Agenda packet, regular meeting, second session — Portola City Council, September 27, 2023

Resolution No. 2560 September 27, 2023
RESOLUTION NO. 2560

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PORTOLA

AUTHORIZING PAYMENT OF CLAIMS FOR THE PERIOD
SEPTEMBER 14, 2023 THROUGH SEPTEMBER 27, 2023.

ACCOUNTS PAYABLE
CHECK NUMBERS: 45180 – 45258

PAYROLL
CHECK NUMBERS: 17307 – 17310
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: $1,325,740.34
PAYROLL: $ 23,074.61
TOTAL: $1,348,814.95
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 27th day of September, 2023 by the following vote:

AYES: ________________________
NOES:________________________
ABSTAIN: ____________________
ABSENT: _____________________
Bill Powers, 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 September 27, 2023.

Jason Shaw, Deputy City Clerk
9/12/2023 12:24 PM DIRECT PAYABLES CHECK REGISTER PAGE: 1 PACKET: 00271 AP RUN 9.13.2023
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
------------------------------------------------------------------------------------------------------------------------------------ 000010 RENO PAINT MART INC
I-202309111589 STREET REPAIR R 9/13/2023 821.15 045181 821.15 000025 AUTO & TRUCK ELECTRIC IN
I-202309111596 WATER VEH REPAIR R 9/13/2023 446.05 045182 446.05 000029 COUNTRY BREEZE CLEANING
I-202309111608 CITY HALL CLEANING SERVICE R 9/13/2023 800.00 045183 800.00 000034 Q&D CONSTRUCTION LLC
I-202309121631 NORTH LOOP STIP R 9/13/2023 1,183,253.52 045184 1,183,253.52 000050 SHAFER EQUIPMENT COMPANY INC
I-202309121635 WATER EQUIP RENTAL R 9/13/2023 7,200.00 045185 7,200.00 0008 ALWAYS ANSWER
I-202309111618 800 NUMBER R 9/13/2023 65.31 045186 65.31 0010 AMAZON CAPITOL SERVICES
I-202309111598 MATERIALS & SUPPLIES R 9/13/2023 2,586.38 045187 2,586.38 0015 AMERIGAS
I-202309111601 SS FIREHALL PROPANE R 9/13/2023 36.52 045188 36.52 0015 AMERIGAS
I-202309111602 CITY POOL PROPANE R 9/13/2023 253.22 045189 253.22 0021 AT&T
I-202309111604 800 EMER LINE R 9/13/2023 4.41 045190 4.41 0022 AT&T
I-202309111610 800 LONG DISTANCE R 9/13/2023 80.78 045191 80.78 0023 AT&T CALNET 3
I-202309111605 SCADA LDWTP R 9/13/2023 98.95 045192 98.95 0039 BULLET INFORMATION TECHNOLOGY
I-202309111599 IT PROF SERVICES R 9/13/2023 1,260.00 045193 1,260.00 0052 CITY OF PORTOLA
I-202309111622 WATER/SEWER BILLS R 9/13/2023 8,375.66 045194 8,375.66 *VOID* 045195 VOID CHECK V 9/13/2023 045195 **VOID**
9/12/2023 12:24 PM DIRECT PAYABLES CHECK REGISTER PAGE: 2 PACKET: 00271 AP RUN 9.13.2023
VENDOR SET: 01 CITY OF PORTOLA **** CHECK LISTING ****
BANK: PC POOLED CASH - PLUMAS

I-202309111594 WATER MACH/EQUIP R 9/13/2023 875.00 045198 875.00 0090 GRAINGER
I-202309111597 WATER MATERIALS & SUPPLIES R 9/13/2023 25.09 045199 25.09 0101 HUNT & SONS, INC.

