Agenda — Susanville City Council, October 15, 2025

CITY OF SUSANVILLE
66 North Lassen Street  Susanville CA
Mendy Schuster, Mayor
Russ Brown, Mayor pro tem
Curtis Bortle * Patrick Parrish * Dawn Miller

SUSANVILLE COMMUNITY DEVELOPMENT AGENCY SUSANVILLE MUNICIPAL ENERGY CORPORATION

SUSANVILLE PUBLIC FINANCING AUTHORITY
Susanville City Council
Regular Meeting  City Council Chambers
October 15, 2025 – 4:30 p.m.

Call meeting to order
Roll call of Councilmembers present
1 APPROVAL OF AGENDA: (Additions and/or Deletions)
2 PUBLIC COMMENT REGARDING CLOSED SESSION ITEMS: (if any): Any person may address the Council at this time upon any subject for discussion during Closed Session. 3 CLOSED SESSION:

A PUBLIC EMPLOYMENT – pursuant to Government Code §54957:

1. City Manager – Evaluation

2. Public Works Director
B CONFERENCE WITH LABOR NEGOTIATORS - pursuant to Government Code Section §54957.6

1. Agency Negotiator: Dan Newton, City Manager
Bargaining Unit(s):

Fire
Miscellaneous
Department Head:

City Clerk
4 RETURN TO OPEN SESSION:
• Reconvene in open session at 5:00 p.m.
• Pledge of allegiance
• Invocation
• Report any changes to agenda
• Report any action out of Closed Session
• Awards or presentations by the City Council:
5 BUSINESS FROM THE FLOOR:

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

Presentations are subject to a three-minute limit.
1 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.

A Approve minutes from the City Council’s October 1, 2025, regular and special meetings.

B Consider Resolution No. 25-6480, adopting corrected Exhibit A to the Memorandum of Understanding with the Susanville Police Officer Association for July 1, 2025 through and including June 30, 2027
C Vendor and payroll warrants
7 PUBLIC HEARINGS: No business.
8 COUNCIL DISCUSSION/ANNOUNCEMENTS:
9 NEW BUSINESS:

A Consider Resolution No. 25-6481, approving and authorizing the Mayor to execute agreement with Brad and Judith Croul for the encroachment of a door awning into South Alley
B Consider Ordinance No. 25-1049, amending section 2.04.070 of the Susanville Municipal Code regarding the City Council meeting agenda order of business C Consider Resolution No. 25-6482, authorizing the City Manager to execute a standard agreement with the State of California, Office of Traffic Safety (OTS), Regional Crash Response and Extrication Improvement Program, and accept $40,000.00 in grant funding
D Consider Resolution No. 25-6483, approving the amendment to the Agreement 02- 217 with Caltrans for the Southeast Gateway Project, revising the allocation of State Transportation Improvement Program (STIP) / Regional Improvement Program (RIP) construction capital funds, and authorizing the mayor to execute the amendment E Consider Resolution No. 25-6484, approving the amendment to the Professional Services Agreement with R.E.Y. Engineers, Inc, for construction management, material testing and inspection of the Southeast Gateway Project F Consider Resolution No. 25-6485, approving the City’s Cross Connection Control Plan
10 SUSANVILLE COMMUNITY DEVELOPMENT AGENCY: No business. 11 SUSANVILLE MUNICIPAL ENERGY CORPORATION: No business. 12 CONTINUING BUSINESS:

A Discussion regarding Memorial Ball Park Grandstand Fire Emergency Operations 13 CITY ADMINISTRATOR’S REPORTS:

A Department Reports – City Clerk
14 FUTURE COUNCIL ITEMS:

A Future Council Items List
2 15 ADJOURNMENT:
 The next regular meeting of the Susanville City Council will be held on November 5. 2025 at 4:30 p.m.

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.org, 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 October 15, 2025, in the areas designated on October 10, 2025. _________________________________________________
Heidi Whitlock, City Clerk
3 AGENDA ITEM NO.6A
_X_ Action Item
_ Discussion Item
Information Item
Submitted By: Heidi Whitlock, City Clerk
Action Date: October 15, 2025

CITY COUNCIL AGENDA ITEM
SUBJECT: Minutes of the City Council October 1, 2025, special meeting and regular meetings.

PRESENTED BY: Heidi Whitlock, City Clerk
SUMMARY: Attached for the Council’s review are the minutes of the City Council’s October 1, 2025, regular and special meetings.

FISCAL IMPACT: None.

ACTION
REQUESTED: Motion to waive the reading, approve, and receive and file the minutes of the City Council October 1, 2025, special and regular meetings.

ATTACHMENTS: 251001.cc.spec.min.draft
251001.cc.min.draft
4 SUSANVILLE CITY COUNCIL
Special Council Meeting Minutes
WEDNESDAY, OCTOBER 1, 2025 – 3:00 PM
Mayor Schuster called the meeting to order at 3:00pm.

Roll Call of Councilmembers Present: Mendy Schuster, Russ Brown, Curtis Bortle, Patrick Parrish, Dawn Miller

1. APPROVAL OF AGENDA: (Additions and/or Deletions)
Moved by Dawn Miller, seconded by Russ Brown to approve.

Motion Carried: 5 - 0
Voting For: Mendy Schuster, Russ Brown, Curtis Bortle, Patrick Parrish, Dawn Miller Voting Against: None

2. PUBLIC COMMENT REGARDING CLOSED SESSION ITEMS: No comment.

3. CLOSED SESSION: The City Council convened in closed session at 3:01pm to discuss the following:

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

1. City Manager evaluation

2. Public Safety Chief

3. Public Works Director
B. CONFERENCE WITH LABOR NEGOTIATORS - pursuant to Government Code Section §54957.6

1. Fire Unit

2. Miscellaneous Unit

3. Department Heads:
a. City Clerk

4. RETURN TO OPEN SESSION:

The City Council convened in open session at 4:55pm.

5. BUSINESS FROM THE FLOOR: No comments.

6. CONSENT CALENDAR: No business.

7. PUBLIC HEARINGS: No business.

8. COUNCIL DISCUSSION/ANNOUNCEMENTS: No comments.

9. NEW BUSINESS: No business.

10. CONTINUING BUSINESS: No business.

11. CITY MANAGER REPORTS: No business.

12. FUTURE COUNCIL ITEMS: No business.

13. ADJOURNMENT:

Moved by Dawn Miller, seconded by Russ Brown, to adjourn at 4:55pm.

Motion Carried: 5-0
5 ___________________________ ______________________________ Heidi Whitlock, City Clerk Mendy Schuster, Mayor
Approved on:
6 SUSANVILLE CITY COUNCIL
Regular Council Meeting Minutes
WEDNESDAY, OCTOBER 1, 2025 – 5:00 PM
Mayor Schuster called the meeting to order at 5:00pm.

Roll Call of Councilmembers Present: Mendy Schuster, Russ Brown, Curtis Bortle, Patrick Parrish, Dawn Miller

1. APPROVAL OF AGENDA:

Moved by Dawn Miller; seconded by Patrick Parrish to approve.

Motion Carried: 5 - 0
Voting For: Mendy Schuster, Russ Brown, Curtis Bortle, Patrick Parrish, Dawn Miller Voting Against: None

2. PUBLIC COMMENT REGARDING CLOSED SESSION ITEMS: No closed session.

3. CLOSED SESSION: No business.

4. RETURN TO OPEN SESSION:

The Pledge of Allegiance and Invocation were provided.

Dan Newton, City Manager, stated that prior to meeting in closed session at 3:00pm, the Council approved the special agenda as presented. He then stated that they then met to discuss the agendized items where direction was provided to staff with no reportable action taken.

Michael Bengoa-Bollinger, Public Safety Chief, and Leon Myers, Acting Assistant Fire Chief, presented Fatima Guttierez and David Hunsicker, the City’s newest firefighters.

Chief Bollinger then presented Police Officer, Pedro Ortiz, and Fire Apparatus Engineer, Zach Hoffman, with the Lifesaving Award and pin for their actions on August 18, 2025.

Mr. Newton stated that it would be Chief Bollinger’s last City Council meeting and provided the history of Chief Bollinger’s time with the City. The City Council then presented him with a plaque of appreciation because of his upcoming retirement.

5. BUSINESS FROM THE FLOOR:

Mimi Brasher, Lassen Humane Society Board, provided information on the colonies of feral cats in the area.

6. CONSENT CALENDAR:

Moved by Dawn Miller; seconded by Patrick Parrish to approve.

Motion Carried: 5 - 0
Voting For: Mendy Schuster, Russ Brown, Curtis Bortle, Patrick Parrish, Dawn Miller Voting Against: None

6.A Minutes of the City Council September 17, 2025, regular and special meetings Motion to waive the reading of and approval to receive and file the minutes of the City Council September 17, 2025, regular and special meetings.

6.B Vendor and Payroll Warrants
7 Motion to Receive and File

7. PUBLIC HEARINGS: No business.

8. COUNCIL DISCUSSION/ANNOUNCEMENTS:

Council Member Bortle provided the Land Acknowledgment Statement.

9. NEW BUSINESS:

9.A Consider Resolution No. 25-6476, authorizing the City Manager to execute standard agreement with the State of California Office of Traffic Safety (OTS) and accepting $51,000 in grant funding for a Selective Traffic Enforcement Program (STEP) Chief Bollinger provided an explanation of the item and requested approval of Resolution No. 25-6476.

Moved by Curtis Bortle; seconded by Russ Brown to approve.

Motion Carried: 5- 0
Voting For: Mendy Schuster, Russ Brown, Curtis Bortle, Patrick Parrish, Dawn Miller Voting Against: None

9.BConsider Resolution No. 25-6477, authorizing the Public Works Director to close one block of Sunkist Drive in front of the Senior Center or the purpose of a Superhero Fun Run and Walk on Saturday, October 25, 2025, from 6:00 p.m. to 12:00 p.m.

Mr. Newton provided an explanation of the item and requested approval of Resolution No. 25-6477.

Maria Fregulia, public, stated that she did see a discrepancy in the times as one document stated 6pm-12pm and one stated 6am-12am. It was stated that the event takes place in the morning hours.

Moved by Curtis Bortle; seconded by Dawn Miller to approve.

Motion Carried: 5- 0
Voting For: Mendy Schuster, Russ Brown, Curtis Bortle, Patrick Parrish, Dawn Miller Voting Against: None

9.C Consider Resolution No. 25-6478, supporting the Honey Lake Hospice Light up a Life Ceremony and authorizing closure of South Lassen Street from Cottage Street to Main Street on Saturday, November 22, 2025, from 5:00 p.m. to 8:00 p.m.

Mr. Newton provided an explanation of the item and requested approval of Resolution No. 25-6478.

Moved by Curtis Bortle; seconded by Russ Brown to approve.

Motion Carried: 5-0
Voting For: Mendy Schuster, Russ Brown, Curtis Bortle, Patrick Parrish, Dawn Miller Voting Against: None
City Council recessed at 5:27pm to allow for the time-certain starting time of the Planning Commission meeting.

City Council reconvened in open session at 6:25pm.
8 9.D Water Enterprise Update and consideration of Resolution No. 25-6479, setting rates, fees and policies for utilities of the City of Susanville Dan Bergmann, IGService, provided an update on the water enterprise system. Once completed, Mr. Newton requested approval of Resolution No. 25-6479.

Moved by Russ Brown; seconded by Dawn Miller to approve.

Motion Carried: 5- 0
Voting For: Mendy Schuster, Russ Brown, Curtis Bortle, Patrick Parrish, Dawn Miller Voting Against: None

9.E Natural Gas Report
Dan Bergmann, IGService, provided an update on the natural gas enterprise system.

10. SUSANVILLE COMMUNITY REDEVELOPMENT AGENCY: No business.

11. SUSANVILLE MUNICIPAL ENERGY CORPORATION: No business.

12. CONTINUING BUSINESS:

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.

Moved by Curtis Bortle; seconded by Russ Brown to approve.

Motion Carried: 5 - 0
Voting For: Mendy Schuster, Russ Brown, Patrick Parrish, Dawn Miller Voting Against: None

13. CITY MANAGER'S REPORTS:

13.A Department Reports – Fire
Michael Bengoa-Bollinger, Public Safety Chief, provided an update on the Fire Department.

14. FUTURE COUNCIL ITEMS:

14.A Future Council Items – No new items

15. ADJOURNMENT:

Moved by Russ Brown; seconded by Curtis Bortle to adjourn at 7:01:pm.

Motion: 5 - 0
Voting For: Mendy Schuster, Russ Brown, Curtis Bortle, Patrick Parrish, Dawn Miller Voting Against: None
_____________________________ __________________________________ Heidi Whitlock, City Clerk Mendy Schuster, Mayor
Approved on:
9 AGENDA ITEM NO.6B
_X Action Item
_ Discussion Item
Information Item
Submitted By: Jolene Arredondo, Deputy City Manager
Action Date: October 15, 2025

CITY COUNCIL AGENDA ITEM
SUBJECT: Consider Resolution No. 25-6480, adopting corrected Exhibit A to the Memorandum of Understanding with the Susanville Police Officer Association for July 1, 2025 through and including June 30, 2027
PRESENTED BY: Dan Newton, City Manager
SUMMARY: After the adoption of the SPOA 2025-2027 MOU, staff identified an error in Exhibit A – Position Classification Schedule that range 153 had been left off the Lieutenant range of pay which is 147-156. To correct and record the correction of this mistake, staff is requesting adoption of Resolution No 25-6480 with the corrected Exhibit A as an attachment to correct this error in the MOU.

FISCAL IMPACT: Subject to the terms negotiated by the Susanville Police Officer Association
ACTION
REQUESTED: Motion to approve Resolution No. 25-6480, adopting corrected Exhibit A to the Memorandum of Understanding with the Susanville Police Officer Association for July 1, 2025 through and including June 30, 2027 ATTACHMENTS: Resolution No. 25-6480
SPOA MOU Exhibit A
10 RESOLUTION NO. 25-6480

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SUSANVILLE

ADOPTING CORRECTED EXHIBIT A TO THE MEMORANDUM OF UNDERSTANDING WITH THE SUSANVILLE POLICE OFFICERS ASSOCIATION FOR JULY 1, 2025 THROUGH AND INCLUDING JUNE 30, 2027
WHEREAS, the City of Susanville and representatives from the Susanville Police Officer Association 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; and
WHEREAS, an error was identified after adoption of the MOU in Exhibit A, and the corrected Exhibit A is attached to this Resolution as Attachment A.

NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Susanville hereby approves the corrected Exhibit A for the Memorandum of Understanding with the Susanville Police Officer Association bargaining unit for the period of July 1, 2025 through and including June 30, 2027.

APPROVED:_______________________
Mendy Schuster, Mayor
ATTEST:_______________________
Heidi Whitlock, City Clerk
The foregoing resolution was adopted at a regular meeting of the City Council of the City of Susanville, held on the 15th day of October 2025, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:
_____________________________
Heidi Whitlock, City Clerk
APPROVED AS TO FORM:_____________________________
Margaret Long, City Attorney
11 EXHIBIT A – POSITIONS / SALARY RANGES
Position Range Incentive Level 7 Year Longevity 10 Year Longevity Police Officer
137 BASE 139 140
138 Level I – 2.5% 140 141
139 Level II – 5% 141 142
140 Level III – 7.5% 142 143
141 Level IV – 10% 143 144
142 Level V – 12.5% 144 145
143 Level VI – 15% 145 146
144 Level VII – 17.5% 146 147
Police Sergeant
143 BASE 145 146
144 Level I – 2.5% 146 147
145 Level II – 5% 147 148
146 Level III – 7.5% 148 149
147 Level IV – 10% 149 150
148 Level V – 12.5% 150 151
149 Level VI – 15% 151 152
150 Level VII – 17.5% 152 153
151 Level VIII – 20% 153 154
152 Level VIV – 22.5% 154 155
Police Lieutenant
147 BASE 149 150
148 LEVEL I – 2.5% 150 151
149 LEVEL II – 5% 151 152
150 LEVEL III – 7.5% 152 153
151 LEVEL IV – 10% 153 154
152 LEVEL V – 12.5% 154 155
153 LEVEL VI – 15% 155 156
154 LEVEL VII – 17.5% 156 157
155 LEVEL VIII – 20% 157 158
156 LEVEL VIV – 22.5% 158 159
12 AGENDA ITEM NO.6C
X Action Item
Discussion Item
Information Item

Submitted By: Stefanie Steward, Assistant Director-Finance Action Date: October 15, 2025

CITY COUNCIL AGENDA ITEM
SUBJECT: Vendor and Payroll Warrants
PRESENTED BY: Chandra Jabbs, Finance Director
SUMMARY: Warrants dated September 18, 2025 through October 1, 2025.

FISCAL IMPACT: Accounts Payable vendor warrants totaling $220,110.25, plus $279,472.06 in payroll warrants, for a total of $499,582.31.

ACTION
REQUESTED: Motion to receive and file.

ATTACHMENTS: 09-18-2025.pdf
09-25-2025.pdf
13 14
15 16
17 18
19 20
21 22
23 24
25 26
27 28
29 30
31 32
33 AGENDA ITEM NO.9A
X Action Item
Discussion Item
Information Item

Submitted By: Erik Edholm, Assistant Director – Engineering Action Date: October 15, 2025

CITY COUNCIL AGENDA ITEM
SUBJECT: Consider Resolution No. 25-6481, authorizing the Mayor to execute an agreement with Brad and Judith Croul for the encroachment of a door awning into South Alley.

PRESENTED BY: Dan Newton, City Manager
SUMMARY: Brad and Judith Croul are the property owners of 730 Main Street.

The rear of the property abuts South Alley of which the City has reserved a 20 foot right of way. The Croul's have requested to encroach 4.5 feet in South Alley to allow for the installation of a door awning at the rear entrance of 730 Main Street. The proposed awning would be installed 9 feet above existing grade and would extend 4.5 feet into the right-ofway.

Existing utility poles, basement access doors, and dumpsters encroach 4.5 feet in the alley right of way limiting the use of the 20 foot right of way. The installation of the door awning would not further limit the flow of traffic through the alley.

