CALL TO ORDER
ROLL CALL
1. APPROVAL OF AGENDA: (Additions and/or Deletions)
2. PUBLIC COMMENT REGARDING CLOSED SESSION ITEMS: No business.
3. CLOSED SESSION: No closed session.
4. RETURN TO OPEN SESSION:
Reconvene in open session at 5:00pm
Pledge of allegiance
Invocation
Report any changes to agenda
Report any action out of Closed Session
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 June 12, 2025 special meeting and June 18, 2025 special and regular meetings.
6.B Vendor and Payroll Warrants
7. PUBLIC HEARINGS: No business.
8. COUNCIL DISCUSSION/ANNOUNCEMENTS:
9. NEW BUSINESS:
CITY OF SUSANVILLE
66 N. Lassen Street • Susanville CA
Mendy Schuster, Mayor
Russ Brown, Mayor pro tem
Curtis Bortle • Patrick Parrish • Dawn Miller
Susanville City Council
Regular Council Meeting • City Council Chambers
Wednesday, July 2, 2025 – 5:00 PM
Meeting to start at 5:00pm as there is no closed session. Special meeting for Closed session items to begin at 3:00pm.
1 9.A Economic Development Update 2024 through May 2025.
9.B Discussion regarding Hdl Quarter 4 (Oct. - Dec.) 2024 reports
9.C Consider Resolution No. 25-6449, authorizing the Mayor to execute an agreement with Sean Bitle Turf and Irrigation
9.D Consider Resolution No. 25-6450, authorizing the city manager to execute a professional services agreement with Tetra Tech Rooney for engineering and technical services for the City’s natural gas transmission pipeline in an amount not to exceed $450,000 and authorizing the finance director to increase the natural gas budget in the amount of $450,000.
9.E Consider dissolution of the Ad Hoc Committee created on August 7, 2024 for the purpose of developing an agreement for the Sierra Theater Performing Arts Center and Elk's lodge improvements.
9.F Consider Resolution No. 25-6452, approving Employment Agreement for Chandra Jabbs, Finance Director.
10. SUSANVILLE COMMUNITY REDEVELOPMENT AGENCY: No business.
11. SUSANVILLE MUNICIPAL ENERGY CORPORATION: No business.
12. CONTINUING BUSINESS:
12.A Consider Resolution No. 25-6451, authorizing the Mayor to execute a services agreement with M-Group Planning Consultants.
13. CITY MANAGER'S REPORTS:
13.A Department Reports
14. FUTURE COUNCIL ITEMS:
14.A Future Council Items
15. ADJOURNMENT:
The next regular meeting of the Susanville City Council will be held on July 16, 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 July 2, 2025 in the areas designated on June 27, 2025.
2 AGENDA ITEM NO. 6.A
Action Item
Submitted By: Heidi Whitlock, City Clerk
Action Date: July 2, 2025
SUBJECT: Minutes of the City Council June 12, 2025 special meeting and June 18, 2025 special and regular meetings.
PRESENTED BY: Heidi Whitlock, City Clerk
SUMMARY: Attached for the Council’s review are the minutes of the City Council’s June 12, 2025 special meeting and June 18, 2025 special and regular meetings.
FISCAL IMPACT: None
ACTION REQUESTED: Motion to waive the reading of and approval to receive and file the City Council's June 12, 2025 special meeting and June 18, 2025 special and regular meetings.
SUSANVILLE CITY COUNCIL AGENDA ITEM
ATTACHMENTS:
250612.cc.spec.min.draft.pdf
250618.cc.spec.min.draft.pdf
250618.cc.min.draft.pdf
3 SUSANVILLE CITY COUNCIL
Special Council Meeting Minutes
THURSDAY, JUNE 12, 2025 – 2:00 PM
Mayor Schuster called the meeting to order at 2:00 p.m.
Roll Call of Councilmembers Present: Mendy Schuster, Russ Brown, Curtis Bortle, Dawn Miller
Absent: Patrick Parrish
1. APPROVAL OF AGENDA:
Moved by Russ Brown; seconded by Curtis Bortle 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: No public comment.
3. CLOSED SESSION: The City Council convened in closed session at 2:00 p.m. to discuss the following:
A. CONFERENCE WITH LABOR NEGOTIATORS - pursuant to Government Code Section §54957.6
1. Fire Unit
2. Miscellaneous Unit
3. Public Works unit
4. SPOA Unit
5. Department Heads:
a. City Clerk
b. Economic Development Director
c. Finance Director
d. Public Safety Chief
e. Public Works Director
4. RETURN TO OPEN SESSION: The Council reconvened in open session at 3:37 p.m.
Mr. Newton stated that prior to going in the closed session, the Council approved the agenda as presented. He added that when in closed session, direction was provided to staff, but no reportable action was taken.
5. BUSINESS FROM THE FLOOR: No comment.
6. CONSENT CALENDAR: No business.
7. PUBLIC HEARINGS: No business.
8. COUNCIL DISCUSSION/ANNOUNCEMENTS: No comment.
9. NEW BUSINESS: No business.
10. CONTINUING BUSINESS: No business.
11. ADJOURNMENT: Adjourned at 3:38 p.m.
__________________________________ _______________________________ Heidi Whitlock, City Clerk Mendy Schuster, Mayor
Approved on:
4 SUSANVILLE CITY COUNCIL
Special Council Meeting Minutes
WEDNESDAY, JUNE 18, 2025 – 3:00 PM
Mayor Schuster called the meeting to order at 3:01pm.
Roll Call of Councilmembers Present: Mendy Schuster, Russ Brown, Curtis Bortle, Dawn Miller
Absent: Patrick Parrish
1. APPROVAL OF AGENDA: (Additions and/or Deletions)
Moved by Russ Brown; seconded by Curtis Bortle 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: No public comment.
3. CLOSED SESSION:
The Council convened in closed session at 3:02pm to discuss the following:
A. PUBLIC EMPLOYMENT - pursuant to Government Code Section §54957
1. City Manager evaluation
B. CONFERENCE WITH LABOR NEGOTIATORS - pursuant to Government Code Section §54957.6
1. Fire Unit
2. Miscellaneous Unit
3. Public Works unit
4. SPOA Unit
5. Department Heads:
a. City Clerk
b. Economic Development Director
c. Finance Director
d. Public Safety Chief
e. Public Works Director
4. RETURN TO OPEN SESSION: (recess if necessary) The City Council reconvened in open session at 4:55pm.
Dan Newton, City Manager, stated that prior to convening in closed session the Council approved the agenda as presented. He continued that they then met in closed session to discuss the above-mentioned items where no reportable action was taken but direction was provided to staff.
5. BUSINESS FROM THE FLOOR:
6. CONSENT CALENDAR: No business.
7. PUBLIC HEARINGS: No business.
8. COUNCIL DISCUSSION/ANNOUNCEMENTS: No comments.
9. NEW BUSINESS: No business.
5 10. CONTINUING BUSINESS: No business.
11. ADJOURNMENT: Meeting adjourned at 4:58pm.
__________________________________ _________________________________ Heidi Whitlock, City Clerk Mendy Schuster, Mayor
Approved on:
6 SUSANVILLE CITY COUNCIL
Regular Council Meeting Minutes
WEDNESDAY, JUNE 18, 2025 – 5:00 PM
Mayor Schuster called the meeting to order at 5:02pm.
Roll Call of Councilmembers Present: Mendy Schuster, Russ Brown, Curtis Bortle, Dawn Miller
Absent: Patrick Parrish
1. APPROVAL OF AGENDA:
Moved by Russ Brown; seconded by Curtis Bortle 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: No closed session.
3. CLOSED SESSION: No business.
4. RETURN TO OPEN SESSION:
The Pledge of Allegiance and Invocation were provided.
Mr. Newton stated that there was no closed session with this meeting as there was a special meeting held at 3:00 p.m. this afternoon.
Chandra Jabbs, Finance Director, introduced Kimberly Rhoads the City's newly hired Account Technician I.
5. BUSINESS FROM THE FLOOR: No public comment.
6. CONSENT CALENDAR:
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
6.A Minutes of the City Council June 4, 2025 regular and special meetings.
Motion to waive the reading of and approval to receive and file the City Council's June 4, 2025 regular and special meetings.
250604.cc.spec.min.draft.pdf
250604.cc.min.draft.pdf
6.B Vendor and Payroll Warrants
Motion to receive and file
5-22-2025.pdf
05-29-2025.pdf
05-30-2025.pdf
6.C Approved Position List
7 Motion to approve Approved Position List as presented. 250618.Version.pdf
7. PUBLIC HEARINGS:
7.A Consider Resolution No. 25-6446, Establishing and Adopting Schedules of Fees for Services, Previously Resolution No. 24-6362
Mayor Schuster opened the public hearing at 5:06pm.
Ms. Jabbs provided an explanation of the item and requested Council approval of Resolution No. 25-6446.
No comments made.
Mayor Schuster closed the public hearing at 5:07pm.
25-6446.pdf
Rates and Fees Worksheet - PROPOSED FY 25-26.pdf
Motion to approve Resolution No. 25-6446, Establishing and Adopting Schedules of Fees for Services Previously Resolution No. 24-6362
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:
Council Member Bortle offered the Land Acknowledgement Statement.
9. NEW BUSINESS:
9.A Consider Resolution No. 25-6448, Adopting the City of Susanville Fiscal Year 2025/26 Budget and amending budget policies previously adopted by Resolution No. 24-6332.
Ms. Jabbs, provided an explanation of the budget and requested Council approval of Resolution No. 25-6448.
Council Member Bortle requested that next time this is presented the one time expenses be extracted to see how the City is changing and growing in an operational sense. He added that he likes seeing the assets and depreciation as well but it should be shown separately.
25-6448.pdf
Exhibit A.pdf
Exhibit B Budget Process and Policies.pdf
Local Sales Tax Oversight Board Budget Report FY 25.26.pdf FY 25.26 INCOME STATEMENT.pdf
FY 23.24 Balance Sheet.pdf
Motion to approve Resolution No. 25-6448, Adopting the City of Susanville Fiscal Year 2025/26 Budget and amending budget policies previously adopted by Resolution No. 24-6332.
Moved by Russ Brown; seconded by Curtis Bortle to approve. 8 Motion Carried: 4- 0
Voting For: Mendy Schuster, Russ Brown, Curtis Bortle, Dawn Miller Voting Against: None
Absent: Parrish
9.B Consider Resolution No. 25-6441, Establishing Appropriations Limitation for Fiscal Year 2025-2026
Ms. Jabbs provided an explanation of the item and requested Council approval of Resolution No. 25-6441.
25-6441.pdf
Motion to approve Resolution No. 25-6441, Establishing Appropriations Limitation for Fiscal Year 2025-2026
Moved by Curtis Bortle; 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
9.C Small Cites Organized Risk Effort (SCORE) insurance presentation Informational item.
Mr. Newton introduced Marcus Beverly, First VP of Alliant Insurance, and Michelle Minnick of Alliant, to provide a presentation regarding SCORE and the city's insurance policies.
Council Member Bortle left the chambers at 5:34pm and returned at 5:36pm.
Mr. Beverly shared a presentation regarding how the Risk pool works and the programs offered for Susanville.
Ms. Minnick also shared information related to who they use for services such as George Hill for Liability Claims, Intercare for Worker's Compensation, DKF for our Risk Control items, etc.
9.D Consider Resolution No. 25-6445, Authorizing renewal of the City's annual insurance policies through SCORE and authorizing the City Manager to execute related contracts over $25,000.
Mr. Newton provided an explanation of the item and requested Council approval of Resolution No. 25-6445.
25-6445.pdf
Motion to approve Resolution No. 25-6445, Authorizing renewal of the City's annual insurance policies through SCORE, within budgeted amounts, and authorizing the City Manager to execute related contracts over $25,000.
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
9.E Consider Resolution No. 25-6442, authorizing the closure of Main Street from Cottage Street to Rob's Way on July 19, 2025 for the Lassen County Fair Parade between 9:30 9 a.m. and 11:30 a.m. and authorizing the Public Works Director to execute a Caltrans Encroachment Permit application as required.
Mr. Godman provided an explanation of the item and requested Council approval of Resolution No. 25-6442.
City of Susanville Letter Fair Parade 2.docx
25-6442.pdf
Motion to approve Resolution No. 25-6442, authorizing the closure of Main Street from Cottage Street to Rob's Way on July 19, 2025, for the Lassen County Fair Parade between 9:30 a.m. and 11:30 a.m. and authorizing the Public Works Director to execute a Caltrans Encroachment Permit application as required.
Moved by Curtis Bortle; 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
9.F Consider Resolution No. 25-6443, adopting a list of street related maintenance, repair and improvement projects for Fiscal Year 2025-26 per the Road Repair and Accountability Act (RMRA)
Mr. Godman introduced Erik Edholm, Assistant Director of Engineering, to provide an explanation of the item and requested Council approval of Resolution No. 25-6443. 25-6443.pdf
RMRA Proposed FY25-26 Project List.pdf
Motion to approve Resolution No. 25-6443, adopting a list of street related maintenance, repair and improvement projects for Fiscal Year 2025-26 per the Road Repair and Accountability Act (RMRA) and further authorizing the Public Works Director to submit the attached list of proposed eligible projects to the State Moved by Russ Brown; seconded by Curtis Bortle to approve.
Motion Carried: 4- 0
Voting For: Mendy Schuster, Russ Brown, Curtis Bortle, Dawn Miller Voting Against: None
Absent: Parrish
9.G Consider Resolution No. 25-6444, authorizing the City Manager to amend the contract with Pee Wee Enterprises for culvert replacement on Ramsey Ditch and execute all related agreements for the Ramsey Ditch Project and authorize the Finance Director to modify the budget as necessary to complete the work.
Mr. Edholm provided an explanation of the item and requested approval of Resolution No. 24-6444.
25-6444.pdf
25-6401.pdf
25-6404.pdf
Motion to approve Resolution No. 25-6444, authorizing the City Manager to amend the contract with Pee Wee Enterprises for culvert replacement on Ramsey Ditch and execute 10 all related agreements for the Ramsey Ditch Project and authorize the Finance Director to modify the budget as necessary to complete the work.
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.H Consider Resolution No. 25-6447, approving budget increase in the amount of $50,000 in 1009 Public Safety - Police Budget.
Michael Bengoa-Bollinger, Public Safety Chief, provided an explanation of the item and requested approval of Resolution No. 25-6447.
25-6447.pdf
Motion to approve Resolution No. 25-6447, approving budget increase in the amount of $50,000 in 1009 Public Safety - Police Budget.
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
10. SUSANVILLE COMMUNITY REDEVELOPMENT AGENCY: No business.
11. SUSANVILLE MUNICIPAL ENERGY CORPORATION: No business.
12. CONTINUING BUSINESS: No business.
13. CITY MANAGER'S REPORTS:
13.A Department Reports Information only.
Department heads in attendance provided an update on the happenings within their departments.
14. FUTURE COUNCIL ITEMS:
14.A Future Council Items
Mayor pro tem Brown requested that an item be brought back regarding special events, the amounts charged and how events move forward. Council support received.
Council Member Miller requested that an item be brought forward to dissolve the ad hoc committee for the Sierra Theatre project. Council support received. 250618.FutureItemsList.pdf
15. ADJOURNMENT:
Moved by Russ Brown; seconded by Curtis Bortle to adjourn at 6:36 pm.
Motion: 4 - 0
Voting For: Mendy Schuster, Russ Brown, Curtis Bortle, Dawn Miller Voting Against: None
Absent: Parrish
11 _________________________________ ________________________________ Heidi Whitlock, City Clerk Mendy Schuster, Mayor
Approved on:
12 AGENDA ITEM NO. 6.B
Action Item
Submitted By: Stefanie Steward, Finance
Action Date: July 2, 2025
SUBJECT: Vendor and Payroll Warrants
PRESENTED BY: Chandra Jabbs, Finance Director
SUMMARY: Warrants dated June 5, 2025 through June 18, 2025 numbered 224203-224298, 224300-224349.
