Resolution No. 2562 November 8, 2023
RESOLUTION NO. 2562
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PORTOLA
AUTHORIZING PAYMENT OF CLAIMS FOR THE PERIOD
OCTOBER 12, 2023 THROUGH NOVEMBER 8, 2023.
ACCOUNTS PAYABLE
CHECK NUMBERS: 45298 – 45376
PAYROLL
CHECK NUMBERS: 17313 – 17318
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: $ 152,041.60
PAYROLL: $ 56,441.09
TOTAL: $ 208,482.69
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 8th day of November, 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 November 8, 2023.
Jason Shaw, Deputy City Clerk
1 City of Portola
Minutes
Regular Meeting
October 11, 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
Absent: Councilmember Stan Peiler, Councilmember Jim Murphy Staff Present: City Attorney Steve Gross (remotely), Deputy City Clerk - Jason Shaw, Financial Officer - Susan Scarlett, Interim City Manager- Jon Kennedy
2. Public Comments
Lindsey Shaw from the public commented she wanted chickens allowed in the city limits. Councilmember Leah Turner explained that they are already allowed except for roosters.
3. CITY COMMUNICATIONS
A. City Council Communications / Committee Reports
Councilmember Stan Peiler and Councilmember Jim Murphy were Absent.
Councilmember Leah Turner: Nothing to report
Mayor Pro Tem Pat Morton: Working on the Angel's program and Yes on Measure E and campaign.
Mayor Bill Powers: Nothing to report.
B. Staff Communications / Fire Report / Sheriff's Report / Air Quality Report Fire Report by Mayor Pro Tem Pat Morton: Beckwourth Fire answered 42 calls in the City of Portola since the last report.
Sherriff's Report by Undersheriff Chad Hermann: Staffing is still challenging. Plumas County approved a 20% pay increase but there is still a long road ahead with staffing. Should hopefully be back to normal patrols in the next 6 months. Also, the department has been dealing with an increase in medical calls in the last few months.
Air Quality Report by Targeted Airshed Grant Specialist Mikki Brown: In the 2023, the grant has funded 98 installations. The 2015 grant is now in its final quarter. Between the two other grants, the program remains funded though 2026.
Curtailment has been in effect since September 1st but the air quality has been fantastic so not many curtailment days are predicted.
Free green disposal days announced. Residence of Portola can take their green waste for free to the Delleker transfer station from Oct 14 - Oct 24.
C. City Manager Report
Interim City Manager Jon Kennedy said that FEMA and Cal OES had onsite visits with the City today over the damages caused by the winter storm disaster. They were joined by Deputy City Clerk Jason 2 Shaw and Director of Public Works Todd Roberts.
Has been dealing with the concerns regarding the need for BFPD and Graeagle FPD's continued response to cover the EPRFPD EMS calls
The community clean up has been wrapped up. Will go more into this under the ARPA Fund section of the agenda.
The City has fixed its last water leak
Been working with Plumas County on property loans to be able to purchase the La Jolla properties.
The County still needs to approve the Sheriff's contract but should soon.
Interim City Manager Jon Kennedy stated that we have now received over $36,000 for utility bills from Project Go. The program is still running though March 31st, 2024.
Interim City Manager Jon Kennedy noted they are already working on the Chamber Christmas Tree lighting and that the Chamber is working on the Railroad Days Revival that will take place on October 28th.
4. Consent Agenda
A. Claims- Adopt Resolution No. 2561 authorizing payment of claims for the period of September 28th, 2023 though October 11th, 2023.Accounts Payable: $181,260.32Payroll: $24,683.63Total:
$205,943.95AP Check Run #45259 – 45297Payroll Check Run #17311 – 17312 B. Approval of the Minutes from 9-27-23
Councilmember Leah Turner had a question about a payment to Planwest. Interim City Manager Jon Kennedy explained it was for a study done on the potential new Fire Department.
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 Absent Councilmember Stan Peiler Absent Councilmember Jim Murphy
5. City Engineer employment agreement amendment
Interim City Manager Jon Kennedy explained this needed to be drafted because there are a few more months left on the project Dan Bastian is working on for the City, and his contract expires this month.
The amendment was drafted by City Attorney Steve Gross and its for the same amount as before. City Attorney Steve Gross confirmed what Jon Kennedy stated.
Councilmember Leah Turner motioned to approve. A second was made by Mayor Pro Tem Pat Morton.
The roll call vote:
Aye Mayor Bill Powers Aye Mayor Pro Tem Pat Morton Aye Councilmember Leah Turner Absent Councilmember Stan Peiler Absent Councilmember Jim Murphy
6. Part Time City Planner Councilmember Leah Turner motioned to approve. A second was made by Mayor Pro Tem Pat Morton.
The motion passed with the following vote:
3 In Favor 0 Opposed
0 Abstained 2 Absent
Interim City Manager Jon Kennedy explained that the City used to have Karen Downs working as the planner but then she went to Manhard Consulting.
Since then, the City has paid Manhard Consulting various for planning services. However, the costs of this, in many cases, outweigh the fees collected for service.
Interim City Manager Jon Kennedy pointed out that planning items are not getting done and we are not serving the public quickly enough.
Mayor Bill Powers asked Director of Public Works Todd Roberts about time it takes to do a lot line adjustment. Director of Public Works Todd Roberts responded that it's not a simple answer.
Councilmember Leah Turner asked how many hours a week would this position work? Financial Officer Susan Scarlet responded that its not fixed; that it is an "as needed" position. They likely will work remotely but will come into City Hall as needed.
The City is currently paying consultants $120 to $160 an hour, The City would pay this position $45 an 3 hour. The belief is the City can get a qualified candidate at that rate.
Motion to approve the hiring of a part time City Planner for the City of Portola.
7. ARPA Update and Discussion
Financial Officer Susan Scarlet gave an update on the ARPA funds. Interim City Manager Jon Kennedy said that for the clean up program, the City cleaned 302 properties, with 13 more pending, in 2 seasons.
The City also removed 89 abandoned vehicles. He further stated that now was the time to have a conversation on what to do with the remaining funds. The City has until December 2024 to decide.
Mayor Bill Powers asked about the purchasing of the La Jolla property. Interim City Manager Jon Kennedy explained that it had to be approved by the County first.
Interim City Manager asked the council if there was anything else specific they wanted to use the ARPA funds for such as the dog park.
Councilmember Leah Turner then went over the specifics of the possible layouts and locations of the dog park. There would still be an area for camping.
Interim City Manager Jon Kennedy talked to staff about maintenance concerns and they reported it shouldn't be too much.
Mayor Pro Tem Pat Morton raised a concern about parking near the dog park. Councilmember Leah Turner said that if parking was a concern, there was another possible alternative spot that they could have an MOU with Plumas County for. Interim City Manager Jon Kennedy then asked the council if they could reach consensus on a direction and dollar amount for the dog park.
Mikki Brown from the public commented it was a good idea. Lindsey Shaw from the public wanted to be sure there was garbage service.
The City Council reached a consensus on allowing staff to create a Dog Park within the City with a budget set at $15,000.
8. Councilmember Discussion on informational matters - Councilmember Murphy Due to Councilmember Jim Murphy's absence, this item was tabled until the next meeting he can be in attendance.
9. Adjournment
Meeting adjourned by Mayor Bill Powers at 6:52 PM.
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:
Aye Mayor Bill Powers Aye Mayor Pro Tem Pat Morton Aye Councilmember Leah Turner Aye 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.