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. PUBLIC EMPLOYMENT - pursuant to Government Code Section §54957
1. City Manager evaluation
B. CONFERENCE WITH LABOR NEGOTIATORS - pursuant to Government Code Section §54957.6
1. Administrative Unit
2. Management Unit
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 Employee Recognitions
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 August 7, 2024 regular meeting.
7. PUBLIC HEARINGS:
7.A **REVISED Resolution** Consider Resolution No. 24-6350, approving increased water rates beginning October 1, 2024, and each year thereafter for the following four years.
CITY OF SUSANVILLE
66 N. Lassen Street • Susanville CA
Mendy Schuster, Mayor
Russ Brown, Mayor pro tem
Dawn Miller • Patrick Parrish • Curtis Bortle
Susanville City Council
Regular Council Meeting • City Council Chambers
Wednesday, August 21, 2024 – 4:30 PM
1 8. COUNCIL DISCUSSION/ANNOUNCEMENTS:
9. NEW BUSINESS:
9.A Natural Gas Enterprise Annual Update
9.B Consider appointment of Susanville Planning Commissioners.
9.C Consider Resolution No. 24-6345, authorizing the Public Works Director to sign a agreement with Before the Movie to provide public awareness safety advertisement for the City of Susanville's Natural Gas Division.
9.D Consider Resolution No. 24-6346, authorizing the Public Works Director to close one block of Sunkist Drive in front of the Senior Center for the purpose of a Superhero Fun Run and walk on Saturday, October 5, 2024, from 6:00am to 12:00pm.
9.E Consider Resolution No. 24-6347, authorizing the City of Susanville to agree to the terms of service agreement with the Stripe, Inc. to provide the processing of payments for Solar App Plus to the City of Susanville.
9.F Consider Resolution No. 24-6348, authorizing Mayor to sign Amendment No. 4 to Agreement No. 19-03 Between REY and the city of Susanville for the design phase of Southeast Gateway Project.
9.G Consider Resolution No. 24-6349, authorizing the City Manager to execute an agreement for professional services with R.E.Y. Engineers Inc. to assist in the Southeast Gateway Project with Construction Management, Inspection, and Material Testing Services and to authorize the Finance Director to adjust the budget as necessary.
10. SUSANVILLE COMMUNITY REDEVELOPMENT AGENCY: No business.
11. SUSANVILLE MUNICIPAL ENERGY CORPORATION: No business.
12. CONTINUING BUSINESS:
12.A Discussion regarding consideration of a temporary moratorium on Public Facility Impact Fees
13. CITY MANAGER'S REPORTS:
13.A Department Reports
14. FUTURE COUNCIL ITEMS:
14.A Future Council Items
15. ADJOURNMENT:
The next regular meeting of the Susanville City Council will be held on September 4, 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 2 the agenda may be made available upon request to the City Clerk. The location of this meeting is wheelchair-accessible.
I, Heidi Whitlock, certify that I caused to be posted notice of the regular meeting scheduled for August 21, 2024 in the areas designated on August 16, 2024 .
3 AGENDA ITEM NO. 6.A
Action Item
Submitted By: Heidi Whitlock, Administrative Services
Action Date: August 21, 2024
SUBJECT: Minutes of the City Council August 7, 2024 regular meeting.
PRESENTED BY: Heidi Whitlock, City Clerk
SUMMARY: Attached for the Council’s review are the minutes of the City Council’s August 7, 2024 regular meeting.
FISCAL IMPACT: None
ACTION REQUESTED: Motion to waive the reading of and approval to receive and file the City Council's minutes from the August 7, 2024 regular meeting.
SUSANVILLE CITY COUNCIL AGENDA ITEM
ATTACHMENTS:
240807.cc.min.draft.pdf
4 SUSANVILLE CITY COUNCIL
Regular Council Meeting Minutes
WEDNESDAY, AUGUST 7, 2024 – 5:00 PM
Mayor Schuster called the meeting to order at 5:00pm.
Roll Call of Councilmembers Present: Schuster, Bortle, Parrish, Miller
Absent: Brown
1. APPROVAL OF AGENDA:
Moved by Miller; seconded by Bortle to approve the agenda.
Motion: 4 - 0
Voting For: Schuster, Bortle, Parrish, Miller
Voting Against: None
Absent: Brown
2. PUBLIC COMMENT REGARDING CLOSED SESSION ITEMS (if any): No closed session.
3. CLOSED SESSION: No business.
4. RETURN TO OPEN SESSION: Mayor Schuster stated that the meeting was starting at 5:00pm due to there being no closed session.
The Pledge of Allegiance and Invocation were provided.
5. BUSINESS FROM THE FLOOR:
Jim McCarthy, public, reported that the abatement areas previously brought forward are now showing progress. He expressed that he was happy to see it moving forward.
William Tezak, public member and stated agent and heir to the estate of the Tezak Trust, addressed the Council to state his dissatisfaction with the abatement process and the process that the city is taking regarding the properties addressed in the public hearings.
6. CONSENT CALENDAR:
Moved by Bortle; seconded by Parrish to approve.
Motion Carried: 4 - 0
Voting For: Schuster, Bortle, Parrish, Miller
Voting Against: None
Absent: Brown
6.A Minutes of the City Council July 16, 2024 special meeting.
Motion to waive the reading of and approval to receive and file the City Council's minutes from the July 16, 2024 special meeting.
240716.cc.spec.min.draft.pdf
6.B Vendor and payroll warrants
Motion to receive and file
06-27-24.pdf
06-28-24.pdf
07-05-24.pdf
5 07-10-24.pdf
07-11-24.pdf
07-18-24.pdf
07-25-24.pdf
6.C Consider Resolution No 24-6344, approving and authorizing the modification and conditions to the Memorandum of Understanding with the Susanville Police Officers Association Bargaining Unit
Motion to approve Resolution No. 24-6344, approving and authorizing the modification and conditions to the Memorandum of Understanding with the Susanville Police Officers Association Bargaining Unit
Side Letter No. 2.pdf
24-6344.pdf
7. PUBLIC HEARINGS:
7.A Consider Resolution No. 24-6335, approval the issuance of a Nuisance Abatement Order for 1409 Fourth Street (APN 105-045-004-000), declaring dogs owned by John Murray to be a Nuisance.
Mayor Schuster opened the Public Hearing at 5:07pm.
Kelly Mumper, City Planner, provided an explanation of the item and requested approval of Resolution No. 24-6335.
John Murray, public and property owner, responded to the item on the hearing.
William Tezak, public, provided his understanding of what a public nuisance was to the Council and stated that he did not believe the item was valid.
Council Member Parrish inquired as to whether or not Mr. Murray made any attempts to remedy the situation to which Mr. Mumper responded that, while he made some changes, there was never an attempt made to secure a use permit. He added that additional complaints have been submitted regarding the dogs since the process has started due to the noise and the smell coming from the property.
Council Member Bortle inquired as to whether or not an abatement order such as this has been approved before to which Mr. Mumper responded.
Public Hearing closed at 5:30pm.
Public Notice_Post_ 1409 Fourth St.docx
1409 4th St. Nusiance Abatement Order.docx
Notice of Intent to Declare Public Nuisance-Public Hearing.docx Partially Redacted Complaint Form.pdf 24-7-15 Inspection Report.docx 24-7-9 Inspection Report.docx
7-9-24 Inspection Photo.jpg
Public Notice-Physical Posting to Residence.jpg
7-24-24 Inspection Photo.jpg
7-26-24 Site Inspection Photo.jpg
24-6335.pdf
6 Motion to approve Resolution No. 24-6335, approving the issuance of a Nuisance Abetment Order for 1409 Fourth Street (APN 105-045-004-000), declaring dogs owned by John Murray to be a Nuisance.
Moved by Bortle; seconded by Parrish to approve.
Motion Carried: 4- 0
Voting For: Schuster, Bortle, Parrish, Miller
Voting Against: None
Absent: Brown
7.B Consider Resolution No. 24-6336, considering a Cost Report for Administrative Penalties in the amount of $10,000.00 to the owners of 811 Cottage Street APN (103-323-015-000).
Mayor Schuster opened the Public Hearing at 5:31pm.
Mr. Mumper provided an explanation of the item for Council and requested approval of Resolution No. 24-6336. Mr. Mumper added that, based on his knowledge, there is no one present who is qualified to talk on behalf of the property.
William Tezak stated that he is the president and can talk regarding the property.
Margaret Long, City Attorney, reviewed the state of Nevada listing and stated that there was nothing showing that Mr. Tezak had authority. Mr. Tezak responded that it was moved to Wyoming. Ms. Long reviewed the Wyoming listing and found that he is the president although the taxes are delinquent.
William Tezak, president of Caribbean Investments, Inc., provided his opinion on the city's ordinance being unconstitutional and stated what would be filed if the Council moved forward with placing the lien on the title. He then briefed the Council on what was submitted to staff earlier in the week. He added that he was a victim of bad tenants. He continued that he is ready to go to court for employee misconduct and will be litigating the slander of his property. He concluded that this has been going on for three years and will now end.
Council Member Miller inquired as to when the Nevada Corporation was terminated to which Ms. Long responded 2016 and the Wyoming one was started in 2016 as well.
Public Hearing closed at 5:57pm.
Ms. Long reminded the Council that this item has already been heard and approved through the Planning Commission. At this time, the only item looking for review and comment is the cost report.
24-6336.pdf
Cost Report - 811 Cottage Street.docx
Nuisance_Abatement_Order_After_Hearing_NA2023-002_811_Cottage.pdf Motion to approve Resolution No. 24-6336, approving the Cost Report for Administrative Penalties in the amount of $10,000.00 to the owners of 811 Cottage Street APN (103-323-015- 000).Moved by Bortle; seconded by Parrish to approve.
Motion Carried: 4- 0
Voting For: Schuster, Bortle, Parrish, Miller
Voting Against: None
Absent: Brown
7 7.C Consider Resolution No. 24-6337, considering a Lien for Administrative Penalties in the amount of $10,000.00 to the owners of 811 Cottage Street APN 103-323-015-000.
Mayor Schuster opened the Public Hearing at 5:58pm.
Mr. Mumper provided an explanation of the item for Council and requested approval of Resolution No. 24-6337.
Mr. Tezak stated that he has never been notified and that Mr. Mumper knows where his business address is and never sent mail to that address.
Mr. Mumper responded that he sent notices to the legal address provided.
Mr. Tezak continued to respond to the item.
Penny Shanahan property owner next to Mr. Tezak's Cottage Street property, stated that it needs addressing and that Mr. Tezak should take some accountability.
Richard Barker, public, stated that he has assisted Mr. Tezak board up the building and, as far as he knows, there is no one in the building, but they will be checking.
Public Hearing closed at 6:15pm
24-6337.pdf
Motion to approve Resolution No. 24-6337, approving a Lien for Administrative Penalties in the amount of $10,000.00 to the owners of 811 Cottage Street APN 103-323-015-000.
Moved by Miller; seconded by Bortle to approve.
Motion Carried: 4- 0
Voting For: Schuster, Bortle, Parrish, Miller
Voting Against: None
Absent: Brown
7.D Consider Resolution No. 24-6338, considering a Cost Report for Administrative Penalties in the amount of $10,000.00 to the owners of 713 Cottage Street APN (103-321-020-000).
Mayor Schuster opened the public hearing at 6:15pm.
Mr. Mumper provided an explanation of the item for Council consideration and requested approval of Resolution No. 24-6338. He added that this property is represented by Tezak Family Trust, not Caribbean Investments, and William Tezak is not an authorized person to discuss this property.
Discussion occurred on whether or not Mr. Tezak could discuss this property. Ms. Long stated that, based on the nuisance abatement items, Peter Talia, attorney, and David Tezak are those who can discuss Tezak Trust propertied and not William Tezak. However, Mr. Tezak was welcome to still provide public comment for 3 minutes.
William Tezak stated that he is supposed to get the 10 minutes as he is the rightful person.
Public Hearing closed at 6:23pm.
8 24-6338.pdf
Nuisance_Abatement_Order_After_Hearing_NA2023-001_713_Cottage.pdf Cost Report - 713 Cottage Street.docx
Motion to approve Resolution No. 24-6338, approving a Cost Report for Administrative Penalties in the amount of $10,000.00 to the owners of 713 Cottage Street APN (103-321-020- 000).
Moved by Miller; seconded by Bortle to approve.
Motion Carried: 4- 0
Voting For: Schuster, Bortle, Parrish, Miller
Voting Against: None
Absent: Brown
7.E Consider Resolution No. 24-6339, considering a Lien for Administrative Penalties in the amount of $10,000.00 to the owners of 713 Cottage Street APN 103-321-020-000.
Mayor Schuster opened the public hearing at 6:23pm.
Mr. Mumper provided an explanation of the item for Council consideration and requested approval of Resolution No. 24-6339.
Mr. Tezak again stated that he had been denied his due process by not being allowed his 10 minutes. He added that Mr. Mumper has made an error as there is an incorrect APN number listed on the document.
Public Hearing closed at 6:29pm.
24-6339.pdf
Motion to approve Resolution No. 24-6339, approving a Lien for Administrative Penalties in the amount of $10,000.00 to the owners of 713 Cottage Street APN 103-321-020-000.
Moved by Bortle; seconded by Parrish to approve.
Motion Carried: 4- 0
Voting For: Schuster, Bortle, Parrish, Miller
Voting Against: None
Absent: Brown
7.F Consider Ordinance No. 24-1044, amending Title 17 of the Susanville Municipal Code to add sections which regulate and streamline density bonus and affordable housing incentives, accessory dwelling units (ADU's), reasonable accommodations, multifamily design standards, and establishing standards for their uses.
Mayor Schuster opened the public hearing at 6:29pm.
Mr. Mumper presented the item to Council for consideration and requested Ordinance No. 24- 1044 be brought back at the next meeting for adoption.
William Tezak, public, inquired as to why the city would want to duplicate state law since it already exists. He stated that he will be submitting many public records requests and stated that if the attorney fails to provide the documents requested writs will be filed. 9 Eileen Richard, public, stated her concerns with the administrative reports and how much control the state is now trying to have on their properties.
Jacqui Henry, public, stated that she wanted to actually address Mr. Tezak. However, she stated that she does not appreciate the language that he uses and that it appears to just be a lot of innuendos and not a lot of legal jargon.
Council Member Bortle inquired as to what happens if the city decides not to adopt the state's standards. Is it adopted by default as it is state law? Mr. Mumper stated that yes, typically, the city will also adopt the new regulations as they have to go by them.
Mayor Schuster closed public hearing at 6:47pm.
PC Recommendation to CC Resolution No. 24-1175.pdf Public Hearing Notice ADU-OD-RO Ord. .docx Administrative Report and CEQA Determination.docx 24-1044.pdf Motion to waive the first reading and introduce Ordinance No. 24-1044, amending Title 17 of the Susanville Municipal Code to add section which regulate and streamline density bonus and affordable housing incentives, accessory dwelling units (ADU's), reasonable accommodations, multifamily design standards, and establishing standards for their uses.
Moved by Miller; seconded by Parrish to approve.
Motion Carried: 4- 0
Voting For: Bortle, Parrish, Miller, Schuster
Voting Against: None
Absent: Brown
Council Member Bortle requested a recess at 6:48pm.
8. COUNCIL DISCUSSION/ANNOUNCEMENTS: The Council reconvened in open session at 6:57pm.
Council Member Bortle provided the Land Acknowledgement Statement.
9. NEW BUSINESS:
9.A Consider Resolution No. 24-6340, authorizing the Public Works Director to execute standard agreement with the State of California Office of California Energy Commission and accepting $40,000 in grant funding from the California Automated Permit Processing Program(CalAPP).
Bob Godman, Public Works Director, provided an explanation of the item and requested Council approval of Resolution No. 24-6340.
No comments.
24-6340.pdf
APP-22-266 CEC Grant 1.pdf
2024 SolarAPP.Agreement 1.pdf
Motion to approve Resolution No. 24-6340, authorizing the Public Works Director to execute standard agreement with the State of California Office of California Energy Commission and 10 accepting $40,000 in grant funding from the California Automated Permit Processing Program(CalAPP).
Moved by Miller; seconded by Parrish to approve.
Motion Carried: 4- 0
Voting For: Schuster, Bortle, Parrish, Miller
Voting Against: None
Absent: Brown
9.B Consider Resolution No. 24-6341, Authorizing the Public Works Director to enter into a Lease Agreement with LEAF and maintenance agreement with Forest Office Equipment for a new Kyocera 4054ci printer located at 606 Nevada Street, City's Engineering Division and authorize the Finance Director to make necessary budget amendments to the 7620 budget if needed for the agreements.
Director Godman provided an explanation of the item and requested Council approval of Resolution No. 24-6341.
24-6341.pdf
Proposal City Of Susanville Public Works (Engineering) 5054ci 7-5-24.pdf Motion to approve Resolution No. 24-6341, Authorizing the Public Works Director to enter into a Lease Agreement with LEAF and maintenance agreement with Forest Office Equipment for a new Kyocera 4054ci printer located at 606 Nevada Street, City's Engineering Division and authorize the Finance Director to make necessary budget amendments to the 7620 budget if needed for the agreements.
Moved by Bortle; seconded by Miller to approve.
Motion Carried: 4- 0
Voting For: Schuster, Bortle, Parrish, Miller
Voting Against: None
Absent: Brown
9.C Consider Resolution No. 24-6342, Authorizing Mayor to sign Agreement between the City of Susanville (City) and Placer Labs, Inc., for data analytic software annual subscription.
Tamra Spade, Economic Development Director, provided an explanation of the item and requested Council approval of Resolution No. 24-6342.
Council Member Bortle inquired as to what it analyzed, and Ms. Spade responded foot traffic, where customers are coming from, traffic counts, etc...
Mayor Schuster inquired as to where this comes out of in the budget.
Ms. Spade responded that it would come out of the Economic Development Department ‘s professional services budget line.
24-6342.pdf
Order Form - City of Susanville - 07.17.2024.docx
Motion to approve Resolution No. 24-6342, Authorizing Mayor to execute Agreement between the City of Susanville (City) and Placer Labs, Inc., for the data analytic software annual subscription.
Moved by Miller; seconded by Parrish to approve.
11 Motion Carried: 4- 0
Voting For: Schuster, Bortle, Parrish, Miller
Voting Against: None
Absent: Brown
9.D Consider Resolution No. 24-6343, authorizing the purchase of a back up pump motor with the purchase split between Water, Geothermal and the Golf Course, and authorize the Finance Director to adjust the Water, Geothermal and Golf Course budgets, as necessary.
