1 City of Portola
AGENDA
Regular Meeting
September 25, 2024 06:00 PM
35 Third Ave, Portola, CA 96122
https://www.cityofportola.com/
Mayor Pat Morton • Mayor Pro-Tem Jim Murphy • Councilmember Bill Powers • Councilmember Leah Turner • Councilmember Mikki Brown
REASONABLE ACCOMMODATIONS
The City Council welcomes you to its meetings which are regularly held the second and fourth Wednesday of each month at 6:00 p.m. at the City Hall Council Chambers. Your interest and participation is encouraged and welcome.
As a courtesy, the City Council meeting is also accessible to the public via live streaming at:
https://zoom.us/j/3583067836 or by phone at: Phone Number 1.669.900.6833; Meeting ID: 358 306 7836. Online and telephonic access does not guarantee the public the ability to observe the meeting in the event there is a disruption or connectivity issues that affect broadcasting.
Members of the public who want to be assured that they have the ability to observe the meeting and make comment during the meeting, should attend the meeting in-person.
Any person desiring to address the City Council or any committee, commission or agency under the jurisdiction of the City Council, on any item not on the agenda may do so during public comment period. Public comment during the meeting will be accepted in person only.
Public Comment can be made by clicking on the "comment" section directly from the agenda, next to each agenda item.
Public comment for regular meetings will also be accepted via email sent to the Administrative Clerk, at [email protected] which if received at least 24 hours prior to commencement of the meeting will be distributed to the Council and posted to the City’s website prior to the meeting.
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.
1. Call to Order
A. Roll Call
B. Pledge of Allegiance
2 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 five minutes ordinarily, unless the presiding officer indicates a different amount will be allotted.
3. City Communications
Discussion Comment
A. City Council Communications
B. Reports:Beckwourth Peak Fire Protection District/ Plumas County Sheriff/Northern Sierra Air Quality
C. Staff Communications
D. Interim City Manager Report
4. Consent Agenda
Discussion Possible Action Comment View Item
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 -
AP Checks 46202-46229 $61863.02
Payroll Checks 17431-17434 $28,436.48
Payroll Remit Check 17435 129.03
Total $90,428.53
B. Adopt minutes of September 11, 2024
C. Proclamations for Emergencies - Renew the Emergency declaration for both the 2023 Winter storms and the Gold Complex Fire.
5. 2023-2024 Review of Financial Information and Budget Amendments Discussion Possible Action Comment View Item
Review changes made during the 2023-2024 Fiscal year.
3 6. Closed Session
Discussion Possible Action Comment
A. Public Employee Appointment
Closed Session pursuant to Government Code Section 54957 – Public Employee Appointment City Manager
7. Adjournment
Resolution No. 2597 September 25, 2024
RESOLUTION NO. 2597
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PORTOLA
AUTHORIZING PAYMENT OF CLAIMS FOR THE PERIOD
SEPTEMBER 12, 2024 THROUGH SEPTEMBER 25, 2024.
ACCOUNTS PAYABLE
CHECK RUN: 46202-46229
PAYROLL
CHECK RUN: 17431-17434
REMITTANCE CHECKS: 17435
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: $ 61,863.02
PAYROLL: $ 28,436.48
PAYROLL REMIT: $ 129.03
TOTAL: $ 90,428.53
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 September 2024 by the following vote:
AYES:
NOES
ABSTAIN:
ABSENT:
Pat Morton, Mayor
ATTEST:
Susan Scarlett, Interim City Manager
I, Susan Scarlett, Interim City Manager 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 25, 2024.