I-202309121633 FUEL CHARGES R 9/13/2023 3,824.30 045200 3,824.30 0103 IEDA
I-202309111619 LABOR RELATIONS CONSULTING R 9/13/2023 253.89 045201 253.89 0105 INTERMOUNTAIN DISPOSAL
I-202309121627 ARPA R 9/13/2023 20,531.59 045202 20,531.59 0105 INTERMOUNTAIN DISPOSAL
I-202309121629 REFUSE COLLECTION R 9/13/2023 812.76 045203 812.76 0111 JEFFERSON SUPPLY COMPANY
I-202309111585 MATERIALS & SUPPLIES R 9/13/2023 1,304.95 045204 1,304.95 0118 KANSAS LIFE INSURANCE CO
I-202309111611 EMPLOYEE LIFE INSURANCE R 9/13/2023 69.54 045205 69.54 0122 KIMBALL MIDWEST
I-202309111587 WATER EQUIP REPAIR R 9/13/2023 107.79 045206 107.79 0132 LEWISPORT USA
I-202309111592 EMER WATER SIGNS R 9/13/2023 706.05 045207 706.05 0133 LIBERTY UTILITIES
I-202309111621 CITY ELECTRIC CHARGES R 9/13/2023 15,900.71 045208 15,900.71 0134 LOST SIERRA CHAMBER OF
I-202309121624 MEMBERSHIP DUES R 9/13/2023 235.00 045209 235.00 0141 MCI MEGA PREFERRED
I-202309111615 800 LONG DISTANCE CHARGES R 9/13/2023 54.37 045210 54.37 9/12/2023 12:24 PM DIRECT PAYABLES CHECK REGISTER PAGE: 3 PACKET: 00271 AP RUN 9.13.2023
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
------------------------------------------------------------------------------------------------------------------------------------ 0148 NAPA SIERRA
I-202309121632 MATERIALS & SUPPLIES R 9/13/2023 826.68 045211 826.68 0159 OFFICE DEPOT
I-202309111600 OFFICE SUPPLIES R 9/13/2023 192.14 045212 192.14 0162 OPERATING ENGINEERS
I-202309111614 OPERATING ENGINEERS R 9/13/2023 11,696.00 045213 11,696.00 0175 PLUMAS ACE HARDWARE
I-202309111595 MATERIALS & SUPPLIES R 9/13/2023 936.15 045214 936.15 0184 PLUMAS SIERRA RURAL ELECTRIC
I-202309111607 LDWTP ELECTRIC R 9/13/2023 1,889.89 045215 1,889.89 0185 PLUMAS SIERRA TELECOMMUNICAT
I-202309111606 CITY INTERNET SERVICES R 9/13/2023 387.00 045216 387.00 0188 PORTER SIMON CORPORATION
I-202309121628 LEGAL SERVICES R 9/13/2023 6,215.00 045217 6,215.00 0192 PURCHASE POWER
I-202309111612 POSTAGE FOR METER R 9/13/2023 1,118.20 045218 1,118.20 0198 RENO HYDRAULIC & REBUILD, INC
I-202309111588 WATER EQUIP REPAIR R 9/13/2023 585.26 045219 585.26 0218 SILVER STATE ANALYTICAL
I-202309111593 WATER/WASTERWATER TESTING R 9/13/2023 758.00 045220 758.00 0231 SUCCEED.NET
I-202309111620 WEB HOSTING R 9/13/2023 67.85 045221 67.85 0233 SUNRISE ENVIRONMENTAL
I-202309111590 SEWER SYSTEM MAINT R 9/13/2023 2,020.72 045222 2,020.72 0234 SUPERIOR POOL PRODUCTS, LLC
I-202309121630 CHEMICALS R 9/13/2023 337.14 045223 337.14 0239 THATCHER , INC
I-202309111623 CHEMICALS R 9/13/2023 8,796.88 045224 8,796.88 0240 THOMAS G. VALENTINO
I-202309111584 SB 1383 PROF SERVICES R 9/13/2023 135.00 045225 135.00 9/12/2023 12:24 PM DIRECT PAYABLES CHECK REGISTER PAGE: 4 PACKET: 00271 AP RUN 9.13.2023
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
------------------------------------------------------------------------------------------------------------------------------------ 0253 US BANCORP
I-202309121636 CITY CREDIT CARD CHARGES R 9/13/2023 4,879.86 045226 4,879.86 0256 USA BLUE BOOK
I-202309111586 SEWER TESTING R 9/13/2023 1,095.29 045227 1,095.29 0258 USDA FOREST SERVICE PIPELINE
I-202309121634 PIPELINE SPECIAL USE PERMIT R 9/13/2023 769.15 045228 769.15 0260 VERIZON WIRELESS
I-202309111613 CITY CELL PHONES R 9/13/2023 357.87 045229 357.87 0260 VERIZON WIRELESS
I-202309111616 LDWTP DATA PLAN R 9/13/2023 108.05 045230 108.05 0260 VERIZON WIRELESS
I-202309111617 CITY LAND LINE PHONES R 9/13/2023 489.82 045231 489.82 0264 WESTERN NEVADA SUPPLY
I-202309121626 WATER LINE REPAIR R 9/13/2023 2,286.88 045232 2,286.88 0275 EIP HOLDINGS II LLC
I-202309111609 BECKWOURTH REPEATER RENT R 9/13/2023 193.00 045233 193.00 1 MAURO VIZUET
I-202309121625 PERMIT REFUND R 9/13/2023 733.00 045234 733.00 * * B A N K T O T A L S * * NO# DISCOUNTS CHECK AMT TOTAL APPLIED REGULAR CHECKS: 53 0.00 1,297,244.87 1,297,244.87
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: 1 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: 54 0.00 1,297,244.87 1,297,244.87
9/12/2023 12:24 PM DIRECT PAYABLES CHECK REGISTER PAGE: 5 PACKET: 00271 AP RUN 9.13.2023
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: 53 0.00 1,297,244.87 1,297,244.87
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: 1 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: 54 0.00 1,297,244.87 1,297,244.87
** POSTING PERIOD RECAP **