Director Godman provided an explanation of the item and requested Council approval of Resolution No. 24-6343.
24-6343.pdf
Back up motor quote.pdf
Motion to approve Resolution No.24-6343, authorizing the purchase of a back-up pump motor with the purchase split between Water, Geothermal and the Golf Course, and authorize the Finance Director to adjust the Water, Geothermal and Golf Course budgets, as necessary.
Moved by Bortle; seconded by Parrish to approve.
Motion Carried: 4- 0
Voting For: Schuster, Bortle, Parrish, Miller
Voting Against: None
Absent: Brown
9.E Consider appointing an ad hoc committee for the purpose of developing sub-recipient agreements for distributing the American Rescue Plan Act (ARPA) funds.
Margaret Long, City Attorney, provided an explanation of the item and requested Council direction.
Council Member Bortle made a motion to appoint Mayor pro tem Brown and Council Member Miller. Parrish seconded.
Mayor Schuster made a subsequent motion for Council Member Miller and Council Member Parrish. Parrish seconded.
Discussion occurred regarding why the appointments were made.
Council Member Parrish made a second subsequent motion for Council Member Bortle and Council Member Miller to serve on the ad hoc committee. Bortle seconded.
Mayor Schuster requested a polled vote for the most recent motion. Parrish - aye; Miller - no; Schuster - no; Bortle - no. Motion failed.
Mayor Schuster requested a polled vote for Council Member Miller and Council Member Parrish.
Parrish - aye, Miller - aye, Schuster - aye., Bortle - aye. Motion carried unanimously.
Moved by Schuster; seconded by Parrish to approve.
Motion Carried: 4- 0
Voting For: Schuster, Bortle, Parrish, Miller
Voting Against: None
Absent: Brown
12 10. SUSANVILLE COMMUNITY REDEVELOPMENT AGENCY: No business.
11. SUSANVILLE MUNICIPAL ENERGY CORPORATION: No business.
12. CONTINUING BUSINESS: No business.
13. CITY MANAGER'S REPORTS:
13.A Department Reports
Information only.
The attending department heads provided updates on the current happenings within their departments.
14. FUTURE COUNCIL ITEMS:
14.A Future Council Items
Council Member Miller requested information to be brought regarding the Silver Sneakers group for the pool.
Council Member Bortle stated that community members are requesting trash service at Inspiration Point as there are people who pick up trash and need a place to put it.
Council Member Parrish stated that there should be discussion regarding the gas prices in town.
240807.FutureItemsList.pdf
15. ADJOURNMENT: Adjourned at 7:40pm.
_________________________________ ________________________________ Heidi Whitlock, City Clerk Schuster, Mayor
Approved on:
13 AGENDA ITEM NO. 7.A
Action Item
Submitted By: Bob Godman, Public Works
Action Date: August 21, 2024
SUBJECT: **REVISED Resolution** Consider Resolution No. 24-6350, approving increased water rates beginning October 1, 2024, and each year thereafter for the following four years.
PRESENTED BY: Bob Godman, Public Works Director and Dan Bergmann SUMMARY:
The last rate study was done by City staff in September 2016. The result of that rate study and city council action was new rates in place January 2017 pursuant to Resolution No. 16-5339 on December 7, 2016. Accordingly, those rates have been in place for the past seven years. The City contracted with Dan Bergmann of IGService to conduct a rate study reviewing the financial status of the water enterprise, and to reset rates consistent with cost-of-service guidelines pursuant to California’s Proposition 218. The conclusions of the rate study were presented by Mr. Bergmann at the June 19 th
City Council meeting, at which time City Council approved issuance of a rate increase notice to all customers. The rate increase notice was mailed July 3, 2024, allowing 45 days prior to the rate hearing, pursuant to Proposition 218. The formal written report was completed June 28
th and placed on the City’s website as stated in the rate increase notice, which is included in this staff report.
FISCAL IMPACT:
The fiscal impact in the first full year is a projected revenue increase of $311,000, or 15 percent based on FY24 projected revenue. The fiscal impact in the second full year will be an additional $358,000 based on the additional 15 percent if it is fully needed. Assuming water sales do not increase and both 15 percent increases are implemented, the Operating Cash will become negative for FY25 and FY26, but then become positive and grow to $411,000 by FY29, the fifth year of the rate-setting period.
Regarding compliance with the Series 2019 bond covenant to collect 25 percent more net revenue than the bond payment amounts, the
SUSANVILLE CITY COUNCIL AGENDA ITEM
14 bond covenant will still be met even during the years of operating cash loses. This is because the infrastructure surcharge revenue collected is counted as operating revenue, whereas the expenditures of infrastructure funds are classified primarily as capital improvements.
ACTION REQUESTED: Motion to approve Resolution No. 24-6350, approving increased water rates beginning October 1, 2024, and each year thereafter for the following four years.
ATTACHMENTS:
Water Rate Study Report.docx
24-6350.doc
15 1 of 7
Water Rate Study Report
ACTION REQUESTED: The City Council is recommended to approve increased water rates beginning October 1, 2024, and each year thereafter for the following four years. A proposed resolution is included.
BACKGROUND: The last rate study was done by City staff in September 2016.
The result of that rate study and city council action was new rates in place January 2017 pursuant to Resolution No. 16-5339 on December 7, 2016. Accordingly, those rates have been in place for the past seven years. The City contracted with Dan Bergmann of IGService to conduct a rate study reviewing the financial status of the water enterprise, and to reset rates consistent with costof-service guidelines pursuant to California’s Proposition 218. The conclusions of the rate study were presented by Mr. Bergmann at the June 19th City Council meeting, at which time City Council approved issuance of a rate increase notice to all customers. The rate increase notice was mailed July 3, 2024, allowing 45 days prior to the rate hearing, pursuant to Proposition 218. The formal written report was completed June 28th and placed on the City’s website as stated in the rate increase notice, which is included in this staff report.
DISCUSSION:
Revenue Increases Needed. The overall revenue increases recommended in the rate study are:
15 percent the first year,
15 percent the second year, and
4 percent in the following three years.
The following is an explanation of the process to determine the revenue needed over the next five-year period, and the rationale for setting rates. The revenue determination is for the total needed, whereas the rate setting to customers varies from the overall 15 percent based on customer type.
Operating Cash vs. Infrastructure Cash. The water enterprise is comprised of two major funds for planning purposes: Available Operating Cash (Fund 7110) for operations, and Infrastructure Cash (Fund 7114) defined in Resolution 16-5339 for infrastructure replacement. In the rate study, the Infrastructure Fund and associated customer surcharges are preserved. A capital improvement program is outlined utilizing available Infrastructure Fund revenue during the fiveyear planning period of the rate study. The rate study resets rates based on achieving a healthy level of operating cash after the infrastructure surcharges have been collected and credited to the infrastructure fund.
Operating Expenses are Up. Operating expenses of the water enterprise have been increasing since the last rate study, primarily driven by inflation. Specifically, over the past five years, costs for operations and maintenance have increased 34 percent, or $450,000. Without an increase in revenue for the water enterprise, the available fund balance for operating cash will become negative in FY25. A revenue increase is needed to balance operating costs with operating expense such that the operating cash fund balance be maintained at a positive amount, and ideally grow to provide some level of operating cash reserve. For example, a twenty percent reserve balance of one year’s expenses of two million dollars would be $600,000. Based on the 16 2 of 7
proposed increases in the rate study, operating cash reserves would increase to $412,000 by the end of five years, significant movement toward a healthy fund balance.
Water Sales are Down. Water sales volumes for FY24 are projected to be seven percent lower than FY23. This is a result of less irrigation coming out of the drought and because of the long spring reaching into summer 2023 following the very long winter. The result is a projected seven percent lower revenue for FY24. For planning purposes, the assumption is that lower water sales will continue; however, the proposed rate increases are staged such that if increased sales occur in FY25, the rate increase for FY26 can be less than the 15 percent proposed for the second year. (Rates can be lowered by City Council approval without going through the Proposition 218 process but can’t be increased.) Accordingly, in Fall of 2025, a review can be done of water sales to determine if the second rate increase for October 2024 can be less than 15 percent the second year.
Water Rate Increases. Consistent with the existing rate structure, seasonal rates are retained:
Higher Irrigation rates for May through October, and lower Non-Irrigation rates for November through April. The existing seasonal rate difference is $0.50 per hundred cubic feet (HCF). The proposed difference from the rate study is $0.57 based on the calculated cost premium to provide water in the irrigation months. This results in customers paying slightly more in summer versus winter.
The existing rate structure includes 300 cubic feet of water in the base charge each month. This means customers pay for 300 cubic feet if they use it or don’t use it. The proposed rate structure does not include any water in the base charge such that customers pay for all volumes used. To compensate the largest group of customers impacted, single-family residential, in the proposed rate structure the fixed monthly charge has been reduced such that single-family are not penalized for paying for all water metered. Though the fixed rate is not reduced for all other customers, the volume rate is set for all other customers such that cost-of-service equity is preserved in overall rate setting.
Cost-of-service rate setting requires that customers be separated into customer classes. For Susanville, because the customer base is relatively small, the defined customer classes are single-family homes, which is well defined, and then all other customers. Separating out singlefamily, the cost-of-service analysis reveals that more of the revenue increase should come from mainly commercial customers (the “all other” category) than from single-family residential customers. Specifically, the revenue increase in the first year from other customers should be 32 percent, and the revenue increase from single-family residential should be just seven percent.
The combined weighted average of these two increases is the 15 percent overall needed in the first year. The reason is that single-family households are already contributing disproportionately more than other customers because of the fixed monthly portion currently paid in the rates. The result is that single-family is presently paying a much higher average cost for water. This is illustrated in the bar chart below showing overall average rates paid by customers (volume rates combined with fixed monthly rates). In the proposed rates, single-family customers will pay slightly above the average cost to provide water, and all other customers, on average, will still pay less than the average. This is logical because more customer service effort is required for the many single-family customers, and homes tend to have higher summer peaking for irrigation. 17 3 of 7
Existing and proposed rates, including recalculated drought rates, are attached. The combined metered rates and fixed monthly charges in the first-year result in a 15 percent overall revenue increase, based on the existing, lower, level of water sales. In the second year, if sales volumes increase, city council may lower the second 15 percent increase, as mentioned earlier.
FISCAL IMPACT: The fiscal impact in the first full year is a projected revenue increase of $311,000, or 15 percent based on FY24 projected revenue. The fiscal impact in the second full year will be an additional $358,000 based on the additional 15 percent if it is fully needed.
Assuming water sales do not increase and both 15 percent increases are implemented, the Operating Cash will become negative for FY25 and FY26, but then become positive and grow to $411,000 by FY29, the fifth year of the rate-setting period.
Regarding compliance with the Series 2019 bond covenant to collect 25 percent more net revenue than the bond payment amounts, the bond covenant will still be met even during the years of operating cash loses. This is because the infrastructure surcharge revenue collected is counted as operating revenue, whereas the expenditures of infrastructure funds are classified primarily as capital improvements.
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FY18/19 FY19/20 FY20/21 FY21/221 FY22/23 FY23/24 FY24/25 FY25/26 FY26/27 FY27/28 FY28/29 Audited Audited Audited Audited Unaudited Forecast Forecast Forecast Forecast Forecast Forecast Metered Water Volumes (HCF) 909,349 893,000 828,200 772,000 767,000 767,000 767,000 767,000 767,000 Operating Revenues Potential Annual Rate Increases: 15.0% 15.0% 4.0% 4.0% 4.0% Revenue from Rates $2,018,369 $2,220,346 $2,315,601 $2,301,930 $2,224,000 $2,074,000 $2,385,000 $2,743,000 $2,853,000 $2,967,000 $3,086,000Revenue from Infrastructure Surcharge 653,624 654,297 657,045 659,879 653,195 660,000 660,000 660,000 660,000 660,000 660,000Revenue from Johnstonville / CalTrans 14,653 17,296 18,894 16,004 17,507 17,000 17,000 17,000 17,000 17,000 17,000Other Water Revenue 13,603 12,845 6,783 4,985 3,654 5,000 5,000 5,000 5,000 5,000 5,000Connections & Source Development 22,017 18,955 15,214 6,845 10,929 8,000 8,000 8,000 8,000 8,000 8,000Total Operating Revenue 2,722,266 2,923,739 3,013,537 2,989,643 2,909,285 2,764,000 3,075,000 3,433,000 3,543,000 3,657,000 3,776,000 Operating Expenses Inflation
Salaries and Benefits 374,387 445,853 391,372 413,279 323,000 370,000 389,000 408,000 428,000 449,000 471,000 5%PERS Pension 21,783 58,109 46,343 86,341 86,000 90,000 95,000 100,000 105,000 110,000 116,000 5%Internal Services (Admin/PW/Eng) 574,941 724,262 689,131 711,996 770,953 810,000 851,000 894,000 939,000 986,000 1,035,000 5%Supplies 78,791 65,449 65,237 72,242 96,509 99,000 102,000 105,000 108,000 111,000 114,000 3%Water 40,340 51,352 55,594 50,647 50,500 52,000 54,000 56,000 58,000 60,000 62,000 3%Electricity and Gasoline 67,328 77,388 88,823 83,838 96,509 101,000 106,000 111,000 117,000 123,000 129,000 5%Technical and Professional Services 30,264 24,659 21,782 44,543 84,787 30,000 32,000 34,000 36,000 38,000 40,000 5%Taxes, Fees, Permits & Charges 37,037 36,281 39,683 36,093 43,044 44,000 45,000 46,000 47,000 48,000 49,000 3%Other Operating Expenses 112,793 107,498 235,838 187,315 242,061 249,000 256,000 264,000 272,000 280,000 288,000 3%Total Operating Expenses 1,337,664 1,590,851 1,633,803 1,686,294 1,793,363 1,845,000 1,930,000 2,018,000 2,110,000 2,205,000 2,304,000 Net Operating Income 1,384,602 1,332,888 1,379,734 1,303,349 1,115,922 919,000 1,145,000 1,415,000 1,433,000 1,452,000 1,472,000 Interest Income 105,280 84,181 1,420 15,324 73,000 83,000 41,000 32,000 37,000 45,000 48,000 Net Income Available for Debt Service 1,489,882 1,417,069 1,381,154 1,318,673 1,188,922 1,002,000 1,186,000 1,447,000 1,470,000 1,497,000 1,520,000Debt Service 743,624 476,779 569,040 672,618 752,651 752,786 752,802 752,691 645,918 645,827 646,000Debt Service Coverage Ratio 2.00 2.97 2.43 1.96 1.58 1.33 1.58 1.92 2.28 2.32 2.35Net Revenue after Debt Service 746,258 940,290 812,114 646,055 436,271 249,214 433,198 694,309 824,082 851,173 874,000 Transfers (Out) (60,888) (600,543) - (39,960) (26,468) (26,468) (26,468) (26,468) (26,468) (26,468) (26,468)Less Transfers to Infrastructure Fund (653,195) (660,000) (660,000) (660,000) (660,000) (660,000) (660,000)Down Payment for Barry Reservoir - - - (150,000) - - - - - - - Net Revenue 685,370 339,747 812,114 456,095 (243,392) (437,254) (253,270) 7,841 137,614 164,705 187,532 True up adjustment (1,389,452) 33,788 16,164
Total Available Cash 3,550,276 2,500,571 3,346,473 3,818,732 Fund Balance DetailAvailable Operating Cash 7110 (121,557) 436,002 629,007 443,390 604,489 167,235 (86,036) (78,195) 59,419 224,124 411,656Series 2019 Rate Stabilization 7111 3,000,000 858,600 858,600 858,600 858,600 858,600 858,600 858,600 858,600 858,600 858,600Johnstonville 7112 32,389 46,379 49,565 56,386 45,364 60,000 60,000 60,000 60,000 60,000 60,000Infrastructure 7114 639,444 1,159,590 1,809,301 2,460,356 2,647,186 975,381 782,381 997,381 1,277,381 1,262,381 1,622,381Totals 3,550,276 2,500,571 3,346,473 3,818,732 4,155,639 2,061,216 1,614,945 1,837,786 2,255,400 2,405,105 2,952,637 Susanville Water Enterrprise Revenues, Expenses, Debt Service, and Cash Balances 19 5 of 7
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28 RESOLUTION NO. 24-6350
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SUSANVILLE
SETTING RATES, FEES AND POLICIES FOR UTILITIES
OF THE CITY OF SUSANVILLE
WHEREAS, the last water rate study was the “September 2016 Water Rate Analysis and Calculations Report,” adopted by the City Council of Susanville in Resolution 16-5320, dated September 21, 2016; and
WHEREAS, revised water rates were approved by the City Council in Resolution 16- 5339, dated December 7, 2016; and
WHEREAS, a new water rate study has been prepared entitled “Water Enterprise Financial Analysis and Rate Study” (Rate Study), dated June 28, 2024, prepared by IGService; and
WHEREAS, based on the new Rate Study, the City Council has determined that certain rates for the City of Susanville Water Utility need to be changed to ensure that water rates reflect the true cost of operation and distribution; and WHEREAS, for the purpose of addressing critical water infrastructure needs, Resolution 16-5339 imposed an Infrastructure Surcharge and required said Surcharge to be reassessed within the next five years as the City develops its next water rate study; and WHEREAS, the new Rate Study included a review of infrastructure projects since the Infrastructure Surcharge began, including planned projects over the next five years, and has concluded that the Infrastructure Surcharge is still needed at the current surcharge rates in place based on the 2016 study; and
WHEREAS, pursuant to the notification requirements established by Proposition 218, a notice of public hearing to be held on August 21, 2024, was mailed to affected account holders and property owners on July 3, 2024; and
WHEREAS, August 21, 2024, the City Council conducted a public hearing and gave every interested person an opportunity to make a written protest to the rate changes as recommended in the Rate Study, and the City Council has considered each protest; and WHEREAS, the City Council of the City of Susanville finds that a majority written protest of account holders and property owners of the proposed water rate increases does not exist; and
WHEREAS, the City Council finds, based upon all evidence in the record, including without limitation, the Rate Study, that the proposed water rates and charges do not exceed the proportionate cost of the service attributable to each parcel upon which they are proposed for imposition by the Water Utility; and
WHEREAS, all legal prerequisites to the adoption of this Resolution have occurred.
