AGENDA
Regular Meeting
TULELAKE CITY COUNCIL
February 18, 2025
5:30 PM
Dial in Number: 712-432-3900 - Conference id: 419973 #
If you are unable to attend in person, join the meeting by dialing the number listed above and entering the Conference ID No.
1. Call to order the special meeting of February 18, 2025.
2. Pledge of Allegiance
3. Approval of the February 11, 2025, special meeting minutes. Discussion/Action.
4. Approval of the payments of bills. Discussion/Action.
5. Comments from the public.
This is the time set aside for citizens to address the Council on matters not on the agenda. Comments should be limited to matters within the jurisdiction of the Council. If your comment concerns an item on the agenda, please address the Council after that item is open for public comment. By law, the Council cannot discuss or act on matters that are not on the agenda. The mayor reserves the right to limit the duration of each speaker to three (3) minutes. Speakers may not give their time to others.
6. Approval of MOU between the Tulelake Library and Tulelake Early Head Start, for the purpose of establishing a partnership to host a monthly playgroup at the Library and assist in distributing flyers and information to the individuals and families served by Early Head Start. Discussion/Action. (Library Branch Manager)
7. Approval of MOU between the Tulelake Library and the Tulelake Shindig, for the purpose of establishing a partnership to offer a booth with children's activities at the Tulelake Shindig community event. Discussion/Action. (Library Branch Manager)
8. Approval of MOU between the Tulelake Library and the Tulelake Revitalization Committee, for the purpose of establishing a partnership to offer a booth with children's activities at the Tulelake Revitalization Committee's community events.
Discussion/Action. (Library Branch Manager)
9. Review and possible approval of FY22/23 Audit. Discussion/Action. (Finance Director)
10. Department Head updates. Discussion/Action.
a. Chief of Police, Tom Hoy
b. Chief Resilience Officer, Jenny Coelho
c. Interim City Hall Administrator, Aissa Martinez
d. Director of Public Works, Jose Perez
e. Finance Director, Will Sargent
COMMENTS FROM ADMIN AND STAFF:
11. Comments from City Engineer
12. Comments from City Attorney
13. Comments from City Building Inspector (Steve Sluss)
14. Comments from Library Branch Manager (Kaylee Wood)
15. Comments from Chief of Police (Tom Hoy)
16. Comments from Chief Resilience Officer (Jenny Coelho)
17. Comments from Police Officer (Jorge Ruiz)
18. Comments from Director of Public Works (Jose Perez)
19. Comments from Finance Director (Will Sargent)
20. Comments from City Treasurer (Sara Luscombe)
21. Comments from City Clerk (Aissa Martinez)
22. Comments from City Administrative Clerk (Cecilia Alvarado)
23. Comments from Council Member Henry Ebinger
24. Comments from Council Member Margie Cordonier
25. Comments from Council Member Teresa Williams
26. Comments from Council Member Bryan Hendricks
27. Comments from Council Member Tom Cordonier
28. Adjournment
Meetings convene in the Council Chambers at City Hall located at 591 Main Street, Tulelake, CA 96134.
Parties with a disability as provided by the American Disabilities Act who require special accommodations or aids to participate in a public hearing should make the request to City Hall Staff at least 48 hours prior to the meeting.
The City Attorney, Margaret Long, may appear by telephone from 2240 Court Street, Redding, CA 96001 (530) 691-0800.
The City Finance Director, Will Sargent, CPA, may appear by telephone from 125 Riverside Orive, Klamath Falls, OR 97601 (541) 882-2668
MINUTES
Special Meeting
TULELAKE CITY COUNCIL
February 11, 2025 - 5:30 PM
Mayor, Tom Cordonier called the meeting to order at 5:30PM. Mayor Pro Tem Bryan Hendricks and Council Members Henry Ebinger; Teresa Williams and Margaret Cordonier were present. Also in attendance were City Clerk, Aissa Martinez; Chief of Police, Tom Hoy; Chief Resilience Officer, Jenny Coelho; Police Officer, Jorge Ruiz; Director of Public Works, Jose Perez; City Administrative Clerk, Cecilia Alvarado and Tulelake Multi Fire Department Captain, Adam Alcorn. Those absent were City Treasurer, Sara Luscombe and Finance Director, Will Sargent.