FISCAL IMPACT: Accounts Payable vendor warrants totaling $161,873.01, plus $389,343.57 in payroll warrants, for a total of $551,216.58.
ACTION REQUESTED: Motion to receive and file
SUSANVILLE CITY COUNCIL AGENDA ITEM
ATTACHMENTS:
06-18-2025.pdf
06-05-2025.pdf
06-12-2025.pdf
13 14
15 16
17 18
19 20
21 22
23 24
25 26
27 28
29 30
31 32
33 34
35 36
37 38
39 40
41 42
AGENDA ITEM NO. 9.A
Discussion Item
Submitted By: Tamra Spade, Economic Development
Action Date: July 2, 2025
SUBJECT: Economic Development Update 2024 through May 2025.
PRESENTED BY: Tamra Spade, Econ. Development Director
SUMMARY: This presentation is to provide the City Council with an informational update on recent and ongoing activities in Economic Development.
The Economic Development Department has been actively working on initiatives aimed at fostering growth, attracting investment, and supporting local businesses.
FISCAL IMPACT: None.
ACTION REQUESTED: Information only.
SUSANVILLE CITY COUNCIL AGENDA ITEM
ATTACHMENTS:
ED presentation 06.17.pdf
43 ECONOMIC
DEVELOPMENT
SUSANVILLE
Tamra Spade – Economic Development Director
February 2024-May 2025
44 INTRODUCTION & PURPOSE
TRANSFORMING POSSIBILITIES INTO PROGRESS
• Building a stronger, more
connected Susanville
• Empowering businesses and
creating opportunity
45 BUSINESS ENGAGEMENT
EMPOWERING LOCAL ENTREPRENEURS
• Business Workshops
• Bridging the Gap Resource Fair
• Thank you cards to new businesses
• Business owner interviews and videos for marketing
(collaboration with LCC)
• Example
https://www.facebook.com/watch/?v=712196964467846
• Business Resource Brochure
• Starting a business
46 MARKETING & VISIBILITY
SHARING OUR STORY • Launched Economic Development Facebook page (500+ likes, 600+ followers) • Created marketing plan • Billboards • Tradeshows • ICSC • IAMC • TeamCA – Meeting of the Minds, Site Selectors • Print• Valley Mountain Magazine • Site Selection Magazine • Lassen Spotlight (3000 mailers) • Flyers • Press releases (Lassen news) • CGI Videos produced at no cost to the City: • Welcome to Susanville • Economic Development • Parks & Recreation • Quality of Life 47
STRATEGIC
GROWTH
INITIATIVES
PLANNING
FOR
SUSANVILLE’S
FUTURE
DiscoverSusanville.com
CityofSusanville.gov
Working on re-establishing and expanding Property Business District Completed surveys Re-visited uptown businesses
Tourism site
DiscoverSusanville.com
Managed RFQ and consultant work for Economic Develop. Strategic Plan
Led RFI for website redesign
CityofSusanville.gov
48 MAJOR PROJECTS & DEVELOPMENT
SECURING INVESTMENT & OPPORTUNITY
Beef project
• RFI response, selected to
move forward Project Tree Project Falcon Project Teal Paper project Tourism
• Discover Susanville
• Working with Visit
California
Mt. Lassen Hotel
• Redevelopment
Roseberry House
B&B
• Economic Impact report
Initiated Film
Production Office
• Established a relationship
with the State Film
Commission Dept.
49 INDUSTRY ENGAGEMENT
TeamCalifornia (Site Selection,
and marketing at trade shows) CALED ICSC (International Council of Shopping Centers) IAMC (Industrial Asset
Management Council)
League of California Cities
Leadership Summit
Established a recurring crossagency coordination call, held every other month or quarterly, to
hold strategic discussion around
infrastructure development and
growth. LMUD, Sanitation Dist,
Lassen County, SIR, and real
estate brokers.
50 STRATEGIC
PLANNING AND
POLICY
INITIATIVE
Economic Development
Strategic Plan
Property Business
Improvement District
Facility Impact Fee
moratorium (5 years)
51 REGIONAL
COLLABORATION
& PARTNERSHIPS
Government & Regional Agencies:
• Go-Biz, Ibank, Lassen County, SIR,
LMUD, Sanitation District
Business Support Organizations:
• Small Business Development (SBDC),
Small Business Admin. (SBA), Workforce
Alliance of North Bay.
Educational Institutions:
• Lassen Cummunity College
Brokers & Industry Allies:
• Nevada Development Economic
Authority
52 THANK YOU!
Tamra Spade
Economic Development Director
[email protected]
53 AGENDA ITEM NO. 9.B
Discussion Item
Submitted By: Tamra Spade, Economic Development
Action Date: July 2, 2025
SUBJECT: Discussion regarding Hdl Quarter 4 (Oct. - Dec.) 2024 reports PRESENTED BY: Tamra Spade, Economic Development Director SUMMARY:
HdL is a economic consultant which provides details and analysis of the local sales tax receipts for Susanville. Each quarter, staff meets with the consultant in order to review the prior quarter's receipts and provide insight on changes happening within the community. These reports allow us to better forecast upcoming revenues or downturns to be more accurate during our budgeting process. These reports also help identify current trends in our industries to better support local businesses. Attached you will find the reports available for publishing for Q4 2024 (Oct - Dec.).
FISCAL IMPACT: None
ACTION REQUESTED: Information only
SUSANVILLE CITY COUNCIL AGENDA ITEM
ATTACHMENTS:
California Consensus Forecast 4Q 2024.pdf
Susanville 4Q24 Newsletter.pdf
54 888.861.0220 | [email protected] | hdlcompanies.com
CALIFORNIA FORECAST
SALES TAX TRENDS & ECONOMIC DRIVERS
MARCH 2025
Mt. Burdell, Marin County
55 STATEWIDE
SALES TAX TRENDS
2024/25 | 2025/26 2024/25 | 2025/26
Overview: The economic outlook is characterized by uncertainty. Ambiguity in national public policy leads to delays and curtailment in capital investment. Tariff impositions fluctuate daily, often lacking specificity, with changing start dates and unclear product details. Other sources of volatility include global events, inflation concerns, and potential reductions in the Fed Funds rate.
Prioritized day-to-day expenditures erode discretionary spending due to weakened consumer confidence. Retailers acknowledge that shoppers are experiencing price fatigue. While people continue to spend, tax allocations are continually shifting. Our statewide forecast has weakened in the short term, with limited growth expected in FY 2025-26.
Fuel/Service Stations -9.1% | 3.0%
Over the past ten years, statewide motor vehicle fuel consumption declined 10% while overall sales taxes rose 6.5%. This pattern of growth is closely linked to a 67% surge in gas prices over the same period. In 4Q24, oil barrel and pump prices were down significantly, netting 14% lower revenues. Factors contributing to this downward pressure include slowing consumption and falling pump and oil barrel prices. Conversely, California’s legislation and stringent environmental regulations have provided upward offsets, potentially pushing local refineries out of state. Expect a down year now, followed by gradual recovery in FY 2025-26.
General Consumer Goods -2.2% | 1.1%
The 2024 holiday quarter showed resilience from shoppers, with overall consumer goods spending increasing by 1%. Direct allocations associated with retail storefronts contracted 2% while overall gains were supported by online retail activity. A fractional decline can be attributed to some absorption of lower gas prices, but most business types reported lower taxable sales. The outlook remains cloudy, with consumer sentiment falling for three consecutive months and reaching a low March reading seen only a handful of times in the past 40 years.
Consumers expect current policy decisions to spur inflation, posing a headwind for households and retailers alike. Expect growth to be mild in FY 2025-26 driven by higher costs of goods relative to consumption.
Restaurants/Hotels 1.3% | 2.8%
Despite a softer statewide sales tax generation outlook, there is a bright spot: consumers are spending more on dining out than on food at home. Aggressive menu price increases to offset higher operating costs have moderated restaurant traffic. Customers continue to seek experiences and value. Hotels have plateaued, with budget-conscious travelers deterred by room rates, but a slow and steady return of international travelers exerting a positive impact on the industry. Restaurant closures and limited expansions/openings remain an ongoing concern as these
enterprises struggle to stay profitable over the next two years.
State and County Pools 3.0% | 3.0%
Pools posted a solid 4% improvement in 4Q24 compared to the year ago quarter. Analysis showed that business-related out-ofstate orders performed better than online merchants who sold general retail goods. This latter segment follows the businessindustry group trend, with more in-state fulfillment centers diverting some taxpayer’s dollars away from the pools. Even with prevalent uncertainty in shopper’s minds, expert research indicates an everexpanding share of overall retail sales coming from ecommerce transactions. Projections reflect U.S. retail marketplace sales expanding once again in 2025 driven by a combination of existing players doing well and upstarts capturing market share, particularly among the younger demographics focused on affordable products.
Autos/Transportation -0.6% | 1.4%
Uncertainty looms over the auto industry as tariff proposals and trade conflicts threaten supply chains, potentially pushing historically high vehicle prices even higher. Weakening consumer sentiment may reduce willingness to make big-ticket purchases. Persistently high interest rates have further strained affordability and contributed to a two-year decline in tax receipts. Given these factors, the forecast is cautious. Expect a temporary revenue boost over the next two quarters as buyers rush to make purchases ahead of potential tariff increases, pulling future demand forward. In the remainder of the year, consumers may adopt a more guarded stance, awaiting clarity on the economy and tariff policy, resulting in slower vehicle sales growth.
Building/Construction -2.9% | -1.0%
The prior forecast anticipated improving interest rates and lower commodity prices to gradually boost new construction by the start of FY 2025-26. However, vacillating tariff policies, potential migrant deportations, the Federal Reserve’s decision to forgo future interest rate adjustments and uncertainty around federal funding for infrastructure and affordable housing projects have placed the construction industry on hold. Despite mortgage interest rates dropping below 7%, home prices remain too high. Construction loan interest rates and unpredictable materials costs prevent new project starts. Contractors stockpiling material ahead of planned tariffs may see short-term benefits. In wildfire areas, expect 18-month delays for the start of home replacement construction.
Business/Industry 0.1% | 1.6%
During the busy shopping season, Californians relied heavily on ecommerce, with local orders from CA-based fulfillment centers surging to a surprising 32% of all B&I revenues. Technology-related purchases boosted business-to-business sales, while energy demand contributed to electrical equipment sales. However, many categories remained relatively flat or declined as economic variables stunted progress. Sales of warehouse, farm, construction equipment, trailers, and auto parts dropped, partly due to one-time revenues from the previous year. The conclusion of many large solar/energy projects in the State caused related payments to plummet. The statewide outlook anticipates a dip in the current fiscal year and modest growth thereafter.
Food/Drugs -3.6% | -0.5%
Grocery stores contracted by 1% in 4Q24 as food commodities began to climb once again. Convenience/liquor markets experienced declining traffic, inflationary pressures, and competition from online and value stores. Cannabis retailers shrank for the fifth consecutive quarter, down 11% as they faced competition from CBD products on the open market which do not need a regulatory license. Additionally, the closure of a national brand’s outlets required consumers to pivot to other merchants for products once sold in this group. While private equity investments are anticipated, expect a decrease through the end of June, with FY 2025-26 remaining relatively flat.
TOTAL -1.0% | 1.6%
2024/25 | 2025/26
HdL Companies California Forecast
March 2025 56
Proposition 172
Following a 1% decrease in FY 2023-24 statewide Proposition 172 (P-172) revenues, the updated forecast anticipates a 1.6% decline for the 2024-25 fiscal period; modest growth for FY 2025-2026. Current county projections include updated pro-rata factors published by the State Controller’s Office (SCO) in September 2024 (based on calendar year 2023 actuals). Expectations are new factors come in April 2025 (based on calendar year 2024 actuals). As the calendar year Bradley-Burns results fluctuate due to taxpayer modifications, audits, economic impacts, etc. – Proposition 172 pro-rata factors and resultant P-172 revenues will vary for many counties.
NATIONAL AND STATEWIDE
ECONOMIC DRIVERS
U.S. Real GDP Growth 2.4% | 2.0%
Real GDP expanded at an annual rate of 2.5% in the fourth quarter of 2024, driven by gains in consumer and government spending, but partially offset by a decline in investment. Given the central role consumers play in the U.S. economy, concern over weakening consumer confidence amid ongoing Federal policy uncertainty is warranted. Although consumer confidence has declined in 2025, inflation-adjusted consumer spending grew by a solid 2.8% over the past year. While the United States is still on track for a reasonable pace of GDP growth in 2025, sustained momentum will depend on whether consumers remain confident.
CA Unemployment Rate 5.1% | 5.2%
California’s unemployment rate has climbed to 5.4% as of January 2025, up from 5.1% in December 2023, which is a full 1.4 percentage points above the national average. Despite this increase, the labor force has expanded by over 136,000 people over the same period. The 2024 annual benchmark revision by the California EDD revised labor force estimates up by 300,000. However, labor force participation remained unchanged at 62.1%, suggesting the increase was driven more by population growth than higher workforce engagement.
This is reinforced by California’s gain of 233,000 residents from 2023 to 2024 following years of decline and stagnation.
CA Total Nonfarm
Employment Growth 1.2% | 1.0%
California’s job market has hit a standstill, with total nonfarm employment increasing by just 22,000 year-over-year in January 2025, a modest 0.1% rate of growth. Recent revisions showed the state added fewer jobs than originally estimated, with the tech sector standing out in the downward adjustment. Stagnant workforce participation continues to be a key challenge hindering employment growth. The state’s unemployment rate has been gradually rising, adding complexity to the labor market’s outlook. While California’s economic fundamentals remain strong, uncertainty around monetary, fiscal, and trade policy is likely to limit the potential for more robust employment growth this year.
U.S. Unemployment Rate 4.2% | 4.3%
Despite rising 0.6 percentage points YoY to 4.1% in February 2025, U.S. unemployment remains low by historical standards. Job openings have not seen year-over-year growth since July 2022, and in January 2025, there were 1.13 nonfarm job openings per unemployed person, marking a return to pre-pandemic levels.
January’s nonfarm job openings rate stood at 4.7%, which is consistent with long-term trends. After some gains in 2023, U.S. labor force participation has stabilized between 62.4% and 62.7%, still below the pre-pandemic rate of 63.3%. While the nation’s labor market remains resilient, slowing job growth and stagnant participation rates point to a more uncertain outlook in the months ahead.
CA Residential
Building Permits 97,713 | 102,581
Residential permitting in California remains stagnant, preventing any meaningful progress in addressing the housing crisis. Permits in 2024 remained below levels seen in 2021 and 2022, with each quarter showing a year-over-year decline. In the fourth quarter, permits fell by 7%, underscoring the ongoing slowdown in construction activity.
Despite growing demand for housing, strict zoning laws, regulatory barriers, and high construction costs are limiting new residential projects. While recent cuts in interest rates and a series of housing bills stemming from the Assembly Permitting Reform Committee may encourage some new development, the limited increase in permits is unlikely to ease upward pressure on home prices in the short term.
CA Median Existing
Home Price $733,389 | $744,794
Housing affordability remains a challenge for California residents.
Single-family home sales rose 0.05% year-over-year in February 2025, while the median price climbed by 6%. However, there is room for optimism. The average mortgage rate has dropped nearly 1 percentage point from its peak of 7.62% in October 2023.
Inventories have also been growing as sellers adjust to higher mortgage rates, with year-over-year inventory growth exceeding 20% every month since May 2024. This trend is expected to continue as policy uncertainty drives investors toward safer assets, leading to an increase in demand for longer-term bonds and a decline in interest rates. Despite this, the fundamental issue in California’s housing market remains a lack of supply, limiting price declines. 2024/25 | 2025/26 2024/25 | 2025/26
HdL Companies California Forecast
March 2025
Watch our webinar
for more details!
57 Beacon Economics LLC
310.571.3399 | BeaconEcon.com
Beacon Economics has proven to be one of the most thorough and accurate economic research/analytical forecasting firms in the country. Their evaluation of the key drivers impacting local economies and tax revenues provides additional perspective to HdL’s quarterly consensus updates. The collaboration and sharing of information between Beacon and HdL helps both companies enhance the accuracy of the work that they perform for their respective clients.
