Susanville City Council

SUSANVILLE CITY COUNCIL Special Council Meeting Minutes TUESDAY, SEPTEMBER 19, 2023 – 10:00 AM Mayor McCourt called the meeting to order at 10:00a.m. Roll Call of Councilmembers Present: McCourt, Stafford, Herrera, & Brown Absent: Schuster 1. APPROVAL OF AGENDA: (Additions and/or Deletions) Moved by Stafford; seconded by Brown to approve the agenda as presented. Motion Carried: 4 - 0 Voting For: McCourt, Stafford, Herrera, Brown Voting Against: None Absent: Schuster 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. No business. 3. CLOSED SESSION: No business. 4. RETURN TO OPEN SESSION: (recess if necessary) 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: 9.A Consider Resolution No. 23-6219 authorizing repair to the pumping system at Diamond Mountain Golf Course. Consider Resolution No. 23-6220 authorizing a budget increase of $12,000 to complete the work. Dan Newton, City Administrator, provided an explanation of the item and requested the approval of Resolution No's 23-6219 and 23-6220. Mayor McCourt requested that an item be brought forward at a future meeting that would allow staff to make those decisions under a specified dollar amount, especially in case of an emergency. Mr. Newton stated that contracts are currently required to be approved by council and it is also not permitted for staff to make the determination to spend funds not currently budgeted, which is why a budget amendment is required. He added that it would require policy changes at this time. He offered that staff is currently reviewing and revising the purchasing policy. Motion to approve Resolution No. 23-6219 authorizing repair to the pumping system at the Diamond Mountain Golf Course. Approve Resolution No. 23-6220 authorizing a budget increase of $12,000 to complete the work. Moved by Brown, seconded by Herrera, to approve Resolution No. 23-6219. Motion Carried: 4 - 0

Voting For: McCourt, Stafford, Herrera, Brown Voting Against: None Absent: Schuster Moved by Brown, seconded by Herrera, to approve Resolution No. 23-6220. Motion Carried: 4 - 0 Voting For: McCourt, Stafford, Herrera, Brown Voting Against: None Absent: Schuster 23-6219.pdf 23-6220.pdf 10. CONTINUING BUSINESS: No business. 11. CITY ADMINISTRATOR REPORTS: No business. 12. FUTURE COUNCIL ITEMS: No comments. 13. ADJOURNMENT: Motion to adjourn at 10:11a.m. ___________________________ Quincy McCourt, Mayor Respectfully submitted by: ____________________________ Approved on October 4, 2023 Heidi Whitlock, City Clerk

CALL THE MEETING TO ORDER ROLL CALL 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: 4. RETURN TO OPEN SESSION: (recess if necessary) Reconvene in open session Pledge of allegiance Invocation Report any changes to agenda Report any action out of Closed Session 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 five-minute limit. 6. CONSENT CALENDAR: All matters listed under the Consent Calendar are considered to be routine by the City Council. There will be no separate discussion on these items. Any member of the public or the City Council may request removal of an item from the Consent Calendar to be considered separately. 7. PUBLIC HEARINGS: 8. COUNCIL DISCUSSION/ANNOUNCEMENTS: 9. NEW BUSINESS: 9.A Consider Resolution No. 23-6219 authorizing repair to the pumping system at Diamond Mountain Golf Course. Consider Resolution No. 23-6220 authorizing a budget increase of $12,000 to complete the work. 10. CONTINUING BUSINESS: 11. CITY ADMINISTRATOR REPORTS: 12. FUTURE COUNCIL ITEMS: CITY OF SUSANVILLE 66 N. Lassen Street • Susanville CA Quincy McCourt, Mayor Thomas Herrera, Mayor pro tem Kevin Stafford • Mendy Schuster • Russ Brown Susanville City Council Special Council Meeting • City Council Chambers Tuesday, September 19, 2023 – 10:00 AM

13. ADJOURNMENT: I, Jolene Arredondo, Assistant to the City Administrator of the city of Susanville, do hereby certify that an original of the NOTICE OF CALL OF SPECIAL MEETING, September 19, 2023 at 10:00 a.m. was delivered to each and every person set forth on the list contained herein on the 18th day of September, 2023. A copy of said Notice is attached hereto. I declare under penalty of perjury that the foregoing is true and correct. Dated at Susanville, California this 18th day of September, 2023.

CALL THE MEETING TO ORDER ROLL CALL 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: 4. RETURN TO OPEN SESSION: (recess if necessary) Reconvene in open session Pledge of allegiance Invocation Report any changes to agenda Report any action out of Closed Session 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 five-minute limit. 6. CONSENT CALENDAR: All matters listed under the Consent Calendar are considered to be routine by the City Council. There will be no separate discussion on these items. Any member of the public or the City Council may request removal of an item from the Consent Calendar to be considered separately. 7. PUBLIC HEARINGS: 8. COUNCIL DISCUSSION/ANNOUNCEMENTS: 9. NEW BUSINESS: 9.A Consider Resolution No. 23-6219 authorizing repair to the pumping system at Diamond Mountain Golf Course. Consider Resolution No. 23-6220 authorizing a budget increase of $12,000 to complete the work. 10. CONTINUING BUSINESS: 11. CITY ADMINISTRATOR REPORTS: 12. FUTURE COUNCIL ITEMS: CITY OF SUSANVILLE 66 N. Lassen Street • Susanville CA Quincy McCourt, Mayor Thomas Herrera, Mayor pro tem Russ Brown • Mendy Schuster • Kevin Stafford Susanville City Council Special Council Meeting • City Council Chambers Tuesday, September 19, 2023 – 10:00 AM 1

