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Yreka City Council Agenda
May 6, 2025
CITY OF YREKA
Notes to Schedule of Expenditures of Federal Awards
For the Year Ended June 30, 2024
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1. REPORTING ENTITY
The accompanying Schedule of Expenditures of Federal Awards presents the activity of all federal financial assistance programs of the City of Yreka, California (City). The City’s reporting entity is defined in Note 1 to the City’s basic financial statements. All federal awards received directly from federal agencies as well as federal awards passed through other government agencies are included on the Schedule of Expenditures of Federal Awards. The information in this Schedule is presented in accordance with the requirements of Title 2 U.S. Code of Federal Regulations Part 200, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (Uniform Guidance). Because the Schedule presents only a selected portion of the operations of the City, it is not intended to and does not present the financial position, changes in net position or cash flows of the City.
2. BASIS OF ACCOUNTING
Basis of accounting refers to when revenues and expenditures or expenses are recognized in the accounts and reported in the financial statements, regardless of the measurement focus applied. The accompanying Schedule of Expenditures of Federal Awards, is presented using the modified accrual basis of accounting for grants accounted for in the governmental fund types and the accrual basis of accounting for grants accounted for in the proprietary fund types, as described in the notes to the City financial statements. Such expenditures are recognized following the cost principles contained in the Uniform Guidance, wherein certain types of expenditures are not allowed or are limited as to reimbursements. In addition, the outstanding balance of prior years’ loans that have significant continuing compliance requirements have been included in total federal expenditures.
3. INDIRECT COST RATE
The City has elected not to use the 10 percent de minimis indirect cost rate allowed under the Uniform Guidance.
4. RELATIONSHIP TO FEDERAL FINANCIAL REPORTS
The amounts reported in the accompanying Schedule of Expenditures of Federal Awards agree or can be reconciled with amounts reported in the related federal financial assistance reports.
5. RELATIONSHIP TO BASIC FINANCIAL STATEMENTS
The amounts reported in the accompanying Schedule of Expenditures of Federal Awards agree or can be reconciled with amounts reported in the City’s basic financial statements.
6. PASS-THROUGH ENTITIES’ IDENTIFYING NUMBER
When federal awards were received from a pass-through entity, the Schedule of Expenditures of Federal Awards shows, if available, the identifying number assigned by the pass-through entity. When no identifying number is shown, the City determined that no identifying number is assigned for the program or the City was unable to obtain an identifying number from the pass-through entity.
Yreka City Council Agenda
May 6, 2025
CITY OF YREKA
Notes to Schedule of Expenditures of Federal Awards
For the Year Ended June 30, 2024
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7. LOANS WITH CONTINUING COMPLIANCE REQUIREMENTS
The City participates in certain federal award programs that sponsor revolving loan programs, which are administered by the City. These programs require servicing arrangements with the City. The funds are returned to the programs upon repayment of the principal and interest. In accordance with Section 200.510 of the Uniform Guidance, the City has reported the outstanding balance of loans from previous years that have significant continuing compliance requirements as of June 30, 2023, along with the value of total outstanding and new loans made during the current year.
The programs listed below had the following aggregate, federally funded loans outstanding at June 30, 2024:
Assistance Amount Outstanding
Listing
Number Program Title July 1, 2023 June 30, 2024
14.228 Community Development Block Grants/State’s Program and Non-Entitlement Grants in Hawaii $ 310,773 $ 226,994 Total Loans Outstanding $ 310,773 $ 226,994
Yreka City Council Agenda
May 6, 2025
CITY OF YREKA
Schedule of Findings and Questioned Costs
For the Year Ended June 30, 2024
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SECTION I - SUMMARY OF AUDITOR’S RESULTS
Financial Statements Status
1. Type of auditor’s report issued Unmodified
2. Internal controls over financial reporting:
a. Material weaknesses identified? No
b. Significant deficiencies identified and not considered to be material weaknesses? Yes
3. Noncompliance material to financial statements noted? No Federal Awards
1. Internal control over major programs:
a. Material weaknesses identified? No
b. Significant deficiencies identified and not considered to be material weaknesses? No
2. Type of auditor’s report issued on compliance for major programs: Unmodified
3. Any audit findings disclosed that are required to be reported in accordance with 2 CFR Section 200.516(a)? Yes
4. Identification of major programs:
14.228 Community Development Block Grants/State’s Program and Non-Entitlement Grants in Hawaii
5. Dollar threshold used to distinguish between Type A and Type B programs? $750,000
6. Auditee qualified as a low-risk auditee under 2 CFR Section 200.520? Yes
SECTION II - FINANCIAL STATEMENT FINDINGS
Budget 2024-002
Audit Adjustments 2024-003
Filing of Project Reimbursement Claims 2024-004
SECTION III - FEDERAL AWARDS FINDINGS AND QUESTIONED COSTS
14.228 Community Development Block Grants/State’s Program and Non-Entitlement Grants in Hawaii 2024-001
Yreka City Council Agenda
May 6, 2025
CITY OF YREKA
Schedule of Findings and Questioned Costs
For the Year Ended June 30, 2024
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2024-001
Name: Community Development Block Grants/State’s Program and Non-Entitlement Grants in Hawaii
Assistance Listing Number: 14.228
Federal Grantor: U.S. Department of Housing and Urban Development Pass Through Entity: State Department of Housing and Community Development Award No.: Various
Year: 2023/2024
Compliance Requirement: Other
Criteria
Internal control over the Schedule of Expenditures of Federal Awards (SEFA) requires that the City provide accurate Federal expenditure information to the City Auditor timely.