HdL Companies
888.861.0220 | [email protected] | hdlcompanies.com California’s allocation data trails actual sales activity by three to six months. HdL compensates for the lack of current information by reviewing the latest reports, statistics and perspectives from fifty or more economists, analysts and trade associations to reach a consensus on probable trends for coming quarters. The forecast is used to help project revenues based on statewide formulas and for reference in tailoring sales tax estimates appropriate to each client’s specific demographics, tax base and regional trends.
Delivering Insight, Revenue, and Efficiency
to Local Government
58 www.hdlcompanies.com | 888.861.0220
Q4 2023*
Q4 2024*
Legend
$0
$40,000
$80,000
$120,000
$160,000
$200,000
$240,000
SALES TAX BY MAJOR BUSINESS GROUP *Allocation aberrations have been adjusted to reflect sales activity County
and State
Pools
General
Consumer
Goods
Autos
and
Transportation
Restaurants
and
Hotels
Fuel and
Service
Stations
Food
and
Drugs
Business
and
Industry
Building
and
Construction
CITY OF SUSANVILLE HIGHLIGHTS TOP 25 PRODUCERS
Published by HdL Companies in Spring 2025
A One Food Mart
Burger King
Carlsons Tire Pros
Emkay
Grocery Outlet
Jack in the Box
Les Schwab Tire Center
Marshalls
McDonald’s
O’Reilly Auto Parts
Safeway
Spirit
Stryker Sales
Susanville Ace
Hardware
Susanville Beacon
Susanville Chevron
Susanville Food Mart
Susanville Shell
Susanville Supermarket
Taco Bell
Tractor Supply
Walgreens
Walmart
Wheels West
Zaengles Carpet One
Floor & Home
SALES TAX UPDATE
CITY OF SUSANVILLE
4Q 2024 (OCTOBER - DECEMBER)
Susanville’s receipts from October
through December were 21.6% above
the fourth sales period in 2023.
Excluding reporting aberrations, actual
sales were up 9.3%.
As 2024 ended, economic uncertainty
remained a key concern, as did the
potential impacts of tariffs. Consumers
and businesses continued to face a high
interest rate environment.
Business-industrial sales soared with
a one-time allocation reported. Retail
receipts rose modestly, as shoppers
were more cautious with their spending
and turned away from non-essential
purchases. Due to the positive cash
receipts received this quarter, the
countywide use-tax pool allocation had
double-digit gains.
Similar to regional and statewide trends,
service station receipts declined from the
comparative period. While consumers
may appreciate the lower prices to fillup for a tank of gas, it means reduced tax revenues. Price-weary patrons
frequented restaurants less since eating
at home is now more affordable.
Measure P reported strong returns this
holiday quarter with increases in general
consumer segments such as general
merchandise, family apparel and jewelry.
Residents may have taken advantage
of dealer rebates and talk of tariffs late
in 2024 for a jump in new-used vehicle
registrations. Similar to the city, fuel
receipts declined.
Net of aberrations, taxable sales for all
of Lassen County grew 1.2% over the
comparable time period; the Far North
region was down 3.7%.
TOTAL:
28.1%
$763,600
Measure P
TOTAL: $ 602,030
9.3% 1.2% -1.1%
COUNTY STATE
SUSANVILLE
4Q2024
59 TOP NON-CONFIDENTIAL BUSINESS TYPES
Q4 '24
Susanville
Business Type Change Change Change
County HdL State
Service Stations 44,173 -12.1% -11.4% -13.0%
Quick-Service Restaurants 31,390 3.3% 3.2% 1.6%
Grocery Stores 27,399 -0.2% -6.1% -1.0%
Automotive Supply Stores 26,296 -0.7% -2.1% 1.1%
Casual Dining 23,393 0.6% -1.2% 1.9%
Contractors 8,001 38.9% -24.1% -4.8%
Electronics/Appliance Stores 7,374 8.3% 8.4% -2.6%
Auto Repair Shops 6,205 -2.4% -7.5% -5.1%
Specialty Stores 2,376 -6.3% -7.1% -1.7%
Government/Social Org. 531 -45.3% -43.5% -1.9%
*Allocation aberrations have been adjusted to reflect sales activity $0
$5,000
$10,000
$15,000
$20,000
Susanville
12 16 20 24
County California
SALES PER CAPITA*
*ADJUSTED FOR
ECONOMIC DATA
4Q 2024 CITY OF SUSANVILLE SALES TAX UPDATE
STATEWIDE RESULTS
California’s local one cent sales and
use tax receipts during the months of
October through December were 1.2%
lower than the same quarter one year ago
after adjusting for accounting anomalies.
The fourth quarter is notably the highest
sales tax generating period of the year
but exhibited diminished year-over-year
returns as consumers struggled with tariff
concerns and pulling back on discretionary
spending.
For the past eight quarters - two calendar
years - statewide results have declined;
led mostly by autos-transportation and
building-construction suppressed activity
due to the sustained high interest rate
environment. Specifically, this quarter,
as new and used car returns pulled back,
only leasing activity improved likely
representing buyers willingness to wait for
more advantageous economic conditions
before committing to long term obligations.
Furthermore, building-construction drops
spanned multiple categories including
building materials, plumbing/electrical
and contractors as property owners delay
repairs and improvements until they’re
more comfortable tapping available equity.
During this holiday shopping period, brickand-mortar general retailers slumped 2.4%, further hindered by lower gas prices. Recent
closures by merchants selling variety/
low priced items and weaker returns from
department stores were most impactful.
As consumers appeared more interested in
value/discounted items vs higher priced/
luxury goods, overall statewide receipts
revealed growth from online retailers by
way of local returns through fulfillment
centers and allocations via each county’s
use tax pool demonstrating a desire to
spend, just more through different vendors
which shifted local tax distributions.
Fuel and service stations experienced a
drop of 14% largely due to the decreased
price of global crude oil. While this dynamic
hurt the sector results, it did allow for more
disposable income to be spent in other areas
and does not appear to be changing in the
near term.
Revenue from restaurants sustained a
modest gain of 1.3%, with only a waning
from fine dining establishments – consistent
with spending trends in other sectors. As
eateries try and balance higher menu prices
and demand, a ‘return to office’ call by
businesses could inspire future increased
foot traffic for many venues in metropolitan
centers.
The fourth quarter also marks the end of the
calendar year. As expected 2024 was 1.2%
lower than 2023 with most sectors taking
a hit. Only restaurants, business-industry
and allocations via the county use tax pools
improved.
With national tariff discussions happening
at the federal level, consumers start 2025
wondering if higher priced goods and
difficult decisions are on the horizon. Also,
the Federal Reserve Board hasn’t signified
any relief by way of lower interest rates
leaving only minimal growth expectations to
come. The theme of the current economic
outlook is uncertainty.
60 AGENDA ITEM NO. 9.C
Action Item
Submitted By: Jolene Arredondo, Administrative Services Action Date: July 2, 2025
SUBJECT: Consider Resolution No. 25-6449, authorizing the Mayor to execute an agreement with Sean Bitle Turf and Irrigation
PRESENTED BY: Jolene Arredondo, Deputy City Manager
SUMMARY: The Diamond Mountain Golf Course has a complex and aging irrigation system. To help ensure that turf at the golf course is in the best playing condition, given the city's limited resources, it is important to hire an experienced and qualified irrigation contractor. In spring of 2024, Council approved an agreement with Sean Bitle Turf & Irrigation to perform specific tasks for irrigation and turf maintenance at the golf course and staff is requesting to execute a new agreement for continued services at the golf course. The scope of services remains as before however increased hours from 40 hours per month to 50 hours per month has been requested as the course has experienced increased maintenance needs. For a cost not to exceed $5,000 / month for the months of April, May, June, July, August, September, and October. Seven months at $5,000 a month is $35,000 per fiscal year with allotment for up to $3,000 in materials per City Manager approval (not to exceed $76,000 without City Manager in agreement full term). The 25/26 FY proposed budget anticipated this agreement amount and therefore the golf course budget does not need to be increased.
FISCAL IMPACT: Agreement term of 2 fiscal years not to exceed $76,000 ($38,000 per fiscal year)
ACTION REQUESTED: Motion to approve Resolution No. 25-6449, authorizing the Mayor to execute an agreement with Sean Bitle Turf and Irrigation
SUSANVILLE CITY COUNCIL AGENDA ITEM
ATTACHMENTS:
2025.2027 DMGC Bitle Turf & Irrigation.docx
25-6449.pdf
61 Sean Bitle Turf & Irrigation 1
SERVICES AGREEMENT
BETWEEN
THE CITY OF SUSANVILLE
AND
[CONTRACTOR]
THIS SERVICES AGREEMENT (“Agreement”) is made and entered into this 2nd day of July 2025, by and between the CITY OF SUSANVILLE (“City”), and Sean Bitle Turf and Irrigation ("Contractor").
RECITALS
WHEREAS, City desires to retain a person or firm to provide the following services:
1. Turf maintenance as described in Exhibit A
2. Irrigation maintenance as described in Exhibit A; and WHEREAS, Contractor warrants that it is qualified and agreeable to render the aforesaid services.
AGREEMENT
NOW, THEREFORE, for and in consideration of the agreement made, and the payments to be made by City, the parties agree to the following:
I. SCOPE OF SERVICES: Contractor agrees to provide all of the services described in Exhibit A.
II. CITY FURNISHED SERVICES: The City agrees to:
A. Facilitate access to and make provisions for the Contractor to enter upon public and private lands as required to perform their work.
B. Make available to Contractor those services, supplies, equipment and staff that are normally provided for the services required by the type of services to be rendered by Contractor hereunder and as set forth in Exhibit A.
C. Make available all pertinent data and records for review.
III. TERM OF AGREEMENT: This Agreement shall commence on July 2, 2025 and shall terminate on June 30, 2027, unless sooner terminated in accordance with the terms hereunder.
IV. TIME OF PERFORMANCE: All the work required by this Agreement shall be diligently prosecuted to completion in consideration of appropriate seasonal applications of the various turf and irrigation maintenance items included in the scope. Contractor shall generally work from July 2, 2025 through October 31, 2025 62 Sean Bitle Turf & Irrigation 2
(four months), April 1, 2026 through October 31, 2026 (seven months) and April 1, 2027 through June 30, 2027 (three months).
V. FEES: The fees for furnishing services under this Agreement shall be based on the rate schedule which is attached hereto as Exhibit B. Said fees shall remain in effect for the entire term of this Agreement.
VI. MAXIMUM COST TO CITY: Notwithstanding any other provision of this Agreement, in no event will the cost to City for the services to be provided herein exceed the maximum sum of $76,000, including direct non-salary expenses.
VII. PAYMENT: The fees for services under this Agreement shall be due within 60 calendar days after receipt and approval by City of an invoice covering the service(s) rendered to date.
With respect to any additional services provided under this Agreement as specified in Paragraph II hereof, Contractor shall not be paid unless Contractor has received written authorization from City for the additional services prior to incurring the costs associated therewith. Said additional services shall be charged at the rates set forth on Exhibit B.
Invoices or applications for payment to the City shall be sufficiently detailed and shall contain full documentation of all work performed and all reimbursable expenses incurred. Where the scope of work on the Agreement is divided into various tasks, invoices shall detail the related expenditures accordingly. Labor expenditures need documentation to support time, subsistence, travel and field expenses. No expense will be reimbursed without adequate documentation. This documentation will include, but not be limited to, receipts for material purchases, rental equipment and subcontractor work.
Notwithstanding any other provision herein, payment may be delayed, without penalty, for any period in which the State or Federal Government has delayed distribution of funds that are intended to be used by the City for funding payment to Contractor.
VIII. INSURANCE: Contractor shall procure and maintain for the duration of the Agreement insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder and the results of that work by the Contractor, his agents, representatives, employees, or subcontractors.
Minimum Scope and Limit of Insurance
63 Sean Bitle Turf & Irrigation 3
A. The Contractor shall maintain a 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 & advertising injury, with limits in the amount of $1,000,000, and a general aggregate limit of $2,000,000.
The City, its officers, officials, employees, and volunteers are to be covered as additional insureds on the General Liability Policy with respect to liability arising out of work or operations performed by or on behalf of the Contractor, including materials, parts, or equipment furnished in connection with such work or operations. Additional insured should read as follows:
City of Susanville
66 N. Lassen Street
Susanville, CA 96130
B. Contractor shall provide comprehensive business or commercial automobile liability coverage, including non-owned and hired automobile liability in the amount of $1,000,000 per accident for bodily injury and property damage. Coverage shall be at least as broad as ISO Form CA0001 (Code 1); or, if Contractor has no owned autos or hired autos, then as broad as ISO Form CA0001 (Code 8); and, if Contractor has non-owned autos, then as broad as ISO Form CA0001 (Code 9).
The City, its officers, officials, employees, and volunteers are to be covered as additional insureds on the Automobile Liability policy with respect to liability arising out of work or operations performed by or on behalf of the Contractor, including materials, parts, or equipment furnished in connection with such work or operations. Additional insured should read as follows:
City of Susanville
66 N. Lassen St.
Susanville, CA 96130
Prior to the commencement of any work hereunder, the Contractor shall supply a Certificate of Insurance and endorsements, signed by the insurer, evidencing such insurance as specified above to City. However, failure to obtain and provide the required documents to City prior to the work beginning shall not waive the Contractor’s obligation to provide them. The City reserves the right to require complete, certified copies of all required insurance policies, including endorsements required by these specifications, at any time. Each insurance policy required above shall provide that coverage and shall not be canceled, except with prior written notice to the City.
64 Sean Bitle Turf & Irrigation 4
Insurance is to be placed with an insurer with a current A.M. Best’s rating of no less than A:VII, unless otherwise acceptable to the City.
Any deductibles or self-insured retentions must be declared to and approved by the City. The City may require the Contractor to purchase coverage with a lower deductible or retention or provide proof of ability to pay losses and related investigations, claim administration, and defense expenses within the retention.
For any claims related to this Agreement, the Contractor’s insurance coverage shall be primary coverage at least as broad as ISO CG 20 01 04 13 with respect to the City, its officers, officials, employees, and volunteers. Any insurance or selfinsurance maintained by the City, its officers, officials, employees, or volunteers, shall be in excess of the Contractor’s insurance and shall not contribute with it.
Contractor hereby grants to City a waiver of any right to subrogation which any insurer of said Contractor may acquire against the City by virtue of the payment of any loss under such insurance. Contractor agrees to obtain any endorsement that may be necessary to affect this waiver of subrogation, but this provision applies regardless of whether or not the City has received a waiver of subrogation endorsement from the insurer.
IX. WORKER'S COMPENSATION: The Contractor acknowledges that it is aware of the provisions of the Labor Code of the State of California which requires every employer to be insured against liability for workers’ compensation or to undertake self-insurance in accordance with the provisions of that Code and it certifies that it will comply with such provisions before commencing the performance of the services to be performed under this Agreement and at all times during the performance of the services to be performed hereunder. A copy of the certificates evidencing such insurance with policy limits of at least $1,000,000 per accident for bodily injury or disease (or, in the alternative, a signed City Workers’ Compensation Exemption form) shall be provided to City prior to commencement of work.
X. INDEMNIFICATION: Contractor 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 Contractor 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.
XI. NONDISCRIMINATORY EMPLOYMENT: In connection with the execution of this Agreement and the services to be provided hereunder, the Contractor shall not discriminate against any employee or applicant for employment because of race, color, religion, age, sex, national origin, political affiliation, ancestry, marital status or disability. This policy does not require the employment of unqualified persons. 65 Sean Bitle Turf & Irrigation 5
XII. INTEREST OF PUBLIC OFFICIALS: No officer, agent or employee of the City during their tenure, nor for one year thereafter, shall have any interest, direct or indirect, in this Agreement or the proceeds thereof.
