Agenda packet — Portola City Council, October 11, 2023

Resolution No. 2561 October 11, 2023
RESOLUTION NO. 2561

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PORTOLA

AUTHORIZING PAYMENT OF CLAIMS FOR THE PERIOD
SEPTEMBER 28, 2023 THROUGH OCTOBER 11, 2023.

ACCOUNTS PAYABLE
CHECK NUMBERS: 45259 – 45297

PAYROLL
CHECK NUMBERS: 17311 – 17312

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: $181,260.32
PAYROLL: $ 24,683.63
TOTAL: $205,943.95
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 11th day of October, 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 October 11, 2023.

Jason Shaw, Deputy City Clerk
10/05/2023 2:20 PM DIRECT PAYABLES CHECK REGISTER PAGE: 1 PACKET: 00285 AP RUN 10.11.2023
VENDOR SET: 01 CITY OF PORTOLA **** CHECK LISTING ****
BANK: PC POOLED CASH - PLUMAS

I-202310051669 CODE ENFORCEMENT R 10/11/2023 4,384.00 045269 4,384.00 0063 CURRENT ELECTRIC & ALARM, INC
I-202310051681 ALARM SERVICES R 10/11/2023 555.00 045270 555.00 0098 HOLIDAY SIGNS
I-202310051668 HOLIDAY SIGNS R 10/11/2023 22.00 045271 22.00 0103 IEDA
I-202310051676 LABOR RELATIONS CONSULTING R 10/11/2023 253.89 045272 253.89 0105 INTERMOUNTAIN DISPOSAL
I-202310051667 REFUSE COLLECTION R 10/11/2023 812.76 045273 812.76 10/05/2023 2:20 PM DIRECT PAYABLES CHECK REGISTER PAGE: 2 PACKET: 00285 AP RUN 10.11.2023
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
------------------------------------------------------------------------------------------------------------------------------------ 0105 INTERMOUNTAIN DISPOSAL
I-202310051691 ARPA R 10/11/2023 21,110.01 045274 21,110.01 0111 JEFFERSON SUPPLY COMPANY
I-202310051666 WATER LINE REPAIR R 10/11/2023 1,211.23 045275 1,211.23 0118 KANSAS LIFE INSURANCE CO
I-202310051670 EMPLOYEE LIFE INSURANCE R 10/11/2023 69.54 045276 69.54 0133 LIBERTY UTILITIES
I-202310051688 CITY ELECTRIC BILLS R 10/11/2023 14,619.05 045277 14,619.05 0136 MANHARD CONSULTING
I-202310051680 PLANNING SERVICES R 10/11/2023 5,120.00 045278 5,120.00 0141 MCI MEGA PREFERRED
I-202310051682 800 LONG DISTANCE CHARGES R 10/11/2023 47.96 045279 47.96 0148 NAPA SIERRA
I-202310051696 MATERIALS & SUPPLIES R 10/11/2023 1,090.43 045280 1,090.43 0162 OPERATING ENGINEERS
I-202310051702 EMPLOYEE HEALTH INSURANCE R 10/11/2023 11,696.00 045281 11,696.00 0174 PLANWEST PARTNERS
I-202310051685 FEASIBILITY STUDY R 10/11/2023 5,800.69 045282 5,800.69 0184 PLUMAS SIERRA RURAL ELECTRIC
I-202310051672 LDWTP ELECTRIC R 10/11/2023 2,145.25 045283 2,145.25 0185 PLUMAS SIERRA TELECOMMUNICAT
I-202310051701 CITY INTERNET R 10/11/2023 387.00 045284 387.00 0192 PURCHASE POWER
I-202310051677 METER POSTAGE FEES R 10/11/2023 65.39 045285 65.39 0197 REIMER PEST & WEED CONTROL
I-202310051684 SEWER MAINT R 10/11/2023 975.00 045286 975.00 0219 SILVER STATE BARRICADE & SIGN
I-202310051683 STREET REPAIR R 10/11/2023 575.00 045287 575.00 0222 SMALL CITIES ORGANIZED RISK
I-202310051695 WORKERS COMP R 10/11/2023 27,428.78 045288 27,428.78 10/05/2023 2:20 PM DIRECT PAYABLES CHECK REGISTER PAGE: 3 PACKET: 00285 AP RUN 10.11.2023
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
------------------------------------------------------------------------------------------------------------------------------------ *VOID* 045289 VOID CHECK V 10/11/2023 045289 **VOID**
0231 SUCCEED.NET
I-202310051700 WEB HOSTING R 10/11/2023 67.85 045290 67.85 0240 THOMAS G. VALENTINO
I-202310051674 SW CONSULTING R 10/11/2023 630.00 045291 630.00 0250 UNITED RENTALS NORTHWEST INC.

