Needles Municipal Code Ch. 8 Finance

Article I In General Article II Purchasing Article III Fee And Service Charge Revenue/Cost Comparison System Article IV Payment Processing And Cash Handling

Amended by Ordinance 657-AC on 12/13/22

Amended by Ordinance 658-AC on 02/28/23

HISTORY Amended by Ord. 407-AC on 10/19/1994 Amended by Ord. 446-AC on 12/8/1998 Amended by Ord. 464-AC on 11/26/2002 Amended by Ord. 480-AC on 3/28/2006 Amended by Ord. 501-AC on 3/28/2008 Amended by Ord. 517-AC on 5/25/2010 Amended by Ord. 523-AC on 2/8/2011 Amended by Ord. 524-AC on 2/22/2011 Amended by Ord. 558-AC on 5/27/2014 Amended by Ord. 565-AC on 9/23/2014 Amended by Ord. 678-AC on 12/9/2025 Amended by Ord. 681-AC on 5/12/2026 Article I In General

provisions of article 5, chapter 1, division I of the Streets and Highways Code of the state, with particular reference to the amendments made thereto by Chapter 642, Statutes of 1935, there is hereby created in the city treasury a special fund to be known as the "Special Gas Tax Street Improvement Fund."

1. For state law as to financial powers of cities generally, see Government Code Section 37200 et seq. See also Government Code Sections 43000 to 43904 and 53600 to 53921. For charter provisions as to finances generally, see Charter Section 1100 et seq. As to dog tax, see Sections 4-11, 4-12 of this Code. (As to municipal hospital fund - Ord. No. 501-AC). As to licenses, see Chapter 12. As to fees for collection of garbage and rubbish, see Sections 16-6 to 16-8. As to taxation, see Chapter 20. As to water rates and charges, see Sections 22-2 to 22-4. 2. For state law as to gas tax street improvement fund, see Streets & Highway Code Sections 180 to 207.

provisions of the Streets and Highways Code for the acquisition of real property or interest therein for, or the construction, maintenance or improvement of, streets or highways, other than state highways, shall be paid into the special gas tax street improvement fund. Sec. 8-3. Same - Use of funds All money in the special gas tax street improvement fund shall be expended exclusively for the purposes authorized by, and subject to all of the provisions of, article 5, chapter 1, division I of the Streets and Highways Code of the state. Sec. 8-

Procedure for the issuance of revenue bonds Pursuant to Section 1111 of the Charter of the city, the

procedure for the issuance of revenue bonds will be the procedure set forth in the Revenue Bond Law of 1941 (chapter 6, part 1, division 2, title 5 of the government code of the state of California beginning at section 54300, except that the provisions of section 54310 shall not apply, and "enterprise" includes any activity the city is permitted to undertake). If this procedure is inconsistent in any part with the provisions of the Charter of the city, the provisions of the Charter shall control. The election required by Section 1111 of the Charter, at which the voters will vote upon the proposition of issuing the revenue bonds may be consolidated with any other general or special election including any election called by the city.

Article II Purchasing

Article II. Purchasing 3 Sec. 8-4. Purchasing system adopted - Purpose of system A purchasing system is hereby adopted which ensures efficient and timely purchasing of supplies, services and equipment for the city. The system is designed to encourage such purchases be made at the lowest possible price, at the appropriate quality level, and with adequate financial controls, authority levels and accountabilities to discourage abuse or misuse of the system and to ensure timely payment of suppliers. Sec. 8-5. Purchasing officer The responsibility and authority for the purchases of supplies, services and equipment is hereby vested in the city manager. As the purchasing officer, the city manager shall have authority to:

(a) Purchase or contract for supplies, services and equipment required by the city in accordance with the procedures described in this article, or other rules and regulations as approved by the city council; (b) Establish administrative procedures and policies for the management and operation of the purchasing system which may include the delegation of purchasing responsibilities to other management, departments or individual employees; (c) Establish quality standards and specification procedures that will ensure the city is purchasing supplies, services and equipment that will meet or exceed the desired performance or expectations, and that such supplies, services and equipment, when received, are inspected and/or tested, as appropriate, to verify such standards and specifications have been delivered by the supplier; (d) Establish supplier selection criteria that considers the "total cost" of supplies, services and equipment, for evaluating a vendor. The criteria may include such items as warranty or guarantees, ability to service after sale, delivery schedules, estimated useful life, parts availability, repair or parts delivery guarantees, training, type of support documentation such as user's manuals, parts lists, training guides, etc.; (e) Develop supplier "partnerships" that may include single-source agreements referred to in Section 8.9(c), when approved by council, for reasonable periods of time. These arrangements shall be based upon either price, enhanced support services, supplier warehousing, guaranteed quantity purchases, technical design and support, training, or similar criteria; (f) Create written policies, documentation and forms needed for the purchasing system; (g) Obtain full and open competition wherever possible on all purchases; (h) The city manager and finance director shall certify that this purchasing chapter has been followed when submitting the warrants to council for approval.