Permanent encroachments into City right of way require City Council approval. This approval may be conditioned, limited in duration, or revoked at the City’s discretion if the encroachment creates safety, access, or maintenance concerns.

FISCAL IMPACT: None
ACTION
REQUESTED: Consider Resolution No. 25-6481, authorizing the Mayor to execute an agreement with Brad and Judith Croul for the encroachment of a door awning into South Alley.

ATTACHMENTS: Resolution No. 25-6481
Croul South Alley Encroachment Agreement
34 RESOLUTION NO. 25-6481

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SUSANVILLE

AUTHORIZING THE MAYOR TO EXECUTE AN AGREEMENT WITH

BRAD AND JUDITH CROUL FOR THE ENCROACHMENT OF A

DOOR AWNING INTO SOUTH ALLEY
WHEREAS, Brad and Judith Croul are the owners of the property located at 730 Main Street, Susanville, California; and
WHEREAS, the rear of said property abuts South Alley, within which the City has reserved a 20-foot public right-of-way; and
WHEREAS, the property owners have requested an encroachment into the right-of-way of

4.5 feet to allow for the installation of a door awning at the rear entrance of 730 Main Street; and WHEREAS, existing utility poles, basement access doors, and dumpsters encroach 4.5 feet into the alley right-of-way, thereby limiting the practical use of the entire 20-foot width; and WHEREAS, the proposed installation of the door awning will not further restrict or impede the flow of traffic through the alley.

NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Susanville hereby authorizes the Mayor to execute an agreement with Brad and Judith Croul for the encroachment of a door awning into South Alley.

AYES:

NOES:

ABSENT:

ABSTAIN:
_____________________________
Heidi Whitlock, City Clerk
APPROVED AS TO FORM:_____________________________
Margaret Long, City Attorney
35 AGREEMENT FOR ENCROACHMENT ON SOUTH ALLEY RIGHT OF WAY This Agreement, entered into _____________, 2025, by and between the City of Susanville ("City") and Brad and Judith Croul ("Croul’s") property owners of 730 Main Street, Susanville, California.

WHEREAS, the City of Susanville has reserved a 20-foot right of way of South Alley between South Gay Street and South Lassen Street; and
WHEREAS, Croul’s own property at 730 Main Street of which rear property line abuts said right of way; and
WHEREAS, existing utility poles, basement access doors, and dumpsters encroach 4.5 feet into said right of way; and
WHEREAS, Croul’s request to install a door awning 9 feet above existing grade at the rear property line of 730 Main Street, encroaching 4.5 feet into said right of way; and WHEREAS, said encroachment will not further in any way interfere with the flow of traffic on South Alley between South Gay Street and South Lassen Street; and WHEREAS, by this Agreement Brad and Judith Croul acknowledge that their door awning encroaches upon the right of way and further acknowledge that there is a possibility that at some time in the future City may need to utilize the entire 20 feet of South Alley right of way; and
WHEREAS, the City assumes no liability for the door awning encroaching into the South Alley right of way; and
WHEREAS, responsibility for ensuring compliance and maintaining safe access in the area around the door awning rests with the Croul’s; and WHEREAS, both parties wish to cooperate in allowing the installation of the door awning while still maintaining the right of way to the City; NOW, THEREFORE, the City of Susanville and the Brad and Judith Croul, agree as follows:
1) That the Croul’s shall be allowed to install a door awning at the rear property line of 730 Main Street in the South Alley right of way and encroach 4.5 feet into said right of way; and
2) That the Croul’s agree that City allowing this encroachment to persist in no way jeopardizes or invalidates City's right of way.

This Agreement is the entire agreement of the parties and supersedes all prior negotiations and agreements whether written or oral. This Agreement may be amended only by written agreement and no purported oral amendment to this Agreement shall be valid. 36 CITY OF SUSANVILLE APPROVED AS TO FORM:

By : By :

Name : Name:

Title : Title :

Date : Date :

OWNER: OWNER
By : By :

Name : Name:

Address: Address :

Date : Date :
37 AGENDA ITEM NO.9B
X Action Item
Discussion Item
Information Item

Submitted By: Heidi Whitlock, City Clerk
Action Date: October 15, 2025

CITY COUNCIL AGENDA ITEM
SUBJECT: Consider Ordinance No. 25-1049, amending section 2.04.070 of the City of Susanville Municipal Code related to the order of business.

PRESENTED BY: Heidi Whitlock, City Clerk
SUMMARY: On June 4, 2025, the City Council adopted Ordinance No. 25-1048, which authorized the City Council to assume the responsibilities and duties of the Planning Commission by resolution, in accordance with applicable provisions of State law and the City’s Municipal Code.

Subsequently, on August 20, 2025, the City Council adopted Resolution No. 25-6467, thereby formally assuming the role of the Planning Commission.

To improve the efficiency and scheduling of City Council and Planning Commission matters, a special meeting was held on October 1, 2025. At this meeting, the City Council, acting as the Planning Commission, adopted a revised meeting schedule. The adopted procedure designates a time certain of 5:30 p.m. during regular Council meeting dates for Planning Commission business to be conducted. Under this format, the City Council will recess its regular session at 5:30 p.m., convene as the Planning Commission, complete all Planning Commission business, adjourn the Planning Commission meeting, and reconvene the regular Council meeting thereafter.

This revised format ensures a more predictable and transparent process for the conduct of Planning Commission business and allows for better public participation and scheduling coordination.

To formalize this procedural change, it is necessary to amend the relevant sections of the City’s Municipal Code to include language that reflects this new order of business. The proposed ordinance will clarify the dual role of the City Council, the scheduling of Planning Commission items, and the transition process between meetings.

FISCAL IMPACT: None
ACTION
REQUESTED: Motion to waive the first reading and introduce Ordinance No. 25- 1049, amending section 2.04.070 of the City of Susanville Municipal Code related to the order of business.

38 ATTACHMENTS: Ordinance No. 25-1049
Resolution No. 25-6467
Ordinance No. 25-1048

39 ORDINANCE NO. 25-1049

AN ORDINANCE OF THE CITY OF SUSANVILLE
AMENDING SECTION 2.04.070 OF THE SUSANVILLE MUNICIPAL CODE

REGARDING CITY COUNCIL MEETING AGENDA ORDER OF BUSINESS The City Council of the City of Susanville does ordain as follows:

Section 1:

Section 2.04.070 (B) of the Susanville Municipal Code is hereby amended to provide as follows:

Section 2.04.070. Agenda – Order of business.

B. The business of the council shall be taken up for consideration and disposition in the following order:

1. Call meeting to order;

2. Roll call;

3. Approval of the agenda;

4. Public comment regarding closed session items (if any):

5. Closed session;

6. Return to open session;

7. Recess if necessary

8. Reconvene in open session at 5:00 p.m.;

9. Pledge of allegiance;

10. Invocation;

11. Proclamations, Awards or presentations by the city council;

12. Business from the floor;

13. Consent calendar;

14. Public hearings;

15. Council items;

16. New business;

17. Susanville planning commission;

18. Susanville community development agency;

19. Susanville municipal energy corporation;

20. Continuing business;

21. City manager’s reports;

22. Council items;

23. Adjournment.

The regular order of business may be changed or suspended for any purpose at any particular meeting by the mayor with the consent of the majority of the council members present.

Section 2.

The City Clerk shall, within fifteen days after its passage, cause this ordinance to be published at least once in the Intermountain News, a newspaper of general circulation, published and circulated within the city.

INTRODUCED at a regular meeting of the City Council of the City of Susanville, California, on the 15th day of October 2025, and adopted at a regular meeting of the City Council of the City of Susanville, California, on the _____ day of _________ 2025. 40 APPROVED: _____________________
Mendy Schuster, Mayor
ATTEST: _____________________
Heidi Whitlock, City Clerk
The foregoing ordinance was adopted at a regular meeting of the City Council of the City of Susanville, held on the ___ day of ____________2025, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:
__________________________
Heidi Whitlock, City Clerk
APPROVED AS TO FORM: ____________________________
Margaret Long, City Attorney
41 2
3 4
5 6
WHEREAS, in the absence of such an assignment, the legislative body shall carry out all 7 the functions of the planning agency; and
8 9
10 II
12 13
14 15
WHEREAS, the City Council finds that assuming the role of the Planning Commission is 16 in the public interest and consistent with the authority provided under Government Code section 65100 and Ordinance No. 25-1048.
17 18
19 20
21 22
23 24
25 26
27 28
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, 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 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.

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:
42 2
3 4
5 6
7 8
9 10
11 12
13 14
15 16
17 18
19 20
21 22
23 24
25 26
27 28
AYES:

NOES:

ABSENT:

ABSTAIN:

Miller, Bortle, Brown, & Schuster
Parrish
None
None
43 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:

I
t
•
I
t
t
LI
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.

IO
II
12 13
14 15
16 17
18 19
20 21
22 23
24 25
26 27
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. 44 2
3 4
5 6
7 8
9 10
II
12 13
14 15
16 17
18 19
20 21
22 23
24 25
26 27
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 4th 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
45 AGENDA ITEM NO. 9C
_X_ Action Item
Discussion Item
Information Item

Submitted By: Cheyenne Ratkey, Administrative Assistant- Fire Action Date: October 15, 2025

CITY COUNCIL AGENDA ITEM
SUBJECT: Consider Resolution No. 25-6482, authorizing the City Manager to execute a standard agreement with the State of California, Office of Traffic Safety (OTS), Regional Crash Response and Extrication Improvement Program, and accept $40,000.00 in grant funding.

PRESENTED BY: Leon Myers, Acting Assistant Fire Chief
SUMMARY: The Susanville Fire Department recently applied for the State of California Office of Traffic Safety (OTS), Regional Crash Response and Extrication Improvement Program, and received a grant award notification for $40,000.00. These grant funds will be used to purchase new extrication equipment for the City of Susanville.

These tools will replace old equipment that has reached the end of its usable lifespan and needs replacement. Purchasing these tools will improve our crash response and extrication times.

FISCAL IMPACT: $40,000.00 in grant funding from the State of California, OTS Regional Crash Response and Extrication Improvement Program ACTION
REQUESTED: Motion to approve Resolution No. 25-6482, authorizing the City Manager to execute a standard agreement with the State of California, Office of Traffic Safety (OTS), Regional Crash Response and Extrication Improvement Program, and accept $40,000.00 in grant funding.

ATTACHMENTS: Grant Agreement
Resolution No. 25-6482
46 10/1/2025 1:15:21 PM Page 1 of 17
State of California – Office of Traffic Safety

GRANT AGREEMENT

GRANT NUMBER
EM26010

1. GRANT TITLE
Regional Crash Response and Extrication Improvement Program

2. NAME OF AGENCY 3. Grant Period
Susanville From:

To:
10/01/2025
09/30/2026 4. AGENCY UNIT TO ADMINISTER GRANT
Susanville Fire Department

5. GRANT DESCRIPTION
The city/county/regional fire agency will improve their crash response and extrication times by purchasing extrication equipment. Best practice strategies will be used to reduce the response time for the arrival of appropriate extrication equipment to traffic crash scenes and the time to extricate the victims of traffic crashes, thus increasing survivability. The grant will provide funding for new equipment and training for fire departments without extrication equipment or those that have existing equipment that has reached the end of its usable lifespan and is in need of replacement.

6. Federal Funds Allocated Under This Agreement Shall Not Exceed:

Allocation is contingent upon availability of federal funds. $40,000.00

7. TERMS AND CONDITIONS: The parties agree to comply with the terms and conditions of the following which are by this reference made a part of the Agreement:
 Schedule A – Problem Statement, Goals and Objectives and Method of Procedure  Schedule B – Detailed Budget Estimate and Sub-Budget Estimate (if applicable)  Schedule B-1 – Budget Narrative and Sub-Budget Narrative (if applicable)  Exhibit A – Certifications and Assurances
 Exhibit B* – OTS Grant Program Manual
 Exhibit C – Grant Electronic Management System (GEMS) Access *Items shown with an asterisk (*), are hereby incorporated by reference and made a part of this agreement as if attached hereto. These documents can be viewed at the OTS home web page under Grants: www.ots.ca.gov.

We, the officials named below, hereby swear under penalty of perjury under the laws of the State of California that we are duly authorized to legally bind the Grant recipient to the above described Grant terms and conditions.

IN WITNESS WHEREOF, this Agreement has been executed by the parties hereto.

8. Approval Signatures
A. GRANT DIRECTOR B. AUTHORIZING OFFICIAL
NAME:

TITLE:

EMAIL:

PHONE:

ADDRESS:

Cheyenne Ratkey
Administrative Assistant
[email protected]
(530) 257-5152
1505 Main Street
Susanville, CA 96130
NAME:

TITLE:

EMAIL:

PHONE:

ADDRESS:

Dan Newton
City Manager
[email protected]
(530) 252-5102
66 N. Lassen St
Susanville, CA 96130
(Signature) (Date) (Signature) (Date)
C. FISCAL OFFICIAL D. AUTHORIZING OFFICIAL OF OFFICE OF TRAFFIC SAFETY NAME:

TITLE:

EMAIL:

PHONE:

ADDRESS:

Chandra Jabbs
Finance Manager
[email protected]
(530) 257-1000
66 N. Lassen Street
Susanville, CA 96130
NAME:

TITLE:

EMAIL:

PHONE:

ADDRESS:

Stephanie Dougherty
Director
[email protected]
(916) 509-3030
2208 Kausen Drive, Suite 300
Elk Grove, CA 95758
(Signature) (Date) (Signature) (Date)
47 10/1/2025 1:15:21 PM Page 2 of 17

10. PROJECTED EXPENDITURES
FUND CFDA ITEM/APPROPRIATION F.Y. CHAPTER STATUTE PROJECTED

EXPENDITURES

AGREEMENT
TOTAL $40,000.00

AMOUNT ENCUMBERED BY THIS DOCUMENT
I CERTIFY upon my own personal knowledge that the budgeted funds for the current budget year are available for the period and purpose of the expenditure stated above.
$40,000.00

PRIOR AMOUNT ENCUMBERED FOR THIS

AGREEMENT
$ 0.00
OTS ACCOUNTING OFFICER’S SIGNATURE DATE SIGNED TOTAL AMOUNT ENCUMBERED TO DATE $40,000.00
E. ACCOUNTING OFFICER OF OFFICE OF TRAFFIC SAFETY 9. SAM INFORMATION NAME: Carolyn Vu SAM #:

REGISTERED
ADDRESS:

CITY:

ZIP+4:

NSK5QWKCJKP4
1505 Main Street
Susanville
96130-4427
ADDRESS: 2208 Kausen Drive, Suite 300
Elk Grove, CA 95758
48 10/1/2025 1:15:21 PM Page 3 of 17
State of California – Office of Traffic Safety

GRANT AGREEMENT
Schedule A

GRANT NUMBER
EM26010

1. PROBLEM STATEMENT
Describe the city, county, or jurisdiction this grant will impact.

Lassen County is a rural county located in northeastern California, known for its scenic landscapes, outdoor recreation, and small-town charm. Lassen County covers an area of approximately 4,720 square miles and is characterized by diverse natural features, including high desert plains, dense forests, and volcanic formations. It is bordered by Plumas County to the south, Shasta County to the west, and shares its eastern boundary with the state of Nevada.

The county seat, Susanville, serves as the region's economic and cultural hub. Historically a logging and mining community, it is home to a range of shops, restaurants, and local businesses. The nearby High Desert State Prison provides significant employment in the area.

Lassen County is known for its outdoor attractions, including Lassen Volcanic National Park and Lassen National Forest, offering opportunities for hiking, camping, fishing, and wildlife observation. Additionally, Eagle Lake, one of the largest natural lakes in California, is a popular spot for boating and fishing, particularly for its renowned Eagle Lake trout. Lassen County, located in northeastern California, is a predominantly rural area with a small and diverse population. In addition, the Susan River is a vital waterway for Lassen County, providing both practical resources and recreational opportunities for the region.

Here are key demographic highlights based on recent estimates:
 Total Population: Approximately 30,500 residents (as of 2023 estimates). Population Density:

Roughly 7 people per square mile, reflecting the county's vast open spaces and rural character. White (Non-Hispanic): Around 65% of the population is Hispanic or Latino: Approximately 20%, reflecting a growing Hispanic community. Black or African American: About 7%, with many residing in the area due to employment in correctional facilities Native American: Roughly 4%, including members of local tribes such as the Maidu and Paiute. Asian: Approximately 2%. Two or More Races: Around 3%. Age Distribution: Median Age: Around 39 years. Under 18 Years:

Approximately 20% of the population. 18 to 64 Years: Around 60%, of the working-age group. 65 Years and Older: About 20%, reflecting a growing retiree population. Gender Distribution: Male:

Approximately 58%. Female: Around 42%. The gender imbalance is partly due to the presence of large correctional facilities, which house incarcerated individuals predominantly male. Economic Overview: Median Household Income: Approximately $54,000, below the California state average.

Poverty Rate: Around 15%, higher than the state average. Employment Sectors: Major industries include public administration (correctional facilities), healthcare, education, agriculture, and tourism. Education High School Graduation Rate: About 85%. Bachelor’s Degree or Higher: Roughly 15%, reflecting lower access to higher education compared to urban areas. The presence of correctional facilities, including High Desert State Prison, significantly impacts the county's demographics, influencing employment rates, gender distribution, and population density. The rural setting attracts those seeking outdoor recreation, retirees, and individuals employed in public service or agriculture.

Susanville, CA, serves as a hub for several major highways and routes, connecting Lassen County to neighboring regions. The primary highways passing through or near Susanville include:

U.S. Route 395- A key north-south highway, U.S. 395 connects Susanville to Reno, Nevada, to the south and Alturas, California, to the north. It is a critical route for travelers heading to northern California, Oregon, or Nevada and serves as a primary corridor for commerce and tourism.