FUND PERIOD AMOUNT
-----------------------------------------
100 9/2023 51,272.05CR
207 9/2023 8,617.62CR
208 9/2023 1,101.79CR
215 9/2023 41.14CR
216 9/2023 1,183,253.52CR
710 9/2023 34,479.26CR
720 9/2023 17,714.42CR
730 9/2023 765.07CR
===========================================
ALL 1,297,244.87CR
TOTAL ERRORS: 0 TOTAL WARNINGS: 0
9/19/2023 11:44 AM DIRECT PAYABLES CHECK REGISTER PAGE: 1 PACKET: 00280 AP RUN 9.27.2023
VENDOR SET: 01 CITY OF PORTOLA **** CHECK LISTING ****
BANK: PC POOLED CASH - PLUMAS

I-202309191651 ACETLENE/OXYGEN R 9/27/2023 419.02 045242 419.02 0023 AT&T CALNET 3
I-202309191657 LDWTP/SCADA R 9/27/2023 78.37 045243 78.37 0053 CIVICPLUS
I-202309191652 CITY WEBSITE R 9/27/2023 900.00 045244 900.00 0078 ENCOMPASS
I-202309191655 XEROX COPIES R 9/27/2023 376.46 045245 376.46 0090 GRAINGER
I-202309191648 LDWTP EQUIP REPAIR R 9/27/2023 34.94 045246 34.94 0091 GRANITE CONSTRUCTION, INC
I-202309191650 WATER LINE REPAIR R 9/27/2023 3,950.00 045247 3,950.00 0105 INTERMOUNTAIN DISPOSAL
I-202309191662 ARPA E-WASTE R 9/27/2023 1,435.27 045248 1,435.27 0112 JOHNSON'S METAL RECYCLERS
I-202309191659 ARPA R 9/27/2023 945.00 045249 945.00
0136 MANHARD CONSULTING
I-202309191653 PLANNING PROF SERVICES R 9/27/2023 6,935.00 045250 6,935.00 0173 PITNEY BOWES
I-202309191654 POSTAGE LEASE R 9/27/2023 469.75 045251 469.75 0212 SIERRA CONTROLS, LLC
I-202309191642 WATER/SEWER PROF SERVICES R 9/27/2023 571.75 045252 571.75 0218 SILVER STATE ANALYTICAL
I-202309191643 WATER/WASTEWATER TESTING R 9/27/2023 1,388.00 045253 1,388.00 9/19/2023 11:44 AM DIRECT PAYABLES CHECK REGISTER PAGE: 2 PACKET: 00280 AP RUN 9.27.2023
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
------------------------------------------------------------------------------------------------------------------------------------ 0235 SUSAN SCARLETT
I-202309191661 ACCOUNTING SERVICES R 9/27/2023 5,000.00 045254 5,000.00 0239 THATCHER , INC
I-202309191644 LDWTP CHEMICALS R 9/27/2023 3,493.45 045255 3,493.45 0256 USA BLUE BOOK
I-202309191645 LDWTP MATIERLS & SUPPLIES R 9/27/2023 489.24 045256 489.24 0269 XEROX FINANCIAL SERVICES
I-202309191656 COPIER LEASE R 9/27/2023 268.13 045257 268.13 0275 EIP HOLDINGS II LLC
I-202309191658 BECKWOURTH REPEATER RENT R 9/27/2023 193.00 045258 193.00 * * B A N K T O T A L S * * NO# DISCOUNTS CHECK AMT TOTAL APPLIED REGULAR CHECKS: 20 0.00 27,964.82 27,964.82
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: 20 0.00 27,964.82 27,964.82
9/19/2023 11:44 AM DIRECT PAYABLES CHECK REGISTER PAGE: 3 PACKET: 00280 AP RUN 9.27.2023
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: 20 0.00 27,964.82 27,964.82
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: 20 0.00 27,964.82 27,964.82
** POSTING PERIOD RECAP **

