, we will provide this service to the Town over the process of implementing Harsany & Associates guides and manages project development, assists with policies and procedures, conducts plans and studies, guides organizational and financial strategy, and provides technical assistance and training to states, local governments, and non-profit entities.
Here are a few of the things that set our firm apart from others providing similar services:
▪ We think broadly about organizational needs and challenges, and utilize a holistic approach to connect you to best practices in the fundamental areas of assessment, planning, implementation, management and evaluation.
▪ We help you to achieve effective results by integrating the core competencies of organizational management, strategy, and leadership skills with practice area expertise. ▪ We provide analysis of finances and financial management processes, helping organizations understand what their financial reports are saying today and guiding them to where they want to be tomorrow. ▪ We guide you through an individualized approach because we recognize that both your organization and your needs are unique.
Harsany & Associates also brings decades of practical experience in community revitalization, housing development, job creation/workforce development, and in guiding community and non-profit organizations. At our core we are problem solvers. Let us know how we can assist you in solving your next challenge. We are both experienced practitioners and skilled consultants.
Principals of Firm
Doug Harsany, Founder and President
Doug founded Harsany & Associates, LLC in 2010. As the President of this firm he is responsible for managing all operations, but also spends a great deal of his time providing project/program management and technical assistance services. Doug is an expert in a variety of areas associated with planning, community revitalization, economic development, affordable housing, and the managing of people and organizations.
Doug has over 20 years of experience within the community development and affordable housing industry.
Cindy Harsany, Partner & CFO
In her role with Harsany & Associates, LLC, Cindy takes the lead in assessing and managing organizational structure. She strengthens efficiency, revenue, and stakeholder satisfaction through engagement. Her assessment skills are well-honed, and she motivates through her approach, creating high performance teams that make a difference in society. Her deep background in accounting and finance allows her to see the picture that numbers create and develop financial strategies that lead to successful outcomes and goals. For additional firm information visit HarsanyAssociates.com.
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Staffing Structure & Assigned Roles
Adams Ashby Group, Inc., in partnership with Harsany & Associates, has assembled a focused and experienced project team to support the Town of Paradise. The team will be led by Lorie Adams, Principal of Adams Ashby Group, Inc., who will serve as the Project Lead and primary point of contact for the Town. Ms. Adams will provide overall project direction, ensure compliance with applicable program requirements, coordinate team activities, and maintain consistent communication with Town staff to ensure project goals and timelines are achieved. Together, this team provides a balanced combination of leadership, program management experience, and technical capacity to ensure the successful completion of the Town’s objectives. The roles and responsibilities of each team member are outlined in the chart below.
Service Area Tasks Role Assigned Staff
Project
Management &
Coordination
Provide overall project management, coordination with the Town of Paradise, scheduling, and oversight of all project deliverables to ensure compliance with the HCD Standard Agreement and DR-Workforce policies.
Project Lead and
Primary Point of
Contact
Lorie Adams – Adams
Ashby Group, Inc.
Assist with coordination of meetings, documentation tracking, scheduling, and internal project record management.
Project
Administration
Support
Beth Dodd – Adams
Ashby Group, Inc.
Provide advisory input on program compliance, reimbursement procedures, and federal cross-cutting requirements as part of the project team.
Compliance
Advisory Support
Doug Harsany –
Harsany & Associates
Provide additional advisory support related to compliance, reimbursement documentation, and reporting requirements.
Compliance
Advisory Support
Cindy Harsany –
Harsany & Associates
General
Compliance
Monitoring &
Technical
Assistance
Provide overall compliance oversight and guidance to ensure the program adheres to the HCD Standard Agreement, federal cross-cutting requirements, and DRWorkforce policies.
Compliance
Oversight
Lorie Adams – Adams
Ashby Group, Inc.
Support compliance monitoring activities, track required documentation, and coordinate technical assistance to ensure program requirements are met.
Compliance
Coordination
Beth Dodd – Adams
Ashby Group, Inc.
Provide guidance on cross-cutting and other Federal and State requirements.
Develop tools and systems to ensure compliance.
Compliance
Guidance
Doug Harsany –
Harsany & Associates
Provide additional advisory support related to compliance, reimbursement documentation, and reporting requirements.
Compliance
Advisory Support
Cindy Harsany –
Harsany & Associates
Reimbursement
Documentation
Support
Provide oversight of reimbursement request preparation and ensure alignment with grant requirements and program policies prior to submission to Town Fiscal Team.
Reimbursement
Oversight
Lorie Adams – Adams
Ashby Group, Inc.
Coordinate the compilation and submission of reimbursement documentation and maintain supporting records in accordance with program requirements.
Documentation
Coordination
Beth Dodd – Adams
Ashby Group, Inc.
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16 Primary responsibility for reviewing documentation associated with reimbursable expenses to ensure allowability, completeness, and compliance with federal and state requirements.
Financial
Compliance
Review
Doug Harsany –
Harsany & Associates
Provide financial technical expertise in reviewing reimbursement requests and ensuring adherence to federal and state compliance standards and best practices.
Financial
Compliance
Support
Cindy Harsany –
Harsany & Associates
Compliance
Reviews &
Audit Support
Coordinate preparation for monitoring or audit reviews and ensure the Town’s documentation and internal controls meet program requirements. Attend meetings and audits with State Audit team.
Monitoring &
Audit
Coordination
Lorie Adams – Adams
Ashby Group, Inc.
Assist in assembling documentation, maintaining files, and coordinating responses to monitoring inquiries or audit requests.
Documentation
Support
Beth Dodd – Adams
Ashby Group, Inc.
Provide technical support for compliance reviews and assist with interpretation of regulatory requirements during monitoring or audit activities. Attend meetings and audits with State Audit team.
Compliance
Review Support
Doug Harsany –
Harsany & Associates
Provide additional support and technical expertise during compliance reviews and audit preparation as needed.
Compliance
Review Support
Cindy Harsany –
Harsany & Associates
Reporting &
Documentation
Provide oversight of program reporting to ensure compliance with grant requirements and alignment with program policies. Submit in accordance with Town directions (Euna Grant System)
Reporting
Oversight
Lorie Adams – Adams
Ashby Group, Inc.
Prepare monthly compliance summaries, activity reports, documentation logs, and progress updates for the Town.
Reporting
Preparation
Beth Dodd – Adams
Ashby Group, Inc.
Create and/or review tools, templates, checklists, and other guidance materials to support compliance and program administration.
Toolkit
Development
Doug Harsany –
Harsany & Associates
Create and/or review tools, templates, checklists, and other compliance guidance materials as needed.
Toolkit Support Cindy Harsany –
Harsany & Associates
Training &
Capacity
Building
Coordinate and deliver on-site and virtual training sessions for the Town of Paradise and partner agencies related to grant administration, compliance requirements, and program implementation.
Training
Leadership
Lorie Adams – Adams
Ashby Group, Inc.
Assist with preparation of training materials, logistics, scheduling, and follow-up technical assistance after training sessions.
Training
Coordination
Beth Dodd – Adams
Ashby Group, Inc.
Develop training curriculum and provide on-site and virtual training and technical assistance to partner agencies regarding compliance, reimbursement procedures, and regulatory requirements.
Training
Development &
Delivery
Doug Harsany –
Harsany & Associates
Provide on-site and virtual training support and technical assistance to partner agencies as needed.
Training Support Cindy Harsany –
Harsany & Associates
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17 Internal Compliance Systems & Quality Control Procedures Adams Ashby Group, Inc. and Harsany & Associates have worked collaboratively for more than five years implementing federally and state-funded programs, including projects funded HCD programs NSP and CDBGDR. Through this partnership, the team has developed well-established organizational structures, internal compliance systems, and quality control procedures that ensure work is completed accurately, efficiently, and in full compliance with applicable program requirements.
Our teams is successfully supported numerous grant-funded initiatives that have undergone formal monitoring and audits by both HCD and HUD. These reviews have resulted in no findings in the programmatic processes, reflecting the strength of our internal controls, documentation practices, and compliance oversight procedures. The one finding was due to late Audits by the agency. Our track record demonstrates that the systems and processes we have established effectively support our clients, their partner agencies, and state oversight entities.
To maintain alignment and ensure the successful delivery of services, the project team conducts weekly internal coordination meetings to review project progress, identify potential compliance considerations, and address any emerging issues. These meetings allow the team to proactively manage tasks, maintain consistent communication, and ensure that project timelines and deliverables remain on track.
The team utilizes a comprehensive set of internal tools, templates, and compliance checklists developed through years of program implementation experience. These standardized resources help ensure that documentation, reporting, reimbursement requests, and compliance monitoring activities are performed consistently and in accordance with federal and state requirements.
Quality control is further supported through multi-level internal review procedures, where key deliverables— including reimbursement documentation reviews, compliance summaries, and training materials—are reviewed by more than one team member prior to submission or implementation. Together, these internal compliance systems and quality control procedures provide a reliable framework that allows Adams Ashby Group, Inc. and Harsany & Associates to deliver high-quality services while protecting the interests of the Town of Paradise and ensuring adherence to all applicable program requirements.
Capacity to Scale Services During Peak Periods
Adams Ashby Group, Inc. and Harsany & Associates bring a collaborative and flexible team structure that allows the project team to effectively scale services in response to changing implementation demands.
Adams Ashby Group, Inc. maintains a broad team of experienced professionals who regularly support community development and grant administration projects across California. This depth of staffing allows the firm to adjust resources as project needs evolve, scaling staffing levels up or down as required to maintain schedules, address peak workloads, and ensure timely completion of program deliverables. When needed, additional Adams Ashby team members can be assigned to assist with documentation management, reporting, compliance coordination, or other administrative tasks to ensure project continuity.
Harsany & Associates has also repeatedly demonstrated the ability to scale its services to meet peak project needs. In collaboration with Adams Ashby Group, Inc. on the Town of Paradise CDBG-DR housing component, a project significantly larger in scope than the services proposed under this RFP, the team successfully adapted to changing program demands and periods of increased workload. Throughout that effort, Harsany 102
18 & Associates provided the necessary technical and compliance support as program needs evolved and, at times, escalated.
In addition to internal staffing capacity, both firms maintain relationships with trusted partners and professional resources that can be leveraged to support project implementation when needed. Through this combination of experienced staff, flexible resource allocation, and established partnerships, Adams Ashby Group, Inc. and Harsany & Associates are well positioned to respond to changing project demands and ensure that the Town of Paradise receives reliable, high-quality support throughout the life of the program.
Experience Coordinating Multi-Partner Grant Programs
Adams Ashby Group, Inc. and Harsany & Associates both bring extensive experience coordinating complex, multi-partner grant programs that require careful oversight, collaboration among multiple agencies, and strict adherence to federal and state compliance requirements. Through their combined experience, the team has supported programs involving local governments, non-profit organizations, housing authorities, schools, and other community partners working together to implement federally and state-funded initiatives.
Adams Ashby Group, Inc. has significant experience managing and implementing grant programs that involve multiple subrecipients and partner organizations responsible for carrying out program activities.
Across numerous programs administered by the firm, Adams Ashby Group, Inc. provides oversight of grantfunded activities implemented by non-profit organizations, public agencies, and other community partners.
These efforts require comprehensive coordination to ensure that all partners expend funds in accordance with applicable grant requirements. Adams Ashby’s role typically includes establishing program procedures, providing technical assistance and on-site training to subrecipients, monitoring program activities and expenditures, reviewing reimbursement documentation, and ensuring that reporting and compliance requirements are met throughout the life of the grant through closeout.
Harsany & Associates also has substantial experience supporting complex multi-partner grant initiatives.
Notably, the firm provided multi-year consulting services to a multi-partner consortium consisting of eleven cities and the State of Michigan in support of the implementation of the $200 million Neighborhood Stabilization Program (NSP). In this role, Harsany & Associates assisted in developing the strategies, policies, and operational frameworks necessary to successfully implement the program across multiple jurisdictions and partner organizations.
Together, Adams Ashby Group and Harsany & Associates bring a complementary combination of program management, partner coordination, compliance oversight, and technical advisory expertise that enables the team to effectively support multi-partner grant programs. Their experience working with diverse stakeholders—including local governments, nonprofit organizations, state agencies, and federal funding programs—ensures that collaborative initiatives are implemented efficiently, partners receive the guidance and training necessary to meet program requirements, and all participating entities remain aligned with funding regulations and program objectives.