APPROVAL OF THE JANUARY 21, 2024, REGULAR MEETING MINUTES Mayor Cordonier made a motion for the approval of the January 21, 2025, regular meeting minutes. Council Member Ebinger seconded the motion. All votes were aye. Motion carried. (Motion 25-14)
APPROVAL OF THE PAYMENTS OF BILLS
Mayor Cordonier made a motion to approve paying the bills presented. Council Member Cordonier seconded the motion. All votes were aye. Motion carried. (Motion 25-15)
COMMENTS FROM THE PUBLIC
No comments.
APPROVAL TO DO A SURPLUS SALE FOR CITY EQUIPMENT
Director of Public Works, Jose Perez, commented that he would like to have a surplus sale to get rid of some equipment in the City that is not being used. Council Member Ebinger made a motion for the approval to do a surplus sale for City equipment. Council Member Cordonier seconded the motion. All votes were aye.
Motion carried. (Motion 25-16)
APPROVAL OF QUOTE TO SERVICE CITY GENERATORS WITH PETERSON CAT Director of Public Works, Jose Perez, commented that Peterson CAT gave him a quote of $15,697.00 for two years to service four of the City generators. Mayor Cordonier made a motion for the approval of quote to service City generators with Peterson CAT. Council Member Ebinger seconded the motion. All votes were aye. Motion carried. (Motion 25-17)
LOCAL FIRE REPORT AND UPDATE OF RECENT FIRE HAZARDS AND POTENTIAL FIRE HAZARDS WITHIN THE CITY
OF TULELAKE
Tulelake Multi Fire Department Captain, Adam Alcorn, gave an update on the recent fire hazards and the potential fire hazards within the City of Tulelake. No action was taken.
APPROVAL OF CONTRACT AMENDMENT #2, TASK ORDER #11 FOR PERMANENT LOCAL HOUSING ALLOCATION (PLA) 2020 COMMITMENT TO DO PLANNING AND PRELIMINARY ENGINEERING Mayor Cordonier made a motion for the approval of Contract Amendment #2, Task Order #11 for Permanent Local Housing Allocation (PLHA) 2020 Commitment to do planning and preliminary engineering. Council Member Ebinger seconded the motion. All votes were aye. Motion carried. (Motion 25-18) APPROVAL OF CITY PLANNER'S QUOTE FOR PERMANENT LOCAL HOUSING ALLOCATION (PLA) 2020
COMMITMENT TO DO PLANNING FOR PLA SITE
Mayor Cordonier made a motion for the approval of City Planner's quote for Permanent Local Housing Allocation (PLHA) 2020 commitment to do planning for PLHA site. Council Member Cordonier seconded the motion. All Motion carried. (Motion 25-19)
APPROVAL OF RESOLUTION 25-02 "AUTHORIZING AMENDMENT OF RESOLUTION NO. 22-15 OF CITY OF
TULELAKE AUTHORIZING THE APPLICATION AND ADOPTING THE PLA PLAN FOR THE PERMANENT LOCAL HOUSING ALLOCATION PROGRAM" AMENDING AUTHORIZED SIGNERS/DESIGNEE FOR THE PLHA GRANT City Clerk, Aissa Martinez, read the title of Resolution 25-02. Mayor Cordonier made a motion for the approval of Resolution 25-02 "Authorizing Amendment of Resolution No. 22-15 of City of Tulelake authorizing the application and adopting the PLHA plan for the Permanent Local Housing Allocation Program" amending authorized signers/designee for the PHA grant. Council Member Ebinger seconded the motion. All votes were aye.
