1 City of Portola
Regular Meeting
January 25, 2023 06:00 PM
35 Third Ave Portola 96122
https://www.cityofportola.com/
COUNCILMEMBERS
Mayor Tom Cooley • Mayor Pro Tem Bill Powers • Councilmember Pat Morton • Councilmember Stan Peiler • Councilmember Leah Turner
REASONABLE ACCOMMODATIONS: Meeting facilities are accessible to persons with disabilities. Reasonable efforts will be made to accommodate the participation of the disabled in the City’s public meetings. If special accommodation for the disabled is needed, please notify the City at 530.832.6801 at least 48 hours prior to the meeting.
As permitted by Executive Order N-29-20, proclaiming a State of Emergency in the State of California, the City Council Chamber at City Hall will not be accessible to the public for this City of Portola’s Regular City Council meeting.
The City Council meeting is accessible to the public via live streaming at:https://zoom.us/j/3583067836or by phone at: Phone Number 1.669.900.6833; Meeting ID: 358 306 7836.
Any person desiring to address the City Council on any item not on the agenda may, after accurately identifying themselves, do so during public comment. Public comment will be accepted during the meeting via Zoom using the “Raise Hand” feature or *9 on a telephone on any item on the agenda at any time beginning at 6:00 p.m. and ending at the close of public comment on the item.
Public Comment can be made by clicking on the"comment"section directly from the agenda, next to each agenda item.
Public comment will also be accepted via email sent to Deputy City Clerk, [email protected] which if received at least [24 or 48] hours prior to commencement of the meeting will be distributed to the Council and posted to the City’s website prior to the meeting
1. Call to Order
A. Pledge of Allegiance
B. Roll Call
2. Public Comments
Discussion Comment
This section is intended to provide members of the public with an opportunity to comment on any subject that does not appear on this agenda. Please note that California law prohibits the City Council from taking action on any matter which is not on the posted agenda, unless it is determined to be an urgency item by the City Council. Any member of the public wishing to address the City Council during “PUBLIC COMMENT” shall first secure permission of the presiding officer, stand; may give his/her name and address to the Clerk for the record. Each person addressing the City Council shall be limited to three minutes ordinarily, unless the presiding officer indicates a different amount will be allotted.
3. CITY COMMUNICATIONS
Discussion Comment
2 A.
City Council Communications / Committee Reports
B.
Staff Communications / Fire Report / Sheriff's Report / Air Quality Report C.
City Manager Report
4. Consent Agenda
Discussion Possible Action Comment
These items are expected to be routine and non-controversial. The City Council will act upon them at one time without discussion. Any Councilmembers, staff member or interested party may request that an item be removed from the consent agenda for discussion. Additional budget appropriations will require a four/fifths roll call vote.
A.
Claims- Adopt Resolution No. 2540 authorizing payment of claims for the period of January 12, 2022 though January 25, 2023
Accounts Payable: $ 53,278.38
Payroll: $ 25,319.02
Total: $ 78,597.40
Payroll Checks 17227 – 17229
AP Run Checks 44568 – 44594
B.
Minutes - Approval of October 26th, 2022 and January 11th, 2023 Minutes
5. Mid-year Financial Update 2022-2023 and Draft Budget Schedule Discussion Possible Action Comment
Review an update on financials at mid-year and discuss the draft budget schedule by Finance Officer Susan Scarlett
6. Mayor Committee Appointments
Discussion Possible Action Comment
Review, discuss, and make changes to current committee appointments
7. Appointment of Ad Hoc Committee for Interim City Manager labor negotiations Discussion Possible Action Comment
Create an ad hoc committee to serve as and be the designated labor negotiators to negotiate with the Interim City Manager
8. Closed Session pursuant to Government Code section 54957.6 Discussion Possible Action Comment
Conference with Labor Negotiators, City representatives - those individuals who were designated in agenda item number 7 above, Unrepresented employee – Interim City Manager
9. Adjournment
Resolution No. 2540 January 25, 2023
RESOLUTION NO. 2540
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PORTOLA
AUTHORIZING PAYMENT OF CLAIMS FOR THE PERIOD
JANUARY 12, 2023 THROUGH JANUARY 25, 2023.
ACCOUNTS PAYABLE
CHECK NUMBERS: 44568 – 44594
PAYROLL
CHECK NUMBERS: 17227 – 17229
WHEREAS, the City Council of the City of Portola has been fully advised that all such claims and demands are legal obligations of the City; and,
WHEREAS, the City Council has fully considered the claims and money demands and payment thereof as set forth below and in "Exhibit A" attached hereto and incorporated herein.
ACCOUNTS PAYABLE: $ 53,278.38
PAYROLL: $ 25,319.02
TOTAL: $ 78,597.40
NOW THEREFORE BE IT RESOLVED THAT all claims and demands represented are just and proper and legal demands or claims against the City of Portola, and the payment of any such demands is approved and authorized.
PASSED, APPROVED AND ADOPTED this 25th day of January, 2023 by the following vote:
AYES: _______________________
NOES:________________________
ABSTAIN: ____________________
ABSENT: _____________________
Tom Cooley, Mayor
ATTEST:
Jason Shaw, Deputy City Clerk
I, Jason Shaw, Deputy City Clerk of the City of Portola, do hereby certify that the above and foregoing Resolution was duly passed and adopted by the City Council at the City of Portola Regular meeting thereof held on January 25, 2023.