Availability & Commitment to Project Timeline
The team of Adams Ashby Group, Inc. and Harsany & Associates are committed to this project will have ongoing monthly availability throughout the proposed work period, and is willing and able to commit to the work needs associated with their assigned roles for the scope of work, as outlined in this proposal. 103
19 III. COST PROPOSAL
Hourly Rate Schedule
All services will be billed at a fully burdened rate of $150.00 per hour This rate includes all direct labor, overhead, administrative expenses, and travel-related costs. Compensation will be based on actual hours worked, consistent with the RFP’s hourly rate and Not-To-Exceed requirements.
Service Area Description
Compliance Oversight
Interpretation and application of the HCD Standard Agreement and DR-Workforce Policies; cross-cutting federal compliance guidance; advisory monitoring; internal control framework development; monitoring readiness and closeout advisory support.
Reimbursement &
File Review
Detailed review of reimbursement documentation for allowability, cost reasonableness, procurement compliance, cross-cutting documentation sufficiency, and completeness; preparation of structured advisory review memoranda; documentation gap identification and corrective guidance.
Reporting & Training
Development
Monthly compliance summaries; Section 3 and labor compliance reporting support; risk tracking logs; development of structured toolkits and compliance checklists; curriculum design; delivery of virtual and on-site training; partner-specific technical assistance Estimated Level of Effort
The allocation reflects a seven-partner program structure, anticipated escalation of reimbursement activity beginning Q2–Q3 2026, and variable partner readiness. We estimate the following hours for each task as follows:
Task Hours
General Compliance Monitoring & Advisory 525
Reimbursement Documentation Support 850
Compliance Reviews & Monitoring Support 525
Reporting & Documentation 725
Training & Capacity Building 500
Closeout Support 205
Total Estimated Hours 3,330
Travel budget – Anticipate 2 trips annually for Harsany & Associates team, as needed. ▪ Airfare and rental car – Billed at actual costs. A search to be conducted prior to each trip to ensure cost reasonability.
▪ Hotel – Reimbursed at federal per diem rates.
▪ All other travel costs to be borne by consultants
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20 Program-Level Narrative
The proposed level of effort is designed to provide structured advisory oversight for seven funded partner entities operating under the requirements of the CDBG-DR program. Because the Town of Paradise is responsible for oversight of multiple partner organizations implementing grant-funded activities, the scope of work focuses on providing consistent compliance review, documentation support, and technical assistance to help ensure that program requirements are met across all participating entities.
Reimbursement documentation review represents the largest allocation of hours due to the complexity of CDBG-DR cost principles and the volume of documentation typically required to support reimbursement requests. Each submission must be evaluated for allowability, cost reasonableness, documentation sufficiency, procurement compliance, and applicable cross-cutting federal requirements prior to certification by the Town. The services proposed under this contract are advisory in nature and are intended to support the Town’s internal review process. Final compliance determinations and reimbursement approvals remain the responsibility of the Town. Given the seven-partner structure of the program, additional review and coordination are necessary to support Town staff and help ensure that submissions are complete and consistent with program requirements before certification.
Compliance monitoring and advisory support are included to assist the Town in maintaining oversight of partner activities and documentation practices throughout the implementation period. This work includes providing guidance related to federal and state compliance requirements, assisting with documentation review, and supporting the Town in identifying potential compliance concerns early so they can be addressed before they affect project progress or reporting.
Training and capacity building are included to support partner organizations that may have varying levels of experience with federal grant compliance requirements. The work includes the development and use of structured compliance checklists, reimbursement review tools, and monitoring preparation templates designed to support consistent documentation practices. Training materials will address topics such as cross-cutting federal requirements, procurement standards, cost principles, and reporting obligations.
Training sessions may be conducted jointly for all partners or separately for individual entities depending on the specific needs and capacity of each organization.
Reporting and documentation support includes preparation of monthly compliance summaries, ongoing Section 3 tracking, assistance with semi-annual labor compliance reporting, and maintenance of risk tracking logs. These activities are intended to support the Town’s internal documentation and oversight processes and help maintain organized records throughout program implementation.
Closeout support includes assistance with reconciliation of final expenditures, verification that required documentation has been collected and organized, implementation of structured closeout checklists, and advisory support during HCD’s virtual closeout process conducted through the EUNA Grant Management System. These activities help ensure that the Town and its partners are prepared to complete required closeout procedures at the conclusion of the grant.
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21 Although some partner entities may have prior experience with federal grant programs, the CDBG-DR program includes additional documentation, monitoring, and reporting requirements that require consistent oversight and coordination among participating partners. The proposed level of effort reflects the need to provide structured advisory support to the Town and its partners throughout the implementation period in order to maintain compliance with program requirements and support timely project completion.
Task-Based Cost Summary
Task Hours Total
General Compliance Monitoring & Advisory 525 $78,750
Reimbursement Documentation Support 850 $127,500
Compliance Reviews & Monitoring Support 525 $78,750
Reporting & Documentation 725 $108,750
Training & Capacity Building 500 $75,000
Closeout Support 205 $30,750
Travel expenses Not-to-Exceed – up to 5 trips for
two people $12,500
Total Not-To-Exceed 3,330 $512,000
(Hourly Rate: $150.00)
Total Not-To-Exceed Amount: $512,000
Compensation shall not exceed this amount without prior written authorization from the Town.
Billing & Invoicing
Invoices will be submitted no more frequently than monthly and no less frequently than quarterly and will:
• Itemize hours by task category
• Identify service area
• Describe work performed
• Reflect the approved hourly rate
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22 • Include documentation sufficient to support HCD reimbursement standards Compensation is based solely on actual hours worked up to the Not-To-Exceed amount.
Statement of Cost Reasonableness
The proposed cost structure is reasonable and necessary based on:
• Seven funded partner entities requiring coordinated advisory oversight with a more complex structure than one project
• Escalating reimbursement activity for each project
• Monthly compliance and Section 3 reporting obligations for each project • Semi-annual labor compliance reporting support
• Cross-cutting federal compliance oversight requirements • Structured monitoring readiness preparation
• EUNA portal support and closeout
The total estimated effort equates to approximately 111 hours per month across the program term, or approximately 28 hours per month per individual assuming four contributing professionals, reflecting a moderate but sustained level of compliance oversight appropriate for a multi-partner CDBG-DR program.
All costs are allocable, necessary, and consistent with 2 CFR Part 200, HCD CDBG-DR requirements, and the HCD Standard Agreement.
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23 IV. Draft Scope of Work
Project Initiation & Compliance Framework
The Consultant will provide structured advisory and technical compliance services in support of the Town of Paradise’s CDBG-DR Disaster Recovery Workforce Development (DR-Workforce) Program. Oversight activities will support seven funded partner allocations totaling approximately $17.8 million, requiring coordinated compliance controls across multiple entities with varying scopes, documentation systems, and reimbursement schedules.
As stated in the RFP, the Consultant’s role is advisory in nature. Final compliance determinations, reimbursement certifications, and formal communications with HCD remain the responsibility of the Town.
Services provided under this section are designed to strengthen internal controls, promote documentation consistency between partners, mitigate compliance risk, provide training and support and ensure readiness for reimbursement review and monitoring throughout the life of the grant.
Initial activities will focus on establishing a strong compliance infrastructure and will include the following:
1. Review of the HCD Standard Agreement and DR-Workforce Policies & Procedures
2. Establishment of compliance tracking systems
3. Development of standardized reimbursement and file review protocols
4. Creation of compliance toolkits and templates
5. Coordination meeting with Town staff to align compliance oversight approach We have provided more detailed scopes below:
1. Review of the HCD Standard Agreement and DR-Workforce Policies & Procedures The Consultant will conduct a detailed review of the executed HCD Standard Agreement, applicable exhibits, and the DR-Workforce Policies & Procedures Manual. This review will identify grant-specific requirements, performance obligations, eligible cost parameters, reporting expectations, cross-cutting federal compliance requirements, monitoring triggers, and closeout obligations. The objective is to ensure that all advisory oversight activities are fully aligned with HCD and HUD requirements and tailored specifically to the Town’s award conditions.
This review will include:
• Identification of grant-specific performance obligations • Analysis of eligible activities and funding restrictions • Review of reporting, reimbursement, and monitoring requirements • Evaluation of cross-cutting federal compliance obligations, including:
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24 o National Objective documentation
o Duplication of Benefits
o Section 3
o Cost reasonableness
o Procurement standards
o Record retention requirements
• Identification of deadlines, performance milestones, and closeout expectations • Review of Town’s internal systems and integration of this contract to ensure compliance with both HUD/HCD requirements, Towns requirements and working practices of the partners.
The objective of this review is to establish a clear compliance control framework tailored specifically to the Town’s DR-Workforce award and ensure that oversight systems reflect the most current HCD guidance.
2. Establishment of Compliance Tracking Systems
Structured compliance tracking systems will be developed to support consistent oversight across all partner entities. These systems will include reimbursement tracking logs, compliance monitoring schedules, crosscutting requirement verification tools, and corrective action tracking mechanisms based on the specific project being implemented. The tracking framework, in general, will provide a clear audit trail, promote transparency, and allow the Town to monitor compliance status in real time. Systems will be scalable to address fluctuations in reimbursement activity and evolving program demands.
Tracking systems will include:
• Reimbursement submission logs
• Partner-level compliance monitoring schedules
• Risk tracking matrices
• Corrective action tracking tools
• Cross-cutting requirement verification logs
• Section 3 tracking documentation/Labor Compliance
• Duplication of Benefits documentation controls
• Procurement review tracking tools
• Record retention checklists consistent with 2 CFR §200.334 These systems will be structured to:
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25 • Provide an audit-ready documentation trail
• Ensure timely review of reimbursement submissions
• Identify emerging compliance risks and solutions
• Support monitoring preparation
• Maintain separation between advisory review and Town certification authority All tracking mechanisms will be scalable to address the seven funded partner allocations and potential future partner participation.
3. Development of Standardized Reimbursement and File Review Protocols The Consultant will establish formalized advisory review protocols to ensure uniform and defensible evaluation of reimbursement submissions and supporting documentation. Protocols will incorporate allowability review, cost reasonableness assessment, documentation sufficiency verification, procurement compliance confirmation, and cross-cutting federal requirement checks. A structured checklist methodology will be used to promote consistency across partner entities and to identify documentation gaps prior to Town certification. Each program will create nuances that will need to be addressed on a case-by-case basis. The following outlines the standards that will be reviewed.
Protocols will address:
• Allowability review in accordance with 2 CFR §200.403 • Cost reasonableness evaluation under 2 CFR §200.404
• Verification of adequate source documentation
• Review of procurement compliance documentation
• Confirmation of participant eligibility documentation where applicable • Verification of National Objective documentation
• Section 3 documentation/Labor Compliance review
• Duplication of Benefits verification controls
Each reimbursement review will follow a documented checklist process, and will include as necessary, contacting program partners (with town approval) submitting requests for reimbursement for needed clarification, or to request additional information. Once our review is complete, we will submit to the Town a written report advising the Town on whether the partner agency submission is deemed adequate for reimbursement, and of the amount of funding eligible for reimbursement. This report will also identify the following:
• Any findings or concerns
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26 • Documentation deficiencies identified
• Required corrective actions
• Areas of potential compliance exposure
This report will be submitted to the Town for use in their final review of each submission, and will assist the Town in determining the timing and amount of each reimbursement.
These protocols will ensure uniform review standards across all partner entities and maintain internal control integrity consistent with 2 CFR §200.303.
4. Creation of Compliance Toolkits and Templates
To promote durable compliance infrastructure, the Consultant will develop standardized toolkits and templates for use by the Town and partner entities. These materials will include reimbursement submission checklists, request forms, trackers, and reports; file organization guidance; procurement documentation templates; cross-cutting requirement documentation guides; monitoring preparation tools; and closeout preparation checklists. The goal is to reduce documentation errors, increase efficiency, and enhance audit readiness throughout the project lifecycle.
Toolkit components will include:
• Reimbursement submission checklists, request forms, financial trackers, and report templates • File structure guidance templates
• Procurement documentation templates
• Section 3 reporting templates
• National Objective documentation guides
• Duplication of Benefits documentation forms
• Monitoring preparation checklists
• Closeout documentation checklist
All templates will reflect HUD/HCD CDBG-DR requirements and federal cross-cutting standards. The intent is to establish durable compliance infrastructure that partners can consistently apply throughout the project lifecycle.
Toolkits will be provided in digital format and updated as regulatory guidance evolves and will be tailored to each partner’s program/project needs.