NOW THEREFORE BE IT RESOLVED by the City Council of the City of Susanville as follows:
1. The foregoing recitals are true and correct.
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28 2. The City Manager is hereby authorized and directed, for and in the name of and on behalf of the City, to execute and deliver any and all documents, to do any and all things and take any and all actions that may be necessary or advisable, in their discretion, in order to affect the purposes of this Resolution. All actions heretofore taken by officers, employees, and agents of the City that are in conformity with the purposes and intent of this Resolution are hereby approved, confirmed, and ratified.
3. The City Council finds that the proposed rate changes in the Rate Study do not exceed the proportionate cost of the service attributable to each parcel upon which they are proposed for imposition by the Water Utility.
4. The rates, fees, charges and policies set forth below, are hereby adopted and approved as the rates, fees and charges for the services identified for each such rate, fee and or charge and shall be effective for the meter reading cycle that begins on or after October 1, 2024.
5. Revised Water Rates: Revised water rates pursuant to the Rate Study and as issued on the Proposition-218 notice, are shown on Exhibit “A,” hereto.
6. Other Fees and Charges Unchanged: Other charges from the previous Resolution 16- 5339 are unchanged but repeated herein such that all water-related rates, fees, and charges can reside on the same resolution. All provisions of prior ordinances and resolutions of this City not inconsistent with this resolution shall remain in full force and effect.
Infrastructure Surcharge: The Infrastructure Surcharge is a monthly charge to all metered services for water system infrastructure repair and/or replacement. The Infrastructure Surcharge is determined by meter size as indicated in the following table.
Meter Size Base Rate
5/8 X 3/4 inch $ 15.00
1 inch $ 15.00
1-1/2 inch $ 20.00
2 inch $ 25.00
3 inch $ 35.00
4 inch $ 45.00
6 inch $ 65.00
8 inch $ 85.00
10 inch $ 105.00
Revenues generated by the Infrastructure Surcharge shall be held in a restricted fund that is to be reported and accounted for as restricted, to be released only for use in the repair or replacement of the existing municipal water system including, but not limited to, the design, engineering and construction as necessary in connection with repairs to the system and only upon project approval by the City Council. Such restriction regarding this fund so created shall remain in place unless modified, amended or removed after a public hearing, legally noticed and upon a majority vote of the Council in favor of such modification, amendment or removal.
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28 Connection Fees: Where there is not presently a service, or when it is necessary to install a new service, the following connection fees shall apply.
A. Residential Connection Fees: $997.00
(Single Family Unit, Each Apartment Unit, Each Motel Unit) B. Commercial Connection Fee: Determined from water consumption report on basis of equivalent single family, residential connection fees.
Water Source and Storage Capacity Fees: Where there is not presently a service, or when it is necessary to install a new service, the following connection fees shall apply.
Source Fee
Single-Family Residential Unit $697.00
Multi-Family Residential Unit $513.00
Commercial/Industrial (Per Acre) $917.00
Storage Fee
Single Family Residential Unit $1,042.00
Multi-Family Residential Unit $689.00
Commercial/Industrial (Per Acre) $3,641.00
Application Requirements: Applicants for City Utility services shall provide a valid driver's license or state identification card, social security number, address and telephone number, current employer and current rental agreement (if applicable).
Deposits: Deposits are required for the establishment of utility service(s) provided by the City.
Residential Customers: The deposit shall be $200.00 for natural gas service, $75.00 for water service and $50.00 for geothermal services. Customers who have both water and natural gas services at the same address will have a maximum deposit of $250.00.
Commercial Customers: The deposit shall be equal to the highest monthly bill from the previous 12 months of usage at that address. In no case shall said commercial deposits be lower than as stated herein for "residential customers".
After 12 months of good payment history for homeowners and 36 months of good payment history for renters, which may include no more than one late payment, the deposit shall be credited to the customer's account. Unsatisfactory payment history will result in an additional 12-month retention of the deposit by the City.
Deposits held by the City do not accrue interest. No deposit is required for those who have established a good credit history with the City, i.e. 12 consecutive months of on-time payments for utilities or customers who pass a credit check.
Customers who move within the City may transfer an existing deposit to another residence. In the case where the deposit has been applied to past due accounts, or no deposit was required, and the service has been disconnected for nonpayment the City will require a new deposit and all fees to be paid before service is restored.
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28 Service Establishment Fees: A service establishment fee shall be charged for the establishment of service and must be paid prior to activation of the meter.
Utility Service Fees
Water $10.00
Natural Gas $10.00
Geothermal $10.00
Two or More at one time $15.00
Establishment fee is waived for property managers, landlords, etc. who have an agreement with the City for assuming services upon vacancy.
Other Fees:
A. Restoration of Service
Single Service $36.00
Multiple Services $45.00
B. Restoration of Services (After 3:30 pm)
Single Service $71.00
Multiple Services $101.00
C. Meter Testing Deposit $51.00
D. Meter Tampering Charge $301.00
(criminal charges may be filed)
E. Back Flow Prevention Devices Actual Cost
F. Construction Hydrant Meter Deposit $1,000.00
G. Inspections (cross connections) $94.00
H. Natural Gas Safety Inspections No Charge
Water Service Line Installation: The customer shall pay for all costs of the water service installation including, but not limited to the pipe, service tap, meter box, meter valves, hydrants, labor, trenching, backfilling, patching and administrative costs from the nearest main to the customer’s property line in accordance with City standards and specifications. The applicant may have the City Water Division personnel install the service line based on the fee schedule set forth below or may elect to hire a qualified contractor to perform this work, except that only City Water Division personnel may make the water main tap and install the water meter.
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28 Meter Size
Fee Schedule 3/4" 1" 1-1/2" 2" Over 2"
New Service $1,400 $1,400 $1,790 $2,070 Actual Cost
New Meter $303 $396 $652 $782 Actual Cost
New Meter
Location
$850 $1,100 $1,700 $1,950 Actual Cost
Remove
Service
$400 $400 $450 $450 Actual Cost
Water Main
Tap Fees
$140 $155 $180 $255 $475
Construction Water:
A. Fire Hydrant Use Deposit
No Meter $500.00
Fire Hydrant Meter Deposit $1,000.00
B. Application Fee (non-refundable) $100.00
Hydrant Meter Monthly Fee $25.00
C. Quantity rate for construction water taken through a hydrant meter shall be $85.50 per 1,000 cubic feet; $8.50 per 100 cubic feet; or $0.8555 per 10 cubic feet of water.
Wells and Vertical Drilling:
Wells for Water, Geo, Monitoring, Testing and Heating/ Cooling systems:
Application Fee $145.00
Inspection Fee $92.00
7. If any section, subsection, sentence, clause or phrase of this resolution is, for any reason, held to be invalid or unconstitutional, such invalidity or unconstitutionality shall not affect the validity or constitutionality of the resolution and each section, subsection, clause, and phrase hereof would have been prepared, proposed, adopted, approved and ratified irrespective of the fact that any one or more other sections, subsection, sentences, clauses or phrases be declared invalid or unconstitutional
APPROVED: _________
Mendy Schuster, Mayor
ATTEST: _________
Heidi Whitlock, City Clerk
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28 The foregoing Resolution No. 24-6349 was adopted at a regular meeting of the City Council of the City of Susanville, held on the 21st day of August 2024, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
___________________________
Heidi Whitlock, City Clerk
APPROVED AS TO FORM: ____________________________
Margaret Long, City Attorney
28 AGENDA ITEM NO. 9.A
Discussion Item
Submitted By: Marci Rojas, Public Works
Action Date: August 21, 2024
SUBJECT: Natural Gas Enterprise Annual Update
PRESENTED BY: Robert Godman, Public Works Director and Dan Bergman SUMMARY:
This natural gas enterprise update report is the second formalized annual report in accordance with the long-term natural gas purchase policy approved by City Council in Resolution No. 23-2164, dated August 2, 2023. The components of the report, as listed in the gas purchase policy are:
1. The overall status of the City’s natural gas supply portfolio, including purchases made since the previous report.
2. Any proposed changes to the gas purchase policy.
3. The financial condition of the natural gas enterprise fund, including the ability to cover bond debt, and the overall gas fund cash balance.
4. The need for infrastructure improvements for repair, expansion, or to comply with federal safety requirements.
5. The need for rate adjustments prior to the winter heating season.
FISCAL IMPACT: None.
ACTION REQUESTED: Information item only.
SUSANVILLE CITY COUNCIL AGENDA ITEM
ATTACHMENTS:
Gas Enterprise Update 2024.docx
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Natural Gas Enterprise Annual Update Report
WINTER 23/24 AND NATURAL GAS SUPPLY: This past winter was mild compared to the cold and long winter of FY22/23. In fact, gas consumption for FY23/24 was 13 percent lower than FY22/23. It was lower than the three-year average because winter 22/23 was so much colder within the three winters in the average. These results are illustrated in the following bar chart showing the City’s total gas consumption for the past five fiscal years.
The city’s gas supply outcome for FY23/24 is illustrated in the bar chart below, and the details of costs are shown in the table following. The monthly market price portion is highlighted in yellow.
In January (and very slightly in November, December and February), gas demand was lower than the total of fixed (or “hedged”) purchases.
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The result of extra fixed price gas, especially in January 2024, was to sell the excess back to BP at a loss because winter market prices dropped below the fixed prices. The added cost to sell gas back was approximately $20,000. A remedy to avoid this situation in the future is to amend the gas purchase policy to state the minimum hedge to be lower, perhaps 80 percent of the threeyear average, rather than 100 percent. The offsetting risk is that if winter market prices rise after the hedges are made, ratepayers could pay a premium for the gas not hedged; however, 80 percent would still be hedged.
GAS PURCHASE POLICY: In simplified terms, the gas purchase policy is to buy each winter’s gas in three stages over three years, illustrated as follows.
For this coming winter, an initial gas purchase was made at $3.09 per DTh in July 2022 for approximately 40 percent of winter requirements. A second purchase was made on March 22, 2024, at $5.70 per DTh to reach 70 percent of the three-year average. Pursuant to the approved strategy, an additional purchase must be made prior to this November. Initial purchases must Net Nom DTh/d DTh $/DTh DTh/d DTh $/DTh DTh % DTh/d DTh $/DTh DTh/d DTh Cost $/DTh Total Jul 5,435 5,305 31 0 0% 5,305 $3.46 171 5,305 $18,354 $0.2282 $1,211 $19,565 Aug 5,927 5,815 31 0 0% 5,815 3.65 188 5,815 21,238 0.2276 $1,324 $22,561 Sep 7,493 7,125 30 0 0% 7,125 2.47 238 7,125 17,572 0.2501 $1,782 $19,354 Oct 12,968 14,467 31 250 7,750 $3.09 7,750 54% 6,717 2.38 467 14,467 39,921 0.2904 $4,201 $44,122 Nov 29,348 28,987 30 400 12,000 $3.09 570 17,100 $5.96 29,100 100% -113 -0.50 966 28,987 139,053 0.2426 $7,032 $146,085 Dec 36,850 42,305 31 550 17,050 $3.09 830 25,730 $5.96 42,780 101% -475 3.77 1,365 42,305 204,243 0.2415 $10,216 $214,459 Jan 36,105 31,660 31 500 15,500 $3.09 890 27,590 $5.96 43,090 136% -11,430 3.19 1,021 31,660 175,859 0.2790 $8,832 $184,691 Feb 34,263 33,540 29 500 14,500 $3.09 680 19,720 $5.96 34,220 102% -23 -680 1.47 1,157 33,540 161,337 0.3091 $10,367 $171,704 Mar 30,544 29,940 31 450 13,950 $3.09 490 15,190 $5.96 29,140 97% 26 800 1.37 966 29,940 134,730 0.2626 $7,862 $142,592 Apr 18,383 17,050 30 250 7,500 $3.09 0 7,500 44% 318 9,550 1.36 568 17,050 36,166 0.2543 $4,336 $40,502 May 10,663 11,935 31 0 0% 385 11,935 1.35 385 11,935 16,080 0.2520 $3,008 $19,088 Jun 5,648 5,415 30 0 0% 181 5,415 1.56 181 5,415 8,471 0.2415 $1,308 $9,778 233,544 73,000 105,330 193,580 39,964 233,544 $973,000 $61,478 $1,034,500 WACOG Delivered to Susanville City Gate: $4.43
Tuscarora Transport
Susanville FY23/24 Wholesale Gas Supply
d/m DTh 4/29/21 Purchase 6/30/23 Purchase Total Fixed Swing Gas Total Commodity Combined Total
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also be made for 25/26 and 26/27. Winter 24/25 purchases are illustrated in the chart below and shown in the following purchase planning table with future years.
By Nov-24 By Nov-25 By Nov-26 By Nov-27 Total
7/2022
$3.09
10/2/23
$5.93
3/22/24
$5.70 Units are DTh/day
10/1/2024 250 0 0 250
11/1/2024 400 300 300 1,000
12/1/2024 550 400 370 1,320
1/1/2025 500 400 420 1,320
2/1/2025 500 350 360 1,210
3/1/2025 450 250 300 1,000
4/1/2025 250 0 0 250
11/1/2025 300 330 370 1,000
12/1/2025 400 460 460 1,320
1/1/2026 400 450 470 1,320
2/1/2026 400 400 410 1,210
3/1/2026 300 300 400 1,000
11/1/2026 300 330 330 960
12/1/2026 400 460 460 1,320
1/1/2027 400 450 450 1,300
2/1/2027 400 400 400 1,200
3/1/2027 300 300 340 940
11/1/2027 300 330 330 960
12/1/2027 400 460 460 1,320
1/1/2028 400 450 450 1,300
2/1/2028 400 400 400 1,200
W
3/1/2028 300 300 340 940 inter 27/28 Winter
Winter 24/25 Winter 25/26 Winter 26/27
Timeframe and Volumes for Natural Gas Purchases
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FINANCIAL CONDITION OF GAS ENTERPRISE: The financial condition of the gas enterprise continues to be good. This is explained below and was supported by S&P Global Ratings in 2023 revising its credit rating of the natural gas bonds from a “negative outlook” to “stable.” The biggest gas enterprise operating cost component is the cost of natural gas itself. Total gas costs for FY23/24, including Tuscarora transportation, were $1,034,500. For the previous year, FY22/23, the total cost was $1,554,954, much higher, but gas was more expensive, and more was purchased and sold.
Other operating expenses for the gas enterprise are predictable and consistent. Salaries and other operating costs are escalated based on five percent inflation. The gas enterprise is also able to contribute rent to the city for facility use, and to compensate the fire department and streets for associated safety and usage. The enterprise is collecting principal and interest payments for the $3.2 million loan in 2020 made to the general fund to refinance partial CalPERS debt. As of June 30, 2024, the remaining balance owed to the gas fund is approximately $2.1 million. The enterprise is also collecting interest on its relatively large cash fund balance projected to be as high as $6.7 million in July 2024 (estimated cash which includes Rate Stabilization). After the rate stabilization amount is subtracted (also required by a bond covenant), up to $4.4 million is available for natural-gas related improvements or expansions to the system. This is very positive because the natural gas system is already in very good physical operating condition.
FY20/21 FY21/22 FY22/23 FY23/24 FY24/25 FY25/26
Audited Audited Unaudited Unaudited Forecast Forecast
Purchased MMBtu 221,100 239,400 269,400 233,500 247,000 247,000 Operating Revenues
Revenue from rates 4,156,547 4,638,336 5,285,000 4,454,000 4,699,000 4,823,000 Transportation-only revenue 65,266 80,811 81,977 77,000 75,000 75,000 Other Revenue 12,684 6,212 8,681 7,400 7,500 7,500
Total Operating Revenue 4,234,497 4,725,359 5,375,658 4,538,400 4,781,500 4,905,500 Operating Expenses Inflation
Salaries and Benefits, except CalPERS 431,780 425,165 466,606 459,879 478,000 497,000 4% CalPERS 99,085 35,000 34,835 41,689 43,000 45,000 4%
Internal Services (Admin/PW/Eng) 645,778 692,564 815,616 783,672 807,000 831,000 3% Natural Gas Purchases, including Tuscarora 709,219 1,107,821 1,554,954 1,034,500 1,081,000 1,317,000 Other Operating Expenses 356,771 277,000 361,469 375,495 387,000 399,000 3% Building Rental 47,232 47,232 47,232 47,232 47,232 47,232 Other Department Charges (Fire and Streets) 119,748 119,496 119,496 109,488 110,000 110,000 Cost of Issuance Series 2019 (One time Cost) - - - - - - Total Operating Expenses 2,409,613 2,704,278 3,400,208 2,851,955 2,953,232 3,246,232 Net Operating Income 1,824,884 2,021,081 1,975,450 1,686,445 1,828,268 1,659,268 Non-Operating Income (Expense):
Interest Income Fund Balance (1.50%) 53,748 33,478 48,924 83,166 92,687 104,500 CalPERS Loan Interest Income (2.04%) 53,321 49,512 47,237 41,895 38,086 34,278 POB Allocation of Loan Payment - - (72,326) (72,326) (72,326) (72,326) Transfers In (Out) - (39,360) - - - -
Total Non-Operating 107,069 43,630 23,835 52,735 58,447 66,452 Net Income Available for Debt Service 1,931,953 2,064,711 1,999,285 1,739,179 1,886,715 1,725,720 Debt Service 1,278,550 1,278,050 1,277,350 1,276,000 1,274,200 1,276,950 Debt Service Coverage Ratio 1.51 1.62 1.57 1.36 1.48 1.35 Net Revenue after Debt Service 653,403 786,661 721,935 463,179 612,515 448,770 CalPERS Loan Principal (Resolution 20-5785) 161,247 164,566 168,126 171,556 175,055 178,626 Cash Balance (Calculated) 4,748,087 5,543,824 6,044,375 6,679,110 7,466,680 8,094,076 Cash Balance Adjustment (155,490) (389,510) (500,000) (500,000) (500,000) (500,000) Cash and Investments 4,592,597 5,154,314 5,544,375 6,179,110 6,966,680 7,594,076 Rate Stabilization Fund (7402-2262-001) (1,807,075) (1,807,075) (1,807,075) (1,807,075) (1,807,075) (1,807,075) Advances to Other Funds (CalPERS Loan) 2,639,215 2,474,649 2,306,523 2,134,968 1,959,912 1,781,286 Adjusted Balance 5,424,737 5,821,888 6,043,823 6,507,002 7,119,517 7,568,287 Susanville Gas Enterprise Revenues, Expenses, Debt Service, and Cash Balances 33 5 of 6
Bond debt service coverage is a key requirement for financial operation of the gas system.