Condition
During our test of major programs we noted that the SEFA provided by the City at the beginning of audit fieldwork contained errors in the federal expenditures. Expenditures included on the SEFA provided at the beginning of the audit were less than actual expenditures by $621,669 in the major program listed above.
Cause
The City did not reconcile the federal expenditure claims to the SEFA that was provided at the start of the audit.
Effect
Federal expenditures reported on the original SEFA provided at the beginning of fieldwork was not materially correct and expenditures were understated by approximately $621,669 in the major program listed above.
Questioned Cost
No questioned costs were identified as a result of our procedures.
Context
The condition noted above was identified during our procedures related to reconciling federal expenditures to the SEFA.
Repeat Finding
This is not a repeat finding.
Recommendation
We recommend that the City reconcile federal expenditures claimed to the City’s general ledger and SEFA.
Yreka City Council Agenda
May 6, 2025
CITY OF YREKA
Schedule of Findings and Questioned Costs
For the Year Ended June 30, 2024
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2024-001 (Continued)
Views of Responsible Officials and Planned Corrective Action Refer to separate Management’s Corrective Action Plan for views of responsible officials and management’s responses.
Yreka City Council Agenda
May 6, 2025
CITY OF YREKA
Schedule of Findings and Questioned Costs
For the Year Ended June 30, 2024
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2024-002 Audit Adjustments (Significant Deficiency)
Criteria
Governmental Auditing Standards require independent auditors to evaluate all unadjusted misstatements of the financial statements.
Condition
At the time of our audit, we noted that the financial statements as presented to us for audit contained misstatements in receivables, unavailable revenues, and accounts payable.
Cause
The City had not reconciled and adjusted all accounts in the City’s general ledger.
Effect
The financial statements as presented to us contained misstatements.
Questioned Cost
No questioned costs were identified as a result of our procedures.
Context
Not applicable.
Repeat Finding
This is a repeat finding of prior year 2023-002.
Recommendation
We recommend that the City reconcile all accounts and make the necessary adjustments prior to the start of the annual audit.
Views of Responsible Officials and Planned Corrective Action Refer to separate Management’s Corrective Action Plan for views of responsible officials and management’s responses.
Yreka City Council Agenda
May 6, 2025
CITY OF YREKA
Schedule of Findings and Questioned Costs
For the Year Ended June 30, 2024
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2024-003 Filing of Project Reimbursement Claims (Significant Deficiency) Criteria
Claims for reimbursement of expenditures on grant projects should be filed timely.
Condition
At the time of our fieldwork, we noted that three claims for reimbursement totaling $658,098 had not been submitted for reimbursement for over six months.
Cause
The City had staff turnover and was behind on preparing the reimbursement claims.
Effect
The City had not received money that was due.
Questioned Cost
No questioned costs were identified as a result of our procedures.
Context
We selected a sample of accounts receivable reimbursements.
Repeat Finding
This is a repeat finding of prior year 2023-003.
Recommendation
We recommend that all reimbursement claims for projects be filed timely with the grant agency.
Views of Responsible Officials and Planned Corrective Action Refer to separate Management’s Corrective Action Plan for views of responsible officials and management’s responses.
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May 6, 2025
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CITY OF YREKA, CALIFORNIA
Status of Prior Year Findings and Questioned Costs
And
Corrective Action Plan
For the Year Ended June 30, 2024
Compiled by: Emily Aldrich, Finance Director
City of Yreka
701 Fourth Street • Yreka, CA 96097
(530) 841-2386 • FAX (530) 842-4836
Yreka City Council Agenda
May 6, 2025
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Yreka City Council Agenda
May 6, 2025
CITY OF YREKA
Schedule of Prior Year Findings and Questioned Costs
For the Year Ended June 30, 2024
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Audit Reference
2023-001
2023-002
2023-003
Status of Prior Year Audit Recommendations
Budget
Recommendation
We recommend that the City control and monitor expenditures so that they do not exceed the approved budget. If budget revisions are required, we recommend that the City take appropriate action to amend the budget.
Status
Implemented
Audit Adjustments
Recommendation
We recommend that the City reconcile all accounts and make the necessary adjustments prior to the start of the annual audit.
Status
Not implemented
Filing of Project Reimbursement Claims
Recommendation
We recommend that all reimbursement claims for projects be filed timely with the grant agency.
Status
Not implemented
Yreka City Council Agenda
May 6, 2025
CITY OF YREKA
Management’s Corrective Action Plan
For the Year Ended June 30, 2024
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2024-001 Community Development Block Grants/State’s Program and Non-Entitlement Grants in Hawaii
We recommend that the City reconcile federal expenditures claimed to the City’s general ledger and SEFA.
Management’s Response: The Finance Department had a reclassification of program income last minute that was timely and appropriately booked, but after the SEFA schedule had been produced.
Responsible Individual: It is the Finance Director’s responsibility to ensure that all appropriate adjustments are reflected in the schedules provided.
Corrective Action Plan: The Finance Department will review all adjustments and ensure they flow through to their respective schedules.
Anticipated Completion Date: Immediately
2024-002 Audit Adjustments (Significant Deficiency)
We recommend that the City reconcile all accounts and make the necessary adjustments prior to the start of the annual audit.
Management’s Response: The Finance Department continues to train and cross-train as much as possible; many staff have been performing their duties for less than two years, which means annual items have only been seen once or twice.
Therefore, the expense accounts were not properly reconciled, although improvements were made from prior year.