5. Coordination Meeting with Town Staff to Align Compliance Oversight Approach At project initiation, the Consultant will conduct a structured coordination meeting with Town staff to confirm roles, responsibilities, communication protocols, and oversight procedures. This meeting will 111
27 establish partner contacts, partner project timelines, reimbursement review timelines, reporting frequency, documentation transfer procedures, and escalation protocols for compliance concerns. The outcome will be a clearly defined compliance oversight framework that maintains separation of responsibilities while ensuring cohesive and disciplined program administration.
This meeting will address:
• Clarification of advisory role versus Town certification authority • Confirmation that final compliance determinations and reimbursement submissions remain with the Town
• Establishment of reimbursement submission timelines
• Monitoring schedule expectations
• Reporting frequency and format
• Documentation transfer procedures
• Escalation protocols for compliance concerns
• Coordination procedures for HCD monitoring preparation The outcome of this meeting will be a documented compliance oversight framework that ensures:
• Clear separation of responsibilities
• Defined communication channels
• Structured documentation flow
• Alignment with HCD monitoring expectations
• Proactive risk management
General Compliance Monitoring & Technical Assistance
Consistent with Section 3.1 of the RFP, the Consultant will provide ongoing advisory compliance monitoring and technical assistance to support the Town and all funded partner entities in maintaining alignment with HCD CDBG-DR requirements and applicable federal regulations.
This support is designed to strengthen internal controls, reduce the likelihood of findings, and ensure reimbursement documentation is complete, defensible, and audit-ready throughout the life of the program.
Advisory services will include the following:
The Consultant will provide ongoing technical interpretation of:
• The HCD Standard Agreement
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28 • DR-Workforce Policies & Procedures
• Applicable HUD CDBG-DR Federal Register Notices
• 2 CFR Part 200 (Uniform Guidance)
• Related state and federal guidance impacting program implementation This support will include:
• Clarification of eligible versus ineligible activities • Interpretation of grant-specific special conditions
• Guidance on documentation standards required to support expenditures • Analysis of programmatic changes or new HCD guidance
• Advisory memoranda addressing compliance questions raised by the Town or partners The objective is to ensure consistent application of regulatory requirements across all partner entities and throughout all phases of the program.
Guidance on cross-cutting federal requirements, including:
o National Objective documentation: The Consultant will review and evaluate documentation supporting the applicable National Objective for each funded activity. This includes confirming that activities align with approved program design and that required beneficiary or activitybased documentation is maintained in accordance with HCD standards. Where Low- and Moderate-Income (LMI) benefit is claimed, the Consultant will assess documentation supporting eligibility determinations and retention practices to ensure monitoring readiness.
Advisory feedback will be provided where documentation does not sufficiently demonstrate compliance.
o Duplication of Benefits: Disaster recovery programs require careful verification that federal funds are not used to duplicate assistance received from other sources. The Consultant will review partner procedures for identifying and documenting potential duplication of benefits, including insurance proceeds, federal assistance, state programs, or private funding. Advisory review will focus on confirming that partners have documented benefit analyses and established internal controls to prevent duplication prior to expenditure or reimbursement submission.
o Section 3: The Consultant will provide advisory support to ensure compliance with HUD Section 3 requirements related to economic opportunity for low- and very low-income persons and businesses. This includes reviewing outreach documentation, tracking 113
29 mechanisms, reporting procedures, and file documentation demonstrating compliance efforts.
The Consultant will assess whether documentation is sufficient to support monitoring review and provide guidance where enhancements are needed to strengthen defensibility.
Consultant will work with each partner and the Town to ensure all mechanisms are in place to meet the requirements.
o Labor Compliance: Where labor standards apply, the Consultant will review documentation related to prevailing wage compliance and labor standards oversight. This includes evaluation of certified payroll documentation (if applicable), contractor compliance records, and internal monitoring procedures. Advisory feedback will focus on identifying documentation gaps or procedural weaknesses prior to external monitoring.
o Cost reasonableness: The Consultant will evaluate documentation supporting cost reasonableness for professional services, construction, and program-related expenditures.
Advisory review will assess whether cost selection methods, price analyses, and supporting documentation align with federal cost principles under 2 CFR Part 200. Where documentation is insufficient to demonstrate reasonableness, the Consultant will recommend corrective measures prior to reimbursement submission. The performance of the cost reasonableness may also require support from the partners depending on the program or project. o Procurement standards: The Consultant will provide assistance and direction to the partners, review procurement files to confirm adherence to applicable federal and state procurement standards and maintain a file of the procurement process and documents for audit. Advisory review will focus on competition documentation, selection methodology, contract provisions, required federal clauses, and evidence of cost analysis. The Consultant will identify deficiencies and provide recommendations to ensure procurement files are defensible during HCD monitoring.
o Recordkeeping requirements: Proper recordkeeping is foundational to CDBG-DR compliance.
The Consultant will evaluate partner file organization, documentation completeness, and retention practices to ensure compliance with federal record retention standards and HCD monitoring expectations. Advisory support will include recommendations to improve file structure, accessibility, and documentation consistency to ensure audit readiness throughout the grant lifecycle.
• Integration of compliance controls into partner workflows • Ongoing risk identification and mitigation support
Advisory reviews will function as quality-control support and do not constitute independent audits. 114
30 Reimbursement Documentation Support
Reimbursement under CDBG-DR funding is one of the most technically demanding aspects of program administration. Disaster recovery funds are subject to heightened federal scrutiny, layered cross-cutting requirements, and strict documentation standards. Even when activities are eligible and properly performed, reimbursement delays and questioned costs frequently arise due to insufficient invoice detail, incomplete backup documentation, or procurement files that do not clearly demonstrate compliance with federal standards.
A common challenge in multi-partner programs is the submission of invoices that lack adequate narrative description, do not clearly align with executed contracts, or fail to tie costs directly to approved scopes of work. Federal cost principles require that every expenditure be allowable, allocable, reasonable, and fully supported by contemporaneous documentation. Without detailed invoices, timesheets, proof of payment, and clear contractual support, reimbursement requests may be delayed, reduced, or disallowed.
Procurement documentation presents an additional compliance risk in CDBG-DR programs. Contracts must clearly define scope, deliverables, compensation structure, and required federal provisions. Procurement files must demonstrate competition, selection rationale, and cost reasonableness analysis. When procurement documentation is incomplete or when contracts lack sufficient specificity, otherwise eligible costs can become vulnerable during HCD monitoring or audit review. Ensuring that procurement records and executed agreements provide detailed and defensible support for invoiced costs is critical to protecting the Town’s reimbursement position.
Given the scale of funding and the seven-partner structure of this program, disciplined and consistent reimbursement review is essential. Advisory oversight under this section is designed to strengthen documentation quality at the front end of the reimbursement process, confirm that invoices and supporting materials are complete and defensible, and ensure procurement and contract files provide the level of detail necessary to withstand monitoring scrutiny.
Consistent with Section 3.2 of the RFP, the Consultant will:
• Review reimbursement submissions for allowability, completeness, and cost reasonableness • Evaluate supporting documentation including invoices, timesheets, contracts, and participant records • Identify documentation deficiencies and provide corrective guidance • Prepare advisory reimbursement review report for Town review The Town retains final review, certification, and submission authority. Effort will scale in response to reimbursement ramp-up beginning Q2–Q3 2026 to ensure adequate oversight during peak expenditure periods.
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31 Compliance Reviews & Monitoring Support
Monitoring under the HCD CDBG-DR program is a structured and highly scrutinized process designed to evaluate regulatory compliance, documentation sufficiency, financial controls, cross-cutting federal requirements, and overall program performance. HCD monitoring reviews typically assess procurement files, cost allowability, National Objective documentation, labor standards (where applicable), Section 3 compliance, duplication of benefits controls, reimbursement support, and internal control systems. Given the multi-partner structure and scale of this DR-Workforce award, proactive monitoring preparation and internal compliance review are critical to maintaining program stability and avoiding findings.
The Consultant brings demonstrated experience successfully navigating HCD CDBG-DR monitoring processes.
Our firm has supported multiple jurisdictions through HCD monitoring reviews with only minor concerns and, in several cases, no findings. Additionally, projects supported by our team have been positively highlighted during HUD audit and project review processes due to documentation quality, structured internal controls, and strong reimbursement support systems. This experience informs our proactive, systems-based approach to advisory monitoring support.
Consistent with Section 3.3 of the RFP, the Consultant will provide the following:
• Structured compliance review and monitoring preparation services designed to identify and address potential deficiencies before formal HCD review.
• Advisory file reviews will be conducted across partner entities to evaluate documentation consistency, procurement compliance, cost reasonableness support, and cross-cutting requirement adherence.
• Standardized compliance checklists will be developed and applied to ensure uniform review methodology and defensible documentation practices.
Following each review cycle, the Consultant will prepare compliance risk assessment summaries outlining identified issues, potential exposure areas, and recommended corrective actions. Where necessary, structured corrective guidance will be provided to strengthen files prior to monitoring.
The Consultant will also support Town preparation for HCD monitoring visits by assisting with file organization, documentation verification, monitoring response preparation, and internal readiness assessments. If audit documentation support is required, technical assistance will be provided to ensure clear documentation trails and defensible compliance narratives.
All compliance reviews conducted under this section are advisory quality-control functions. Final compliance determinations and official responses to HCD remain the responsibility of the Town. The objective of this work is to position the Town and its partners for successful monitoring outcomes through proactive risk identification and disciplined documentation practices. 116
32 Reporting & Documentation
CDBG-DR programs administered by HCD require disciplined, recurring reporting and documentation management to demonstrate ongoing compliance and performance. In addition to reimbursement documentation, the DR-Workforce program is subject to structured reporting obligations, including monthly activity reporting requirements and specific cross-cutting reporting such as Section 3 activity tracking and semi-annual labor compliance reporting where applicable. These reporting obligations serve as both a performance management tool and a compliance control mechanism and are routinely evaluated during HCD monitoring and HUD audit review.
Additionally, accurate, timely, and well-documented reporting is essential in a multi-partner program structure. Given the scale of funding and the number of participating entities, inconsistencies in documentation, delayed reporting, or incomplete cross-cutting data can create compliance exposure.
Proactive reporting oversight ensures that emerging risks are identified early, corrective actions are documented, and compliance status is transparent to the Town at all times.
Consistent with Section 3.4 of the RFP, the Consultant will provide structured reporting and documentation support designed to strengthen oversight and maintain audit readiness. This includes the following:
1. Preparation of monthly or quarterly compliance summaries that provide a clear snapshot of reimbursement activity, documentation status, cross-cutting compliance metrics, and identified risk areas.
2. Compliance summaries that will incorporate Section 3 reporting activity, labor compliance tracking (where applicable), and updates related to National Objective documentation or procurement status.
3. Maintain and update risk tracking logs to document identified deficiencies, corrective action timelines, and resolution status across all partner entities. These logs will function as a living internal control tool and will support readiness for HCD monitoring review.
In addition, the Consultant will provide updates on regulatory changes, policy revisions, or HCD guidance that may impact program implementation. As CDBG-DR guidance evolves, documentation templates and compliance toolkits will be reviewed and updated to ensure continued alignment with current standards.
Reporting formats, frequency, and content will be established collaboratively with the Town to ensure clarity, usability, and consistency with HCD expectations. The overall objective of this section is to maintain a transparent, structured compliance reporting framework that supports informed decision-making, proactive risk mitigation, and monitoring readiness throughout the life of the grant. 117
33 Training & Capacity Building
CDBG-DR funds administered by HCD carry layered federal, state, and cross-cutting compliance obligations that extend beyond traditional grant administration. Workforce development activities under this program must align with eligibility standards, National Objective requirements, procurement regulations, cost principles, labor compliance where applicable, Section 3 reporting, duplication of benefits safeguards, and structured reimbursement documentation standards.
In a multi-partner structure, compliance challenges often arise when partners have differing levels of familiarity with federal documentation requirements and the detailed steps and documentation obligations tied to these funds. Training is therefore not supplemental—it is foundational. Proactive and structured training ensures that partner entities understand their responsibilities before expenditures are incurred, reimbursement requests are prepared, or monitoring occurs. Well-designed training reduces corrective action cycles, strengthens documentation quality, and positions the Town for successful HCD monitoring outcomes.