According to bond covenants, the Debt Service Coverage Ratio (shown in the table) is required to be 1.25 or higher. This means that the amount of Net Income Available for Debt Service must be 25 percent higher than the Debt Service amount. The unaudited value for FY23/24 is 1.36, higher than the minimum of 1.25. The projected value for FY24/25 is 1.48, again exceeding the minimum criteria, and without increasing gas rates. These expected results are satisfactory in that gas rates do not need to be increased for the coming winter.
INFRASTRUCTURE NEEDS: The City must continue compliance with federal requirements for the Gas Integrity Management Plan associated with the city’s 9.6 mile, high pressure gas main connecting the city’s low pressure distribution system to the interconnection with Tuscarora Gas Transmission. This work is ongoing to achieve compliance, and the cost is not expected to significantly impact the fund balance.
In addition, the City-gate meter connecting to Tuscarora Gas Transmission needs to be increased in size to handle 800,000 Mcf per day. The cost is estimated by Tuscarora to be up to $600,000.
The timing on this is not determined, but the fund balance will be adequate to cover the expense when it is needed.
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CONCLUSION: Natural gas rates were adequate through the winter of 23/24 and are projected to be adequate through the coming winter. Wholesale gas costs for this winter have settled some helping to support the existing rates. City Council may consider reducing the winter purchase requirement to 80 percent of the three-year average to avoid selling excess gas back in warmer winter months.
35 AGENDA ITEM NO. 9.B
Action Item
Submitted By: Heidi Whitlock, City Clerk
Action Date: August 21, 2024
SUBJECT: Consider appointment of Susanville Planning Commissioners.
PRESENTED BY: Heidi Whitlock, City Clerk
SUMMARY: The Planning Commission performs many important functions on behalf of the City Council and is often responsible for providing recommendations related to the development, design, and growth of the city. The city has solicitated letters of interest for the terms of Commissioner Wayne Jambois, whose term was set to expire as of June 2024, former Commissioner Melanie Westbrook, whose term expires June 2026, and former alternate Commissioner Curtis Bortle, whose term is set to expire as of June 2026.
The city's Planning Commission consists of five members, who shall be appointed by a quorum of the city council. The city council may also choose to appoint up to two alternate members to the commission. At this time, there are two commissioner and one alternate commissioner positions that are in need of appointments.
Attached are letters of interest from Commissioner Jambois expressing his continued interest in serving on the Commission, Matthew Eltzroth, currently an alternate commissioner, expressing his interest in a filling a regular commissioner position, Cody Loflin who is interested in either a commissioner or alternate commissioner position, and Maria Fregulia, expressing her interest in becoming an alternate planning commissioner.
FISCAL IMPACT: Planning Commission stipend of $75.00 per month, included in annual budgets.
ACTION REQUESTED: Motion to appointment members to the Planning Commission.
SUSANVILLE CITY COUNCIL AGENDA ITEM
ATTACHMENTS:
WayneJambois.PCLetter.pdf
MatthewEltzroth.PCLetter.pdf
CodyLoflin.PCLetter.pdf
36 MariaFregulia.PCLetter.pdf
37 Good Morning, Heidi,
City of Susanville
City Clerk w
MAY 16 2024
RECEIVED
Thank you again for the Email on May 8 informing me that my term on the Planning Commission was ending on June 30, 2024.
Please consider this Email to be my formal request to be considered for another term on the City of Susanville Planning Commission.
I have served on the Planning Commission since the year 2000 and have been its Vice Chairman on two occasions and served as Chairman twice. I have thoroughly enjoyed my time on the Commission and service to the city of Susanville. I am a strong believer in public service and have a steadfast belief that we who believe in public service for the public good are key to making this community a better place to live.
Also, I have enjoyed working with the City of Susanville Planning Dept. staff and other City staff and departments over the past years and have witnessed their continuing effectiveness and service to Susanville residents despite some really tough times that required equally tough decisions and actions.
Through it all, the City of Susanville has prevailed and I, the optimist as always, look forward to a better future and hope to be a part of it in service to the City of Susanville.
Respectfully Submitted,
Wayne Jambois
38 May 29, 2024
Matthew Eltzroth
1090 Overlook Dr.
Susanville, CA 96130
City of Susanville
Heidi Whitlock, City Clerk
66 N. Lassen Street
Susanville, CA 96130
City of S
Usanvi/fe R
eceived
MAY 2 8 2024 ~
BUtLDtNG
& PLA, NNtNG
RE: Vacant Positions on Planning Commission
Ms. Whitlock,
I am writing to express my interest in serving as a member of the City of Susanville Planning Commission.
My background includes 10 years in the building trades out of Sheet Metal Local 104 San Francisco. My duties included 2 years residential and commercial construction and 8 years as construction foreman.
I have 18.5 years experience as law enforcement with the California Department of Corrections and Rehabilitation, including 18 months as a liaison between the Department and the Los Angeles County District Attorney Office. Retired as a Lieutenant with the California Department of Corrections and Rehabilitation in 2011. am currently serving as an alternate on the Commission. And reside within the City of Susanville Proper.
Thank you for your Consideration,
~ f/;t;.4J2/J
MatthewE1tfcth
39 Cody Loflin
675 Richmond Road
Susanville, California 96130
City of Susanville
City Clerk
APR 1 2024
RECEIVED
April 1, 2024
City of Susanville City Council
C/O Heidi Whitlock, City Clerk
66 North Lassen Street
Susanville, California 96130
To the City of Susanville City Council:
Please accept this letter to convey my interest in an appointment to the City of Susanville Planning Commission. With the election of Mr. Curtis Bortle to the City of Susanville City Council, there is an alternate member of the Planning Commission that has become available. I would also like to be considered as a full-time member of the Planning Commission, in addition to an alternate member.
I am a third generation Lassen County resident and have been a part of the Susanville community for the entirety of my life of 37 years. I have devoted the past 15 years to serving this community in various ways. I have worked for the Lasse County Sheriff's Office as a Public Safety Dispatcher, Community Services Officer, and Correctional Deputy. I have worked for the City of Susanville as a Community Service Officer and most recently as the Code Enforcement Officer. I have presented to the Planning Commission on a variety of issues, and I feel that I have a clear understanding of not only the function of the Planning Commission as an appeal hearing body, but also its core mission of as a discretionary body in respect to land use projects and entitlements.
In addition to my work experience, I hold a Bachelor of Arts in Criminal Justice through the .
California State University, Chico, an Associate of Science in Administration of Justice through Lassen Community College, and I am currently pursuing additional associate degrees in computer information systems and Paralegal Studies. Much of my educational coursework has involved the interpretation of various sources of laws and the principles and functions of the American form of government.
In conclusion, I feel I meet the minimum qualifications to hold an appointment of this board as I am over the age of 18, I am a registered voter of the City of Susanville, I am a full time resident of the City of Susanville, I have the knowledge and experience of our local government, and I feel that I can put the best interest of our community first.
Respectfully submitted,
Cody Loflin
40 .Maria T. :freguila
1135 Gail Way
Susanville, CA 96130
(530) 257~3599 Home
(530) 260-3599 Cell
[email protected]
City of Susanville
City Clerk
MAY 1 7 2024 cAcJ
RECEIVED
May 15, 2024
Heidi Whitlock, City Clerk
City of Susanville
66 N Lassen Street
Susanville, CA 96130
City Clerk Whitlock:
I understand there is an opening for an alternate position on the Susanville Planning Commission.
I am interested in applying for this position.
My qualifications for this position are as follows:
Resident of Susanville for thirty-eight years, so am familiar with how the city has evolved,
I understand how to evaluate building and project plans, and the manner in which they are applied, according to regulations,
I understand the importance of working with project applicants, as well as with the City of Susanville staff as Code Enforcement becomes a top priority.
Thank you for your consideration.
Maria E. Fregulia
City Resident
41 AGENDA ITEM NO. 9.C
Action Item
Submitted By: Marci Rojas, Public Works
Action Date: August 21, 2024
SUBJECT: Consider Resolution No. 24-6345, authorizing the Public Works Director to sign a agreement with Before the Movie to provide public awareness safety advertisement for the City of Susanville's Natural Gas Division.
PRESENTED BY: Bob Godman, Public Works Director
SUMMARY: City's Natural Gas Division is required to comply with the Safety and Enforcement Division(SED) of the California Public Utilities Commission (CPUC) Public Awareness Program requirements in order to operate the City of Susanville's Gas Distribution and Transmission Systems. In an effort to increase engagement with the community and provide important natural gas safety information we would like to enter into an agreement with Before the Movie to provide this information in our local movie theatres. The agreement is for a 30 second ad spot before the movies for 12-months. Public Works Department is requesting the City of Susanville to authorize the Public Works Director to execute an agreement with Before the Movie.
FISCAL IMPACT: The agreement is for $5,315.00 which will be covered by the Natural Gas Division with no cost to the General fund.
ACTION REQUESTED: Motion to approve Resolution No. 24-6345, authorizing the Public Works Director to sign a agreement with Before the Movie to provide public awareness safety advertisement for the City of Susanville's Natural Gas Division.
SUSANVILLE CITY COUNCIL AGENDA ITEM
ATTACHMENTS:
24-6345.pdf
Before the Movie.pdf
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28 RESOLUTION NO. 24-6345
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SUSANVILLE
AUTHORIZING THE PUBLIC WORKS DIRECTOR TO EXECUTE A STANDARD
AGREEMENT WITH BEFORE THE MOVIES
WHEREAS, the Susanville Public Works Department is responsible for the Gas Division for the City of Susanville; and
WHEREAS, the Gas Division is required to comply with the Safety and Enforcement Division of the California Public Utilities Commission Public Awareness requirements; and WHEREAS; the Before the Movies company offers advertisement slots to play in our local movie theatres; and
WHEREAS, the Gas Division would like to enter into an agreement with Before the Movies to provide natural gas public awareness information to our community.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Susanville authorizes the Public Works Director to execute a standard agreement with the Before the Movies to provide public awareness advertising for the Gas Division.
APPROVED: _______________________
Mendy Schuster, 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 21st day of August 2024, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
_____________________________
Heidi Whitlock, City Clerk
APPROVED AS TO FORM:_____________________________
Margaret Long, City Attorney
43 BeforeTheMovie, Inc. Advertising and
Insertion Order Agreement
BeforeTheMovie - 500 Chadbourne Road Suite C, Fairfield, CA 94534 - Phone (707) 425-7469 / Fax: (707) 425-7472 1 of 2
Advertiser desires to place advertisements with BeforeTheMovie, Inc. ("BTM") for exhibition at the Location(s) specified, and upon the terms set forth herein, including the BTM Insertion Order Agreement "Terms and Conditions" included with this agreement and Advertiser acknowledges receipt of said Terms and Conditions. It is agreed as follows:
Advertiser Info
City of Susanville Gas
Division
Bob Godman,
720 South St.
Susanville, California, 96130
(530) 252-5108 (p)
(c)
[email protected]
Agency Info Sales Info
Before The Movie
500 Chadbourne Rd, Suite C
Fairfield, CA 94534
P: (888) 453-7469
F: (707) 425-7472
[email protected]
AE: Taylor Tocchini
Billing Contact
Marci Rojas
[email protected]
Creative Contact
Loren Carey
[email protected]
Start End Venue Screens Plays Length Segment Term Rate Total 10/11/2024 10/11/2025 OCCST &
OCCUC 6 One 30 N/A 12 Mo. $393.00 $4716.00
*OCCST & OCCUC refers to Sierra Theatre & Uptown Cinema - 501 Main St, Susanville, CA 96130 & 819 Main St, Susanville, CA 96130
Authorizing Signatures
By signing below you affirm that you are the authorized person for Advertiser to execute this Insertion Order Agreement and the above information is true and correct. Advertiser agrees to make all payments according to the terms of this agreement.
Advertiser acknowledges that this Agreement is subject to the BeforeTheMovie Terms and Conditions which accompanied this Insertion Order. Do not sign this agreement if you have not read and accepted the BTM Terms and Conditions.
If you would like a copy of the BTM Terms and Conditions, please contact your sales rep or call BeforeTheMovie at 888-453-7469 prior to signing this Advertising and Insertion Order Agreement.
1. Design Services: Subject to the BTM Terms and Conditions received by Advertiser, BTM shall design and produce a digital multimedia advertisement ("Spot") consisting of both animation and/or image displays and background music or where applicable, analog static film slide for display on the selected Theatre Screens. a. Media: The creative Spot will be produced using: (1) media material supplied by the Advertiser, provided that the material is received by BTM within fourteen (14) days from the execution of this Agreement; or (2) if BTM does not receive all said materials from Advertiser within 14 days, BTM is authorized to use agency photos and agency copy to produce the Spot.
b. Design Approval: Approximately 14 days prior to the Spot launch, BTM will provide Advertiser with a Spot proof on BTM's website, in print form or though E-mail. Advertiser is solely responsible for errors once proof has received final approval, whether by written signature, E-mail acknowledgment or by clicking the Spot Approval button on the web site. Advertiser acknowledges that time is of the essence, and failure to provide approval no later than 10 days prior to launch may reduce the length of the Spot Flight and/or Services without penalty to BTM.
2. Display of Spot: Subject to the BTM Terms and Conditions received by Advertiser, BTM will provide Advertiser with onscreen advertising space for display of the Spot(s) at the Theatre(s) according the the table above. The Spot(s) will be played before feature films at the Theatre(s), (before feature films means before movie previews and/or trailers) during the term of this Agreement. (*) The rate herein has been adjusted to reflect a delivery of at least 90% of the screenings promised. Shortfalls may occur due to routine maintenance, upgrades or other events beyond BTM’s control. Make goods will be provided for any shortfall that is greater than 10%.
3. Term: The term of this Agreement is the term stated above on page one and shall commence upon the execution of this 44 BeforeTheMovie, Inc. Advertising and
Insertion Order Agreement
BeforeTheMovie - 500 Chadbourne Road Suite C, Fairfield, CA 94534 - Phone (707) 425-7469 / Fax: (707) 425-7472 2 of 2
Agreement and shall continue for the period stated above on page one. BTM may automatically extend the term for such time as needed to run the contracted number of Spots. This agreement will automatically renew for like subsequent periods, unless terminated by either party by written notice sent to the other at the above address, at least sixty (60) days, but not more than 6 months prior to the expiration of the original term or any then current renewal terms. The commencement date of this agreement shall be the commencement date written above or the initial date for which BTM services are billed hereunder, whichever is later.
4. Severability: If any provision of this Agreement shall be found to be invalid, illegal, or unenforceable, in whole or in part, neither the validity of the remaining part of such provision or the validity of any other provision shall be in any way affected thereby.
5. Choice of Law: This Agreement, which will be governed by California law, contains our entire agreement concerning theatre advertising and, as such, supercedes any verbal discussions. Any dispute, claim or controversy arising out of or relating to this Agreement or the breach, termination, enforcement, interpretation or validity thereof, including the determination of the scope or applicability of this agreement, shall be venued in Solano County, California.
6. Fees, Payments and Terms: Advertiser agrees to pay BTM in full upon execution of this Agreement ("Screen Fee").
Upon credit approval by BTM, Advertiser may pay the Screen Fee in installments. If the installment payment option is selected, the billing cycle will commence within 30 days from the date of execution of this Agreement, if payments come into default, BTM reserves the right to call entire balance due and payable.
7. Payments Details:
Total Screen Time Fee: $4716.00
Insertion Fee Due at Signing: (+) $599.00
Creative Fee: (+) $0.00
Total Amount Due: (=) $5315.00
Payment Type: Check (BTM approval)
You will be invoiced at the beginning of each
month and payments are due upon receipt.
Initial Payment Due at Signing: $992.00
Total Amount Now Due: (=) $4323.00
Total Installment Amt: $4323.00
# of Installments: (/) 11
Installment Amount: (=) $393.00
8. Additional Terms:
Promotional Rate for the Sierra Theatre & Uptown Cinemas *12-month, :30 second ad spot. Insertion fee to cover initial upload plus one changeout. BTM to create ad spot.
Approved creative material due on or before 9/13/24 for upload on 10/11/24. If approved creative material is not submitted on time, the ad will be pushed to the next available upload date for the theater. Thank you for your business! I acknowledge that I have received, read and agree to the BTM Terms of Agreement and I understand that if I default under this agreement, my ad may cease to be displayed and that I am still liable for all payments due under this agreement.
Signature: Print Name: Date:
City of Susanville Gas Division
Signature: Print Name: Date:
BTM
45 AGENDA ITEM NO. 9.D
Action Item
Submitted By: Marci Rojas, Public Works
Action Date: August 21, 2024
SUBJECT: Consider Resolution No. 24-6346, authorizing the Public Works Director to close one block of Sunkist Drive in front of the Senior Center for the purpose of a Superhero Fun Run and walk on Saturday, October 5, 2024, from 6:00am to 12:00pm.
PRESENTED BY: Bob Godman, Public Works Director
SUMMARY: The City has received a request from Lassen Family Services to partner with them in conducting their annual Superhero Fun Run and Walk by closing a portion of Sunkist Rd between Santa Paula and Limoneria Ave. on October 5, 2024 from 6:00am to 12:00pm.
Proceeds from the event benefit the Lassen Family Services Court Appointed Special Advocates for Children Program.
FISCAL IMPACT: Estimated cost is as follows : $325.00 for two Public Works Department staff to set up and take down road closure.
$360.00 for two Community Service
Officers to attend
Total cost to the city would be $685.00
ACTION REQUESTED: Motion to approve Resolution No. 24-6346, authorizing the Public Works Director to close one block of Sunkist Drive in front of the Senior Center for the purpose of a Superhero Fun Run and walk on Saturday, October 5, 2024, from 6:00am to 12:00pm.
SUSANVILLE CITY COUNCIL AGENDA ITEM
ATTACHMENTS:
24-6346.pdf
CASA Superhero Run 2024 request.pdf
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28 RESOLUTION NO. 24-6346
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SUSANVILLE
APPROVE THE SUPERHERO FUN RUN EVENT SCHEDULED FOR SATURDAY, OCTOBER 5, 2024, SPONSORED BY LASSEN FAMILY SERVICES CASA PROGRAM
AND APPROVE THE SUNKIST DR STREET CLOSURE AND SUPPORTED STAFF TO
ATTEND THE EVENT
WHEREAS, Lassen Family Services, CASA Program is sponsoring their annual Superhero Fun Run event scheduled for October 05, 2024; and WHEREAS, the Superhero Fun Run event is a benefit to the community the City of Susanville; and
WHERAS, Lassen Family Services, CASA Program has requested the closure of one block of Sunkist Drive between Santa Paula and Limoneria Ave. from 6:00am to 12:00pm on Saturday, October 5, 2024; and
WHEREAS, Lassen Family Services, CASA Program has requested two Community Services Officers be in attendance of the walk.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Susanville hereby supports and approves the Superhero Fun Run event and the closure of Sunkist Drive and supported staff to attend.