Responsible Individual: It is the Finance Director’s responsibility to ensure that all accounts are reconciled and adjusted prior to the start of the audit.
Corrective Action Plan: All invoices are labeled with the year in which they are associated during the whole year, not just during the accrual period. Additionally, multiple staff members will review expense accounts to ensure compliance.
Anticipated Completion Date: Immediately
Yreka City Council Agenda
May 6, 2025
CITY OF YREKA
Management’s Corrective Action Plan
For the Year Ended June 30, 2024
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2024-003 Filing of Project Reimbursement Claims (Significant Deficiency) We recommend that all reimbursement claims for projects be filed timely with the grant agency.
Management’s Response: The City has one project manager that is handling multiple projects for the City at one time. One larger dollar value project was due to wrap up in a short period of time, so it was decided to only do one reimbursement for efficiency. The reimbursement request was made too late in the next fiscal year. Therefore, the reimbursements were not handled in a timely manner.
Responsible Individual: It is the Finance Director’s responsibility to ensure that reimbursements are made timely and at a minimum, quarterly.
Corrective Action Plan: An additional project manager has been assigned a portion of the grants; and a staff accountant has been assigned to assist the project managers with reimbursement requests. Additionally, internal policy now dictates that regardless of timing, all submissions will occur within the appropriate time period.
Anticipated Completion Date: Immediately
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To:
From:
Prepared by:
Agenda title:
Meeting date:
Discussion:
CITY OF YREKA
CITY COUNCIL AGENDA MEMORANDUM
YrekaCity Council
Jason Ledbetter, City Manager
Andrew Jared, City Attorney
Discussion/Possible Action: Appoint John Elsnab as Interim City Manager, Approve Employment Agreement
May 6, 2025
It is recommended that the City Council approve and authorize the Mayor to sign the attached Employment Agreement with John Elsnab for Interim City Manager.
Fiscal Impact:
Sufficient funds were allocated in the Fiscal Year 2024-25 Budget for the City Manager’s salary with the vacancy due to Mr. Ledbetter’s departure.
Recommendation and Requested Action:
On April 15 and 24, 2025, the City Council considered options related to appointment of an Interim City Manager during closed session pursuant to Government Code Section 54957.
Council unanimously approved bringing a contract for formal approval to appoint John Elsnab as Interim City Manager.
The attached agreement provides that Mr. Elsnab provide Interim City Manager services until a permanent City Manager is appointed. Additional options will be considered by the City Council regarding approval of a permanent City Manager in mid-summer.
Mr. Elsnab will serve as the fill-time Interim City Manager, with all authority and responsibilities of City Manager. He will not serve as Human Resources Director while serving as Interim City Manager; an internal candidate will be assigned to fill the position of Interim Human Resources Director. Mr. Elsnab will receive the same salary and benefits as Mr. Ledbetter, starting at Step 1 on the City Manager salary schedule, at $154,350.00 per year. All benefits received by Mr. Ledbetter will be carried over, including medical, dental, vison, vacation, administrative leave, and life insurance. This will result in no fiscal impact as all positions have been funded during the budget for FY25-26. Mr. Elsnab is a seasoned public sector executive and member of the City’s executive team. His extensive background with the City qualify him to serve as Interim City Manager pursuant to this Agreement. Mr.
Elsnab will commence employment on May 10, 2025 upon Mr. Ledbetter vacating his position as City Manager.
Yreka City Council Agenda
May 6, 2025
EMPLOYMENT AGREEMENT
INTERIM CITY MANAGER
This Employment Agreement (Agreement) is entered into on this 7th day of May 2025, by and between the City of Yreka, State of California, a municipal corporation, (City), and John Elsnab (Employee) collectively referred to as the “Parties”. This Agreement is effective May 10, 2025. The salary, benefits, and terms in this Agreement relate only to Employee’s service as Interim City Manager. Employee is not entitled to any salary or benefits while serving as Interim City Manager under this Agreement other than those expressed within this Agreement. Employee shall not be entitled to any salary for the position of Human Resources Director while serving under this Agreement as Interim City Manager. No salary or benefits shall be paid or shall accrue related to Employee’s position as Human Resources Director during the term of this Agreement. Upon Employee returning to his former position as Human Resources Director or taking another position with the City, the salary and benefits expressed in this Agreement shall reset to the salary and benefits associated with the former position being resumed or such new position.
1. Essential Duties
The City agrees to employ employee as Interim City Manager of the City to perform the functions and duties of City Manager as set forth in the Yreka Charter, Municipal Code, resolutions, ordinances, and/or other regulations of the City, and to perform other legally permissible and proper duties and functions as the City Council may assign from time to time.
2. At-Will Employment
This Agreement continues for an indefinite time. Unless until such time that the City Council appoints a permanent City Manager or earlier terminated as outlined in Sections 17 and 19, Employee shall serve as the full time Interim City Manager.
Employee shall appoint another employee of the City to serve in the capacity as Interim Human Resources Director while Employee serves Interim City Manager.
Employee is an at-will employee of the City and nothing in the Agreement is intended to prevent, limit, or otherwise interfere with the right of the City to terminate Employee’s employment at any time. Nothing in this Agreement prevents, limits, or otherwise interferes with the right of the employee to resign, subject only to the provisions in Section 19. At the conclusion of this assignment as Interim City Manager, and unless otherwise terminated pursuant to Sections 17 or 19, Employee shall resume his assignment as Human Resources Director upon the City hiring a permanent City Manager.