Consistent with Section 3.5 of the RFP, the Consultant will provide comprehensive training and capacitybuilding support as follows:
• Develop structured compliance training curriculum
The Consultant will design a formalized curriculum tailored to the DR-Workforce program that outlines regulatory requirements, reimbursement procedures, documentation standards, and crosscutting obligations. The curriculum will break down complex compliance requirements into operational steps, providing partners with clear guidance on how to implement controls within their daily workflows. Compliance checklists will be integrated directly into the curriculum and introduced during training sessions to serve as standardized review tools for reimbursement preparation, procurement documentation, cross-cutting requirement verification, and file organization. • Deliver virtual training sessions
Virtual training sessions will provide accessible instruction for all partner entities, ensuring consistent understanding of reimbursement standards, procurement documentation requirements, Section 3 obligations, labor compliance reporting, and risk mitigation procedures. Sessions will include practical examples and guidance tied directly to the program’s implementation structure. • Provide on-site training sessions as appropriate
Where necessary, in-person training will be conducted to address complex compliance areas, review documentation systems directly, and provide hands-on technical assistance. On-site sessions allow for direct review of file structures, procurement documentation, and reimbursement preparation processes to ensure alignment with HCD standards.
• Develop written training materials and compliance toolkits The Consultant will prepare durable written materials, including guidance manuals, checklists, workflow diagrams, and compliance toolkits. These materials will serve as ongoing reference tools for 118
34 partner staff and will support consistent application of documentation standards throughout the life of the grant.
• Provide refresher training aligned with reimbursement activity ramp-up As reimbursement volume increases, particularly during peak implementation periods, refresher training will be provided to reinforce documentation standards and address recurring deficiencies.
This ensures that compliance controls remain strong as activity scales. • Deliver partner-specific technical assistance where systems vary Recognizing that partner entities may have differing internal systems and administrative capacity, the Consultant will provide targeted technical assistance to address specific compliance challenges. This may include workflow adjustments, procurement documentation review, reimbursement preparation guidance, or corrective action coaching.
Training may be delivered jointly to promote consistency across partners or separately where tailored assistance is necessary. The objective of this section is to build sustainable compliance capacity within each partner entity and reduce long-term risk exposure under the CDBG-DR program.
Closeout Support
CDBG-DR closeout under HCD administration is a structured and documentation-intensive process that confirms full compliance with the Standard Agreement, federal cost principles, cross-cutting requirements, reporting obligations, and performance benchmarks. HCD has conducted closeout processes virtually and through the EUNA Grant Management system, requiring grantees to upload complete documentation, reconcile expenditures, verify reporting data, and formally certify program completion.
Closeout is not merely a final reimbursement request; it is a comprehensive compliance confirmation that all activities were eligible, properly procured, adequately documented, fully reported, and supported by defensible financial records. Given the scale of this DR-Workforce award and the seven-partner structure, disciplined preparation is essential to ensure the Town can complete the closeout process efficiently and without findings.
Support for final HCD closeout is included in the base scope and will be a cooperative effort and our team will support the Town in the process. Closeout services will include:
• Final reimbursement reconciliation support
The Consultant will support reconciliation of all project expenditures to the approved budget and executed Standard Agreement. This includes reviewing cumulative reimbursement submissions, confirming consistency between the Town’s financial records and the EUNA Grant Management system, and verifying that all costs are fully supported and properly categorized. Advisory support will ensure that the final reimbursement request accurately reflects total expenditures and that no outstanding documentation gaps remain prior to submission.
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35 • Documentation verification and file completeness review A structured file review will be conducted to confirm that all required documentation is complete, organized, and monitoring-ready. This includes verification of procurement files, executed contracts and amendments, reimbursement support documentation, National Objective documentation, Section 3 reporting, labor compliance records (where applicable), duplication of benefits documentation, and required reporting submissions. The objective is to confirm that files are defensible and accessible in advance of HCD’s virtual closeout review.
• Closeout checklist preparation
The Consultant will use the CDBG-DR comprehensive closeout checklist aligned to ensure and identify required certifications, reporting confirmations, financial reconciliations, documentation uploads to the EUNA portal, and internal verification steps. This checklist will function as a structured internal control tool to ensure all closeout elements are addressed prior to formal submission. • Technical advisory support during HCD closeout review During the virtual closeout process, the Consultant will provide advisory support to assist the Town in responding to HCD inquiries, uploading documentation to the EUNA Grant Management system, and clarifying documentation questions. While final responses and certifications remain the responsibility of the Town, the Consultant will support preparation of documentation summaries and ensure that requested materials are organized and clearly presented.
• Records organization and transfer assistance
The Consultant will assist in organizing final grant records in accordance with federal record retention requirements. This includes ensuring documentation is logically structured, digitally archived, and accessible within the EUNA system or Town records management framework. The goal is to leave the Town with a complete, well-organized compliance archive that supports future audit or monitoring inquiries.
Through structured reconciliation, documentation verification, EUNA portal support, and disciplined checklist-driven review, the Consultant will position the Town to complete the HCD CDBG-DR closeout process efficiently and in full compliance with program requirements.
Reimbursement for Expenses Related To Travel
Travel budget – Anticipate 2 trips annually for Harsany & Associates team, as needed. ▪ Airfare and rental car – Billed at actual costs. A search to be conducted prior to each trip to ensure cost reasonability.
▪ Hotel – Reimbursed at prevailing federal per diem rates. ▪ All other travel costs to be borne by consultants
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36 Division of Responsibilities
The Town of Paradise will serve as the grant recipient and responsible entity for the CDBG-DR DR-Workforce program. As the grantee under the HCD Standard Agreement, the Town retains responsibility for overall program oversight, compliance determinations, financial certification, and official communication with HCD.
The Consultant will provide advisory and technical support to assist the Town and its partners in maintaining compliance with CDBG-DR requirements. This includes support with documentation review, reimbursement review, compliance monitoring preparation, training, and the development of tools and systems to strengthen program administration.
The Consultant’s role is intended to support the Town’s internal compliance processes, while final decisions related to compliance, reimbursement approval, and submissions to HCD remain the responsibility of the Town. This approach allows the Town to maintain full authority as the grantee while benefiting from additional compliance expertise and technical support during implementation of the DRWorkforce program.
The table below summarizes the respective responsibilities of the Consultant and the Town.
Scope Area Consultant Responsibilities Town of Paradise Responsibilities Program Oversight &
Compliance
Framework
Provide advisory guidance on interpretation of the HCD
Standard Agreement, DR-Workforce Policies & Procedures, and applicable federal regulations. Develop compliance tools, frameworks, and monitoring checklists to support program implementation.
Serve as the official CDBG-DR grantee and responsible
entity. Maintain overall responsibility for compliance with HUD, HCD, and federal program requirements. Establish
program direction and ensure compliance across all
program activities.
Communication with
HCD
Provide technical support and documentation preparation for responses to HCD inquiries when requested. Participate in meetings as needed.
Serve as the official point of contact with HCD. Submit formal communications, reports, and documentation to
HCD. Maintain authority for all official correspondence related to the grant.
121
37 Scope Area Consultant Responsibilities Town of Paradise Responsibities Reimbursement
Documentation
Review
Review reimbursement documentation submitted by project partners to assess allowability, cost reasonableness,
documentation completeness, and compliance with program requirements. Identify deficiencies and provide
recommendations prior to Town certification.
Conduct final review, certification, and submission of
reimbursement requests to HCD. Maintain financial
records and supporting documentation required for
reimbursement requests submitted through the EUNA
Grant Management System.
Fiscal Oversight &
Financial Controls
Provide advisory review of reimbursement documentation and financial records to ensure alignment with federal cost principles and grant requirements.
Maintain official financial management systems for the
grant. Track expenditures, process partner payments, and ensure compliance with Uniform Guidance (2 CFR Part
200).
Partner Coordination
& Technical
Assistance
Provide technical assistance to partner agencies on
documentation standards, compliance requirements,
reimbursement preparation, and grant implementation
processes.
Execute agreements with partner organizations and
maintain oversight of partner activities. Ensure partners adhere to grant requirements and program policies.
Compliance
Monitoring & File
Reviews
Conduct advisory compliance reviews of partner documentation, reimbursement submittals, and program records. Identify compliance risks and recommend corrective actions.
Determine and implement corrective actions based on
review findings. Maintain authority for compliance
determinations and enforcement actions when
necessary.
Cross-Cutting
Federal
Requirements
Provide advisory guidance and documentation review related to federal cross-cutting requirements including National Objective documentation, Duplication of Benefits, Section 3, cost reasonableness, procurement standards, and recordkeeping practices.
Ensure final compliance with federal cross-cutting
requirements as the grant recipient. Maintain official
program records demonstrating compliance with HUD
and HCD regulations.
Reporting &
Documentation
Prepare draft compliance summaries, tracking logs, and
documentation tools to assist the Town with monitoring
program performance and compliance status.
Review and approve compliance summaries. Submit
official reports and maintain program documentation
required by HCD.
122
38 Scope Area Consultant Responsibilities Town of Paradise Responsibities Training &
Capacity Building
Develop training curriculum and provide virtual or on-site training sessions for Town staff and partner organizations regarding compliance requirements and documentation
practices.
Coordinate participation of staff and partner organizations in training sessions and integrate training materials into program operations.
Monitoring &
Audit
Preparation
Provide advisory support in preparing documentation and organizing files for monitoring reviews or audits. Assist with risk identification and readiness assessments.
Serve as the lead entity in responding to HCD monitoring reviews and audit inquiries. Submit official responses and documentation required by the State or federal agencies.
Project Closeout Provide advisory support for reconciliation of expenditures, documentation verification, and preparation for HCD closeout procedures.
Certify final expenditures, submit closeout documentation to HCD, and maintain final program records in accordance with federal record retention requirements.
123
39 Deliverables Schedule
Deliverable Frequency / Timing
Project Initiation Compliance Framework Memorandum Within 60 days of contract execution Compliance Tracking System Implementation Within 60 days of contract execution Standardized Reimbursement Review Checklists Initial delivery within 90 days; updated as needed Advisory Reimbursement Review Memoranda With each reimbursement cycle Monthly Compliance Summary Report (including Section 3 tracking status) Monthly Semi-Annual Labor Compliance Reporting Support (if applicable) Semi-Annually Risk Tracking Log & Corrective Action Register Updated Monthly Quarterly Advisory File Review Reports Quarterly
Monitoring Readiness Assessment Summary Annually or prior to HCD monitoring Regulatory Update Memoranda As issued by HCD/HUD
Structured Training Curriculum & Materials Initial delivery within 90 days Virtual Training Sessions Bi-Annual minimum; additional as needed On-Site Training Sessions As scheduled or required
Refresher Training (aligned with reimbursement ramp-up) As needed during peak activity Partner-Specific Technical Assistance Summaries As needed Closeout Compliance Checklist Final project phase
Final Reimbursement Reconciliation Memorandum Prior to final submission EUNA Portal Documentation Upload Support During closeout phase Closeout Documentation Verification Report Prior to HCD closeout certification 124
40 Appendix A – Resumes
125
41 Education
Certifications
Professional
Affiliations
Project Experience
Lorie Ann Adams
Principal
AA, Business Administration, Axia College/Yuba College
BS, Business - Public Administration, University of Phoenix HUD HOME Expert Certification (2006)
School of Real Estate Graduate (2001)
CDBG/HOME Annual Workshop/Training Programs (1992-Present) HUD Environmental Training Program (2001 - 2009)
HUD Relocation Training (2002- 2009)
Environmental Training Courses, University of Davis (2005,2006) AJI Network, Santa Clara CA (2005-2006)
Labor Compliance Workshops HUD/DIR (2004-2013)
Landmark Education (2006,2007,2009)
League of California Cities Annual Conference (2006-2013) CalTrans Local Assistance Training (2006-2009)
National Grants Management Association Member (2005-2009) CDBG Advisory Task Force (1992-1995, Current)
Live Oak Chamber of Commerce Board Member (1992-1995)
Yuba Sutter Chamber of Commerce (2006-2008)
HOME Advisory Task Force (Current)
Yuba City Planning Commissioner (Current)
Maldonado Regional Park, City of Firebaugh
7-acre regional park project totaling $5.2 million dollars in funding from federal and state sources. Provided the city with funding from 8 sources to complete the project. All aspects of implementation were managed by to ensure compliance for each funding source including reporting, funding draws, environmental compliance, labor compliance, procurement and other Federal and State regulations.