I-202310051664 WATER EMER MANAGEMNET R 10/11/2023 2,393.56 045292 2,393.56 0252 UNITED STATES POSTAL SERVICE
I-202310051689 PERMIT POSTAGE R 10/11/2023 1,500.00 045293 1,500.00 0260 VERIZON WIRELESS
I-202310051686 LDWTP DATA PLAN R 10/11/2023 108.05 045294 108.05 0260 VERIZON WIRELESS
I-202310051687 CITY LAND LINES R 10/11/2023 537.23 045295 537.23 0260 VERIZON WIRELESS
I-202310051697 CITY CELL PHONES R 10/11/2023 1,585.10 045296 1,585.10 0264 WESTERN NEVADA SUPPLY
I-202310051671 WATER LINE REPAIR R 10/11/2023 9,954.46 045297 9,954.46 * * B A N K T O T A L S * * NO# DISCOUNTS CHECK AMT TOTAL APPLIED REGULAR CHECKS: 38 0.00 181,260.32 181,260.32
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: 39 0.00 181,260.32 181,260.32
10/05/2023 2:20 PM DIRECT PAYABLES CHECK REGISTER PAGE: 4 PACKET: 00285 AP RUN 10.11.2023
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: 38 0.00 181,260.32 181,260.32
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: 39 0.00 181,260.32 181,260.32
** POSTING PERIOD RECAP **

FUND PERIOD AMOUNT
-----------------------------------------
100 10/2023 99,571.72CR
207 10/2023 9,970.02CR
208 10/2023 4,574.20CR
215 10/2023 1,111.50CR
710 10/2023 37,783.23CR
720 10/2023 24,755.45CR
730 10/2023 3,494.20CR
===========================================
ALL 181,260.32CR
TOTAL ERRORS: 0 TOTAL WARNINGS: 0
1 City of Portola
Minutes
Regular Meeting
September 27, 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 Leah Turner, Councilmember Jim Murphy

Absent: Councilmember Stan Peiler
Staff Present: Deputy City Clerk - Jason Shaw, Financial Officer - Susan Scarlett, Interim City Manager - Jon Kennedy

2. Public Comments
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.

There were no public comments.

3. CITY COMMUNICATIONS
A. City Council Communications / Committee Reports
Councilmember Stan Peiler was absent.

Councilmember Leah Turner: Attended the Yes for Measure E and F forum.

Councilmember Murphy: No report but has a comment. Wants to see more reported in agendas. Will speak to the City Manager more about what he means. Wants this issue to be discussed with possible action at the next City Council meeting.

Mayor Pro Tem Pat Morton: Working right now on the Angel's program. Attended the Transportation Commission meeting, the Beckwourth Fire Department meeting, Air Quality Control Board meeting, and the Yes for Measure E and F forum. Also, attended the Cromberg Project / Highway 70 meeting and gave suggestions on increasing crosswalk safety on Highway 70.

Mayor Bill Powers: Attended the Transportation Commission meeting, Air Quality Control Board meeting, and the Cromberg Project / Highway 70 meeting. There will be another Cromberg Project meeting held in October. County is currently patching A-23. Also, Attended the Yes for Measure E and F forum. Finally, attended the Tri-County meeting in Quincy. Wanted to note that that an Infrastructure Committee meeting is being setup.

B. Staff Communications / Fire Report / Sheriff's Report / Air Quality Report Fire Report by Mayor Pro Tem Pat Morton: Since last reporting, we had 41 calls in the city limits of 2 Portola.

Air Quality Report by Mikki Brown: 2 Curtailment days recently but those were due to the recent wildfires. Still don't have enough people to install heat pumps and weatherization. Working on strategies on how to increase the number of qualified installers in the area.