13. ADJOURNMENT: I, Jolene Arredondo, Assistant to the City Administrator of the city of Susanville, do hereby certify that an original of the NOTICE OF CALL OF SPECIAL MEETING, September 19, 2023 at 10:00 a.m. was delivered to each and every person set forth on the list contained herein on the 18th day of September, 2023. A copy of said Notice is attached hereto. I declare under penalty of perjury that the foregoing is true and correct. Dated at Susanville, California this 18th day of September, 2023. 2

AGENDA ITEM NO. 9.A Action Item Submitted By: Dan Newton, Administrative Services Action Date: September 19, 2023 SUBJECT: Consider Resolution No. 23-6219 authorizing repair to the pumping system at Diamond Mountain Golf Course. Consider Resolution No. 23-6220 authorizing a budget increase of $12,000 to complete the work. PRESENTED BY: Dan Newton, City Administrator SUMMARY: On Friday, September 15, 2023, a failure occurred in the variable frequency drive controller irrigation pump system at the Diamond Mountain Golf Course. This failure has rendered the pump system inoperable in auto mode. Temporary irrigation can be provided on a limited basis in manual mode. Cornerstone Environmental Contractors Inc., has serviced the system in the past. They are generally aware of the equipment, and they are the best option to repair the pumping equipment. As a public works project of less than $60,000, this work can be performed by negotiated contract. However, per the city's budget policy, a budget increase is needed to complete this repair. Staff has provided two resolutions for approval, Resolution No. 23-6219 authorizes the City Administrator to sign the agreement and complete the repairs. Resolution No. 23-6220 approves a budget increase and authorizes the Finance Director to make the necessary budget modifications to complete the work. FISCAL IMPACT: The estimated cost of the repair for the variable frequency drive is $12,000 $8,500 Cornerstone Environmental Contractors $1,500 Contingency $2,000 Sean Bite Turf and Irrigation ACTION REQUESTED: Approve Resolution No. 23-6219 authorizing repair to the pumping system at Diamond Mountain Golf Course. Approve Resolution No. 23-6220 authorizing a budget increase of $12,000 to complete the work. SUSANVILLE CITY COUNCIL AGENDA ITEM 3

ATTACHMENTS: 23-6219.pdf 23-6220.pdf 4

1 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 RESOLUTION NO. 23-6219 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SUSANVILLE AUTHORIZING CITY ADMINISTRATOR TO ENTER INTO AN AGREEMENT WITH CORNERSTONE ENVIRONMENTAL CONTRACTORS INC. AND SEAN BITLE TURF AND IRRIGATION TO REPAIR THE PUMPING SYSTEM AT DIAMOND MOUNTAIN GOLF COURSE WHEREAS, the city of Susanville owns and operates the Diamond Mountain Golf Course, and WHEREAS, The irrigation pumping system at the golf course has failed due to an electrical equipment malfunction; and WHEREAS, the estimated cost to make all necessary repairs to the pumping station is $12,000. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Susanville hereby authorizes the City Administrator to enter into a services agreement with Cornerstone Environmental Services and Sean Bitle Turf and Irrigation to repair the pumping system at the Diamond Mountain Golf Course. APPROVED:_______________________ Quincy McCourt, 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 19th day of September 2023, by the following vote: AYES: NOES: ABSENT: ABSTAIN: _____________________________ Heidi Whitlock, City Clerk APPROVED AS TO FORM:_____________________________ Margaret Long, City Attorney 5

1 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 RESOLUTION NO. 23-6220 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SUSANVILLE AUTHORIZING THE FINANCE DIRECTOR TO INCREASE THE GOLF COURSE OPERATIONS BUDGET BY $12,000 TO ACCOMMODATE FOR ELECTRICAL REPAIRS AT THE WELL PUMP STATION LOCATED AT THE DIAMOND MOUNTAIN GOLF COURSE WHEREAS, the city of Susanville owns and operates the Diamond Mountain Golf Course; and WHEREAS, an essential component of operations at the Diamond Mountain Golf Course is the well pump station that powers irrigation controls to water the golf course; and WHEREAS, a electrical failure occurred on September 15, 2023 diagnosed by city staff, Lassen Municipal Utility District staff, and golf course maintenance staff and requires an electrical part to be ordered and installed; and WHEREAS, Cornerstone Environmental Contractors, Inc. can order and install the necessary electrical parts to reinstate the operations of the well pump station; and WHEREAS, the golf course budget does not currently have capacity in the operations budget and therefore a one-time budget increase in the amount of $12,000 is required to complete and pay for repairs and diagnosis required. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Susanville hereby authorizes the increase the Diamond Mountain Golf Course budget by $12,000 to repair the well pump station and authorizes the Finance Director to modify the budget as necessary to complete the work. APPROVED:_______________________ Quincy McCourt, Mayor ATTEST:_______________________ Heidi Whitlock, City Clerk The foregoing resolution was adopted at a special meeting of the City Council of the City of Susanville, held on the 19th day of September 2023, by the following vote: AYES: NOES: ABSENT: ABSTAIN: _____________________________ Heidi Whitlock, City Clerk APPROVED AS TO FORM:_____________________________ Margaret Long, City Attorney 6