Jason Shaw, Deputy City Clerk
1/17/2023 12:54 PM DIRECT PAYABLES CHECK REGISTER PAGE: 1 PACKET: 00170 AP RUN 1.25.2023
VENDOR SET: 01 CITY OF PORTOLA **** CHECK LISTING ****
BANK: PC POOLED CASH - PLUMAS
CHECK CHECK CHECK CHECK
VENDOR I.D. NAME TYPE DATE DISCOUNT AMOUNT NO# AMOUNT
------------------------------------------------------------------------------------------------------------------------------------ 000027 NATIONAL INDUSTRIAL & SAFETY SU
I-202301170963 SNOW MATERIALS & SUPPLIES R 1/25/2023 478.80 044568 478.80 000029 COUNTRY BREEZE CLEANING
I-202301170974 CITY OFFICE CLEANING R 1/25/2023 400.00 044569 400.00 0005 AIRGAS, INC.
I-202301170967 ACETLENE/OXYGEN R 1/25/2023 235.90 044570 235.90 0015 AMERIGAS
I-202301170961 LDWTP PROPANE R 1/25/2023 1,135.97 044571 1,135.97 0021 AT&T
I-202301170973 800 EMER LINE R 1/25/2023 4.77 044572 4.77 0039 BULLET INFORMATION TECHNOLOGY
I-202301170959 IT SERVICES R 1/25/2023 1,810.00 044573 1,810.00 0048 CBC COMPANIES-FACTUAL DATA
I-202301170979 UB CREDIT CHECKS R 1/25/2023 34.50 044574 34.50 0055 COATES TIRE CENTER
I-202301170957 VEH/EQUIP REPAIR R 1/25/2023 1,439.11 044575 1,439.11 0062 CSG CONSULTANTS, INC.
I-202301170965 CODE ENFORCEMENT SERVICES R 1/25/2023 6,415.00 044576 6,415.00 0073 EASTERN PLUMAS HEALTHCARE
I-202301170966 SEWER VACCINES R 1/25/2023 378.00 044577 378.00 0098 HOLIDAY SIGNS
I-202301170981 HOLIDAY SIGNS R 1/25/2023 19.00 044578 19.00 0101 HUNT & SONS, INC.
I-202301170972 CITY FUEL CHARGES R 1/25/2023 7,152.06 044579 7,152.06 0118 KANSAS LIFE INSURANCE CO
I-202301170977 EMPLOYEE LIFE INSURANCE R 1/25/2023 69.54 044580 69.54 0136 MANHARD CONSULTING
I-202301170960 PLANNING SERVICES R 1/25/2023 2,960.00 044581 2,960.00 0154 NORTHERN CALIFORNIA GLOVES
I-202301170964 SEWER MATERIALS & SUPPLIES R 1/25/2023 3,103.52 044582 3,103.52 1/17/2023 12:54 PM DIRECT PAYABLES CHECK REGISTER PAGE: 2 PACKET: 00170 AP RUN 1.25.2023
VENDOR SET: 01 CITY OF PORTOLA **** CHECK LISTING ****
BANK: PC POOLED CASH - PLUMAS
CHECK CHECK CHECK CHECK
VENDOR I.D. NAME TYPE DATE DISCOUNT AMOUNT NO# AMOUNT
------------------------------------------------------------------------------------------------------------------------------------ 0159 OFFICE DEPOT
I-202301170958 OFFICE SUPPLIES R 1/25/2023 119.00 044583 119.00 0173 PITNEY BOWES
I-202301170976 POSTAGE SUPPLIES R 1/25/2023 127.62 044584 127.62 0178 PLUMAS COUNTY CLERK
I-202301170978 ELECTION COSTS R 1/25/2023 4,465.39 044585 4,465.39 0188 PORTER SIMON CORPORATION
I-202301170955 LEGAL SERVICES R 1/25/2023 5,940.00 044586 5,940.00 0192 PURCHASE POWER
I-202301170968 POSTAGE SUPPLIES R 1/25/2023 53.61 044587 53.61 0218 SILVER STATE ANALYTICAL
I-202301170969 WATER/WASTE WATER TESTING R 1/25/2023 349.00 044588 349.00 0235 SUSAN SCARLETT
I-202301170975 ACCOUNTING SERVICES R 1/25/2023 5,000.00 044589 5,000.00 0239 THATCHER , INC
I-202301170971 SEWER CHEMICALS R 1/25/2023 7,410.18 044590 7,410.18 0246 TYLER TECHNOLOGIES, INC
I-202301170980 INCODE SB2 GRANT R 1/25/2023 220.00 044591 220.00 0253 US BANCORP
I-202301170956 CITY CREDIT CARD CHARGES R 1/25/2023 3,506.81 044592 3,506.81 0264 WESTERN NEVADA SUPPLY
I-202301170970 SEWER LINE REPAIR R 1/25/2023 257.60 044593 257.60 0275 EIP HOLDINGS II LLC
I-202301170962 BECKWOURTH REPEATER RENT R 1/25/2023 193.00 044594 193.00 * * B A N K T O T A L S * * NO# DISCOUNTS CHECK AMT TOTAL APPLIED REGULAR CHECKS: 27 0.00 53,278.38 53,278.38
HANDWRITTEN CHECKS: 0 0.00 0.00 0.00
PRE-WRITE CHECKS: 0 0.00 0.00 0.00
DRAFTS: 0 0.00 0.00 0.00
VOID CHECKS: 0 0.00 0.00 0.00
NON CHECKS: 0 0.00 0.00 0.00
CORRECTIONS: 0 0.00 0.00 0.00
BANK TOTALS: 27 0.00 53,278.38 53,278.38
1/17/2023 12:54 PM DIRECT PAYABLES CHECK REGISTER PAGE: 3 PACKET: 00170 AP RUN 1.25.2023
VENDOR SET: 01 CITY OF PORTOLA **** CHECK LISTING ****
BANK: ALL
** REGISTER GRAND TOTALS *
* * T O T A L S * * NO# DISCOUNTS CHECK AMT TOTAL APPLIED REGULAR CHECKS: 27 0.00 53,278.38 53,278.38
HANDWRITTEN CHECKS: 0 0.00 0.00 0.00
PRE-WRITE CHECKS: 0 0.00 0.00 0.00
DRAFTS: 0 0.00 0.00 0.00
VOID CHECKS: 0 0.00 0.00 0.00
NON CHECKS: 0 0.00 0.00 0.00
CORRECTIONS: 0 0.00 0.00 0.00
REGISTER TOTALS: 27 0.00 53,278.38 53,278.38
** POSTING PERIOD RECAP **
FUND PERIOD AMOUNT
-----------------------------------------
100 1/2023 22,604.75CR
207 1/2023 1,298.57CR
208 1/2023 9,214.37CR
215 1/2023 250.00CR
710 1/2023 4,859.38CR
720 1/2023 14,632.23CR
730 1/2023 419.08CR
===========================================