Held Air Quality Control Board meeting at City hall with people from all over the State and locally.

Hoped it helped them better understand the local needs and expectations with heating sources.

Trying to give residents multiple ways to heat their homes in winter.

Sheriff's Report: There was no Sheriff's Report
C. City Manager Report
We have been having weekly meetings with Cal OES and FEMA as part of the process for getting funding for the damages associated with the 2023 winter storm. Right now this is not considered a snow event by FEMA so we are unable to claim any direct snow damage. Even still we should be looking at getting about $60,000 from FEMA for winter storm damage. Deputy City Clerk Jason Shaw has been working with FEMA on inputting all our storm damage claims.

The City is still working on repairing leaks but we are almost done with 2 more remaining. Both these leaks are fairly large so they have taken more time.

Sours Engineering is finishing up the GPS locations of our sewer system. This will be a huge benefit for Public Works.

4. Consent Agenda
A. Claims- Adopt Resolution No. 2560 authorizing payment of claims for the period of September 14, 2023 though September 27, 2023Accounts Payable: $1,325,740.34Payroll: $23,074.61Total:
$1,348,814.95AP Check Run #45180 – 45258 Payroll Check Run #17307 – 17310 B. Approval of the Minutes from 9-13-23
Councilmember Leah Turner asked a few clarifying questions about some of the AP checks. Financial Officer Susan Scarlett explained what the expenses were for.

Councilmember Leah Turner 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 Leah Turner Aye Councilmember Jim Murphy Absent Councilmember Stan Peiler

5. Renew State of Emergency Proclamation
Interim City Manager Jon Kennedy explained that we have to renew this every 60 days as we have before to continue the State of Emergency from the winter storm. We have to do this as long as we are applying for public assistance for some of the damages related to the disaster. Should be wrapped up soon.

Councilmember Leah Turner 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 Leah Turner Aye Councilmember Jim Murphy Absent Councilmember Stan Peiler

6. Fire Service Contract 2023-2024
Interim City Manager Jon Kennedy said the only changes that were made to the contract were the dates of the contract and the amount, which is now $84,000 for 12 months of service.

However, a couple of additional changes will need to be made to the contract at the meeting. The contract will need to be approved as amended. Interim City Manager Jon Kennedy mentioned a few dates within page 2 that needed to be amended.

If Measure E and F passes, this contract would not continue into the next fiscal year. There will be a period of transition.

Councilmember Leah Turner asked about some language on appendix A, page 5. Says that if we are not following that language it should be removed. The City Manager and City Council agree to her amendment.

Councilmember Leah Turner asked about the status of fire equipment and the City Council agreed that they want notification if something occurs with the equipment.

Councilmember Jim Murphy asked what the fee was for last year and Financial Officer Susan Scarlet 3 responds that the fee for last year was $78,294.

Mayor Pro Tem Pat Morton motioned to to approve the Fire Service Contract for the year 2023-2024 in the amount of $84,000 passes as amended.

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

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

7. Review 6/30/2023 year end including budget amendments and set asides.

Financial Officer Susan Scarlett gave an update on the audit first. Said the field work was already done and the final report should be out sometime at the end of October or early November. The auditors mentioned that everything looks good so far.

Financial Officer Susan Scarlett then went over the budget amendments and set asides. Mentioned we have to do this every year; that sometimes we don't know how these are going to go.

SB1383 funds need to be spent but cities are struggling to find ways to do it. Believes the deadline for these funds will be extended.

Mayor Pro Tem Pat Morton motioned to approve. A second was made by Councilmember Leah Turner.

The roll call vote:

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

8. Adjournment
7:05 PM by Mayor Bill Powers.

CITY COUNCIL AGENDA STAFF REPORT
DATE: October 3, 2023
TO: Honorable Mayor and Members of the City Council
FROM: Jon Kennedy, City Manager
MEETING: October 11, 2023
SUBJECT: City Engineer Employment Agreement
The City Engineer currently has an employment agreement (as required by Caltrans) for the State Transportation Improvement Program (STIP) project of the North Loop. The current agreement expires at the end of October. An amendment to February of 2024 is necessary to finish out the project and invoicing Caltrans. This amendment does not add any costs to the agreement.