California State Route 36 (CA-36)- This east-west highway links Susanville to Red Bluff and Interstate 5 to the west and to Chester and Lake Almanor in Plumas County. To the east, it merges with U.S. 395 and continues toward the Nevada border. CA-36 provides scenic drives through forested areas and access to recreational destinations.
49 10/1/2025 1:15:21 PM Page 4 of 17
California State Route 44 (CA-44)- Starting near Susanville, this route extends westward, connecting travelers to Lassen National Forest and eventually meeting CA-89 and Interstate 5 near Redding. It’s a popular route for those visiting Lassen Volcanic National Park and surrounding wilderness areas.

California State Route 139 (CA-139)- This highway begins in Susanville and heads north toward Tulelake and the Oregon border. It passes through rural landscapes and small towns, offering scenic views of northeastern California’s high desert and forested areas.

These routes make Susanville a strategic location for travelers exploring northeastern California, connecting the region’s natural attractions, recreational opportunities, and nearby urban centers.

Describe the problem(s) to be addressed, supported by current and relevant crash data. (most recent calendar year data/stats).

The Susanville Fire Department was dispatched to a total of 115 traffic crash-related calls in the past 3 years. Of those 115 calls, 82 calls were calls for extrication tools and services based on the nature of the call.

Lassen County has a total of 33 fire departments serving its population. Among these, the Susanville Fire Department is the primary full-time staffed department, employing nine paid personnel, including a Public Safety Chief, Assistant Chief, three Captains, three Engineer/Firefighters, and one Administrative Assistant.

The station is staffed twenty-four hours a day, seven days a week.

The majority of the remaining fire departments in the county are predominantly volunteer-based, with staffing levels varying by department. For instance, the Susanville Fire Department supplements its full-time staff with approximately 30 volunteers, including one Assistant Chief, one Captain, two Lieutenants, and 10 volunteer firefighters. Volunteer staffing is common among fire departments in Lassen County, reflecting the rural nature of the area and the reliance on community volunteers for emergency services.

Volunteer fire departments play a crucial role in many rural and small communities, including Lassen County, where full-time fire department staffing is limited. However, there are valid concerns and challenges associated with relying on volunteer fire departments, especially when responding to time-sensitive emergencies like car crashes. For example, response time delays due to the availability of volunteers, the geographic spread; how far the volunteers live from the station, and equipment challenges. As the Susanville Fire Department is the primary full-time staffed department, we are relied upon for emergency response county-wide.

Currently, SFD has 1 set of high-quality efficient extrication equipment that was purchased in 2020 with OTS grant funding. This equipment is 5 years old, and there is a need for an additional set to replace the backup/secondary set that is 25 years old. The 25-year-old set is unable to cut the steel in newer modernaged vehicles. Modern-aged vehicles contain ultra-high strength press-harden boron sheet metal and martensite boron steel, which reduces the ability to cut the material effectively. The 25-year-old tools significantly underperform modern vehicles. Having a reliable secondary set is important because there is always a possibility of mechanical issues and having to replace parts which would lead to equipment not being readily available. There is also a significant possibility that the equipment may be needed in 2 separate incidents at the same time or in a multi-vehicle crash in which there could be multiple extrication efforts needed on separate vehicles and separate patients. This could hinder effective response and extrication time.

Define the target population the grant intends to serve and how they are affected by the problem(s).

Residents of Lassen County and travelers passing through the region on major highways—U.S. Route 395, State Route 36, State Route 44, and State Route 139—face significant risks on the road due to hazardous winter weather conditions, dangerous roadway layouts, and unpredictable terrain. These factors increase the likelihood of traffic crashes, particularly during winter months when snow, ice, and fog create additional dangers. In these challenging conditions, effective and timely response by emergency services is critical to preventing loss of life and minimizing injury.

Replacing the 25-year-old secondary extrication equipment will significantly enhance the fire department's capacity to respond to traffic crashes in a timely and effective manner. This investment will provide essential benefits to both residents of Lassen County and travelers on the major highways, especially during the winter season. The new equipment will reduce response times, improve stabilization and rescue capabilities, 50 10/1/2025 1:15:21 PM Page 5 of 17
and increase safety for both victims and first responders. Furthermore, the upgrade will allow the Susanville Fire Department to meet the specific challenges posed by winter weather and dangerous roadways, ultimately saving lives and preventing further injury.

With this grant funding, the Susanville Fire Department will be better equipped to protect those who live in and pass through Lassen County, ensuring that emergency response capabilities are swift, efficient, and capable of addressing the unique risks posed by the region’s weather and terrain.

2. PERFORMANCE MEASURES
A. Goals:

1. Reduce the number of persons killed in traffic crashes.

2. Reduce the number of persons injured in traffic crashes.

3. Decrease the average extrication time, from the time of arrival at the crash site to transport.

B. Objectives: Target Number

1. Issue a news release announcing the kick-off of the grant by December 31st. The kick-off news releases and media advisories, alerts, and materials must be emailed to the OTS Public Information Officer at [email protected], and copied to your OTS Coordinator, for approval 7 days prior to the issuance date of the release.
1 2. Purchase and place pieces of specialized rescue equipment in strategic locations within the jurisdiction.
3 3. Train firefighters in the use of the new equipment. 20

4. Conduct traffic safety presentations with an effort to reach persons and communities.
2 5. Display the OTS funded equipment during Public Safety Fairs, community festivals and/or other Department or community events.
2 6. Report on the number of times the grant-funded equipment is used during an extrication, provide a brief overview of the incident and indicate if the equipment was used to save a life.
1 7. Decrease the average extrication time, from the time of arrival at the crash site to transport, from 30 minutes to 25 minutes.
25 3. METHOD OF PROCEDURE
A. Phase 1 – Program Preparation (1st Quarter of Grant Year)  Determine specific equipment requirements.
 Request equipment vendor price quotation for the required equipment per host agency requirement.
 Submit purchase orders to equipment vendors for purchase of the equipment.  Prepare and execute Memorandums of Understanding (MOU) with recipient agencies.

Media Requirements
 Issue a news release approved by the OTS PIO announcing the kick-off of the grant by December 31 and after the grant is signed and executed, but no sooner than October 1, the start of the grant year. The kick-off release must be approved by the OTS PIO. If you are unable to meet the December 31 deadline to issue a kick-off press release, communicate reasons to your OTS grant coordinator and OTS PIO.

B. Phase 2 – Program Operations (Throughout Grant Year)  Inventory the new equipment following delivery.
 Disperse equipment to identified recipient agencies.
 Plan a media event announcing the grant funded equipment.  Recipient agencies will identify training needs and objectives and coordinate instructional staff to conduct a high quality training program for their respective agency.  Recipient agencies will develop a preventive maintenance schedule for the new equipment following manufacturers’ recommendations.

Media Requirements
The following requirements are for all grant-related activities:
51 10/1/2025 1:15:21 PM Page 6 of 17
 Send all media advisories, alerts, videos, graphics, artwork, posters, radio/PSA/video scripts, storyboards, digital and/or print educational materials for grant-related activities to the OTS PIO at [email protected] for approval and copy your OTS grant coordinator. Optimum lead time would be 7 days before the scheduled release but at least 3 business days prior to the scheduled release date for review and approval is appreciated.
 Send all PowerPoint presentations, online presentations and trainings for grant-related activities to the OTS PIO at [email protected] for approval and copy your OTS grant coordinator. Certified training courses are EXEMPT from the approval process.
 The OTS PIO is responsible for the approval of the design and content of materials. The agency understands OTS PIO approval is not authorizing approval of budget expenditure or cost. Any cost approvals must come from the OTS grant coordinator.  Pre-approval is not required when using any OTS-supplied template for media advisories, news releases, social media graphics, videos or posts, or any other OTS-supplied educational material.

However, copy the OTS PIO at [email protected] and your OTS grant coordinator when any material is distributed to the media and public, such as a news release, educational material, or link to social media post.
 If an OTS-supplied template, educational material, social media graphic, post or video is substantially changed, the changes shall be sent to the OTS PIO at [email protected] for approval and copy your OTS grant coordinator.
 News releases, social media posts and alerts on platforms such as NextDoor and Nixle reporting immediate and time-sensitive grant activities (e.g. enforcement operations, day of event highlights or announcements, event invites) are EXEMPT from the OTS PIO approval process.

The OTS PIO and your OTS grant coordinator should still be notified when the grant-related activity is happening (e.g. car seat checks, bicycle rodeos, community presentations, DUI checkpoints, etc.).
 Enforcement activities such as warrant and probation sweeps, court stings, etc. that are embargoed or could impact operations by publicizing in advance are EXEMPT from the PIO approval process. However, announcements and results of activities should still be copied to the OTS PIO at [email protected] and your OTS grant coordinator with the embargoed date and time or with “INTERNAL ONLY: DO NOT RELEASE” message in subject line of email.  Any earned or paid media campaigns for TV, radio, digital or social media that are part of a specific grant objective, using OTS grant funds, or designed and developed using contractual services by a subgrantee, requires prior approval.
 Social media posts highlighting state or national traffic safety campaigns (Distracted Driving Month, Motorcycle Safety Awareness Month, etc.), enforcement operations (DUI checkpoints, etc.), or any other grant-related activity such as Bicycle rodeos, presentations, or events, are highly encouraged but do not require prior approval.
 Submit a draft or rough-cut of all digital, printed, recorded or video material (brochures, posters, scripts, artwork, trailer graphics, digital graphics, social posts connected to an earned or paid media campaign grant objective) to the OTS PIO at [email protected] and copy your OTS grant coordinator for approval prior to the production or duplication.  Use the following standard language in all press, media, and printed materials, space permitting:

Funding for this program was provided by a grant from the California Office of Traffic Safety, through the National Highway Traffic Safety Administration.  Space permitting, include the OTS logo on all grant-funded print materials, graphics and paid or earned social media campaign grant objective; consult the OTS PIO and copy your OTS grant coordinator for specifics, format-appropriate logos, or if space does not permit the use of the OTS logo.
 Email the OTS PIO at [email protected] and copy your OTS grant coordinator at least 21 days in advance, or when first confirmed, a short description of any significant grant-related traffic safety event or program, particularly events that are highly publicized beforehand with anticipated media coverage so OTS has sufficient notice to arrange for attendance and/or participation in the event.

If unable to attend, email the OTS PIO and coordinator brief highlights and/or results, including any media coverage (broadcast, digital, print) of event within 7 days following significant grantrelated event or program. Media and program highlights are to be reflected in QPRs. 52 10/1/2025 1:15:21 PM Page 7 of 17
 Any news releases, work plans, scripts, storyboards, artwork, graphics, videos or any educational or informational materials that received OTS PIO approval in a prior grant year needs to be resubmitted for approval in the current grant year.
 For additional guidance, refer to the OTS Grants Materials Approval Process Guidelines and OTS Grants Media Approval Process FAQs on the OTS website.  Contact the OTS PIO or your OTS grant coordinator for consultation when changes from any of the above requirements might be warranted.

C. Phase 3 – Data Collection & Reporting (Throughout Grant Year)

1. Prepare and submit grant claim invoices (due January 30, April 30, July 30, and October 30)

2. Prepare and submit Quarterly Performance Reports (QPR) (due January 30, April 30, July 30, and October 30)
 Collect and report quarterly, appropriate data that supports the progress of goals and objectives.  Provide a brief list of activity conducted, procurement of grant-funded items, and significant media activities. Include status of grant-funded personnel, status of contracts, challenges, or special accomplishments.
 Provide a brief summary of quarterly accomplishments and explanations for objectives not completed or plans for upcoming activities.
 Collect, analyze and report statistical data relating to the grant goals and objectives.

4. METHOD OF EVALUATION
Using the data compiled during the grant, the Grant Director will complete the “Final Evaluation” section in the fourth/final Quarterly Performance Report (QPR). The Final Evaluation should provide a brief summary of the grant’s accomplishments, challenges and significant activities. This narrative should also include whether goals and objectives were met, exceeded, or an explanation of why objectives were not completed.

5. ADMINISTRATIVE SUPPORT
This program has full administrative support, and every effort will be made to continue the grant activities after grant conclusion.
53 10/1/2025 1:15:21 PM Page 8 of 17
State of California – Office of Traffic Safety

GRANT AGREEMENT
Schedule B

GRANT NUMBER
EM26010

FUND NUMBER CATALOG

NUMBER (CFDA)

FUND DESCRIPTION TOTAL AMOUNT
402EM-26 20.600 State and Community Highway
Safety
$40,000.00

COST CATEGORY FUND
NUMBER

UNIT COST OR
RATE

UNITS TOTAL COST TO
GRANT
A. PERSONNEL COSTS
Straight Time
$0.00
Overtime
$0.00
Category Sub-Total $0.00
B. TRAVEL EXPENSES
$0.00
$0.00
Category Sub-Total $0.00
C. CONTRACTUAL SERVICES
$0.00
Category Sub-Total $0.00
D. EQUIPMENT
Combi-tool 402EM-26 $16,500.00 1 $16,500.00
Air Bag Lift System 402EM-26 $12,500.00 1 $12,500.00
Stabilization Kit 402EM-26 $11,000.00 1 $11,000.00
Category Sub-Total $40,000.00
E. OTHER DIRECT COSTS
$0.00
Category Sub-Total $0.00
F. INDIRECT COSTS
$0.00
Category Sub-Total $0.00
GRANT TOTAL $40,000.00
54 10/1/2025 1:15:21 PM Page 9 of 17
State of California – Office of Traffic Safety

GRANT AGREEMENT
Schedule B-1

GRANT NUMBER
EM26010

BUDGET NARRATIVE

PERSONNEL COSTS
-

TRAVEL EXPENSES
-

CONTRACTUAL SERVICES
-

EQUIPMENT
Combi-tool - Combi-tools are a hydraulically actuated, light-weight, combination cutting, spreading, pulling and pinching tool used for extrication incidents. It includes every piece of equipment, modifications, attachments, accessories, and auxiliary apparatus necessary to make it usable for the purpose it was acquired.

Air Bag Lift System - Air Bag Lift Systems are generally comprised of a high pressure regulator, dual air controller, inline relief valves, high pressure hoses, and high pressure lifting bags (high tonnage rated) used for lifting vehicles or heavy objects in extrication incidents. It includes equipment, modifications, attachments, accessories, and auxiliary apparatus necessary to make it usable for the purpose it was acquired.

Stabilization Kit - Stabilization kits are generally comprised of hydraulic and manual rescue jacks, struts, braces, chocks, cribbing, wedges, tripods, ratchet straps and chains, used for stabilizing vehicles while performing extrications. It includes equipment, modifications, attachments, accessories, and auxiliary apparatus necessary to make it usable for the purpose it was acquired.

OTHER DIRECT COSTS
-

INDIRECT COSTS
-

STATEMENTS/DISCLAIMERS
There will be no program income generated from this grant. 55 10/1/2025 1:15:21 PM Page 10 of 17
Appendix A to Part 1300—Certifications and Assurances for Highway Safety Grants (23 U.S.C. Chapter 4 or Section 1906, Public Law 109-59, as amended by Section 25024, Public Law 117- 58)
The officials named on the grant agreement, certify by way of signature on the grant agreement signature page, that the Grantee Agency complies with all applicable Federal statutes, regulations, and directives and State rules, guidelines, policies, and laws in effect with respect to the periods for which it receives grant funding.

Applicable provisions include, but are not limited to, the following:

GENERAL REQUIREMENTS
The State will comply with applicable statutes and regulations, including but not limited to:
 23 U.S.C. Chapter 4—Highway Safety Act of 1966, as amended;  Sec. 1906, Public Law 109-59, as amended by Sec. 25024, Public Law 117-58;  23 CFR part 1300—Uniform Procedures for State Highway Safety Grant Programs;  2 CFR part 200—Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards;
 2 CFR part 1201—Department of Transportation, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards.

NONDISCRIMINATION
(applies to subrecipients as well as States)
The State highway safety agency [and its subrecipients] will comply with all Federal statutes and implementing regulations relating to nondiscrimination (“Federal Nondiscrimination Authorities”). These include but are not limited to:
 Title VI of the Civil Rights Act of 1964 (42 U.S.C. 2000d et seq., 78 stat. 252), (prohibits discrimination on the basis of race, color, national origin);
 49 CFR part 21 (entitled Non-discrimination in Federally-Assisted Programs of the Department of Transportation—Effectuation of Title VI of the Civil Rights Act of 1964);  28 CFR 50.3 (U.S. Department of Justice Guidelines for Enforcement of Title VI of the Civil Rights Act of 1964);
 The Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970, (42 U.S.C. 4601), (prohibits unfair treatment of persons displaced or whose property has been acquired because of Federal or Federal-aid programs and projects);
 Federal-Aid Highway Act of 1973, (23 U.S.C. 324 et seq.), and Title IX of the Education Amendments of 1972, as amended (20 U.S.C. 1681-1683 and 1685-1686) (prohibit discrimination on the basis of sex);
 Section 504 of the Rehabilitation Act of 1973, (29 U.S.C. 794 et seq.), as amended, (prohibits discrimination on the basis of disability) and 49 CFR part 27;  The Age Discrimination Act of 1975, as amended, (42 U.S.C. 6101 et seq.), (prohibits discrimination on the basis of age);
 The Civil Rights Restoration Act of 1987, (Pub. L. 100-209), (broadens scope, coverage, and applicability of Title VI of the Civil Rights Act of 1964, The Age Discrimination Act of 1975 and Section 504 of the Rehabilitation Act of 1973, by expanding the definition of the terms “programs or activities” to include all of the programs or activities of the
Federal aid recipients, subrecipients and contractors, whether such programs or activities are Federallyfunded or not);  Titles II and III of the Americans with Disabilities Act (42 U.S.C. 12131-12189) (prohibits discrimination on the basis of disability in the operation of public entities, public and private transportation systems, places of public accommodation, and certain testing) and 49 CFR parts 37 and 38
State of California – Office of Traffic Safety

GRANT AGREEMENT
Exhibit A

GRANT NUMBER
EM26010
56 10/1/2025 1:15:21 PM Page 11 of 17
The preceding statutory and regulatory cites hereinafter are referred to as the “Acts” and “Regulations,” respectively.

