CALL TO ORDER
ROLL CALL
1. APPROVAL OF AGENDA: (Additions and/or Deletions)
2. PUBLIC COMMENT REGARDING CLOSED SESSION ITEMS (if any): Any person may address the Council at this time upon any subject for discussion during Closed Session.
3. CLOSED SESSION:
A. CONFERENCE WITH LABOR NEGOTIATORS - pursuant to Government Code Section §54957.6
1. Admin Unit
2. Management Unit
B. PUBLIC EMPLOYMENT - pursuant to Government Code Section §54957
1. City Manager evaluation
4. RETURN TO OPEN SESSION: (recess if necessary)
Reconvene in open session at 5:00pm
Pledge of allegiance
Invocation
Report any changes to agenda
Report any action out of Closed Session
Proclamations, awards or presentations by the City Council
5. BUSINESS FROM THE FLOOR: Any person may address the Council at this time upon any subject on the agenda or not on the agenda within the jurisdiction of the City Council. However, comments on items on the agenda may be reserved until the item is discussed and any matter not on the agenda that requires action will be referred to staff for a report and action at a subsequent meeting.
Presentations are subject to a three-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 December 18, 2024 regular meeting.
6.B Vendor and payroll warrants
6.C Consider Resolution No. 25-6398, approving and authorizing the Mayor to execute a Memorandum of Understanding with the Management bargaining unit for July 1, 2024, through and including June 30, 2025
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, January 15, 2025 – 4:30 PM
1 7. PUBLIC HEARINGS: No business.
8. COUNCIL DISCUSSION/ANNOUNCEMENTS:
9. NEW BUSINESS:
9.A Consider Resolution No. 25-6400, returning donation received from the Local Area Revitalization (LARP) Co-Op in the amount of $50,000 back to the Local Area Revitalization (LARP) Co-Op
9.B Presentation of Community Garden Report and Operation and Maintenance Agreement.
9.C Consider Resolution No. 25-6395, Adoption of Workplace Violence Prevention Program and Policy as required by SB553.
9.D Consider Resolution No. 25-6399, authorizing the City Manager to execute Addendum #2 to the Managed IT Services Partner Agreement between the City of Susanville and Computer Logistics Corporation
9.E Consider Resolution No. 25-6397, Authorizing the City Manager to execute an agreement between the City of Susanville (City) and Beacon Economics for consulting services to develop an Economic Development Strategic Plan.
9.F Citywide Strategic Planning Introduction
9.G Consider Lassen County Transportation Commission (LCTC) request for letter of support to include in grant application package with Caltrans for their Electric Vehicle Charging infrastructure Master Plan.
9.H Consider Lassen Country Transportation Commission's request for City Council letter of support for the Bizz Johnson Extension East Feasibility Study for the Caltrans Sustainable Grant Application.
9.I Consider Resolution No. 25-6401, authorizing the City Manager to execute a contract with Pee Wee Enterprises for culvert replacement on Ramsey Ditch and authorize the Finance Director to modify the budget as necessary to complete the work.
9.J Consider Resolution No. 25-6402, authorizing the finance director to increase the code enforcement abatement fund in the amount of $25,000 for work associated with completing a hazardous materials assessment, waste characterization, and preliminary engineering work for the demolition and removal of the fire damaged St. Francis Hotel.
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
14. FUTURE COUNCIL ITEMS:
2 14.A Future Council Items
15. ADJOURNMENT:
The next regular meeting of the Susanville City Council will be held on February 5, 2025 at 4:30PM.
Reports and documents relating to each agenda item are on file in the Office of the City Clerk and are available for public inspection during normal business hours and at the meeting. These reports and documents are also available at the City’s website www.cityofsusanville.net, unless there were systems problems posting to the website.
Accessibility: An interpreter for the hearing-impaired may be made available upon request to the City Clerk seventy-two hours prior to a meeting. A reader for the vision-impaired for purposes of reviewing the agenda may be made available upon request to the City Clerk. The location of this meeting is wheelchair-accessible.
I, Heidi Whitlock, certify that I caused to be posted notice of the regular meeting scheduled for January 15, 2025 in the areas designated on January 10, 2025.
3 AGENDA ITEM NO. 6.A
Action Item
Submitted By: Heidi Whitlock, City Clerk
Action Date: January 15, 2025
SUBJECT: Minutes of the City Council December 18, 2024 regular meeting.
PRESENTED BY: Heidi Whitlock, City Clerk
SUMMARY: Attached for the Council’s review are the minutes of the City Council’s December 18, 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 December 18, 2024 regular meeting.
SUSANVILLE CITY COUNCIL AGENDA ITEM
ATTACHMENTS:
241218.cc.min.draft.pdf
4 SUSANVILLE CITY COUNCIL
Regular Council Meeting Minutes
WEDNESDAY, DECEMBER 18, 2024 – 4:30 PM
Mayor Schuster called the meeting to order at 4:31pm.
Roll Call of Councilmembers Present: Mendy Schuster, Russ Brown, Curtis Bortle, Dawn Miller
Absent: Patrick Parrish
1. APPROVAL OF AGENDA:
Moved by Dawn Miller; seconded by Russ Brown to approve.
Motion Carried: 4 - 0
Voting For: Mendy Schuster, Russ Brown, Curtis Bortle, Dawn Miller Voting Against: None
Absent: Parrish
2. PUBLIC COMMENT REGARDING CLOSED SESSION ITEMS (if any): No comment.
3. CLOSED SESSION:
The City Council met in closed session at 4:32pm to discuss the following:
A. CONFERENCE WITH LABOR NEGOTIATORS - pursuant to Government Code Section §54957.6
1. Admin Unit
4. RETURN TO OPEN SESSION: The Council reconvened in open session at 5:00pm. The Pledge of Allegiance and Invocation were provided.
Dan Newton, City Manager, stated that prior to meeting in closed session, the Council approved the agenda as presented. The Council then met in closed session to discuss the abovementioned item. Direction was provided to staff with no reportable action taken; however, the Council will reconvene in closed session at the conclusion of open session.
Bob Godman, Public Works Director, introduced Michael Wolstenholm, the city's newest Maintenance Worker and Alex Dominguez who recently promoted to the Water Operator position.
5. BUSINESS FROM THE FLOOR: No comment.
6. CONSENT CALENDAR:
6.A Minutes of the City Council December 4, 2024 regular meeting. 241204.cc.min.draft.pdfa
Motion to waive the reading of and approval to receive and file the City Council's minutes from the December 4, 2024, regular meeting.
Moved by Russ Brown; seconded by Dawn Miller to approve.
Motion Carried: 3 - 0
Voting For: Mendy Schuster, Russ Brown, Dawn Miller
Voting Against: None
Abstain: Bortle
Absent: Parrish
5 6.B Vendor and payroll warrants
11-21-24.pdf
11-26-24.pdf
11-27-24.pdf
Moved by Russ Brown; seconded by Dawn Miller to approve.
Motion Carried: 4 - 0
Voting For: Mendy Schuster, Russ Brown, Curtis Bortle, Dawn Miller Voting Against: None
Absent: Parrish
7. PUBLIC HEARINGS:
7.A Consider Resolution No. 24-6389, Accepting FY 2023-24 Annual Report of Development/Mitigation Fees
Mayor Schuster opened the public hearing at 5:04pm.
Mr. Newton provided an explanation of the item and requested Council approval of Resolution No. 24-6389.
David Teeter, public, inquired as to how much a stop light cost to which Mr. Newton responded that he would project somewhere between $250,000 and $500,000.
Mayor Schuster closed the public hearing at 5:13pm.
24-6389.pdf
Motion to approve Resolution No. 24-6389, Accepting Annual Report of Development/Mitigation Fees for Fiscal Year 2023-24
Moved by Dawn Miller; seconded by Russ Brown to approve.
Motion Carried: 4 - 0
Voting For: Mendy Schuster, Russ Brown, Curtis Bortle, Dawn Miller Voting Against: None
Absent: Parrish
8. COUNCIL DISCUSSION/ANNOUNCEMENTS: Councilmember Bortle provided the land acknowledgement statement.
Mayor Schuster offered thanks to everyone who participated in the Uptown Magical Christmas event.
9. NEW BUSINESS:
9.A Community Garden Report
Mr. Teeter of the Local Area Revitalization Project (LARP) provided information regarding the community garden and stated that the items presented to the Council consist of the updates but not yet a full report.
Mayor pro tem Brown inquired as to the number of users of the garden and if those users are returners or new community members and requested the latest audit. He stated his interest in seeing if there is turnover or return users.
6 Mr. Teeter stated that they aim to help the low-income community but there is a garden community advisory committee now and they will be presenting and best able to respond to questions.
Mary Piowaty, LARP, provided her experience with the garden as well as a story written by Mimi Rena.
Mark Northrop, LARP, also provided his experiences in the garden. He added that one family uses it as a home-schooling area. He also read two letters from other supportive community members.
9.B Economic Development Update
Tamra Spade, Economic Development Director, provided an update on the city's economic development endeavors.
No less than seven public members expressed their concern with the potential projects, including the water usage and the biomass plant that was previously abandoned.
City of Susanville presentation 12.12.24.pdf
9.C Consider the rescheduling or canceling of the regularly scheduled January 1, 2025 (New Year's Day) City Council meeting.
By motion, determine reschedule date or cancel the regularly scheduled January 1, 2025 (New Year's Day) City Council meeting.
Mr. Newton provided an explanation of the item and requested Council direction.
Moved by Curtis Bortle; seconded by Russ Brown to cancel the January 1st meeting.
Motion Carried: 4- 0
Voting For: Mendy Schuster, Russ Brown, Curtis Bortle, Dawn Miller Voting Against: None
Absent: Parrish
9.D Consider Resolution No. 24-6390, Authorizing the Finance Director to increase the budget for the Police Mitigation Fund in the amount of $30,000 for the purchase of a 2019 Dodge Durango for the Police Department.
Mike Bollinger, Public Safety Chief, provided an explanation of the item and requested approval of Resolution No. 24-6390.
Councilmember Miller inquired about the installation of the equipment on the vehicle and if it booked out prior to purchase to which he responded that yes, it is booked our prior and they install the equipment themselves.
Vehicle Quote
24-6390.doc
Motion to approve Resolution No. 24-6390, Approving the use of funds from the Police Mitigation Budget in an amount not to exceed $30,000 for costs related to purchasing of vehicle and outfitting for the Police Department's 2019 Dodge Durango Moved by Russ Brown; seconded by Curtis Bortle to approve.
Motion Carried: 4- 0
7 Voting For: Mendy Schuster, Russ Brown, Curtis Bortle, Dawn Miller Voting Against: None
Absent: Parrish
9.E Consider Resolution No. 24-6392, authorizing the Finance Director to increase the budget for the Fire Mitigation fund in the amount of $100,000 for the purchase of self-contained breathing apparatus.
Chief Bollinger provided an explanation of the item and requested approval of Resolution No. 24-6392.
24-6392.doc
Motion to approve Resolution No. 24-6392, authorizing the Finance Director to increase the budget for the Fire Mitigation fund in the amount of $100,000 for the purchase of selfcontained breathing apparatus.
Moved by Curtis Bortle; seconded by Dawn Miller to approve.
Motion Carried: 4- 0
Voting For: Mendy Schuster, Russ Brown, Curtis Bortle, Dawn Miller Voting Against: None
Absent: Parrish
9.F Consider Resolution No. 24-6394, allocating General Fund and American Rescue Plan Act (ARPA) funds to various projects.
Margaret Long, City Attorney, provided an explanation of the item and requested Council approval of Resolution No. 24-6394.
24-6370 Rescinding Elks Lodge Allocation.pdf
24-6334 Purchase of Fire Engine.pdf
24-6328 Allocating ARPA Funds.pdf
DMGC Potential Projects.pdf
24-6394.docx
Moved by Dawn Miller; seconded by Russ Brown to approve.
Motion to approve Resolution No. 24-6394, allocating General Fund and American Rescue Plan Act (ARPA) funds to various projects.
Motion Carried: 4- 0
Voting For: Mendy Schuster, Russ Brown, Curtis Bortle, Dawn Miller Voting Against: None
Absent: Parrish
10. SUSANVILLE COMMUNITY REDEVELOPMENT AGENCY: No business.
11. SUSANVILLE MUNICIPAL ENERGY CORPORATION: No business.
12. CONTINUING BUSINESS:
12.A Consider waiving the second reading and adopting Ordinance No. 24-1047, temporarily suspending Title 3 Revenue and Finance Chapter 3.32 of the Susanville Municipal Code - Public Facilities Impact Fee for a period of five years.
Ms. Spade provided an explanation of the item and requested the adoption of Ordinance No. 24-1047.
8 24-1047.doc
Motion to waive the second reading and adopt Ordinance No. 24-1047, temporarily suspending Title 3 Revenue and Finance Chapter 3.32 of the Susanville Municipal Code - Public Facilities Impact Fee for a period of five years.
Moved by Russ Brown; seconded by Dawn Miller to approve.
Motion Carried: 4- 0
Voting For: Mendy Schuster, Russ Brown, Curtis Bortle, Dawn Miller Voting Against: None
13. CITY MANAGER'S REPORTS:
13.A Department Reports - Department heads in attendance shared information regarding their departments.
14. FUTURE COUNCIL ITEMS:
14.A Future Council Items
Mr. Newton provided a brief explanation of the item and inquired as to whether the Council had any changes to the future items list.
Councilmember Miller stated that she receives comments regarding the quality of our sound system and requested discussion to fix it. Brown and Schuster support bringing it back.
Mayor Schuster requested bringing back the LARP agreement to review it since there is a new council. Miller and Bortle agreed.
Mayor Schuster requested the return of $50,000 for a CEQA that will not happen. Brown and Bortle agreed.
241218 Future Items List.docx
The Council took a short break at 6:47pm prior to going back into closed session.
The Council reconvened in closed session at 6:51pm.
The Council reconvened in open session at 7:09pm. No reportable action was taken and direction was provided to staff.
15. ADJOURNMENT: Adjourned at 7:10pm.
__________________________________ __________________________________ Heidi Whitlock, City Clerk Mendy Schuster, Mayor
Approved on:
9 AGENDA ITEM NO. 6.B
Action Item
Submitted By: Alicia Cordova, City Clerk
Action Date: January 15, 2025
SUBJECT: Vendor and payroll warrants
PRESENTED BY: Chandra Jabbs, Finance Manager
SUMMARY: Warrants dated December 5, 2024 through December 30, 2024 numbered 223076-223268.
FISCAL IMPACT: Accounts Payable vendor warrants totaling $765,285.54, plus $662,615.34 in payroll warrants, for a total of $1,427,900.88.