completed through a centralized purchasing system to ensure conformity to applicable policies and procedures, accuracy of documentation and consistency with policies and procedures. Exceptions to centralized purchasing can be approved by the city manager, when the item(s) being purchased are necessary to restore a customer(s) utility service(s), or to protect the health, safety or welfare of employees or the public; or when the use of the centralized purchasing system would be detrimental to the best interests of the city. Exception to the use of the centralized purchasing system means that the city manager may authorize any city

department to purchase or contract for specified supplies, materials, equipment and services independently of the purchasing department, provided that such purchases or contracts be made in conformity with the procedures set forth in this chapter. Sec. 8-7. Encumbrance of funds Except in cases of an emergency or in cases where specific authority has been first obtained from the city council, the city manager shall not issue any purchase order for supplies, services or equipment unless there exists an unencumbered appropriation in the department budget against which such purchase is to be charged. With the exception of salaries and associated expenses and capital items the department may move appropriated funds between accounts in the same department. All departments needing additional appropriation of funds must get city council approval for an amendment to the budget. For accounting purposes, the capitalization threshold will be ten thousand dollars ($10,000.00). Sec. 8-8. Purchasing procedures

(a) Purchasing procedures shall be developed by the city manager which support the centralized purchasing system, minimize costs, avoid delays and provide adequate controls and financial accountability. The system shall use purchase orders, except for purchases which may be exempted from this requirement, such pre-approved purchase agreements; and purchases of fifteen-thousand dollars ($15,000.00) or less. Splitting or separating any purchase or project into smaller purchases or projects to avoid following the requirements in this chapter is prohibited.

(b) The dollar limits established in this Article shall apply to the original contract or purchase as well as to any amendments, modifications or change orders. Individual and cumulative amendments, modifications or change orders shall remain within the city manager's signature authority for amounts of fifteen thousand dollars ($15,000) or less. Any amendments, modifications or change orders, individually or in the aggregate, of more than fifteen thousand dollars ($15,000) shall be subject to the approval requirements applicable to the higher contract amount as provided in this Article.

(a) Preference to Local Vendors.

(1) "Local vendor" means any individual, limited liability company, partnership or corporation which regularly maintains a place of business and an inventory of merchandise or services for sale within the corporate limits of the city and holds a valid city business license. (2) The city manager may

recommend and/or approve the awarding of a purchase to local vendors for supplies, services or equipment when the purchase is being made with an informal bid, even if the local vendor's price is not the lowest. Such awards may only be made when the local vendor can provide the quality and quantity required by the purchase order specifications, and if the difference in price does not exceed five percent(5%). (3) The city council may approve the awarding of bids or contracts to a local vendor when the purchase is being made with a formal bid, even if the local vendor's price is not the lowest. Such awards may only be made, when the local vendor can provide the quality and quantity required by the purchase order specifications, and if the difference in price does not exceed five percent (5%). (4) The net return of any sales tax to the city shall be utilized as a bid evaluation factor in determining the lowest bid.

(b) Preferred Vendor.

(1) The city manager may identify a preferred vendor for supplies, services and equipment. A preferred vendor shall only be selected when the supplies, services or equipment from the vendor will either minimize spare parts inventory, eliminate equipment operation problems (such as configuration, coordination, downtime), expedite parts or equipment delivery, reduce employee

training requirements, reduce customer outages or restoration time, or add significant life to the system. (2) A preferred vendor may be selected only if the above criteria have been met, and the supply, service or equipment price does not exceed five percent (5%) of the low bid or price of like supplies, services, or equipment. Support services and replacement parts for existing systems or equipment are exempt from the five percent (5%) price requirement. (3) The council may authorize the use of a preferred vendor when the price exceeds five percent (5%) of the low bid or price, when system maintenance and/or operation demands consistency and uniformity. (4) Supplies, services and equipment being purchased from a preferred vendor shall be informally bid annually to establish the low bid or price for the five percent (5%) comparison. (5) Purchases from preferred vendors shall comply with the other applicable provisions of this Article applicable to purchases of supplies, services and equipment.

(c) Single-Source Agreements

(1) The city may enter into a "single-source" or "partner" agreement with a vendor for services, supplies and equipment, if the agreement reduces the cost of purchasing or other costs such as inventory warehousing; and/or the agreement provides additional services such as maintenance, training, engineering; and/or the agreement provides other benefits which either reduce costs or increase customer service for the city. (2) Single-source agreements may only be awarded, upon council approval, and only after a formal contract or bidding procedure has been completed. The contract and bidding procedure must include a published invitation to bid in at least one newspaper of general circulation and on the city's website. (3) Single-source agreements may be awarded for a period of no longer than three (3) years. (4) The city manager may develop and implement written purchasing procedures specific to a single-source agreement, as required by that agreement.