FUND PERIOD AMOUNT
-----------------------------------------
100 9/2023 11,632.67CR
207 9/2023 477.57CR
208 9/2023 458.91CR
215 9/2023 250.00CR
710 9/2023 12,041.35CR
720 9/2023 2,704.32CR
730 9/2023 400.00CR
===========================================
ALL 27,964.82CR
TOTAL ERRORS: 0 TOTAL WARNINGS: 0
8/23/2023 3:31 PM DIRECT PAYABLES CHECK REGISTER PAGE: 1 PACKET: 00266 SPECIAL AP CHK 8.23.2023
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
------------------------------------------------------------------------------------------------------------------------------------ 1 JAYDEN TAYLOR
I-202308231582 CHK REPRINT R 8/23/2023 113.39 045180 113.39 * * B A N K T O T A L S * * NO# DISCOUNTS CHECK AMT TOTAL APPLIED REGULAR CHECKS: 1 0.00 113.39 113.39
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: 1 0.00 113.39 113.39
8/23/2023 3:31 PM DIRECT PAYABLES CHECK REGISTER PAGE: 2 PACKET: 00266 SPECIAL AP CHK 8.23.2023
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: 1 0.00 113.39 113.39
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: 1 0.00 113.39 113.39
** POSTING PERIOD RECAP **

FUND PERIOD AMOUNT
-----------------------------------------
710 8/2023 113.39CR
===========================================
ALL 113.39CR
TOTAL ERRORS: 0 TOTAL WARNINGS: 0
9/12/2023 12:28 PM REFUNDS CHECK REGISTER PAGE: 1
PACKET: 00272 US - Refund
VENDOR SET: 01 CITY OF PORTOLA **** CHECK LISTING ****
BANK: PC POOLED CASH - PLUMAS

FUND PERIOD AMOUNT
-----------------------------------------
710 9/2023 224.02CR
===========================================
ALL 224.02CR
TOTAL ERRORS: 0 TOTAL WARNINGS: 0
9/12/2023 12:30 PM REFUNDS CHECK REGISTER PAGE: 1
PACKET: 00273 US - Refund
VENDOR SET: 01 CITY OF PORTOLA **** CHECK LISTING ****
BANK: PC POOLED CASH - PLUMAS

FUND PERIOD AMOUNT
-----------------------------------------
710 9/2023 5.69CR
===========================================
ALL 5.69CR
TOTAL ERRORS: 0 TOTAL WARNINGS: 0
9/12/2023 12:32 PM REFUNDS CHECK REGISTER PAGE: 1
PACKET: 00274 US - Refund
VENDOR SET: 01 CITY OF PORTOLA **** CHECK LISTING ****
BANK: PC POOLED CASH - PLUMAS

FUND PERIOD AMOUNT
-----------------------------------------
710 9/2023 187.55CR
===========================================
ALL 187.55CR
TOTAL ERRORS: 0 TOTAL WARNINGS: 0
1 City of Portola
Minutes
Regular Meeting
September 13, 2023 06:00 PM
35 Third Ave Portola, 96122
https://www.cityofportola.com/

1. Call to Order
The meeting was called to order at 6:00 pm by Mayor Bill Powers.

A. Pledge of Allegiance
Lead by Mayor Bill Powers
B. Roll Call

Present: Mayor Bill Powers, Mayor Pro Tem Pat Morton, Councilmember Stan Peiler, Councilmember Jim Murphy

Absent: Councilmember Leah Turner
Staff Present: Staff Present: Deputy City Clerk - Jason Shaw, Financial Officer Susan Scarlett , City Attorney -Steve Gross (remotely), Engineer - Dan Bastian

2. Public Comments
There were no public comments.

3. CITY COMMUNICATIONS
A. City Council Communications / Committee Reports
Councilmember Leah Turner was absent.

Councilmember Jim Murphy: Attended the recent SCORE board meeting. SCORE is working with a law firm to do onsite training for elected officials and staff in October on effective governance.