GENERAL ASSURANCES
In accordance with the Acts, the Regulations, and other pertinent directives, circulars, policy, memoranda, and/or guidance, the Recipient hereby gives assurance that it will promptly take any measures necessary to ensure that:
“No person in the United States shall, on the grounds of race, color, or national origin, be excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimination under any program or activity, for which the Recipient receives Federal financial assistance from DOT, including NHTSA.”
The Civil Rights Restoration Act of 1987 clarified the original intent of Congress, with respect to Title VI of the Civil Rights Act of 1964 and other non-discrimination requirements (the Age Discrimination Act of 1975, and Section 504 of the Rehabilitation Act of 1973), by restoring the broad, institutional-wide scope and coverage of these nondiscrimination statutes and requirements to include all programs and activities of the Recipient, so long as any portion of the program is Federally assisted.

SPECIFIC ASSURANCES
More specifically, and without limiting the above general Assurance, the Recipient agrees with and gives the following Assurances with respect to its Federally assisted Highway Safety Grant Program:

1. The Recipient agrees that each “activity,” “facility,” or “program,” as defined in 49 CFR part 21 will be (with regard to an “activity”) facilitated, or will be (with regard to a “facility”) operated, or will be (with regard to a “program”) conducted in compliance with all requirements imposed by, or pursuant to the Acts and the Regulations.

2. The Recipient will insert the following notification in all solicitations for bids, Requests For Proposals for work, or material subject to the Acts and the Regulations made in connection with all Highway Safety Grant Programs and, in adapted form, in all proposals for negotiated agreements regardless of funding source:
“The [name of Recipient], in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 U.S.C 2000d to 2000d-4) and the Regulations, hereby notifies all bidders that it will affirmatively ensure that in any contract entered into pursuant to this advertisement, disadvantaged business enterprises will be afforded full and fair opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, or national origin in consideration for an award.”

3. The Recipient will insert the clauses of appendix A and E of this Assurance (also referred to as DOT order 1050.2A) [1]in every contract or agreement subject to the Acts and the Regulations.

4. The Recipient will insert the clauses of appendix B of DOT Order 1050.2A, as a covenant running with the land, in any deed from the United States effecting or recording a transfer of real property, structures, use, or improvements thereon or interest therein to a Recipient.

5. That where the Recipient receives Federal financial assistance to construct a facility, or part of a facility, the Assurance will extend to the entire facility and facilities operated in connection therewith.

6. That where the Recipient receives Federal financial assistance in the form of, or for the acquisition of, real property or an interest in real property, the Assurance will extend to rights to space on, over, or under such property.

7. That the Recipient will include the clauses set forth in appendix C and appendix D of this DOT Order 1050.2A, as a covenant running with the land, in any future deeds, leases, licenses, permits, or similar instruments entered into by the Recipient with other parties:
a. for the subsequent transfer of real property acquired or improved under the applicable activity, project, or program; and
b. for the construction or use of, or access to, space on, over, or under real property acquired or improved under the applicable activity, project, or program.

8. That this Assurance obligates the Recipient for the period during which Federal financial assistance is extended to the program, except where the Federal financial assistance is to provide, or is in the 57 10/1/2025 1:15:21 PM Page 12 of 17
form of, personal property, or real property, or interest therein, or structures or improvements thereon, in which case the Assurance obligates the Recipient, or any transferee for the longer of the following periods:
a. the period during which the property is used for a purpose for which the Federal financial assistance is extended, or for another purpose involving the provision of similar services or benefits; or
b. the period during which the Recipient retains ownership or possession of the property.

9. The Recipient will provide for such methods of administration for the program as are found by the Secretary of Transportation or the official to whom he/she delegates specific authority to give reasonable guarantee that it, other recipients, sub-recipients, sub- grantees, contractors, subcontractors, consultants, transferees, successors in interest, and other participants of Federal financial assistance under such program will comply with all requirements imposed or pursuant to the Acts, the Regulations, and this Assurance.

10. The Recipient agrees that the United States has a right to seek judicial enforcement with regard to any matter arising under the Acts, the Regulations, and this Assurance.

By signing this ASSURANCE, the State highway safety agency also agrees to comply (and require any subrecipients, sub-grantees, contractors, successors, transferees, and/or assignees to comply) with all applicable provisions governing NHTSA's access to records, accounts, documents, information, facilities, and staff. You also recognize that you must comply with any program or compliance reviews, and/or complaint investigations conducted by NHTSA. You must keep records, reports, and submit the material for review upon request to NHTSA, or its designee in a timely, complete, and accurate way. Additionally, you must comply with all other reporting, data collection, and evaluation requirements, as prescribed by law or detailed in program guidance.

The State highway safety agency gives this ASSURANCE in consideration of and for obtaining any Federal grants, loans, contracts, agreements, property, and/or discounts, or other Federal-aid and Federal financial assistance extended after the date hereof to the recipients by the U.S. Department of Transportation under the Highway Safety Grant Program. This ASSURANCE is binding on the State highway safety agency, other recipients, sub-recipients, sub-grantees, contractors, subcontractors and their subcontractors', transferees, successors in interest, and any other participants in the Highway Safety Grant Program. The person(s) signing below is/are authorized to sign this ASSURANCE on behalf of the Recipient.

THE DRUG-FREE WORKPLACE ACT OF 1988 (41 U.S.C. 8103)
The Subgrantee will provide a drug-free workplace by:
a. Publishing a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession or use of a controlled substance is prohibited in the grantee's workplace, and specifying the actions that will be taken against employees for violation of such prohibition; b. Establishing a drug-free awareness program to inform employees about:

1. The dangers of drug abuse in the workplace;

2. The grantee's policy of maintaining a drug-free workplace;

3. Any available drug counseling, rehabilitation, and employee assistance programs;

4. The penalties that may be imposed upon employees for drug violations occurring in the workplace;

5. Making it a requirement that each employee engaged in the performance of the grant be given a copy of the statement required by paragraph (a); c. Notifying the employee in the statement required by paragraph (a) that, as a condition of employment under the grant, the employee will—

1. Abide by the terms of the statement;

2. Notify the employer of any criminal drug statute conviction for a violation occurring in the workplace no later than five days after such conviction; d. Notifying the agency within ten days after receiving notice under subparagraph (c)(2) from an employee or otherwise receiving actual notice of such conviction; e. Taking one of the following actions, within 30 days of receiving notice under subparagraph (c)(2), with respect to any employee who is so convicted—

1. Taking appropriate personnel action against such an employee, up to and including termination;

2. Requiring such employee to participate satisfactorily in a drug abuse assistance or 58 10/1/2025 1:15:21 PM Page 13 of 17
rehabilitation program approved for such purposes by a Federal, State, or local health, law enforcement, or other appropriate agency;
f. Making a good faith effort to continue to maintain a drug-free workplace through implementation of all of the paragraphs above.

POLITICAL ACTIVITY (HATCH ACT)
(applies to subrecipients as well as States)
The State will comply with provisions of the Hatch Act (5 U.S.C. 1501-1508), which limits the political activities of employees whose principal employment activities are funded in whole or in part with Federal funds.

CERTIFICATION REGARDING FEDERAL LOBBYING
(applies to subrecipients as well as States)

CERTIFICATION FOR CONTRACTS, GRANTS, LOANS, AND COOPERATIVE AGREEMENTS The undersigned certifies, to the best of his or her knowledge and belief, that:

1. No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement;

2. If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form-LLL, “Disclosure Form to Report Lobbying,” in accordance with its instructions;

3. The undersigned shall require that the language of this certification be included in the award documents for all sub-awards at all tiers (including subcontracts, subgrants, and contracts under grant, loans, and cooperative agreements) and that all subrecipients shall certify and disclose accordingly.

This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by section 1352, title 31, U.S. Code. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure.

RESTRICTION ON STATE LOBBYING
(applies to subrecipients as well as States)
None of the funds under this program will be used for any activity specifically designed to urge or influence a State or local legislator to favor or oppose the adoption of any specific legislative proposal pending before any State or local legislative body. Such activities include both direct and indirect (e.g., “grassroots”) lobbying activities, with one exception. This does not preclude a State official whose salary is supported with NHTSA funds from engaging in direct communications with State or local legislative officials, in accordance with customary State practice, even if such communications urge legislative officials to favor or oppose the adoption of a specific pending legislative proposal.

CERTIFICATION REGARDING DEBARMENT AND SUSPENSION
(applies to subrecipients as well as States)

INSTRUCTIONS FOR PRIMARY TIER PARTICIPANT CERTIFICATION (STATES) 59 10/1/2025 1:15:21 PM Page 14 of 17

1. By signing and submitting this proposal, the prospective primary tier participant is providing the certification set out below and agrees to comply with the requirements of 2 CFR parts 180 and 1200.

2. The inability of a person to provide the certification required below will not necessarily result in denial of participation in this covered transaction. The prospective primary tier participant shall submit an explanation of why it cannot provide the certification set out below. The certification or explanation will be considered in connection with the department or agency's determination whether to enter into this transaction. However, failure of the prospective primary tier participant to furnish a certification or an explanation shall disqualify such person from participation in this transaction.

3. The certification in this clause is a material representation of fact upon which reliance was placed when the department or agency determined to enter into this transaction. If it is later determined that the prospective primary tier participant knowingly rendered an erroneous certification, in addition to other remedies available to the Federal Government, the department or agency may terminate this transaction for cause or default or may pursue suspension or debarment.

4. The prospective primary tier participant shall provide immediate written notice to the department or agency to which this proposal is submitted if at any time the prospective primary tier participant learns its certification was erroneous when submitted or has become erroneous by reason of changed circumstances.

5. The terms covered transaction, civil judgment, debarment, suspension, ineligible, participant, person, principal, and voluntarily excluded, as used in this clause, are defined in 2 CFR parts 180 and 1200. You may contact the department or agency to which this proposal is being submitted for assistance in obtaining a copy of those regulations.

6. The prospective primary tier participant agrees by submitting this proposal that, should the proposed covered transaction be entered into, it shall not knowingly enter into any lower tier covered transaction with a person who is proposed for debarment under 48 CFR part 9, subpart 9.4, debarred, suspended, declared ineligible, or voluntarily excluded from participation in this covered transaction, unless authorized by the department or agency entering into this transaction.

7. The prospective primary tier participant further agrees by submitting this proposal that it will include the clause titled “Instructions for Lower Tier Participant Certification” including the “Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion—Lower Tier Covered Transaction,” provided by the department or agency entering into this covered transaction, without modification, in all lower tier covered transactions and in all solicitations for lower tier covered transactions and will require lower tier participants to comply with 2 CFR parts 180 and 1200.

8. A participant in a covered transaction may rely upon a certification of a prospective participant in a lower tier covered transaction that it is not proposed for debarment under 48 CFR part 9, subpart

9.4, debarred, suspended, ineligible, or voluntarily excluded from the covered transaction, unless it knows that the certification is erroneous. A participant is responsible for ensuring that its principals are not suspended, debarred, or otherwise ineligible to participate in covered transactions. To verify the eligibility of its principals, as well as the eligibility of any prospective lower tier participants, each participant may, but is not required to, check the System for Award Management Exclusions website
( https://www.sam.gov/).

9. Nothing contained in the foregoing shall be construed to require establishment of a system of records in order to render in good faith the certification required by this clause. The knowledge and information of a participant is not required to exceed that which is normally possessed by a prudent person in the ordinary course of business dealings.

10. Except for transactions authorized under paragraph 6 of these instructions, if a participant in a covered transaction knowingly enters into a lower tier covered transaction with a person who is proposed for debarment under 48 CFR part 9, subpart 9.4, suspended, debarred, ineligible, or voluntarily excluded from participation in this transaction, in addition to other remedies available to the Federal Government, the department or agency may terminate the transaction for cause or default.

CERTIFICATION REGARDING DEBARMENT, SUSPENSION, AND OTHER RESPONSIBILITY MATTERS—PRIMARY TIER

COVERED TRANSACTIONS

1. The prospective primary tier participant certifies to the best of its knowledge and belief, that it and 60 10/1/2025 1:15:21 PM Page 15 of 17
its principals:
a. Are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participating in covered transactions by any Federal department or agency;
b. Have not within a three-year period preceding this proposal been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (Federal, State, or local) transaction or contract under a public transaction; violation of Federal or State antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property; c. Are not presently indicted for or otherwise criminally or civilly charged by a governmental entity (Federal, State, or local) with commission of any of the offenses enumerated in paragraph (1)(b) of this certification; and d. Have not within a three-year period preceding this application/proposal had one or more public transactions (Federal, State, or local) terminated for cause or default.

2. Where the prospective primary tier participant is unable to certify to any of the Statements in this certification, such prospective participant shall attach an explanation to this proposal.

INSTRUCTIONS FOR LOWER TIER PARTICIPANT CERTIFICATION

1. By signing and submitting this proposal, the prospective lower tier participant is providing the certification set out below and agrees to comply with the requirements of 2 CFR parts 180 and 1200.

2. The certification in this clause is a material representation of fact upon which reliance was placed when this transaction was entered into. If it is later determined that the prospective lower tier participant knowingly rendered an erroneous certification, in addition to other remedies available to the Federal Government, the department or agency with which this transaction originated may pursue available remedies, including suspension or debarment.

3. The prospective lower tier participant shall provide immediate written notice to the person to which this proposal is submitted if at any time the prospective lower tier participant learns that its certification was erroneous when submitted or has become erroneous by reason of changed circumstances.

4. The terms covered transaction, civil judgment, debarment, suspension, ineligible, participant, person, principal, and voluntarily excluded, as used in this clause, are defined in 2 CFR parts 180 and 1200. You may contact the person to whom this proposal is submitted for assistance in obtaining a copy of those regulations.

5. The prospective lower tier participant agrees by submitting this proposal that, should the proposed covered transaction be entered into, it shall not knowingly enter into any lower tier covered transaction with a person who is proposed for debarment under 48 CFR part 9, subpart 9.4, debarred, suspended, declared ineligible, or voluntarily excluded from participation in this covered transaction, unless authorized by the department or agency with which this transaction originated.

6. The prospective lower tier participant further agrees by submitting this proposal that it will include the clause titled “Instructions for Lower Tier Participant Certification” including the “Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion—Lower Tier Covered Transaction,” without modification, in all lower tier covered transactions and in all solicitations for lower tier covered transactions and will require lower tier participants to comply with 2 CFR parts 180 and 1200.

7. A participant in a covered transaction may rely upon a certification of a prospective participant in a lower tier covered transaction that it is not proposed for debarment under 48 CFR part 9, subpart

8. Nothing contained in the foregoing shall be construed to require establishment of a system of 61 10/1/2025 1:15:21 PM Page 16 of 17
records in order to render in good faith the certification required by this clause. The knowledge and information of a participant is not required to exceed that which is normally possessed by a prudent person in the ordinary course of business dealings.

9. Except for transactions authorized under paragraph 5 of these instructions, if a participant in a covered transaction knowingly enters into a lower tier covered transaction with a person who is proposed for debarment under 48 CFR part 9, subpart 9.4, suspended, debarred, ineligible, or voluntarily excluded from participation in this transaction, in addition to other remedies available to the Federal Government, the department or agency with which this transaction originated may pursue available remedies, including suspension or debarment.

CERTIFICATION REGARDING DEBARMENT, SUSPENSION, INELIGIBILITY AND VOLUNTARY EXCLUSION—LOWER TIER

COVERED TRANSACTIONS

1. The prospective lower tier participant certifies, by submission of this proposal, that neither it nor its principals is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participating in covered transactions by any Federal department or agency.

2. Where the prospective lower tier participant is unable to certify to any of the statements in this certification, such prospective participant shall attach an explanation to this proposal.

BUY AMERICA
(applies to subrecipients as well as States)
The State and each subrecipient will comply with the Buy America requirement (23 U.S.C. 313) when purchasing items using Federal funds. Buy America requires a State, or subrecipient, to purchase with Federal funds only steel, iron and manufactured products produced in the United States, unless the Secretary of Transportation determines that such domestically produced items would be inconsistent with the public interest, that such materials are not reasonably available and of a satisfactory quality, or that inclusion of domestic materials will increase the cost of the overall project contract by more than 25 percent. In order to use Federal funds to purchase foreign produced items, the State must submit a waiver request that provides an adequate basis and justification for approval by the Secretary of Transportation.

CERTIFICATION ON CONFLICT OF INTEREST
(applies to subrecipients as well as States)

GENERAL REQUIREMENTS
No employee, officer, or agent of a State or its subrecipient who is authorized in an official capacity to negotiate, make, accept, or approve, or to take part in negotiating, making, accepting, or approving any subaward, including contracts or subcontracts, in connection with this grant shall have, directly or indirectly, any financial or personal interest in any such subaward. Such a financial or personal interest would arise when the employee, officer, or agent, any member of his or her immediate family, his or her partner, or an organization which employs or is about to employ any of the parties indicated herein, has a financial or personal interest in or a tangible personal benefit from an entity considered for a subaward. Based on this policy:

1. The recipient shall maintain a written code or standards of conduct that provide for disciplinary actions to be applied for violations of such standards by officers, employees, or agents. a. The code or standards shall provide that the recipient's officers, employees, or agents may neither solicit nor accept gratuities, favors, or anything of monetary value from present or potential subawardees, including contractors or parties to subcontracts. b. The code or standards shall establish penalties, sanctions, or other disciplinary actions for violations, as permitted by State or local law or regulations.

2. The recipient shall maintain responsibility to enforce the requirements of the written code or standards of conduct.

DISCLOSURE REQUIREMENTS
62 10/1/2025 1:15:21 PM Page 17 of 17
No State or its subrecipient, including its officers, employees, or agents, shall perform or continue to perform under a grant or cooperative agreement, whose objectivity may be impaired because of any related past, present, or currently planned interest, financial or otherwise, in organizations regulated by NHTSA or in organizations whose interests may be substantially affected by NHTSA activities. Based on this policy:

1. The recipient shall disclose any conflict of interest identified as soon as reasonably possible, making an immediate and full disclosure in writing to NHTSA. The disclosure shall include a description of the action which the recipient has taken or proposes to take to avoid or mitigate such conflict.

