Agenda — Susanville City Council, December 20, 2023

CALL TO ORDER

ROLL CALL

1. APPROVAL OF AGENDA: (Additions and/or Deletions)

2. PUBLIC COMMENT REGARDING CLOSED SESSION ITEMS (if any): Any person may address the Council at this time upon any subject for discussion during Closed Session.

3. CLOSED SESSION:

A. CONFERENCE WITH LABOR NEGOTIATIORS – pursuant to Government Code §54957.6

1. Firefighter Unit
B. PUBLIC EMPLOYEE APPOINTMENT - pursuant to Government Code Section §54957

1. Economic Development Director

2. City Administrator

4. RETURN TO OPEN SESSION: (recess if necessary)
Reconvene in open session at 5:00pm
Pledge of allegiance
Invocation
Report any changes to agenda
Report any action out of Closed Session
Proclamations, awards or presentations by the City Council

5. BUSINESS FROM THE FLOOR: Any person may address the Council at this time upon any subject on the agenda or not on the agenda within the jurisdiction of the City Council. However, comments on items on the agenda may be reserved until the item is discussed and any matter not on the agenda that requires action will be referred to staff for a report and action at a subsequent meeting.

Presentations are subject to a five-minute limit.

6. CONSENT CALENDAR: All matters listed under the Consent Calendar are considered to be routine by the City Council. There will be no separate discussion on these items. Any member of the public or the City Council may request removal of an item from the Consent Calendar to be considered separately.

6.A Minutes of the City Council's December 6, 2023 regular meeting and the December 12, 2023 special meeting.

6.B Vendor and payroll warrants

6.C Utility Accounts Receivable Write-Offs

6.D Consider Resolution No 23-6261, approving and authorizing the modification and conditions to the Memorandum of Understanding with the Firefighters Bargaining Unit

CITY OF SUSANVILLE
66 N. Lassen Street • Susanville CA
Quincy McCourt, Mayor
Thomas Herrera, Mayor pro tem
Russ Brown • Mendy Schuster • Kevin Stafford
Susanville City Council
Regular Council Meeting • City Council Chambers
Wednesday, December 20, 2023 – 4:30 PM
1 7. PUBLIC HEARINGS:

7.A Consider Resolution No. 23-6262, Approving an amendment to the Standard Agreement issued under the 2020 Community Development Block Grant Program Coronavirus Response (CDBG-CV) for the Crossroads Freezer Project

7.B Consider Resolution No. 23-6266, approving an amendment to the Standard Agreement issued under the 2020 Community Development Block Grant Program Coronavirus Response (CDBG-CV) for the Memorial Park Bathroom Rehabilitation Project

8. COUNCIL DISCUSSION/ANNOUNCEMENTS:

9. NEW BUSINESS:

9.A City Procurement Policy and Credit Card Policy Updates Discussion

9.B Consider Resolution No. 23-6265, authorizing the City Administrator to execute an Addendum to the Managed IT Services Partner Agreement between the City of Susanville and Computer Logistics Corporation

9.C Consider Ordinance No. 23-1041, amending section 12.32.030 (F) Structures, Plants, Trees, Rubbish of the Susanville Municipal Code regarding allowable activities at Loumena Tennis Courts.

10. SUSANVILLE COMMUNITY REDEVELOPMENT AGENCY: No business.

11. SUSANVILLE MUNICIPAL ENERGY CORPORATION: No business.

12. CONTINUING BUSINESS:

12.A Consider Ordinance No. 23-1040, amending city code to define Public Safety Chief and consider Resolution No. 23-6264, authorizing City Administrator to reorganize city departments as depicted in attached organizational chart. Consider Public Safety Chief job description.

12.B City Project Priorities

13. CITY ADMINISTRATOR'S REPORTS:

13.A Department Reports

14. FUTURE COUNCIL ITEMS:

15. ADJOURNMENT:

The next regular meeting of the Susanville City Council will be held on January 3, 2024 at 4:30PM.

Reports and documents relating to each agenda item are on file in the Office of the City Clerk and are available for public inspection during normal business hours and at the meeting. These reports and documents are also available at the City’s website www.cityofsusanville.net, unless there were systems problems posting to the website.

Accessibility: An interpreter for the hearing-impaired may be made available upon request to the City Clerk seventy-two hours prior to a meeting. A reader for the vision-impaired for purposes of reviewing the agenda may be made available upon request to the City Clerk. The location of this meeting is 2 wheelchair-accessible.

I, Heidi Whitlock, certify that I caused to be posted notice of the regular meeting scheduled for January 3, 2024, in the areas designated on December 15, 2023.
3 AGENDA ITEM NO. 6.A
Action Item
Submitted By: Heidi Whitlock, Administrative Services
Action Date: December 20, 2023
SUBJECT: Minutes of the City Council's December 6, 2023 regular meeting and the December 12, 2023 special meeting.

PRESENTED BY: Heidi Whitlock, City Clerk
SUMMARY: Attached for the Council’s review are the minutes of the City Council’s December 6, 2023 regular meeting and the December 12, 2023 special meeting.

FISCAL IMPACT: None
ACTION REQUESTED: Motion to waive the reading of and approval to receive and file the City Council's December 6, 2023 regular meeting and the December 12, 2023 special meeting.

SUSANVILLE CITY COUNCIL AGENDA ITEM
ATTACHMENTS:
231206.cc.min.draft.pdf
231212.spec.cc.min.draft.pdf
4 SUSANVILLE CITY COUNCIL
Regular Council Meeting Minutes
WEDNESDAY, DECEMBER 6, 2023 – 4:30 PM
Mayor McCourt called the meeting to order at 4:30pm.

Roll Call of Councilmembers Present: McCourt, Stafford, Herrera, Schuster, Brown

1. APPROVAL OF AGENDA:

Moved by Stafford; seconded by Herrera to approve agenda as presented.

Motion Carried: 5 - 0
Voting For: McCourt, Stafford, Herrera, Schuster, Brown Voting Against: None

2. PUBLIC COMMENT REGARDING CLOSED SESSION ITEMS (if any): None.

3. CLOSED SESSION:

City Council convened in closed session at 4:31 pm to discuss the following:

A. CONFERENCE WITH REAL PROPERTY NEGOTIATOR - pursuant to Government Code Section §54956.8
Property: Ramsey Ditch
Agency Negotiator: Dan Newton, City Administrator
Negotiating Party: Kim Dieter
Under Negotiation: Price/Terms
B. PUBLIC EMPLOYEE APPOINTMENT - pursuant to Government Code Section §54957

1. City Administrator

4. RETURN TO OPEN SESSION:

The City Council reconvened in open session at 5:00pm. The Pledge of Allegiance and Invocation were provided.

Dan Newton, City Administrator, stated that the City Council convened in closed session to discuss the above-mentioned items, direction was provided to staff and no reportable action was taken.

5. BUSINESS FROM THE FLOOR: No public comment.

6. CONSENT CALENDAR:

Moved by Herrera; seconded by Brown to approve.

Motion Carried: 5 - 0
Voting For: McCourt, Stafford, Herrera, Schuster, Brown Voting Against: None

6.A Minutes of the City Council's November 15, 2023 regular meeting.

Motion to waive the reading of and approval to receive and file the City Council's November 15, 2023 regular meeting.
231115.min.draft.pdf

6.B Vendor and payroll warrants
Motion to receive and file
11-9-23.pdf
11-16-23.pdf
5 6.C Consider Resolution No. 23-6258, approving contract with Express Evaluations, an employee evaluation software.

Motion to approve Resolution No. 23-6258, approving contract with Express Evaluations, an employee evaluation software.

Quote for Susanville Essentials and Professional.pdf End User License Agreement - Susanville.docx 23-6258.pdf

7. PUBLIC HEARINGS: No business.

8. COUNCIL DISCUSSION/ANNOUNCEMENTS: Council Member Schuster recognized Noreen Frieling and requested a moment of silence in her honor.

Council Member Stafford recognized the Chamber of Commerce, the City of Susanville, and all others who assisted in the Magical County Christmas event.

Mayor McCourt offered both the city's Mission Statement and the Land Acknowledgement Statement. He continued by stating that he has enjoyed serving on the council the past four years, that he has learned a lot regarding human nature, but he would be working on new endeavors therefore he would not be running for re-election on the Council.

9. NEW BUSINESS:

9.A Discussion regarding expenditure or ARPA Funds.

Mr. Newton provided an explanation of the item and requested Council discussion to include the ranking criteria of the suggested projects.

Jeremy Couso, Historical Society, requested that the funds be allocated for a storage building. He requested that there be a new building constructed or that the cinder block garage but renovated.

Rob Tyndall, Susanville Municipal Airport Commission, requested fire hydrants be added to the Airport for safety reasons as there are currently no hydrants.

Michael Blaschak, public, requested a noxious week (goat head) eradication program.

Julie McKee, public, expressed appreciation for the fixes at the tennis courts and requested a phase 2 consisting of the construction of new pickleball courts.

Ann Carlson, public, also requested new pickleball courts, potentially where the old wading pool area is located at Memorial Park. She also requested that health and safety items and the leveraging of funds be considered as criteria.

Hopewheels, stated they are now a nonprofit and requested to be considered ARPA funds as they wish to build Hopewheels boxes to give out to children in need. They have recently partnered with the Ronald McDonald House. Boxes will cost about $15.00 each are to be they are to be distributed to Police and Fire Departments and will have the City of Susanville logos on them, assisting in promoting Susanville. He requested $10,000 to help in their efforts to provide support to kids in crisis as well as promoting Susanville. He added that Jersey Jim (Board of Director President) who is on television with a Hotwheels challege show, will also have boxes to give out, as well as them being available on Amazon. 6 David Teeter, public, reminded Council of the CEDS plan, as well as other plans that were previously created to consider. He continued by mentioning the uptown area, including the EV charging station, the Elks Lodge, etc.

Jacqui Henry, public, mentioned the increased feral cat population and requested that they be addressed.

Councilmember Stafford requested the following items be considered: cracks in the road, crosswalks with signals in the uptown area, grass and benches at the bark park, and a speed study to be completed.

Mayor McCourt stated that he was also asked to suggest an indoor sports facility, an arts center and also mentioned the crosswalk signals.

Council Member Brown requested that long term benefit and reward to the community also be added as a ranking criteria.

Mr. Newton suggested that if any categories should be weighted.

Council Member Schuster requested a way to score community member requests higher to which Mr. Newton suggested that there be a category called Citizen Initiated Request so that category will get a point.
231206 Potential ARPA Projects - Word Cloud.pdf
231206 List of Discussed and Submitted Potential Projects.pdf

9.B Consider Resolution No. 23-6257, Accepting the City of Susanville's Audited Financial Statements for the Fiscal Year ending June 30, 2022
Chandra Jabbs, Finance Director, provided an explanation of the item and introduced Brent Van Lant of the Auditing firm to provide a presentation of the financial statements.

Mr. Van Lant provided his presentation.

Ms. Jabbs addressed the one finding that occurred and requested approval of Resolution No. 23-6257.

Council Member Stafford inquired about the internal controls related to the golf course and Building Permit Tech positions and their taking of funds to which Ms. Jabbs provided a response.
23-6257.pdf
appropriations limit report.pdf
AU-C 260 Conclusion Letter.pdf
internal control report 2022.pdf
management letter 2022.pdf
Final FS Susanville 6-30-22.pdf
Moved by Schuster; seconded by Herrera to approve.

Motion to approve Resolution No.23-6257, Accepting the City of Susanville's Audited Financial Statements for the Fiscal Year ending June 30, 2022.

Motion Carried: 5- 0
Voting For: McCourt, Stafford, Herrera, Schuster, Brown 7 Voting Against: None

9.C Discussion regarding Public Safety Chief Position
Mr. Newton provided an explanation of the item, including the difference between operational and administrative consolidation, and requested Council direction.

Council Member Schuster inquired as to whether or not this position would be available to respond to and assist local businesses.

Council Member Brown inquired of both the Acting Fire and Police Chief what they thought of the idea to which they both responded that they liked the idea as it would provide an extra boots on the ground position.

Curtis Bortle, public, suggested that the council remember that there is typically a rivalry between the departments and it has potential to become an issue depending on who fills the roll.

Michael Blakshak, public, supportive of the position, specifically with the ability to respond to businesses.

Sarah Chandler, public, has concerns that this position, requiring specific qualifications, would sit vacant for a while.

Council Member Stafford, Brown, and Herrera all like the idea of the Public Safety Chief and want to move it forward.

It was the consensus of the Council to move forward as quickly as possible.

Mr. Newton stated that the job description will be brought back at the December 20th meeting as he feels that it should be presented to the Council.

PUBLIC SAFETY ADMINISTRATIVE CONSOLIDATION REPORT 12-6-2023.pdf

9.D Consider Resolution No. 23-6259, authorizing the Streets Division to purchase 300 cubic yards of cinders from TNS Trucking and Ready Mix of Susanville, CA for $7,839 dollars and authorize the Finance Director to adjust the Streets budgets as necessary.

Bob Godman, Public Works Director, provided an explanation of the item and requested approval of Resolution No. 23-6259.
23-6259.pdf
Motion to approve Resolution No. 23-6259, authorizing the Streets Division to purchase 300 cubic yards of cinders from TNS Trucking and Ready Mix of Susanville, CA for $7,839 dollars and authorize the Finance Director to adjust the Streets budgets as necessary.

Moved by Stafford; seconded by Schuster to approve.

Motion Carried: 5- 0
Voting For: McCourt, Stafford, Herrera, Schuster, Brown Voting Against: None

9.E Consider Resolution No. 23-6260, adopting the city of Susanville Social Media Policy Motion to approve Resolution No. 23-6260, adopting the city of Susanville Social Media Policy 8 Mr. Newton provided an explanation of the item and requested approval of Resolution No. 23-6260.

Social Media Policy.pdf
23-6260.pdf
Moved by Herrera; seconded by Schuster to approve.

Motion Carried: 5- 0
Voting For: McCourt, Stafford, Herrera, Schuster, Brown Voting Against: None

10. SUSANVILLE COMMUNITY REDEVELOPMENT AGENCY: No business.

11. SUSANVILLE MUNICIPAL ENERGY CORPORATION: No business.

12. CONTINUING BUSINESS: No business.

13. CITY ADMINISTRATOR'S REPORTS:

13.A Department Reports
The City Clerk, Acting Fire Chief, Finance Director, Acting Police Chief, Public Works Director, City Administrator and Assistant to City Administrator all provided updates in their areas.

