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 business.
4. RETURN TO OPEN SESSION:
Convene 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
Employee Recognition
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 August 6, 2025 regular meeting.
6.B Vendor and Payroll Warrants
6.C Consider Resolution No. 25-6468, approving and authorizing the Mayor to execute an MOU with the Operating Engineers Local Union No. 3 Public Works bargaining unit for the period of July 1, 2025 through and including June 30, 2028
7. PUBLIC HEARINGS: No business.
8. COUNCIL DISCUSSION/ANNOUNCEMENTS:
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, August 20, 2025 – 5:00 PM
Meeting to start at 5:00pm due to a Special meeting being held at 3:00pm for closed session. 1 9. NEW BUSINESS:
9.A Discussion regarding City Procurement Policy
9.B Discussion regarding service agreements approved by City Manager and Department Heads.
9.C Consider Resolution No. 25-6469, authorizing the Mayor to sign a Program Supplement Agreement with Caltrans for the Rehab FE Project No. RPSTPL-5116(025) and authorize the Finance Director to adjust the budget as necessary.
9.D Consider Resolution No. 25-6470, authoring the City Manager to accept the terms and conditions of Starlink's Business Service Plan for internet services at the Diamond Mountain Golf Course and amend the Wave Telephone agreement with Computer Logistics to add service at the golf course
9.E Discussion regarding the current lighting at the tennis courts
10. SUSANVILLE COMMUNITY REDEVELOPMENT AGENCY: No business.
11. SUSANVILLE MUNICIPAL ENERGY CORPORATION: No business.
12. CONTINUING BUSINESS:
12.A Consider Resolution No. 25-6467, whereby the City Council assumes the role of the Planning Commission, and each Council Member will act as a Planning Commissioner.
12.B Discussion regarding Memorial Ball Park Grandstand Fire Emergency operations
13. CITY MANAGER'S REPORTS:
13.A Department Reports
14. FUTURE COUNCIL ITEMS:
14.A Future Council Items
15. ADJOURNMENT:
The next regular meeting of the Susanville City Council will be held on September 3, 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.gov, 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 August 20, 2025 in the areas designated on August 15, 2025.
2 AGENDA ITEM NO. 6.A
Action Item
Submitted By: Heidi Whitlock, City Clerk
Action Date: August 20, 2025
SUBJECT: Minutes of the City Council August 6, 2025 regular meeting.
PRESENTED BY: Heidi Whitlock, City Clerk
SUMMARY: Attached for the Council’s review are the minutes of the City Council’s August 6, 2025 regular meeting.
FISCAL IMPACT: None
ACTION REQUESTED: Motion to waive the reading of and approval to receive and file the City Council's August 6, 2025 regular meeting.
SUSANVILLE CITY COUNCIL AGENDA ITEM
ATTACHMENTS:
250806.cc.min.draft.pdf
3 SUSANVILLE CITY COUNCIL
Regular Council Meeting Minutes
WEDNESDAY, AUGUST 6, 2025 – 5:00 PM
Mayor Schuster called the meeting to order at 5:00pm.
Roll Call of Councilmembers Present: Mendy Schuster, Curtis Bortle, Patrick Parrish, Dawn Miller
Absent: Russ Brown
1. APPROVAL OF AGENDA:
Chandra Jabbs, Finance Director, requested the addition of an emergency item to continue the Memorial Ball Park emergency item.
Moved by Curtis Bortle; seconded by Dawn Miller to approve the agenda with the addition of the emergency item.
Motion Carried: 4 - 0
Voting For: Mendy Schuster, Curtis Bortle, Patrick Parrish, Dawn Miller Voting Against: None
Absent: Brown
2. PUBLIC COMMENT REGARDING CLOSED SESSION ITEMS: No business.
3. CLOSED SESSION: No business.
4. RETURN TO OPEN SESSION: The Pledge of Allegiance and Invocation were provided.
5. BUSINESS FROM THE FLOOR:
Amelia Luna & Solange Kocher, SIR Pow Wow, thanked Council Member Bortle for attending the Pow Wow and presented him with a Banner.
6. CONSENT CALENDAR:
Moved by Dawn Miller; seconded by Curtis Bortle to approve.
Motion Carried: 4 - 0
Voting For: Mendy Schuster, Curtis Bortle, Patrick Parrish, Dawn Miller Voting Against: None
Absent: Brown
6.A Minutes of the City Council July 9, 2025 special meeting and July 16, 2025 special and regular meetings.
Motion to waive the reading of and approval to receive and file the City Council's July 9, 2025 special meeting and July 16, 2025 special and regular meetings. 250709.cc.spec.min.draft.pdf
250716.cc.spec.min.draft.pdf
250716.cc.min.draft.pdf
6.B Vendor and Payroll Warrants
Motion to receive and file.
07-03-2025.pdf
07-10-2025.pdf
07-22-2025.pdf
07-18-2025.pdf
07-17-2025.pdf
4 7. PUBLIC HEARINGS:
7.A Public Hearing to receive comments on the Community Development Block Grant Program-Coronavirus Response Rounds 2 and 3 Grant Project 20-CDBG-CV2-3- 00080 City of Susanville Memorial Park Bathroom activity completion Jolene Arredondo, Deputy City Manager, provided an explanation of why the item was brought before the Council.
Mayor Schuster opened and closed the public hearing at 5:07pm due to no public comment.
7.B Consider Resolution No. 25-6459, approving a cost report of unpaid penalties and, if approved, consider Resolution No. 25-6460, approving the recordation of a lien against real property at 1005 North Street (APN: 103-242-007-000) Mayor Schuster opened the public hearing at 5:07pm.
Michael Prettyman, Code Enforcement Officer, provided an explanation of why the item was brought before the Council and requested Council approval.
No public comment.
Mayor Schuster closed the public hearing at 5:09pm.
25-6459 1005North.CostReport.pdf
25-6460 1005North.lien.pdf
25-8-6 Cost Report (penalty).docx
Reso #24-1179.pdf
24-8-22 Notice of PC Fines.pdf
25-1-28 Notice of Delinquency.pdf
25-7-2 Notice of Hearing.pdf
Motion to approve Resolution No. 25-6459, approving cost report of unpaid penalties and motion to approve the subsequent Resolution No. 25-6460, approving the recordation of a lien against real property at 1005 North Street (APN: 103-242-007-000) Moved by Patrick Parrish; seconded by Dawn Miller to approve both Resolution No.’s 25-6459 and 25-6460.
Motion Carried: 4- 0
Voting For: Mendy Schuster, Curtis Bortle, Patrick Parrish, Dawn Miller Voting Against: None
Absent: Brown
7.C Consider Resolution No. 25-6461, approving a cost report of unpaid administrative abatement costs and, if approved, consider Resolution No. 25-6462, approving the recordation of a special assessment lien against real property at 1005 North Street (APN: 103-242-007-000)
Mayor Schuster opened the public hearing at 5:09pm.
Michael Prettyman, Code Enforcement Officer, provided an explanation of why the item was brought before the Council and requested Council approval. 5 No public comment.
Mayor Schuster closed the public hearing at 5:12pm.
25-6461 1005 North.CostReport.pdf
25-6462 1005 North.Lien Taxroll.pdf
25-8-6 Cost Report (Admin Cost).docx
24-6-11 North Signed Notice of Hearing (owner).pdf
24-7-10 Notice of Continuation.pdf
24-7-15 Notice of Hearing.pdf
24-8-22 Notice of PC Fines.pdf
25-1-28 Notice of Delinquency.pdf
25-7-18 Notice of Hearing-Cost Report-Invoice.pdf
Motion to approve Resolution No. 25-6461, approving cost report of unpaid administrative abatement costs and motion to approve the subsequent Resolution No. 25-6462, approving the recordation of a special assessment lien against real property at 1005 North Street (APN: 103-242-007-000)
Moved by Patrick Parrish; seconded by Curtis Bortle to approve both Resolution No.’s 25-6461 and 25-6462.
Motion Carried: 4- 0
Voting For: Mendy Schuster, Curtis Bortle, Patrick Parrish, Dawn Miller Voting Against: None
Absent: Brown
8. COUNCIL DISCUSSION/ANNOUNCEMENTS: Council Member Bortle provided the Land Acknowledgement Statement.
9. NEW BUSINESS:
9.A Consider Resolution No. 25-6463, approving and accepting a donation of $1,000 from the Walmart Spark Good Foundation for the Fire Department.
Michael Bengoa-Bollinger, Public Safety Chief, offered an explanation of the item and requested Council approval of Resolution No. 25-6463.
25-6463.pdf
Motion to approve Resolution No. 25-6463, approving and accepting a donation of $1,000 from the Walmart Spark Good Foundation for the Fire Department.
Moved by Curtis Bortle; seconded by Patrick Parrish to approve.
Motion Carried: 4- 0
Voting For: Mendy Schuster, Curtis Bortle, Patrick Parrish, Dawn Miller Voting Against: None
Absent: Brown
9.B Consider Resolution No. 25-6464, authorizing the budget amendment of the 2007 budget for the Susanville Resurfacing Project No. CRASL-5166(023) and authorize the Finance Director to increase the 2007 budget $93,680.00 to begin the River Street Project.
Bob Godman, Public Works Director, provided an explanation of the item and requested Council approval of Resolution No. 25-6464.
6 25-6464.pdf
Motion to approve Resolution No. 25-6464, authorizing the budget amendment of the 2007 budget for the Susanville Resurfacing Project No. CRASL-5166(023) and authorize the Finance Director to increase the 2007 budget $93,680.00 to begin the River Street Project.
Moved by Curtis Bortle; seconded by Dawn Miller to approve.
Motion Carried: 4- 0
Voting For: Mendy Schuster, Curtis Bortle, Patrick Parrish, Dawn Miller Voting Against: None
Absent: Brown
9.C Consider Resolution No. 25-6465, authorizing a budget increase of $959,000 in the 7114 Water Capital Improvement budget for the Johnstonville Road Water Main Replacement Phase One.
Mr. Godman provided an explanation of the item and requested Council approval of Resolution No. 25-6465.
25-6465.pdf
Motion to approve Resolution No. 25-6465, authorizing a budget increase of $959,000 in the 7114 Water Capital Improvement budget for the Johnstonville Road Water Main Replacement Phase One.
Moved by Curtis Bortle; seconded by Patrick Parrish to approve.
Motion Carried: 4- 0
Voting For: Mendy Schuster, Curtis Bortle, Patrick Parrish, Dawn Miller Voting Against: None
Absent: Brown
9.D Consider Resolution No. 25-6466, authorizing the City Manager to enter into a contract with CivicPlus for Pro Premium agenda management software.
Ms. Arredondo provided an explanation of the item and requested Council approval of Resolution No. 25-6466.
25-6466.pdf
CivicPlus Agenda SOW Quote.pdf
Motion to approve Resolution No. 25-6466, authorizing the City Manager to enter into a contract with CivicPlus for Pro Premium agenda management software.
Moved by Curtis Bortle; seconded by Dawn Miller to approve.
Motion Carried: 4- 0
Voting For: Mendy Schuster, Curtis Bortle, Patrick Parrish, Dawn Miller Voting Against: None
Absent: Brown
10. SUSANVILLE COMMUNITY REDEVELOPMENT AGENCY: No business.
11. SUSANVILLE MUNICIPAL ENERGY CORPORATION: No business.
12. CONTINUING BUSINESS: Emergency item added
7 12.A Discussion regarding Memorial Ball Park Grandstand Fire Emergency operations Review emergency actions taken to safeguard the public and determine if it is necessary to continue the emergency action. Motion to authorize continuation of emergency action to remediate fire damage at the Memorial Ball Park.
Ms. Arredondo provided an explanation of the item as well as provided an update on the ball park.
Moved by Curtis Bortle; seconded by Patrick Parrish to approve.
Motion Carried: 4 - 0
Voting For: Mendy Schuster, Curtis Bortle, Patrick Parrish, Dawn Miller Voting Against: None
Absent: Brown
13. CITY MANAGER'S REPORTS:
13.A Department Reports
The department heads in attendance provided an update on the happenings within their departments.
14. FUTURE COUNCIL ITEMS:
14.A Future Council Items Possible direction to staff.
Council Member Bortle requested a discussion item related to the procurement policy.
Parrish and Miller supported the request.
Council Member Miller requested a discussion item related to the lighting at the tennis/pickleball courts. Bortle and Parrish supported the request. 250806.Future.Items.List.pdf
15. ADJOURNMENT:
Moved by Patrick Parrish; seconded by Curtis Bortle to Adjourn at 5:40pm.
Motion Carried: 4 - 0
Voting For: Mendy Schuster, Curtis Bortle, Patrick Parrish, Dawn Miller Voting Against: None
Absent: Brown
______________________________ _____________________________ Heidi Whitlock, City Clerk Mendy Schuster, Mayor
Approved on:
8 AGENDA ITEM NO. 6.B
Action Item
Submitted By: Stefanie Steward, Finance
Action Date: August 20, 2025
SUBJECT: Vendor and Payroll Warrants
PRESENTED BY: Chandra Jabbs, Finance Director
SUMMARY: Warrants dated July 24, 2025 through August 6, 2025 numbered 224591-224669.
FISCAL IMPACT: Accounts Payable vendor warrants totaling $1,930,957.29, plus $308,570.97 in payroll warrants, for a total of $2,239,528.26.
ACTION REQUESTED: Motion to receive and file.
SUSANVILLE CITY COUNCIL AGENDA ITEM
ATTACHMENTS:
07-31-2025 (1).pdf
07-31-2025.pdf
07-24-2025.pdf
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AGENDA ITEM NO. 6.C
Action Item
Submitted By: Jolene Arredondo, Administrative Services Action Date: August 20, 2025
SUBJECT: Consider Resolution No. 25-6468, approving and authorizing the Mayor to execute an MOU with the Operating Engineers Local Union No. 3 Public Works bargaining unit for the period of July 1, 2025 through and including June 30, 2028
PRESENTED BY: Dan Newton, City Manager
SUMMARY:
An agreement has been reached with the Operating Engineers Local Union No. 3 Public Works bargaining unit for the period of July 1, 2025 through and including June 30, 2028. Changes from the existing agreement include the following (see attachment for full details):
1. 3 year term of agreement
2. COLAs to be determined by CPI year over year increases:
1. 07/01/2025-06/30/2026 2.4%
2. 7/1/2026-06/30/2027 TBD determined by CPI and
adopted by Council
3. 7/1/2027-6/30/2028 TBD determined by CPI and adopted by Council
3. Modification to incentive list to include Natural Gas Operator Qualification worth 1 incentive level of 2.5%
4. Addition of bi-lingual specialty pay worth 1 range/2.5% increase limited to 2 unit members
5. Addition of Longevity pay to be 2.5% at 10 years, 2.5% at 15 years, and 2.5% at 20 years
6. Clarification of double time pay for city special events FISCAL IMPACT: Fiscal Impact determined by the negotiated terms of the Bargaining Unit as presented in the agreed upon MOU
ACTION REQUESTED: Motion to approve Resolution No. 25-6468, approving and authorizing the Mayor to execute an MOU with the Operating Engineers Local Union No. 3 Public Works bargaining unit for the period of July 1, 2025 through and including June 30, 2028
SUSANVILLE CITY COUNCIL AGENDA ITEM
41 ATTACHMENTS:
2025.2028 PW MOU.pdf
25-6468 Bargaining.pdf
42 MEMORANDUM OF UNDERSTANDING
BETWEEN AND FOR THE
CITY OF SUSANVILLE
AND
THE OPERATING ENGINEERS LOCAL UNION NO. 3
PUBLIC WORKS EMPLOYEES
July 1, 2025 through and including June 30, 2028
43 1
Table of Contents
1. INTRODUCTION ..............................................................................................................................................2
2. EMPLOYEE RIGHTS........................................................................................................................................2
3. CITY RIGHTS....................................................................................................................................................2
4. NON-DISCRIMINATION .................................................................................................................................3
5. UNIT RECOGNITION.......................................................................................................................................3
6. UNIT DESCRIPTION........................................................................................................................................4
7. SALARY SCALE. MERIT STEP, CAREER DEVELOPMENT AND PAY PERIOD ....................................5
8. IRS SECTION 125 PLAN, DEFERRED COMPENSATION ...........................................................................6
9. RETIREMENT ...................................................................................................................................................7
10. WORK SCHEDULE ..........................................................................................................................................7
11. HOLIDAYS........................................................................................................................................................7
12. UNIFORM ALLOWANCE................................................................................................................................8
13. OVERTIME........................................................................................................................................................8
14. HEALTH, DENTAL and VISION INSURANCE..............................................................................................9
15. GROUP LIFE INSURANCE..............................................................................................................................9
16. HEARING TEST................................................................................................................................................9
17. EMPLOYEE SICK LEAVE...............................................................................................................................9
18. MILITARY LEAVE.........................................................................................................................................10
19. JURY DUTY ....................................................................................................................................................10
20. VACATION......................................................................................................................................................10
21. FAMILY ILLNESS LEAVE ............................................................................................................................12
22. BEREAVEMENT LEAVE...............................................................................................................................12
23. LAYOFF POLICY ...........................................................................................................................................12
24. PAST PRACTICES ..........................................................................................................................................13
25. GRIEVANCE/DISCIPLINE PROCEDURES..................................................................................................13
26. RESIDENCY POLICY.....................................................................................................................................13
27. SOLE AGREEMENT.......................................................................................................................................13
28. SAVINGS CLAUSE.........................................................................................................................................14
29. SPECIAL LICENSES.......................................................................................................................................14
30. TERM OF THE MEMORANDUM OR UNDERSTANDING........................................................................14
31. AUTHORIZED SIGNATURES.......................................................................................................................14 EXHIBIT A – Position Classification .........................................................................................................................16 EXHIBIT B – Incentive Program................................................................................................................................18 EXHIBIT C - July 1, 2025-June 30, 2026 Bi-Weekly Salary Matrix..........................................................................19 EXHIBIT D – City of Susanville Residency Policy....................................................................................................20 44 2
1. INTRODUCTION
The representatives of the City of Susanville, hereinafter called the CITY, and the representatives of the Public Works Unit, hereinafter called the UNIT, having met and conferred in good faith, have mutually agreed that the following Memorandum of Understanding (MOU) be adopted and that the wages, hours and other terms and conditions of employment in this exclusive agreement be implemented.