Motion carried. (Motion 25-20)
UPDATE, REVIEW AND APPROVAL OF FINAL ARCHITECTURAL SCHEMATIC FOR THE TULELAKE CULTURAL VISITOR CENTER AND APPROVAL TO START THE PHASE 2 RFP PROCESS
Chief Resilience Officer, Jenny Coelho, presented the Council with the final schematic for the Tulelake Cultural Visitor Center. She also commented that they are ready to start the phase 2 RFP process. made a motion for the approval of final architectural schematic for the Tulelake Cultural Visitor Center and to start the phase 2 RFP process. Mayor Pro Tem Hendricks seconded the motion. All votes were aye. Motion carried. (Motion 25-21)
Minutes of February 11, 2025 - Special
APPROVAL OF QUOTE FROM STACY AND DENNIS IT FOR A NEW DESKTOP COMPUTER AND MONITORS FOR THE
FRONT DESK
Chief Resilience Officer, Jenny Coelho, received a quote of $1,314.00 from Stacy and Dennis IT for a new desktop computer and monitors for the front desk. She also commented that it will be coming out of the Chief Resilience Officer budget because she took her computer into her new office. Mayor Cordonier made a motion for the approval of quote from Stacy and Dennis IT for a new desktop computer and monitors for the front desk. Council Member Ebinger seconded the motion. All votes were aye. Motion carried. (Motion 25-22) APPROVAL TO DISMISS AND FORGIVE 123 EXTRA HOURS OF USED COMP TIME BY CHIEF HOY Mayor Pro Tem Hendricks commented that the extra 123 hours of comp time used by Chief Hoy should be forgiven and dismissed because it was an accounting mistake. Mayor Cordonier made a motion for the approval to dismiss and forgive 123 extra hours of used comp time by Chief Hoy. Council Member Williams seconded the motion. All votes were aye. Motion carried. (Motion 25-23)
APPROVAL TO HIRE CHRISTIAN MARQUEZ ALCALA FOR THE FULL-TIME ASSISTANT CITY ADMIN POSITION STARTING AT $17.08 PER HOUR
Interim City Hall Administrator, Aissa Martinez, commented that there were six interviews and thought that Christian was the most qualified. Council Member Cordonier made a motion for the approval to hire Christian Marquez Alcala for the full-time Assistant City Admin position starting at $17.08 per hour.
Hendricks seconded the motion. All votes were aye. Motion carried. (Motion 25-24)
APPROVAL TO PURCHASE NEW RADAR UNIT FOR PATROL CAR
Police Officer, Jorge Ruiz, commented that Deschutes County sent a radar unit to the Police Department and will eventually charge them $1,600.00 for it. Council Member Cordonier made a motion for the approval to purchase the radar unit from Deschutes County for the patrol car. Council Member Ebinger seconded the motion. All votes were aye. Motion carried. (Motion 25-25)
APPROVAL TO CASH OUT 30 HOURS OF COMP TIME AS EXEMPT FROM TAXES Police Officer, Jorge Ruiz, commented that he would like 30 hours of his comp time paid out deciding to be nonexempt from taxes. Mayor Cordonier made a motion for the approval to cash out 30 hours of comp time as exempt from taxes. Mayor Pro Tem Hendricks seconded the motion. All votes were aye. Motion carried. (Motion 25-26)
DEPARTMENT HEAD UPDATES
Chief of Police: Tom Hoy commented that the seniors in Tulelake are in bad shape, and he has been helping them by taking them food and offering shelter. He also commented that he has someone that he would like to hire who has already gone to the academy and he will be bringing him up here to introduce to everyone. He commented that he has been helping plow driveways and has raised $3500.00 that will be going towards the K-9 fund. Finally, he stated that on April 4th there will be a K-9 Fund Dinner with the Police Department at the Tulelake Fire Department.
Chief Resilience Officer: Jenny Coelho commented that she will be having an Emergency Planning Committee Meeting on Thursday at 1:30PM and the main focus will be about all the snow that the City has gotten. She commented that they are finally finishing up with the 22/23 Audit and will bring it to the next Council meeting.
Interim City Hall Administrator: Aissa Martinez reminded everyone about the CPR training next Thursday at 8:00AM.
Director of Public Works: Jose Perez commented that his crew is doing the best they can with the little equipment they have to clean up all the snow.
Finance Director: Absent.