14. FUTURE COUNCIL ITEMS:

14.A Future Council Items
Mr. Newton provided an explanation of the item and requested Council direction. 231206 Items List.pdf

15. ADJOURNMENT:

Meeting was adjourned at 7:18pm.
__________________________
Quincy McCourt, Mayor
Respectfully submitted by:
____________________________ Approved on:

Heidi Whitlock, City Clerk
9 SUSANVILLE CITY COUNCIL
Special Council Meeting Minutes
TUESDAY, DECEMBER 12, 2023 – 8:30 AM
Mayor McCourt called the meeting to order at 8:30am.

Roll Call of Councilmembers Present: McCourt, Stafford, Herrera, Schuster, Brown

1. APPROVAL OF AGENDA: (Additions and/or Deletions)
Moved by Kevin Stafford; seconded by Russ Brown to approve the agenda as drafted.

Motion Carried: 5 - 0
Voting For: Quincy McCourt, Kevin Stafford, Thomas Herrera, Mendy Schuster, Russ Brown Voting Against: None

2. PUBLIC COMMENT REGARDING CLOSED SESSION ITEMS (if any): Any person may address the Council at this time upon any subject for discussion during Closed Session.

Jim McCarthy, public, addressed the Council and requested that the recruitment process for the Economic Development Director be halted until the new members of Council are seated.

3. CLOSED SESSION: The City Council convened in closed session at 8:35am to discuss the following:

A. PUBLIC EMPLOYMENT - pursuant to Government Code Section §54957

1. Economic Development Director – Interviews
The Council took a recess at 10:15am and returned to closed session at 10:24am.

4. RETURN TO OPEN SESSION: (recess if necessary)
The Council reconvened in open session at 10:50am.

Mr. Newton stated that the Council met in closed session to discuss the above-mentioned item, no reportable action was taken, but direction was provided to staff.

5. BUSINESS FROM THE FLOOR: None.

6. COUNCIL DISCUSSION/ANNOUNCEMENTS: None.

7. CITY ADMINISTRATOR REPORTS: None.

8. ADJOURNMENT: Motion to adjourn at 10:51am.
__________________________
Quincy McCourt, Mayor
_____________________________
Heidi Whitlock, City Clerk
10 AGENDA ITEM NO. 6.B
Action Item
Submitted By: Alicia Cordova, Administrative Services
Action Date: December 20, 2023
SUBJECT: Vendor and payroll warrants
PRESENTED BY: Chandra Jabbs, Finance Manager
SUMMARY: Warrants dated November 18, 2023 through December 8, 2023 numbered 219808-219958.

FISCAL IMPACT: Accounts Payable vendor warrants totaling $199,125.35, plus $334,066.46 in payroll warrants, for a total of $533,191.81.

ACTION REQUESTED: Motion to receive and file

SUSANVILLE CITY COUNCIL AGENDA ITEM
ATTACHMENTS:
11-17-23.pdf
11-30-23.pdf
12-07-23.pdf
12-08-23.pdf
11 CITY OF SUSANVILLE Check Register - Payments by Vendor Page: 1 Check Issue Dates: 11/17/2023 - 11/17/2023 Nov 27, 2023 11:29AM Report Criteria:

Report type: GL detail
Check.Voided = False
GL Check Check Vendor Description Invoice Inv GL Account GL Account Title Seq Check Period Issue Date Number Number Payee Number Seq No Amount Amount 11/23 11/17/2023 219808 728 U.S. POSTMASTER UB BILLING GAS 11172023 1 7401-430-62-46 POSTAGE 787.47 787.47 11/23 11/17/2023 219808 728 U.S. POSTMASTER UB BILLING WATER 11172023 2 7110-430-42-46 POSTAGE 405.67 405.67 Total 11172023: 1,193.14 1,193.14
Grand Totals: 1,193.14 1,193.14
M = Manual Check, V = Void Check
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36 CITY OF SUSANVILLE Check Register - Payments by Vendor Page: 1 Check Issue Dates: 12/8/2023 - 12/8/2023 Dec 08, 2023 08:41AM Report Criteria:

Report type: GL detail
Check.Voided = False
GL Check Check Vendor Description Invoice Inv GL Account GL Account Title Seq Check Period Issue Date Number Number Payee Number Seq No Amount Amount 12/23 12/08/2023 219958 10949 TISCHLER BISE INC IMPACT FEE STUDY & ANALYSI .20231102 1 1011-419-10-43 PROFESSIONAL SVCS 4,864.00 4,864.00 Total .20231102: 4,864.00 4,864.00
Grand Totals: 4,864.00 4,864.00
M = Manual Check, V = Void Check
37 AGENDA ITEM NO. 6.C
Action Item
Submitted By: Alicia Cordova, Administrative Services
Action Date: December 20, 2023
SUBJECT: Utility Accounts Receivable Write-Offs
PRESENTED BY: Chandra Jabbs, Finance Manager
SUMMARY: The Administrative Service Department is responsible for the collection of the revenues that are owed to the City. When accounts become past due, the City follows certain procedures for the collection of these accounts such as sending delinquent letters, searching for new accounts in the utility billing system or performing a search using our current credit reposting agency resources and calling phone numbers from closed accounts. After all attempts have failed, staff brings report to City Council requesting approval to remove the uncollectible balance from our books and send them on to a collection agency. Our collection agency has access to additional records and has been successful in recovering additional funds. They have also informed us that accounts received in the first 6-12 months have the highest potential for recovery. As delinquent accounts age, there are limitations placed on collection options. The City receives 60% of delinquencies collected and there is no additional fee charged for this service. At this time we are requesting that the Council approves writing $1,179.68 in uncollected utility revenues from March 23, 2023 thru December 8, 2023. Staff will then send the delinquent account balance to a collection agency for cost recovery.

FISCAL IMPACT: Write off $1,179.68 in potential revenue with a portion to be later recovered through collections.

ACTION REQUESTED: Motion to approve to write-off accounts receivable and send $1,179.68 to collections.

SUSANVILLE CITY COUNCIL AGENDA ITEM
ATTACHMENTS:
3811_001.pdf
38 39
AGENDA ITEM NO. 6.D
Action Item
Submitted By: Jolene Arredondo, Administrative Services Action Date: December 20, 2023
SUBJECT: Consider Resolution No 23-6261, approving and authorizing the modification and conditions to the Memorandum of Understanding with the Firefighters Bargaining Unit
PRESENTED BY: Dan Newton, City Administrator
SUMMARY: On September 6, 2023 the City Council approved Resolution No. 23- 6202 authorizing the modification of the Firefighters MOU to include the Assistant Fire Chief be added to the unit as the Professional Technical Bargaining Unit dissolved. Upon those changes being made, the Firefighter's Unit proposed clarification language needed in order to cleanup the Firefighter MOU. Those are as follows:

Removal of numerical rating to achieve merit from 3.01 or above to "meets job standards" or above to be consistent with in place MOU's
Modification of holiday language
Addition of incentives
Addition of vacation language to address accrual of Assistant Fire Chief position
Increase minimum requirement standards by removal of
Emergency Medical Responder Certificate as alternate
certificate to EMT-B Certificate for all positions within the unit FISCAL IMPACT: As determined by the terms negotiated by the Firefighter Bargaining Unit.

ACTION REQUESTED: Motion to approve Resolution No. 23- 6261, approving and authorizing the modification and conditions to the Memorandum of Understanding with the Firefighters Bargaining Unit

SUSANVILLE CITY COUNCIL AGENDA ITEM
ATTACHMENTS:

Side Letter No. 2.pdf
23-6261.pdf
40 City of Susanville (530) 252-5100 • 66 North Lassen Street • Susanville, CA 96130-3904 Quincy McCourt Councilmembers:

Mayor Mendy Schuster
Thomas Herrera Kevin Stafford
Mayor pro tem Russ Brown
www.cityofsusanville.org
Firefighters Bargaining Unit
Side Letter No. 2
The Operating Engineers Local Union No. 3 Firefighters Unit (UNIT) have met and conferred with the city of Susanville (CITY) and proposed the following changes to the Firefighter MOU dated January 1, 2023 through and including June 30, 2025.

1. Modification of language in MOU Section 7: Salary Scale, Merit Step, Career Development, and Pay Period removing numerical rating and modifying “meets job requirements” to “meets job standards” to be consistent with other in-place city MOUs.

7.C. MOU Current Language:

Merit Pay: In order to receive a salary step increase the employee shall demonstrate that he/she merits such an increase as shown by the annual performance review. The performance review shall be rated “meets job requirements” or a numerical rating of 3.10 or above to qualify for the merit increase.

7.C. MOU New Language:

Merit Steps: Merit increases will not be automatic and will be based upon merit as evidenced by a performance evaluation. Employee evaluations resulting in a rating score of “Meets Job Standards” or above are eligible for a merit step increase.

2. Modification of language in MOU Section 13: Holidays to clean up language and provide clarification of floating holiday timeframe of usage. New language is in line with Employee Manual.

13.B. MOU Current Language:

Employee’s birthday (or a substitute day to be selected by mutual agreement between the employee and CITY). Each employee covered by this MOU shall receive one 24- hour shift off with pay for his/her birthday. This floating leave shift is offered whether or not the employee is scheduled to work on the birthday. This leave may be taken on the employee’s actual birthday or on an alternate day mutually agreed to the employee and CITY. However, if an alternate day is selected, the leave time must be taken within the current fiscal year. The CITY will not incur any overtime pay as the result of this holiday. The employee requesting time off shall advise the Fire Chief ninety (90) days in advance of the birthday or day of leave.

13.B. MOU New Language:

Floating Holiday (Employee’s birthday or a substitute day to be selected 41 Quincy McCourt Councilmembers:

Mayor Mendy Schuster
Thomas Herrera Kevin Stafford
Mayor pro tem Russ Brown
www.cityofsusanville.org
mutually by employee and supervisor) Each employee is entitled to take one (1) floating holiday once per calendar year (January 1 - December 31). All UNIT members are eligible for the floating holiday.

Employees should notify their supervisor in advance of the date they intend to take their floating holiday. The floating holiday is a full day paid leave. The duration is equivalent to the employee's regular working hours. Supervisors will work with employees to ensure operational needs are met while granting the floating holiday. Floating holidays cannot be carried over to the following calendar year. In exceptional cases where the operational needs of the CITY cannot be met due to the absence of multiple employees on the same day, the CITY reserves the right to reschedule the floating holiday.

3. Effective January 6, 2024, the following incentives will be added to Section 7: Salary Scale, Merit Step, Career Development and Pay Period, Subsection D: Professional/Education Incentive Program:

1. Swift Water Rescue Technician 2.5%

2. CPR Instructor 2.5%

3. Low Angle Rope Operator Rescue Certification 2.5%

4. SCUBA Certification 2.5%

5. State Fire Marshall Training Instructor 2.5%

4. Addition of vacation language pertaining to the Assistant Fire Chief position. This language is the language that was outlined in the Professional-Technical MOU in which the position was transferred from with the dissolution of the Professional-Technical. The Assistant Fire Chief shall earn annual vacation credit accrued per pay period as specified below:
0-1 year 3.69
1-5 years 4.62
5-10 years 5.23
10-15 years 6.15
15-20 years 7.69
20 + years 9.23
Vacation credit will vest and become available for use upon the successful completion of the probationary period for the Assistant Fire Chief position. Accrued vacation time may be used during the probationary period, subject to the approval of the City Administrator on a case by-case basis.

The maximum vacation accrual shall be 240 hours. The City Administrator may authorize increasing the maximum accrual for a defined period of time if the excess accrual was created because the City Administrator canceled the Assistant to the Fire Chief’s scheduled vacation due 42 Quincy McCourt Councilmembers:

Mayor Mendy Schuster
Thomas Herrera Kevin Stafford
Mayor pro tem Russ Brown
www.cityofsusanville.org
to a CITY emergency. Any vacation hours accrued over 240 hours shall be bought back by the City at fifty percent (50%) of employee's base salary during December special payroll.

5. Effective January 6, 2023, all positions within this UNIT will require current California EMT-B certifications. Job descriptions will reflect this change and Emergency Medical Responder Certificate will be removed from job descriptions and will not be interchangeable with the EMT-B certification. Job descriptions will include “Current California EMT-B Certificate or ability to obtain within 12 months of hire” for recruitment purposes.

This side letter will be in effect upon approval of the City Council at a regularly scheduled meeting and pay changes will be effective January 6, 2024. This side letter and the terms outlined shall remain in effect, through and including June 30, 2025, or until a successor MOU is reached, unless a specific provision provides for a different commencement and/or termination date. This letter has been ratified by both the CITY and UNIT on the 20th day of December 2023. ________________________________ ________________________________ Dan Newton, City Administrator Art Frolli, Business Representative ________________________________
Dale Johnson, UNIT Steward
________________________________
Leon Myers, UNIT Steward
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28 RESOLUTION NO. 23-6261

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SUSANVILLE

APPROVING AND AUTHORIZING THE MODIFICATION AND CONDITIONS TO THE

MEMORANDUM OF UNDERSTANDING WITH THE FIREFIGHTERS BARGAINING UNIT WHEREAS, the dissolution of the Professional Technical Unit agreed to distribute the Assistant Fire Chief into the Firefighters Bargaining Unit as of July 8, 2023; and WHEREAS, the Firefighters Bargaining Unit has ratified the respective agreement with the terms and conditions as outlined in the attached side letter; and WHEREAS, the representatives from the Firefighters Bargaining Unit have negotiated a labor agreement according to the requirements of the Meyers-Milias-Brown Act; and WHEREAS, the agreement has been negotiated within the parameters established by the City Council.

NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Susanville hereby approves and authorizes the following:

1. The Memorandum of Understanding with the Firefighters Bargaining Unit will adopt the attached side letter and incorporate the changes as outlined into the Firefighters Bargaining Unit for the period of July 8, 2023, through and including June 30, 2025; and

2. The Finance Director shall modify the 2023/2024 fiscal year budget as necessary to accommodate the outlined changes made by the Firefighters Bargaining Unit.