The purpose of the MOU is to promote harmonious relations between the CITY and the employees covered herein so as to promote employer-employee relations by providing a written document enumerating the entire agreement between the employer and employees pursuant to the purpose and intent of California Government Code §3500.
2. EMPLOYEE RIGHTS
Employees of the CITY have the right to form, join and participate in the activities of employee organizations of their own choosing for the purpose of representation on all matters of employeremployee relations within the scope of representation. Employees of the CITY shall also have the right to represent themselves individually in their employment relations with the CITY.
3. CITY RIGHTS
A. The CITY retains the right, subject to and in accordance with applicable laws and the provisions of the MOU, to:
1. Direct employees in the performance of their duties;
2. Hire, promote, transfer, assign and discipline employees;
3. Dismiss employees because of lack of work, or in accordance with personnel rules and regulations;
4. Determine the mission of its divisions and departments, and its budget, organization, number of employees, and the numbers, types, classifications, descriptions and grades of positions or employees assigned to an organizational unit, work project shift or tour of duty, and the methods and technology of performing its work; and
5. Take whatever action may be appropriate to carry out its m1ss10n m situations of emergency.
B. In addition, the CITY specifically retains all the rights, subject to the provisions of this MOU, to take whatever actions and set whatever policies it deems necessary, with appropriate notification to UNIT employees.
C. This section will not operate to deny any employee rights guaranteed by applicable law, including the Myers-Milias-Brown Act.
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4. NON-DISCRIMINATION
The CITY and UNIT agree not to discriminate against any employees in accordance with applicable laws. Also, it is recognized that whenever the masculine gender is referred to in this MOU, it shall include the female gender and vice versa.
5. UNIT RECOGNITION
A. Acknowledgment:
The CITY agrees to acknowledge the Operating Engineers Local Union No. 3 as the only recognized employee organization representing the non-management employees itemized in Exhibit A of this MOU.
B. Dues and other Union-Sponsored Benefit Program Deductions:
1. The employer shall honor an employee’s check–off authorization for dues, or other Union-sponsored program, which are submitted in writing, through electronically recorded phone calls, via online deduction authorization, or by any means of indicating agreement allowable under state and federal law, regardless of whether the employee is a member of the Union.
2. Deductions for dues or other Union-sponsored program shall start the pay period after the employer receives notification of the authorization. The employer may transmit such payment to the Union through electronic funds transfer (EFT).
However, transfer of funds shall not be later than thirty (30) days after the deduction from the employee’s earnings occurs.
3. Employee requests to authorize dues/other deduction(s), or request to change status regarding such deductions, shall be directed to the Union rather than the employer.
The employer shall rely on the Union’s explanations in a certified list, submitted by a representative of the Union who has authority to bind the Union, regarding whether an authorization/change in deduction(s) has been requested by the employee.
4. The Union shall not be required to provide the employer a copy of the employee’s authorization unless a dispute arises about the existence or terms of the authorization.
5. The Union shall indemnify the employer for any claims made regarding such deductions.
6. Violations of this Section of the MOU are grieveable.
C. Data Pertaining to Deductions:
Upon request from the Union. The employer shall produce to Operating Engineers’ Local Union No. 3, a malleable electronic file containing the following information:
1. Full Name (first, middle, last, suffix)
2. Employee Number
3. Job Classification
4. Job Type (full-time, part-time)
5. Bargaining Unit
6. Hours worked in the preceding payroll period, which are the basis for the dues deduction.
7. Pay Step
8. Pay Rate
9. Department
10. Division (sub code of the department)
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D. Regular Receipt of Bargaining Lists:
It shall be The City of Susanville’s responsibility, once notified by Operating Engineers Local Union No. 3, to provide a list of all current employees covered by this Agreement, which shall include each employee’s name, home address, home and cell phone numbers, personal and work e-mail addresses, work locations, department, employee identification number, hourly rate of pay, hours worked and gross pay. This list will include all employees newly hired, rehired, reinstated, transferred into or out of the bargaining unit, transferred between departments, promoted, reclassified, downgraded, placed on leaves of absence of any type including disability, placed on or recalled from layoff, separated (including retirement), added or deleted from preceding bi-monthly period.
E. Protect Contract, Biographical and/or Demographic information of Unit members from third-parties:
In order to protect bargaining unit employees from harassment or invasion of privacy, the employer shall immediately notify the Union of any third-party request for contact, biographical and/or demographic information about the bargaining unit employees. The employer shall promptly provide the Union a copy of the request and any materials submitted with the request.
The employer shall provide the Union at least ten (10) days to review the request and challenge the scope of the request prior to the employer responding to the request. The employer agrees to consider the Union’s response prior to disclosing to the third party any contact, biographical, and/or demographic information about the bargaining unit employees.
The employer agrees that it will not create a report for a non-exclusive representative requestor that does not already exist. If the employer is required by law to furnish a nonexclusive representative requestor with a report, it agrees not to provide it in a malleable electronic format.
The employer shall not permit a non-exclusive reprehensive to access bargaining unit members during working hours or in work areas.
The employer agrees that non-exclusive representatives are prohibited from soliciting bargaining unit members on the employer’s property.
The employer agrees to adopt further safeguards against harassment of invasion of privacy by non-exclusive representatives, including but not limited to establishing filters in the employer’s email system to block emails from non-exclusive representatives.
6. UNIT DESCRIPTION
This UNIT shall consist of all full-time, regular or probationary employees of the CITY of Susanville Public Works UNIT listed in Exhibit A of this MOU. 47 5
7. SALARY SCALE. MERIT STEP, CAREER DEVELOPMENT AND PAY PERIOD
A. Pay Period:
Pay period will conform to 26 pay periods within a full year with pay day occurring every other Friday.
B. Salaries:
UNIT employees will receive an annual salary matrix adjustment based on the annual Consumer Price Index (CPI) percent increase as reported by the US Bureau of Labor Statistics Consumer Price Index for all Urban Consumers for the West Area as described below. The maximum salary matrix increase per fiscal year will be 3.00% with a minimum salary matrix increase of 2.00%. The CPI increase will be applied to the previous year's adopted salary matrix, ensuring that each new matrix reflects the adjustment over the prior year. The revised salary matrix for each year will be memorialized by resolution of the city council prior to June 30 for effective change occurring each July 1 of this agreement.as follows:
For the period parting July 1, 2025 through June 30, 2026, the global salary matrix is as depicted in Exhibit “C”.
For the period of July 1, 2026, through June 30, 2027, all members of this UNIT shall receive a salary increase not less than the percentage as represented in year ending November column of the preceding year CPI-W “West” schedule for urban and clerical workers, with the floor of 2% and a ceiling of 3%.
For the period July 1, 2027, through June 30, 2028, all members represented by this Memorandum of Understanding shall receive a salary increase not less than the percentage as represented in year ending November column of the preceding year CPI-W “West” schedule for urban and clerical workers, with the floor of 2% and a ceiling of 3%.
C. Merit Steps:
Effective July 1, 2021, when an employee has been at one Step (A-G) for twelve (12) months of service, he/she may, according to merit, progress to the next highest step (B-H).
Merit increases will not be automatic and will be based upon merit as evidenced by a performance evaluation. (Meets Job Standards) Merit increases will be limited to one per fiscal year. Exceptions are granted for employees who are receiving a merit step upon completion of an introductory period, in those instances, employees remain eligible for merit increases upon sux (6) months of service, pursuant to the employee manual. Merit steps start at Step A and end at Step H.
D. Incentive Pay:
Effective January 1, 2023, employees who have acquired and maintain any of the certificates, licenses, or degrees indicated in Exhibit B, will be eligible to move to the next higher pay range in the Public Works Unit pay scale up to two (2) ranges higher. Each incentive level achieved will be indicated in the employee's job title as Level I, and Level II. Any combination of up to two (2) items listed is eligible to obtain Level II and some certifications may count for two levels. An employee whose job description already requires a particular certification or license is not eligible to receive an incentive level increase for that certification or license.
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Generally, the employee will use personal leave time to attend qualifying classes. However, in cases where the CITY believes it is in their best interest, the CITY may elect to allow the employee to attend while on paid CITY time.
Employees who have earned an incentive in one position to retain the incentive pay when transferring/promoting into a position where the incentive is required, for a period of twelve (12) months or until the CITY assists the employee in obtaining an additional certification that will be a significant benefit to the CITY, which qualifies as an incentive.
E. SDI:
The CITY will pay the State Disability Insurance (SDI) for the employees of this UNIT.
F. Longevity Pay:
Effective July 1, 2025, members of this UNIT will receive longevity pay for years of service completed. Longevity Pay is not retroactive to the anniversary date and will be effective July 1, 2025, as follows:
Years of Service Percentage Increase
10 years 2.5%
15 years 2.5%
20 years 2.5%
Each longevity increase increment of 2.5% is achieved by providing the members of this UNIT with a salary matrix range increase. Each range in the salary matrix is 2.5% higher than the previous range. Maximum longevity pay is 7.5% base salary increase for 20 years of service.
G. Bi-Lingual Specialty Pay
Effective July 1, 2025, the bi-lingual proficiency specialty pay of 2.5% is eligible to be received by a maximum of two (2) UNIT members (one salary matrix range). Bi-lingual proficiency must be demonstrated by passing an American Council on the Teaching of Foreign Languages (ACTFL) certified oral proficiency test and an ACTFL listening proficiency test. If one or less UNIT members are receiving bi-lingual proficiency specialty pay, a written request from the UNIT member to the Department Head may be made requesting to take the ACTFL test and if they shall pass; UNIT member will be recommended for the 2.5% specialty pay. Cost of proficiency examinations to be paid for by CITY. Bi-lingual specialty pay may exceed position classification Level II if a UNIT member has achieved the max incentive level for their position classification.
8. IRS SECTION 125 PLAN, DEFERRED COMPENSATION
A. The CITY agrees to establish an IRS Section 125 Plan for employees' use.
B. The CITY will contribute $25 per pay period as a contribution to an employee's Section 125 plan; or
C. The CITY will match on a dollar-for-dollar basis contributions to a deferred compensation plan with a maxim.um contribution of $25 per pay period. 49 7
9. RETIREMENT
A. For Legacy Employees as defined by the California Public Employee's Pension Reform Act (PEPRA) of 2013, the CITY shall pay the employer's share and the employee shall pay the employee's share (currently 8%) of the existing retirement program of 3% at 60, single highest year, with California Public Employees Retirement System for Legacy Employees.
B. New Employees as defined by the CalPERS hired after January 1, 2013 will be subject to the mandatory provisions of AB340 / PEPRA.
10. WORK SCHEDULE
A. Work Period:
If a standard eight (8) hour/ten (10) day pay period is worked, the work period for this UNIT shall begin at midnight Saturday and end at midnight the following Friday.
Employees shall normally be scheduled for two consecutive days off.
B. Work Week:
A forty (40) hour work week shall constitute a regular work schedule for this UNIT unless the needs of the CITY require an alteration of the schedule because of emergencies, snow removal, budgetary reasons, or in order to accommodate temporary schedule adjustments.
Normally, the work week for Public Works employees shall be Monday through Friday, 7:00 a.m. to 3:30 p.m. with a thirty (30) minute lunch break. The needs of the CITY will be paramount when making assignments under the forty (40) hour work week.
The CITY may assign employees to a 4-10 work week with the concurrence of the affected employees.
C. The CITY may assign employees to an alternative work week pursuant to Labor Code §500-558, incorporated herein by reference and further defined by, "The Sample Schedule for 9/80 Work Week" attached hereto as Exhibit G.
11. HOLIDAYS
A. Effective January 1, 2023, the CITY agrees to recognize holidays listed in the Employee Manual as the actual scheduled hours holidays for this bargaining unit.
Example:
Normal Work Schedule Holiday Hours Paid
8 8
9 9
10 10
B. Full-time, regular employees required to work on any of these holidays shall be entitled to paid overtime or receive compensatory time off for such work at 1.5 times their regular salary, in addition to receiving holiday pay.
50 8
12. UNIFORM ALLOWANCE
The CITY will provide each UNIT employee with laundered uniform shirt and pants (five sets per week) in colors and style mutually agreed to by the UNIT and the City Manager.
13. OVERTIME
A. The assignment of overtime will be at the CITY'S sole discretion and scheduled by supervisory personnel. However, the CITY shall endeavor to select among those employees who are qualified, those individuals who wish to work overtime, and when reasonably possible, to schedule such overtime work in advance.
B. The CITY shall have the right to require employees to work whenever necessary.
C. The CITY shall grant either pay or overtime, pursuant to Section 13.A of this MOU, or compensatory time off at the rate of 1.5 times the number of overtime hours worked. It shall be the employee's option to select monetary compensation or compensating time off, except in circumstances where the CITY will be reimbursed for the employee's overtime only if the employee receives monetary compensation for the overtime hours worked. In these circumstances the employee will receive monetary compensation.
Effective July 1, 2021 the CITY agrees to increase the overtime rate to (2x) time the employee’s base hourly rate of pay for any hours worked on the following holidays:
Thanksgiving Day, Christmas Day and New Year’s Day.
D. No employee shall accrue more than 200 hours of compensatory time off. Employees with more than 200 hours at the time of this change shall be allowed to keep those hours in this time bank until they fall below 200 hours, at which time they could not bank hours over the 200-hour limit. Employee may request a monetary compensation payment of up to 40 hours twice a year for a total of 80 hours per fiscal year to be issued by separate check.
Such check(s) may only be issue within the months of December and June with a minimum increment of ten (10) hours compensatory time accrued.
E. An employee who is called in to work one (1) hour or more following the conclusion of their work shift, or a previous call in, shall receive a minimum of two (2) hours at one and a half (1.5) times the regular rate of pay.
F. An employee who works more than ten consecutive hours shall receive a meal allowance of $15.00.
G. When warranted, and in the interest of CITY operations, Department Heads, or their designee, may assign employees to "on-call" status. "On-call" duty is an assigned duty outside the normal work-week assignment during which an employee must remain where he can be contacted by telephone, or other device, and he is ready for immediate call-back to his department to perform an essential service.
Effective the beginning the first full pay period after July 1, 2023, employees assigned to on-call duty will be paid at their Qualified Rate regardless of detail assignment (i.e. streets/snow, Utility B, or Utility A). The Qualified Rate must be officially determined by the Director of Public Works, in writing, and submitted to the city Finance Director. When an employee is assigned on-call duty, they shall be compensated at the following Qualified Rates:
51 9
Qualified Rate: Percentage:
Utility A 25%
Utility B 22.5%
Streets/Snow 20%
H. If an employee is required to work at one or more of the following City special events:
Lassen County Fair Parade, Main Cruise, Veterans' Parade, Christmas Parade or Halloween Festivities; the employee shall receive two (2x) times their regular salary rate for all hours worked after their regular work hours have ended.
I. The CITY agrees that all hours worked in excess of forty (40) hours per week, or normal assigned shift hours (8 or 9) hours per day, including vacation time and sick leave time, or hours worked on a holiday designated in the employee manual, will be counted as hours worked, and shall be compensated for at a rate of 1.5 times the regular rate of pay.
14. HEALTH, DENTAL and VISION INSURANCE
A. Effective July 1, 2013, the CITY shall pay the cost of health, dental and vision insurance premium for each unit member covered under this MOU. Each unit member shall contribute $30 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 $952 per month per employee, the CITY shall cap the amount of its contribution to an amount not less than 100 percent of the cost of the new plan.
B. Health insurance will be made available to retirees with no minimum vesting, if allowed under the current plan. A credit of 50 percent of accumulated sick leave at time of retirement, capped at $15,000, will be paid out per month towards 50 percent of the premium. This amount is subject to CalPERS regulations.
15. GROUP LIFE INSURANCE
Effective No Later than July 1, 2023 the CITY will provide $50,000 of group life insurance for each employee at no cost to the employee.
16. HEARING TEST
The CITY shall provide, at no expense to the employee, an annual hearing test to nonoffice workers. Where necessary, protective hearing devices and equipment modifications will be required at CITY cost to prevent hearing loss.
17. EMPLOYEE SICK LEAVE
A. Employees within this UNIT will accrue four hours of sick or accident leave per pay period. 52 10
B. Benefits shall be administered according to the provisions of the Employee Manual.
C. Under the Public Employees' Retirement System, credit for unused sick leave (Government Code '20965) shall be a benefit provided to each employee of this UNIT upon retirement and in accordance with the rules and regulations of CalPERS.