3. Salary
The salary for Interim City Manager shall be at step 1 of the following existing schedule for City Manager.
Yreka City Council Agenda
May 6, 2025
The City Manager’s salary schedule consists of five (5) steps, with the five percent (5.0%) between steps (1) through (2). The salary schedule is as follows:
Step 1 Step 2 Step 3 Step 4 Step 5
$ 154,350.00 $ 162,067.50 $ 170,170.88 $ 178,679.42 $ 187,613.39
4. Step Advancement
The Employee is not entitled to step advancement on this temporary assignment.
5. Performance Evaluation
The City Council reviews and evaluates the performance of Employee.
6. Vacation
Employee presently has served 45 months of employment with the City. Employee shall continue to accrue vacation at the rate of 4.62 hours per pay period until he has served 60 months of employment with the City. Thereafter, Employee shall accrue vacation at the rate of 6.15 hours per pay period. Employee may accrue vacation to a maximum of 240 hours. When Employee’s accrued, unused vacation reaches the vacation cap, the Employee shall not accrue additional vacation until the Employee’s vacation balance drops below the vacation cap.
7. Holidays
The City observes the following holidays: New Year’s Day, Martin Luther King Day, President’s Day, Cesar Chavez Day, Memorial Day, Independence Day, Labor Day, Veteran’s Day, Thanksgiving Day, Day after Thanksgiving Day, Christmas Eve, and Christmas Day.
When a holiday falls on a Sunday, the following Monday is observed as the holiday and when a holiday falls on a Saturday, the preceding Friday is observed as the holiday. Should December 24th fall on a Friday, December 23rd is observed as the holiday. Should December 25th fall on a Monday, December 26th is observed as the holiday.
8. Administrative Leave
Employee receives eighty (80) hours of paid administrative leave annually on the first full pay period in January. Administrative leave will be paid out upon separation. Employee may accrue a maximum of eighty (80) hours of paid administrative leave.
9. Sick Leave
Employee accrues three and sixty-nine-hundredths (3.69) hours of paid sick leave per pay period.
Yreka City Council Agenda
May 6, 2025
10. Bereavement Leave
Employee is entitled to five (5) days of bereavement leave in the event of the death of a “family member.” The City provides paid leave for the first twenty-four (24) hours; the employee may use sick leave or vacation for any additional bereavement leave. Employees who utilize bereavement leave must notify their supervisor of their intent to use it. Bereavement leave must be taken within three (3) months following the date of death of the family member. The City may request an employee seeking bereavement leave to provide documentation to support the leave. “Family member” is defined as the employee’s spouse, child, parent, parentin-law, sibling, brother/sister-in-law, grandchild, and grandparent.
11. Medical and Dental Insurance
The City contracts for Employee and their dependents, and retirees and their dependents, medical insurance benefit plans through the California Public Employees’ Retirement System (CalPERS) Public Employees Medical and Hospital Care Program (PEMHCA). Employee deductions are “pre-tax.” The City will contribute up to the following amounts towards medical benefits and cafeteria plan benefits:
Tier Medical Benefit Cafeteria Plan
Benefit
Total
Benefit
Employee only Note 1 Note 2 Note 3
Employee plus one Note 1 Note 2 Note 4
Employee plus family Note 1 Note 2 Note 5
Effective plan year 2025, the City will contribute up to the following amounts towards employee medical insurance coverage and cafeteria plan benefits:
Note 1: The Medical Benefit is equal to the PEMHCA minimum employer contribution established annually by CalPERS.
Note 2: Cafeteria Plan Benefit is equal to the difference between the Medical Benefit and the Total Benefit.
Note 3: The total benefit is equal to $819.00 plus 100% of the dental premium.
Note 4: The total benefit is equal to $1,637.00 plus 100% of the dental premium.
Note 5: The total benefit is equal to $2,128.00 plus 100% of the dental premium.
On July 6, 2025, medical benefits for Employee are anticipated to change for the City’s Unrepresented Employees Group. Upon such action by Council, Employee’s medical benefits will change to match those benefits being offered and paid by the City through such future Council action, without amendment to this Agreement.
Yreka City Council Agenda
May 6, 2025
12. Vision Insurance
The City provides Employee and their dependents the California Vision Service Plan (VSP) B. The city retains the right to self-insure at the same benefit level.
13. Life Insurance
The City provides Employee with life insurance equal to double their annual base salary and one thousand dollars ($1,000) per dependent.
14. Retirement
The employee receives 2% at 62 miscellaneous CalPERS formula (26550) with the three (3) year final average compensation period, with the following optional CalPERS retirement benefits: Military Service Credit, Sick Leave Service Credit, and 2% Retirement COLA. Employee pays one-half of the total normal cost as determined annually by CalPERS on a pre-tax basis.
15. Deferred Compensation
Subject to the terms and conditions set forth in the City’s Deferred Compensation Plan and IRS rules, Employee may participate in the City’s section 457 Deferred Compensation Plan. The City matches dollar for dollar contributed by Employee into their deferred compensation account up to the maximum City match of $2,000 per year. The City’s contribution is deposited into the employee’s 457 plan.
16. Membership and Conferences
During Employee’s tenure as Interim City Manager, The City pays dues and fees for professional and community organizations, continuing education, and conferences for his continued professional growth and advancement and/or related to the City’s business. The City will reimburse the employee for travel expenses consistent with the City’s policy.