APPROVED: _______________________________
Quincy McCourt, Mayor
ATTEST: _______________________________
Heidi Whitlock, Clerk
The foregoing Resolution was adopted at a regular meeting of the City Council for the City of Susanville held on the 20th day of December, 2023 by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:
_______________________________
Heidi Whitlock, City Clerk
APPROVED AS TO FORM: _______________________________
Margaret Long, City Attorney
44 AGENDA ITEM NO. 7.A
Action Item
Submitted By: Jolene Arredondo, Administrative Services Action Date: December 20, 2023
SUBJECT: Consider Resolution No. 23-6262, Approving an amendment to the Standard Agreement issued under the 2020 Community Development Block Grant Program Coronavirus Response (CDBG-CV) for the Crossroads Freezer Project
PRESENTED BY: Jolene Arredondo, Assistant to the City Administrator SUMMARY: The Community Development Block Grant Coronavirus Response Program (CDBG CV 2&3) has notified grantees of unclaimed program funds that are available for construction projects that have experienced unanticipated cost increases. Construction project grantees that wish to request additional funding need to complete an application to claim program funding, conduct a public hearing, and submit supporting documentation outlining need for additional funding.

While funding is not guaranteed, grantees with qualifying projects may request up to a 25% increase to their award resulting in a maximum award of 125% of our original application.

The city of Susanville was awarded grant funding through the Community Development Block Grant Coronavirus Response
Program funding to purchase a freezer for Crossroads Ministries and to complete necessary construction and site preparation to install the freezer. The grant project award was for a total of $22,600 and the city is requesting the allowed amount of $5,650 which will allow for bidding for the construction to occur.

FISCAL IMPACT: Increase grant project by $5,650 for total project of $28,250 ACTION REQUESTED: Approve Resolution No. 23-6262, Approving an amendment to the Standard Agreement issued under the 2020 Community Development Block Grant Program Coronavirus Response (CDBG-CV) for the Crossroads Freezer Project

SUSANVILLE CITY COUNCIL AGENDA ITEM
ATTACHMENTS:
23-6262.pdf
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28 RESOLUTION NO 23-6262

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SUSANIVLLE

APPROVING AN AMENDMENT TO THE STANDARD AGREEMENT ISSUED UNDER THE 2020 COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM

CORONAVIRUS RESPONSE (CDBG-CV)
BE IT RESOLVED by the City Council of the city of Susanville as follows:

SECTION 1:

The City Council has reviewed and hereby approves the submission to the State of California (“State”) of a Request for Additional Funds to fill gaps created by documented unanticipated cost increases. The funds would be added to its existing CDBG-CV Standard Agreement(s) with the State numbered 20-CDBG-CV2-3-00152 (the “Standard Agreement(s)”) pursuant to the State’s June 2020 CDBG-CV1 Notice of Funding Availability; December 2020 CDBG-CV2 and CV3 Notice of Funding Availability (NOFA); and/or the CDBG Method of Distribution as described in the State of California 2019-2020 Annual Action Plan August 2020 Second Substantial Amendment and the CDBG-CV Method of Distribution as described in the State of California 2019-2020 Annual Action Plan August 2020 Fifth Substantial Amendment.

List of Activity Funding:

Current Authorized amount(s) under Standard Agreement 20-CDBG-CV2-3-00152:
• CDBG-CV: $22,600
• Program Income: $0
• Total: $22,600
Amount of new CDBG-CV funds to be added to Standard Agreement 20-CDBG-CV2-3-00152:
• CDBG Not to exceed: $5,650
• Program Income: $0
• Total: $5,650
Total amount of amended Standard Agreement 20-CDBG-CV2-3-00152:
• CDBG Grant Not to exceed $28,250
• Program Income: $0
• Total: $28,250
SECTION 2:

The City Council acknowledges compliance with all state and federal public participation requirements with respect to the proposed amendments to the Standard Agreement described in Sections 1 above.

SECTION 3:

The City Council hereby authorizes and directs the City Administrator to execute and deliver all application(s), “Request(s) for Additional Funds,” and/or amendments to the Standard Agreement and act on the City’s behalf in all matters pertaining to all such application(s), “Request(s) for Additional Funds,” and/or amendments.

SECTION 4:

If an amendment to the Standard Agreement is approved as contemplated above, the City Administrator is authorized to enter into, execute, and deliver an amendment to the Standard 46 1
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28 Agreement and any and all other documentation which may be required by the State from time to time for the purposes of this grant.

SECTION 5:

If an amendment to the Standard Agreement is approved, the City Administrator is authorized to sign and submit Funds Requests and all required reporting forms and other documentation as may be required by the State of California from time to time in connection with this grant.

APPROVED: ______________________________
Quincy McCourt, Mayor
ATTEST: ______________________________
Heidi Whitlock, City Clerk
PASSED AND ADOPTED at a regular meeting of the City Council of the city of Susanville held on December 20, 2023 by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:
_____________________________
Heidi Whitlock, City Clerk
APPROVED AS TO FORM: _____________________________
Margaret Long, City Attorney

STATE OF CALIFORNIA
City of Susanville
“I, Heidi Whitlock, City Clerk of the city of Susanville, State of California, hereby certify that (i) the above and foregoing is a full, true, and correct copy of a resolution duly adopted by said City Council on this 20th day of December, 2023; (ii) such resolution has not been amended, modified, repealed or rescinded since the date of its adoption; and (iii) such resolution remains in full force and effect.”
___________________________________________
Heidi Whitlock, City Clerk of the city of
Susanville, State of California
47 AGENDA ITEM NO. 7.B
Action Item
Submitted By: Jolene Arredondo, Administrative Services Action Date: December 20, 2023
SUBJECT: Consider Resolution No. 23-6266, approving an amendment to the Standard Agreement issued under the 2020 Community Development Block Grant Program Coronavirus Response (CDBG-CV) for the Memorial Park Bathroom Rehabilitation Project
PRESENTED BY: Jolene Arredondo, Assistant to the City Administrator SUMMARY: The Community Development Block Grant Coronavirus Response Program (CDBG CV 2&3) has notified grantees of unclaimed program funds that are available for construction projects that have experienced unanticipated cost increases. Construction project grantees that wish to request additional funding need to complete an application to claim program funding, conduct a public hearing, and submit supporting documentation outlining need for additional funding.

While funding is not guaranteed, grantees with qualifying projects may request up to a 25% increase to their award resulting in a maximum award of 125% of our original application.

The city of Susanville was awarded grant funding through the Community Development Block Grant Coronavirus Response
Program funding to replace the bathroom located at Memorial Park.

Grant funding total is $148,240 plus $200,000 CDBG Program Income for a grant project total of $348,240. Upon award of demolition and site preparation construction, City Council had approved the use of Park Dedication Funding to cover construction overages. The application for additional funding would eliminate the need to use Park Dedication Funding and would also allow project site elements to be included in this project such as security cameras for exterior of the bathroom facility, electric panel upgrades, and site elements to enhance the project.

Total project increase requesting: $70,000.

FISCAL IMPACT: $65,000 increase to CDBG CV Memorial Park Bathroom Rehabilitation Project - expenditures reimbursed by CDBG CV Grant ACTION REQUESTED: Motion to approve Resolution No. 23-6266, approving an amendment to the Standard Agreement issued under the 2020 Community Development Block Grant Program Coronavirus Response (CDBGSUSANVILLE CITY COUNCIL AGENDA ITEM 48 CV) for the Memorial Park Bathroom Rehabilitation Project ATTACHMENTS:
23-6266.pdf
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28 RESOLUTION NO 23-6266

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SUSNAIVLLE

APPROVING AN AMENDMENT TO THE STANDARD AGREEMENT ISSUED UNDER THE 2020 COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM

CORONAVIRUS RESPONSE (CDBG-CV)
BE IT RESOLVED by the City Council of the city of Susanville as follows:

SECTION 1:

The City Council has reviewed and hereby approves the submission to the State of California (“State”) of a Request for Additional Funds to fill gaps created by documented unanticipated cost increases. The funds would be added to its existing CDBG-CV Standard Agreement(s) with the State numbered 20-CDBG-CV2-3-00080 (the “Standard Agreement(s)”) pursuant to the State’s June 2020 CDBG-CV1 Notice of Funding Availability; December 2020 CDBG-CV2 and CV3 Notice of Funding Availability (NOFA); and/or the CDBG Method of Distribution as described in the State of California 2019-2020 Annual Action Plan August 2020 Second Substantial Amendment and the CDBG-CV Method of Distribution as described in the State of California 2019-2020 Annual Action Plan August 2020 Fifth Substantial Amendment.

The City Council previously approved the use of $200,000 of Program Income for this CDBGCV activity which was included in the 20-CDBG-CV2-3-00080 activity and by this resolution will not use an additional amount a total commitment of $200,000 of Program Income.

List of Activity Funding:

Current Authorized amount(s) under Standard Agreement 20-CDBG-CV2-3-00080:
• CDBG-CV: $148,240
• Program Income: $200,000
• Total: $348,240
Amount of new CDBG-CV funds to be added to Standard Agreement 20-CDBG-CV2-3-00080:
• CDBG Not to exceed: $70,000
• Program Income: $0
• Total: $70,000
Total amount of amended Standard Agreement 20-CDBG-CV2-3-00080:
• CDBG Grant Not to exceed $218,240
• Program Income: $200,000
• Total: $418,240
SECTION 2:

The City Council acknowledges compliance with all state and federal public participation requirements with respect to the proposed amendments to the Standard Agreement described in Sections 1 above.

SECTION 3:

If an amendment to the Standard Agreement is approved as contemplated above, the City Administrator is authorized to enter into, execute, and deliver an amendment to the Standard Agreement and any and all other documentation which may be required by the State from time to time for the purposes of this grant.

SECTION 5:

APPROVED: _________________________
Quincy McCourt, Mayor
ATTEST: _________________________
Heidi Whitlock, City Clerk
PASSED AND ADOPTED at a regular meeting of the City Council of the city of Susanville held on December 20, 2023 by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:
_____________________________
Heidi Whitlock, City Clerk
APPROVED AS TO FORM:_____________________________
Margaret Long, City Attorney

Procurement policies play a crucial role in promoting transparency, efficiency, and accountability in the acquisition of goods and services by the city. As the City of Susanville continues to grow and evolve, it is imperative to update the existing Procurement Policy to guide the procurement processes and ensure compliance with legal and ethical standards. As referenced in the attached policy, it is also imperative to update the city's Credit Card Policy as the city staff utilizes the credit card program more frequently to procure services and supplies.

Procurement Policy Changes:

City Administrator authorized to execute service agreements in the amount not to exceed $25,000
Department Heads authorized to execute service agreements in the amount not to exceed $15,000
Addition of Auction Purchasing
Clarification of and language added to:

Vehicle purchasing
Surplus property
Emergency situation purchasing
Credit Card Policy Change:

Credit cards will be issued by the Finance Department to individual employees by written recommendation of employee's Department Head.

Clarification of:

Duties of the CAL-Card Program Administrator (Finance
Director)
Cardholder Responsibilities
Accounts Payable Responsibilities
Department Head Responsibilities
Online usage
Lost or stolen cards

SUSANVILLE CITY COUNCIL AGENDA ITEM
52 FISCAL IMPACT: None
ACTION REQUESTED: Direction to Staff
ATTACHMENTS:

Procurement Policy 2004.pdf
DRAFT city procurement policy 2.pdf
2001 Credit Card Policy (1).pdf
Credit Card Policy FINAL DRAFT.pdf
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City of Susanville
Procurement Policy
Scope: Citywide
Policy Contact:

City Clerk
(530) 252-5103
[email protected]
Table of Contents
INTRODUCTION ........................................................................................................................................2 DEFINITIONS..............................................................................................................................................2 II. Purchase Orders................................................................................................................................4 III. Service Agreement(s)........................................................................................................................4 IV. Local Purchase Preference................................................................................................................5 V. Credit Cards......................................................................................................................................5 VI. Splitting Orders.................................................................................................................................5 VII. Supplies, Materials, and Equipment Purchasing Thresholds:...........................................................5 VIII. Auction Purchasing...........................................................................................................................6 IX. Vehicle Purchasing ...........................................................................................................................6 X. Surplus Property................................................................................................................................6 XI. Exemptions from Purchasing Policy in Emergency Situations:........................................................6 Adopted by Resolution Number: XX-XXXX on XX XX, XXXX
Supersedes:

Effective Date:

Policy Review Schedule: Every 2 years from adoption date 57 pg. 2

CITY OF SUSANVILLE

PROCUREMENT POLICY

INTRODUCTION
In order to establish efficient procedures for the purchasing of supplies and equipment, to secure for the city supplies and equipment at the lowest possible cost commensurate with quality needed, to exercise positive financial control over purchases, to clearly define authority for the purchasing function and to assure the quality of purchases, a purchasing system is adopted.1 There is created a centralized purchasing authority in which is vested authority for the purchase of equipment, supplies, nonprofessional services and services not involving particular ability. 2
When purchasing materials and supplies for the city, preference should be given to recyclable materials and supplies and/or materials and supplies containing recycled post-consumer materials, provided such materials and supplies are sufficient in performance, reasonably available and cost effective. When purchasing materials and supplies for the city, efforts should be made to avoid unnecessary waste generation. Consideration should be given to extended product life, product reusability, bulk purchasing, and avoidance of excessive packaging materials.3