Councilmember Stan Peiler: Nothing to report but praised the efforts of City Staff for cleaning up around the stop signs and repainting the roads and crosswalks. Also, praised the work done on Joy Street.

Mayor Pro Tem Pat Morton: Nothing to report but praised the work done on Joy Street.

Mayor Bill Powers: Attended the recent Airport Land Use Commission meeting and will be attending the County Transportation Commission meeting next Monday. At the Nakoma Resort, was able to meet with Representative Kevin Kiley to discuss local issues.

Finally, mentioned the Highway 70 Cromberg project will be starting soon.

B. Staff Communications / Fire Report / Sheriff's Report / Air Quality Report No Fire Report.

No Sheriff's Report.

Miki Brown Air Quality: Targeted airshed grant funds are now completely spent. With this grant, 539 wood stove change outs have been completed and 55 wood sheds built. Also, approximately 120 chimney sweep vouchers have been redeemed. All recent and new wood stove applicants are looking at a spring installation date due to the current backlog by the installers.

C. City Manager Report
No Report.
2 4. Consent Agenda
A. Claims- Adopt Resolution No. 2559 authorizing payment of claims for the period of August 24, 2023 though September 13, 2023 -Payroll: $39,452.85 Total: $39,452.85 Payroll Check Run #17299– 17306
B. Approval of the Minutes from 8-23-23
No public comments.

Councilmember Stan Peiler motioned to approve. A second was made by Councilmember Jim Murphy.

The roll call vote:

Aye Mayor Bill Powers Aye Mayor Pro Tem Pat Morton Aye Councilmember Stan Peiler Aye Councilmember Jim Murphy Absent Councilmember Leah Turner

5. Contract 22 - Portola STIP - North Loop Phase 1 Progress Payment No. 4 Engineer Dan Bastian explained the purpose of this payment. Most of the work has now been completed and this represents the bulk of the project's total cost. 100% of this cost is reimbursable. The next payment will be mostly change orders and have to do with signage.

Motion by Mayor Pro Tem Pat Morton to approve the North Loop Phase 1 Progress Payment No. 4 in the amount of $1,183,253.52.

Mayor Pro Tem Pat Morton motioned to approve. A second was made by Councilmember Stan Peiler. The roll call vote:

Aye Mayor Bill Powers Aye Mayor Pro Tem Pat Morton Aye Councilmember Stan Peiler Aye Councilmember Jim Murphy Absent Councilmember Leah Turner

6. Adjournment
Meeting adjourned by Mayor Bill Powers at 6:24 PM.

{00956418.DOCX 1 }
Agreement By and Between City Of Portola And BFD For Emergency Services Page 1 of 6 Agreement
By and Between
City of Portola
And
Beckwourth Fire District
For
Fire Protection and Emergency First Responder Services
This Agreement for Fire Protection and Emergency First Responder Services (“Agreement”) is hereby entered into by and between Beckwourth Fire District, with its principal offices located at 180 Main St, Beckwourth, CA 96129, (“Fire District”) and the City of Portola, with its principal offices located at 35 Third Avenue, Portola, CA 96122, (“Portola”). Collectively Fire District and Portola shall be referred to as “The Parties”. The Parties enter into this Agreement with respect to the following:

RECITALS
WHEREAS, Fire District provides fire protection and emergency first response services; and WHEREAS, Portola desires to enter into this Agreement for fire service protection and emergency first response services within the incorporated city limits; and
WHEREAS, as set forth in this Agreement and more specifically in the scope of services in Exhibit (1), attached hereto and incorporated herein. Portola owns two fire stations, including the Northside Station and the Southside Station.

NOW THEREFORE, IN CONSIDERATION of the mutual covenants contained herein, the Parties hereby agree as follows:

TERM: This Agreement shall be in full force and effect once signed by both Parties. The term shall be for 12 months; commencing on 1 July 2023 and terminating on 30 June 2024. The Parties agree to review the scope of services annually for content, scope of services, and to negotiate in good faith any modification to any provision herein deemed necessary for the benefit of both Parties.

