Agenda — Chowchilla City Council, April 23, 2024

AGENDA
City Council Meeting Council Chamber, Chowchilla City Hall 130 S. Second Street, Chowchilla, CA 93610
Tuesday, April 23, 2024
Closed Session: 3:00 p.m. | Open Session: 4:00 p.m.

Agendas for all City Council meetings are posted at least 72 hours prior to the meeting in the kiosk just outside of City Hall, 130 S. Second St., Chowchilla, CA 93610.

The City of Chowchilla complies with the Americans with Disabilities Act (ADA of 1990). The Council Chambers is accessible to the physically disabled. If you need special assistance, please call (559) 665- 8615, ext. 102 at least 4 days prior to a regular meeting, 1 day for a special meeting.

California Levine Act Statement:

California Government Code Section 84308, commonly referred to as the "Levine Act," prohibits any Chowchilla City Council Member from participating in any action related to a license, permit, contract or entitlement for use application if he or she receives any political contributions totaling more than $250 within the previous twelve months, and for twelve months following the date of a final decision, from the business/board or applicant.

The Levine Act also requires a member of the Chowchilla City Council who has received such a contribution to disclose the contribution on the record of the proceeding.

CALL TO ORDER/ROLL CALL
Mayor: Kelly Smith
Mayor Pro Tem: Waseem Ahmed
Council Members: Ray Barragan, John Chavez, Jeff Troost City staff and contract employees present will be recorded in the minutes.

CONSIDERATION OF APPROVAL OF AGENDA
Additions and/or Deletions:

PUBLIC ADDRESS – CLOSED SESSION
This time is reserved for members of the audience to address the City Council on items listed on the Closed Session agenda only. It is recommended that speakers limit their comments to no more than 3 minutes each.

CLOSED SESSION – 3:00 PM

1. CONFERENCE WITH LEGAL COUNSEL – ANTICIPATED LITIGATION Significant Exposure to litigation pursuant to Government Code Section 54956.9 (d) (2) or (3) Number of Cases: 1

2. Government Code Section 54956.9
CONFERENCE WITH LEGAL COUNSEL – ANTICIPATED LITIGATION
Significant Exposure to Litigation Pursuant to paragraph (2) or (3) of subdivision (d) of section 54956.9 of the Government Code.

One Case: Threat of litigation from attorney Scott Rafferty (See attached letter.) City Council Meeting AGENDA April 23, 2024
OPEN SESSION – 4:00 PM

PLEDGE OF ALLEGIANCE
INVOCATION:

CLOSED SESSION REPORT:

PRESENTATIONS/WORKSHOP - Section 1

1.1 Chowchilla Fairgrounds Parking Lot Proposal – David Rogers

1.2 Proclamations:
a. National Public Safety Telecommunicators Week, April 14-20, 2024 b. International Firefighters’ Day, May 4, 2024
c. National Police Week, May 12-18, 2024

PUBLIC ADDRESS
This time is reserved for members of the audience to address the City Council on items of interest that are not on the agenda and that are within the subject matter jurisdiction of the Council.

It is recommended that speakers limit their comments to no more than 3 minutes each and it is requested that no comments be made during this period on items on the Agenda. Speakers are not allowed to cede their public comment time.

Members of the public who are joining the meeting via Zoom and would like to address the Council on items on the agenda should follow the policy on page 3 of this agenda packet.

The Council is prohibited by law from taking any action on matters discussed that are not on the agenda.

No adverse conclusions should be drawn if the Council does not respond to public comment at this time.

COUNCIL AND STAFF VERBAL REPORTS – Section 2

2.1 COUNCIL VERBAL REPORTS
Legislative, Collaborative Agency, Ad Hoc

2.2 STAFF VERBAL REPORTS
CONSENT CALENDAR – Section 3
All items listed under Consent Calendar are considered to be routine and will be enacted by one motion. For discussion of any Consent Item, it will be made a part of the Regular Agenda at the request of any member of the City Council or any person in the audience.

3.1 Approval of the April 9, 2024 City Council Meeting Minutes (McClendon)

3.2 Approval of the April 9, 2024 Special City Council Goal Setting Workshop Minutes (McClendon)

3.3 Consideration and Acceptance of the March 2024 Financial Statements (Williams)

3.4 Consideration and Acceptance of the Quarterly Fee Waiver Report (Williams) City Council Meeting AGENDA April 23, 2024
California Voting Rights Act
• Presentation from Demographer Regarding the Transition to By-district Elections (Lerner)
PUBLIC HEARINGS – Section 4

4.1 Public Hearing Regarding Demographic Process to Draw District Boundaries; Second Public Hearing to Gather Community Input Regarding Composition of District Boundaries (Lerner)
DEFERRED BUSINESS – Section 5
NEW BUSINESS – Section 6

6.1 Consideration and Adoption of a City Council Resolution Awarding the Construction Contract for Chowchilla Boulevard Rehabilitation and Water Main Extension Project to Cal Valley Construction in the Amount of $2,564,896.00, Authorizing the City Administrator or Designee to Execute All Related Documents Thereto, and Amending the Fiscal Year 2023/24 City Budget (Rogers)
ANNOUNCEMENTS – Section 7
MAY 2 NATIONAL DAY OF PRAYER EVENT, VETERANS MEMORIAL PARK, 10AM MAY 8-11 CHOWCHILLA-MADERA COUNTY FAIR, CHOWCHILLA FAIRGROUNDS MAY 14 CITY COUNCIL MEETING, CITY HALL, 4PM
MAY 15 PLANNING COMMISSION MEETING CANCELLED

ADJOURNMENT
I, Joann McClendon, CMC, City Clerk, do hereby declare under penalty of perjury that the foregoing agenda was posted at Chowchilla City Hall, 130 S Second Street, Chowchilla, CA and made available for public review on this 18th day of April, 2024 at or before 8:00pm.