ACTION REQUESTED: Motion to receive and file
SUSANVILLE CITY COUNCIL AGENDA ITEM
ATTACHMENTS:
12-5-24.pdf
12-16-24.pdf
12-18-24.pdf
12-19-24.pdf
12-26-24.pdf
12-30-24.pdf
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CITY OF SUSANVILLE Check Register - Payments by Vendor Page: 1 Check Issue Dates: 12/18/2024 - 12/18/2024 Dec 18, 2024 01:58PM Report Criteria:
Report type: GL detail
Check.Voided = False
GL Check Check Vendor Description Invoice Inv GL Account GL Account Title Seq Check Period Issue Date Number Number Payee Number Seq No Amount Amount 12/24 12/18/2024 223181 728 U.S. POSTMASTER UB BILLING WATER 121824 1 7110-430-42-46 POSTAGE 836.81 836.81 12/24 12/18/2024 223181 728 U.S. POSTMASTER UB BILLING GAS 121824 2 7401-430-62-46 POSTAGE 431.08 431.08 Total 121824: 1,267.89 1,267.89
Grand Totals: 1,267.89 1,267.89
M = Manual Check, V = Void Check
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56 CITY OF SUSANVILLE Check Register - Payments by Vendor Page: 1 Check Issue Dates: 12/30/2024 - 12/30/2024 Dec 30, 2024 01:53PM Report Criteria:
Report type: GL detail
Check.Voided = False
GL Check Check Vendor Description Invoice Inv GL Account GL Account Title Seq Check Period Issue Date Number Number Payee Number Seq No Amount Amount 12/24 12/30/2024 223268 728 U.S. POSTMASTER UB BILLING WATER 123024 1 7110-430-42-46 POSTAGE 581.68 581.68 12/24 12/30/2024 223268 728 U.S. POSTMASTER UB BILLING GAS 123024 2 7401-430-62-46 POSTAGE 299.66 299.66 Total 123024: 881.34 881.34
Grand Totals: 881.34 881.34
M = Manual Check, V = Void Check
57 AGENDA ITEM NO. 6.C
Action Item
Submitted By: Jolene Arredondo, Administrative Services Action Date: January 15, 2025
SUBJECT: Consider Resolution No. 25-6398, approving and authorizing the Mayor to execute a Memorandum of Understanding with the Management bargaining unit for July 1, 2024, through and including June 30, 2025
PRESENTED BY: Dan Newton, City Manager
SUMMARY:
An agreement has been reached with the Management bargaining unit for the period of July 1, 2024 through and including June 30, 2025. Changes from the existing agreement include the following (see attachment for full details):
1. One year contract term, July 1, 2024 through and including June 30, 2025
2. 3% CPI based increase in Global Salary Matrix effective July 1, 2024
3. Modification of language removing reference of Fire Chief and Police Chief to reference Public Safety Chief
1. Removal of Fire Chief uniform allowance from MOU
The Management Unit will dissolve after the term of this MOU.
Members of the Management Unit will negotiate individual employment agreements thereafter.
FISCAL IMPACT: Fiscal Impact subject to the terms negotiated between the Management Unit and City Council
ACTION REQUESTED: Motion to approve Resolution No. 25-6398, approving and authorizing the Mayor to execute an Memorandum of Understanding with the Management bargaining unit for July 1, 2024, through and including June 30, 2025
SUSANVILLE CITY COUNCIL AGENDA ITEM
ATTACHMENTS:
25-6398.pdf
24.25 Management MOU FINAL.pdf
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28 RESOLUTION NO. 25-6398
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SUSANVILLE
APPROVING AND AUTHORIZING THE MAYOR TO EXECUTE MEMORANDUM OF
UNDERSTANDING WITH THE MANAGEMENT BARGAINING UNIT FOR
JULY 1, 2024, THROUGH AND INCLUDING JUNE 30, 2025
WHEREAS, the City of Susanville and representatives from the Management bargaining unit have negotiated a labor agreement according to the requirements of the Meyers-MiliasBrown Act; and WHEREAS, the bargaining unit has ratified the respective agreement; and WHEREAS, the agreement has been negotiated within the parameters established by the City Council.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Susanville hereby approves the following:
1. The Memorandum of Understanding with the Management bargaining unit for the period of July 1, 2024, through and including June 30, 2025, is hereby approved; and
2. The Management Unit upon completion of the July 1, 2024, through and including June 30, 2025, term, unit members will negotiate individual employment contracts and thus dissolve the Management Memorandum of Understanding; and
3. Authorizing the Finance Director to modify the 2024/2025 fiscal year budget as necessary to accommodate the Management Bargaining Unit’s negotiations.
APPROVED: _________________________
Mendy Schuster, Mayor
ATTEST: _________________________
Heidi Whitlock, Clerk
The foregoing Resolution was adopted at a regular meeting of the City Council for the City of Susanville held on the 15th day of January 2025 by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
_______________________________
Heidi Whitlock, City Clerk
APPROVED AS TO FORM: _______________________________
Margaret Long, City Attorney
59 MEMORANDUM OF UNDERSTANDING
BETWEEN THE
CITY OF SUSANVILLE
AND
THE MANAGEMENT UNIT
July 1, 2024 through and including June 30, 2025
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Table of Contents
1. INTRODUCTION....................................................................................................................................2
2. EMPLOYEE RIGHTS ...............................................................................................................................2
3. CITY RIGHTS..........................................................................................................................................2
4. NONDISCRIMINATION..........................................................................................................................3
5. UNIT RECOGNITION..............................................................................................................................3
6. UNIT DESCRIPTION...............................................................................................................................3
7. SALARY SCALE, MERIT STEP, CAREER DEVELOPMENT, AND PAY PERIOD............................................3
8. UNIFORM ALLOWANCE........................................................................................................................5
9. RETIREMENT.........................................................................................................................................5
10. WORK SCHEDULE .............................................................................................................................6
11. HOLIDAYS .........................................................................................................................................6
12. VACATION LEAVE .............................................................................................................................6
13. MANAGEMENT LEAVE .....................................................................................................................6
14. EMPLOYEE SICK LEAVE.....................................................................................................................7
15. MILITARY LEAVE...............................................................................................................................7
16. JURY DUTY........................................................................................................................................7
17. FAMILY ILLNESS/INJURY LEAVE........................................................................................................7
18. BEREAVEMENT LEAVE......................................................................................................................7
19. HEALTH, DENTAL AND VISION INSURANCE .....................................................................................7
20. LIFE INSURANCE...............................................................................................................................8
21. IRS SECTION 125 PLAN; DEFERRED COMPENSATION PLAN.............................................................8
22. FLEXIBLE BENEFIT.............................................................................................................................8
23. PAST PRACTICES...............................................................................................................................8
24. SOLE AGREEMENT............................................................................................................................9
25. TERM OF THE MEMORANDUM OF UNDERSTANDING ....................................................................9
26. SIGNATURES.....................................................................................................................................9 EXHIBIT “A” Position Schedules..................................................................................................................10 EXHIBIT “B” Biweekly Salary Matrix............................................................................................................11 61 2
1. INTRODUCTION
The City of Susanville, hereinafter called the CITY, and Management Unit, hereinafter called the UNIT, having met and conferred in good faith, have entered into this Memorandum of Understanding (MOU) establishing wages, hours, and other terms and conditions of employment for the period beginning July 1, 2024, extending through June 30, 2025. UNIT members have agreed that the Management Unit will be dissolved upon completion of this term. UNIT members will negotiate separate individual employment agreements with an effective date of July 1, 2025.
It is agreed by both parties that the salaries and benefits in the individually negotiated employment agreements shall result in salary and benefit values that are at least equal to the salaries and benefits for each individual UNIT member that are provided in this MOU respective to their individual position.
The purpose of the Memorandum of Understanding is to promote harmonious relations between the CITY and the employees covered herein as to promote employer-employee relations by providing a written document enumerating the entire agreement between the employer and employees pursuant to the purpose and intent of California Government Code Section 3500.
2. EMPLOYEE RIGHTS
Employees of the City of Susanville have the right to form, join and participate in the activities of employee organizations of their own choosing for the purpose of representation on all matters of employer-employee relations within the scope of representation.
Employees of the City of Susanville shall also have the right to refuse to join or participate in the activities of employee organizations and shall have the right to represent themselves individually in their employment relations with the CITY.
3. CITY RIGHTS
The CITY retains the right, subject to and in accordance with applicable laws and the provision of the MOU:
A. To direct employees in the performance of their duties.
B. To hire, promote, transfer, assign, and discipline employees.
C. To dismiss employees because of lack of work, or in accordance with applicable provisions of the CITY’s personnel ordinance and Personnel Policies and Procedures adopted by the City Council.
D. To determine the mission of its divisions and departments, and its budget, organization, number of employees, and the numbers, types, classifications, descriptions, and grades of positions or employees assigned to an organizational unit, work project shift, or tour of duty, and the methods and technology of performing its work.
E. To take whatever action may be appropriate to carry out its mission in situations of emergency.
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F. To direct personnel based upon City Personnel Policies and Procedures adopted by the City Council were deemed applicable by the City Council.
G. The CITY is in no way obligated to appoint new employees at the same salary/range as the current classification listed in Exhibit “A”.
4. NONDISCRIMINATION
The CITY and UNIT agree not to discriminate against any employees in accordance with applicable law. Also, it is recognized that whenever the masculine gender is referred to in the MOU, it shall include the female gender and vice versa.
5. UNIT RECOGNITION
The CITY agrees to acknowledge the UNIT as the only recognized employee organization representing the Management employees listed in Exhibit “A”.
6. UNIT DESCRIPTION
This UNIT shall consist of all regular and/or probationary Management employees of the CITY listed in Exhibit “A” of this MOU.
7. SALARY SCALE, MERIT STEP, CAREER DEVELOPMENT, AND PAY PERIOD A. The compensation listed at the position’s range and step shall constitute entire compensation, except as provided within this Agreement.
B. Members of the UNIT whose position are exempt from the requirements of the Fair Labor Standards Act are not eligible for standby pay, call back pay, overtime pay, or any other form of overtime compensation unless expressly authorized by the City Council under Section 24 (B) of this agreement or by State or Federal Law.
C. Salaries:
Salary by classification is specified in Exhibit “A”. The Management Biweekly Global Range and Step Matrix includes seven (7) steps, beginning with Step A through Step G.
Effective July 1, 2024, the Management Unit employees will receive an annual salary matrix adjustment of 3.00%.
D. Professional Incentive Pay:
Effective July 1, 2020, employees who have completed and maintain the below listed certificates, licenses, or degrees will be eligible to receive a five percent permanent pay increase, over and above the base pay for the classification shown in the current pay plan as represented in the global salary matrix.
Fire Chief Certificate 5%
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Professional Engineer’s License 5%
Post Executive Development Course Certificate 5%
Bachelor’s Degree 5%
Effective July 1, 2022, employees who have completed and maintain the below listed certificates, licenses, or degrees will be eligible to receive a five (5) percent permanent pay increase, over and above the base pay for the classification shown in the current pay plan as represented in the global salary matrix.
Certified Public Accountant License 5%
Certified Municipal Clerk Certification 5%
Master’s Degree 5%
Employees of this UNIT are eligible to receive a maximum of two (2) incentives for a total ten (10) percent permanent pay increase. The Finance Director and Economic Development Director receive one incentive as the degree is required for each position to be filled, as depicted in Exhibit “A”.
E. Continuing Education:
The CITY will provide up to one half of the cost of tuition and books toward completion of higher education, bachelor’s, or master’s degree, up to a maximum of $8,000 per employee in the UNIT.
F. S.D.I.:
The City will pay the State Disability Insurance for the employees of this UNIT.
G. Severance or lay-off payment:
This severance payment provision in no way changes or modifies unit members’ at-will status. If CITY terminates the employment of any UNIT member for any reason (including restructuring or lay-off) other than member’s misconduct, CITY shall pay unit member a severance payment of the equivalent of three months of unit member’s then-current salary, with applicable payroll taxes withheld, and benefits. Misconduct means unit member’s dishonesty, fraud, self-dealing or willful misconduct as the term is defined for purposes of California unemployment insurance, committed in the performance of unit member’s duties and responsibilities under the agreement; or unit member’s violation of any law which can be punished as a felony committed at any time. The determination of whether unit member was terminated due to misconduct is in the CITY’s sole discretion. Upon the termination of UNIT member’s employment, UNIT member is not entitled to any other compensation or payment.
If CITY terminates UNIT member’s employment at any time due to UNIT member’s misconduct, as defined above, CITY shall not pay UNIT member any severance payment.
If UNIT member terminates his/her employment, UNIT member is not entitled to severance payments.
H. Mutual Aid Pay:
Effective July 1, 2021, the CITY will pay Mutual Aid Assignment Pay for the Public Safety Chief and/or the Public Works Director as follows:
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1. While in the course of their employment and away from their official duty station and assigned to an emergency incident, in support of an emergency incident, or prepositioned for emergency response, portal-to-portal the Public Safety Chief and/or Public Works Director shall be compensated at a rate of one and one half (1.5) times his/her hourly salary, excluding benefits.
2. Such payment shall be made only after receipt by the CITY of the reimbursement for such services.
3. If the Public Safety Chief and/or Public Works Director chooses to take such deployment, they would be responsible to take personal time off for portal-toportal assignment time.
4. Out of Area Fires:
Public Safety Chief and/or Public Works Director to be reimbursed for out of area fires limited to one deployment per fiscal year with a maximum of one twenty-one (21) day deployment.
I. Merit Steps:
When an employee has been at one Step (A-G) for twelve (12) months of service, he/she may, according to merit, progress to the next highest step (B-G). Merit increases will not be automatic and will be based upon merit as evidenced by a performance evaluation. Merit increases will be limited to one per fiscal year.
J. Longevity:
Effective July 1, 2022, members of this UNIT who have achieved the requisite years of service with the CITY shall be compensated in addition to his/her base salary as depicted below:
One (1) Salary Matrix Range at 10 years (approximately 2.5%) One (1) Salary Matrix Range at 15 years (approximately 2.5%) Each longevity increase increment is achieved by providing the members of this UNIT with a salary matrix range increase, maximum longevity total of two (2) salary matrix ranges.
8. UNIFORM ALLOWANCE
During the term of this MOU, the CITY shall provide the Public Safety Chief with a uniform allowance of $850.00 in the special payroll occurring in June.
9. RETIREMENT
UNIT members are will pay their respective employee shares of CalPERS normal costs, as follows:
1) 9% for Safety Employees hired prior to January 1, 2013 2) 8% for Miscellaneous Employees hired prior to January 1, 2013 3) 6.25% for Miscellaneous Employees hired after January 1, 2013 65 6
New Employees as defined by the CalPERS hired after January 1, 2013, will be subject to the mandatory provisions of AB340/PEPRA.
10. WORK SCHEDULE
Management personnel covered by this MOU generally work from 8:00 a.m. to 5:00 p.m. or the hours worked by employees within the respective departments, plus any additional hours associated with required meetings, emergencies, and other requirements of the job.
11. HOLIDAYS
Employees within the UNIT shall be entitled to holidays as specified in the Employee Manual.