D. Upon retirement from the City, unused sick leave may be capitalized at 50 percent of current hourly salary. This fund may be used to pay 50 percent of monthly health insurance premiums, capped at $15,000, subject to CalPERS regulations.
18. 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.
19. JURY DUTY
While serving on jury duty, employees will still be paid by the CITY on the basis of a 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.
20. VACATION
A. Employees in this UNIT shall earn vacation credit as outlined in Section 20F of this MOU as taken from the 2001 Employee Manual.
B. In order that employees obtain the maximum benefit for themselves, each vacation should be taken in a single period, if possible. It is desirable that vacations not be split to less than one calendar week. It is recognized by the CITY that employees may want to save a few vacation days to be taken at their discretion throughout the year.
C. Vacation schedules will be arranged to avoid the necessity of work stoppage, slowing down of work or need for additional help.
D. The time at which the employee shall be granted a vacation is at the sole discretion of the Department Head. The employee's preference will be taken into account as far as possible.
The predominant factor to be considered will be the CITY's needs.
E. Subject to the provisions of Section 20.D above, vacation will be taken in accordance with departmental seniority regardless of classification or job assignment.
F. VACATION LEAVE:
Vacation time off with pay is available to eligible employees to provide opportunities for rest, relaxation, and personal pursuits. Employees in the following employment classification(s) are eligible to earn and use vacation time as described in this policy:
Introductory employees will accrue vacation time off from date of hire but will not be eligible to use time until they become regular full-time employees. 53 11
The amount of paid vacation time employees receives each year increases with the length of their employment and accrues per pay period as shown in the following schedule for 40 hour a week employees:
Year 1 3.07 hours per pay period;
80 hours annually
After Year 1 3.69 hours per pay period;
96 hours annually
After Year 5 4.61 hours per pay period;
120 hours annually
After year 10 5.23 hours per pay period;
136 hours annually
After year 15 6.15 hours per pay period;
160 hours annually
After year 20 7.69 hours per pay period;
200 hours annually
After year 25 9.23 hours per pay period;
240 hours annually
Once employees enter an eligible employment classification, they begin to earn paid vacation time according to the schedule. However, before vacation time can be used, a waiting period of 180 calendar days must be completed. After that time, employees may request use of earned vacation time including that accrued during the waiting period. The City Manager may grant exceptions to this policy.
Paid vacation time can be used in minimum increments of one hour. To take vacation, employees should request advance approval from their supervisors. Requests will be reviewed based on a number of factors, including business needs and staffing requirements.
Vacation time off is paid at the employee's base pay rate at the time of vacation. It does not include overtime or any special forms of compensation such as incentives, commissions, bonuses, or shift differentials.
As stated above, employees are encouraged to use available paid vacation time for rest, relaxation, and personal pursuits. In the event that available vacation is not used by the end of the benefit year, employees may carry unused time forward to the next benefit year. If the total amount of unused vacation time reaches a "cap" of 240 hours further vacation accrual will stop. When the employee uses paid vacation time and brings the available amount below the cap, vacation accrual will begin again.
Upon termination of employment, employees will be paid for unused vacation time (but not to exceed 240 hours) that has been earned through the last day of work. Employees who are terminated prior to completion of introductory period have no vesting in accrued vacation time.
54 12
21. FAMILY ILLNESS LEAVE
Family illness leave is available per guidelines set out in the Employee Manual.
22. BEREAVEMENT LEAVE
Bereavement leave is available per guidelines set out in the Employee Manual.
23. LAYOFF POLICY
A. Purpose:
It is recognized by the UNIT that when, due to fiscal, operational or organizational reasons, it is necessary to reduce CITY employment, such action and its implementation, except as qualified herein, shall be at the sole discretion of the CITY. When it is deemed necessary to reduce CITY employment by layoff of employees, the layoff procedure shall protect the right of the CITY to retain the most qualified employees while also recognizing the relative seniority of affected employees. The following layoff policy is adopted to accomplish this purpose.
B. The order of layoff of employees within a class, or classes, subject to layoff, shall be as follows:
1. Provisional or temporary employees
2. Part-time employees
3. Probationary employees
4. Full-time regular employees
Within each of the first three categories, the order of layoff shall be at the discretion of the appointing authority. Order of layoff of regular employees shall be according to the following procedure established in this Section.
In the case of layoffs for full-time regular employees, the following factors shall be considered in the following order:
1. Knowledge, training, ability, skill, adaptability, attitude and efficiency
2. Physical fitness required for the job
3. Seniority
C. Seniority Determination:
Seniority will be established by department and within a class. Among employees with equal seniority, the order of layoff shall be determined by the appointing authority.
D. Procedure:
Each department is considered separately when layoffs occur. Employees shall first exhaust demotion rights within a department and class in which the employee had prior regular status provided the demotee has higher seniority than an employee working in that 55 13
classification. Employees demoting to a lower classification in which they held prior regular status shall be subject to Factors 1 and 2 in Section 23.B above.
E. Re-employment:
Employees laid off, or demoted in lieu of layoff, shall have a priority right of return to their prior class. This right shall remain effective for one year from the date of demotion or separation from the service.
24. PAST PRACTICES
Nothing contained in this MOU shall be interpreted as to imply or permit the invocation of past practice, or tradition, or accumulation, or vesting of any employee rights or privileges other than those expressly stated herein.
The CITY and UNIT agree that only those past practices, standards, obligations and/or other commitments of the CITY to its employees which are expressly stated herein shall be in full force and effect during the term of this MOU.
25. GRIEVANCE/DISCIPLINE PROCEDURES
The parties agree that the CITY will review its grievance and discipline procedures. The UNIT will be invited to provide recommendations during that review and will be provided draft copies of any proposed changes for the purpose of review and comment.
26. RESIDENCY POLICY
The CITY and UNIT agree that the Residency Policy is applicable to all UNIT members hired after January 1, 2018, as shown in Exhibit D. Google Maps will be used as the mapping system to determine drive time for employee to their department.
27. SOLE AGREEMENT
A. The policies that are collected in the MOU constitute the entirety of the policies which are subject to the meet and confer obligation as agreed to by the parties. To the extent that any other agreement should be in conflict with these policies, these policies shall prevail.
B. If, during its term, the parties hereto should mutually agree to modify, amend or alter the provisions of the MOU in any respect, any such change shall be effective only if and when reduced to writing and executed by the authorized representatives for the CITY and the UNIT. Any such changes, validly made, shall become a part of this MOU and subject to its terms.
C. The waiver of any breach of condition of this MOU, by either party, shall not constitute a precedent in the future enforcement of all terms and conditions herein. 56 14
28. SAVINGS CLAUSE
In the event that any of the policies contained in this MOU should be declared by a court of competent jurisdiction to be unenforceable or illegal, that policy, or set of policies, shall be declared void.
However, this action shall in no way invalidate the remaining policies contained in this MOU.
Should a policy within the MOU become void as outlined above, either the CITY or the UNIT may institute the meet and confer process in regard to instituting a substitute item.
29. SPECIAL LICENSES
The CITY shall pay all costs associated with members of UNIT obtaining and maintaining special vehicle operator licenses required by the CITY. The implementation of the Class A and Class B license requirements for employees, as of July 1, 1992 of the CITY will not result in job discrimination (i.e., loss of promotional or transfer opportunities, etc. not requiring such licenses) or adverse action if the employee is physically unable to maintain the required license. In such instances, the CITY will make reasonable accommodation for the employee.
30. TERM OF THE MEMORANDUM OR UNDERSTANDING
This MOU shall remain in effect for the period of July 1, 2025 through and including June 30, 2028 or until a successor agreement is rendered, unless a specific provision provides for a different commencement and/or termination.
Dated this 20th day of August 2025.
31. AUTHORIZED SIGNATURES
CITY OF SUSANVILLE OPERATING ENGINEERS UNION
NO. 3, PUBLIC WORK EMPLOYEES
________________________________ _______________________________ Mendy Schuster, Mayor Art Frolli, Business Representative ________________________________ _______________________________ Dan Newton, City Manager Joshua Anderson, UNIT Representative ATTEST:
57 15
________________________________ _______________________________ Heidi Whitlock, City Clerk Jose Gomez, UNIT Representative APPROVED AS TO FORM:
________________________________
Margaret Long, City Attorney
58 16
EXHIBIT A – Position Classification
PUBLIC WORKS UNIT
SALARY RANGES
July 1, 2025 through and including June 30, 2028
POSITION RANGE*
Maintenance Worker I Base 123-126
Level I 124-127
Level II 125-128
Maintenance Worker II Base 125-128
Level I 126-129
Level II 127-130
Parks Maintenance Worker II Base 125-128
Level I 126-129
Level II 127-130
Utility Service Technician Base 125-128
Level I 126-129
Level II 127-130
Gas Technician II Base 132-135
Level I 133-136
Level II 134-137
Mechanic II Base 131-134
Level I 132-135
Level II 133-136
Streets Maintenance Operator II Base 131-134
Level I 132-135
Level II 133-136
Water System Operator II Base 133-136
Level I 134-137
Level II 135-138
Gas Technician III Base 138-141
Level I 139-142
Level II 140-143
Mechanic III Base 137-140
Level I 138-141
Level II 139-142
Streets Maintenance Operator III Base 137-140
Level I 138-141
Level II 139-142
59 17
Water System Operator III Base 139-142
Level I 140-143
Level II 141-144
Fleet Maintenance Supervisor Base 143-146
Level I 144-147
Level II 145-148
Gas Utility Supervisor Base 144-147
Level I 145-148
Level II 146-149
Parks/Facilities Maintenance Superintendent Base 143-146 Level I 144-147
Level II 145-147
Streets Maintenance Supervisor Base 143-146
Level I 144-147
Level II 145-148
Water Utility Supervisor Base 145-148
Level I 146-149
Level II 147-150
* Effective July 1, 2025, Bi-lingual proficiency specialty pay (worth 2.5% or one (1) salary matrix range) added to MOU. A maximum of two (2) UNIT members are eligible to receive the bilingual proficiency specialty pay. An approved employee who has passed the ACTFL certified tests shall achieve an additional level in their position classification.
* Effective July 1, 2025, members of this UNIT will receive longevity pay for years of service completed. Longevity is represented in each position classification range per position classification level. 60 18
EXHIBIT B – Incentive Program
Public Works Employee Incentive Program
Incentive License / Certifications / Degrees
1) Water Operator Distribution II
2) Water Operator Distribution III (eligible for one level if not combined with any other water distribution license)
3) Water Operator Distribution IV (eligible for two levels if not combined with any other water distribution license)
4) Water Operator Distribution V (eligible for three levels) 5) Water Operator Treatment II
6) Water Operator Treatment III (eligible for one level if not combined with any other water treatment license)
7) Water Operator Treatment IV (eligible for two levels if not combined with any other water treatment license)
8) Water Operator Treatment V (eligible for three levels) 9) Gas Technology Institute - Distribution and PE Pipe
10) Gas Technology Institute - Transmission
11) Caterpillar (or equivalent) - Backhoe Loader Operator III, Motor Grader Operator III, and Caterpillar Grader Operator III
12) DMV testing Program Coordinator
13) Certified Electronics Technician
14) Certified Playground Equipment Inspector, Certified IrrigationTechnician 15) Licensed Pesticide Applicator
16) Associates Degree from accredited college
17) Baccalaureate Degree from accredited college (eligible for two level increase if not combined withassociate degree incentive.)
18) Professional Landscape Architect (eligible for three levels) 19) Engineer in Training or Land Surveyor in Training
20) Professional Engineer (eligible for three levels)
21) NACE Coating Inspector
22) NACE Cathodic Protection
23) NACE Pipeline
24) CDL Hazmat endorsement
25) Natural Gas Operator Qualification (eligible for one incentive)1 1 Effective July 1, 2025, UNIT members achieving the Operator Qualification Card process for natural gas employees are eligible to receive one (1) incentive.
61 A B C D E F G
101 829.54 871.01 914.57 960.30 1008.31 1058.72 1111.66 102 850.28 892.79 937.43 984.30 1033.52 1085.19 1139.46 103 871.54 915.11 960.86 1008.91 1059.36 1112.32 1167.94 104 893.33 937.99 984.89 1034.13 1085.84 1140.13 1197.14 105 915.66 961.44 1009.51 1059.99 1112.99 1168.63 1227.07 106 938.55 985.47 1034.75 1086.49 1140.81 1197.85 1257.75 107 962.01 1010.11 1060.62 1113.65 1169.33 1227.80 1289.19 108 986.07 1035.36 1087.13 1141.49 1198.57 1258.49 1321.42 109 1010.72 1061.25 1114.31 1170.03 1228.53 1289.95 1354.46 110 1035.98 1087.78 1142.17 1199.28 1259.24 1322.20 1388.32 111 1061.88 1114.97 1170.72 1229.26 1290.73 1355.26 1423.02 112 1088.43 1142.85 1199.99 1259.99 1322.99 1389.14 1458.60 113 1115.64 1171.42 1229.99 1291.49 1356.07 1423.87 1495.07 114 1143.53 1200.70 1260.74 1323.78 1389.97 1459.46 1532.44 115 1172.12 1230.72 1292.26 1356.87 1424.72 1495.95 1570.75 116 1201.42 1261.49 1324.56 1390.80 1460.34 1533.35 1610.02 117 1231.46 1293.03 1357.68 1425.57 1496.85 1571.68 1650.27 118 1262.25 1325.35 1391.62 1461.21 1534.27 1610.97 1691.53 119 1293.80 1358.49 1426.41 1497.74 1572.62 1651.25 1733.82 120 1326.15 1392.45 1462.07 1535.18 1611.94 1692.53 1777.16 121 1359.30 1427.26 1498.62 1573.56 1652.24 1734.84 1821.59 122 1393.28 1462.94 1536.09 1612.90 1693.54 1778.21 1867.13 123 1428.12 1499.51 1574.49 1653.22 1735.88 1822.67 1913.81 124 1463.82 1537.00 1613.85 1694.55 1779.28 1868.24 1961.66 125 1500.41 1575.43 1654.20 1736.91 1823.76 1914.94 2010.70 126 1537.93 1614.81 1695.55 1780.34 1869.35 1962.81 2060.96 127 1576.37 1655.18 1737.94 1824.85 1916.09 2011.89 2112.49 128 1615.78 1696.56 1781.39 1870.47 1963.99 2062.18 2165.30 129 1656.18 1738.98 1825.92 1917.23 2013.09 2113.74 2219.43 130 1697.58 1782.45 1871.57 1965.16 2063.42 2166.58 2274.92 131 1740.02 1827.01 1918.36 2014.29 2115.00 2220.74 2331.79 132 1783.52 1872.69 1966.32 2064.64 2167.88 2276.26 2390.09 133 1828.11 1919.50 2015.48 2116.26 2222.08 2333.17 2449.84 134 1873.81 1967.49 2065.87 2169.17 2277.63 2391.50 2511.08 135 1920.66 2016.68 2117.51 2223.40 2334.57 2451.29 2573.86 136 1968.67 2067.10 2170.45 2278.98 2392.93 2512.57 2638.21 137 2017.89 2118.77 2224.71 2335.96 2452.76 2575.38 2704.16 138 2068.34 2171.74 2280.33 2394.36 2514.07 2639.77 2771.77 139 2120.05 2226.04 2337.34 2454.21 2576.93 2705.76 2841.06 140 2173.05 2281.69 2395.77 2515.57 2641.35 2773.41 2912.09 141 2227.37 2338.73 2455.67 2578.46 2707.38 2842.74 2984.89 142 2283.06 2397.20 2517.06 2642.92 2775.07 2913.81 3059.51 143 2340.14 2457.13 2579.98 2708.99 2844.44 2986.65 3136.00 144 2398.64 2518.56 2644.48 2776.72 2915.56 3061.32 3214.40 145 2458.60 2581.52 2710.60 2846.14 2988.44 3137.85 3294.76 146 2520.07 2646.06 2778.36 2917.29 3063.16 3216.30 3377.13 147 2583.07 2712.21 2847.82 2990.22 3139.73 3296.71 3461.56 148 2647.65 2780.01 2919.01 3064.98 3218.23 3379.13 3548.10 149 2713.84 2849.51 2991.99 3141.60 3298.68 3463.60 3636.80 150 2781.69 2920.75 3066.79 3220.14 3381.15 3550.19 3727.72 151 2851.23 2993.77 3143.46 3300.65 3465.68 3638.95 3820.91 152 2922.51 3068.62 3222.05 3383.16 3552.32 3729.92 3916.44 153 2995.57 3145.33 3302.60 3467.74 3641.13 3823.17 4014.35 154 3070.46 3223.96 3385.16 3554.43 3732.16 3918.75 4114.70 155 3147.22 3304.56 3469.79 3643.29 3825.46 4016.72 4217.57 156 3225.90 3387.18 3556.54 3734.38 3921.10 4117.14 4323.01 157 3306.55 3471.86 3645.45 3827.74 4019.13 4220.07 4431.09 158 3389.21 3558.65 3736.59 3923.43 4119.60 4325.57 4541.86 159 3473.94 3647.62 3830.00 4021.52 4222.59 4433.71 4655.41 160 3560.79 3738.81 3925.75 4122.05 4328.16 4544.55 4771.80 161 3649.81 3832.28 4023.89 4225.10 4436.36 4658.16 4891.09 162 3741.06 3928.09 4124.49 4330.73 4547.27 4774.62 5013.37 163 3834.58 4026.29 4227.60 4439.00 4660.95 4893.98 5138.70 164 3930.45 4126.95 4333.29 4549.98 4777.48 5016.33 5267.17 165 4028.71 4230.12 4441.63 4663.73 4896.91 5141.74 5398.85 166 4129.43 4335.87 4552.67 4780.32 5019.34 5270.28 5533.82 167 4232.66 4444.27 4666.48 4899.83 5144.82 5402.04 5672.17 168 4338.48 4555.38 4783.15 5022.32 5273.44 5537.09 5813.97 169 4446.94 4669.26 4902.72 5147.88 5405.28 5675.52 5959.32 170 4558.12 4785.99 5025.29 5276.58 5540.41 5817.41 6108.30 171 4672.07 4905.64 5150.92 5408.49 5678.92 5962.84 6261.01 172 4788.87 5028.28 5279.70 5543.70 5820.89 6111.91 6417.53 173 4908.59 5153.99 5411.69 5682.30 5966.41 6264.71 6577.97 174 5031.31 5282.84 5546.98 5824.35 6115.57 6421.33 6742.42 175 5157.09 5414.91 5685.66 5969.96 6268.46 6581.86 6910.98 176 5286.02 5550.28 5827.80 6119.21 6425.18 6746.41 7083.76 177 5418.17 5689.04 5973.49 6272.19 6585.80 6915.07 7260.85 178 5553.62 5831.27 6122.83 6429.00 6750.45 7087.94 7442.37 179 5692.46 5977.05 6275.90 6589.72 6919.21 7265.14 7628.43 180 5834.77 6126.48 6432.80 6754.46 7092.19 7446.77 7819.14 181 5980.64 6279.64 6593.62 6923.33 7269.50 7632.94 8014.62 182 6130.16 6436.63 6758.46 7096.41 7451.23 7823.76 8214.99 183 6283.41 6597.54 6927.42 7273.82 7637.51 8019.36 8420.36 184 6440.50 6762.48 7100.61 7455.66 7828.45 8219.84 8630.87 185 6601.51 6931.54 7278.12 7642.06 8024.16 8425.34 8846.64 186 6766.55 7104.83 7460.07 7833.11 8224.77 8635.97 9067.81 187 6935.71 7282.45 7646.58 8028.94 8430.39 8851.87 9294.50 188 7109.10 7464.52 7837.74 8229.66 8641.15 9073.17 9526.87 189 7286.83 7651.13 8033.68 8435.40 8857.18 9300.00 9765.04 190 7469.00 7842.41 8234.53 8646.29 9078.60 9532.50 10009.16 191 7655.73 8038.47 8440.39 8862.44 9305.57 9770.81 10259.39 192 7847.12 8239.43 8651.40 9084.00 9538.21 10015.08 10515.88 193 8043.30 8445.41 8867.68 9311.10 9776.66 10265.46 10778.78 194 8244.38 8656.55 9089.38 9543.88 10021.08 10522.09 11048.24 195 8450.49 8872.96 9316.61 9782.48 10271.61 10785.15 11324.45 196 8661.75 9094.79 9549.53 10027.04 10528.40 11054.77 11607.56 197 8878.30 9322.16 9788.26 10277.72 10791.61 11331.14 11897.75 198 9100.25 9555.21 10032.97 10534.66 11061.40 11614.42 12195.19 199 9327.76 9794.09 10283.80 10798.03 11337.93 11904.78 12500.07 200 9560.95 10038.94 10540.89 11067.98 11621.38 12202.40 12812.58
EXHIBIT C
CITY OF SUSANVILLE BI-WEEKLY GLOBAL RANGE AND STEP MATRIX 2025-2026 PUBLIC WORKS MOU
BI-WEEKLY - 26 PAY PERIODS PER YEAR
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1 CITY OF SUSANVILLE
Residency Policy for Employees with Emergency/Urgent Response Duties Adopted _____________________, Last Updated ______________________
1. Introduction
This policy establishes a requirement for all employees in the below-mentioned job categories to reside within a reasonable proximity to their place of employment to allow them to respond within the timeframes set forth below. This policy applies to employees in the below-mentioned job categories hired by the City of Susanville after this policy takes effect and to current employees of the City of Susanville in the below-mentioned job categories if the current employee changes his or her residence after this policy takes effect.