Susan Scarlett, Interim City Manager
9/20/2024 2:42 PM A/P HISTORY CHECK REPORT PAGE: 1
VENDOR SET: 01 City of Portola
BANK: PC POOLED CASH - PLUMAS
DATE RANGE: 9/25/2024 THRU 9/25/2024
CHECK INVOICE CHECK CHECK CHECK
VENDOR I.D. NAME STATUS DATE AMOUNT DISCOUNT NO STATUS AMOUNT 000029 COUNTRY BREEZE CLEANING
I-202409122643 CLEANING SERVICES R 9/25/2024 400.00 046202 400.00 000073 THE ALMANOR FOUNDATION
I-202409122645 ADVERTISING R 9/25/2024 80.00 046203 80.00 000078 CLARK PEST CONTROL
I-202409122632 WILLIAMS HOUSE PEST CONTROL R 9/25/2024 98.00 046204 98.00 0008 ALWAYS ANSWER
I-202409122627 800 NUMBER R 9/25/2024 72.39 046205 72.39 0021 AT&T
I-202409122639 800 EMER LINE R 9/25/2024 4.43 046206 4.43 0027 BASTIAN ENGINEERING
I-202409122638 ENGINEERING SERVICES R 9/25/2024 483.34 046207 483.34 0034 BLUE TARP FINANCIAL, INC
I-202409122633 MATERIALS & SUPPLIES R 9/25/2024 42.89 046208 42.89 0055 COATES TIRE CENTER
I-202409122634 VEH/EQUIP REPAIR R 9/25/2024 1,286.78 046209 1,286.78 0090 GRAINGER INC
I-202409122628 SEWER LINE REPAIR R 9/25/2024 23.79 046210 23.79 0111 JEFFERSON SUPPLY COMPANY
I-202409122629 WATER LINE REPAIR R 9/25/2024 173.75 046211 173.75 0122 KIMBALL MIDWEST INC
I-202409122636 EQUIP REPAIR R 9/25/2024 110.01 046212 110.01 0139 MCCOLLUM EQUIPMENT REPAIR
I-202409122635 EQUIP REPAIR R 9/25/2024 11,673.47 046213 11,673.47 0146 MUELLER CO. - HERSEY METERS
I-202409122631 WATER LINE REPAIR R 9/25/2024 1,571.66 046214 1,571.66 0159 OFFICE DEPOT
I-202409122637 OFFICE SUPPLIES R 9/25/2024 64.94 046215 64.94 0183 PLUMAS SANITATION, INC
I-202409122630 LDWTP PROF SERVICES R 9/25/2024 1,840.00 046216 1,840.00 9/20/2024 2:42 PM A/P HISTORY CHECK REPORT PAGE: 2
VENDOR SET: 01 City of Portola
BANK: PC POOLED CASH - PLUMAS
DATE RANGE: 9/25/2024 THRU 9/25/2024
CHECK INVOICE CHECK CHECK CHECK
VENDOR I.D. NAME STATUS DATE AMOUNT DISCOUNT NO STATUS AMOUNT 0188 PORTER SIMON CORPORATION
I-202409122641 LEGAL SERVICES R 9/25/2024 17,982.00 046217 17,982.00 0217 SIERRA PROMOTIONS
I-202409122640 CODE OFFICER UNIFORM R 9/25/2024 53.63 046218 53.63 0218 SILVER STATE ANALYTICAL
I-202409122644 WATER/WASTE WATER TESTING R 9/25/2024 2,444.00 046219 2,444.00 0235 SUSAN SCARLETT
I-202409122642 ACCOUNTING SERVICES R 9/25/2024 5,500.00 046220 5,500.00 000047 ALL ELECTRIC MOTORS INC
I-202409192652 ALL ELECTRIC MOTORS INC R 9/25/2024 676.58 046221 676.58 0005 AIRGAS, INC.