TERMINATION: This Agreement may be terminated, with or without cause, by either Party by giving 120 days written notice to the other. In the event of a termination by either Party, the fees will be prorated through the date of termination. Any fees paid beyond the cancellation date will be refunded. {00956418.DOCX 1 }
Agreement By and Between City Of Portola And BFD For Emergency Services Page 2 of 6 FEES: Portola agrees to pay Fire District annual fees of Eighty-four thousand dollars ($84,000), which is based on Portola’s current number of residents, visitors and businesses, with an annual inflation adjustment of 3% or the percent change in the West Region All Urban Consumer Price Index for the 12 month period, ending May 31 as set forth in the published data most recently available, whichever is greater, effective July 1, 2021. If the West Region All Urban Consumer Price Index is -3% or less, then there will be no inflation adjustment. Fees will be prepaid in two semiannual installments each year, with the first of such payments to be made no later than July 20, 2020. Fees paid by Portola will not be refundable, except if this Agreement is terminated by either Party in accordance with the Termination provision set forth hereinabove.

EXPENSES: Expenses as set forth in Appendix (1) shall be categorized as either; (1) the sole responsibility of Portola; (2) billable services provided by Fire District and third-party service providers; or (3) the sole responsibility of Fire District. Upon the written approval of both Parties as to the amount and purpose for each expense, the expenses to bring and maintain trucks and equipment to code will be the sole responsibility of Portola. Fire District will invoice Portola for time (as per Appendix (1) Billable) and materials for mutually agreed work related to bringing and maintaining said trucks and equipment up to code. Billable items listed in Appendix 1 must be agreed upon in writing by the City Manager prior to any commencement of stated work.

Portola reserves the right to contract with a third party for any necessary code services as identified by Fire District. Expense obligations will only be changed or modified subsequent to the annual review with agreement of both Parties. If this Agreement is terminated, both Parties agree that the work performed by Fire District through the date of the notice of termination will be paid for by Portola.

SERVICES: For purposes of this Agreement, “emergency services” shall mean fire protection and emergency first responder services by Fire District with sufficient equipment and properly trained and certificated personnel for fire or emergency. A good faith effort shall be made to combat all fires and respond to other emergency calls within Portola’s city limits. Fire District may utilize assets owned by Portola and shall maintain an inventory of all assets. Fire District may utilize privately owned vehicles that have been preapproved by the Fire District Chief, to respond to non-fire emergencies. Should Fire District assets already be deployed during a Portola emergency, other emergency response resources will be used through the County Mutual Aid Agreement. The Mutual Aid Agreement provides redundant coverage in the event of multiple, concurrent, and large emergencies.

Fire District shall ensure City if Portola fire-fighting equipment is up to code, and shall notify the City if a City of Portola station needs maintenance.

Services will be provided pursuant to all District, Local, State, and Federal laws, policies, and regulations.

ACCESSIBILITY: Portola will make a good faith effort to keep roads passable and in good condition, and have snow removed in a timely manner. Fire District’s sole responsibility under this Agreement will be to make a good faith effort to reach all properties and persons, as needed, within Portola to provide the fire protection and emergency first responder services described herein.

NOTICES: All notices, demands, or other communications (not including monthly reports listed in Appendix 1) which may be required to be given and/or which are required by the terms of this Agreement shall be in writing and shall be conveyed by personal delivery, or certified mail. All communications will be deemed to have been {00956418.DOCX 1 }
Agreement By and Between City Of Portola And BFD For Emergency Services Page 3 of 6 delivered when an item is personally delivered, or a certified mail receipt is signed. Written notice shall be provided to the Parties at their respective office locations first set forth hereinabove.

LIABILITY: Fire District agrees to indemnify and defend Portola and its elected and appointed officials, employees, volunteers, and agents from and against any and all claims, suits, actions, costs, expenses, liabilities, damages or judgments (“Liabilities”) that in any way arise out of or are related to the Agreement or the provision of services by Fire District pursuant to the Agreement, except for any liabilities arising from Portola’s sole negligence or willful misconduct.