The job categories for which this policy applies are:
A. All sworn officers working for the City of Susanville Police Department. This includes but is not limited to: full-time sworn officers (including supervisors), part-time sworn officers and reserve officers.
B. All City of Susanville Fire Department personnel (including supervisors). C. All City of Susanville Public Works personnel (including supervisors). 2. Requirements The following requirements apply to each employee hired by the City of Susanville after this policy takes effect in the above-mentioned job categories and to current employees in the above- mentioned job categories if the current employee changes his or her residence after this policy takes effect.
A. For purposes of this policy, RESIDENCE means the house or other fixed abode where the employee lives full time, the address of which the employee must have on file with the City. B. The RESIDENCE of the employee must be within a 35-minute drive of the department office applicable to the employee's employment with the City. For example, public works employees' department office will be the public works department office.
C. The drive time of the employee will be determined by entering the address of the employee residence and the location of his or her respective department office in the City of Susanville into an internet based mapping system selected at the sole discretion of the City, such as Google Maps assuming fair-whether driving conditions. A copy of the printout of the mapping system showing drive time from the department office to the residence will be kept by the City.
20 Exhibit D
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D. When instructed by his or her employer or supervisor, each employee must respond to an emergency or urgent situation connected to his or her employment with the City of Susanville. An exception to this requirement is when the employee is on a previously authorized vacation or other approved leave, or has traveled outside of a 150-mile radius of the department office applicable to that City employee. E. Employees will be compensated as currently outlined in their respective Memorandum of Understanding and Employee Handbook and will not be eligible for any additional compensation as a result of these requirements.
3. Purpose
The above-mentioned job categories include critical job functions that require the employees who perform the jobs to respond to emergency or urgent situations connected to their employment with the City of Susanville. From time to time, emergency or urgent situations arise and additional employees must be called to assist with the urgent or emergency situation. The City of Susanville is located in the high desert and weather conditions such as rain, snow, ice and wind cause road closures, making it difficult for employees to report to their place of employment at various times throughout the year if the location of the employee's RESIDENCE requires too much time to arrive at the worksite. Varied road types including but not limited to mountain passes, unmaintained dirt roads and steep windy roads surrounding the City of Susanville make it necessary for the proximity of the employee to his or her place of employment or the city limits to be measured in drive time and not miles. To protect the health, safety and welfare of the people and property within the City of Susanville during emergencies or urgent situations, employees with the above-mentioned job descriptions must be able to respond to an emergency or urgent situation within a reasonable time. Requiring future employees or current employees who change their residence after this policy takes effect to live within a 35-minute drive of his or her place of employment best serves the legitimate interests of the City. 4. Violation of Policy
Violation of this policy will result in a notice to cure the violation within 30 days. Failure to cure the violation within 30 days will result in termination of employment within 14 days of the deadline to cure the violation.
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RESOLUTION NO. 25-6468
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SUSANVILLE
APPROVING AND AUTHORIZING THE MAYOR TO EXECUTE MEMORANDUM OF UNDERSTANDING WITH THE OPERATING ENGINEERS LOCAL UNION NO. 3 PUBLIC WORKS BARGAINING UNIT FOR JULY 1, 2025,
THROUGH AND INCLUDING JUNE 30, 2028
WHEREAS, the City of Susanville and representatives from the Operating Engineers Local Union No. 3 Public Works Bargaining Unit have negotiated a labor agreement according to the requirements of the Meyers-Milias-Brown Act; and WHEREAS, the Bargaining Unit has ratified the respective agreement; and WHEREAS, the agreement has been negotiated within the parameters established by the City Council.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Susanville that the Memorandum of Understanding with the Operating Engineers Local Union No. 3 Public Works Bargaining Unit for the period of July 1, 2025, through and including June 30, 2028, is hereby approved and the Finance Director is authorized to modify the budget as necessary to accommodate the negotiated terms of the Memorandum of Understanding.
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 20th day of August 2025, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
_____________________________
Heidi Whitlock, City Clerk
APPROVED AS TO FORM:_____________________________
Margaret Long, City Attorney
65 AGENDA ITEM NO. 9.A
Discussion Item
Submitted By: Heidi Whitlock, City Clerk
Action Date: August 20, 2025
SUBJECT: Discussion regarding City Procurement Policy
PRESENTED BY: Dan Newton, City Manager
SUMMARY: During the City Council meeting on August 6, 2025, a Council Member requested that a discussion item be brought forward regarding the City’s Procurement Policy. Specifically, the request included a review of the policy, procedures, and associated forms used in the procurement process.
FISCAL IMPACT: None.
ACTION REQUESTED: Information item with possible direction to staff.
SUSANVILLE CITY COUNCIL AGENDA ITEM
ATTACHMENTS:
2024 Procurement_Policy.pdf
24-1046.pdf
66 pg. 1
City of Susanville
Procurement Policy
Scope: Citywide
Policy Contact:
City Clerk
(530) 252-5103
[email protected]
Table of Contents
INTRODUCTION ........................................................................................................................................2 DEFINITIONS..............................................................................................................................................2 II. Purchase Orders................................................................................................................................6 III. Service Agreements..........................................................................................................................6 IV. Professional Services........................................................................................................................6 V. Local Purchase Preference................................................................................................................8 VI. Credit Cards......................................................................................................................................8 VII. Splitting Orders.................................................................................................................................8 VIII. Supplies, Materials, and Equipment Purchasing...............................................................................8 IX. Auction Purchasing...........................................................................................................................9 X. Vehicle Purchasing ...........................................................................................................................9 XI. Equipment Leasing ...........................................................................................................................9 XII. Surplus Property..............................................................................................................................10 XIII. Exemptions from Purchasing Policy in Emergency Situations:......................................................11 Adopted by Resolution Number: 24-6386 on December 4, 2024 Supersedes: Procurement Policy 2004 version
Effective Date: December 28, 2024 with Ordinance No. 24-1046 Policy Review Schedule: Every 2 years from adoption date 67 pg. 2
CITY OF SUSANVILLE
PROCUREMENT POLICY
INTRODUCTION
In order to establish efficient procedures for the purchasing of supplies and equipment, to secure for the city supplies and equipment at the lowest possible cost commensurate with quality needed, to exercise positive financial control over purchases, to clearly define authority for the purchasing function and to assure the quality of purchases, a purchasing system is adopted.1 There is created a centralized purchasing authority in which is vested authority for the purchase of equipment, supplies, nonprofessional services and services not involving particular ability. 2
When purchasing materials and supplies for the city, preference should be given to recyclable materials and supplies and/or materials and supplies containing recycled post-consumer materials, provided such materials and supplies are sufficient in performance, reasonably available and cost effective. When purchasing materials and supplies for the city, efforts should be made to avoid unnecessary waste generation. Consideration should be given to extended product life, product reusability, bulk purchasing, and avoidance of excessive packaging materials.3
DEFINITIONS
“Bidders List”: List of qualified contractors identifying qualified bidders for city projects, identified according to categories of work. Also known as vendors catalogue file. “Budget Responsible Individual”: City department head or department head appointed employee as appointed annually and reported to the Purchasing Authority. “California Multiple Award Schedule (CMAS)”: Statewide contract that companies obtain to sell to California state and local government agencies.
“California Uniform Construction Cost Accounting Commission (CUCCAC)”: Commission created to administer the California Uniform Public Construction Cost Accounting Act; appointed by the State Controller.
“California Uniform Public Construction Cost Accounting (CUPCCA)”: Legislative Act enacted to help promote uniformity of the cost accounting standards and bidding procedures on construction work performed or contracted by public entities in the state of California. PCC Section 22000, et seq. “Check Request”: A request for payment for the purchase of supplies, materials, or equipment; for payment of service contracts; and or for payment of travel advances, reimbursements, and petty cash requests for employees.
1 City of Susanville Municipal Code 3.08.010
2 City of Susanville Municipal Code 3.08.020
3 City of Susanville Municipal Code 3.08.170
68 pg. 3
“Contractual Service”: Rendering of services by an Independent Contractor, consisting of the Contractor’s time and effort.
“Department Head”: A head of a city department authorized by city policy to expend department budgets.
Department heads are responsible for ensuring that purchases made for services and supplies are reasonably priced and competitive in the current market. Department heads include the city clerk, public safety chief, public works director, finance director, economic development director, or any other city official designated as a department head by the city council.
“Department of General Services (DGS)”: Award and manager of CMAS, along with other statewide contracts.
“Emergency”: As defined by California Uniform Construction Cost Accounting Commission, an emergency is a sudden, unexpected occurrence that poses a clear and imminent danger, requiring immediate action to prevent or mitigate the loss or impairment of life, health, property, or essential public services. “Finance Director”: Designated as purchasing authority for the city of Susanville. “Force Account”: Use of city’s own forces in public projects of $60,000 or less “Formal Bidding”: Issuing a solicitation to qualified bidders that is prepared, advertised, and distributed with the intent of receiving bids or proposals in a sealed envelope(s) to be publicly opened at a set date and time. Public projects at a cost of more than $200,000 must use formal bidding procedures pursuant PCC Section 22032(c)
“Local Bidder”: Business physically maintained and operating at a fixed office or other business premises located within the geographical limits of Lassen County. Local Bidder must have city business license, issued by the city of Susanville.
“Maintenance Agreement”: Routine, recurring, and usual work for the preservation or protection outlined in a written contract wherein the contractor (or vendor) agrees to maintain city equipment in good operating condition subject to terms and conditions agreeable to both the contractor (or vendor) and the city.4 “Non-Purchasable Equipment”: Equipment which is available through “lease only” plans. “Professional Services”: Services provided to the city that are any of the following: professional architectural; landscaping architectural; professional engineering; environmental; land surveying; construction project management; legal, accounting; professional planning services; and administrative services.5
“Public Project”: As defined by Section 22002 of the California Public Contract code, may include construction, reconstruction, erection, alteration, renovation, improvement, demolition, and repair work involving any publicly owned leased or operated facility. Painting or repainting of any publicly owned, leased, or operated facility. In the case of publicly owned utility systems, construction, erection, 4 City of Susanville Municipal Code 3.08.140
5 City of Susanville Municipal Code 3.08.010
69 pg. 4
improvement or repair of dams, reservoirs, power plants and electrical transmission lines of 230,000 volts and higher.
“Purchase Order”: A request to authorize the purchase of supplies, materials or equipment, or equipment from a specific vendor.
“Purchasable Equipment”: Equipment which can be acquired through “lease with option to purchase” type plans.
“Purchasing Authority”: The city finance director is designated the purchasing authority for the city of Susanville. 6
“Service Agreement”: A contract between a service provider and the city, outlining the terms and conditions and covering various aspects such as quality, availability, and responsibility of services. “Vendor”: In the context of a purchasing policy for the city of Susanville, a vendor refers to an individual or a business entity that supplies goods, services, or works to the city in exchange for payment. Vendors can include suppliers, contractors, consultants, and other entities involved in providing products or services to the city.
I. Roles and Responsibilities
A. Finance Director
The city finance director is designated as purchasing authority for the city of Susanville. The finance director shall ensure that the purchase of equipment, supplies, professional or nonprofessional services, or services not involving particular ability required by any office or department of the city in accordance with purchasing procedures prescribed by this policy, and such other rules or regulations as shall be prescribed by the city council. The finance director acts to procure for the city the needed quality in equipment, supplies, nonprofessional services, or services not involving particular ability required by any office or department of the city, at least expense to the city. The finance director shall encourage uniform bidding, and endeavor to obtain as full and open competition as possible on all purchases hereunder. Prepare and recommend to the city manager and city council rules governing the purchase of equipment, supplies, nonprofessional services, or services not involving particular ability for the city. The finance director shall maintain a bidder’s list, vendors’ catalogue file, and records for the efficient operation of this procurement policy.7
The finance director, upon written approval of the city manager, may authorize in writing any city department to purchase or contract for specified supplies and equipment independently of the purchasing authority, but the finance director shall require that such purchases or contracts be made pursuant to Chapter 3.08 of the Susanville Municipal Code. 6 City of Susanville Municipal Code 2.24.010
7 City of Susanville Municipal Code 3.08.030
70 pg. 5
The finance director, or delegate pursuant to 3.08.030 of the Susanville Municipal Code, shall keep a list of qualified contractors that identifies qualified bidders for city projects identified according to categories of work. Also known as vendors catalogue file.
The finance director shall keep an up-to-date list of authorized signers and designated responsible individuals with listed invoice signatory thresholds, purchase order signatory thresholds, and related budget divisions in which they can sign for. The authorized signers list is submitted annually by each department head to the finance director and kept on file by the finance director.
B. City Clerk
The city clerk will maintain records of all executed agreements and contractual agreements and ensure that no contract or agreement in excess of $25,000 shall be entered into without city council approval. The city clerk will attest by signatory action on all agreements that agreements are signed by the appropriate city officials.8
C. City Manager
The city manager is authorized to execute agreements in the amount not to exceed $25,000 including multiyear agreements not exceeding $25,000 in aggregate, agreements in excess of $25,000 require city council approval. Services, in excess of $3,000, including multiyear agreements exceeding $3,000 in aggregate, require written agreements in a form approved by the city attorney. The city manager may not delegate contract signatory authority.