(d) Purchases from County, State and Federal Agencies. The city manager is authorized to procure supplies, services, equipment and motor vehicles through direct purchase from county, state or federal agencies when he or she deems it is in the best interest of the city to do so. All purchases from these agencies are exempt from the provisions of subsection (g) of this section, provided that purchases in excess of thirty thousand dollars ($30,000.00) shall require city council approval unless otherwise exempted under this Article. (e) Bidding Requirements for Public Projects.

(1) Pursuant to Charter Section 1109, purchases for public projects meaning the construction or improvement of public buildings, works, streets, drains, sewers, utilities, parks or playgrounds, or for supplies and materials of such construction or improvement shall not be completed without a formal bid and written contract, when the amount being purchased exceeds fifteen thousand dollars ($15,000.00). (2) Formal Bid Requirements for public projects.

(A) The city manager shall establish a dollar amount in the purchasing procedures of public projects, for the required use of formal bids and contracts. All purchases greater than fifteen thousand dollars ($15,000.00) for public projects shall be by formal bid, unless otherwise authorized by the city council. (B) Purchases requiring the use of formal bid and written contract shall be approved by the city council, and other appropriate review boards or commissions, prior to advertising for proposals. (C) The formal bid procedure shall include criteria for inviting bids, publication of solicitations, bidder security, bid openings, bid rejection, "tie breaker" selection, notification and award of successful bids, performance and other bond requirements, contractor license requirements, recordkeeping, etc. (D) Except as otherwise provided in this article, formal bids shall be awarded by the city council to the lowest

responsible and most responsive qualified bidder. The decision of the city council shall be final. For purposes of this chapter, "lowest responsible and most responsive qualified bidder" means that bidder which best responds in price, quality, service, fitness, or capacity to the particular requirements of the city as determined by the city council. Price alone shall not be the determining factor but shall be considered along with the other factors including, but not limited to, the ability of the bidder to deliver, availability of parts or service, prior experience with the bidder, and other factors relating to the particular needs of the city for the materials, supplies, equipment or services to be purchased.

(3) Informal Bid Requirements for public projects.

(A) The city manager shall establish a maximum dollar amount in the purchasing procedures for public projects which can be made without the use of a formal bid. The amount to be authorized in the procedures for such informal bid purchases shall not exceed fifteen thousand Dollars ($15,000.00), unless authorized by the city council. (B) Purchases that do not exceed the dollar amount, established in the purchasing procedures, may be made without solicitation of sealed proposals or bids. (C) Informal bid purchases shall be made from the low-cost contractor.

(4) Exception for the extension or development of public utilities. Projects for the extension or development of any public utility operated by the city or for the purchase of supplies or equipment for any such utility are excepted from the requirements of this Article up to the amount of one hundred thousand dollars ($100,000.00).

(f) Bidding requirements for maintenance and general services

(1) Informal Bid Requirements for maintenance and general services.

(A) The city manager shall establish a maximum dollar amount in the purchasing procedures for purchases which can be made without the use of a formal bid and/or contract. The amount to be authorized in the procedures for such informal bid purchases shall not exceed thirty thousand dollars ($30,000.00), unless authorized by the city council (B) Purchases that do not exceed the dollar amount, established in the purchasing procedures, may be made without solicitation of sealed proposals or bids. However, when such a purchase exceeds five fifteen thousand dollars ($15,000.00), it shall be made only after three written or verbal bids are obtained for the supplies, services or equipment being purchased. (C) Informal bid purchases shall be made from the low-cost vendor, unless local preference is being given, (which must be approved by the city manager), or the low-cost vendor cannot supply the quality, quantity or comply with "supplier selection criteria." (D) Informal written or verbal bids or prices for supplies, services or equipment may be used for additional purchases up to twelve months.

(2) Formal Bid Requirements for maintenance and general services.

(A) The city manager shall establish a dollar amount in the purchasing procedures, for the required use of formal bids and contracts. All purchases for maintenance and general services greater than thirty thousand dollars ($30,000.00) shall be by formal bid, unless otherwise authorized by the city council. (B) Purchases requiring the use of formal bid and contract shall

be approved by the city council, and other appropriate review boards or commissions. (C) The formal bid procedure shall include criteria for inviting bids, publication of solicitations, bidder

security, bid openings, bid rejection, "tie breaker" selection, notification and award of successful bids, performance and other bond requirements, contractor license requirements, recordkeeping, etc. (D) Except as otherwise provided in this article, formal bids shall be awarded by the city council to the lowest responsible and most responsive qualified bidder. The decision of the city council shall be final. For purposes of this chapter, "lowest responsible and most responsive qualified bidder" means that bidder which best responds in price, quality, service, fitness, or capacity to the particular requirements of the city as determined by the city council. Price alone shall not be the determining factor but shall be considered along with the other factors including, but not limited to, the ability of the bidder to deliver, availability of parts or service, prior experience with the bidder, and other factors relating to the particular needs of the city for the materials, supplies, equipment or services to be purchased.