DEFINITIONS
“Bidders List”: List of qualified contractors maintained and recorded by the Finance Director, identifying qualified bidders for city projects, identified according to categories of work. Also known as vendors catalogue file.
“Budget Responsible Individual”: City Department Head or Department Head appointed employee as appointed annually and reported to the Purchasing Authority. “California Multiple Award Schedule (CMAS)”: Statewide contract that companies obtain to sell to California state and local government agencies.
“Check Request”: A request for payment for the purchase of supplies, materials, or equipment; for payment of service contracts; and or for payment of travel advances, reimbursements, and petty cash requests for employees.
“Contractual Service”: Rendering of services by an Independent Contractor, consisting of the Contractor’s time and effort.
“Department Head”: A head of a City Department authorized by city policy to expend department budgets. Department Heads are responsible for ensuring that purchases made for services and supplies are reasonably priced and competitive in the current market. “Department of General Services (DGS)”: Award and manager of CMAS, along with other statewide contracts.
1 City of Susanville Municipal Code 3.08.010
2 City of Susanville Municipal Code 3.08.020
3 City of Susanville Municipal Code 3.08.170
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“Emergency”: As defined by California Uniform Construction Cost Accounting Commission, an emergency is a sudden, unexpected occurrence that poses a clear and imminent danger, requiring immediate action to prevent or mitigate the loss or impairment of life, health, property, or essential public services. “Finance Director”: Designated as purchasing authority for the city of Susanville. “Formal Bidding”: Issuing a solicitation to qualified bidders that is prepared, advertised, and distributed with the intent of receiving bids or proposals in a sealed envelope(s) to be publicly opened at a set date and time. Public projects at a cost of more than $200,000 must use formal bidding procedures pursuant PCC Section 22032(c)
“Local Bidder”: Business physically maintained and operating at a fixed office or other business premises located within the geographical limits of Lassen County. Local Bidder must have city business license, issued by the city of Susanville.
“Maintenance Agreement”: Routine, recurring, and usual work for the preservation or protection outlined in a written contract wherein the contractor (or vendor) agrees to maintain city equipment in good operating condition subject to terms and conditions agreeable to both the contractor (or vendor) and the city.4 “Public Project”: As defined by California Uniform Construction Cost Accounting Commission, all public projects performed by public agencies may include construction, reconstruction, erection, alteration, renovation, improvement, demolition, and repair work involving any publicly owned leased or operated facility. Painting or repainting of any publicly owned, leased, or operated facility. In the case of publicly owned utility systems, construction, erection, improvement or repair of dams, reservoirs, power plants and electrical transmission lines of 230,000 volts and higher. “Program Manager”: An individual authorized by Department Head to expend a non-departmental program budget.
“Purchase Order”: A request to authorize the purchase of supplies, materials or equipment, or equipment from a specific vendor.
“Purchasing Authority”: The City Finance Director is designated the purchasing authority for the city of Susanville. 5
“Service Agreement”: A contract between a service provider and the city, outlining the terms and conditions and covering various aspects such as quality, availability, and responsibility of services. “Vendor”: In the context of a purchasing policy for the City of Susanville, a vendor refers to an individual or a business entity that supplies goods, services, or works to the city in exchange for payment. Vendors can include suppliers, contractors, consultants, and other entities involved in providing products or services to the city.
4 City of Susanville Municipal Code 3.08.140
5 City of Susanville Municipal Code 2.24.010
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I. Roles and Responsibilities
The Finance Director may delegate the routine administrative responsibilities in any other applicable purchasing regulation, as shall be prescribed by the city council. The Finance Director shall negotiate the purchase of equipment, supplies, nonprofessional services, or services not involving particular ability required by any office or department of the city in accordance with purchasing procedures prescribed by this policy, and such other rules or regulations as shall be prescribed by the city council.

The Finance Director acts to procure for the city the needed quality in equipment, supplies, nonprofessional services, or services not involving particular ability required by any office or department of the city, at least expense to the city. The Finance Director shall encourage uniform bidding, and endeavor to obtain as full and open competition as possible on all purchases hereunder.

Prepare and recommend to the city administrator and city council rules governing the purchase of equipment, supplies, nonprofessional services, or services not involving particular ability for the city.6 II. Purchase Orders
Purchase Orders are required for all purchases (including credit card purchases) exceeding $3,000 and must be approved by the purchasing department’s Department Head. Purchase orders must accompany informal quotes from at least three (3) vendors. Informal quotes must contain the names of the vendors, their business address and telephone numbers, and their price quotes. A description of the item purchased must be included with the purchase order with an accompanying statement that vendor quotes are for the same or substantially similar item (justification required). If the type of item being purchased is so specialized that less than three vendors are available, a signed memo documenting so must accommodate purchase order and be included in submission.

If you are purchasing through CMAS and other DGS purchasing contracts, there is no need to obtain quotes from three vendors because these prices have already been negotiated. A signed memo documenting so must accommodate purchase order and be included in submission.

III. Service Agreement(s)
All services require written agreements, including maintenance services, in excess of $3,000 per year.

Service procurements shall not be split for the purpose of evading the requirement to obtain a written agreement. Agreements must be approved by the City Attorney. Contractual services in excess of $25,000 per agreement must go to City Council for approval. The City Administrator is authorized to execute agreements in the amount not to exceed $25,000 without City Council Approval; Department Heads are authorized to execute agreements in the amount not to exceed $15,000 without City Council or City Administrator approval.

All executed agreements must be filed with the City Clerk. Departments must identify no existing agreements are in place in which additional services could be added for an equal share of cost increase prior to executing contract. City departments must use the standard city contract forms whenever possible.
6 City of Susanville Municipal Code 3.08.030
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IV. Local Purchase Preference
Except for Public Projects, local purchase preference is a two and one-half percent (2.5%) [higher quote] difference of quote price over the next vendor A local vendor must submit a copy of a current city business license, issued by the city of Susanville, and complete and sign a declaration under penalty of perjury, stating that as of the date the request for bids quotes was issued, the business listed on the bid was physically maintained and operates at a fixed office or other business premises located within the geographical limits of Lassen County, and providing such other information as may be requested.7 V. Credit Cards
All credit cards purchases shall be made in conformance with the city’s credit card policy.

VI. Splitting Orders
Purchases shall not be split for the purpose of evading the requirement to obtain a Purchase Order.

VII. Supplies, Materials, and Equipment Purchasing Thresholds:

VI.1. ITEMS COSTING BETWEEN $0 and $2,999: Inexpensive materials, supplies, and equipment can be purchased directly by department, no purchase order is required.

VI.2. ITEMS COSTING BETWEEN $3,000 AND $9,999: Purchase of these items requires a purchase order signed by an appointed Budget Responsible Individual with accompanying documentation.

VI.3. ITEMS COSTING BETWEEN $10,000 AND $59,999: Purchases of more than $10,000 must be pre-approved by Administrator or (either through the annual budget process or through a separate council agenda item) and must be acquired through a formal bidding process with written responses from potential vendors, or a mass purchasing contract (GPO) with written response from the potential vendor. The Purchasing Authority will assist the department in setting up and approving the bidding process. This paragraph refers to the acquisition of both equipment and contractual services.

VI.4. Public Works Projects Over $60,000 (or the state’s current limit) Requires pre-approval by the City Administrator, the Budget Responsible Individual shall follow the formal contract procedure-bid requirements as found in SMC 3.08.090. Contracts shall be awarded by the City Council.

VI.5. Public projects of $200,000 (or current CUCCAC limit) or less may be let to contract by informal procedures.

VI.6. Public projects of more than $200,000 are subject to formal bidding procedure. 7 City of Susanville Municipal Code 3.08.160
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VIII. Auction Purchasing
Department Head to submit Purchase Order to Finance Director for approval with a do not exceed amount with attached memo depicting reasonable explanation or like and kind comparison of item sought through auction.

IX. Vehicle Purchasing
Notwithstanding other requirements as presented in this policy, vehicles should be selected for purchase in accordance with approved vehicle replacement plans, if applicable. In general base model vehicles should be selected for purchase. When requesting a purchase order for a vehicle. Information regarding approved vehicle replacement plans shall be provided. If applicable.

X. Surplus Property
Department Heads shall annually notify the Finance Director if they have items to surplus and list the items in a format approved by City Administrator. Vehicles to be surplused will need to have verification of city ownership prior to being placed on the list. Department Head will verify ownership with City Clerk prior to placing vehicles on surplus.

The Finance Director shall review the list of items for surplus, compile a comprehensive list and disseminate it to departments. Departments will review the list and notify the Finance Director of any items they desire from other departments. The Finance Director will recommend the transfer of surplus or unused supplies and equipment between departments as needed, and the sale of all supplies and equipment which cannot be used by any department, or which have become unsuitable for city use.

Prepare a list from each department by July 1st of each year.8 Department receiving the surplused item that have been fully depreciated will pay scrap value amount to department that surplused the item.

Final proposed surplus list will be provided to City Administrator’s office. City Administrator will prepare staff report for council approval and coordinate disposal / sale of surplus property Items that are not purchased at auction may be disposed of. No minimum bid.

XI. Exemptions from Purchasing Policy in Emergency Situations:

An emergency is a situation where the public interest and necessity demand the immediate expenditure of public money to safeguard life, health and/or property.9 In cases of emergency when repair or replacements are necessary, the city council may, pursuant to a four-fifths vote, proceed at once to replace or repair any public facility without adopting plans, specifications, strain sheets, or working details, or giving notice for bids to let contracts. The work may be done by day labor under the direction of the city council, by contractor, or by a combination of the two. The city council may delegate, by resolution or ordinance, to the appropriate Budget Responsible Individual, the authority to order action and expend funds as necessary.
8 City of Susanville Municipal Code 3.08.030
9 City of Susanville Municipal Code 3.08.070
62 CITY OF SUSANVILLE

CREDIT CARD USE POLICY

PURPOSE
The Purpose of the City of Susanville Credit Card Use Policy is to provide guidelines for the use of City credit cards. The use of City credit cards is deemed to be an efficient use of City resources and provides for better control and accounting of funds than the use of cash. Proper use of credit cards may limit the City's liability in many cases. Because any use of a City credit card is the use of public funds the use thereof shall follow the guidelines of this policy.

POLICY
City credit cards are to be used in the conducting of authorized City business. City credit cards will not be used for any personal expenses even if the intent is to reimburse the City at a later date.

ALLOWED USES

1. Under certain circumstances, the use of a City credit card may be the most appropriate method for making travel arrangements and purchasing lodging, transportation and other minor purchases associated with official travel and activities of the City.

2. The purchase of authorized meals for which no cash advance has been received.

3. The purchase of fuel, oil and minor repairs of City owned vehicles.

4. The purchasing of other minor purchases associated with official functions and activities of the City.

5. The use of credit cards offers the City an alternative method of confirming travel reservations and making payments for related transportation, meals and lodging needs. However, significant problems can arise from inappropriate use and control of credit card purchases that can hinder any benefits associated with their use. To ensure that the use of City credit cards is not abused, the most practical approach is confidence in the discretion and judgment of City personnel.

Accordingly, the use of City credit cards will be closely monitored by the Finance Director, and any abuses or excessive costs associated with the use of City credit cards will lead to termination of the offending person rather than development of more sophisticated internal control procedures.

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63 PROHIBITED USES

1. Under the City's Travel Policy, the City reimburses employees for the use of their private automobile in conducting City business. Therefore, City credit cards may not be used to purchase gasoline for privately owned automobiles.

2. City credit cards will not be used for any personal expenses even if the intent is to reimburse the City at a later date including spouse and family member expenses.

3. Any purchases for which proper authorization has not been received.

PROCEDURES

1. City credit cards will be assigned by the City Clerk to each department, not to individual officers or employees. It is the responsibility of the Department Head to safeguard against misuse of cards under their control. Any unidentified charges on a credit card will be charged to the assigned department.

2. Employees requiring the use of a City credit card shall request the credit card from the Department Head not more than one business day in advance of departure on City business.

3. When a City credit card is used, the employee will make a notation on the front of the charge slip stating the purpose of the charge and, in the case of meal charges, the names of the persons for whom meals were purchased.

4. All purchases by City credit card shall be subject to all other purchasing policies, including those for travel and meals. Under no circumstances may credit cards be used to circumvent regular solicitation and review procurement procedures for purchasing goods and services, including vendor credit cards such as Wal-Mart, Safeway, Chevron, Costco and Office Depot.

5. City gasoline credit cards should only be used to fuel City vehicles in conjunction with out-ofarea travel. For local travel, the City's fueling facilities at the Public Works Yard should be used. City gasoline cards are not to be used for the purchase of fuel in a privately-owned vehicle.

6. All credit card charges relating to travel shall be listed on the Travel Request and Expense Report. All credit card charge slips must be retained and attached to the report. For purchases on a City credit card, the Finance Department must have the charge slip immediately (prior to receiving the bill or statement).

7. Lodging expenses may be charged to the City credit card, but any charges due to persons other than City employees occupying a room, personal expenses, or incidentals must be paid for separately by the City employee and not charged to the City credit card.

DISPUTES
If items purchased with a City credit card are found defective, the department employee has the responsibility to return the item (s) to the merchant for replacement or to receive a credit on the

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purchase. If the merchant refuses to replace or correct the faulty item, then the purchase of this item will be considered to be in dispute and will not be paid until resolved.

A disputed item must be noted on the Statement of Account so it will not be paid until the problem is resolved.

LOST OR STOLEN CITY CREDIT CARDS
Should any employee lose or have a City credit card stolen, it is their responsibility to contact the City Clerk within 24 hours of discovery.

This policy does not claim to have addressed all contingencies and conditions. Any necessary and reasonable expense that may from time-to-time be justified due to circumstances or opportunities for the City will be honored upon approval by the Department Head and City Administrator. When in doubt, the employee must pay for the item and seek reimbursement, rather than charging items to the City credit card.

The City Administrator may, from time to time, make minor changes to procedures and forms necessary to implement this policy.

VIOLATIONS OF THE CITY CREDIT CARD USE POLICY WILL BE SUBJECT TO

DISCIPLINARY ACTION, UP TO AND INCLUDING TERMINATION

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CITY OF SUSANVILLE

CITY CREDIT CARD USE AGREEMENT
I agree to use this card only for actual and necessary business expenses for the City of Susanville, incurred by me in accordance with City procurement procedures. I understand and acknowledge that use of the card may not be delegated to anyone other than myself ( except when a Department Head delegates use of a credit card to a department employee).

I agree to abide by the City of Susanville Credit Card Use Policy. I acknowledge that use of this card for any purpose other than official City of Susanville business is prohibited and will result in disciplinary action, up to and including termination. In addition, I will be required to reimburse the City of Susanville for such charges.

I agree to surrender the City Credit Card immediately upon retirement, termination, or upon request of the City Administrator. I understand that use of the City credit card after charge privileges are withdrawn is prohibited.

If the City credit card is lost or stolen, I will immediately notify the Finance Director. I understand that failure to promptly notify the Finance Director of the theft, loss or misplacement of the City credit card could make me responsible for any fraudulent use of the card.