The facility now provides a skate park, splash park, three ball fields, regional soccer facilities, park and ride lot, basketball counts, community garden, and a quality of life to the residents.
Department of Water Resources, City of Firebaugh
Assisted the community in updating an application previously submitted to obtain funds for the replacement of water infrastructure lines within the downtown. The project total was $2.2 million in funding and has resulted in additional funds being awarded to the agency to expand the project. Provided the city with management of the project overlay requirements, procurement process, administration, labor compliance and environmental compliance for the project.
USDA Rural Utilities Services Program, City of Biggs
Completed pre-application and application for a project totaling $5.2 million in funding for the replacement and rehabilitation of the entire community’s water infrastructure. The project installed 42,000 lf of water line, updated water meter network including billing program, developed a new well, and increased fire flows from 20 to 60.
Managed federal overlay requirements for the project including procurement, fund requests, reporting, environmental clearance, labor compliance, and contract amendments. Application received the only grant award in the tri-county area. The project additionally was combined with other state and federal funds to complete all street paving, pedestrian pathways, bike lanes and storm drainage improvements.
126
42 Dee Ree-Richards Road Water/Sewer Infrastructure Project, City of Live Oak
Funded through the CDBG program, obtained funds and managed the project with the City Engineer. The project provided city water and sewer connection to an area recently annexed. The project provided a looped system as well as requiring the abandonment of septic and well systems. Provided administration of the funding program, requirements under Davis Bacon and other federal overlays as required, obtained and managed all right-of-way easements, and conducted income analysis for participants receiving grant funding for lateral connections.
Head Start Center, City of Live Oak
Approached by Head Start Director, Joann Aiello for needed space in the City for the program after losing their lease; I provided the vision, secured funding, and supervised the development team and project construction, which used $500,000 from CDBG and $100,000 of local leverage to build a new facility. This was the second project in the State of California awarded funds under the CDBG program for Head Start Centers.
Community Development Block Grant Program
Have completed 45 applications under the General Allocation Programs and 35 applications under the Planning Technical Assistance Program, each receiving award, totaling $33 million in funding.
Applications include Housing Rehabilitation, First-Time Homebuyer with or without Rehabilitation, Community Facilities, New Housing Construction, Public Works and various planning grants as outlined above. Also completed program administration and implementation of all environmental and other overlay requirements.
HOME Investment Partnership Program
Completed 22 applications under the HOME Program, each receiving award, totaling $7.9 million in funding. Applications included OwnerOccupied Rehabilitation, First-Time Homebuyer, Tenant-Based Rental Assistance, and Renter-Occupied Rehabilitation. Completed program administration and implementation of all program requirements including environmental and other overlay requirements as outlined in the Federal Regulations.
CDBG-DR- MHP Housing Projects
As a vital member of the Adams Ashby Group (AAG), I successfully managed the implementation of the Town of Paradise’s Community Development Block Grant Disaster Recovery (CDBG-DR) Multifamily Housing Program (MHP). Our responsibilities included preparation of the Request for Projects, holding community meetings, meticulously reviewing seven project applications, completing the underwriting process, making informed funding recommendations, and providing unwavering support to the Town throughout the execution of all seven projects (4 underway). The CDBG-DR-MHP funding for the Town exceeded $60 million, and we are working to ensure strict compliance with State and Federal requirements at every stage of the process.
CDBG-DR- MHP Housing Projects
As part of our commitment to community safety, I successfully oversaw the construction and completion of the Willits Fire Station on behalf of the district. This state-of-the-art facility now stands as a vital hub for emergency response, serving the residents of Willits and surrounding areas. The project involved meticulous planning, collaboration with stakeholders, and adherence to strict standards. The Willits Fire Station represents our unwavering dedication to enhancing public safety infrastructure.
127
43 Education
Knowledge
Professional
History
Elizabeth Dodd
Community Development Analyst
San Diego State University
Bachelor of Science in Applied Arts and Sciences, With Distinction Criminal Justice, Magna Cum Laude
Yuba Community College
Associates of Social Science, Political Science and Government Associates of Social Science, Sociology
Federal regulations related to CDBG, ESG, and other federal grant programs using 2 CFR Part 200
Strong analytical skills for program evaluation and compliance.
Excellent communication and interpersonal abilities.
Experience with financial and programmatic record-keeping.
Familiarity with HUD reporting requirements.
Adams Ashby Group
2020-Present
Analyst
As a dedicated Community Development Analyst, specialize in administering federal and state grant programs related to community development. My focus areas include the Community Development Block Grant (CDBG) program, Emergency Solutions Grant (ESG), and other relevant grants. I ensure that these programs are effectively executed while adhering to federal and state regulations and City requirements.
Key Responsibilities:
• CDBG Program Administration
• Distribute and assist with the reimbursement of CDBG funds across various activities.
• Ensure compliance with the requirement that the majority of beneficiaries from CDBG projects are low- to moderate-income individuals.
• Plan, manage, monitor, and evaluate program activities. • Conduct surveys to assess program compliance.
• Oversee sub-recipients’ budgets, expenditures, and performance. • Ensure City departments comply with federal regulations. 128
44 ESG Program Oversight:
• Distribute ESG funds to nonprofit service providers for eligible activities. • Coordinate nonprofits’ application process, contract setup, and scope of work.
• Monitor grant budgets, approve payments, and review performance reports.
• Maintain accurate records in the HUD Integrated Disbursement and Information System (IDIS).
• Score applications for jurisdiction
• Additional Responsibilities:
• Administer other relevant grants (e.g., Homeless Housing, Assistance and Prevention Program, Permanent Local Housing Allocation). • Assist in developing reports (Consolidated Plan, Annual Action Plans, Consolidated Annual Performance Report) for HUD.
• Conduct environmental reviews for small projects.
• Respond to requests for information and engage with the public. • Facilitate community meetings to assist groups in accessing CDBG funding.
• Supervision and Collaboration:
• Supervise staff within the Housing and Community Development workgroup.
• Collaborate with various City Departments to achieve program goals.
Home-ARP
• Complete Application, including gathering required documentation and data and well as writing narratives.
• Develop application process for subrecipients.
• Score applications.
129
45 Resume for James Douglas Harsany Jr. (Doug), AICP
Core competencies | Strengths | Expertise
Complex real estate transactions Affordable housing funding & markets Policy & finance systems Demystifying federal regulations Housing development/construction Performance evaluation Proformas/project finance Community & economic development HOME/CDBG Programs Strengthening partnerships Strategic planning & decision making Ensuring compliance Professional Experience
Founder & President
Harsany & Associates, LLC 2010 - Present
This firm exists to provide project/program management services, technical assistance, strategic planning guidance, research & analysis support, and training to states, local governments, and non-profit entities involved in housing, community revitalization, economic development, disaster planning/response and sustainability efforts. Examples of accomplishments for this firm include the following:
Developed strategies, policies, processes, basic business and legal structures and contractual documents for the successful implementation of the $200,000,000+ Neighborhood Stabilization Program consortium for the State of Michigan, including 11 Cities.
Led and managed the process of recreating how the City of Lima undertook housing development, from the annual rehabilitation of a few homes, to the successful use of HOME funding to leverage $17 million in other funds (Low Income Housing Tax Credits, Federal/State Historic Tax Credits, private investment, etc.). The result is the redevelopment of a beautiful, historic, vacant, 11 story building into newly renovated commercial space and 47 apartments, a portion of them market rate, leveraging additional interest/activity in the downtown. Created a business plan for NeighborWorks America designed for affiliates interested in scattered site rental development. Held extensive meetings with various non-profit agencies to assess operations, then designed a business plan, model framework and set of tools for targeting, developing and managing rental property. Reviewed the current NSP and HOME program and practices and developed a policy and procedure manual for the City of Mesa, Arizona including detailed guidance and tools on the development and monitoring of homeownership and rental properties. Also provided monitoring, technical assistance and training to non-profit subgrantees involved in rental development. Guided staff with implementation strategies. At HUD’s request, providing guidance to Baton Rouge, LA and the State of Texas Department of Housing and Community Affairs regarding Land Banking challenges and to ensure that Federal requirements are being met.
Assisted multiple non-profits and developers in addressing project challenges, and in making the projects feasible and compliant. Renegotiated new developer Agreements. Provided technical assistance to the City of Canton, Ohio to strengthen their financial management systems.
Following review of their systems and interviews with staff, solutions included our assistance in the development of tracking systems, dashboards, and other tools to help them to organize and expedite processes; staff mentoring/training; process mapping to clarify roles and timelines; reassignment of staff to better fit capabilities, personalities, and address staff overload; and meetings with other departments involved in the process to clarify expectations.
Served as a subject matter expert for the CDBG and HOME Ask-a Question sites for the U. S. Department of Housing and Urban Development. This included writing formal responses to program questions raised by grantees across the country and required an in-depth knowledge of the HOME and CDBG regulations. 130
46 Residential Revitalization Manager
Ohio Department of Development, Office of Housing and Community Partnerships 1997 - 2010 Responsible for managing all Housing Programs administered by the Ohio Department of Development (ODOD).
This included setting of priorities, targeting of resources, and policy development; oversight of program/project selection, setting of budgets and underwriting of loans/grants; implementation of strategies for monitoring, managing risk and addressing troubled properties; coordination with other departments and agencies; managing staff and resources; development of construction/rehabilitation standards; oversight of program compliance through property inspections and monitoring; and implementation of strategies for training and technical assistance, including speaking engagements and the organization of large conferences. Responsible for providing oversight over the following programs:
Neighborhood Stabilization Program I: Grants to local communities @ $116 million. Neighborhood Stabilization Program II: Led team in successfully competing for funding (only two states were funded) - $25.4 million.
Community Housing Improvement Program: HOME and Community Development Block Grant (CDBG) funding to about 125 communities - @ $30 million annually.
As the HOME Program Manager for the State of Ohio, coordinated with OHFA on the HOME funded portions of the following programs:
▪The Housing Development Assistance Program: Funded with HOME Investment Partnership (HOME) and Ohio Housing Trust Fund (OHTF) dollars - loans to developers - @ $27 million annually. ▪CHDO Competitive Operating Grant Program: HOME funded grants to non-profits - @1.5 million annually. Coordinated with the Department of Commerce and the Ohio Attorney General’s Office on the Save the Dream Program (Ohio’s foreclosure prevention effort) and oversaw foreclosure prevention counseling and funding to assist delinquent homeowners.
Owner & CEO
Blaze Construction & Design 1990 - 1997
Owned and managed a real estate development/construction company, developing, constructing, and rehabilitating residential (single- and multi-family homes) and light commercial properties. This included the following responsibilities:
Planned for development, assembled land, reviewed and selected sites, completed market studies, created proformas, assessed risk, determined business terms, established funding strategies, and performed cash flow analysis.
Designed projects, coordinated with architects, developed scope of work and drew plans and changes using CADD software; determined project specifications and amenities, including sustainability/energy efficiency components; checked structural engineering; assured code requirements were met; and guided in the selection of construction methods and materials.
Collaborated to accomplish goals, managed relationships with owners, partners and investors in business ventures.
Hired and managed employees, directed supervisory personnel, settled disputes, provided training, set and communicated goals, and implemented employee safety requirements. Provided oversight over contractor and vendor procurement and selection, prepared bid documents, negotiated contracts, oversaw quality and pace of work, undertook project scheduling and maintained progress reports. Marketed the business and the properties, developed business strategies, identified market opportunities, negotiated contracts, oversaw marketing efforts.
131
47 Maintained financial controls, estimated construction costs, conducted job costing and coordinated with accounting and payroll staff.
Assured mitigation of risk and quality control, addressed environmental concerns, managed change orders and time delays, maintained appropriate insurance, cultivated worksite safety, ensured that punch list items were properly addressed, and managed the quality of the overall project.