APPROVED: ____________________________
Mendy Schuster, 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 21st day of August 2024, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
__________________________
Heidi Whitlock, City Clerk
APPROVED AS TO FORM: __________________________
Margaret Long, City Attorney
47 48
49 AGENDA ITEM NO. 9.E
Action Item
Submitted By: Marci Rojas, Public Works
Action Date: August 21, 2024
SUBJECT: Consider Resolution No. 24-6347, authorizing the City of Susanville to agree to the terms of service agreement with the Stripe, Inc. to provide the processing of payments for Solar App Plus to the City of Susanville.
PRESENTED BY: Bob Godman, Public Works Director
SUMMARY: On August 7,2024 the city council approved Resolution 24-6340, which authorized the terms of service for Solar App Plus to be approved in order to implement the online, automated permitting platform as required by the State of California. Solar App Plus uses Stripe, Inc as their third party to process payments for their online permit processing system. We are asking the city council to authorize the City of Susanville to agree to the terms of the service agreement for Stripe, Inc. so the Finance Department can accept funds from the online service.
FISCAL IMPACT: Fiscal impact will be the ACH and/or Credit Card fees which will be paid by the customer through our fee schedule.
ACTION REQUESTED: Motion to approve Resolution No. 24-6347, authorizing the City of Susanville to agree to the terms of service agreement with the Stripe, Inc. to provide the processing of payments for Solar App Plus to the City of Susanville.
SUSANVILLE CITY COUNCIL AGENDA ITEM
ATTACHMENTS:
24-6347.pdf
Stripe, Inc service agreement.pdf
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28 RESOLUTION NO. 24-6347
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SUSANVILLE
AUTHORIZING THE CITY OF SUSANVILLE TO AGREE TO THE TERMS
OF THE SERVICE AGREEMENT WITH STRIPE, INC
WHEREAS, on August 7, 2024, the city council approved Resolution 24-6340 authorizing the terms of service with Solar App Plus; and WHEREAS, Solar App Plus uses Stripe, Inc as their third party to process payments for their online permit processing system; and
WHEREAS, to implement the Solar App Plus the City of Susanville will need to agree to the terms of service agreement with Stripe, Inc to complete the payment processing with the Finance Department.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Susanville hereby agrees to the terms of service agreement with Stripe, Inc.
APPROVED: _______________________
Mendy Schuster, 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 21st day of August 2024, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
_____________________________
Heidi Whitlock, City Clerk
APPROVED AS TO FORM:_____________________________
Margaret Long, City Attorney
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75 AGENDA ITEM NO. 9.F
Action Item
Submitted By: Erik Edholm, Public Works
Action Date: August 21, 2024
SUBJECT: Consider Resolution No. 24-6348, authorizing Mayor to sign Amendment No. 4 to Agreement No. 19-03 Between REY and the city of Susanville for the design phase of Southeast Gateway Project.
PRESENTED BY: Bob Godman, Public Works Director
SUMMARY: The City has been working to complete the Southeast Gateway project. The City awarded the project to S.T. Rhoades on July 16, 2024. Construction is expected to start within 30 days. Additional design work was required prior to bid and additional construction related items are required during the construction phase of the project. Due to staffing shortages staff is not be able to complete some elements of the design/construction engineering work. REY engineering is able to complete the additional work at a cost of $73,675,30. Extra work items include: Preparation of Resident Engineer Binder, Construction Engineering Services, and AsBuilt/Record Drawings. There is adequate funding available using RMRA funding to complete the work.
FISCAL IMPACT: Increase Contract Amount of $73,675 using Road Maintenance and Rehabilitation Account Funds.
ACTION REQUESTED: Motion to approve Resolution No. 24-6348, authorizing Mayor to sign Amendment No. 4 to Agreement No. 19-03 Between REY and the city of Susanville for the design/construction phase of Southeast Gateway Project.
SUSANVILLE CITY COUNCIL AGENDA ITEM
ATTACHMENTS:
24-6348.pdf
211006_Amendment_REY_SE_Gateway_4.pdf
Susanville Gateway - Amendment 4 Req.pdf
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28 RESOLUTION NO. 24-6348
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SUSANVILLE APPROVING AMENDMENT 4 TO SE GATEWAY DESIGN AGREEMENT AND
AUTHORIZING THE USE OF RMRA FUNDS TO COMPLETE THE WORK
WHEREAS, the S.E. gateway project is a city sponsored project on SR 36 (Main Street in Susanville) with Caltrans providing project oversight; and WHEREAS, as part of the review process, additional scope items have been identified as necessary to complete the design phase of the project; and WHEREAS, Consultant has provided City with a proposal to complete the additions work items; and
WHEREAS, the additional work items include a Resident Engineer Binder, Construction Engineering Support, and As-Built/Record Drawings; and
WHEREAS, additional work items are estimated at a cost of $73,675; and WHEREAS, the City has additional capacity in RMRA funding to cover the additional $73,675; and
WHEREAS, the term of the agreement expired on December 31, 2023; and WHEREAS, the Agreement provides for a term extension if mutually agreed to by both parties.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Susanville does hereby authorizes the Mayor to execute Amendment 4 to Agreement No. 19-03 between R.E.Y Engineers Inc. and the city of Susanville and further authorizes the Finance Director to modify budget as necessary to utilize RMRA funds to complete the project design in the amount of $73,675.
APPROVED:_______________________
Mendy Schuster, 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 21st day of August 2024, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
_____________________________
Heidi Whitlock, City Clerk
APPROVED AS TO FORM:_____________________________
Margaret Long, City Attorney
77 AMENDMENT NO. 4 TO AGREEMENT No. 19-03 BETWEEN REY AND CITY OF SUSANVILLE FOR DESIGN/CONSTRUCTION PHASE OF S.E. GATEWAY PROJECT
This Amendment No. 4 to the Agreement forDesign Services, dated July 3rd, 2019 ("Agreement"), between R.E.Y. Engineers Inc. (Consultant) and the City of Susanville ("City") is made and entered into this 21st day of August, 2024.
RECITALS
WHEREAS, the S.E. gateway project is a City sponsored project located on SR 36 (Main Street in Susanville) with Caltrans providing project oversight; and WHEREAS, as part of the review process, additionalscope items have been identified as necessary to complete the design and construction phase of the project; and WHEREAS, Consultant has provided City with a proposal to complete the additions work items, attached hereto as Exhibit A; and
WHEREAS,the additional work items include:
• Resident Engineer Binder
• Construction Engineering Support
• As-Built/Record Drawings
WHEREAS, additional work items are estimated at a cost of $73,675; and WHEREAS, the City has additional capacity in RMRA funding to cover the additional $50,300; and WHEREAS, the term of the agreement expired on December 31, 2023; and WHEREAS,the Agreement providesfor a term extension if mutually agreed to by both parties.
NOW THEREFORE, in consideration of the foregoing and the mutual promises hereinafter expressed, the parties mutually agree as follows:
1) ARTICLE 2: TERM; Agreement Term is extended to December 31, 2024 2) ARTICE 4: SCOPE OF SERVCIES AND COMPENSATION; Scope of Servicesis modified to include the following and as detailed in Exhibit A:
• Resident Engineer Binder
• Construction Engineering Support
• As-Built/Record Drawings
3) ARTICLE 4 & 5; Not to exceed cost isincreased from $305,804 to $379,479
2. Remaining Terms Unaffected
Except as expressly provided herein, nothing in this Amendment No. 4 shall be deemed to waive or modify 78 any of the other provisions of the Agreement or prior amendments. In the event of any conflict between this Amendment No.4 and the Agreement, or any previous amendments, the terms of this Amendment No. 4 shall prevail.
IN WITNESS WHEREOF the parties hereto have executed this Amendment as the date herein set forth.
Approved by City:
Mendy Schuster, Mayor
Attest:
Date:
Heidi Whitlock, City Clerk
Approved as to Form:
Date:
Margaret Long, Susanville City Attorney
Approved by Consultant:
By:
Date:
Date:
Name:
Address:
79 August 6, 2024
Dan Newton,
City Administrator
66 North Lassen Street
Susanville, Ca 96130-3904
Sent via email
Subject: Contract Amendment Request No. 4
Southeast Gateway Project
Dear Mr. Newton,
The Susanville Gateway project has completed 100% design. With Contract Amendment No. 3, it was believed that the Encroachment Permit would be issued after the Quality Management Plan had been prepared. However, through significant coordination efforts, and circulation of the encroachment permit, Caltrans found that the permit could not be issued as the bid documents included landscaping improvements which are not funded or included in a maintenance agreement.
In an attempt to procure the Encroachment Permit, R.E.Y. worked with the City to develop a bid alternative to separate the landscape items. Further emails and phone calls were conducted with Caltrans to procure approval of the Encroachment Permit with the bid alternative. Caltrans ultimately rejected this proposal as funding for the construction of the landscape improvements was not identified.
R.E.Y. was then directed to remove the landscape design from the bid documents. The bid documents have been revised and submitted to the City for endorsement, then submittal to Caltrans for approval and issuance of the encroachment permit.
Subsequent to the removal of the landscape design, funding was procured to construct the project with the landscaping as bid alternates. Changes were made to the plans, specification and estimates to include specific plants selected by the City providing a set of base plans with two bid Alternates for landscape improvements. During the final stages of obtaining the Encroachment Permit, Caltrans requested the removal of Landscape Alternatives from the project.
The City has also requested engineering construction support for this project. See below for an outline of the services R.E.Y. will provide to the City.
TASK 13: Construction Support
1. Resident Engineer (RE) Binder
Once the bidding is complete and a contractor has been selected, construction documents will be prepared. All addendums will be merged into one complete set of conformed construction documents. In addition to preparation of the project conform set, R.E.Y. will prepare and provide a project RE Binder.
Having the history and background of a project, it is important to share more than just the bid documents with the construction management team. We will compile an RE binder that includes quantity calculations, notes about important/unique specifications, CAD files, critical notes for the RE that outline special conditions or specifications and any other information that may be helpful for the inspectors 80 during construction. Once the bidding is complete and a contractor has been selected, construction documents will be prepared. All addendums will be merged into one complete set of conformed construction documents.
Deliverable(s):
RE Binder (.pdf format)
Construction Plans and Specifications (.dwg, .docx, and .pdf formats) Quantity calculations (.xlsx and .pdf formats)
Designer notes (.pdf format)
2. Construction Engineering Support
Once construction is underway, we will periodically touch base with the construction management team to check on the status of construction and offer our assistance. Our team will also be available to respond to project RFI’s and, if required, prepare plan set updates for CCO’s. We will provide as-needed engineering consultation during construction, up to our available contract amount.
Deliverable(s):
Responses to Construction RFI’s (up to 40 hours)
Assistance with Contract Change Orders (up to 40 hours) Attend one (1) Pre-Construction Meeting (virtual)
Perform up to three (3) construction site visits
Attend up to eighteen (18) construction meetings (virtual)
3. As-Built/Record Drawings
After construction is completed, we will prepare record drawings based on information supplied by the construction manager and contractor. Accurately preparing record drawings is critical for the City records and often overlooked. The record drawing will include all field changes and be completed quickly for inclusion into the City’s archive system.
Deliverable(s):
Performing a Final Inspection for Design Conformity
As-Built/Record Drawings (.dwg and .pdf formats)
Assumptions (Task 13)
• Construction management and inspection services are not included in our scope of services. • Attendance at Pre-Construction Meeting and construction meetings will be virtual.
Contract Bidding Assistance and Services During Construction have been estimated using the values identified above and will be provided up to our remaining available budget.
The table below summarizes the costs to-date and projections through completion.
Cost Summary:
Description Total Value
Contract $179,804
Amendment 1 $75,700
Amendment 2 Time Extension $0
Amendment 3 $50,300
Amendment 4
Bid Document changes, landscape
permutations, extended Caltrans
coordination, final Landscape Plans with
$23,958
81 plant substitutions and bid alternatives, bid
support and addendum.
Time Extension
Construction Support Services
$0
$49,717
Contract Including Amendments $379,479
R.E.Y. respectfully requests contract amendment #4 in the amount of $73,675 for completion of the items of work identified above as beyond the contracted scope of work.
Should you have any questions during your evaluation of this request, please do not hesitate to call me.
Sincerely,
Jim Fisher, PE
Project Manager
82 AGENDA ITEM NO. 9.G
Action Item
Submitted By: Erik Edholm, Public Works
Action Date: August 21, 2024
SUBJECT: Consider Resolution No. 24-6349, authorizing the City Manager to execute an agreement for professional services with R.E.Y. Engineers Inc. to assist in the Southeast Gateway Project with Construction Management, Inspection, and Material Testing Services and to authorize the Finance Director to adjust the budget as necessary.
PRESENTED BY: Bob Godman, Public Works Director
SUMMARY:
The City of Susanville has completed solicitation via proposals from qualified consulting firms to assist in the Southeast Gateway Project with Construction Management, Inspection, and Material Testing Services. Staff estimates the consultant services costs to be around $298,000.
At the July 16th Special City Council Meeting, the council awarded the Southeast Gateway Project to S.T. Rhoades Construction Inc. for an award amount of $2,194,537.25. The city has a total funding amount for the project of $2,507,000, leaving $312,462.75 for contingencies and construction engineering.
Depending on the cost of contingencies to the project, the consultant services may be majorly funded with the project funding. The city is requesting additional funding for the project from the STIP fund. The city also has roughly $1,227,000 in RMRA funds, that could be used to supplement the consultant services for the project.
FISCAL IMPACT: $394,721 of STIP project funds and RMRA funds.
Contingency: 110,000 (Approximately 5%)
Construction Engineering Consultant Services: $300,000
Construction Engineering City Staff: $25,000
Estimated RMRA (Fund 2005) need: $40,500 Approx.
ACTION REQUESTED: Motion to approve Resolution No. 24-6349, authorizing the City
SUSANVILLE CITY COUNCIL AGENDA ITEM
83 Manager to execute an agreement for professional services with R.E.Y. Engineers Inc. to assist in the Southeast Gateway Project with Construction Management, Inspection, and Material Testing Services and to authorize the Finance Director to adjust the budget as necessary.
ATTACHMENTS:
24-6349.pdf
Proposal for Susanville Southeast Gateway_REY_072624.pdf 84 1
2 3
4 5
6 7
8 9
10 11
12 13
14 15
16 17
18 19
20 21
22 23
24 25
26 27
28 RESOLUTION NO. 24-6349
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SUSANVILLE
AUTHORIZING THE CITY MANAGER TO EXECUTE AN AGREEMENT FOR PROFESSIONAL SERVICES WITH R.E.Y. ENGINEERS, INC. TO ASSIST IN THE
SOUTHEAST GATEWAY PROJECT WITH CONSTRUCTION MANAGEMENT, INSPECTION,
AND MATERIAL TESTING AND TO AUTHORIZE THE FINANCE DIRECTOR TO ADJUST
THE BUDGET AS NECESSARY
WHEREAS, the S.E. gateway project is a city sponsored project on SR 36 (Main Street in Susanville) with Caltrans providing project oversight; and WHEREAS, the technical nature of the work required to perform the construction management, inspection, and material testing services of the project is extensive work and outside of the current staffing levels of City staff; and WHEREAS, the City has followed the appropriate procurement procedures to solicit and evaluate proposals per federal and state requirements and received one proposal from R.E.Y. Engineers, Inc. and that has been reviewed by a committee of competent City personnel; and
WHEREAS, the total cost of consultant services is estimated at a cost of $394,721; and WHEREAS, the City has additional capacity in the project funding and RMRA funding to cover the additional $394,721.
NOW THEREFORE, BE IT RESOLVED, that the City Council of the City of Susanville hereby authorizes the City Manager to execute an Agreement with R.E.Y. Engineers, Inc. for professional services not to exceed $394,721 and further authorizes the Finance Director to adjust the budget as necessary.
APPROVED:_______________________
Mendy Schuster, 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 21st day of August 2024, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
_____________________________
Heidi Whitlock, City Clerk
APPROVED AS TO FORM:_____________________________
Margaret Long, City Attorney
85 ( 9 1 6 ) 3 6 6 - 3 0 4 0
k h o o v e r @ r e y e n g i n e e r s . c o m w w w . r e y e n g i n e e r s . c o m 9 0 5 S u t t e r S t r e e t # 2 0 0 , F o l s o m , C A 9 5 6 3 0 J u l y 2 6 , 2 0 2 4
K e v i n H o o v e r , P E | R e s i d e n t E n g i n e e r City of Susanville
Southeast Gateway Project
C O N S T R U C T I O N M A N A G E M E N T , I N S P E C T I O N ,
A N D M A T E R I A L T E S T I N G S E R V I C E S
R F P S U B M I T T A L F O R
86 905 Sutter Street, Suite 200, Folsom, CA 95630 l T (916) 366 - 3040 l F (916) 366 - 3303 l www.reyengineers.com July 26, 2024
Bob Godman
Public Works Director
City of Susanville
66 North Lassen Street
Susanville, CA, 96130
RE: RFP Submittal for City of Susanville Southeast Gateway Project – Construction Management, Inspection, and Material Testing Services
Dear Mr. Godman and Selection Committee
The City of Susanville's Department of Public Works (City) is seeking proposals for Construction Management, Inspection, and Material Testing services for the Southeast Gateway Project, State Project No. 02-5116-3492. This project, set along Main Street/SR 36, involves the installation of curb, gutter, sidewalk, safety lights, and landscaping features, with an estimated duration of 90 working days. At the recent bid opening, the apparent low bidder came in at $2,194,537.25. Funded by the Federal Highway Administration (FHWA) and administered by Caltrans, the project demands strict compliance with state-only and Caltrans’ Local Assistance Procedures Manual (LAPM) requirements. The selected Consultant will play a critical role in ensuring this compliance and collaborating closely with contractors to mitigate any design or construction issues. R.E.Y. Engineers, Inc. (R.E.Y.), a certified State of California and Federal Small Business Enterprise (SBE), is excited to offer our continued services to the City for this project. It has been our pleasure to serve you over the past few years, and as described in more detail in the attached, R.E.Y. has the experience, expertise, and staff to meet your goals for this contract. R.E.Y. offers:
Continuity: As the firm that provided project management and design services for the PA&ED and PS&E phases of this project, our understanding of the project's scope and challenges, including the need for temporary barricades to protect motorists and pedestrians near STA 360+96.14 and proactive change order management, positions us to effectively support the City in achieving its project goals while adhering to all regulatory requirements. Supported by Office Engineer, Kristina Ivanov, PE, the Project Engineer and Project Manager for the Susanville Gateway project, provides continuity between the design and construction management teams to expedite RFI’s, reduce risk, improve the interface between the contractor, designer, City, stakeholders, and CM team, and minimize throwaway costs. Recent and Applicable Experience: R.E.Y. will use its extensive experience to coordinate the logistics of our field efforts and reporting to expedite project delivery. R.E.Y. will work in an efficient manner, minimizing impacts to the construction schedule and promoting safety for both the public and field crews. We have delivered several successful federally-funded construction projects for many Northern California public agencies over the past few years including the City of Galt, City of Placerville, City of Folsom, and County of Sacramento. We will apply the experience gained on those projects to deliver a project that conforms with all federal and state requirements. Quality Documentation and Reporting: R.E.Y.’s standard processes and attention to detail will result in professional and streamlined documentation and reporting. All reports will be checked by key lead staff for quality control and assurance to construction standards on all deliverables.