17. Termination and Severance Pay
Employee is an at-will employee and may be terminated at any time with or without cause or prior notice. Returning Employee to his position as Human Resources Director shall not be construed as a termination and shall not entitle Employee to severance pay under this Agreement.
If the City terminates this Agreement for reasons other than cause, resulting in Employee becoming separated from City service, the City shall provide Employee with a severance payment in an amount equal to six (6) months’ base salary and six (6) months of the City’s contribution towards medical, dental, and vision insurances as of the date of termination subjection to applicable withholdings. This section is intended to comply with California Government Code section 53260 et seq. This severance payment will be made within thirty (30) calendar days of the effective date of the termination.
Yreka City Council Agenda
May 6, 2025
Any severance payment that Employee may receive from the City must be fully reimbursed to the City if Employee is subsequently convicted of a crime involving abuse of his office. This Agreement is subject to the provisions of Government Code sections 53243-53243.4 which require reimbursement to the City under circumstances stated therein.
If the City Council determines it has cause, as defined below, to terminate Employee, then the City Council must provide Employee with written notice of termination specifying the effective date of the termination. The City Council may, in its sole discretion, provide in this notice the general reasons for termination. The City is not required to provide any notice period or to pay Employee any severance pay if the council terminates this Agreement for cause. Employee will be provided an opportunity to request a meeting with the City Council, the meeting will be held within thirty (30) calendar days of Employee’s request. The meeting may be in a closed session unless Employee requests that it be in an open session. The City Council’s decision on the appeal is final.
“Cause” includes but is not limited to:
a. Violation of administrative policies and procedures; b. Abuse of office or position;
c. Theft of City property or property of another employee; d. Insubordination;
e. Conviction of a felony, or conviction of a misdemeanor relating to City Manager’s fitness to perform assigned duties;
f. Unauthorized or excessive absences from the City;
g. Failure to maintain satisfactory working relationships with other employees or the public;
h. Improper use of City funds;
i. Unauthorized use of City property;
j. Willful misconduct or malfeasance;
k. Any act of moral turpitude or dishonesty;
l. Other failure of good behavior either during or outside of employment such that City Manager’s conduct causes discredit to the City; m. Violation of the Political Reform Act or corresponding regulations; n. Violation of Government Code Section 1090.
Termination for cause will also include an agreement by the City that Employee be allowed to resign in lieu of termination.
18. Cooling Off Period
The employee may not be terminated by the City without cause during or within a period of ninety (90) days following any election when a new member of the City Council is elected. The ninety (90) day period begins on the day the newly elected Council Member(s) take the oath of office. This provision is to allow any newly Yreka City Council Agenda
May 6, 2025
elected City Council Member to observe the actions and ability of the employee in their performance of the powers and duties as the City Manager.
19. Resignation
Employee may terminate this Agreement upon thirty (30) days written notice to the Mayor. If Employee resigns or retires, or upon his death, Employee is not entitled to any severance pay as set forth in Section 17.
20. Entire Agreement
This Agreement contains the entire agreement and understanding between the parties. There are no oral understandings, terms or conditions, and neither party has relied upon any representation, express or implied, not contained in this Agreement.
21. Effect of Waiver
No waiver by a party of any provision of this Agreement is considered a waiver of any other provision or subsequent breach of the same or of any other provision, including the time for performance of any such provision. The exercise by either Party of any remedy provided in this Agreement or at law does not prevent the exercise by that party of any other remedy provided in this Agreement or at law.
22. Supersedes Prior Agreement
This Agreement supersedes any and all previous employment agreements and amendments thereto entered into by and between the City and Employee.
23. Amendment
This Agreement cannot be changed or supplemented orally. No amendment, modification, alteration, or variation in the terms of this Agreement is valid unless made in writing and signed by both parties.
24. Notices
Any notices to be given by either Party to the other shall be made in writing by personal delivery, United States Postal Service, or Federal Express/overnight mail, with postage prepaid. Notices delivered personally are deemed received as of actual receipt; mailed notices are deemed received as of one business day following the date of mailing of the notice. Mailed notices must be addressed to the respective parties as follows:
To the City: 701 Fourth Street
Yreka, CA 96097
To Employee: at their last known home address as reflected in the City’s personnel records
Yreka City Council Agenda
May 6, 2025
Any party may change their address for the purpose of this Section by giving written notice of such change to the other party.
CITY: EMPLOYEE:
By: ________________________ ________________________
, Mayor John Elsnab, Interim City Manager
Date: ________________________ Date: ________________________ ATTEST: __________________________________
Cynthia Prohaska, City Clerk
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City Hall Backup Generator
Project
To: Yreka City Council
From: Sarah Chaffee, Resilience Planner
Subject: Backup Generator for Power Resilience Project
Attachments: 1. Resolution 2025-16 of The City Council of The City of Yreka Approving The City Hall Emergency Backup Generator Project, Appropriating Funds, And Adopting A California Environmental Quality Act Exemption”
2. Generator Location – City Hall Parking Lot
3. Notice of Exemption
Summary:
The purpose of this project is to purchase and install a propane-powered backup generator at City Hall to maintain continuous delivery of essential government services during power outages and hazard events. This critical infrastructure investment will strengthen City Hall’s emergency response operations and position the facility to serve as a Resiliency Hub and a secondary Emergency Operations Center (EOC). By sustaining city operations in times of crisis, City Hall can provide a reliable public access point for information, basic city services, and protection from extreme weather conditions.