Education
Program for Senior Executives in State and Local Government Harvard University, Cambridge, MA
Coursework emphasis: Leadership, policy analysis, conflict resolution, media relations, problem solving Master of City and Regional Planning
The Ohio State University, College of Engineering, School of Architecture, Columbus, OH Bachelor of Science, Behavioral Science
Southern Adventist University, Collegedale, TN
Intermediate AutoCAD
Central Ohio Technical College, Newark, OH,
Professional Affiliations and Certifications
Certification with the American Institute of Certified Planners (AICP) American Planning Association
National Development Council Certified Housing Development Finance Professional Certified HOME Program Specialist – Regulations, Administration & Rental (all scores high enough to be a trainer)
Ohio Chapter, American Planning Association
Council of State Community Development Agencies (COSCDA) – Housing Co-Chair Rebuild Ohio, Steering Committee (an Ohio organization focusing on abandoned and vacant properties) Ohio Lead Advisory Council Board Member
Ohio Conference of Community Development, President for the Executive Board Kingston Township Zoning Commission, Chair
Former licensed contractor in the State of California 132
48 Cindy Harsany, MBA
https://www.linkedin.com/in/cindy-harsany-819824b
Lexington, Ohio | 614-406-9023 | [email protected] Core Competencies | Strengths | Expertise
• Financial Statements
• Budgeting and Forecasting
• Policies and Internal
Controls
• Strategic Planning
• Financial Planning and
Cashflow Analysis
• Profitability and Cost
Analysis
• Change Management
• Leadership Development
• Contract Negotiations and Strategic
Partnerships
• Team Building and Performance
Improvement
Utilize keen analysis and insights to drive organizational improvements and implementation of best practices.
Accountable for multi-million-dollar budgets and allocating resources to exceed profit and goals. Hands on leader, providing a clear vision for teams, focusing on individual strengths, and building consensus to accomplish goals, while connecting with all levels of the organization.
Harsany and Associates, LLC | Columbus, Ohio 2016 - Present This organization was formed in 2010 to provide consulting services to states, local governments, nonprofits and for- profit entities involved in housing, economic development and community revitalization. This includes guidance with organizational structure and processes, program/project management services, technical assistance, strategic planning guidance, and research/analysis support.
Partner and CFO
Recruited to provide financial and organizational strategy to existing business, address changing nature of housing and community funding through HUD and redefine business through development of new business products and strategies.
Notable Achievements, including the following business products and changes:
Conducting work with multiple communities on guidance with planning and program development. This included meeting facilitation, public participation strategies, interviews with stakeholders, and development of guiding documents.
Financial guidance and underwriting on multiple development projects for several communities. Provided review of reimbursement requests from program partners for HOME and CDBG-DR funded programs and projects for multiple communities.
Strategic Planning model created for a streamlined, collaborative approach for organizations. This model was facilitated as a part of completion of Ohio CDC Association Strategic Plan, and to guide other nonprofit entities.
Guidance to multiple communities and organizations on organizational structures, strategies, and process. Human Resource Assessments provided for Yellow Springs and NECIC non profit organizations. Management of company finances, including budgets, financials, and forecasting and analysis of projects to determine ROI and increase billable hours.
133
49 Product - Non-Profit Structural Management. Ground up assistance for non-profits in writing their organizational plans, filing for tax exempt status, creating bylaws and other organizational documents.
Organization is now able to provide structural analysis and recommendations, directing good leadership practices through development of board policies and procedures, job descriptions, committee charters, and development of organizational tools and training.
First Community Church and Foundation | Columbus, Ohio 2009 - 2016 A nonprofit organization with an annual budget of $4.5 million, a separate $8 million-dollar Foundation and 100+ employees. Multiple Locations, programs, businesses and outreach programs.
Executive Director of Administration and Development/COO (2010 – 2016) Promoted into position to provide organizational leadership at a time of diminishing financial resources and was tasked with assessing and restructuring the organization as a part of their five-year strategic plan. This position was to oversee all operations of First Community and reported directly to the CEO while working with staff, boards and councils. A total of eight Director reports.
Notable Achievements:
Developed the balanced scorecard as a strategic planning and management system that was used by organizational leadership.
Increased revenue flow into businesses and outreach programs by $500,000, including increasing participation.
Camp Akita, Mary Evans Child Development Center, Early Childhood, and Trading Post. As a part of this, leadership was restructured, and camp grew from 1200 participants to 2000 over four years. To address budget challenges, focus was put into creating donor funding strategies within the different program areas. This successfully increased revenue as needed to meet the budget. Worked with Director of Facilities to complete capital improvements to facilities that had been neglected over time. This was accomplished by financial packaging strategies. A total of $700,000 of capital improvements were completed to existing buildings.
Managed grants as a part of oversight for the Foundation. Transitioned financial reports from manual excel to FIMS automated system. Created a spending policy and criteria for managing grants. Structural assessment and restructuring of the organization was done to streamline operational efficiencies to increase participation and revenue. Determinations of where to spend money to make money, and what could be reduced, were a part of this strategy, along with how to solicit and attract donations. Human resource accomplishments included creating an employee handbook, organizational policies that provided legal protection and expectations to employees. Employee benefits were managed to provide better benefits at a lower cost to staff.
Director of Finance/CFO - (2009-2010)
Major Accomplishments:
Ensured timely financial statements and created dashboards for internal and external use. 1
st budget year, decreased budget by 7% to address prior year budget deficit. Reviewed and adjusted organizational wages to create an overall fairness in pay. Reduced annual budgeting process by 75%, by creating a streamlined approach to budget meetings, templates, and accounting uploads.
Managed department budgets to successfully meet the annual budget. Created user friendly, transparent reporting system for staff, organizational leadership, and participants. 134
50 Facilitated successful audits for “unqualified opinions” with no material items identified during audit, as determined by external audit firm.
Epcon Communities and Epcon Communities Franchising | Dublin, Ohio 1998 – 2008 Development company that oversees 30 plus companies specializing in land, condominiums, commercial buildings, real-estate sales, and franchising. Company increased from 50 to 100 employees and $60 plus million in annual revenue.
Accounting Manager
Hired to administer all facets of accounting operations with direct line reporting to company CFO. Oversaw and ensured performance of four accounting staff, including accounts payable employee, two project accountants and one special projects accountant. Completed financial statements, annual budgets, and facilitated annual audit.
Major Accomplishments:
Timely financial reporting and general ledger review for multiple companies. Reduced payroll by $125,000 within the accounting department as a part of the recession, reorganizing the department to successfully facilitate on-going financial needs of the organization. Designed and implemented variance reporting system, as well as streamlined budgeting process through development of system processes and excel templates.
Throughout tenure, transitioned all accounting to an automated environment and guided four major accounting system upgrades.
Facilitated successful audits, “unqualified opinions” with no material items identified during audit, as determined by external audit firm; completed audit questionnaires and walk through that showed compliance with internal control requirements.
Enhanced staff capabilities through training on proper execution of 1099s, lien waivers, budget preparation, and financial statements as well as use of accounting system (including use of special reporting functions).
Education
Franklin University – Columbus, Ohio
Master of Business Administration, with emphasis on finance, 2008 | GPA 3.7 Franklin University – Columbus, Ohio
Bachelor of Accounting, 2007 | GPA 3.9
North Central Technical College – Mansfield, Ohio
Associate of Accounting, 1998 | GPA 4.0
Technical
Microsoft Office Suite (Word, Excel, PowerPoint) | Adobe Acrobat DC| Great Plains Dynamics| Shelby| Survey Monkey, Zoom, Sage 50 Accounting |QuickBooks
Memberships/Affiliations
Ohio Conference of Community Development – OCCD
Community Development Corporations Association (Ohio CDC) QuickBooks Pro Advisor
135
Town of Paradise
Council Agenda Summary
Date: April 14, 2026
Agenda Item: 2(f)
ORIGINATED BY: Melanie Elvis, Town Clerk/Elections Official REVIEWED BY: Scott E. Huber, Town Attorney
Michael O’Brien, Interim Town Manager
SUBJECT: Authorize destruction of certain records maintained in the Town Clerk Departments
LONG TERM
RECOVERY PLAN:
No
COUNCIL ACTION REQUESTED:
1. Adopt Resolution No. 2026-__, “A Resolution of The Town Council of the Town of Paradise Authorizing Disposal of Certain Town Records Maintained in the Town Clerk Department Pursuant to Government Code Section 34090”; or,
2. Provide alternative direction to staff to retain certain records.
Background:
The Town has had an established records management program since the early 1980’s. Based upon recommendations from the California Secretary of State, all Town records have been appraised, inventoried and scheduled with a retention/destruction code pursuant to Town of Paradise Resolution No. 04-27 (original schedule was adopted in 1993 by Resolution No. 93-30).
This resolution provides the Town with legal authority to dispose of certain records that are no longer required by the Town.
Analysis:
Once records have fulfilled their administrative, fiscal, or legal function they should be disposed of as soon as possible to maintain efficient, effective and economical management of information.
Resolution No. 04-27 provides for the legal authority, with the Town Attorney’s consent, to dispose of records that no longer serve the administrative, legal and/or fiscal purposes for which they were created. Since the records are eligible for destruction and no longer have value to the Town, it is appropriate that the Council adopt the proposed resolutions.
Financial Impact:
No additional cost will be borne by the Town in destroying these records. The Finance Division already contracts for regular shredding service and any documents not containing confidential or sensitive information will be recycled.
136
TOWN OF PARADISE
RESOLUTION NO. 2026- ___
A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF PARADISE AUTHORIZING
DISPOSAL OF CERTAIN TOWN RECORDS MAINTAINED IN THE TOWN CLERK DEPARTMENT PURSUANT TO GOVERNMENT CODE SECTION 34090.
WHEREAS, Government Code Section 34090 authorizes the head of a Town department, with the written consent of the Town Attorney, to destroy certain records over two years of age upon approval of the legislative body; and,
WHEREAS, the Town Attorney consent is incorporated into this resolution as Exhibit “A” approving the destruction of those certain records set forth in Exhibit “A”; and, WHEREAS the specific records are set forth on Exhibit “B”; and, WHEREAS, the Town Clerk is requesting to dispose of certain records maintained in the Town Clerk Department as set forth on the attached Exhibit “B”.
NOW, THEREFORE, the Town Council of the Town of Paradise does resolve as follows:
SECTION 1: The Town Clerk of the Town of Paradise is hereby authorized to dispose of the records set forth in Exhibit “B" of this resolution.
PASSED AND ADOPTED by the Town Council of the Town of Paradise this 14 th day of
April 2026, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
__________________________
Steve Crowder, Mayor
ATTEST:
____________________________
Melanie Elvis, Town Clerk
APPROVED AS TO FORM:
_____________________________
Scott E. Huber, Town Attorney
137
TOWN OF PARADISE
RESOLUTION NO. 2026- ___
EXHIBIT “A”
Consent to Destruction of Certain Records, Documents
and Papers of the Town of Paradise
Pursuant to the Government Code Section 34090, I hereby consent to the destruction of those certain records, documents and papers of the Town of Paradise listed on Exhibit “B” attached to Resolution No. 2026- ___.
DATED: April 14, 2026
_____________________________
Scott E. Huber, Town Attorney
138
TOWN OF PARADISE
RESOLUTION NO. 2026- ___
EXHIBIT “B”
LIST OF FILES ELIGIBLE FOR DESTRUCTION
BOX NO. 2020-00001 – 2 YEAR RETENTION
SUBJECT
FILE
NUMBER
RETENTION
SCHEDULE
FILE DESCRIPTION DESTROY
AFTER
LEGAL/LEGISLATIVE
N/A T +2 Agenda Packets January 2019-December 2019 1/17/2022 BOX NO. 2020-00001 – 5 YEAR RETENTION
SUBJECT FILE
NUMBER
RETENTION
SCHEDULE
FILE DESCRIPTION
LEGAL/LEGISLATIVE- CLAIMS/LITIGATIONS
520-20-37 CL+5 LOUIS, Jonathan Arthur
520-20-52 CL+5 LAYTON, Barry Alan
520-20-57 CL+5 LANGBERG, Cory Bruce
520-20-72 CL+5 RUSSELL, Denise
520-20-74 CL+5 MARTIN, Richard S.
520-20-83 CL+5 HEAL, Daniel – C/o Ponderosa Property Mgt. 520-20-84 CL+5 FLORES, William
520-20-86 CL+5 WEBB, Bill
520-20-87 CL+5 HAMMONS, Robert Elmer
520-20-98 CL+5 LECLERC, Raoul
520-20-99 CL+5 HERNANDEZ, Christopher Daniel
520-20-100 CL+5 HERNANDEZ, Kolbi
520-20-101 CL+5 HERNANDEZ, Manuel C.
520-20-102 CL+5 EHORN, Brent
520-20-103 CL+5 EHORN, Sharla
520-20-104 CL+5 RICHARDSON, Gary E.
520-20-105 CL+5 RICHARDSON, Lynda P.
520-20-106 CL+5 MURPHY, Joshua
520-20-107 CL+5 ERLE, Elizabeth
520-20-108 CL+5 HUGHES, Ryan
520-20-109 CL+5 MARIA, Lynette
520-20-110 CL+5 HUTCHISON, Sara
520-20-111 CL+5 CHENEY, Robert L.