The city manager will consider recommendations of the finance director and, as appropriate, delegate the routine administrative responsibilities as specified in this policy, and other applicable purchasing regulations as shall be prescribed by the city council. The city manager will provide periodic reports to the city council regarding city manager approved agreements under $25,000 executed by the city manager or department heads. 9 D. Department Head(s)
Department heads are authorized to execute agreements in the amount not to exceed $15,000 including multiyear agreements not exceeding $15,000 in aggregate, without the city manager or city council approval. Prior to executing any agreements, department heads will identify no existing agreements or contracts are in place and which additional services could be added for an equal share of cost increase prior to executing any agreement or contract.10 Services, in excess of $3,000, including multiyear agreements exceeding $3,000 in aggregate, require written agreements in a form approved by the city attorney.
Department heads may not delegate contract signatory authority; however, department heads are responsible for submitting an authorized signers list notating designated individuals to the finance director notating signatory thresholds for department invoices and purchase orders.
Department heads will be responsible for updating the list when personnel changes occur. 8 City of Susanville Municipal Code 3.08.030 9 City of Susanville Municipal Code 3.08.030 10 City of Susanville Municipal Code 3.08.030
71 pg. 6
II. Purchase Orders
Purchase Orders are required for all purchases (including credit card purchases) exceeding $3,000 and must be approved by the purchasing department’s department head or designated budget responsible individual. Purchase orders must accompany informal quotes from at least three (3) different business vendors or must be accompanied by an executed contract or agreement. Informal quotes must contain the names of the vendors, their business address and telephone numbers, and their price quotes. A description of the item purchased must be included with the purchase order with an accompanying statement that vendor quotes are for the same or substantially similar item (justification required). If the type of item being purchased is so specialized that less than three (3) vendors are available, a signed memo documenting so must accommodate purchase order and be included in submission.
If purchasing through CMAS and other DGS purchasing contracts, there is no need to obtain quotes from three vendors because these prices have already been negotiated. A signed memo documenting so must accommodate purchase order and be included in submission.
The finance director shall not issue any purchase order for equipment, supplies, nonprofessional services or nonprofessional services not involving particular ability for which there is an insufficient appropriation in the budgetary account against which said purchase is to be charged.11 III. Service Agreements
Services, in excess of $3,000, including multiyear agreements exceeding $3,000 in aggregate, require written agreements in a form approved by the city attorney. 12 Service procurements shall not be split
for the purpose of evading the requirement to obtain a written agreement.
Contractual services in excess of $25,000 per agreement must go to the city council for approval. The city manager is authorized to execute agreements in the amount not to exceed $25,000 without city council approval; department heads are authorized to execute agreements in the amount not to exceed $15,000 without city council or city manager approval. All executed agreements under the $25,000 threshold will be reported to the city council at a frequency as directed. All executed agreements must be filed with the city clerk and the city clerk shall attest by signatory action on all agreements that agreements are signed by the appropriate city officials.13 Departments must identify no existing agreements are in place in which additional services could be added for an equal share of the cost increase prior to executing agreement. 14 City departments must use
the standard city agreement forms whenever possible.
IV. Professional Services
Procurement of the architectural, landscape architectural, engineering, environmental, and land surveying, construction management, and environmental services as defined in California Government Section 4525 shall be made as follows:
11 City of Susanville Municipal Code 3.08.080 12 City of Susanville Municipal Code 3.08.180 13 City of Susanville Municipal Code 3.08.030 14 City of Susanville Municipal Code 3.08.140 72 pg. 7
1. Selection shall be made on the basis of demonstrated competence and professional qualifications for the satisfactory performance of the services required at a reasonable cost.
2. Selection procedures for projects using city funds:
a. The city shall endeavor to obtain a statement of qualifications from no less than three firms. If statement of qualifications from three firms cannot be obtained, the requesting department shall provide a written justification statement of the process used to solicit statements, specifically stating the number of firms contacted and the reasons that qualifications from at least three firms could not be obtained. The finance director shall review the justification statement and approve the selection process to move forward or require the department to increase their efforts. In the event the finance department is implementing the selection process the city manager shall approve the justification statement if needed.
b. The requesting department’s department head shall convene a review committee, the review committee shall:
i. Consist of at least three members knowledgeable in the field of services being solicited. Committee members shall not have any financial interest or personal relationship with any of the firms that have submitted statements of qualifications.
ii. Review the experience qualifications of the prospective firms and select three firms based on demonstrated competence and qualifications. iii. Engage in discussions with the top three firms, or fewer as approved in section “a” above. Discussions shall include anticipated concepts, the relative utility of alternative methods of approach for furnishing required services, and cost. iv. Make a recommendation to the department head based on the responses to selection criteria in section iii above.
3. Selection procedures for projects using grant or other non-city funding sources:
a. Absent any procurement requirements specific to the funding source being utilized, the city shall follow Section 2 “Selection procedures for projects using city funds”. b. When the funding source for a project requires a specific competitive selection process, the city shall adhere to the specific competitive selection process required by the granting agency for the applicable funding source.
4. Procurement of financial, economic, accounting, legal, professional planning services, or administrative services shall be made as follows:
a. Selection shall be made on the basis of demonstrated competence and professional qualifications for the satisfactory performance of services required at a reasonable cost. b. Specific competitive selection requirements of funding entity must be adhered to when applicable.
73 pg. 8
V. Local Purchase Preference
Except for federal contracts and public projects, or when utilizing funding that does not allow local preference, a local vendor may qualify for local purchase preference. Local purchase preference is a two and one-half percent (2.5%) [higher quote] difference of a quote price over the next vendor. A local vendor must submit a copy of a current city business license, issued by the city of Susanville, and complete and sign a declaration under penalty of perjury, stating that as of the date the request for quotes was issued, the business listed on the quote was physically maintained and operates at a fixed office or other business premises located within the geographical limits of Lassen County, and providing such other information as may be requested.15 Verification of active city business licenses can be made by written request to the finance department, or copies of the active license can be provided by vendor with submission of quote.
VI. Credit Cards
All credit cards purchases shall be made in conformance with the city’s Credit Card Policy.
VII. Splitting Orders
Purchases shall not be split for the purpose of evading the requirement of obtaining a Purchase Order.
It is unlawful to split or separate into smaller orders the purchase of supplies, materials, or services of the purpose of evading the competitive bidding provisions.
VIII. Supplies, Materials, and Equipment Purchasing
Except in cases of emergency as described in 3.08.200 of the Susanville Municipal Code, the finance director shall not issue any purchase order for equipment, supplies, nonprofessional services or nonprofessional services not involving particular ability for which there is an insufficient appropriation in the budgetary account against which said purchase is to be charged.16 When purchasing from a local vendor within city limits, verification of active business license must be obtained. Verification can be obtained by written requests to the finance department.
The department head shall inspect supplies and equipment delivered and determine their conformance with the specifications set forth in the order or contract. The department head shall have authority to require chemical and physical tests of samples submitted with bids, and samples of deliveries which are necessary to determine their quality and conformance with specifications. Department heads may delegate this duty to an appropriate department of the city.17
1. ITEMS COSTING BETWEEN $0 and $2,999: Inexpensive materials, supplies, and equipment can be purchased directly by department, no purchase order is required.
2. ITEMS COSTING BETWEEN $3,000 AND $14,999: Purchase of these items requires a purchase order signed by a budget responsible individual with accompanying documentation. 15 City of Susanville Municipal Code 3.08.160
16 City of Susanville Municipal Code 3.08.080 17 City of Susanville Municipal Code 3.08.100 74 pg. 9
3. ITEMS COSTING OVER $15,000: Purchases of more than $15,000 must be pre-approved by the city manager.
4. PUBLIC PROJECTS LESS THAN $60,000: Requires pre-approval by the city manager and may be completed by force account or negotiated contract. Multiple quotes are not required. Public project purchases must be conducted in accordance with the most recently adopted California Unform Cost Accounting Policies and Procedures Manual.
5. PUBLIC PROJECTS LESS THAN $200,000 may be let to contract by informal procedures as set by SMC 03.08.070. Public project purchases must be conducted in accordance with the most recently adopted California Unform Cost Accounting Policies and Procedures Manual.
6. PUBLIC PROJECTS MORE THAN $200,000 are subject to formal bidding procedures as set by SMC 03.08.090. All contracts shall be awarded by the city council. Public project purchases must be conducted in accordance with the most recently adopted California Unform Cost Accounting Policies and Procedures Manual.
IX. Auction Purchasing
Department head to submit Purchase Order to finance director for approval with a do not exceed amount with attached memo depicting reasonable explanation or like and kind comparison of item sought through auction.
X. Vehicle Purchasing
Notwithstanding other requirements as presented in this policy, vehicles should be selected for purchase in accordance with approved vehicle replacement plans, if applicable. In general base model vehicles should be selected for purchase. When requesting a purchase order for a vehicle. Information regarding approved vehicle replacement plans shall be provided, if applicable.
XI. Equipment Leasing
Leasing equipment shall be in accordance with the provisions as set forth in this policy. Department heads acquiring said assets shall provide a cost analysis of payment options which shall include lease versus purchase and review of lease agreement proposed. The cost analysis shall include, but not be limited to, the type of lease, be it operating lease or capital lease, purchase options (cash versus financing), lease rate, purchase price, payment schedule, interest rate, expected useful life, residual value at lease end, maintenance, service, and supply costs.18 Department heads may execute lease agreements in an amount not to exceed $15,000 and $25,000 for the city manager. Leasing agreements, in excess of $3,000, including multiyear agreements exceeding $3,000 in aggregate, require written agreements in a form approved by the city attorney. Leasing agreements must be assigned an agreement number provided by the city clerk prior to execution.
18 City of Susanville Municipal Code 3.08.130
75 pg. 10
For leasing of non-purchasable equipment in excess of $15,000 for department heads and in excess of $25,000 for the city manager, it shall be the policy of the city of Susanville that when property is acquired by lease rather than outright purchase that all lease agreements must be reviewed by both the finance director and the city attorney prior to consideration by city council and must be signed by the mayor or city manager after said and approval by the city council. 19 For leasing of non-purchasable equipment in excess of $15,000 for department heads and in excess of $25,000 for city manager, it shall also be the policy for all lease agreements that the head of the department acquiring said asset shall be required to provide a cost analysis of payment options which shall include lease versus purchase and review of any lease agreement proposed. The cost analysis shall include, but not be limited to, the type of lease, be it operating lease or capital lease, purchase options (cash versus financing), lease rate, purchase price, payment schedule, interest rate, expected useful life, residual value at lease end, maintenance, service and supply costs.20 Departments must identify no existing agreements are in place in which additional services could be added for an equal share of the cost increase prior to executing the agreement. City departments must use the standard city agreement forms whenever possible.
It shall be the policy of the city of Susanville that when property is acquired by lease rather than outright purchase that all lease agreements and documentation must be reviewed by both the finance director and the city attorney prior to consideration by city council.
XII. Surplus Property
Department heads shall annually notify the finance director if they have items to surplus and list the items in a format approved by the city manager showing all supplies and equipment which are no longer used which have become obsolete or worn out. Vehicles to be surplused will need to have verification of city ownership prior to being placed on the list.21 The department head of the department owning the vehicle proposed to be surplused will verify ownership with the city clerk prior to placing vehicles on surplus list.
The finance director shall have the authority to make transfers between departments of any usable surplus supplies or equipment as needed22 should another department desire items from the surplus list.
The department receiving the surplused item will pay depreciated (scrap value) amount, determined by the finance director, to the department that has surplused the item. The final proposed public surplus list will be provided to the city manager’s office which will prepare a staff report for council approval and coordinate disposal and/or sale of surplus property. Items that are not purchased at auction may be disposed of. No minimum bid.23
19 City of Susanville Municipal Code 3.08.130 20 City of Susanville Municipal Code 3.08.130 21 City of Susanville Municipal Code 3.08.110 22 City of Susanville Municipal Code 3.08.030 23 City of Susanville Municipal Code 3.08.110
76 pg. 11
XIII. Exemptions from Purchasing Policy in Emergency Situations:
All bidding requirements and purchases of equipment, supplies, nonprofessional services, and nonprofessional services not requiring a particular ability may be dispensed with in an emergency. An emergency is a situation where the public interest and necessity demand the immediate expenditure of public money to safeguard life, health and/or property.24 The city manager is authorized pursuant to Government Code section 22050 to order any action to repair or replace a public facility, take any directly related and immediate action required by that emergency, and procure the necessary equipment, services, and supplies for those purposes without giving notice for bids or to let contracts. The city manager must report the action to the city council for review within 7 days after the action or at the next regularly scheduled meeting if that meeting will occur not later than fourteen (14) days after the action. The city council shall review the emergency action at least every regularly scheduled meeting thereafter until the action is terminated, to determine, by a four-fifths vote, that there is a need to continue the action, unless the city manager has terminated the action prior to the city council reviewing the emergency action, in which case the city manager will report to the city council the city manager’s decision to terminate the action at the next regularly scheduled meeting. When the city council reviews the emergency action, it shall terminate the action at the earliest possible date that conditions warrant so that the remainder of the emergency action may be completed by giving notice for bids to let contracts.25 24 City of Susanville Municipal Code 3.08.200
25 City of Susanville Municipal Code 3.08.200
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28 ORDINANCE NO. 24-1046
AN ORDINANCE OF THE CITY OF SUSANVILLE
AMENDING CHAPTER 03 OF TITLE 3, REVENUE AND FINANCE, OF THE
SUSANVILLE MUNICIPAL CODE INCLUDING
SECTIONS 3.08.010 THROUGH 3.08.200
The city council of the city of Susanville does ordain as follows:
Section 1. City of Susanville Municipal Code: Title 3 Revenue and Finance, Chapter 03, Sections 3.08.010 3.08.030, 3.08.050, 3.08.060, 3.08.070, 3.08.090, 3.08.100, 3.08.110,
3.08.130, 3.08.140, 3.08.160, 3.08.180, 3.08.190, and 3.08.200 shall hereby amended to provide as follows:
3.08.01 0 Adoption of a purchasing system.
In order to establish efficient procedures for purchasing of supplies, equipment, professional services and nonprofessional services, to secure for the city supplies and equipment at the lowest possible cost commensurate with the quality needed, to exercise positive financial control over purchases, to clearly define authority for the purchasing function and to assure the quality of purchases, a purchasing system is adopted.
For the purposes of this chapter:
A. Department head shall mean, the city clerk, public safety chief, public works director, finance director, economic development director, or any other city official designated as a department head by the city council.
B. Professional services shall mean services provided to the city that are any of the following:
1. Professional architectural
2. Landscape architectural
3. Professional Engineering
4. Environmental
5. Land Surveying
6. Construction Project Management
7. Legal
8. Accounting
9. Professional Planning Services
10. Administrative Services
3.08.030 Purchasing authority designated- Roles and Responsibilities A. The city finance director is designated as purchasing authority for the city of Susanville.
The finance director may recommend that the city manager delegate the routine administrative responsibilities as specified in this chapter, or in any other applicable purchasing regulation as shall be prescribed by the city council to any department head as appropriate. The finance director shall:
1. Ensure that the purchase of equipment, supplies, professional services, nonprofessional services or nonprofessional services not involving particular ability required by any office or department of the city is in accordance with purchasing 78 2
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procedures prescribed by this chapter is negotiated and ensure that such other rules or regulations are adhered to as shall be prescribed by the city council.
2. Act to procure for the city the needed quality in equipment, supplies, nonprofessional services or services not involving particular ability required by any office or department of the city, at least expense to the city.
3. Encourage uniform bidding, and endeavor to obtain as full and open competition as possible on all purchases hereunder.
4. Prepare and recommend to the city manager and city council rules governing the purchase of equipment, supplies, nonprofessional services or services not involving particular ability for the city.
5. Keep informed of current developments in the field of purchasing prices, market conditions and new products.
6. Prescribe and maintain such forms as are reasonably necessary to the operation of this chapter and other rules and regulations of the city.
7. Recommend the transfer of surplus or unused supplies and equipment between departments as needed, and the sale of all supplies and equipment which cannot be used by any department, or which have become unsuitable for city use. Prepare a list from each department by July 1st of each year.
8. Maintain a bidders' list, vendors' catalogue file, and records for the efficient operation of this chapter.
9. Prepare and maintain the standard requisition form as referenced in this chapter.
B. The city clerk shall:
1. Maintain records of all executed service and contractual agreements.
2. Erisure that no contract or agreement in excess of $25,000 shall be entered into without city council approval.
3. Attest by signatory action on all agreements that agreements are signed by the appropriate city officials pursuant to this chapter.
C. The city manager shall:
1. Be authorized to execute agreements in the amount not to exceed $25,000 without city council approval.
2. Be authorized to execute agreements in excess of $25,000 with the approval of city council.
3. Consider the recommendations of the finance director and, as appropriate, delegate the routine administrative responsibilities as specified in this chapter, or in any other applicable purchasing regulation as shall be prescribed by the city council.
4. Provide periodic reports to city council regarding agreements approved by city manager and department heads.
D. Department head(s) shall:
1. Be authorized to execute agreements in the amount not to exceed $15,000 without city council or city manager approval.
2. Identify no existing agreements or contracts are in place and which additional services could be added for equal share of cost increase prior to executing any agreement or contract.
