Agenda packet — Roseville City Council, December 18, 2024 (part 6 of 9)

AVEVA Flex Order Form (Universal)-v2.3-February 2024
Opportunity Number: OPP-480267
AVEVA Flex Order Form
AVEVA Contract Information:

This AVEVA Flex Order Form (“Order Form”) is a binding agreement for the Products and/or Services listed in this Order Form. This Order Form is governed by the agreement specified below (“Agreement”):

1. ☒ The AVEVA General Terms and Conditions between City of Roseville and AVEVA Software, LLC (#NA-EAP-000074).

2. ☐ The AVEVA General Terms and Conditions agreed by Customer on registration for AVEVA Connect, available here: https://www.aveva.com/en/legal/aveva-general-termsand-conditions-eula/

3. ☐ That certain agreement by and between AVEVA and Customer, titled [Enter Title of Existing Agreement] dated [Enter Effective Date of Existing Agreement].

AVEVA Flex Order Form Term:

Effective Date of this Order Form (“Order Form Effective Date”): 01 January 2025 Order Form Expiration (“Order Form Expiration Date”): 31 December 2027 This Order Form is effective as of the Order Form Effective Date and unless terminated earlier in accordance with the terms of the Agreement, this Order Form will immediately expire on the Order Form Expiration Date (“Order Form Term”).

Party Identification:

AVEVA: AVEVA Software, LLC (“AVEVA”)
Company Registration Number (if applicable): 47-2573795 Company Registered Address: 26561 Rancho Parkway South, Lake Forest, CA 92630-8301, United States Company Telephone Number: 949 727 3200
Principal Contact (Name, Email and Phone Number):

Name: Samantha Baribeault
Email: [email protected]
Phone Number: +1 510 877 9383
CUSTOMER: City of Roseville (“Customer”)
Company Registration Number (if applicable): 94-6000409 Company Registered Address: 311 Vernon Street, Roseville, CA, 95678, United States of America Company Telephone Number: (916) 774-5152
Invoice Address (if different than Registered Address): City of Roseville 311 Vernon Street, Roseville, CA 95678 Principal Contact (Name, Email and Phone Number):

Name: Steve Hancock
Email: [email protected]
Phone Number: 916-774-5631
AVEVA Connect Administrator (Name and Email): Name: Steve Hancock Email: [email protected]
This Order Form is hereby executed by the parties.

AVEVA: Customer:

AVEVA Software, LLC City of Roseville
By: /avevasignhere2/ By: /avevasignhere1/
(Signature) (Signature)
Name: /avevaname2/ Name: /avevaname1/
Title: /avevatitle2/ Title: /avevatitle1/
Date: /avevadatesigned2/ Date: /avevadatesigned1/
Docusign Envelope ID: 8B3F5B00-40F2-4978-90B3-D8A8840F0851 VP Finance Americas
Preeti Saraogi
11/25/2024

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AVEVA Flex Order Form (Universal)-v2.3-February 2024

1. ORDER SUMMARY, PRODUCT SCHEDULES AND INVOICE SCHEDULE Section A: Order Summary
Total Flex Credit Fees: USD 262,404.92
Total Flex Credits: 31,176
AVEVA Customer FIRST Program Service Level: Premium
Through Flex Credits, Customer has access to the entire portfolio of AVEVA’s Products on the AVEVA Connect platform. Customer can access a Cloud Service or download an On Premises Product via the AVEVA Connect platform and support websites. Customer’s purchased or allocated credits will be deducted from the total number of credits (as applicable) shown in Customer’s credit balance in the AVEVA Connect platform in accordance with the Product Rate Plan associated with the accessed or downloaded Products. The Product Rate Plan may change depending upon the Products that the Customer chooses throughout the course of the Term. Such changes will be shown in the AVEVA Connect platform. Appendix A sets out the agreed list of offers for Products initially selected by the Customer and their associated rate plan charges of said Products expressed in Flex Credits.

Section B: Order Details
AVEVA Flex Credits
AVEVA Product Code Description Quantity
FLEXCR-003 AVEVA Flex Credits Designated for On-Premises Products 1188 FLEXCR-002 AVEVA Flex Credits Designated for Cloud Services 14550 FLEXCR-006 AVEVA Reward Credits for Cloud Services 15438 FLEXCR-001 Total AVEVA Flex Credits 31176
Customer acknowledges and agrees that any credits designated for On Premises Product can only be applied to On Premises Products and any credits designated for Cloud Service can only be applied to Cloud Service; they are not interchangeable.

Section C: Invoice Schedule and Product Fees
AVEVA will invoice Customer for the above Flex Credits in accordance with the invoice schedule below. Customer will pay to AVEVA the fees for the agreed Flex Credits set forth in this Order Form within 30 days of the invoice date set forth below.

Top-Up Flex Credits will be charged at the rate of USD 17.46 per credit (clause 2.2(c) below applies).

Item Year 1 Year 2 Year 3
Invoice Amount USD 83,254.02 USD 87,398.36 USD 91,752.54 Invoice Date 01 January 2025 01 January 2026 01 January 2027 Authorized Location(s) of Use 2090 Hilltop Circle, Roseville, CA 95747

2. Other Terms.

2.1. Definitions. Capitalized terms used in this Order Form without definition have the meanings ascribed to them in the applicable document. “Authorized Location(s) of Use” means locations set forth in this Order Form where the On Premises Products are permitted to be installed.
“AVEVA Connect Administrator” means the Customer representative(s) set out in the Order Form, which, in the management of the applicable Product(s) has the right to grant access or use to any Users of such Product on behalf of Customer. “Flex Credits” means Reward Credits, Test Credits or other electronic credits purchased by the Customer, which are then redeemed by the Customer for the use of On Premises Products or Cloud Service as the case may be. At the start of the Order Form Term, all Flex Credits for Products (whether On Premises or Cloud) purchased by the Customer as set forth in the Product Rate Plan, will be allotted in full to Customer for use throughout the entire Order Form Term. Any unused Flex Credits remaining at the end of the Order Form Term will expire and may not be carried forward to any other term or otherwise. “Product Rate Plan” means the information accessible via AVEVA Connect that provides a Customer with their then-current list of subscribed Products and the associated rate plan charges of said Products expressed in Flex Credits; “Reward Credits” means credits that AVEVA, in its sole discretion, may offer at no cost to the Customer. “Test Credits” means credits allocated to a Customer’s AVEVA Connect Test Account. Such test account provides access to Products solely for non- production use.

Top-Up Flex Credits” means additional Flex Credits purchased by the Customer during the Order Form Term to remedy an AVEVA Connect Account that is overdrawn in Flex Credit usage or to supplement the Customer’s Flex Credit usage.

2.2. Credit Based Subscription Model. The Customer understands that the Products supplied in connection with this Order Form are being provided on a credit based subscription model basis, and acknowledges that:
a) The Customer’s Use of the Products is controlled and restricted by the number of Flex Credits set out in this Order Form; b) The Customer’s initial Flex Credits as set out in this Order Form will expire at the end of the Order Form Term; Docusign Envelope ID: 8B3F5B00-40F2-4978-90B3-D8A8840F0851

Page 3 of 5 ends

AVEVA Flex Order Form (Universal)-v2.3-February 2024
c) If Customer owes AVEVA any unpaid fees or has any issued-and-outstanding invoice(s). Customer shall pay the full amount of such unpaid fees and/or invoice(s) to AVEVA prior to purchasing Top-Up Flex Credits; d) Where the Customer purchases Top-up Flex Credits, such Top-up Flex Credits will be purchased at the rate set out in this Order Form and such Top-up Flex Credits will expire at the end of the Order Form Term; e) Where the Customer’s Use of the Products exceeds the number of Flex Credits or Top-Up Flex Credits purchased (“Excess Usage”), AVEVA reserves the right to: (1) suspend the Customer’s right to Use in accordance with Clause 8 of the Agreement; and (2) charge the Customer for Excess Usage at the Top-Up Flex Credits rate set out in this Order Form in accordance with Clause 20.3 of the Agreement.

2.3. Non-Cancellable and Non-Refundable. This Order Form is non-cancellable and all fees paid are non-refundable.

2.4. Purchase Order (“PO”) Instructions.

Customer will issue one PO to AVEVA for the total amount of the Order Form. To facilitate effective PO processing, Customer is asked to adhere to the following requirements, ensuring the PO contains all the information described. Notwithstanding anything else contained herein, Customer shall remain liable for the payment of all amounts owed pursuant to this Order Form, regardless of whether or not a PO is issued.
i. The PO should be signed and dated by an authorized signatory. ii. Any documents requiring execution, including this Order Form, must be executed and provided at the same time as the PO is issued to AVEVA.
iii. The PO MUST reference the Order Form Number OPP-480267. iv. The PO MUST state the following: “The AVEVA General Terms and Conditions reference #NA-EAP-000074 effective from 10 June 2024 shall regulate the work performed under this Purchase Order and will supersede the terms attached to this Purchase Order.”
v. Please issue the PO to: AVEVA Software, LLC, 26561 Rancho Parkway South, Lake Forest, CA 92630-8301, United States.
vi. For processing, please send POs to: [email protected].

Docusign Envelope ID: 8B3F5B00-40F2-4978-90B3-D8A8840F0851

Page 4 of 5 ends

AVEVA Flex Order Form (Universal)-v2.3-February 2024
Appendix A
Product Rate Plans for Selected AVEVA Flex Offerings
AVEVA Cloud Service
AVEVA Product Code AVEVA
Product Name Commercial Unit Initial Quantity
Credit
Rate per
Day
Credit
Rate per
Month
Provision Upon Sale
FLEX-PIDI-019
AVEVA PI Data
Infrastructure
15K
Per Server 1 n/a 335 Yes
AVEVA Product Code AVEVA
Product Name Commercial Unit Initial Quantity
Credit
Rate per
Day
Credit
Rate per
Month
Provision Upon Sale
FLEX-PIDI-016
AVEVA PI Data
Infrastructure
8K
Per Server 1 n/a 242 Yes
AVEVA Product Code AVEVA Product Name Commerci
al Unit Initial Quantity
Credit Rate
per
User/Unit/
Pack per
Month
Provision Upon Sale
FLEX-PIDI-283 AVEVA PI Manual Logger - Individual
User
Fixed
Charge 2 1 Yes
FLEX-PIDI-284 AVEVA PI Manual Logger Mobile -
Individual User
Fixed
Charge 2 2 Yes
FLEX-PIDI-051 AVEVA PI System Connectivity Pack
Fixed
Charge 1 0 Yes
FLEX-PIDI-338 AVEVA PI Server - Test 15K
Fixed
Charge 1 0 Yes
FLEX-PIDI-111 AVEVA Add-ons PI System Access
(PSA) 15K
Fixed
Charge 1 105 Yes
FLEX-PIDI-051 AVEVA PI System Connectivity Pack
Fixed
Charge 1 0 Yes
FLEX-PIDI-335 AVEVA PI Server - Test 8K
Fixed
Charge 1 0 Yes
FLEX-PIDI-054 AVEVA PI Client Pack 10
Fixed
Charge 1 38 Yes
FLEX-PIDI-108 AVEVA Add-ons PI System Access
(PSA) 8K
Fixed
Charge 1 87 Yes
FLEX-PIDI-053 AVEVA PI Client Pack 5
Fixed
Charge 1 20 Yes
.

AVEVA Product Code AVEVA Product Name Commercial Unit Credit Rate per Day
Credit Rate per
Month Provision Upon Sale
FLEX-ADH-001
AVEVA Data Hub – V3
Includes 200 Total Streams
Accessed (TSA) per Day
For TSA up to 200 per Day 0 n/a
Yes
For TSA from 201 to 5,000 per
Day 0.00182 n/a
For TSA from 5,001 to 20,000
per Day 0.00101 n/a
For TSA from 20,001 to
100,000 per Day 0.00062 n/a
For TSA from 100,001 to
500,000 per Day 0.00046 n/a
For TSA over 500,000 per Day 0.00044 n/a
Docusign Envelope ID: 8B3F5B00-40F2-4978-90B3-D8A8840F0851

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AVEVA Flex Order Form (Universal)-v2.3-February 2024
AVEVA Product
Code AVEVA Product Name Commercial Unit Credit Rate per Day Credit Rate per
Month Provision Upon Sale
FLEX-CVS-001 Connect Visualization Services
Includes 5 monthly active users
From 0 to 5
Monthly Active Users n/a
0 per user, per
month
Yes
From 6 to 500
Monthly Active Users n/a
5 per user, per
month
From 501 to 1,000
Monthly Active Users n/a
4 per user, per
month
Over 1,000
Monthly Active Users n/a
3 per user, per
month
AVEVA On-Premises Products
AVEVA Product
Code AVEVA Product Name Commercial Unit
Initial
Quantity
Credit Rate
per User/Unit/
Pack per
Month
Provision Upon Sale
FLEX-OTH-013 AVEVA Reports for Operations Fixed Charge 1 33 Yes Docusign Envelope ID: 8B3F5B00-40F2-4978-90B3-D8A8840F0851 www.osisoft.com 1600 Alvarado Street | San Leandro CA 94577 USA | (510) 297-5800 December 31, 2024
City of Roseville
311 Vernon St
Roseville, CA 95678
USA
To whom it may concern:

Re: Software License and Services Agreement entered into by and between OSIsoft, LLC (“OSIsoft”) and City of Roseville (“Licensee”) (“SLA”) with Effective Date of November 1, 2023 (OSIsoft SLA #2003072)
We are writing to inform you that we are terminating the above-mentioned SLA effective immediately on December 31, 2024 in accordance with the Term and Termination section of the SLA.

We look forward to working with you in the terms of the new agreement titled “General Terms and Conditions # NA-EAP-000074” (the “AVEVA Agreement”). Thank you for your continued partnership.

Sincerely,
Name:

Title:

Acknowledged and Agreed:

Name:

Title:

City of Roseville
Docusign Envelope ID: DB762530-A86E-4ACB-8C46-8EC180C6DF11 Preeti Saraogi
Commercial Finance Leadership - VP Finance A
Docusign Envelope ID: DEC7ABDB-AC49-475D-B430-13B17B95E075 Docusign Envelope ID: 8B3F5B00-40F2-4978-90B3-D8A8840F0851

COUNCIL COMMUNICATION
CC #: 3701
File #: 0800-02
Title:

Western Area Power Administration Network Integrated Transmission Service – Agreement
Contact: Brian Schinstock 916-746-1658 [email protected] Meeting Date: 12/18/2024
Item #: 7.26.

RECOMMENDATION TO COUNCIL
Staff recommends that the City Council adopt a resolution authorizing the City Manager to execute a Service Agreement for Network Integrated Transmission Service (NITS) with the United States Department of Energy, Western Area Power Administration (WAPA).

BACKGROUND
The United States Department of Energy, Sierra Nevada Region of Western Area Power Administration (WAPA) is a federal agency that owns and operates several hundred miles of transmission facilities in Northern California. Roseville’s electric distribution system is connected to the WAPA transmission system. Roseville contracts with WAPA through the Network Integrated Transmission Service (NITS) contract for high voltage transmission service. The NITS agreement helps Roseville meet three key needs: deliverability of generation coming from outside the City of Roseville, ability to deliver generation from Roseville to other utilities and balancing authority areas in the west, and a transmission transfer capability to enable participation in the California Independent System Operator’s Western Energy Imbalance Market (WEIM).

The current contract is scheduled to expire on December 31, 2024. The renewal has two notable enhancements: it extends the contract term to December 31, 2034, and increases the real-time deliverability of energy to Roseville from 295 MW to 450 MW. This added capability will help accommodate the City’s growth and enable greater participation in WEIM and future California energy market designs.

FISCAL IMPACT
There is no fiscal impact associated with this contract renewal.

ENVIRONMENTAL REVIEW
The California Environmental Quality Act (CEQA) does not apply to activities that will not result in a direct or reasonably foreseeable indirect physical change in the environment or is otherwise not considered a project as defined by CEQA Statute §21065 and CEQA State Guidelines §15060(c)(3) and §15378. Approval of this contract meets the above criteria and is not subject to CEQA. No additional environmental review is required.

CITY COUNCIL STRATEGIC PLAN/OVERARCHING GOALS
Goal A - Remain fiscally responsible in a changing world Goal F - Invest in well-planned infrastructure and growth Respectfully Submitted,
Brian Schinstock, Electric Resource Planner
Daniel Beans, Electric Utility Director/Chief Executive Officer _____________________________
Dominick Casey, City Manager
ATTACHMENTS:

Description
Resolution 24-434
WAPA - NITS Contract
RESOLUTION NO. 24-434

APPROVING A SERVICE AGREEMENT FOR NETWORK INTEGRATION

TRANSMISSION SERVICE, BY AND BETWEEN THE CITY OF ROSEVILLE AND THE

UNITED STATES DEPARTMENT OF ENERGY, SIERRA NEVADA REGION OF

WESTERN AREA POWER ADMINISTRATION, AND AUTHORIZING THE CITY

MANAGER TO EXECUTE IT ON BEHALF OF THE CITY OF ROSEVILLE WHEREAS, the City of Roseville contracts with the United States Department of Energy, Sierra Nevada Region of Western Area Power Administration (WAPA) through the Network Integrated Transmission Service (NITS) contract for high voltage transmission service; and
WHEREAS, the NITS agreement helps Roseville meet three key needs: deliverability of generation coming from outside the City of Roseville, ability to deliver generation from Roseville to other utilities and balancing authority areas in the west, and a transmission transfer capability to enable participation in the California Independent System Operator’s Western Energy Imbalance Market (WEIM); and
WHEREAS, the current contract is set to expire on December 31, 2024; and WHEREAS, staff wishes to extend the contract and increase the real-time deliverability of energy to Roseville from 295MW to 450MW; and
WHEREAS, a Service Agreement For Network Integration Service (Contract 24-SNR03064), by and between the City of Roseville and the United States Department of Energy, Sierra Nevada Region of Western Area Power Administration, has been reviewed by the City Council; and
NOW, THEREFORE, BE IT RESOLVED by the Council of the City of Roseville that said agreement is hereby approved and that the City Manager is authorized to execute it on behalf of the City of Roseville.

PASSED AND ADOPTED by the Council of the City of Roseville this ___ day of ______________, 2024, by the following vote on roll call:

AYES COUNCILMEMBERS:

NOES COUNCILMEMBERS:

ABSENT COUNCILMEMBERS:
______________________________
MAYOR
ATTEST:
________________________
City Clerk
Contract 24-SNR-03064
City of Roseville
Attachment F
1 of 7

ATTACHMENT F
Service Agreement For
Network Integration Transmission Service

1.0 This Service Agreement, dated as of _________________________, is entered into, by and between the Sierra Nevada Region of Western Area Power Administration (Transmission Provider or WAPA), and City of Roseville (Transmission Customer), each of whom are sometimes hereinafter individually called Party and both are sometimes hereinafter collectively called the Parties.

For purposes of this Service Agreement, the Transmission Provider’s Transmission Systems consist of the applicable facilities described in Attachment K to the Tariff. The Transmission Provider may revise charges or losses for Network Integration Transmission Service provided under this Service Agreement pursuant to applicable Federal laws, regulations and policies upon written notice to the Transmission Customer.

2.0 The Parties are currently operating under the terms and conditions of Contract 14-SNR-01857, which terminates on December 31, 2024, and wish to continue their contractual relationship.

3.0 The Transmission Customer has provided a Modification Application to the Transmission Provider requesting an increase to Network Integration Transmission Service under the Tariff to coincide with the execution of this new Service Agreement.

4.0 Service under this Service Agreement shall commence on January 1, 2025, or such other date as is mutually agreed. Service under this Service Agreement shall terminate on December 31, 2034.

5.0 The Transmission Provider agrees to provide, and the Transmission Customer agrees to take and pay for, Network Integration Transmission Service in accordance with the provisions of Part III of the Tariff, and this Service Agreement.

6.0 Any notice or request made to or by either Party regarding this Service Agreement shall be made to the representative of the other Party as indicated below.

Contract 24-SNR-03064
City of Roseville
Attachment F
2 of 7
Transmission Provider:

Vice President and Power Operations Manager
For Sierra Nevada Region
Western Area Power Administration
114 Parkshore Drive
Folsom, CA 95630-4710
(916) 353-4008
Transmission Customer:

Electric Utility Director
City of Roseville Electric Department
116 S Grant Street
Roseville, CA 95678
(916) 797-6937
Each Party may change the designation of its representative upon oral notice to the other, with confirmation of that change to be submitted in writing within ten (10) days thereafter.

7.0 The Tariff and the “Specifications for Network Integration Transmission Service” as presently constituted or as they may be revised or superseded are incorporated herein and made a part hereof.

Contract 24-SNR-03064
City of Roseville
Attachment F
3 of 7
IN WITNESS WHEREOF, the Parties have caused this Service Agreement to be executed by their respective authorized officials.

WESTERN AREA POWER ADMINISTRATION
By:

Cory D. Danson
Title: Vice President and Power Operations
Manager for Sierra Nevada Region
Sierra Nevada Region
Address: 114 Parkshore Drive
Folsom, CA 95630-4710
Date:

CITY OF ROSEVILLE
By:

Attest: Name:

By: Title:

Name: Address:

Title:

Date: Date:

Attachments:

Open Access Transmission Service Tariff
Schedule of Rate For Network Integration Transmission Service (CV-NWT5) Contract 24-SNR-03064
City of Roseville
Attachment F
4 of 7
Specifications for Network Integration Transmission Service For purposes of this Service Agreement, the Transmission Provider’s Transmission System consists of the Central Valley Project (CVP) transmission system as described in Attachment K.

1.0 The Transmission Provider will provide Network Integration Transmission Service over the Transmission Provider’s Transmission System for the delivery of capacity and energy from the Transmission Customer’s designated Network Resources to the Transmission Customer’s designated Network Load. The Transmission Provider will also provide non-firm transmission service from non-designated Network Resources under the terms of this Service Agreement. The loss factors associated with this Network Integration Transmission Service are set forth below. Such losses shall be applied and accounted for as set forth in Section 5.

2.0 Designated Network Resources:

Designated
Network
Resources
Estimated
Maximum
Resource
(MW)
WASN Point of Receipt Delivering Party & Voltage
System Firm
Purchases 450
Rd Mountain 230-kV CAISO 230-kV
Cottonwood 230-kV CAISO 230-kV
Olinda 230-kV TANC 230-kV
Tracy 230-kV CAISO 230-kV
Elverta 230-kV SMUD 230-kV
Hurley 230-kV SMUD 230-kV
Airport 230-kV Redding 230-kV
Keswick 230-kV WASN 230-kV
Keswick 115-kV Redding 115-kV

3.0 Designated Network Loads:

Designated
Network Load
Estimated
Maximum
Load (MW)
WASN Point of
Delivery (kV)
WASN Meter
Number Voltage
(kV)
Roseville 225 Roseville 230 58-185-01 60
58-185-03 60
Fiddyment 225 Fiddyment 230 58-185-05 230
58-185-06 230
Contract 24-SNR-03064
City of Roseville
Attachment F
5 of 7

4.0 Behind The Meter Generation:

Designated Behind the
Meter Generation
Estimated
Generation
(MW)
Point of
Delivery
Meter
Number
Voltage
(kV)
Roseville Power
Plant #2
50 Roseville 59-100-72
59-100-73
230
Roseville Energy Park 230 Fiddyment 59-105-97
59-105-99
59-106-01
59-106-03
230

5.0 Transmission Loss Factors:

5.1 If, based on operating experience and technical studies, the Transmission Provider determines that any of the transmission loss factors on the Transmission Provider’s Transmission System differs from the loss factors set forth in this Service Agreement, the Transmission Provider will notify the Transmission Customer of the revised loss factor(s) pursuant to Section 1 of this Service Agreement.

5.2 Transmission Provider Transmission Loss Factors:

5.2.1 CVP Transmission Loss Factor: Transmission losses shall be one and six-tenths percent (1.6%) of the energy scheduled and transmitted from 230-kV point(s) of receipt to 230-kV point(s) of delivery on the CVP Transmission System.

5.2.2 CVP Loss Adjustment Factors: For the point of receipt at Keswick 115-kV, the transmission losses shall be one and nine-tenths percent (1.9%) of the energy scheduled to 230-kV point(s) of delivery on the CVP Transmission System.

5.2.3 CVP Loss Adjustment Factors: For the point of delivery at Roseville 230 kV, the transmission loss shall be one and eight-tenths percent (1.8%) of the energy scheduled to the 230-kV point of delivery metered at the 60-kV side.

5.3 Accounting and Settlement for Losses: Accounting and Settlement for losses shall be pursuant to WASN Operations Business Procedure BP-009.

6.0 The Transmission Customer’s transmission facilities that are integrated with the Transmission Provider’s Transmission System will receive zero credit. These facilities include the following:

6.1 None
Contract 24-SNR-03064
City of Roseville
Attachment F
6 of 7

7.0 Names of any intervening systems with whom the Transmission Customer has arranged for transmission service to the Transmission Provider’s Transmission System:

7.1 California Independent System Operator

7.2 California-Oregon Transmission Project

8.0 Power Factor: The Transmission Customer will be required to maintain a power factor between 95-percent lagging and 95-percent leading for all deliveries of capacity and energy to and from the Transmission Provider’s Transmission System.

9.0 Ancillary Services

9.1 The following ancillary services are required:

9.1.1 Scheduling, System Control, and Dispatch Service

9.1.2 Reactive Supply and Voltage Control from Generation Sources Service

9.1.3 Regulation and Frequency Response Service

9.1.4 Energy Imbalance Service

9.1.5 Spinning Reserve Service

9.1.6 Supplemental Reserve Service

9.2 Provided by Transmission Provider

9.2.1 Scheduling, System Control and Dispatch Service

9.2.2 Reactive Supply and Voltage Control from Generation or Other Sources

9.2.3 Regulation and Frequency Response Service

9.2.4 Energy Imbalance Service

9.3 Provided by Transmission Provider, Transmission Customer, or from a third party.

9.3.1 Operating Reserve – Spinning Reserve Service

9.3.2 Operating Reserve – Supplemental Reserve Service

9.4 Nothing in this Section 9.0 is intended to limit the rights of the Transmission Customer to request Ancillary Services under the Tariff or limit the obligation of the Transmission Provider to offer Ancillary Services under the Tariff.

10.0 Net Billing and Bill Crediting Option: The Parties have agreed to implement both Net Billing and Bill Crediting as set forth in Attachment J to the OATT.

11.0 Charges for Service: Charges for Network Integration Transmission Service and associated Ancillary Services shall be calculated in accordance with the applicable Rate Schedule(s) attached hereto and made a part of this Service Contract 24-SNR-03064
City of Roseville
Attachment F
7 of 7
Agreement. The rates or rate methodology used to calculate the charges for service under those schedules were promulgated and may be modified pursuant to applicable Federal laws, regulations and policies.

12.0 Independent System Operator: The Parties understand that the Transmission Provider may join an independent system operator under the Federal Energy Regulatory Commission (FERC) jurisdiction. In the event the Transmission Provider either joins or is required to conform to protocols of the independent system operator, the Parties agree that the Transmission Provider either (1) may make any changes necessary to conform to the terms and conditions required by FERC approval of the independent system operator, or (2) terminate this Service Agreement by providing a one-year written notice to the Transmission Customer.

COUNCIL COMMUNICATION
CC #: 3669
File #: 0110-01
Title: Placer Valley Tourism - 2025 Strategic Plan and 2025 Budget Contact: Jeannine Thrash 916-774-5473 [email protected] Meeting Date: 12/18/2024
Item #: 7.27.

RECOMMENDATION TO COUNCIL
Staff recommends that the City Council adopt a resolution to approve the 2025 Placer Valley Tourism Strategic Plan and 2025 Placer Valley Tourism Budget.