(g) Bidding requirements for materials, supplies and equipment.

(1) Informal Bid Requirements for materials, supplies and equipment.

(A) The city manager shall establish a maximum dollar amount in the purchasing procedures for purchases of materials, supplies, and equipment that may be made without the use of a formal bid and/or contract. The amount authorized for informal bid purchases shall not exceed thirty thousand dollars ($30,000.00), unless otherwise approved by the city council. (B) Purchases that do not exceed the dollar amount established in the purchasing procedures may be made without solicitation of sealed proposals or bids. However, when such a purchase exceeds fifteen thousand dollars ($15,000.00), it shall be made only after three written or verbal bids are obtained for the materials, supplies, or equipment being purchased. (C) Informal bid purchases shall be made from the low-cost vendor, unless a local preference is authorized by the city manager, or the low-cost vendor cannot supply the required quality, quantity, or otherwise fails to meet the city's supplier selection criteria. (D) Informal written or verbal bids or prices for materials, supplies, or equipment may be relied upon for additional purchases for a period of up to twelve months, unless otherwise determined by the city manager.

(2) Formal Bid Requirements for materials, supplies and equipment.

(A) The city manager shall establish a dollar threshold in the purchasing procedures for the required use of formal bids and contracts. All purchases greater than thirty thousand dollars

($30,000.00) for materials, supplies, and equipment shall be made by formal bid, unless otherwise authorized by the city council. (B) Purchases requiring the use of formal bid and contract shall be approved by the city council, and other appropriate review boards or commissions, prior to advertising for proposals. (C) The formal bid procedure shall include criteria for inviting bids, publication of solicitations, bidder security, bid openings, bid rejection, "tie breaker" selection, notification and award of successful bids, performance and other bond requirements, contractor license requirements, recordkeeping, etc. (D) Except as otherwise provided in this article, formal bids shall be awarded by the city council to the lowest responsible and most responsive qualified bidder. The decision of the city council shall be final. For purposes of this chapter, "lowest responsible and most responsive qualified bidder" means that bidder which best responds in price, quality, service, fitness, or capacity to the particular requirements of the city as determined by the city council. Price alone shall not be the determining factor but shall be considered along with the other factors including, but not

limited to, the ability of the bidder to deliver, availability of parts or service, prior experience with the bidder, and other factors relating to the particular needs of the city for the materials, supplies, equipment or services to be purchased.

(h) Emergency Purchases. The purchase of emergency supplies and/or equipment may be exempted from the requirements of chapter 8, article 2, including the requirement for formal or informal bid process, if the city manager determines that an emergency exists such that the purchase of such supplies and/or equipment must be made immediately to prevent or remedy a disruption of service, damage to the utility systems or other property, or injury to personnel or other persons. In such emergency situations, the city manager is authorized to purchase supplies and/or equipment in an amount not to exceed one hundred thousand dollars ($100,000.00) without prior council approval. The city manager shall immediately notify each member of the city council of the intent to make any emergency purchase. For purchases in excess of twenty-five thousand dollars ($25,000.00), the city manager shall wait, if feasible, to make the emergency purchase until forty-eight hours after notification of the city council members to allow the city council the opportunity to call a special meeting to consider the purchase. In any case, the city manager shall report all emergency purchases at the next meeting of the city council.

(i) Exceptions to Bid Policy. Bidding shall not be required under the following conditions:

(1) When the amount of the purchase is not more than fifteen thousand dollars ($15,000.00); (2) When deemed to be of urgent necessity for the preservation of life, health or property; (3) When the purchase can be obtained from only one vendor and no equivalents or alternatives exist; (4) When the city council deems specific purchases as specialized and require specific technical knowledge or licenses, certification or other similar accreditation to complete the purchase; (5) When the council approves services for consulting or other similar support services and the award is based on professional qualification, experience or other such criteria; (6) When purchases are being made through the state's cooperative purchasing program; (7) When item(s) are purchased for resale; (8) When item(s) fall under the demand order system (9) Pursuant to section 1109 of the Charter, projects for the extension or development of any public utility operated by the City or for the purchase of supplies or equipment for any such utility may be excepted from the requirements of the purchasing procedures adopted by the City, provided the City Council so determines by at least five affirmative votes.

j) Demand Order System. The purpose of the demand order system is to accommodate those expenditures that are not amenable to the city's purchase order system, such as subscriptions, membership dues, conference/seminar registrations, travel expenses, books, and similar expenditures where payment is required to accompany the order. In addition, the demand system may be used to request payment for purchases of supplies or services of fifteen thousand dollars ($15,000.00) or less for which the vendor does not require a purchase order.