2. NHTSA will review the disclosure and may require additional relevant information from the recipient.

If a conflict of interest is found to exist, NHTSA may (a) terminate the award, or (b) determine that it is otherwise in the best interest of NHTSA to continue the award and include appropriate provisions to mitigate or avoid such conflict.

3. Conflicts of interest that require disclosure include all past, present, or currently planned organizational, financial, contractual, or other interest(s) with an organization regulated by NHTSA or with an organization whose interests may be substantially affected by NHTSA activities, and which are related to this award. The interest(s) that require disclosure include those of any recipient, affiliate, proposed consultant, proposed subcontractor, and key personnel of any of the above. Past interest shall be limited to within one year of the date of award. Key personnel shall include any person owning more than a 20 percent interest in a recipient, and the officers, employees or agents of a recipient who are responsible for making a decision or taking an action under an award where the decision or action can have an economic or other impact on the interests of a regulated or affected organization.

PROHIBITION ON USING GRANT FUNDS TO CHECK FOR HELMET USAGE (applies to subrecipients as well as States)
The State and each subrecipient will not use 23 U.S.C. Chapter 4 grant funds for programs to check helmet usage or to create checkpoints that specifically target motorcyclists.

POLICY ON SEAT BELT USE
In accordance with Executive Order 13043, Increasing Seat Belt Use in the United States, dated April 16, 1997, the Grantee is encouraged to adopt and enforce on-the-job seat belt use policies and programs for its employees when operating company-owned, rented, or personally-owned vehicles. The National Highway Traffic Safety Administration (NHTSA) is responsible for providing leadership and guidance in support of this Presidential initiative. For information and resources on traffic safety programs and policies for employers, please contact the Network of Employers for Traffic Safety (NETS), a public-private partnership dedicated to improving the traffic safety practices of employers and employees. You can download information on seat belt programs, costs of motor vehicle crashes to employers, and other traffic safety initiatives at www.trafficsafety.org. The NHTSA website ( www.nhtsa.gov) also provides information on statistics, campaigns, and program evaluations and references.

POLICY ON BANNING TEXT MESSAGING WHILE DRIVING
In accordance with Executive Order 13513, Federal Leadership On Reducing Text Messaging While Driving, and DOT Order 3902.10, Text Messaging While Driving, States are encouraged to adopt and enforce workplace safety policies to decrease crashes caused by distracted driving, including policies to ban text messaging while driving company-owned or rented vehicles, Government-owned, leased or rented vehicles, or privately-owned vehicles when on official Government business or when performing any work on or behalf of the Government. States are also encouraged to conduct workplace safety initiatives in a manner commensurate with the size of the business, such as establishment of new rules and programs or reevaluation of existing programs to prohibit text messaging while driving, and education, awareness, and other outreach to employees about the safety risks associated with texting while driving. 63 RESOLUTION NO. 25-6482

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SUSANVILLE

AUTHORIZING THE CITY MANAGER TO EXECUTE A STANDARD AGREEMENT

WITH THE STATE OF CALIFORNIA, OFFICE OF TRAFFIC SAFETY, REGIONAL

CRASH AND EXTRICATION IMPROVEMENT PROGRAM, AND ACCEPT
$40,000.00 IN GRANT FUNDING
WHEREAS, the Susanville Fire Department is responsible for providing public safety within the City of Susanville; and
WHEREAS, the Susanville Fire Department has identified a need and applied for grant funding to purchase new extrication equipment for the City of Susanville; and WHEREAS, the Susanville Fire Department has been awarded grant funding through the State of California Office of Traffic Safety in the amount of $40,000.00.

NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Susanville, as follows:

1. The City Council hereby accepts the Office of Traffic Safety award of $40,000.00; and

2. The City Council hereby authorizes the City Manager to execute a standard agreement with the State of California, Office of Traffic Safety, Regional Crash and Extrication Improvement Program; and

3. Authorizes the Finance Director to modify the budget as necessary to accommodate the expenditure of grant funds.

AYES:

NOES:

ABSENT:

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

64 AGENDA ITEM NO. 9D
X Action Item
Discussion Item
Information Item

Submitted By: Erik Edholm, Assistant Director – Engineering Action Date: October 15, 2025

CITY COUNCIL AGENDA ITEM
SUBJECT: Consider Resolution No. 25-6483, approving Amendment No. 1 to Agreement 02-217 with Caltrans for the Southeast Gateway Project, revising the allocation of State Transportation Improvement Program (STIP) / Regional Improvement Program (RIP) construction capital funds, and authorizing the mayor to execute the amendment.

PRESENTED BY: Dan Newton, City Manager
SUMMARY: On January 20, 2023, the City entered into Agreement 02-0217 with Caltrans for the Southeast Gateway Project. The agreement established the terms, conditions, and funding responsibilities for pedestrian and aesthetic improvements along State Route 36 (Main Street in Susanville), between PM 26.2 and PM 26.5.

The project scope includes construction of new curb, gutter, sidewalk, ADA-compliant ramps, widened shoulders, and pedestrian lighting. The original Agreement identified $2,277,000 in STIP/RIP funds for construction capital.

In August 2023, the California Transportation Commission (CTC) approved an adjusted allocation of $2,507,000 for construction capital; however, this revised funding amount was not incorporated into the original Agreement.

Amendment No. 1 to Agreement 02-0217 increases STIP/RIP funds for Construction Capital from $2,277,000 to $2,507,000. All other terms and conditions of Agreement 02- 0217 remain unchanged. This amendment ensures adequate funding to cover final construction capital costs.

FISCAL IMPACT: Increase in reimbursable construction capital funding from $2,277,000 to $2,507,000. There is no impact to the City’s General Fund.

ACTION
REQUESTED: Motion to approve Resolution No. 25-6483, Amendment No. 1 to Agreement 02-217 with Caltrans for the Southeast Gateway Project, revising the allocation of STIP/RIP construction capital funds, , and authorizing the mayor to execute the amendment.

ATTACHMENTS: Resolution No. 25-6483
Amendment No. 1 to Agreement 02-0217
65 RESOLUTION NO. 25-6483

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SUSANVILLE APPROVING AMENDMENT NO.1 TO AGREEMENT 02-217 WITH CALTRANS FOR THE

SOUTHEAST GATEWAY PROJECT, REVISING THE ALLOCATION OF STATE

TRANSPORTATION IMPROVEMENT PROGRAM (STIP) / REGIONAL IMPROVEMENT

PROGRAM (RIP) CONSTRUCTION CAPITAL FUNDS, AND AUTHORIZING THE MAYOR

TO EXECUTE THE AMENDMENT
WHEREAS, the City of Susanville (“City”) entered into Agreement 02-0217 with the California Department of Transportation (“Caltrans”) on January 20, 2023, to define terms, conditions, and funding responsibilities for the Southeast Gateway Project, consisting of pedestrian and aesthetic improvements along State Route 36 (Main Street in Susanville) between PM 26.2 and PM 26.5; and
WHEREAS, the original Agreement established State Transportation Improvement Program / Regional Improvement Program (STIP/RIP) funding in the amount of $2,277,000 for Construction Capital; and
WHEREAS, in August 2023, the California Transportation Commission (CTC) approved an adjusted allocation of $2,507,000 for Construction Capital, which was not reflected in the original Agreement; and
WHEREAS, Amendment No. 1 to Agreement 02-0217 updates the Funding Summary to reflect the revised STIP/RIP funds for Construction Capital to $2,507,000 for a total City’s financial contribution of STIP/RIP funds of $2,668,000.

NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Susanville hereby approves Amendment No. 1 to Agreement 02-217 with Caltrans for the Southeast Gateway Project, revising the allocation of State Transportation Improvement Program (STIP) / Regional Improvement Program (RIP) construction capital funds, and authorizes the mayor to execute the amendment. to the agreement
APPROVED:_______________________
Mendy Schuster, Mayor
ATTEST:_______________________
Heidi Whitlock, City Clerk
The foregoing resolution was adopted at a regular meeting of the City Council of the City of Susanville, held on the 15th day of October 2025, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:
_____________________________
Heidi Whitlock, City Clerk
APPROVED AS TO FORM:_____________________________
Margaret Long, City Attorney
66 AMENDMENT NO. 1 TO AGREEMENT 02-0217
This Amendment No. 1 (AMENDMENT) to Agreement 02-0217 (AGREEMENT), executed on and effective from __________, is between the State of California, acting through its Department of Transportation, referred to as CALTRANS, and:

City of Susanville, a body politic and municipal corporation or chartered city of the State of California, referred to hereinafter as CITY.

RECITALS

1. CALTRANS and CITY, collectively referred to as PARTIES, entered into AGREEMENT on January 20, 2023, defining the terms and conditions for construct pedestrian & aesthetic improvements along State Route 36 (SR36) in south part of Susanville, CA, including new curb, gutter, sidewalk, ADA compliant ramps, widened shoulders, and pedestrian lighting at (PM 26.2/26.5), referred to as PROJECT.

2. The AGREEMENT established STIP/RIP funds for CONSTRUCTION CAPITAL in the amount of $2,277,000.

3. PARTIES now seek to enter into Amendment No. 1 to AGREEMENT in order to revise STIP/RIP funds for CONSTRUCTION CAPITAL to $2,507,000 for a total CITY’s financial contribution of STIP/RIP funds of $2,668,000.

IT IS THEREFORE MUTUALLY AGREED:

1. A revised FUNDING SUMMARY NO. 2 is attached and made part of the AGREEMENT. Any reference to the FUNDING SUMMARY in the AGREEMENT is deemed to refer to the revised FUNDING SUMMARY NO. 2 attached herein.

2. All other terms and conditions of the AGREEMENT shall remain in full force and effect.

3. This AMENDMENT is deemed to be included and made a part of the AGREEMENT. 67 CONTACT INFORMATION
The information provided below indicates the primary contact information for each PARTY to this AGREEMENT. PARTIES will notify each other in writing of any personnel or location changes. Contact information changes do not require an amendment to this AGREEMENT.

CITY OF SUSANVILLE
Project Manager: _____________________________
Phone Number: _______________________________
E-mail: ______________________________________
Billing Address: _______________________________
_____________________________________________

CALTRANS
Project Manager: ____________________________
Phone Number: __________________________________
E-mail: _________________________________________
68 SIGNATURES
PARTIES are authorized to enter into this AMENDMENT and have delegated to the undersigned the authority to execute this AMENDMENT on behalf of the respective agencies and hereby covenants to have followed all the necessary legal requirements to validly execute this AMENDMENT. By signing below, the PARTIES each expressly agree to execute this AMENDMENT electronically.

The PARTIES acknowledge that executed copies of this AMENDMENT may be exchanged by facsimile or email, and that such copies shall be deemed to be effective as originals.

STATE OF CALIFORNIA

DEPARTMENT OF TRANSPORTATION
By: ______________________________
Kristen A. Kingsley
Deputy District Director, D2 Program, Project
And Asset Management
VERIFIED OF FUNDS & AUTHORITY:

By: ______________________________
District 2 Project Control Officer

By: ______________________________
Attorney
Department of Transportation

CERTIFIED AS TO FINANCIAL
TERMS & POLICIES:

By: ______________________________
Percy Ramil
HQ Accounting Supervisor

CITY OF SUSANVILLE
By: ______________________________
Mendy Schuster
Mayor

Attest: ____________________________
Heidi Whitlock
City Clerk

By:______________________________
Margaret Long
City Attorney
69 FUNDING SUMMARY NO. 2

FUNDING TABLE
IMPLEMENTING AGENCY: CITY CITY
Source Party Fund Type
R/W

CAPITAL
CONST.

CAPITAL Totals
STATE CITY STIP/RIP 161,000 2,507,000 2,668,000
Totals 161,000 2,507,000 2,668,000

SPENDING TABLE
R/W

CAPITAL
CONST.

CAPITAL
Fund Type CITY CITY Totals
STIP/RIP 161,000 2,507,000 2,668,000
Totals 161,000 2,507,000 2,668,000
70 Funding

1. If there are insufficient funds available in this AGREEMENT to place the PROJECT right-of-way in a safe and operable condition, the appropriate IMPLEMENTING AGENCY will fund these activities until such time as PARTIES amend this AGREEMENT.

That IMPLEMENTING AGENCY may request reimbursement for these costs during the amendment process.

2. If there are insufficient funds in this AGREEMENT to implement the obligations and responsibilities of this AGREEMENT, including the applicable commitments and conditions included in the PROJECT environmental documentation, permits, agreements, and/or approvals that are in effect at a time that WORK stops, each PARTY accepts responsibility to fund their respective WORK until such time as PARTIES amend this AGREEMENT.

Each PARTY may request reimbursement for these costs during the amendment process.

3. The cost of any engineering support performed by CALTRANS includes all direct and applicable indirect costs. CALTRANS calculates indirect costs based solely on the type of funds used to pay support costs. State and federal funds administered by CALTRANS are subject to the current Program Functional Rate. All other funds are subject to the current Program Functional Rate and the current Administration Rate. The Program Functional Rate and Administration Rate are adjusted periodically.

In accordance with California law, the Administration Rate is capped at 10 percent for Self-Help Counties with a countywide sales tax measure dedicated to transportation improvements.

4. If the WORK is funded with state or federal funds, any PARTY seeking CALTRANS reimbursement of indirect costs must submit an indirect cost rate proposal and central service cost allocation plan (if any) in accordance with Local Assistance Procedures Manual, 2 CFR, Part 200 and Chapter 5. These documents are to be submitted annually to CALTRANS' Audits and Investigations for review and acceptance prior to CALTRANS' reimbursement of indirect costs.

5. Travel, per diem, and third-party contract reimbursements for WORK are to be paid from the funds in this AGREEMENT only after the contractor performs the work and incurs said costs.
71 Payments for travel and per diem will not exceed the rates paid rank and file state employees under current California Department of Human Resources (CalHR) rules current at the effective date of this AGREEMENT.

If CITY invoices for rates in excess of CalHR rates, CITY will fund the cost difference and reimburse CALTRANS for any overpayment.

6. In accordance with the CALTRANS Federal-Aid Project Funding Guidelines, PARTIES must obtain approval from the Federal Highway Administration prior to any PROJECT funding changes that will change the federal share of funds.

7. Notwithstanding the terms of this AGREEMENT, PARTIES agree to abide by the funding guidelines for all contributed funds that are programmed and allocated by the CTC.

Invoicing and Payment

8. PARTIES will invoice for funds where the SPENDING TABLE shows that one PARTY provides funds for use by another PARTY. PARTIES will pay invoices within forty-five (45) calendar days of receipt of invoice when not paying with Electronic Funds Transfer (EFT). When paying with EFT, CITY; will pay invoices within five (5) calendar days of receipt of invoice.

9. When a PARTY is reimbursed for actual cost, invoices will be submitted each month for the prior month's expenditures. After all PROJECT COMPONENT WORK is complete, PARTIES will submit a final accounting of all PROJECT COMPONENT costs. Based on the final accounting, PARTIES will invoice or refund as necessary to satisfy the financial commitments of this AGREEMENT.

10. If an executed Program Supplement Agreement (PSA) or STIP Planning, Programming, and Monitoring Program Fund Transfer Agreement (PPM) exists for this PROJECT then CITY will abide by the billing and payment conditions detailed for the fund types identified in the PSA or PPM.

11. If CALTRANS reimburses CITY for any costs later determined to be unallowable, CITY will reimburse those funds.

Right-of-Way (R/W) Capital

12. CITY will invoice and CALTRANS will reimburse for actual costs incurred and paid. 72 Construction Capital

13. CITY will invoice and CALTRANS will reimburse for actual costs incurred and paid. 73 AGENDA ITEM NO. 9E
X Action Item
Discussion Item
Information Item

Submitted By: Erik Edholm, Assistant Director – Engineering Action Date: October 15, 2025

CITY COUNCIL AGENDA ITEM
SUBJECT: Consider Resolution No. 25-6484, approving the amendment to the Professional Services Agreement with R.E.Y. Engineers, Inc, for construction management, material testing and inspection of the Southeast Gateway Project.

PRESENTED BY: Dan Newton, City Manager
SUMMARY: The City entered into a Professional Services Agreement with R.E.Y. Engineers, Inc, on September 20, 2024, to provide construction management, inspection, and materials testing services for the Southeast Gateway Project.

The Southeast Gateway Project is a City-sponsored improvement project located along State Route 36 (Main Street, Susanville), with the California Department of Transportation (Caltrans) providing oversight. Construction activities were substantially completed by August 21, 2025, at which time the performance period under the Agreement expired.

Although physical construction is complete, additional time is necessary for the Consultant to provide project closeout services, including coordination with Caltrans, review of project documentation, and completion of required reports.

FISCAL IMPACT: There is no additional fiscal impact associated with this amendment. All services will remain within the existing not to exceed budget authorized under the original Agreement.

ACTION
REQUESTED: Motion to approve Resolution No. 25-6484, approving the amendment to the Professional Services Agreement with R.E.Y. Engineers, Inc, for construction management, material testing and inspection of the Southeast Gateway Project.

ATTACHMENTS: Resolution No. 25-6484
Amendment No. 1 to Professional Services Agreement
74 RESOLUTION NO. 25-6484

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SUSANVILLE

APPROVING THE AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT WITH R.E.Y. ENGINEERS, INC, FOR CONSTRUCTION MANAGEMENT, MATERIAL TESTING

AND INSPECTION OF THE SOUTHEAST GATEWAY PROJECT
WHEREAS, the City and Consultant entered into a Professional Services Agreement with R.E.Y. Engineers, Inc. on September 20, 2024, for Construction Management, Inspection, and Materials Testing services for the Southeast Gateway Project; and WHEREAS, the Southeast Gateway Project is a City-sponsored project located along State Route 36 (Main Street in Susanville), with the California Department of Transportation (“Caltrans”) providing project oversight; and
WHEREAS, pursuant to Article IV of the Agreement, the performance period expired on August 21, 2025; and
WHEREAS, although construction activities have been completed, additional time is required for Consultant to provide project closeout services, including coordination with Caltrans and preparation of final documentation.

NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Susanville hereby authorizes the City Manager to execute an amendment to the professional services agreement with R.E.Y. Engineers, Inc. extending the performance period to March 31, 2026.