I-202409192653 AIRGAS, INC. R 9/25/2024 446.98 046222 446.98 0023 AT&T CALNET 3
I-202409192651 AT&T CALNET 3 R 9/25/2024 92.53 046223 92.53 0133 LIBERTY UTILITIES
I-202409192656 LIBERTY UTILITIES R 9/25/2024 6,019.62 046224 6,019.62 0173 PITNEY BOWES INC
I-202409192649 PITNEY BOWES INC R 9/25/2024 284.84 046225 284.84 0192 PURCHASE POWER
I-202409192650 PURCHASE POWER R 9/25/2024 1,576.70 046226 1,576.70 0212 SIERRA CONTROLS, LLC
I-202409192655 SIERRA CONTROLS, LLC R 9/25/2024 7,409.75 046227 7,409.75 0239 THATCHER , INC
I-202409192654 THATCHER , INC R 9/25/2024 1,253.94 046228 1,253.94 0275 EIP HOLDINGS II LLC
I-202409192648 EIP HOLDINGS II LLC R 9/25/2024 197.00 046229 197.00 9/20/2024 2:42 PM A/P HISTORY CHECK REPORT PAGE: 3
VENDOR SET: 01 City of Portola
BANK: PC POOLED CASH - PLUMAS
DATE RANGE: 9/25/2024 THRU 9/25/2024
CHECK INVOICE CHECK CHECK CHECK
VENDOR I.D. NAME STATUS DATE AMOUNT DISCOUNT NO STATUS AMOUNT * * T O T A L S * * NO INVOICE AMOUNT DISCOUNTS CHECK AMOUNT REGULAR CHECKS: 28 61,863.02 0.00 61,863.02
HAND CHECKS: 0 0.00 0.00 0.00
DRAFTS: 0 0.00 0.00 0.00
EFT: 0 0.00 0.00 0.00
NON CHECKS: 0 0.00 0.00 0.00
VOID CHECKS: 0 VOID DEBITS 0.00
VOID CREDITS 0.00 0.00 0.00
TOTAL ERRORS: 0
NO INVOICE AMOUNT DISCOUNTS CHECK AMOUNT
VENDOR SET: 01 BANK: PC TOTALS: 28 61,863.02 0.00 61,863.02 BANK: PC TOTALS: 28 61,863.02 0.00 61,863.02
REPORT TOTALS: 28 61,863.02 0.00 61,863.02
9/20/2024 2:42 PM A/P HISTORY CHECK REPORT PAGE: 4
SELECTION CRITERIA
------------------------------------------------------------------------------------------------------------------------------------ VENDOR SET: 01-CITY OF PORTOLA
VENDOR: ALL
BANK CODES: All
FUNDS: All
------------------------------------------------------------------------------------------------------------------------------------
CHECK SELECTION
CHECK RANGE: 000000 THRU 999999
DATE RANGE: 9/25/2024 THRU 9/25/2024
CHECK AMOUNT RANGE: 0.00 THRU 999,999,999.99
INCLUDE ALL VOIDS: YES
------------------------------------------------------------------------------------------------------------------------------------
PRINT OPTIONS
SEQUENCE: CHECK NUMBER
PRINT TRANSACTIONS: YES
PRINT G/L: NO
UNPOSTED ONLY: NO
EXCLUDE UNPOSTED: NO
MANUAL ONLY: NO
STUB COMMENTS: NO
REPORT FOOTER: NO
CHECK STATUS: NO
PRINT STATUS: * - All
------------------------------------------------------------------------------------------------------------------------------------ 1 City of Portola
Minutes
Regular Meeting
September 11, 2024 06:00 PM
35 Third Ave, Portola, CA 96122
https://www.cityofportola.com/
1. Call to Order
The meeting was called to order at 6:00 pm by Mayor Pat Morton.
Mayor Pat Morton offers a moment of silence in remembrance of September 11, 2001.
Mayor Pat Morton reads a statement, for the record, regarding members of the public disrupting Council meetings. Guidelines are outlined, and the public is informed that they may be removed from the meeting.
A. Roll Call
Present: Mayor Pat Morton, Mayor Pro-Tem Jim Murphy, Councilmember Bill Powers, Councilmember Leah Turner, Councilmember Mikki Brown
Staff Present: Steve Gross, City Attorney; Susan Scarlett, Interim City Manager/Finance Officer.
B. Pledge of Allegiance
Led by Mayor Pat Morton
2. Public Comments
Lindsey Shaw comments regarding development of the dog park in Portola.