Background:
While hazard events such as wildfires, winter storms, and public safety power shutoffs cannot be prevented, the City of Yreka can take meaningful steps to prepare for and respond to these disruptions. In recent years, residents have faced increasing power outages, often coinciding with extreme weather. These conditions have created hardships for vulnerable populations and disrupted critical services. Installing a backup generator for City Hall allows the City to uphold its responsibility to serve the public during emergencies, providing access to charging stations, vital information, and a safe indoor space.
In parallel with physical infrastructure improvements, Yreka has actively built the capacity of City staff to respond effectively during emergencies. Through mandatory NIMS training, emergency preparedness exercises, and policy development, staff are equipped to serve as Disaster Service Workers. This Yreka City Council Agenda
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investment in both people and infrastructure strengthens the City’s ability to maintain critical services and protect its residents during hazard events.
The project directly supports Yreka’s broader goals to improve emergency preparedness, modernize aging infrastructure, and increase community capacity.
Project Description:
This project focuses on hardening public infrastructure to improve operational reliability and public safety during emergencies. It includes:
• Continuous operation of core government functions during utility disruptions
• Preservation of critical infrastructure and investment in modernization • Creation of a Resiliency Hub to assist the public during emergencies • Expanded emergency preparedness capacity through a backup EOC location
• Alignment with local and regional climate adaptation and resilience priorities
Project Location:
The Project Site is located in the southwest area of the City Hall parking lot. The address is 701 Fourth Street. The Proposed Project is vacant of structures and relatively flat, primarily composed of asphalt that will require excavation (Attachment 1).
The proposed project will take up approximately 350-450 cubic feet of land, 200- 300 cubic feet for the generator, and 150 cubic feet for the gas tank. All of the conduit connections will be underground. The land is identified as parcel 054-302- 060-000 by the Siskiyou County Assessor’s Map records.
For the generator and gas tank installation, we propose incorporating fencing and shrubbery to provide both security and visual integration with the surrounding landscape, including natural shading.
Surrounding Conditions and Uses:
Jackson Street Elementary School is across the street to the west and the Siskiyou County Library directly south of City Hall. The Yreka Union School District Office is directly north of the proposed site. A number of apartment buildings are across 4th street to the east.
Yreka City Council Agenda
May 6, 2025
Project Timeline:
The project is proposed to take six months to complete, with a start date of July 2025. It is anticipated that there may be a slower flow of operations when it comes to procurement of equipment due to supply chain issues.
1. Initial Planning and Coordination (January - July 2025) - Project kickoff with Yreka Public Works Team to finalize scope, timeline, and responsibilities
- Finalize installation plans for generator, propane tank, gas lines, and transfer switches
- Secure required permits and approvals
- Create Request for Proposals (RFP) and release RFP to hire an electrician and propane provider.
- PACE Engineering will provide the design of the foundation work and redirection of any underground city utilities.
- Establish Public Works staffing schedule, needed supplies, and procurement of supplies
2. Site Preparation (July - August 2025)
- Public Works crew will complete excavation, trenching, and concrete pad construction
- Coordinate utility marking and site safety protocols
- Schedule contractor installations for equipment placement
3. Equipment Installation (September 2025)
- Install 100kW propane generator and 1,000-gallon propane tank - Install dual automatic transfer switches and interconnecting electrical systems
- Complete gas line installation and connections
- Conduct preliminary equipment checks
4. Testing and Inspections (October 2025)
- Test generator functionality and automatic power transfer capabilities - Complete required electrical, gas, and safety inspections - Implement necessary corrections from inspection feedback
5. Staff Training (November 2025)
- Contractor-led training for Public Works staff on operations and maintenance
- Emergency procedures and protocols instruction
Yreka City Council Agenda
May 6, 2025
- System testing with staff participation
6. Project Completion (November-December 2025)
- Final system adjustments and optimization
- Project walkthrough with project team, city manager, and other key staff members
- Secure important documents and warranties
- Establish maintenance schedules
7. Community Outreach (December 2025)
- Press release announcing completed installation
- Social media/website updates
- Partner engagement with community members and identified vulnerable populations
Environmental Review:
The installation of the propane generator would be considered a “Project” under the California Environmental Quality Act. After reviewing the potential exemptions, the project is eligible for a Class 3 categorical exemption (“New Construction of Small Structures”), Section 15303 of the CEQA Guidelines. Projects under a Class 3 exemption consist of construction and location of limited numbers of new, small facilities or structures.
Fiscal Impact:
The backup generator project for Yreka’s City Hall represents a robust investment in operational continuity and community resilience, with minimal ongoing operational costs once implemented.
Financial Sustainability:
• The total project cost will be covered through a combination of funding sources: a $50,000 grant request from the McConnell Foundation, $5,000 already secured from the Pacific Power Foundation, and additional support from the City's General fund and Enterprise accounts. • After installation, operational expenses will be limited to routine maintenance and fuel replenishment, which will be incorporated into the City's annual operating budget.
• Once implemented, the project does not require the creation of new staffing positions or expert contractors, making it financially efficient in the long term.
Yreka City Council Agenda
May 6, 2025
Cost Savings:
• Prevent operational disruptions caused by power outages, avoid potential financial losses from delayed payroll, rescheduled meetings, and postponed permitting or licensing services.
• Eliminates the need for emergency expenditures such as temporary power solutions during outages.
Revenue Stability:
• Maintains continuity of city services that generate revenue, including permits, utility billing, and administrative operations. • Supports coordinated emergency response efforts, potentially reducing long-term recovery and disaster response costs.