12. VACATION LEAVE
A. Employees in this UNIT shall earn annual vacation credit prorated and accrued monthly on the following basis:
1. 136 hours first year of service 5.23 per pay period
2. 160 hours after five (5) full years of service 6.15 per pay period
3. 200 hours after ten (10) full years of service 7.69 per pay period
4. 240 hours after fifteen (15) full years of service 9.23 per pay period B. Vacation credit will vest and become available for use upon the successful completion of the introductory period for any new employees within the UNIT, except with the approval of the City Manager, accrued vacation time may be used during the introductory period.
C. The maximum vacation accrual shall be 240 hours. The City Manager may authorize increasing the maximum accrual for a defined period of time if the excess accrual was created because the City Manager canceled an employee’s scheduled vacation due to a CITY emergency.
13. MANAGEMENT LEAVE
Members of the UNIT shall receive 80 hours management leave per fiscal year in addition to vacation leave. Such leave will be credited July 1 of each year.
Management leave will be made available from the time of hire, at 20 hours credited for each threemonth period remaining in the fiscal year during which the employee is hired, prorated for the first three-month period.
Management leave is made available in recognition of Management’s responsibility to perform after-hours functions such as attending City Council meetings, citizen advisory commission/committee meetings, meeting/presentations to community groups, and participating in various CITY-related activities.
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Management leave may not accrue, and any unused leave will extinguish as of June 30 each year.
UNIT members may sell up to 5 days (40 hours) of unused management leave back to the CITY during each December special payroll and may sell up to 5 days (40 hours) of unused management leave back in June special payroll of each year.
14. EMPLOYEE SICK LEAVE
A. Employees within the UNIT will accrue and be able to use sick leave as set forth in the Employee Manual.
B. Under the Public Employees’ Retirement System, credit for unused sick leave (Section 20965) of the Government Code shall be a benefit provided to each employee of this UNIT upon retirement and in accordance with the rules and regulations of PERS.
C. Retirees will be eligible to purchase health insurance under this plan with no vesting requirement if allowed by the plan. A credit of 50 percent of accumulated sick leave at time of retirement will be paid out per month towards 50 percent of premium, subject to CalPERS regulations. The amount of sick leave credit that could be credited toward retiree health insurance benefits will be capped at $15,000.
15. MILITARY LEAVE
Military leave shall be granted in accordance with the provisions of State Law. All employees entitled to military leave shall give the City Manager and/or the City Manager’s authorized representative an opportunity, within the limits of military regulations, to determine when such leave shall be taken.
16. JURY DUTY
While serving on Jury Duty, employees will still be paid by the CITY on the basis of a forty (40) hour week, at their normal rate of pay, on condition that any compensation (in excess of mileage expenses) received from the court be turned over to the CITY.
17. FAMILY ILLNESS/INJURY LEAVE
Family illness or injury leave may be taken in accordance with the Employee Manual.
18. BEREAVEMENT LEAVE
Bereavement Leave is provided as per the Employee Manual.
19. HEALTH, DENTAL AND VISION INSURANCE
A. Effective July 1, 2015, the CITY shall pay the cost of health, dental and vision insurance premium for each unit member covered under this MOU. Each unit member shall contribute $46 per month towards the current plan premium. The CITY will continue to research options for the best cost-effective coverage, at its discretion. The CITY reserves 67 8
the right to select, change, administer and shall have the right to select any carrier or other method providing coverage to fund the benefits and may adjust the amount the CITY shall pay for such benefits. If the insurance provider is changed and the cost is less than $936 per month per employee, the CITY shall cap the amount of its contribution to an amount not less than 100 percent of the cost of the new plan.
B. Retirees will be eligible to purchase health insurance under the above plan with no vesting requirement if allowed by the plan. A credit of 50 percent of accumulated sick leave at time of retirement, will be paid out per month towards 50 percent of premium and is subject to CalPERS regulations. The amount of sick leave credit that could be credited toward retiree health insurance benefits will be capped at $15,000.
C. The CITY shall continue to pay the administrative fee for each unit member.
20. LIFE INSURANCE
Each member of the UNIT will receive a minimum of $25,000 term life insurance policy to be paid for by the CITY.
21. IRS SECTION 125 PLAN; DEFERRED COMPENSATION PLAN
A. The CITY agrees to establish an IRS Section 125 Plan for use by UNIT employees.
B. The CITY will contribute $40 per pay period as a contribution to an employee’s Section 125 Plan; or
C. The CITY will match up to two percent of the employee’s gross salary in a deferred compensation plan with a maximum contribution of $40 per pay period.
22. FLEXIBLE BENEFIT
Each member of the UNIT shall receive a $400 per year flexible benefit to be included in the special payroll occurring in December of each year.
23. PAST PRACTICES
Nothing contained in this MOU shall be interpreted as to imply or permit the invocation of past practice, tradition, accumulation, or vesting of any employee rights or privileges other than those expressly stated herein.
The CITY and UNIT agree that only those past practices, standards, obligations and/or other commitments of the CITY to its employees which are expressly stated herein shall be in full force and effect during the term of this MOU.
All other past practices, standards, obligations, commitments, whether written or unwritten, are within the scope of Section 3 of this MOU.
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24. SOLE AGREEMENT
A. The policies which are collected in this MOU constitute the entirety of the policies which are subject to the meet and confer obligation as agreed to by the parties. To the extent that any other agreement should be in conflict with these policies, these policies shall prevail.
B. If, during its term, the parties hereto should mutually agree to modify, amend, or alter the provisions of the MOU in any respect, any such change shall be effective only if and when reduced to writing and executed by the authorized representative of the CITY and the UNIT. Any such changes validly made shall become a part of this MOU and subject to its terms. There shall be no bargaining outside this MOU without UNIT and City Council involvement
25. TERM OF THE MEMORANDUM OF UNDERSTANDING
This MOU shall remain in effect for the period of July 1, 2024, through and including June 30, 2025. This MOU has been ratified by both the City Council of the City of Susanville and the general membership of the UNIT.
Dated this 15th day of January 2025.
26. SIGNATURES
______________________________ ________________________________ Mendy Schuster, Mayor Robert Godman, UNIT Representative ______________________________
Dan Newton, City Manager
ATTEST:
______________________________
Heidi Whitlock, City Clerk
APPROVED AS TO FORM:
______________________________
Margaret Long, City Attorney
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EXHIBIT “A” Position Schedules
MANAGEMENT UNIT
POSITION CLASSIFICATION SCHEDULES
July 1, 2024 through June 30, 2025
POSITION RANGE*
City Clerk 164-170
Public Works Director 168-174
Finance Director 170-174
Economic Development Director 170-174
Public Safety Chief 170-174
*Range includes maximum longevity
70 STEP STEP STEP STEP STEP STEP STEP A B C D E F G
101 783.38 822.55 863.68 906.86 952.20 999.82 1,049.80
102 802.97 843.12 885.27 929.53 976.01 1,024.80 1,076.06 103 822.55 863.68 906.86 952.20 999.82 1,049.80 1,102.30 104 843.12 885.28 929.54 976.02 1,024.82 1,076.06 1,129.86 105 863.68 906.86 952.20 999.82 994.03 1,043.73 1,095.91 106 885.28 929.54 976.02 1,024.82 1,076.06 1,129.85 1,186.35 107 906.86 952.20 999.82 1,049.80 1,102.29 1,157.41 1,215.27 108 929.54 976.02 1,024.82 1,076.06 1,129.86 1,186.35 1,245.68 109 952.20 999.82 1,049.80 1,102.29 1,157.41 1,215.27 1,276.03 110 976.02 1,024.82 1,076.06 1,129.85 1,186.35 1,245.67 1,307.95 111 999.81 1,049.79 1,102.29 1,157.40 1,215.26 1,276.02 1,339.83 112 1,024.82 1,076.06 1,129.85 1,186.35 1,245.67 1,307.95 1,373.35 113 1,049.80 1,102.29 1,157.41 1,215.27 1,276.03 1,339.84 1,406.83 114 1,076.05 1,129.85 1,186.34 1,245.67 1,307.94 1,373.33 1,442.00 115 1,102.29 1,157.40 1,215.27 1,276.03 1,339.83 1,406.82 1,477.17 116 1,129.85 1,186.34 1,245.66 1,307.94 1,373.33 1,442.00 1,514.09 117 1,157.40 1,215.27 1,276.03 1,339.83 1,406.82 1,477.17 1,551.02 118 1,186.35 1,245.67 1,307.95 1,373.35 1,442.02 1,514.10 1,589.82 119 1,215.27 1,276.03 1,339.83 1,406.82 1,477.17 1,551.02 1,628.58 120 1,245.67 1,307.95 1,373.35 1,442.00 1,514.10 1,589.81 1,669.30 121 1,276.03 1,339.83 1,406.82 1,477.17 1,551.02 1,628.56 1,709.99 122 1,307.95 1,373.35 1,442.02 1,514.10 1,589.82 1,669.32 1,752.78 123 1,339.83 1,406.82 1,477.16 1,551.02 1,628.56 1,709.99 1,795.49 124 1,373.35 1,442.00 1,514.10 1,589.81 1,669.30 1,752.77 1,840.40 125 1,406.83 1,477.17 1,551.03 1,628.58 1,710.00 1,795.50 1,885.28 126 1,442.02 1,514.10 1,589.82 1,669.30 1,752.77 1,840.41 1,932.43 127 1,477.17 1,551.02 1,628.58 1,710.00 1,795.50 1,885.28 1,979.54 128 1,514.12 1,589.82 1,669.32 1,752.78 1,840.42 1,932.44 2,029.06 129 1,551.02 1,628.56 1,709.99 1,795.49 1,885.28 1,979.52 2,078.50 130 1,589.82 1,669.32 1,752.78 1,840.41 1,932.43 2,029.05 2,130.50 131 1,628.56 1,709.99 1,795.49 1,885.28 1,979.52 2,078.50 2,182.43 132 1,669.32 1,752.78 1,840.42 1,932.44 2,029.06 2,130.51 2,237.03 133 1,710.00 1,795.50 1,885.28 1,979.54 2,078.50 2,182.44 2,291.55 134 1,752.79 1,840.42 1,932.45 2,029.06 2,130.52 2,237.04 2,348.90 135 1,795.49 1,885.28 1,979.52 2,078.50 2,182.43 2,291.55 2,406.13 136 1,840.43 1,932.45 2,029.07 2,130.52 2,237.04 2,348.90 2,466.35 137 1,885.28 1,979.52 2,078.50 2,182.43 2,291.55 2,406.13 2,526.44 138 1,932.45 2,029.07 2,130.52 2,237.04 2,348.90 2,466.35 2,589.66 139 1,979.52 2,078.50 2,182.43 2,291.54 2,406.12 2,526.43 2,652.75 140 2,029.07 2,130.53 2,237.06 2,348.91 2,466.36 2,589.66 2,719.15 141 2,078.49 2,182.42 2,291.54 2,406.12 2,526.43 2,652.74 2,785.38 142 2,130.53 2,237.06 2,348.91 2,466.36 2,589.67 2,719.16 2,855.11 143 2,182.43 2,291.54 2,406.12 2,526.43 2,652.75 2,785.38 2,924.66 144 2,237.06 2,348.91 2,466.36 2,589.66 2,719.15 2,855.10 2,997.86 145 2,291.55 2,406.13 2,526.44 2,652.76 2,785.39 2,924.67 3,070.89 146 2,348.91 2,466.35 2,589.66 2,719.15 2,855.10 2,997.86 3,147.76 147 2,406.13 2,526.44 2,652.75 2,785.39 2,924.66 3,070.89 3,224.43 148 2,466.35 2,589.66 2,719.15 2,855.10 2,997.86 3,147.75 3,305.14 149 2,526.44 2,652.76 2,785.39 2,924.67 3,070.90 3,224.45 3,385.67 150 2,589.65 2,719.14 2,855.09 2,997.85 3,147.75 3,305.13 3,470.38 151 2,652.76 2,785.40 2,924.67 3,070.90 3,224.45 3,385.67 3,554.95 152 2,719.14 2,855.09 2,997.85 3,147.75 3,305.13 3,470.38 3,643.90 153 2,785.40 2,924.67 3,070.90 3,224.45 3,385.67 3,554.95 3,732.70 154 2,855.09 2,997.85 3,147.75 3,305.13 3,470.38 3,643.90 3,826.09 155 2,924.68 3,070.90 3,224.45 3,385.67 3,554.95 3,732.70 3,919.34 156 2,997.85 3,147.75 3,305.13 3,470.38 3,643.91 3,826.09 4,017.41 157 3,070.90 3,224.45 3,385.67 3,554.95 3,732.70 3,919.33 4,115.30 158 3,147.75 3,305.13 3,470.38 3,643.90 3,826.09 4,017.40 4,218.27 159 3,224.45 3,385.67 3,554.95 3,732.70 3,919.34 4,115.30 4,321.06 160 3,305.13 3,470.38 3,643.91 3,826.09 4,017.40 4,218.28 4,429.19 161 3,385.67 3,554.95 3,732.69 3,919.33 4,115.30 4,321.06 4,537.11 162 3,470.38 3,643.91 3,826.09 4,017.40 4,218.28 4,429.19 4,650.64 163 3,554.95 3,732.69 3,919.33 4,115.30 4,321.06 4,537.11 4,763.96 164 3,643.91 3,826.09 4,017.41 4,218.28 4,429.19 4,650.64 4,883.18 165 3,732.69 3,919.33 4,115.29 4,321.05 4,537.11 4,763.96 5,002.16 166 3,826.09 4,017.40 4,218.27 4,429.19 4,650.64 4,883.16 5,127.32 167 3,919.33 4,115.29 4,321.06 4,537.11 4,763.96 5,002.16 5,252.27 168 4,017.40 4,218.28 4,429.19 4,650.64 4,883.18 5,127.32 5,383.70 169 4,115.29 4,321.06 4,537.11 4,763.96 5,002.16 5,252.27 5,514.88 170 4,218.28 4,429.19 4,650.65 4,883.18 5,127.33 5,383.70 5,652.89 171 4,321.06 4,537.11 4,763.97 5,002.17 5,252.27 5,514.89 5,790.63 172 4,429.19 4,650.64 4,883.18 5,127.33 5,383.70 5,652.89 5,935.53 173 4,537.12 4,763.97 5,002.17 5,252.28 5,514.89 5,790.64 6,080.17 174 4,650.65 4,883.19 5,127.33 5,383.71 5,652.89 5,935.54 6,232.32 175 4,763.97 5,002.17 5,252.28 5,514.90 5,790.64 6,080.18 6,384.18 176 4,883.18 5,127.33 5,383.70 5,652.89 5,935.53 6,232.31 6,543.92 177 5,002.18 5,252.28 5,514.90 5,790.64 6,080.18 6,384.18 6,703.39 178 5,127.33 5,383.71 5,652.89 5,935.54 6,232.32 6,543.93 6,871.12 179 5,252.28 5,514.90 5,790.64 6,080.18 6,384.18 6,703.39 7,038.56 180 5,383.71 5,652.90 5,935.54 6,232.32 6,543.93 6,871.13 7,214.69 181 5,514.90 5,790.64 6,080.17 6,384.17 6,703.39 7,038.55 7,390.48 182 5,652.90 5,935.54 6,232.32 6,543.93 6,871.13 7,214.69 7,575.42 183 5,790.64 6,080.18 6,384.18 6,703.40 7,038.56 7,390.49 7,760.01 184 5,935.56 6,232.32 6,543.93 6,871.13 7,214.69 7,575.43 7,954.19 185 6,080.18 6,384.18 6,703.39 7,038.55 7,390.48 7,760.01 8,148.01 186 6,232.33 6,543.93 6,871.13 7,214.69 7,575.43 7,954.19 8,351.80 187 6,384.18 6,703.40 7,038.56 7,390.49 7,760.01 8,148.02 8,555.49 188 6,543.86 6,871.05 7,214.60 7,575.34 7,954.10 8,351.80 8,769.38 189 6,703.45 7,038.63 7,390.56 7,760.09 8,148.09 8,555.49 8,983.26 190 6,871.05 7,214.60 7,575.34 7,954.11 8,351.80 8,769.39 9,207.85 191 7,038.62 7,390.55 7,760.08 8,148.10 8,555.50 8,983.28 9,432.45 192 7,214.60 7,575.34 7,954.10 8,351.80 8,769.39 9,207.85 9,668.25 193 7,390.56 7,760.08 8,148.09 8,555.49 8,983.26 9,432.44 9,904.05 194 7,575.34 7,954.11 8,351.81 8,769.39 9,207.87 9,668.25 10,151.67 195 7,760.08 8,148.09 8,555.49 8,983.27 9,432.44 9,904.05 10,399.26 196 7,954.10 8,351.80 8,769.39 9,207.85 9,668.24 10,151.66 10,659.25 197 8,148.09 8,555.49 8,983.26 9,432.43 9,904.05 10,399.25 10,919.22 198 8,351.81 8,769.39 9,207.87 9,668.25 10,151.67 10,659.25 11,192.21 199 8,555.50 8,983.28 9,432.44 9,904.06 10,399.27 10,919.23 11,465.19 200 8,769.39 9,207.85 9,668.25 10,151.66 10,659.25 11,192.21 11,751.81
CITY OF SUSANVILLE GLOBAL RANGE AND STEP MATRIX
JULY 1, 2024 - JUNE 30, 2025
BI-WEEKLY - 26 PAY PERIODS PER YEAR
RANGE
71 AGENDA ITEM NO. 9.A
Action Item
Submitted By: Dan Newton, Administrative Services
Action Date: January 15, 2025
SUBJECT: Consider Resolution No. 25-6400, returning donation received from the Local Area Revitalization (LARP) Co-Op in the amount of $50,000 back to the Local Area Revitalization (LARP) Co-Op
PRESENTED BY: Dan Newton, City Manager
SUMMARY: In December 2022, the City Council accepted a donation in the amount of $50,000 from the Local Area Revitalization Project Co-Op (LARP) by Resolution No. 22-6072. The donation from LARP was received through funding available through a community development block grant for the purpose of beginning the environmental review process for a potential community compost facility at the city's Sierra Road complex and to contribute to the cost of a walk-in freezer for Crossroads. The proposed allocation for each project was $30,000 and $20,000, respectively.