ALL 53,278.38CR
TOTAL ERRORS: 0 TOTAL WARNINGS: 0
1 City of Portola
Minutes
Regular Meeting
October 26, 2022 06:00 PM
35 Third Ave Portola 96122
https://www.cityofportola.com/
Mayor Pat Morton • Mayor Pro Tem Tom Cooley • Councilmember Phil Oels • Councilmember Stan Peiler • Councilmember Bill Powers
1. Call to Order
The meeting was called to order at 6:01 pm by Mayor Pat Morton.
A. Pledge of Allegiance
Lead by Mayor Pat Morton
B. Roll Call
Present: Mayor Pat Morton, Mayor Pro Tem Tom Cooley, Councilmember Phil Oels, Councilmember Stan Peiler
Absent: Councilmember Bill Powers
Staff Present:
Public Works Director Todd Roberts, Financial Officer Susan Scarlett, City Manager Jon Kennedy
2. Public Comments
No Public Comments
3. CITY COMMUNICATIONS
A. City Council Communications / Committee Reports
Mayor Pro Tem Tom Cooley gave an update on the draft of the feasibility study for the formation of a new fire district that was presented to the LAFCO Commission in October. The draft was also presented to LESSG and the Beckwourth Fire District which unanimously approved it.
B. Staff Communications / Fire Report / Sheriff's Report / Air Quality Report Nothing to report.
C. City Manager Report
Nothing to report.
4. Consent Agenda
A. Claims- Adopt Resolution No. 2531 authorizing payment of claims for the period of October 13, 2022 though October 26, 2022
Accounts Payable: $76,261.04
Payroll: $23,559.64
2 Total: $ 99,820.68
AP Run Checks 44331 – 44365
Payroll Checks 17201 – 17204
B. Approval of October 12, 2022 Minutes
Councilmember Phil Oels motioned to approve. A second was made by Councilmember Stan Peiler. The roll call vote:
Aye Mayor Pat Morton Aye Mayor Pro Tem Tom Cooley Aye Councilmember Phil Oels Aye Councilmember Stan Peiler Absent Councilmember Bill Powers
5. Water Line Relocation Councilmember Phil Oels motioned to approve. A second was made by Councilmember Stan Peiler. The roll call vote:
Aye Mayor Pat Morton Aye Mayor Pro Tem Tom Cooley Aye Councilmember Phil Oels Aye Councilmember Stan Peiler Absent Councilmember Bill Powers Public Works Director Todd Roberts commented on the current state of the water lines crossing Highway
70. Sewer lines across highway 70 can be relocated during Caltrans's Cromberg Rehabilitation project which will start in May 2023. The city will have to pay for part of this relocation operation but its a good time to do it. The amount the city has to pay is estimated at $120,000.
Jon Kennedy stated that they need the city council to approve the expenditure for the Department of Transportation to move along with the project.
Ashlee Sims wanted to know what businesses would be effected by the projects. Todd Roberts said that very few businesses should be effected by the project.
More details about the project will be released in the future.
6. Sheriffs Contract motioned to approve. A second was made by Councilmember Phil Oels. The roll call vote:
Aye Mayor Pat Morton Aye Mayor Pro Tem Tom Cooley Aye Councilmember Phil Oels Aye Councilmember Stan Peiler Absent Councilmember Bill Powers Jon Kennedy stated that the Year to Date contract for 2022 and 2023 was identical to the last contract with only the names and dates having changed The contract amount comes out to $130,000. Tom Cooley noted that in past years the contract did not include animal control services but in this contract it did.
7. Approval of Q&D Agreement regarding the North Loop Project Councilmember Phil Oels motioned to approve. A second was made by Councilmember Stan Peiler. The roll call vote:
Aye Mayor Pat Morton Aye Mayor Pro Tem Tom Cooley Aye Councilmember Phil Oels Aye Councilmember Stan Peiler Absent Councilmember Bill Powers The city council discussed and approved $2,209,000 for the first phase of the North Loop Project. The contractor for the project is Q & D Construction LLC.
8. Modified Council Meeting Schedule for November and December Councilmember Stan Peiler motioned to approve. A second was made by Councilmember Phil Oels. The roll call vote:
Aye Mayor Pat Morton Aye Mayor Pro Tem Tom Cooley Aye Councilmember Phil Oels Aye Councilmember Stan Peiler Absent Councilmember Bill Powers Historically, the second city council meeting in November and December have been cancelled due to the holidays. The city council decided to cancel two meetings during the upcoming holiday season; the meeting for November 23rd and the meeting for December 21st.