Budget Considerations:
• Initial investment covers the purchase and installation of the generator, with no anticipated need for large-scale upgrades in the near term. • Maintenance and fuel costs will be planned annually and are expected to remain low and predictable.
The total project budget request is $350,000.00. The budget request would cover initial permitting and design, foundation work, equipment purchases, Public Works labor, and contractor costs.
Funding streams include:
The potential McConnell Fund: $50,000
The Pacific Power Foundation: $5,000
City of Yreka: $295,000
The use of Public Works crew is factored into the cost to the City of Yreka but are already an internal budgeted cost to the City.
Hazard Resilience Assessment:
Investing in backup power at City Hall supports the city’s hazard resilience by maintaining continuity of government operations during power outages, emergencies, and hazard events. This project reduces the community’s vulnerability by keeping essential services running and enabling City Hall to operate as a public access point for community members seeking emergency information, services, and resources. It also supports ongoing efforts to prepare city staff as Disaster Service Workers, strengthening Yreka’s emergency response Yreka City Council Agenda
May 6, 2025
capacity. By upgrading critical infrastructure, this investment lays the foundation for a more coordinated and effective response to future disasters.
Recommended Actions:
1. Consider public comment
2. Motion to Adopt Resolution 2025-16 of The City Council of The City of Yreka Approving The City Hall Emergency Backup Generator Project, Appropriating Funds, And Adopting A California Environmental Quality Act Exemption”
Yreka City Council Agenda
May 6, 2025
RESOLUTION NO. 2025-16
A RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF YREKA APPROVING THE CITY HALL EMERGENCY
BACKUP GENERATOR PROJECT, APPROPRIATING
FUNDS, AND ADOPTING A CALIFORNIA
ENVIRONMENTAL QUALITY ACT EXEMPTION
WHEREAS, the City of Yreka recognizes the critical importance of maintaining essential government services during power outages and emergency situations; and WHEREAS, the City Hall serves as a vital facility for city operations and public services, including the potential to function as a Resiliency Hub and secondary Emergency Operations Center during disasters; and
WHEREAS, recent weather events, natural disasters, and Public Safety Power Shutoff events have demonstrated the vulnerability of local infrastructure to power disruptions; and WHEREAS, the installation of a backup generator system at City Hall would ensure continuity of operations during power outages, enhancing the City's emergency response capabilities and public service delivery; and
WHEREAS, the Community Development Department, in coordination with the Public Works Department, has developed a comprehensive implementation plan for the purchase and installation of a propane-powered backup generator system at City Hall; and WHEREAS, the project includes the installation of a 100kW propane generator, 1,000-gallon propane tank, dual automatic transfer switches, and related infrastructure improvements; and WHEREAS, the project timeline extends from July 2025 through December 2025, with appropriate planning, site preparation, installation, testing, staff training, and community outreach phases; and
WHEREAS, the total estimated cost for the project does not exceed $350,000 for fiscal year 2025/2026; and
WHEREAS, the project has been determined to be categorically exempt from the California Environmental Quality Act (CEQA) pursuant to Section 15303 (Class 3 - New Construction of Small Structures) of the CEQA Guidelines;
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Yreka as follows:
Section 1. The City Council hereby approves the City Hall Emergency Backup Generator Project as described in the staff report.
Section 2. The City Council hereby appropriates an amount not to exceed $350,000 in fiscal year 2025/2026 for the purchase and installation of the propane generator system and associated improvements at City Hall property.
Yreka City Council Agenda
May 6, 2025
Section 3. The City Council hereby authorizes the City Manager or designee to execute all necessary agreements and contracts required for the implementation of the Project, provided such agreements and contracts are within the approved project budget and conform to City purchasing requirements.
Section 4. The City Council hereby adopts the California Environmental Quality Act exemption determination that the Project is categorically exempt under Section 15303 (Class 3 - New Construction of Small Structures) of the CEQA Guidelines.
Section 5. The City Council directs the Assistant City Manager to file a Notice of Exemption with the Siskiyou County Clerk in accordance with CEQA Guidelines.
Section 7. This Resolution shall take effect immediately upon its adoption.
PASSED AND ADOPTED this 6th day of May, 2025, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
___________________________
Mayor of the City of Yreka
ATTEST:
___________________________
Cyndy Prohaska, City Clerk
APPROVED AS TO FORM:
___________________________
Andrew Jard, City Attorney
Yreka City Council Agenda
May 6, 2025
Attachment 2
Generator Location – City Hall Parking Lot
Yreka City Council Agenda
May 6, 2025
Notice of Exemption Appendix E
Revised 2011
To: Office of Planning and Research
P.O. Box 3044, Room 113
Sacramento, CA 95812-3044
County Clerk
County of: __________________
___________________________
___________________________
From: (Public Agency): ____________________________
_______________________________________________
_______________________________________________
(Address)
Project Title: ____________________________________________________________________________ Project Applicant: ________________________________________________________________________ Project Location - Specific:
Project Location - City: ______________________ Project Location - County: _____________________ Description of Nature, Purpose and Beneficiaries of Project:
Name of Public Agency Approving Project: _____________________________________________________ Name of Person or Agency Carrying Out Project: ________________________________________________ Exempt Status: (check one):
Ministerial (Sec. 21080(b)(1); 15268);
Declared Emergency (Sec. 21080(b)(3); 15269(a));
Emergency Project (Sec. 21080(b)(4); 15269(b)(c));
Categorical Exemption. State type and section number: ____________________________________ Statutory Exemptions. State code number: ______________________________________________ Reasons why project is exempt:
Lead Agency
Contact Person: ____________________________ Area Code/Telephone/Extension: _______________ If filed by applicant:
1. Attach certified document of exemption finding.
2. Has a Notice of Exemption been filed by the public agency approving the project? Yes No Signature: ____________________________ Date: ______________ Title: _______________________ Signed by Lead Agency Signed by Applicant
Authority cited: Sections 21083 and 21110, Public Resources Code. Date Received for filing at OPR: _______________ Reference: Sections 21108, 21152, and 21152.1, Public Resources Code.