Around the same time, the City partnered with LARP on a grant application to the USDA for the development of a community compost facility. The first step in that process was to conduct an environmental review of the site. The grant application was not funded and due to other established priorities, and public concern for establishing a community compost facility at the City's Sierra Road property, city staff has not dedicated resources to evaluate the environmental document completed for the Sierra Sports Complex and assess the additional scope of work needed for the proposed community composting facility.
The City has also received CDBG grant funding to install a walk-in freezer at Crossroads. This project came to a stop when Crossroads received a freezer from a local organization and therefore did not want to continue with the project as grant funding was approved. City staff has released funding back to CDBG as the project funding scope was not approved to be modified.
Therefore identified funding from the donation by LARP for environmental review of the Sierra Road Property and for contributing to a walk-in freezer at Crossroads is unnecessary.
SUSANVILLE CITY COUNCIL AGENDA ITEM
72 Staff has brought forth Resolution No. 25-6400 for council consideration to increase the general fund budget by $50,000 and approve the Finance Director to return this donation of $50,000 back to LARP.
FISCAL IMPACT: Increase budget by $50,000 and return $50,000 donation received from LARP back to LARP
ACTION REQUESTED: Motion to approve Resolution No. 25-6400, returning donation received from the Local Area Revitalization (LARP) Co-Op in the amount of $50,000 back to the Local Area Revitalization (LARP) CoOp ATTACHMENTS:
25-6400.pdf
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28 RESOLUTION NO. 25-6400
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SUSANVILLE
RETURNING DONATION RECEIVED FROM THE LOCAL AREA REVITALIZATION (LARP) CO-OP IN THE AMOUNT OF $50,000 BACK TO THE LOCAL AREA REVITALIZATION (LARP) CO-OP
WHEREAS, the Local Area Revitalization Project Co-Op (LARP) desired to provide funding to the city of Susanville for the purpose of beginning the environmental review process for a community compost facility and contributing to a walk-in freezer project at Crossroads; and
WHEREAS, in December of 2022, the City of Susanville accepted the donation in the amount of $50,000 from LARP with the intention to use the funding to contribute to these projects; and
WHEREAS, Crossroads has received a freezer from another organization and therefore the city has released project funding back to the CDBG Coronavirus program that was allocated to complete that project; and
WHEREAS, the city was unable to dedicate resources to reviving and assessing environmental documents previously completed in 2012 for the Sierra Sports Complex proposed project to see if they were usable and applicable environmental assessments for LARP’s proposed composting project.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Susanville hereby authorizes the return of the $50,000 donation from LARP back to LARP and further authorizes the Finance Director to modify the city’s budget to accommodate the return of donation received in the amount of $50,000 to LARP.
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 15th day of January 2025, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
_____________________________
Heidi Whitlock, City Clerk
APPROVED AS TO FORM:_____________________________
Margaret Long, City Attorney
74 AGENDA ITEM NO. 9.B
Action Item
Submitted By: Dan Newton, Administrative Services
Action Date: January 15, 2025
SUBJECT: Presentation of Community Garden Report and Operation and Maintenance Agreement.
PRESENTED BY: Dan Newton, City Manager
SUMMARY: Staff will provide information regarding the Susanville Community Garden Operation and Maintenance Agreement between the City of Susanville and the Local Area Revitalization Project CO-OP Inc. (LARP). On December 18, 2024, City Council directed staff to bring the Agreement back for discussion. The Agreement is attached.
FISCAL IMPACT: None.
ACTION REQUESTED: Receive report and possible action regarding Community Garden Operation and Maintenance Agreement.
SUSANVILLE CITY COUNCIL AGENDA ITEM
ATTACHMENTS:
2022 LARP agreement - Community Garden.pdf
75 AGREEMENT BETWEEN THE LOCAL AREA REVITALIZATION PROJECT CO-OP, INC
AND CITY OF SUSANVILLE FOR THE PURPOSE OF OPERA TING AND MAINTAINING
THE SUSANVILLE COMMUNITY GARDEN
This Agreement, made and entered into this \944'\day of j OJ'\. , 2022 between the City of Susanville (CITY) and the Local Area Revitalization Project Co-Op, Inc. (LARP), is for the sole purpose of operating Susanville Community Garden (GARDEN), located at 105 South Ash Street, in Susanville California as described below.
The purpose of this Agreement is to state the terms and conditions agreed to by the parties to this Agreement CITY and LARP, herein after referred to collectively as PARTIES for the operation and maintenance of the GARDEN.
RECITALS
WHEREAS, CITY owns GARDEN, which is suitable for cultivation of fruits and vegetables; and WHEREAS, LARP is an existing Susanville-based California Corporation with a stated non-profit purpose and years of experience in community engagement. LARP currently operates all community gardening programs within the City limits and has shown a desire to aide citizens; and WHEREAS, the GARDEN requires ongoing maintenance in the form of litter abatement and weed control, in addition to the additional police and fire protection that come from abandoned property; and WHEREAS, abandoned property can be a blight on neighborhood quality and impact surrounding property values; and
WHEREAS, local food production can improve nutrition for Susanville's families and citizens, especially those Susanville community members who do not live in home with access to adequate gardening space; and
WHEREAS, gardening is a healthy and wholesome activity suitable for people of all ages including seniors and children and can add to the social fabric of Susanville; and WHEREAS, LARP has the capacity to operate and maintain the GARDEN.
NOW THEREFORE, in consideration of the mutual promises set forth in this Agreement, the PARTIES agree as follows:
1) Garden
LARP agrees to operate and maintain GARDEN as described in Section 4 "LARP Responsibilities":.
City agrees to provide support and monetary compensation as described in Section 3 "CITY Responsibilities". Garden shall remain property of the City, LARP will have control and responsibility of the site.
76 2) Facility Access
LARP will have access to all exterior areas located at GARDEN for the purposes of operating the GARDEN. LARP will have limited access to the building structures located at 105 South Ash, for the purposes of operating the GARDEN. Access to building structures is agreed upon by PARTIES subject to LARP responsibilities described in Section 4.
PAR TIES agree that expanded use of building structures may be beneficial to the operation of the GARDEN. However; fire, life safety, health and accessibility items need to be addressed before building structures can be deemed safe to access by members of the public or community volunteers.
PARTIES agree to work cooperatively toward improving building structures. PARTIES agree that neither CITY or LARP is required to improve building structures as a condition of this Agreement. 3) CITY Responsibilities
a. Provide LARP with $2000.00 each fiscal year (July-June) for costs associated with operating GARDEN.
b. Pay for all CITY permits necessary to repair/improve GARDEN. c. Provide city water to GARDEN.
d. Install outdoor storage shed for the purpose of tool and supply storage. e. Install outdoor sink at suitable location agreed to by PARTIES. 4) LARP Responsibilities
a. Use GARDEN only as Community Garden for the benefit of the Community. Ensure that LARP is not making a profit from operation and maintenance of GARDEN. b. Provide annual report to CITY in January of each year. Include previous years statistical information in categories such as number of individual plot holders, amount of food produced, and highlight key successes. Include plans for upcoming year indicating volunteer events, classes, workshops, and workdays. Include facility needs with a plan on how to address them, request support from CITY as necessary.
c. Conduct routine repair and maintenance. Communicate with CITY and obtain authorization and/or assistance with non-routine repair and maintenance. Obtain all necessary permits for work done at GARDEN.
d. Dedicate all proceeds from community garden and grant funds awarded to LARP, to the community garden, toward the operation, maintenance, or improvements of the GARDEN. e. Provide a minimum of two updates annually to Susanville City Council, generally March and October.
f. Establish an electrical service account with LMUD for GARDEN and pay electrical bill. g. Ensure there is no overnight access to the GARDEN and no individuals are sleeping or residing in GARDEN.
h. Control access to building structures, restrict access to LARP members/employees for the purpose of planning improvements, setting up irrigation timers, or other essential GARDEN operational activities. Allow CITY employees reasonable access to building structures. Do not allow community volunteers or other public members access to building structures without being accompanied by LARP members/employees. Maintain a list of individuals with keys/access codes to buildings. Notify CITY of any fire, safety, or public health issues associated with building structures.
5) Modification of Agreement
77 ' '
This Agreement may be amended of modified by written agreement of PARTIES. 6) Compliance with Statues, Ordinances, Regulations
In performing the services required under this Agreement, LARP and CITY shall comply with all applicable federal, state, county, and CITY statutes, ordinances, and regulations. 7) Nondiscriminat01y
In connection with the execution of this Agreement and the services provided hereunder, LARP shall not discriminate against any volunteer, employee, or applicant for employment and/or individuals using the GARDEN because ofrace, color, religion, age, sex, national origin, political affiliation, ancestry, marital status or disability. LARP shall create a fair and non-discrimination policy for allowing citizens to access and use the GARDEN, which shall be provided to the CITY with 30 days of execution of Agreement and/or upon any change or modification of policy. 8) Insurance
LARP shall procure and maintain, for the duration of the Agreement, insurance against claims for injuring to persons or damages which may arise from or in connect with the performance of the work hereunder and the results of that work by the LARP, its agents, representatives, volunteers, employees, or subcontractors.
a. LARP shall maintain commercial general liability (CGL) insurance policy (Insurance Services Office Form CG 00 01) covering CGL on an occurrence basis, including products and completed operations, property damage, bodily injury, and personal and advertising injury, with limits in the amount of $2,000,000, and a general aggregate limit of $4,000,000.
CITY, its officers, officials, employees, and volunteers are to be covered as additional insureds on General Liability Policy with respect to liability arising out of work or operations performed by or on behalf of LARP, including material, parts, or equipment furnished in connection with such work or operations. Additional insured shall read as follows:
City of Susanville
66 North Lassen St.
Susanville, CA 96130
9) Release and Hold Harmless Agreement
LARP agrees to indemnify, defend at its own expense, and hold CITY harmless from any and all liabilities, claims, losses, damages, or expenses, including reasonable attorney's fees, arising from any and all acts or omissions to act of LARP or its officers, agents, or employees in performing services under this Agreement; excluding; however, such liabilities, claims, losses, damages, or expenses arising from CITY's sole negligence or willful misconduct. 10) Assignment
This Agreement shall not be assignable by either party without prior written consent of the other party.
11) Term of Agreement
78 The term if this Agreement shall commence upon approval of both parties, and shall continue in full force and effect and be automatically renewed each year thereafter until terminated by either party with thirty (30) days written notice.
12) Entire Agreement
This Agreement constitutes the entire agreement of the parties with respect to the subject matter hereof and supersedes any and all other agreements, understandings, statements, or representations, either oral or in writing.
13) Waiver
No provision of the Agreement or breach thereof shall be deemed waived, except by written consent of the party against whom the waiver is claimed.
14) Independent Contractor
It is expressly understood that in the performances of the services herein, LARP, and the agents and employees thereof, shall act in an independent capacity and as an independent contractor and not as officers, employees, or agents of CITY.
15) Jurisdiction and Venue
This Agreement and the obligations hereunder shall be construed in accordance with the laws of the state of California. The PARTIES agree that the venue for any legal disputes or litigation arising out of the Agreement shall be in Lassen County, California.
IN WITNESS WHEREOF, the PARTIS have executed this Agreement on the date written below.
CITY OF SUSANVILLE
By~ MendScsr, a r
Date: \ {2.0/z..i..