9. Adjournment
Meeting adjourned at 6:34 PM
1 City of Portola
Minutes
Regular Meeting
January 11, 2023 06:00 PM
35 Third Ave Portola 96122
https://www.cityofportola.com/
Mayor Tom Cooley • Mayor Pro Tem Bill Powers • Councilmember Pat Morton • Councilmember Stan Peiler • Councilmember Leah Turner
1. Call to Order
The meeting was called to order at 6:00 pm by Mayor Tom Cooley.
A. Pledge of Allegiance
Lead by Mayor Tom Cooley
B. Roll Call
Present: Mayor Tom Cooley, Mayor Pro Tem Bill Powers, Councilmember Pat Morton, Councilmember Leah Turner
Absent: Councilmember Stan Peiler
Staff Present:
Interim City Manager Jon Kennedy and Deputy City Clerk Jason Shaw attended in person; Financial Officer Susan Scarlett and City Attorney Steve Gross attended remotely by Zoom
2. Public Comments
There were no public comments.
3. CITY COMMUNICATIONS
A. City Council Communications / Committee Reports
Leah Turner: Nothing to Report.
Pat Morton: Attended 2 LESS-G Meetings. Angels program provided Christmas for 183 children and provided meals for 118 families
Tom Cooley: Attended LESS-G meetings; This weekend there are public workshops for the new fire district; he encourages the public to come out and both meetings are open to the public. There will also be refreshments served at the meetings.
Bill Powers: Contacted by some of the previous bands for Music in the Park that they are interested in playing again; Needs to book bands soon as their schedules are filling up fast, no later them April; may have to cut down the number of days by 1 because the budget was spread thin last year Stan Peiler: Absent so no report.
B. Staff Communications / Fire Report / Sheriff's Report / Air Quality Report Fire Report: Nothing to Report
Sheriff's Report: Next meeting will give a report as things are very busy Air Quality Report: First curtailment day since Christmas. If anyone wants to know the days or has any other questions, they can always be reached online or by phone. 2 C. City Manager Report
Fire workshops this weekend; Saturday is the Portola one. We have been updating personnel policies.
Wants to take credit but much of the praise should go to Susan Scarlett. City sent out a notice to all utility customers that shut offs will begin again starting April first. Over $200,000 on accounts are in arrears. Customers will be offered to pay off the balance due over a 12 month period and have to stay current on their current bills. City is still dealing with snow removal. We are working on a better system for affordable housing in the town. There may even be an ordinance on tiny homes in the future.
4. Resolution No 2537 Concerning COVID Remote Meetings Councilmember Pat Morton motioned to approve. A second was made by Mayor Pro Tem Bill Powers. The roll call vote:
Aye Mayor Tom Cooley Aye Mayor Pro Tem Bill Powers Aye Councilmember Pat Morton Aye Councilmember Leah Turner Absent Councilmember Stan Peiler
5. Consent Agenda
A. Claims- Adopt Resolution No. 2538 authorizing payment of claims for the period of December 15, 2022 though January 11, 2023
Accounts Payable: $ 287,902.34
Payroll: $ 48,562.98
Total: $ 336,465.32
Payroll Checks 17221 – 17226
AP Run Checks 44495 – 44567
B. Minutes - Approval of December 14, 2022 Minutes
Mayor Pro Tem Bill Powers motioned to approve. A second was made by Councilmember Leah Turner.
The roll call vote:
Aye Mayor Tom Cooley Aye Mayor Pro Tem Bill Powers Aye Councilmember Pat Morton Aye Councilmember Leah Turner Absent Councilmember Stan Peiler
6. Public Hearing on Proposed 2023 Refuse Collection rates Mayor Pro Tem Bill Powers motioned to approve. A second was made by Councilmember Pat Morton. The roll call vote:
Aye Mayor Tom Cooley Aye Mayor Pro Tem Bill Powers Aye Councilmember Pat Morton Aye Councilmember Leah Turner Absent Councilmember Stan Peiler Pat Morton said we may need additional ordinances to address complaints. Tom Cooley mentioned that this is just for a rate increase and that the wording in the agreement is very specific. Jon Kennedy said he could help address some of these complaints but the rate itself was figured out with formulas. Most of the complaints received about IMD are clerical in nature; not a week goes by without the City Manager handling a complaint about IMD; They do a decent job of picking up the garbage but the complaints are legit and there are things they need to work on. Jon Kennedy said he will make sure IMD is compliant with the franchise agreement.
Steve Gross mentioned the current agreement was for a 10 year period starting in 2017. The agreement between the city and IMD is typical for garbage agreements as a large amount of capital investment is required for a business of this nature. The agreement has been amended twice since it started. Tonight though is really just about the 2023 rates.
Tom Cooley pointed out another thing to consider is the nature of the relationships with county services; IMD also has contracts with other agencies in the county.
Tom Cooley then officially opened the Public Hearing for the IMD rate increase. Lindsey Shaw left a public comment asking about possible public assistance for refuse fees. Steve Gross responded that he was not aware of any such programs for refuse pickup. Mikki mentioned that air quality does offer free E-waste pickup. Tom Cooley then closed the public hearing.
7. Closed Session pursuant to Government Code section 54957 No reportable action was taken.
8. Adjournment
3 Meeting was adjourned at 7:38 PM by Tom Cooley
CITY COUNCIL AGENDA STAFF REPORT
DATE: January 18, 2023
TO: Honorable Mayor and Members of the City Council
FROM: Susan Scarlett, Finance Officer
MEETING: January 25, 2023
SUBJECT: Mid-year financial update 2022-2023 and draft budget schedule Attached you will find reports to review for the 22-23 year to date:
Attachment #1 -Cash and Receivables report comparison for the fiscal year end 2020, 2021 and 2022.