XIII. SUBCONTRACTING AND ASSIGNMENT: The rights, responsibilities and duties established under this Agreement are personal to the Contractor and may not be subcontracted, transferred or assigned without the express prior written consent of the City.
XIV. LICENSING AND PERMITS: The Contractor shall maintain the appropriate licenses throughout the life of this Agreement. Contractor shall also obtain any and all permits which might be required by the work to be performed herein. Failure to maintain the licenses, permits, certificates, and credentials shall be deemed a breach of this agreement and constitutes grounds for the termination of this agreement.
XV. BOOKS OF RECORD AND AUDIT PROVISION: Contractor shall maintain on a current basis, complete books and records relating to this Agreement. Such records shall include, but not be limited to, documents supporting all bids and all expenditures for which any reimbursement is sought. The books and records shall be original entry books. In addition, Contractor shall maintain detailed payroll records, including all subsistence, travel and field expenses, and canceled checks, receipts and invoices for all items for which any reimbursement is sought. These documents and records shall be retained for at least ten years from the completion of this Agreement (42CFR Sections 433.32, 438.3(h) and (u)).
Contractor will permit City to audit all books, accounts or records relating to this Agreement or all books, accounts or records of any business entities controlled by Contractor who participated in this Agreement in any way. Any such audit may be conducted on Contractor's premises or, at City's option, Contractor shall provide all books and records within a maximum of 15 calendar days upon receipt of written notice from City.
Contractor shall promptly refund any moneys erroneously charged. If City ascertains that it has been billed erroneously by Contractor for an amount equaling 5% or more of the original bid, Contractor shall be liable for the costs of the audit in addition to any other penalty to be imposed. This paragraph applies to any contract which provides for reimbursement of expenses.
66 Sean Bitle Turf & Irrigation 6
XVI. CONFIDENTIALITY: All information and records obtained in the course of providing services under this Agreement shall be confidential and shall not be open to examination for any purpose not directly connected to the administration of this program or the services provided hereunder. Both parties shall comply with State and Federal requirements regarding confidential information.
XVII. TITLE: It is understood that any and all documents, information, computer disks, and reports of any kind concerning the services provided hereunder, prepared by and/or submitted to the Contractor, shall be the sole property of the City. The Contractor may retain reproducible copies of drawings and copies of other documents. In the event of the termination of this Agreement, for any reason whatsoever, Contractor shall promptly turn over all information, writing, computer disks, and documents to City without exception or reservation. Contractor shall transfer from computer hard drive to disk any information or documents stored on hard drive and provide City with said disk.
XVIII. TERMINATION:
A. Either party hereto may terminate this Agreement for any reason by giving thirty (30) calendar days written notice to the other party. Notice of Termination shall be by written notice to the other party and shall be sent by registered mail.
B. If the Contractor fails to provide in any manner the services specified under this Agreement or otherwise fails to comply with the terms of this Agreement, or violates any ordinance, regulation, or other law which applies to its performance herein, the City may terminate this Agreement by giving five calendar days written notice to Contractor.
C. The Contractor shall be excused for failure to perform services herein if such services are prevented by acts of God, strikes, labor disputes or other forces over which the Contractor has no control.
D. In the event of termination, not the fault of the Contractor, the Contractor shall be paid for services performed up to the date of termination in accordance with the terms of this Agreement.
XIX. RELATIONSHIP BETWEEN THE PARTIES: It is expressly understood that in the performances of the services herein, the Contractor, and the agents and 67 Sean Bitle Turf & Irrigation 7
employees thereof, shall act in an independent capacity and as an independent contractor and not as officers, employees or agents of the City.
XX. AMENDMENT: This Agreement may be amended or modified only by a written instrument signed by both parties.
XXI. ASSIGNMENT OF PERSONNEL: The Contractor shall not substitute any personnel for those specifically named in its proposal unless personnel with substantially equal or better qualifications and experience are provided, acceptable to City, as evidenced in writing.
XXII. WAIVER: No provision of this Agreement or the breach thereof shall be deemed waived, except by written consent of the party against whom the waiver is claimed.
XXIII. SEVERABILITY: If any provision of this Agreement is determined by a court of competent jurisdiction to be invalid or unenforceable, the remainder of this Agreement shall not be affected thereby. Each provision shall be valid and enforceable to the fullest extent permitted by law.
XXIV. JURISDICTION AND VENUE: This Agreement and the obligations hereunder shall be construed in accordance with the laws of the State of California. The parties hereto agree that venue for any legal disputes or litigation arising out of this Agreement shall be in Glenn County, California.
XXV. ENTIRE AGREEMENT: This Agreement constitutes the entire agreement between the parties with respect to the subject matter hereof, and all prior or contemporaneous agreements, understandings, and representations, oral or written, are superseded.
XXVI. EXHIBITS: All “Exhibits” referred to below or attached to herein are by this reference incorporated into this Agreement:
Exhibit Designation Exhibit Title
Exhibit A Services to be provided by Contractor
Exhibit B Compensation or Fees to be Paid to Contractor XXVII. DESIGNATED AGENTS: The parties represent and warrant that they have full power and authority to execute and fully perform their obligations under this 68 Sean Bitle Turf & Irrigation 8
Agreement pursuant to their governing instruments, without the need for any further action, and that the person(s) executing this Agreement on behalf of each party are the duly designated agents of each party and are authorized to do so.
XXVIII. COMPLIANCE WITH APPLICABLE LAWS: The Contractor shall comply with any and all federal, state and local laws, regulations, and ordinances affecting the services covered by this Agreement.
XXIX. ATTORNEY’S FEES: If any party hereto employs an attorney for the purpose of enforcing or construing this Agreement, or any judgment based on this Agreement, in any legal proceeding whatsoever, including insolvency, bankruptcy, arbitration, declaratory relief or other litigation, including appeals or rehearing, the prevailing party shall be entitled to receive from the other party, or parties thereto, reimbursement for all attorneys’ fees and all costs, including but not limited to service of process, filing fees, court and court reporter costs, investigative costs, expert witness fees, and the cost of any bonds, whether taxable or not. If any judgment or final order be issued in that proceeding, said reimbursement shall be specified therein.
XXX. NOTICES: Any notice required to be given pursuant to the terms and conditions hereof shall be in writing, and shall be via one of the following methods: personal delivery, prepaid Certified First-Class Mail, or prepaid Priority Mail with delivery confirmation. Unless others designated by either party, such notice shall be mailed to the address shown below:
If to City:
City of Susanville
ATTN: Dan Newton, City Manager
66 N. Lassen St.
Susanville, CA 96130
If to Contractor:
Sean Bitle
Sean Bitle Turf & Irrigation
PO BOX 401
Litchfield, CA 96128
[signature page to follow]
69 Sean Bitle Turf & Irrigation 9
IN WITNESS WHEREOF, the parties hereunto have executed this Agreement on the date written below.
CITY OF SUSANVILLE: Sean Bitle Turf & Irrigation:
By: ___________________________ By: ____________________________ Mendy Schuster, Mayor Name:_______________________
City of Susanville, City Council Title: _________________ ____ Date: ___________________ Date: ________________________ Attest:
By:____________________________
Heidi Whitlock
City Clerk
Date: ________________
Approved as to form:
By: _____________________________
Margaret E. Long
City Attorney
70 Sean Bitle Turf & Irrigation 10
EXHIBIT A
SERVICES TO BE PROVIDED BY CONTRACTOR
For the time period of commencing July 2, 2025 through June 30, 2027, Contractor shall perform golf course irrigation maintenance, repair and golf course fertilization, insecticide, fungicide and wetting agent applications at Diamond Mountain Golf Course to include:
- Irrigation system startup in spring and winterization in fall - Irrigation system checks as needed throughout the irrigation season - Pump and pump station operation and maintenance
- Programming and adjustments to the irrigation central control system - Programming and adjustments to the four stand alone irrigation controllers - Irrigation satellite and controller maintenance, repair and replacement - Electric valve in head and block sprinkler maintenance, repair and replacement - Irrigation main-mainline, sub-mainline, lateral and shutoff valve repair and replacement
- In the event of involved main-mainline repairs the City of Susanville Water Department (if available) shall assist to reduce cost
- Hand watering of golf greens
- Spot watering of golf course turfgrass
- Fertilization of golf course (golf course - 11 tons/golf greens - 1 ton) - Granular application of fungicide, insecticide and wetting agent.
The City, subject to fund availability and budget capacity, shall supply all materials, including but not limited to electric valve-in-head sprinklers, block sprinklers, pipe, fittings, valves, fertilizer, insecticide, fungicide and wetting agents. If the City is unable to provide materials, Contractor is NOT responsible to provide them. 71 Sean Bitle Turf & Irrigation 11
EXHIBIT B
COMPENSATION OR FEES TO BE PAID TO CONTRACTOR
Labor:
The labor rate for the scope of work provided in Exhibit A shall be billed in quarter-hour increments at $100/hour.
For the period of July 1, 2025, through and including June 30, 2026, fees to be paid to contractor not to exceed $35,000 (seven working months per fiscal year, per Exhibit A).
For the period of July 1, 2026, through and including June 30, 2027, fees to be paid to contractor not to exceed $35,000 (seven working months per fiscal year, per Exhibit A).
Additional Work: Additional work must be approved in writing by the City Manager, prior to work commencing.
Materials:
City to provide all materials unless otherwise approved as additional work by the City Manager, prior to work commencing. Material purchases shall not exceed $3,000 per fiscal year without City Manager approval.
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28 RESOLUTION NO. 25-6449
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SUSANVILLE
AUTHORIZING THE MAYOR TO EXECUTE AN AGREEMENT WITH SEAN BITLE TURF
AND IRRIGATION FOR SERVICES AT THE DIAMOND MOUNTAIN GOLF COURSE WHEREAS, the City of Susanville owns and operates the Diamond Mountain Golf Course; and
WHEREAS, proper turf management including irrigation maintenance is vital to the quality and condition of the golf course; and
WHEREAS, staff has received a proposal from Sean Bitle Turf and Irrigation for irrigation maintenance, repair, and golf course fertilization.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Susanville hereby authorizes the Mayor to execute an Agreement with Sean Bitle Turf and Irrigation, for the period beginning July 2, 2025 through June 30, 2027, for a total amount not to exceed $76,000.
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 2nd day of July 2025, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
_____________________________
Heidi Whitlock, City Clerk
APPROVED AS TO FORM:_____________________________
Margaret Long, City Attorney
73 AGENDA ITEM NO. 9.D
Action Item
Submitted By: Bob Godman, Public Works
Action Date: July 2, 2025
SUBJECT: Consider Resolution No. 25-6450, authorizing the city manager to execute a professional services agreement with Tetra Tech Rooney for engineering and technical services for the City’s natural gas transmission pipeline in an amount not to exceed $450,000 and authorizing the finance director to increase the natural gas budget in the amount of $450,000.
PRESENTED BY: Bob Godman, Public Works Director
SUMMARY:
The Pipeline and Hazardous Materials Safety Administration (PHMSA) mandates, under Title 49 of the Code of Federal Regulations (CFR), Part 192, Subpart O, that all natural gas transmission lines implement a comprehensive Integrity Management Program. In adherence to these federal regulations, the City’s Natural Gas Division adopted an Integrity Management Plan in 2024. A critical component of this plan involves the rigorous integrity inspection of the City’s natural gas transmission line.
PHMSA approves several methodologies for conducting these integrity assessments. After thorough evaluation, the internal integrity test has been identified as the preferred method due to its operational efficiency and minimal disruptive impact. It is important to note that when the City’s high-pressure natural gas pipeline was initially installed, it was not categorized as a "Transmission Line." And therefore was not designed for internal testing. However, PHMSA reclassified this line as such in 2017, thereby subjecting it to the aforementioned integrity management requirements.
In accordance with the City’s established procurement procedures, staff conducted interviews with three qualified engineering firms specializing in integrity assessment, engineering design, construction engineering, testing, plan updates, and PHMSA reporting. Following a comprehensive review process, Tetra Tech Rooney emerged as the most qualified firm. Their proposal provides a comprehensive estimate for a variety of specialized services, excluding the construction phase of the project. A separate procurement process will be initiated to
SUSANVILLE CITY COUNCIL AGENDA ITEM
74 secure a contractor for the construction aspect, which will entail additional costs.
FISCAL IMPACT: Increase Natural Gas Budget (7401) in the amount of $450,000, no impact to the general fund. Current available cash for the natural gas division is approximately $5,900,000.
ACTION REQUESTED: Motion to approve Resolution No. 25-6450, authorizing the city manager to execute a professional services agreement with Tetra Tech Rooney for engineering and technical services for the city’s natural gas transmission pipeline in an amount not to exceed $450,000 and authorizing the finance director to increase the natural gas budget in the amount of $450,000.
ATTACHMENTS:
25-6450.pdf
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28 RESOLUTION NO. 25-6450
AUTHORIZING THE CITY MANAGER TO EXECUTE A PROFESSIONAL SERVICES
AGREEMENT WITH TETRA TECH ROONEY FOR ENGINEERING AND TECHNICAL SERVICES FOR THE CITY’S NATURAL GAS TRANSMISSION PIPELINE IN AN AMOUNT NOT TO EXCEED $450,000 AND AUTHORIZING THE FINANCE DIRECTOR TO INCREASE THE NATURAL GAS BUDGET IN THE AMOUNT OF $450,000.
WHEREAS, the City of Susanville operates the Natural Gas Utility; and WHEREAS, part of the Natural Gas Utility is eleven miles of high-pressure transmission pipeline; and
WHEREAS, Federal regulations require the natural gas transmission pipelines to have an integrity assessment every five years; and
WHEREAS, the Natural Gas Utility followed the City of Susanville’s Procurement Policy to choose an engineering firm to assess the pipeline, design needed changes and conduct internal integrity testing; and
WHEREAS, Tetra Tech Rooney, of Inglewood Colorado, was the top candidate in the procurement process.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Susanville hereby authorizes the City Manager to execute a services contract with Tetra Tech Rooney, of Inglewood, Colorado for the following:
1. Assess the feasibility of operating an inline inspection device in the City of Susanville’s natural gas transmission pipeline (Phase 1).
2. If feasible, City will direct Tetra Tech Rooney to proceed with the design of a pig launcher and pig catcher station at appropriate locations on the transmission pipeline. (Phase 2)
3. Tetra Tech Rooney will provide construction engineering services for the pig launcher and catcher installation (Phase 2)
4. Tetra Tech Rooney will conduct an inline inspection and analysis of the City’s High Pressure Natural Gas transmission line
5. City Manager may also engage Tetra Tech to provide the following additional services to ensure compliance with regulatory requirements. Provide a Class/HCA/MCA Update, Risk assessment per the internal testing results, provide a Preventative Measure review and do an IMP language update; and BE IT FURTHER RESOLVED that the Finance Director is authorized to increase the Natural Gas Budget (7401) in the amount of $450,000.
APPROVED:_______________________
Mendy Schuster, Mayor
ATTEST:_______________________
Heidi Whitlock, City Clerk
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28 The foregoing resolution was adopted at a regular meeting of the City Council of the City of Susanville, held on the 2nd day of July 2025, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
_____________________________
Heidi Whitlock, City Clerk
APPROVED AS TO FORM:_____________________________
Margaret Long, City Attorney
77 Susanville 6” 9.5 mi Trap Additions and
Integrity Assessment – Phased Approach
Request for Proposal
May 23, 2025 Rev 2
78 Susanville 6” 9.5 mi Trap Additions and Integrity
Assessment Proposal
PRESENTED TO PRESENTED BY
Reuben Downing
Gas Utility Supervisor
City of Susanville, CA
720 South Street
Susanville, CA 96130
Tetra Tech Rooney
115 Inverness Dr East,
Suite 300
Englewood, CO 80112
P +1-406-294-0335
tetratech.com
Prepared by:
Joe Meier
Business Development Director
Reviewed by:
Matthew Brown
Principal Project Manager
79 City of Susanville Susanville 6” 9.5 mi Trap Additions and Integrity Assessment Proposal 3 EXECUTIVE SUMMARY
Reuben Downing
City of Susanville
Gas Utility Supervisor
[email protected]
Subject: Susanville 6” 9.5 mi Trap Additions and Integrity Assessment Dear Sir,
Tetra Tech Rooney (Tetra Tech) appreciates the opportunity to present you with this revised proposal to support the Susanville 6” 9.5 mi Trap Additions and Integrity Assessment Proposal with Phase 1 and Phase 2 scope defined.