ADJOURNMENT
Mayor Cordonier made a motion to adjourn the meeting at 7:06PM. Council Member Ebinger seconded the motion. All votes were aye. Motion carried. (Motion 25-27) Tom Cordonier, Mayor
Attest:
Aissa Martinez, City Clerk
Minutes of February 11, 2025 - Special
City of Tulelake
Posted General Ledger Transactions - City Council Bills to Approve Bills Submitted for Approval on 02-18-2025 - API25007 for Weeks 02/05/2025-02/18/2025 Document
Name Document Number Amount Document Description Fund Code AMERICAN SANITATION, INC 39444 140.00 Portable Toilet - TS - 12/9/24-2/6/25 01 BANK OF AMERICA BUSINESS 281605 61.20 Snow Suit Alteration 05 BANK OF AMERICA BUSINESS 338183 20.45 Operating Supplies 05 BANK OF AMERICA BUSINESS 461858 5.99 Whitepages 01
BANK OF AMERICA BUSINESS 602939 83.41 Fuel - PD 01
CARD
BANK OF AMERICA BUSINESS 624001 107.64 Appriver
BANK OF AMERICA BUSINESS 752699 26.58 Work Lunch
BANK OF AMERICA BUSINESS 854164 1,033.97 Police Vest
BANK OF AMERICA BUSINESS 862310 10.00 Car Wash
CAL-ORE TELEPHONE CO. Cal-Ore 02/2025
CANON SOLUTIONS AMERICA, 6010800439 55.89 Maintenance on Copier - PD CONTINENTAL UTILITY BF10058 242.53 Postcard Utility Bills CONTINENTAL UTILITY INVC-10549 2,500.00 CBSW Annual Technical Support & ED STAUB & SONS PETROLEUM, 631.01 Propane - PD
ED STAUB & SONS PETROLEUM,
ED STAUB & SONS PETROLEUM, 335822 545.65 Fuel - PW
INTELLICHOICE, INC. DBA 1233794 1,273.08 Annual License & Support Fee for Software - 01 INTERNATIONAL ASS. OF CHIEFS 0376471 220.00 International Association of Chiefs of Police
OF POLICE
METAL MASTERS, INC 561.80 Maintenance on Heater - CH
PACIFIC POWER 41972561-009 3 02/25 745.15 470 C St
PACIFIC POWER 41972561-010 1 02/25 340.99 489 Fifth St
PAPE MACHINERY, INC. 15881474 13.23 Extension SP - PW
POWER PAC 17327-1 103.80 Steel, Chisel/Point/Breaker
PRENTICE LONG, PC 7277 242.50 Attorney Fees
SIERRA SPRINGS 24382086 020725 56.99 Sierra Springs Water STATELINE AUTO PARTS SUPPLY, 600675 8.57 Maintenance on Vehicle - PD STATELINE AUTO PARTS SUPPLY, 601341 136.19 Operating Supplies - PW STATELINE AUTO PARTS SUPPLY, 601400 34.30 Wiper Blades - PW STATELINE AUTO PARTS SUPPLY, 601973 42.89 Towstrap - PW STATELINE AUTO PARTS SUPPLY, B263125 11.38 Operating Supplies THOMAS CORDONIER TC 1/28/25 149.50 Reim. Collier Meeting - Tom C WOODHOUSE FARMING & SEED S27812 45.00 Weight Fees
WOODHOUSE FARMING & SEED S27830 30.00 Weight Fees
WOODHOUSE FARMING & SEED S27853 • 30.00 Weight Fees
WOODHOUSE FARMING & SEED S27870 30.00 Weight Fees
Total Bill Amount $10,773.50
Approved at the
Regular Meeting
Pay Dates: 02/14/2025 on February 18,
PAY PERIOD: 01/26/2025-02/08/2025 2025 Fund Account Codes:
Police Department:
(4 Employees) $6,213.45 01- General Fund
Chief Resilience Officer (1
Employee) $2,192.67 02- Enterprise Fund - Water
Public Works:
(6 Employees) $6,958.96 03- Enterprise Fund - Sewer
City Hall: (4 Employees,
including Library & Custodial) $4,212.96 04- Enterprise Fund - Garbage Page: 1
City of Tulelake
Posted General Ledger Transactions - City Council Bills to Approve Council & Elected Officials:
(7 persons) 05- Police Personnel (COPS Grant)
11- Gas Tax Fund (Streets)
Total Amount of Payroll DD'S $19,578.04 13- Local Transportation (TDA) Total Amount Submitted fo
pproval - February 18, 202: $30,351.54
Page:
MEMORANDUM OF UNDERSTANDING
Between
Tulelake Library
and
Tulelake Early Head Start
This Memorandum of Understanding (MOU) is entered into by and between Tulelake Library (hereinafter referred to as "the Library") and Tulelake Early Head Start (hereinafter referred to as "Early Head Start""), collectively referred to as "the Parties, effective as of April 1, 2025.