Attachment #2-Spread sheets with the summary of the City finances through December 31, 2022. Page one of the spread sheets is the Budget to Actual for the General Fund; the Special Revenue funds and Fund 215 and page 2 has the Enterprise Funds.
Attachment #3-Behind those two spread sheets is the 3-page backup for the “other expenses” and “capital outlay” line items for the summary sheets.
Attachment #4-Major revenue source comparisons
Attachment #5-Draft budget schedule for review and discussion.
Please feel free to call me in advance of the meeting with any questions you have that might take additional research.
CITY OF PORTOLA CASH AND RECEIVABLES BALANCES
6/30/2022 6/30/2021 6/30/2020
FUND 100-GENERAL FUND - Unrestricted $ 2,580,389.28 $ 2,472,063.35 $ 2,342,438.75 Reserved Grants
Woodstove Changeout $ 851.12 $ 851.12 $ 851.12
Traffic Impact Fee $ 81,642.00 $ 77,931.00 $ 77,931.00
Vehicle Abatement $ 12,567.54 $ 15,152.30 $ 48,541.12
Disc Golf Set aside $ 7,500.00
Total Cash $ 2,682,949.94 $ 2,565,997.77 $ 2,469,761.99 Receivables/State/Plumas County/Other $ 247,431.24 $ 176,564.71 $ 109,724.58 Landfill Closure Loan Due from Solid Waste $ - $ 2,922.16 Due from Solid Waste
Due from Solid Waste-Transfer Station
Note Receivable EPHC $ 134,498.78 $ 161,412.97 $ 186,183.17 Total Receivables $ 381,930.02 $ 337,977.68 $ 298,829.91 Total Cash and Receivables $ 3,064,879.96 $ 2,903,975.45 $ 2,768,591.90 FUND 207-GAS TAX - STREETS $ - $ -
FUND 208-GAS TAX - SNOW REMOVAL $ 13,177.25 $ -
FUND 211 RMRA $ 85,856.20 $ 44,862.09 $ 7,016.56
FUND 215-CDBG $ 42,521.20 $ 89,405.45 $ 110,746.63
Notes Receivable - RLF $ -
CDBG Loans $ 43,525.40 $ 43,525.40 $ 51,135.40
FUND 216-STIP PROJECTS $ (33,066.50) $ (154,483.19) $ (229,542.69) Prepaid $ 9,331.00 $ 69,629.75
Receivable $ 24,024.50 $ 79,897.17 $ 314,684.20
FUND 710-WATER $ 1,540,970.67 $ 1,412,973.30 $ 1,347,752.32 Debt Service Reserve $ 68,362.00 $ 68,362.00 $ 68,362.00 Facility Fee Reserve $ 306,721.00 $ 302,706.00 $ 302,706.00 Infrastructure Maintenance account $ 225,994.65 $ 202,861.71 $ 185,027.43 WTP Maintenance account $ 504,185.00 $ 458,350.00 $ 412,515.00 Total Cash $ 2,646,233.32 $ 2,445,253.01 $ 2,316,362.75 FUND 720-SEWER $ 1,397,604.71 $ 1,285,253.55 $ 1,180,435.52 Wastewater Capital Reserve $ 211,715.70 $ 209,903.72 $ 208,734.81 Infrastructure Maintenance account $ 292,077.93 $ 252,913.93 $ 197,394.23 Facility Fee Reserve $ 273,756.50 $ 268,432.50 $ 268,432.50 Total Cash $ 2,175,154.84 $ 2,016,503.70 $ 1,854,997.06 FUND 730-SOLID WASTE $ 326,810.54 $ 236,568.86 $ 180,570.49 Landfill Closure Maintenance Account $ 230,663.29 $ 118,739.92 ATTACHMENT # 1
CITY OF PORTOLA
2022-2023 BUDGET VERSUS YTD AS OF 12-31-2022 (Preliminary, coding changes may apply) YEAR % YTD YEAR % YTD YEAR % YTD YEAR % YTD ECONOMIC YEAR % YTD
TO DATE GAS TAX TO DATE GAS TAX TO DATE RMRA TO DATE DEVELOPMENT TO DATE GENERAL FUND Streets Snow CDBG
ACCOUNT/FUND 100 207 208 211 215
REVENUE 1,045,400.00 438,376.00 42% 55,053.00 25,018.29 45% 120,000.00 0% 48,010.00 23,048.77 48% 80.00 112.76 141% INTERFUND TRANSFERS 121,266.68 - 0% 110,583.57 - 0%
PERSONNEL 238,655.31 143,653.60 60% 76,109.68 43,115.85 57% 86,006.55 73,314.15 85% 10,366.08 5,649.87 55% POSTAGE 5,500.00 2,062.88 38%
BOOKS & SUBS
GAS & ELECTRIC 37,000.00 15,871.03 43% 3,500.00 1,455.36 42% TELEPHONE 8,900.00 4,051.24 46%
MATERIALS AND SUPPLIES 26,700.00 8,510.81 32% 8,000.00 3,002.21 38% 12,000.00 6,438.92 54% EQUIP REPAIR/MAINT 7,500.00 2,755.42 37% 7,000.00 2,953.67 42% 20,000.00 3,035.96 15% VEHICLE REPAIR/MAINT 3,500.00 858.93 25% 1,500.00 - 0% 15,000.00 1,112.03 7% VEHICLE FUEL 3,500.00 2,468.02 71% 8,000.00 4,177.09 52% 10,000.00 2,716.56 27% LEGAL FEES 75,600.00 12,253.76 16% 5,600.00 -
INSURANCE 38,805.48 44,301.00 114% 16,066.90 15,122.71 94% PROFESSIONAL SVSC 139,500.00 71,915.40 52% 1,500.00 866.25 5,000.00 15.00 ADVERTISING/NOTICES 1,400.00 - 0%
CODE REFERENCE UPDATE 4,700.00 2,324.00 49% -
CIVIC PROMO & MARKETING 500.00 412.04 82% #DIV/0!