(a) All departments and agencies shall submit to the city manager, upon request, reports listing all supplies and equipment which are no longer used or which have become obsolete or worn out. The city manager shall have authority to exchange or trade in these items for new supplies and equipment. (b) The city manager, with permission of the city council, may authorize the sale of any supplies or equipment which are no longer usable or which have become obsolete or worn out, to the public by sale either through public auction, or through a surplus sales site accessible to the public. (c) Surplus Sale Site. The city manager may sell excess or obsolete supplies and equipment at a surplus sale site(s)

accessible to the public, if it is determined that such a sale may generate a better revenue for the city than an auction. The city manager, with permission of the city council, may designate all supplies and equipment of a general category or type be sold at such sales sites. Prices shall be established by the city manager and will reflect approximate resale market value of the item, without discouraging purchase. Discounts to large quantity purchasers may be given by the city manager, if such discounts would be available to the purchaser in a retail/wholesale market environment. (d) Public Auction. The city manager may auction the supplies and equipment either through written or active competitive bid sale. Any individual, association or entity may bid at such a sale, including employees of the city. Notice of public sale shall be published in a newspaper having general circulation in the city at least thirty days, but not more than sixty days prior to the sale. The notice of public sale shall include the date of the sale, location of the sale and any bidder security requirements.

(1) Active Competitive Bid. The supplies and equipment shall be sold by an auctioneer selected by the city manager. The cost of an auctioneer, if any, shall be paid from the proceeds of the auction. The supplies or equipment shall be sold on the date of the sale to the person, association or entity submitting the highest bid. The highest bidder shall pay for the item at the completion of the bidding, or may deposit ten percent (10%) of the bid and make arrangements for payment of the balance at the time of pick up, if such deposit is approved by the city manager. All items purchased must be removed from the sale premises upon the published removal date. If the highest bidder fails to fulfill his bid, or fails to pick up the items purchased upon the removal date, then the next highest bidder, with permission of the city manager, shall have the option of purchasing the supplies or equipment for the amount of his bid. If the next highest bidder does not desire to purchase the items, then the supplies and equipment may be disposed of as scrap, salvage or other, with permission of the city manager. If bidder security has been required, the city manager shall retain such security from the highest bidder upon default. All other bidders' security deposits shall be returned.

(2) Written Competitive Bid. The supplies or equipment shall be sold on the date of the sale to the person, association or entity submitting the highest written bid. A written notice of award shall be given to the highest bidder within ten days from the date of the sale. If the highest bidder fails to fulfill his bid within ten days from the date of mailing of the notice of award, then the next highest bidder, with the permission of the city manager, shall have the option of purchasing the supplies or equipment for the amount of this submitted bid. If bidder security has been required, the city manager shall retain such security from the highest bidder upon default. All other bidders' security deposit shall be returned. All items purchased must be removed from the sale premises upon the published removal date. If the highest bidder fails to pick up the items purchased upon the removal date, then the next highest bidder, with permission of the city manager, shall have the option of purchasing the supplies or equipment for the amount of his bid. If the next highest bidder does not desire to purchase the items, then the supplies and equipment may be disposed of as scrap, salvage or other, with permission of the city manager. If bidder security has been required, the city manager shall retain such security from the highest bidder upon default. All other bidders' security deposits shall be returned.

3. For state law as to purchasing of supplies and equipment by cities, see Government Code Sections 54201 to 54205. For charter provisions as to purchasing of supplies, etc., by city manager, see Charter Section 525. See also Charter Sections 1107, 1115.

HISTORY Amended by Ord. 678-AC on 12/9/2025 Article III Fee And Service Charge Revenue/Cost Comparison System

(a) Pursuant to Article XIIIB of the California Constitution, it is the intent of the City Council to require the ascertainment and recovery of costs reasonably borne from fees, charges and regulatory license fees levied therefore in providing the regulation, products or services hereinafter enumerated in this article.

(b) The fee and service charge revenue/cost comparison system set forth in this article provides a mechanism for ensuring that fees adopted by the city for services rendered do not exceed the reasonable estimated cost for providing the services for which the fees are charged.

(c) The adoption of this article is exempt from the California Environmental Quality Act (Public Resources Code Sections 21080 et seq.), because it approves and sets forth a procedure for determining fees for the purpose of meeting the operating expenses of city departments, as set forth in Public Resources Code Section 21080(b) (8). Sec. 8-12. Delegation of authority and direction to City Manager

(a) The City Manager is hereby delegated the authority and directed to provide documents to the City Council to implement its herein enumerated policy to adjust fees and charges to recover the percentage of costs reasonably borne as established hereby, in providing the regulation, product or service enumerated in this article in the percentage of costs reasonably borne and on the schedule of rate review and revision as hereinafter established in this article.

(b) "Costs reasonably borne" shall be as defined in Section 8-13. In recommending adjustments in fees and charges, the City Manager shall consider only the standards and criteria established by this article and the procedures set hereby and by applicable state law.

"Costs reasonably borne", as used and ordered to be applied in this article, are to consist of the following elements:

(a) All applicable direct costs including, but not limited to, salaries, wages, overtime, employee fringe benefits, services and supplies, maintenance and operation expenses, contracted services, special supplies, and any other direct expense incurred.