Purpose
The purpose of this MOU is to establish a collaborative partnership between the Library and Early Head Start to host a monthly playgroup at the Library and assist in distributing flyers and information to the individuals and families served by Early Head Start.
Scope of Services
1. Monthly Playgroup
Early Head Start agrees to assist in organizing and facilitating a playgroup at the Library once a month. The playgroup will serve children and families with educational and interactive activities to support early childhood development. • The playgroup will be held on days previously agreed upon by both parties. • Early Head Start will provide staff to lead and supervise the playgroup activities • The Library will provide a designated space for the playgroup and necessary resources, including but not limited to seating, play materials, and educational tools.
2. Distribution of Flyers and Information
Early Head Start will assist in distributing flyers, newsletters, and other relevant information about Library programs and services to families enrolled in Early Head Start. • Flyers and materials will be provided by the Library in a timely manner. • Early Head Start staff will distribute these materials at Early Head Start events, during home visits, and via other communication channels to reach families.
3. Promotion and Outreach
Both parties will work collaboratively to promote the playgroup and related services through various channels, including social media, websites, and community events. The Library and Early Head Start will share their resources to maximize attendance and community engagement.
Roles and Responsibilities
• Tulelake Library will:
• Provide the space and necessary resources for the playgroup. • Assist in promoting the playgroup and library services through flyers and social media.
• Support Early Head Start in any additional logistical needs for the playgroup. • Tulelake Early Head Start will:
families.
• Coordinate with the Library on the scheduling of the playgroup and ensure the attendance of Early Head Start families.
Term and Duration
This MOU shall remain in effect for one year from the effective date, with the possibility of renewal upon mutual agreement. Either party may terminate this MOU with 30 days written notice to the other party.
Confidentiality
Both parties agree to keep any sensitive or confidential information shared during the course of this collaboration private and not disclose it to unauthorized third parties, in compliance with applicable laws and regulations.
Amendment and Modifications
This MOU may be amended or modified by mutual written consent of both parties at any time during the term of the agreement.
Signatures
By signing below, both parties agree to the terms and conditions outlined in this MOU.
For Tulelake Library:
Name:
Title:
Signature:
Date:
For Tulelake Early Head Start:
Name:
Title:
Signature:
Date:_
MEMORANDUM OF UNDERSTANDING (MOU)
Between
Tulelake Library
451 Main Street Tulelake CA 96134
Kailee Wood - Library Manager
AND
Tulelake Shindig
Lydia Gill - Owner of Tulelake Shindig
This Memorandum of Understanding (MOU) is entered into by and between the Tulelake Library (hereinafter referred to as the "Library") and the Tulelake Shindig (hereinafter referred to as the "Shindig") for the purpose of establishing a partnership to offer a booth with children's activities at the Tulelake Shindig community event.
1. PURPOSE
The purpose of this MOU is to outline the terms and responsibilities of both parties in providing children's activities at the Tulelake Shindig event. This collaboration aims to engage local children, promote literacy, and foster community involvement.
2. SCOPE OF ACTIVITIES
The Library agrees to provide the following for the event:
• A designated booth for children's activities at the Shindig. • Age-appropriate educational and recreational activities such as story time, craft stations, games, or other library-related programs.
• Materials and staff or volunteers to facilitate the activities. • Library promotional materials such as brochures, flyers, and event calendars.
The Shindig agrees to provide the following:
• A designated space at the Shindig for the Library's booth. • Promotion of the Library's participation in the event through event announcements, social media, or other promotional materials.