CONFERENCE/TRAVEL 4,500.00 208.13 5%
DUES/MEMBERSHIPS 3,600.00 57.00 2%
BUILDING EXPENSE 12,450.00 2,378.64 19% 250.00 - 0% 250.00 - 0% STREET REPAIR 30,000.00 5,978.77 20% 30,000.00 747.52 2% 84,000.00 0% ACCOUNTING FEES 14,400.15 7,200.00 50% 3,850.00 2,700.00 70% 5,650.12 1,800.00 32% 3,000.04 1,500.00 50% AUDITING FEES 8,640.00 8,640.00 100% 1,110.00 1,210.00 109% 1,110.00 890.00 80% 1,600.00 1,600.00 100%
TRAINING/EDUCATION
WATER AND SEWER 56,350.00 52,836.65 94%
COMMUNICATION EXPENSE 300.00 189.57 63%
OTHER EXPENSE/SEE ATTACHED 321,544.10 216,428.87 67% 39,000.00 15,837.75 41% 31,000.00 0% EQUIPMENT LEASE/RENTAL 2,800.00 1,539.92 55%
CAPITAL OUTLAY/OTHER - 27,704.95 - - - -
INTEREST
TRANSFERS OUT 241,850.25 0%
TOTAL EXPENSES 1,258,195.29 628,621.86 50% 176,319.68 78,975.34 45% 230,583.57 106,633.21 46% 84,000.00 866.25 1% 25,566.12 8,764.87 34% REVENUE 1,045,400.00 438,376.00 42% 176,319.68 25,018.29 14% 230,583.57 - 0% 48,010.00 23,048.77 48% 80.00 112.76 141% EXPENDITURES 1,258,195.29 628,621.86 50% 176,319.68 78,975.34 45% 230,583.57 106,633.21 46% 84,000.00 866.25 1% 25,566.12 8,764.87 34%
PRINCIPAL PAYMENTS
FACILITY FEE/SINKING FUND/LANDFILL CLOSURE FUND
(USE OF) OR INCREASE IN FUND BALANCE (212,795.29) (190,245.86) - (53,957.05) 0.00 (106,633.21) (35,990.00) 22,182.52 (25,486.12) (8,652.11) 1 ATTACHMENT #2
CITY OF PORTOLA
2022-2023 BUDGET VERSUS YTD AS OF 12-31-2022 (Preliminary, coding changes may apply) YEAR % YTD YEAR % YTD YEAR % YTD YEAR
TO DATE TO DATE SOLID TO DATE TO DATE
WATER SEWER WASTE
ACCOUNT/FUND 710 720 730 TOTAL TOTAL
REVENUE 908,000.00 478,044.64 53% 707,200.00 308,608.32 44% 293,958.00 115,170.00 39% 3,177,701.00 1,388,378.78 INTERFUND TRANSFERS 231,850.25 -
- -
PERSONNEL 388,595.50 169,242.07 44% 302,201.73 140,509.58 46% 33,127.41 16,107.16 49% 1,135,062.26 591,592.28 POSTAGE 4,000.00 2,043.96 51% 4,000.00 2,043.96 51% 1,700.00 556.88 33% 15,200.00 6,707.68
BOOKS & SUBS - -
GAS & ELECTRIC 6,000.00 1,495.57 25% 20,000.00 5,353.44 27% 66,500.00 24,175.40 TELEPHONE 5,000.00 2,074.25 41% 4,000.00 1,754.86 44% 17,900.00 7,880.35 MATERIALS AND SUPPLIES 20,000.00 7,614.44 38% 25,000.00 6,376.09 26% 5,000.00 1,012.15 20% 96,700.00 32,954.62 EQUIP REPAIR/MAINT 10,000.00 4,305.57 43% 20,000.00 6,603.71 33% 1,000.00 678.03 68% 65,500.00 20,332.36 VEHICLE REPAIR/MAINT 5,000.00 152.17 3% 5,000.00 112.19 2% 200.00 30,200.00 2,235.32 VEHICLE FUEL 9,000.00 5,987.95 67% 7,000.00 3,750.13 54% 37,500.00 19,099.75 LEGAL FEES 13,104.00 2,270.82 17% 13,104.00 2,270.82 17% 1,120.00 6,465.20 108,528.00 23,260.60 INSURANCE 18,027.07 21,771.50 121% 34,359.50 36,059.93 105% 4,666.96 4,347.56 93% 111,925.91 121,602.70 PROFESSIONAL SVSC 50,000.00 1,153.33 2% 80,000.00 9,693.33 12% 10,000.00 8,579.97 86% 286,000.00 92,223.28 ADVERTISING/NOTICES 1,400.00 -
CODE REFERENCE UPDATE 1,700.00 300.00 18% 1,500.00 300.00 20% 7,900.00 2,924.00 CIVIC PROMO & MARKETING 500.00 412.04
CONFERENCE/TRAVEL 4,500.00 208.13
DUES/MEMBERSHIPS 3,500.00 2,617.00 75% 1,200.00 162.00 14% 8,300.00 2,836.00 BUILDING EXPENSE 3,000.00 777.21 26% 1,500.00 777.26 52% 250.00 - 17,700.00 3,933.11 STREET REPAIR 144,000.00 6,726.29
ACCOUNTING FEES 15,599.83 7,800.00 50% 13,200.00 6,600.00 50% 4,800.00 2,400.00 50% 60,500.14 30,000.00 AUDITING FEES 8,640.00 8,614.64 100% 8,640.00 8,640.00 100% 2,880.00 2,880.00 100% 32,620.00 32,474.64 TRAINING/EDUCATION 1,200.00 0% 800.00 0% 2,000.00 -