Portola agrees to indemnify and defend Fire District and its elected and appointed officials, employees, volunteers, and agents from and against any and all claims, suits, actions, costs, expenses, liabilities, damages or judgments (“Liabilities”) that in any way arise out of or are related to this Agreement or the provision of services by Portola pursuant to this Agreement, except for any liabilities arising from Fire District’s sole negligence or willful misconduct.

WORKMAN’S COMPENSATION: Fire District will maintain workman’s compensation as required by California Law for all Fire District personnel. Fire District shall provide Portola with a certificate of insurance.

EQUIPMENT: All Portola firefighting equipment may be used by the Fire District. However, all equipment shall remain the property of Portola, cleaned and stored in accordance with best practices. All equipment, both Portola’s and Fire District’s will be located in Fire Stations owned by the City or the Fire District as the Chief sees fit for best deployment of resources in the event of an emergency. There will be no restriction where the equipment can be used.

INSURANCE BILLING: Fire District will be allowed to bill for cost recovery for services provided. Fire District will keep all funds received from cost recovery.

FORCE MAJEURE: Performance under this Agreement is subject to interruption and delay due to causes beyond the Parties’ reasonable control, such as acts of God, acts of any government, war or other hostility, including acts of terrorism, civil disorder, the elements, fire, explosion, power failure, equipment failure, industrial or labor dispute, inability to obtain necessary supplies and the like.

DISPUTE RESOLUTION: The Parties agree to use their best good faith efforts to resolve any dispute that may arise from this Agreement or services provided pursuant to it. If the Parties are unable to resolve a dispute within 90 days, then the dispute will be referred to mediation for resolution. The Parties shall mutually select a mediator. Each Party will equally share the cost of the mediator and will otherwise bear its own costs and expenses related to the mediation. The mediation shall be conducted in Portola, CA, unless the Parties agree to conduct it in a different location. If the parties are unable to resolve the dispute through mediation within 90 days, then either Party may seek resolution of the dispute by filing a court action in the Superior Court in and for the County of Plumas, State of California.

MISCELLANEOUS: This Agreement shall not be modified in any way, except in writing stating expressly that it constitutes a modification of this Agreement and is signed by both Parties. Nothing contained herein shall create a contractual relationship with or any other rights in favor of any third party. This Agreement embodies the entire understanding between the Parties with respect to the subject matter of this Agreement and, except as otherwise provided herein, supersedes any and all prior understandings and agreements, oral or written, {00956418.DOCX 1 }
Agreement By and Between City Of Portola And BFD For Emergency Services Page 4 of 6 relating to the subject matter of this Agreement. All express representations, indemnifications, or limitations of liability included in the Agreement will survive it completion or termination for any reason. The Parties may execute this Agreement in counterparts.

IN WITNESS WHEREOF, the Parties hereto have caused this Agreement to be executed as of the day first written above.

EXECUTION
The Parties execute this Agreement by signature below:

BECKWOURTH FIRE DISTRICT
By_________________________________________
Title_______________________________________
Date_______________________________________

CITY OF PORTOLA
By_________________________________________
Title_______________________________________
Date_______________________________________
{00956418.DOCX 1 }
Agreement By and Between City Of Portola And BFD For Emergency Services Page 5 of 6 APPENDIX (1)
Expenses to Portola that are directly billed from third party sources (Fixed and Variable) • Property (utilities, taxes, building upkeep)
• Insurance of City owned Fire Stations and all emergency vehicles. Fire District will be named as additional insured on the policy
• Repair of equipment or vehicles in the event of a catastrophic failure, unless Portola decides, in its sole discretion, to not repair such equipment or vehicles.
• Equipment purchases as required by code or best practices to ensure the interoperability of Portola’s equipment with that of Fire District
Billable by Fire District to Portola with prior written approval.

In the event of an emergency (i.e. a truck has a tire blowout) a phone call to the City Manager will be made for verbal approval; to be followed up with written approval.

In addition to the reimbursement of costs of third-party services, Fire District personnel time associated with inspections and vehicle maintenance / repairs, and misc fire station work is billed at a weighted rate for the Fire Chief at Forty Five dollars ($45) per hour and for other personnel at Twenty Five dollars ($25) per hour.  Bringing equipment up to code
 Maintenance of all vehicles and equipment
 All fluids and lubricants for vehicles and equipment
 All safety inspections to include but not limited to
o Ladder; hose; and pump testing
o Fire safety inspections for businesses and properties.