VIOLATIONS OF THE CITY CREDIT CARD USE POLICY WILL BE SUBJECT TO

DISCIPLINARY ACTION, UP TO AND INCLUDING TERMINATION
City Credit Card User: Department Head
Date: _ Date: ----

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CITY OF SUSANVILLE

REQUEST FOR CREDIT CARDS
The City Administrator and Department Heads are authorized to use City credit cards for City authorized purposes only. Department Heads may designate departmental employees use of City credit cards. This form must be submitted to the Department Head prior to authorized use. The credit cards must be returned immediately after returning to the work site. A copy of this authorization must accompany any billing documents submitted by City employees other than Department Heads, to the Finance Department for payment.

NAME: _
DEPARTMENT: _
ACCOUNT CODE#: _
FUND ACTIVITY OBJECT %
Purpose of Travel/Activity: _
Location: ---------------------------------
Dates:----------------------------------
Requested By: _ Date: ---------------
****************************************************************************** Authorized By: _
Department Head Date

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City of Susanville
Credit Card Policy
Scope: Citywide
Policy Contact:

City Clerk
(530) 252-5103
[email protected]
Table of Contents
INTRODUCTION ...................................................................................................................................................2 I. DEFINITIONS ...............................................................................................................................................2 II. GUIDELINES...............................................................................................................................................2 III. OBTAINING A CITY CREDIT CARD ........................................................................................................3 IV. CREDIT CARDHOLDER RESPONSIBILITIES .........................................................................................3 V. DEPARTMENT HEAD RESPONSIBILITIES:............................................................................................3 VI. PROGRAM ADMINISTRATOR FOR CREDIT CARDS RESPONSIBILITIES:.......................................4 VII. ACCOUNTS PAYABLE RESPONSIBILITIES:..........................................................................................4 VII. ALLOWED USES:.......................................................................................................................................4 VIII. PROHIBITED USES.....................................................................................................................................5 IX. DISPUTES .....................................................................................................................................................5 X. LOST OR STOLEN CITY CREDIT CARDS ...............................................................................................6 USER AGREEMENT FOR CITY ISSUED CREDIT CARD ................................................................................7 Adopted by Resolution Number: XX-XXXX on XX XX, XXXX
Supersedes:

Effective Date:

Policy Review Schedule: Every 2 years from adoption date and in accordance to applicable Procurement Policy updated or review.
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CITY OF SUSANVILLE

CREDIT CARD USE POLICY

INTRODUCTION
The purpose of the city of Susanville Credit Card Use Policy is to establish guidelines for the appropriate use of city employee issued credit cards. The use of city credit cards is deemed to be an efficient use of city resources and provides for better control and accounting of funds than the use of cash. Proper use of credit cards may limit the city's liability in many cases. The use of the program is intended to provide appropriate city team members with a flexible payment mechanism for the acquisition of goods with flexible spending limits and merchant category codes. This Policy applies to all employees who are issued a city of Susanville Credit Card.

Because any use of a city credit card is the use of public funds the use thereof shall follow the guidelines of this policy.

I. DEFINITIONS
CAL-Card: The city of Susanville utilizes the CAL-Card, which is the registered name of the State of California’s Purchase Card Program. CAL-Card is a VISA purchase card provided by a State of California leveraged procurement agreement (LPA).

Department Head: City of Susanville designated Department Heads are depicted in the city’s organizational chart and assume responsibilities for that department.

Missing Receipts Memo: Memo written to the Finance Division that explains rationale for missing credit card receipts. The memo should detail the description of the purchase, the budget the purchase should be coded to, and include Department Head signature.

Monthly Statement of Accounts: Account statement issued by credit card vendor listing all financial transactions per credit card user within a specific time period.

Program Administrator: The Program Administrator is responsible for reviewing required forms for completion, approving, and issuing the credit card. The city’s Program Administrator is the city’s Finance Director.

Split Purchases: Single procurement intentionally divided into two or more purchase transactions or orders to avoid procurement policy review or competitive selection.

II. GUIDELINES
City credit cards are to be used in the conducting of authorized city business. City credit cards will not be used for any personal expenses even if the intent is to reimburse the city at a later date. Failure to follow this Policy may lead to the suspension or termination of a credit card and disciplinary action. Credit cards will only be issued to cardholders who certify they have read, understand, and will comply with this policy.

Employees issued credit cards are responsible for any and all use. Use of a city credit card is a privilege, and the Finance Director or his/her designee may suspend or revoke cards at any time in accordance with his/her assessment of the city’s best interests such as, but no limit to, lack of timely submission of invoices and violations of this policy.
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III. OBTAINING A CITY CREDIT CARD
Various employees are authorized to receive a CAL-Card issued in their name for city-related business.

Employee Department Heads shall evaluate the operational necessity for issuance of a credit card based on the duties and responsibilities of employees and the operational requirement and provide recommendation to the Finance Director for the issuance and limit suggestion in writing.

IV. CREDIT CARDHOLDER RESPONSIBILITIES

1. Acknowledge receipt of the credit Card and understand the Credit Card Policy by completing the User Agreement for City-Issued Credit Card Form (see policy attachment).

2. Direct questions about the proper use of the credit Card to the Finance Director or his/her designee.

3. Ensure there is available budget for each credit Card transaction.

4. Never use the credit card for transactions other than for official city purchases.

5. Never split purchases to avoid credit card transaction limits.

6. Never purchase items or services not for city use, inappropriate items or services, or items or services which violate any city policy and must follow city procurement policies.

7. Never assign or loan your credit card to other employees.

8. Ensure that any use of the credit card is in accordance with this Policy.

9. Ensure the credit card is secure from theft and misuse.

10. Return the credit card upon request from the Finance Director, or designee.

11. Notify the Finance Director, or designee immediately if the credit card is lost or stolen.

12. Verify that the amount on the sales draft/receipt corresponds to the items purchased, including applicable taxes, before signing the sales draft/receipt.

13. Ensure the merchant provides an itemized receipt, which includes a description of the goods and/or services purchased, the quantity purchased, the price per item, amount of sales tax, total amount, shipping charges (if applicable), and date of purchase.

14. Keep records of the invoice or packing slip, and credit card slip for each credit card transaction and submit the receipts to the Finance Department for payment on the monthly statement of account.

15. Dispute charges, as appropriate, with the financial institution.

16. Ensure that all documentation supporting each transaction, including a document disputing charges or a Missing Receipt Memo, if applicable is attached to the monthly Statement of Account.

17. Record appropriate codes on the monthly Statement of Account and a description of each transaction.

V. DEPARTMENT HEAD RESPONSIBILITIES:

1. Department Heads are responsible for all Credit card purchases made by their subordinates.

2. Department Heads may designate intermediary reviewers, e.g., managers, supervisors, to review and confirm purchases made by cardholders before review and approval by the Department Head.

3. Evaluate the operational necessity for issuance of Credit cards to department employees based on the duties and responsibilities of employees and the operational requirement.

4. If operational necessity, complete and submit the Application for Credit Cards to the Finance Director or designee.

5. Accountable for the adherence to this Policy for department cardholders.

6. Accountable for the maintenance of appropriate internal controls.

7. Review and approve all Monthly Statement of Accounts for Department Cardholders ensuring that cardholders’ Credit Card Monthly Statement of Account includes the appropriate documentation to support transactions.

8. Review the utilization of the credit cards on a periodic basis, at least annually, for the purpose of identifying credit cards that may no longer be needed or that may be under-utilized. 70 Pg. 4

9. Review cardholder transactions for split purchases attempting to avoid transaction limits, purchases that are not for city use, inappropriate purchases, and purchases in violation of any city policy.

10. Follow appropriate disciplinary measures for violations of this policy.

11. Report violations of this policy to the Finance Director or designee.

VI. PROGRAM ADMINISTRATOR FOR CREDIT CARDS RESPONSIBILITIES:

The city of Susanville’s Program Administrator will be the Finance Director or his/her designee. The Program Administrator’s responsibilities include the following:

1. Maintain and review the citywide Credit Card Policy.

2. Establish and update credit card accounts, including termination of credit cards.

3. Administer transaction thresholds and transaction templates, which limit the utilization of credit cards, in accordance with this policy.

4. Review Monthly Statement of Accounts to verify the adherence to this policy and ensure that cardholders’ credit card Monthly Statement of Account includes the appropriate documentation to support transactions.

5. Accountable for the maintenance of appropriate internal controls.

6. As needed, provide training and advice to credit cardholders.

7. Review cardholder transactions for split purchases attempting to avoid transaction limits, purchases that are not for city use, inappropriate purchases, and purchases in violation of any city policy.

8. Follow appropriate disciplinary measures for violations of this policy.

9. Report violations of this policy to the City Administrator and Department Heads.

10. Ensure destruction of credit cards of cardholders who left the city or a particular department and termination of the card with the issuing financial institution.

11. Ensure signed User Agreement for Credit Card is forwarded to Human Resources and included in the cardholder’s personnel file.

VII. ACCOUNTS PAYABLE RESPONSIBILITIES:

1. Ensure the Monthly Statement of Accounts are exported from U.S. Bank into the financial software for monthly reporting.

2. As needed, provide program advice to credit cardholders.

3. Review cardholder transactions for split purchases attempting to avoid transaction limits, purchases that are not for city use, inappropriate purchases, and purchases in violation of any city policy.

4. Ensure that each credit card transaction is assigned an appropriate expense code on the Monthly Statement of Account and charges for accrual for California Sales Tax are identified.

5. Ensure that there is available budget for each Credit card transaction.

6. Issue payments for credit cards to the appropriate financial institution.

7. Report any violations of this policy to the Finance Director.

VII. ALLOWED USES:

1. Travel:

Under certain circumstances, the use of a city credit card may be the most appropriate method for making travel arrangements and purchasing lodging, transportation and other minor purchases associated with official travel and activities approved by the city. The use of credit cards offers the city an alternative method of confirming travel reservations and making payments for related transportation, meals, and lodging needs. However, significant problems can arise from inappropriate use and control of credit card purchases that can hinder any benefits associated with their use. To ensure that the use of city credit cards is not abused, 71 Pg. 5
the most practical approach is confidence in the discretion and judgment of city personnel. Accordingly, the use of city credit cards will be closely monitored by the Finance Director and Finance Department. Any abuses or excessive costs associated with the use of city credit cards will lead to termination of the offending person rather than development of more sophisticated internal control procedures.

Lodging expenses may be charged to the city credit card, but any charges due to persons other than city employees occupying a room, personal expenses, or incidentals must be paid for separately by the city employee and not charged to the city credit card.

All credit card charges relating to travel shall be listed on the Travel Request and Expense Report. All credit card charge slips must be retained and attached to the report. For purchases on a city credit card, the Finance Department must have the charge slip immediately (prior to receiving the bill or statement).

2. Minor Purchases:

The purchase of authorized meals for which no cash advance has been received. The purchase of fuel, oil, and minor repairs of city owned vehicles when transaction cannot be invoiced directly to the city.

The purchase of other minor purchases associated with official functions and activities of the city, such as supplies purchased through a local vendor where the city does not have an established account with vendor (I.e., janitorial, office supplies, etc.).

3. Online Purchases:

When purchases cannot be procured locally, it may be necessary to purchase necessary items online with a city credit card. Credit cards may be used to execute these transactions when direct invoicing is not available.

All city purchases utilizing city credit cards must follow the city’s Procurement Policy.

4. Memberships and Subscription Charges:

Reoccurring charges for memberships and/or subscriptions may require credit card use if invoicing is unavailable.

VIII. PROHIBITED USES

1. Under the city's Travel Policy, the city reimburses employees for the use of their private automobile in conducting city business. Therefore, city credit cards may not be used to purchase gasoline for privately owned automobiles.

2. City credit cards will not be used for any personal expenses even if the intent is to reimburse the city at a later date including spouse and family member expenses.

3. Any purchases for which proper authorization has not been received.

IX. DISPUTES
If items purchased with a c ity credit card are found defective, the department employee has the responsibility to return the item(s) to the merchant for replacement or to receive a credit on the purchase. If the merchant refuses to replace or correct the faulty item, then the purchase of this item will be considered to be in dispute and will not be paid until resolved.

A disputed item must be noted on the Statement of Account so it will not be paid until the problem is resolved. 72 Pg. 6
X. LOST OR STOLEN CITY CREDIT CARDS
Should any employee lose or have a city credit card stolen, it is their responsibility to notify their Department Head and contact the Finance Director within 24 hours of discovery.

The City Administrator or Finance Director may, from time to time, make minor changes to procedures and forms necessary to implement this policy.

VIOLATIONS OF THE CITY CREDIT CARD USE POLICY WILL BE SUBJECT TO DISCIPLINARY

ACTION, UP TO AND INCLUDING TERMINATION
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CITY OF SUSANVILLE

USER AGREEMENT FOR CITY ISSUED CREDIT CARD
The use of city credit cards is deemed to be an efficient use of city resources and provides for better control and accounting of funds than the use of cash. Proper use of credit cards may limit the city's liability in many cases.

The city of Susanville utilizes the CAL-Card, which is the registered name of the State of California’s Purchase Card Program. CAL-Card is a VISA purchase card provided by a State of California leveraged procurement agreement (LPA). The use of the program is intended to provide appropriate city team members with a flexible payment mechanism for the acquisition of goods with flexible spending limits and merchant category codes. This Policy applies to all employees who are issued a City of Susanville Credit Card.

By initialing the below terms, you agree to comply with the terms and policies of the City of Susanville Credit Card Policy

1. ________ I agree to use this card only for actual and necessary business expenses for the City of Susanville, incurred by me in accordance with City procurement policy and procedures. I understand and acknowledge that use of the card may not be delegated to anyone other than myself.

2. ________ I agree to abide by the City of Susanville Credit Card Use Policy. I acknowledge that use of this card for any purpose other than official City of Susanville business is prohibited and will result in disciplinary action, up to and including termination. In addition, I will be required to reimburse the City of Susanville for such charges.

3. ________ I agree to surrender the City Credit card immediately upon retirement, termination, or upon request of the City Administrator. I understand that use of the City credit card after charge privileges are withdrawn is prohibited.

4. ________ If the City credit card is lost or stolen, I will immediately notify the Finance Director. I understand that failure to promptly notify the Finance Director of the theft, loss or misplacement of the City credit card could make me responsible for any fraudulent use of the card.