BACKGROUND
The South Placer County Tourism Corporation, dba Placer Valley Tourism (PVT), promotes and supports tourism efforts that generate overnight stays within the region. Revenue to support its efforts is derived by assessments on hotel room nights for all hotels in the cities of Lincoln, Rocklin and Roseville. This assessment was voted on and approved by all hotel owners in 2014.

On November 5, 2014 the City entered into a Marketing Management Agreement with PVT which authorizes PVT to administer and implement all the activities and improvements of the Placer Valley Sports Complex and Tourism Marketing District (District). Assessment received from the District are directed by the PVT Board, which is comprised of hotel, Chamber and city representatives from Roseville, Rocklin and Lincoln. Pursuant to the Marketing Management Agreement, and as required by state law, the PVT strategic marketing plan and budget shall undergo annual review and approval by the City Council. The City Council has the discretion to approve the strategic marketing plan and budget as submitted or may modify any particular matter contained within these documents.

The attached strategic marketing plan and budget was approved by the PVT Board of directors on November 21, 2024. The top priorities in the 2025 Strategic Marketing plan includes:

1. Maximize room night production for the Placer Valley Soccer Complex through PVT-related events

2. Sustainability and success of @ the Grounds

3. Partner engagement and advocacy

4. Financial resiliency

5. Strategic development of tourism-related facilities

FISCAL IMPACT
There is not a fiscal impact associated with this recommendation. Funding for these PVT activities is derived from room night assessments for all hotels in the cities of Lincoln, Rocklin and Roseville. This assessment is separate and distinct from the 10% transient occupancy tax (TOT) collected by the City of Roseville for all Roseville hotels. The PVT budget includes an expense for the final payment to the City, based on a payment plan, for the repayment of the long field project design costs incurred by the City's Citywide Park-West Roseville Specific Plan Fund.

ENVIRONMENTAL REVIEW
The California Environmental Quality Act (CEQA) does not apply to activities that will not result in a direct or reasonably foreseeable indirect physical change in the environment or is otherwise not considered a project as defined by CEQA Statute §21065 and CEQA State Guidelines §15060(c)(3) and §15378. Approval of the 2025 Placer Valley Tourism Strategic Plan and the 2025 Placer Valley Tourism Budget meet the above criteria and are not subject to CEQA. No additional environmental review is required.

CITY COUNCIL STRATEGIC PLAN/OVERARCHING GOALS
Goal A - Remain fiscally responsible in a changing world Goal D - Enhance economic vitality
Respectfully Submitted,
Jeannine Thrash, Management Analyst
Dennis Kauffman, Assistant City Manager/ Chief Financial Officer _____________________________
Dominick Casey, City Manager
ATTACHMENTS:

Description
Resolution 24-408
2025 PVTStrategic Plan
2025 PVTBudget
RESOLUTION NO. 24-408
APPROVING THE 2025 PLACER VALLEY TOURISM STRATEGIC PLAN AND THE 2025 PLACER VALLEY TOURISM BUDGET
WHEREAS, the Placer Valley Sports Complex and Tourism Marketing District (District) was created in November 2014 to replace the former South Placer County Tourism Business Improvement Area; and
WHEREAS, Placer Valley Tourism (PVT) administers the District under a Marketing Management Agreement which requires PVT to submit an annual budget and work plan to the City; and
WHEREAS, the 2025 Placer Valley Tourism Strategic Plan and the 2025 Placer Valley Tourism Budget have been reviewed by the City Council;
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Roseville that the 2025 Placer Valley Tourism Strategic Plan and the 2025 Placer Valley Tourism Budget are hereby approved.

PASSED AND ADOPTED by the Council of the City of Roseville this day of , 2024, by the following vote on roll call:

AYES COUNCILMEMBERS:

NOES COUNCILMEMBERS:

ABSENT COUNCILMEMBERS:

MAYOR
ATTEST:

City Clerk
5 Year Strategic Plan
2025-2029
Placer Valley Tourism
* 2012 2013 2014 2015 2016 2017 2018 2019 2020 2021 2022 2023 2024 Sold 547,756 582,067 592,772 593,815 642,220 682,370 703,127 744,222 544,503 680,699 674,703 658,227 495,173 Available 882,570 882,238 880,015 834,755 849,883 880,843 886,524 947,107 925,970 929,655 929,655 929,655 695,331 0 100,000
200,000
300,000
400,000
500,000
600,000
700,000
800,000
900,000
1,000,000
Hotel Room Nights Available vs Sold
2012–2024 (*2024 Sept YTD)
11,919 14,276
17,047 16226 14,857
20,107 20,519 18,146
2,342
14,293 12,889
18,105
22,856
4,447
5,154
4,947 4,972 5,929
3,765 3,608
3,266
1,178
3,928 8,564
11,164
9,033
0 5,000
10,000
15,000
20,000
25,000
30,000
35,000
2012 2013 2014 2015 2016 2017 2018 2019 2020 2021 2022 2023 2024 16,366 19,430 21,994 21,198 20,786 23,872 24,127 21,412 3,520 18,221 21,453 29,269 31,889 35% 19% 13% -4% -2% 15% 1% -11% -84% 418% 18% 36% 9%
PVT Room Nights
Jan-Sept 2012-2024
*
0 1,000
2,000
3,000
4,000
5,000
6,000
7,000
Jan Feb Mar Apr May Jun Jul Aug Sept Oct Nov Dec
PVT Room Nights by Month
2019-2024 (*2024 Sept YTD)
2019 - 27,200
2021 - 23,229
2022 - 27,553
2023 - 38,132
2024 - 31,880 (Sept YTD)
*
50 55
60 65
70 75
80 85
90 Jan Feb Mar Apr May Jun Jul Aug Sept Oct Nov Dec
PVT Occupancy by Month
2019 – 2024 (*2024 Sept YTD)
2019
2021
2022
2023
2024
2012 2013 2014 2015 2016 2017 2018 2019 2020 2021 2022 2023 2024 Mid Week OCC 60% 64% 65% 68% 74% 76% 76% 78% 58% 70% 70% 68% 67% Weekend OCC 71% 74% 75% 78% 83% 84% 85% 87% 63% 83% 83% 84% 83% 55%
60%
65%
70%
75%
80%
85%
90%
Average Occupancy Mid Week vs Weekend
Jan-Sept 2012-2024
2012 2013 2014 2015 2016 2017 2018 2019 2020 2021 2022 2023 2024 Mid Week ADR 82.42 85.33 91.60 98.61 102.57 110.31 116.00 123.53 96.44 107.12 132.29 131.03 127.32 Weekend ADR 79.62 82.93 89.66 98.25 104.34 113.34 117.37 124.80 96.19 124.91 159.19 158.96 155.63 $70
$80
$90
$100
$110
$120
$130
$140
$150
$160
$170
Average Daily Rate Mid Week vs Weekend
Jan-Sept 2012-2024

Partner Engagement and Advocacy
Identify and cultivate relationships with key business and community partners, actively seeking opportunities to collaborate and drive positive impact
@the Grounds
Ensure the ongoing sustainability and success of @the Grounds while fostering continued growth and development
Placer Valley Soccer Complex
Maximize room night production for the Placer Valley Soccer Complex through PVT-related events Tourism Related Facilities
Strategic development of tourism-related facilities is critical to driving hotel demand and fostering economic growth
Financial Resiliency
Plan for future projects and meet current obligations while ensuring financial strength and flexibility GOALS:

1. Engage with key event organizers

2. Identify and secure events with room nights

3. Secure at least one room night generating
event to fill designated need-periods
Placer Valley Soccer Complex
Maximize Room Nights
TACTICS:

1. Secure Quality Events

2. Drive Sales Efforts

3. Expanded Marketing Outreach

4. Evaluation of Existing Events
MEASUREMENTS OF SUCCESS:

1. Conduct meetings with at least six key event
organizers annually

2. Identify and secure four events projected to
generate 200+ hotel room nights each

3. Book at least one room night-generating event
to fill key need-periods such as Labor Day or
Thanksgiving weekends
GOALS:

1. Maximize room night production

2. Complete the Master Plan Expansion and
Feasibility Study while exploring its impact on PVT

3. Research and create awareness of potential
opportunities and threats to facility
@the Grounds
Sustainable and Strategic Growth
TACTICS:

1. Enhance Existing Events

2. Optimize Open/Available Weekends

3. Master Plan Expansion and Feasibility Study

4. SWOT Analysis
MEASUREMENTS OF SUCCESS:

1. % change in annual room night production

2. Completion of the Master Plan with clearly
established benchmarks and timelines

3. SWOT analysis - Identification and awareness of
key opportunities and threats to the facility
GOALS:

1. Build and maintain strong relationships with key stakeholders in business, government, and community organizations

2. Foster collaborative partnerships that align with PVT goals and address community needs

3. Increase partner involvement in initiatives that drive tourism and economic growth Partner Engagement and Advocacy
Cultivate and Collaborate
TACTICS:

1. Stakeholder Mapping and Outreach

2. Collaborative Initiatives

3. Education and Advocacy

4. Awareness and Support
MEASUREMENTS OF SUCCESS:

1. Increased positive feedback from key business and community partners

2. Greater awareness of PVT initiatives, reflected in higher attendance at PVT hosted or sponsored events

3. Measurable contributions to tourism or economic growth resulting from partnership-driven projects and collaborations
Partner Engagement and Advocacy
Cultivate and Collaborate
GOALS:

1. Ensure fiscal responsibility through robust budgeting, forecasting, and cost management

2. Build and sustain reserve funds to support long-term sustainability and unexpected needs

3. Maintain financial flexibility to adapt to changing
economic conditions and evolving business needs
Financial Resiliency
Sustainable and Flexible
TACTICS:

1. Adequate Reserves and Emergency Funds

2. Strong Financial Planning and Forecasting

3. Monitor and Adapt to Economic Trends
MEASUREMENTS OF SUCCESS:

1. Achieve and maintain approved budgets, with regular reviews and adjustments as needed to reflect changing circumstances

2. Increase or maintain reserve fund levels in alignment with long-term sustainability goals and organizational priorities

3. Implement conservative investment policies while maintaining high cash liquidity to ensure flexibility and readiness for new opportunities or challenges
GOALS:

1. Advocate and promote meeting venue needs

2. Advocate and promote the development of a
diamond complex

3. Maintain awareness and inclusion in future
development and renovation projects
Tourism Related Facilities
Strategic Growth and Advocacy
TACTICS:

1. Complete ATG Master Plan

2. Diamond Complex Awareness

3. Maintain Awareness and Inclusion on Future Development and Renovation Projects

4. Community Engagement
MEASUREMENTS OF SUCCESS:

1. Completion of master plan and a defined roadmap for
next steps

2. Inclusion of a potential diamond complex in future
master planning processes

3. An updated and comprehensive list of ongoing and
new development projects, including key contacts and
timelines
2025 BUDGET
Revenues
Net Hotel Assessment to PVT 1 2,193,824 2,092,149 (101,675) -5% 2,277,765 2,289,639 197,490 9% Other Revenues:
7010 · Interest Income 17,691 62,374 44,683 253% 11,400 12,900 (49,474) -79% 7020 · Miscellaneous - - - 0% - 0%
Subtotal 17,691 62,374 44,683 253% 11,400 12,900 (49,474) -79% TOTAL REVENUES 2,211,515 2,154,523 (56,992) -3% 2,289,165 2,302,539 148,016 7% Expenses
Projects:
4100 · Marketing 180,633 139,719 (40,914) -23% 161,500 144,520 4,801 3% 4140 · Tourism Study 10,497 12,733 2,236 21% 10,500 14,000 1,267 10% 4160 · Professional Development 15,539 10,304 (5,235) -34% 12,000 9,000 (1,304) -13% 4250 · Event Support 363,650 459,896 96,246 26% 410,000 460,000 104 0% 4550 · Board/Staff Development 17,393 16,760 (633) -4% 17,500 17,000 240 1% 4800 · Web Site 2 18,630 25,874 7,244 39% 90,000 93,000 67,126 259% 4900 · Community Events 61,283 54,815 (6,468) -11% 58,000 60,000 5,185 9% Total Projects 667,626 720,102 52,476 8% 759,500 797,520 77,418 11% Payroll Expenses:
2210-2700 · Salaries & Hourly Wages 451,172 441,706 (9,467) -2% 348,903 453,042 11,336 3% 2300-2400 · Payroll Taxes & Workers Comp 38,389 38,823 434 1% 31,897 46,108 7,285 19% 2450 · Incentive 24,790 37,453 12,662 51% 37,992 43,750 6,297 17% 2500-2600 Employee Benefits 61,881 68,057 6,176 10% 57,529 81,548 13,490 20% Total Payroll 3 576,234 586,039 9,806 2% 476,321 624,448 38,409 7% Variance 2025 Budget to
2024 YE Proj 2023 Actual 2025 Budget 2024 YE PROJECTION 2024 Budget Variance 2024 YE Projection to 2023 2025 BUDGET
Operations:
3090 · Common Area Maintenance/Assoc Dues 4 11,713 13,508 1,794 15% 11,500 16,924 3,416 25% 3110 · Janitorial/Maintenance 3,315 4,311 997 30% 3,800 5,824 1,513 35% 3200 · Utilities 4,949 6,284 1,335 27% 5,200 6,912 628 10% 3300 · Telephone 6,746 6,363 (383) -6% 6,300 6,363 - 0% 3155 · Office Supplies 5 21,462 8,811 (12,651) -59% 13,620 15,328 6,517 74% 3400 · Insurance-Liability/D&O 7,101 7,093 (8) 0% 7,500 7,802 709 10% 3600 · Postage and Delivery 457 817 360 79% 500 917 100 12% 3700 · Accounting and Payroll 4,646 4,658 12 0% 4,700 4,891 233 5% 3990 · Property Tax 8,086 8,279 194 2% 8,500 9,107 828 10% 3810 · Dues and Subscriptions 9,417 13,151 3,734 40% 9,000 13,151 - 0% 3820 · Legal and Professional Services 40,238 98,798 58,559 146% 90,100 105,353 6,556 7% 3831 · Expense Reimbursement-Travel 8,359 9,658 1,299 16% 5,500 8,000 (1,658) -17% 3832 · Expense Reimbursement-Meals 2,630 1,335 (1,295) -49% 3,500 1,800 465 35% 3850 · Audit Fee 45,340 17,124 (28,217) -62% 26,000 13,100 (4,024) -23% 3900 · City of Roseville Admin Fee 2,980 3,129 149 5% 3,129 3,285 156 5% Total Operations 177,438 203,319 25,880 15% 198,849 218,757 15,439 8% SUBTOTAL EXPENSES 1,421,298 1,509,459 88,162 6% 1,434,669 1,640,725 131,266 9% Special Projects:
4855 ∙ Major Projects Rollover 222,698 - (222,698) -100% 250,000 - - 0% 4880 · Major Projects 6 300,000 - (300,000) -100% 500,000 500,000 500,000 0% 4881 · Speedway Project 7 - 12,000 12,000 0% - 31,500 19,500 163% 4882 · Long Fields Reimbursement 8 250,000 250,000 - 0% 250,000 171,267 (78,733) -31% 4885 · Junction Boulevard Project (25,223) 25,223 -100% - - - 0% 488XX · Soccer Complex 9 - 50,000 50,000 0% - 250,000 200,000 400% Total Special Projects 747,476 312,000 (435,476) -58% 1,000,000 952,767 640,767 205% Grand Total Expense 2,168,774 1,821,459 (347,314) -16% 2,434,669 2,593,493 772,033 42% Revenue Over Entire Expense 42,741 333,063 290,322 679% (145,505) (290,954) (624,017) -187% 2025 Budget Variance 2025 Budget to
2024 YE Proj 2023 Actual 2024 Budget 2024 YE PROJECTION Variance 2024 YE
Projection to 2023
2025 BUDGET
Statistics
Hotel Assessments to PVT
Roseville 3,434,041 3,405,597 (28,444) -1% 3,462,497 $ 3,473,709 68,112 2% Rocklin 696,329 635,694 (60,635) -9% 736,707 $ 667,479 31,785 5% Lincoln 10 120,504 107,484 (13,020) -11% 136,708 $ 206,375 98,891 92% Total 4,250,874 4,148,775 (102,099) -2% 4,335,912 $ 4,347,563 198,788 5% Less Bond Payment 2,057,050 2,056,626 (424) 0% 2,058,147 $ 2,057,924 1,297 0% Total 2,193,824 2,092,149 (101,675) -5% 2,277,765 $ 2,289,639 197,490 9% Room Nights:

Roseville 528,314 523,938 (4,376) -1% 532,681 534,417 10,479 2% Rocklin 106,034 98,163 (7,871) -7% 111,882 103,071 4,908 5% Lincoln 10 18,539 16,536 (2,003) -11% 21,032 31,750 15,214 92% Total 652,887 638,637 (14,250) -2% 665,595 669,238 30,601 5% Comments
1 2
3 4
5 6
7 8
9 10
Hotel Assessments - Statistics reflect the net amount after the deduction of the quarterly Bond payments.

Web Site - Upgrades are required to improve the speed and efficiency of the site and streamline procedures for leads.

Variance 2025 Budget to
2024 YE Proj 2025 Budget 2024 YE PROJECTION
2023 Actual 2024 Budget Variance 2024 YE
Projection to 2023
Payroll - Increased expenses due to increase in Workers Compensation costs and additional staff coverage for medical benefits.

Common Area Maintenance/Assoc Dues - Both office complex and building association dues are anticipated to increase.

Office Supplies - Equipment/Furniture will include replacement of 5 computer workstations as they have reached end of life.

Major Projects - No Major Project grants were approved in 2024. Funds were invested in certificates of deposit.

Speedway Project - Expenses for @the Grounds Master Plan and Expansion Feasibility Study will be split between PVT and ATG.

Long Field Reimbursement - Final payment is interest only to the City of Roseville.

Soccer Complex - Naming rights fee for Placer Valley Soccer Complex.

Lincoln - Room Nights are anticipated to increase due to completion of Holiday Inn Express & Suites Lincoln's renovation and opening of La Quinta Twelve Bridges.

COUNCIL COMMUNICATION
CC #: 3679
File #: 0102-04 & 0103
Title:

City Council/Boards, Commissions, & Committees Administrative Standards Updates
Contact: Helen Dreyer 916-774-5356 [email protected] Meeting Date: 12/18/2024
Item #: 7.28.

RECOMMENDATION TO COUNCIL
Staff recommends that the City Council adopt a resolution approving updates to the City Council/Boards, Commissions, & Committees Administrative Standards.

BACKGROUND
Section 4.06 of the Roseville City Charter authorizes the City Council to establish its own meeting procedures. Prior to 2019, the City Council and the then thirteen Boards, Commissions, and Committees had their own separate meeting procedures. On February 20, 2019, the City Council adopted a resolution to consolidate the individual meeting procedures into one Administrative Standards document for council/boards/commissions/committee members and one Administrative Standards document for staff.

Non-substantive updates to the Administrative Standards are being made to the City Council/Boards, Commissions & Committees Administrative Standards to address areas currently not addressed in the standards, and improve the overall flow of the document by removing duplication and changing the order of some items. The following is a summary of the changes:

Staff version of Administrative Standards: Deleting this version and inserting the few lines of information not previously found in the City Council Council/Board, Commission & Committees' version of the Administrative Standards such as: Open Meeting Law: All public body meetings are subject to the Ralph M. Brown Act, requiring the meetings to be public.

Presentation Material: Clarifying the policy that an individual making a presentation to a public body must submit all media to the City Clerk or secretary for review at least 72 hours in advance of the broadcasted meeting.

Re-formatting various sections of the Administrative Standards for clarity and ease of reading.

FISCAL IMPACT
There is no fiscal impact associated with this request.

ENVIRONMENTAL REVIEW
The California Environmental Quality Act (CEQA) does not apply to activities that will not result in a direct or reasonably foreseeable indirect physical change in the environment, or is otherwise not considered a project as defined by CEQA Statute §21065 and CEQA State Guidelines §15060(c)(3) and §15378. The update of meeting procedures meets the above criteria and is not subject to CEQA. No additional environmental review is required.

CITY COUNCIL STRATEGIC PLAN/OVERARCHING GOALS
Goal B - Support community engagement and advocacy
Respectfully Submitted,
Helen Dreyer, Assistant City Clerk
Michelle Sheidenberger, City Attorney
_____________________________
Dominick Casey, City Manager
ATTACHMENTS:

Description
Resolution 24-414
Administrative Standards - FINAL
Administrative Standards - REDLINE
RESOLUTION NO. 24-414

APPROVING THE CITY COUNCIL/BOARDS, COMMISSIONS, AND COMMITTEES

ADMINISTRATIVE STANDARDS UPDATES
WHEREAS, on February 20, 2019, Council adopted a resolution to consolidate the individual meeting procedures of the City Council and the thirteen Boards, Commissions, and Committees into one Administrative Standards document; and WHEREAS, non-substantive updates are being made to the Administrative Standards to address areas currently addressed in the standards, and improve the overall flow of the document by removing duplication and changing the order of some items; and WHEREAS, the City Council/Boards, Commissions, and Committees Administrative Standards Updates, have been reviewed by City Council.

NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Roseville that the City Council/Boards, Commissions, and Committees Administrative Standards Updates are hereby approved.

PASSED AND ADOPTED by the Council of the City of Roseville this day of , 2024, by the following vote on roll call:

AYES COUNCILMEMBERS:

NOES COUNCILMEMBERS:

ABSENT COUNCILMEMBERS:

MAYOR
ATTEST:

City Clerk
City of Roseville
City Council/Boards,
Commissions, & Committees
Administrative Standards
December 18, 2024
Contents
Purpose 2
City overview 2
Form of government 2
City Council 2
City Manager and department heads 2
City Attorney 2
City Clerk 2
Staff 2
Boards, commissions and committees 2
Membership 3
Eligibility 3
Incompatibility of office 3
Structure of terms of office 3
Youth members 3
Appointment policy 4
Procedure 4
Position requirements 4
Oath of office 4
New member training 4
Conflict of Interest Code 4
Ethics training 5
Sexual harassment training 5
Unclassified service 5
Social media 5
Dress code 5
Logo and materials 5
Attendance policy 6
Removal from office 6
Resignation 6
Safety information 6
Travel and Expenses6
Roles and responsibilities 6
City Clerk6
Liaison 7
Secretary 7
Chair 7
Additional role of the chair 7
Board, commission, or committee members 7
Limitations 8
Other persons 8
Spokesperson for group of persons 8
Meeting procedures 8
Other guiding documents 8
Meetings 9
Meetings of a majority of members 9
Quorum 9
Meeting cancelation 9
Regular meetings 10
Special meetings 10
Adjourned meetings 10
Recess of a meeting 10
Closed session
10 Agendas 10
Open Meeting Law10
Call to Order 11
Roll Call 11
Public Comments 11
Consent Calendar 11
Requests/Presentations 11
Public Hearings 11
Council/Board Member/Commissioner/Committee/Staff Reports 12 Adjournment 12
Order of business 12
Official record 12
Minutes 12
Correction to Minutes 13
Recordings 13
Voting 13
Majority vote 13
Tie vote 13
Abstention 13
Conflict of interest 13
Recommendations 14
Rights of the public 14
Failing to follow the city’s meeting procedures15
Americans with Disabilities Act 15
Limited English proficiency 15
Presentation material 15
Composition, responsibilities, and meeting dates of the City of Roseville boards, commissions, and committees 15
Charter Review Committee 15
Design Committee 16
Economic Development Advisory Committee 16
Grants Advisory Commission 16
Law and Regulation Committee 17
Library Board 17
Local Sales Tax Citizens’ Oversight Committee 18
Parks and Recreation Commission 18
Planning Commission 18
Public Utilities Commission 19
Senior Commission 19
Transportation Commission 20
Supplemental meeting procedures 21
Board of Appeals 22
Personnel Board 24
City Council 26
City Council/
Boards, Commissions
& Committees
Administrative
Standards
2 Purpose
This handbook shall serve as the administrative standards for all City of Roseville boards, commissions, committees and City Council members (collectively “public officials”) so that expectations and practices are clearly articulated to guide members in their actions, and to provide a uniform framework for conduct. Informational appendices are included.

City overview
Form of government
The City of Roseville Charter, adopted in 1954, establishes a council-manager form of municipal government. (Appendix I)
City Council
The five (5) member City Council, which is comprised of four (4) members and the mayor, enacts legislation, adopts budgets, and determines policy.

City Manager and department heads
The City Manager is appointed by the City Council. The City Manager is responsible for the day-to-day management of the city and supervises the organization through department heads. Department heads are appointed by and report directly to the City Manager.

City Attorney
The City Attorney provides legal advice and support to the City Council and boards, commissions, and committees on the legal propriety of proposed actions, prepares and/or reviews all ordinances, resolutions, contracts, and other documents, represents the city in civil litigation and acts as liaison to outside special counsel.

City Clerk
The City Clerk conducts elections to elect City Council members, recruits board, commission, and committee members, establishes and tracks compliance of mandatory training, maintains city records and securities, prepares agendas and minutes for the City Council, and provides City Council action follow-up.

Staff
City staff, under the direction of the City Manager, is responsible for carrying out the policies and actions of the City Council and implementing the programs and services set out in the budget and identified in the City Council’s annual goals.

Boards, commissions and committees
Boards, commissions, and committees are established to provide a method for citizen input and are ancillary to the City Council. All board, commission, and committee members shall serve without compensation. The City of Roseville has 16 boards, commissions, and committees: Board of Appeals, Charter Review Committee*, Design Committee, Economic Development Advisory Committee, Grants Advisory Commission, Law & Regulation Committee, Library Board, Local Sales Tax Citizens’ Oversight Committee, Other Post Employment Benefits (OPEB) Trust Investment Review Committee***, Parks & Recreation Commission, Personnel Board, the Placer Mosquito Abatement & Vector Control District**, Planning Commission, Public Utilities Commission, Senior Commission, and Transportation Commission.

City Council/
Boards, Commissions
& Committees
Administrative
Standards
3 * Charter Review Committee is a temporary committee
that each decade reviews the entire city Charter.
**Placer Mosquito Abatement & Control District is comprised of five Placer County regional trustees. The City Council appoints one individual to serve as one of the five regional trustees ***OPEB Trust Investment Review Committee is comprised of eleven members (consisting of representatives from each bargaining unit (five), four retirees, and two city staff) appointed by and at the discretion of the City Manager with the purpose of providing advisory and non-binding input to city staff on investment performance and other related matters.

Membership
Eligibility
Except for the Economic Development Advisory Committee, all members of boards, commissions, and committees shall be residents of the City at the time of their appointment and continuously during their term of office. Members of the Economic Development Advisory Committee shall either live, work, own a business, or represent a business or industry in the City at the time of their appointment and continuously during their term of office.

Individuals can only serve on a single City of Roseville board or commission at a time.

Notwithstanding the foregoing, individuals may serve concurrently on a single City of Roseville board or commission and a single City of Roseville committee.

Relatives (spouses, siblings, parents, domestic partners, co-habitants, and children) cannot serve on the same board, commission, or committee at the same time. In addition, current City of Roseville employees are ineligible to serve on a board, commission, or committee.

Incompatibility of office
An individual cannot hold two conflicting public offices. Be aware that acceptance of one governmental board appointment may result in the automatic forfeiture of another public seat.

Structure of terms of office
Members of the boards, commissions, and committees serve staggered terms of four years.* No member shall serve more than two consecutive terms. In the event a person is appointed to fill an unexpired term the appointment to fill said unexpired term will be considered a partial term and will not be counted as one of the two full consecutive terms. *Members of the Economic Development Advisory Committee serve two-year terms. There are no limitations on the number of consecutive terms a member of the Economic Development Advisory Committee may serve.