LOCAL AREA REVITALIZATION PROJECT CO-OP
By ~ c)ij ~ ._J,,.;
~eeter,CEO
Date:
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-
5 ~/ -Z. -Z ----
Approved~
By: __ ~__::::_==:; -t== ·- ===----
Margaret Long, City Attorney
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28 RESOLUTION NO. 22-5961
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SUSANVILLE APPROVING AGREEMENT WITH LOCAL AREA REVITALIZA TOIN PROJECT COOP (LARP) FOR THE OPERATION AND MAINTENANCE OF SUSANVILLE'S
COMMUNITY GARDEN AND AUTHORIZING BUGET INCREASE IN THE AMOUNT OF $14,500 TO PAY ANNUAL OPERATING COST AND MAKE IMPROVEMENTS
TO FACILITY
WHEREAS, the city owns property located at 105 S. Ash St. which is suitable for cultivation of fruits and vegetables; and
WHEREAS, the Local Area Revitalization Program Co-op (LARP) is an existing Susanville-based California Corporation with a stated non- profit purpose and years of experience in community engagement; and WHEREAS, this GARDEN requires ongoing maintenance in the form of litter abatement and weed control, in addition to the additional police and fire protection that come from abandoned property. There is a substantial cost to the City to maintain the property in an abandoned form; and WHEREAS, local production of food can improve nutrition for Susanville's families and citizens, especially those Susanville community members who do not live in homes with access to adequate gardening space; and WHEREAS, gardening is a healthy and wholesome activity suitable for people of all ages including seniors and children and can add to the social fabric of Susanville; and
WHEREAS, LARP has the capacity to manage the operation of the Susanville Community Garden, and eliminate the litter and weeds at the GARDEN.
NOW THEREFORE, BE IT RESOLVED that the City Council of the City of Susanville hereby authorizes the Mayor to sign the Agreement for the operation of the Susanville Community Garden; and
BE IT FURTHER RESOLVED that the Finance Manager is hereby authorized to make the necessary budget modifications using ARPA funds to increase the budget in the amount of $14,500 to pay for FY 2021/22 operating costs and to make facility improvements
APPROVED:
ATTEST:
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The foregoing Resolution was adopted at a regular meeting of the City Council of the City of Susanville, held on the 19th day of January 2022, the following vote:
A YES: Stafford, Herrera, & Mccourt
NOES: Schuster
ABSENT: Moore
ABSTAINING: None
APPROVED AS TO FORM:
~i. .• ,L
Margaret L6ng, City Atf&ney
81 AGENDA ITEM NO. 9.C
Action Item
Submitted By: Heidi Whitlock, City Clerk
Action Date: January 15, 2025
SUBJECT: Consider Resolution No. 25-6395, Adoption of Workplace Violence Prevention Program and Policy as required by SB553.
PRESENTED BY: Heidi Whitlock, City Clerk
SUMMARY: On September 30, 2023, the Governor signed Senate Bill (SB) 553, which mandates a comprehensive Workplace Violence Prevention Plan (WVPP) for nearly all employers in California. The law took effect on July 1, 2024, with the enforcement of the requirements falling under the jurisdiction of California’s Division of Occupational Safety and Health (Cal/OSHA). Employers are required to establish, implement and maintain an effective written WVPP that is specific to the hazards and correction measures for each work area. Although the city addresses workplace violence prevention in its Employee Handbook, the Plan needed to be updated to be in compliance with the requirements of SB553.
The Plan must include:
Responsible Personnel: Designate individuals responsible for the WVPP, recommending more than one person for this role.
Employee Input and Enforcement: Develop procedures for
obtaining input from employees on the plan and its
enforcement.
Training Procedures: Establish comprehensive training
procedures covering all aspects of the WVPP.
Incident Reporting: Create procedures for reporting both potential and actual workplace violence incidents.
Incident Investigation: Implement procedures for investigating potential workplace violence incidents and issues.
Plan Implementation: Set procedures for the plan’s
implementation, including periodic inspections, annual reviews, and ensuring comprehensive training for all employees.
Anti-Retaliation Clause: Incorporate an anti-retaliation clause to protect employees who report workplace violence.
Role Coordination: Develop procedures for coordinating roles between supervisors and management.
Interdepartmental Communication: Establish communication
SUSANVILLE CITY COUNCIL AGENDA ITEM
82 procedures between departments or shifts, as necessary for specific job positions.
Training Development: Focus on developing effective training procedures.
Risk Identification: Identify environmental and other risk factors, including considerations for contingent workers, temporary staff, and remote employees.
Risk Evaluation and Control Development: Create procedures for evaluating specific work-related risks (e.g., customer interactions, security roles) and developing appropriate controls, including engineering, administrative, and personal protective equipment.
Recordkeeping: Implement procedures for maintaining records, including workplace violence incident logs.
Post-Incident Response and Investigation: Establish emergency response procedures and investigation protocols for incidents that occur.
Staff, with the assistance of the City Attorney and David Patzer, of DFK Solutions, have completed the update of the City's Workplace Violence Prevention Plan.
FISCAL IMPACT: None.
ACTION REQUESTED: Consider Resolution No. 25-6395, Adoption of Workplace Violence Prevention Program and Policy as required by SB553.
ATTACHMENTS:
25-6395 WVPP.pdf
2025 Workplace Violence Prevention Policy.pdf
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28 RESOLUTION NO. 25-6395
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SUSANVILLE ADOPTING THE CITY OF SUSANVILLE’S WORKPLACE VIOLENCE PREVENTION PLAN AS REQUIRED BY SB553
WHEREAS, workplace violence poses a risk to the safety and well-being of employees and visitors; and
WHEREAS, Senate Bill 553 mandates the implementation of a workplace violence prevention plan to mitigate these risks; and
WHEREAS, the purpose of this plan is to create a safe and secure workplace environment by preventing incidents of violence; and
WHEREAS, the city of Susanville is committed to providing a workplace free from violence, threats of violence, and intimidation; and
WHEREAS, a risk assessment will be conducted annually, or as necessary, to identify potential hazards; and
WHEREAS, preventative measures will be implemented to minimize said hazards; and WHEREAS, protocols will be established for responding to incidents including emergency response procedures, victim support and disciplinary action where necessary; and WHEREAS, this plan will be reviewed annually, and employees will be trained upon hire and annually thereafter.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Susanville hereby adopts the city of Susanville’s updated Workplace Violence Prevention Plan as required by SB553.
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 15th day of January 2025, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
_____________________________
Heidi Whitlock, City Clerk
APPROVED AS TO FORM:_____________________________
Margaret Long, City Attorney
84 City of Susanville
Workplace Violence Prevention Policy
Scope: Citywide
Policy Contact:
City Clerk
(530) 252-5103
[email protected]
Table of Contents
I. INTRODUCTION 3
II. DEFINITIONS 3
Ill. RESPONSIBILITY 4
IV. EMPLOYEE ACTIVE INVOLVEMENT 4
V. COMMUNICATION WITH EMPLOYEES 4
VI. EMPLOYEE COMPLIANCE 5
VII. COORDINATION WITH OTHER EMPLOYERS 5
VIII. TYPES OF WORKPLACE VIOLENCE 6
IX. WORKPLACE VIOLENCE HAZARD INDENTIFICATION AND EVALUATIO 6 X. REPORTING 8
XI. WORKPLACE VIOLENCE HAZARD CORRECTION 8
XIV. PROCEDURES FOR POST INCIDENT RESPONSE AND INVESTIGATION 9 XV. DISCIPLINARY ACTION 10
XVI. TRAINING 10
XVII. RECORD KEEPING & REVIEW 10
ACKNOWLEDGEMENT OF RECEIPT AND UNDERSTANDING OF POLICY FOR WORKPLACE VIOLENCE PREVENTION .........................................................•.................................................. 12 Workplace Violence Incident Log Form 13
Workplace Violence Incident Report Form 15
1JPage
85 Workplace Violence Prevention Policy
Adopted by Resolution Number: XX-XXXX on XX XX, XXXX
Effective Date: Upon adoption
Policy Review Schedule: Annually as required by SB553 6401.9 Requirements 21Page
86 CITY OF SUSANVILLE
WORKPLACE VIOLENCE PREVENTION POLICY
I. INTRODUCTION
Workplace violence is defined as a spectrum of behaviors - including overt acts of violence, threats, and other conduct - that generates a reasonable concern for safety from violence, where a nexus exists between the behavior and the physical safety of employees and others on-site, or off-site when related to the city.
The intent of this policy is to provide the city of Susanville's position on workplace violence, threats, intimidation, and associated factors; and, to provide a systematic approach to the prevention, assessment, investigation, and mitigation of these issues.
The city of Susanville seeks to provide a safe and secure working environment for all city employees, contractors, visitors, and guests, free from any acts or threats of physical violence, harassment, intimidation, or other threatening and disruptive behavior. The city will investigate and, when applicable, work to remedy all reports of violent acts and factors associated with workplace violence. All employees, contractors, and visitors shall be encouraged to report all observed, known or suspected workplace violence or indicators of violence to their supervisor, department head, or to a member of the Human Resources team.
II. DEFINITIONS
Emergency: Unanticipated circumstances that can be life threatening or pose a risk of significant injuries to employees or other persons.
Intimidation: Is intentional behavior that "would cause a person of ordinary sensibilities" to fear injury or harm. It is not necessary to prove that the behavior was so violent as to cause terror or that the victim was frightened.
Log: The violent incident log required by Labor Code Section 6401.9.
Plan: The workplace violence prevention plan required by LC Section 6401.9.
Serious iniury or illness: Any injury or illness occurring in a place of employment or in connection with any employment that requires inpatient hospitalization for other than medical observation or diagnostic testing, or in which an employee suffers an amputation, the loss of an eye, or any serious degree of permanent disfigurement, but does not include any injury or illness or death caused by an accident on a public street or highway, unless the accident occurred in a construction zone.
Threat of Violence: means any verbal or written statement, including, but not limited to, texts, electronic messages, social media messages, or other online posts, or any behavioral or physical conduct that causes a person to fear for his or her safety because there is a reasonable possibility the person might be physically injured, and that serves no legitimate purpose.
Workplace Violence: includes, but not limited to, the threat or use of physical force against an employee that results in, or has a high likelihood of resulting in, injury, psychological trauma, or stress, regardless of whether the employee sustains an injury, or an incident involving a threat or use of a firearm or other dangerous weapon, including the use of common objects as weapons, regardless of whether the employee sustains an injury (See also Section V. Types of Workplace Violence). The term workplace violence shall not include lawful acts of self-defense of others.
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87 III. RESPONSIBILITY
All department heads, including the city manager, city clerk, economic development director, finance director, public works director, and public safety chief, as well as all supervisors, are designated as the Workplace Violence Prevention Policy (WVPP) administrators for their respective departments and are responsible for implementing and maintaining this program's provisions for their respective departments within the city of Susanville. They shall develop a system to communicate with and answer questions from employees under their responsibility about the Workplace Violence Policy and ensure that a copy of the policy is available in every work location. All employees are responsible for following the policy and reporting any violations to department heads or supervisors immediately.
City employees are not encouraged to intervene in a violent situation or place themselves in danger and are authorized to use their best judgment when confronted with an immediate threat of harm or risk to safety, health and security and call 9 I I. When the threat potential is not immediate, the investigation process will begin.
Supervisors shall be trained to recognize the signs of employees needing assistance or showing signs of anger management issues and provide information about the Employee Assistance Program or Law Enforcement Assistance Program (EAP and LEAP).
IV. EMPLOYEE ACTIVE INVOLVEMENT
The city of Susanville ensures that department heads and supervisors will work with and allow employees to participate in:
• Identifying, evaluating, and determining corrective measures to prevent workplace violence.
Department heads will schedule monthly safety meetings with department employees to discuss identification of workplace violence related concerns/hazards, evaluate those hazards and/or concerns, and how to correct them. Department heads may appoint a designee to schedule and execute said safety meetings. These meetings could involve brainstorming sessions, discussions of recent incidents, and reviews of safety procedures.
• Designing and implementing training. Employees are encouraged to participate in the design and implementation of training programs and their suggestions are incorporated into the training materials.
• Reporting and investigating workplace violence incidents. • Department heads will ensure that all workplace violence policies and procedures within this written plan are clearly communicated and understood by all employees. Department heads and supervisors will enforce the rules fairly and uniformly. • All employees will follow all workplace violence prevention plan directives, policies, and procedures, and assist in maintaining a safe work environment.
V. COMMUNICATION WITH EMPLOYEES
The city of Susanville recognizes that open, two-way communication between department heads, supervisors and staff about workplace violence issues is essential to a safe and productive workplace. The 41Page
88 following communication system is designed to facilitate a continuous flow of workplace violence prevention information between department heads, supervisors and staff in a form that is readily understandable by all employees, and consists of one or more of the following:
• New employee orientation includes workplace violence prevention policies and procedures. • Workplace violence prevention training programs
• Effective communication between employees and supervisors about workplace violence prevention and violence concerns to include:
o Workplace violence prevention information posted within each department. o How employees can report a violent incident, threat, or other workplace violence concern to employer or law enforcement without fear of reprisal or adverse action • Employees can anonymously report a violent incident, threat, or other violence concern
• Emergency Response
° Call 911
0 Supervisors to alert direct reports of the presences, location, and nature of the emergency.
o Employees will not be prevented from accessing their mobile or other communication devices to seek emergency assistance, assess the safety of a situation, or communicate with a person to verify safety. Employees' concerns will be investigated in a timely manner, and they will be informed of the results of the investigation and any corrective actions to be taken. Results of the investigation will be available for employee review upon written request to their department head via email or other written form of communication.
VI. EMPLOYEE COMPLIANCE
This policy ensures that employees comply with the rules and work practices that are designed to make the workplace more secure, and do not engage in threats or physical actions which create a security hazard for others in the workplace, include at a minimum:
• Training employees, supervisors, and managers in the provisions of the city of Susanville's Workplace Violence Prevention Plan (WVPP)
• Provide training to employees whose safety performance is deficient with the WVPP • Discipline employees for failure to comply with the WVPP as outlined in the city's Employee Manual.
VII. COORDINATION WITH OTHER EMPLOYERS
Should the city of Susanville become a multiemployer worksite, the following effective procedures to coordinate its plan with other employers will be implemented to ensure that those employers and employees understand their roles, as provided in the plan.
• All employees will be trained in workplace violence prevention. • Workplace violence incidents involving any employee are reported, investigated, and recorded. • The city of Susanville will ensure that, if its employees experience any workplace violence incident, the city of Susanville will record the information in a violent incident log and shall also provide a copy of that log to the controlling employer. 51Page
89 VIII. TYPES OF WORKPLACE VIOLENCE
Type I: Criminal Intent - The perpetrator has no legitimate relationship to the city and is usually committing a crime in conjunction with the violence. These crimes can include robbery, shoplifting, trespassing, and terrorism.
Type II: Customers/Clients/Patients - The perpetrator has a legitimate relationship with the city and becomes violent while being served by the city. This category includes customers, clients, interns, and other groups for which the city provides services.
Type III: Co-Worker - The perpetrator is an employee or past employee who attacks or threatens another employee(s) or past employee (s) in the workplace.
Type IV: Personal - The perpetrator usually does not have a relationship with the city but has a personal relationship with the intended victim. This category includes victims of domestic violence assaulted or threatened while at work.
IX. WORKPLACE VIOLENCE HAZARD INDENTIFICATION AND EVALUATION The following policies and procedures are established and required to be conducted by the city of Susanville to ensure that workplace violence hazards are identified and evaluated:
• Inspections shall be conducted when the plan is first established, after each workplace violence incident, and whenever the employer is made aware of a new or previously unrecognized hazard. • Review all submitted/reported concerns of potential hazards as received.