Joann McClendon, CMC, City Clerk

ZOOM LOGIN INSTRUCTIONS
Use the following URL to start Zoom:
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Passcode: 207 547
To participate by phone:

Dial 1-669-444-9171
Webinar ID: 830 1739 1945
Passcode: 207 547
Staff highly recommends that participants log into Zoom 15 minutes before the meeting begins to perform an audio check and ensure they have an optimal internet connection.

Options to participate / view / listen to the meeting:
• If you wish to speak on an item using the Zoom platform on your computer/laptop or smartphone, please use the “raise hand” icon, and you will be unmuted when it is your turn to speak. Please provide your name when unmuted. You can address the Council for up to 3 minutes. • If you are calling into the meeting only (no camera/video) and wish to comment, press *9 to “raise your hand” and *6 to unmute yourself.

Item 3.1

CLICK HERE

TO RETURN TO

THE AGENDA

MINUTES
City Council Meeting Council Chamber, Chowchilla City Hall 130 S. Second Street, Chowchilla, CA 93610
Tuesday, April 9, 2024
No Closed Session
Open Session: 4:00 p.m.

CALL TO ORDER/ROLL CALL – 4:04 p.m.

Mayor: Kelly Smith
Mayor Pro Tem: Waseem Ahmed
Council Members: Ray Barragan, John Chavez, Jeff Troost City staff and contract employees present: City Administrator Rod Pruett, City Attorney Mary Lerner, Police Chief Jeff Palmer, Fire Chief Fred Gaumnitz, Public Works Director Jason Rogers, Community & Economic Development Director Mark Hamilton, Finance Director Kerri Williams (remote), Deputy Director of Recreation & Community Engagement Stacy Wisener, IT System Administrator Carlos Berrocal, City Clerk Joann McClendon

CONSIDERATION OF APPROVAL OF AGENDA
Additions and/or Deletions:

Item 6.6 will be heard right after the Invocation due to a time constraint the item is tied to.

Motion by Mayor Pro Tem Ahmed, Seconded by Council Member Barragan to Approve the Agenda as Amended. Motion passed unanimously by roll call vote.

OPEN SESSION – 4:05 PM

PLEDGE OF ALLEGIANCE
INVOCATION: Pastor Pruitt

6.6 Consideration and Adoption of a City Council Resolution (14-24) Authorizing the Submittal of an Application to the California State Department of Housing & Community Development for Funding Under the HOME Investment Partnership Program (Hamilton)
Motion by Council member Troost, Seconded by Mayor Pro Tem Ahmed to Approve City Council Resolution #14-24, Authorizing the Submittal of an Application to the California State Department of Housing and Community Development for Funding Under the HOME Investment Partnership Program. Motion passed unanimously by roll call vote.

PRESENTATIONS/WORKSHOP - Section 1

1.1 Proclamation: Sexual Assault Awareness Month

1.2 Centennial Clock Dedication

PUBLIC ADDRESS
City Council Meeting MINUTES April 9, 2024
A group of people addressed the City Council requesting a cease fire proclamation.

Robert Pence addressed the City Council regarding speeding vehicles in the area of Palm Parkway and Lincoln Drive; and, the stop sign at Palm Parkway and Robertson Boulevard, semitrucks parked there are prohibiting the view of people driving out onto Robertson.

Mrs. Katerina Stojanovski, Art teacher at Wilson Middle School, invited Council/staff to attend their Recycled Runway & Fashion Show event her class is putting on to raise funds for the children in need on Thursday April 18, 5:30 p.m. at the Multi-Purpose Room, 1209 Robertson Blvd.

COUNCIL AND STAFF VERBAL REPORTS – Section 2

2.1 COUNCIL VERBAL REPORTS
Legislative, Collaborative Agency, Ad Hoc
Mayor Pro Tem Ahmed attended Madera County LAFCO meeting in which the budget was passed.

Council Member Chavez attended the Annual Chowchilla Fair dinner.

Council Member Troost attended the ICSC Monterey 2024 event, the Chowchilla Fair dinner, and the Citizens Advisory Committee at the Valley Air Board.

Mayor Smith attended and reported on the beautification event during spring break, planted 15 trees, painted, spread bark out, with close to 40 participants; and, attended the Chowchilla Fair dinner.

Council Members Troost and Chavez gave their comments on a cease fire resolution, and it was the consensus of the City Council not to take any action nor place any item on an agenda to consider a resolution or proclamation.

2.2 STAFF VERBAL REPORTS
Police Chief Palmer gave departmental stats which occurred over the last two weeks; Citizens Academy 11-week program sign ups deadline is on April 15; K9 dinner Saturday April 20.

Fire Chief Gaumnitz noted that weed abatement program forthcoming and people who have overgrown weeds on their property should take care of the issue now before they are noticed.

Public Works Director Rogers attended a Measure T Renewal Steering Committee. The discussion topic was regarding how to allocate the funds to the agencies. Historically, it has been allocated by population. The Steering Committee is looking at alternative allocation models, including having it be based off a combination of population and road miles formula, or even sales tax model. This has not been determined yet and the committee is meeting again on April 23rd to discuss further. The Urban Runoff Project, or Sonoma Storm Drainage Project, is scheduled to begin next week. Rolfe Construction will be starting with the infiltration chamber at Ed Ray Park first and the whole project is expected to be completed by December. Bids for the Chowchilla Blvd project are closing this week and the Clean CA Project is closing next week. He thanked staff, particularly Mari Meza and Brandon Strang for completing the Clock project. Additional thanks to Anderson Pump with crane assistance. And finally, partnered with Cornerstone Church for a volunteer event last month. We planted 15 new trees at the Ed Ray Parking Lot, applied mulch to the Chowchilla Service Clubs sign and applied rubberized bark to the Ed Ray Playground. He thanked Cornerstone Church, the many volunteers that showed up and our Public Works staff for a successful project.