520-20-112 CL+5 GALE, Annette; MANGRUM, Robert
520-20-113 CL+5 HERNANDEZ, Christopher (2017)
520-20-114 CL+5 BILYEU, Betty
520-20-115 CL+5 HOUDEK, Michael & Jackie (2017)
520-20-116 CL+5 ROSE, Phil (2017)
520-20-117 CL+5 CAIN, Sara (2016)
520-20-118 CL+5 United Services Automobile (2017)
520-20-119 CL+5 GADBERRY, Keith
520-20-121 CL+5 FAIRCHILD, James Richard
520-20-122 CL+5 MAY, Ed and CB Properties (2017)
520-20-126 CL+5 CROWDER, Steve
FISCAL/FINANCIAL
380-60-24 AU + 5 RFP’s for Banking Services 2012 (6/30/2019) 139
TOWN OF PARADISE
RESOLUTION NO. 2026- ___
BOX NO. 2020-00002 5 YEAR RETENTION
SUBJECT
FILE
NUMBER
RETENTION
SCHEDULE FILE DESCRIPTION
FINANCIAL/FISCAL PURCHASING
380-45-51 T+5 Lease Purchase – Paid Off 2012/2013 FY – Refurbish 2 Police Vehicles
LEGAL/LEGISLATIVE-AGREEMENTS/CONTRACTS
510-15-063 T+5 Agreement to Use Facility as Emergency Shelter 510-20-41 T+5 Beyond Fitness (Sheltering Services during Emergencies) 510-20-54 T+5 California Dept. of Forestry and Fire
510-20-70 T+5 County of Butte (County-Wide Mass Notification System 510-20-74 T+5 Butte County (Collection of DIF for Jail Facilities 510-20-98 T+5 Vigilant Canine Service International, LLC 510-20-102 T+5 Peters, Habib, McKenna & Juhl-Rhodes, LLP Code Enforcement relating to abatement of Public Nuisances 510-20-103 T+5 State of CA – Dept. of General Program
State & Federal Surplus Property Program
510-20-109 T+5 Sutter Butte Communications, Inc.
(Police Vehicle Emergency Equipment and Installation of Equip) 510-20-119 T+5 Funk, Harold & Pam (6256 Skyway- ROW Agreement 510-20-123 T+5 PG&E (Financing Loan Agreement – LED Retrofit Lighting – Richard Heath & Associates)
510-20-126 T+5 Peters, Habib, McKenna and Juhl-Rhodes, LLP 510-20-132 T+5 Tenant-Based Rental Assistant Program
510-20-136 T+5 Chico Electric (Emergency Electrical Repair PPD) 510-20-137 T+5 Rowe, Steve (960 Employment Services Agreement 510-20-141 T+5 Lehr Auto Electric
510-20-156 T+5 Broker for 2008 Stutphen Pumper
510-20-163 T+5 Feather River Hospital for Patient Services 510-20-168 T+5 The Screen and Window Shop, Contract 17-11 510-20-175 T+5 Powell Roofing, Inc.
510-20-178 T+5 Dicks Floor Covering Police Department Carpet Replacement 510-20-180 T+5 Dude Solutions, Inc. Town of Paradise Facilities Assessment and Capital Forecast
510-20-183 T+5 Service Masters By Cronic
510-20-184 T+5 Peters, Habib McKenna and Juhl Rhoades (1450 Bader Mine) 510-20-186 T+5 Becker Contracting , Inc. (Fleet Maintenance Bay) 510-20-196 T+5 Cooling Split System for Fleet Maintenance Bay 510-20-198 T+5 Chico Electric
510-20-204 T+5 Bunch Electric
510-20-210 T+5 Franks Air Conditioning and Heating
510-20-220 T+5 ARRB Group Inc.
510-20-229 T+5 Urban Design Associates, LTD
LEGAL/LEGISLATIVE- CLAIMS
520-10-059 CL+5 VEAZEY, Billie
520-20-89 CL+5 THOMAS, Edward
520-20-90 CL+5 ROLLER, Cassandra
520-20-91 CL+5 THOMAS, Shelby Ann
520-20-92 CL+5 TZUGARIS, Frances R.
520-20-93 CL+5 WOODWARD, Christine
520-20-94 CL+5 WOODWARD, Elizabeth
520-20-95 CL+5 WOODWARD, Sarah
520-20-96 CL+5 WOODWARD, Victoria
520-20-97 CL+5 EHORN, Sharla
140
TOWN OF PARADISE
RESOLUTION NO. 2026- ___
SUBJECT
FILE
NUMBER
RETENTION
SCHEDULE FILE DESCRIPTION
520-20-120 CL+5 FRANCISCO, Gary R.
520-20-123 CL+5 YODER, Dennis E & Anna Mavy
520-20-124 CL+5 HOPPS, Trisha/Ridge Physical Therapy (2018) PROPERTY – REAL
820-10-10 CL+ 10 Acquisition 1645 Eaglet Way
BOX NO. 2023-00003 2 YEAR RETENTION
SUBJECT
FILE
NUMBER
RETENTION
SCHEDULE
FILE DESCRIPTION DESTROY
AFTER
LEGAL/LEGISLATIVE
N/A T +2 Agenda Packets January 2022 - July 2023 7/11/2025 BOX NO. 2023-00005 2 YEAR RETENTION
SUBJECT
FILE
NUMBER
RETENTION
SCHEDULE
FILE DESCRIPTION DESTROY
AFTER
ADMINISTRATION
180-30-097 T +2 Town Council Correspondence 2016-2019 1/1/2022 LEGAL & LEGISLATIVE – ELECTION ADMINISTRATION
530-10-045 E+2 Election 2014 11/30/2017
530-10-053 E+2 Election 2016 11/30/2019
530-10-055 E+2 Election 2018 11/30/2021
530-10-057 E+2 Election 2020 11/30/2023
LEGAL & LEGISLATIVE- PUBLIC HEARINGS
540-50-020 T +4 Public Hearings Working File: 2015-2018 7/27/2023 BOX NO. 2022-00005 7 YEAR RETENTION
SUBJECT
FILE
NUMBER
RETENTION
SCHEDULE
FILE DESCRIPTION DESTROY
AFTER
LEGAL & LEGISLATIVE – ELECTION ADMINISTRATION
530-10-066 E+7 2014-2016 Unsuccessful Candidate Campaign Disclosures: Mike Zuccolillo, Stan McEtchin, Steve “Woody” Culleton, Kristen Van Natta
11/7/2023
530-10-067 E+7 2018 Unsuccessful Candidate Campaign Disclosures: Larry R.
Duncan, Steven A. Hille, Scott Lotter, Julian Martinez, Cathe Wood
11/7/2025
LEGAL & LEGISLATIVE – LITIGATION FILES - CLOSED
540-40-001 CL + 7 People vs Crivello – Lofty Lane (Code Violations) – Documents from Town Attorney
11/7/2025
141
TOWN OF PARADISE
RESOLUTION NO. 2026- ___
BOX NO. 2023-00004 2 YEAR RETENTION
SUBJECT
FILE
NUMBER
RETENTION
SCHEDULE
FILE DESCRIPTION DESTROY
AFTER
ADMINISTRATION
155-15-027 CL + 2 Freedom of Information Act (FOIA) Request: Lizzie Johnson, San Francisco Chronicle
1/1/2025
155-15-028 CL + 2 Freedom of Information Act (FOIA) Request 2019 1/1/2021 155-15-029 CL + 2 Freedom of Information Act (FOIA) Request 2020 1/1/2023 180-30-100 CU + 2 Town Council Correspondence 2020 through 2022 1/1/2025 FINANCIAL/FISCAL 1/1/2025
395-40-006 T + 4 Business License 2020 1/1/2025
395-40-007 T + 4 Business License 2021 1/1/2025
LEGAL & LEGISLATIVE 1/1/2025
540-50-024 T + 4 Public Hearings (NOT RFP OR RFQ) 2013-2015 1/1/2025 580-10-054 CU + 2 Proof of Posting Agendas for Town Council/Planning Commission 2020-2021
1/1/2025
BOX NO. 2024-00002 2 YEAR RETENTION
SUBJECT
FILE
NUBMER
RETENTION
SCHEDULE
FILE DESCRIPTION DESTROY
AFTER
HEALTH, SAFETY & WELFARE
420-20-011 CU + 2 Special Needs Evacuation Surveys (SNAP) CL+2 12/31/2018 420-20-017 CU + 2 Joint Information Center Model 0 JIC Drill 2006 1/27/2008 420-25-003 CU + 2 Unsuccessful RFQ’s for Disaster Recovery Services 1/8/2021 440-60-15 T + 2 VADS – Volunteers Advancing Defensible Space See Res 09-10
2/29/2011
440-65-20 CU + 2 Fire Station 3 Remodel – See Res 09-11 2/24/2013 440-65-21 CU + 2 Fire Station 81 Reroof – See Res 14-45 10/09/2016 440-65-22 CU + 2 Fire Engine Exhaust Removal Project 9/16/2017 480-05-04 Police Services – Admin General File #2 2003 through 2021 3/17/2023
LEGAL/LEGISLATIVE
530-10-007 T + 2 Correspondence re Mail Ballots – 1990 – 9/17/1992 530-10-008 E + 2 Election Administration/Legislation 1990-2014 Correspondence
12/31/2016
550-40-031 T + 2 Newspaper Articles re State Proposition 218 9/16/1998 580-10-051 CU + 2 Agendas – Proof of Posting
Town Council/Planning Commission 2017
12/19/2019
580-10-055 CU + 2 Agendas – Proof of Posting
Town Council/Planning Commission 2022-2023
12/29/2025
PERSONNEL
610-50-01 CL + 3 Job Position Questionnaires/Surveys 1/1/2003 610-60-01 CU + 2 Counseling & Evaluation Forms 1/7/1994 610-60-03 CL + 3 Interview Forms & Guidelines 1/7/1994
620-40-01 CU + 2 Terminated Employee Brandon Resendez 1/4/2015 640-20-01 CL + 2 Employee Grievances, Lay-offs, Furloughs & Benefit Concessions
142 11/29/2014
TOWN OF PARADISE
RESOLUTION NO. 2026- ___
650-60-06 CL + 3 Finance Director Recruitment 7/8/2008 7/8/2010 650-60-07 CL + 3 Police Chief Recruitment 9/11/12 9/11/2014 650-60-08 CL + 3 Human Resources Manager 6/22/2005 6/22/2007 650-60-09 CL + 3 Assistant Clerk & Deputy Clerk Recruitment 7/3/2006 7/3/2008 650-60-10 CL + 3 Fire Chief Recruitment 12/12/2006 12/12/2008
PUBLIC WORKS
550-40-034 T + 5 Info Re Prop 84 & Grant Application – See Resolution No. 14-04 Approving Grant Application
3/6/2016
Reviewed by:
_______________________________________
Melanie Elvis, Town Clerk
143
Town of Paradise
Council Agenda Summary
Date: April 14, 2026
Agenda Item: 2(g)
ORIGINATED BY: Marc Mattox, Director of Public Works
REVIEWED BY: Michael O’Brien, Interim Town Manager
SUBJECT: SB 1 Road Maintenance and Rehabilitation Account Project List
LONG TERM
RECOVERY PLAN:
No
COUNCIL ACTION REQUESTED:
1. Consider adopting Resolution No. 2026-_____ , “A Resolution of the Town Council of the Town of Paradise adopting a list of projects for fiscal year 2026/2027 funded by SB1: The Road Repair and Accountability Act of 2017.”
Background:
On April 28, 2017, Governor Brown signed Senate Bill 1 (SB 1), the Road Repair and Accountability Act of 2017, increasing per gallon fuel excise taxes, diesel fuel sales taxes, and vehicle registration fees with inflationary adjustments to tax rates in the future for the purpose of addressing road maintenance, rehabilitation, and roadway safety needs. The State Controller will deposit portions of the new funding into the Road Maintenance & Rehabilitation Account (RMRA), which will be apportioned by formula to eligible cities and counties. Funds are anticipated to apportion to cities and counties beginning January 2018.
SB1 emphasizes the importance of accountability and transparency in the delivery of California’s transportation programs and, therefore, requires cities and counties to provide basic RMRA project reporting to the California Transportation Commission (CTC). Per the program’s requirements, jurisdictions are required to submit a project list to the CTC with locations, schedule, and estimated useful life of the project before they can receive RMRA funds.