Periodic Inspections
Periodic inspections of workplace violence hazards will identify unsafe conditions and work practices. This may require assessment for more than one type of workplace violence. Periodic inspections shall be conducted by each department head or designee and will include the following:
• The exterior and interior of the workplace for its attractiveness to robbers • The need for violence surveillance measures, such as mirrors and cameras • Procedures for employee response during a robbery or other criminal act • Procedures for reporting suspicious persons or activities • Whether employees have effective escape routes from the workplace or a designated safe area • How well the city's management and employees communicate with each other. • Access to and freedom of movement within the workplace by non-employees, including recently discharged employees or persons with whom one of our employees is having a dispute
• Frequency and severity of employee's reports of physical or verbal abuse by managers, supervisors, or other employees
• Any prior violent acts, threats of physical violence, verbal abuse, property damage or other signs of strain or pressure in the workplace.
Risk Factors
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90 Risk factors are the ecological and personal features in an individual's life than increase the statistical probability of the individual engaging in violent behavior. Risk factors and behavior include but are not limited to:
• Family History:
o Divorce and/ or domestic violence
o Substance abuse or dependence
o Emotional, physical, and sexual abuse
• Mental Health Factors:
o Suicidal/ Homicidal
o Real or perceived loss/ grief
o Other mental health issues
• Criminal Background:
o Past (non)violent acts/ crimes
o Police contacts
o Probation/ incarceration
• Social Factors:
o Institutionalization
o Foster care
o Homelessness
• Environmental/ Situational Factors:
o Inconsistent implementation of policies and/ or other discipline o Real or perceived demeaning and oppressive treatment
o Lack of adequate security
• Precipitating Event:
o Victim of bullying, teasing or humiliation
o Loss of personal relationship or rejection
o Personal failure
o Problems with Current/ Past Employment
o Long or frequent periods of unemployment
o Numerous occasions of being fired
o Serious conflicts with fellow employees or bosses
Many individuals exhibit warning signs yet pose no immediate danger to themselves or others. It is important to recognize patterns of behavior or combinations of warning signs that indicate the need for further assessment. Many of these are present in non-violent individuals, and there is evidence that some violence-prone individuals demonstrate non-evidence of these signs. However, observations and feedback will be helpful in the investigation and resolution of potential violent incidents upon the review of designated individuals. Employees should report their observation or suspicion of violent thought or behavior to supervisors, department heads, or human resources. • Verbal Cues:
o Direct and indirect threats against themselves or others o Expresses a wish to kill, a wish to be killed, or a wish to die o Threatens or brags about bringing a weapon to work
o Threating/ harassing phone calls or e-mails
o Hopeless statements
• Behavioral or Physical Clues:
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91 o Inappropriate weapons possession or use
o Drawings and other creative outlets with persistent or intense violent themes o Identifiable violent tattoos or attire
o Short-fused, loss of emotional control
o Deteriorating physical appearance and self-care
o Isolating and withdrawn
o Signs or history of substance use/ abuse/ dependence
o Signs of depression/ severe mood swings
• Bizarre Thoughts:
o Persecutory delusions with self as victim
o Paranoid
o Grandiose delusions that involve power, control, or destruction o Significantly deteriorated thought processes
• Obsessions:
o Self as victim of an individual
o Grudges and resentments
o Object of desire
o Perceived injustice, humiliation disrespect
o Narrow focus- "sees no way out" - tunnel vision
o Historically violent figures
X. REPORTING
1. Immediate Threats
o All immediate threats of violence, whether to employees or the public, must be reported to local law enforcement by calling 911.
2. Immediate Supervisor
o Employees shall be encouraged to report workplace violence incidents to their immediate supervisor, without fear of retaliation.
o Retaliation toward employees, vendors and contractors who make good faith reports under this policy is forbidden. However, protection from retaliation does not extend immunity for any complicity in the matters thar are the subject of the allegations. o In cases where an employee does not feel comfortable reporting to their immediate supervisor, employees should be encouraged to report to any supervisor or department head. o It is the responsibility of such supervisor or department head to document and report violations using the "Workplace Violence Incident Report Form." (See Attachment A)
3. Workplace Violence Incident Report Form
o Employees shall be encouraged to report workplace violence using the "Workplace Violence Incident Report Form"
o Incident Reports should be forwarded to the City Clerk at [email protected] or call (530) 252-5103 or may be submitted anonymously to the drop box outside the City Clerk's office.
XI. WORKPLACE VIOLENCE HAZARD CORRECTION
Workplace violence hazards will be evaluated and corrected in a timely manner. The city will implement the following effective procedures to correct workplace violence hazards that are identified:
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92 • If an imminent workplace hazard exists that cannot be immediately abated without endangering employee(s), all exposed employee(s) will be removed from the situation except those necessary to correct the existing condition. The use of city employee personnel deemed necessary to correct the hazardous condition will be provided with the necessary protective equipment as it relates to the workplace hazard. Coordination with the city of Susanville Police and Fire Department to abate these efforts and obtain necessary equipment or supplies should be coordinated between department heads or those department's safety designee.
• All corrective actions taken will be documented and dated on the appropriate forms. • Corrective measures for workplace violence hazards will be specific to a given work area/ department.
Examples of corrective measures:
o Improved lighting around the workplace
o Posting signs regarding cash on the premises and that cameras are monitoring the facility o Utilizing cameras and mirrors to dissuade criminal activity o Provide workplace violence systems such as door locks, violence windows, physical barriers, and alarms
o Control, access to, and freedom of movement within, the workplace by non-employees, include recently discharged employees or persons with whom one of the employees is having a dispute
o Ensure employees have access to a telephone with an outside line o Increase employee awareness related to workplace violence warning signs, disciplinary and discharge procedures and prohibited practices, such as a no-weapons policy.
XIV. PROCEDURES FOR POST INCIDENT RESPONSE AND INVESTIGATION After a workplace incident, the WVPP administrator or their designee will implement the following postincident procedures:
• Visit the scene of an incident as soon as safe and practicable • Interview involved parties such as employees, witnesses, and law enforcement • Review security footage of existing cameras if applicable/possible • Examine workplace for security risk factors associated with the incident, including previous reports of inappropriate behavior by the perpetrator
• Determine cause of incident
• Take corrective action to prevent similar incidents from occurring • Record findings and ensuring corrective measures are taken • Obtain any associated police reports
• The violent incident log will be used in every workplace incident and will include information as listed on Attachment B
• Review of all previous incidents
• Offer support and resources, such as referrals to counseling services, information about the city's employee assistance program, time off if necessary.
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93 XV. DISCIPLINARY ACTION
Employees found in violation of this policy will be subject to disciplinary action including oral reprimand, written reprimand, suspension, or employment termination. An employee convicted of a violent crime or engaging while on or off-duty in behavior which violates this policy, is subject to disciplinary action.
XVI. TRAINING
The Human Resources Team will coordinate training of all department heads, supervisors, and employees on workplace violence. Training is provided upon hire, and then on an annual basis, with additional training required when new or previously unrecognized workplace violence hazards are identified, or when there are changes to the plan.
The city of Susanville will provide its employees with training and instruction on the definitions within this plan and the requirements listed below:
• The city of Susanville will provide a copy of this plan, at no cost to the employee, upon hire and when changes occur to said plan. Contact the City Clerk if other copies are needed. • How to report workplace violence incidents or concerns to the employer or law enforcement without fear of reprisal.
• Workplace violence hazards specific to the employee's positions, the corrective measures the city has implemented, how to seek assistance to prevent or respond to violence, and strategies to avoid physical harm.
• The violent incident log and how to obtain copies of records pertaining to hazard. identification, evaluation and correction, training records, and violent incident logs. • Training shall match the comprehension and language of employees and shall be interactive. • Opportunities the city has for interactive questions and answers with a person knowledgeable about the city's plan.
• City Clerk to maintain training records for WVPP for at least one year and shall be placed in the employee's personal file.
XVII. RECORD KEEPING & REVIEW
The city of Susanville will:
• Create and maintain records of workplace violence hazard identification, evaluation, and correction for at least five (5) years.
• Create and maintain training records for a minimum of one (1) year and including the following:
o Training dates
o Contents or a summary of the training sessions
o Names and qualifications of persons conducting the training o Names and job titles of all persons attending the training sessions • Maintain violent incident logs for a minimum of five (5) years • Maintain records of workplace violence incident investigations for a minimum of five (5) years. *The records shall not contain medical information per subdivision (i) of Section E of the Civil Code.
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94 • All records of workplace violence hazard identification, evaluation, and correction; training, incident logs and workplace violence incident investigations required by Labor Code Section 6401.9(f), shall be made available to Cal/OSHA upon request for examination and copying. • Each department head will be responsible for recording information on every workplace violence incident occurring within their department and providing completed records to the City Clerk.
The City Clerk will be responsible for maintaining information on each incident and will maintain said records as listed in the city's Records Retention Policy.
The effectiveness of the Workplace Violent Prevention Plan will be reviewed annually or when a deficiency is apparent. The review will cover such issues as:
I. Previous reports of workplace violence
2. Identification of new or existing hazards during the prior year and corrective measures taken.
3. Training completed, including the topics covered, delivery methods used and potential updates.
4. Security, including alarms, emergency response, and security personnel are available.
All records will be retained for a period of five (5) years, and personal identifying information omitted.
Employees are entitled to view and copy the log within fifteen (15) calendar days of a request.
The city of Susanville ensures that the WVPP plan shall be in writing and available and easily accessible to employees, authorized representatives, and representatives of Cal/OSHA. This will be accomplished by providing a printed copy of said WVPP when requested unless the employee or designated representative requests an electronic copy.
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95 ATTACHMENT A
ACKNOWLEDGEMENT OF RECEIPT AND UNDERSTANDING OF POLICY FOR
WORKPLACE VIOLENCE PREVENTION
I acknowledge that I have been given the opportunity to review the city's Policy for Workplace Violence Prevention. I have read and understand my responsibilities under the policy, and I agree to abide by it. I understand that I will be subject to discipline for violating this policy, or subject to other appropriate sanctions for failing to fulfill my responsibilities as outlined in this policy.
I understand that the policy is available for my review at any time on the city's website. Ifl have trouble accessing the policy, I will contact the City Clerk.
I understand that the city strongly encourages all individuals to use the Workplace Violence Prevention Reporting procedure described in this policy to make good faith reports of potential threats. I understand that I have a duty to cooperate with, and to answer truthfully and fully in any investigation undertaken to enforce this policy.
Print Name
Signature
Date
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96 ATTACHMENT B
Workplace Violence Incident Log Form
Section 1: Information about the individual completing the report Name:
Department:
Job Title:
Date Completed:
Section 2: Information about the incident
Date of Incident:
Time oflncident:
Location of Incident:
Classify the nature of the
location (workplace, parking
lot, area outside of the
workplace, or other area)
Section 3: Workplace violence type: (Check one box):
D Type 1 - Violence committed by a person who has no legitimate business at the workplace.
D Type 2 - Violence committed by a customer, client, patient, student, inmate, or visitor.
D Type 3 - Violence committed by a present or former employee, supervisor, or manager.
D Type 4 - Violence committed by a nonworker with a personal relationship with the employee.
Classify the type of person committing the violence ( e.g., customer/client or their family member, coworker, spouse, parent, or other family member or stranger with criminal intent):
Section 4: Type of incident (Check all boxes that apply):
D Physical attack without a weapon (e.g., punching, kicking, spitting, biting, choking, grabbing, or pushing).
D Attack with a weapon or other object ( e.g., firearm or knife) D Threat of physical force or use of weapon or other object.
D Sexual assault or threat of sexual assault ( e.g., rape, attempted rape, or physical display).
D Other: ----------------------------------
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97 Section 5: Describe incident in detail (use additional sheets as needed):
Note: The description must include classification of circumstances including, but not limited to, whether the employee was completing usual job duties working in poorly lit areas, rushed in their duties, working during a low staffing level, isolated or alone, unable to get assistance, working in a community setting, or working in a new or unfamiliar location.
Section 6: List witnesses of incident:
Section 7: Acknowledgement Signatures
Signature of Employee: Date: _
Signature of Supervisor: Date: --------------------- -------- Signature of City Clerk: Date: _
Signature of City Manager: Date:
-------------------- ---------
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98 ATTACHMENT C
Workplace Violence Incident Report Form
PART II - INVESTIGATION
Review of Violence Incident Log to ensure the following information is provided:
• Date, time, location of the incident
• Workplace violence type
• Detailed description of incident
• Classification of who committed the violence (include client, customer, family, friend, etc.) • Classification of circumstances (normal setting, poorly lit areas, low staffing levels, unable to get assistance, new location, etc.)
• Classification of where incident occurred (workplace, parking lot, other) • Type of incident including, but not limited to, whether any of the following occurred:
o Physical attack without weapon (biting, choking, grabbing, hair pulling, etc.) o Attack with weapon or object (firearm, knife, other)
o Threat of physical force or threat of weapon
o Sexual assault or threat of (rape, attempted rape, physical display, or unwanted verbal conduct)
o Animal attack
o Other
• Consequences of the incident including, but not limited to:
o Whether police were contacted
o Actions taken to protect employees from continuing threat o Information about the person completing the log
o Reviewing all previous incidents
* Ensure that no personal identifying information is recorded or documented in the written investigative report. This includes information which could reveal identification of any person involved in a violent incident, such as the persons name, address, email, phone number, social security number, or other information that, alone or in combination with other publicly available information, reveals the persons identity.
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100
Process diagram:
SUPERVISOR PLAN OF .ACT.ION FOR
THREAT BY EMPLOYEE
SUPERVISOR IS
AWARE OF INCIDENT Is there a likelihood of
DIAL911
Supervisor asses
incident and takes
immediate act.ion if
necessary.
Does the incident
constitute a threat?
Evacuate f.acHlty or shelter In
place, If :necessa·ry.
1. Notify the Department Head
2. Notify the City Clerk
3. Investigate and document incident
Complete and submit a Violent Incident Report to the City Clerk via mail within 24-hours of the incident.
INVESTIGATE AND
DOCUMENT
INCIDENT.
AS REQUIRED, PARTICIPATE IN DEVELOPING AND ENFORCING CORRECTIVE ACTION/TRAINING AS DETERMINED BY MANAGEMENT.
101
Process diagram:
SUPERVISOR PLAN OF ACTION FOR
THREAT BY CITIZEN
SUPERVISOR IS
AWARE OF INCIDENT. Is there a likelihood of
Supervisor assesses
incident and takes
immediate action if
necessary.
1.0rder the indivldual(s) to leave
the facility
2. If In the field/private property,
.city employee(s) must leave
immediately.
Did the lndivldual(s)
Does the incident
constitute a threat?
DI.AL911
Evacuate faciJlty or shelter In
place, it necessary.
Direct Police Depa.rtment to
remove the individual(s).