City Council Meeting MINUTES April 9, 2024
Community & Economic Development Director Hamilton reported that Central Communities is grading their pad on Washington soon.

Finance Director Williams met with municipal advisors to go over some bonds that matured; She is working with Cleargov for digital budget book software implementation; she also sent out budget sheets to departments, kicking off the 2024/25 budget planning.

Recreation and Community Engagement Deputy Director Wisener reported that the Lifeguard recruitment is struggling, and will be looking for additional ways to get the word out. She met with Madera County Arts Council where they will partner with the City at our Friday Night event to host creating a mural. Deputy Director Wisener is introducing a new event in August, Summer Nights Star Gazing, where she will invite astronomers to educate attendees on a meteor shower that is going to occur at the time of the event, and will be held at Ed Ray Park.

City Administrator Pruett attended the ICSC conference in Monterey where he had a few follow up appointments with developers and businesses, a few new ones; attended a County Oversight Board of the Successor Agency to obtain the authority to close escrow on property at Mid Valley Pipe; working with Lew Edwards for the Measure N renewal; he and Director Hamilton met with Senator Padilla’s representative and Darren Rose of MCEDC to go over projects within the City, toured the new Autozone facility. Attended the Community Task Force meeting; met with investment team to finalize treasury investments; continuing to work with LOCC representative to try to get the annual golf tournament location to be in Chowchilla.

CONSENT CALENDAR – Section 3

3.1 Approval of the March 12, 2024 City Council Meeting Minutes (McClendon)

3.2 Approval of the March 21, 2024 Special City Council Meeting Minutes (6pm) (McClendon)

3.3 Approval of the March 21, 2024 Special City Council Meeting Minutes (6:30pm) (McClendon)

3.4 Consideration and Acceptance of the February 2024 Financial Statements (Williams)

3.5 Consideration and Acceptance of the March 2024 Check Register Report (Williams)

3.6 Consideration and Adoption of an Ordinance (520-24) Amending Sections 8.12.020,

8.12.060, 8.12.070, and 8.12.080 of Chapter 8.12 – Weeds, of Title 8 of the Chowchilla Municipal Code (Gaumnitz)

3.7 Consideration and Approval of the Investment Policy Update (Williams)

3.8 Consideration and Adoption of a City Council Resolution (08-24) Approving the Amendment to the Application for Local Transportation Funds (LTF) for Fiscal Year 2022/23 and 2023/24, and Authorizing the City Administrator or Designee to Execute and Submit the Amendments to MCTC (Williams)

3.9 Consideration and Adoption of a City Council Resolution (09-24) Accepting a Land Donation from John and Marjolien Warkentin, Authorizing the City Administrator to Execute all Related Documents Thereto (Hamilton)

3.10 Consideration and Adoption of a City Council Resolution (10-24) Approving a Rightof-Entry and License Agreement with Rancho Calera LLC, Allowing the City to Enter City Council Meeting MINUTES April 9, 2024
Upon, Construct, and Install a Test Well Within the Rancho Calera Development Area, Authorizing the City Administrator to Execute the Agreement (Hamilton) Motion by Council Member Barragan, Seconded by Council member Troost to Approve the Consent Calendar as Presented. Motion passed unanimously by roll call vote.

PUBLIC HEARINGS – Section 4

4.1 Presentation from Demographer Regarding the Transition to By-District Elections (Lerner)
Mayor Smith opened the public hearing. Josue Diaz addressed the Council regarding his public comment submission he had emailed to the City Clerk and City Attorney at 3:04 p.m. He was advised that his submitted comment will be read aloud by the City Clerk under Item 4.2. Mayor Smith Closed the public hearing.

4.2 Public Hearing Regarding Demographic Process to Draw District Boundaries; First Public Hearing to Gather Community Input Regarding Composition of District Boundaries (Lerner)
Mayor Smith opened the public hearing at 5:14 p.m.

City Clerk McClendon read into the record Josue Diaz’ comment he submitted via email. It was noted that he did not include the description of the “district 5” boundaries as he did the others.

Mayor Smith closed the public hearing at 5:21 p.m.

DEFERRED BUSINESS – Section 5
NEW BUSINESS – Section 6
Item 6.1, Presentation from Demographer Regarding the Transition to By-District Elections, was moved before Item 4.1, becoming the new 4.1; the original 4.1, Public Hearing Regarding Demographic Process to Draw District Boundaries; First Public Hearing to Gather Community Input Regarding Composition of District Boundaries, became Item 4.2.

6.1 Presentation from Demographer Regarding the Transition to By-District Elections (Lerner)

6.2 Presentation of the City’s Fiscal Year 2022-2023 Financial Statement Audit (Williams)

6.3 Consideration and Adoption of a City Council Resolution (11-24) Awarding the Contract for Preparation of the Project Environmental Impact Report (PEIR) to Support the City’s Industrial Specific Plan Bid to Precision Engineering in the Amount of $189,585; Authorizing the Task Order to Peer-Review the PEIR to QK in the Amount of $48,900; and, Authorizing the City Administrator or Designee to Execute all Related Documents Thereto (Hamilton)
Motion by Council Member Troost, Seconded by Council /member Chavez to Approve City Council Resolution 11-24, Awarding the Contract for Preparation of the Project Environmental Impact Report (PEIR) to Support the City’s Industrial Specific Plan Bid to Precision Engineering in the Amount of $189,585; Authorizing the Task Order to Peer-Review the PEIR to QK in the Amount of $48,900; and, Authorizing the City Administrator or Designee to Execute all Related Documents Thereto. Motion passed unanimously by roll call vote.