City of Yreka 701 4th Street Yreka, CA 96097 Siskiyou 311 4th Street Yreka, CA 96097 City Hall Backup Generator Project City of Yreka Yreka Siskiyou City of Yreka Juliana Lucchesi Class 3, Section 15303 Juliana Lucchesi 530-841-2324 Print Form The purpose of this project is to purchase and install a propane-powered backup generator at City Hall to maintain continuous delivery of essential government services during power outages and hazard events.
The project consists of the construction and connection of a single generator and improvements to the existing building to connect the generator to the electrical system. This is an allowed small structure with minor alterations to the exterior of the building and site. Yreka City Hall, 701 4th Street, Yreka, CA 96097; Assessor's Parcel Number 054-302-060-000 Yreka City Council Agenda
May 6, 2025
CITY OF YREKA
CITY COUNCIL AGENDA MEMORANDUM
To: Yreka City Council
From: Jason Ledbetter, City Manager
Prepared by: Andrew L. Jared, City Attorney
Agenda title: Appointment of Mayor and Mayor Pro Tempore Meeting date: May 6, 2025
Recommended Action:
Conduct selection of Mayor then selection of Mayor Pro Tempore pursuant to procedures adopted in Ordinance 880.
Background
Elections Code section 36801 provides that, following the declaration of election results and installation of elected officials, the City Council shall choose one Councilmember to serve as Mayor and one Councilmember to serve as Mayor Pro Tem. Under state law, the offices of Mayor and Mayor Pro Tem have no fixed terms, but serve at the pleasure of the City Council which selects them. (67 Op.Cal.Atty.Gen. 405 (1984).) At the City Council meeting held on December 17, 2024, the Council attempted to fulfill its duties under section 36801. However, after seven motions to close the nominations for the position of Mayor, there were not the 4 votes required for the 2/3rds super majority vote necessary to close nominations under Rosenberg’s Rules of Order. In light of this impasse, the Council moved to table the selection of Mayor and Mayor Pro Tem.
The matter was again taken up at the City Council meeting on January 21, 2025.
However, a motion to close nominations for appointment of Mayor again failed to obtain the required 4 votes.
A motion was then passed to bring back an ordinance to specify the process for selection of the Mayor and Mayor Pro Tem based on a simple majority to close nominations, and to table the issue of nominations until such procedure was adopted.
That ordinance was presented for first reading on March 4, 2025, and approved on second reading on March 18, 2025. The ordinance went into effect on April 18, 2025.
Discussion:
Yreka City Council Agenda
May 6, 2025
The matter of appointment of Mayor and Mayor Pro Tem is now back before the City Council to complete the requirement under Elections Code section 36801 begun on December 17, 2024.
Council adopted the following procedure for selection of office of Mayor and Mayor Pro Tem:
1. The City Council shall first selects one of its members as Mayor
2. The City Council shall then selects one of its members as Mayor Pro Tem
3. Selection of Mayor and Mayor Pro Tem shall be by a simple majority of the membership of the Council
4. The presiding officer shall conduct the process
5. Each Councilmember shall be allowed to submit nominations for consideration
6. Each Councilmember may nominate themselves
7. Each Councilmember nominate any number of candidates for consideration.
8. A former Mayor may be selected again to serve again as Mayor
9. A former Mayor Pro Tem may be selected to serve again as Mayor Pro Tem
10. A current-serving Mayor may not be appointed as Mayor Pro Tem.
11. After each member has had a reasonable opportunity to submit nominations, the presiding officer shall call for the closing of nominations
12. A motion to close nominations shall be voted on and shall require a simple majority of the Council for passage
13. The public may then comment on the nominees for the office under consideration
14. The City Clerk shall distribute ballots for tabulation of the vote for the office under consideration
15. Each Councilmember may cast only one vote per round of voting
16. The City Clerk shall collect the ballots from each Councilmember and then read aloud the name of the each Councilmember casting the ballot then the name of the candidate voted for as stated on that ballot
17. A candidate who obtains three or more votes shall be declared to hold the office under consideration
Procedures were also adopted in the event that no member received three votes on the first round of voting:
- Candidates who received two votes in the first round shall be considered in a second round of voting.
- In the event that no member receives three votes on the second round of voting, all members of the Council shall be nominated for a third round of voting.
Procedures were adopted in the event that no member received three votes in the third round of voting:
- the name of each Councilmember desiring to serve for the office under consideration shall be placed on cards
Yreka City Council Agenda
May 6, 2025
- the cards would then be put in separate sealed envelopes - a drawing would be held to determine the selection of a Councilmember to serve the office under consideration for a six month interim term. - At the end of the six month interim term, the City Clerk shall place the selection of the office on the next Regular Meeting agenda, and the Council shall consider nominations to serve the remainder of the term of office.
Conclusion
The matter of selection of Mayor and Mayor Pro Tem has returned pursuant to the request by the City Council to table selection until after adoption of procedures for selection of Mayor and Mayor Pro Tem.
Yreka City Council Agenda
May 6, 2025