If at the expiration of an eligible member’s term the City Council has not yet appointed a replacement, the member may continue to serve on a month-to-month basis until a replacement is appointed.

Youth members
The City Council may appoint a high school student that is a resident of Roseville as a voting member of the Library Board, Parks & Recreation Commission, the Transportation Commission, and the Grants Advisory Commission. Such member shall serve only during his or her enrollment in high school and for a one-year term. Such member may be re-appointed for a second term. Youth members must be enrolled in high school during the entirety of their term.

Youth members may not serve as chair or vice chair.

City Council/
Boards, Commissions
& Committees
Administrative
Standards
4 Appointment policy
Procedure
If a vacancy on any board, commission, or committee occurs because the current term ended, resignation, death, moving, removal from incumbent’s office, ineligibility for re-appointment, etc. the following procedure will be used:
• The City Clerk will advertise the vacancy in the city’s legal newspaper and on the city’s website, and will notify the Roseville Chamber of Commerce, and the Roseville Coalition of Neighborhood Associations of the vacancy;
• The City Clerk will establish a deadline for receiving applications; • Applications received after the deadline will not be accepted; • If fewer applications are received than twice the number of openings, the City Clerk may establish a new application deadline and the vacancy re-advertised as described in the first bullet point;
• The City Clerk will conduct video interviews of all applicants; • Applications and video interviews will be provided to the City Council; • If a new vacancy occurs after an application deadline and before an appointment is made, a new application process will not be re-advertised; • City Council will cast their vote at a pre-designated meeting date via ballots; • Ballots and applications of successful applicants are made part of the record and kept on file and made available for public review upon request.

Position requirements
Oath of office
Before attending a board, commission, or committee meeting, every new member shall take the oath of office stating that he/she will faithfully discharge the duties of the board, commission, or committee to which appointed.

New member training
New board, commission, and committee members shall receive general and commissionspecific training from the City Clerk Department and from the staff liaison before beginning their term.

Conflict of Interest Code
Under the Political Reform Act of 1974, all public agencies are required to adopt a Conflict of Interest Code. The code designates positions required to file Statement of Economic Interests, and assigns disclosure categories specifying the types of interests to be reported. The City of Roseville designates members of Charter Review Committee, Design Committee, the Economic Development Advisory Committee, Grants Advisory Commission, Local Sales Tax Citizens’ Oversight Committee, Planning Commission, Public Utilities Commission, and Transportation Commission as required filers of an Assuming, Annual, and Leaving Form 700 Statement of Economic Interests. State law requires a fine be assessed for those who fail to file required Fair Political Practices Commission documents. If a board, commission, or committee member fails to file an Assuming Office Form 700 Statement of Economic Interests for more than thirty (30) days after the final filing date, the member will be disqualified from any participation in the meetings or other activities of the board, commission, or committee until the member both files the required Statement of Economic Interests and pays any fines associated with the City Council/
Boards, Commissions
& Committees
Administrative
Standards
5 failure to file. If the member fails to file and/or pay the associated fine for more than sixty (60) days after the final filing date, the member shall be removed from the board, commission, or committee by City Council action.

Ethics training
Assembly Bill 1234 imposes ethics training and compensation and reimbursement requirements on cities, counties, and special districts. For officials and board, commission, and committee members serving on or for a local agency, AB 1234 requires two (2) hours of ethics training within one year of appointment.* Thereafter, two (2) hours of ethics training every two years. Notification of this online training will be provided by the City Clerk Department. Failure to complete the online training shall result in removal from the board, commission, or committee.

Sexual harassment training
Assembly Bill 1661 imposes sexual harassment prevention training requirements on cities, counties, and special districts for officials serving on or for a local agency. Notification of this online training will be provided by the City Clerk Department.* Failure to complete the online training shall result in removal from the board, commission, or committee. In addition, the Department of Fair Employment and Housing requires all California employers to provide employees and volunteers the Department’s sexual harassment pamphlet. (Appendix IV) Unclassified service
As provided by the Charter, members of boards, commissions, and committees are considered unclassified employees and are required to comply with City of Roseville Administrative Regulation 2.03 – HARASSMENT, DISCRIMINATION, AND RETALIATION PREVENTION POLICY (Appendix II); and Roseville Administration Regulation 2.14 – ACCEPTANCE OF GIFTS AND GRATUITIES BY CITY EMPLOYEES. (Appendix III)
Social media
Statements and opinions using social media including, but not limited to Twitter, Facebook, Nextdoor, or professional networks like Linkedln, must remain personal and cannot be intended as representing the city’s nor the board, commission, or committee’s official position.

In addition, the Brown Act prohibits a member of a public body from responding “directly to any communication on an Internet-based social media platform regarding a matter that is within the subject matter jurisdiction of the legislative body that is made, posted, or shared by any other member of the legislative body.” This means that if a public official posted a comment in response to another public official’s social media post about a city issue, that could be a Brown Act violation, assuming the two serve on the same public body. Overall, public officials must avoid commenting, liking or otherwise responding to each other’s social media posts.

Dress code
Board, commission, and committee members are expected to portray a positive and professional image and are expected to wear clean and appropriate business attire.

Shirts with the city logo are permitted while attending functions in the capacity as a board, commission, or committee member.

Logo and materials
To reflect the official nature of the board, commission, or committee and to preserve consistency of the city brand, only the official city logo that contains the words “City of Roseville”, shall be used on board, commission, or committee materials.

City Council/
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Administrative
Standards
6 Attendance policy
It is the expectation that board, commission, and committee members attend all meetings.

If a member is absent without excuse a total of 25% or more meetings in a rolling 12-month period, or more than one meeting in a rolling 12-month period if the board, commission, or committee meets quarterly, he or she shall forfeit the office. The secretary of each board, commission, or committee shall transmit attendance records to the City Clerk. Excused absences from meetings may be for any of the following reasons:
• Illness of the member or the member’s family member;
• Family emergency related to illness or injury;
• Business commitment, notice of which was provided to the chair and secretary in advance;
• Previously scheduled vacation, notice of which was provided to the chair and secretary in advance;
• Attendance at a funeral, religious service or ceremony, wedding, or other similarly significant event, notice of which was provided to the chair and secretary in advance.

Removal from office
Except when otherwise provided by law or the City of Roseville Charter, members of boards, commissions, and committees of the city serve at the pleasure of the City Council, and may be removed by the City Council at any time with or without cause. A member’s removal shall be by majority vote of the City Council.

Resignation
A member of a board, commission, or committee who wishes to resign prior to completing the member’s term shall send a resignation letter to the City Clerk who shall notify the City Council and begin the recruitment process.

Safety information
• An automated external defibrillator (AED) and a cardio pulmonary resuscitation (CPR) mask are mounted on the wall next to the media control room; • In case of an emergency, the chair should adjourn the meeting and advise everyone to exit through the double doors and gather across the street.

Travel and Expenses
Travel and other expenses incurred in connection with a public official’s service on a board, commission, or committee, shall be authorized and reimbursed in accordance with the Travel and Expense Reimbursement Policy adopted by the City Council.

Roles and responsibilities
City Clerk
• Recruit board, commission, and committee applicants;
• Coordinate the appointment and re-appointment process with mayor and City Council; • Maintain official roster with contact information for all members; • Manage legally required training;
• Maintain original meeting minutes.

City Council/
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7 Liaison
Liaisons provide procedural direction and serve as staff support to the board, commission, or committee. The liaison is appointed from the department which most nearly encompasses the board, commission, or committee’s activities.

Secretary
The secretary is appointed from the department which most nearly encompasses the board, commission, or committee’s activities. The secretary assists in the board, commission, or committee’s functions.

While the liaison and secretary roles are to assist the board, commission, or committee, the liaison, secretary and other staff are not employees of the board, commission, or committee. At all times, staff is strictly reportable to the department head and City Manager.

Chair
The chair and vice chair shall be selected by the board, commission, or committee members at a January or July meeting, or as soon thereafter as is practicable. Any voting member of the board, commission, or committee, except a youth member, can serve as chair and shall be seated at the next meeting. The length of term for the chair and vice chair shall be one (1) year. However, there are no limitations on the number of consecutive terms the chair or vice chair may serve.

The chair is the presiding officer of the meeting. In the absence of the chair, the vice chair shall be the presiding officer of the meeting. In the absence of the vice chair, a temporary chair shall be selected from among the other members present, with priority given to seniority, and shall be the presiding officer of the meeting. Upon the arrival of the chair or vice chair, the temporary chair shall relinquish the chair immediately upon the conclusion of the item of business before the members.

The chair shall preserve order at all official meetings of the board, commission, or committee and shall decide all questions of order without debate, subject to advice from the City Attorney or City Attorney designee. The chair shall not make any motion, but may second a motion.

The presiding officer shall have all other rights and privileges of a board, commission, or committee member.

Additional role of the chair
• Attend City Council meetings as needed to represent the board, commission, or committee;
• Call a meeting to order and propose adjournment;
• Call for discussion and vote on motions;
• Clarify or request clarification of motions made by members; • Rule whether motions are out of order;
• Interpret and enforce any meeting management bylaws or rules of procedure; • Call members to order if they disregard rules of procedure or decorum for the meeting; • Ensure that meetings are conducted in an efficient and productive manner.

Board, commission, or committee members
When the board, commission, or committee is in session, the members must preserve order and decorum. No member shall, by conversation or otherwise, delay or interrupt the proceedings or the peace of the board, commission, or committee, disturb any member while speaking, or refuse to obey the orders of the board, commission, or committee or its presiding officer.

City Council/
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Administrative
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8 A board, commission, or committee member is expected to:
• Attend scheduled meetings;
• Prepare in advance of meetings and be familiar with issues on the agenda; • Contact the staff liaison if there are questions;
• Participate in meetings and carry out assignments;
• Use community members to obtain feedback on topics under consideration; • Be considerate of fellow members and staff;
• Not direct staff;
• Not speak for the board, commission, or committee unless authorized by the board, commission, or committee;
• Not speak for the city unless authorized to do so by action of the City Council.

Limitations
Limited reports and comments at the end of the agenda are permissible as long as no action is taken.

Other persons
Persons addressing the board, commission, or committee shall step up to the podium and may, though not required, give their name for the record. All remarks shall be addressed to the body as a whole and not to any member thereof. No person, other than a member of the board, commission, or committee, staff liaison, or the person having the floor, shall be permitted to enter into any discussion without the permission of the presiding officer.

Any person making personal, impertinent or slanderous remarks, or who shall become boisterous or belligerent while addressing the board, commission, or committee, shall, by the presiding officer, be barred from further audience before the board, commission, or committee during that meeting, unless permission to continue is granted by consensus of the board, commission, or committee. (Appendix V)
Spokesperson for group of persons
Whenever any group of persons wishes to address the board, commission, or committee on the same subject matter, it shall be the discretion of the presiding officer to request that a spokesperson be chosen by the group to address the board, commission, or committee and, in case additional matters are to be presented at the time by any member of said group, to limit the number of persons addressing the board, commission, or committee, so as to avoid unnecessary repetitions. The presiding officer may set a time limit for each side of the issue.

City Council/
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9 • The Ralph M. Brown Act is an act of the California State Legislature, authored by Assembly member Ralph M. Brown and passed in 1953, that guarantees the public’s right to attend and participate in meetings of local legislative bodies. (Appendix VII) Meetings
Meetings of a majority of members
A meeting is a congregation of a majority of the members of a public body at the same time and place to hear, discuss, deliberate, or take action on an issue in the subject matter jurisdiction of the public body. Even if no action is taken, a gathering may constitute a meeting.

This includes informal gatherings and electronic communications, with or without public attendance or city sponsorship.

The following situations would not be considered a meeting if a majority of the public body attend as long as: (1) matters within the public body’s jurisdiction are not discussed, unless they are part of the program; and (2) program or events are open to the public:
• Open and publicized local public meeting;
• Open, noticed meeting of another body;
• Social or ceremonial event;
• Open, noticed meeting of a standing committee (can attend but cannot participate); • Individual contacts or conversations among less than a majority of the members and a member of the public.

Although the above examples are generally not considered meetings, the City Attorney should be consulted prior to a majority of the public body attending a “non-meeting.” It is often advisable to notice the meeting or limit the attendance to less than a majority of the public officials.

Quorum
A quorum is more than half (1/2 + 1), of all member of the entire public body. In the absence of a quorum, a lesser number of public officials, the secretary, or City Clerk must adjourn the meeting after fifteen (15) minutes have passed. In addition, if a quorum is lost during the meeting due to a departure of a public official, a lesser number of public officials, the secretary, or City Clerk must adjourn the meeting.

Meeting cancelation
A meeting may be canceled because of a lack of quorum of voting members or the lack of agenda items. If the secretary has advanced notice that a meeting will not be held, he or she shall post a notice of cancelation in lieu of posting or distributing an agenda for the meeting.

If the agenda has already been distributed, a cancelation notice shall be posted and distributed in the same manner as the agenda was. The secretary must declare the meeting canceled by appearing at the meeting location, and waiting fifteen (15) minutes after the meeting start time to verbally announce the meeting is canceled. The secretary shall then post a notice of cancelation of the meeting on the door of the room where the meeting was to be held.

City Council/
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10 Regular meetings
Regular meetings shall be held as scheduled, bi-weekly, monthly, quarterly, or annually.

The City Council establishes the regular meeting schedule for all boards, commissions and committees. If a regular meeting date falls on a legal holiday, the meeting shall be held at the same hour, same day the following week or may be canceled. Notice of all regular meetings shall be posted seventy-two (72) hours prior to the meeting.

Special meetings
Special meetings may be called by the City Manager, the City Attorney, the City Clerk, the presiding officer, or a quorum of voting members of the public body. Notice of the special meeting must be provided to the public officials at least seventy-two (72) hours in advance, except that for time sensitive business only twenty- four (24) hours’ written notice is required.

Business transacted at any special meeting shall be limited to the subject(s) recited in the notice of the special meeting. Although not required by the Brown Act, a public comment period may be provided at special meetings to allow the public to address the public body on matters not listed on the special meeting agenda.

Adjourned meetings
Any regular or special meeting may be adjourned (continued) to a specified time and place.

Recess of a meeting
A recess of a meeting may be called at the discretion of the presiding officer.

Closed session
Prior to holding a closed session, the City Council or Personnel Board shall disclose, in an open meeting, the item or items to be discussed in the closed session as they are listed on the agenda and may only consider those matters. The City Council or Personnel Board shall publicly report any action taken in closed session and the vote or abstention of every member present thereon as required by state law. No other board, commission, or committee shall conduct a closed session without the prior written consent of the City Attorney.

Agendas
Open Meeting Law
All of the meetings of public bodies are subject to the Ralph M. Brown Act, requiring the entire deliberative process of a public body to be open to the public.

An agenda shall be prepared for each regular and special meeting containing the specific items of business to be transacted and the order thereof. Items of business may be placed on the agenda by the City Manager or the City Attorney. Items may also be placed on the agenda of any regular or special meeting with the consent of a majority of the public body obtained during the “Council/Board Member/Commissioner/Committee/Staff Reports” portion of a public meeting. Members of the public may not place items on the agenda but may request during public comments that an item be placed on a public body’s future agenda. Placement of these items on the agenda is at the discretion of the City Manager, the City Attorney, or the consent of a majority of the public body.

An agenda for each meeting of a public body is prepared by the board, commission, or committee secretary or liaison or the City Clerk for the City Council. The agenda outlines the topics or items of business that will be introduced, discussed, and acted upon at each meeting.

The agenda should include the date, time, and location of a meeting.

The order of business at all regular meetings shall be as follows:
• Call to Order
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11 • Roll Call
• Pledge of Allegiance
• Public Comments
• Consent Calendar
• Requests/Presentations (and public hearings)
• Council/Board Member/Commissioner/Staff Reports
• Adjournment
Call to Order
The presiding officer of the public body shall take the chair precisely at the hour appointed for the meeting, and shall call the meeting to order.

Roll Call
The roll of the members shall be called by the board, commission, or committee secretary or the City Clerk for the City Council and the names of those present shall be entered into the minutes.

Public Comments
Public Comments is intended to allow the public to address the public body on matters not listed on the agenda. Individual comments shall be limited to three (3) minutes and shall not exceed a total of 25 minutes, unless such time is extended by the presiding officer. The presiding officer shall not permit the public to address items which are listed elsewhere on the agenda or which are not within the subject matter jurisdiction of the public body. The public body shall not engage in debate regarding, or take any action on, any matter brought under Public Comments except to refer the matter to staff or to determine that the matter should be included on a future agenda for debate and action.

Consent Calendar
The Consent Calendar consists of items that are routine or noncontroversial in nature. The entire calendar is intended to be acted on in one motion on a roll call vote. Any public official, staff, or the public may remove an item from the Consent Calendar for further discussion.

Items removed from the Consent Calendar for further discussion shall be discussed separately following the approval of the remaining items on the Consent Calendar. If a public official has a question or wishes to remove an item from the Consent Calendar they should call the staff liaison or the City Clerk no later than noon the day of the meeting. The staff liaison or City Clerk will determine if the item can be handled after the Consent Calendar or if it needs to be held over to the next meeting. The staff liaison or City Clerk shall so inform the presiding officer.

Requests/Presentations
Requests/Presentation items include presentations by staff or others, which may prompt discussion and/or action by the public body.

Public Hearings
Public hearing items include opening the public hearing, presentation by staff, presentation by applicant or appellant, and testimony from the public.

The order of business at public hearings shall be as follows:
• Open public hearing by presiding officer
• Presentation by staff
• Presentation by applicant (unless applicant is appellant) • Presentation by appellant
City Council/
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12 • Open public comment by presiding officer
• Public comment
• Close public comment by presiding officer
• Rebuttal by appellant
• Rebuttal by applicant (unless applicant is appellant) • Close public hearing by presiding officer
• City Council/board/commission/committee deliberation
• City Council/board/commission/committee action
Council/Board Member/Commissioner/Committee/Staff Reports Council/Board Member/Commissioner/Committee Reports are designed for members of the public body to briefly ask staff for information, ask a question for clarification, make an announcement, report on individual assignments and activities, or to request that an item be placed on a future agenda. The latter requires a majority consensus of the public body. Caution should be used to avoid any discussion or action on such items. Individuals are allocated five (5) minutes apiece, for comments.

In addition, pursuant to the Travel and Expense Reimbursement Policy adopted by the City Council, public officials shall briefly report on any Brown Act meetings attended at city expense as well as any conferences, educational seminars or meetings with legislators or other governmental officials. If multiple public officials attended that same meeting or event, a joint report may be made.

Staff Reports are designed for staff to make brief announcements and to provide the public body with brief reports on the city’s activities, projects, and services.

Adjournment
A motion to adjourn shall not be debatable. It shall be in order at any time, and; • Cannot interrupt a speaker who has the floor;
• Cannot be amended;
• Must be seconded;
• Cannot be reconsidered;
• Must have a majority vote;
• A motion to adjourn “to another time” is debatable only as to the time to which the meeting is adjourned.

Order of business
The order of business may be changed at any time by the presiding officer or by consensus of the public body.

Official record
Minutes
The Minutes serve as a permanent record of the public body’s official actions. The board, commission, or committee secretary or the City Clerk shall be required to make a record only of such business as was actually passed upon by a vote of the public body, and shall not be required to record any remarks of public officials, or of any other person except at the special request of a public official.

City Council/
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13 Minutes of the previous meeting shall be provided to the public body prior to each meeting.

The minutes may be approved by majority vote even if one or more of the voting members were not present at the meeting to which the minutes relate.

Correction to Minutes
Members of public bodies are to review minutes and make corrections if needed so that the approved minutes accurately reflect the work of the group. Corrections are made at the meeting when the minutes are brought forward for adoption. Corrections require a motion, second, and a majority vote, and, if approved, are noted in the minutes of the current meeting.

Any changes to the draft minutes approved by the public body will be reflected in the minutes for the meeting at which the corrections are made.

Recordings
A recording may be made of public body meetings. Audio recordings of the meetings are to be kept for one (1) year, and video recordings are to be kept for three years after which time the recordings shall be destroyed. Recordings are not the official minutes of the public body.

Voting
All business requiring approval of the public body shall be taken individually by an affirmative or negative vote and entered into the record, except that where the vote is unanimous it shall be necessary only to state so.

Majority vote
A majority vote is more than half of the votes actually cast. In the event a motion on an item fails to obtain a majority vote, the presiding officer at his or her discretion shall require another motion, continue the item, or (with exception of the Personnel Board or Board of Appeals) refer the item to the City Council without recommendation if the item is before a board, commission, or committee. The number of motions that may be made on an item shall be at the discretion of the presiding officer.

Tie vote
If there is a tie vote on a motion, then the motion shall fail. In the event a motion on an item results in a tie vote, the presiding officer at his or her discretion shall require another motion, continue the item, or refer the item to the City Council without recommendation if the item is before a board, commission, or committee. The number of motions that may be made on an item shall be at the discretion of the presiding officer. If the matter involves an appeal, and an affirmative vote does not occur, the result is that the decision appealed remains in effect as decided by the decision-making person, board, commission, or committee from which the appeal was taken.

Abstention
An abstention occurs when a public official, although qualified to vote on a motion, chooses not to register his or her vote. An abstention constitutes no vote whatsoever. Public officials abstaining from a vote must clearly indicate for the record the basis for the abstention. A rollcall vote shall be taken to note that the public official was present but did not vote.

Conflict of interest
When a member has a conflict of interest, or the appearance of a conflict of interest, the member must:
• Publicly state the nature of the conflict;
• Step down from the dais and leave the room until consideration of the particular item is finished, unless the item is on the Consent Calendar; City Council/
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14 • Not be counted toward achieving a quorum while the item is being discussed.

Recommendations
When a board, commission, or committee votes to make a recommendation to the City Council, such items may not be appealed since recommendations are not considered final approvals or decisions.

Rights of the public
Pursuant to the Ralph M. Brown Act and the First Amendment, the public must be allowed to:
• Attend, observe, and speak at meetings;
• Speak without being required to provide a name, address, or other information; • Record the meeting with audio or video recorder and take photographs; • Review agendas and other documents distributed to a majority of the public body other than those exempt from disclosure;
• Request in writing that the agenda or agenda-related documents be mailed to them for a cost not to exceed the actual cost of providing the service; • Obtain a copy of any audio or video (if it exists) of the meeting (there is no requirement to prepare a transcript) for a cost not to exceed the actual cost of providing the service; • Speak to each item on the agenda and to items under the jurisdiction of the public body;
• Criticize or complain about processes or procedures;
• Protest by wearing messages on clothing, holding signs, or engaging in nonverbal forms of communication.

However, the public’s rights are not unlimited. The presiding officer may have removed any individual for disrupting a meeting. “Disrupting a meeting” means engaging in behavior that actually disrupts, disturbs, impedes, or renders infeasible the ability of the public body to orderly and efficiently conduct the meeting, or substantially interferes with the rights of other audience members. Disruptive behavior includes, but is not limited to, the following:
• Shouting from the audience;
• Interrupting or speaking over a person at the podium who has been recognized to speak by the presiding officer;
• Clapping, booing, or other expressions of support or opposition to a speaker or to the public body’s discussion or decision;
• Verbally harassing or physically confronting audience members, city staff, or public officials;
• Interrupting staff while engaged with the public body; • Interrupting the public body while it is considering a matter; • Continuing to speak at the podium once the presiding officer has announced the person’s time has expired;
• Recording or broadcasting the meeting in a manner that creates noise, illumination, or obstructions of view that constitutes a persistent disruption of the proceedings; • Failing to follow the city’s meeting procedures.

City Council/
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Administrative
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15 Failing to follow the city’s meeting procedures
Prior to having the individual removed, the presiding officer shall warn the individual that their behavior is disrupting the meeting and that their failure to cease their behavior may result in their removal. If they do not promptly cease their disrupting behavior, they can be removed. No warning is required prior to removal if the individual is using force or threatening to use force.

If a group or groups of persons willfully disrupts a meeting and order cannot be restored by the removal of such individuals, the presiding officer after giving a warning may order the meeting room cleared and continue in session. No warning is required prior to removal if the group or groups of persons are using force or threatening to use force. Only matters appearing on the agenda may be considered in such session. Representatives of the press or other news media with valid credentials, except those participating in the disturbance, shall be allowed to attend such session. In addition, the presiding officer may readmit any individuals not responsible for disrupting the meeting.

As an alternative to removing individual(s), the presiding officer may call a recess to de-escalate the situation.

These rules shall be applied in a viewpoint neutral manner and do not prohibit criticism of the city, city staff, the public body, or city policies, programs, or services.

Americans with Disabilities Act
All legislative meetings open to the public must comply with the Americans with Disabilities Act. If members of the public body or members of the public attending the meetings require special assistance to participate in a meeting, individuals must notify the staff liaison or City Clerk at least seventy-two (72) hours prior to the meeting.

Limited English proficiency
Individuals who do not speak English as their primary language and who have a limited ability to read, speak, write, or understand English are considered limited English proficient.

If an individual appears before the public body and is limited English proficient and requests assistance, the individual should be provided a certified foreign language interpreter.

Individuals requesting an interpreter must notify the staff liaison or City Clerk at least seventy-two (72) hours prior to the meeting. Pursuant to the Ralph M. Brown Act, individuals using an interpreter shall be provided at least twice the allotted time given to other members of the public.

Presentation material
An individual making a presentation to a public body must submit all media to the City Clerk or secretary for review at least 72 hours in advance of the broadcasted meeting.

Any emergency exceptions must be approved by the City Manager.

Composition, responsibilities, and meeting dates of the City of Roseville boards, commissions, and committees
Charter Review Committee
Nine (9) members appointed by the City Council at least every ten (10) years Responsibilities
Reviews the Charter and presents, or causes to be presented, to the City Council a written report recommending amendments, if any, which should be made to the Charter.

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16 Meetings
The Charter Review Committee, once established, determines meeting day, time and location.

Design Committee
Three (3) members: two (2) members appointed by the City Council; one (1) member appointed by the Planning Commission; and one (1) alternate appointed by the Planning Commission Responsibilities
• Reviews design-related applications for multiple-residential, commercial, and industrial projects.
• Reviews proposed site plans, architecture, and landscaping for conformance with the city’s general plan, specific plans, and community design guidelines. • Reviews applications required by the city’s sign ordinance.

Meetings
The Design Committee meets the third Thursday of each month at 4:30 p.m. in the Civic Center meeting rooms 1 & 2, 311 Vernon Street.
*The chair of the committee shall be a current member of the Planning Commission. In the absence of the chair and vice chair of the committee, the alternate Planning Commissioner shall act as the presiding officer.

Economic Development Advisory Committee
Seven (7) members appointed by the City Council: one (1) councilmember; one (1) Chamber of Commerce representative; and five (5) industry representatives Responsibilities
• Ensures goals of the Roseville Economic Development Strategy (Strategy) are being met.
• Provides guidance to staff and recommendations to the City Council on implementation of the Strategy and recommends changes or additions as necessary to reflect changing economic conditions or opportunities.
• Reviews annual economic development work program and budget and makes recommendations to the City Council regarding economic development work program and budget.
• Reports to the City Council at least annually on Strategy progress and effectiveness of the Strategy.
• Review programs which assist existing and prospective businesses.

Meetings
The Economic Development Advisory Committee meets on the fourth Tuesday of January, April, July, and October at 1:30 p.m. in the Civic Center, 311 Vernon Street.