With the following unique elements, our team is well suited to make this project a success for the City of Susanville. • Commitment to Health, Safety, and Environment: Tetra Tech is committed to paramount health, safety, and environmental best practices throughout the planning and executions phases of this project. From our Safety-In-Design considerations to our Behavior Based Safety Programs, our safety culture is present in and throughout all aspects of our work.
• Inline Inspection Expertise: Tetra Tech has supported ILI programs for multiple natural gas and hazardous liquid pipeline operators including participation in planning, design modifications, field execution of tool runs (2,000+ miles), and integrity dig programs (3,000+ digs). • Forty-Year Design History: Tetra Tech has a long history of providing transmission solutions going back forty years. One specific characteristic that sets us apart is that we become vested in our customer’s problems and committed to finding the best solution. As we do this, we blur the lines – we are not seen as just consultants. Rather, we become part of their organization. As such, we seek to form a long-term relationship with our customers, that is ultimately based on respect and trust. We are a reliable engineering partner that is responsive to your immediate needs and will be here to help you achieve your long-term objectives.
• Strategic Partnership: Tetra Tech has a strategic partnership with ENTEGRA Solutions to provide ILI tool equipment to existing Tetra Tech clients. Collectively with hundreds of years of experience, ENTEGRA delivers Ultra-High Resolution (UHR) MFL/CAL In-Line Inspections. Utilizing 2X the number of sensors and 2X the sampling rate, the most efficient and exotic magnetic materials available, smart sampling, and hundreds of proprietary sizing curves for each pipe diameter/ wall thickness/ grade combination.
ENTEGRA’s ILI system achieves 4X the resolution of standard high resolution MFL/CAL technologies.
Our team is very excited about this opportunity and looks forward to our relationship with the City of Susanville. If you have any questions about our proposal, please contact us anytime.
Matt Brown, PE
Asset Integrity Program Lead
1321 Discovery Dr
Billings, MT 59102
Mobile: 218-340-7840
[email protected]
80 City of Susanville Susanville 6” 9.5 mi Trap Additions and Integrity Assessment Proposal 4 TABLE OF CONTENTS
1.0 EXPERIENCE AND TEAM...............................................................................................................5
1.1 Experience and Qualifications ......................................................................................................................5
1.2 Organization Chart........................................................................................................................................5
2.0 SAFETY ......................................................................................................................................6
3.0 SERVICES SCHEDULE ..................................................................................................................6
4.0 SCOPE OF WORK.........................................................................................................................7
4.1 Phase 1 – ILI Feasibility Review.....................................................................................................................7
4.2 Phase 2 – Pipeline Modifications and Integrity Assessment........................................................................7
4.2.1 Pipeline Modifications .........................................................................................................................7
4.2.2 Pipeline Integrity Assessment .............................................................................................................8
4.3 Optional Services...........................................................................................................................................9
4.3.1 Class/HCA/MCA Update .......................................................................................................................9
4.3.2 Risk Assessment Update per IMP ........................................................................................................9
4.3.3 Preventive & Mitigative Measure Review per IMP...............................................................................9
4.3.4 IMP Language Update..........................................................................................................................9
5.0 PRICING AND COST ESTIMATE....................................................................................................10
6.0 PROPOSAL ASSUMPTIONS.........................................................................................................11
APPENDICES
Appendix A: Detailed Schedule
Appendix B: ILI Tool Specification
Appendix C: Schedule of Rates
81 City of Susanville Susanville 6” 9.5 mi Trap Additions and Integrity Assessment Proposal 5 1.0 EXPERIENCE AND TEAM
1.1 EXPERIENCE AND QUALIFICATIONS
Tetra Tech has supported ILI programs for multiple natural gas and hazardous liquid pipeline operators including participation in planning, design modifications, field execution of tool runs (2,000+ miles), and integrity dig programs (3,000+ digs).
Tetra Tech has performed pipeline and facility modification designs for a variety of pipeline operators including upstream, midstream, and downstream oil and gas systems.
Tetra Tech has a strategic partnership with ENTEGRA Solutions to provide ILI tool equipment to existing Tetra Tech clients. The benefits to the City of Susanville for use of this partnership is access to a best-in-class MFL tool via economy of scale pricing through Tetra Tech who can procure services at a larger scale.
ENTEGRA is comprised of a diverse and deeply experienced staff throughout Data Analysis, Engineering, Field Operations, Project Management, and Account Management. Collectively with hundreds of years of experience, ENTEGRA delivers Ultra-High Resolution (UHR) MFL/CAL In-Line Inspections. Utilizing 2X the number of sensors and 2X the sampling rate, the most efficient and exotic magnetic materials available, smart sampling, and hundreds of proprietary sizing curves for each pipe diameter/ wall thickness/ grade combination. ENTEGRA’s ILI system achieves 4X the resolution of standard high resolution MFL/CAL technologies. ENTEGRA is committed to providing you with the best possible ILI solutions; delivered correct, on time, the first time, every time.
1.2 ORGANIZATION CHART
Matthew
Brown, PE
Project Manager
Jacob Pearson
Integrity Engineer
Alisha Red Owl,
PE
Design Lead
Subcontractors
ANAC
NDE Vendor
Entegra
Solutions
ILI Vendor
W.A. Rasic
Construction
Contractor
82 City of Susanville Susanville 6” 9.5 mi Trap Additions and Integrity Assessment Proposal 6 2.0 SAFETY
The health and safety of our employees and our clients is the highest priority of Tetra Tech senior management and supersedes all business activities and decisions. Tetra Tech’s Health & Safety (H&S) Program addresses the hazards associated with our business to prevent injury and illness in the workplace.
Tetra Tech meets its responsibilities by committing to the following:
• Complying with applicable standards, laws, and regulations • Designating personnel accountable for implementing H&S programs • Communicating H&S programs and practices throughout the organization • Mitigating potential risks through hazard identification and assessment, employee training, safe work practices, and PPE
• Allocating sufficient resources to the program
• Implementing enforcement and accountability measures
• Establishing H&S performance standards
The Tetra Tech Employee Safety Manual (registered on ISNetworld) provides safety awareness regarding industry related hazards, OSHA standards, and safe work practices.
Tetra Tech employees will also complete any Company required safety orientation prior to going to the field, as well as completing any site-specific orientations upon arriving at a given site.
3.0 SERVICES SCHEDULE
The schedule below presents a high-level milestone schedule to complete the project. A detailed project schedule and Gantt chart can be found in Appendix A. Any divergence from the project start date would assume a one for one day push for the entire project.
Task Start Date End Date
Project Award & Kickoff – Phase 1 Mon 6/9/25
Site Visit – Phase 1 pigging feasibility study Wed 6/11/25 Fri 6/13/25 Inline Inspection (ILI) feasibility review (commercial
technology recommendation, if applicable)
Mon 6/16/25 6/30/25
Project Award & Kickoff – Phase 2 7/14/25
Design Drawings / Demo Issued for Review Mon 7/14/25 Fri 8/15/25 Design Drawings / Demo Issued for Construction Mon 8/18/25 Fri 9/12/25 Construction Mon 9/22/25 Wed 11/19/25
ILI Tool Run - UHR MFL/CAL/IMU Inspection Tues 12/9/25 Fri 12/12/25 Final ILI Report Mon 12/15/25 Fri 2/13/26
Validation Digs Mon 2/23/26 Fri 3/6/26
Final Integrity Assessment Report Mon 3/9/26 Fri 3/20/26 Project Complete (Assuming optional services) Fri 4/3/26 83 City of Susanville Susanville 6” 9.5 mi Trap Additions and Integrity Assessment Proposal 7 4.0 SCOPE OF WORK
4.1 PHASE 1 – ILI FEASIBILITY REVIEW
Phase 1 will include a detailed review of all as-built records and a site visit to determine the scope of work to make the pipeline piggable.
• Conduct a site visit to visually inspect the facilities and exposed fittings. Fittings to be excavated in advance by City Maintenance Crews. This site visit will not include any 3D laser scanning. • Conduct a detailed mechanical review of the stations and pipeline components to identify all features that need to be modified.
o If modifications to the pipeline outside of the facilities require engineering design, Tetra Tech can provide a quotation for those services, but they have not been included in the current phase 2 estimate or scope (e.g. bend/fitting replacement) • Provide a list of potential general construction contractors to the City to support competitive bidding for construction.
• Deliverable: Provide a summary document of findings and required pipeline modifications for phase 2 scope of work.
4.2 PHASE 2 – PIPELINE MODIFICATIONS AND INTEGRITY ASSESSMENT
4.2.1 Pipeline Modifications
4.2.1.1 Engineering
Engineering design to make the 6 inch pipeline piggable using standard industry inline inspection methods. • Conduct a site visit to evaluate as-found condition
o 3D Laser Scan of both Tuscarora Pressure Reducing Station and Steel Distribution Tie in Station. This will be conducted using the Faro ORBIS handheld laser scanner. With precision data of the site, Tetra Tech can produce detailed IFC drawings, fully dimensioned, allowing efficient construction activities.
o Walk sites with City of Susanville representatives and identify constraints, limitations, and opportunities for the project scope.
• Detailed Design Drawings
o Two drawing packages will be issued: Issued for Review & Issued for Construction ▪ Permanent launcher design package (see Figure 1 below) ▪ Connection for a temporary receiver design package
▪ Demolition drawings
▪ Stopple drawings
▪ Grounding drawings
▪ Bill of Materials for Procurement to be supplied to construction contractor • Develop construction contractor scope of work for IFC bid package 84 City of Susanville Susanville 6” 9.5 mi Trap Additions and Integrity Assessment Proposal 8 Figure 1: Sample 3D Design of Permanent Launcher
4.2.1.2 Construction Management
All construction management activities will be handled on an as needed/ as directed basis from the City.
Activities included within our estimate are detailed below:
• Provide overall project management and coordination of construction contractor, twenty hours per week throughout the five-week construction period.
• Maintain project status updates including cost and schedule • Field contractor request for information (RFI) and respond in a timely manner. An assumed quantity of eighty hours has been included.
• Oversee shop fabrication plans and results
• Oversee construction contractor execution and work plan • Coordinate construction requirements with the City of Susanville • Provide on-site construction oversight for two weeks of mechanical construction activities while the pipeline has modifications conducted.
• Ensure safe return-to-service is completed
4.2.2 Pipeline Integrity Assessment
Tetra Tech will provide a turn-key Inline Inspection integrity assessment compliant with 49 CFR Part 192 Subpart O. This includes providing the ILI tool, overseeing execution of the ILI tool run, analysis of results, pipeline repair determination, and full documentation for Integrity Management requirements.
The planned ILI tool specification can be found in Appendix B. • Coordinate Inline Inspection vendor and execution with City of Susanville • Subcontract Inline Inspection Tool Vendor
85 City of Susanville Susanville 6” 9.5 mi Trap Additions and Integrity Assessment Proposal 9 • Develop pig launch and receive procedures
• Provide guidance to City of Susanville to execute ILI runs • Coordinate overall ILI run execution on site
o Perform AGM placement
o Track ILI tool progress real-time
o Oversee on-site communications and execution of launch and receive procedures • Evaluate ILI results for pipeline repairs and dig selection • Evaluate NDE results and specify pipeline repairs
• Validate ILI results
• Determine pipeline reassessment interval
• Issue a final 49 CFR Part 192 compliance Integrity Assessment report
4.3 OPTIONAL SERVICES
4.3.1 Class/HCA/MCA Update
Tetra Tech will perform a Class location, High Consequence Area, and Moderate Consequence Area analysis using GIS software to validate start and end locations of all affected areas.
4.3.2 Risk Assessment Update per IMP
Following completion of the integrity assessment, the Susanville risk assessment can be updated with new information. This update will be completed using the current Susanville risk assessment template.
4.3.3 Preventive & Mitigative Measure Review per IMP
Following completion of the integrity assessment and an update to the risk assessment, Tetra Tech can lead and conduct a full and inclusive preventive and mitigative measure review compliant with 192.935 and all IMP requirements.
4.3.4 IMP Language Update
Tetra Tech can provide a full update to the Susanville integrity management plan (IMP) to account for all regulatory changes and advisory bulletins.
86 City of Susanville Susanville 6” 9.5 mi Trap Additions and Integrity Assessment Proposal 10 5.0 PRICING AND COST ESTIMATE
Tetra Tech proposes the following time and material estimate which incorporates all labor, tools, equipment, services, and subcontracts to perform the scope outlined in Section 4.
Rate Schedule – Phase 1 Cost (USD)
Site Visit $ 8,300
Inline Inspection (ILI) feasibility review $ 6,600
Construction Contractor Review Assistance $ 5,300
Total $ 20,200
Rate Schedule – Phase 2 Cost (USD)
Engineering Design $ 126,120
Construction Management $ 65,590
Construction (Third-party) Separately quoted by
contractor
Integrity Assessment - Inline Inspection $ 173,464
Total $ 365,174
The optional services are estimated below for consideration if desired.
OPTIONAL SERVICES Cost (USD)
Class/HCA/MCA Update $ 10,225
Risk Assessment update per IMP $ 16,412
Preventive & Mitigative Measure review per IMP $ 4,548
IMP language update $ 38,260
87 City of Susanville Susanville 6” 9.5 mi Trap Additions and Integrity Assessment Proposal 11 6.0 PROPOSAL ASSUMPTIONS
1. Tetra Tech does not have an MSA with the City of Susanville. Tetra Tech proposes to perform these works under the terms and conditions of the Tetra Tech Rooney Professional Services Agreement provided as a separate attachment to this proposal.
2. All work will be performed on a Time and Material basis and invoiced monthly
3. The applicable rate schedule is included in Appendix C.
4. Engineering and Construction Management
a. City of Susanville will provide a construction crew to excavate pipeline bends to validate configuration. Bends will be excavated prior to Tetra Tech site visit for examination while on site.
b. Launcher / receiver pipe and fittings will be fabricated and hydrotested off site c. Geotech for each site will be provided by the City of Susanville and has not been included in this proposal
d. It is assumed that no civil work (fencing, grading, etc) will be required at the trap locations e. It is assumed that structural vaulting will not be needed at tie in points f. Automation / electrical design has not been included, but can be provided if desired. g. Construction management services will be performed on as as-needed or as requested basis by the City. The estimate includes the following items:
i. Tetra Tech has allocated half-time construction support for five weeks of construction, subject to change based on construction schedule. ii. Tetra Tech has allocated two weeks of on-site construction support during mechanical activities, subject to change based on construction schedule iii. An assumed quantity of eighty hours has been included for RFI support. h. No environmental permitting has been included in this proposal i. It is assumed that local permitting will be performed by others. j. Stopple fittings will be required to maintain gas delivery during pipeline modifications k. Sealed PE and SE drawings have not been included within the estimate, but can be provided if desired.
5. Integrity Assessment
a. City of Susanville will provide operations staff to turn valves and conduct “pipeline operations” to launch and receive ILI tools.
b. Tetra Tech has not included time be on-site during the gauge plate run. At the end of construction, the pigging procedure will be reviewed with City Operations staff to conduct the gauge plate run. If the City is prepared, prior to Tetra Tech’s demobilization from construction oversight, there is an opportunity to conduct the gauge plate run while still on-site.
c. Validation Digs
88 City of Susanville Susanville 6” 9.5 mi Trap Additions and Integrity Assessment Proposal 12 i. No coordination with gas control is included
ii. No permitting support included
iii. City of Susanville will conduct excavation, repair, and recoating activities with City maintenance crews
iv. No construction contractor coordination or cost is included v. Non-destructive examination (NDE) cost and scope has not been included, this will be determined based on results of Indirect Inspection and needs to be determined before developing. Upon Completion of the indirect inspection phase, costs can be estimated accordingly. A budgetary estimate for an NDE crew is $12,000 per week. This has been excluded based on the unknown scale of scope and City of Susanville construction practices.