3. City Communications
A. City Council Communications
Councilmember Mikki Brown: Attended the Plumas County Board of Supervisors meetings of September 3rd and September 10th; attended the Lost Sierra Chamber of Commerce meeting; attended the Plumas County FireSafe Council meeting Councilmember Leah Turner: No report
Councilmember Bill Powers: No report
Mayor Pro-Tem Jim Murphy: Attended the Small Cities Organized Risk Effort meeting; attended the Plumas County Airport Land Use Commission
Mayor Pat Morton: Attended the Beckwourth Peak Fire Protection District meeting; 2 attended the Annual Fly-In Pancake Breakfast Event held at Beckwourth-Nervino Airport B. Reports:Beckwourth Peak Fire Protection District/ Plumas County Sheriff/Northern Sierra Air Quality Report
Beckwourth Peak Fire Protection District: Susan Scarlett, Interim City Manager, shares comments from Jack Rosevear, Fire Chief
Plumas County Sheriff: Chad Hermann, Plumas County Undersheriff gives a report and update on service calls, for the month of August 2024, within the City of Portola; Undersheriff Hermann informs the Council that Measure "D" will be back on the November 2024 ballot, a tax measure to help fund the Plumas County Sheriff and other emergency services.
Northern Sierra Air Quality: Councilmember Mikki Brown gives a report and update on key topics and project updates
C. Staff Communications/Public Engagement Officer/City Attorney Public Engagement Officer: Brian Attama, Public Engagement Officer is present and gives a report and update on current projects and ongoing training, The Abandoned Vehicle Program is now active again and progress is made; Mr. Attama continues with the code enforcement certified courses.
Deborah Bress, member of the public, comments regarding a trailer near county road A-15, and further requests removal
City Attorney:
Steve Gross, City Attorney addresses the Council regarding comments made by public member, Ashlee Sims and disruption of Council meetings. Mr. Gross clarifies that there has never been a serial meeting of the Council regarding this matter. Mayor Pat Morton may exercise her right, under the Open Meeting Act Law "Brown Act" regarding removal of public members that are disruptive. The City Attorney continued by addressing the Council regarding comments made by public member, Ashlee Sims and public records requests.
Mr. Gross clarifies that all phone records of Mayor Pro-Tem Jim Murphy have been made available, and there is no record of a 911 call.
D. Interim City Manager's Report - PRA report
Interim City Manager: Susan Scarlett, Interim City Manager addresses the Council with a report and update on current projects, and meetings attended.
Meeting with Karen Downs, Contract Planner regarding completed and ongoing projects New security access added to door at Portola City Hall
The Council will need to identify plans by December 31, 2024 for use of ARPA funding, including the dog park project funding, as required under the ARPA guidelines. This matter will be brought to the Council at a regular meeting.
Public Records Act: Susan Scarlett, Interim City Manager gives a report and update on public records act requests. Over a ten-day period, the Interim City Manager has logged approximately 23 hours of time spent. There have been 155 requests received over a three 3 year period and 54 of them have been since July 11, 2024.To date 35 of the requests since July 11th have been closed. The City of Portola has been billed $4,956 from the City Attorney, for time spent on public records requests, for the months of July and August.
4. Consent Agenda
A. Claims - Adopt Resolution No. 2595 authorizing payment of claims for the period of August 23, 2024 through September 12, 2024
AP CHK RUN 46161 – 46201 - $241,168.35
PAYROLL CHK 17420 – 17429 - $27,215.43
PAYROLL REMIT CHECK 17430 - $129.03
TOTAL CLAIMS $268,512.81
B. Minutes- Approval of the City Council Minutes from August 14, 2024, August 21, 2024 and August 28, 2024
Councilmember Leah Turner requests a correction to the meeting minutes of August 14, 2024.
Ms. Turner did not attend Music in the Park, as stated under City Council Communications.