Analysis:
The Town is required to submit a proposed project list for the 2026/2027 Fiscal Year to the CTC by July 1, 2026 in order to receive RMRA funds. The Town will continue to receive apportionments monthly. The League of California Cities estimates that the Town of Paradise will receive $311,113 of RMRA funds in the 2026/2027 Fiscal Year.
Due to the Camp Fire, the fiscal year 2026/2027 revenues from SB 1 are proposed to be used for funding our Maintenance Division staff that will repair various roads, streets, curbs, gutters, and sidewalks.
The Town will report any use of SB 1 revenues within the 2026/2027 Fiscal Year, as well as update the project in the annual Expenditure Report, that is due to the Commission by December 1st, each year.
144
Financial Impact:
The Town of Paradise anticipates receiving $311,113 of RMRA funds in the 2026/2027 fiscal year. The funds must be utilized to repair, rehabilitate, or maintain roadways within the Town.
Attachments:
A. Resolution
B. 2026/2027 Projected Revenues
145
1 TOWN OF PARADISE
RESOLUTION NO. 2026-____
A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN
OF PARADISE ADOPTING A LIST OF PROJECTS FOR
FISCAL YEAR 2026/2027 FUNDED BY SB 1: THE ROAD
REPAIR AND ACCOUNTABILITY ACT OF 2017
WHEREAS, Senate Bill 1 (SB 1), the Road Repair and Accountability Act of 2017 (Chapter 5, Statutes of 2017) was passed by the Legislature and Signed into law by the Governor in April 2017 in order to address the significant multi-modal transportation funding shortfalls statewide; and
WHEREAS, SB 1 includes accountability and transparency provisions that will ensure the residents of our Town are aware of the projects proposed for funding in our community and which projects have been completed each fiscal year; and WHEREAS, the Town must adopt a list of all projects proposed to receive funding from the Road Maintenance and Rehabilitation Account (RMRA), created by SB 1 by resolution, which must include a description and the location of each proposed project, a proposed schedule for the project’s completion, and the estimated useful life of the improvement; and
WHEREAS, the Town will receive and estimated $311,113 in RMRA funding in Fiscal Year 2026/2027 from SB 1; and
WHEREAS, this is the tenth year in which the Town is receiving SB 1 funding and will enable the Town to continue essential road maintenance. In response to the 2018 Camp Fire, the Town of Paradise continues to rely on limited population-based funding to maintain the same amount of infrastructure as it did pre-fire. The addition of SB1 funds help the Town sustain services such as general maintenance and safety activities which wouldn't otherwise been possible without SB 1; and WHEREAS, the Town has undergone a robust public process to ensure public input into our community’s transportation priorities/the project list; and WHEREAS, the Town used a Pavement Management System to develop the SB 1 project list to ensure revenues are being used on the most high-priority and cost-effective projects that also meet the communities priorities for transportation investment; and
WHEREAS, the funding from SB 1 will help the Town maintain and rehabilitate 100 miles of our publicly owned roadways, which in light of the 2018 Camp Fire are in need of additional repairs and improvements; and
146
2 WHEREAS, the 2023 California Statewide Local Streets and Roads Needs Assessment found that the Town’s streets and roads are in an at higher risk condition and this revenue will help us increase the overall quality of our road system and over the next decade will bring our streets and roads into a lower risk condition; and WHEREAS, the SB 1 project list and overall investment in our local streets and roads infrastructure with a focus on basic maintenance and safety, investing in complete streets infrastructure, and using cutting-edge technology, materials and practices will have significant positive co-benefits statewide.
NOW, THEREFORE BE IT RESOLVED by the Town Council of the Town of Paradise, State of California, as follows:
1. The foregoing recitals are true and correct.
2. The following list of proposed projects will be funded in-part or solely with fiscal year 2026/2027 Road Maintenance and Rehabilitation Account revenues:
Town Transportation Related Infrastructure Repair and Rehabilitation Maintenance Division staff that will repair various roads, streets, curbs, gutters and sidewalks within Town of Paradise limits within the timeframe of 07/2026 to 06/2027 for an estimated useful life of 1-2 years.
PASSED AND ADOPTED by the Town Council of the Town of Paradise on this 14 th day of April 2026, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
By:
Steve Crowder, Mayor
ATTEST:
Melanie Elvis, Town Clerk
APPROVED AS TO FORM:
Scott E. Huber, Town Attorney
147
ATTACHMENT B
Local Streets and Roads - Projected FY2026-27 Revenues
Based on State Dept of Finance statewide revenue projectionsEstimated January 2026 TOTAL Road Mntnc Sec2103 (3) Sec2105 (3) Sec2106 (3) Sec2107 (3) Sec2107.5 (4) HUTA Rehab Acct
ALAMEDA COUNTY
ALAMEDA 516,581 772,536 291,689 690,786 7,500 2,279,092 2,217,185 4,496,277 ALBANY 138,402 206,977 81,663 185,075 5,000 617,118 594,027 1,211,145 BERKELEY 839,055 1,254,789 470,778 1,122,008 10,000 3,696,630 3,601,256 7,297,886 DUBLIN 488,281 730,214 275,972 652,943 7,500 2,154,909 2,095,719 4,250,628 EMERYVILLE 88,065 131,699 53,708 117,762 3,000 394,233 377,976 772,210 FREMONT 1,520,710 2,274,191 849,343 2,033,536 10,000 6,687,780 6,526,946 13,214,726 HAYWARD 1,072,314 1,603,623 600,321 1,433,928 10,000 4,720,186 4,602,412 9,322,598 LIVERMORE 573,737 858,012 323,431 767,217 7,500 2,529,896 2,462,500 4,992,397 NEWARK 319,584 477,932 182,285 427,357 6,000 1,413,159 1,371,669 2,784,828 OAKLAND 2,831,636 4,234,655 1,577,381 3,786,544 10,000 12,440,216 12,153,495 24,593,711 PIEDMONT 73,663 110,161 45,709 98,504 3,000 331,037 316,163 647,201 PLEASANTON 521,706 780,201 294,535 697,640 7,500 2,301,582 2,239,183 4,540,765 SAN LEANDRO 594,401 888,915 334,907 794,850 7,500 2,620,574 2,551,193 5,171,767 UNION CITY 458,215 685,252 259,275 612,738 7,500 2,022,981 1,966,678 3,989,659
ALPINE COUNTY
AMADOR COUNTY
AMADOR 1,307 1,955 5,753 1,748 1,000 11,764 5,612 17,375 IONE 59,078 88,350 47,844 79,001 2,000 276,272 253,565 529,837 JACKSON 32,889 49,185 28,763 43,981 2,000 156,818 141,162 297,981 PLYMOUTH 7,335 10,969 10,144 9,808 1,000 39,257 31,482 70,738 SUTTER CREEK 17,285 25,849 17,394 23,114 1,000 84,641 74,187 158,828
BUTTE COUNTY
BIGGS 12,898 19,289 12,458 17,248 1,000 62,893 55,359 118,252 CHICO 744,257 1,113,021 446,685 995,241 10,000 3,309,203 3,194,379 6,503,582 GRIDLEY 47,893 71,622 33,235 64,043 2,000 218,793 205,557 424,350 OROVILLE 130,806 195,617 82,463 174,917 4,000 587,803 561,423 1,149,226 PARADISE 72,486 108,401 47,837 101,987 3,000 333,711 311,113 644,824
CALAVERAS COUNTY
ANGELS CAMP 23,874 35,704 30,561 31,925 1,000 123,065 102,470 225,535
COLUSA COUNTY
COLUSA 42,728 63,899 21,928 57,137 2,000 187,692 183,391 371,082 WILLIAMS 36,537 54,641 19,446 48,859 2,000 161,482 156,819 318,301 TOTAL Highway Users Tax Acct (HUTA)(1) Streets & Highways Code 15 January 2026 CaliforniaCityFinance.com Page 1 of 16 148
Town of Paradise
Council Agenda Summary
Date: April 14, 2026
Agenda Item: 2(h)
ORIGINATED BY: Marc Mattox, Director of Public Works
REVIEWED BY: Michael O’Brien, Interim Town Manager
SUBJECT: Pearson Hilltop Guard Rail Project Acceptance
LONG TERM
RECOVERY PLAN:
No
COUNCIL ACTION REQUESTED:
1. Consider adopting Resolution No. 2026-_____ , “A Resolution of the Town Council of the Town of Paradise accepting the work performed under the Pearson Hilltop Guard Rail Project Contract No. 9430.CON, performed by Apex Fence Company INC.” Background:
Residents and Town staff highlighted the need for a guard rail at the hilltop of Pearson Road at the beginning of the Pearson Road dip.
Plans and specifications were developed by Town staff and prepared for bid.
On September 15, 2025 a Notice of Exemption was filled as categorically exempt with the Butte County Clerk Recorder’s office.
On October 27, 2025 the Town received an informal bid from Apex Fence Company INC.
On December 4, 2025 a purchase order of $35,799.50 was created for Apex Fence Company INC to perform the work, the amount of their base bid $32,545.00 and approved contingency expenditures not exceeding 10%.
Analysis:
Construction was completed on January 6, 2026. A total of 237.5 linear feet of guard rail was installed at the Pearson Hilltop location.
Financial Impact:
The total estimated construction cost of the Pearson Hilltop Guard Rail Project including a 10% contingency, was $38,911.81. The actual total construction cost is $32,545.00. Funding for the project came from Local Transportation Funds (LTF).
Attachments:
A. Resolution
B. Notice of Completion
149
1 TOWN OF PARADISE
RESOLUTION NO. 2026-____
A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN
OF PARADISE ACCEPTING THE WORK PERFORMED
UNDER THE PEARSON HILLTOP GUARD RAIL PROJECT
CONTRACT NO. 9430.CON, PERFORMED BY APEX
FENCE COMPANY INC.
WHEREAS, The Town of Paradise has heretofore contracted with Apex Fence Company INC, for certain work performed under the certain project known as the Pearson Hilltop Guard Rail Project, being Contract No. 9430.CON; and WHEREAS, said work of improvements, as called for by the contract between the Town of Paradise and Apex Fence Company INC, referable to said project was completed on January 6, 2026 to the satisfaction of the Town.
NOW, THEREFORE BE IT RESOLVED by the Town Council of the Town of Paradise, State of California, as follows:
1. Accept the work performed on those certain improvements, the subject of a contract between the Town of Paradise and Apex Fence Company INC, known and referred to as the Pearson Hilltop Guard Rail Project.
PASSED AND ADOPTED by the Town Council of the Town of Paradise on this 14 th day of April 2026, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
By:
Steve Crowder, Mayor
ATTEST:
Melanie Elvis, Town Clerk
APPROVED AS TO FORM:
Scott E. Huber, Town Attorney
150
RECORDING REQUESTED BY:
TOWN OF PARADISE
AND WHEN RECORDED MAIL TO:
TOWN CLERK
TOWN OF PARADISE
5555 SKYWAY
PARADISE, CA 95969
SPACE ABOVE THIS LINE FOR RECORDER’S USE
NOTICE OF COMPLETION
Notice is hereby given:
1. The undersigned is Owner of the interest or estate stated below in the property hereinafter described.
2. The full name of the undersigned is Town of Paradise, a Municipal Corporation
3. The full address of the undersigned is 5555 Paradise, California 95969
4. The nature of the title of the undersigned is: IN FEE
5. The full names and full addresses of all persons, if any, who hold such interest or estate with the undersigned as joint tenants or as tenants in common are:
NAMES ADDRESSES
None
6. The names of the predecessors in interest of the undersigned, if the property was transferred subsequent to the commencement of the work or improvements herein referred to:
NAMES ADDRESSES
None
7. A work of improvement on the property hereinafter described was completed on January 6, 2026
8. The name of the original contractor, if any, for such work of improvement is Apex Fence Company, INC of Anderson, CA
9. The property on which said work of improvement was completed is in the Town of Paradise, County of Butte, State of California, and is described as follows:
Pearson Hilltop Guard Rail Project 9430.CON
10. The street address of said property is 300 FT East of Pearson Road and Stearns Road Intersection (If no street address has been officially assigned, insert “None.”) Dated: April 14, 2026 Signature of Owner
named in Paragraph 2:
TOWN OF PARADISE
By:
Michael O’Brien
Interim Town Manager, Town of Paradise