Grants Advisory Commission
Seven (7) members appointed by the City Council; additionally, the City Council may appoint a voting youth commissioner
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17 Responsibilities
• Reviews and recommends Citizens’ Benefit Fund (Chapter 4.06) and Roseville Employees Annual Charitable Hearts (“REACH”) fund and grant application processes and policies for grants to be approved by the City Council. • Acts as a forum for public participation in review of Citizens’ Benefit Fund and REACH grant applications.
• Annually reviews and makes recommendations on Citizens’ Benefit Fund and REACH grant applications.
• Monitors approved grants and reviews annual reports for measurable outcomes. • Recommends to the City Council the use of the interest earned by the city on the proceeds of the sale of the Roseville Community Hospital in the award of Citizens’ Benefit Fund grants.

Meetings
The Grants Advisory Commission meets the second Tuesday of each month at 5:30 p.m. in the council chambers, 311 Vernon Street.

Law and Regulation Committee
Two (2) council members, and one (1) alternate appointed by the City Council Responsibilities
• Requests, considers, and evaluates state and federal legislation, policies and regulations brought before the Committee and makes recommendations to the full City Council on those items.
• Provides input to staff regarding concerns about the effects a specific piece of legislation, policy or regulation might have on the community. • Requests additional information from staff regarding legislation, policies, and regulations.

Meetings
The regular day and time for meetings for the Law and Regulation Committee shall be established by resolution adopted by the City Council, as amended from time to time.

Library Board
Five (5) members appointed by the City Council; additionally, the City Council may appoint a voting youth member
Responsibilities
• Participates in strategic and long-range planning for the city library system. • Serves as community liaisons/advocates for library programs and services. • Reviews policies and procedures as presented by city library staff. • Represents the library at city-sponsored functions.
• Advises the City Council on important library efforts.

Meetings
The Library Board meets the fourth Monday of odd-numbered months at 6 p.m. at various city libraries.

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18 Local Sales Tax Citizens’ Oversight Committee
Five (5) members appointed by the City Council.

Responsibilities
• Annually, review revenue receipts and expenditures of the Transactions and Use Tax. • Annually, review status of programs and services, funded wholly or partially with proceeds from the Transactions and Use Tax.
• Annually, prepare and present an independent report to the City Council regarding the revenue and expenditures of the Transactions and Use Tax.

Meetings
The Local Sales Tax Citizens’ Oversight Committee meets two to three times per year, or as determined by the City Manager.

Parks and Recreation Commission
Seven (7) members appointed by the City Council; additionally, the City Council may appoint a voting youth commissioner.

Responsibilities
• Reviews and makes recommendations on park projects, department operations, recreation programs, events and related issues.

Meetings
The Parks and Recreation Commission meets the first Monday of each month at 6 p.m. in the council chambers, 311 Vernon Street.

Planning Commission
Seven (7) members appointed by the City Council
Responsibilities
• Makes recommendations to the City Council on general plan, specific plan, zoning and other land use policy areas.
• Reviews and makes recommendations to the City Council on, and where appropriate, approves entitlements for compliance with the general plan, applicable specific plans, and other policy documents.
• Takes final action on major project permits, conditional use permits, tree permits, tentative subdivision maps, variances, and zoning interpretations. • Determines the adequacy and consistency with the California Environmental Quality Act of environmental documentation associated with projects acted upon by the Planning Commission.
• Provides representation of the city at various conferences, before other agencies, etc. • Provides commission members for service on special task forces/ committees, as needed.
• Provides a forum for public involvement for the items listed above.

Meetings
The Planning Commission meets the second and fourth Thursdays of each month at 6:30 p.m. in the council chambers, 311 Vernon Street.

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19 Public Utilities Commission
Seven (7) members appointed by the City Council
Responsibilities
• Studies and advises the City Council regarding all utilities and enterprises owned or operated by the city, including but not limited to, electrical, water, wastewater, recycled water, solid waste, and stormwater.
• Advises the City Council regarding planning, rates, public information, and other matters relating to such enterprises.
• Hears citizen concerns relating to utility operation and/or rates. • Conducts public meetings and public hearings for the purpose of reviewing agreements, proposed utility-related projects, and rates prior to making a recommendation to the City Council.
• Reviews California Environmental Quality Act and National Environmental Policy Act documents for public utility-related projects.
• Advises the City Council regarding the activities of joint powers agencies, if the City Council appoints a representative of the commission to sit as a participant on the board, commission, or committee of a joint powers agency of which the city is a member.
• Quarterly reviews the departments’ progress reports given to the commission to determine the progress of each utility.
• Monitors new emerging technology and services, and when appropriate, makes recommendations to the City Council.
• Provides a forum for public involvement for the items listed above.

Meetings
The Public Utilities Commission meets the fourth Tuesday of each month at 6 p.m. in the council chambers, 311 Vernon Street.

Senior Commission
Seven (7) members appointed by the City Council
Responsibilities
• Investigate opportunities for outside revenue sources (grants) which are or which may be available to provide funding for senior programs and share findings with staff. • Highlight senior programs, services, and resources to the community. • Serve as a forum for commission members’ and residents’ expression of ideas, needs, and concerns, as they affect seniors, particularly in areas over which the City of Roseville has purview
• Respond to requests for recommendations to other commissions, staff, and City Council on programs, special events, policies and services. • Serve as the eyes and ears in the community, bringing pertinent information to staff to help improve senior services.
• Serve as ambassadors throughout the community for the services provided by the City of Roseville.

City Council/
Boards, Commissions
& Committees
Administrative
Standards
20 Meetings
The Senior Commission meets quarterly in February, May, August, and November on the second Wednesday of those months at 2:00 p.m. in the council chambers, 311 Vernon Street.

Transportation Commission
Seven (7) members appointed by the City Council; additionally, the City Council may appoint a voting youth commissioner
Responsibilities:
• Reviews and makes recommendations to the City Council on the general plan circulation element; the bicycle master plan, pedestrian master plan, short and long range transit plan, the capital improvement project plan; specific plan circulation plans; regional transportation plans, the public transit system; bikeway, pedestrian, transit, and roadway capital improvement projects and transportation systems management.
• Reviews and approves transportation systems management plans. • Provides representation of the city at various conferences and before other agencies, as needed,
• Provides a forum for public involvement for the items listed above.

Meetings
The Transportation Commission meets the third Tuesday of each month at 6 p.m. in the council chambers, 311 Vernon Street.

City Council/
Boards, Commissions
& Committees
Administrative
Standards
21 Supplemental meeting procedures
The meeting procedures of the Board of Appeals, Personnel Board, and City Council are substantially unique and are therefore supplemented herein separately.

In the event of a conflict between the Uniform Meeting Procedures and these Supplemental Meeting Procedures, the provisions of the Supplemental Meeting Procedures shall govern.

City Council/
Boards, Commissions
& Committees
Administrative
Standards
22 Board of Appeals
Ten to fifteen (10-15) members appointed by the City Council Responsibilities
• Serves as an advisory body to the City Council with respect to construction, building, code enforcement, or similar matters.
• Reviews matters as provided under the Uniform Building and Housing codes. • Serves as a pool of hearing examiners for the purpose of formation of each ad hoc hearing examiner panel as provided herein.

Semi-annual meetings
The Board of Appeals meets the second Tuesday of January and July, or as soon thereafter on a date and time as practicable, at 4:00 p.m. in the Civic Center, 311 Vernon Street. A chair and vice chair of the board shall be selected as set forth under the “Roles and responsibilities” section of these Administrative Standards.

Hearing panels
Three (3) members selected by the City Attorney or his or her designee from a pool consisting of the Board of Appeals members.

Responsibilities
• Assembles at the request of the City Attorney and may hear violations of, and consider administrative penalties for, violations of the Roseville Municipal Code or conditions of approval associated with discretionary permits.

Hearing panel
The City Attorney’s office shall fix a reasonable time and date for the convening of the hearing panel to hear and adjudicate claims before it.

Selection of hearing panel chair
A chair for each hearing panel shall be randomly selected by the City Attorney prior to the start of the hearing and shall be announced at the start of the hearing.

Order of business
The order of business at all hearings shall be as follows:
• Call to Order
• Identification of Chair
• Pledge of Allegiance
• Public Comment
• Swear in
• Matters to be Heard
• Staff report, complainant’s statement
• Appellant’s Response
• Rebuttals and Panel Questions
• Panel Discussion
• Panel Decision
• Adjournment
City Council/
Boards, Commissions
& Committees
Administrative
Standards
23 Conduct of business
Agenda of matters to be heard
An agenda of matters to be heard shall be prepared by the staff liaison and shall be made available a minimum of seventy-two (72) hours before the commencement of the hearing.

Presentation material
If an individual plans to use audio/visual materials, he or she must submit all audio/visual materials to the staff liaison no later than forty-eight (48) hours prior to the hearing.

Announcement of chair
The designation of the chair for the hearing panel will be announced.

Call to order
The chair of the hearing panel shall call the meeting to order.

Swear in
All persons presenting evidence and/or testimony shall be sworn in.

Matters to be heard
The chair shall announce the matter to be heard and the panel may consider any competent and reasonable evidence. The standard of proof shall be based on the preponderance of the evidence. The panel may hear all evidence in its discretion. Formal rules of evidence shall not apply.

Staff report
The enforcement officer shall present a staff report. If applicable, the complainant may testify and present evidence. A copy of any staff report shall be provided to the responsible party/ appellant at least five (5) days prior to the hearing. Additionally, a copy of the staff report shall be provided to the panel members at least five (5) days prior to the hearing.

Response, public testimony
The responsible party/appellant or the representative of the responsible party/appellant may respond to the staff report and/or the complainant. The response may include the presentation of testimony or evidence. Any materials provided by the responsible party/ appellant to the City Attorney’s office prior to the hearing shall also be provided to the panel members at least five (5) days before the hearing. Each side shall have five (5) minutes to make their initial presentation. If a translator is used, the person using the translator shall be provided at least ten (10) minutes for their initial presentation, which may be extended at the discretion of the chair.

Rebuttals and questions
The enforcement officer, the complainant, or the responsible party/appellant may offer rebuttal testimony. Each side shall have two (2) minutes for rebuttal. If a translator is used, the person using the translator shall be provided at least four (4) minutes for rebuttal, which may be extended at the discretion of the chair.

Rebuttal testimony is only to address relevant issues raised by the other party.

Panel discussion
Panel members may ask questions of city staff and of anyone who testified.

City Council/
Boards, Commissions
& Committees
Administrative
Standards
24 Decision
The chair shall close the matter and the panel may then consider the evidence. The hearing panel shall state its determination to the parties, based upon any required findings of fact.

If applicable, the chair will inform the responsible party/appellant of his/her appeal rights.

The panel shall proceed to the next matter to be heard until all such matters have been heard.

Appearances
Responsible party/appellant failure to appear
If the responsible party/appellant fails to appear for the hearing within 15 minutes after the hearing commences, the responsible party’s/appellant’s appeal will be automatically denied.

Complainant failure to appear
If the complainant fails to appear for the hearing within 15 minutes after the hearing commences, the responsible party’s/appellant’s appeal will be automatically granted as to the violation(s) dependent upon the complainant’s testimony. The hearing panel may still hear any violation(s) not dependent upon the complainant’s testimony.

Neither party appears
If both the responsible party/appellant and the complainant fail to appear for the hearing within 15 minutes after the hearing commences, the chair shall postpone the hearing pending rescheduling by the City Attorney. If both the responsible party/appellant and the complainant fail to appear for the rescheduled hearing within 15 minutes after the hearing commences, the responsible party’s/appellant’s appeal will be automatically granted as to the violation(s) dependent upon the complainant’s testimony, and denied as to any violation(s) not dependent upon the complainant’s testimony.

Official record
Minutes of the hearing, set off in paragraphs clearly stating the actions, findings and determinations of the panel, shall be kept by the City Attorney or the City Attorney designee.

Additionally, the record may include a recording of the actual hearing (either audio, video, or stenographical) as technology permits.

Personnel Board
Five (5) members appointed by the City Council
Responsibilities:
• Provides advice to the City Council on all matters relating to personnel administration in the city service.
• Investigates and takes action on complaints of an employee or group of employees alleging unfair treatment resulting from a management decision or lack of decision. • Interprets the city’s rules and regulations governing personnel practices or working conditions.
• Investigates and decides the claim of any person that their application for employment or promotion has not been processed and considered pursuant to the Charter and the personnel rules.
• Hears and decides disciplinary, administrative and employment appeals from employees.
• Reviews and takes action on recommended changes to the personnel rules and regulations.

City Council/
Boards, Commissions
& Committees
Administrative
Standards
25 Meetings
The Personnel Board meets as needed in the Civic Center, 311 Vernon Street.

Disciplinary hearings
Legal advisor
An objective legal advisor to the board shall be provided in disciplinary hearings.

Pre-hearing procedures
Not later than seventy-two (72) hours prior to the hearing, the parties shall provide to each other and the board a list of witnesses to be called, and all exhibits to be presented, at the hearing.

Hearing procedures
A. The parties shall be notified of the time and place of the hearing.

1. All hearings shall be conducted in closed session unless the employee requests a public hearing.

2. The employee shall be entitled to appear personally, produce evidence, and be represented by counsel

3. The complainant may also be represented by counsel.

4. The board shall be guided, but shall not be bound by rules of evidence used in California courts. Informality in any such hearing shall not invalidate any order or decision made or approved by the board.

5. The parties may present witnesses and cross-examine witnesses B. The presiding officer shall rule on the admissibility of evidence and objections to the examination of witnesses during the hearing. The board may use the services of its counsel which may include assistance with ruling upon procedural questions, objections to evidence, and issues of law.

C. The appellant/employee shall personally attend the hearing. Unexcused failure of an appellant to appear at a hearing shall be deemed a withdrawal of the appeal.

The order of business at disciplinary hearings shall be as follows:
• Call to Order
• Roll Call
• Preliminary Statement (advisor to the Personnel Board) • Documents/stipulations
• Witnesses Sworn
• Opening Statements
• Proof of the Charges
• Proof of the Defense
• Rebuttal (if any)
• Summation
• Board Deliberations
• Board action/open session
• Adjournment
City Council/
Boards, Commissions
& Committees
Administrative
Standards
26 Hearing decision
The board shall affirm, modify, or revoke the recommended personnel action. The board shall announce its decision in open session and thereafter issue a written decision within thirty (30) calendar days of adjournment of the hearing. The written decision shall contain findings of fact and the personnel action approved, if any. The findings may reiterate the language of the pleadings or simply refer to them. The decision of the board shall be certified to the director or designee who recommended the personnel action, and he/she shall enforce the decision.

A copy of the decision shall be delivered to the appellant or his/her designated representative personally or by registered mail. The decision of the board shall be final.

Conduct of business
Closed sessions
Whether a disciplinary hearing is open or closed to the public as permitted by the Brown Act, during the board deliberation concerning its decision, only the board members and the board’s legal advisor shall be present.

At least one week before the date set for the disciplinary hearing, an employee appealing a disciplinary action must notify the human resources director whether the appeal hearing shall be an open or closed session.

Witnesses excluded
Whenever the board is conducting a disciplinary hearing, either the employee, the city, or the board may request that all witnesses be excluded and the chair shall order the exclusion. Notwithstanding the preceding sentence, neither the disciplined employee nor the city’s designated representative shall be excluded, even though one or both may be witnesses in the hearing.

Appeals
Overturning the decision of the human resources director requires an affirmative vote of a majority of the board members present and qualified to act. If there is no majority vote to grant the appeal, the appeal is denied.

Official record
The minutes of the board for closed sessions shall be filed separately and secured for privacy purposes.

Recording of meetings
A professional transcriber/recorder will record closed disciplinary hearings.

City Council
Elective officers
The electors of the city shall elect a council of five (5) members each of whom shall be elected by district by the voters in that district for a four (4) year term of office. Commencing with the General Municipal Election in November of 2020 and every four (4) years thereafter, the voters in the odd-numbered electoral districts shall elect a councilmember. Commencing with the General Municipal Election in November of 2022 and every four (4) years thereafter, the voters in the even-numbered electoral districts shall elect a councilmember. The council shall constitute the legislative and governing body of the city and shall have authority, except as otherwise provided in the Charter, to exercise all powers of the city, and to adopt such ordinances and resolutions as may be proper in the exercise thereof. No councilmember shall serve more than two (2) consecutive four (4) year terms, commencing as of a date subsequent to April 9, 1974. A partial term of less than two (2) years served due to appointment or election City Council/
Boards, Commissions
& Committees
Administrative
Standards
27 to a vacant council seat does not count as a term for purposes of this section of the Charter.

However, a combination of an appointment to a vacant council seat followed by a subsequent election to fill the remainder of the unexpired term of that same vacant seat shall count as a term for purposes of this section of the Charter.

Eligibility for office
Only United States citizens may be elected or appointed officers of the city. Furthermore, in order to be eligible for city office, any councilmember elected or appointed to represent an electoral district must reside in that district and be a registered voter in that district, and any candidate for City Council must reside in, and be a registered voter in, the district in which the candidate seeks election at the time nomination papers are issued.

Assumption of office by, meeting of council, and seating of mayor and vice mayor The council shall be sworn in and assume office, subject to the qualifying provisions of the Charter, upon receipt of a certified statement of the results of the election pursuant to California Elections Code 15372, as it may be hereafter amended. The council shall hold its first meeting at that time. The vice mayor shall be seated by rotation in sequential order of the five (5) districts. Upon termination of a councilmembers’ term of office as vice mayor, the vice mayor shall be seated as mayor. The mayor and vice mayor shall each serve a two (2) year term.

Powers and duties of mayor
The mayor shall be the official head of the city government for purposes of ceremony. The mayor shall serve as the presiding officer at meetings of the City Council and shall decide all questions of order without debate, subject to advice from the City Attorney or the City Attorney designee. The mayor may not make any motion, but may second a motion. The mayor shall have all other rights and privileges of a councilmember.

Vice mayor
In the temporary absence or disability of the mayor, the vice mayor shall exercise the duties and prerogatives of the mayor. The mayor shall, whenever possible, notify the City Clerk of the mayor’s intended absence from the city. In the event both the mayor and vice mayor are unable to perform their duties, the City Council may appoint one of its members to act only as chair of a meeting.

Compensation
Each member of the City Council shall receive a salary that shall be six hundred dollars ($600) per month for each councilmember and the mayor shall receive an additional fifty dollars ($50) per month. Councilmembers may, upon order of the City Council, be reimbursed for reasonable and necessary expenses actually incurred in the service of the city. Confirmation of reimbursement should be received before expenditures are made.

Auxiliary Positions
Councilmembers are expected to attend many meetings outside of the city and may or may not be compensated for their attendance. Every two years the mayor is responsible for bringing recommendations forward for the distribution of these councilmember responsibilities to serve on regional and local agencies, boards, commissions, committees, and joint power authorities. If unable to attend, councilmembers must ensure their alternates can attend to ensure a quorum of members is present.

Councilmember vacancies
A. An office becomes vacant on the happening of any of the following events before the expiration of the councilmember’s term:

City Council/
Boards, Commissions
& Committees
Administrative
Standards
28 1. Upon any of the grounds listed in Section 1770 of the California Government Code as it now exists or may hereafter be amended.

2. Upon termination of residency in an electoral district by a councilmember elected or appointed to that district unless a substitute residence within the district is immediately declared and established within thirty (30) calendar days after the termination of residency.

B. When a vacancy is, for any reason, anticipated in advance of its actual occurrence, the council shall initiate the appointment or election process in anticipation of the vacancy.

The councilmember who will be vacating the seat may not participate in the process.

C. Any vacancy on the council may be filled by a majority vote of the remaining councilmembers within sixty (60) calendar days after the vacancy occurs. A person appointed by the council to fill a vacancy shall hold office until the next feasible election. A councilmember elected to fill a vacancy thereafter shall hold office for the remainder of the unexpired term. No person may be appointed to the council more than once.

D. If the council fails, for any reason, to fill such vacancy within the sixty (60) day period set forth in subsection c, it shall forthwith call an election for the earliest possible date to fill such vacancy. A councilmember elected to fill a vacancy shall hold office for the remainder of the unexpired term.

E. A partial term of less than two years served either due to an appointment or an election to a vacant Council seat, does not count as a term. Further, a combination of an appointment to a vacant Council seat, followed by a subsequent election to fill the remainder of the unexpired term of the same vacant seat, does count as a term.

F. In the event of a vacancy in the office of mayor, the vice mayor shall be seated as mayor and shall hold office for the remainder of the unexpired term being assumed.

In the event of a vacancy in the office of vice mayor, a vice mayor shall be seated from the electoral district next in rotation and shall hold office for the remainder of the unexpired term being assumed. The filing of vacancies pursuant to this subsection, however, shall not disrupt the normal mayoral and vice mayoral rotation and shall not result in reducing a mayor’s or vice mayor’s scheduled term.

Regular meetings
The council shall hold regular meetings on the first and third Wednesday of each month; provided that, if a regular meeting date falls on a legal holiday, the meeting shall be held at the same hour, same day the following week or may be canceled. An agenda will provide the time and place of the meetings.

Special meetings
Special meetings may be called by the City Clerk, City Manager, City Attorney, or by written request of the mayor or any three (3) councilmembers by providing each councilmember with at least seventy-two (72) hours’ written notice, except that for time sensitive business, only twenty-four (24) hours’ written notice is required. Written notice shall be served personally, electronically, or left at each councilmembers’ usual place of residence, and shall be publicly posted in accordance with the timeframes set forth in this section. Business transacted at any special meeting shall be limited to the subjects recited in the notice of such meeting.

City Council/
Boards, Commissions
& Committees
Administrative
Standards
29 Meeting place
All regular meetings shall be held in the council chambers, 311 Vernon Street, unless, by consensus, the City Council decides to meet elsewhere, in which case, notice of such alternate meeting place shall be posted by the City Clerk in a public place in advance of the proposed meeting in accordance with the Ralph M. Brown Act.

Meetings to be public
Except for closed sessions permitted by general state law, all City Council meetings shall be open to the public and members of the public shall have a reasonable opportunity to be heard.

Quorum
Three (3) councilmembers shall be a quorum for the transaction of business at City Council meetings except as otherwise provided by the Charter. In the absence of a quorum, a lesser number of councilmembers or the City Clerk may adjourn the meeting to a later date.

Attendance and conduct at meetings
The City Council may, by vote of not less than two (2) of its members, enforce orderly conduct and compel the attendance of its members and other city officers at its meetings. Any member of the City Council or other officer of the city who refuses to attend such meetings or conducts themselves in a disorderly manner shall be deemed guilty of misconduct in office. Upon request of the City Council, the City Manager shall designate a police official or officer to serve as the sergeant-at-arms of the City Council.

Council rules
The council shall determine its own rules and order of business subject to the following provisions. There shall be a journal of proceeding or minutes of all council meetings approved by the council and to which the public shall have access at all reasonable times. Within seven (7) days after any regular or special council meeting, the actions taken by the council at the meeting shall be available on the city’s website, and within thirty (30) days after any regular or special council meeting, action minutes of the meeting shall be prepared by the council for its approval.

A vote upon all ordinances and resolutions shall be taken individually by an affirmative or negative vote and entered upon the journal, except that where the vote is unanimous it shall be necessary only to so state.

Order of business
The order of business at all closed sessions shall be as follows:
• Closed Session Call to Order
• Closed Session Roll Call
• Closed Session Public Comments
• Closed Session
• Closed Session Report Out
• Closed Session Adjournment
The order of business at all regular meetings of the City Council shall be as follows:
• Call to Order
• Roll Call
• Pledge of Allegiance
• Meeting Procedures
• Presentations
City Council/
Boards, Commissions
& Committees
Administrative
Standards
30 • Public Comments
• Consent Calendar
• Minutes
• Bids/Purchases/Services
• Resolutions
• Ordinances (for introduction and first reading)
• Ordinances (for introduction and adoption – appropriation/urgency measures) • Ordinances (for second reading and adoption)
• Reports/Requests
• Ceremonial Documents
• Resolutions
• Ordinances
• Special Requests/Reports/Presentations
• Appointments
• Public Hearings
• Council/Staff/Reports/Comments
• Adjournment
Mayor
Krista Bernasconi
Phone: 916-223-1060
Email: [email protected]
Vice Mayor
Karen Alvord
Phone: 916-835-0240
Email: [email protected]
Councilmembers:

Bruce Houdesheldt
Phone: 916-365-5863
Email: [email protected]
Tracy Mendonsa
Phone: 916-517-7778
Email: [email protected]
Pauline Roccucci
Phone: 916-508-5807
Email: [email protected]
City Manager
Dominick Casey
Phone: 916-774-5362
Email: [email protected]
Assistant City Manager
Ryan DeVore
Phone: 916-774-5362
Email: [email protected]
Assistant City Manager/Chief
Financial Officer
Dennis Kauffman
Phone: 916-774-5319
Email: [email protected]
City Attorney
Michelle Sheidenberger
Phone: 916-774-5325
Email: [email protected]
City Clerk
Carmen Avalos
Phone: 916-774-5263
Email: [email protected]
CIVIC CENTER • 311 Vernon Street
Roseville, CA 95678 • roseville.ca.us
Board of Appeals
Travis Cochran
Phone: 916-774-5325
Email: [email protected]
Design Committee
Greg Bitter
Phone: 916-774-5294
Email: [email protected]
Economic Development Advisory
Committee
Melissa Anguiano
Phone: 916-774-5284
Email: [email protected]
Grants Advisory Commission
Megan Scheid
Phone: 916-774-5455
Email: [email protected]
Library Board
Natasha Martin
Phone: 916-774-5234
Email: [email protected]
Local Sales Tax Citizens
Oversight Committee
Dennis Kauffman
Phone: 916-774-5313
Email: [email protected]
Parks & Recreation Commission
Jill Geller
Phone: 916-774-5249
Email: [email protected]
Personnel Board
Stacey Peterson
Phone: 916-774-5374
Email: [email protected]
Planning Commission
Greg Bitter
Phone: 916-774-5294
Email: [email protected]
Public Utilities Commission
Daniel Beans
Phone: 916-774-5603
Email: [email protected]
Richard Plecker
Phone: 916-746-1704
Email: [email protected]
Senior Commission
Jeff Nereson
Phone: 916-774-5974
Email: [email protected]
Transportation Commission
Ed Scofield
Phone: 916-774-5449
Email: [email protected]
Board/Commission/Committee Liaisons
City of Roseville
City Council/Boards,
Commissions, &Committees
AdministrativeStandards
September 4, 2024
Contents
Purpose 2
City overview 2
Form of government 2
City Council 2
City Manager and department heads 2
City Attorney 2
City Clerk 2
Staff 2
Boards, commissions and committees 2
Membership 3
Eligibility 3
Incompatibility of office 3
Structure of terms of office 3
Youth members 3
Appointment policy 3
Procedure 3
Position requirements 4
Oath of office 4
New member training 4
Conflict of Interest Code 4
Ethics training 5
Sexual harassment training 5
Unclassified service 5
Social media 5
Dress code 5
Logo and materials 5
Attendance policy 5
Removal from office 6
Resignation 6
Safety information 6
Travel and Expenses 6
Rolesandresponsibilities 6
Liaison 6
Secretary 6
Chair 6
Additional role of the chair 7
Board, commission, or committee members 7
Limitations 8
Other persons 8
Spokesperson for group of persons 8
Meetingprocedures 8
Other guiding documents 8
Meetings 8
Regular meetings 8
Special meetings 9
Adjourned meetings 9
Recess of a meeting 9
Closed session 9
Quorum 9
Meetings of a majority of members 9
Agendas 10
Call to Order 10
Roll Call 10
Public Comments 10
Consent Calendar 10
Requests/Presentations 10
Public Hearings 11
Council/Board Member/Commissioner/Committee/Staff Reports 11 Adjournment 11
Order of business 11
Voting 11
Majority vote 12
Tie vote 12
Abstention 12
Conflict of interest 12
Recommendations 12
Official record 12
Minutes 12
Correction to Minutes 13
Recordings 13
Agendanotice requirements 13
Open Meeting Law 13
Meetings 13
Public notice 13
Rights ofthe public 14
Americans withDisabilitiesAct 14
Limited English proficiency 14
Presentationmaterial 14
Composition, responsibilities, and meeting dates of the City of Roseville boards, commissions, andcommittees 15
CharterReviewCommittee 15
Design Committee 15
Economic DevelopmentAdvisory Committee 15
GrantsAdvisory Commission 16
Law andRegulation Committee 16
Library Board 16
Local Sales TaxCitizens’Oversight Committee 17
Parks andRecreationCommission 17
Planning Commission 17
PublicUtilitiesCommission 18
Senior Commission 19
TransportationCommission 19
Supplemental meeting procedures 20
Board of Appeals 21
Personnel Board 23
City Council 25
Purpose
This handbook shall serve as the administrative standards for all City of Roseville boards, commissions, committees and City Council members (collectively “public officials”) so that expectations and practices are clearly articulated to guide members in their actions, and to provide a uniform framework for conduct. Informational appendices are included.

City overview
Form of government
TheCityofRosevilleCharter,adoptedin1954,establishes a council-managerformofmunicipal government. (Appendix I)
City Council
The five (5) member City Council, which is comprised of four (4) members and the mayor, enacts legislation, adopts budgets, and determines policy.

City Manager and department heads
The City Manageris appointed by the City Council. The City Managerisresponsible forthe day-to-day management ofthe city and supervisesthe organization through department heads. Department heads are appointed by and report directly to the City Manager.

Staff
City staff, underthedirection oftheCity Manager,isresponsible for carryingoutthe policies and actions ofthe City Council and implementing the programs and servicesset outin the budget and identified in the City Council’s annual goals.

City Council/
Boards, Commissions
& Committees
Administrative
Standards
**PlacerMosquitoAbatement&ControlDistrictis comprisedof five Placer County regionaltrustees. The City Councilappoints one individualto serve as one ofthe five regionaltrustees. ***OPEB Trust Investment Review Committee is comprised of eleven members (consisting of representatives from each bargaining unit (five), four retirees, and two city staff) appointed by and at the discretion of the City Manager with the purpose of providing advisory and non-binding input to city staff on investment performance and other related matters.

Individuals can only serve on a single City of Roseville board or commission at a time.

Notwithstanding the foregoing, individualsmay serve concurrently on a single City ofRoseville board or commission and a single City of Roseville committee.

Incompatibility of office
An individual cannot hold two conflicting public offices. Be aware that acceptance of one governmentalboardappointmentmayresultintheautomatic forfeitureofanotherpublic seat.

Structure of terms of office
Members of the boards, commissions, and committees serve staggered terms of four years.* No member shall serve more than two consecutive terms. In the event a person is appointed to fill an unexpired term the appointment to fill said unexpired term will be considered a partial term and will not be counted as one of the two full consecutive terms. *MembersoftheEconomicDevelopmentAdvisoryCommitteeservetwo-year terms. There are no limitations on the number of consecutive terms a member ofthe EconomicDevelopment Advisory Committeemay serve.

If at the expiration of an eligible member’s term the City Council has not yet appointed a replacement, the member may continue to serve on a month-to-month basis until a replacement is appointed.

Appointment policy
Procedure
City Council/
Boards, Commissions
& Committees
Administrative
Standards
If a vacancy on any board, commission, or committee occurs because the current term ended, resignation, death, moving, removal from incumbent’s office, ineligibility for re-appointment, etc. the following procedure will be used:
• The City Clerk will advertise the vacancy in the city’s legal newspaper and on the city’s website, and will notify the Roseville Chamber of Commerce, and the Roseville Coalition of Neighborhood Associations of the vacancy;
• The City Clerk will establish a deadline for receivingapplications; • Applicationsreceived after the deadline will not be accepted; • If fewer applications are received than twice the number of openings, the City Clerk may establish a new application deadline and the vacancy re-advertised as described in the first bullet point;
• The City Clerk will conduct video interviews of all applicants; • Applications and video interviews will be provided to the City Council; • If a new vacancy occurs after an application deadline and before an appointment is made, a new application process will not bere-advertised; • City Council will cast their vote at a pre-designated meeting date via ballots; • Ballots and applications of successful applicants are made part of the record and kept on file and made available for public review uponrequest.

Conflict of Interest Code
Under the Political Reform Act of 1974, all public agencies are required to adopt a Conflict of Interest Code. The code designates positions required to file Statement of Economic Interests, and assigns disclosure categories specifying the types of interests to be reported. The City of Roseville designates members of Charter Review Committee, Design Committee, the Economic Development Advisory Committee, Grants Advisory Commission, Local Sales Tax Citizens’ Oversight Committee, Planning Commission, Public Utilities Commission, and Transportation Commission as required filers of an Assuming, Annual, and Leaving Form 700 Statement of Economic Interests. State law requires a fine be assessed for those who fail to file required Fair Political Practices Commission documents. If a board, commission, or committee member fails to file an Assuming Office Form 700 Statement of Economic Interests for more than thirty (30) days after the final filing date, the member will be disqualified from any participation in the meetings or other activities of the board, commission, or committee until the member both files the required Statement of Economic Interests and pays any fines associated with the failure to file. If the member fails to file and/or pay the associated fine for more than sixty (60) days after the final filing date, the member shall be removed from the board, commission, or committee by City Council action.

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Ethics training
Assembly Bill 1234 imposes ethics training and compensation and reimbursement requirements on cities, counties, and special districts. For officials and board, commission, and committee members serving on or for a local agency, AB 1234 requires two (2) hours of ethics training within one year of appointment.* Thereafter, two (2) hours ofethics training every two years. Notification of this online training will be provided by the City Clerk Department. Failure to complete the online training shall result in removal from the board, commission, or committee.

Sexual harassment training
Assembly Bill 1661 imposes sexual harassment prevention training requirements on cities, counties, and special districts for officials serving on or for a local agency. Notification of this online training will be provided by the City Clerk Department.* Failure to complete the online training shall result in removal from the board, commission, or committee. In addition, the Department of Fair Employment and Housing requires all California employers to provide employees and volunteers the Department’s sexual harassment pamphlet. (Appendix IV) Unclassified service
As provided by the Charter, members of boards, commissions, and committees are considered unclassified employees and are required to comply with City of Roseville Administrative Regulation 2.03 – HARASSMENT, DISCRIMINATION, AND RETALIATION PREVENTION POLICY (Appendix II); and Roseville Administration Regulation 2.14 – ACCEPTANCE OF GIFTS AND GRATUITIES BY CITY EMPLOYEES. (Appendix III) Social media
Statements and opinions using social media including, but not limited to Twitter, Facebook, Nextdoor, or professional networks like Linkedln, must remain personal and cannot be intended as representing the city’s nor the board, commission, or committee’s official position.

Dress code
Board, commission, and committee members are expected to portray a positive and professional image and are expected to wear clean and appropriate business attire.

Shirts with the city logo are permitted while attending functions in the capacity as a board, commission, or committee member.

Attendance policy
It is the expectation that board, commission, and committee members attend all meetings.

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• Illness of the member or the member’s familymember;
• Family emergency related to illness orinjury;
• Business commitment, notice of which was provided to the chair and secretary in advance;
• Previously scheduled vacation, notice of which was provided to the chair and secretary in advance;
• Attendance at a funeral, religious service or ceremony, wedding, or other similarly significant event, notice of which was provided to the chair and secretary in advance.

Safety information
• An automated external defibrillator (AED) and a cardio pulmonary resuscitation (CPR) mask are mounted on the wall next to the media controlroom; • In case of an emergency, the chair should adjourn the meeting and advise everyone to exit through the double doors and gather across thestreet.

Roles and responsibilities
Liaison
Liaisons provide procedural direction and serve as staff support to the board, commission, or committee. The liaison is appointed from the department which most nearly encompasses the board, commission, or committee’s activities.

Chair
The chair and vice chair shall be selected by the board, commission, or committee members at a January or July meeting, or as soon thereafter as is practicable. Any voting member of the board, commission, or committee, except a youth member, can serve as chair and shall City Council/
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be seated at the next meeting. The length of term for the chair and vice chair shall be one (1) year. However, there are no limitations on the number of consecutive terms the chair or vice chair may serve.

The presiding officer shall have all other rights and privileges of a board, commission, or committee member.

Additional role of the chair
• Attend City Council meetings as needed to represent the board, commission, or committee;
• Call a meeting to order and proposeadjournment;
• Call for discussion and vote on motions;
• Clarify or request clarification of motions made bymembers; • Rule whether motions are out oforder;
• Interpret and enforce any meeting management bylaws or rules ofprocedure; • Call members to order if they disregard rules of procedure or decorum for the meeting; • Ensure that meetings are conducted in an efficient and productivemanner.

A board, commission, or committee member is expected to:
• Attend scheduled meetings;
• Prepare in advance of meetings and be familiar with issues on the agenda; • Contact the staff liaison if there arequestions;
• Participate in meetings and carry out assignments;
• Use community members to obtain feedback on topics under consideration; • Be considerate of fellow members andstaff;
• Not directstaff;
• Not speak for the board, commission, or committee unless authorized by the board, commission, or committee;
• Not speak for the city unless authorized to do so by action of the City Council.

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Limitations
Limited reports and comments at the end of the agenda are permissible as long as no action istaken.

Otherpersons
Persons addressing the board, commission, or committee shall step up to the podium and may, though not required, give their name for the record. All remarks shall be addressed to the body as a whole and not to any member thereof. No person, other than a member of the board, commission, or committee, staff liaison, or the person having the floor, shall be permitted to enter into any discussion without the permission of the presiding officer.

Meeting procedures
These meeting procedures shall pertain to all City of Roseville boards, commissions, committees, and the City Council (collectively “public bodies”). To the extent these procedures do not address an issue of parliamentary procedure for legislative body meetings, “Rosenberg’s Rules of Order: Simple Parliamentary Procedures for the 21st Century” shall apply. (Appendix VI) Other guiding documents
• The City of Roseville Charter, Roseville Municipal Code, and state statutes will govern public officials’ activities.
• Parliamentary Procedure dictates the body of rules, ethics, and customs governing meetings and other operations of clubs, organizations, legislative bodies, and deliberative assemblies.
• The Ralph M. Brown Act is an act of the California State Legislature, authored by Assembly member Ralph M. Brown and passed in 1953, that guarantees the public’s right to attend and participate in meetings of local legislative bodies. (Appendix VII) Meetings
Meetings of a majority of members
A meeting is a congregation of a majority of the members of a public body at the same time andplace to hear,discuss,deliberate,ortake actiononanissue inthesubjectmatter jurisdiction of the public body. Even if no action is taken, a gathering may constitute a meeting.

This includes informal gatherings and electronic communications, with or without public attendance or city sponsorship.

The following situations would not be considered a meeting if a majority of the public body attend as long as: (1) matters within the public body’s jurisdiction are not discussed, unless they are part of the program; and (2) program or events are open to the public:
• Open and publicized local publicmeeting;
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Moved (insertion) [1]
• Open, noticed meeting of another body;
• Social or ceremonial event;
• Open, noticed meeting of a standing committee (can attend but cannotparticipate); • Individual contacts or conversations among less than a majority of the members and a member of the public.

Quorum
A quorum is more than half (1/2 + 1), of all voting members of the entire public body. A quorum is based on the number of voting members of the full public body. In the absence of a quorum, a lesser number of public officials, the secretary, or City Clerk must adjourn the meeting after fifteen (15) minutes have passed. In addition, if a quorum is lost during the meeting due to a departure of a public official, a lesser number of public officials, the secretary, or City Clerk must adjourn the meeting.

If the agenda has already been distributed, a cancelation notice shall be posted and distributed in the same manner as the agenda was. The secretary must declare the meeting canceled by appearing at the meeting location and waiting fifteen (15) minutes after the meeting start time to verbally announce the meeting is canceled. The secretary shall then post a notice of cancelation of the meeting on the door of the room where the meeting was to be held.

Regular meetings
Regular meetings shall be held as scheduled, bi-weekly, monthly, quarterly, or annually.

Formatted: Font: Bold
Deleted: ¶
Special meetings
Special meetings may be called by the City Manager, the City Attorney, the City Clerk, the presiding officer, or a quorum of voting members of the public body. Notice of the special meeting must be provided to the public officials at least seventy-two (72) hours in advance, except that for time sensitive business only twenty- four (24) hours’ written notice is required.

Adjourned meetings
Any regular or special meeting may be adjourned (continued) to a specified time and place.

Recess of a meeting
A recess of a meeting may be called at the discretion of the presiding officer.

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Deleted: Quorum¶
A quorum is more than half (1/2 + 1), of all voting
members of the entire public body. A quorum is based on the number of voting members of the full public body. In the absence of a quorum, a lesser number of public
officials, the secretary, or City Clerk must adjourn the meeting after fifteen (15) minutes have passed. In
addition, if a quorum is lost during the meeting due to¶ a departure of a public official, a lesser number of public officials, the secretary, or City Clerk must adjourn the meeting.¶
Moved up [1]: Meetings of a majority of members¶
A meeting is a congregation of a majority of the
members of a public body at the same time and place
to hear, discuss, deliberate, or take action on an issue in the subject matter¶
jurisdiction of the public body. Even if no action is taken, a gathering may constitute a meeting. This includes informal gatherings and electronic communications, with or
without public attendance or city sponsorship.¶
The following situations would not be considered a
meeting if a majority of the public body attend as long as:
(1) matters within the public body’s jurisdiction are not discussed, unless they are part of the program; and (2) program or events are open to the public:¶
Open and publicized local public meeting;¶
Open, noticed meeting of another body;¶
Social or ceremonial event;¶
Open, noticed meeting of a standing committee (can
attend but cannot participate);¶
Individual contacts or conversations among less than a
majority of the members and a member of the public.¶
Although the above examples are generally not considered meetings, the City Attorney should be consulted prior to a majority of the public body attending a “non-meeting.” It is often advisable to notice the meeting or limit the
attendance to less than a majority of the public officials.¶ Agendas
Open Meeting Law
All of the meetings of public bodies are subject to the Ralph M. Brown Act, requiring the entire deliberative process of a public body to be open to the public.

The agenda should include the date, time, and location of a meeting.

The order of business at all regular meetings shall be as follows:
• Call to Order
• Roll Call
• Pledge of Allegiance
• Public Comments
• Consent Calendar
• Requests/Presentations (and public hearings)
• Council/Board Member/Commissioner/Staff Reports
• Adjournment
Call to Order
The presiding officer of the public body shall take the chair precisely at the hour appointed for the meeting, and shall call the meeting to order.

Public Comments
Public Commentsisintended to allow the public to addressthe public body onmatters not listed on the agenda. Individual comments shall be limited to three (3) minutes and shall not exceed a total of 25minutes, unlesssuch time is extended by the presiding officer. The presiding officer shall not permit the public to address items which are listed elsewhere on the agenda or which are not within the subject matter jurisdiction of the public body. The public body shall not engage in debate regarding, or take any action on, any matter brought under Public Comments except to refer the matter to staff or to determine that the matter should be included on a future agenda for debate and action.

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Items removed from the Consent Calendar for further discussion shall be discussed separately following the approval of the remaining items on the Consent Calendar. If a public official has a question or wishes to remove an item from the Consent Calendar they should call the staff liaison or the City Clerk no later than noon the day of the meeting. The staff liaison or City Clerk will determine if the item can be handled after the Consent Calendar or if it needs to be held over to the next meeting. The staff liaison or City Clerk shall so inform the presiding officer.

Requests/Presentations
Requests/Presentation items include presentations by staff or others, which may prompt discussion and/or action by the public body.

Public Hearings
Public hearing items include opening the public hearing, presentation by staff, presentation by applicant or appellant, and testimony from the public.

The order of business at public hearings shall be as follows:
• Open public hearing by presiding officer
• Presentation by staff
• Presentation by applicant (unless applicant is appellant) • Presentation by appellant
• Open public comment by presiding officer
• Public comment
• Close public comment by presiding officer
• Rebuttal by appellant
• Rebuttal by applicant (unless applicant is appellant) • Close public hearing by presiding officer
• City Council/board/commission/committee deliberation
• City Council/board/commission/committee action
Council/Board Member/Commissioner/Committee/Staff Reports Council/Board Member/Commissioner/Committee Reports are designed for members of the public body to briefly ask staff for information, ask a question for clarification, make an announcement, report on individual assignments and activities, or to request that an item be placed on a future agenda. The latter requires a majority consensus of the public body.

Caution should be used to avoid any discussion or action on such items. Individuals are allocated five (5) minutes apiece, for comments.

Staff Reports are designed for staff to make brief announcements and to provide the public body with brief reports on the city’s activities, projects, and services.

Adjournment
A motion to adjourn shall not be debatable. It shall be in order at any time, and; • Cannot interrupt a speaker who has thefloor;
• Cannot be amended;
• Must be seconded;
• Cannot be reconsidered;
• Must have a majority vote;
• A motion to adjourn “to another time” is debatable only as to the time to which the meeting is adjourned.

Order of business
The order of business may be changed at any time by the presiding officer or by consensus of the public body.

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Voting
All businessrequiring approval ofthe public body shall be taken individually by an affirmative or negative vote and entered into the record, exceptthat where the vote is unanimousitshall be necessary only to stateso.

Tie vote
Ifthere is a tie vote on amotion,then themotion shall fail. In the event amotion on an item resultsina tie vote,thepresidingofficer athisorher discretionshallrequire anothermotion, continue the item, orreferthe itemto the City Council withoutrecommendation ifthe item is before a board, commission, or committee. The number ofmotionsthatmay bemade on anitemshall be atthe discretion ofthe presiding officer. Ifthematterinvolves anappeal, and anaffirmative votedoes not occur,the resultisthatthe decisionappealed remainsin effect asdecidedby the decision-makingperson, board, commission, or committee fromwhichthe appeal wastaken.

Conflict of interest
When a member has a conflict of interest, or the appearance of a conflict of interest, the member must:
• Publicly state the nature of the conflict;
• Step down from the dais and leave the room until consideration of the particular item is finished, unless the item is on the Consent Calendar; • Not be counted toward achieving a quorum while the item is being discussed.

Agenda notice requirements
Open Meeting Law
All of the meetings of public bodies are subject to the Ralph M. Brown Act, requiring the entire deliberative process of a public body to be open to the public.

Meetings
A meeting is defined as the convening of members, whether in person or through electronic media or other communications, of the public body for the purpose of exercising the responsibility, authority, power or duties delegated to that body. A meeting is subject to the law whenever the public body meets for official purposes. When a quorum (1/2 + 1) of the members of a public body are present, it is considered a meeting for official purposes.

A meeting does not include social or chance gatherings.

Further, any communication, including emails, social media posts, or other electronic communication or serial conversations between some or all members, could be considered a public meeting. Information or any type of communication to be shared by one member with other members of the public body shall be sent to the staff liaison who will forward it to all City Council/
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Deleted: <object>Official record¶
Minutes¶
The Minutes serve as a permanent record of the
public body’s official actions. The board,
commission, or committee secretary or the City
Clerk shall be required to make a record only of
such business as was actually passed upon by a
vote of the public body, and shall not be required
to record any remarks of public officials, or of any
other person except at the special request of a
public official.¶
Minutes of the previous meeting shall be provided
to the public body prior to each meeting. The
minutes may be approved by majority vote even if
one or more of the voting members were not
present at the meeting to which the minutes
relate.¶
<object>¶
Correction to Minutes¶
Members of public bodies are to review minutes
and make corrections if needed so that the
approved minutes accurately reflect the work of
the group. Corrections are made at the meeting
when the minutes are brought forward for
adoption. Corrections require a motion,¶
second, and a majority vote, and, if approved, are
noted in the minutes of the current meeting. Any
changes to the draft minutes approved by the
public body will be reflected in the minutes for the
meeting at which the corrections are made.¶
¶
Recordings¶
A recording may be made of public body meetings.

Audio recordings of the meetings are to be kept for
one (1) year, and video recordings are to be kept
for three years after which time the recordings
shall be destroyed. Recordings are not the official
minutes of the public body.¶
¶
members of the public body.

Public notice
The Brown Actrequiresthat allmeetings of a governmental body be preceded by an official public notice:
• Regular meetings – when the meeting is held at a regular day, time, and location, the agenda must be posted seventy-two (72) hours in advance of the meeting. • Special meetings – when the meeting is held at a different time, different day, and/or different location than a regular meeting, then the agenda must be posted seventytwo (72) hours in advance of the meeting, except that for time sensitive business the agenda may be posted only twenty-four (24) hours in advance of the meeting. • Adjournedmeetings – regular and specialmeetingsmay be adjourned or continued to a future day ifthe business could not be completed at the originalmeeting. The time and date of the adjourned (continued)meeting must be designated and announced to the members of the public who are present at the time of adjournment, as well as recorded in the minutes.
• An agenda for each meeting of the board, commission, or committee is prepared by the board, commission, or committee secretary or liaison. An agenda for each meeting of the City Council is prepared by the City Clerk. The agenda outlines the topics or items of business that will be introduced, discussed, and acted upon at each meeting.

The agenda shall also include the date, time, and location of ameeting.

Rights of the public
Pursuant to the Ralph M. Brown Act and the First Amendment, the public must be allowed to:
• Attend, observe, and speak at meetings;
• Speak without being required to provide a name, address, or otherinformation; • Record the meeting with audio or video recorder and take photographs; • Review agendas and other documents distributed to a majority of the public body other than those exempt fromdisclosure;
• Request in writing that the agenda or agenda-related documents be mailed to them for a cost not to exceed the actual cost of providing the service; • Obtain a copy of any audio or video (if it exists) of the meeting (there is no requirement to prepare a transcript) for a cost not to exceed the actual cost of providing the service; • Speak to each itemon the agenda and to items underthe jurisdiction of the public body;
• Criticize or complain about processes orprocedures;
• Protest by wearingmessages on clothing, holding signs, or engaging in nonverbal forms of communication.

Prior to having the individual removed, the presiding officer shall warn the individual that their behavior is disrupting the meeting and that their failure to cease their behavior may result in their removal. If they do not promptly cease their disrupting behavior, they can be removed. No warning is required prior to removal if the individual is using force or threatening to use force.

City Council/
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As an alternative to removing individual(s), the presiding officer may call a recess to deescalate the situation.

These rules shall be applied in a viewpoint neutral manner and do not prohibit criticism of the city, city staff, the public body, or city policies, programs, or services.

Limited English proficiency
Individuals who do not speak English as their primary language and who have a limited ability toread,speak,write,orunderstandEnglishareconsideredlimitedEnglishproficient.

If an individual appears before the public body and islimited English proficient and requests assistance, the individualshould be provided a certified foreign language interpreter.

Presentationmaterial
An individual making a presentation to a public body must submit all media to the City Clerk or secretary for review at least 72 hours in advance of the broadcasted meeting.

Any emergency exceptions must be approved by the City Manager.

Deleted: If a
Deleted: plans to make a presentation on an
agenda item and plans to use audio/visual
materials, he or she must submit all audio/visual
materials to the staff liaison or City Clerk at least
seventy- two (72) hours prior to the meeting.

Composition,responsibilities,andmeetingdatesofthe
CityofRosevilleboards,commissions,andcommittees
Charter Review Committee
Nine (9) members appointed by the City Council at least every ten (10) years Responsibilities
Reviews the Charter and presents, or causes to be presented, to the City Council a written report recommending amendments, if any, which should be made to the Charter.

Meetings
The Charter Review Committee, once established, determines meeting day, time and location.

Meetings
The Design Committee meets the third Thursday of each month at 4:30 p.m. in the Civic Center meeting rooms 1 & 2, 311 Vernon Street.
*The chair ofthe committee shall be a currentmember ofthe Planning Commission. In the absenceofthe chair and vice chair ofthe committee, the alternate Planning Commissionershall act asthe presiding officer.

Economic Development Advisory Committee
Seven (7) members appointed by the City Council: one (1) councilmember; one (1) Chamber of Commerce representative; and five (5) industry representatives Responsibilities
• EnsuresgoalsoftheRosevilleEconomicDevelopmentStrategy (Strategy) are beingmet.
• Provides guidance to staff and recommendations to the City Council on implementationofthe Strategy andrecommends changesor additions as necessary to reflect changing economic conditions or opportunities.
• Reviews annual economic developmentwork programand budget andmakes recommendationsto the City Council regarding economic development work program and budget.
• Reports to the City Council at least annually on Strategy progress and effectiveness of the Strategy.
• Review programs which assist existing and prospective businesses.

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Meetings
The EconomicDevelopmentAdvisoryCommitteemeets onthe fourthTuesdayofJanuary, April, July, and October at 1:30 p.m. in the Civic Center, 311Vernon Street.

Grants Advisory Commission
Seven (7)members appointed by the City Council; additionally,the City Councilmay appoint a voting youth commissioner
Responsibilities
• Reviews and recommends Citizens’ Benefit Fund (Chapter 4.06) and Roseville Employees Annual Charitable Hearts (“REACH”) fund and grant application processes and policies for grants to be approved by the CityCouncil. • Acts as a forum for public participation in review of Citizens’ Benefit Fund and REACH grant applications.
• Annually reviews andmakesrecommendationsonCitizens’BenefitFundandREACH grant applications.
• Monitors approved grants and reviews annual reports for measurable outcomes. • Recommends to the City Council the use of the interest earned by the city on the proceeds of the sale of the Roseville Community Hospital in the award of Citizens’ Benefit Fund grants.

Meetings
The Grants Advisory Commission meets the second Tuesday of each month at 5:30 p.m. in the council chambers, 311 Vernon Street.

Meetings
The regular day and time formeetingsforthe Law and Regulation Committee shall be established by resolution adopted by the City Council, as amendedfromtime to time.

Library Board
Five (5) members appointed by the City Council; additionally, the City Council may appoint a voting youth member
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Responsibilities
• Participates in strategic and long-range planning for the city librarysystem. • Serves as community liaisons/advocates for library programs and services. • Reviews policies and procedures as presented by city librarystaff. • Represents the library at city-sponsored functions.
• Advises the City Council on important libraryefforts.

Meetings
The Library Board meets the fourth Monday of odd-numbered months at 6 p.m. at various city libraries.

Local Sales Tax Citizens’ Oversight Committee
Five (5) members appointed by the City Council.

Responsibilities
• Annually, review revenue receipts and expenditures of the Transactions and UseTax. • Annually, review status of programs and services, funded wholly or partially with proceeds from the Transactions and Use Tax.
• Annually, prepare and present an independent report to the City Council regarding the revenue and expenditures of the Transactions and Use Tax.

Meetings
The Local Sales Tax Citizens’ Oversight Committee meets two to three times per year, or as determined by the City Manager.

Parks and Recreation Commission
Seven (7) members appointed by the City Council; additionally, the City Council may appoint a voting youth commissioner.

Responsibilities
• Reviews and makes recommendations on park projects, department operations, recreation programs, events and related issues.

Meetings
The Parks and Recreation Commission meets the first Monday of each month at 6 p.m. in the council chambers, 311 Vernon Street.

Planning Commission
Seven (7) members appointed by the City Council
Responsibilities
• Makesrecommendationsto the City Council on general plan,specific plan,zoning and other land use policyareas.

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• Reviews and makes recommendations to the City Council on, and where appropriate, approves entitlements for compliance with the general plan, applicable specific plans, and other policy documents.
• Takes final action on major project permits, conditional use permits, tree permits, tentative subdivision maps, variances, and zoning interpretations. • DeterminestheadequacyandconsistencywiththeCaliforniaEnvironmentalQuality Act of environmental documentation associated with projects acted upon by the Planning Commission.
• Provides representation of the city at various conferences, before other agencies,etc. • Provides commission members for service on special task forces/ committees, as needed.
• Provides a forum for public involvement for the items listedabove.

Meetings
The PlanningCommissionmeetsthe second and fourth Thursdays of eachmonth at 6:30 p.m. in the council chambers, 311Vernon Street.

Public Utilities Commission
Seven (7) members appointed by the City Council
Responsibilities
• Studies and advises the City Council regarding all utilities and enterprises owned or operated by the city, including but not limited to, electrical, water, wastewater, recycled water, solid waste, and stormwater.
• Advises the City Council regarding planning, rates, public information, and other matters relating to such enterprises.
• Hears citizen concerns relating to utility operation and/orrates. • Conducts public meetings and public hearings for the purpose of reviewing agreements, proposed utility-related projects, and rates prior to making a recommendation to the City Council.
• Reviews California Environmental Quality Act and National Environmental Policy Act documents for public utility-related projects.
• Advises the City Council regarding the activities of joint powers agencies, if the City Council appoints a representative of the commission to sit as a participant on the board, commission, or committee of a joint powers agency of which the city is a member.
• Quarterly reviews the departments’ progress reports given to the commission to determine the progress of each utility.
• Monitorsnewemergingtechnology andservices,andwhenappropriate,makes recommendations to the CityCouncil.
• Provides a forum for public involvement for the items listedabove.

Meetings
The PublicUtilities Commissionmeetsthe fourthTuesdayof eachmonth at 6 p.m. inthe council chambers, 311 VernonStreet.

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Senior Commission
Seven (7) members appointed by the City Council
Responsibilities
• Investigate opportunities for outside revenue sources (grants) which are or which may be available to provide funding for senior programs and share findings with staff. • Highlight senior programs, services, and resources to thecommunity. • Serve as a forum for commission members’ and residents’ expression of ideas, needs, and concerns, as they affect seniors, particularly in areas over which the City of Roseville has purview
• Respond to requests for recommendations to other commissions, staff, and City Council on programs, special events, policies and services. • Serve as the eyes and ears in the community, bringing pertinent information to staff to help improve seniorservices.
• Serve as ambassadors throughout the community for the services provided by the City of Roseville.

Meetings
The Senior Commission meets quarterly in February, May, August, and November on the second Wednesday of those months at 2:00 p.m. in the council chambers, 311 Vernon Street.

Transportation Commission
Seven (7)members appointed by the City Council; additionally,the City Councilmay appoint a voting youth commissioner
Responsibilities:
• Reviews and makes recommendations to the City Council on the general plan circulation element; the bicycle master plan, pedestrian master plan, short and long range transit plan, the capital improvement project plan; specific plan circulation plans; regional transportation plans, the public transit system; bikeway, pedestrian, transit, and roadway capital improvement projects and transportation systems management.
• Reviews and approves transportation systems managementplans. • Provides representation of the city at various conferences and before other agencies, as needed,
• Provides a forum for public involvement for the items listedabove.

Meetings
The Transportation Commission meets the third Tuesday of each month at 6 p.m. in the council chambers, 311 Vernon Street.

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Supplemental meeting procedures
The meeting procedures of the Board of Appeals, Personnel Board, and City Council are substantially unique and are therefore supplemented herein separately. In the event of a conflict between the Uniform Meeting Procedures and these Supplemental
Meeting Procedures,the provisions ofthe Supplemental Meeting Procedures shall govern.

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Board of Appeals
Ten to fifteen (10-15) members appointed by the City Council Responsibilities
• Serves as an advisory body to the City Council with respect to construction, building, code enforcement, or similarmatters.
• Reviews matters as provided under the Uniform Building and Housing codes. • Serves as a pool of hearing examiners for the purpose of formation of each ad hoc hearing examiner panel as provided herein.

Hearing panels
Three (3) members selected by the City Attorney or his or her designee from a pool consisting of the Board of Appeals members.

Hearing panel
The City Attorney’s office shall fix a reasonable time and date for the convening of the hearing panel to hear and adjudicate claims before it.

Selection of hearing panel chair
Achairfor each hearing panelshall be randomly selected by the City Attorney priorto the start ofthe hearing and shall be announced at the start of the hearing.

Order of business
The order of business at all hearings shall be as follows:
• Call to Order
• Identification of Chair
• Pledge of Allegiance
• Public Comment
• Swear in
• Matters to be Heard
• Staff report, complainant’sstatement
• Appellant’s Response
• Rebuttals and PanelQuestions
• Panel Discussion
• Panel Decision
• Adjournment
City Council/
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& Committees
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Conduct of business
Agenda of matters to be heard
An agenda ofmattersto be heard shall be prepared by the staff liaison and shall be made availableaminimumofseventy-two(72)hoursbefore thecommencementofthehearing.

Announcement of chair
The designation of the chair for the hearing panel will be announced.

Call to order
The chair of the hearing panel shall call the meeting to order.

Swear in
All persons presenting evidence and/or testimony shall be sworn in.

Rebuttal testimony is only to address relevant issues raised by the other party.

Panel discussion
Panel members may ask questions of city staff and of anyone who testified.

City Council/
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& Committees
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Decision
The chair shall close the matter and the panel may then consider the evidence. The hearing panel shall state its determination to the parties, based upon any required findings of fact.

If applicable, the chair will inform the responsible party/appellant of his/her appeal rights.

The panel shall proceed to the next matter to be heard until all such matters have been heard.

Official record
Minutes of the hearing, set off in paragraphs clearly stating the actions, findings and determinations of the panel, shall be kept by the City Attorney or the City Attorney designee.

Additionally, the record may include a recording of the actual hearing (either audio, video, or stenographical) as technology permits.

Personnel Board
Five (5) members appointed by the City Council
Responsibilities:
• Provides advice to the City Council on all matters relating to personnel administration in the city service.
• Investigates and takes action on complaints of an employee or group of employees alleging unfair treatment resulting from a management decision or lack of decision. • Interprets the city’s rules and regulations governing personnel practices or working conditions.
• Investigates and decides the claim of any person that their application for employment or promotion has not been processed and considered pursuant to the Charter and the personnel rules.
• Hears and decides disciplinary, administrative and employment appeals from employees.
• Reviews andtakes actiononrecommended changestothepersonnelrules and regulations.

Meetings
City Council/
Boards, Commissions
& Committees
Administrative
Standards
The Personnel Board meets as needed in the Civic Center, 311 Vernon Street.

Disciplinary hearings
Legal advisor
An objective legal advisor to the board shall be provided in disciplinary hearings.

Hearing procedures
A. The parties shall be notified of the time and place of thehearing.

1. All hearingsshall be conducted inclosed session unlessthe employee requests a public hearing.

2. The employeeshallbe entitledtoappearpersonally,produce evidence, andbe represented by counsel

3. The complainant may also be represented by counsel.

C. The appellant/employee shall personally attend the hearing. Unexcused failure of an appellant to appear at a hearing shall be deemed a withdrawal of the appeal.

The order of business at disciplinary hearings shall be as follows:
• Call to Order
• Roll Call
• Preliminary Statement (advisor to the PersonnelBoard) • Documents/stipulations
• Witnesses Sworn
• Opening Statements
• Proof of the Charges
• Proof of the Defense
• Rebuttal (if any)
• Summation
• Board Deliberations
• Board action/open session
• Adjournment
City Council/
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& Committees
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Hearing decision
The board shall affirm, modify, or revoke the recommended personnel action. The board shall announce its decision in open session and thereafter issue a written decision within thirty (30) calendar days of adjournment of the hearing. The written decision shall contain findings of fact and the personnel action approved, if any. The findings may reiterate the language of the pleadings or simply refer to them. The decision of the board shall be certified to the director or designee who recommended the personnel action, and he/she shall enforce the decision.

A copy of the decision shall be delivered to the appellant or his/her designated representative personally or by registered mail. The decision of the board shall befinal.

Atleast one week before the date setforthe disciplinary hearing, an employee appealing a disciplinary actionmustnotify thehumanresourcesdirectorwhethertheappealhearingshall be an open or closedsession.

Witnesses excluded
Whenever the board is conducting a disciplinary hearing, either the employee, the city, or the board may request that all witnesses be excluded and the chair shall order the exclusion.Notwithstandingtheprecedingsentence,neitherthedisciplinedemployeenor the city’s designated representative shall be excluded, even though one or bothmay be witnesses in the hearing.

Official record
The minutes of the board for closed sessions shall be filed separately and secured for privacy purposes.

Recording of meetings
A professional transcriber/recorder will record closed disciplinary hearings.

City Council
Elective officers
The electors ofthe city shall elect a council offive (5)members each of whomshall be elected by district by the votersin that districtfor a four(4) yeartermof office. Commencing with the General Municipal Election in November of 2020 and every four (4) years thereafter, the voters in the odd-numbered electoral districts shall elect a councilmember. Commencing with the General Municipal Election in November of 2022 and every four (4) years thereafter, the voters in the even-numbered electoral districts shall elect a councilmember. The council shall constitute the legislative and governing body of the city and shall have authority, except as otherwise provided in the Charter, to exercise all powers of the city, and to adopt such ordinances and resolutions as may be proper in the exercise thereof. No councilmember shall serve more than two (2) consecutive four (4) year terms, commencing as of a date subsequent to April 9, 1974. A partial term of less than two (2) years served due to appointment or election City Council/
Boards, Commissions
& Committees
Administrative
Standards
to a vacant council seat does not count as a term for purposes of this section of the Charter.

Councilmember vacancies
A. An office becomes vacant on the happening of any of the following events before the expiration of the councilmember’sterm:

City Council/
Boards, Commissions
& Committees
Administrative
Standards

1. Upon any of the grounds listed in Section 1770 of the California Government Code as it now exists or may hereafter beamended.

B. When a vacancy is, for any reason, anticipated in advance of its actual occurrence, the council shall initiate the appointment or election process in anticipation of the vacancy.

The councilmember who will be vacating the seat may not participate in the process.

C. Any vacancy on the council may be filled by a majority vote of the remaining councilmemberswithinsixty (60)calendardays afterthe vacancyoccurs.Aperson appointed by the council to fill a vacancy shall hold office until the next feasible election. A councilmember elected to fill a vacancy thereaftershall hold office for the remainder of the unexpired term. No person may be appointed to the council more than once.

F. In the event of a vacancy in the office of mayor, the vice mayor shall be seated as mayor and shall hold office for the remainder of the unexpired term being assumed.

City Council/
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& Committees
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Meeting place
All regular meetings shall be held in the council chambers, 311 Vernon Street, unless, by consensus,theCityCouncildecidestomeetelsewhere,inwhichcase,noticeofsuchalternate meeting place shall be posted by the City Clerk in a public place in advance ofthe proposed meeting in accordance with the Ralph M. Brown Act.

Meetings to be public
Except for closed sessions permitted by general state law, all City Council meetings shall be open to the public andmembers ofthe public shall have a reasonable opportunity to be heard.

A vote upon all ordinances and resolutions shall be taken individually by an affirmative or negative vote and entered upon the journal, exceptthatwhere the voteis unanimousitshall be necessary only to sostate.

Order of business
The order of business at all closed sessions shall be as follows:
• Closed Session Call toOrder
• Closed Session Roll Call
• Closed Session Public Comments
• Closed Session
• Closed Session ReportOut
• Closed Session Adjournment
The order of business at all regular meetings of the City Council shall be as follows:
• Call to Order
• Roll Call
• Pledge ofAllegiance
• Meeting Procedures
• Presentations
• Public Comments
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Deleted: regular meetings of the City Council
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• Consent Calendar
• Minutes
• Bids/Purchases/Services
• Resolutions
• Ordinances (for introduction and firstreading)
• Ordinances (for introduction and adoption – appropriation/urgencymeasures) • Ordinances (for second reading andadoption)
• Reports/Requests
• Ceremonial Documents
• Resolutions
• Ordinances
• Special Requests/Reports/Presentations
• Appointments
• Public Hearings
• Council/Staff/Reports/Comments
• Adjournment
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& Committees
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Standards
Deleted: Public Hearings
Deleted: Appointments
CIVIC CENTER • 311 Vernon Street
Roseville, CA 95678 • roseville.ca.us
Mayor
Krista Bernasconi
Phone: 916-223-1060
Email: [email protected]
Vice Mayor
Karen Alvord
Phone: 916
Email: [email protected]
Councilmembers:

Bruce Houdesheldt
Phone: 916-365-5863
Email: [email protected]
Pauline Roccucci
Phone: 916-508-5807
Email: [email protected]
Tracy Mendonsa
Phone: 916-517-7778
Email: [email protected]
City Manager
Dominick Casey
Phone: 916-774-5362
Email: [email protected]
Assistant City Manager
Ryan DeVore
Phone: 916-774-5362
Email: [email protected]
Assistant City Manager/Chief
Financial Officer
Dennis Kauffman
Phone: 916-774-5319
Email: [email protected]
City Attorney
Michelle Sheidenberger
Phone: 916-774-5325
Email: [email protected]
City Clerk
Carmen Avalos
Phone: 916-774-5263
Email: [email protected]
Board/Commission/Committee Liaisons
Board of Appeals
Travis Cochran
Phone: 916-774-5325
Email: [email protected]
Design Committee
Greg Bitter
Phone: 916-774-5294
Email: [email protected]
Economic Development Advisory
Committee
Melissa Anguiano
Phone: 916-774-5284
Email: [email protected]
Grants Advisory Commission
Megan Scheid
Phone: 916-774-5455
Email: [email protected]
Library Board
Natasha Martin
Phone: 916-774-5234
Email: [email protected]
Local Sales Tax Citizens
Oversight Committee
Dennis Kauffman
Phone: 916-774-5313
Email: [email protected]
Parks & Recreation Commission
Jill Geller
Phone: 916-774-5249
Email: [email protected]
Personnel Board
Stacey Peterson
Phone: 916-774-5374
Email: [email protected]
Planning Commission
Greg Bitter
Phone: 916-774-5294
Email: [email protected]
Public Utilities Commission
Daniel Beans
Phone: 916-774-5603
Email: [email protected]
Richard Plecker
Phone: 916-746-1704
Email: [email protected]
Senior Commission
Jeff Nereson
Phone: 916-774-5974
Email: [email protected]
Transportation Commission
Ed Scofield
Phone: 916-774-5449
Email: [email protected]
Deleted: Bruce Houdesheldt
Deleted: 365-
Deleted: 5863
Deleted: [email protected]
Deleted: rista Bernasconi
Deleted:

Deleted: -223-1060
Deleted: bernasconi
Deleted: Scott Alvord
Deleted: 784
Deleted: 0240
Deleted: [email protected]

COUNCIL COMMUNICATION
CC #: 3673
File #: 0800-04
Title: Purchase of Motor Vehicles Ordinance
Contact: Brandy LeBeau 916-774-5531 [email protected] Meeting Date: 12/18/2024
Item #: 7.29.

RECOMMENDATION TO COUNCIL
Staff recommends that the City Council introduce for first reading an uncodified ordinance for Fleet Services purchases, granting the Purchasing Officer authority to purchase motor vehicles equal to or greater than the bid amount established in the City Charter for a period of two years.

BACKGROUND
The Fleet Services Division of the Public Works Department is responsible for procuring motor vehicles and equipment for the City of Roseville. However, the current bid amount and City Council approval process create significant challenges in the current vehicle market. Due to the inflated cost of vehicles, nearly all replacements exceed the $75,000 threshold, requiring City Council approval. This additional four-week approval process often results in missed manufacturer order windows or unavailable dealer inventory, making it difficult to procure essential vehicles. The highly competitive market, driven by supply chain disruptions and regulatory pressures, has further exacerbated this issue. To address these constraints, Fleet Services requests an extension of the Fleet Purchasing Ordinance to streamline purchasing and secure vehicles promptly.

The ordinance extension is critical in order to meet the state’s Advanced Clean Fleet (ACF) regulation and ensure uninterrupted fleet operations. As vehicle manufacturers phase out internal combustion engine (ICE) models, securing them is becoming increasingly difficult. The extension will allow the City to purchase ICE vehicles while still available, maintaining fleet diversity for operations where electric vehicles (EVs) may not be viable. Additionally, by meeting the 50% EV purchase mandate over the next two budget cycles, the City can reach the required 10% ACF target which enables exemptions for ICE vehicles when the 100% EV mandate begins in 2027.

This phased approach will also help the City fully utilize its existing EV infrastructure while preparing for future needs. Without this extension, the City risks operational disruptions, increased costs, and will have difficulty complying with the ACF.

To meet growing demand and ensure the best possible service and safety for Fleet Services customers, the Purchasing Officer requests the authority to purchase vehicles equal to or greater than the bid amount established in the City Charter. This would allow Fleet Services to act swiftly in procuring vehicles available at dealerships or placing orders as soon as manufacturer order windows open. The competitive bidding process would still be followed, with awards made to the lowest responsible bidder, and all purchases would remain within the Council approved Fleet Replacement Fund budgeted amounts. The ordinance would automatically terminate two years after the approval date, providing a temporary but crucial measure to maintain fleet operations during this transitional period.

FISCAL IMPACT
There is no additional fiscal impact associated with this request. Funding for all purchases is included in the approved fiscal year budgets, and no additional funds are requested for this action.

ENVIRONMENTAL REVIEW
The California Environmental Quality Act (CEQA) does not apply to activities that will not result in a direct or reasonably foreseeable indirect physical change in the environment or is otherwise not considered a project as defined by CEQA Statute §21065 and CEQA State Guidelines §15060(c)(3) and §15378. Approval of authority to purchase vehicles and trucks meets the above criteria and is not subject to CEQA. No additional environmental review is required.

CITY COUNCIL STRATEGIC PLAN/OVERARCHING GOALS
Goal A – Remain fiscally responsible in a changing world.

Goal E – Deliver exceptional city services.

Goal F – Invest in well-planned infrastructure and growth.

Respectfully Submitted,
Brandy LeBeau, Fleet Manager
Jason Shykowski, Public Works Director
_____________________________
Dominick Casey, City Manager
ATTACHMENTS:

Description
Ordinance
ORDINANCE NO.

ORDINANCE OF THE COUNCIL OF THE CITY OF ROSEVILLE

GRANTING THE PURCHASING OFFICER AUTHORITY TO MAKE PURCHASES OF

MOTOR VEHICLES EQUAL TO OR GREATER THAN THE BID AMOUNT ESTABLISHED

IN THE CITY CHARTER FOR A PERIOD OF TWO YEARS
THE CITY OF ROSEVILLE ORDAINS:

SECTION 1. The Fleet Services Division of the Public Works Department is responsible for procuring motor vehicles for the City of Roseville. Like other California municipalities, the City must comply with increasingly strict state regulations, including the Advanced Clean Fleets (ACF) and Advanced Clean Cars (ACC) regulations. Due to regulatory pressure, vehicle manufacturers are significantly reducing the production of internal combustion engine (ICE) vehicles, resulting in smaller allocations and limited availability. This supply chain constraint makes procuring ICE vehicles highly competitive and time-sensitive.

SECTION 2. The Fleet Services Division frequently faces challenges in procuring necessary motor vehicles because of the time required to obtain City Council approval for purchase orders, as mandated by the City’s procurement rules and policies. This delays the City's ability to secure ICE vehicles, which are already in short supply, and risks missing out on limited allocations. Additionally, the availability of ICE vehicles is diminishing as manufacturers prioritize electric vehicle (EV) production.

Securing ICE vehicles within the subsequent two budget cycles is critical, as regulatory changes will further restrict ICE procurement. After this period, the City may be forced to purchase 100% EVs, even when an ICE vehicle would better meet operational needs. Further complicating procurement, exemptions to purchase ICE vehicles are becoming more challenging, requiring 10% of the City’s fleet to be already electric. This restriction highlights the importance of acting swiftly to secure ICE vehicles before these limitations become even more stringent.

SECTION 3. Section 7.21 of the Charter of the City of Roseville provides that competitive prices or bids for all purchases and public works and improvements shall be obtained where practicable and the purchase made from, or the contract awarded to, the lowest responsible bidder.

Section 7.21 further provides that sealed bids shall be asked for in all transactions involving the expenditure of seventy-five thousand dollars ($75,000) or more.

SECTION 4. Section 4.12.090(A) of the Roseville Municipal Code provides that purchases of supplies or equipment of an estimated value equal to or greater than the bid amount established in the City Charter, shall be by written purchase order with the lowest responsible bidder. Section

4.12.090(D) provides that following an opening of bids for the purchase of such supplies or equipment, City staff shall submit a recommendation to the City Council for award. Section

4.12.090(F) provides that bids shall be awarded by the City Council, and a purchase order issued by the Purchasing Officer, to the lowest responsible bidder.

SECTION 5. The City Council desires to temporarily exempt, for a period of two (2) years, the purchase of motor vehicles in an amount of seventy-five thousand dollars ($75,000) or more from the requirement that such purchase orders be approved by the City Council. This temporary exemption for motor vehicle purchases only applies to purchases that are 1) competitively bid 2 pursuant to the City’s existing laws and policies and; 2) within the budget previously approved by the City Council.

SECTION 6. Accordingly, notwithstanding the provisions of Chapter 4.12 of the Roseville Municipal Code to the contrary, purchases of motor vehicles in the amount of seventy-five thousand dollars ($75,000) or more may be awarded by the Purchasing Officer to the lowest responsible bidder without further City Council approval. This authority is expressly conditioned upon such purchases being within the previously allocated and approved budget of the Fleet Services Division of the Public Works Department. This Ordinance shall terminate on December 31, 2026.

SECTION 7. The City Clerk is hereby authorized and directed to post a true copy of the foregoing ordinance in each of three (3) conspicuous locations in the City and shall immediately after such posting enter in the Ordinance Book under the record of the ordinance a certificate under her hand stating the time and place of said publication by posting.

PASSED AND ADOPTED by the Council of the City of Roseville this ____ day of ____________, 20__, by the following vote on roll call:

AYES COUNCILMEMBERS:

NOES COUNCILMEMBERS:

ABSENT COUNCILMEMBERS:
___________________________________
MAYOR
ATTEST:
______________________________________
City Clerk

COUNCIL COMMUNICATION
CC #: 3655
File #: 0316-04
Title: 2024 Speed Limit Update - Roseville Municipal Code Amendment Contact: Jana Cervantes 916-774-5498 [email protected] Meeting Date: 12/18/2024
Item #: 7.30.

RECOMMENDATION TO COUNCIL
This is a request to set the speed limits on certain roads in the City of Roseville. Two options are available for Council’s consideration:

1. Introduce for first reading, an ordinance amending section 11.28.010 of Chapter 11.28 of Title 11 of the Roseville Municipal Code regarding speed limits that would be radar enforceable, or

2. Adopt an amended speed limit ordinance with speed limits modified as desired. However, roadway segments with lower speed limits than those recommended may not be radar enforceable.

Staff recommends option 1, approval of the attached speed limit ordinance.

BACKGROUND
State law establishes the process for setting speed limits for roadways in California. The California Vehicle Code (CVC) and the California Manual on Uniform Traffic Control Devices (CaMUTCD) contain the guidelines and processes that must be followed in order to make speed limits radar enforceable. Certain roadways are assigned speed limits by default (called “prima facie” speed limits), such as 25 mph for residential streets and business districts, 15 mph in alleys, and 65 mph on all other roadways. Those do not require any kind of study as they are established by law. To justify a posted speed limit other than 65 mph that is radar enforceable, local jurisdictions are required to conduct and approve an Engineering and Traffic Survey (ETS). An ETS is based on two factors; the measured 85th percentile speed (the speed at or below which 85% of the traffic is traveling) and whether or not “conditions not readily apparent to motorists” are present.

The California Department of Transportation (Caltrans) has an established set of standards and procedures for conducting an ETS. These standards require that for a speed limit to be radar enforceable, the posted speed limit should be set at the 5 mph increment nearest the 85th percentile speed. The recommended speed limit can be lowered an additional 5 mph if “conditions not readily apparent to motorists” are present. Conditions not readily apparent can be a variety of things such as an accident history, numerous driveways along the roadway, adjacent land uses, bike lanes, etc. The CVC requires that speed surveys must be conducted every seven to fourteen years, or when there is a major change to a roadway.

Staff recently completed 24 ETS’s (See Table 1, attached). There are 11 new roadways surveyed; 12 surveys with no change recommended; and 1 survey with a proposed decrease. The proposed decrease is along Freedom Way due to a reduction of the measured 85th percentile speed.

A summary of the speed surveys is shown in Table 1 and a copy of the complete set of speed surveys is available in Public Works/Engineering or upon request for Council and/or the public's review. The CVC requires that posted speed limits be consistent with the results of the ETS to be radar enforceable. Public Works, Police, and the City Attorney are all in agreement that in order for the City to be in compliance with state law, posted speed limits need to be set using the state guidelines.

FISCAL IMPACT
The cost of completing speed limit surveys and changing the recommended speed limit signs is included in existing operating budgets.

ENVIRONMENTAL REVIEW
The California Environmental Quality Act (CEQA) only applies to projects which have the potential to cause a significant effect on the environment. Where it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment, the activity is not subject to CEQA environment (CEQA Guidelines §15061(b)(3)).

CITY COUNCIL STRATEGIC PLAN/OVERARCHING GOALS
Goal C - Maintain a safe and healthy community
Goal E - Deliver exceptional city services
Respectfully Submitted,
Jana Cervantes, Senior Engineer
Jason Shykowski, Public Works Director
_____________________________
Dominick Casey, City Manager
ATTACHMENTS:

Description
Speed Limit Ordinance 10-24-2024
Table 1 - 2024 Speed Surveys
1 ORDINANCE NO.