WATER AND SEWER 750.00 302.81 40% 750.00 302.87 40% 57,850.00 52,836.65 COMMUNICATION EXPENSE 400.00 189.57 47% 700.00 379.14
OTHER EXPENSE/SEE ATTACHED 318,500.00 106,217.99 33% 108,000.00 20,280.06 19% 87,000.00 33,999.88 39% 905,044.10 392,764.55 EQUIPMENT LEASE/RENTAL 2,500.00 513.35 21% 15,000.00 513.35 3% 20,300.00 2,566.62 CAPITAL OUTLAY/OTHER 16,400.00 7,937.07 48% 34,500.00 47,748.91 138% 50,900.00 83,390.93 INTEREST 35,550.00 17,770.70 50% 35,550.00 17,770.70
TRANSFERS OUT 241,850.25 -
- -
TOTAL EXPENSES 936,466.40 371,151.97 40% 699,755.23 299,852.49 43% 151,744.37 77,026.83 51% 3,562,630.66 1,571,892.82 REVENUE 908,000.00 478,044.64 53% 707,200.00 308,608.32 44% 293,958.00 115,170.00 39% 3,409,551.25 1,388,378.78 EXPENDITURES 936,466.40 371,151.97 40% 699,755.23 299,852.49 43% 151,744.37 77,026.83 51% 3,562,630.66 1,571,287.14 PRINCIPAL PAYMENTS 33,000.00 100,000.00 133,000.00 -
- -
FACILITY FEE/SINKING FUND/LANDFILL CLOSURE FUND 45,835.00 45,835.00 - (USE OF) OR INCREASE IN FUND BALANCE (107,301.40) 106,892.67 7,444.77 8,755.83 42,213.63 38,143.17 (331,914.41) (183,514.04) 2 ATTACHMENT #2
CITY OF PORTOLA
2022-2023
OTHER EXPENSES
OTHER EXPENSE AMENDED AS OF 12-31 %
GENERAL FUND (100)
ANIMAL CONTROL 4,000.00 - 0%
ARPA - COMMUNITY CLEANUP 60,536.46
BANK CHARGES 2,000.00 1,350.02 68%
CITY PARK IMPROVEMENTS - CLOCK PARK CLOCKS 1,000.00 0%
CITY WEB PAGE 3,400.00 203.52 6%
WILLIAMS HOUSE WEB PAGE 400.00 203.58 51%
CODE ENFORCEMENT - PROFESSIONAL SERVICES 20,000.00 26,710.00 134% ELECTRIC CHARGING STATION 500.00 0%
ELECTION SUPPLIES 8,000.00 500.00 6%
EVENTS (9,000 MUSIC IN PARK, 20,000 GRAVEL GRINDER) 29,000.00 8,500.00 29% GRANT SB2 AND LEAP 39,774.70
LAFCO 49,464.10 49,464.10 100%
LESSG 20,000.00 7,021.25 35%
MEDICAL AND PHYSICALS 120.00
PG&E SETTLEMENT- FIRE 35,000.00 4,937.73 14%
POOL CONCESSION SUPPLIES 2,500.00 654.74 26%
PUBLIC RECORDS REQUESTS 8,894.10
REFUSE COLLECTION 3,780.00 1,646.79 44%
SHERIFF CONTRACT 130,000.00 - 0%
SHERIFF SUB-STATION 1,926.00
TAX ADMINISTRATION FEES 7,000.00 3,501.66 50%
TECHNICAL SUPPORT 3,000.00 122.50 4%
WILLIAMS HOUSE REPAIR 2,500.00 0%
WOODSTOVE CHANGEOUT 361.72
TOTAL 321,544.10 216,428.87 67%
GAS TAX SECTION 2107/2107.5 (FUND 207)
STREET LIGHTING 39,000.00 15,837.75 41%
TOTAL 39,000.00 15,837.75 41%
SNOW REMOVAL (FUND 208)
PRIVATE CONTRACTORS 30,000.00 0%
PROPERTY DAMAGE 1,000.00 0%
TOTAL 31,000.00 - 0%
1/19/2023 Attachment #3 1
CITY OF PORTOLA
2022-2023
OTHER EXPENSES
OTHER EXPENSE AMENDED AS OF 12-31 %
STIP (216)
UNDERGROUND TANK 10,000.00 952.88
NORTH LOOP 44,567.10
WATER FUND (710)
LAKE DAVIS WTP 86,200.00 40,364.77 47%
PERMIT FEES 6,000.00 693.91 12%
REFUSE COLLECTION 3,300.00 593.74 18%
TECH SUPPORT 5,000.00 - 0%
TESTING WATER 18,000.00 3,212.37 18%
WATER LINE REPAIRS 30,000.00 13,815.29 46%
WATER METERS 30,000.00 217.18 1%
WATER PURCHASE 140,000.00 47,320.73 34%
- -
TOTAL 318,500.00 106,217.99 33%
SEWER FUND (720)
-
PERMIT FEES 15,000.00 9,885.00 66%
REFUSE COLLECTION 3,000.00 593.74 20%
SEWER LINE REPAIRS 10,000.00 1,983.44 20%
SYSTEM MAINT/SEWER POND 50,000.00 1,258.98 3%
TECH SUPPORT 5,000.00 - 0%
TESTING SEWER 25,000.00 6,099.90 24%
MEDICAL PHYSICALS 459.00
TOTAL 108,000.00 20,280.06 19%
SOLID WASTE (730)
PERMIT FEES 30,000.00 28,290.00 94%
POST-CLOSURE CARE COSTS 20,000.00 4,211.00 21%
TESTING LANDFILL 25,000.00 - 0%
SB 1383 GRANT EXPENDITURES 12,000.00 1,498.88