AYES:

NOES:

ABSENT:

ABSTAIN:
_____________________________
Heidi Whitlock, City Clerk
APPROVED AS TO FORM:_____________________________
Margaret Long, City Attorney
75 AMENDMENT NO. 1 TO PROFESSIONAL SERVICES AGREEMENT
This Amendment No. 1 (“Amendment”) to the Professional Services Agreement (“Agreement”) executed and effective from ___________, 2025, is between the City of Susanville ("City"), and R.E.Y. Engineers Inc. (“Consultant”).

RECITALS
WHEREAS, the City and Consultant entered into the Professional Services Agreement dated September 20th, 2024, for Construction Management, Inspection, and Material Testing services for the Southeast Gateway Project; and
WHEREAS, the Southeast Gateway Project is a City sponsored project located on SR 36 (Main Street in Susanville) with California Department of Transportation (“Caltrans”) providing project oversight; and WHEREAS, pursuant to Article IV of the Agreement, the performance period expired on August 21, 2025; and WHEREAS, while construction activities have been completed, additional time is necessary for Consultant to provide services related to project closeout, including coordination with Caltrans and completion of final documentation;
NOW THEREFORE, in consideration of the foregoing and the mutual promises set forth below, the parties agree as follows:
1) Article IV. Performance Period. The term of the Agreement is hereby extended through March 31, 2026.
2) No Other Modification. Except as expressly modified by this Amendment, all other provisions of the Agreement shall remain in full force and effect. In the event of a conflict between this Amendment and the Agreement (including any prior amendments), the terms of this Amendment shall control.

IN WITNESS WHEREOF the parties hereto have executed this Amendment as the date herein set forth.

CITY OF SUSANVILLE: R.E.Y ENGINEERS, INC.

By: ___________________________ By: ____________________________ Dan Newton, City Manager Jeff Fisher, Principal in Charge Date: __________________ Date: ________________
Approved as to form:

By: _____________________________
Margaret E. Long, City Attorney
76 AGENDA ITEM NO. 9F
___ Action Item
Discussion Item
Information Item

Submitted By: Dan Newton, City Manager
Action Date: October 15, 2025

CITY COUNCIL AGENDA ITEM
SUBJECT: Consider Resolution No. 25-6485, approving the City’s Cross Connection Control Plan

PRESENTED BY: Dan Newton, City Manager
SUMMARY: The City is required to adopt a Cross Connection Control Plan for its water system. The State Water Resources Control Board has adopted the CrossConnection Control Policy Handbook (CCCPH), which establishes standards and principles for California's public water systems. Compliance with the CCCPH is not optional; it is a mandatory requirement for all California Public Water Systems (PWSs) as defined in California Health and Safety Code (CHSC), section 116275(h). This includes the development and implementation of a formal Cross-Connection Control Plan. Failing to adopt a plan and adhere to its provisions can result in significant penalties and enforcement actions.

A cross-connection is any actual or potential link between a potable (drinking) water system and a non-potable source. Backflow occurs when water flows in the reverse direction from its intended path, potentially drawing contaminants from the non-potable source into the public water system. These contaminants can include chemicals, bacteria, and other harmful substances, posing a significant risk to public health.

Additionally, water customers are required to be surveyed and asked to report potential cross-connections. Potential cross-connections will then be assessed and remedied as appropriate. The City’s Cross Connection Control plan includes a table with hazard assessment milestones and target dates.

Attached is a Cross Connection Control Plan for the city’s public water system. The key components of the plan are as follows:
• Operating Rules/Ordinances: Clearly defined rules and regulations with the legal authority to enforce corrective actions.
• Program Coordinator: Designation of a qualified individual responsible for overseeing the program.
• Hazard Assessments: Regular surveys to identify potential cross-connections and assess the degree of hazard.
77 • Backflow Prevention: Implementation of appropriate backflow prevention assemblies (BPAs) or air gaps (AGs) based on the hazard assessment. • Certified Testers: Ensuring that all BPAs are tested and maintained by certified professionals.
• Assembly Testing: A procedure for field testing, inspecting and maintaining all BPAs.
• Recordkeeping: A detailed system for tracking hazard assessments, BPA installations, testing, and maintenance.
• Incident Response: Procedures for investigating and responding to suspected or actual backflow incidents.
• Public Education: Informing customers about the importance of backflow prevention and their role in protecting the water supply. • Local Coordination: Coordinating with local entities.

FISCAL IMPACT: Fiscal Impact has yet to be determined. The City is required to hire a cross-connection specialist to conduct a hazard assessment and make recommendations regarding how to address cross-countries.

ACTION
REQUESTED: Motion to approve Resolution No. 25-6485 adopting the City’s Cross Connection Control Plan

ATTACHMENTS: Resolution No. 25-6485
Cross Connection Control Plan
78 RESOLUTION NO. 25-6485

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SUSANVILLE

APPROVING THE CITY CROSS CONNECTION CONTROL PLAN
WHEREAS, the State Water Resources Control Board has mandated that all California Public Water Systems (PWSs) develop and implement a Cross Connection Control Plan, as defined in California Health and Safety Code (CHSC), section 116275(h); and WHEREAS, the City of Susanville is committed to providing safe and reliable drinking water to its residents and businesses; and
WHEREAS, the City of Susanville has developed a comprehensive Cross Connection Control Plan (the "Plan") to identify and eliminate potential cross-connections within its water system; and
WHEREAS, the Plan includes key components such as operating rules/ordinances, designation of a program coordinator, hazard assessments, backflow prevention measures, certified tester requirements, assembly testing procedures, recordkeeping protocols, incident response procedures, public education initiatives, and local coordination efforts; and WHEREAS, adoption and implementation of the Plan will help ensure compliance with state regulations, protect public health, and prevent potential contamination of the City's water supply.

NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Susanville hereby approves the City of Susanville Cross Connection Control Plan, attached hereto and incorporated herein by reference.

AYES:

NOES:

ABSENT:

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

79 Public Water System Overview
Public Water System Name City of Susanville
Public Water System Number 1810001
Service Connections 3,756
General Description:

The City of Susanville operates the City of Susanville water system, serving approximately 9,000 people through 3,756 service connections. The City operates and maintains four (4) water sources and five (5) storage tanks. This Cross Connection Control Plan has been prepared to comply with the mandatory provisions of the State Water Resources Control Board Cross Connection Control Policy Handbook pursuant to California Health and Safety Code Section 116275 (h).
80 Table of Contents
I. Purpose................................................................................................................. 1 II. Scope.................................................................................................................... 1 III. Definitions ......................................................................................................... 1

1. Air-Gap Separation ............................................................................................... 1

2. Approved Backflow Prevention Assembly ................................................................ 1

3. Approved Water Supply ........................................................................................ 1

4. Auxiliary Water Supply.......................................................................................... 2

5. AWWA Standard .................................................................................................. 2

6. Backflow............................................................................................................. 2

7. Confined Space.................................................................................................... 2

8. Consumer of Record ............................................................................................. 2

9. Contamination..................................................................................................... 2

10. Pollution.......................................................................................................... 2

11. Cross-Connection ............................................................................................. 3

12. Double Check Valve Assembly ............................................................................ 3

13. Health Agency.................................................................................................. 3

14. Local Health Agency.......................................................................................... 3

15. Person ............................................................................................................ 3

16. Premises ......................................................................................................... 3

17. Public Water System ......................................................................................... 3

18. Reclaimed Water.............................................................................................. 3

19. Reduced Pressure Principle Backflow Prevention Assembly..................................... 3

20. Service Connection ........................................................................................... 4

21. Water Supplier................................................................................................. 4

22. Water User ...................................................................................................... 4

23. Program Coordinator, Manager or Administrator................................................... 4 IV. Operating Ordinances ............................................................................................ 4

1. Existing Ordinances: ........................................................................................... 4 81 2. New Construction ................................................................................................ 4

3. Existing Consumers .............................................................................................. 5 V. Authorized Cross-Connection Control (CCCP) Program Coordinator, Manager or Administrator................................................................................................................ 5 VI. Initial and On-Going Hazard Assessment ............................................................. 6

1. Initial Hazard Assessment Schedule: ....................................................................... 6

2. Initial Hazard Assessment Implementation............................................................... 6

3. Legal Authority for Property Access ........................................................................ 7

4. Legal Authority for Service Disconnection................................................................ 7

5. Historical Backflow Device Requirements................................................................. 7

6. Annual Monitoring of High-Hazard Backflow Devices................................................. 7

7. Construction Water Tank Filling Policy ..................................................................... 8

8. Natural Gas Leak Survey Integration........................................................................ 8

9. Hazard Assessment Criteria ................................................................................... 8

10. Special Consideration will be Given to the Premises of the Following Types of Water Users: 8

11. Hazard Assessment Methodologies: .................................................................... 9

12. Subsequent Hazard Assessments: ....................................................................... 9

13. Residential Customer Hazard Assessment:............................................................ 9

14. Corrective Actions for Non-Compliance:............................................................... 9 VII. Backflow Prevention .........................................................................................10

1. Basis for Termination ..........................................................................................10

2. Service Termination Procedures ...........................................................................10 VIII. Certified Backflow Prevention Assembly Testers and Certified Cross Connection Control Specialists......................................................................................................11 IX. Testing .............................................................................................................11

1. Frequency of Testing...........................................................................................11

2. Responsibility for Testing.....................................................................................11

1. Routine Testing:..............................................................................................12

2. Failure of Backflow Assembly ...........................................................................12 82 3. Enclosures.....................................................................................................12

4. Failure of Backflow Assembly or Testing and Inspection........................................12 X. Maintenance of Records.......................................................................................13

1. Assembly Records ..............................................................................................13

2. Testing Records..................................................................................................13

3. Survey Records..................................................................................................13

4. Life of Records...................................................................................................13

5. Reporting .........................................................................................................13 XI. Backflow Incident Response, Reporting and Notification.....................................13 XII. Public Outreach and Education .........................................................................14 XIII. Local Entity Coordination ..................................................................................14 XIV. Guidance: Selection and Installation of Approved Backflow Prevention Assemblies 15 1. Air Gap (AG) ......................................................................................................15

2. Reduced Pressure Principle Backflow Preventer (RP) ...............................................16

3. Double Check Valve Assembly (DCVA) ...................................................................17

4. Pressure Vacuum Breaker (PVB) ...........................................................................17

5. Spill-Resistant Vacuum Breaker (SVB) ....................................................................18

6. Atmospheric Vacuum Breaker (APV)......................................................................18

7. Hose Bibb Vacuum Breaker (Isolation)...................................................................19 XV. Guidance: Listing of Business Types and Connections Posing Significant Cross Connection Threats.....................................................................................................20

1. HIGH HAZARD CROSS-CONNECTION CONTROL PREMISES................................20

2. Listing of Plumbing Connections that Can Potentially Cause Cross- Connections . 22 83 I. Purpose
The purpose of this Cross-Connection Control Program (plan) is a single document that presents regulatory requirements and program elements for administrative reference and for operational use to remove existing and reduce potential health hazards to the public water supply due to cross-connections. It is the intent of the City of Susanville to update this Plan whenever necessary.

II. Scope
The scope of the City of Susanville Cross-Connection Control Program includes the elements necessary to demonstrate compliance with the California Code of Regulations, Cross Connection Control Policy Handbook. The scope of the program encompasses the requirement to survey the distribution system, service connections and user's premises for existing or potential cross-connection hazards to identify where backflow prevention assemblies are necessary, to ensure installation of the appropriate backflow prevention assembly where required, to ensure routine testing of all backflow prevention assemblies, to ensure repair or replacement and re-testing of all backflow prevention assemblies where required, and to maintain program records and overall program administration and to designate appropriate backflow prevention testing devices, maintain records, administrative policies.

III. Definitions
The following definitions describe those terms and phrases that are pertinent to the various elements of a cross-connection control program:

1. Air-Gap Separation
The term “air-gap separation” shall mean a physical break between the free-flowing discharge end of a potable water supply pipeline and an open or nonpressure receiving vessel. An “approved air-gap separation” shall be at least double the diameter of the supply pipe measured vertically above the overflow rim of the vessel, in no case less than 1 inch.

2. Approved Backflow Prevention Assembly
Must include isolation valves and test cocks to facilitate in-line testing and repair. The assembly must appear on a current approval list from the American Society of Sanitary Engineering (A.S.S.E.).

3. Approved Water Supply
The term “approved water supply” means any local water supply whose potability is regulated by a State or Local health agency.
84 4. Auxiliary Water Supply
The term “auxiliary water supply” means any water supply on or available to the premises other than the approved water supply as delivered by the water purveyor to the service connection.

5. AWWA Standard
The term “AWWA Standard” means an official standard developed and approved by the American Water Works Association (AWWA).

6. Backflow
The term “backflow” shall mean a flow condition, caused by a differential in pressure that causes the flow of water or other liquid, gases, mixtures, or substances into the distributing pipes of a potable supply of water from any source or sources other than an approved water supply source. Back-siphonage is one cause of backflow. Back pressure is the other cause.

7. Confined Space
Means a space that:

1. Is large enough and configured in a way that personnel can bodily enter and perform assigned work; and

2.Has limited or restricted means for entry or exit (for example, tanks vessels, silos, storage bins, hoppers, vaults, and pits are spaces that may have limited means of entry.); and

3.Is not designed for continuous personnel occupancy.

8. Consumer of Record
The consumer of record is the person, business, or owners that have applied for service from City of Susanville. This may be, but is not limited to, the tenant, landlord, resident, business, or property owner.

9. Contamination
The term “contamination” means a degradation of the quality of the potable water by any foreign substance which creates a hazard to the public health, or which may impair the usefulness or quality of the water.

10.Pollution
The term “pollution” shall mean an impairment of the quality of the water to a degree which does not create a hazard to the public health, but which does adversely and unreasonably affect the aesthetic qualities of such waters for domestic use. 85 11.Cross-Connection
The term “cross-connection” as used in this document means any unprotected actual or potential connection between a potable water system used to supply water for drinking purposes and any source or system containing unapproved water or a substance that is not or cannot be approved as safe, wholesome, and potable. Bypass arrangements, jumper connections, removable sections, swivel or changeover devices, or other devices through which backflow could occur, shall be considered cross-connections.

12.Double Check Valve Assembly
The term “double check valve assembly” means an assembly of at least two independently acting check valves including tightly closing, resilient seated, shutoff valves on each side of the check valve assembly and test cocks available for testing the water tightness of each check valve.

13.Health Agency
The term “health agency” means the State Water Resources Control Board-Division of Drinking Water, or the local health agency with respect to a small water system.

14. Local Health Agency
The term “local health agency” means the Lassen County, Department of Environmental Health Services.

15.Person
The term “person” means an individual, corporation, company, association, partnership, municipality, public utility, or other public body or institution.

16.Premises
The term “premises” means all areas on a water user’s property which are served or have the potential to be served by the public water system.

17.Public Water System
The term “public water system” means a system for the provision of piped water to the public for human consumption that has fifteen or more service connections or regularly serves 25 or more people daily for at least 60 days out of the year.

18.Reclaimed Water
The term “reclaimed water” means a wastewater which, because of treatment, is suitable for uses other than direct potable use.

19.Reduced Pressure Principle Backflow Prevention Assembly The term "reduced pressure principle backflow prevention assembly” means an assembly incorporating two or more check valves and an automatically operating 86 differential relief valve located between the two checks, a tightly closing, resilient seated, shut-off valve one on each side of the check valve assembly, and equipped with the necessary test cocks for testing.

20. Service Connection
The term “service connection” refers to the point of connection of a user’s piping to the water supplier’s facilities.

21.Water Supplier
The term “water supplier” means the person who owns or operates the approved water supply system.

22.Water User
The term “water user” means any person obtaining water from an approved water supply system.

23.Program Coordinator, Manager or Administrator
The term “Program Coordinator, Manager or Administrator” means any person designated by the City of Susanville, with the training, knowledge, and authority to administer the Cross-Connection Control Plan.

IV. Operating Ordinances

1. Existing Ordinances:

The City of Susanville formally adopted, by ordinance, the City of Susanville’s CrossConnection Control Program in 1985 with Ordinance 85-667 and updated the Cross Connection Control Program in 1995 with Ordinance number 95-805 which enforces rules and regulations in accordance with those requirements as specified in Cross Connection Control Policy Handbook, for the implementation, administration, and operation of a cross connection control program. Changes, modifications, or amendments to the ordinance or issuance of a new ordinance shall be in effect immediately upon adoption by the City Council and shall supersede the previous ordinance.

2. New Construction
Backflow prevention devices may be required on all new construction sites and all new connections to the Water System at the discretion of the City's Building Department Code Enforcement or at the discretion of the City of Susanville. The owner of the parcel will be responsible for the costs associated with acquiring, installing, maintaining, and annual certification of required backflow prevention devices. When the new service line is installed, it shall be locked off, and no service shall be provided until installation of the backflow prevention assembly is complete. The owner of the parcel must obtain 87 approval from City of Susanville for the proposed backflow prevention assembly to be installed, and City of Susanville must be provided a complete record of the manufacturer make and model. Upon installation of the backflow prevention assembly, the City of Susanville, or assigned party, shall inspect the installation. Upon successful inspection and testing, water service may be provided.

3. Existing Consumers
When it is determined by the survey of the authorized CCCP Coordinator or Manager, that an actual or potential cross-connection or backflow condition is present at a service connection the installation of an approved backflow prevention assembly commensurate with the actual or potential hazard shall be required. A series of four letters to the consumer of record shall begin outlining the results of the survey, and the actions needed to comply with the City of Susanville CCCP. The first letter shall provide information as to the type of backflow prevention assembly needed, a list of approved assemblies, a schematic of the installation, and a list of companies that do this type of work in the area. The owner of the parcel must provide City of Susanville with a complete record of the manufacturer, make, and model of the proposed backflow prevention assembly to be installed for review and approval. The remaining three letters shall be reminders sequentially leading up to possible termination of service for noncompliance.

Should an existing backflow assembly be in place that does not comply with City of Susanville installation requirements or is not commensurate with the degree of hazard found on site, the device shall be repaired or upgraded as required by the City of Susanville.