Qualified Team: R.E.Y. will be led by Resident Engineer Kevin Hoover who has extensive experience managing successful federally funded construction projects. His knowledge and familiarity with construction standards and Caltrans standard plans and procedures will be a critical part of our delivery process. R.E.Y. will be continually available and responsive, with the right staff to meet your needs for this project. We invite you to contact our references as proof that the service we are committing to is what we will continue to deliver as your trusted consultant.
R.E.Y. will perform the services and adhere to the requirements described in the City’s Request for Proposals (RFP). As Principal of R.E.Y., I, Jim Fisher, am empowered to sign and commit R.E.Y. to the obligations contained in this proposal. We will adhere to the provisions described in the RFP and are committed to entering a binding contract if selected. I pledge my commitment to delivering a project that meets your goals in a timely and professional manner. If you have questions or would like additional information, please contact Kevin or I at the information below.
Sincerely,
R.E.Y. ENGINEERS, INC.
Jim Fisher, PE, QSD/P, Principal in Charge Kevin Hoover, PE, Resident Engineer (916) 850-8826 | [email protected] (916) 850-8824 | [email protected] 87 City of Susanville Southeast Gateway Project (No. 02-5116-3492) Construction Management, Inspection, and Material Testing Services
PAGE 2
Executive Summary
R.E.Y. Engineers, Inc. (R.E.Y.) is excited to present our proposal to the City of Susanville (City). We believe that our qualifications alone do not fully capture the depth of value we bring to the table. While our credentials are extensive, they only scratch the surface of what makes us truly exceptional. Our staff is a blend of diverse talents, innovative thinkers, and experienced professionals who are driven by a shared vision of excellence. We bring a proven track record of delivering exceptional results, and a collaborative spirit that fosters creativity and ingenuity. Beyond our qualifications, we offer a wealth of expertise, unique perspectives, and a genuine passion for our work. We firmly believe the collective strength of our team, coupled with our dedication to going above and beyond, sets us apart.
CONSULTANT INFORMATION, QUALIFICATIONS & EXPERIENCE
Established in 1985, R.E.Y. has been providing quality civil engineering and land surveying services for nearly 40 years. Over that time, our expertise has expanded to include superior Construction Management personnel, a robust Remote Sensing division, persuasive writing experts who prepare top-notch grant applications, and a detail-oriented GIS team. R.E.Y. has recently delivered construction management services for public agencies such as the City of Galt, City of Placerville, City of Rancho Cordova, City of Folsom, and County of Sacramento. The references included in our proposal will attest to our team’s capabilities, quality, and responsiveness. We encourage you to reach out to them for a thorough discussion of our team.
ORGANIZATION AND APPROACH
Our team will be led by Resident Engineer, Kevin Hoover, PE, who has relevant and recent experience successfully delivering construction management services for roadway improvement projects for public agencies, including the City of Placerville, City of Galt, City of San Diego, and Sacramento Municipal Utilities District (SMUD). Providing construction inspection and material testing services for this project is Black Eagle Consulting (BEC). BEC brings over 27 years of expertise in geotechnical engineering, construction inspection, and material testing. Each member of our team is committed to delivering a high-quality project for the City that the City and the public can be proud of. Supported by a knowledgeable Project Coordinator with a focus on proactive communication with all stakeholders, Kevin will prioritize compliance with federal requirements, maintain thorough documentation, and address any necessary changes with the City promptly and as a team.
SCOPE OF WORK & SCHEDULE
The FHWA-funded Southeast Gateway Project involves drainage improvements, sidewalks, curbs and gutters, ADA compliance, and lighting enhancements. As the designer of this project, we know exactly what is needed to complete construction in the time desired by the City. The history and understanding of this project obtained while delivering PA&ED and PS&E of this project, as well as countless site reviews, and working with the City for years to get this project to where it is today, affords our team the ability to navigate and resolve any engineering or environmental challenges that may occur and hit-the-ground running at notice to proceed.
Critical engineering design issues will be addressed by discussing the need for temporary barricades near STA 360+96.14 with the contractor to ensure protection of motorists and pedestrians due to a steep decline. For environmental concerns, our CM team will manage SWPPP by reviewing Contractor BMPs, making sure their implementation is correct and that correct action takes place if there are any deficiencies, and monitoring environmentally sensitive areas to prevent any disturbances. To minimize costs and schedule delays, we will collaborate early with the contractor on change orders, preventing unresolved issues from lingering.
Additionally, during the project kick-off meeting, we will clarify any outdated specifications and ensure constant supervision of roadway excavation quantities using construction staking and inspection to maintain accuracy.
The project schedule outlines the completion of key work items, including the installation of new drainage systems, sidewalks, curbs, and gutters by two simultaneous construction crews. Following these installations, ADA ramps will be constructed. The critical path involves the installation and modification of the lighting system to ensure the new sidewalks and ADA ramps meet safety standards, allowing for safe pedestrian use during dark hours.
We look forward to showcasing the full breadth of our Construction Management (CM) capabilities and demonstrating the extraordinary value we can bring to the City beyond our proposal. 88 City of Susanville Southeast Gateway Project (No. 02-5116-3492) Construction Management, Inspection, and Material Testing Services
PAGE 3
Consultant Information, Qualifications & Experience
ABOUT US
Established in 1985, R.E.Y. Engineers, Inc. (R.E.Y.) has been providing quality civil engineering and land surveying services for nearly 40 years. Headquartered in Folsom, with additional offices in Pleasanton, Oakland, and Palo Alto, CA, R.E.Y. provides a wide variety of solutions for public works projects in all phases, from planning and feasibility studies to construction support and as-built documentation.
From green-fields and new construction to reconstruction of existing infrastructure, R.E.Y.’s engineers are exposed to the many facets of project delivery including planning/scoping, funding/phasing, grant applications, defining constraints of the existing environment, and working with utility providers to protect or relocate facilities all while adhering to local, state, and federal requirements, as applicable.
Our designers spend time in the field, as inspectors, observing the construction of their designs and those of others to learn how to incorporate flexible design solutions, which can accommodate changes during construction.
We understand that the City of Susanville (City) is seeking to enlist qualified consulting firms to provide construction management, inspection, and material testing services for the FHWA-funded Southeast Gateway Project. As the designer of this project, we know exactly what is needed to complete construction in the time desired by the City. We have the history, experience, and expertise to manage the installation of curb, gutter, sidewalk, safety lights, and landscaping features along Main Street and SR 36. Partnered with Black Eagle Consulting for construction inspection and material testing that meets Caltrans and FHWA requirements, our team has the unique qualifications necessary to manage the construction of this job.
R.E.Y. has recently delivered construction management services on the following projects:
City of Galt
Gora Aquatic Center Recreation Pool Beach Entry Repair City of Placerville
Spring Street and Mosquito Road Pavement Rehabilitation Pardi/Big Cut/Sacramento Street Waterline Replacement Main Street Rehabilitation & Utility Replacement
Madrone & Giovani Lift Stations
Western Placerville Interchanges, Phase 1B and 2
City of Rancho Cordova
Zinfandel Complex Bridge Project at US 50
City of Folsom
Sutter Street Utility Replacement & Streetscape
Folsom Dam Auxiliary Spillway
County of Sacramento
Mission Trunk Sewer Rehabilitation
Public sector agencies have been and will continue to be a major focus of our business. R.E.Y. has a proven record of providing skilled office and field professionals to produce quality work for public agencies such as the Cities of Susanville, Placerville, Clearlake, Fort Bragg, Town of Paradise, and Counties of El Dorado, Butte, Sacramento, Sierra, and several others throughout Northern California. We understand what it takes to ensure a design of the highest quality and to deliver a project that meets the City’s goals without extensive oversight. Based on the quality of our work product, responsiveness, and integrity, R.E.Y. has established an excellent reputation with our public agency clients. We encourage R.E.Y. AT-A-GLANCE
OFFICE LOCATION:
(Headquarters)
905 Sutter Street, Suite 200
Folsom, CA 95630
Tele: (916) 366-3040
Fax: (916) 366-3303
PROJECT CONTACT:
Kevin Hoover, PE
Project Manager
[email protected]
YEARS IN BUSINESS: 39
STATUS: California Corporation
STAFFING:
Engineering Staff: 25
Surveying Staff: 40
Support Staff: 11
RELEVANT SERVICES:
Project Management
Construction Management
Construction Administration
Plan Review and Revisions
Constructability Review
Project Coordination
Caltrans LAPM Compliance
Utility Coordination
Stakeholder Coordination
Project Closeout
Quality Assurance
Quality Control
CERTIFICATIONS:
California Department of General
Services Certified Small Business
Enterprise (SBE) #25960
DIR REGISTRATION: 1000011489
SIGNATORY:
Operating Engineers Local Union No. 3
89 City of Susanville Southeast Gateway Project (No. 02-5116-3492) Construction Management, Inspection, and Material Testing Services
PAGE 4
you to reach out to them to verify that the level of service we are promising is the level of service we will actually deliver as your trusted consultant.
We find that the true test of quality is repeat business and the constructability of a design. For example, after the City of Lincoln successfully constructed several R.E.Y.-led CIP projects over two construction seasons, the City selected us for the design of three major CIP projects which are programmed for construction next year. Similarly, the City of Folsom selected us to prepare construction documents for two additional CIP projects after the successful construction of an R.E.Y.-designed City CIP project three years prior in Folsom’s historic district.
Relevant Experience
R.E.Y. is proud to include the following references and encourages the City to contact each for a thorough discussion of our team, quality, and project delivery capabilities.
Spring Street & Mosquito Road Pavement Rehabilitation, Placerville, CA
OBJECTIVE
The objective of this project was to rehabilitate Spring Street and Mosquito Road in Placerville, CA. Both roads were in fair to poor condition with typical transverse and longitudinal cracking, utility trench patches, and areas of extensive alligator cracking.
DESCRIPTION
R.E.Y. was the design engineer and construction manager for these projects which rehabilitated the existing structural sections on both Spring Street and Mosquito Road in Placerville, CA. Along Spring Street, the project installed new sewer, water and storm drain improvements. This project combined two City of Placerville capital improvement projects into one project for bidding purposes which resulted in better economy of scale and better bid prices. The project had a base bid of $1.25M and $574K in change orders.
OUTCOME
Pre-construction activities included submittal and RFI review. R.E.Y. compiled a list of each RFI and reviewed them at every weekly meeting for any outstanding items. R.E.Y. coordinated with residents to ensure their safety and access to homes was always obtained.
A change order required the removal and replacement of concrete curb, gutter, and sidewalk.
The removal was required due to a shallow storm drain when the roadway was excavated. The findings concluded that new curb, gutter, and sidewalk was needed. The concrete curb had to connect into existing concrete sidewalk and proper engineering methods with expansion joints were used. Extra work bills, from the contractor, were reviewed on-site to confirm the extra work was accurate. Involvement during Construction included daily inspections to adhere to the project plans and specifications, inspections of materials brought on-site to ensure compliance with contractor submittals.
The project plans were redlined during construction progress for any deviations from the original plans. Weekly progress reports and weekly working day statements were prepared in addition. Contractor manhours were reviewed daily along with equipment on-site.
Progress payments were reviewed to ensure all construction activities matched what the contractor was billing for. A punch list walk was conducted and itemized areas that needed to be addressed due to deficiencies or deviations from the plans.
Gora Aquatic Center Recreation Pool Beach Entry Repair Construction Management, Galt, CA
OBJECTIVE
The City of Galt (City) desires to rehabilitate the existing beach entry area of the recreation pool due to cracking and delamination of tiles. The work consists of demolishing and reconstructing the existing beach entry, trench drain skimmer, demolishing, removing, preparing, and installing new grating, as well as pouring concrete with construction joints to prevent future cracking. Gora Aquatic Center is a public area, owned and maintained by the City, located off Chabolla Avenue near the Galt Market.
The final design is complete, and Burkett’s Pool Plastering has been selected as the Contractor. Construction began in early May 2024 and is expected to take 30 working days, wrapping up in early July.
Contracting Agency
City of Placerville
Contracting Agency PM &
Contact Information
A. Cory Schiestel
(530) 642-5557
Contract Amount: $570,579
Funding Source: Local
Date Of Contract: 09/2018
Date Of Completion: 10/2021
Consultant PM & Contact
Information
Veronica Garcia-McGrew, PE
[email protected]
90 City of Susanville Southeast Gateway Project (No. 02-5116-3492) Construction Management, Inspection, and Material Testing Services
PAGE 5
DESCRIPTION
Issued as a task order under the City’s On-Call Consultant Services, R.E.Y. delivered a range of construction management services including pre-construction inspection and meetings, review of the construction plans and technical specifications to evaluate completeness and buildability, contract administration, weekly meetings and resulting progress reports, quality control, and final inspection/project closeout. R.E.Y.’s subconsultant, Crawford & Associates provided materials field inspections, sampling, and testing per the City’s QAP.
OUTCOME
During the kickoff meeting, it became clear that the contractor lacked experience with capital improvement projects, necessitating more coordination than usual. We facilitated communication between the design engineer and the contractor to ensure alignment before permanent work commenced. R.E.Y. proactively addressed rebar layout requirements not specified in the plans by liaising with the design engineer and relaying this information to the contractor, even without a formal RFI. All correspondence was saved in our virtual construction book, and a weekly updated submittal log ensured transparency on outstanding submittals. Weekly statements of working days were shared to keep the team informed about the project timeline.
To prevent schedule delays caused by the contractor's inability to provide a concrete mix design with shrinkage test results, we engaged our subconsultant to perform these tests in anticipation of this issue. This proactive approach allowed us to maintain the project schedule and ensure the contractor remained responsible for the concrete until test results were available. The project is currently nearing completion, with only punch list items remaining.
SR-16/Murieta Gardens Construction Management, Rancho Murieta, CA
OBJECTIVE
Rancho Murieta Properties was constructing a project along State Route (SR) 16 that required work to be performed in Caltrans’ right-of-way. As a requirement of their encroachment permit, they had to hire a full-time independent Inspector acceptable to Caltrans representatives before the pre-construction meeting.
DESCRIPTION
R.E.Y. delivered a range of construction management services for the SR 16 roadway reconstruction and widening project. These services included daily inspection and documentation of construction activities, coordinating material testing with geotechnical consultants, and scheduling milestone inspections with Caltrans. The project involved verifying slopes, material depths, and method specification paving, alongside the installation of 1,750 linear feet of storm drainpipes and related appurtenances. R.E.Y. also reviewed and coordinated traffic control measures, ensuring smooth transitions during lane closures and maintaining high traffic safety standards, especially during night shifts. The inspectors used tablets to streamline documentation processes, providing real-time access to project plans, standards, and forms, which facilitated efficient issue resolution and compliance with state regulations.
OUTCOME
The project successfully accommodated turnouts into future commercial establishments along Highway 16 while ensuring compliance with Caltrans' requirements. R.E.Y.'s diligent inspection and documentation practices minimized errors and streamlined report finalization. The use of electronic forms and real-time access to project documents allowed for quick issue resolution, contributing to the project's timely and efficient completion while maintaining high safety and quality standards throughout the construction process.
Contracting Agency
Rancho Murieta Properties
Contracting Agency PM &
Contact Information
Cindy Moreno
(916) 916-6673
Contract Amount: $156,800
Funding Source: Private
Date Of Contract: 05/2017
Date Of Completion: 12/2019
Consultant PM & Contact
Information
Jim Fisher, PE, QSD/P
[email protected]
Contracting Agency
City of Galt
Contracting Agency PM &
Contact Information
Betsy Flores
(209) 366-7295
Contract Amount: $36,982
Funding Source: Local
Date Of Contract: 04/2024
Date Of Completion: 07/2024
Consultant PM & Contact
Information
Kevin Hoover, PE
[email protected]
91 City of Susanville Southeast Gateway Project (No. 02-5116-3492) Construction Management, Inspection, and Material Testing Services
PAGE 6
Organization and Approach
TEAM ORGANIZATION
Our team will be led by Resident Engineer, Kevin Hoover, PE, who has relevant and recent experience successfully delivering construction management services for roadway improvement projects for public agencies, including the City of Placerville, City of Galt, City of San Diego, and Sacramento Municipal Utilities District (SMUD). Kevin is a hands-on project manager with a focus on effective communication and proactive management of a project’s scope, schedule, and budget toward on-time project completion while maintaining client and community goals.
Kevin is a California registered Civil Engineer with eight years of design and construction management experience across a wide range of civil engineering projects for residential developments and public agency infrastructure improvements. Kevin has supported various aspects of project development, ranging from utility relocation coordination and feasibility studies to detailed grading designs for roadways and individual lots. His expertise extends to street, sidewalk, curb, and gutter design, as well as wet utility design including potable water, reclaimed water, sanitary sewer, and stormwater systems. What sets Kevin apart is his demonstrated proficiency in overseeing construction activities. As a construction inspector, he has successfully overseen the construction of seven pavement maintenance and rehabilitation projects, ensuring adherence to design specifications and project objectives. This construction experience provides him comprehensive foresight and a focus on minimizing contract change orders.