Mayor Pat Morton takes comments from the public and include Deborah Bress.
Approval to adopt Resolution No. 2595 authorizing payment of claims for the period of August 23, 2024 through September 12, 2024; and approve City Council Minutes from August 14, 2024, August 21, 2024 and August 28, 2024, as amended.
Councilmember Leah Turner motioned to approve. A second was made by Councilmember Bill Powers.
The roll call vote:
Aye Mayor Pat Morton Aye Mayor Pro-Tem Jim Murphy Aye Councilmember Bill Powers Aye Councilmember Leah Turner Aye Councilmember Mikki Brown
5. Plumas Crisis Intervention and Resource Center
This matter is before the City Council to consider finalizing the CDBG Forgivable Loan for the property at 165 and 185 Ridge Street, Portola, finding that PCIRC has fulfilled its obligations.
The City Council receives a report from Kate Rahmeyer, Executive Director. Following brief discussion by Councilmembers, motion is made by Mayor Pro-Tem Jim Murphy, and second by Councilmember Bill Powers finding that PCIRC has fulfilled its obligations for property at 165 and 185 Ridge Street, Portola, and finalize the CDBG Forgivable Loan, and authorize the Interim City Manager to sign the necessary documents.
Mayor Pro-Tem Jim Murphy motioned to approve. A second was made by Councilmember Bill Powers.
The roll call vote:
Aye Mayor Pat Morton Aye Mayor Pro-Tem Jim Murphy Aye Councilmember Bill Powers Aye Councilmember Leah Turner Aye Councilmember Mikki Brown 4 6. Bridge Update
This matter is for informational purposes only, there is no required action by City Council.
The City Council receives an update on meetings with Caltrans, MGE and the City regarding funding and steps to move forward with the bridge project. Martin McIlroy, representing MGE is present and addresses the City Council. There is brief discussion regarding the purchase of an active monitoring station for the bridge. The permanent monitor would be active 24/7 and would provide any activity/movement of the bridge. The cost of the equipment is being researched.
This matter will be brought to the City Council at a later date. Mr. McIlroy reports that, to date, there have been no deflections in the bridge.
Mayor Pat Morton takes comments from the public and include Kate Rahmeyer, Larry Douglas, Deborah Bress, and Lindsey Shaw.
7. Wastewater Funding options
This matter is before the City Council to discuss options of a two-phase approach for a potential sewer grant versus grant and loan funding.
Susan Scarlett, Interim City Manager addresses the City Council. The fiscal impact is either that the City use the phased approach to be able to use grant funds or wants to complete the whole project which would add $14m in debt to the sewer fund at an undetermined interest rate. City staff recommends the phase approach.
Mayor Pat Morton takes comments from the public and include Deborah Bress and Ashlee Sims.
Following discussion, a motion is requested to give direction to move forward with the twophase approach, as recommended, so that grant funds would be available for the total project Councilmember Bill Powers motioned to approve. A second was made by Councilmember Mikki Brown.
The roll call vote:
Aye Mayor Pat Morton Aye Mayor Pro-Tem Jim Murphy Aye Councilmember Bill Powers Aye Councilmember Leah Turner Aye Councilmember Mikki Brown
8. Amendment to the Beckwourth Peak Fire Protection District Asset Transfer Agreement This matter is before the City Council to consider an amendment to the Beckwourth Peak Fire Protection District asset transfer agreement. The amendment is regarding the Deeds of Trust for the Fire stations.
Mayor Pat Morton takes comments from the public and include Larry Douglas, Deborah Bress, and Ashlee Sims.
Following discussion, there is approval of Amendment No. 1 to the original agreement and authorization for the Interim City Manager to execute the amendment and documents.
Councilmember Mikki Brown motioned to approve. A second was made by Councilmember Leah Turner.