3.08.050 Exemptions from centralized purchasing.
The finance director, upon written approval of the city manager, may authorize in writing any city department to purchase or contract for specified supplies, services and equipment independently of the purchasing authority, but finance director shall require that such purchases 79 2
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or contracts be made pursuant to the procedures established by this chapter, and shall further require periodic reports from the department on the purchases and contracts made under such written authorization. (Ord. 98-847 § 1; prior code§ 20.5)
3.08.060 Purchases by force account, negotiated contract, or purchase order.
Except as otherwise provided herein, purchases of equipment, supplies, nonprofessional services and nonprofessional services not involving a particular ability, of $60,000 or less, may be made, after adhering to the following:
A. Public Projects $60,000 or less.
1. Public Projects as defined in PPC 20161 of $60,000 or less, road maintenance projects of $60,000 or less, and utility maintenance projects of $60,000 or less may, at the discretion of the city manager, be completed with the city's own forces (force account), by negotiated contract, or by purchase order. Multiple quotes are not required for public projects less than $60,000.
B. Non-Public Projects $60,000 or less.
1. Minimum Number of Bids or Quotations: Open market purchases shall, whenever possible, be based on at least three quotations and shall be awarded to the lowest responsible bidder. The finance director is authorized to approve the purchases when at least three quotations cannot be obtained, including sole source procurements, only after the finance director is satisfied that a reasonable effort has been made to obtain three quotations.
2. Notice Inviting Bids or Quotations: The finance director shall oversee solicitation of bids by city staff. Bids or Quotations shall be by written request to prospective vendors or by telephone.
3. Written Quotations: Written quotations shall be submitted to the finance director who shall keep a record of all open market orders and quotes for a period of one year after the submission of quotes or the placing of orders. This record, while so kept, shall be open to public inspection.
4. Written Contract: Where contracts are entered into for purchases made under this section, the contracts shall be approved in accordance with 3.08.030.
C. Requisition Forms. The issuing department shall submit a request for the equipment, supplies, nonprofessional services, or services not involving a particular ability, to the finance director by standard requisition form.
D. All bidding may be dispensed with, in an emergency, pursuant to 3.08.200.
3.08.070 Informal Contract Procedure
A. Except as otherwise provided herein, purchases of equipment, supplies, nonprofessional services and nonprofessional services not involving a particular ability, of $200,000 or less, may be made after adhering to the following:
1. Public Projects $200,000 or less - Informal Bidding Requirements. a. The finance director shall maintain a list of qualified contractors identified according to category of work.
b. At the time informal bids are solicited, a notice inviting informal bids shall be mailed to all qualified contractors on the list. If no such list exists, or at the finance director's discretion, a notice inviting informal bids shall also be sent all applicable construction trade journals specified in PCC section 22036. Additional 80 2
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28 contractors and trade journals may also be notified, at the discretion of the finance director.
c. The notice inviting informal bids shall describe the project in general terms, state how to obtain more detailed information about the project and state the time and place for the submission of bids.
d. All mailing of notices to contractors and construction trade journals pursuant to this section shall be completed not less than 10 calendar days before bids are due.
e. If all bids received are in excess of $200,000, the city council, by a 4/5 vote may award the contract at $212,500 or less to the lowest responsible bidder if it determines that the city's cost estimate for the project was reasonable.
2. Non-public projects $200,000 or less.
a. Minimum Number of Bids or Quotations: Open market purchases shall, whenever possible, be based on at least three quotations and shall be awarded to the lowest responsible bidder. The finance director is authorized to approve the purchases when at least three quotations cannot be obtained, including sole source procurements, only after the finance director is satisfied that a reasonable effort has been made to obtain three quotations.
b. Notice Inviting Bids or Quotations. The finance director shall oversee solicitation of bids by city staff. Bids or Quotations shall be by written request to prospective vendors or by telephone.
c. Written Quotations. Written quotations shall be submitted to the finance director who shall keep a record of all open market orders and quotes for a period of one year after the submission of quotes or the placing of orders. This record, while so kept, shall be open to public inspection.
d. Written Contract. Where contracts are entered into for purchases made under this section, the contracts shall be approved in accordance with 3.08.030.
B. Requisition Forms. The issuing department shall submit a request for the equipment, supplies, nonprofessional services, or services not involving a particular ability, to the finance director by standard requisition form.
C. All bidding may be dispensed with, in an emergency, pursuant to 3.08.200.
3.08.080 Encumbrance of funds.
Except in cases of emergency as described in 3.08.200, the finance director shall not issue any purchase order for equipment, supplies, nonprofessional services or nonprofessional services not involving particular ability for which there is an insufficient appropriation in the budgetary account against which said purchase is to be charged.
3.08.090 Formal contract procedure-Bid requirements.
Except as otherwise provided herein, purchases of equipment, supplies, nonprofessional services, and nonprofessional services not involving particular ability, over $200,000 may be made after adhering to the following:
A. Public Projects - Formal Bidding Requirements
Agreements for public projects shall be let to the lowest responsible bidder, pursuant to the procedures set forth herein.
1. Notice Inviting Bids. Notice inviting bids shall include a general description of the equipment, supplies, nonprofessional services or nonprofessional services not 81 2
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28 involving particular ability, to be purchased and shall state where bid blanks, forms and specifications may be secured, and the date, time and place of opening bids. a. Published Notice. Notice inviting bids shall be published at least ten (10) days before the day of opening bids. Notice shall be published at least once in a newspaper of general circulation, printed and published in the city; or, if there is none, it shall be posted in at least three public places in the city. b. Bidder's List. The finance director, or appropriate city department with approval of the finance director, shall also solicit sealed bids from responsible prospective suppliers whose names are on the bidder's list; provided, however, should said supplier desire to participate, said supplier shall comply with the requirements herein.
2. Bidder's Security. When deemed necessary by the finance director, bidder's security of ten (10) percent of the amount bid shall be required in the public notice(s) inviting bids. Bidders shall be entitled to return of bid security upon execution of the contract by the successful bidder, upon rejection of bids, or upon the readvertisement for bids; provided that a successful bidder shall forfeit his or her bid security upon refusal or failure to execute the contract within ten (10) days after notice of award of contract has been mailed, unless the city is responsible for the delay. The city council may, on refusal or failure of the successful bidder (the "first awarded bidder") to execute the contract, award the contract to the next lowest responsible bidder (the "second awarded bidder"). In the event the city council does so, the first awarded bidder shall forfeit only that portion of security equal to the difference between said first awarded bidder's bid and the bid of the second awarded bidder. If the second awarded bidder fails or refuses to execute the contract, he or she shall forfeit his or her bid security.
3. Bid Opening Procedure. Sealed bids, identified as bids on the outer envelope, shall be submitted to the city clerk. Bids shall be opened in public at the date, time and place stated in the public notice(s). Tabulation of all bids received shall be open for public inspection during regular business hours for a period of not less than thirty (30) calendar days after the bid opening.
4. Rejection of Bids. In its discretion, the city council may by majority vote reject any and all bids presented, and:
a. Authorize negotiation of a contract; or
b. Re-advertise for bids; or
c. Take no further action.
5. Award of Contracts. Contracts shall be awarded by the city council to the lowest responsible bidder, except in the case of the bidder not meeting the bid requirements.
6. Tie Bids. If two or more bids received are for the same total amount or unit price, quality, service and delivery being equal, and if the public interest will not permit the delay of re-advertising for bids, the city council may accept the one it chooses. The city council's determination in that regard shall be final.
7. Performance Bonds. The finance director shall have authority to require a performance bond, in such amount as it shall be found reasonably necessary to protect the best interests of the city. If the finance director requires a performance bond, the form and amount of the bond shall be described in the notice inviting bids.
Non-Public Projects - Greater than $200,000.
1. Minimum Number of Bids or Quotations: Open market purchases shall, whenever possible, be based on at least three quotations and shall be awarded to the lowest responsible bidder. The finance director is authorized to approve the purchases 82 2
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19 when at least three quotations cannot be obtained, including sole source procurements, only after the finance director is satisfied that a reasonable effort has been made to obtain three quotations.
2. Notice Inviting Bids or Quotations. The finance director shall oversee solicitation of bids by city staff. Bids or Quotations shall be by written request to prospective vendors or by telephone.
3. Written Quotations. Written quotations shall be submitted to the finance director who shall keep a record of all open market orders and quotes for a period of one year after the submission of quotes or the placing of orders. This record, while so kept, shall be open to public inspection.
4. Written Contract. Where contracts are entered into for purchases made under this section, the contracts shall be approved in accordance with 3.08.030.
C. Requisition Forms. The issuing department shall submit a request for the equipment, supplies, nonprofessional services, or services not involving a particular ability, to the finance director by standard requisition form.
D. All bidding may be dispensed with, in an emergency, pursuant to 3.08.200.
3.08.100 Inspection and testing of materials and services The department head shall inspect supplies and equipment delivered and determine their conformance with the specifications set forth in the order or contract. The department head shall have authority to require chemical and physical tests of samples submitted with bids, and samples of deliveries which are necessary to determine their quality and conformance with specifications. Department heads may also delegate this duty to an appropriate department of the city. (Ord. 10-975 § 1, 201 O; Ord. 98-847 § 1; prior code§ 20.10)
3.08.110 Surplus supplies and equipment
Department heads shall annually notify the Finance Director if they have items to surplus and list the items in a format approved by city manager showing all supplies and equipment which are no longer used which have become obsolete or worn out. Vehicles to be surplused will need to have verification of city ownership prior to being placed on the list.
Finance Director shall have the authority to make transfers between departments of any usable 20 surplus supplies or equipment as needed. Department receiving the surplused item that have been fully depreciated will pay scrap value amount to department that surplused the item. 21 22
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Final proposed surplus list will be provided to city manager's office. City manager will prepare staff report for council approval and coordinate disposal/ sale of surplus property.
Items that are not purchased at auction may be disposed of. No minimum bid.
3.08.130 Equipment leasing agreements
A. As used in this section:
1. "Leasing of non-purchasable equipment" means equipment which is available through "lease only" plans.
2. "Leasing purchasable equipment" means equipment which can be acquired through "lease with option to purchase" type pjans.
B. Leasing of purchasable or non-purchasable equipment shall be in accordance with Sections 3.08.0303.08.050 through 3.08.070 of this chapter. Bidding can be dispensed with only as permitted in Section 3.08.060 and 3.08.200. 83 2
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C. For leasing of non-purchasable equipment in excess of $15,000 for department heads and in excess of $25,000 for city manager, It shall be the policy of the city of Susanville that when property is acquired by lease rather than outright purchase that all lease agreements must be reviewed by both the finance director and city attorney prior to consideration by city council and must be signed by the mayor or city manager after said and approval by the city council.
D. For leasing of non-purchasable equipment in excess of $15,000 for department heads and in excess of $25,000 for city manager, it shall also be the policy for all lease agreements that the head of the department acquiring said asset shall be required to provide a cost analysis of payment options which shall include lease versus purchase and review of any lease agreement proposed. The cost analysis shall include, but not be limited to, the type of lease, be it operating lease or capital lease, purchase options (cash versus financing), lease rate, purchase price, payment schedule, interest rate, expected useful life, residual value at lease end, maintenance, service and supply costs. (Prior code § 20.13; Ord. 98-847 § 1; Ord. 10-975 § 1, 2010
3.08.140 Maintenance agreements
A As used in this section, "maintenance agreements" means a written contract wherein the contractor (or vendor) agrees to maintain city equipment in good operating condition subject to terms and conditions agreeable to both the contractor (or vendor) and the city.
8. All executed agreements must be filed with the city clerk. Departments must identify no existing agreements are in place in which additional services could be added for an equal share of cost increase prior to executing agreement.
3.08.160 Local preferences
Except for federal contracts and public projects, or when utilizing funding that does not allow local preference, a local vendor may qualify for local purchase preference. Local purchase preference is a two and one-half percent (2.5%) [higher quote] difference of quote price over the next vendor. A local vendor must submit a copy of a current city business license, issued by the city of Susanville, and complete and sign a declaration under penalty of perjury, stating that as of the date the request for quotes was issued, the business listed on the quote was physically maintained and operates at a fixed office or other business premises located within the geographical limits of Lassen County, and providing such other information as may be requested.
3.08.180 Agreements Required
All services, in excess of $3,000, including multiyear agreements exceeding $3,000 in aggregate, require written agreements in a form approved by the city attorney. Service procurements shall not be split for the purpose of evading the requirement to obtain a written agreement. Agreements must be approved by the city attorney and assigned an agreement number provided by the city clerk prior to execution. Contractual services in excess of $25,000 per agreement must go to city council for approval. The city manager is authorized to execute agreements in the amount not to exceed $25,000 without city council approval; department heads are authorized to execute agreements in the amount not to exceed $15,000 without city council or city manager approval. All executed agreements under $25,000 that are approved by city manager or department head will be reported to city council at a frequency as directed by city council.
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3.08.190 Professional Services:
A Procurement of the architectural, landscape architectural, engineering, environmental, and land surveying, construction management, and environmental services as defined in California Government Section 4525 shall be made as follows:
1. Selection shall be made of the basis of demonstrated competence and professional qualifications for the satisfactory performance of the services required at a reasonable cost.
2. Selection procedures for projects using city funds:
a. The city shall endeavor to obtain a statement of qualifications from no less than three firms. If statement of qualifications from three firms cannot be obtained, the requesting department shall provide a written justification statement of the process used to solicit statements, specifically stating the number of firms contacted and the reasons that qualifications from at least three firms could not be obtained. The finance director shall review the justification statement and approve the selection process to move forward or require the department to increase their efforts. In the event the finance department is implementing the selection process the city manager shall approve the justification statement if needed.
b. The requesting department's department head shall convene a review committee, the review committee shall:
i. Consist of at least three members knowledgeable in the field of services being solicited. Committee members shall not have any financial interest or personal relationship with any of the firms that have submitted statements of qualifications.
ii. Review the experience qualifications of the prospective firms and select three firms based on demonstrated competence and qualifications. iii. Engage in discussions with the top three firms, or fewer as approved in section "a" above. Discussions shall include anticipated concepts, the relative utility of alternative methods of approach for furnishing required services, and cost.
iv. Make a recommendation to the department head based on the responses to selection criteria in section iii above.
3. Selection procedures for projects using grant or other non-city funding sources:
a. Absent any procurement requirements specific to the funding source being utilized, the city shall follow Section 2 "Selection procedures for projects using city funds"
b. When the funding source for a project requires a specific competitive selection process, the city shall adhere to the specific competitive selection process required by the granting agency for the applicable funding source.
B. Procurement of financial, economic, accounting, legal, professional planning services, or administrative services shall be made as follows:
1. Selection shall be made on the basis of demonstrated competence and professional qualifications for the satisfactory performance of services required at a reasonable cost.
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28 2. Specific competitive selection requirements of funding entity must be adhered to when applicable.
3.08.200 Emergencies:
A All bidding requirements and purchases of equipment, supplies, nonprofessional services, and nonprofessional services not requiring a particular ability may be dispensed with in an emergency. An emergency is a situation where the public interest and necessity demand the immediate expenditure of public money to safeguard life, health and/or property.
B. The city manager is authorized pursuant to Government Code section 22050 to order any action to repair or replace a public facility, take any directly related and immediate action required by that emergency, and procure the necessary equipment, services, and supplies for those purposes without giving notice for bids or to let contracts. The city manager must report the action to the city council for review within 7 days after the action or at the next regularly scheduled meeting if that meeting will occur not later than fourteen (14) days after the action. The city council shall review the emergency action at least every regularly scheduled meeting thereafter until the action is terminated, to determine, by a four-fifths vote, that there is a need to continue the action, unless the city manager has terminated the action prior to the city council reviewing the emergency action, in which case the city manager will report to the city council the city manager's decision to terminate the action at the next regularly scheduled meeting.
C. When the city council reviews the emergency action, it shall terminate the action at the earliest possible date that conditions warrant so that the remainder of the emergency action may be completed by giving notice for bids to let contracts.
Section 2. The city clerk shall, within fifteen days after its passage, cause this ordinance to be published at least once in an adjudicated newspaper of general circulation, published and circulated within the city.
Section 3. If any section, subsection, sentence, clause or phrase of this Ordinance is, for any reason, held to be invalid or unconstitutional, such invalidity or unconstitutionality shall not affect the validity or constitutionality of the remaining portions of this Ordinance, it being expressly declared that this Ordinance and each section, subsection, clause and phrase hereof would have been prepared, proposed, adopted, approved and ratified irrespective of the fact that any one or more other sections, subsections, sentences, clause or phrases be declared invalid or unconstitutional.
Section 4. This Ordinance shall take effect upon the thirty-first day after its final passage.
INTRODUCED at a regular meeting of the city council of the city of Susanville, California, on the 6
th day of November 2024, and adopted at a regular meeting of the city council of the city of Susanville, California, on the 20th day of November, 2024.
APPROVED:
~
/
MendySchs(ar
86 The foregoing Ordinance was adopted at a regular meeting of the city council of the city 2 of Susanville, held on the 20th day of November, 2024 by the following vote:
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AYES:
NOES:
ABSENT:
ABSTAIN:
Bortle, Brown, Parrish & Schuster
None
Miller
None
87 AGENDA ITEM NO. 9.B
Discussion Item
Submitted By: Mya Wright , City Clerk
Action Date: August 20, 2025
SUBJECT: Discussion regarding service agreements approved by City Manager and Department Heads.