Fire District Expenses
• Fuel
• Consumables
• Fire Chief and Secretary expenses
• Workers Compensation insurance
• Staffing
• Training
• Maintain all logs, records, and other documents required by any State or Federal agency Fire District will
• Provide a monthly report to Portola on the calls for service, which include the address, date, time, type of response, and response times; in an excel format to the City Manager. • Provide a monthly report on the status of equipment and Fire Stations. • Respond to all emergency fire calls as paged out by the Sheriff Department 911 dispatcher and all vehicle accidents, major medical assists requiring fire services level response. Portola and Beckwourth {00956418.DOCX 1 }
Agreement By and Between City Of Portola And BFD For Emergency Services Page 6 of 6 agree to work together with Eastern Plumas Health Care Ambulance services and other local Fire agencies to reduce and eliminate whenever possible having fire respond to minor medical calls. • Provide training, certification, and CE (continuing education) opportunity classes for firefighters and medical responders.
• At the termination of the Agreement, the Fire District will return all Portola property and remove Fire District property from Portola premises.

CITY COUNCIL AGENDA STAFF REPORT
DATE: September 20, 2023
TO: Honorable Mayor and Members of the City Council
FROM: Susan Scarlett, Finance Officer
MEETING: September 27, 2023
SUBJECT: Financial update and Budget information
Receive a report regarding updates to Financial Statements for the 2022-2023 Fiscal Year.

Discuss budget amendments already approved and additional amendments and information on transfers to “set asides”. Financial information on 2022-2023 will be discussed as well as updated information for the 23-24 budget.

Recommendation: Approve budget amendments for the 22-23 Fiscal year end. 2022-2023 Budget Information
Original Budget Amendments Amended Budget Council Approval 100-211-700.04 PG&E - use of Settlement Funds - 35,000.00 35,000.00 12/14/2022 100-211-604.00 LESSG 20,000.00 20,000.00 11/15/2022
100-000-403.01 Interest Income 5,000.00 45,000.00 50,000.00 730-322-440.12 SB 1383 Grant 20,000.00 20,000.00
730-322-600.06 SB 1383 Grant - Personnel 3,500.00 3,500.00 100-000-404.37 Coronavirus Fiscal Recovery (ARPA) - 218,000.00 218,000.00 4/27/2022 100-312-510.01 ARPA personnel 24,000.00 24,000.00 4/27/2022 100-312-602.12 ARPA Commuity Clean Up 195,000.00 195,000.00 4/27/2022 100-414-404.50 Event Income - camping 12,000.00 12,000.00 100-117-404.16 SB2 Grant reimbursement - 118,912.29 118,912.29 11/13/2019 100-413-409.16 Williams House Reimb 8,232.25 8,232.25 Prior year exp 100-412-404.20 Riverwalk from Trans Comm 27,756.73 27,756.73 Reimb by PCTC 100-412-700.49 Riverwalk Paving Project 27,000.00 27,000.00 100-117-600.91 SB2 and LEAP Grant funding 25,000.00 25,000.00 11/13/2019 100-212-600.95 AVA funds used 12,567.54 12,567.54
208-317-510.01 Snow Removal personnel 86,006.55 116,805.81 202,812.36 1/2 Reimb. 100-315-950.00 Transfer out of GF Street and Snow 241,850.25 116,805.81 358,656.06 216-000-407.13 North Loop 332,300.00 100 % State
216-315-700.42 North Loop 332,300.00 100 % State
Interim City Manager contract
Relocation during Cromberg rehab project - future - estimated at $120,000 Approval for additional compensation for Susan Scarlett 710-311-700.80 Depreciation 139,711.69
710-311-700.99 Fixed Asset Offset 8,580.00
720-311-700.80 Depreciation 112,257.13
720-311-700.99 Fixed Asset Offset 10,358.16
730-311-700.80 Depreciation 3,106.67
LESSG Partner Balances 11,463.45 10/13/2021
LESSG City Balance 7,164.65 10/13/2021
710-000-100.08 Transfer to Infrastructure set aside
720-000-100.08 Transfer to Infrastructure set aside
730-000-100.19 Transfer to Landfill Closure set aside 95,626.98 95,626.98

Portola City CouncilSeptember 27, 2023

Portola City Council
September 27, 2023