-
TOTAL 87,000.00 33,999.88 39%
1/19/2023 Attachment #3 2
CITY OF PORTOLA
2022-2023
OTHER EXPENSES
CAPITAL OUTLAY/ OTHER AMENDED AS OF 12-31 %
GENERAL FUND (100)
RIVERWALK 27,704.95
WILLIAMS HOUSE
TOTAL - 27,704.95
SPECIAL REVENUE FUNDS
TOTAL - -
WATER FUND
REPLACE TANK TO TOWN FLOW METER 4,500.00
HYDRANTS 7,900.00
UPGRADE POWER FOR JOY WAY PRV 4,000.00 - 0%
TOTAL 16,400.00 7,937.07 48%
SEWER FUND
PORTABLE PUMP 4,500.00 -
CLEAN OUT SEWER PONDS 30,000.00
TOTAL 34,500.00 47,075.67 136%
SOLID WASTE FUND
MACHINERY & EQUIPMENT
RESERVES
GENERAL FUND
TRAFFIC IMPACT FEES
WATER FUND
FACILITY FEES RESERVE
LD WTP MAINTENANCE RESERVE 45,835.00
SEWER FUND
WASTEWATER CAPITAL RESERVE FUND
FACILITY FEES RESERVE
1/19/2023 Attachment #3 3
CITY OF PORTOLA
General Fund Major Revenue Sources 6 Year Comparison and Year to Date DESCRIPTION 2016-2017 2017-2018 2018-2019 2019-2020 2020-2021 2021-2022 2022-2023 2022-2023 ACTUAL ACTUAL ACTUAL ACTUAL ACTUAL ACTUAL BUDGET YTD 12-31-2022 Property Taxes - Secured 213,283.43 226,305.27 235,170.26 246,268.84 239,206.47 247,512.97 250,000.00 12,962.69 Property Taxes - Unsecured 5,605.46 6,010.22 6,015.41 6,544.47 6,725.40 7,229.80 7,000.00 44.21 Home Owners Tax Relief 1,816.82 1,822.41 1,702.09 1,688.33 731.44 2,265.78 1,700.00 261.17 Transfer Tax 2,382.56 3,903.81 7,152.54 5,947.93 4,855.88 9,488.78 6,000.00 1,190.74 Fire Assessment 20,375.66 18,362.04 19,274.38 17,708.06 16,983.09 18,075.92 17,000.00 1,867.33 Supplemental Taxes 4,999.14 6,912.07 5,093.56 7,677.15 2,936.73 5,130.02 3,600.00 Property Tax Interest 373.75 601.65 713.62 1,478.64 1,199.36 356.59 500.00 33.37 VLF in lieu 142,517.18 148,024.30 154,657.92 163,071.17 167,969.71 175,085.88 177,000.00 COPS Funding 135,176.88 139,416.40 148,746.51 155,947.62 154,787.91 163,223.55 155,000.00 Vehicle Abatement - -
Fines & Forfeitures 344.97 735.92 520.59 408.58 282.64 199.52 200.00 Prop 172 4,759.74 5,623.96 6,211.62 5,717.11 5,158.23 8,615.13 5,700.00 1,596.43 Administrative Fee (3,501.66)
Total through Plumas County 531,635.59 557,718.05 585,258.50 612,457.90 600,836.86 633,682.28 623,700.00 17,955.94 Sales Tax 266,883.69 300,809.49 277,219.00 301,529.73 367,472.52 322,531.87 290,000.00 108,050.32 Transient Occupancy Tax 29,342.97 30,412.32 29,754.10 33,348.38 37,005.61 43,578.93 40,000.00 12,732.53 1/19/2023 Attachment #4
ATTACHMENT #5
DRAFT 2023-2024 Budget Schedule
Council-Staff Goals Discussion during Council meeting ** February 22 Budget Worksheets to staff February 22
Current Level of service Budgets due from staff March 22 Finance Department -
Evaluation of Current Level of Service Budget March 23- April 24 New Project – Capital Project Requests due from City Staff April 5 Public Comment to City Council re: Budget Preparation ** March 22 Public Comment to City Council re: Budget Preparation ** April 12 Finance Department Delivers Proposed Budget to City Manager May 3
Draft of Year 2023-2024 Budget Delivered to City Council For Review May 10
City Council Budget Work Sessions/Presentations by Staff ** May 17 3:00 pm City Council Budget Work Session (if needed) ** May 24
Proposed 2023-2024 FY Budget Submitted to City Council
And Filed with City Clerk for Public Review June 2
2023-2024 FY Proposed Budget, Public Hearing ** June 7
City Council Adopts Final 2023-2024 FY Budget ** June 21 Note: (**) denotes City Council involvement in budget review process