City Council Meeting MINUTES April 9, 2024

6.4 Consideration and Adoption of a City Council Resolution (12-24) Approving a Measure N Budget Amendment to Purchase License Plate Reader Cameras (Denny) Motion by Mayor Pro Tem Ahmed, Seconded by Council Member Barragan to Approve City Council Resolution 12-24, Approving a Measure N Budget Amendment to Purchase License Plate Reader Cameras. Motion passed unanimously by roll call vote.

6.5 Consideration and Adoption of a City Council Resolution (13-24) Approving a Memorandum of Agreement for Fire and Emergency Services and a Site Use Agreement Between the City of Chowchilla and the Chowchilla Fire Department, Inc., a California Nonprofit Corporation (Gaumnitz)
Motion by Mayor Pro Tem Ahmed, Seconded by Council Member Troost to Approve City Council Resolution 13-24, Approving a Memorandum of Agreement for Fire and Emergency Services and a Site Use Agreement Between the City of Chowchilla and the Chowchilla Fire Department, Inc., a California Nonprofit Corporation. Motion passed unanimously by roll call vote.

6.6 Consideration and Adoption of a City Council Resolution (14-24) Authorizing the Submittal of an Application to the California State Department of Housing & Community Development for Funding Under the HOME Investment Partnership Program (Hamilton)
Item 6.6 was moved and presented after the invocation due to time constraints of needing to submit to the state before 4:30 p.m. and was unanimously approved by City Council Resolution 14-24.

ANNOUNCEMENTS – Section 7
APR 17 PLANNING COMMISSION MEETING CANCELLED
APR 20 CPD K9 DINNER, CHOWCHILLA FAIRGROUNDS, 5:30PM
APR 23 CITY COUNCIL MEETING, CITY HALL, 4PM

ADJOURNMENT
Mayor Smith Adjourned the April 9, 2024 City Council Meeting at 5:55 p.m.

ATTEST: APPROVED:

Joann McClendon, CMC, City Clerk Mayor Kelly Smith
Item 3.2

CLICK HERE

TO RETURN TO

THE AGENDA

MINUTES
Special City Council Goal Setting Workshop
City Council Chamber
Chowchilla City Hall - 130 S. Second Street, Chowchilla, CA 93610 Tuesday, April 9, 2024 – 2:00 p.m.

CALL TO ORDER/ROLL CALL – 2:06 p.m.

Mayor: Kelly Smith
Mayor Pro Tem: Waseem Ahmed
Council Members: Ray Barragan, John Chavez (2:13 p.m.), Jeff Troost City staff and contract employees present: City Administrator Rod Pruett, City Attorney Mary Lerner, Police Chief Jeff Palmer, Fire Chief Fred Gaumnitz, Public Works Director Jason Rogers, Community & Economic Development Director Mark Hamilton, Finance Director Kerri Williams, Deputy Director of Recreation & Community Engagement Stacy Wisener, IT System Administrator Carlos Berrocal, City Clerk Joann McClendon GOAL SETTING WORKSHOP - Section 1

1.1 Discussion Regarding Fiscal Year 2024/2025 Goals and Priorities to Incorporate into the Budget (Pruett)
Staff in each department presented items to be considered for the next fiscal year budget, prioritizing them per the Council’s Strategic Goals and Objectives.

ADJOURNMENT
Mayor Smith Adjourned the April 9, 2024 Goal Setting Workshop at 3:19 p.m.

ATTEST: APPROVED:

Joann McClendon, CMC, City Clerk Mayor Kelly Smith

REPORT TO THE CITY COUNCIL
Item 3.3

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TO RETURN TO

THE AGENDA
Meeting of: April 23, 2024
AGENDA SECTION: Consent
SUBJECT: Consideration of Monthly Financial Statements
PREPARED BY: Kerri Williams, Finance Director
ATTACHMENTS: March 2024 Budget vs Actual and Balance Sheet

REVIEWED BY
ADMINISTRATOR ☒ REVIEWED BYATTORNEY ☒ REVIEWED BY FINANCE ☒ RECOMMENDATION:

Approve the March 2024 Financial Statements shown in the attachment.

BACKGROUND:

Staff provides Council with monthly financial information as an ongoing financial status update.

REASON FOR RECOMMENDATION:

The monthly financial statements consist of a Budget vs Actual and a Balance Sheet for the General Fund. The Budget vs Actual shows the current Month (Period Activity) and current Year (Fiscal Activity) Revenues and Expenses by Department in summary form compared to the current year Original and Current budgets. The Balance Sheet shows the Assets, Liabilities and Fund Balance at the time the report is generated. This provides an overview of cash, amounts owed to the City, amounts the City owes and the fund balance at a specific point in time.

The financial statements are being presented as an overview of the City’s finances and are not meant to be a comprehensive in-depth review. As a reference to compare to the percent remaining column in the report, the percentage of the year remaining 25%.

If the percent remaining column for Revenues is higher than the above-mentioned percentage, that is an unfavorable variance and should be explained if significant. If the percent remaining column for Expenses is lower than the above-mentioned percentage, that is an unfavorable variance and should be explained if significant.

If there are questions regarding the actual amounts or budget vs actual variances, please forward your questions to me in enough time before the meeting for staff to research them.

FISCAL IMPACT:

Revenues
General Administration- Property tax and VLF, which are 2 of our biggest revenues, are only received 2 times a year in February and May, we have received our 1st distribution a little earlier than normal. It came in a little higher than budgeted for. We are teetered which means we do not have to worry about delinquencies, because the County pays us and goes after the delinquencies themselves. Sales tax payments run a month or two behind and we have yet to receive February’s payment. Sales tax is our 2nd largest revenue. As of right now sales tax is expected to come in at the budgeted amount.