Recommendation: Approve the amendment for Dan Bastian’s agreement through February of 2024

AMENDMENT NUMBER ONE
TO

CITY OF PORTOLA

CITY ENGINEER

REVISED AND AMENDED

EMPLOYMENT AGREEMENT
This Amendment Number One (“Amendment One”) to City of Portola City Engineer Revised and Amended Employment Agreement made this 1st day of October 2023 (“Amendment One Effective Date”), between the CITY OF PORTOLA, Plumas County, California, herein referred to as “Employer”, and DANIEL B. BASTIAN, herein referred to as “Employee”.

Employer and Employee may also be referred to herein as “Party” or “Parties”.

RECITALS
A. WHEREAS Employer and Employee entered into that certain City of Portola City Engineer Revised and Amended Employment Agreement made on March 8, 2022 (“Agreement”); and
B. WHEREAS, the parties desire to amend the Agreement by extending its term.

AGREEMENT
Employee is willing to be employed by Employer, and Employer is willing to employ Employee, on the terms, conditions, and in consideration of the mutual covenants and promises of the Parties, as hereafter set forth.

1. AMENDMENT TO THE AGREEMENT. As of the Amendment One Effective Date, the Agreement is hereby amended or revised as follows:

Section 1, TERM, is amended and restated in its entirety as follows:

1. TERM.

Employer hereby employs Employee as City Engineer of the City of Portola and Employee hereby accepts and agrees to the employment and agrees to serve and perform in that capacity as directed by the City Council or the City Manager of the City of Portola.

This Agreement shall be in effect for a period of 24 months, beginning on the March 8, 2022, and ending on February 29, 2024. This Agreement may be extended or renewed by mutual agreement of the Parties.

2. MISCELLANEOUS. Except as specifically amended by this Amendment Number One, all terms and conditions of the Agreement and the Amendment shall remain unchanged and in full force and effect.

Executed at Portola, California, on the date first above written.

Employer Employee
CITY OF PORTOLA DANIEL B. BASTIAN
By: _______________________ _____________________________ Jon Kennedy, Interim City Manager Daniel B. Bastian
Dated: _____ Dated: _____
Approved as to Form:

Dated:__________________ _______________________________ Steven C. Gross, City Attorney

CITY COUNCIL AGENDA STAFF REPORT
DATE: October 5, 2023
TO: Honorable Mayor and Members of the City Council
FROM: Jon Kennedy, Interim City Manager and Susan Scarlett, Finance Officer MEETING: October 11, 2023
SUBJECT: Part time Planner
The City had a part-time Planner as an employee from 2005 through 2016. At that time the City began contracting with Manhard Consulting for planning services. While the contract with Manhard Consulting has been productive the staff, including Karen from Manhard, feel that there are times a part-time Planner as an employee would be a more expedited process.

The final hourly wage for this position in 2016 was $32.93 an hour and if cost of living amounts are factored in the current rate would be $40.97. That does not take into account the changes made last year. City staff is asking for this position to start at $45.00.

Recommendation: Direct the City Manager to recruit and hire a part time Planner as an employee

CITY COUNCIL AGENDA STAFF REPORT
DATE: October 3, 2023
TO: Honorable Mayor and Members of the City Council
FROM: Jon Kennedy, City Manager and Susan Scarlett, Finance Officer MEETING: October 11, 2023
SUBJECT: ARPA Funds status and use
In March of 2021 the American Rescue Plan Act was signed into law. This included funds for State and Local Fiscal Recovery. The City received funding in two payments with the total being $461,698.

In April of 2022 the City Council approved the use of funds for a Community Cleanup which was consistent with the State and Local Fiscal Recover Fund rules. The program has been ongoing since then with 302 properties cleaned up and 89 abandoned vehicles removed, 49 towed and 40 voluntarily removed.

In November of 2022 the Council approved the application to purchase tax-defaulted property from Plumas County in order to purchase properties within Portola for health and safety reasons and with a potential to promote housing. This is still in process and the final dollar amount is not known that this time. Our estimate was $25,000.

As of now we estimate $100,000 left in this funding. A stop has been put on the Community Cleanup until the Council can decide if there are other uses of these funds that they would like to see that are consistent with the rules such as the proposed dog park.

Portola City CouncilOctober 11, 2023

Portola City Council
October 11, 2023