ORDINANCE OF THE COUNCIL OF THE CITY OF ROSEVILLE AMENDING SECTION 11.28.010 OF CHAPTER 11.28 OF TITLE 11 OF THE ROSEVILLE

MUNICIPAL CODE REGARDING SPEED LIMITS
THE CITY OF ROSEVILLE ORDAINS:

SECTION 1. Section 11.28.010 of Chapter 11.28 of Title 11 of the Roseville Municipal Code is hereby amended to read as follows:

11.28.10 Change in speed limits set by state law.

Pursuant to authority contained in Sections 22357 and 22358 of the Vehicle Code, the city council determines upon the basis of an engineering and traffic survey that the prima facie speed limits set forth in this section would facilitate the orderly movement of vehicular traffic and would be reasonable and safe, except when passing school grounds, and it is determined that a speed limit greater than those hereinafter set forth would be more than is reasonable or safe. It is declared that the prima facie speed limits hereinafter set forth are established according to law:

1. Alexandra Drive: a. Between East Roseville Parkway and Secret Ravine Parkway, 35 mph;

2. All-America City Boulevard: a. Between Los Vegas Avenue and Washington Boulevard, 25 mph;

3. Angus Road: a. Between Fiddyment Road and Casa Sedona Drive, 35 mph;

4. Antelope Creek Drive: a. Between Galleria Boulevard and Creekside Ridge Drive, 30 mph, b. Between Creekside Ridge Drive and end, 30 mph;

5. Atkinson Street: a. Between Denio Loop and Church Street, 40 mph, b. Between Denio Loop and PFE, 45 mph;

6. Atlantic Street: a. Between Yosemite Street and Interstate 80, 40 mph; 2 7. Auburn Boulevard: a. Between Riverside and city limits, 35 mph;

8. Automall Drive: 30 mph;

9. Baseline Road: a. Between Foothills Boulevard and Fiddyment Road, 45 mph; b. Between Fiddyment Road and Westbrook Boulevard, 50 mph; a.c. Between Westbrook Boulevard and Western City Limits, 50 mph;

10. Berry Street: a. Between 156 Berry Street and Galleria Boulevard, 35 mph;

11. Blue Oaks Boulevard: a. Between Fiddyment Road and Eastern City Limits, 45 mph, b. Between Fiddyment Road and Hayden Parkway, 50 45 mph; c. Fiddyment Road and Westbrook Boulevard, 45 mph,Between Hayden Parkway and Western City Limits, 45 mph;

12. Bob Doyle Between Drive: a. Between Kennerleigh Parkway and Hayden Parkway, 30 mph;

13. Brady Lane: a. Between Vineyard Road and Baseline Road, 40 mph;

14. Brookstone Drive: a. Between Westbrook Boulevard (N) and Westbrook Boulevard (S), 30 mph;

15. Casa Sedona Drive: a. Between Angus Road and Crocker Ranch Road, 30 mph;

16. Central Park Drive: a. Between Fairway Drive and Highland Park Drive, 25 mph;

17. Chase Drive: a. Between Roseville Parkway and Heritage Drive, 30 mph;

18. Church Street:

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3 a. Between Atkinson Street and Washington Boulevard, 35 mph;

19. Cirby Hills Drive: a. Between Cirby Way and end, 25 mph;

20. Cirby Way: a. Between Foothills Boulevard and Old Auburn Boulevard, 40 mph;

21. Commerce Drive: a. Vernon Street and Roseville Road, 30 mph;

22. Conference Center Drive: a. Between Gibson Drive and end, 30 mph;

22.23. Country Club Drive: a. Between Baseline Road and Pleasant Grove Boulevard, 35 mph;

23.24. Crawford Parkway: a. Between Schellhous Drive and Fiddyment Road, 35 mph; b. Between North Hayden Boulevard to Schellhous Drive, 25 mph;

24.25. Creekside Ridge Drive: a. Between Roseville Parkway and end, 25 mph;

25.26. Crimson Ridge Way: a. Between Woodcreek Oaks Boulevard and Roseville Parkway, 30 mph;

26.27. Crocker Ranch Road: a. Between Blue Oaks Boulevard and Opal Drive, 35 mph;

27.28. Del Webb Boulevard: a. Between Fiddyment Road and Blue Oaks Boulevard, 35 mph;

28.29. Diamond Creek Boulevard: a. Between Blue Oaks Boulevard and Parkside Way, 35 mph;

29.30. Douglas Boulevard: a. Between Vernon Street and 1-80, 30 mph, b. Between I-80 and Rocky Ridge, 35 mph, c. Between Rocky Ridge Drive and Sierra College Boulevard, 45 mph; Formatted
4 30.31. Earl Rush Drive: a. Between Market Street and Westbrook Boulevard, 30 mph; b. Between Westbrook Boulevard and Eastern City limits, 30 mph;

31.32. Eastridge Drive: a. Between Old Auburn Road and Weston Way, 30 mph;

32.33. East Roseville Parkway: a. Between Taylor Road and Sierra College Boulevard, 45 mph, b. Between Sierra College Boulevard and eastern City limits, 40 mph;

33.34. Estates Drive: a. Between Folsom Road and Harding Boulevard, 25 mph;

34.35. Eureka Road: a. Between Interstate 80 and Sierra College Boulevard, 40 mph;

35.36. Fairway Drive: a. Between northern city limits and Stanford Ranch Road, 40 mph;

36.37. Fiddyment Road: a. Between Pleasant Grove Boulevard and northern city limits, 45 mph, b. Between Pleasant Grove Boulevard and Baseline Road, 50 mph;

37.38. Fidelity Way: a. Between Blue Oaks Boulevard and Freedom Way, 30 mph;

38.39. Folsom Road: a. Between Vernon Street and Douglas Boulevard, 25 mph;

39.40. Foothills Boulevard: a. Between Cirby Way and Blue Oaks Boulevard, 45 mph, b. Between Blue Oaks Boulevard and northern city limits, 40 mph;

40.41. Freedom Way: a. Between Industrial Avenue and Washington Boulevard, 40 35 mph;

41.42. Galilee Road: a. Between Pleasant Grove Boulevard and Industrial Avenue, 35 mph; 5 42.43. Galleria Boulevard: a. Between Harding Boulevard and Roseville Parkway, 45 mph, b. Between Roseville Parkway and SR-65, 40 mph;

43.44. Gibson Drive: a. Between Roseville Parkway (E) and Roseville Parkway (W), 40 mph;

44.45. Hallissy Drive: a. Between Washington Boulevard and Pleasant Grove Boulevard, 30 mph;

45.46. Harding Boulevard: a. Between Douglas Boulevard and Estates Drive, 30 mph, b. Between Estates Drive and Lead Hill Boulevard, 35 mph, c. Between Lead Hill Boulevard and Wills Road, 40 mph;

47. Harvey Way a. Between Fiddyment Road and Orchard View Road, 25 mph;

46.48. Hayden Parkway: a. Between Fiddyment Road and Blue Oaks Boulevard, 35 mph;

47.49. Highland Park Drive: a. Between Fairway Drive and Pleasant Grove Boulevard, 30 mph, b. Between Pleasant Grove Boulevard and Stanford Ranch, 35 mph;

48.50. Hillsborough Drive: a. Between East Roseville Parkway and Eureka Road, 35 mph;

49.51. Holt Parkway: a. Between Fiddyment Road and North Hayden Parkway, 30mph;

50.52. Industrial Avenue: a. Between Northern city limits and Washington Boulevard, 45 mph;

51.53. Junction Boulevard: a. Between Baseline Road and Foothills Boulevard, 45 mph, b. Between Foothills Boulevard and Washington Boulevard, 40 mph;

52.54. Kennerleigh Parkway:

Formatted
6 a. Between Pleasant Grove Boulevard and Bob Doyle Drive, 35 mph;

53.55. Kemoy Lane: a. Between Riverside Avenue and end, 25 mph;

54.56. Lead Hill Boulevard: a. Between Harding Boulevard and North Sumise Avenue, 35 mph, b. Between North Sunrise Avenue and East Roseville Parkway, 40 mph;

55.57. Main Street: a. Between Foothills Boulevard and Porter Drive, 35 mph;

56.58. Market Street: a. Between Pleasant Grove Boulevard and southerly end, 35 mph; b. Between Earl Rush Drive and Vista Grande Boulevard, 35 mph; a.c. Between Vista Grande Boulevard and Baseline Road, 35 mph;

57.59. McAnally Drive: a. Between Foothills Boulevard and Woodcreek Oaks Boulevard, 35 mph;

58.60. Melody Lane: a. Between Cirby Way and West Whyte Avenue, 35 mph;

59.61. Miners Ravine Drive: a. Between Sierra College Boulevard and Copperleaf Street, 25 mph;

60.62. Monument Drive: a. Between Pleasant Grove Boulevard and Bob Doyle Drive, 30 mph;

61.63. New Meadow Drive: a. Between Blue Oaks Boulevard and Parkside Way, 35 mph;

62.64. Niblick Drive: a. Between Blue Oak Boulevard and end, 35 mph;

63.65. North Cirby Way: a. Between Thistle Down Drive and East Roseville Parkway, 30 mph;

64.66. North Hayden Parkway: a. Between Fiddyment Road and Hollis Way, 35 mph; 7 b. Between Hollis Way and Blue Oaks Boulevard, 35 mph;

65.67. Northpark Drive: a. Between Woodcreek Oaks Boulevard and Parkside Drive, 30 mph;

66.68. North Sunrise Avenue: a. Between Douglas Boulevard and Lead Hill Boulevard, 35 mph, b. Between Lead Hill Boulevard and East Roseville Parkway, 40 mph;

67.69. Oak Crest Drive: a. Between Alexandra Drive and Frensham Drive, 25 mph;

70. Oak Meadow Drive a. Between Blue Oaks Boulevard and Harvey Way, 25 mph

68.71. Old Auburn Road: a. Between South Cirby and the easterly city limit line, 40 mph, b. Between Sierra College Boulevard and East Roseville Parkway, 35 mph, c. Between South Cirby and the southern city limit line, 35 mph;

69.72. Old Washington Blvd: a. Between Atlantic Street and Republican Alley, 15 mph;

70.73. Olympus Drive: a. Between Professional Drive and East Roseville Parkway, 30 mph, b. Between East Roseville Parkway and Sierra College Boulevard, 40 mph;

71.74. Opal Drive: a. Between Crocker Ranch Road and Parkside Way, 35 mph;

72.75. Opportunity Drive: a. Vineyard Road and end, 30 mph;

73.76. Orchard View Road: a. Between Blue Oaks Boulevard and Harcourt Way, 25 mph;

74.77. Orlando Avenue: a. Between Cirby Way and Riverside Avenue/Auburn Boulevard, 40 mph;

75.78. Painted Desert Drive:

Formatted
8 a. Between Prairie Woods and Woodcreek Oaks , 30 mph; b. Between Woodcreek Oaks Boulevard and Roseville Parkway, 35 mph;

76.79. Parkhill Drive: a. Between McLaren Drive and East Roseville Parkway, 35 mph;

77.80. Parkside Drive: a. Between Opal Drive and Diamond Creek Boulevard, 35 mph, b. Between Diamond Creek and McCloud Way, 25 mph, c. Between McCloud Way and New Meadow Drive; 35 mph;

78.81. Park Regency Drive: a. Between Hiawatha Drive and Junction Boulevard, 30 mph, b. Between Junction Boulevard and Casterbridge Drive, 35 mph;

79.82. P.F.E. Road: a. Between Atkinson Street and the western city limits, 45 mph;

80.83. Phillip Road: a. Between Westpark Drive and end, 40 mph;

81.84. Pioneer Road: a. Between Pleasant Grove Boulevard and Trehowell Drive, 30 mph;

82.85. Pleasant Grove Boulevard: a. Between western city limits and Rocklin city limits, 45 mph;

83.86. Prairie Woods Way: a. Between Blue Oaks and Painted Desert, 30 mph;

84.87. Professional Drive: a. Between Rocky Ridge Drive and Olympus Drive, 30 mph;

85.88. Reserve Drive: a. Between Diamond Oaks Road and Roseville Parkway, 25 mph, b. Between Diamond Oaks Road and Berry Street, 35 mph

86.89.Riverside Avenue: a. Between I-80 and Darling Way, 35 mph, 9 b. Between Darling Way and Douglas Boulevard, 25 mph;

87.90. Rocky Ridge Drive: a. Between Cirby Way to Douglas Boulevard, 40 mph; b. Between Douglas Boulevard and Eureka Road, 35 mph; c. Between Eureka Road and East Roseville Parkway, 40 mph;

88.91. Roseville Parkway: a. Between Washington Boulevard and Taylor Road, 45 mph; b. Between Blue Oaks Boulevard and Foothills Boulevard, 35 mph;

89.92. Roseville Road: a. Between Cirby Way and the southern city limits, 45 mph;

90.93. Santa Clara Drive: a. Between Douglas Boulevard and Sierra Gardens Drive, 30 mph;

91.94. Scarborough Drive: a. Between Secret Ravine Parkway and northern city limits, 35 mph;

92.95. Secret Ravine Parkway: a. Between East Roseville Parkway and Sierra College Boulevard, 45 mph;

93.96. Schellhous Drive: a. Between Holt Parkway and Cumberland Loop, 25 mph;

94.97. Sierra Boulevard: a. Between Roseville Street and Alta Vista, 30 mph;

95.98. Sierra College Boulevard: a. Between Olympus Drive and Old Auburn Road, 45 mph, b. Between Olympus and city limits, 50 mph;

96.99. Sierra Gardens Drive: a. Between Douglas Boulevard and North Sunrise Avenue, 30 mph;

97.100. Sierra Village Drive: a. Between Santucci Boulevard and Westbrook Boulevard, 40 mph; 10 b. Between Westbrook Boulevard and Market Street, 30 mph;

98.101. Solaire Drive: a. Between Santucci Boulevard and Solar Point Drive, 25 mph;

99.102. South Cirby Way: a. Between Rocky Ridge Drive and Old Auburn Road, 40 mph; 100.103. Stanford Ranch Road: a. Between Highway 65 and northern city limits, 40 mph; 101.104. Stone Point Drive: a. Between North Sunrise and Rocky Ridge Drive, 35 mph; 102.105. Sun City Boulevard: a. Between Pleasant Grove Boulevard and Del Webb Boulevard, 35 mph; 103.106. Sunrise Avenue: a. Between Douglas Boulevard and Cirby Way, 35 mph, b. Between Cirby Way and city limits, 40 mph;
104.107. Taylor Road: a. Between Eureka Road to East Roseville Parkway, 40 mph; b. East Roseville Parkway to City Limit, 45 mph;
105.108. Trehowell Drive: a. Between Chase Drive and Pioneer Road, 30 mph; 106.109. Trestle Road: a. Between Roseville Parkway and Hallissy Drive, 25 mph; 107.110. Vernon Street: a. Between Lincoln Street and South Grant Street, 15 mph, b. Between South Grant Street and Riverside Avenue, 25 mph, c. Between Riverside Avenue and 6th Street, 35 mph, d. Between 6th Street and Cirby Way, 40 mph; e. Between Cirby Way and West Whyte Avenue, 25 mph, 108.111. Village Green Drive:
11 a. Between Fiddyment Road and Bob Doyle Drive, 35 mph; 109.112. Vineyard Road: a. Between Atkinson Street and Brady Lane, 40 mph; 110.113. Vista Grande Boulevard: a. Between Fiddyment Road and Market Street, 40 mph; 111.114. Washington Boulevard: a. Between Oak Street and Elefa Street, 35 mph, b. Between Elefa Street and Blue Oaks Boulevard, 45 mph; 112.115. Westbrook Boulevard: a. Between Pleasant Grove Boulevard and Blue Oaks Boulevard, 40 mph; a.b. Between Baseline Road and Pleasant Grove Boulevard, 45 mph; 113.116. Westhills Drive: a. Between Fiddyment Road and Morningstar Drive, 35 mph; 114.117. Westpark Drive: a. Between Blue Oaks Boulevard and 2420 feet south of Phillip Road, 40 mph; a.b. Between 2420 feet south of Phillip Road and Bickleigh Loop, 35 mph; b.c. Between Bickleigh Loop and Bob Doyle Drive, 35 mph; 115.118. Woodcreek Oaks Boulevard: a. Between Baseline Road and Horncastle Avenue, 40 mph, b. Between Horncastle Avenue and Blue Oaks Boulevard, 45 mph; c. Between Blue Oaks Boulevard and northern city limits, 40 mph; 116.119. Yosemite Street: a. Between Atlantic Street and Shasta Street, 25 mph.

SECTION 2. This ordinance shall be effective at the expiration of thirty (30) days from the date of adoption.

SECTION 3. The City Clerk is hereby directed to cause this ordinance to be published in full at least once within fourteen (14) days after it is adopted in a newspaper of general circulation in the City, or shall within fourteen (14) days after its adoption cause Formatted: Character scale: 100%
Formatted: Font color: Custom Color(RGB(40,40,40)),
Character scale: 100%
12 this ordinance to be posted in full in at least three (3) public places in the City and enter in the Ordinance Book a certificate stating the time and place of said publication by posting.

PASSED AND ADOPTED by the Council of the City of Roseville this _____ day of ___________, 20___, by the following vote on roll call:

AYES COUNCILMEMBERS:

NOES COUNCILMEMBERS:

ABSENT COUNCILMEMBERS:
__________________________________
MAYOR

ATTEST:
__________________________________
City Clerk
Street From To Existing
Speed Limit Current 85th Previous 85th
Proposed
Speed Limit
Freedom Way Industrial Avenue Washington Boulevard 40 39.8 41.5 35 Baseline Road Westbrook Boulevard Fiddyment Road N/A 54.3 N/A 50 Baseline Road Westbrook Boulevard Western City Limit N/A 56.1 N/A 50 Blue Oaks Boulevard Hayden Parkway Western City Limit N/A 48.4 N/A 45 Blue Oaks Boulevard Fiddyment Road Hayden Parkway N/A 50.6 N/A 45 Conference Center Drive Gibson Drive End N/A 33.5 N/A 30 Harvey Way Fiddyment Road Orchard View Drive N/A 31.3 N/A 25 Market Street Baseline Road Vista Grande Boulevard N/A 39.5 N/A 35 Market Street Vista Grande Boulevard Earl Rush Drive N/A 41.9 N/A 35 Oak Meadow Drive Blue Oaks Boulevard Harvey Way N/A 24.0 N/A 25 Westbrook Boulevard Pleasant Grove Boulevard Baseline Road N/A 49.0 N/A 45 Westpark Boulevard 2420 Ft South of Phillips Rd Bickleigh Loop N/A 41.5 N/A 35 Antelope Creek Drive Creekside Ridge Drive End 30 37.2 34.0 30 Blue Oaks Boulevard Foothills Boulevard Eastern City Limit 45 50.4 48.8 45 East Roseville Parkway Douglas Boulevard Eureka Road 45 48.6 49.4 45 East Roseville Parkway Rocky Ridge Drive Douglas Boulevard 45 50.0 50.1 45 East Roseville Parkway Taylor Road Rocky Ridge Drive 45 50.2 51.0 45 Industrial Avenue Washington Boulevard Northern City Limit 45 51.3 51.4 45 Roseville Parkway Galleria Boulevard Raylor Road 45 50.9 49.4 45 Roseville Parkway Pleasant Grove Boulevard Galleria Boulevard 45 50.7 48.3 45 Roseville Parkway Washington Boulevard Pleasant Grove Boulevard 45 51.3 48.3 45 Sunrise Avenue Coloma Way Cirby Way 35 42.4 39.6 35
Woodcreek Oaks Boulevard Baseline Road Junction Boulevard 40 47.4 46.9 40 Woodcreek Oaks Boulevard Junction Boulevard Pleasant Grove Boulevard 40 45.5 46.7 40 Table 1 - 2024 Speed Limit Changes
Proposed Decrease
New Survey
No Change

COUNCIL COMMUNICATION
CC #: 3700
File #: 0324 & 0201-01
Title:

Homeland Security Grant Program - Approval of New Capital Improvement Project, Grant Award and Budget Adjustment
Contact: Josh Marone 916-774-5400 [email protected] Meeting Date: 12/18/2024
Item #: 7.31.

RECOMMENDATION TO COUNCIL
Staff recommends that the City Council:
1) Approve the establishment of a new Capital Improvement Project, the 2022-0043 Homeland Security Grant sub-award from Placer County/FEMA;
2) Adopt a resolution for the acceptance of an award, contract number 2022-0043-71, from the 2022 Department of Homeland Security Grant Program as a sub-grantee through the Placer County Office of Emergency Services for $40,000 and authorize the City Manager to execute any required documents for this award; and
3) Adopt an ordinance approving budget adjustments increasing appropriations for the grant award in the Grants Fund for the project.

BACKGROUND
Congress, through the Department of Homeland Security, periodically allocates funds for local security and preparedness needs. Sometimes the allocations are based on population and sometimes they are based on identified local risks. The funds are distributed to the states and the states distribute them to the counties, then the counties prioritize, administer, file claims, and distribute reimbursements for the grants. Placer County's Office of Emergency Services (PCOES) has awarded the City of Roseville as a sub-grantee from the 2022 Department of Homeland Security Grant Program $40,000 in a grant award.

The Roseville Fire Department was awarded $40,000 with sub award contract 2022-0043-0071 to purchase a $20,000 mercury detector and $20,000 for two training classes for the department’s Type I Hazardous Materials Team.

FISCAL IMPACT
The total cost is estimated to be $40,000 and will be reimbursed through an equivalent grant award with no expected City share of the cost. Maintenance costs for the new equipment is expected to be included in the department's existing budget in the General Fund. There is no expected impact on the General Fund. The department will continue to seek grants to purchase this type of equipment as technology improves and the equipment reaches its end of life as well as provide additional training to keep and maintain skills for the service of the community.

ENVIRONMENTAL REVIEW
The California Environmental Quality Act (CEQA) does not apply to activities that will not result in a direct or reasonably foreseeable indirect physical change in the environment, or is otherwise not considered a project as defined by CEQA Statute §21065 and CEQA State Guidelines §15060(c)(3) and §15378. The Capital Improvement Project - the 2022-0043 Homeland Security Grant Subaward from Placer County/FEMA meets the above criteria and are not subject to CEQA. No additional environmental review is required.

CITY COUNCIL STRATEGIC PLAN/OVERARCHING GOALS
Goal A - Remain fiscally responsible in a changing world Goal C - Maintain a safe and healthy community
Respectfully Submitted,
Josh Marone, Battalion Chief
Rick Bartee, Fire Chief
_____________________________
Dominick Casey, City Manager
ATTACHMENTS:

Description
Resolution 24-433
PCOES FY22 HSG Sub-awardAgreement
Exhibit A - Grant Scope
Exhibit B - Grant StandardAssurances
Exhibit C- County Resolution
Project ModificationAward Letter
Ordinance 6903
RESOLUTION NO. 24-433

ACCEPTING A GRANT AWARD FROM THE UNITED STATES DEPARTMENT OF

HOMELAND SECURITY, AND AUTHORIZING THE CITY MANAGER TO EXECUTE

THE SUBAWARDEE GRANT AGREEMENT AND ANY REQUIRED DOCUMENTS

ON BEHALF OF THE CITY OF ROSEVILLE
WHEREAS, the City of Roseville Fire Department was awarded $40,000 in grant funds from the U.S. Department of Homeland Security, through the Placer County Office of Emergency Services; and
WHEREAS, a Subawardee Grant Agreement, by and between the Placer County Office of Emergency Services and the City of Roseville, has been reviewed by the City Council.

NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Roseville that the City of Roseville accepts the grant award from the U.S. Department of Homeland Security through the Placer County Office of Emergency Services, and the City Manager is hereby authorized to execute the Subawardee Grant Agreement and any required documents.

BE IT FURTHER RESOLVED that as the grant recipient, the City of Roseville agrees to comply with all conditions and requirements related to the award.

PASSED AND ADOPTED by the Council of the City of Roseville this ___ day of __________________________, 2024, by the following vote on roll call:

AYES COUNCILMEMBERS:

NOES COUNCILMEMBERS:

ABSENT COUNCILMEMBERS:
______________________________
MAYOR
ATTEST:
___________________________
City Clerk
PAGE 1 OF 11
Placer County Office of Emergency Services
DHS Agreement with City of Roseville

DEPARTMENT OF HOMELAND SECURITY

SUBAWARDEE GRANT AGREEMENT
CONTRACT NO: 2022-0043-071
DEPARTMENT: Office of Emergency Services
SUBAWARDEE: City of Roseville
SUBAWARDEE UEI #: W49TKZLUCJ3
GRANT INFORMATION:

Fiscal Year (FY) 2022 Homeland Security Grant Program (HSGP) Subaward #2022-0043 Subaward Period: 09/01/2022 – 05/31/2025
Federal Grantor Agency – US Department of Homeland Security CFDA #97.067 Pass-through State Agency – California Office of Emergency Services FIPS #061-00000, Subaward #2022-0043
This Agreement is entered into as of the date last signed below (“Effective Date”) between the County of Placer, a political subdivision of the State of California (hereinafter “County”) City of Roseville (hereinafter “SUBAWARDEE”, collectively “Parties”).

WHEREAS, County has been designated as the pass-through agent for the local administration of the State Homeland Security Grant Program (“SHSGP”) which consists of federally awarded funds from the Federal Emergency Management Agency (“FEMA”) through the California Governor’s Office of Emergency Services (“CalOES”); and
WHEREAS, SUBAWARDEE submitted an application to County for an award of a portion of the SHSGP that has been awarded to County; and
WHEREAS, County has approved SUBAWARDEE’s application for such grant funds conditioned on SUBAWARDEE’s approval and execution of this Agreement; and WHEREAS, the purpose of this Agreement is to memorialize SUBAWARDEE’s legal obligations with respect to its use of the grant funds and its compliance with the terms and conditions of the SHSGP; and
WHEREAS, pursuant to Placer County Board of Supervisors Resolution No. 2022-128 (current HSGP GBR) dated June 21, 2022, which is attached hereto and incorporated herein as Exhibit C, the Assistant Director of the Placer County Office of Emergency Services (“PlacerOES”) has been authorized to execute this Agreement on behalf of County; and WHEREAS, County and SUBAWARDEE desire to enter into this Agreement on the terms and conditions set forth herein.

NOW, THEREFORE, in consideration of the mutual promises hereinafter set forth, County and SUBAWARDEE agree as follows:

1. GRANT FUNDS & GRANT ACTIVITIES. SUBAWARDEE will utilize 2022 State Homeland Security Grant Program (SHSGP) grant funds (“Grant Funds”) only in the amount, type, and manner described in Exhibit A (“Scope of Grant Activities”). SUBAWARDEE will complete the tasks and/or activities in Exhibit A (“Grant Activities”) within the term of this Agreement.

PAGE 2 OF 11
Placer County Office of Emergency Services
DHS Agreement with City of Roseville

2. TERM OF AGREEMENT. This Agreement commences on the last date of execution of this Agreement and shall terminate on December 31, 2024 (December of year prior to closeout date).

3. SHSGP OBLIGATIONS.

A. Federal and State Requirements. The state and federal grant award requirements are provided in Exhibit B (“CalOES Standard Assurances”). SUBAWARDEE shall abide by all requirements therein, including:
i. The Department of Homeland Security Standard Terms and Conditions referenced therein.
ii. The requirement to provide proof in the form of a duly adopted resolution of the SUBAWARDEE’s governing body supporting the application and the proposed Grant Activities and identifying the individual who is authorized to execute this Agreement, which shall be provided as Exhibit D to this Agreement. iii. The requirement to adhere to government cost principles, uniform administrative requirements, and audit requirements provided in 2 CFR 200, as they may be updated from time to time by the federal Office of Management and Budget. iv. The requirement to adhere to all applicable federal regulations; the FEMA Notice of Funding Opportunity (“NOFO”); the FEMA Preparedness Grants Manual; the California Supplement to the NOFO; and federal and state grant program guidelines. v. The audit and access to records provisions, which require SUBAWARDEE to provide County, the Comptroller General of the Unities States, and, if appropriate, the state, with access to all records related to the Grant Funds.

B. Procurement. SUBAWARDEE’s systems for acquiring goods and services under this Agreement shall comply with applicable federal regulations. All contracts awarded by SUBAWARDEE related to this Agreement, including but not limited to those in amounts less than the simplified acquisition threshold, shall contain the provisions set forth in 2 CFR 200, as applicable.

C. Use of Grant Funds for Fee or Profit Prohibited. The use of Grant Funds for the payment of any fee or profit under a sub-award, as defined in 2 CFR 200 subpart A–E, is not allowable.

The term sub-award does not include the SUBAWARDEE’s procurement of goods and services needed to carry out Grant Activities.

D. Post-Award Requirements. SUBAWARDEE shall meet all closeout and continuing responsibilities, such as equipment tracking, monitoring, auditing, and records retention pursuant to the requirements in Exhibit B. SUBAWARDEE expressly agrees that use of the funds award is subject to single audit requirements pursuant to 2 CFR Part 200, Subpart F – Audit Requirements, Section 200.500.

E. Notification of Adverse Developments. The SUBAWARDEE shall notify County in writing of any developments that have a significant adverse impact on Grant Activities, as soon as reasonably practicable. This notification shall include a statement of the adverse issues, PAGE 3 OF 11
Placer County Office of Emergency Services
DHS Agreement with City of Roseville
impact expected, action taken or contemplated, and any assistance needed to resolve the situation.

F. Pre-award Costs. SUBAWARDEE may not incur pre-award costs prior to the effective date of this Agreement as determined by CalOES. If SUBAWARDEE chooses to incur pre-award costs, it is at SUBAWARDEE’s sole risk and shall not impose any obligation on County.

G. Unexpended Allocation. SUBAWARDEE is not authorized to carry forward any unexpended allocation of Grant Funds beyond the term of this Agreement. As soon as SUBAWARDEE is aware that Grant Funds will not be expended, SUBAWARDEE shall notify County in writing and return the unused allocation of Grant Funds to County.