Report incident to
Police Depart.ment at
non-emergency
number 530-257-56·03
INVESTIGATE AND
DOCUMENT
INCIDENT.
1. Notify the Department Head
2. Notify the City Clerk
3. lnvest.igate and document incident
Complete and submit a Violent Incident Report to the City Clerk via email within 24-hours of the incident.
AS REQUIRED. PARTICIPATE IN DEVELOPING AND ENFORCING CORRECTIVE ACTION/TRAINING AS DETERMINED BY MANAGEMENT.
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AGENDA ITEM NO. 9.D
Action Item
Submitted By: Jolene Arredondo, Administrative Services Action Date: January 15, 2025
SUBJECT: Consider Resolution No. 25-6399, authorizing the City Manager to execute Addendum #2 to the Managed IT Services Partner
Agreement between the City of Susanville and Computer Logistics Corporation
PRESENTED BY: Jolene Arredondo, Assistant to the City Manager SUMMARY: In recent years, the City of Susanville has experienced a growing reliance on technology for various administrative, operational, and public service functions. From maintaining essential records to facilitating communication channels, our dependence on IT systems has become integral to the smooth functioning of municipal services.
As we continue to advance in the digital age, efficient and secure information technology infrastructure is fundamental to the success and functionality of local government operations. The City has utilized Computer Logistics for managed IT services since 2010 and in 2023 extended the agreement with Computer Logistics for continued managed IT services. Staff was notified by Computer Logistics that there is a need to upgrade the endpoint security solution to Microsoft Defender for Endpoint from current Webroot Anti-Virus. Microsoft Defender helps protect endpoints from malicious actors and exploits.
Cybercriminals target endpoints because they are doorways to corporate data and by nature vulnerable to attack. Upgrading allows greater protection from attacks as the workforce becomes more distributed, with office-based, remote, and various city site locations.
Endpoint security includes City desktops, laptops, and city issued cell phone security.
This upgrade is an increase of $252.00 per month based on the City's current 84 endpoints at $3.00 per endpoint. The monthly Computer Logistics agreement is distributed amongst the city's departments through the cost allocation plan. The current agreement for the 24/25 FY is $69,205; approval of adding Microsoft Defender for Endpoint will increase the agreement amount for the 24/25 FY by $1,512 ($252.00/mo for 6 months) increasing the FY contract amount to $70,717.
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FISCAL IMPACT: Monthly increase to agreement of $252.00 distributed amongst each department based on users; distributed through cost allocation formula.
ACTION REQUESTED: Motion to approve Resolution No. 25-6399, authorizing the City Manager to execute Addendum #2 to the Managed IT Services Partner Agreement between the City of Susanville and Computer Logistics Corporation
ATTACHMENTS:
25-6399.pdf
City of Susanville Partner Agreement Addendum II 121524.pdf 104
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RESOLUTION NO. 25-6399
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SUSANVILLE AUTHORIZING THE CITY MANAGER TO EXECUTE ADDENDUM NO. 2 TO THE
MANAGED IT SERVICES PARTNER AGREEMENT WITH COMPUTER LOGISTICS AND
AUTHORIZES THE FINANCE DIRECTOR TO ADJUST THE BUDGET AS NECESSARY WHEREAS, the City of Susanville relies on technology for various administrative, operational, and public service functions; and
WHEREAS, IT management services play a vital role in safeguarding sensitive information and ensuring compliance with data protection regulations; and WHEREAS, the City of Susanville has used Computer Logistics for IT management and IT support services for over 10 years; and
WHEREAS, Computer Logistics has notified the city that current Webroot Antivirus is not meeting the security needs for city operations and increased security is needed for continued safety and security of data and information operations for the City of Susanville; and WHEREAS, Computer Logistics has conducted thorough product research for the appropriate endpoint security software for municipalities and has identified Microsoft Defender is efficient and will adequately meet the city’s needs.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Susanville that the City Manager is hereby authorized to execute the Partner Agreement Addendum No. 2 and the Finance Director is authorized to increase the 2024/2025 fiscal budget as necessary to accommodate the agreement increase for the remainder of the 2024/2025 fiscal year.
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 15th day of January 2025, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
_____________________________
Heidi Whitlock, City Clerk
APPROVED AS TO FORM:_____________________________
Margaret Long, City Attorney
105
Contract Addendum II (herein referred to as the ‘Agreement’) is entered into on the 1st day of January month of 2025 (‘Effective Date’) between:
City of Susanville 66 North Lassen Street, Susanville, CA 96130 and Computer Logistics 1135 Pine St., Ste 202, Redding, CA 96001 who may be collectively referred to as ‘the Parties’ or generally as ‘Party.’ WHEREAS Parties entered into a contract titled Resolution Number 19-5676 on the 15th day of July of 2019 (herein referred to as ‘Contract’) for purposes of Managed IT Services.
WHEREAS Parties mutually desire to amend the previously entered into the Agreement to achieve the purpose of the Agreement pursuant to the terms and conditions as set forth in the Agreement.
WHEREAS this Agreement is the first amendment to the Agreement and the most recent update to the Agreement.
IN CONSIDERATION OF the mutual promises herein, the Parties agree to amend their obligations in the existing Contract and fulfill the terms and conditions as listed below:
Amendments
Exhibit A attached to this Agreement represents the original provisions of the Contract that Parties mutually wish to amend. Parties agree that upon the Effective Date of this Agreement, Exhibit A provisions shall be unenforceable and deleted from the Contract in their entirety.
Exhibit C attached to this Agreement shall the provisions of the Contract as set forth in Exhibit A on the Effective Date of this Agreement. The provisions in Exhibit C shall remain in full force and effect until an additional addendum is drafted and signed, or the Contract is terminated.
No other change
Except as explicitly provided for in this Agreement, the remaining provisions, covenants, terms, and conditions of the Contract shall remain in full force and effect. No other change shall be permitted to the Contract or this Agreement unless Parties agree upon future amendments as described in the Future Amendments clause.
Future amendments
Parties may, upon their mutual agreement and discretion, choose to amend the Contract and this Agreement with a separate signed addendum. All prior addendums shall remain in full force and effect unless the new addendum explicitly invalidates the prior addendums.
Termination
Parties may, upon their mutual agreement and discretion, choose to amend the Contract and this Agreement, Parties must abide by the termination clause in the Contract.
Contract Addendum: Addendum II
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compulog.com Managed IT Services Partner Agreement | City of Susanville Page | 2 Governing law
This Agreement shall be governed by the laws of the State of California. All suits or other legal action shall be construed in accordance with the laws of California and excluded from the laws of any other forum.
Provider Client
Computer Logistics
1135 Pine Street, Ste 202
Redding, CA 96001
City of Susanville
66 North Lassen Street
Susanville, CA 96130
Signed: Signed:
Name: Bob Andrews Name: Dan Newton
Title: CEO Title: City Manager
Date: January 1, 2025 Date:
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compulog.com Managed IT Services Partner Agreement | City of Susanville Page | 3
Exhibit C
City of Susanville and City Administrator approve and authorize to upgrade the current endpoint security solution to Microsoft Defender for Endpoint from current solution Webroot Anti-Virus. To commence January 1, 2025, w/ 84 endpoints @ $3 per endpoint.
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AGENDA ITEM NO. 9.E
Action Item
Submitted By: Tamra Spade, Economic Development
Action Date: January 15, 2025
SUBJECT: Consider Resolution No. 25-6397, Authorizing the City Manager to execute an agreement between the City of Susanville (City) and Beacon Economics for consulting services to develop an Economic Development Strategic Plan.
PRESENTED BY: Tamra Spade, Economic Development Director SUMMARY:
The City of Susanville recognizes the need for an Economic Development Strategic Plan to establish a clear vision for our economic future and create a practical roadmap to achieve it. This plan, rooted in data-driven analysis, community engagement, and comprehensive narrative descriptions, will offer actionable recommendations to guide our city's economic growth and development. By incorporating community input and thorough analysis, the plan will identify opportunities, address challenges, and set clear goals to foster a vibrant and resilient local economy.
Partnering with Beacon Economics ensures that Susanville can strategically align its resources to attract investment, support local businesses, and enhance the quality of life for all residents. This strategic framework will provide the direction, focus, and tools necessary for Susanville to confidently navigate its economic future.
In August, a Request for Qualifications (RFQ) was issued with a submission deadline of August 19, 2024. Following a thorough review and multiple interviews with the top three candidates, the City Manager and Economic Development Director selected Beacon Economics to advance in the process. As stipulated by the procurement policy, contracts exceeding $25,000 require City Council approval. Upon approval, the City Manager will be authorized to execute the agreement.
The proposed scope of work for the development of the Economic Development Strategic Plan is attached for review.
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FISCAL IMPACT: $32,000 for consulting services will come from the General Fund with costs allocated to professional services to provide the development of the Strategic Plan.
ACTION REQUESTED: Motion to approve Resolution No. 25-6397, Authorizing the City Manager to execute an agreement between the City of Susanville (City) and Beacon Economics for consulting services to develop an Economic Development Strategic Plan.
ATTACHMENTS:
25-6397.pdf
Beacon Work Scope.docx
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RESOLUTION NO. 25-6397
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SUSANVILLE
AUTHORIZING THE CITY MANAGER TO EXECUTE AN AGREEMENT WITH
BEACON ECONOMICS FOR CONSULTING SERVICES TO DEVELOP A
COMPREHENSIVE ECONOMIC DEVELOPMENT STATEGIC PLAN
WHEREAS, the City of Susanville economic development strategic plan relies on data, quantitative analysis, community outreach and detailed narrative descriptions to provide ultimate goals, and deliver a strategic plan with actionable recommendations; and WHEREAS, Beacon Economics serves private and public organizations nationwide providing comprehensive economic development strategies, workforce development strategies, market analyses, and advisory services; and WHEREAS, the City Council of the City of Susanville has received, reviewed, and approved the proposed agreement.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Susanville hereby authorizes the City Manager to execute an agreement with Beacon Economics for consulting services to develop a comprehensive economic development strategic plan.
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 15th day of January 2025, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
_____________________________
Heidi Whitlock, City Clerk
APPROVED AS TO FORM:_____________________________
Margaret Long, City Attorney
111
EXHIBIT A
SERVICES TO BE PROVIDED BY CONTRACTOR
Part 1: Blueprint for Creating an Economic Development Plan Beacon's initial phase of the study will undertake a demographic and economic analysis the city of Susanville. The objective of this analysis is to acquire a understanding of the local economic conditions, pinpointing strengths, opportunities, and challenges. This will inform the Economic Development Committee's goals and the subsequent economic strategy report. The analysis will utilize readily available data from trusted sources and may incorporate proprietary data as necessary. While we strive to conduct a detailed study, the scope of our analysis may be constrained by the availability of data at city level. We will utilize the best available resources.
Task 1.1: Kickoff and Initial Alignment Call
To initiate our economic development strategy effectively, we will begin with a comprehensive kickoff meeting involving key stakeholders from Susanville City. This session will serve to clarify the scope and objectives of the economic analysis, ensuring alignment on the priorities and expected outcomes. By fostering a mutual understanding from the outset, we aim to optimize resource use and focus our efforts on areas with the highest impact potential.
Task 1.2: Current Economic Landscape
Following our initial alignment, our analysis will delve deep into the current economic conditions of Susanville. Given the availability of data and the size of Susanville City, we will utilize county data to derive insights for Susanville when city-level data is not accessible. This analysis may include:
Employment and Industry Analysis: We will examine employment trends across key sectors within the last decade to identify growth patterns and areas of decline. This sector-specific insight will highlight industries that are critical to Susanville’s economic health and those that require strategic interventions for revitalization or transformation.
Demographic and Labor Force Dynamics: Our demographic analysis will focus on shifts in the population and workforce characteristics, such as educational attainment, age distribution, and other relevant demographic factors.
Understanding these dynamics is crucial for tailoring workforce development programs and ensuring that our labor force meets future industry needs. Real Estate Market Conditions: A thorough analysis of both residential and commercial real estate markets will help us understand current dynamics and forecast future trends. This assessment will be crucial for identifying opportunities for real estate development and addressing potential gaps in housing and commercial spaces necessary for economic growth.
Commuting Patterns and Housing Trends: We will explore how commuting behaviors impact local housing markets and identify subregional trends that could influence future urban planning and development strategies. 112
Comparative Analysis: To contextualize Susanville’s data, we will compare it against State and the County, enhancing our understanding of its relative position and potential strategies.
Outcomes of Part 1:
The findings from this comprehensive economic landscape analysis will be compiled into a report for the Economic Development Committee. This report will not only highlight key economic drivers and challenges but also set the stage for the subsequent SWOT analysis in Part 2. It will include visual aids such as charts and graphs to illustrate trends clearly and effectively, facilitating informed discussions during community engagement sessions. These sessions will be pivotal in shaping the strategic goals that will guide Susanville’s economic development efforts moving forward.
Part 2: Economic Development Strategic Plan
Task 2.1: SWOT Analysis
The second phase of our project will begin with a comprehensive SWOT analysis, leveraging the data and insights gathered from Part 1. This analysis will systematically uncover Susanville's Strengths, Weaknesses, Opportunities, and Threats, providing a clear framework to inform our strategic economic development initiatives. By identifying these critical elements, we will be able to build upon the city's inherent advantages while addressing any significant challenges that could impede long-term growth.
Task 2.2: Stakeholder Involvement
To ensure the strategic plan is representative of all community perspectives, we will engage stakeholders in one structured focus group discussion. This group will involve diverse community members, whose insights will be invaluable in refining the city's vision for economic development.
Additionally, to complement these perspectives, we will distribute a detailed questionnaire to both City Council members and community representatives. This survey will allow participants to provide their input privately, ensuring a breadth of individual opinions are considered.
These discussions are essential for validating our SWOT analysis and aligning the strategic plan with community expectations and needs. The focus group will take place in an online meeting and be no more than 2 hours in length. A digital survey will accompany the meetings, or stand in pace in some cases, to provide additional opportunities for feedback.
Building a Comprehensive Strategy
Leveraging insights from the SWOT analysis and stakeholder discussions, we will develop a comprehensive report that will serve as a pivotal tool in defining and 113
prioritizing strategic goals and action plans. This report will guide the city of Susanville toward achieving sustainable economic development.
Report Components:
Summary Background (Based on Task 1): This section will recap the demographic and economic analyses conducted in the initial phase of our study, providing a solid foundation for the strategic discussions that follow. Vision and SWOT Analysis: Here, we will outline the city’s vision as refined through community feedback, coupled with a detailed SWOT analysis that highlights Susanville’s strengths, weaknesses, opportunities, and threats.
By incorporating these elements, the report will not only detail the current economic landscape but also pave the way for targeted economic strategies that are responsive to both emerging challenges and opportunities.
Final Presentation and Report:
The report will be accessible and engaging for all stakeholders. The final document will incorporate graphical elements and clear, concise language to facilitate ease of understanding and implementation. A comprehensive presentation of the final report will be delivered via Zoom or Teams to stakeholders, with time allocated for discussion and feedback.