PRESENTED BY: Dan Newton, City Manager
SUMMARY: On December 4, 2024 the City Council approved Resolution No. 24- 6386 approving the Susanville Procurement Policy, which went into effect as of December 28, 2024. This policy authorizes department heads to approve agreements and contracts totaling $15,000 or less in aggregate and the City Manager to approve contracts up to $25,000, with any contracts above $25,000 requiring Council approval. City Council requested contracts signed by department heads and the City Manager to be periodically presented to them for review and transparency purposes. Frequency is determined by Council and is subject to change. Attached is a list of fully executed agreements from December 28, 2024 through the end of fiscal year 24/25.
FISCAL IMPACT: None.
ACTION REQUESTED: Information item with possible direction to staff.
SUSANVILLE CITY COUNCIL AGENDA ITEM
ATTACHMENTS:
250820 CC Agreement Spreadsheet 241228.250630.pdf
88 Agreement No.
(Year-No.) ex. 24-
01 Approval Date - Council (if required) Name of Contract/Agreement Start Date Expiration Date Auto Renew Y/N Link to Resolution Log Cost 25-01 1/15/2025 MOU WITH MANAGEMENT UNIT 7/1/2024 6/30/2025 N 25-6398 varies 25-02 1/15/2025 COMPULOG ADDENDUM #2 (Endpoint security solution - Microsoft Defender) ($3.00 per port) 1/1/2025 ongoing 25-6399 varies 25-03 1/15/2025
AUTHORIZING THE CITY MANAGER TO EXECUTE AN AGREEMENT WITH BEACON ECONOMICS FOR CONSULTING SERVICES TO DEVELOP A COMPREHENSIVE ECONOMIC DEVELOPMENT STATEGIC PLAN 2/10/2025 6/1/2025 N 25-6397 $ 32,000.00 25-04 Not Assigned
25-05 12/31/2024 CIVICPLUS WEBSITE AMENDMENT - (ADDING AIR DISTRICT) 9/15/2025 Y NA $ 7,722.52 25-06 2/20/2025 OUTFRONT MEDIA BILLBOARD TO SUPPORT THE CITY'S ED AND MARKETING EFFORTS 3/24/2025 6/15/2025 N 25-6407 $ 28,910.00 25-07 DH PITNEY BOWES - FINANCE POSTAGE MACHINE 3/20/2025 3/30/2030 N $ 10,416.60 25-08
1/15/2025
AUTHORIZING THE CITY MANAGER TO EXECUTE AN AGREEMENT WITH PEE WEE ENTERPRISES FOR CULVERT REPLACEMENT ON RAMSEY DITCH AND FURTHER AUTHORIZES THE FINANCE DIRECTOR TO ADJUST THE BUDGET AS NECESSARY 2/25/2025 6/30/2025 25-6401 $ 48,000.00 25-09 1/15/2025
AUTHORIZING THE CITY MANAGER TO EXECUTE AN AGREEMENT WITH SSD FOR REMOVAL OF SHED/BUILDING DURING THE RAMSEY DITCH PROJECT 3/5/2025 Ongoing 25-6404 $ 59,999.00 25-10 CM
AUTHORIZING THE CITY MANAGER TO EXECUTE AN AGREEMENT WITH PEE WEE ENTERPRISES FOR TO AID IN THE EMERGENCY SITUATION AT 830 MAIN STREET ALSO KNOWN AS THE ST. FRANCIS 11/1/2024 6/30/2025 N $ 9,912.42 25-11 2/19/2025 CalTrans Resurfacing Project 3/12/2025 Ongoing 25-6411 $ 93,680.00 25-12 2/19/2025 CalTrans Master Agreement STIP Projects 3/12/2025 Ongoing 25-6410 $ - 25-13 DH ALLPRO ENVIRONMENTAL SERVICES ST. FRANCIS ASBESTOS & LEAD PAINT ASSESSMENT 2/13/2025 4/30/2025 $ 3,450.00 25-14 12/4/2024 AGREEMENT WITH LANCE & PATRICIA MONATH FOR THE ENCROACHMENT OF ADA ACCESSIBLE RAMP INTO NORTH ALLEY 5/5/2025 24-6384 $ - 25-15 CM ABC DAILY LICENSE AGREEMENT FOR ALCOHOL SERVICES AT THE DIAMOND MOUNTAIN GOLF COURSE SUNRISE ROTARY 6/7/2025 6/7/2025 $ - 25-16 CM
ABC DAILY LICENSE AGREEMENT FOR ALCOHOL SERVICES AT THE DIAMOND MOUNTAIN GOLF COURSE FOR SHERIFF'S TOURNAMENT 5/3/2025 5/3/2025 $ -
25-17 DH MOU WITH LMUD "STREETLIGHT SEECLICKFIX" 4/25/2025 4/25/2026 $ - 25-18 CM UNTAMED COWGIRL COOK FOOD TRUCK AGREEMENT 5/21/2025 $ - 25-19 11/6/2024 NEVADA BARRICADE & SIGN CO. PAVEMENT STRIPING 5/27/2025 9/30/2025 24-6377 $ 50,141.00 25-20 CM ABC DAILY LICENSE AGREEMENT FOR ALCOHOL SERVICE AT MEMORIAL PARK "MAIN STREET CRUISE" 6/28/2025 6/28/2025 $ - 25-21 DH NOR-CAL EMS BASIC LIFE SUPPORT NON-TRANSPORT SERVICES 7/1/2025 7/1/2026 $ - 25-22 5/7/2025 AXON - TASERS 8/15/2025 5/14/2028 25-6424 $ 29,871.62 25-23 5/7/2025 AXON CLOUD SERVICES 7/15/2025 7/14/2030 25-6424 $ 204,894.09 25-24 CM ABC DAILY LICENSE - FARMERS MARKET 6/14/2025 6/14/2025 $ - 25-25 6/4/2025 ESO (NATIONAL EMERGENCY RESPONSE INFO SYSTEM) REPORTING SOFTWARE 6/30/2025 ongoing 25-6435 $ 12,226.20 25-26 CM ALLIANT AMVP POLICY BINDING AUTHORIZATION 7/1/2025 7/1/2026 $ 32,522.00 25-27 DH ALLIANT AIRPORT LIABILITY INSURANCE 6/30/2025 6/30/2026 $ 4,750.00 25-28 DH ALLIANT ACIP (CRIME INSURANCE PROGRAM) 7/1/2025 7/1/2026 $ 2,870.00 25-29 CM OUTFRONT MEDIA BILLBOARD EXTENSION 6/23/2025 9/14/2025 $ 12,600.00 25-30 CM ABC DAILY LICENSE DMGC & HIGH DESERT EMP. LIAISON PROGRAM (HARP) 7/12/2025 7/12/2025 $ - 25-31 CM ABC DAILY LICENSE - FARMERS NIGHT MARKETS (MULTIPLE DATES) 7/2/2025 9/3/2025 $ - 25-32 CM MOU W/ LASSEN COUNTY (ISD) INFO SERVICES DEPARTMENT (CLETS TERMINAL) (Annual contract) 5/1/2025 4/30/2027 Y (until 4/30/2027) $ 7,700.00 25-33 7/2/2025 (but CM) FINANCE DIRECTOR EMPLOYMENT CONTRACT - CHANDRA JABBS 7/1/2025 ongoing varies 25-34 CM ABC DAILY LICENSE - LASSEN HUMANE SOCIETY 8/2/2025 8/2/2025 $ - 25-35 Mayor M-GROUP PLANNING CONSULTATION SERVICES 6/2/2025 6/30/2026 $ 75,000.00 25-36 BELFOR PROPERTY RESTORATION - MEMORIAL BALLFIELD EMERGENCY WORK POST FIRE 7/14/2025 Ongoing Not to exceed
$55,000
25-37 Mayor SEAN BITLE TURF & IRRIGATION - GOLF COURSE MAINTENANCE 7/2/2025 6/30/2025 25-6449 Not to exceed
$76,000
25-38 CM YAMAHA 36 - DR2E AC GOLF CARTS (LEASE) 6/15/2025 6/14/2029 25-6408 $179,716.08 +
Interest
25-39 DCM ABC DAILY LICENSE - ESKUALDUNAK CLUB OF SUSANVILLE ANNUAL PICON OPEN 8/16/2025 8/16/2025 $ - SEE NEW PURCHASING POLICY IN PLACE AS OF DECEMBER 28, 2024 89 AGENDA ITEM NO. 9.C
Action Item
Submitted By: Erik Edholm, Public Works
Action Date: August 20, 2025
SUBJECT: Consider Resolution No. 25-6469, authorizing the Mayor to sign a Program Supplement Agreement with Caltrans for the Rehab FE Project No. RPSTPL-5116(025) and authorize the Finance Director to adjust the budget as necessary.
PRESENTED BY: Bob Godman, Public Works Director
SUMMARY: The project is funded through the State Transportation Improvement Program (STIP) and is currently in the design phase, with construction anticipated to begin in Fiscal Year 26/27. The scope includes pavement resurfacing and selective pavement rehabilitation on various city streets, including Russell Avenue, Fair Drive, Johnstonville Road, Alexander Avenue, Paiute Lane, and South Lassen Street.
A Program Supplement Agreement (PSA) is required to authorize the allocation and reimbursement of eligible design phase expenditures through STIP funding.
FISCAL IMPACT: $100,000 in design funds through the State Transportation Improvement Program. This project is funded with state transportation funds, no local match is anticipated.
ACTION REQUESTED: Motion to approve Resolution No. 25-6469, authorizing the Mayor to sign a Program Supplement Agreement with Caltrans for the Rehab FE Project No. RPSTPL-5116(025) and authorize the Finance Director to adjust the budget as necessary.
SUSANVILLE CITY COUNCIL AGENDA ITEM
ATTACHMENTS:
5116025 PSA draft.pdf
25-6469.pdf
90 00000A829
FOR STATE FUNDED PROJECTS NO 02-5116S21
0225000136
July 24, 2025
02-LAS-0-SUSV
RPSTPL-5116(025)
5116
This Program Supplement, effective 06/27/2025, hereby adopts and incorporates into the Administering Agency-State Agreement No. 02-5116S21 for State Funded Projects which was entered into between the ADMINISTERING AGENCY and the STATE with an effective date of and is subject to all the terms and conditions thereof. This PROGRAM SUPPLEMENT is executed in accordance with Article I of the aforementioned Master Agreement under authority of Resolution No. approved by the ADMINISTERING AGENCY on (See copy attached).
The ADMINISTERING AGENCY further stipulates that as a condition to the payment by the State of any funds derived from sources noted below encumbered to this project, Administering Agency accepts and will comply with the Special Covenants and remarks set forth on the following pages.
In Susanville on Russell Ave from Main Street to Paul Bunyan Road, Fair Drive from Main Street to Russell Ave, Johnstonville Road from Skyl
null 0.0(MILES)
Estimated Cost State Funds Matching Funds
CITY OF SUSANVILLE
By ________________________________ By ________________________________ Title _______________________________
Date _______________________________
Attest _______________________________ Date _______________________________ Division of Local Assistance
I hereby certify upon my personal knowledge that budgeted funds are available for this encumbrance:
Accounting Officer _______________________ Date _______________ PROGRAM SUPPLEMENT NO.
to
ADMINISTERING AGENCY-STATE AGREEMENT
Adv. Project ID Date:
Location:
Project Number:
E.A. Number:
Locode:
PROJECT LOCATION:
TYPE OF WORK: LENGTH:
LOCAL OTHER
$100,000.00 $0.00 $0.00
Chief, Office of Project Management Oversight
STATE OF CALIFORNIA
Department of Transportation
$100,000.00
STATE $100,000.00
Program Supplement 02--511-A829- SERIAL 1Page of 4
07/25/2025
91 SPECIAL COVENANTS OR REMARKS
02-LAS-0-SUSV
RPSTPL-5116(025)
1. A. This PROJECT is programmed to receive funding from the State Transportation Improvement Program (STIP). Funding may be provided under one or more components. A component(s) specific fund allocation is required, in addition to other requirements, before reimbursable work can occur for the component(s) identified. Each allocation will be assigned an effective date and identify the amount of funds allocated per component(s).
This PROGRAM SUPPLEMENT has been prepared to allow reimbursement of eligible PROJECT expenditures for the component(s) allocated. The start of reimbursable expenditures is restricted to the later of either 1) the effective date of the Master Agreement, 2) the effective date of the PROGRAM SUPPLEMENT, or 3) the effective date of the component specific allocation.
B. STATE and ADMINISTERING AGENCY agree that additional funds made available by future allocations will be encumbered on this PROJECT by use of a STATE approved Allocation Letter and Finance Letter.
ADMINISTERING AGENCY agrees that STATE funds available for reimbursement will be limited to the amount allocated by the California Transportation Commission (CTC) and/or the STATE.
C. Upon ADMINISTERING AGENCY request, the CTC and/or STATE may approve supplementary allocations, time extensions, and fund transfers between components. An approved time extension will revise the timely use of funds criteria, outlined above, for the component(s) and allocation(s) requested. Approved supplementary allocations, time extensions, and fund transfers between components made after the execution of this PROGRAM SUPPLEMENT will be documented and considered subject to the terms and conditions thereof.
Documentation for approved supplementary allocations, time extensions, and fund transfers between components will be a STATE approved Allocation Letter, Fund Transfer Letter, Time Extension Letter, and Finance Letter, as appropriate.
D. This PROJECT will be administered in accordance with the CTC STIP guidelines, as adopted or amended, and the STATE Procedures for Administering Local Grant Projects in the State Transportation Improvement Program (STIP), the Local Assistance Program Guidelines, and the Local Assistance Procedures Manual. The submittal of invoices for project costs shall be in accordance with the above referenced publications and the following.
E. The ADMINISTERING AGENCY shall invoice STATE for environmental & permits, plans specifications & estimate, and right-of-way costs no later than 180 days after the end of last eligible fiscal year of expenditure. For construction costs, the ADMINISTERING AGENCY has 180 days after project completion to make the final payment to the contractor and prepare the final Report of Expenditures and final invoice, and submit to STATE for verification and payment.
Program Supplement 02--511-A829- SERIAL Page 2 of 4
92 SPECIAL COVENANTS OR REMARKS
02-LAS-0-SUSV
RPSTPL-5116(025)
F. All obligations of STATE under the terms of this Agreement are subject to the appropriation of resources by the Legislature and the encumbrance of funds under this Agreement. Funding and reimbursement are available only upon the passage of the State Budget Act containing these STATE funds.
G. Award information shall be submitted by the ADMINISTERING AGENCY to the District Local Assistance Engineer immediately after the award. Failure to do so will cause delay in processing the invoices for the construction component. As a minimum, the award information should have the following: Project number, project description, PPNO, date the project was advertised, award amount, bid opening date, award date and estimated completion date.
H. This PROJECT is subject to the timely use of funds provisions enacted by Senate Bill 45 (SB 45), approved in 1997, and subsequent CTC guidelines and State procedures approved by the CTC and STATE, as outlined below:
Funds allocated for the environmental & permits, plan specifications & estimate, and right-ofway components are available for expenditure until the end of the second fiscal year following the year in which the funds were allocated.
Funds allocated for the construction component are subject to an award deadline and contract completion deadline. ADMINISTERING AGENCY agrees to award the contract within 6 months of the construction fund allocation and complete the construction or vehicle purchase contract within 36 months of award.
I. ADMINISTERING AGENCY agrees, as a minimum, to submit invoices at least once every six months commencing after the funds are encumbered for each phase by the execution of this Project Program Supplement Agreement, or by STATE's approval of an applicable Finance Letter. STATE reserves the right to suspend future authorizations/obligations for Federal aid projects, or encumberances for State funded projects, as well as to suspend invoice payments for any on-going or future project by ADMINISTERING AGENCY if PROJECT costs have not been invoiced by ADMINISTERING AGENCY for a six-month period.
If no costs have been invoiced for a six-month period, ADMINISTERING AGENCY agrees to submit for each phase a written explanation of the absence of PROJECT activity along with target billing date and target billing amount.
ADMINISTERING AGENCY agrees to submit the final report documents that collectively constitute a "Report of Expenditures" within one hundred eighty (180) days of PROJECT completion. Failure of ADMINISTERING AGENCY to submit a "Final Report of Expenditures" within 180 days of PROJECT completion will result in STATE imposing sanctions upon ADMINISTERING AGENCY in accordance with the current Local Assistance Procedures Manual.
Program Supplement 02--511-A829- SERIAL Page 3 of 4
93 SPECIAL COVENANTS OR REMARKS
02-LAS-0-SUSV
RPSTPL-5116(025)
2. Any State and Federal funds that may have been encumbered for this project are available for disbursement for limited periods of time. For each fund encumbrance the limited period is from the start of the fiscal year that the specific fund was appropriated within the State Budget Act to the applicable fund Reversion Date shown on the State approved project finance letter.
Per Government Code Section 16304, all project funds not liquidated within these periods will revert unless an executed Cooperative Work Agreement extending these dates is requested by the ADMINISTERING AGENCY and approved by the California Department of Finance.