6. ILI Inspection
a. Stuck Pig – Costs and damages due to a stuck pig are at the risk of the customer. b. Standby - In the event ENTEGRA is ready to perform but is delayed due to no fault of their own, stand-by charges will be assessed for each full or partial day of delay, following 24- hour notice that ENTEGRA is ready to proceed. Stand-by charges may also be applicable in the event the inspection tool becomes lodged in the pipeline. Such charges will be applicable for each day the tool remains lodged, up to but not exceeding the actual replacement cost of the tool.
c. Cancellation - In the event ENTEGRA is notified of a run cancellation within 14 days of the scheduled run date, a cancellation charge will be assessed in addition to applicable charges incurred to that point (i.e. Mobilization Charges, Stand-by Charges, etc.). This clause is not applicable for cancellation due to reasons of force majeure. d. Reschedule - In the event ENTEGRA is notified of a run reschedule within 14 days of the scheduled run date, a rescheduling charge will be assessed in addition to applicable charges incurred to that point (i.e. Mobilization Charges, Stand-by Charges, etc.). e. Failed Run & Rerun - In the event of a failed run, ENTEGRA will conduct a root cause analysis and issue a findings report with corrective and preventative actions within 14 days or less of the failed run as requested. When the run fails at no fault of ENTEGRA, a failed run charge will be billed to the customer. In the event a rerun is requested after a failed run at no fault of ENTEGRA, a discounted rerun charge will be billed to the customer. f. Gauge Tool - The gauging tool is provided at no additional charge and is strongly recommended by ENTEGRA. The gauge tool is used as a “go/no-go” device to indicate the potential presence of a bore restriction that might prevent a successful inspection tool passage. The customer’s use of ENTEGRA’s gauging tool does not constitute a warranty of the ability of the inspection tool to traverse the pipeline. Safe passage of the inspection tool remains the responsibility of the Customer. The gauge tool is shipped prior to the run with the responsibility of the customer to run and ship the tool back to ENTEGRA. If a 89 City of Susanville Susanville 6” 9.5 mi Trap Additions and Integrity Assessment Proposal 13 gauge tool is run and the ILI run is cancelled as a result of the “go/no-go” results, the cost of the gauge tool and shipment will be billed to the customer. g. Above Ground Markers (AGM’s) - Up to 10 AGMS are included in the scope of this proposal at no additional charge. Additional AGMs are available at an additional cost. AGMs in the custody of Company that are lost or otherwise not returned to the Contractor at the completion of field operations will be billed to the Company. h. Tool Replacement - The customer will be responsible for reimbursing the tool replacement value if the tool is damaged beyond repair, while in the customer’s care, custody, and control (i.e. while inside a customer’s pipeline or while being handled, stored, and/ or transported by the customer) for reasons beyond the control of ENTEGRA. i. Tool Damage - Normal wear and tear for each tool run will be at the expense of ENTEGRA.
Tool damage due to adverse pipeline conditions, will be billed to the customer. j. Customer Requirements and Responsibilities - ENTEGRA’s inspection team will be selfsupporting for preparing the tool for launching and receiving. We request that a secure, covered workspace is supplied at or near the jobsite for tool setup and routine maintenance. After-hour entry of the work area may be required. The customer is responsible for supplying and operating tool lifting equipment. Decontamination of the tool and the disposal of all hazardous materials is the responsibility of the customer. The inspection equipment is deemed to be in the care, custody and control of the customer when the tool is in, on or around the customer’s pipeline and pipeline facilities. The customer is solely responsible for the customer’s pipeline operations throughout the inspection activity.
7. Construction
a. Budgetary Construction and material costs have been provided separately by a third-party contractor
90 City of Susanville Susanville 6” 9.5 mi Trap Additions and Integrity Assessment Proposal 14 APPENDIX A: DETAILED SCHEDULE
91 ID Task
Mode
Task Name Duration Start Finish Predecessors Resource Names 1 Phase 1 - ILI Feasibility Review 15 days Mon 6/9/25 Fri 6/27/25 2 Award and Kickoff 0 days Mon 6/9/25 Mon 6/9/253 Site Visit 5 days Mon 6/16/25Fri 6/20/25 2FS+5 days4 ILI Feasibility Review 15 days Mon 6/9/25 Fri 6/27/25 25 Phase 2 - Pipeline Modifications & Integrity Assessment 185 days Mon 7/14/25Fri 3/27/266 Kickoff 0 days Mon 7/14/25Mon 7/14/257 Pipeline Modifications 98 days Mon 7/14/25Wed 11/26/28 Engineering 85 days Mon 7/14/25Fri 11/7/259 Site Visit 5 days Mon 7/14/25Fri 7/18/25 6 10 Design Drawings / Demo Issued for Review 25 days Mon 7/21/25 Fri 8/22/25 6,911 Design Drawings / Demo Issued for Construction 20 days Mon 8/25/25 Fri 9/19/25 1012 Contractor SOW 5 days Mon 9/22/25 Fri 9/26/25 1113 Contractor Final Proposal to Construction Kickoff 15 days Mon 9/29/25 Fri 10/17/25 1214 Shop Fabrication 15 days Mon 10/20/25Fri 11/7/25 1315 Construction 28 days Mon 10/20/2Wed 11/26/216 Mobilization and Prep 10 days Mon 10/20/2Fri 10/31/25 1317 Pipeline Modifications w/Construction Oversight 10 days Mon 11/3/25Fri 11/14/25 1618 Cleanup and Demobilization 8 days Mon 11/17/2Wed 11/26/21719 Pipeline Integrity Assessment 115 days Mon 10/20/2Fri 3/27/2620 Planning and Coordination 15 days Mon 10/20/2Fri 11/7/25 1321 Gauge Plate Run 7 days Thu 11/27/25Fri 12/5/25 15,2022 Go/No-Go Decision 0 days Fri 12/5/25 Fri 12/5/25 2123 ILI Mobilization 1 day Tue 12/16/25Tue 12/16/2522FS+6 days24 ILI UHR MFL/CAL/IMU Inspection 3 days Wed 12/17/2Fri 12/19/25 2325 ILI Demobilization 1 day Mon 12/22/2Mon 12/22/22426 Preliminary ILI Report 25 days Mon 12/22/2Fri 1/23/26 2427 Final ILI Report 45 days Mon 12/22/2Fri 2/20/26 2428 Dig Selection 5 days Mon 2/23/26Fri 2/27/26 2729 Validation Digs 10 days Mon 3/2/26 Fri 3/13/26 2830 Final Integrity Assessment Report 10 days Mon 3/16/26Fri 3/27/26 2931 Optional Services 220 days Mon 6/9/25 Fri 4/10/2632 Optional Class/HCA/MCA Update 25 days Mon 6/9/25 Fri 7/11/25 233 Optional IMP Language Update 25 days Mon 6/9/25 Fri 7/11/25 234 Optional Risk Assessment Update per IMP 5 days Mon 3/30/26 Fri 4/3/26 33,1935 Optional Preventive & Mitigative Measure Review per IMP 5 days Mon 4/6/26 Fri 4/10/26 34,1936 Project Complete 0 days Fri 4/10/26 Fri 4/10/26 19,31 6/27
6/9
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4/10
May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May
025 Qtr 3, 2025 Qtr 4, 2025 Qtr 1, 2026 Qtr 2, 2026
TaskSplitMilestoneSummary
Project SummaryInactive TaskInactive MilestoneInactive Summary Manual TaskDuration-onlyManual Summary RollupManual Summary Start-onlyFinish-onlyExternal TasksExternal Milestone
DeadlineProgressManual Progress
Project: SusanvilleDate: Fri 5/23/25
92 City of Susanville Susanville 6” 9.5 mi Trap Additions and Integrity Assessment Proposal 15 APPENDIX B: ILI TOOL SPECIFICATION
93 Highest Resolution. Highest Quality and Service. DA-100.10 Entegra LLP
6159 W 80th St
Indianapolis, IN 46278
www.entegrasolutions.com
[email protected]
Physical & Operational Data Performance / Reporting Specifications Length Metal Loss, greater than 0.39" (10 mm) circumferentially Standard Tool 4'-5" (1.34m) Minimum Depth 10% of w.t.
With Inertial Mapping 6'-4" (1.92m) Depth Accuracy ± 10% of w.t. (15% for seamless) Weight Length Accuracy ± 0.39" (10 mm)
Standard Tool 153 lbs (69 kg)
With Inertial Mapping 226 lbs (103 kg) Caliper
Minimum Bend Radius back-to-back 1.5D Minimum Depth 0.5% OD Minimum Bore Reduction 25% of OD Deformation Accuracy ±0.08" (2 mm) Wall Thickness1 Up to 0.625" (15.9mm) Ovality Accuracy ±0.08" (2 mm) Standard Inspection Range2 Up to 200 miles (320 km)
Maximum Pressure 1750 psi (120 bar) Location Accuracy
Maximum Temperature 140°F (60°C) Axial
Minimum Temperature 14°F (-10°C) from AGM ±0.1% from nearest reference from girthweld ±1.0" from nearest girthweld
Circumferential ± 5° (approx. 0.25" or 6.5 mm)
All tools come standard with a high density of metal loss, ID / OD differentiation and caliper sensors. Sub-meter Inertial Mapping capability available.
UHR- Ultra High Resolution
Tool diagram shown here may not exemplify specific tool design and configuration details. Please contact ENTEGRA for detailed tool configuration. 10-inch UHR MFL/Cal Combo Tool
Notes:
General - In accordance with API 1163, these
specifications have been qualified based on pullthrough testing. Accuracy is based on 80% certainty and 95% confidence
1. Maximum wall thickness capability varies with
tool speed.
2. Tool range varies with speed and can be
expanded upon request.
Copyright © 2019 Entegra LLP. All rights reserved. All information herein is Confidential Information. 94 City of Susanville Susanville 6” 9.5 mi Trap Additions and Integrity Assessment Proposal 16 APPENDIX C: SCHEDULE OF RATES
95 2025 – Rev 0
Approval: ________
RATE SHEET
Tetra Tech Rooney
Effective: January 1, 2025 – December 31, 2025
PROJECT MANAGEMENT Hourly Rate OT Hourly
Project Manager 1 $192 n/a
Project Manager 2 $205 n/a
Senior Project Manager 1 $216 n/a
Senior Project Manager 2 $227 n/a
Principal/Sr Project Manager 3 $238 n/a
ENGINEERING
Engineer 1 $147 n/a
Engineer 2 $158 n/a
Engineer 3 $170 n/a
Engineer 4 $182 n/a
Engineer 5 $193 n/a
Engineer 6 $205 n/a
DESIGN
Designer 1 $126 $145
Designer 2 $137 $158
Designer 3 $147 $169
Designer 4 $159 $183
Designer 5 $171 $196
Designer 6 $184 $211
Design Lead $194 $224
PROJECT CONTROLS
Project Controls 1 $153 $176
Project Controls 2 $166 $191
ADMINISTRATION
Document Control 1 $ 86 $99
Document Control 2 $ 98 $112
Document Control 3 $108 $124
SPECIALIST
Specialist 1 $173 $200
Specialist 2 $194 $224
Specialist 3 $215 $248
Specialist 4 $236 $272
Specialist 5 $257 $296
Specialist 6 $278 $320
96 2025 – Rev 0
Approval: ________
RATE SHEET
Tetra Tech Rooney
Effective: January 1, 2025 – December 31, 2025
SPECIALTY SOFTWARE
Synergi Pipeline Simulator $ 85 n/a
New Century Alignment Sheet Creator $ 85 n/a
ETAP/SKM Power Modeling $ 42 n/a
Expert witness testimony will be invoiced at the rates multiplied by 1.5.
GPS SCANNERS/SURVEY EQUIPMENT
Laser Scanner with Integrated GPS $1,000.00 / day
$5,000 / week (5-7 days)
Trimble Catalyst Receiver $200.00 / day
OUTSIDE SERVICES
Outside services will be provided at actual cost plus 15%.
GENERAL TERMS & CONDITIONS
Travel and expenses incurred for project-related business will be billed at actual cost plus 10%. Personal automobile mileage will be billed at the prevailing IRS rate per mile.
Per Diem or living expenses will be negotiated based on project duration and cost of living in the area of the project.
Rentals, office equipment, expenses, and supplies for field offices will be billed at actual cost plus 10%.
Invoices will be submitted for payment monthly and shall be paid within 30 days. A handling charge of one percent (1.0%) per month will be applied to all invoices unpaid over 30 days.
97 AGENDA ITEM NO. 9.E
Action Item
Submitted By: Dan Newton, Administrative Services
Action Date: July 2, 2025
SUBJECT: Consider dissolution of the Ad Hoc Committee created on August 7, 2024 for the purpose of developing an agreement for the Sierra Theater Performing Arts Center and Elk's lodge improvements.
PRESENTED BY: Dan Newton, City Manager
SUMMARY: On August 7, 2024, City Council created an Ad Hoc Committee for the purpose of developing an agreement with the Susanville Elks Lodge for improving their building, and for creating an Agreement with the Susanville Symphony Society to purchase the Sierra Theater.
On September 13, 2024 the Susanville Elks Lodge withdrew their request for funds.
And on June 16, 2025 the Susanville Symphony Society indicated that they no longer desired to move ahead with the purchase of the Sierra Theater.
In light of these events, there is no longer a need for the Ad Hoc committee to continue. Staff is recommending that the City Council dissolve the Ad Hoc committee at this time.
FISCAL IMPACT: None.
ACTION REQUESTED: Motion to dissolve the Ad Hoc committee created on August 7, 2024 for the purpose of developing an agreement for the Sierra Theater Performing Arts Center and Elk's lodge improvements.
SUSANVILLE CITY COUNCIL AGENDA ITEM
ATTACHMENTS:
98 AGENDA ITEM NO. 9.F
Action Item
Submitted By: Dan Newton, Administrative Services
Action Date: July 2, 2025
SUBJECT: Consider Resolution No. 25-6452, approving Employment Agreement for Chandra Jabbs, Finance Director.
PRESENTED BY: Dan Newton, City Manager
SUMMARY: The proposed employment agreement for the position of Finance Director between the City of Susanville and Chandra Jabbs is attached for Council’s consideration and approval.
FISCAL IMPACT: As stated in agreement.
ACTION REQUESTED: Motion to approve Resolution No. 25-6452, approving Employment Agreement with Chandra Jabbs, Finance Director.
SUSANVILLE CITY COUNCIL AGENDA ITEM
ATTACHMENTS:
25-6452.pdf
2025 FD Employment Contract.docx
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28 RESOLUTION No. 25-6452
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SUSANVILLE
APPROVING EMPLOYMENT AGREEMENT WITH CHANDRA JABBS
FOR THE POSITION OF FINANCE DIRECTOR
WHEREAS, the City of Susanville and Chandra Jabbs have negotiated an at-will agreement for the position of Finance Director; and
WHEREAS, the at-will employment agreement was negotiated within the parameters established by City Council.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Susanville that the at-will Employment Agreement with Chandra Jabbs for the position of Finance Director, attached hereto as Exhibit A, is hereby approved.
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 2nd day of July 2025, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
_____________________________
Heidi Whitlock, City Clerk
APPROVED AS TO FORM:_____________________________
Margaret Long, City Attorney
100
CITY OF SUSANVILLE
EMPLOYMENT AGREEMENT
WITH THE FINANCE DIRECTOR
THIS EMPLOYMENT AGREEMENT ("Agreement") is entered into on July 2, 2025, by and between the City of Susanville, a municipal corporation (the "CITY") and Chandra Jabbs ("EMPLOYEE"). The CITY and EMPLOYEE may be collectively referred to herein as the "Parties".
WHEREAS, EMPLOYEE currently serves as the Finance Director; WHEREAS, the CITY desires to enter into an employment agreement with the EMPLOYEE as the Finance Director and to perform such related duties and functions; WHEREAS, the CITY and EMPLOYEE desire to agree in writing to the terms and conditions of employee's employment as the Finance Director.