The roll call vote:
Aye Mayor Pat Morton Aye Mayor Pro-Tem Jim Murphy Aye Councilmember Bill 5 Powers Aye Councilmember Leah Turner Aye Councilmember Mikki Brown
9. Beckwourth Peak Repeater transfer of lease
This matter is before the City Council to consider transfer of a lease for the Beckwourth Peak Repeater from the City of Portola to the Beckwourth Peak Fire Protection District. The City does not use the repeater and Beckwourth Peak Fire Protection District has asked that it be transferred to them.
Mayor Pat Morton takes comments from the public and include Ashlee Sims, Deborah Bress, Larry Douglas, and Lindsey Shaw.
Following brief discussion, the action is to approve the Assignment between the City of Portola and Beckwourth Peak Fire Protection District, and authorize the Interim City Manager to execute the assignment and deliver to EIP Holdings II, LLC.
Councilmember Leah Turner motioned to approve. A second was made by Councilmember Bill Powers.
The roll call vote:
Aye Mayor Pat Morton Aye Mayor Pro-Tem Jim Murphy Aye Councilmember Bill Powers Aye Councilmember Leah Turner Aye Councilmember Mikki Brown
10. Discuss outreach for Highway 70 lane reassignment project Susan Scarlett, Interim City Manager informs the City Council and members of the public that the public meeting regarding possible lane reassignment/restriping on Highway 70 is currently scheduled for October 2, 2024 at the Portola Veterans Hall. The meeting will be held from 4:30 p.m. to 6:00 p.m., with a 5:00 p.m. presentation by Caltrans.
Caltrans is currently preparing a flyer for distribution to the public.
11. Adjournment
Mayor Pat Morton adjourns the meeting at 7:51 p.m., to meet again in a regular meeting of the Portola City Council on September 25, 2024 at 6:00 p.m.
1 MEETING DATE: September 25, 2024
AGENDA ITEM: 5. 2023-2024 Review of Financial Information FROM: Susan Scarlett
RE: Brief review of financial and budget information
BACKGROUND:
Each year the Council receives a report regarding updates to Financial Statements for the prior Fiscal Year. Budget amendments already approved and additional amendments such as unanticipated revenue and information on transfers to “set asides” are discussed.
RECOMMENDATION:
Approve budget amendments for the 2023-2024 Fiscal Year as well as moving the balance of the MGE contract to the 2024-2025 budget.
ATTACHMENTS:
A. 2023-2024 INFORMATION
2023-2024 Budget Information
Original Budget Amendments Amended Budget Council Approval 100-414-404.50 Event Income - camping 12,000.00 12,000.00 100-117-404.16 SB2 and LEAP Grant reimbursement - 40,000.00 40,000.00 11/13/2019 100-117-600.91 SB2 and LEAP Grant funding 20,000.00 20,000.00 11/13/2019 207-315-510.01 Street personnel 64,253.01 50,000.00 114,253.01 208-317-510.01 Snow Removal personnel 164,688.75 (50,000.00) 114,688.75 1/2 Reimb. 216-000-407.13 North Loop 2,050,000.00 2,050,000.00 100 % State 216-315-700.42 North Loop 2,040,000.00 2,040,000.00 100 % State Unanticipated Revenue
100-000-401.00 Secured Property Tax 250,000.00 50,000.00 300,000.00 100-000-401.03 Sales Tax 300,000.00 60,000.00 360,000.00 100-000-403.01 Interest Income 40,000.00 40,000.00 80,000.00 100-212-404.28 COPS Funding 160,000.00 90,000.00 250,000.00 710-311-700.80 Depreciation 139,599.49
710-311-700.99 Fixed Asset Offset 107,985.77
720-311-700.80 Depreciation 107,114.61
730-311-700.80 Depreciation 254.76
Funds to Beckwourth Peak Fire Protection District
Local Emergency Services Study Group 3,482.15
PG&E Dixie Fire Funds 17,959.12
730-000-100.19 Transfer to Landfill Closure set aside 95,626.98 95,626.98 Budget Actual 23-24 24-25 Budget
100-311-700.15 Bridge 162,768.00 42,835.15 119,932.85