Police Department- Budgeted revenue is from school reimbursements for SRO service, we have received the school’s payment as they are being billed annually in September now. Also, it has $405k Transfer-in from Measure N for the RIMS Software, Traffic Signs for Ventura St., Light Board & Tower, and additional equipment that will be transferred at the end of the year. It also included recruitment and retention of employees that has already been transferred for the year. We also have received more revenue in Fines and Penalties then initially budgeted for. At mid-year we anticipated $50k in revenue for the K9 Dinner, this should be reflected on the April Financial Statement.

Fire Department- This revenue is from transfers-in from Measure N for the fire station expansion project Phase 2 that will be completed at the end of the year.

Community & Economic Development- This will fluctuate as building permits are pulled. We budgeted for the following projects like Rancho Calera, Montgomery Farms, Solar Permits, and various other projects within the City. So far, we have Century Communities that has completed their portion of Montgomery Farms and Self Help building their part of the Montgomery Farms lots. We still have other miscellaneous permits for other items that are happening as well.

Parks & Facilities- $140k of this is from a grant that we have not spent yet so we have not requested reimbursements. The rest is overhead allocations from the LLMD that happen at the end of the year.

Community Relations- Revenues are from sports program reimbursements, park pavilion rentals and donations.

Expenses
Finance Department- Expenses are lower then normal due to the Audit costs being paid out and all travel and training has been completed.

All other departments expenses are within the normal range or better right now.

ALTERNATIVES:

Pull the item for further discussion.

ACTIONS FOLLOWING APPROVAL:

None
4/8/2024 8:39:58 AM Page 1 of 3
My Budget Report
Chowchilla, CA Group Summary
For Fiscal: 2023-2024 Period Ending: 03/31/2024
Fiscal
Activity
Variance
Favorable
(Unfavorable)
Period
Activity Account Typ…
Current
Total Budget
Original
Total Budget
Percent
Remaining
Dept: 1600 - General Administration
Revenue 9,555,653.00 10,158,421.00 599,888.47 5,775,746.63 -4,382,674.37 43.14% Expense 287,321.00 320,412.00 3,996.05 147,401.17 173,010.83 54.00% Dept: 1600 - General Administration Surplus (Deficit): 9,268,332.00 9,838,009.00 595,892.42 5,628,345.46 -4,209,663.54 42.79% Dept: 1605 - City Council
Revenue 0.00 3,555.00 568.80 2,701.80 -853.20 24.00%
Expense 99,195.00 97,708.00 6,362.73 56,543.49 41,164.51 42.13% Dept: 1605 - City Council Surplus (Deficit): -99,195.00 -94,153.00 -5,793.93 -53,841.69 40,311.31 42.81% Dept: 1610 - City Clerk
Revenue 0.00 130.00 0.00 127.59 -2.41 1.85%
Expense 283,433.00 257,832.00 24,728.77 169,018.46 88,813.54 34.45% Dept: 1610 - City Clerk Surplus (Deficit): -283,433.00 -257,702.00 -24,728.77 -168,890.87 88,811.13 34.46% Dept: 1615 - City Attorney
Expense 190,000.00 320,000.00 23,156.45 161,982.88 158,017.12 49.38% Dept: 1615 - City Attorney Total: 190,000.00 320,000.00 23,156.45 161,982.88 158,017.12 49.38% Dept: 1705 - General Services
Revenue 0.00 256.00 0.00 255.41 -0.59 0.23%
Expense 1,794,311.00 1,770,291.00 42,345.51 995,780.96 774,510.04 43.75% Dept: 1705 - General Services Surplus (Deficit): -1,794,311.00 -1,770,035.00 -42,345.51 -995,525.55 774,509.45 43.76% Dept: 1710 - City Administration
Revenue 0.00 128.00 0.00 127.59 -0.41 0.32%
Expense 456,348.00 439,581.00 59,464.78 290,016.38 149,564.62 34.02% Dept: 1710 - City Administration Surplus (Deficit): -456,348.00 -439,453.00 -59,464.78 -289,888.79 149,564.21 34.03% Dept: 1712 - City Property - Rents
Revenue 150,908.00 166,314.00 11,130.96 126,833.80 -39,480.20 23.74% Expense 55,196.00 80,361.00 3,250.00 64,117.63 16,243.37 20.21% Dept: 1712 - City Property - Rents Surplus (Deficit): 95,712.00 85,953.00 7,880.96 62,716.17 -23,236.83 27.03% Dept: 1720 - Finance Department
Revenue 3,211.00 6,736.00 828.50 4,976.56 -1,759.44 26.12% Expense 882,598.00 864,079.00 117,117.32 669,544.62 194,534.38 22.51% Dept: 1720 - Finance Department Surplus (Deficit): -879,387.00 -857,343.00 -116,288.82 -664,568.06 192,774.94 22.49% Dept: 2610 - Police Department
Revenue 817,947.00 1,361,934.00 2,764.75 922,756.85 -439,177.15 32.25% Expense 4,976,766.00 5,233,562.00 479,944.75 3,647,387.44 1,586,174.56 30.31% Dept: 2610 - Police Department Surplus (Deficit): -4,158,819.00 -3,871,628.00 -477,180.00 -2,724,630.59 1,146,997.41 29.63% Dept: 2705 - Fire Department
Revenue 1,317,366.00 1,444,799.00 0.00 131,439.57 -1,313,359.43 90.90% Expense 1,669,053.00 1,813,431.00 391,533.67 1,281,180.94 532,250.06 29.35% Dept: 2705 - Fire Department Surplus (Deficit): -351,687.00 -368,632.00 -391,533.67 -1,149,741.37 -781,109.37 -211.89% Dept: 4705 - Community & Economic Development
Revenue 761,346.00 633,701.00 76,403.74 450,050.20 -183,650.80 28.98% Expense 1,530,460.00 1,440,281.00 98,598.92 753,445.10 686,835.90 47.69% Dept: 4705 - Community & Economic Development Surplus (Deficit): -769,114.00 -806,580.00 -22,195.18 -303,394.90 503,185.10 62.39% Dept: 6610 - Community Pool (OLD)
Revenue 1,500.00 1,841.00 0.00 1,363.69 -477.31 25.93%
Expense 24,577.00 24,577.00 429.38 10,254.56 14,322.44 58.28% Dept: 6610 - Community Pool (OLD) Surplus (Deficit): -23,077.00 -22,736.00 -429.38 -8,890.87 13,845.13 60.90% My Budget Report For Fiscal: 2023-2024 Period Ending: 03/31/2024 4/8/2024 8:39:58 AM Page 2 of 3
Fiscal
Activity
Variance
Favorable
(Unfavorable)
Period
Activity Account Typ…
Current
Total Budget
Original
Total Budget
Percent
Remaining
Dept: 6615 - Senior Services
Expense 44,009.00 40,139.00 45.00 21,881.01 18,257.99 45.49% Dept: 6615 - Senior Services Total: 44,009.00 40,139.00 45.00 21,881.01 18,257.99 45.49% Dept: 6620 - Parks & Facilities
Revenue 199,730.00 289,297.00 14,899.25 44,961.65 -244,335.35 84.46% Expense 709,542.00 893,057.00 69,810.88 496,622.88 396,434.12 44.39% Dept: 6620 - Parks & Facilities Surplus (Deficit): -509,812.00 -603,760.00 -54,911.63 -451,661.23 152,098.77 25.19% Dept: 6625 - Community Relations
Revenue 36,100.00 36,448.00 1,929.00 30,113.80 -6,334.20 17.38% Expense 243,165.00 267,815.00 22,130.73 177,895.96 89,919.04 33.58% Dept: 6625 - Community Relations Surplus (Deficit): -207,065.00 -231,367.00 -20,201.73 -147,782.16 83,584.84 36.13% Report Surplus (Deficit): -402,213.00 240,434.00 -634,501.47 -1,451,618.34 -1,692,052.34 703.75% My Budget Report For Fiscal: 2023-2024 Period Ending: 03/31/2024 4/8/2024 8:39:58 AM Page 3 of 3
Fund Summary
Fiscal
Activity
Variance
Favorable
Fund (Unfavorable)
Period
Activity
Current
Total Budget
Original
Total Budget
100 - General Fund -402,213.00 240,434.00 -634,501.47 -1,451,618.34 -1,692,052.34 Report Surplus (Deficit): -402,213.00 240,434.00 -634,501.47 -1,451,618.34 -1,692,052.34 4/8/2024 8:37:24 AM Page 1 of 1
My Balance Sheet
Chowchilla, CA Account Summary
As Of 03/31/2024
Account Name Balance
Fund: 100 - General Fund
Assets
100-0100-0201 Petty Cash 500.00
100-0100-0202 Pre-Paid Postage Account 4,457.20
100-0100-0206 Cash Drawer 1,700.00
100-0100-0219 Lease Receivable 135,233.32
100-0100-0221 A/R - Non Governmental 20.46
100-0100-0222 A/R - Intergovernmental 27,175.52
100-0100-0224 A/R MODULE ONLY RECEIVALBLES 131,477.34
100-0100-0225 Accounts Receivable-RDA -24.89
100-0100-0226 Advance to Other Funds 410,031.56
100-0100-0227 Liens Receivables General Fund 168,396.00 100-0100-0228 Pending Charges or Refunds -1.00
100-0100-0230 Accounts Receivable-Utilities 32.50
100-0100-0291 Prepaid Expenses 4,696.50
100-0100-1900 Claim On Cash 8,081,428.51
Total Assets: 8,965,123.02 8,965,123.02
Liability
100-0200-0422 Bonds for Work-Refundable 2,000.00
100-0200-0425 Use Sale Tax 132.91
100-0200-0480 Deferred Revenue 162,921.75
100-0200-0482 Unavailable Lease Revenue 76,235.22
100-0200-0499 Payroll Correction 5.84
100-0200-2901 Accounts Payable Pending 488,825.80
Total Liability: 730,121.52
Equity
100-0300-0601 Fund Balance 8,266,049.52
100-0300-0602 Designated Restricted Donation 1,434.55
100-0300-0604 Reserve for Contingencies 910,223.00
100-0300-0605 Designated for Prepaid Items 239.50
100-0300-0608 Prior Period Adjustments 82,903.49
100-0300-0611 Reserve for L/T A/R 418,794.59
100-0300-0615 SB1186 6,975.19
Total Beginning Equity: 9,686,619.84
Total Revenue 7,491,455.14
Total Expense 8,943,073.48
Revenues Over/Under Expenses -1,451,618.34
Total Liabilities, Equity and Current Surplus (Deficit): 8,965,123.02 Total Equity and Current Surplus (Deficit): 8,235,001.50

REPORT TO THE CITY COUNCIL
Item 3.4

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TO RETURN TO

THE AGENDA
Meeting of: April 23, 2024
AGENDA SECTION: Consent
SUBJECT: Consideration of Quarterly Waiver Report
PREPARED BY: Rod Pruett, City Administrator
ATTACHMENTS: None

REVIEWED BY
ADMINISTRATOR ☒ REVIEWED BYATTORNEY ☒ REVIEWED BY FINANCE ☒ RECOMMENDATION:

Approve the Quarterly Waivers Report for January 2024 through March 2024.