(b) All applicable indirect costs including, but not restricted to, building maintenance and operations, equipment maintenance and operations, communications expenses, computer costs, printing and reproduction, vehicle expenses, insurance, debt service, and like expenses when distributed on an accounted and documented rational proration system.

(c) Fixed asset recovery expenses, consisting of depreciation of fixed assets, and additional fixed asset expense recovery charges calculated on the current estimated cost of replacement, divided by the approximate life expectancy of the fixed asset. A further additional charge to make up the difference between book value depreciation not previously recovered and reserved in cash and the full cost of replacement also shall be calculated and considered a cost so as to recover such unrecovered costs between book value and cost of replacement over the remaining life of the asset.

(d) General overhead, expressed as a percentage, distributing and charging the expenses of the City Council, City Attorney, City Manager, City Clerk, Finance Department, Personnel Office, and all other staff and support service provided to the entire city organization. Overhead shall be prorated between tax-financed services and fee-financed services on the basis of said percentage so that each of taxes and fees and charges shall proportionately defray such overhead costs.

(e) Departmental overhead, expressed as a percentage, distributing and charging the cost of each department head and his or her supporting expenses as enumerated in subsections (a), (b), (c), and (f) of this section.

(f) Debt service costs, consisting of repayment of principal, payment of interest, and trustee fee and administrative expenses for all applicable bond, certificate, or securities issues or loans of whatever nature or kind. Any required coverage factors or required or established reserves beyond basic debt service costs also shall be considered a cost if required by covenant within any securities ordinance, resolution, indenture, or general law applicable to the city.

(a) The City Manager, Finance Director and each city department head, under the direction of the City Manager, are to review annually the fees and service charges listed below, and provide an adjusted fee or charge schedule to the City Council for its consideration so as to recover the listed percentage of costs reasonably borne necessary to provide the listed regulation, product or service.

Percentage of Costs Reasonably Borne Regulation, Product or Service To Be Recovered See Exhibit “A”,
below incorporated herein and by this reference made a part hereof Exhibit "A"

Ref# Description Dept. %
Recovery

S000 Letter of Necessity 100%

S001 Site Plan Development Review

50% through December 31, 2014 50%

75% January 1 through December 31, 2015 75%

100% commencing January 1, 2016 100%

S001A Site Plan Development Existing Bldg.

50% through December 31, 2014 50%

75% January 1 through December 31, 2015 75%

100% commencing January 1, 2016 100%

S001B Zoning Permit 100%

S002 Conditional Use Permit (CUP) 100%

SOO2A Conditional Use Permit Amendment 100%

S003 Variance Processing 100%

S004 Zone Change 100%

S005 Development Agreement 100%

S006 General Plan Amendment 100%

S007 Planned Unit Development 100%

S008 Tentative Parcel Map Review 100%

S008A Tentative Parcel Map Extension 100%

S009 Tentative Tract Map Review 100%

S009A Tentative Tract Map Extension 100%

S010 Environmental Assessment 100%

S011 Environmental Initial Study 100%

S012 Environmental Negative Declaration 100%

S013 EIR/EIS Review 100%

S014 Annexation Review 100%

S015 Motel Conversion Review 100%

S016 New Sign Review (Less than 200 sq. ft.) 100%

New Sign Review (200 - 500 sq. ft.) 100%

New Sign Review (500+ sq. ft.) 100%

S017 Temporary Occupancy Review Temporary 100% Occupancy Review (Single Family)

100%

S018 Special Use Permit 100%

S019 Appeal to Planning Commission 100%

S020 Appeal to City Council 83%

S020A Appeal Directly to City Council 100%

S021 Building Plan Check 100%

S021-EXT Building Plan Check Extension 100%

S021A Building Permits / Inspection 100%

S021A-EXT Building Permit Extension 100%

S021B Other Inspection / Fees 100%

S021C Septic Tank Permit/Inspection 100%

S021D Electric Permit 100%

S021E Plumbing Permit 100%

S022 Extra Plan Check-Beyond 3 100%

S023 Grease Interceptor Plan Check / Inspection 100%

S024 Grading & Drainage Permit / Inspection 100%

S025 Right of Way Plan Check 100%

S026 Right of Way Inspection 100%

S027 Retaining Wall Plan Check / Inspection 100%

S028 Final Parcel Map Review 100%

S029 Final Tract Map Review 100%

S030 Final Map Amendment Review 100%

S031 Lot Line Adjustment 100%

S032 Street / R-O-W Abandonment Process 100%

S034 Standard Encroachment Permit 100%

S035 Major Encroachment Permit 100%

S036A Map Reproduction / CAD Plotting 100%

S037 Code Enforcement 100%

S038 Animal Control 6%

S039 Noise Disturbance Response: None

1st Response 100%

2nd Response

S040 Police False Alarm Response 100% After 3 Alarms

S041 DUI Accident Response Investigation 100%

S042 Impounded / Stored Vehicle Release 100%

S043 Vehicle Equipment Correction Inspection 100%

S044 Police Report Copy Fee Set By State Law

S046 Youth Sports 15%

Basketball 15%

Volleyball 15%

Pee Wee Basketball

S047 Aquatics: 10%

Daily Admission 10%

Nightly Admission-Adult 10%

Nightly Admission-Child 10%

Swim Lessons 10%

Pool Parties 10%

Private Rental of Aquatics Center

S048 Summer Day Camp 5.64%

S049 After School Program None

S050 Recreation Facility Usage / Rental 68%

S050A Concession Contracts 100%

S051 El Garces Rental 100%

S052 Ballfield Rentals 6%

S053 Park Facility Rental 100%

S053A Jack Smith Park Launch Fees 100%

S054 Water Meter Installation 3/4 - 1" meter 100%

Install Meter Only 100%

Water Meter Installation 2" meter 100%

Install Meter Only

Water Meter Installation 3-6" meter

Install Meter Only

S054A Water System Capacity Fee: Residential 100%

Commercial 100%

Industrial 100%

S055 Water Meter Installation 1-2" up to 25'

Provides service to property & install meter 100%

Water Meter Installation 1-2" over 25'

Provides service to property & install meter 100%

Water Meter Installation 3-6" over 25'

Provides service to property & install meter 100%

Water Meter Installation 3-6" over 25'

Provides service to property & install meter 100%

Water Meter Installation 8-12" over 25'

Provides service to property & install meter 100%

Water Meter Installation 8-12" over 25'

Provides service to property & install meter 100%

S056 Pulling and Testing Water Meter 3/4 - 2" 33%

Pulling and Testing Water Meter 3+" 33%

S057 Temporary Hydrant Meter Rental 100%

S059 Sewer Lateral Installation Residential None

Sewer Lateral Installation Other None

Contractors Take Care of Installation of Sewer 100%
Laterals

S059A Wastewater System Capacity Fee:

Residential 100%

Commercial 100%

Industrial 100%

S060 Sewage Blockage Check for Private Lines 100%

S061 Sewer Dye Test 100%

S062 Emergency Spill Response 100%

S064 Electric Service Installation 100%

S06A Electric System Capacity Fee 100%

S065 Temp Electric Services Existing Building 100%

Temp Electric Services New 100%

S066 Banner Installation for Commercial 100%

Banner Installation for Community Service 0%

On city park sites only

S070 Burial:

Adult Weekday 100%

Adult Saturday / Holiday 100%

Infant Weekday 100%

Infant Saturday / Holiday 100%

Burial Ash:

Adult Weekday 100%

Adult Saturday / Holiday 100%

Infant Weekday 100%

Infant Saturday / Holiday 100%

S071 Disinterment - Adult 100%

Disinterment - Infant 100% (b) The hereinabove services as listed in thisS072 Install Marker: section shall be as defined in that certain document With border, single marker 100% entitled "Cost of Services Fee Study for the City of Without border, single marker 100% Needles", dated May, With border, double marker 100% 2002, as prepared by Revenue & Cost

Without border, double marker 100% Specialists, LLC, of Fullerton, California. (c) With border, upright marker 100% All fees and charges set pursuant to this article Without border, upright marker 100% and section shall take effect ten days after S072A Marker Cleaning 100% adoption of a resolution S072B by the City Council setting Install Vase: the amount of such fees and charges. With border 100%

Meeting Pursuant to California GovernmentS072C Install Plaque: Code Section 66016 and 66018, the City Clerk shall With border 100% cause notice to be provided as set out in Without border 100% Government Code Section 6062a, and the City S073 Transfer of Burial Rights 100% Council periodically, at S074 Cemetery Lot Purchase, Maintenance Burial 16% least annually, shall receive at a regularlyS075 Street Sweeping 100% scheduled meeting oral Damage to City Property Repair 100% and written presentationsS076 concerning fees and charges proposed to be S077 Review and Process New Business License 100% increased or added. Such Applications notice, oral and written S078 Renewal of Business License 100% presentation, and public meeting shall be provided S079 New Utility Establishment Fee 100% prior to the City Council S080 taking any action on any Delinquent Utility turn off/on new or increased fees or charges. Sec. 8-16. Collection fee 100% Provision of data At Re-establishment fee 100% least ten days prior to the required public hearing S081 Temporary Utility Turn off / on 100% set out herein, the City Manager shall make S082 Returned Check Fee Limited by available to the public State Law appropriate data S083 Makes Copies of City Docs, maps, pubs 100% indicating the cost, or S084 Certify Authenticity of City Documents 100% estimated cost, required to support the fees and S085 Electronic Meeting Copies 100% charges for which changes are proposed to be made

S086 Fee Set by or fees or charges Process & Filing of Candidate Nomination Papers State Law imposed. The City Manager also shall S087 After Hour Utility Call Out 40% provide a summary of the present fee and chargeS088 Meter Tampering / Theft of Utility 100% schedules and those proposed at such annual S090 Regulatory Permit Setup public hearing. A general 100% explanation of such changes also shall be S091 Regulatory Permit Renewal published per the 100% requirements of Government Code Section S094 Short Term Rental Permit Fee 6062a and 66016. Sec. 8- 100% 17. Appeal to City Council

(a) Any person who feels that any fee or charge determined and set is in excess of the percentage of costs reasonably borne to be recovered as set out in this article may appeal in writing to the City Council. (b)

No fee or charge for which an appeal has been filed shall take effect until heard by the City Council. Such appeal shall be placed on the agenda of the next ensuing regular Council meeting after receipt of such appeal, and shall be heard at that same Council meeting. Such appealed fee or charge shall take effect immediately upon hearing by the City Council unless ordered otherwise by the City Council by ordinance amending this article relating to Percentage of Costs Reasonably Borne to Be Recovered (Section 8-14 Schedule of fees and service charges).

Council hereby declares that it would have enacted the remainder of this article regardless of the absence of any such invalid part. Sec. 8-19. Repealer All ordinances, municipal code sections, resolutions, City Council motions, and all actions of all city boards and commissions in conflict herewith are hereby repealed. The fees and charges established by this article shall supersede all previously established fees or charges for the same regulation, product or service, and all such previous fees and charges are hereby repealed on the effective date provided in Section 8-14(c) hereof.

Article IV Payment Processing And Cash Handling

The purpose of this Article is to establish a uniform and transparent administrative method for processing cash payments made to the City when exact change cannot be made due to the unavailability of one-cent coins (“pennies”), by authorizing neutral rounding to the nearest five cents ($0.05) at the point of payment only, while preserving the legally adopted amount owed to the City. This Article does not alter the amount of any fee, tax, or charge adopted by the City Council and is intended solely to govern payment processing. Sec. 8- 21. Definitions.

For purposes of this Article:

1. Amount Due means the exact amount owed to the City as calculated pursuant to applicable fee schedules, rates, ordinances, resolutions, or laws, expressed to the nearest cent.

2. Cash Payment means payment made using United States currency and coin.
   3. Non-Cash Payment means payment made by check, credit card, debit card, electronic funds transfer, or any other non-cash method accepted by the City.

1. Calculation of Amount Due. All amounts owed to the City shall be calculated and recorded to the exact cent.
   2. Application of Rounding. When an Amount Due is paid by Cash Payment and exact change cannot be made due to the unavailability of one-cent coins, the amount collected shall be rounded to the nearest five cents ($0.05) at the point of payment.
   3. Rounding Principles. Rounding shall be applied as follows: 1. Amounts ending in $0.01 or $0.02 shall be rounded down to $0.00; 2. Amounts ending in $0.03 or $0.04 shall be rounded up to $0.05; 3. Amounts ending in $0.06 or $0.07 shall be rounded down to $0.05; and 4. Amounts ending in $0.08 or $0.09 shall be rounded up to $0.10.
   4. Neutral Application. Rounding shall be applied in a neutral and uniform manner and shall not be designed to increase City revenues.
   5. Non-Cash Payments. Amounts paid by Non-Cash Payment shall be collected in the exact Amount Due without rounding.
   6. No Effect on Fees. Cash rounding differences shall not be considered fee reductions, waivers, or unauthorized gifts of public funds.

The City Manager, or designee, is authorized to:

1. Adopt administrative procedures to implement this Article;
2. Update cashiering systems and internal controls as necessary; and
3. Provide training and public notice regarding the cash rounding policy.

1. The City shall provide reasonable and conspicuous notice that cash payments may be subject to rounding to the nearest five cents ($0.05).
   2. Notice may be provided through: 1. Signage at payment locations; 2. Billing statements, invoices, or receipts; 3. The City’s website; or 4. Other reasonable means as determined by the City Manager.
   3. Notice shall state that: 1. All amounts are calculated to the exact cent; 2. Rounding applies only to cash payments; and 3. Non-cash payments are not subject to rounding.
   4. Failure to provide notice in a particular instance shall not affect the validity of the Amount Due or payment processed.

1. To the extent practicable, the City shall structure fees, charges, and payment totals so that amounts due end in increments of five cents ($0.05) or whole dime increments.
   2. This policy applies to: 1. New or amended fee schedules; 2. Administrative pricing for services and programs; 3. Recurring charges, including utilities; and 4. Point-of-sale transactions.
   3. This section does not require recalculation or modification of previously adopted fees.
   4. Where amounts do not align with such increments, the cash rounding provisions of this Article shall apply.
   5. The City Manager, or designee, shall determine feasibility based on operational, legal, and technological considerations.

This Article establishes an administrative payment procedure only and does not create any private right of action against the City. Sec. 8-27. Severability.

If any provision of this Article is held invalid, such invalidity shall not affect the remaining provisions, which shall continue in full force and effect.