5. ________ I have been provided with a copy of the City of Susanville Credit Card Policy and the City of Susanville Procurement Policy.

6. ________ VIOLATIONS OF THE CITY CREDIT CARD USE POLICY WILL BE SUBJECT TO DISCIPLINARY ACTION, UP TO AND INCLUDING TERMINATION.

Employee Name: ____________________________________________________________ Department: ____________________________________________________________ Signature: ____________________________________________________________ Date: ______________________________
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75 AGENDA ITEM NO. 9.B
Action Item
Submitted By: Jolene Arredondo, Administrative Services Action Date: December 20, 2023
SUBJECT: Consider Resolution No. 23-6265, authorizing the City Administrator to execute an Addendum to the Managed IT Services Partner Agreement between the City of Susanville and Computer Logistics Corporation
PRESENTED BY: Dan Newton, City Administrator
SUMMARY: In recent years, the City of Susanville has experienced a growing reliance on technology for various administrative, operational, and public service functions. From maintaining essential records to facilitating communication channels, our dependence on IT systems has become integral to the smooth functioning of municipal services.

As we continue to advance in the digital age, efficient and secure information technology infrastructure is fundamental to the success and functionality of local government operations. The city has utilized Computer Logistics for managed IT services since 2010 and currently pays $5,480/month ($65,760 annually), the cost is split between departments based on the cost allocation formula. Staff is requesting to continue the relationship with Computer Logistics for IT management and IT support.

Agreement Addendum budgetary increases as follows:
23/24 FY increase of $986.50 for January 1 - June 30
24/25 FY: $68,748.79 annual cost
25/26 FY: $70,811.26 annual cost
26/27 July 1-Dec 31 $35,928.86 - then renegotiate or review contract (proposed contract ends January 1, 2027)
FISCAL IMPACT: 23/24 FY increase of $986.50 for January 1 - June 30, 24/25 FY:
$68,748.79 annual cost, 25/26 FY: $70,811.26 annual cost ACTION REQUESTED: Motion to approve Resolution No. 23-6265, authorizing the City Administrator to execute an Addendum to the Managed IT Services Partner Agreement between the City of Susanville and Computer Logistics Corporation

SUSANVILLE CITY COUNCIL AGENDA ITEM
ATTACHMENTS:

City of Susanville Partner Agreement Addendum 103123.pdf 76 23-6265.pdf
77 Contract Addendum I (herein referred to as the ‘Agreement’) is entered into on the 1st day of January month of 2024 (‘Effective Date’) between:

City of Susanville 66 North Lassen Street, Susanville, CA 96130 and Computer Logistics 1135 Pine St., Ste 202, Redding, CA 96001 who may be collectively referred to as ‘the Parties’ or generally as ‘Party.’ WHEREAS Parties entered into a contract titled Resolution Number 19-5676 on the 15th day of July of 2019 (herein referred to as ‘Contract’) for purposes of Managed IT Services.

WHEREAS Parties mutually desire to amend the previously entered into the Agreement to achieve the purpose of the Agreement pursuant to the terms and conditions as set forth in the Agreement.

WHEREAS this Agreement is the first amendment to the Agreement and the most recent update to the Agreement.

IN CONSIDERATION OF the mutual promises herein, the Parties agree to amend their obligations in the existing Contract and fulfill the terms and conditions as listed below:

Amendments

Exhibit A attached to this Agreement represents the original provisions of the Contract that Parties mutually wish to amend. Parties agree that upon the Effective Date of this Agreement, Exhibit A provisions shall be unenforceable and deleted from the Contract in their entirety.

Exhibit B attached to this Agreement shall replace the provisions of the Contract as set forth in Exhibit A on the Effective Date of this Agreement. The provisions in Exhibit B shall remain in full force and effect until an additional addendum is drafted and signed, or the Contract is terminated.

No other change

Except as explicitly provided for in this Agreement, the remaining provisions, covenants, terms, and conditions of the Contract shall remain in full force and effect. No other change shall be permitted to the Contract or this Agreement unless Parties agree upon future amendments as described in the Future Amendments clause.

Future amendments

Parties may, upon their mutual agreement and discretion, choose to amend the Contract and this Agreement with a separate signed addendum. All prior addendums shall remain in full force and effect unless the new addendum explicitly invalidates the prior addendums.

Termination

Parties may, upon their mutual agreement and discretion, choose to amend the Contract and this Agreement, Parties must abide by the termination clause in the Contract.

Contract Addendum: Addendum I
78 compulog.com Managed IT Services Partner Agreement | City of Susanville Page | 2 Governing law

This Agreement shall be governed by the laws of the State of California. All suits or other legal action shall be construed in accordance with the laws of California and excluded from the laws of any other forum.

Provider Client
Computer Logistics
1135 Pine Street, Ste 202
Redding, CA 96001
City of Susanville
66 North Lassen Street
Susanville, CA 96130
Signed: Signed:

Name: Bob Andrews Name: Dan Newton
Title: CEO Title: City Manager
Date: January 1, 2024 Date:
79 compulog.com Managed IT Services Partner Agreement | City of Susanville Page | 3

Exhibit B
City of Susanville and City Administrator approve and authorize to enter into a renewal of the Managed IT Services Partner Agreement with Computer Logistics for another term of 3 years. To commence January 1, 2024. This Agreement will expire January 1, 2027. This contract has an automatic 3% increase annually to start in January 1, 2024.
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28 RESOLUTION NO. 23-6265

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SUSANVILLE

AUTHORIZING THE CITY ADMINISTRATOR TO EXECUTE AN ADDENDUM TO THE

MANAGED IT SERVICES PARTNER AGREEMENT WITH COMPUTER LOGISTICS AND

AUTHORIZE THE FINANCE DIRECTOR TO ADJUST THE BUDGET AS NECESSARY WHEREAS, the city of Susanville relies on technology for various administrative, operational, and public service functions; and
WHEREAS, IT management services play a vital role in safeguarding sensitive information and ensuring compliance with data protection regulations; and WHEREAS, the city of Susanville has used Computer Logistics for IT management and IT support services for over 10 years; and
WHEREAS, Computer Logistics has proposed a 3-year extension to the current agreement to continue to maintain IT management as it is crucial to continue to have routine IT management support to safeguard the city of Susanville.

NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Susanville that the City Administrator is hereby authorized to execute the Partner Agreement Addendum and the Finance Director is authorized to increase the 2023/2024 fiscal budget as necessary to accommodate the agreement increase for the remainder of the 2023/2024 fiscal year.

APPROVED:_______________________
Quincy McCourt, Mayor
ATTEST:_______________________
Heidi Whitlock, City Clerk
The foregoing resolution was adopted at a regular meeting of the City Council of the City of Susanville, held on the 20th day of December 2023, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:
_____________________________
Heidi Whitlock, City Clerk
APPROVED AS TO FORM:_____________________________
Margaret Long, City Attorney
81 AGENDA ITEM NO. 9.C
Action Item
Submitted By: Dan Newton, Administrative Services
Action Date: December 20, 2023
SUBJECT: Consider Ordinance No. 23-1041, amending section 12.32.030 (F) Structures, Plants, Trees, Rubbish of the Susanville Municipal Code regarding allowable activities at Loumena Tennis Courts.

PRESENTED BY: Dan Newton, City Administrator
SUMMARY: Current city code section 12.32.030(F) allows only tennis to be played at the Loumena Tennis Courts at Memorial Park. The proposed modification will allow tennis and pickleball to be played at Loumena Tennis Courts at Memorial Park.

FISCAL IMPACT: None.

ACTION REQUESTED: Waive first reading and introduce Ordinance No. 23-1041, amending section 12.32.030 (F) Structures, Plants, Trees, Rubbish of the Susanville Municipal Code regarding allowable activities at Loumena Tennis Courts.

SUSANVILLE CITY COUNCIL AGENDA ITEM
ATTACHMENTS:
23-1041.pdf
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28 ORDINANCE NO. 23-1041

AN ORDINANCE OF THE CITY OF SUSANVILLE
AMENDING SECTION 12.32.030 (F) STRUCTURES, PLANTS, TREES, RUBBISH OF THE

SUSANVILLE MUNICIPAL CODE REGARDING ALLOWABLE ACTIVITIES AT THE

LOUMENA TENNIS COURTS
Section 1. Section 12.32.030 (F) of the Susanville Municipal Code is hereby amended as follows:

It is unlawful for any person to engage in any activity other than tennis or pickleball at the Loumena Tennis Courts, Memorial Park. Prohibited activities shall include, but not be limited to:
bicycling, skateboarding, skating, games other than tennis or pickleball, and loitering.

Section 2:The City Clerk shall, within fifteen (15) days after its passage, cause this Ordinance to be published at least once in the Modoc Record, a newspaper of general circulation, printed, published, and circulated within the general area.

Section 3. If any section, subsection, sentence, clause or phrase of this ordinance is, for any reason, held to be invalid or unconstitutional, such invalidity or unconstitutionality shall not affect the validity or constitutionality of the remaining portions of this ordinance, it being expressly declared that this ordinance and each section, subsection, sentence, clause or phrase hereof would have been prepared, proposed, adopted, approved and ratified irrespective of the fact that any one or more other sections, subsections, sentences, clauses or phrases be declared invalid or unconstitutional.

Section 4. This Ordinance shall take effect on the thirty-first (31st) day after its passage.

INTRODUCED at a regular meeting of the City Council of the city of Susanville, California, on the 20th day of December 2023, and adopted at the regular meeting of the City Council on January 3, 2024.

APPROVED: ________________________
Quincy McCourt, Mayor
ATTEST: _
Heidi Whitlock, City Clerk
The foregoing ordinance was adopted at a regular meeting of the City Council of the City of Susanville held on the 3rd day of January 2024, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:
___________________________
Heidi Whitlock, City Clerk
APPROVED AS TO FORM: ___________________________
Margaret Long, City Attorney
83 AGENDA ITEM NO. 12.A
Action Item
Submitted By: Heidi Whitlock, Administrative Services
Action Date: December 20, 2023
SUBJECT: Consider Ordinance No. 23-1040, amending city code to define Public Safety Chief and consider Resolution No. 23-6264, authorizing City Administrator to reorganize city departments as depicted in attached organizational chart. Consider Public Safety Chief job description.

PRESENTED BY: Dan Newton, City Administrator
SUMMARY: On December 6, 2023, the City Council directed the City Administrator to proceed with creating the Public Safety Chief position.

Ordinance No. 23-1040 amends the city code to define the term "Public Safety Chief". This amendment addresses the numerous references in the city code to the "police chief", "chief of police", and "fire chief".

Resolution No. 23-6264 authorizes the City Administrator to reorganize city departments as depicted in the attached organizational chart. The city municipal code authorizes the City Administrator to recommend to the City Council the reorganization of departments, but the City Council must ultimately approve the reorganization.

Finally, the city's department head hiring policy states that the process begins with a City Council-approved job announcement, which includes multiple references to the job description. Therefore, staff is seeking approval of the job description that is to be used in the preparing the standard city job announcement.

FISCAL IMPACT: Moderate cost increase because the proposed plan will net one additional staff position. This proposal is not intended to be a cost saving measure.

ACTION REQUESTED: Waive first reading and introduce Ordinance No. 23-1040, city code to define Public Safety Chief.

Motion to approve Resolution No. 23-6264, authorizing the City Administrator to reorganize city departments as depicted in the attached organizational chart.

Motion to approve Public Safety Chief job description and authorize City Administrator to fly the Public Safety Chief position using the

SUSANVILLE CITY COUNCIL AGENDA ITEM
84 city's standard job announcement format.

ATTACHMENTS:
23-6264.pdf
23-1040.pdf
Draft - Public Safety Chief Job Descripton December 20, 2023.pdf 210915 Adopted Dept Head Process.pdf
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28 RESOLUTION NO. 23-6264

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SUSANVILLE

AUTHORIZING THE CITY ADMINISTRATOR TO REORGANIZE CITY DEPARTMENTS AS

DEPICTED IN EXHIBIT A
WHEREAS, The city of Susanville is a full-service city providing essential services through multiple city departments; and
WHEREAS, on December 6, 2023, the City Council authorized the City Administrator to proceed with consolidating the administrative functions of the fire and police department; and
WHEREAS, section 2.08.080 of the city municipal code states that the City Administrator shall have the duty and responsibility of recommending to the City Council such reorganization of departments as may be indicated in the interest of efficient, effective, and economical conduct of the city’s business; and
WHEREAS, the reorganization of city departments requires council approval.

NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Susanville hereby authorizes the City Administrator to reorganize city departments as depicted in Exhibit A.

AYES:

NOES:

ABSENT:

ABSTAIN:
_____________________________
Heidi Whitlock, City Clerk
APPROVED AS TO FORM:_____________________________
Margaret Long, City Attorney
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28 ORDINANCE NO. 23-1040

AN ORDINANCE OF THE CITY OF SUSANVILLE
AMENDING SECTION 1.04.020 DEFINITIONS AND RULES OF CONSTRUCTION OF THE

SUSANVILLE MUNICIPAL CODE DEFINING PUBLIC SAFETY CHIEF
Section 1. Section 1.04.020 of the Susanville Municipal Code is hereby amended to add the definition of Public Safety Chief as follows:

Police Chief, the words “Police Chief” and “Chief of Police” shall be construed, in the absence of an individual holding that position, to mean the Public Safety Chief of the city of Susanville.

Fire Chief, the words “Fire Chief” shall be construed, in the absence of an individual holding that position, to mean the Public Safety Chief of the city of Susanville.

Section 4. This Ordinance shall take effect on the thirty-first (31st) day after its passage.

INTRODUCED at a regular meeting of the City Council of the city of Susanville, California, on the 20th day of December 2023, and adopted at the regular meeting of the City Council on January 3, 2024.

AYES:

NOES:

ABSENT:

ABSTAIN:
___________________________
Heidi Whitlock, City Clerk
APPROVED AS TO FORM: ___________________________
Margaret Long, City Attorney
87 Management: Range 170-172
New: 2023
DRAFT

PUBLIC SAFETY CHIEF
JOB INFORMATION:

The Police Chief is classified as an exempt Regular, full-time employee as defined by the city of Susanville’s Employee Manual. The Public Safety Chief is represented by the Management Bargaining Unit and is compensated at Range 170-172 of the Unit’s Salary Matrix.