ADMINISTERING AGENCY should ensure that invoices are submitted to the District Local Assistance Engineer at least 75 days prior to the applicable fund Reversion Date to avoid the lapse of applicable funds. Pursuant to a directive from the State Controller's Office and the Department of Finance; in order for payment to be made, the last date the District Local Assistance Engineer can forward an invoice for payment to the Department's Local Programs Accounting Office for reimbursable work for funds that are going to revert at the end of a particular fiscal year is May 15th of the particular fiscal year. Notwithstanding the unliquidated sums of project specific State and Federal funding remaining and available to fund project work, any invoice for reimbursement involving applicable funds that is not received by the Department's Local Programs Accounting Office at least 45 days prior to the applicable fixed fund Reversion Date will not be paid. These unexpended funds will be irrevocably reverted by the Department's Division of Accounting on the applicable fund Reversion Date.
3. ADMINISTERING AGENCY agrees to comply with the requirements in 2 CFR Part 200, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (applicable to Federal and State Funded Projects).
4. The ADMINISTERING AGENCY shall construct the PROJECT in accordance with the scope of work presented in the application and approved by the California Transportation Commission. Any changes to the approved PROJECT scope without the prior expressed approval of the California Transportation Commission are ineligible for reimbursement and may result in the entire PROJECT becoming ineligible for reimbursement.
Program Supplement 02--511-A829- SERIAL Page 4 of 4
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28 RESOLUTION NO. 25-6469
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SUSANVILLE
AUTHORIZING THE MAYOR TO EXECUTE A PROGRAM SUPPLEMENT AGREEMENT FOR REHAB FE PROJECT NO. RPSTPL-5116(025) IN SUSANVILLE AND AUTHORIZE
THE FINANCE DIRECTOR TO ADJUST THE BUDGET AS NECESSARY
WHEREAS, the Rehab FE Project No. RPSTPL-5116(025) is funded through the State Transportation Improvement Program (STIP); and
WHEREAS, projects funded through the STIP are delivered in four (4) project components, Environmental Authorization & Project Documents (EA&PD), Plans Specifications and Engineering (PS&E), Right of Way (R/W), and Construction; and WHEREAS, the project is currently in the PS&E phase; and WHEREAS, the city and Caltrans have an existing Master Agreement to administer state funded projects; and
WHEREAS, a Program Supplement Agreement is needed for reimbursement of PS&E related expenses.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Susanville hereby authorizes the Mayor to execute the Program Supplement Agreement for Rehab FE Project No. RPSTPL-5116(025) and further authorizes the Finance Director to adjust the budget as necessary.
APPROVED:_______________________
Mendy Schuster, Mayor
ATTEST:_______________________
Heidi Whitlock, City Clerk
The foregoing resolution was adopted at a regular meeting of the City Council of the City of Susanville, held on the 20th day of August 2025, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
_____________________________
Heidi Whitlock, City Clerk
APPROVED AS TO FORM:_____________________________
Margaret Long, City Attorney
95 AGENDA ITEM NO. 9.D
Action Item
Submitted By: Jolene Arredondo, Administrative Services Action Date: August 20, 2025
SUBJECT: Consider Resolution No. 25-6470, authoring the City Manager to accept the terms and conditions of Starlink's Business Service Plan for internet services at the Diamond Mountain Golf Course and amend the Wave Telephone agreement with Computer Logistics to add service at the golf course
PRESENTED BY: Jolene Arredondo, Deputy City Manager
SUMMARY: The Diamond Mountain Golf Course has been experiencing telecommunication technical issues at the Circle Drive Pro Shop including slow and unreliable internet service and telephone wiring issues. Over the past two years city staff and golf course manager have been actively trying to find reasonable improvements to continue seasonal operations however have exhausted reasonable and financially sounds options.
Staff has had Computer Logistics on-site several times and suggests the golf course procure internet service through Starlink as this is an affordable month to month internet service contract and add the golf course to the existing city's Wave Telephone system. The savings from the existing phone/internet service plan should allow for the procurement of the Starlink equipment and purchase of one (1) Wave telephone. Starlink GSA MAS Contract 47QRAA21D007N: Starlink Performance Kit and Priority / Mobile Priority services plans are available through SpaceX's GSA Multiple Award Schedule (MAS).
Purchase orders and/or requests for quotes can be placed directly on GSA Advantage therefore procurement of the equipment and service plan have met the requirements of our procurement policy. One time purchase of necessary equipment is being requested in the amount of $2,500 which was not previously included in the 2025/2026 budget, however there will be a reduction in monthly communication services moving forward.
FISCAL IMPACT: Reduction in monthly internet and phone service and one time cost to purchase Starlink equipment and one 3CX Wave telephone.
SUSANVILLE CITY COUNCIL AGENDA ITEM
96 ACTION REQUESTED: Motion to approve Resolution No. 25-6470, authoring the City Manager to accept the terms and conditions of Starlink's Business Service Plan for internet at the Diamond Mountain Golf Course and amend the Wave Telephone agreement with Computer Logistics to add service at the golf course
ATTACHMENTS:
25-6470.pdf
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28 RESOLUTION NO. 24-6470
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SUSANVILLE
APPROVING THE CITY MANAGER TO ACCEPT THE TERMS AND CONDITIONS OF
STARLINK BUSINESS SERVICE PLAN FOR INTERNET SERVICES AT THE DIAMOND
MOUNTAIN GOLF COURSE AND TO AMEND THE WAVE TELEPHONE AGREEMENT
WITH COMPUTER LOGISTICS TO ADD TELEPHONE SERVICE AT THE DIAMOND
MOUNTAIN GOLF COURSE LOCATION AND AUTHORIZE THE FINANCE DIRECTOR TO
INCREASE THE BUDGET FOR PURCHASE OF NECESSARY EQUIPMENT WHEREAS, the City of Susanville owns and operates the Diamond Mountain Golf Course, which serves as a seasonal recreation facility for the community and visitors; and WHEREAS, the current internet service at the Diamond Mountain Golf Course has been unreliable due to outdated and failing wiring infrastructure within the facility, resulting in service interruptions that impact operations, customer transactions, and facility management; and WHEREAS, the City has evaluated alternative service options and determined that the Starlink Business Service Plan offers a cost-efficient, high-speed internet solution capable of meeting the needs of a seasonal operation without requiring extensive and costly infrastructure repairs; and
WHEREAS, Starlink Performance Kits and Priority/Mobile Priority services plans are available through SpaceX's GSA Multiple Award Schedule (MAS) therefore meeting procurement policy requirements; and
WHEREAS, the City also contracts with Computer Logistics for telephone services under the Wave agreement, and an amendment to this agreement is necessary to add service for the Diamond Mountain Golf Course to ensure consistent and integrated telephone communications capabilities; and
WHEREAS, per the City of Susanville Procurement Policy; both services will eventually exceed the City Manager’s authority to execute contracts over $25,000 and therefore approval from City Council is required to accept the terms and conditions of the Starlink Business Service Plan and to amend the Wave Telephone agreement with Computer Logistics to add telephone services at the golf course location.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Susanville as follows:
1. The City Council hereby authorizes the City Manager to accept the terms and conditions of the Starlink Business Service Plan for internet services at the Diamond Mountain Golf Course; and
2. The City Council hereby authorizes the City Manager to amend the Wave Telephone agreement with Computer Logistics to add telephone service at the Diamond Mountain Golf Course; and
3. Authorizing the Finance Director to increase the golf course budget by $2,500 to procure Starlink equipment and purchase one (1) Wave 3CX telephone.
APPROVED:_______________________
Mendy Schuster, Mayor
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28 ATTEST:_______________________
Heidi Whitlock, City Clerk
The foregoing resolution was adopted at a regular meeting of the City Council of the City of Susanville, held on the 20th day of August 2025, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
_____________________________
Heidi Whitlock, City Clerk
APPROVED AS TO FORM:_____________________________
Margaret Long, City Attorney
99 AGENDA ITEM NO. 9.E
Discussion Item
Submitted By: Heidi Whitlock, City Clerk
Action Date: August 20, 2025
SUBJECT: Discussion regarding the current lighting at the tennis courts PRESENTED BY: Dan Newton, City Manager
SUMMARY: At the City Council meeting held on August 6, 2025, a Council Member requested that a discussion item be brought forward regarding the current lighting at the tennis courts. This item is being presented in response to that request.
FISCAL IMPACT: None.
ACTION REQUESTED: Discussion item with possible direction to staff.
SUSANVILLE CITY COUNCIL AGENDA ITEM
ATTACHMENTS:
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AGENDA ITEM NO. 12.A
Action Item
Submitted By: Heidi Whitlock, City Clerk
Action Date: August 20, 2025
SUBJECT: Consider Resolution No. 25-6467, whereby the City Council assumes the role of the Planning Commission, and each Council Member will act as a Planning Commissioner.
PRESENTED BY: Dan Newton, City Manager
SUMMARY: Pursuant to Government Code section 65100, “The legislative body of each city and county shall by ordinance assign the functions of the planning agency to a planning department, one or more planning commissions, administrative bodies or hearing officers, the legislative body itself, or any combination thereof, as it deems appropriate and necessary. In the absence of an assignment, the legislative body shall carry out all the functions of the planning agency.” In Susanville, the Planning Commission has been established by ordinance to be five members and two alternates who are residents and registered voters of the City. SMC 2.36.020-030. These positions are filled by a majority vote of the Council. The City Council, at its April 4, 2025 meeting, approved moving forward with an ordinance that would permit the suspension of a separate body acting as the Planning Commission.
The ordinance was introduced at the City Council's May 21, 2025 meeting and adopted at the June 4, 2025 meeting.
Ordinance No. 25-1048 provided authority for the City Council to adopt a resolution indicating that the City Council will assume the role of the planning commission and went into effect 30 days after said adoption.
FISCAL IMPACT: Savings of $375/month or $4,500/annually.
ACTION REQUESTED: Motion to approve Resolution No. 25-6467, whereby the City Council assumes the role of the Planning Commission, and each Council Member will act as a Planning Commissioner.
SUSANVILLE CITY COUNCIL AGENDA ITEM
ATTACHMENTS:
25-6467.pdf
Ordinance 25-1048.pdf
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RESOLUTION NO. 25-6467
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SUSANVILLE
ASSUMING THE ROLE OF THE PLANNING COMMISSION PURSUANT TO ORDINANCE NO. 25-1048 AND GOVERNMENT CODE SECTION 65100 WHEREAS, California Government Code section 65100 provides that the legislative body of each city shall, by ordinance, assign the functions of the planning agency to a planning department, one or more planning commissions, administrative bodies or hearing officers, the legislative body itself, or any combination thereof, as it deems appropriate and necessary; and WHEREAS, in the absence of such an assignment, the legislative body shall carry out all the functions of the planning agency; and
WHEREAS, the City of Susanville has previously established, pursuant to Susanville Municipal Code (SMC) Sections 2.36.020 through 2.36.030, a Planning Commission comprised of five members and two alternates who are residents and registered voters of the City, with appointments made by a majority vote of the City Council; and WHEREAS, at its regular meeting on April 4, 2025, the City Council directed staff to move forward with an ordinance that would permit the suspension of a separate body acting as the Planning Commission and allow the City Council to assume its functions; and WHEREAS, Ordinance No. 25-1048 was introduced on May 21, 2025, adopted on June 4, 2025, and became effective 30 days thereafter, authorizing the City Council to adopt a resolution to assume the duties and responsibilities of the Planning Commission; and WHEREAS, the City Council finds that assuming the role of the Planning Commission is in the public interest and consistent with the authority provided under Government Code section 65100 and Ordinance No. 25-1048.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Susanville as follows:
1. The City Council hereby assumes and shall exercise all duties, responsibilities, and functions of the Planning Commission as set forth under applicable state and local laws; and
2. The appointment and convening of a separate Planning Commission body established pursuant to SMC 2.36.020–030 is hereby suspended for so long as the City Council assumes its functions under this Resolution and Ordinance No. 25- 1048, and
3. This Resolution shall take effect immediately upon adoption.
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 20th day of August 2025, by the following vote:
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AYES:
NOES:
ABSENT:
ABSTAIN:
_____________________________
Heidi Whitlock, City Clerk
APPROVED AS TO FORM:_____________________________
Margaret Long, City Attorney
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2 ORDINANCE NO. 25-1048
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF SUSANVILLE
AMENDING CODE TO ALLOW
CITY COUNCIL TO ACT AS PLANNING COMMISSION 3
4 The City Council of the city of Susanville does hereby ordain as follows:
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5 SECTION 1:
City of Susanville Municipal Code sections 2.36.020, 2.36.040, 2.36.080, and 16.08.030 shall 6 hereby be adopted as follows:
7 Section 2.36.020: Planning Commission Membership
8 The City's Planning Commission consists of five members, who shall be appointed by a quorum of the City Council. The City Council may also choose to appoint up to two alternate members to 9 the commission. By resolution, the City Council may also assume the role of The Planning Commission, and each councilmember will act as a planning commissioner.
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28 Section 2.36.040: Planning Commissioners' Term of Office.
The term of office shall be four years from the date of such appointment, unless otherwise provided by this chapter. When the City Council is acting as the Planning Commission, each councilmember's term will run concurrently with their term in office as a City councilmember.
Section 2.36.080: Planning Commissioners' Compensation.
Each member of the Planning Commission shall receive compensation, commencing on January 1, 1996, pursuant to Government Code section 36506 and any subsequent amendments and/or substitutions thereto as follows:
A monthly salary of $75 per month.
Alternate members and City Councilmembers sitting as Planning Commissioners shall not receive compensation.
Section 16.08.030 - Appeals. - Repealed
The decision of the planning commission may be appealed to the city council. Appeals must be submitted on the form provided by the city. Appeals must be received within 10 days of he planning commission's decision.
A, report from the planning commission explaining their decision shall be transmitted to the city council prior to the council's consideration of the appeal application.
Section 2. The city clerk shall, within fifteen days after its passage, cause this Ordinance to be published at least once in the Modoc Record, an adjudicated newspaper of general circulation, published and circulated 1Nithin the city.
SECTION 2:
f any section, subsection, sentence, clause, or phrase of this Ordinance is, for any reason, held o be invalid or unconstitutional, such invalidity or unconstitutionality shall not affect the validity or constitutionality of the remaining portions of this Ordinance, it being expressly declared that his Ordinance and each section, subsection, clause, and phrase hereof would have been prepared, proposed, adopted, approved, and ratified irrespective of the fact that any one or more other sections, subsections, sentences, clause, or phrases be declared invalid or nconstitutional.
SECTION 3:
This Ordinance shall take effect upon the thirty-first day after its final passage. 104
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28 INTRODUCED at a regular meeting of the City Council of the city of Susanville, California, on the 21st day of May 2025, and adopted at a regular meeting of the City Council of the City of Susanville, California, on the 4
th day of June 2025.
The foregoing Ordinance was adopted at a regular meeting of the City Council of the City of Susanville, held on the 4
th day of June 2025, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
Bortle, Brown, Miller & Schuster
Parrish
None
None
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AGENDA ITEM NO. 12.B
Discussion Item
Submitted By: Jolene Arredondo, Administrative Services Action Date: August 20, 2025
SUBJECT: Discussion regarding Memorial Ball Park Grandstand Fire Emergency operations
PRESENTED BY: Dan Newton, City Manager
SUMMARY: On July 5, 2025, a fire engulfed the grandstands located in the ballpark at Memorial Park, commonly known as Frank Ernaga Field; intense heat caused damage to the field's light poles, LMUD power poles and lines near the grandstands, park restrooms, surrounding grandstand structures, field/turf, and various City and Lassen Community College Baseball pieces of equipment were lost. City staff has been working with Lassen Community College (LCC) and LCC's baseball and athletic staff to identify immediate needs in order for the ballfield to be usable for their fall schedule that begins in mid August.
Per the City of Susanville Municipal Code (section 3.08.200) an emergency is a situation where the public interest and necessity demand the immediate expenditure of public money to safeguard life, health, and/or property. The City Manager is authorized pursuant to Government Code section 22050 to order any action to repair or replace a public facility, take any directly related and immediate action required by that emergency, and procure the necessary equipment, services, and supplies for those purposes without giving notice for bids or to let contracts. The City Manager must report the action to the City Council for review within 7 days after the action or at the next regularly scheduled meeting if that meeting will occur not later than fourteen (14) days after the action.
Further updates will be provided to the Council at the meeting about progress and efforts.
FISCAL IMPACT: To be determined by the insurance claim process ACTION REQUESTED: Review emergency actions taken to safeguard the public and determine if it is necessary to continue the emergency action. Motion to authorize continuation of emergency action to remediate fire damage at the Memorial Ball Park.
SUSANVILLE CITY COUNCIL AGENDA ITEM
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AGENDA ITEM NO. 13.A
Discussion Item
Submitted By: Heidi Whitlock, City Clerk
Action Date: August 20, 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: August 20, 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:
250820.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
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. 7/2/2025 Request to be a sponsor the Chamber of Commerce 4th of July Fireworks 7/2/2025 Request to consider the reallocation of funding set aside for the Performins Arts Center to be redirected to the Elk's Lodge since the SPAC will no longer be purchasing the Sierra Theatre 7/16/2025 Request for a City Master Plan
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. 7/30/2025 Request made to install surveillance cameras at Memorial Park 8/6/2025 Request to bring a discussion item regarding the City's Procurement Policy 8/6/2025 Request to bring a discussion item regarding lighting at the tennis/pickleball courts LAST THREE MONTHS (5/20/2025 to current)
BUSINESS FROM THE FLOOR
Council requested - FUTURE COUNCIL ITEMS
Completed List Items
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