BACKGROUND:

Council approved the City Administrator to have the authority to waive penalties, interest, fees, liens, et cetera, up to $10,000. It was requested that a quarterly report be presented that summarized the transaction the City Administrator granted under this authority.

REASON FOR RECOMMENDATION:

This report is a summary of the waivers that were issued and is an element of transparency for the Council and the public. These waivers are issued on a case by case basis and will fluctuate from quarter to quarter.

This is a tool for the Council to evaluate the use and effectiveness of the program.

FISCAL IMPACT:
$595 waived for a park reservation for a children’s camp reservation. $37.75 waived for Chowchilla Skilled Nursing Facility special event permit.

ALTERNATIVES:

Pull the item for further discussion.

ACTIONS FOLLOWING APPROVAL:

None.

Date Entity/Person Address Account or Lien # Type Amount 3/18/2024 Justin Lopes 13160 Ridgewood Way, Chowchilla, CA 93610 N/A Park Reservation for Childrens Camp $ 595.00 3/20/2024 Chowchilla Skilled Nursing Facility N/A SP Event #240063 $ 37.75 $ 632.75
CITY COUNCIL REPORT ON WAIVERS PER RESOLUTION 83-19
QUARTER 1/1/2024 to 3/31/2024

TOTAL FEES WAIVED

REPORT TO THE CITY COUNCIL
Item CVRA

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TO RETURN TO

THE AGENDA
Meeting of: April 23, 2024
AGENDA SECTION: CVRA Presentation
SUBJECT: Presentation from Demographer Regarding the Transition to By-district Elections PREPARED BY: Mary Lerner, City Attorney
ATTACHMENTS: None

REVIEWED BY
ADMINISTRATOR ☒ REVIEWED BYATTORNEY ☒ REVIEWED BY FINANCE ☒ BACKGROUND:

City Council members are currently elected under an “at-large” method of election, where Council members can live anywhere with the City’s boundaries and registered voters within the City may vote for all seats on the Council. On March 21, 2024, the Council took action to begin the hearing process to transition to by-district elections. In by-district elections, each Council member must reside within a designated district boundary and is elected only by the voters in that district boundary.

In commencing the process, the Council must now hold two (2) initial public hearings to give the public an opportunity to provide input regarding the potential composition of the district boundaries. On April 9, 2024, the Council received a presentation from National Demographics Corporation regarding the district creation process, and thereafter held a public hearing to gather community input regarding the composition of district boundaries.

On April 23, 2024, the Council will again receive a presentation from National Demographics Corporation regarding the district creation process, and then will hold the second public hearing to gather community input regarding the composition of district boundaries.

REPORT TO THE CITY COUNCIL
Item 4.1

CLICK HERE

TO RETURN TO

THE AGENDA
Meeting of: April 23, 2024
AGENDA SECTION: Public Hearing
SUBJECT: Public Hearing Regarding Demographic Process to Draw District Boundaries; Second Public Hearing to Gather Community Input Regarding Composition of District Boundaries
PREPARED BY: Mary Lerner, City Attorney

REVIEWED BY
ADMINISTRATOR ☒ REVIEWED BYATTORNEY ☒ REVIEWED BY FINANCE ☒ BACKGROUND:

REPORT TO THE CITY COUNCIL
Item 6.1

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TO RETURN TO

THE AGENDA
Meeting of: April 23, 2024
AGENDA SECTION: New Business
SUBJECT: Resolution Awarding Construction Contract for the Chowchilla Blvd Rehabilitation and Water Main Extension Project to Cal Valley Construction in the Amount of $2,564,896.00 and Authorizing the City Administrator or Designee to Execute All Related Documents Thereto and Amending the Fiscal Year 2023/24 City Budget
PREPARED BY: Jason Rogers, Director of Public Works
ATTACHMENTS: Resolution

REVIEWED BY
ADMINISTRATOR ☒ REVIEWED BYATTORNEY ☒ REVIEWED BY FINANCE ☒ RECOMMENDATION:

City Council adopt a resolution awarding the construction contract for the Chowchilla Blvd Rehabilitation and Water Mainline Extension Project to Cal Valley Construction in the Amount of $2,564,896.00 and authorizing the City Administrator to execute the contract on behalf of the City and amend the City of Chowchilla Fiscal Year (FY) 2023/24 Budget.

BACKGROUND:

The Chowchilla Blvd Rehabilitation and Water Mainline Extension Project, will consist of a rehabilitation overlay of Chowchilla Blvd. starting at Ave 24 and continuing northwest for approximately 1.5 miles. The project will also include the extension of water main stub outs on Chowchilla Blvd from Ave 24 ½ to Ave 24, on Ave 24 from Chowchilla Blvd to SR 99. The City began advertising the Project for bids on March 1, 2024. The Notice Inviting Bids was published in the Madera Tribune, posted on OpenGov, and submitted to the appropriate construction trade journals and builder’s exchanges.

REASON FOR RECOMMENDATION:

Bids were received from eight contractors on April 11, 2024, as follows:

Contractor
Add/Alternate
Bid
Cal Valley Construction $1,734,776.00
Rolfe Construction, Inc. 1,800,283.00
Terra West Construction 1,636,690.00
Teichert & Sons 2,020,600.00
Avison Construction, Inc 1,800,872.00
George Reed, Inc. 2,092,651.75
AJ Excavation 1,897,965.00
Mountain Cascade, Inc. 2,281,202.11
Staff reviewed the bids received. Based on review, Staff has determined the low base bid received by Cal Valley Construction to be responsive and complete and recommend award of the base bid at this time.

FISCAL IMPACT:

The construction costs and available funding as approved in the FY 2023/24 City Budget for the Project are summarized in the following table.