NOW, THEREFORE, the Parties hereto agree asfollows:
Section 1. EMPLOYMENT
CITY agrees to employ EMPLOYEE to perform the following services:
a. EMPLOYEE agrees to serve as the Finance Director, responsible for managing and directing the Finance Department under the direction of the City Manager. EMPLOYEE's responsibilities as Finance Director shall include acting as, and performing the duties of, the Finance Director as defined in the City of Susanville Municipal Code and other applicable laws.
b. EMPLOYEE shall perform the duties of the position, as described in the job description for the Finance Director and the Susanville Municipal Code. EMPLOYEE shall perform the duties of this position to the best of EMPLOYEE's ability in accordance with professional and ethical standards of the profession and shall comply with all general rules and regulations established by the CITY.
c. EMPLOYEE shall not engage in any activity which is or may become a conflict of interest, prohibited contract, or which may create an incompatibility of office as defined under California law. EMPLOYEE shall comply fully with the reporting and disclosure obligations under regulations promulgated by the Fair Political Practices Commission (FPPC) and the CITY's Conflict of Interest Code. •
d. EMPLOYEE agrees to remain in exclusive employ of the CITY during the term of this agreement.
101
Section 2. TERM, TERMINATION, SEVERANCE OR LAY OFF PAYMENT The term of this Agreement shall commence on July 1, 2025, and shall continue until terminated by either EMPLOYEE or CITY as follows:
a. EMPLOYEE may terminate this Agreement at any time upon providing fifteen (15) days advance written notice to the CITY.
b. The CITY may terminate this Agreement at any time upon the City Manager providing notice to EMPLOYEE of the effective date of the termination.
EMPLOYEE understands, acknowledges and agrees that the position for which the CITY is employing EMPLOYEE is an at-will position which is not within the classified service of the CITY and that the CITY may terminate this agreement at any time with or without advance notice and that there is no express or implied promise made to the EMPLOYEE for any form of continued employment.
In the event the EMPLOYEE's employment with the CITY is terminated, CITY shall pay EMPLOYEE any accrued and unpaid salary and the cash value of any accrued vacation leave, all subject to federal and state withholding requirements. Such an amount shall be paid within thirty (30) days of the EMPLOYEE leaving CITY employment.
If CITY terminates the employment of the EMPLOYEE for any reason (including restructuring or layoff) other than EMPLOYEE’s misconduct, CITY shall pay EMPLOYEE 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 EMPLOYEE’s dishonesty, fraud, self-dealing or willful misconduct as the term is defined for purposes of California unemployment insurance, committed in the performance of EMPLOYEE’s duties and responsibilities under the agreement; or EMPLOYEE’s violation of any law which can be punished as a felony committed at any time. The determination of whether EMPLOYEE was terminated due to misconduct is in the CITY’s sole discretion. Upon the termination of EMPLOYEE’s employment, EMPLOYEE is not entitled to any other compensation or payment.
If CITY terminates EMPLOYEE’s employment at any time due to EMPLOYEEs misconduct, as defined above, CITY shall not pay EMPLOYEE any severance payment. If EMPLOYEE terminates his/her employment, EMPLOYEE is not entitled to severance payments.
Section 5. SALARY
The compensation listed at the position’s range and step shall constitute entire compensation, except as provided within this agreement. The Finance Director position is an exempt position and therefore is not eligible for standby pay, call back pay, overtime pay, or any other form of overtime compensation unless expressly authorized by the City Council or by the State or Federal Law. a. Effective July 1, 2025, CITY agrees to pay EMPLOYEE a base salary, Range 174 Step E 102
of the attached Finance Director Global Bi-Weekly Salary Matrix, payable bi-weekly, at the same time as other EMPLOYEEs are paid and subject to customary withholding. This amount equates to one hundred forty-six thousand nine hundred seventy-five dollars and fourteen cents ($146,975.17) annually,
b. Merit Increases. The City Manager shall evaluate EMPLOYEE's performance annually and may be awarded a merit increase based upon merit as evidenced by said performance evaluation by the City Manager. When the 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 are limited to one merit per fiscal year.
c. Incentive Pay. Incentive increases will not be automatic are subject to negotiation and be accomplished through by Agreement amendment, however, City agrees as follows:
• Upon obtaining certification as a Certified Public Finance Officer by the Government Finance Officer’s Association, EMPLOYEE’s compensation will increase a minimum of 5%.
• Upon obtaining a Master’s Degree in a related field EMPLOYEE’s compensation will increase a minimum of 5%.
Section 7. BENEFITS
EMPLOYEE shall be entitled to the employment benefits as set forth in Exhibit "A" hereto. As used herein, "benefits" include, but are not limited to vacation, sick leave, paid holidays, management leave, retirement benefits and payments, health insurance, dental insurance, and life insurance. The benefits provided shall be the plans generally offered by the CITY to EMPLOYEEs of the CITY as they exist at the date this contract is entered into and as may be amended or changed from time to time.
1. Vacation Leave – EMPLOYEE shall earn annual vacation credit prorated and accrued monthly on the following basis:
9.23 hours per pay period (bi-weekly)
The maximum vacation accrual shall be 240 hours. The City Manager may authorize increasing the maximum accrual for a defined period of time.
Section 8. DEFENSE AND INDEMNIFICATION
a. The CITY shall provide a defense to EMPLOYEE as to any claim, action, suit or proceeding against EMPLOYEE for any tort, professional liability claim, or other cause or demand of a civil nature, whether groundless or otherwise, arising out of an alleged act or omission occurring in the performance of EMPLOYEE's duties under this Agreement or resulting from the exercise of discretion by EMPLOYEE in connection with the performance of EMPLOYEE's duties and responsibilities under this Agreement, unless the act, omission, or exercise of discretion involved negligent, intentional, willful or 103
wanton misconduct by EMPLOYEE. The defense provided by the EMPLOYEE shall continue until a final conclusion of the claim, action, suit or proceeding, including any appeals brought by any party.
b. The CITY shall indemnify EMPLOYEE against any and all losses, damages (except punitive damages), judgments, interest, settlements, fines, court costs, and other reasonable costs and expenses of civil legal proceedings, including attorney's fees awarded against EMPLOYEE, and any other liabilities incurred by, imposed upon, or suffered by EMPLOYEE in connection with or resulting from any claim, action, suit or proceeding in which EMPLOYEE is entitled to a defense by the CITY pursuant to subsection a., above. Any settlement of any such claim, action, suit or proceeding may only be made with prior approval of the CITY in order for indemnification, as provided in thissection, to be available to EMPLOYEE.
The CITY shall have no obligations of any kind to EMPLOYEE under this Agreement as to any criminal matter in which EMPLOYEE is a defendant.
Section 9. SEVERABILITY
If any provision or any portion of the Agreement is held to be illegal or void by a court having jurisdiction over the Parties, the remainder of this Agreement shall remain in full force and effect, unless the parts found to be void are wholly inseparable from the remaining portions of the Agreement.
Section 10. ENTIRE AGREEMENT
This Agreement is the final expression of the complete agreement of the Parties with respect to the matters set forth herein and supersedes in their entirety all prior oral or written agreements. This Agreement cannot be modified except by written mutual agreement signed by the Parties.
Section 11. COUNTERPARTS
This Agreement may be executed in one or more counterparts each of which shall be deemed an original and all of which shall constitute one and the same instrument.
Section 12. REOPENERS
Employee shall have the option to reopen negotiations under the following circumstances:
1) Employee has been at Step G in the attached Finance Director Global Bi-Weekly Salary Matrix for at least 6 months.
2) Employee has earned a Certified Public Finance Officer’s Certification. 3) Employee has earned a Master’s Degree in related field. 104
Section 13. SOLE AGREEMENT
The policies which are collected in this Agreement 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.
If, during its term, the parties hereto should mutually agree to modify, amend, or alter the provisions of the Agreement 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 EMPLOYEE. Any such changes validly made shall become a part of this Agreement and subject to its terms. There shall be no bargaining outside this Agreement without EMPLOYEE and City Council involvement.
Section 13. SIGNATURES
__________________________________ _______________________________ Mendy Schuster, Mayor Chandra Jabbs, EMPLOYEE
__________________________________
Dan Newton, City Manager
ATTEST:
__________________________________
Heidi Whitlock, City Clerk
APPROVED AS TO FORM:
___________________________________
Margaret Long, City Attorney
105
EXHIBIT A
EMPLOYEE shall be entitled to the following benefits. All specialty pays and special compensation will be reported to CalPERS in accordance with State Law.
I. Holidays - EMPLOYEE shall be entitled to holidays recognized by the CITY as depicted in the Employee Manual.
II. Leave:
a. Bereavement Leave - Bereavement Leave may be taken in accordance with the Employee Manual.
b. Family Illness/Injury Leave - Family illness or injury leave may be taken in accordance with the Employee Manual
c. 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.
d. Management Leave – EMPLOYEE shall receive eighty (80) hours of management leave per fiscal year in addition to vacation leave. Such leave will be credited July 1 of each fiscal year. Management Leave will be made available from the time of hire, at twenty (20) hours credited for each three-month period remaining in the fiscal year during which the EMPLOYEE is hired, prorated for the first three-month (3) period.
Management leave may not accrue, and any unused leave will extinguish as of June 30 each year. UNIT members may sell up to five (5) days or forty (40) hours of unused management leave back to the CITY during each December special payroll and may sell up to five (5) days or forty (40) hours of unused management leave back in June special payroll of each year.
e. 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. f. Sick Leave - EMPLOYEE will accrue and be able to use sick leave as set forth in the Employee Manual.
i. 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.
ii. 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 106
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.
III. Insurances
a. Health, Dental, and Vision Insurance - Effective July 1, 2015, the CITY shall pay the cost of health, dental and vision insurance premium for EMPLOYEE. EMPLOYEE shall contribute forty-six ($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 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.
Retirees will be eligible to purchase health insurance under the above plan with no vesting requirement if allowed by the plan. A credit of fifty (50%) percent of accumulated sick leave at time of retirement, will be paid out per month towards fifty (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 fifteen thousand ($15,000) dollars.
The CITY shall continue to pay the administrative fee for EMPLOYEE. b. Life Insurance - CITY agrees to provide EMPLOYEE with term life insurance in the amount of fifty thousand dollars ($50,000) to be paid for by the CITY. c. State Disability Insurance – The CITY will pay the State Disability Insurance for EMPLOYEE.
IV. RETIREMENT PLAN
a. CalPERS - EMPLOYEE shall contribute EMPLOYEE contribution amount established by CalPERS annually for Miscellaneous Employees hired after January 1, 2013. The rate at the date of this contract is 7.75% for FY 2025-2026.
V. Flexible Benefit – EMPLOYEE shall receive four hundred ($400) dollars per fiscal year flexible benefit to be included in the special payroll occurring in December of each fiscal year.
VI. IRS Section 125 Plan; Deferred Compensation Plan – the CITY agrees to establish an IRS Section 125 Plan for use by the EMPLOYEE.
a. The CITY will contribute $40 per pay period as a contribution to the EMPLOYEE’s Section 125 Plan; or
b. The CITY will match up to two (2%) of the employee’s gross salary in a deferred compensation plan with a maximum contribution of forty ($40) dollars per pay period. 107
VII. 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 to the EMPLOYEE.
108
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
EXHIBIT B
FINANCE DIRECTOR GLOBAL RANGE AND STEP MATRIX
BI-WEEKLY - 26 PAY PERIODS PER YEAR
RANGE
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AGENDA ITEM NO. 12.A
Action Item
Submitted By: Bob Godman, Public Works
Action Date: July 2, 2025
SUBJECT: Consider Resolution No. 25-6451, authorizing the Mayor to execute a services agreement with M-Group Planning Consultants.
PRESENTED BY: Bob Godman, Public Works Director
SUMMARY: On May 7th Council approved a contract with M-Group Planning Consultants. When M-Group was looking to execute the contract they noticed that they had not included their fee schedule for next calendar year and have asked to include that in the contract.
FISCAL IMPACT: Increased fees for calendar year 2026, the planning division is funded through the General Fund.
ACTION REQUESTED: Motion to approve Resolution No. 25-6451, authorizing the Mayor to execute a services agreement with M-Group Planning Consultants.
SUSANVILLE CITY COUNCIL AGENDA ITEM
ATTACHMENTS:
25-6451.pdf
SERVICES AGREEMENT M Group Consultants draft rev 20250702.docx 110
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RESOLUTION NO. 25-6451
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SUSANVILLE
AUTHORIZING THE MAYOR TO SIGN A SERVICES AGREEMENT WITH M-GROUP
CONSULTANTS FOR PLANNING CONSULTATION AND AUTHORIZING THE FINANCE
DIRECTOR TO ADJUST THE BUDGET AS NECESSARY
WHEREAS, the City of Susanville oversees and enforces laws and ordinances related to planning in Susanville’ Sphere of Influence; and
WHEREAS, the City has been without a Planner since December 2024 and has been unable to recruit a Senior Planner candidate; and
WHEREAS, it is important for the City of Susanville to have planning expertise available; and
WHEREAS, staff has fulfilled procurement requirements in choosing a planning consultant company; and
WHEREAS, M-Group Consultants of Campbell, California, was the top candidate for the consulting position.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Susanville hereby authorizes the Mayor to sign a services agreement with M-Group Consultants for planning consultation services and authorizes the Finance Director to increase the FY25/26 1011 budget by $25,000.
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 2nd day of July 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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SERVICES AGREEMENT
BETWEEN
THE CITY OF SUSANVILLE
AND
M-GROUP CONSULTANTS
THIS SERVICES AGREEMENT (“Agreement”) is made and entered into this 2nd day of June 2025, by and between the CITY OF SUSANVILLE (“City”), and M-GROUP (“Consultant”)
RECITALS
WHEREAS, City desires to retain a person or firm to provide the following services:
Planning consultation including but not limited to:
• Processing development applications, project materials, and supporting technical studies
• Providing project management support for various Policy, Planning, and Public Works projects
• Developing staff reports, correspondence, findings, and conditions of approval • Preparing CEQA analyses including impacts, findings, and mitigation measures • Peer reviewing environmental documents and technical studies • Conducting Housing Element Implementation Tasks
• Attending meetings with applicants and city staff
• Completing research and making recommendations
• Presenting and answering questions at public hearings • Carrying out consultation with LAFCO and supporting with the annexation process • Coordinating with regional, state, and federal agencies • Processing General Plan and Zoning Amendments
• Providing educational workshops or training sessions
• Mentoring City staff to help build expertise and experience with a variety of planning and environmental review tasks
WHEREAS, The Consultant warrants that it is qualified and agreeable to render the aforesaid services.
AGREEMENT
NOW, THEREFORE, for and in consideration of the agreement made, and the payments to be made by City, the parties agree to the following:
I. SCOPE OF SERVICES: The Consultant agrees to provide all of the services described in Exhibit A.
II. CITY FURNISHED SERVICES: The City agrees to:
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A. Make available to the Consultant those services, supplies, equipment and staff that are normally provided for the services required by the type of services to be rendered by Contractor hereunder and as set forth in Exhibit A.
B. Make available all pertinent data and records for review.
III. TERM OF AGREEMENT: This Agreement shall commence on June 2, 2025, and shall terminate on June 30 2026, unless sooner terminated in accordance with the terms hereunder.
IV. FEES: The fees for furnishing services under this Agreement shall be based on the rate schedule which is attached hereto as Exhibit B. Said fees shall remain in effect for the entire term of this Agreement, as provided in Exhibit B.
V. MAXIMUM COST TO CITY: Notwithstanding any other provision of this Agreement, in no event will the cost to City for the services to be provided herein exceed the maximum sum of $75,000, including direct non-salary expenses.
VI. PAYMENT: The fees for services under this Agreement shall be due within 30 calendar days after receipt and approval by City of an invoice covering the service(s) rendered to date.