H. Ownership of Work Product. All technical data, evaluations, plans, specifications, reports, documents, or other work products developed by SUBAWARDEE hereunder shall be the property of the federal government, state, and County and shall be delivered to County by SUBAWARDEE upon completion of the Grant Activities. SUBAWARDEE may retain copies thereof for its files and internal use. Publication of the information directly derived from work performed or data obtained in connection with services rendered under this Agreement must first be approved in writing by County and state as applicable.

I. Property. Title to all nonexpendable and expendable tangible personal property purchased by the SUBAWARDEE with Grant Funds shall be deemed to have vested in the SUBAWARDEE upon purchase, in accordance with the provisions of 2 CRF 200, without further obligation. Title to any federally owned property remains vested in the federal government. No real property may be acquired with Grant Funds.

J. Reports. SUBAWARDEE shall submit the following reports and/or information electronically to County:
i. Quarterly Status Report. This report form provided by County, is due 15 days after quarter end, shall keep the County informed of SUBAWARDEE activity and progress toward accomplishment of the objectives of the Grant Activities. ii. Equipment Tracking. SUBAWARDEE shall submit equipment information to County at least every 18 months, as required by 2 CFR 200. The equipment information must include a physical inventory report of all equipment that was purchased with the Grant Funds. SUBAWARDEE must report all equipment valued under $5,000 to County, and County approval is required to remove such equipment from the equipment inventory report. Equipment that is lost, stolen, or destroyed needs to be reported to County and may need to be replaced by SUBAWARDEE at SUBAWARDEE’s sole expense.

4. GRANT FUND PAYMENT.

A. County shall process SUBAWARDEE’s payment requests on a reimbursement basis. Grant Funds shall not be paid in advance. SUBAWARDEE shall submit payment requests quarterly, as provided below.
i. Quarter 1 (January–March): Payment request due April 15 PAGE 4 OF 11
Placer County Office of Emergency Services
DHS Agreement with City of Roseville
ii. Quarter 2 (April–June): Payment request July 15
iii. Quarter 3 (July–September): Payment request October 15 iv. Quarter 4 (October–December):Payment request January 15 With each payment request, SUBAWARDEE must provide supporting documentation reflecting actual costs incurred and associated Grant Activities performed and/or completed.

Failure to meet the above deadlines and/or provide supporting documentation may result in payment delays.

B. Each payment request must include a certification, signed by an official who is authorized to legally bind the SUBAWARDEE, which reads as follows:
“By signing this report, I certify to the best of my knowledge and belief that the report is true, complete, and accurate, and the expenditures, disbursements and cash receipts are for the purposes and objectives set forth in the terms and conditions of the Federal award. I am aware that any false, fictitious, or fraudulent information, or the omission of any material fact, may subject me to criminal, civil, or administrative penalties for fraud, false statements, and false claims otherwise. (U.S. Code Title 18, Section 1001 and Title 31, Sections 3729–3730 and 3801–3812).” C. County will review each payment request from SUBAWARDEE and, if approved, submit the request to CalOES on behalf of SUBAWARDEE. CalOES may submit the request to FEMA for approval.

D. SUBAWARDEE understands and acknowledges that County does not control either the process for approving payment requests submitted to CalOES or CalOES’s decision regarding the payment request. Responsibility for processing, approving, and making payment in connection with any payment request submitted by SUBAWARDEE lies exclusively with CalOES and County shall have no financial liability to SUBAWARDEE for CalOES’s failure to process, approve, or make payment in connection with any payment request.

E. If the County becomes aware of any deficiencies in the payment request, County shall communicate the deficiencies to the SUBAWARDEE along with the corrective action necessary to allow County to submit the payment request to CalOES. SUBAWARDEE shall be responsible for correcting any deficiencies in the request.

F. When County receives Grant Funds from CalOES, County will process payment of Grant Funds to SUBAWARDEE. Because of the multiple agencies involved in reviewing and approving these payment requests, payment processing may take up to twelve (12) months.

5. DISGORGEMENT. SUBAWARDEE understands and acknowledges that its failure to comply with the requirements of this Agreement, including but not limited to its failure to comply with the rules and regulations governing the use of Grant Funds, may result in an audit or monitoring of SUBAWARDEE’s use of the Grant Funds or SUBAWARDEE’s compliance with the rules and regulations governing its use of Grant Funds, or both, by FEMA or CalOES. SUBAWARDEE further understands and acknowledges that the result of any such audit may be a demand by FEMA, CalOES, and/or County that SUBAWARDEE repay (disgorge) some or all of the Grant Funds.

PAGE 5 OF 11
Placer County Office of Emergency Services
DHS Agreement with City of Roseville
SUBAWARDEE shall indemnify, defend, and hold harmless the County, its Board of Supervisors, officers, directors, agents, and employees from and against any and all claims, demands, actions, losses, liabilities, damages, and costs, including reasonable attorneys’ fees, arising out of or resulting from a demand from FEMA or CalOES, or both, for repayment of some or all of the Grant Funds as a result of SUBAWARDEE’s failure to comply with any term or condition of this Agreement.

6. NOTICES. Any notice, request, demand, or other communication required or authorized under this Agreement shall be deemed to be properly given when:

A. Delivered personally to the person below, as of the date of delivery; or B. Mailed to the physical address listed below by U.S. Mail or similar service, with postage prepaid and properly addressed, as of the date of postmark; or C. Emailed to the email address(es) below, as of the date a read receipt, an acknowledgement from the recipient, or other proof of delivery is received by the sender.

In the case of County, to:

Name, Title: David Atkinson, Assistant Director of Emergency Services Address: 2968 Richardson Dr.

Auburn CA, 95603
Telephone: 530-886-5300
Email: [email protected]
In the case of SUBAWARDEE, to:

Name, Title: Dominick Casey, City Manager
Address: 311 Vernon Street
Roseville, CA 95678
Telephone: 916-774-5362
Email: [email protected]

7. TERMINATION AND ENFORCEMENT. This Agreement may be terminated by County if SUBAWARDEE materially fails to comply with the terms and conditions herein. Such termination shall be effective upon service of written notice of termination on SUBAWARDEE. As an alternative to termination, County may, in its sole and exclusive discretion, impose special conditions or take appropriate action as provided in 2 CFR 200 subpart D.

8. INDEMNIFICATION. SUBAWARDEE shall indemnify, defend, and hold harmless the County, its Board of Supervisors, officers, directors, agents, employees, and volunteers from and against any and all claims, demands, actions, losses, liabilities, damages, and costs, including reasonable attorneys’ fees, arising out of or related to this Agreement. This obligation to indemnify will survive termination of this Agreement.

9. EXHIBITS; MERGER CLAUSE; AMENDMENTS. This Agreement, including all Exhibits and Attachments, incorporated herein by this reference, constitutes the sole Agreement between the Parties and correctly states the rights, duties, and obligations of each party as of this document’s date. In the event that any term, condition, provision, requirement, or specification set forth in the body of this Agreement conflicts with or is inconsistent with any term, condition, provision, PAGE 6 OF 11
Placer County Office of Emergency Services
DHS Agreement with City of Roseville
requirement, or specification in any Exhibit and/or Attachment to this Agreement, the provisions of the body of the Agreement shall prevail. Any prior agreement, promises, negotiations, or representations between the parties not expressly stated in this document are not binding.

All subsequent modifications or amendments to this Agreement shall be in writing and signed by the parties.

10. SUCCESSORS AND ASSIGNS. This Agreement is to be binding on the successors of the parties hereto. The services called for herein are deemed unique and SUBAWARDEE shall not assign, transfer, or otherwise substitute its interest in this Agreement.

11. CONFLICT OF INTEREST. SUBAWARDEE certifies that it has no current business or financial relationship with any County employee or official, or other County contract provider that could create a conflict with this Agreement and will not enter into any such business or financial relationships during the period of this Agreement. SUBAWARDEE attests that its employees and the officers of its governing body shall avoid any actual or potential conflicts of interest, and that no officer or employee who exercises any functions or responsibilities in connection with this Agreement shall have any legally prohibited personal financial interest or benefit which either directly or indirectly arises out of this Agreement. SUBAWARDEE shall establish safeguards to prohibit employees or officers from using their positions for a purpose which could result in legally prohibited private gain or gives the appearance of being motivated for legally prohibited private gain for themselves or others, particularly those with whom they have family, business, or other ties. SUBAWARDEE certifies that no official or employee of the County, nor any business entity in which an official of the County has an interest, has been employed or retained to solicit or aid in the procuring of this Agreement. In addition, SUBAWARDEE agrees that no such person will be employed in the performance of this Agreement without immediately notifying the County.

12. VALIDITY OF ALL PARTS OF THE AGREEMENT. Should any part of this Agreement be declared by a final decision by a court or tribunal of competent jurisdiction to be unconstitutional, invalid or beyond the authority of either party to enter into or carry out, such decision shall not affect the validity of the remainder of this Agreement, which shall continue in full force and effect, provided that the remainder of this Agreement can be interpreted to give effect to the intentions of the parties.

13. GOVERNING STATE LAWS AND JURISDICTION. This Agreement is executed and intended to be performed in the State of California, and the laws of that State shall govern its interpretation and effect. Any legal proceedings on this agreement shall be brought under the jurisdiction of the Superior Court of the County of Placer, State of California. Each party waives any Federal court removal and/or original jurisdiction rights it may have.

14. WAIVERS IN PART. County’s waiver of the performance of any covenant, condition, obligation, representation, warranty or promise in this Agreement shall not invalidate this Agreement or be deemed a waiver of any other covenant, condition, obligation, representation, warranty or promise. County’s waiver of the time for performing any act or condition hereunder does not constitute a waiver of the act or condition itself.

15. INTERPRETATION. This Agreement shall be deemed to have been prepared equally by both of the parties, and the Agreement and its individual provisions shall not be construed or interpreted more favorably for one party on the basis that the other party prepared it.

PAGE 7 OF 11
Placer County Office of Emergency Services
DHS Agreement with City of Roseville

16. DUPLICATE COUNTERPARTS; ELECTRONIC SIGNATURE. This Agreement may be executed in duplicate counterparts. Each counterpart shall be an original and both together shall constitute but one and the same document. This Agreement shall not be deemed executed unless and until at least one counterpart bears the signatures of all parties’ designated signatories.

In addition, this Agreement and future documents relating to this Agreement may be digitally signed in accordance with California law. Any party to this Agreement may revoke such agreement to permit electronic signatures at any time in relation to all future documents by providing notice pursuant to this Agreement.

IN WITNESS WHEREOF, the parties hereto have caused their duly authorized representatives to execute this Agreement.

CITY OF ROSEVILLE (“SUBAWARDEE”) COUNTY OF PLACER (“COUNTY”) _____________________________________
Signature
_____________________________________
David Atkinson, PE
Assistant Director of Emergency Services
Placer County Office of Emergency Services
_____________________________________
Print Name
Chair of the Board, President, or
Vice President
Date: _______________________________ Date: ______________________________ _____________________________________
Signature
Approved as to Form
Office of Placer County Counsel
_____________________________________
Print Name
_____________________________________
Secretary, Asst. Secretary,
Chief Financial Officer, or Asst.

Treasurer
Date: _______________________________
Date: ______________________________
EXHIBITS:

Exhibit A: Scope of Grant Activities
Exhibit B: CalOES Standard Assurances
Exhibit C: County Resolution No. 2022-128
Exhibit D: SUBAWARDEE Resolution No. XXXXX
PAGE 8 OF 11
Placer County Office of Emergency Services
DHS Agreement with City of Roseville

EXHIBIT A

SCOPE OF GRANT ACTIVITIES
PAGE 9 OF 11
Placer County Office of Emergency Services
DHS Agreement with City of Roseville

EXHIBIT B
CalOES STANDARD ASSURANCES
PAGE 10 OF 11
Placer County Office of Emergency Services
DHS Agreement with City of Roseville

EXHIBIT C
COUNTY RESOLUTION NO. 2022-128
PAGE 11 OF 11
Placer County Office of Emergency Services
DHS Agreement with City of Roseville

EXHIBIT D
SUBAWARDEE RESOLUTION NO. XXXXX

Standard Assurances
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As the duly authorized representative of the Applicant, I hereby certify that the Applicant has the legal authority to apply for federal assistance and the institutional, managerial, and financial capability (including funds sufficient to pay any non-federal share of project cost) to ensure proper planning, management, and completion of the project described in this application, within prescribed timelines.

The requirements outlined in these assurances apply to Applicant and any of its subrecipients.

I further acknowledge that the Applicant is responsible for reviewing and adhering to all requirements within the:
(a) Applicable Federal Regulations (see below);
(b) Federal Program Notice of Funding Opportunity (NOFO); (c) Federal Preparedness Grants Manual;
(d) California Supplement to the NOFO; and
(e) Federal and State Grant Program Guidelines.

Federal Regulations
Government cost principles, uniform administrative requirements, and audit requirements for federal grant programs are set forth in Title 2, Part 200 of the Code of Federal Regulations (C.F.R.). Updates are issued by the Office of Management and Budget (OMB) and can be found at http://www.whitehouse.gov/omb/.

In the event Cal OES determines that changes are necessary to the subaward after a subaward has been made, including changes to period of performance or terms and conditions, Applicants will be notified of the changes in writing. Once notification has been made, any subsequent request for funds will indicate Applicant acceptance of the changes to the subaward.

State and federal grant award requirements are set forth below. The Applicant hereby agrees to comply with the following:

1. Proof of Authority
The Applicant will obtain proof of authority from the city council, governing board, or authorized body in support of this project. This written authorization must specify that the Applicant and the city council, governing board, or authorized body agree:

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(a) To provide all matching funds required for the grant project and that any cash match will be appropriated as required;
(b) Any liability arising out of the performance of this agreement shall be the responsibility of the Applicant and the city council, governing board, or authorized body;
(c) Grant funds shall not be used to supplant expenditures controlled by the city council, governing board, or authorized body;
(d) The Applicant is authorized by the city council, governing board, or authorized body to apply for federal assistance, and the institutional, managerial and financial capability (including funds sufficient to pay the non-federal share of project cost, if any) to ensure proper planning, management and completion of the project described in this application; and
(e) The official executing this agreement is authorized by the Applicant.

This Proof of Authority must be maintained on file and readily available upon request.

2. Period of Performance
The period of performance is specified in the Award. The Applicant is only authorized to perform allowable activities approved under the award, within the period of performance.

3. Lobbying and Political Activities
As required by Section 1352, Title 31 of the United States Code (U.S.C.), for persons entering into a contract, grant, loan, or cooperative agreement from an agency or requests or receives from an agency a commitment providing for the United States to insure or guarantee a loan, the Applicant certifies that:
(a) No federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of an agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any federal grant, the making of any federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any federal contract, grant, loan, or cooperative agreement.

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(b) If any funds other than federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form-LLL, “Disclosure Form to Report Lobbying,” in accordance with its instructions.
(c) The Applicant shall require that the language of this certification be included in the award documents for all subawards at all tiers (including subcontracts, subgrants, and contracts under grants, loans, and cooperative agreements) and that all subrecipients shall certify and discloseaccordingly.

The Applicant will also comply with provisions of the Hatch Act (5 U.S.C. §§ 1501- 1508 and §§ 7324-7328) which limit the political activities of employees whose principle employment activities are funded in whole or in part with federal funds.

Finally, the Applicant agrees that federal funds will not be used, directly or indirectly, to support the enactment, repeal, modification or adoption of any law, regulation or policy without the express written approval from the California Governor’s Office of Emergency Services (Cal OES) or the federal awarding agency.

4. Debarment and Suspension
As required by Executive Orders 12549 and 12689, and 2 C.F.R. § 200.214 and codified in 2 C.F.R. Part 180, Debarment and Suspension, the Applicant will provide protection against waste, fraud, and abuse by debarring or suspending those persons deemed irresponsible in their dealings with the federal government. The Applicant certifies that it and its subrecipients:
(a) Are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from covered transactions by any federal department or agency;
(b) Have not within a three-year period preceding this application been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (federal, state, or local) transaction or contract under a public transaction; violation of federal or state antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property;
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(c) Are not presently indicted for or otherwise criminally or civilly charged by a governmental entity (federal, state, or local) with commission of any of the offenses enumerated in paragraph (4)(b) of this certification; and (d) Have not within a three-year period preceding this application had one or more public transaction (federal, state, or local) terminated for cause or default.

Where the Applicant is unable to certify to any of the statements in this certification, he or she shall attach an explanation to this application.

5. Non-Discrimination and Equal Employment Opportunity
The Applicant will comply with all state and federal statutes relating to nondiscrimination, including:
(a) Title VI of the Civil Rights Act of 1964 (Public Law (P.L.) 88-352 and 42 U.S.C. § 2000d et. seq.) which prohibits discrimination on the basis of race, color, or national origin and requires that recipients of federal financial assistance take reasonable steps to provide meaningful access to persons with limited English proficiency (LEP) to their programs and services;
(b) Title IX of the Education Amendments of 1972, (20 U.S.C. §§ 1681-1683, and 1685-1686), which prohibits discrimination on the basis of sex in any federally funded educational program or activity;
(c) Section 504 of the Rehabilitation Act of 1973, (29 U.S.C. § 794), which prohibits discrimination against those with disabilities or access and functional needs; (d) Americans with Disabilities Act (ADA) of 1990 (42 U.S.C. § 12101et seq.), which prohibits discrimination on the basis of disability and requires buildings and structures be accessible to those with disabilities and access and functional needs;
(e) Age Discrimination Act of 1975, (42 U.S.C. §§ 6101-6107), whichprohibits discrimination on the basis of age;
(f) Public Health Service Act of 1912 (42 U.S.C. §§ 290 dd—2), relating to confidentiality of patient records regarding substance abuse treatment; (g) Title VIII of the Civil Rights Act of 1968 (42 U.S.C. § 3601 et seq.), relating to nondiscrimination in the sale, rental or financing of housing as implemented by the Department of Housing and Urban Development at 24 C.F.R. Part100. The prohibition on disability discrimination includes the requirement that new multifamily housing with four or more dwelling units—i.e., the public and common use areas and individual apartment units (all units in buildings with elevators and ground-floor units in buildings without elevators)— Standard Assurances
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be designed and constructed with certain accessible features (See 24 C.F.R. § 100.201);
(h) Executive Order 11246, which prohibits federal contractors and federally assisted construction contractors and subcontractors, who do over $10,000 in Government business in one year from discriminating in employmentdecisions on the basis of race, color, religion, sex, sexual orientation, gender identification or national origin;
(i) Executive Order 11375, which bans discrimination on the basis of race, color, religion, sex, sexual orientation, gender identification, or national origin in hiring and employment in both the United States federal workforce and on the part of government contractors;
(j) California Public Contract Code § 10295.3, which prohibits discrimination based on domestic partnerships and those in same sex marriages; (k) Department of Homeland Security (DHS) policy to ensure the equal treatment of faith-based organizations, under which the Applicant must comply with equal treatment policies and requirements contained in 6 C.F.R.

Part 19;
(l) The Applicant will comply with California’s Fair Employment and Housing Act (FEHA) (California Government Code §§12940-12957), as applicable. FEHA prohibits harassment and discrimination in employment because of ancestry, familial status, race, color, religious creed (including religious dress and grooming practices), sex (which includes pregnancy, childbirth, breastfeeding and medical conditions related to pregnancy, childbirth or breastfeeding), gender, gender identity, gender expression, sexual orientation, marital status, national origin, ancestry, mental and physical disability, genetic information, medical condition, age, pregnancy, denial of medical and family care leave, or pregnancy disability leave, military and veteran status, and/or retaliation for protesting illegal discrimination related to one of these categories, or for reporting patient abuse in tax supported institutions;
(m)Any other nondiscrimination provisions in the specific statute(s) under which application for federal assistance is being made; and
(n) The requirements of any other nondiscrimination statute(s) that may apply to this application.

6. Drug-Free Workplace
As required by the Drug-Free Workplace Act of 1988 (41 U.S.C. § 701 et seq.),the Applicant certifies that it will maintain a drug-free workplace and a drug-free awareness program as outlined in the Act.

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7. Environmental Standards
The Applicant will comply with state and federal environmental standards, including:
(a) California Environmental Quality Act (CEQA) (California Public Resources Code §§ 21000-21177), to include coordination with the city or county planning agency;
(b) CEQA Guidelines (California Code of Regulations, Title 14, Division 6, Chapter 3, §§ 15000-15387);
(c) Federal Clean Water Act (CWA) (33 U.S.C. § 1251 et seq.), which establishes the basic structure for regulating discharges of pollutants into the waters of the United States and regulating quality standards for surface waters; (d) Federal Clean Air Act of 1955 (42 U.S.C. § 7401) which regulates air emissions from stationary and mobile sources;
(e) Institution of environmental quality control measures under the National Environmental Policy Act (NEPA) of 1969 (P.L. 91-190); the Council on Environmental Quality Regulations for Implementing the Procedural Provisions of NEPA; and Executive Order 12898 which focuses on the environmentaland human health effects of federal actions on minority and low-income populations with the goal of achieving environmental protection for all communities;
(f) Evaluation of flood hazards in floodplains in accordance with Executive Order 11988;
(g) Executive Order 11514 which sets forth national environmental standards; (h) Executive Order 11738 instituted to assure that each federal agency empowered to enter into contracts for the procurement of goods, materials, or services and each federal agency empowered to extend federal assistance by way of grant, loan, or contract shall undertake such procurement and assistance activities in a manner that will result in effective enforcement of the Clean Air Act and the Federal Water Pollution Control Act Executive Order 11990 which requires preservation of wetlands;
(i) The Safe Drinking Water Act of 1974, (P.L. 93-523); (j) The Endangered Species Act of 1973, (P.L. 93-205);
(k) Assurance of project consistency with the approved state management program developed under the Coastal Zone Management Act of 1972 (16 U.S.C. §§1451 et seq.);
(l) Conformity of Federal Actions to State (Clear Air) Implementation Plans under Section 176(c) of the Clean Air Act of 1955, as amended (42 U.S.C. §§7401 et seq.); and
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(m) Wild and Scenic Rivers Act of 1968 (16 U.S.C. § 1271 et seq.) related to protecting components or potential components of the national wild and scenic rivers system.

The Applicant shall not be: (1) in violation of any order or resolution promulgated by the State Air Resources Board or an air pollution district; 2) subject to a cease-anddesist order pursuant to section 13301 of the California Water Code for violation of waste discharge requirements or discharge prohibitions; or 3) determined to be in violation of federal law relating to air or water pollution.

8. Audits
For subrecipients expending $750,000 or more in federal grant funds annually, the Applicant will perform the required financial and compliance audits in accordance with the Single Audit Act Amendments of 1996 and 2 C.F.R., Part 200, Subpart F Audit Requirements.

9. Cooperation and Access to Records
The Applicant must cooperate with any compliance reviews or investigations conducted by DHS. In accordance with 2 C.F.R. § 200.337, the Applicant will give the awarding agency, the Comptroller General of the United States and, if appropriate, the state, through any authorized representative, access to and the right to examine all records, books, papers, or documents related to the award. The Applicant will require any subrecipients, contractors, successors, transferees and assignees to acknowledge and agree to comply with this provision.

10. Conflict of Interest
The Applicant will establish safeguards to prohibit the Applicant’s employees from using their positions for a purpose that constitutes or presents the appearance of personal or organizational conflict of interest, or personal gain.

11. Financial Management
False Claims for Payment - The Applicant will comply with 31 U.S.C §§ 3729-3733 which provides that Applicant shall not submit a false claim for payment, reimbursement, or advance.

12. Reporting - Accountability
The Applicant agrees to comply with applicable provisions of the Federal Funding Accountability and Transparency Act (FFATA) (P.L. 109-282), including but not limited to (a) the reporting of subawards obligating $30,000 or more in federal funds, Standard Assurances
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and (b) executive compensation data for first-tier subawards as set forth in 2 C.F.R.

Part 170, Appendix A. The Applicant also agrees to comply with the requirements set forth in the government-wide financial assistance award term regarding the System for Award Management and Universal Identifier Requirements located at 2 C.F.R.

Part 25, Appendix A.

13. Whistleblower Protections
The Applicant must comply with statutory requirements for whistleblower protections at 10 U.S.C. § 2409, 41 U.S.C. § 4712, and 10 U.S.C. § 2324, 41 U.S.C. § 4304 and § 4310.

14. Human Trafficking
The Applicant will comply with the requirements of Section 106(g) of the Trafficking Victims Protection Act of 2000, as amended (22 U.S.C. § 7104) which prohibits the Applicant or its subrecipients from: (1) engaging in trafficking in persons during the period of time that the award is in effect; (2) procuring a commercial sex act during the period of time that the award is in effect; or (3) using forced labor in the performance of the award or subawards under the award.

15. Labor Standards
The Applicant will comply with the following federal labor standards:
(a) The Davis-Bacon Act (40 U.S.C. §§ 276a to 276a-7), as applicable, and the Copeland Act (40 U.S.C. § 3145 and 18 U.S.C. § 874) and the Contract Work Hours and Safety Standards Act (40 U.S.C. §§ 327-333), regarding labor standards for federally-assisted construction contracts or subcontracts, and (b) The Federal Fair Labor Standards Act (29 U.S.C. § 201 et seq.) as they apply to employees of institutes of higher learning (IHE), hospitals and other nonprofit organizations.

16. Worker’s Compensation
The Applicant must comply with provisions which require every employer to be insured to protect workers who may be injured on the job at all times during the performance of the work of this Agreement, as per the workers compensation laws set forth in California Labor Code §§ 3700 et seq.

17. Property-Related
If applicable to the type of project funded by this federal award, the Applicant will:
(a) Comply with the requirements of Titles II and III of the Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970 (P.L. 91-646) Standard Assurances
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which provide for fair and equitable treatment of persons displaced or whose property is acquired as a result of federal or federally-assisted programs. These requirements apply to all interests in real property acquired for project purposes regardless of federal participation in purchase;
(b) Comply with flood insurance purchase requirements of Section 102(a) of the Flood Disaster Protection Act of 1973 (P.L. 93-234) which requires federal award subrecipients in a special flood hazard area to participate in the program and to purchase flood insurance if the total cost of insurable construction and acquisition is $10,000 or more;
(c) Assist the awarding agency in assuring compliance with Section 106 of the National Historic Preservation Act of 1966, as amended (16 U.S.C. § 470), Executive Order 11593 (identification and protection of historic properties), and the Archaeological and Historic Preservation Act of 1974 (16U.S.C. § 469a-1 et seq.); and
(d) Comply with the Lead-Based Paint Poisoning Prevention Act (42 U.S.C. § 4831 and 24 CFR Part 35) which prohibits the use of lead-based paint in construction or rehabilitation of residence structures.

18. Certifications Applicable Only to Federally-Funded Construction Projects For all construction projects, the Applicant will:
(a) Not dispose of, modify the use of, or change the terms of the real property title or other interest in the site and facilities without permission and instructions from the awarding agency. Will record the federal awarding agency directives and will include a covenant in the title of real property acquired in whole or in part with federal assistance funds to assure nondiscrimination during the useful life of the project;
(b) Comply with the requirements of the awarding agency with regard to the drafting, review and approval of construction plans and specifications; and (c) Provide and maintain competent and adequate engineering supervision at the construction site to ensure that the complete work conforms with the approved plans and specifications and will furnish progressive reports and such other information as may be required by the assistance awarding agency or State.

19. Use of Cellular Device While Driving is Prohibited
The Applicant is required to comply with California Vehicle Code sections 23123 and 23123.5. These laws prohibit driving motor vehicle while using an electronic wireless communications device to write, send, or read a text-based communication.

Standard Assurances
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Roseville City CouncilDecember 18, 2024

Roseville City Council
December 18, 2024