JOB SUMMARY:

Under the administrative direction of the City Administrator, the Public Safety Chief oversees and directs all activities of the Public Safety Department in providing law enforcement, crime prevention, fire suppression, emergency preparedness, emergency medical services, and other services related to the protection of life and property in the city of Susanville. The incumbent is accountable for accomplishing departmental planning and operational goals and objectives and for furthering city goals and objectives within general policy guidelines. The Public Safety Chief carries out strategic planning for use of resources in the city and provides varied administrative support and relief program oversight to the City Administrator and other departments, as assigned; and performs related work as required.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Coordinates the activities of the public safety department with those of other local departments and ensures that development plans and services provided are of the highest quality.

Provides leadership, short and long-term planning, and organizational development to the department.

Plans, organizes, and provides administrative direction and oversight for fire prevention, public education, and fire code inspection programs.

Plans, organizes, and provides administrative direction and oversight for comprehensive police services, security, and law enforcement programs.

Plans, organizes, and provides administrative direction on the city’s emergency preparedness and hazardous material response activities.

Develops and directs the implementation of goals, objectives, policies, procedures, and work standards for the department; prepares and administers the department's budget.

Provides for the selection, training, professional development and work evaluation of department staff; authorizes discipline as required; provides policy guidance and interpretation to staff; ensures that laws, ordinances, and policies are consistently enforced.

Contributes to the overall quality of the department's service by developing, reviewing and implementing policies and procedures to meet legal requirements and City needs.

Provides varied administrative support and relief program oversight to the City Administrator and other departments, as assigned.
88 Management: Range 170-172
New: 2023
Fosters cooperative working relationships with intergovernmental and regulatory agencies and various public and private groups.

Prepares, presents, and administers the department’s annual budget. Monitors revenues and expenditures, ensuring fiscal responsibility of the department.

Prepares, recommends, and implements strategic plans to meet the City's current and long-range needs.

Confers with and represents the department and the City in meetings with members of the City Council, members of boards and commissions, various governmental agencies, local law enforcement agencies, and a variety of public and private organizations.

Provides various administrative assistance to the City Administrator and other departments; acts as the City Administrator on a relief or as assigned basis.

Prioritizes and allocates available resources; reviews and evaluates program and service delivery; makes recommendations for improvement; and ensures maximum effective service provision.

Directs the development of specifications for the acquisition of a variety of equipment and apparatus.

Serves as or directs the provision of services of a designated representative as the ex-officio Sergeant-atArms of the Council; maintains order in the Council Chambers by carrying out all instructions given by the presiding officer.

Prepares and directs the preparation of a variety of written correspondence, reports, procedures, ordinances, and other written materials.

Maintains and directs the maintenance of working and official departmental files.

Monitors changes in laws, court decisions, regulations and technology that may affect departmental operations; implements policy, procedural and operational changes as required.

Promote the department's efforts to actively and meaningfully engage all members of the Susanville community through easy-to-access and simple-to-understand methods.

QUALIFICATIONS:

REQUIRED LICENSES & CERTIFICATIONS:
• Must possess a valid California Class C driver's license, or ability to possess prior to appointment, and have a satisfactory driving record.
• Must we be a sworn peace officer within California or have the ability to obtain peace officer status in California prior to appointment.
• Must have experience and training as a firefighter.
• Must possess a Bachelor’s degree from an accredited college or university in Police Science, Fire Science, Public Administration, Political Science, or a closely related field. 89 Management: Range 170-172
New: 2023
PREFERRED QUALIFICATIONS:
• Two years of command or experience in the police service equivalent to the level of Lieutenant or above.
• Possession of a California P.O.S.T. Management certificate, or ability to possess prior to appointment.
• Possession of a California State Fire Marshal Company Officer Certificate or ability to possess prior to appointment.
• Any combination of experience and education that would provide the required knowledge and ability to manage a diverse public safety workforce will be considered.

ADDITIONAL EXPERIENCE OR ABILITY TO:
• Apply modern principles, practices and techniques of fire and police administration, organization, and operations, and their applicability to civic situations. • Apply techniques for budget development and management of expenditures. • Apply principles of supervision, training, and management of sworn and non-sworn staff. • Apply methods and practices for the management of fire suppression, fire prevention, and fire investigation.
• Develop and maintain a working knowledge of the use and care of firearms and the apparatus and equipment used in law enforcement and fire protection.

PHYSICAL REQUIREMENTS:

In accordance with the Americans with Disabilities Act, the following physical, mental and other abilities are required in order to perform the essential functions of this classification: rapid mental and physical movement in response to emergences; visual acuity; outdoor activity, including exposure to weapons, intense and violent reactions of others; physical restraint of others; running; maneuvering a motor vehicle safely at rapid speed; bending; stooping; reaching overhead; climbing stairs and ladders; maneuvering on uneven surfaces; extensive public contact with individuals, small and large groups; data comparison, analysis and synthesis; attention to detail; persuasive communication; negotiation; multitasking; flexibility; tact; patience; and sensitivity.
______________________________________________________
City Administrator Signature Date
This job description in no way states or implies that these are the only duties to be performed by this employee. He or she will be required to follow any other instructions and to perform any other duties requested by his or her supervisor.
90 APPROVED BY CITY COUNCIL – SEPTEMBER 9, 2021
SUPERCEDES APRIL 7, 2021 VERSION
Version 210407

DEPARTMENT HEAD SELECTION PROCESS
I. Application Process
A. Per the City of Susanville Employee Manual, Section 116: Job Posting – “In general, notices of all regular full-time job openings will be posted on employee bulletin boards prior to publication to the public, although the City reserves its discretionary right to not post a particular opening.”

1. External Recruitment: Advertise job opening by posting City Council approved job announcement for a minimum of ten (10) days and flyer in the following (if applicable):
a. Employee Bulletin Board
b. Local News Paper
c. Professional Publications
d. Direct Mailers
e. Online Websites

2. Internal Recruitments: Advertise job opening by posting City Council approved job announcement on the employee bulletin board in accordance with section 116 of the Susanville Employee Manual “Job Posting”. Such positions will not be released to the public.

B. Applications Received at City Hall

1. Must be received prior to closing date and time;

2. Must include standard city application and any documents requested in job announcement, i.e. resume, cover letter, transcripts, certifications, etc.; and

3. Must be submitted to the City Clerk

4. Unless recruitment is for City Administrator, City Clerk to provide applications to the City Administrator, or City Administrator’s designee upon receipt.

II. Application Screening Process
A. Initial applicant screening: Applicants are screened for compliance with job announcement and minimum requirements by the City Administrator’s designee, or the City Clerk, if for City Administrator position. The initial screener notes if applicant does not meet the minimum qualifications and/or has not complied with the job announcement.

B. For City Administrator: City Council members screen all applications that meet minimum qualifications and are in compliance with job announcement to determine which candidates will receive an interview.

1. Council Members will independently and confidentially indicate yes or no as to whether or not they want to interview an applicant.

2. Applicants receiving three or more yes indications from Council Members will be interviewed.

3. In the event that more than 5 applicants receive three or more yes indications, those receiving 4 or more yes indications will be interviewed instead of those 91 APPROVED BY CITY COUNCIL – SEPTEMBER 9, 2021
SUPERCEDES APRIL 7, 2021 VERSION
Version 210407
receiving 3 or more OR the council will re-evaluate the candidates choosing only their top 5 candidates in order to complete each panel in one day’s time.

C. For All Other Department Heads: The City Administratorshall screen all applications that meet minimum qualifications and are in compliance with job announcement to determine which candidates will receive an interview.

D. A Designee will prepare letters of regret for Applicants not chosen to move on to the interview process within five (5) business days of this determination.

III. Interviews
A. For City Administrator: If there are more than two candidates that meet minimum qualifications and are in compliance with job announcement, an ad hoc committee consisting of two Council Members and the City Administrator will convene to determine the composition of the interview panels. Once notified, interview panel members/organization have five working days to confirm their participation. After five working days, they forfeit their opportunity to participate in the process.

1. Two panels will be convened, a Community Panel and Professional Panel. a. Community Panel

1. May consist of community leaders, business professionals, union representatives, representatives from other agencies, and Human Resources representative.

2. Community Panel Members will be asked to submit three questions for consideration by ad hoc committee, ad hoc committee will determine the final list of questions to be asked during the community interview.
b. Professional Panel

1. May consist of experts in the field, Department Heads, and an HR representative.

2. Professional Panel Members will be asked to submit three questions for consideration by ad hoc committee, ad hoc committee will determine the final list of questions to be asked during professional interview.

2. Scoring
a. Candidates will be scored by the interview panelists using City standard scoring sheet as attached as Exhibit A. Scores will be averaged from the Community and Professional panels.

1. Community Panel will account for 40% of overall score.

2. Professional Panel will count for 60% of overall score.

3. The top two candidates and all qualified internal candidates, will be interviewed in closed session by the entire City Council. Based on negative results from the Professional and/or Community Panel interviews, the City Council may elect to 92 APPROVED BY CITY COUNCIL – SEPTEMBER 9, 2021
SUPERCEDES APRIL 7, 2021 VERSION
Version 210407
not interview one or both of the top two candidates, or any of the internal candidates.

4. The City Council selects the City Administrator pursuant to majority vote.

B. For All Other Department Heads: If there are more than two candidates that meet minimum qualifications and are in compliance with job announcement. The City Administrator shall create an interview panel that may include other internal or external department heads, community members or subject matter experts. The panel shall interview the candidates and candidates will be scored by the interview panelists using City standard scoring sheet as attached as Exhibit A.

1. The top two candidates and all qualified internal candidates, will be interviewed in closed session by the entire City Council and the City Administrator. Based on negative results from the Professional and/or Community Panel interviews, the City Council may elect to not interview one or both of the top two candidates, or any of the internal candidates.

2. The City Council will make recommendations to the City Administrator regarding hiring of the Department Head, but pursuant Susanville Municipal Code 2.08.090, the City Administrator makes the final hiring decision.

IV. Successful Candidate will continue to the pre-employment process.

V. Unsuccessful Candidates may be placed in a hiring pool for up to one year in the event the position becomes vacant again.
_________________________________
Signature Date
9/16/2022
93 AGENDA ITEM NO. 12.B
Discussion Item
Submitted By: Heidi Whitlock, Administrative Services
Action Date: December 20, 2023
SUBJECT: City Project Priorities
PRESENTED BY: Dan Newton, City Administrator
SUMMARY:

The City of Susanville is dedicated to providing essential services to residents/customers through the efforts and actions of four city departments, Administration, Fire, Police and Public Works. The Susanville City Council has adopted four (4) priorities for city staff to focus on when providing city services.

Four (4) Priorities of City Council
Transparency
Improve Susan River Trail
Code Enforcement
Improve Main Street
The City provides a variety of essential services such as law enforcement, fire/life safety, parks, water, natural gas, streets, development services, and many other community amenities, such as golf course, community pool, and the airport. In the provision of these services, several items come up during the work week, procedural clarifications, policy interpretations, complaints, human resource items, financial services, and staff development, just to name a few. It is estimated that over 90% of staff’s time is spent handling day to day operations, and less than 10% of staff time is available for project delivery work.

The city posts a project priority list on the city's website and is attached for council's review and discussion. The list is not comprehensive but is representative of items to which the city is dedicating its staffing resources from a project standpoint.

Staff is seeking a discussion and possible direction.

FISCAL IMPACT: None

SUSANVILLE CITY COUNCIL AGENDA ITEM
94 ACTION REQUESTED: Direction to Staff
ATTACHMENTS:
231220_City_Priorities_List.pdf
95 City of Susanville Work Priorities
December 20, 2023
The City of Susanville is dedicated to providing essential services to residents/customers through the efforts and actions of four city departments, Administration, Fire, Police and Public Works. The Susanville City Council has adopted four (4) priorities for city staff to focus on when providing city services.

The city provides a variety of essential services such as law enforcement, fire/life safety, parks, water, natural gas, streets, development services, and many other community amenities, such as the golf course, community pool, and the airport. In the provision of these services, several items come up during the work week, procedural clarifications, policy interpretations, complaints, human resource items, financial services, staff development just to name a few. It is estimated that over 90% of staff’s time is spent handling day-to-day operations, and less than 10% of staff time is available for project delivery work.