V. Authorized Cross-Connection Control (CCCP) Program
Coordinator, Manager or Administrator
The authorized CCCP Coordinator, Manager or Administrator, is the person sufficiently trained and designated by the administration of City of Susanville to administer the program in accordance with the written policies and procedures of City of Susanville and of the Cross-Connection Control Program. The Public Works Director of the City of Susanville shall be designated the CCCP Coordinator, Manager, or Administrator unless designated otherwise by resolution of the City Council. The Public Works Director may designate an individual within the Public Works Department to conduct the activities of the CCCP Coordinator, Manager, or Administrator.
88 VI. Initial and On-Going Hazard Assessment
The City of Susanville is committed to protecting the public water system from potential contamination due to backflow. In accordance with the California Cross-Connection Control Policy Handbook (CCCPH), the City has initiated an initial hazard assessment program to identify and mitigate cross-connection risks throughout its service area.

1. Initial Hazard Assessment Schedule:

MILESTONE TARGET COMPLETION
Onboard Certified Cross-Connection
Control Specialist November 2025
Develop a Non-Commercial Hazard
Assessment Survey December 2025
Distribute Non-Commercial Hazard
Assessment Survey January 2026
Perform Non-Commercial Site Visits,
Including this with Existing Backflow
Assemblies
March-June 2026
Develop Residential Hazard
Assessment Survey June 2026
Distribute Residential Hazard
Assessment Survey (with Online
Response Option)
July 2026
Review Responses and Perform Site
Visits as Necessary August-November 2026
Compile Hazard Assessment Findings
for all Properties, Noting Needed
Corrective Actions (Installation,
upgrade, and/or maintenance of
backflow assembly)
February 2027

2. Initial Hazard Assessment Implementation
• To ensure thorough and expert evaluation, the City will secure a qualified and certified cross-connection control specialist.
o The initial hazard assessment will be conducted in phases, prioritizing highhazard cross-connection premises to address the most significant risks first.

This phased approach ensures efficient resource allocation and allows for immediate mitigation of critical vulnerabilities.
89 3. Legal Authority for Property Access
• The City of Susanville Municipal Code grants the City the necessary legal authority to access properties within its service area to inspect for potential cross-connection hazards. This authority is crucial for conducting thorough on-site evaluations and identifying risks that may not be apparent through other means.

4. Legal Authority for Service Disconnection
• The City of Susanville Municipal Code also empowers the City to disconnect water service to properties where unmitigated cross-connection hazards pose an imminent threat to the public water system. This enforcement mechanism ensures that property owners take necessary corrective actions to protect the safety and integrity of the water supply.

5. Historical Backflow Device Requirements
• The City of Susanville has a long-standing history of requiring backflow prevention devices on premises identified as high-hazard cross-connections. These preventative measures demonstrate the City's commitment to protecting the water system from potential contamination.
o Historically, the following types of premises have been determined to be high-hazard cross-connections and have been required to install backflow prevention devices:
 Hospitals, Mortuaries, and Clinics
 Laboratories
 Sewage Treatment Plants
 Food and Beverage Processing Plants
 Chemical Plants Using a Water Process
 Metal Plating Industries
 Petroleum Processing or Storage Plants
 Radioactive Material Processing Plants and Nuclear Reactors  Car Washes
 Any Building or Structure Three Stories or Higher
 Other premises as specified by the certified cross-connection control specialist based on a thorough hazard assessment.

6. Annual Monitoring of High-Hazard Backflow Devices
• The City of Susanville has consistently monitored the testing of high-hazard backflow prevention devices on an annual basis. This regular monitoring ensures that these 90 devices are functioning correctly and providing the necessary protection against backflow.

7. Construction Water Tank Filling Policy
• The City has a policy in place regarding the filling of construction water tanks. All tanker trucks are subject to inspection to verify the presence of a required air gap, preventing potential contamination of the public water system during water hauling activities.

8. Natural Gas Leak Survey Integration
• The City recognizes an opportunity to leverage its existing natural gas system leak survey program to identify potential cross-connections. City natural gas technicians will be trained to identify and report potential cross-connections observed during leak surveys to the Water Division for further investigation. This integration of resources enhances the City's overall ability to detect and address cross-connection hazards.

9. Hazard Assessment Criteria
The City of Susanville will evaluate the degree of potential health hazard to the potable water distribution system that may result from conditions existing on a water user's premises. However, the City will not be responsible for the abatement of crossconnections, which may exist within a water user's premises. The hazard assessment will consider, at a minimum, the following:
• The existence of cross-connections.
• The nature of materials handled on the subject property. • The probability of backflow occurring.
• The degree of piping system complexity.
• The potential for piping system modification.

10. Special Consideration will be Given to the Premises of the Following Types of Water Users:

1. Premises where substances harmful to health are handled under pressure in a manner that could permit their entry into the potable water distribution system, including chemical or biological process waters, and water from potable water distribution system supplies that have deteriorated in sanitary quality.

2. Premises having an auxiliary water supply, unless the auxiliary water supply is accepted as an additional source by the City and is approved by the relevant health authority.

3. Premises that have internal cross-connections that are not abated to the satisfaction of the City or the relevant health authority.
91 4. Premises where cross-connections are likely to occur, and entry is restricted so that cross-connection inspections cannot be made with sufficient frequency or at sufficiently short notice to assure that cross-connections do not exist.

5. Premises having a repeated history of cross-connections being established or reestablished.

11.Hazard Assessment Methodologies:

The hazard assessments will be carried out using a combination of on-site evaluations and customer-completed surveys to gather essential information about potential hazards. All hazard assessments will be reviewed and approved by the Cross-Connection Control Program Coordinator to ensure compliance with the CCCPH and City policies.

12. Subsequent Hazard Assessments:

Following the initial hazard assessment, the City of Susanville will perform subsequent hazard assessments under the following circumstances:
• When a user's premises changes account holder, excluding single-family residences. • When a user's premises is new or is reconnected to the City water system. • When evidence exists of changes in the activities or materials on a customer's premises.
• When backflow from a customer's premises occurs.
• When the State Water Resources Control Board requests a hazard assessment of a customer's premises.
• When the City concludes that an existing hazard assessment may no longer accurately represent the degree of hazard.
• Periodically, as outlined in the CCCPH Section 3.1.4 and as determined by the City's Cross-Connection Control Program Coordinator.

13.Residential Customer Hazard Assessment:

The City of Susanville will require residential customers to complete a hazard assessment survey to identify potential risks within residential properties. Information provided by customers may result in further investigation to determine the actual degree of hazard.

14.Corrective Actions for Non-Compliance:

If a customer fails to provide the required information for a hazard assessment or does not submit a completed Customer Survey, the City of Susanville may take corrective actions to protect the public water system. These actions may include requiring the customer to install a Reduced Pressure Principle Assembly (RP) or an Air Gap (AG) for premises containment (meter protection). The customer will be responsible for all costs associated with these actions.
92 VII. Backflow Prevention

1. Basis for Termination
When the City of Susanville encounters a water use that represents a clear and immediate hazard to the potable water supply that cannot be immediately abated, the City of Susanville shall initiate the procedure for discontinuing water service.

Conditions or water uses that create a basis for water termination shall include, but are not limited to, the following items:

1.Refusal to install a required backflow prevention assembly.

2.Refusal to test a backflow prevention assembly.

3.Refusal to repair a faulty backflow prevention assembly.

4.Refusal to upgrade a backflow prevention assembly to the necessary level of protection.

5.A situation which presents an immediate health hazard to the public water system.

6.Refusal to return required cross-connection control survey form by the consumer.

2. Service Termination Procedures
For condition 1, 2, 3, or 4, outlined above, the City of Susanville shall terminate service to a consumer's premises after four (4) written notices have been sent specifying the corrective action needed and the time period in which it must be done.

The first notice is an information letter which outlines the requirements and a specific period to comply (10 days). If no response is received in the specified period, a second letter will be sent.

The second notice gives a 10-day period to comply. Also, the consumer is notified that water service will be terminated if no response is received after a specific period and that the Lassen County Health Department, and the SWRCB Division of Drinking Water will be notified.

The third (or final) notice gives the consumer an additional 5 days to comply and restates the consequences of not complying.

The fourth (or termination) notice gives the consumer another 5 days to comply and sets the actual date that service will be terminated.

For condition “5”, the City of Susanville shall take the following steps:

1.Make a reasonable effort to advise the water user of intent to terminate water service.
93 2.Attempt to contact the responsible party listed on the account by telephone and follow-up letter and notify the Lassen County Health Department, and the SWRCB-Division of Drinking Water.

3. Terminate water supply and lock service valve. The water service will remain inactive until corrective action is taken, or a backflow prevention assembly is installed and tested.

VIII. Certified Backflow Prevention Assembly Testers and Certified Cross Connection Control Specialists.

Certified Backflow Prevention Assembly Testers and Certified Cross Connection Control Specialists must possess certification from a Water Board recognized certifying organization.

The City of Susanville will review submitted backflow test reports and verify active Backflow Tester Certification, as required by Article 4 of the CCCPH, within 30 days of receipt.

The City will follow up on any deficient backflow assemblies or test reports. The City’s Cross-Connection Control Specialist may require re-testing of previously tested backflow assemblies.

IX. Testing

1. Frequency of Testing
All backflow prevention assemblies shall be tested at least annually, and immediately after installation, relocation, or repair, by an AWWA or ABA certified test person possessing certification from a Water Board recognized certifying organization.

2. Responsibility for Testing
Certified inspections and operational tests of cross-connection control devices shall be made at the time of installation and each year thereafter. The Public Works Director may require a certified inspection at more frequent intervals.

Inspections and operational tests shall be performed by California State certified testers approved by the City of Susanville and at the direction of the Public Works Director. Owners shall be provided with advance notice by the Public Works Director prior to requiring annual testing.

As per Cross Connection Control Policy Handbook, the consumer of record is responsible for the installation, testing, and maintenance of the backflow prevention assembly. 94 Reports of backflow prevention assembly testing shall be sent to the City of Susanville Public Works Director.

The City of Susanville will assume the role of installation and testing of devices, upon and through the notification process, if the consumer of record fails to do so. The City of Susanville will charge the property owner for reimbursement of said installation and testing services.

The owner of the parcel will be responsible for all costs associated with acquiring, installing, maintaining, and annual certification of required backflow prevention devices.

1. Routine Testing:

City of Susanville shall require backflow assembly testing as described in Section VII.1 & VII.2, and notify the consumer of record:

1.When annual testing is required (annually in May) or

2.When a new device is installed (new construction), or

3. If the device is in an unsafe location (i.e., confined space) and requires relocation. Then letters shall be sent requesting the consumer requiring them to do the following:

1.Complete annual testing of the device

2.Complete the required testing of the device

3.Require the consumer to have the device moved at their own expense

4. Termination of water service shall be enforced and any of the above is not completed by the consumer.
*The results will be sent to the City of Susanville CCCP Coordinator, Manager or Administrator.

2. Failure of Backflow Assembly
Should an existing assembly fail the annual test a series of letters shall be sent directing the consumer to contact an approved qualified repair person and have the assembly repaired and tested. The passing results are to be directed to City of Susanville to clear the account and avoid termination of service.

3. Enclosures
City of Susanville shall supply each affected consumer of record with a list of persons on file with City of Susanville and certified by AWWA or ABA to test backflow prevention assemblies, and the list of State of California approved backflow prevention assemblies.

4. Failure of Backflow Assembly or Testing and Inspection City of Susanville has accepted the certification and procedures of the AWWA. These procedures have been adopted from the USC Foundation for Cross- Connection 95 Control and Hydraulic Research, “Manual of Cross- Connection Control” Tenth Edition.

X. Maintenance of Records

1. Assembly Records
Records of assembly type, size, manufacturer, installation date, location, account number, consumer of record, and repair history shall be kept electronically.

2. Testing Records
Test results on all assemblies shall be kept both electronically and in hard copy form.

3. Survey Records
Survey records for all distribution facilities, service connections, user's premises, and owner's parcels shall be electronically kept and in hard copy form.

4. Life of Records
Assembly records shall be kept for the life of the assembly. Test results shall be kept for the mandatory three (3) years (as per Cross Connection Control Policy Handbook), plus 2 years per the City of Susanville policy.

5. Reporting
All reporting required by the CCCP for the City of Susanville, shall be the responsibility of the authorized Cross-Connection Control Plan (CCCP) Program Coordinator, Manager or Administrator, this includes any reports to local, state, and federal regulatory or health agencies such as:

1.Annual Report to the SWRCB-Division of Drinking Water.

2.Copies of all Termination Letters to the Lassen County Health Department.

XI. Backflow Incident Response, Reporting and Notification In the event of a confirmed or suspected backflow incident, the City of Susanville, with the support of its CCC Specialist, Public Works Director, and Operations Staff, will undertake the following actions:
a. Source Isolation: Immediately isolate the source to prevent further contamination of the water distribution system.
96 b. Contamination Assessment and Notification: Determine the extent of the contamination spread within the distribution system and provide timely and appropriate notifications to the public and relevant regulatory agencies. c. Corrective Action and Remediation: Implement corrective actions to remove the contamination from the distribution system.
d. Service Restoration: Restore water service to affected customers.

Backflow Incident Reporting
The City of Susanville will notify the State Water Resources Control Board Drinking Water Division (DDW) Drinking Water Division DDW and the local health agency of any known or suspected backflow incident within 24 hours of its determination. The City of Susanville will determine the appropriate response to the backflow incident in conjunction with DDW and promptly implement the response.

Furthermore, if directed by the DDW, the City of Susanville will submit a written incident report by the date specified by the DDW. This report will detail the backflow incident, including the affected area, the City's response actions, and measures implemented to prevent future occurrences.

XII. Public Outreach and Education
The City of Susanville will outreach customers regarding the dangers of backflow and the importance of cross-connection control. This education will be delivered through various channels, including printed materials, the City's website, and other communication methods.

Informational materials will be regularly included with customer billing statements and provided to new customers upon establishing water service.

For residential customers, educational resources will focus on identifying common crossconnection hazards found in homes and recommending appropriate backflow prevention devices or assemblies for homeowner installation.

XIII. Local Entity Coordination
Recognizing the importance of proactive hazard assessment, the City of Susanville will coordinate with local entities involved in cross-connection control and public health protection. This includes integrating cross-connection hazard assessments into the routine business inspections performed by Fire Department personnel, as well as 97 ongoing collaboration with plumbing and permitting departments, health officials, maintenance services, and other relevant public and private organizations.

XIV. Guidance: Selection and Installation of Approved Backflow Prevention Assemblies

1. Air Gap (AG)
Selection Parameters:

An air gap is a vertical, physical separation between the end of a water supply outlet and the flood-level rim of a receiving vessel. This separation must be at least twice the diameter of the water supply outlet and never less than one inch. An air gap is considered the maximum protection available against backpressure backflow or backsiphonage but is not always practical and can easily be bypassed. An air gap is measured vertically from the lowest end of the supply pipe to the flood level rim or highest possible water level of the fixture or tank into which it discharges. In general, the close separation must be twice the supply pipe inside diameter, but never less than one inch.

The proximity of walls or obstructions will necessitate the use of a larger air gap. A larger air gap will also be required if foaming materials are added to the reservoir so that foam does not back up into the supply pipe.

Advantages:
-Very safe and reliable if properly installed and maintained - Provide maximum protection due to physical separation of potable and nonpotable water - Easy to inspect
Limitations:
- Easy to bypass or defeat with funnels or hoses
- Supply pressure is lost, requiring reservoir and additional pumping equipment -Undesirable splashing may occur
-Incoming water may be exposed to airborne contaminants or lose residual chlorine
Installation Parameters:

The Air-gap separation shall be located as close as practical to the user's connection and all piping between the user's connection and the receiving tank shall be entirely visible unless otherwise approved by City of Susanville.
98 2. Reduced Pressure Principle Backflow Preventer (RP) Selection Parameters:

A Reduced Pressure Backflow Prevention Assembly may be used to isolate health hazards in place of an Air Gap. It consists of two independently acting check valves, an automatically operated pressure differential relief valve located between the two check valves, and watertight valves located at each end of the assembly, together with four properly located test cocks for testing the operation of the device. This assembly will indicate leakage through one or both check valves and the relief valve by the discharge of water from the relief valve port. During normal operation, both check valves remain closed until there is a demand for water. The differential relief valve remains closed because the inlet pressure is higher than the pressure in the intermediate zone. The second check remains open as water flows through the device. In opening and closing the check valves, the water pressure may be reduced by 4 to 20 psi depending upon the assembly design.

During back pressure conditions, pressure increases downstream of the assembly, and both check valves close to prevent backflow. If the second check valve is prevented from closing tightly, leakage back into the zone between the check valves will increase the pressure in the zone and cause the relief valve to open. Water in the zone will then be discharged.

During back-siphonage, the supply pressure drops, and the relief valve opens automatically and drains enough water from the zone to maintain pressure in the zone lower than the supply pressure. The second check valve closes to prevent downstream water from draining through the relief valve.

Advantages:
- Protects against both back pressure and back-siphonage - Can be used under constant pressure
-An RP is effective against back-pressure backflow and back-siphonage -Malfunctioning is easily indicated by discharge of water from the relief valve.

Limitations:
- Pressure loss of 6-12 psi across the assembly and must be installed above grade Installation Parameters:

A Reduced pressure principle backflow prevention assembly shall be located directly behind the meter or curb stop and shall be installed a minimum of twelve inches (12") above grade and not more than thirty-six inches (36") above grade measured from the bottom of the device and with a minimum of twelve inches (12") side clearance in a manner where the assembly is readily accessible for testing and maintenance unless otherwise approved by City of Susanville. In no case shall a cut, tee, or tap be made between the user's meter or curb stop and the backflow prevention assembly. 99 Any deviation of installation from the codes and policies shall have approval of City of Susanville prior to installation.

All backflow prevention assembly installations shall be inspected by City of Susanville to ensure compliance with the requirements of City of Susanville Building Code.