Amount
Construction Costs
Contract $2,564,896.50
Contingency (10%) 256,490.00
Engineering/CM/Inspection/Testing 152,300.00
Total Construction $2,973,686.15
Available Construction Funding
ARPA $1,560,000.00
Local Partnership Program (LPP) 126,000.00
Measure T (Flex) 153,923.00
RMRA 467,254.00
RMRA MOE 14,502.00
RSTP 209,862.00
Gas Tax 13,216.00
Total Funding 2,544,757.00
As there is a deficit in funding, the project requires the budgets be amended in order to fully fund the projects. As such, staff is requesting Council amend the budget as follows.

Amount Requested
Change
Amended Total
Available Construction Funding
ARPA $1,560,000.00 $193,717.00 $1,753,717.00
Local Partnership Program (LPP) 126,000.00
Measure T (Flex) 153,923.00 58,803.00 212,725.00
RMRA 467,254.00 58,803.00 526,056.00
RMRA MOE 14,502.00
RSTP 209,862.00
Gas Tax 13,216.00 117,607.00 130,822.00
Total Available Construction Funding $2,544,757.00 $428,930.00 $2,973,687.00 The additional funding comes from a combination of ARPA funds and savings from previous projects, such as the Humboldt Reconstruction and Storm Drainage Project.

ALTERNATIVES:

1. Council direct staff to award the base bid plus the add/alternate.

2. City Council may reject all bids.

ACTIONS FOLLOWING APPROVAL:

1. Finance will amend the FY 23/24 City Budget

2. Execution of Contract, Pre-Construction Meeting and Notice to Proceed.

COUNCIL RESOLUTION # -24

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CHOWCHILLA, CALIFORNIA

AWARDING THE CONSTRUCTION CONTRACT FOR CHOWCHILLA BOULEVARD

REHABILITATION AND WATER MAIN EXTENSION PROJECT TO CAL VALLEY CONSTRUCTION IN THE AMOUNT OF $2,564,896.00, AUTHORIZING THE CITY ADMINISTRATOR OR DESIGNEE TO EXECUTE ALL RELATED DOCUMENTS THERETO AND AMENDING THE FISCAL YEAR 2023/24

CITY BUDGET
WHEREAS, the Invitation to Bid for the Chowchilla Blvd Rehabilitation and Water Main Extension Project, (the “Project”) was published in the Madera Tribune on March 2, 2024 and was sent electronically to all construction trade journals specified for the City by the California Uniform Construction Cost Accounting Commission in accordance with the City’s Formal Contract Procedures and California Public Contract Code Section 22037; and
WHEREAS, the following bids for the Project were received and publicly opened and read aloud at the Chowchilla City Hall on April 11, at 3:00 p.m.:

Contractor Base Bid
Cal Valley Construction $2,564,896.50
Rolfe Construction, Inc. 2,802,736.00
Terra West Construction 2,834,545.00
Teichert & Sons 2,851,100.00
Avison Construction, Inc 2,858,177.00
George Reed, Inc. 2,907,348.25
AJ Excavation 3,008,462.20
Mountain Cascade, Inc. 3,142,657.38
WHEREAS, the City Engineer’s Estimate was $2,637,234.50; and WHEREAS, the City has determined the bid submitted by Cal Valley Construction to be responsive and Cal Valley Construction to be a responsible contractor; and WHEREAS, the City Engineer recommends the Project be awarded to Cal Valley Construction; and
WHEREAS, on June 27, 2023, the Chowchilla City Council adopted fiscal year 2023-2024 Operating and Capital Budget with Resolution #50-23; and WHEREAS, per Resolution #50-23, Item #5 and Item #6 states, authority to increase appropriations within a fund by an amount not to exceed $100,000 shall rest with the City Administrator and Authority to transfer appropriations between funds will be represented by resolutions duly approved by the City Council; and
WHEREAS, the budget transfers between funds and the budget amendment exceeds $100,000 and requires City Council approval; and
WHEREAS, Expenditure and transfer accounts will need to be amended within the Project budgets, ARPA, Measure T, RMRA and Gas Tax Fund budgets in the amount of $428,930.00 for the Projects; and WHEREAS, An adequate fund balance is available in said Funds to allow for said increase of appropriations;
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Chowchilla hereby finds, determines and declares the following:

1. The above recitals are true and correct.

2. The low bid submitted by Cal Valley Construction is responsive.

3. The construction contract for the Project is awarded to Cal Valley Construction in the amount of $2,564,896.00 and contingencies of up to ten percent (10%) as approved by the Public Works Director are authorized.

4. The City Administrator is authorized to execute the contract on behalf of the City of Chowchilla.

5. The Finance Director is authorized to make such other revisions, individual appropriation line-items, changes in summaries, fund totals, grand totals, and other portions of the budget document as necessary to reflect and implement the changes specified in this resolution including the following amendments:
a. Chowchilla Blvd. Rehabilitation Project (R-15) – Increase $235,212.00 b. Berenda Slough Water Extension Project (W-9) – Increase $193,717.00 c. Transfer Out Measure T – Increase $58,803
d. Transfer Out RMRA – Increase $58,803
e. Transfer Out ARPA – Increase $193,717.00
f. Transfer Out Gas Tax – Increase $117,607.00

6. This resolution is effective immediately upon adoption.

PASSED AND ADOPTED by the City Council of the City of Chowchilla this 9th day of April, 2024 by the following vote to wit:

AYES:

NOES:

ABSENT:

ABSTAIN:

APPROVED:

Mayor Kelly Smith
ATTEST:

Joann McClendon, CMC
City Clerk

Chowchilla City CouncilApril 23, 2024

Chowchilla City Council
April 23, 2024