Four (4) Priorities of City Council
A. Transparency
B. Improve Susan River Trail
C. Code Enforcement
D. Improve Main Street
Additional Priorities
 Provision of Essential Services
 Homelessness
 Enhancement of Economic Development Efforts
 Infrastructure Improvements
 Code Updates and Policies
Priorities of City Council and Additional Priorities
Staff Work Program/Project List
Transparency Improve Susan River Trail Code Enforcement Improve Main Street Provision of Essential Services Homelessness Enhancement of Economic Development Efforts Infrastructure Improvements Code Updates and Policies Public Safety Chief: Develop position and
implementation plan
X X
Public Facility Impact Fee: Self-Storage Analysis,
Consultant Services Research, provide report X X X X
HUSA Survey: Conduct survey and provide report X X
Purchasing Policy: Update and adopt X X X
Master Sales Tax Agreement: Research, Develop,
Develop Process, Project Schedule X
Title 10 (Parking Regulation): Updates X X X
Water Rate Study X X
Engineering and Traffic Survey of top 3 local roads X
96 City of Susanville Work Priorities
Staff Work Program/Project List
Transparency Improve Susan River Trail Code Enforcement Improve Main Street Provision of Essential Services Homelessness Enhancement of Economic Development Efforts Infrastructure Improvements Code Updates and Policies GASB 87 Lease Requirements X
Recruitments and Hiring: Air Quality Specialist,
Assistant Engineer, PLHA CSO, Police Officer, FF I/FF
II/FAE
X
SE Gateway: Landscaping Plan/Funding Assessment X X X
DR 4308 & DR 4301 (Flood Emergency) FEMA Grant
Closeout X X
General Plan Update: Research needs, research
consultants and financial opportunities, and provide
report

X X X X
State Controller Annual Comprehensive Financial
Report (ACFR): Research, compile and provide report X X Affordable Housing Project Site Selection Discussions X Employee Evaluation Policy: Meet and
Confer/Report for Council Adoption X
Local Early Action Planning Grant (LEAP): Housing
zoning code revisions X X
Surface Mining Ordinance X X
811 Cottage Code Enforcement X X X
Taxiway A Grant Closeout X X X
Airport Covid Grant(s) X X
Economic Development Director Recruitment and
Hiring X
ARPA fund utilization plan & rating criteria X X X
Pickleball Courts: research preliminary plans and
gather estimates, provide report X X X
Volunteer Trail Patrol X X X
St. Francis Code Enforcement X X X
SPD: Airport Shooting Range Proposal/Study X X X
Susanville Click & Fix & LHS Collaboration Efforts X X
Strategic Planning: Research and assess with staff,
draft plan X X
Section 115 Trust X
Community Garden: Electric Panel X X X
Economic Development Implementation Plan (EDIP):

Complete and publish framework X
Volunteer Fire Department MOU: Research, update
and provide report X X
Per Capita Grant Project Completion and closeout X X
97 City of Susanville Work Priorities
Staff Work Program/Project List
Transparency
Improve Susan River Trail
Code Enforcement
Improve Main Street
Provision of Essential
Services
Homelessness
Enhancement of Economic
Development Efforts
Infrastructure
Improvements
Code Updates and Policies
Airport FBO/Manager RFP X
SB 2 Planning Grant: Project/Grant Closeout
Natural Gas Appliance Program: Assess capacity to
conduct natural gas appliance service calls
X X
St. Francis Abatement X X
2023/2024 Mid-year Budget: Review, Assess,
Present for adoption
Golf Course Operations Lease: Research and provide
report for lease of golf course operations X X
Geothermal Utility Ramsey Ditch Agreement X X
City Hall Interior Repairs (insurance claim): update bid specs and bid project X X
Special Use Permit: Research and assess need to
update and improve special event permitting X X X X X
Animal Control Ordinance: Research, review, and
update X X X
Title 17 Temporary Use Permit/Encroachment
Permit: Assess and update code and policies X X X X
K9 Report X
Fire Training Agreement: Assess and update
agreement
X
Dogs at Large: Revise Abatement Order X
IIPP Safety Program Updates for PW/Fire/PD X
CDBG CV 2/3 Grant Crossroads Freezer Project:

Plans/Bid X
Riverside Drive Trail: project development PS&E,
R/W and design X X X X
Local Agency Technical Assistance (LATA) Grant:

Project implementation X X X
Employee Development Training Assessment X
Surplus of city property X
Sierra Road Complex – Urban Farming/Compost:

Research, assess and provide report X X
Fire Hazard Map: Monitor, research, and comment X X
Johnstonville Road Water Line Replacement X X
Fire Department Heating System Repairs: engineering
plans assess and provide report, budgeting X X
98 City of Susanville Work Priorities
Staff Work Program/Project List
Transparency
Improve Susan River Trail
Code Enforcement
Improve Main Street
Provision of Essential
Services
Homelessness
Enhancement of Economic
Development Efforts
Infrastructure
Improvements
Code Updates and Policies
Police Department Roof Repairs: engineering,
budgeting X X
Public Works Department Roof: engineering,
budgeting X X
Fleet Maintenance Program: Assessment of Public
Works providing maintenance of Police and Fire fleet X
Local Hazard Mitigation Plan: update and provide
report
X X X
Defensible Space Inspection Program: implement LE100 program X X X Drone Policy: develop and implement X
Emergency Services Agreement with SIR X X
Wildfire Action Plan: perform risk assessment,
complete community plan for Fire Wise Community
certification renewal
X X X
SE Gateway Bidding Process X X X
SE Gateway Construction X X X
COMPLETED FROM PROJECT LIST:

PG&E Litigation X X
Fire Hydrant Fittings X X
Police Department Collision Repair X
City Phone System Upgrade X X
Urban Water Management Plan X
SE Gateway: Construction Allocation X X
Animal Control Partnership with Lassen County:
research agreement and assess need for update X
Reorganization Plan: 606 Nevada Street completion X X
CA Dept. of Fish and Wildlife Permit X X X X
2023/2024 Budget: develop, present, report X X
Economic Development Partnership with SIR: assess,
develop, and create MOU X X X
Economic Development Director: create job and
recruitment X X X
Shopping Cart Ordinance X
Seasonal Firefighter Program X X
Community Garden: propane tank removal, site
assessment for outdoor sink, sink engineering,
budget
X X X
99 City of Susanville Work Priorities
Staff Work Program/Project List
(Completed list cont.)
Transparency
Improve Susan River Trail
Code Enforcement
Improve Main Street
Provision of Essential
Services
Homelessness
Enhancement of Economic
Development Efforts
Infrastructure
Improvements
Code Updates and Policies
Mitigation Fund Assessment X X
Susan River Vegetation Clearing: project planning
and implementation, report X X X X
Dogs-at-large: execute inspection warrant X X
Employee Bargaining: Admin, SPOA, Fire, Misc, PW X
Per Capita Grant: Pump Track project X X X
SB 2 Planning Grant: Land Use Element present and
adopt X X X
Employee Bargaining: Pro-Tech Unit X
Employee Bargaining: Management Unit X
Community Garden Sink Project X X X
Lassen High School SRO Agreement X X
Council/Board Live Stream: A/V improvements and
implementation X X
Lassen High School Student Resource Officer (SRO)
Agreement X X
Weatherlow Abatements: 63 & 67 X X X
Dogs-at-Large: Execute abatement warrant. X
Vegetation Clearing: Susan River Corridor & Pat
Murphy Little League Fields X X X X X
City Water Tank Maintenance Needs Assessment X X
Recruitments and Hiring: Maintenance Worker I/II
Economic Development Director Recruitment X X
2021/2022 Audit X X

100
City of Susanville Work Priorities
The City of Susanville has 68 full-time positions allocated to each department as indicated below.  Administration – 8.5 over three divisions [2.5 (Admin); 1(City Clerk); 5(Finance)]  Fire – 8.5 over 2 divisions [2.5 (Admin); 6 (Operations)]  Police – 21 over 2 divisions [3 (Admin); 19(Operations)]  Public Works – 30 over 12 Divisions [5 (Admin); 1.5(Building Official/Inspector); 1.5(City Planner); 2 (Parks); 1(Code Enforcement); 4 (Water/Geothermal); 4(Gas); 4(Streets); 2(Engineers/Air Pollution); 1 (Mechanic); 1(Pool); 3(Utility Services)] Departments such as Fire and Police focus on their core missions to protect the lives and safety of people and property within the community. Public Works operates similarly in the provision of water/geothermal and natural gas services and providing maintenance on city streets. Public Works; however, does have limited staffing resources to deliver projects. The following list is not a comprehensive list of city staff work priorities; however, it is representative of the priorities that city staff is currently working to accomplish.

Four Core Priorities of City Council
 Transparency
o Publish List of City Work Priorities – Completed/On-going o Council Meeting Live Stream Improvements – Goal is to improve audio and provide timestamping of video to correspond to agenda items. – Council approved 1/18/2023 begin project execution - Completed
o City App/media platform to engage the public – Susanville Click and Fix - Completed o Budget Process – Incorporate Re-organization into Budget Structure / Evaluate Policies / Include Measure P - Completed
 Improve Susan River Trail
o Adopt a Trail Program Implementation – there are still segments available for adoption. o Support Clean-Up Activities – On-going
o Volunteer Trail Patrol
 Code Enforcement
o Uptown Susanville – Pancera Plaza Area Trash Cleanup - Ongoing o Burned out structures near Main Street – Ongoing
o Respond to complaints, property maintenance ordinance – Ongoing o Access and respond to need for abatement budget
 Improve Main Street
o South East Gateway Project – Time extension request granted, Maintenance and Cooperative Agreement with CalTrans approved. Allocation paperwork submitted.

Allocation expected in March 2023. Project can be bid after allocation is granted.  CCC Closure
 Monitor Closure Activities
 Business/Economic Development
Financial Stability Efforts
101
City of Susanville Work Priorities
 Economic Development Implementation Strategies –
o Ad Hoc – In progress.
o Master Sale Tax Agreement with County - New
 American Rescue Plan Act – Funding Strategy – In progress  Expenditure Reduction Plan Development – Needs modification based on Measure P  Strategic Plans are being prepared for each department – Departments’ Completed Draft Plans, need to consolidate and prepare city-wide strategic plan.  Sales Tax Measure – Modify Ordinance Per Department of Tax and Fee Request – Completed
o Establish Sales Tax Oversight Board – Complete
 Salary Survey – Pending
 Economic Development Action Items –
o Business Development Assistance – No Progress
o Mural Repairs – Support Volunteers – Ongoing
 Review Fees – No Progress
 Review Cost Allocation – Ongoing
 Business Development Cannabis Ad Hoc – Ordinance adopted, referendum process underway, scheduled to for November 2022 ballot. Complete  Review Combined Services Agreements - Ongoing
 Research Directly Billable Activities – Budget
 Implement procedures/policies to control expenses – In Progress  Sale of Real Property – No Progress
 Reorganization Implementation
Relocation of Staff
 City Hall Interior Repairs – No Progress
 Implementation of Staffing Structure effective (1/22/2022)  Repairs to 606 Nevada for Engineering Staff – In progress  CalPERs UAL Policy – In Progress

102
City of Susanville Work Priorities
Provision of Essential Services
 Administration
o Human Resources/employee recruitment and retention
o Accounts payable
o Accounts receivable
o Utility billings
o Grant management/billings
o Budget oversight/preparation
o Records management/public records requests
o Review/update policies and procedures
o Golf course maintenance and operations
 Fire
o Respond to alarms and other emergency calls/incidents o Overhaul and salvage operations
o Emergency rescue operations
o Public service calls
o Fire prevention inspections
o Test and maintain hydrants and vehicles
o Budget oversight/preparation
o Grant development, administration, and management
o Review/update policies and procedures
 Police
o Patrol City
o Respond to alarms and other emergency call/incidents
o Make arrests as necessary
o Investigate crimes
o Reports
o Enforcement of state, local, and federal laws
o Budget oversight/preparation
o Serve warrants
o Animal Control
o Traffic Enforcement
o Review/update policies and procedures
 Public Works
o Respond to utility service calls
o Repair water, geothermal and natural gas leaks
o Public safety awareness/conservation campaign
o Urban water management plan updates
o Maintain water and gas utilities in accordance with state, local, and federal laws o Reports
o Street maintenance, repair, rehabilitation
o Building permits and inspection
o Zoning clearing for projects, use permits, general plan updates 103
City of Susanville Work Priorities
o Code enforcement
o Park maintenance and upkeep
o Pool operation maintenance and operations
o Air pollution permitting, inspections, enforcement
o Oversee airport leases, planning, and project development All Departments:
 Interface with Community Groups/Businesses/Agency Partners o Susanville Indian Rancheria
o Lassen County
o LMUD
o Susanville Sanitation District
o Local Area Revitalization Project
o Lassen High School
o Susanville School District
o Lassen County Office of Education
o Lassen Community College
o Lassen Land and Trails Trust
o Ducks Unlimited
o LARP
o Lassen County Chamber of Commerce
o Lassen County Fairgrounds
 Review/update policies and procedures
Additional projects under development:
 Little League Field Security Cameras – Completed
 FD Project Development – Awarded Hat Creek Construction – Complete o Richmond Rd
o Bunyan Rd
o Spring Ridge by Hospital
 Richmond Road and North Gay Water service replacement projects – Complete  Per Capita Park Grant – Memorial Park lighting / pump track – In Progress  Airport Taxiway A Project –Complete
 Airport Taxiway B Project – Funding Requested
 Facilitation of community events (2023)
o Pet license/rabies clinic
o Home and Garden Show
o Classic Car Show n Shine
o Fair Parade
o Safe and Sane Halloween
o Veterans Day Parade
o Magical Country Christmas
o Farmer’s Market/Night Markets
 Sierra Road Site Future Development Concepts
o Community Compost – No Progress
o Urban Farming – Information exchange with LARP

104
City of Susanville Work Priorities
Future Council Items List

1. Update on Charging Station Discussion

2. MOU with Lassen Historical Society

3. Discussion on Council goal setting

4. Discussion regarding American Rescue Plan Act Funding

5. Discussion regarding city vehicle and equipment surplus auction

6. Update on Animal Shelter agreement (how many animals, cost of, etc.)

7. Discussion regarding lack of inventory of affordable low-income housing in support of Lassen Family Services

8. Discussion on collaboration with Lassen County and Susanville Indian Rancheria and City of Susanville to hire a liaison to collaborate with all three entities

9. Discussion regarding options to work with community on animal control and animal shelter agreement

10. Discussion regarding Councilmembers volunteering on projects

11. Discussion regarding Councilmember trainings

12. Discussion regarding partnership with Lassen Family Services in efforts to prioritize youth

13. Discussion regarding Council trainings and nepotism recusal policy trainings

14. Discussion regarding tier two of shopping cart ordinance

15. Discussion regarding increased theft within the community and increase council support to police department

16. Discussion regarding proclamation declaring Susanville as a sanctuary city for the unborn

17. Discussion regarding bringing Airport Capital Improvement Plan to council earlier in the year

18. Discussion proving funding to police department facility renovation

19. Discussion regarding banner permits

20. Discussion regarding dog ordinance

21. Discussion regarding ARPA funds and planning of use of funds

22. Discussion regarding street legal ATV and golf cart ordinance

23. Discussion regarding Veterans preference in hiring

24. Discussion regarding city's airport hangar current use as a city storage

25. Discussion regarding enforcement of shopping cart ordinance

26. Discussion regarding graffiti

27. Discussion regarding dog control and nuisance ordinance

28. Update on Speed Survey
105
AGENDA ITEM NO. 13.A
Discussion Item
Submitted By: Heidi Whitlock, Administrative Services
Action Date: December 20, 2023
SUBJECT: Department Reports
PRESENTED BY: Dan Newton, City Administrator
SUMMARY: The City Administrator Reports is designed for Department Heads to address the Council on a variety of topics, is needed. Also, for the Council to address any questions or comments regarding that Department Head.

FISCAL IMPACT: None.

ACTION REQUESTED: Information only.

SUSANVILLE CITY COUNCIL AGENDA ITEM
ATTACHMENTS:
106

Susanville City CouncilDecember 20, 2023

Susanville City Council
December 20, 2023