With 20 years of experience (all with R.E.Y.), Jim Fisher, PE, QSD/P will provide additional support and oversight to Kevin, our team, and the City. As a Principal of R.E.Y., Jim is empowered to commit R.E.Y. to the obligations contained in the City’s RFP as well as shift resources or hire additional resources at a moment’s notice and without the red tape that can slow down decision making in larger firms. As Principal in Charge, Jim will be responsible for the quality and timeliness of our team’s work, ensuring that adequate personnel and other resources are available for this contract, and act as an additional contact to the City, as needed. As QSP, Jim will also oversee SWPP/WPCP compliance inspections and related duties, including documenting and taking appropriate action to correct SWPPP/WPCP and/or BMP deficiencies.
Kevin will be the City’s primary point of contact for all project updates and is supported by an experienced and trusted team of licensed professionals and technical staff who are committed to staying with the project for the duration of this contract. Additional support from an established subconsultant with a reputation for responsiveness and quality, affords our team the expertise and resources to deliver CM services the Southeast Gateway Project within the City’s desired timeline. The organization chart here is followed by a description of our selected subconsultant, Black Eagle Consulting’s (BEC) expertise and qualifications. Due to page constraints, a summary of qualifications and references for key individuals has been included in this section. 92 City of Susanville Southeast Gateway Project (No. 02-5116-3492) Construction Management, Inspection, and Material Testing Services
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Trusted Teaming Partner: Black Eagle Consulting
Providing construction inspection and material testing
services for this project is Black Eagle Consulting (BEC). BEC brings over 27 years of expertise in geotechnical engineering, construction inspection, and material testing. Founded by experienced partners, BEC has successfully managed some of Nevada's largest projects, ensuring high-quality and costeffective solutions. Their services include geotechnical and geological engineering, construction inspection, and testing, alongside material testing and non-destructive examination.
The main contact for their services is Division Manager, Tyler Hough, an experienced construction inspection and testing manager. Tyler is proficient in sampling and testing soils, PCC, and asphalt concrete; inspecting roadway projects for conformance with project specifications; and executing punch-list items near the end of construction. For this project, Tyer will be responsible for managing the BEC team, coordinating with R.E.Y., and reviewing and approving field technicians’ daily field reports. Tyler oversees BEC’s
laboratory processes and procedures to perform materials testing of aggregates, soils, concrete, and asphalt concrete and distribution of information to clients.
Tyler Hough, Division Manager | (775) 222-0080
3839 North Carson Street, #101, Carson City, NV 89706
BEC is committed to professionalism, integrity, and
accountability, providing clients with seamless project management and exceptional technical ability. Their team of experts ensures that projects meet the highest standards, contributing to the sustainable growth of the community. As a subconsultant to R.E.Y. on the City of Susanville Gateway project, BEC will deliver reliable construction inspection and material testing services, reinforcing their reputation for excellence. The following projects and references illustrate the quality and expertise of BEC.
CITY OF SOUTH LAKE TAHOE ON-CALL: SOUTH LAKE TAHOE
ROAD REHABILITATION, SOUTH LAKE TAHOE, CA
BEC has provided comprehensive inspection and testing
services for several significant projects in South Lake Tahoe. In 2021, they conducted field inspections and materials testing for the South Lake Tahoe Road Rehabilitation projects,
ensuring compliance with specifications for embankment fill, compaction, and asphalt paving. In 2022, they oversaw
underground utility infrastructure for the South Lake Tahoe Recreation and Aquatic Center and conducted quality
assurance for the Tahoe Keys Road Rehabilitation project. In 2023, BEC performed inspection and testing services for multiple road rehabilitation projects and the Lake Tahoe Boulevard Class 1 Bicycle Trail Project. Upcoming in 2024, BEC will take a quality assurance role in the Tahoe Valley
Stormwater and Greenbelt Improvement Project, Phase 1. The total construction value of this contract is currently sitting at $15 million with another 6.1 million estimated for 2024.
Reference: Mark Frisina, Resident Engineer | City of South Lake Tahoe | (530) 542-7415 | [email protected]
DONNER PASS ROAD RECONSTRUCTION, NEVADA COUNTY, CA
BEC provided full-time materials testing and inspection services for this FHWA project which rehabilitated asphalt pavement and widened 6.54 miles of roadway shoulders for bike lanes from Exit 174 on Interstate 80 in Soda Springs to the Truckee City limits, CA. Per FP-14 specifications, BEC’s certified field technicians and inspectors performed materials testing services during asphalt paving as well as materials testing, inspections, and 1704 special inspection (SI)
documentation. Specifically, BEC performed density testing of AB, native subgrade, and shoulder materials while also
obtaining asphalt core samples to be tested for in-place density. All samples were delivered certified field to BEC’s nationally accredited laboratory in Reno for certified
technicians to perform sieves, Proctors, Atterberg limit tests on utility backfill/AB/native subgrade/fill materials; extraction by ignition, gradation, theoretical maximum specific gravity, and Marshall properties on asphalt samples; asphalt cores were tested for thickness and in-place air voids; and PCC cylinders were tested for compressive strength.
Reference: Jessica Moomey, Project Engineer | Herback
General Engineering | (775) 301-0386 | [email protected] YOSEMITE NATIONAL PARK: REPAIRS ON WAWONA ROAD,
MARIPOSA, CA
During winter of 2020, BEC provided materials testing,
inspections, and 1704 Special Inspection (SI) services. BEC’s certified field technicians and inspectors performed density testing on native subgrade, trench backfill/fill materials for the storm drain(s), and the AB for asphalt paving. Our
certified special inspectors inspected and documented the following: masonry headwalls, grout encasements within the rock anchors, and conducted pull-testing on rock anchors.
Grout samples were obtained by our certified field
technicians and returned to our nationally accredited Carson City, Nevada laboratory for compressive strength testing.
Additionally, asphalt samples were obtained and tested for extraction, sieve analysis, and theoretical specific gravity.
Further, AB samples were obtained and tested for maximum density, sieve analysis, and Atterberg limit tests. All testing was performed by certified laboratory technicians.
Reference: Antonia Rivera Holland | Genesis Design &
Development, LLC | (316) 293.6559 | [email protected] 93 City of Susanville Southeast Gateway Project (No. 02-5116-3492) Construction Management, Inspection, and Material Testing Services
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PROJECT & MANAGEMENT APPROACH
Kevin Hoover, our Resident Engineer (RE), and his
experienced team are prepared to deliver this project for the City, prioritizing safety, quality, and schedule. The RE will be supported by Project Coordinator, Tina Mallo, who is skilled in federal requirements and LAPM forms, ensuring all
necessary documentation is correct. The Construction
Inspector will provide regular updates to the RE as
construction progresses, maintaining daily communication as needed. The RE will keep the City, contractor, consultants, and stakeholders informed of construction progress,
documenting any deviations from the contract documents.
Any required changes will be submitted to the City for
approval.
The close relationship between the design engineer and our CM team ensures timely review of RFIs, preventing delays.
The RE will stay informed of all construction activities and keep all relevant parties updated, fostering a clear
understanding of the project's progress. We will take a proactive approach to public outreach, maintaining
consistent communication.
The Southeast Gateway Project includes drainage
improvements, sidewalks, curbs and gutters, ADA
compliance, and lighting enhancements. The inspector will ensure subbase compaction and slope meet excavation
guidelines before pipe placement. Sidewalk slopes will be checked for Caltrans compliance and corrected as necessary before concrete placement. R.E.Y.'s expertise in curb ramp design will be applied during field inspections to verify all dimensions and slopes meet standards.
During construction, we recognize the importance of
documentation and record keeping but do not let it take precedence over quality. This ultimately yields a higher quality of construction. Caltrans and Department of Industrial Relations (DIR) require every construction crew member and every piece of equipment be documented at 30-minute
intervals. To help meet these requirements on a daily basis and to expedite the personnel and equipment
documentation, we will outfit our inspectors with cellular network enabled tablets that include all applicable forms listed in our Construction Management Plan (CMP) in fillable format. The fillable forms will be pre-populated with the contractor’s crew members, equipment, and bid items which will further speed up the documentation process and allow our inspectors to focus more on the quality of construction.
Lastly, our inspector’s daily reports will be completed before they leave the jobsite each day and will be easily transmitted to the client upon request.
Having access to project related information and
documentation on the tablet will also allow us to quickly provide solutions to questions that may arise at the project site. This approach to providing tablets to our inspectors will allow for a more efficient, streamlined workflow that lets us handle all the challenges required by inspections and project record keeping. Lastly, our inspector’s daily reports will be completed before they leave the jobsite each day and will be easily transmitted to the client upon request.
Our team recognizes that unknowns will almost certainly be discovered during construction. We also recognize that no design is perfect. As a result, issues arise during construction and modifications to the design are required. We pride
ourselves on the ability to issue field directives and perform real-time field engineering. The majority of our team
members started as designers. Using our design and
construction management backgrounds, we are often able to quickly engineer a solution in the field, coordinate this solution through the client, and communicate the solution to the contractor while minimizing impacts to the project
schedule and budget. Time is money and having engineers in the field leads to quicker design solutions saving the local jurisdiction money. During construction, we recognize the importance of documentation and record keeping but do not let it take precedence over quality.
Working in the field always raises issues of safety. The City can be assured that our team will hold safety as the highest priority throughout every project. We provide extensive and on-going safety training to all employees so they can be the safest in the industry. Our staff is well versed in applying the Caltrans Code of Safe Surveying Practices to protect
themselves and the public. Furthermore, because each site is unique we require that crews hold field safety meetings prior to beginning work at all sites. These meetings allow the “Employee in Charge” to check that all workers:
Are properly safety trained and equipped
Wearing appropriate Personal Protective Equipment
Alert crews of site specific conditions which may be
encountered at each project site
Know highway and street speeds
Know other physical conditions which affect safety
Are allowed and encouraged to ask questions
94 City of Susanville Southeast Gateway Project (No. 02-5116-3492) Construction Management, Inspection, and Material Testing Services
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Key Individuals
Name, Role, Years of
Experience
Education, Licenses,
and Certifications Areas of Expertise Relevant Projects References Availability Kevin Hoover, PE
Resident Engineer
8 years (5 w/ R.E.Y.)
BS, Civil
Engineering
PE #94374, CA
Construction
Management
Construction Inspection
Material Purchasing
Agreements
Change Orders / RFIs
Mosquito Road and Spring Street Pavement
Rehabilitation, Placerville, CA – Assistant
Resident Engineer (RE)/Inspector
Advanced Wet Utility for Mid-Coast Corridor
Project, San Diego, CA – Field/Office Engineer
Gora Aquatic Center, Galt, CA – RE
A. Cory Schiestel, City of
Placerville, (530) 642-5557
Betsy Flores, City of Galt,
(209) 366-7295
45%
Jim Fisher, PE, QSD/P
PIC & QSD
20 years (20 w/ R.E.Y.)
BS, Civil
Engineering
PE #73197, CA
QSD/QSP #944,
CA
Construction
Management
Contract Compliance
SWPPP Compliance
Caltrans LAPM
Utility/Agency Coord.
Western Placerville Interchanges, Phase 1B,
Placerville, CA – RE
Pardi/Big Cut/Sacramento Street Area
Waterline Replacement, Placerville, CA –
Project Manager (PM) and RE
SR 16/Murieta Gardens, Rancho Murieta, CA –
PM
Melissa McConnell, City of
Placerville, (530) 642-5250
Ryan Neves, City of Folsom,
(916) 461-6705
30%
Kristina Ivanov, PE
Office Engineer
19 years (19 w/ R.E.Y.)
BS, Civil
Engineering
PE #95517, CA
Project Management
Roadway PS&E
Caltrans Processes &
Procedures
Bidding Assistance
As-Builts
SR 36 Southern Gateway, Susanville, CA – PM
& Project Engineer (PE)
Western Placerville Interchanges, Phase 2,
Placerville, CA – Assistant Office Engineer
SR 49 Widening & Intersection Improvements,
Plymouth, CA – Design Engineer
Dan Newton, City of
Susanville, (530) 252-5102
Rebecca Neves, City of
Folsom, (916) 402-6606
35%
Tina Mallo
Project Coordinator
29 years (11 w/ R.E.Y.)
BS, Studio Art
Project Administration
Utility Coordination
Caltrans LAPM
Compliance
Stakeholder
Coordination
Tree Streets Rehabilitation, Clearlake, CA –
Senior Project Coordinator
Residential Pavement Maintenance, Phase D,
Concord, CA – Senior Project Coordinator
East Bidwell Widening, Folsom, CA – Project
Administrator
Kelly Zahniser, Calaveras
County, (209) 754-6401
Ryan Chance, City of
Folsom, (916) 461-6713
55%
Tyler Hough
Construction
Inspection & Materials
Testing Lead
21 years (11 w/ BEC)
ICC Special
Inspector:
8373540
ACI No. 01029379
NAQTC No.
NV000521
Construction Inspection
Project Management
Soil Sampling & Testing
Project Close Out
Daily Report Review and
Preparation
South Lake Tahoe (SLT) 2021 Road
Rehabilitation, SLT, CA – BEC PM
Yosemite National Park, Repairs on Wawona
Road, Mariposa, CA – BEC PM
Tahoe City Sidewalk and Bike Trail Option X CA
FLAP SR 89(2), Tahoe City, CA – BEC PM
Mark Frisina, City of SLT,
(530) 542-7415
Tony McMillen, Washoe
County School District,
(775) 742-4908
35%
Andy Spuehler
Senior Inspector
19 years (6 w/ BEC)
ACI Concrete
Field-Testing
Tech. Grade 1
NAQTC,
NV000603
Materials Testing for
embankment soils,
aggregate base, concrete
aggregates, and HMA
Testing QC
Testing Certifications
NDOT #3625: USA Parkway, Storey/Lyon
County, NV – Senior Inspector
NDOT 3598: I-580 N. Carson St. to Bowers IC,
Washoe County, NV – Sr Inspector
NDOT 3564: SR207 Kingsbury Grade, Douglas
County, NV – Senior Inspector
Mark Frisina, City of SLT,
(530) 542-7415
Tony McMillen, Washoe
County School District,
(775) 742-4908
30%
95 City of Susanville Southeast Gateway Project (No. 02-5116-3492) Construction Management, Inspection, and Material Testing Services
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Scope of Work
DETAILED SCOPE OF WORK STATEMENT
Task 1: Construction Management
R.E.Y. will provide a Construction Inspector and a registered Civil Engineer for the duration of the Project. R.E.Y. will prepare documentation and assist in any audits of the Project up to our available remaining contract amount. Our proposal includes, material testing, labor compliance, utility coordination, state funded project compliance, and all activities deemed necessary to implement the improvements of this Project. This scope of work assumes that the City does not expect R.E.Y. to serve as the role of the Project Manager (PM). R.E.Y. will be responsible for management and inspection of construction work while City staff will perform the duties of the PM. We understand that R.E.Y. is not expected to manage the overall Project, other consultants, or process and submit invoices to Caltrans.
R.E.Y. will provide expertise in the construction contract administration, inspection, and material testing required to successfully complete this FHWA funded Project in compliance with the Caltrans administered Local Assistance Procedures Manual (LAPM) and the Project documents. R.E.Y. will provide the City with staff that have a minimum of 5 years federal-aid or state funded project construction experience where the projects were required to comply with federal-aid/state and LAPM requirements. R.E.Y. is competent with oversight of all components of the project and will be responsible for the successful completion of construction. All required quality assurance (QA) testing will be provided by the R.E.Y. team. R.E.Y. will work independently and is knowledgeable in preparing and collecting documentation to successfully assist the City with Caltrans’ reimbursement requirements, other required documentation submittals, and assist with any audits. R.E.Y. will be responsible for successful execution of the construction contract and meeting all federal and state requirements.
Task 2: Project Coordination
R.E.Y. has assigned an experienced Construction Manager and Resident Engineer (RE), Kevin Hoover, who has successfully delivered services on federal-aid projects or state funded projects for 8 years. R.E.Y. will perform the following:
Management
Deliver Project services in accordance with the LAPM. We understand this is a FHWA Funded Project using funds administered by Caltrans and must comply with both federal and state guidelines. Manage and coordinate all aspects of the project inclusive of services identified in the Request for Proposal (RFP). Coordinate with City staff, multiple contractors when applicable, regulatory agencies, and project stakeholders. Prepare statements of working days and distribute to the construction contractor on a weekly basis. Coordinate design changes.
Participate in up to found (4) field meetings and document issues, findings, direction, changes, etc., and develop solutions. Provide the necessary personnel, inspection staff, equipment and transportation to facilitate the performance of the intended construction management and inspection services.
Notify the City immediately if the proposed work schedule does not conform to the contract documents, including the plans, specifications, and permits, or that may require special inspection or testing, or work stoppage. Identify the scope of work for potential contract change orders and notify the City. Provide bi-weekly progress reports to the City on the status of the Project, indicating major work activities, status of RFIs, Submittals, Change Orders and other required information, in a format acceptable to the City. Reports may be requested more frequently or in a separate format, as requested by the City. Ensure that the construction contractor complies with all local, state, and federal laws, ordinances, rules, regulations, regulatory/resource agency permits, and orders as provided by the contract. Collect required documentation as required by the LAPM and coordinate and assist the City with submittals and Caltrans invoicing as needed.
Ensure compliance with approved Quality Assurance Program (QAP) Meetings
Conduct a pre-construction meeting and prepare agenda and minutes. Prior to the meeting, review PS&E and agendize potential issues.
Conduct and lead weekly construction progress meetings via Microsoft Teams and prepare minutes. Prepare and distribute meeting agendas and minutes.
o This proposal assumes the RE will attend up to 5 weekly meetings in person for field coordination. 96 City of Susanville Southeast Gateway Project (No. 02-5116-3492) Construction Management, Inspection, and Material Testing Services
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Schedule and Budget
Review Progress Schedule (Critical Path Method) by the construction contractor and recommend for approval. Prepare change orders in the standard City format. Submit to City for review and approval. Maintain an accounting of construction costs including approved change orders. Review payment requests. Prepare monthly progress payments and recommend approval. Prepare independent cost estimates for any changes resulting from design revisions or change in field conditions. Evaluate the merit of any potential claims, or requests for equitable adjustment submitted by the construction contractor.
Miscellaneous
Review and coordinate approval of shop drawings with the design consultant. Review and approve material submittals.
Log, track, and process submittals, Requests for Information (RFIs), Requests for Changes (RFCs), Contract Change Orders (CCOs), field directives, Notices of Potential Claim (NOPCs), Non-Conformance Reports (NCRs), construction schedule, and detailed traffic control plan.