If an in-person presentation is requested, an additional fee of $3000 plus travel expenses will be billed post-event.
If an ADA-compliant professional design of the final document is requested, an additional fee of $3000-$4000 is estimated, and can be billed after the document is delivered.
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AGENDA ITEM NO. 9.F
Discussion Item
Submitted By: Dan Newton, Administrative Services
Action Date: January 15, 2025
SUBJECT: Citywide Strategic Planning Introduction
PRESENTED BY: Dan Newton, City Manager
SUMMARY:
Strategic planning is a way to help an organization succeed by making sure plans, resources, and results match what the community needs. The City of Susanville offers many services, from public safety to parks and recreation, but sometimes it tries to do more than it has the resources to handle. This is why it is important to decide what is most necessary and focus on that.
Planning starts with figuring out what services the City should provide and creating a mission and vision. The mission explains what the City stands for, and the vision describes its hopes for the future. The statements help the City Council and staff set clear goals and make decisions. A good strategic plan ensures that projects are chosen because they fit these goals and can be done well with the resources available.
Warren Buffet once said, “The difference between successful people and really successful people is that really successful people say no to almost everything.” A strong plan helps City leaders know when to say yes to an idea and when to say no, so they can focus on what matters most.
Good strategic planning helps leaders make better decisions, use resources wisely, stay accountable, and create positive results for the community. Input from residents will help ensure the creation of strong mission and vision statements and set clear goals.
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By using a clear strategic planning process, the City of Susanville can manage its services better, reach its goals, and improve life for residents and visitors.
Staff is proposing to start the strategic planning process by discussing the City's mission statement, explaining its importance and purpose, and sharing examples from other cities. The City Council's input will guide staff as they develop draft mission and vision statements to present for Council consideration. Once the mission and vision statements are established, the City will begin setting goals and objectives. This will likely involve multiple drafts and revisions. While the process may be clunky and require discussions at multiple meetings, it will allow for growth and help refine our goals and objectives.
Toward the end of the process, we may identify a need to bring in a consultant to evaluate our resource capacity for project implementation. This information will be critical for the City to establish its priorities and select projects to implement.
FISCAL IMPACT: None at this time.
ACTION REQUESTED: Provide direction to staff
ATTACHMENTS:
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AGENDA ITEM NO. 9.G
Action Item
Submitted By: Tamra Spade, Economic Development
Action Date: January 15, 2025
SUBJECT: Consider Lassen County Transportation Commission (LCTC) request for letter of support to include in grant application package with Caltrans for their Electric Vehicle Charging infrastructure Master Plan.
PRESENTED BY: Tamra Spade, Economic Development Director SUMMARY: The Lassen County Transportation Commission (LCTC) plans to pursue funding for an Electric Vehicle (EV) Charging Infrastructure Master Plan for Lassen County. This ambitious project aims to establish a network of EV charging stations across the county to address the current shortage of public charging options, which is a significant barrier to the adoption of eco-friendly vehicles. The plan will include a comprehensive evaluation of the existing charging infrastructure and pinpoint strategic locations for new installations. By expanding the availability of EV charging facilities, this initiative will support the county's environmental goals, stimulate economic development, and enhance mobility for both residents and visitors.
Lassen County, situated on the eastern side of the Sierra Nevada Mountains, stands at a pivotal moment in its journey towards sustainable transportation and environmental responsibility. The LCTC’s proposed EV Charging Infrastructure Master Plan is designed to transform the local transportation framework, accommodating the growing shift towards electric vehicles. Addressing the current gap in EV infrastructure is essential, as it hinders the adoption of electric vehicles, affecting both the local community and tourism.
The lack of charging facilities deters tourists who increasingly rely on EVs, impacting local businesses that benefit from tourism. Without advancing its EV infrastructure, Lassen County risks falling behind neighboring regions, missing out on the economic and environmental advantages of a robust EV network.
FISCAL IMPACT: No fiscal impact.
ACTION REQUESTED: Authorize Mayor to sign letter of support.
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ATTACHMENTS:
letter request support EV infrastructure.docx
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John Clerici
Executive Secretary
Lassen County Transportation Commission
555 Capital Mall
Sacramento, CA 95814
January 15, 2025
Re: Letter of Support for the Lassen County Application for the Caltrans Sustainable Transportation Planning Grant
Dear Mr. Clerici,
On behalf of the City of Susanville, I would like to express my support for the Lassen County Sustainable Transportation Planning Grant Application to develop a plan for expanding the coordinated EV charging infrastructure in the County.
The development of an EV charging infrastructure network plan would provide a guide for smart installation of charging stations throughout the County. Having a more complete network of charging facilities and having a plan to guide that will support vital investment in our rural local economy and will help achieve statewide targets for GHG reductions. This Plan will encourage efficient use of financial resources and equity in charging facility placement.
As a member of the community and the Mayor of the City of Susanville, I strongly support Lassen County’s effort to secure grant funding to coordinate the planning effort around EV charging throughout the County.
Sincerely,
Mendy Schuster
Mayor
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AGENDA ITEM NO. 9.H
Action Item
Submitted By: Tamra Spade, Economic Development
Action Date: January 15, 2025
SUBJECT: Consider Lassen Country Transportation Commission's request for City Council letter of support for the Bizz Johnson Extension East Feasibility Study for the Caltrans Sustainable Grant Application.
PRESENTED BY: Tamra Spade, Economic Development Director SUMMARY: This project aims to assess the feasibility of developing a public, multiuse trail along 23 miles of abandoned railroad grade between Susanville and Wendel, California, during the 2025-2029 period. The proposal includes conducting trail inventories and preparing preliminary engineering and environmental studies. A Feasibility Plan and Business Plan will evaluate options for acquiring the railroad right-of-way (ROW) and converting it into a public recreational trail.
The proposed Bizz Johnson Extension East (BJX) will traverse the western edge of the Great Basin, passing through small rail-side communities, active ranchlands, and unique geologic formations, weaving its way across various sloughs and wetlands in the Honey Lake Valley. Rail trails, with their gentle grades and wide surfaces, are designed to accommodate a diverse range of users. Once completed, this network will connect key destinations including Canyon Dam, Chester, Almanor Peninsula, Clear Creek, Westwood, Susanville, Litchfield, Wendel, and Likely/Bayley, California, forming a 155-mile Class I trail.
This planned network will rank among the longest, interconnected rail trails in the United States, spanning the southern Cascades, Sierra Nevada, Modoc Plateau, and Great Basin. A significant benefit of this network is the creation of non-motorized connections between towns, parks, residential areas, schools, and business districts. As a key attraction, the trail network is expected to foster tourism growth, enhancing the socio-economic vitality of our region. The development of the BJX is crucial to bringing this comprehensive trail vision to life.
FISCAL IMPACT: No fiscal impact.
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ACTION REQUESTED: Authorize Mayor to sign letter of support.
ATTACHMENTS:
letter request support Bizz Trail.docx
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DATE: January 15, 2025
Lassen County Transportation Commission
Attn: John Clerici, Executive Secretary
PO Box 1028
Susanville, California 96130
Re: Planning for the Bizz Johnson Extension East
Dear Mr. Clerici:
The City of Susanville is pleased to support the Lassen County Transportation Commission (LCTC) grant application to the California Department of Transportation (Caltrans) for Phase I planning to acquire and convert the 23-mile Fernley and Lassen Branch Line to a public recreational trail, known as the Bizz Johnson Extension East (BJX). The project is located along an abandoned railroad between Susanville and Wendel, California.
The planning phase will complete trail inventories, baseline studies, preliminary engineering, and public engagement activities. Using this information, decision makers will analyze the feasibility of converting the abandoned railroad to a multi-use trail. Union Pacific Railroad Corporation is the current landowner of the railway and a willing seller.
We support LCTC’s application to Caltrans’ Sustainable Transportation Planning Grant program to initiate the planning phase. The proposed project will close the last remaining gap between the 25.4-mile Bizz Johnson National Recreation Trail and the 86-mile Modoc Line Rail Trail.
Thank you for submitting this application. When completed, this new interconnected trail will become one of our nation’s longest rail trails and one of Lassen County’s biggest recreational assets.
Sincerely,
Mendy Schuster
Mayor
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AGENDA ITEM NO. 9.I
Action Item
Submitted By: Erik Edholm, Public Works
Action Date: January 15, 2025
SUBJECT: Consider Resolution No. 25-6401, authorizing the City Manager to execute a contract with Pee Wee Enterprises for culvert replacement on Ramsey Ditch and authorize the Finance Director to modify the budget as necessary to complete the work.
PRESENTED BY: Bob Godman, Public Works Director
SUMMARY: The City entered into an agreement with the owners of the Ramsey Ditch in 2024 to continue to discharge geothermal water into the ditch in exchange for maintaining additional segments of the ditch on Diamond View School property. A section culvert pipe of the ditch at Diamond View School is failing and is need of repair. City staff has received a quote from Pee Wee Enterprises for culvert replacement of the failed section. The project will replace over 128' of 24" culvert pipe and all other necessary work to complete the install. The city’s estimate for this work was $45,340, while the quote from Pee Wee Enterprises is $48,000.
Since this amount is below the $60,000 threshold established by CUCCAC regulations, formal bidding is not required. This exemption enables the city to streamline the procurement process through a negotiated contract, avoiding the more time-consuming formal bidding procedures.
FISCAL IMPACT: $48,000 from the available July 2024 reconciled geothermal fund balance of $188,824.
ACTION REQUESTED: Motion to approve Resolution No. 25-6401, authorizing the City Manager to execute a contract with Pee Wee Enterprises for culvert replacement on Ramsey Ditch and authorize the Finance Director to modify the budget as necessary to complete the work.
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RESOLUTION NO. 24-6401
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SUSANVILLE
AUTHORIZING THE CITY MANAGER TO EXECUTE AN AGREEMENT WITH
PEE WEE ENTERPRISES FOR CULVERT REPLACEMENT ON RAMSEY DITCH
AND FURTHER AUTHORIZES THE FINANCE DIRECTOR TO ADJUST
THE BUDGET AS NECESSARY
WHEREAS, the city entered into the Ramsey Ditch Maintenance Agreement in July 2024; and
WHEREAS, the maintenance agreement requires the city to maintain a section of culvert pipe on the Diamond View School property; and
WHEREAS, the city intends to replace 128’ of existing culvert pipe that is in need of replacement; and
WHEREAS, staff has determined Pee Wee Enterprises as a qualified contractor to perform the work; and
WHEREAS, Pee Wee Enterprises has provided a quote for the culvert replacement in the amount of $48,000; and
WHEREAS, the city has capacity in the Geothermal fund to cover the $48,000.
NOW THEREFORE, BE IT RESOLVED, that the City Council of the City of Susanville hereby authorizes the City Manager to execute an agreement with Pee Wee Enterprises in the amount of $48,000 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 15th day of January 2025, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
_____________________________
Heidi Whitlock, City Clerk
APPROVED AS TO FORM:_____________________________
Margaret Long, City Attorney
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AGENDA ITEM NO. 9.J
Action Item
Submitted By: Dan Newton, Administrative Services
Action Date: January 15, 2025
SUBJECT: Consider Resolution No. 25-6402, authorizing the finance director to increase the code enforcement abatement fund in the amount of $25,000 for work associated with completing a hazardous materials assessment, waste characterization, and preliminary engineering work for the demolition and removal of the fire damaged St. Francis Hotel.
PRESENTED BY: Dan Newton, City Manager
SUMMARY:
On November 1, 2024, a fire destroyed the historic St. Francis Hotel in Susanville. The City completed summary abatement work on November 26, 2024. On December 10, 2024 the City's Planning Commission issued an abatement order for the demolition and site clean up of the severely damaged structure. The property owner had 20 days to appeal the Planning Commission's Decision to the City Council and failed to do so. The abatement order is in full force and effect and the City is now able to proceed with demolishing and cleaning up the site.
The next step in the process is to complete preliminary engineering work, assess the site for hazardous materials, and complete a waste characterization study. It is estimated that this work can be completed for approximately $25,00, therefore staff is requesting a budget increase in that amount for the code enforcement abatement fund.
FISCAL IMPACT: Increase to the Code Enforcement St. Francis Hotel Abatement Fund by $25,000
ACTION REQUESTED: Motion to approve Resolution No. 25-6402, authorizing the finance director to increase the code enforcement abatement fund in the amount of $25,000 for work associated with completing a hazardous materials assessment, waste characterization, and preliminary engineering work for the demolition and removal of the fire damaged St. Francis Hotel.
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25-6402.pdf
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RESOLUTION NO. 25-6402
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SUSANVILLE
AUTHORIZING THE FINANCE DIRECTOR TO INCREASE THE CODE ENFORCEMENT ABATEMENT FUND IN THE AMOUNT OF $25,000 FOR WORK ASSOCIATED WITH
COMPLETING A HAZARDOUS MATERIALS ASSESSMENT, WASTE
CHARACTERIZATION, AND PRELIMINARY ENGINEERING WORK FOR THE DEMOLITION AND REMOVAL OF THE FIRE DAMAGED ST. FANCIS HOTEL
WHEREAS, on November 1, 2024, a fire destroyed the historic St. Francis Hotel in Susanville; and
WHEREAS, the city has taken action and completed summary abatement work on November 26, 2024; and
WHEREAS, on December 10, 2024, the City’s Planning Commission issued an abatement order for the demolition and site cleanup of the severely damaged St. Francis Hotel structure; the property owner had 20 days to appeal the Planning Commission’s Decision and failed to do so; and
WHEREAS, the abatement order is in full force and effect and the city is now able to proceed with demolishing and cleaning up the site with the next steps being to complete preliminary engineering work, assess the site for hazardous materials, and complete a waste characterization study.
NOW THEREFORE, BE IT RESOLVED, that the City Council of the City of Susanville hereby authorizes the Finance Director to increase the St. Francis Hotel Code Enforcement Abatement Fund by $25,000 to complete engineering work, hazardous materials assessment and complete a waste characterization study.
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 15th day of January 2025, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
_____________________________
Heidi Whitlock, City Clerk
APPROVED AS TO FORM:_____________________________
Margaret Long, City Attorney
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AGENDA ITEM NO. 13.A
Discussion Item
Submitted By: Heidi Whitlock, City Clerk
Action Date: January 15, 2025
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.
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AGENDA ITEM NO. 14.A
Discussion Item
Submitted By: Heidi Whitlock, City Clerk
Action Date: January 15, 2025
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.
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11/6/2024 Consider program and faciliites for the homeless youth of the community 11/6/2024 Consider purchasing the old Uppal building for a homeless facility 11/20/2024 Request to bring back an item regarding the community garden and LARP 12/4/2024
Request to bring back discussion item regarding the HLVRA, its budget and request for additional funding
12/18/2024 Request to bring back discussion item regarding council chamber sound system 12/18/2024 Request to bring back LARP Agreement for review of new council members.
LAST THREE MONTHS (10/16/2024 to current)
BUSINESS FROM THE FLOOR
Council requested - FUTURE COUNCIL ITEMS
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