3. Double Check Valve Assembly (DCVA)
Selection Parameters:

A Double Check Valve is effective against back-pressure, backflow and back-siphonage but should be used to isolate only non-health hazards.

A Double Check Valve Assembly consists of two single independently acting check valves with watertight valves located at each end of the assembly, and four properly located test cocks for testing the water tightness of each check valve. During normal operation, both check valves remain closed until there is a demand for water. In the event of backflow, both check valves close preventing reversal of flow.

Two standard plumbing check valves in series may not be used in place of the double check valve assembly due to the necessity for testing. The Double Check Valve Assembly is an integral assembly designed specifically for back flow prevention.

Advantages:
- Protect against backflow due to both back-pressure and back-siphonage -May be used under continuous pressure
- Little pressure loss occurs across the device
Limitations:
-No external indication of failure
-May only be used in low hazard situations
Installation Parameters:

A double check valve assembly, if approval is given by City of Susanville for installation, a double check valve assembly shall be located as close as practical to the user's connection and shall be installed above grade, if possible, and in a manner where it is readily accessible for testing and maintenance unless otherwise approved by City of Susanville.

4. Pressure Vacuum Breaker (PVB)
A PVB may be used to isolate high or low hazards but is effective against back-siphonage only. This assembly is intended to be used under constant pressure conditions. It is a mechanical backflow preventer that consists of an independently acting, spring- loaded 100
check valve and an independently acting, loaded air inlet valve on the discharge side of the check valve. It includes shutoff valves at each end of the assembly and is equipped with test cocks.

The pressure vacuum breaker uses loading to actuate the atmospheric vent only when back siphonage occurs or when the line is depressurized. Two gate valves, test cocks and an additional check are also added. This assembly differs from the atmospheric vacuum breaker in that a spring has been added to the check valve.

Advantages:
- Sometimes less expensive than alternatives.

Limitations:
-Does not protect against backflow due to back-pressure. -May only be used in non-health or low hazard situations - Cannot be installed if chemicals are used.

5. Spill-Resistant Vacuum Breaker (SVB)
Spill-Resistant Vacuum Breakers are a style of pressure vacuum breakers that do not discharge water when water starts to flow through the valve. SVB’s are specifically designed for installation indoors. A floor drain or other drainage means is not required for installation.

SVB’s also have test cocks and require testing as a pressure vacuum breaker.

Designed for installation on indoor and outdoor point of use applications to protect against back-siphonage of contaminated water into the potable water supply. During start-up and operation, a separate diaphragm seals the air inlet from the water supply preventing spillage. The assembly is designed for use under constant pressure and provides protection where a potential health hazard exists.

Advantages:
-Does protect against back-siphonage.
- Can be used in non-health and low hazard situations.
- Can be installed if chemicals are used.
-Designed for indoor installation.

Limitations:
-Designed for use in on-site applications not for protection of the public water supply.

6. Atmospheric Vacuum Breaker (APV)
The device usually consists of a float which is free to travel on a shaft and seal in the uppermost position against atmosphere with a disc. Water flow lifts the float, which 101
then causes the disc to seal. When the water supply pressure drops below atmospheric pressure (14.7 psi) the disc will drop down venting the unit to atmosphere and opening the downstream piping to atmospheric pressure, thus preventing back-siphonage. The device is designed to be installed downstream of the last valve in the system and to be operated under pressure for no more than twelve hours in any twenty-four-hour period.

Advantages:
-Inexpensive
Limitations:
-Does not protect against backflow due to back-pressure. -May only be used in non-health or low hazard situations - It is a single fixture device

7. Hose Bibb Vacuum Breaker (Isolation)
Hose bibb Vacuum Breakers are not approved for health or high hazard situations but provide an inexpensive means of isolating potential back-siphonage situation caused by connections of hoses to outside spigots.

The device consists of a spring-loaded check valve that seals against an atmospheric outlet when water is flowing. When the water supply is turned off, the device vents to atmosphere, thus protecting against back-siphonage.

These assemblies are suitable only for isolation in situations where outside spigots may be used to connect hoses. Hoses pose both non-health and health threats. Health threats are introduced when water pressure is used in combination with a hose to apply fertilizers or herbicides. Hoses may also be unintentionally submerged in toxic or microbially contaminated liquids that can back-siphon under the right conditions.

Advantages:
-Inexpensive method of isolating hoses
-Isolation of hose problems resolves most customer complaints Limitations:
-Does not protect against backflow due to back pressure. -May only be used in for isolation and is not acceptable for protection against health or high hazards.
-Will fail to operate properly if there is a shut-off valve installed downstream 102
XV. Guidance: Listing of High Hazard Cross-Connection Control Premises and Plumbing Connections Posing Significant Cross Connection Threats

1. HIGH HAZARD CROSS-CONNECTION CONTROL PREMISES
The list below identifies premises that require backflow protection provided by an air gap or a reduced pressure principle backflow prevention assembly, unless noted otherwise. The list below is not intended to be all-inclusive. A PWS, State Water Board, or local health agency may require an AG, RP, or both to protect a PWS from other hazards not listed below and identified in premises through the hazard assessment completed in CCCPH Chapter 3, section 3.2.1. A PWS may reduce or increase the minimum protection required for a previously hazard-assessed user premise following a hazard reassessment as described in CCCPH Chapter 3, section 3.2.1.

1. Sewage handling facilities

2. Wastewater lift stations and pumping stations

3. Wastewater treatment processes, handling, or pumping equipment that is interconnected to a piping system connected to a PWS (+)

4. Petroleum processing or storage plants

5. Radioactive material storage, processing plants or nuclear reactors

6. Mortuaries

7. Cemeteries

8. Sites with an auxiliary water supply interconnected with PWS (+)

9. Sites with an auxiliary water supply not interconnected with PWS

10. Premises with more than one connection to the PWS (++++)

11. Recycled water (++)(+++)

12. Recycled water interconnected to piping system that contains water received from a PWS (+)

13. Graywater systems, as defined in California Water Code Section 14876, that are interconnected to a piping system that is connected to a PWS

14. Medical facilities

15. Kidney dialysis facilities

16. Dental office with water-connected equipment

17. Veterinarian facilities

18. Chemical plants

19. Laboratories

20. Biotech facilities

21. Electronics manufacture
103

22. Dry cleaner facilities

23. Industrial or commercial laundry facilities

24. Metal-plating facilities

25. Business park with a single meter serving multiple businesses

26. Marine-port facilities

27. Car wash facilities

28. Mobile home park, RV park, or campgrounds with RV hookups

29. Hotels/motels

30. Gas stations

31. Fire stations

32. Solid waste disposal facilities

33. Pet groomers

34. Agricultural premises

35. Hazard assessment access denied or restricted

36. Railroad maintenance facilities

37. Incarceration facilities (e.g. prisons)

38. Temporary connections to fire hydrants for miscellaneous uses, including construction

39. Private water distribution mains

40. Drinking water storage tank overflow connected to a sump or storm drain (+)

41. Airports
(+) Premise isolated by air gap only except as allowed through CCCPH Section

3.2.2(c)
(++) Dual-plumbed use areas established per CCR Title 22, Section 60313 through 60316.
(+++) Residences using recycled water for landscape irrigation as part of an approved dual plumbed use area established pursuant to CCR Title 22, sections 60313 through 60316 shall use, at a minimum, a DC. If the water supplier is also the supplier of the recycled water, then the recycled water supplier may obtain approval of the local public water supplier or the State Water Board, to utilize an alternative backflow protection plan that includes an annual inspection of both the recycled water and potable water systems and an annual cross-connection test of the recycled water and potable water systems pursuant to subsection 60316(a) in lieu of any BPA.
(++++) All connections must receive at least the same level of protection excluding fire protection when connected to the PWS distribution system (e.g. if one connection requires an RP then all connections must have RPs installed). 104

2. Listing of Plumbing Connections that Can Potentially Cause CrossConnections The following is a partial list of the types of fixtures that can have cross-connections and could pose a hazard to the potable water supply.

1.Agricultural mixing tanks

2.Auxiliary water supply

3.Dialysis equipment

4.Ornamental Ponds

5.Garden hoses

6. Fire Protection Systems

7. Lawn Irrigation Systems

8.Photographic developers

9.Chemical Sinks

10. Solar Water Heating Systems

11. Swimming Pools

12.Commercial Toilet Flush Valves

13.Watering Troughs

14.Water Softeners

105
AGENDA ITEM NO.12A
_X_ Action Item
_ Discussion Item
Information Item

Submitted By: Jolene Arredondo, Deputy City Manager
Action Date: October 15, 2025

CITY COUNCIL AGENDA ITEM
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.

ATTACHMENTS: None
106
AGENDA ITEM NO.13A
___ Action Item
_ Discussion Item
X Information Item

Submitted By: Heidi Whitlock, City Clerk
Action Date: October 15, 2025

CITY COUNCIL AGENDA ITEM
SUBJECT: Department Reports – City Clerk
PRESENTED BY: Heidi Whitlock, City Clerk
SUMMARY: An update will be provided to City Council regarding the activities of the Department of the City Clerk.

FISCAL IMPACT: None.

ACTION
REQUESTED: Information Only.

ATTACHMENTS: Department Report

107
City Clerk Department Update
(January 1 - September 30, 2025)

1. Department Functions Snapshot
Function
City Clerk
Human Resources
Risk Management
Responsibilities
Records management, public records requests, agenda preparation, elections, keeping up with current/future legislative actions.

Interviews, backgrounds, benefits administration, labor compliance, training, policies & procedures
Workers' compensation, Liability and other insurance claims, required training, DOT Program & DMV Pull Notice Program Administration

2. Quarterly Metrics - With Context
A. City Clerk

1. Preparation of Council Meeting Agendas - each agenda averages 60-250 pages, department coordination, CM review printing, and public posting (Qtr.1- 6, Qtr.2 -12, Qtr.3 - 14)

2. Public Records Requests - handled within statutory timelines; 10-day response requirement
(Qtr.1- 37, Qtr.2 -22, Qtr.3 - 33)

3. Records Management - Tracking, storing, and destruction of documents based on adopted records retention schedules and current laws.
(Qtr.2 - Destruction of 57 boxes)

4. Ordinances/Resolutions Processed and Code updates - includes drafting and/or formatting to meet code requirements, review, and formal adoption process. (Qtr.1- 21, Qtr.2 -32, Qtr.3 -24)
B. Human Resources

1. New Hires (Full Time)- Includes interviews, backgrounds, benefit administration /orientation, new hire paperwork, and required training & reporting. (Qtr.1- 3, Qtr.2 -2, Qtr.3 - 2)

2. New Hires (Part Time) - Includes interviews (if not returning from previous year), background testing, new hire paperwork, and required training & reporting. (Qtr.1-13, Qtr.2 -28, Qtr.3 - 2)
108

3. Employee Training Facilitated (CBT)- Covering topics such as harassment prevention, ethics, safety, and other.
(Qtr.1-22, Qtr.2 -19, Qtr.3-5)

4. Reporting Requirements for EDD (new hires), FPPC (based on Conflict-of-Interest Policy), OSHA (annual posting)
C. Risk Management

1. Worker's Compensation Claims - Includes coordination with carrier, follow-up with employee and possible IAP prior to returning to work.
(Qtr.1- 2, Qtr.2 -3, Qtr.3 - 1) (Total Claims being managed as of 9/30/25 - 11)

2. Property Claims - Damage to city property (including vehicles), includes coordination with carrier ( occasionally other party's carrier), tracking & submission of invoices, follow up with department regarding claims.
(Qtr.1- 2, Qtr.2 -1, Qtr.3 - 1)

3. Liability Claims - Includes coordination with carrier, follow-up with departments, etc. (Qtr.1- 2, Qtr.2 -2, Qtr.3 - 6)

4. Insurance Policy Renewals (2025) - Coordination with carrier(s). Includes renewal applications, possible appraisals, review of city needs, equipment and other property and possible legal requirements ( ex. Bonding).
(Qtr.1- 6, Qtr.2 -5, Qtr.3 - 0)

3. Highlights
• Hiring of Administrative Assistant who has been able to catch up on archiving of City records and assisting with new hires.
• Changing of Agenda Management Software (to Civic Plus Agenda Software). Transitioning has been fast-tracked but has been going smoothly so far. Anticipating going live the 2 nd
meeting in November.
• Successfully implemented new EAP Program through Concern offering more extensive options for our public safety members as well as our non-safety employees.

4. Department Training (Last 12 months)
City Clerk - 24 Trainings (83 hours of training)

1. Includes 4 7 hours towards CLRM (CalPELRA Labor Relations Mastery Cert - in progress)

2. Includes 20 hours at League of CA Cities - New Law and Elections Seminar

3. Includes 2 hours required DOJ training.
109

4. Includes 2 hours required Sexual Harassment Training

5. Includes 12 additional hours of training related to leadership, conflict resolution, and hiring practices.

Administrative Assistant - 9 trainings (14 hours of training) includes passing her Notary exam.

1. Includes 1 hour required sexual harassment training.

2. Includes 8 hours for Notary class & exam.

3. Includes 5 additional hours of training related to customer service and office skills.

5. Looking Ahead
• Starting to prepare for upcoming June election - Nomination paper period starts February 9, 2026 ( ordering of new election manual - December, preparation of forms, updating of candidate manual).
• Starting to prepare for 2026 record keeping, creation of annual files, etc. • Creation of Management Training Resource Guide (to include information on leave types, what to do in case of an vehicular accidents or workplace injury, disciplinary procedures, etc.)
• Continue working on Human Resources Training Program (including creation of training schedule)
110
P
aperwork:

Boxes of Records prepped or sent to shred (Bank Box Count only not record count) 0 57 0
57 Agreements/Contracts "complete" II
15 19
45 Number of CC agenda items reviewed
55 69 64
IBB
Number of Meetings/Agendas Prepared 6
12 14 32
Staff reports presented by City Clerk 2 0 0 2
Number of CC Resolutions
21 31
24 76
Number of CC Ordinances 0 0 I
Number of Resolutions Certified & Archived
95 268
67 430
Number of Ordinances Certified & Archived 0 0 I
Number of Archived CC Minutes
16 8 9 33
Plaques/ Awards/Certificates Prepared 0 0 2 2
Legal Notices Published 0 0 0 0
Subpoenas received / response prepared 0 0
Documents Notarized 0 7 8
15 Number of Liens filed with County (new lien files) 0 0 Number of Items on Tax Roll 0 0 12
12 Number of Liens released with the County 5 9 0
14 Bid Openings 0 0 0 0
Number of policies or procedures reviewing/creating/updating 0 s 6 Community Services:

Number of Public Records Requests
37 22
34 93
Number of Complaints 0 2
Risk Management/Insurance RenewalsNehicles:

Liability Claims -Opened 2 2 6
10 Liability Claims - Closed 0 2
City Property Damage Claims - Opened 0 2
City Property Claims - Closed 0 0 0 0
City Vehicle Damage Claims - Opened 0 2
City Vehicle Claims - Closed 0 0 0 0
Worker's Comp Claims - Opened 2 3 6
Worker's Comp Claims - Closed 2 5 0 7
Number of Insurance Policies Renewed 6 5 0
11 Number of items filed with the Court 0 0 0 0
111
N
o. of Vehicles/Equipment added 3 3 7
No. of Vehicles/Equipment Sold/Removed from Insurance / Titles Processed 0 0 I Safety Officer/ Auditor:

BIT Inspection 0 0 0 0
Natural Gas Audit 0 0 0 0
Human Resources:

Number of EDD Forms Reviewed/Completed 5 0 2 7
Number of Form 700's collected (in house) or emails to those who submit straight to the FPPC 30 4 3 37 Number of Verfications of Employment (VOE's) completed 2 7 5 14 Number of Interviews (panel & admin - by position not# of people interviewed) 6 9 6 21 Number of Exit Interviews 2 4
Number of IAPs 0 0
Number of PT Backgrounds Drug Testing 13 28 2
43 Number of PT/FT Backgrounds - DOJ 6 9
16 Number of DMV Pull Notices processed 10 17 22 49
Number of Random Drug Tests scheduled 3 2 I 6
Number of Backgrounds (full-time, non safety) 4 I I 6
Number of Pre-employment and paperwork meetings 31 38 6 75 Number of Full Time onboarding - paperwork, benefits & required trainings 3 2 2 7 Number of Electronic Trainings Assigned (required) to Employees/Boardmembers/Council 22 19 5
46 Number of in-person/department Trainings 2 4
Number of FMLA cases started 4 2 7
112
AGENDA ITEM NO.14A
_ _ Action Item
X_ Discussion Item
Information Item

Submitted By: Heidi Whitlock, City Clerk
Action Date: October 15, 2025

CITY COUNCIL AGENDA ITEM
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.

ATTACHMENTS: 251015.Future.Items.List
113
7/16/2025 Request for a City Master Plan
7/30/2025 Request made to install surveillance cameras at Memorial Park 8/20/2025 Request to bring back the Hiring Policy for review (Internal vs. External recruitments mentioned)
8/20/2025 Request for discussion item regarding Memorial Park area and safety items such as security cameras and lighting
8/20/2025 Request for a budget policy item to fund park improvements 9/17/2025 Bring back Policy related to special events
7/16/2024 Consider doing away with the Planning Commission Board and have the planning department handle the duties - Resolution Adopted 8/20/2025 8/6/2025 Request to bring a discussion item regarding the City's Procurement Policy - 8/20/2025
8/6/2025 Request to bring a discussion item regarding lighting at the tennis/pickleball courts - 8/20/25
9/3/2025 Request to bring back the item tabled at the 7/16/2025 meeting regarding special events within the city limits. - Done 9/17/2025 9/3/2025 Request for discussion item regarding a project to add bathrooms to Memorial Park near the Tennis/Pickleball Courts. - 9/17/2025
9/17/2025 Request made to post information related to the status of the St. Franicis for the public (posted 9/19/2025)
LAST THREE MONTHS (7/15/2025 to current)

BUSINESS FROM THE FLOOR
Council requested - FUTURE COUNCIL ITEMS
Completed List Items
114

Susanville City CouncilOctober 15, 2025

Susanville City Council
October 15, 2025