Provide City with as-built and electronic set of drawings at Project completion. Monitor and review the construction contractor's as-built redlined drawings. Monitor materials documentation and testing results, as well as enforce corrections. Conduct labor compliance per LAPM requirements.
Review and approve the construction contractor's safety program per federal and state requirements. Review and respond to all RFIs.
Review and approve traffic control plans.
Process all Project documentation per City and Caltrans requirements, and standard format. Maintain Project files per LAPM guidelines.
Other Project contract and construction management responsibilities as assigned. Prepare analysis and response to any potential claims, including recommendations regarding settlement of the claims.
Coordinate response with City. Provide testimony at the request of the City. Verification and documentation of construction contractor fulfillment of construction Disadvantaged Business Goals (DBE). Advise the City of all complaints and inquiries from property owners, citizens, officials, or others and assist in the investigation and answering of such complaints and inquiries. Maintain a log showing disposition of each complaint and inquiry. R.E.Y. will not authorize deviations from the construction contract documents without the City's consent. R.E.Y. will not authorize change orders or extra work for the Project without the City's consent. Maintain written evidence of apprentices employed on the Project. Prepare documentation for verification of "Buy America" compliance.
Task 3: Construction Inspection
The R.E.Y. team has selected an experienced Construction Inspector (Inspector) who has successfully provided inspection services on Caltrans projects. We understand the inspector shall be currently Caltrans certified to perform required quality assurance tests. The Inspector tasks will include, but are not limited to the following:
Review and inspection of the Contractor’s work and operations regarding safety, traffic control, quality and quantity of work.
Ensures Contractor’s adherence to the environmental and regulatory conditions of the contract. Ensures that all work is done in accordance with contract specifications and plans.
In coordination with the City, resolve conflicts between plans and specifications and actual site conditions. Recommend engineering changes in the design of the plans and specifications which are then referred to the City for approval and change order if necessary.
Maintain complete and accurate daily contract records (including photographs), including completion of any required forms for Federal Funding. Records shall be in the format requested by the City and contain all information required for Federal Funding. Also, records should document any significant discussions or occurrences that occur in the field. Responsible for quantity measurements and calculations for work performed. Ensure that all materials incorporated into the work are acceptable and of good quality. Obtain Certificates of Compliance and/or complete field releases of material.
Assist in tracking approved changes for as-built records. Daily communication with the City on project status.
The Inspector shall visit the project site daily for the life of the project. Coordinate with City staff, Caltrans, City consultants, and other Project stakeholders. 97 City of Susanville Southeast Gateway Project (No. 02-5116-3492) Construction Management, Inspection, and Material Testing Services
PAGE 12
Coordinate construction activities including temporary traffic control, etc. Complete daily measurements of quantities of work with the construction contractor and daily diaries. Prepare monthly quantity estimates for use in progress payments. Provide daily diaries reports to City or its designee on a weekly basis. Maintain a daily diary which shall describe in detail all work accomplished on a daily basis, weather conditions, number of personnel employed, and labor classification, at the site by the construction contractor, quantities of materials incorporated into the project, quantities of bid item work completed, construction equipment at the site, deliveries of construction materials, material shortages, tests, labor disputes, general observations, and any unusual occurrences. Attend all Project meetings such as preconstruction, field, and progress meetings. Provide complete and documented measurements and calculations to administer progress payments, change orders, extra work, etc.
Verify concrete and asphalt mix designs and collect weight tickets. Ensure Project construction is completed in accordance with approved plans, specifications, and estimate (PS&E) and referenced standards.
Provide daily inspection of all construction activities. Inspect materials and equipment upon delivery for compliance with construction contract documentation. Collect and file certificates of compliance.
Each working day, meet with the construction contractor to review proposed work plans, including specific details that may affect progress. Inform City and RE of any work which may result in a noteworthy impact to the City. Closely monitor compaction, material, and other necessary testing results and require the construction contractor to provide corrective measures to achieve compliance.
Maintain copies of all permits needed to construct the Project and enforce special requirements of each. Conduct federally required contractor employee interviews. Ensure compliance with applicable regulations controlling the work being inspected including California Occupational Safety and Health Administration (Cal- OSHA).
Perform SWPPP/WPCP compliance inspections and related duties. Document and take appropriate action to correct SWPPP/WPCP and/or BMP deficiencies.
Document all contractor delays, reasons for delay, length of time for delay, and phases of work. Document that the required posters and wage rates are displayed at the job site We understand that this Construction Inspection task, in whole or in part, involves public works subject to the payment of Prevailing Wages, pursuant to California Labor Code Section 1720, et seq.
Task 4: Labor Compliance
The R.E.Y. team will perform labor compliance in accordance with the LAPM. Chapter 16 of the LAPM, specifically section 16.9, outlines the tasks required to monitor and ensure the contractor is complying with all applicable labor laws, acts, and statues detailed in the special provisions. R.E.Y. shall discuss the labor provisions with the contractor during the Pre-Construction meeting.
Form FHWA-1273 has been reviewed and is understood. R.E.Y. shall perform employee interviews, verify EEO posters have been placed and the contractor’s EEO Officer is listed, ensure the contractor submits Exhibit 16-O, and shall counter sign and submit PR-1391 to the DLAE. If any EEO violations are found R.E.Y. shall notify the Office of Federal Contract Compliance Programs.
In addition, R.E.Y. will monitor and enforce the DBE provisions of the contract through an understanding of 49 CFR 26 requirements and part 1 of Exhibit 12-G. The DBE provisions will also be included and reviewed during the pre-construction meeting. It shall be ensured the review of Exhibit 15-G and LAPM 16-B is complete prior to the approval of a subcontracting request. Completing this process will ensure that a subcontractor that is on-site has been approved on LAPM 16-B. R.E.Y. shall verify, during the work, that the DBE is performing a commercially useful function by coordinating with the inspector and communicating with the prime contractor which meets the evaluations outlined in LAPM Chapter 9, Section 9.7. Activities 7 through 10 shall be reviewed and corrective action will take place to ensure all DBE commitments are met.
Task 5: Material Testing
The R.E.Y. team will perform material testing in conformance with all Caltrans requirements and those of the LAPM, including the following tasks:
Review and approve PCC mix design in accordance with Caltrans guidelines and the Project documents. Provide concrete plant inspections and testing with appropriate focus on the concrete design mix. Provide all compaction testing per plan, specifications, and LAPM. Provide all quality assurance testing and concrete sampling as required by Caltrans guidelines and the LAPM. 98 City of Susanville Southeast Gateway Project (No. 02-5116-3492) Construction Management, Inspection, and Material Testing Services
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Provide testing and ensure compliance for any incorporated materials as required by the LAPM. Provide the City with a schedule of materials to be inspected and/or tested and estimate the dates when these services will be necessary. Take samples and perform field/source- controlled tests of construction materials for quality assurance in accordance with California Test Methods (CTMs) and/or the American Society for Testing Materials (ASTM) procedures. Perform structural materials inspection and testing services and provide certified test results to the City. Perform various Quality Assurance (QA) testing (compaction testing, sand equivalent, gradation, cleanness value, concrete compressive strength, etc.). Responsible for all work required for fabricating concrete cylinders, in compliance with the CTMs. We understand the City has determined that this Material Testing Task, in whole or in part, involves public works subject to the payment of Prevailing Wages, pursuant to California Labor Code Section 1720, et seq.
Task 6: Utility and Outside Agency Coordination
R.E.Y. will perform all utility and outside agency coordination in accordance with the City’s RFP and all Caltrans requirements, including the LAPM. Anticipated coordination tasks for this project include:
Send notification of the project dates and road impacts to all affected utility companies, school administrators, Police Department, Fire Department, etc. prior to construction. The project scope of work will be reviewed with any affected utility company to review possible conflicts, and work with each utility to ensure that specific needs of the Project are understood.
Task 7: Project Closeout
R.E.Y. will perform project closeout in accordance with the City’s RFP and all Caltrans requirements including the LAPM. Anticipated project closeout tasks include:
Coordinate a final walk-through with all affected stakeholders, prepare punch list, certify completion of the Project, and recommend acceptance.
Electronically transmit the construction contractor's approved As-Builts to the City. Finalize record drawings, construction contract bid items, claims, and change orders and punch list items. Reconcile all accounting.
Prepare all final reports, including report of completion for acceptance of the Project. Finalize and deliver all construction files to the City. All files shall be digitized and provided both in electronic and hardcopy format.
Coordinate and provide Designer approved As-Builts to incorporate into record drawings. Address any unresolved issues including, but not limited to, change orders, claims, etc. up to the budget remaining in our contract.
Complete documentation required by Caltrans and the LAPM. Work with the City to ensure all documents are properly collected and submitted.
Assist with any audit of the Project up to the budget remaining in our contract.
Quality Control/Assurance Measures – R.E.Y. will implement and maintain quality control procedures to manage conflicts, ensure product accuracy, and identify critical reviews and milestones. Our team has the knowledge, experience, and familiarity with Quality Control and Quality Assurance (QC/QA) for California Test Methods and laboratory.
Cost Control & Budgeting Methodology
Our cost and schedule control begins with making sure tasks are assigned to the appropriate staff with expertise that aligns with the needs of the project. Correctly maintaining the budget will be achieved through the application of several different cost tracking methods. These include developing thorough meeting minutes and hold team members and subconsultants accountable with specifically identified deadlines and decisions.
The RE will implement necessary procedures for an effective system of cost control to track progress payments, contract change orders, quantity overruns, claims, and extra work requests. The RE, with assistance from the inspector, will prepare quantities and estimates for monthly progress payments and recommend approval to the City. With assistance from the Project Coordinator a tracking log will be maintained of all records which shall include progress payments and CCO status which shall be organized per LAPM and City forms. Field quantities will be closely monitored and cross examined with the bid schedule during for review to ensure the proper number of quantities is billed correctly every month. 99 City of Susanville Southeast Gateway Project (No. 02-5116-3492) Construction Management, Inspection, and Material Testing Services
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ENVIRONMENTAL, ENGINEERING, COST & SCHEDULE SOLUTIONS
Engineering
R.E.Y. will leverage its extensive engineering experience to ensure that forms for all new ramps, curb and gutter, and sidewalks are thoroughly inspected before concrete placement, meeting Caltrans inspection requirements for ADA compliance and seamlessly meet existing infrastructure. Any forms found to be non-compliant will be promptly reconstructed before the placement of any permanent concrete.
There is no reference for temporary barricade when the guardrail is removed on the Southwest side near STA 360+96.14. It will be necessary to protect this area as there is a steep decline into an existing drainage area. Protection of motorists and pedestrians is paramount. We will discuss this location with the contractor when the Traffic Control plan is being reviewed prior to implementation.
Environmental
Our CM team has experience in SWPPP management. We will make sure the most recently adopted BMP’s will be used to meet water quality discharge requirements. The project has environmentally sensitive areas and we shall alert the Contractor these areas are off limits and closely monitor the ESA fence integrity. There are no hazardous waste sites identified.
Minimizing Cost & Schedule
Our project management team will review the detailed project schedule, critical path deliverables, and essential milestones to identify and mitigate potential delays. Additionally, we will evaluate opportunities for parallel task execution to reduce costs and shorten the schedule. Early procurement of materials and advanced scheduling of subcontractors will be prioritized to avoid delays.
We will closely monitor construction progress and implement corrective actions promptly when necessary.
With our CM experience it is understood that early collaboration with the Contractor during the Change Order process helps minimize the cost of additional work. A fast approach to getting ahead of potential change orders will alleviate construction delays and an increase in construction costs. We will continue to work with the contractor and not let unresolved issues linger.
Changes, Additions, or Clarifications
Through project plan and specifications review, it was identified existing specifications do not apply anymore. This will be discussed in the kick-off meeting, so all are aware. In addition, tracking quantities for roadway excavation will require constant supervision on the site as it is not clearly defined on the project plans for how much roadway excavation is removed. The utilization of construction staking and inspection will be used to determine the total amount of cubic yards removed.
Schedule of Work
The following schedule shows a breakdown of main work items to be completed on the project. It is anticipated that two construction crews will be able to work simultaneously to install new drainage systems and the sidewalk, curb and gutter. The ADA ramps will follow once these areas are installed. The lighting system install and modify signal and lighting system as the critical path.
These areas are critical because with the new sidewalk and ADA curb ramps the lighting will need to be completed so that the sidewalk is in conformance and allow pedestrians to safely walk during dark hours. 100
City of Susanville Southeast Gateway Project (No. 02-5116-3492) Construction Management, Inspection, and Material Testing Services
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Conflict of Interest Statement/Requirements
R.E.Y. does not possess any financial, business or other relationship with the City of Susanville that may have an impact upon the outcome of the contract or the construction project. Neither does R.E.Y. have any current clients who may have a financial interest in the outcome of this contract or the construction project that will follow. R.E.Y. does not have any financial interest or relationship with any construction company that might submit a bid on the construction project.
If any conflict of interest is discovered, R.E.Y. will immediately disclose the conflict to the City and, with permission from the City, propose mitigation strategies such as reassignment of staff or teaming partners. We understand that failure to disclose a conflict of interest may result in a termination of contract.
Furthermore, R.E.Y. will ensure that there is no conflict before providing services to any construction contractor on the agency’s project listed in this Scope of Work.
Litigation
R.E.Y. has not been involved in any litigation that now affects or may affect our firm’s ability to perform in the future. The only litigation R.E.Y. has been involved in was dismissed and is described below.
In November 2023, a complaint was filed against R.E.Y. for a traffic accident occurring in Roseville, CA, near a project location which R.E.Y. had filed permits. R.E.Y. quickly established it did not perform construction or traffic control near the project, as the company was hired to provide professional services only. The case was dismissed in May 2023 after the plaintiff’s attorney agreed R.E.Y. did not have any involvement or liability for the accident.
Contract Agreement
R.E.Y. has reviewed the proposed contract agreement included as Attachment 2. As a professional services provider, we would like to confirm that we are not subject to the surety (Performance Bond, Payment Bond, and Maintenance Bond), liquidated damages, retention, and guarantee clauses in the contract. These clauses appear more geared towards a contractor, and we would like to confirm that they will not be in the final version of our professional services contract.
We warrant that the proposal terms included herein shall remain in effect for 90 days following the date proposal submittals are due.
R.E.Y. is a well-established, financially responsible firm with hundreds of public and private clients across California. R.E.Y. keeps a strong financial position, with ample resources to continue meeting future financial obligations. R.E.Y. maintains an impeccable balance sheet, with a debt-to-income ratio of less than 1 per our most recent CPA review. We currently hold insurance coverage which meets or exceeds industry standards, as well as public works standards. R.E.Y. maintains strong vendor relationships, paying subconsultants and vendors promptly. In 2023, vendor and subconsultant invoices rarely exceeded 60-days aged. R.E.Y. has our financial statements extensively reviewed each year by an independent CPA firm, and our company’s indirect cost rate is audited each year by an independent CPA firm to comply with Federal Acquisition Regulations (FAR).
R.E.Y. has not filed nor had filed against us any bankruptcy or insolvency proceeding, nor undergone the appointment of a receiver, trustee, or assignee for the benefit of creditors.
State-Only Provisions
Our team is well versed in managing projects with both State and Federal funding both on- and off-system. We are well acquainted with the processes required to adhere to State and Federal requirements during construction. We are ready and able to assist the City through these processes so the project can be properly closed out after the completion of construction.
We are prepared to assist the City with completing and processing the applicable Caltrans LAPM forms, including Chapter 16 which dictates the administration of construction contracts and Chapter 17 for project completion.
In addition to our team having a thorough understanding of the LAPM, we are also intimately familiar with the Caltrans Highway Design Manual (HDM), Project Development Procedures Manual (PDPM), Traffic Manual, Storm Water Project Planning & Design Guide, PS&E Guide, Contract Cost Data, and Standard Plans and Specifications. 101
AGENDA ITEM NO. 12.A
Discussion Item
Submitted By: Tamra Spade, Economic Development
Action Date: August 21, 2024
SUBJECT: Discussion regarding consideration of a temporary moratorium on Public Facility Impact Fees
PRESENTED BY: Dan Newton, City Manager
SUMMARY: Public facility impact fees are levied on new development projects to fund capital improvements necessitated by new growth. These fees are used for various purposes including, but not limited to transportation infrastructure, and public safety. Recent studies suggest that if we increase these fees without accompanying steady growth in the community, it could potentially deter development.
Staff is asking City Council to consider placing a moratorium on Public Facility Impact Fees for 5 years. If so directed by City Council, staff would prepare an ordinance modifying the Susanville Municipal Code to implement the moratorium.
FISCAL IMPACT: Approximately $77,000 less in public facility impact fees collected.
ACTION REQUESTED: Direction to Staff
SUSANVILLE CITY COUNCIL AGENDA ITEM
ATTACHMENTS:
102
AGENDA ITEM NO. 13.A
Discussion Item
Submitted By: Heidi Whitlock, Administrative Services
Action Date: August 21, 2024
SUBJECT: Department Reports
PRESENTED BY: Dan Newton, City Manager
SUMMARY: The City Manager's Report 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:
103
AGENDA ITEM NO. 14.A
Discussion Item
Submitted By: Heidi Whitlock, Administrative Services
Action Date: August 21, 2024
SUBJECT: Future Council Items
PRESENTED BY: Dan Newton, City Manager
SUMMARY: Council may provide direction to staff to bring back items for discussion or action at a future meeting.
FISCAL IMPACT: None.
ACTION REQUESTED: Possible direction to staff.
SUSANVILLE CITY COUNCIL AGENDA ITEM
ATTACHMENTS:
240821.FutureItemsList.pdf
104
6/5/2024 Request regarding a new Recycling center for the area 6/19/2024
Request to create a rebate program to provide funds to business owners for repairs to their business (only to be completed by local constractors) to help our local businesses. Chamber may help with funding. 6/19/2024 Request for a gate to be placed at the top of the Little League field 7/3/2024 Request to cut weeds on 1105 Orlo
7/3/2024 Request city support of current businesses
7/16/2024 Consider doing away with the Planning Commission and have the planning department handle the duties 6/5/2024 Request to bring back a change to limit public comment to 3 minutes 7/3/2024 Request made to look into Silver Slippers Pool Program 7/16/2024 Request made to change the code to reflect 3 minute public comment times 8/7/2024 Request made to place trash receptacles at Inspiration Point 8/7/2024 Request for discussion regarding gas pricing in the city 6/5/2024 Update on website requested
LAST THREE MONTHS
BUSINESS FROM THE FLOOR
Council requested - FUTURE COUNCIL ITEMS
Completed Items
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