With respect to any additional services provided under this Agreement as specified in Paragraph II hereof, the Consultant shall not be paid unless the Consultant has received written authorization from City for the additional services prior to incurring the costs associated therewith. Said additional services shall be charged at the rates set forth on Exhibit B.
Invoices or applications for payment to the City shall be sufficiently detailed and shall contain full documentation of all work performed and all reimbursable expenses incurred. Where the scope of work on the Agreement is divided into various tasks, invoices shall detail the related expenditures accordingly. Labor expenditures need documentation to support time, subsistence, travel and field expenses. No expense will be reimbursed without adequate documentation. This documentation will include, but not be limited to, receipts for material purchases, rental equipment and subcontractor work.
Notwithstanding any other provision herein, payment may be delayed, without penalty, for any period in which the State or Federal Government has delayed distribution of funds that are intended to be used by the City for funding payment to Contractor.
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VII. INSURANCE: Contractor shall procure and maintain for the duration of the Agreement insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder and the results of that work by the Contractor, his agents, representatives, employees, or subcontractors.
Minimum Scope and Limit of Insurance
A. The Contractor shall maintain a 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 & advertising injury, with limits in the amount of $1,000,000, and a general aggregate limit of $2,000,000.
The City, its officers, officials, employees, and volunteers are to be covered as additional insureds on the General Liability Policy with respect to liability arising out of work or operations performed by or on behalf of the Contractor, including materials, parts, or equipment furnished in connection with such work or operations. Additional insured should read as follows:
City of Susanville
66 N. Lassen Street
Susanville, CA 96130
B. Contractor shall provide comprehensive business or commercial automobile liability coverage, including non-owned and hired automobile liability in the amount of $1,000,000 per accident for bodily injury and property damage. Coverage shall be at least as broad as ISO Form CA0001 (Code 1); or, if Contractor has no owned autos or hired autos, then as broad as ISO Form CA0001 (Code 8); and, if Contractor has non-owned autos, then as broad as ISO Form CA0001 (Code 9).
The City, its officers, officials, employees, and volunteers are to be covered as additional insureds on the Automobile Liability policy with respect to liability arising out of work or operations performed by or on behalf of the Contractor, including materials, parts, or equipment furnished in connection with such work or operations. Additional insured should read as follows:
City of Susanville
66 N. Lassen St.
Susanville, CA 96130
C. The Contractor shall be required to carry professional coverage in the amount of $1,000,000 per occurrence or claim, and $2,000,000 aggregate.
Prior to the commencement of any work hereunder, the Contractor shall supply a Certificate of Insurance and endorsements, signed by the insurer, evidencing such 114
insurance as specified above to City. However, failure to obtain and provide the required documents to City prior to the work beginning shall not waive the Contractor’s obligation to provide them. The City reserves the right to require complete, certified copies of all required insurance policies, including endorsements required by these specifications, at any time. Each insurance policy required above shall provide that coverage and shall not be canceled, except with prior written notice to the City.
Insurance is to be placed with an insurer with a current A.M. Best’s rating of no less than A:VII, unless otherwise acceptable to the City.
Any deductibles or self-insured retentions must be declared to and approved by the City. The City may require the Contractor to purchase coverage with a lower deductible or retention or provide proof of ability to pay losses and related investigations, claim administration, and defense expenses within the retention.
For any claims related to this Agreement, the Contractor’s insurance coverage shall be primary coverage at least as broad as ISO CG 20 01 04 13 with respect to the City, its officers, officials, employees, and volunteers. Any insurance or selfinsurance maintained by the City, its officers, officials, employees, or volunteers, shall be in excess of the Contractor’s insurance and shall not contribute with it.
Contractor hereby grants to City a waiver of any right to subrogation which any insurer of said Contractor may acquire against the City by virtue of the payment of any loss under such insurance. Contractor agrees to obtain any endorsement that may be necessary to affect this waiver of subrogation, but this provision applies regardless of whether or not the City has received a waiver of subrogation endorsement from the insurer.
VIII. WORKER'S COMPENSATION: The Contractor acknowledges that it is aware of the provisions of the Labor Code of the State of California which requires every employer to be insured against liability for workers’ compensation or to undertake self-insurance in accordance with the provisions of that Code and it certifies that it will comply with such provisions before commencing the performance of the services to be performed under this Agreement and at all times during the performance of the services to be performed hereunder. A copy of the certificates evidencing such insurance with policy limits of at least $1,000,000 per accident for bodily injury or disease (or, in the alternative, a signed City Workers’ Compensation Exemption form) shall be provided to City prior to commencement of work.
IX. INDEMNIFICATION: Contractor 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 Contractor 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. 115
X. NONDISCRIMINATORY EMPLOYMENT: In connection with the execution of this Agreement and the services to be provided hereunder, the Contractor shall not discriminate against any employee or applicant for employment because of race, color, religion, age, sex, national origin, political affiliation, ancestry, marital status or disability. This policy does not require the employment of unqualified persons.
XI. INTEREST OF PUBLIC OFFICIALS: No officer, agent or employee of the City during their tenure, nor for one year thereafter, shall have any interest, direct or indirect, in this Agreement or the proceeds thereof.
XII. SUBCONTRACTING AND ASSIGNMENT: The rights, responsibilities and duties established under this Agreement are personal to the Contractor and may not be subcontracted, transferred or assigned without the express prior written consent of the City.
XIII. LICENSING AND PERMITS: The Contractor shall maintain the appropriate licenses throughout the life of this Agreement. Contractor shall also obtain any and all permits which might be required by the work to be performed herein. Failure to maintain the licenses, permits, certificates, and credentials shall be deemed a breach of this agreement and constitutes grounds for the termination of this agreement.
XIV. BOOKS OF RECORD AND AUDIT PROVISION: Contractor shall maintain on a current basis, complete books and records relating to this Agreement. Such records shall include, but not be limited to, documents supporting all bids and all expenditures for which any reimbursement is sought. The books and records shall be original entry books. In addition, Contractor shall maintain detailed payroll records, including all subsistence, travel and field expenses, and canceled checks, receipts and invoices for all items for which any reimbursement is sought. These documents and records shall be retained for at least ten years from the completion of this Agreement (42CFR Sections 433.32, 438.3(h) and (u)).
Contractor will permit City to audit all books, accounts or records relating to this Agreement or all books, accounts or records of any business entities controlled by Contractor who participated in this Agreement in any way. Any such audit may be conducted on Contractor's premises or, at City's option, Contractor shall provide all books and records within a maximum of 15 calendar days upon receipt of written notice from City.
Contractor shall promptly refund any moneys erroneously charged. If City ascertains that it has been billed erroneously by Contractor for an amount equaling 5% or more of the original bid, Contractor shall be liable for the costs of the audit in addition to any other penalty to be imposed. This paragraph applies to any contract which provides for reimbursement of expenses.
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XV. CONFIDENTIALITY: All information and records obtained in the course of providing services under this Agreement shall be confidential and shall not be open to examination for any purpose not directly connected to the administration of this program or the services provided hereunder. Both parties shall comply with State and Federal requirements regarding confidential information.
XVI. TITLE: It is understood that any and all documents, information, computer disks, and reports of any kind concerning the services provided hereunder, prepared by and submitted to the City or made available to the Contractor, shall be the sole property of the City. The Contractor may retain reproducible copies of drawings and copies of other documents. In the event of the termination of this Agreement, for any reason whatsoever, Contractor shall promptly turn over all information, writing, computer disks, and documents to City without exception or reservation.
Contractor shall transfer from computer hard drive to disk any information or documents stored on hard drive and provide City with said disk.
XVII. TERMINATION:
A. Either party hereto may terminate this Agreement for any reason by giving thirty (30) calendar days written notice to the other party. Notice of Termination shall be by written notice to the other party and shall be sent by registered mail.
B. If the Contractor fails to provide in any manner the services specified under this Agreement or otherwise fails to comply with the terms of this Agreement, or violates any ordinance, regulation, or other law which applies to its performance herein, the City may terminate this Agreement by giving five calendar days written notice to Contractor.
C. The Contractor shall be excused for failure to perform services herein if such services are prevented by acts of God, strikes, labor disputes or other forces over which the Contractor has no control.
D. In the event of termination, not the fault of the Contractor, the Contractor shall be paid for services performed up to the date of termination in accordance with the terms of this Agreement.
XVIII. RELATIONSHIP BETWEEN THE PARTIES: It is expressly understood that in the performances of the services herein, the Contractor, 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 the City.
XIX. AMENDMENT: This Agreement may be amended or modified only by a written instrument signed by both parties.
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XX. ASSIGNMENT OF PERSONNEL: The Contractor shall not substitute any personnel for those specifically named in its proposal unless personnel with substantially equal or better qualifications and experience are provided, acceptable to City, as evidenced in writing.
XXI. WAIVER: No provision of this Agreement or the breach thereof shall be deemed waived, except by written consent of the party against whom the waiver is claimed.
XXII. SEVERABILITY: If any provision of this Agreement is determined by a court of competent jurisdiction to be invalid or unenforceable, the remainder of this Agreement shall not be affected thereby. Each provision shall be valid and enforceable to the fullest extent permitted by law.
XXIII. JURISDICTION AND VENUE: This Agreement and the obligations hereunder shall be construed in accordance with the laws of the State of California. The parties hereto agree that venue for any legal disputes or litigation arising out of this Agreement shall be in Glenn County, California.
XXIV. ENTIRE AGREEMENT: This Agreement constitutes the entire agreement between the parties with respect to the subject matter hereof, and all prior or contemporaneous agreements, understandings, and representations, oral or written, are superseded.
XXV. EXHIBITS: All “Exhibits” referred to below or attached to herein are by this reference incorporated into this Agreement:
Exhibit
Designation
Exhibit Title
Exhibit A Services to be provided by the Consultant
Exhibit B Compensation or Fees to be Paid to the
Consultant
XXVI. DESIGNATED AGENTS: The parties represent and warrant that they have full power and authority to execute and fully perform their obligations under this Agreement pursuant to their governing instruments, without the need for any further action, and that the person(s) executing this Agreement on behalf of each party are the duly designated agents of each party and are authorized to do so.
XXVII. COMPLIANCE WITH APPLICABLE LAWS: The Contractor shall comply with any and all federal, state and local laws, regulations, and ordinances affecting the services covered by this Agreement.
XXVIII. ATTORNEY’S FEES: If any party hereto employs an attorney for the purpose of enforcing or construing this Agreement, or any judgment based on this Agreement, in any legal proceeding whatsoever, including insolvency, bankruptcy, arbitration, declaratory relief or other litigation, including appeals or rehearing, the prevailing 118
party shall be entitled to receive from the other party, or parties thereto, reimbursement for all attorneys’ fees and all costs, including but not limited to service of process, filing fees, court and court reporter costs, investigative costs, expert witness fees, and the cost of any bonds, whether taxable or not. If any judgment or final order be issued in that proceeding, said reimbursement shall be specified therein.
XXIX. NOTICES: Any notice required to be given pursuant to the terms and conditions hereof shall be in writing, and shall be via one of the following methods: personal delivery, prepaid Certified First-Class Mail, or prepaid Priority Mail with delivery confirmation. Unless others designated by either party, such notice shall be mailed to the address shown below:
If to City:
City of Susanville
66 N. Lassen St.
Susanville, CA 96130
If to the Consultant:
M-Group
51 E. Campbell Avenue #1247
Campbell, CA 95009
[signature page to follow]
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IN WITNESS WHEREOF, the parties hereunto have executed this Agreement on the date written below.
CITY OF SUSANVILLE: M-GROUP
By: ___________________________ By: ____________________________ Mendy Schuster, Mayor Name:_ Heather Hines
Title: Principal
Date: ___________________ Date:_ May 27, 2025
Approved as to form:
By: _____________________________
Margaret E. Long
City Attorney
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EXHIBIT A
m-group
policy planning urban design environmental review historic preservation community engagement staffing solutions March 31, 2025
Bob Godman
Public Works
Director The City
of Susanville
Subject: M-Group On-Call Planning Services Agreement
Hello Bob,
I am pleased to submit this proposal for M-Group to provide on-call planning and environmental services for the City of Susanville. Professional planning services will be provided for projects assigned by the City and agreed to by M-Group, with the understanding that much of the work will occur remotely with occasional in person presence for public hearings (with advance notice). We pride ourselves on our ability to provide the highest quality work products and the flexibility to respond to changing needs and timelines. The following proposal is developed based on our recent conversation and to address the immediate and anticipated planning service needs through the 2025 fiscal year.
Based on our understanding of the City’s current needs, Principal-In-Charge Olivia Ervin and Senior Planner Heather Gurwitz, AICP, will be available on a project-by-project basis to assist the City of Susanville. Additionally, other M-Group planners (Assistants, Associates, Seniors, and Principals) and Specialists (Historic Preservation and Public Art Specialists) will be available to provide support with assigned tasks as appropriate.
M-Group will provide on-call professional planning services for projects assigned by the City and under the City’s cost recovery agreement with developers. M-Group will bill on-call services on a time-and- materials basis in accordance with our fee schedule. Services that M-Group will provide under this agreement generally consist of, but are not limited to, the following:
Processing development applications, project materials, and supporting technical studies Providing project management support for various Policy, Planning, and Public Works projects
Developing staff reports, correspondence, findings, and conditions of approval Preparing CEQA analyses including impacts, findings, and mitigation measures Peer reviewing environmental documents and technical studies Conducting Housing Element Implementation Tasks
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Attending meetings with applicants and city staff
Completing research and making recommendations
Presenting and answering questions at public hearings Carrying out consultation with LAFCO and supporting with the annexation process Coordinating with regional, state, and federal agencies Processing General Plan and Zoning Amendments
Providing educational workshops or training sessions
Mentoring City staff to help build expertise and experience with a variety of planning and environmental review tasks
Conducting other tasks assigned by the City
m-group.us
To accommodate the range of work listed above and to ensure flexibility based on specific city needs, on-call services will be billed on an hourly basis consistent with M-Group’s 2025 billing rates (attached) and as annually amended in January of each calendar year and with a not-to-exceed budget of $75,000. On-call services, under this contract, will extend through June 30, 2026.
I trust that this proposal meets the City of Susanville’s immediate needs. Please do not hesitate to contact me to discuss any revisions or refinements.
Thank you,
Olivia Ervin, Principal-InCharge [email protected]
707.540.0723 x 202
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EXHIBIT B
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AGENDA ITEM NO. 13.A
Discussion Item
Submitted By: Heidi Whitlock, City Clerk
Action Date: July 2, 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.
SUSANVILLE CITY COUNCIL AGENDA ITEM
ATTACHMENTS:
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AGENDA ITEM NO. 14.A
Discussion Item
Submitted By: Heidi Whitlock, City Clerk
Action Date: July 2, 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.
SUSANVILLE CITY COUNCIL AGENDA ITEM
ATTACHMENTS:
250702.Future.Items.List.pdf
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7/16/2024 Consider doing away with the Planning Commission Board and have the planning department handle the duties - IN
PROGRESS
4/2/2025 Request to update sound system and to post meeting link on Facebook 5/21/2025 Request to continue offering City support for the 2026 Farmer's Market 6/4/2025 Request to create policy regarding the calculation of city funds related to special events. 4/16/2025 Request to review the frontage improvements (curb, gutter & sidewalk) requirement and consider moritorium to be in line with the moritorium on mitigation fees
6/4/2025 Request to include more information when having budget discussions to assist in future planning. 6/18/2025 Request to bring back the ad hoc committee for the Sierra Theatre for dissolution 6/18/2025 Request to bring a discussion item regarding special events to occur within the city limits. 2/19/25 & 5/21/25 Request to provide a report on the status of Susanville's fire hydrants due to the recent fires in Southern CA. - Update provided on 6/4/2025
5/7/2025 Request to bring a discussion item before the Council to overturn the HLVRA closing the shoulder seasons of the pool to include financials.- Brought back on 6/4/2025
LAST THREE MONTHS (4/2/2025 to current)
BUSINESS FROM THE FLOOR
Council requested - FUTURE COUNCIL ITEMS
Completed List Items
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