3. EVENT SCHEDULE AND LOCATIONS
The Library will participate in the following event organized by the Shindig:
2025 Tulelake Shindig
4. RESPONSIBILITIES OF THE PARTIES
Tulelake Library shall:
• Provide staffing for the booth, including Library staff or trained volunteers. • Coordinate and supply all necessary materials for the activities. • Ensure that activities are conducted in a safe and enjoyable manner for all participants.
Tulelake Shindig shall:
• Provide a space for the Library booth at the event.
Ensure the booth area is safe and accessible to participants. • Promote the Library's involvement in the event.
5. DURATION OF AGREEMENT
This MOU will remain in effect for the duration of the Tulelake Shindig event, scheduled for [insert date], unless extended or amended by mutual written agreement of both parties. Either party may terminate this agreement with 30 days written notice.
6. PUBLICITY AND PROMOTION
Both parties agree to promote the activities through appropriate channels, including social media, local news outlets, and printed materials. The Library may use the Shindig's logo in promotional materials and vice versa, with prior written approval.
7. LIABILITY
Both parties agree to hold harmless the other from any claims or damages that may arise out of the activities conducted under this MOU, except where caused by the negligence or misconduct of either party.
8. SIGNATURES
By signing below, the parties acknowledge and agree to the terms and conditions outlined in this MOU.
For the Tulelake Library:
Name:
Title: _
Signature:
Date:
For the Tulelake Shindig:
Name:
Title:
Signature:
Date:
2 MEMORANDUM OF UNDERSTANDING (MOU)
Between
Tulelake Library
451 Main Street Tulelake CA 96134
Kailee Wood - Library Manager
AND
Tulelake Revitalization Committee
Angela Sutton - Committee Co-chair
Emily Hall - Committee Co-chair
This Memorandum of Understanding (MOU) is entered into by and between the Tulelake Library (hereinafter referred to as the "Library") and the Tulelake Revitalization Committee (hereinafter referred to as the "Committee") for the purpose of establishing a partnership to offer a booth with children's activities at the Committee's community events.
1. PURPOSE
The purpose of this MOU is to outline the terms and responsibilities of both parties in providing children's activities at community events organized by the Tulelake Revitalization Committee.
This collaboration aims to engage local children, promote literacy, and foster community involvement.
2. SCOPE OF ACTIVITIES
The Library agrees to provide the following for the events:
• A designated booth for children's activities.
• Age-appropriate educational and recreational activities such as story time, craft stations, games, or other library-related programs.
• Materials and staff or volunteers to facilitate the activities. • Library promotional materials such as brochures, flyers, and event calendars.
The Committee agrees to provide the following:
• A designated space at each event for the Library's booth. • Promotion of the Library's participation in the event through event announcements, social media, or other promotional materials.
3. EVENT SCHEDULE AND LOCATIONS
The Library will participate in the following events organized by the Committee:
Halloween Spooktacular
Jolly Jamboree
4. RESPONSIBILITIES OF THE PARTIES
Tulelake Library shall:
• Provide staffing for the booth, including Library staff or trained volunteers. • Coordinate and supply all necessary materials for the activities. • Ensure that activities are conducted in a safe and enjoyable manner for all participants.
Tulelake Revitalization Committee shall:
• Provide a space for the Library booth at the community events.
Ensure the booth area is safe and accessible to participants. • Promote the Library's involvement in the events.
5. DURATION OF AGREEMENT
This MOU will remain in effect from March 1,2025 to March 1,2026, unless extended or amended by mutual written agreement of both parties. Either party may terminate this agreement with 30 days written notice.
6. PUBLICITY AND PROMOTION
Both parties agree to promote the activities through appropriate channels, including social media, local news outlets, and printed materials. The Library may use the Committee's logo in promotional materials and vice versa, with prior written approval.
7. SIGNATURES
By signing below, the parties acknowledge and agree to the terms and conditions outlined in this For the Tulelake Library:
Name:
Title:
Signature:
Date:
For the Tulelake Revitalization Committee:
Name:
Title:_
Signature:
Date: