Chowchilla City Council
May 14, 2024

AGENDA
City Council Meeting Council Chamber, Chowchilla City Hall 130 S. Second Street, Chowchilla, CA 93610
Tuesday, May 14, 2024
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:

OPEN SESSION – 4:00 PM

PLEDGE OF ALLEGIANCE
INVOCATION:

PRESENTATIONS/WORKSHOP - Section 1
None

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.

City Council Meeting AGENDA May 14, 2024
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 23, 2024 City Council Meeting Minutes (McClendon)

3.2 Consideration and Acceptance of the April 2024 Check Register (Williams)

3.3 Consideration and Acceptance of the Quarterly Investment Report (Williams)

3.4 Informational Only: Quarterly PMP Report (McClendon)

3.5 Consideration and Adoption of a City Council Resolution Authorizing Staff to Apply for Federal Funding Under Federal Transportation Assistance (FTA) Section 5311 (McClendon)

3.6 Consideration and Adoption of a City Council Resolution Declaring the Existence of a Public Nuisance by Virtue of Certain Weed Growth (Gaumnitz)

3.7 Consideration and Adoption of a City Council Resolution to Approve the Sports League Facilities Use Agreement with Chowchilla Community Soccer League, Chowchilla Youth Girls Softball, Chowchilla Flag Football, and Chowchilla Little League (Wisener)

3.8 Consideration and Adoption of a City Council Resolution to Approve the Sports League Facilities Use Agreement with Chowchilla Adult Recreation (Wisener) California Voting Rights Act
• Presentation by National Demographics Corporation on Draft District Maps (Lerner) PUBLIC HEARINGS – Section 4

4.1 First Public Hearing to Gather Community Input on Draft Maps (Lerner) DEFERRED BUSINESS – Section 5
NEW BUSINESS – Section 6
City Council Meeting AGENDA May 14, 2024

6.1 Consideration and Adoption of a City Council Resolution Selecting QK to provide OnCall Planning Services to the Community and Economic Development Department (Hamilton)
ANNOUNCEMENTS – Section 7
MAY 15 PLANNING COMMISSION MEETING, CITY HALL, 5PM
MAY 27 MEMORIAL DAY – CITY OFFICES CLOSED
MAY 28 CITY COUNCIL MEETING, CITY HALL, 4PM
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

1. 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.)

OPEN SESSION
CLOSED SESSION REPORT:

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 10th day of May, 2024 at or before 5:00pm.

Joann McClendon, CMC, City Clerk

ZOOM LOGIN INSTRUCTIONS
Use the following URL to start Zoom:
https://us06web.zoom.us/j/89222705754?pwd=YKrCC9goPAKq93DwVcj1dawAf9AQg.qzFtM-9e2xahxbG1 Passcode: 723 616

To participate by phone:

Dial 1-669-444-9171
Webinar ID: 892 2270 5754
Passcode: 723 616
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 23, 2024
Closed Session: 3:00 p.m. | Open Session: 4:00 p.m.

CALL TO ORDER/ROLL CALL - 3:06 p.m.

Mayor: Kelly Smith
Mayor Pro Tem: Waseem Ahmed
Council Members: Ray Barragan, John Chavez (3:27 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

CONSIDERATION OF APPROVAL OF AGENDA
Additions and/or Deletions:

Motion by Mayor Pro Tem Ahmed, Seconded by Council Member Barragan to Approve the Agenda as Presented. Motion passed with Council Member Chavez absent.

PUBLIC ADDRESS – CLOSED SESSION
None.

CLOSED SESSION – 3:08 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.) OPEN SESSION – 4:08 PM

PLEDGE OF ALLEGIANCE
INVOCATION: Pastor Logan Beardsley
CLOSED SESSION REPORT: Nothing to report.

PRESENTATIONS/WORKSHOP - Section 1
City Council Meeting MINUTES April 23, 2024

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
Halam (sp) addressed the City Council requesting a cease fire proclamation.

Lefty addressed the City Council on the same, requesting a resolution be placed on the next agenda.

COUNCIL AND STAFF VERBAL REPORTS – Section 2

2.1 COUNCIL VERBAL REPORTS
Legislative, Collaborative Agency, Ad Hoc
Council Member Chavez attended Legislative Action Days (City Leaders Summit).

Council Member Troost attended the K9 Dinner.

Mayor Pro Tem Ahmed also attended Legislative Action Days (City Leaders Summit) with Council Member Chavez where they met with legislators to talk about local concerns such as the Madera Hospital, homelessness and public safety.

Mayor Smith attended the K9 Dinner, and the Chowchilla Athletic Foundation Golf Tournament with Council Member Troost.

2.2 STAFF VERBAL REPORTS
City Clerk McClendon attended a transit conference last week, noting there is indeed enormous amounts of grant money for transit/transit related projects but in order for the City to take advantage of these funds the City would need to add staff to the department to manage each grant project.

Police Chief Palmer went over the latest stats of his department. He thanked all who attended the K9 Dinner and Ms. Wisener for her assistance in putting it all together. He reported how Measure N Funds helped arrest a man who was acting suspiciously at Veterans Park, through the ability to purchase cameras placed at the park, police officers were able to see where the suspicious person had hidden a handgun and was apprehended.

Fire Chief Gaumnitz the Fire Departments building expansion and renovation project should wrap up soon.

Public Works Director Rogers reported that the Urban Runoff and Pickleball Court Projects’ contractors are in the process of starting the projects. Expected completion for the Urban Runoff Project is December and expected completion of the Pickleball Courts Project is late August.

Caltrans will have an Open House meeting for the SR 233 / Robertson Boulevard CAPM project tomorrow night from 5pm-7pm in order to receive comments from the public so that they can be incorporated into their design work.

City Council Meeting MINUTES April 23, 2024
At our last Council meeting, a resident had a concern about truck parking near Palm Parkway and Robertson Boulevard. Per our municipal code, Public Works has installed new “No Parking” signs in the area to address this issue and help create better sight lines.

Community & Economic Development Director Hamilton reported that a kick-off meeting will be held for the Environmental Impact Report for the Industrial Specific Plan next week; a pre-bid meeting was held for the On-Call Planning Services bid; Jack in the Box just received their approval for their sign; Self Help Enterprises have pulled 10 building permits for their “sweat equity” program in which homeowners actually help build their own home. His department recently hired a Permit Technician, a local resident.

Finance Director Williams meets regularly with ClearGov on budgeting software implementation and is planning on meeting with Department Heads next week to go over their 2024/25 draft budgets.

IT System Administrator Berrocal reported that server migrations are currently taking place.

City Administrator Pruett met with Measure T group; met with High Speed Rail and the State Water Resources Control Board with Director Rogers regarding the Fairmead project, going over deliverables.

CONSENT CALENDAR – Section 3

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) Motion by Council Member Troost, Seconded by Council Member Barragan to Approve the Consent Calendar as Presented. Motion passed unanimously by roll call vote.

California Voting Rights Act
• Presentation from Demographer Regarding the Transition to By-district Elections (Lerner)
Spoke:

Scott Rafferty
Lefty
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)
Mayor Smith opened the public hearing at 5:15 p.m.

Spoke:

Scott Rafferty
Jacob Sandoval
City Council Meeting MINUTES April 23, 2024
Josue Diaz
City Clerk McClendon read into record emailed submissions for this public hearing.

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

DEFERRED BUSINESS – Section 5
NEW BUSINESS – Section 6

6.1 Consideration and Adoption of a City Council Resolution (15-24) 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) Motion by Council Member Troost, Seconded by Council Member Barragan to Approve City Council Resolution #15-24, 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. Motion passed unanimously by roll call vote.

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
Mayor Smith Adjourned the April 23, 2024 City Council Meeting at 5:23 p.m.

ATTEST: APPROVED:

Joann McClendon, CMC, City Clerk Mayor Kelly Smith

REPORT TO THE CITY COUNCIL
Item 3.2

CLICK HERE

TO RETURN TO

THE AGENDA
Meeting of: May 14, 2024
AGENDA SECTION: Consent
SUBJECT: Information Regarding Monthly Invoice Payments PREPARED BY: Kerri Williams, Finance Director
ATTACHMENTS: Check list report

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

Informational only. The invoices paid are shown in the attached listing of invoices.

BACKGROUND:

Presented this evening is a list of invoices paid in April 2024.

REASON FOR RECOMMENDATION:

Informational item only.

FISCAL IMPACT:

Each item shown on the invoice list includes a description of that item and the amount of the invoice.

ALTERNATIVES:

Not applicable.

ACTIONS FOLLOWING APPROVAL:

None.
5/2/2024 8:12:24 AM Page 1 of 6
Bank Transaction Report
Chowchilla, CA Transaction Detail
Issued Date Range: 04/01/2024 - 04/30/2024
Cleared Date Range: -
Cleared
Date Number Description Module Status Type Amount
Issued
Date
Bank Account: 200650906 - General Tricounties Bank
04/01/2024 67100 Jesus Guzman Utility Billing Outstanding Check -149.81 04/03/2024 67101 A & R Refrigeration Inc. Accounts Payable Outstanding Check -187.50 04/03/2024 67102 AT & T Accounts Payable Outstanding Check -95.59 04/03/2024 67103 AT & T CALNET Accounts Payable Outstanding Check -1,906.79 04/03/2024 67104 AutoZone Parts, Inc Accounts Payable Outstanding Check -43,500.00 04/03/2024 67105 BSK Associates Accounts Payable Outstanding Check -480.00 04/03/2024 67106 Central SJVRMA Accounts Payable Outstanding Check -190,903.00 04/03/2024 67107 Charles Lawson II Accounts Payable Outstanding Check -68.00 04/03/2024 67107 Charles Lawson II Reversal Accounts Payable Outstanding Check Reversal 68.00 04/03/2024 67108 CivicPlus, LLC Accounts Payable Outstanding Check -10,417.15 04/03/2024 67109 Comcast Accounts Payable Outstanding Check -43.33 04/03/2024 67110 De Lage Landen Financial Services Inc. Accounts Payable Outstanding Check -1,598.99 04/03/2024 67111 Dell, Inc. Accounts Payable Outstanding Check -810.78 04/03/2024 67112 Department of Justice/Acc Accounts Payable Outstanding Check -676.50 04/03/2024 67113 Department of Justice/Acc B/A Accounts Payable Outstanding Check -175.00 04/03/2024 67114 Diede Construction, Inc Accounts Payable Outstanding Check -332,150.88 04/03/2024 67115 Ewing Irrigation Products Inc. Accounts Payable Outstanding Check -822.87 04/03/2024 67116 Fujimats, LLC Accounts Payable Outstanding Check -6,803.24 04/03/2024 67117 Grover Landscape Services Inc. Accounts Payable Outstanding Check -2,078.20 04/03/2024 67118 Joann McClendon Accounts Payable Outstanding Check -694.84 04/03/2024 67119 John Chavez Accounts Payable Outstanding Check -385.38 04/03/2024 67120 Madera Tribune Accounts Payable Outstanding Check -578.50 04/03/2024 67121 Maziar Aminsalehi Accounts Payable Outstanding Check -434.50 04/03/2024 67122 Mid Valley Disposal Inc. Accounts Payable Outstanding Check -6,040.90 04/03/2024 67123 Mobile Communications America, Inc Accounts Payable Outstanding Check -4,516.12 04/03/2024 67124 Municipal Maintenance Equipment Inc. Accounts Payable Outstanding Check -597.43 04/03/2024 67125 Myers Stevens & Toohey & Co Inc Accounts Payable Outstanding Check -812.10 04/03/2024 67126 Navia Benefit Solutions Accounts Payable Outstanding Check -200.00 04/03/2024 67127 ODP Business Solutions, LLC Accounts Payable Outstanding Check -240.97 04/03/2024 67128 O'Reilly Auto Parts Accounts Payable Outstanding Check -160.87 04/03/2024 67129 Principal Life Insurance Company Accounts Payable Outstanding Check -8,611.17 04/03/2024 67130 PROtech Security & Electronics Inc. Accounts Payable Outstanding Check -5,702.00 04/03/2024 67131 Prudential Overall Supply Accounts Payable Outstanding Check -48.11 04/03/2024 67132 Purl's Sheet Metal & Air Conditioning Inc. Accounts Payable Outstanding Check -14,019.60 04/03/2024 67133 Quad Knopf, Inc. Accounts Payable Outstanding Check -3,636.90 04/03/2024 67134 R & R Pool Service Accounts Payable Outstanding Check -130.00 Bank Transaction Report Issued Date Range: -
5/2/2024 8:12:24 AM Page 2 of 6
Cleared
Date Number Description Module Status Type Amount
Issued
Date
04/03/2024 67135 Rain for Rent Accounts Payable Outstanding Check -3,484.90 04/03/2024 67136 Robin Roman Accounts Payable Outstanding Check -713.76 04/03/2024 67137 SHI International Corp Accounts Payable Outstanding Check -4,518.00 04/03/2024 67138 Sparkletts Accounts Payable Outstanding Check -106.86 04/03/2024 67139 Specialized Utility Services Program Accounts Payable Outstanding Check -8,300.00 04/03/2024 67140 Superior Pool Products, LLC Accounts Payable Outstanding Check -1,702.48 04/03/2024 67141 Toshiba Financial Services Accounts Payable Outstanding Check -381.72 04/03/2024 67142 US BANK (CAL-CARD) Accounts Payable Outstanding Check -2,221.41 04/03/2024 67143 Van De Pol Petroleum Accounts Payable Outstanding Check -15,629.68 04/03/2024 67144 Waseem Ahmed Accounts Payable Outstanding Check -385.38 04/03/2024 67145 Zoom Imaging Solutions, Inc. Accounts Payable Outstanding Check -764.26 04/04/2024 67146 CA State Disbursement Unit Accounts Payable Outstanding Check -263.53 04/04/2024 67147 Chowchilla City Police Officers Association Accounts Payable Outstanding Check -1,032.00 04/04/2024 67148 Void Check Accounts Payable Voided Check 0.00 04/04/2024 67149 Chowchilla Employees Assn. Accounts Payable Outstanding Check -180.00 04/04/2024 67150 Chowchilla Mid-Management Accounts Payable Outstanding Check -100.00 04/04/2024 67151 Chowchilla Office Accounts Payable Outstanding Check -120.00 04/04/2024 67152 Fitness Peak Accounts Payable Outstanding Check -87.50 04/04/2024 67153 U.S. Bank (PARS) Accounts Payable Outstanding Check -195.88 04/10/2024 67154 Acme Rotary Broom Service Accounts Payable Outstanding Check -630.36 04/10/2024 67155 American Fidelity Assurance (Flex) Accounts Payable Outstanding Check -958.32 04/10/2024 67156 Anderson Pump Co Accounts Payable Outstanding Check -495.00 04/10/2024 67157 AutoZone Parts, Inc Accounts Payable Outstanding Check -55.90 04/10/2024 67158 Badger Meter Inc. Accounts Payable Outstanding Check -1,261.40 04/10/2024 67159 Baker Supplies and Repairs Accounts Payable Outstanding Check -2,230.27 04/10/2024 67160 BSK Associates Accounts Payable Outstanding Check -266.00 04/10/2024 67161 California Forensic Institute Inc. Accounts Payable Outstanding Check -400.00 04/10/2024 67162 Chowchilla Do It Best Accounts Payable Outstanding Check -18.11 04/10/2024 67163 Comcast Accounts Payable Outstanding Check -246.32 04/10/2024 67164 Consolidated Electrical Distributors Accounts Payable Outstanding Check -677.06 04/10/2024 67165 Cook's Communication Corp Accounts Payable Outstanding Check -2,090.74 04/10/2024 67166 Division of State Architect Accounts Payable Outstanding Check -39.20 04/10/2024 67167 Enterprise Fleet Management, Inc Accounts Payable Outstanding Check -7,774.32 04/10/2024 67168 Ewing Irrigation Products Inc. Accounts Payable Outstanding Check -822.87 04/10/2024 67169 Farmers Hardware Accounts Payable Outstanding Check -873.33 04/10/2024 67170 Void Check Accounts Payable Voided Check 0.00 04/10/2024 67171 Grover Landscape Services Inc. Accounts Payable Outstanding Check -11,103.13 04/10/2024 67172 Holt of California Accounts Payable Outstanding Check -3,071.27 04/10/2024 67173 Interstate Battery of Fresno Accounts Payable Outstanding Check -122.66 04/10/2024 67174 Jalynn S. Klups Accounts Payable Outstanding Check -255.00 04/10/2024 67175 Legal Notification Services, Inc Accounts Payable Outstanding Check -2,322.98 04/10/2024 67176 Michael Baker International Inc. Accounts Payable Outstanding Check -2,487.50 04/10/2024 67177 Mid Valley Disposal Inc. Accounts Payable Outstanding Check -5,291.25 Bank Transaction Report Issued Date Range: -
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Cleared
Date Number Description Module Status Type Amount
Issued
Date
04/10/2024 67178 MidLand Tractor Company Accounts Payable Outstanding Check -128.55 04/10/2024 67179 NBS Accounts Payable Outstanding Check -425.59 04/10/2024 67180 ODP Business Solutions, LLC Accounts Payable Outstanding Check -241.33 04/10/2024 67181 Old Republic Title Company Accounts Payable Outstanding Check -9,425.00 04/10/2024 67182 PROtech Security & Electronics Inc. Accounts Payable Outstanding Check -665.39 04/10/2024 67183 Prudential Overall Supply Accounts Payable Outstanding Check -788.03 04/10/2024 67184 Quad Knopf, Inc. Accounts Payable Outstanding Check -31,188.65 04/10/2024 67185 Rain for Rent Accounts Payable Outstanding Check -2,350.78 04/10/2024 67186 S & W Auto Parts Inc. Accounts Payable Outstanding Check -85.87 04/10/2024 67187 San Diego Police Equipment Company Inc Accounts Payable Outstanding Check -8,843.75 04/10/2024 67188 Specialized Utility Services Program Accounts Payable Outstanding Check -8,300.00 04/10/2024 67189 Sunbelt Rentals Inc. Accounts Payable Outstanding Check -558.15 04/10/2024 67190 Turner's Towing Accounts Payable Outstanding Check -65.00 04/10/2024 67191 US BANK (CAL-CARD) Accounts Payable Outstanding Check -15,010.60 04/10/2024 67192 US Post Office Accounts Payable Outstanding Check -2,412.47 04/10/2024 67193 Zim Industries Inc. Accounts Payable Outstanding Check -36,556.00 04/11/2024 67194 Maria & Pablo Flores Utility Billing Outstanding Check -92.31 04/11/2024 67195 Panagitis Koutsoyannis Utility Billing Outstanding Check -11.47 04/15/2024 67196 Shelley Creamer Utility Billing Outstanding Check -487.07 04/17/2024 67197 2-A's Contracting Inc Accounts Payable Outstanding Check -2,658.10 04/17/2024 67198 BSK Associates Accounts Payable Outstanding Check -576.00 04/17/2024 67199 Chowchilla Do It Best Accounts Payable Outstanding Check -74.30 04/17/2024 67200 Consolidated Electrical Distributors Accounts Payable Outstanding Check -389.70 04/17/2024 67201 DATCO Services Coporation Accounts Payable Outstanding Check -63.00 04/17/2024 67202 Department of Justice/Acc B/A Accounts Payable Outstanding Check -70.00 04/17/2024 67203 Ewing Irrigation Products Inc. Accounts Payable Outstanding Check -230.32 04/17/2024 67204 Farmers Hardware Accounts Payable Outstanding Check -165.24 04/17/2024 67205 Home Depot Credit Services Accounts Payable Outstanding Check -4,937.71 04/17/2024 67206 Void Check Accounts Payable Voided Check 0.00 04/17/2024 67207 L.N. Curtis & Sons Accounts Payable Outstanding Check -629.73 04/17/2024 67208 Law & Associates Investigations Accounts Payable Outstanding Check -1,600.00 04/17/2024 67209 Mace Pest Control Accounts Payable Outstanding Check -90.00 04/17/2024 67210 Madera Co Auditor/Controller Accounts Payable Outstanding Check -10,110.38 04/17/2024 67211 Madera Concrete Company, Inc Accounts Payable Outstanding Check -7,700.00 04/17/2024 67212 Madera Tribune Accounts Payable Outstanding Check -159.25 04/17/2024 67213 Metro Uniform of Merced Accounts Payable Outstanding Check -53.88 04/17/2024 67214 Mid Valley Disposal Inc. Accounts Payable Outstanding Check -139,038.96 04/17/2024 67215 Mobile Communications America, Inc Accounts Payable Outstanding Check -703.73 04/17/2024 67216 ODP Business Solutions, LLC Accounts Payable Outstanding Check -352.13 04/17/2024 67217 O'Reilly Auto Parts Accounts Payable Outstanding Check -176.65 04/17/2024 67218 PACE Supply Corp Accounts Payable Outstanding Check -500.83 04/17/2024 67219 PARS Accounts Payable Outstanding Check -497.34 04/17/2024 67220 Platt Electrical Supply Accounts Payable Outstanding Check -224.67 Bank Transaction Report Issued Date Range: -
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Cleared
Date Number Description Module Status Type Amount
Issued
Date
04/17/2024 67221 Quad Knopf, Inc. Accounts Payable Outstanding Check -50,509.99 04/17/2024 67222 Rose Furniture & Floor Covering Accounts Payable Outstanding Check -250.00 04/17/2024 67223 S & W Auto Parts Inc. Accounts Payable Outstanding Check -379.31 04/17/2024 67224 San Joaquin Valley Unified Air Pollution Control District Accounts Payable Outstanding Check -577.00 04/17/2024 67225 Southern Tire Mart LLC Accounts Payable Outstanding Check -418.93 04/17/2024 67226 Stacy Burns Accounts Payable Outstanding Check -51.00 04/17/2024 67227 The Lew Edwards Group Accounts Payable Outstanding Check -16,500.00 04/17/2024 67228 Tyler Technologies, Inc. Accounts Payable Outstanding Check -13,245.75 04/17/2024 67229 US Bank Accounts Payable Outstanding Check -3,000.00 04/17/2024 67230 US BANK (CAL-CARD) Accounts Payable Outstanding Check -1,661.94 04/17/2024 67231 US Post Office Accounts Payable Outstanding Check -1,912.58 04/17/2024 67232 West Coast Pet Memorial Service Accounts Payable Outstanding Check -15.56 04/17/2024 67233 Yamabe and Horn Engineering Inc. Accounts Payable Outstanding Check -6,549.29 04/18/2024 67234 CA State Disbursement Unit Accounts Payable Outstanding Check -263.53 04/18/2024 67235 Chowchilla City Police Officers Association Accounts Payable Outstanding Check -946.00 04/18/2024 67236 Void Check Accounts Payable Voided Check 0.00 04/18/2024 67237 Chowchilla Employees Assn. Accounts Payable Outstanding Check -180.00 04/18/2024 67238 Chowchilla Mid-Management Accounts Payable Outstanding Check -100.00 04/18/2024 67239 Chowchilla Office Accounts Payable Outstanding Check -120.00 04/18/2024 67240 Fitness Peak Accounts Payable Outstanding Check -87.50 04/18/2024 67241 U.S. Bank (PARS) Accounts Payable Outstanding Check -117.44 04/23/2024 67242 Lloyd L. Johnston Utility Billing Outstanding Check -71.87 04/23/2024 67243 Ashveer Hayer Utility Billing Outstanding Check -207.89 04/25/2024 67244 2-A's Contracting Inc Accounts Payable Outstanding Check -636.70 04/25/2024 67245 A & R Refrigeration Inc. Accounts Payable Outstanding Check -1,817.36 04/25/2024 67246 AFLAC Accounts Payable Outstanding Check -772.21 04/25/2024 67247 Alert-O-Lite Inc. Accounts Payable Outstanding Check -676.08 04/25/2024 67248 American Fidelity Assurance Accounts Payable Outstanding Check -1,209.60 04/25/2024 67249 American Fidelity Assurance (Flex) Accounts Payable Outstanding Check -958.32 04/25/2024 67250 AT & T Accounts Payable Outstanding Check -95.59 04/25/2024 67251 AT & T CALNET Accounts Payable Outstanding Check -286.21 04/25/2024 67252 AutoZone Parts, Inc Accounts Payable Outstanding Check -110.19 04/25/2024 67253 Blue Shield of California Accounts Payable Outstanding Check -73,551.13 04/25/2024 67254 BSK Associates Accounts Payable Outstanding Check -978.00 04/25/2024 67255 Consolidated Electrical Distributors Accounts Payable Outstanding Check -206.40 04/25/2024 67256 Department of Justice/Acc Accounts Payable Outstanding Check -106.00 04/25/2024 67257 Dora's Fashion Accounts Payable Outstanding Check -300.00 04/25/2024 67258 Ernest Packing Solutions-Fresn Accounts Payable Outstanding Check -661.84 04/25/2024 67259 Farmers Hardware Accounts Payable Outstanding Check -740.88 04/25/2024 67260 Void Check Accounts Payable Voided Check 0.00 04/25/2024 67261 Horizon Distributors Inc. Accounts Payable Outstanding Check -1,154.79 04/25/2024 67262 JMP Office Technologies Accounts Payable Outstanding Check -87.07 04/25/2024 67263 Mallory Safety and Supply, LLC Accounts Payable Outstanding Check -550.08 Bank Transaction Report Issued Date Range: -
5/2/2024 8:12:24 AM Page 5 of 6
Cleared
Date Number Description Module Status Type Amount
Issued
Date
04/25/2024 67264 Medvetta Financial Inc. Accounts Payable Outstanding Check -1,206.45 04/25/2024 67265 Michael Breashears Jr. Accounts Payable Outstanding Check -155.00 04/25/2024 67266 MidLand Tractor Company Accounts Payable Outstanding Check -97.62 04/25/2024 67267 Occupational Health Centers of California Accounts Payable Outstanding Check -581.00 04/25/2024 67268 O'Reilly Auto Parts Accounts Payable Outstanding Check -972.59 04/25/2024 67269 PACE Supply Corp Accounts Payable Outstanding Check -2,236.79 04/25/2024 67270 Platt Electrical Supply Accounts Payable Outstanding Check -317.17 04/25/2024 67271 Price Paige & Company CPA's LLP Accounts Payable Outstanding Check -14,380.00 04/25/2024 67272 ProClean Supply Accounts Payable Outstanding Check -676.06 04/25/2024 67273 Prudential Overall Supply Accounts Payable Outstanding Check -143.05 04/25/2024 67274 R & R Pool Service Accounts Payable Outstanding Check -130.00 04/25/2024 67275 S & W Auto Parts Inc. Accounts Payable Outstanding Check -230.07 04/25/2024 67276 San Joaquin Valley Unified Air Pollution Control District Accounts Payable Outstanding Check -160.00 04/25/2024 67277 Shyanne Watson Accounts Payable Outstanding Check -255.00 04/25/2024 67278 Southern Tire Mart LLC Accounts Payable Outstanding Check -1,082.31 04/25/2024 67279 Southern Tire Mart LLC Accounts Payable Outstanding Check -43.31 04/25/2024 67280 Sparkletts Accounts Payable Outstanding Check -100.87 04/25/2024 67281 State Water Resources Control Accounts Payable Outstanding Check -80.00 04/25/2024 67282 Sun Ridge Systems, Inc. Accounts Payable Outstanding Check -130,415.00 04/25/2024 67283 Superior Pool Products, LLC Accounts Payable Outstanding Check -1,770.99 04/25/2024 67284 Trianagle Rock Products/Vulcan Materials Accounts Payable Outstanding Check -3,319.81 04/25/2024 67285 US Bank Accounts Payable Outstanding Check -1,050.00 04/25/2024 67286 US BANK (CAL-CARD) Accounts Payable Outstanding Check -7,657.20 04/25/2024 67287 Van De Pol Petroleum Accounts Payable Outstanding Check -8,168.95 04/25/2024 67288 Zions Bancorporation, National Association Accounts Payable Outstanding Check -1,280.00 Bank Account 200650906 Total: (190) -1,370,500.57
Bank Account: 200695379 - Payroll-Tri Counties
04/01/2024 562 562 Payroll Outstanding Check -5.84
04/05/2024 563 563 Payroll Outstanding Check -284.40
04/05/2024 04/04/2024 564 564 Payroll Cleared Check 0.00 04/05/2024 565 565 Payroll Outstanding Check -210.61
04/05/2024 566 566 Payroll Outstanding Check -284.40
04/19/2024 567 567 Payroll Outstanding Check -149.48
Bank Account 200695379 Total: (6) -934.73
Report Total: (196) -1,371,435.30
Bank Transaction Report Issued Date Range: -
5/2/2024 8:12:24 AM Page 6 of 6
Summary
Bank Account Count Amount
200650906 General Tricounties Bank 190 -1,370,500.57
200695379 Payroll-Tri Counties 6 -934.73
Report Total: 196 -1,371,435.30
Cash Account Count Amount
**No Cash Account** 6 0.00
999 999-0100-0215 Cash In Bank 185 -1,370,500.57
999 999-0100-0216 Cash In Bank (Payroll) 5 -934.73
Report Total: 196 -1,371,435.30
Transaction Type Count Amount
Check 195 -1,371,503.30
Check Reversal 1 68.00
Report Total: 196 -1,371,435.30

REPORT TO THE CITY COUNCIL
Item 3.3

CLICK HERE

TO RETURN TO

THE AGENDA
Meeting of: May 14, 2024
AGENDA SECTION: Consent
SUBJECT: Presentation of Quarterly Financial Investment Report PREPARED BY: Kerri Williams, Finance Director
ATTACHMENTS: LAIF Statement, Quarterly Report

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

Review the Quarterly Financial Investment Report.

BACKGROUND:

In accordance with Section 53601 of the California Government Code and the City’s Investment policy, the City is authorized to invest in Certificates of Deposit, the California Local Agency Investment Fund (LAIF).

In addition to LAIF, the City began investing in Treasury Securities in December 2022 after City Council approval as they typically yield higher interest than LAIF and allows the City to have some diversity in its portfolio. The Treasury securities purchased by the City amounted to $15M. Each time a Treasury security in the portfolio matures, the City will be paid the ‘maturity value’ or ‘face value’ of that security. If such security was purchased at a discount and then held to maturity, then the difference between the discounted principal cost of the security and the face value of the security represents ‘income’ to the City, similar to interest earnings. The City is using Wulff, Hansen & Co. as our Municipal Advisor to oversee the portfolio.

FISCAL IMPACT:

The US Treasury Securities Custodial Account has a fair market value of $15,735,943 and for the last quarter recognized $183,592 in investment earnings, which includes accrued interest and amortized discount. Accrued interest is interest that has been earned but not yet paid. During the period from January 1, 2024 through March 31, 2024, the City earned accrued interest of $111,148. Amortized discount represents that portion of any discount that has been earned, but not yet paid. As of March 31, 2024, the portfolio’s amortized discount was $72,444.

Interest is allocated to all funds that have a positive cash balance. As of March 31, 2024, the City has $16,443,202 in LAIF and for the last quarter received $173,855 in interest.

ALTERNATIVES:

N/A
ACTIONS FOLLOWING APPROVAL:

N/A

To Rod Pruett and Kerri Williams, City of Chowchilla
From Steven Gortler, Bud Levine and Rob Pankratz, Wulff, Hansen & Co.

Date April 17, 2024
Subject Quarterly Portfolio Earnings: January 1, 2024 through March 31, 2024 During the period from January 1, 2024 through March 31, 2024, the City held the following U.S. Treasury securities in its portfolio during all or a portion of the period.

All dollar amounts are rounded to the nearest dollar.
* Accrued interest paid by City to Winning Bidder.

Quarterly Book Earnings
During the period from January 1, 2024 through March 31, 2024, the City’s portfolio of U.S.

Treasury securities had book earnings of $183,592 which is equivalent to an annualized book yield of 4.82%. By comparison, during the same period the average daily yield paid on deposits in the Local Agency Investment Fund (LAIF) was 4.12%.

Quarterly book earnings of $183,592 included the following:
 $111,148 of interest earnings, plus
 $72,444 of accreted discount.

CUSIP
Number
Purchase
Date
Face
Value
Coupon
Rate
Price Discount Principal
Cost
Accrued
Interest*
Total
Cost
Final
Maturity
Yield to
Maturity
91282CEG2 Mar. 31, 2023 2,762,000 2.250% 97.763 61,800 2,700,200 - 2,700,200 Mar. 31, 2024 4.56% 91282CEX5 Dec. 6, 2022 2,548,000 3.000% 97.554 62,329 2,485,671 33,027 2,518,698 Jun. 30, 2024 4.63% 912828YH7 Jun. 30, 2023 2,774,000 1.500% 95.805 116,369 2,657,631 10,346 2,667,976 Sep. 30, 2024 5.00% 91282CFN6 Oct. 2, 2023 2,698,600 4.250% 98.917 29,239 2,669,361 627 2,669,987 Sep. 30, 2024 5.38% 9128283P3 Dec. 6, 2022 2,529,000 2.250% 95.770 106,979 2,422,021 24,586 2,446,606 Dec. 31, 2024 4.41% 91282CGU9 Jan. 2, 2024 2,583,000 3.875% 99.090 23,505 2,559,495 25,707 2,585,201 Mar. 31, 2025 4.63% Fees
The book earnings shown above do not take into account any fees that were incurred by the City for services provided by the Municipal Advisor, Bidding Agent / Registered Investment Advisor or Custodian Bank. The total of such fees incurred by the City during the period equaled approximately $3,975.

Next Steps
The City does not need to take any further action at this time. This report is informational only.

The next scheduled maturity of a Treasury security in the City’s portfolio will occur on June 30, 2024. Prior to the maturity of each Treasury security in the City’s portfolio, the Wulff Hansen team will assist the City in evaluating its expected cash flow requirements and liquidity needs, and its potential reinvestment options.

Meanwhile, all of the Treasury securities in the City’s portfolio are held in trust for the City by its Custodian Bank. The scheduled payment of interest and principal on each security will be automatically credited to the City’s custody account upon receipt, and the City will continue to receive monthly account statements from the Custodian Bank.

Invest Additional Funds
Depending on the City’s cash balances and its expected future cash flow requirements and liquidity needs, the City may wish to consider investing additional funds in one or more U.S.

Treasury securities, in order to earn additional interest income. If so, the Wulff Hansen team can help arrange for any such additional investment. Please note however that such additional investment would incur additional compensation to Municipal Advisor, based on its current fee schedule, and therefore Municipal Advisor would have an incentive to recommend such an additional investment. For your reference, the current U.S. Treasury yield curve is as follows:

* LAIF rate as of April 10, 2024
Liquidate Securities
If the City ever needs immediate access to some or all of its invested funds due to a large unanticipated financial obligation or emergency situation, then the Wulff Hansen team can help arrange for the prompt liquidation of one or more Treasury securities in the City’s portfolio.

The market value of the City’s portfolio – as opposed to its face value – typically fluctuates over time as interest rates change. According to the most recent monthly custody account statement, the estimated market value of the Treasury securities in the City’s portfolio on March 31, 2024 was $15,735,943.

REPORT TO THE CITY COUNCIL
Item 3.4

CLICK HERE

TO RETURN TO

THE AGENDA
Meeting of: May 14, 2024
AGENDA SECTION: Consent
SUBJECT: Informational Item – Excel Project Management Program (PMP) Update PREPARED BY: Joann McClendon, City Clerk
ATTACHMENTS: Excel Project Management Program City Council Departmental Spreadsheets

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

Informational item only.

BACKGROUND:

City Council has requested that staff bring back the Project Management Program (PMP) reports on a quarterly basis for follow up and review. Below you will find a quick review of items that are on-going, in progress, or on hold. The last report was brought to the Council on January 23, 2024.

City Staff emailed each department their project list to update for the dates between January 29, 2024 to May 7, 2024.

The following list shows what each color in the spreadsheet represents:

In Progress: Highlighted in Green
On Going Projects: Highlighted in Blue
Projects on Hold: Highlighted in Yellow
Completed Project: Highlighted in Orange
City of Chowchilla Excel PMP
July - September 2023
On Going
On Hold
In Progress
In Progress
Apr-24
In Progress
In Progress
In Progress
City Administrator PMP Spreadsheet
High Speed Rail

AD HOC - WWTP
Auto Zone Facility
Measure T Renewal
Steering Committee had its last meeting on 4/23; appears they are okay with continuing use of population as the basis for allocation; also proposing 80% to local street maintenance which is an increase from curretn 30%; will be presented to the MCTC board and then to the Mad Co BOS for approval to place on ballot.

Measure N
Working on flyers to be sent out and planning for public outreach Ad Hoc - Park Fields
Fairmead Consolidation
1 City of Chowchilla Excel PMP
July - September 2023
Weekly Activities
Report 4/20/2024
Weekly Activities
Report 4/27/2023
5/7/2024
On Going
Weekly Activities
Report 4/27/2024
Weekly Activities
Report 4/27/2024
Completed
Completed
Completed
Pickle Ball Court under construction; Sonoma Storm Drain project will begin soon.

PW: Construction scheduled to begin April 22; contractor to meet with staff first to verify irrgation lines. The Urban Runoff Project, aka Sonoma Draing Project, began on 4/11 with construction mobilization, and, safety fencing was erected at Ed Ray Park PFA Lease Agreement
Cares Act Funds
Update APP.F2.2
Pickle Ball Court under construction; Sonoma Storm Drain project started.

CFD
Met with Rancho Calera to discuss CFD scenarios for 137 acres not currently in the 2006-1 CFD; and, met with Luis Gill to discuss the CFD and next steps 2 City of Chowchilla Excel PMP
July - September 2023
On Going
In Progress
06/13/2023
Council Meeting
In Progress
On Going
On Going
Personnel
5311 Operating
Grant
Unmet Tansit
Needs
Annual CHP
Inspections
Annual DBE
Reporting for 5311
Hired a part time Driver/Dispatcher to help with coverage. Attended CalACT Spring Conference with Robin Roman. Department needs one full time employee in operations and one full time employee in administration for coverage. There is a lot of $ to do projects with (other than bus purchases) but requires additional staff to manage the grants after award which includes reporting.

Transit Supervisor Roman uploaded the bi-annual Certifications and Assurances for this upcoming 5311 operating grant cycle. Staff report to apply for Section 5311 will be on May agenda
MCTC held unmet transit needs public hearings for Chowchilla, City and County of Madera transit agencies, to obtain public input on local transit needs. MCTC will compile information and hold another hearing at the board offices to review unment needs and evaluate them based on many factors. SSTAC met over MAdera City/County and Chowchilla's unmet needs submitted by the public in respective areas and recommended that Chowchilla's unmet transit needs are not reasonable to meet. the governing board, MCTC, still needs to approve the recommendation by resolution at their Policy Board meeting on May 29.

CHP sucessfully completed the "desk audit" portion of its annual inspections. They will soon return to complete the driver terminal record inspection.

There is a DBE report that Transit completes annually; Robin completed this on 4/26/24 Human Resources
Measure N - Public Safety Sales Tax (View updates under City Administrator)

6.5 Discussion and Recommendation to Form a Measure N Ad Hoc Committee, Appointing Two Members of the City Council. (Pruett).Actions Following Approval: Follow the direction and recommendations from Council. Motion by Council Member Chavez, Seconded by Council member Ahmed to Form a Measure N Ad Hoc and Appoint Council Member Chavez and Council Member Troost to the Ad Hoc. Motion passed unanimously by roll call vote.

Held 2 pre-mappoing public hearings, April 9 & 23. Will hold mapping public hearings May 14, 28, June 11, unless otherwise scheduled District Based Elections
City Clerk PMP Spreadsheet
HR Manager Trinette Martinez reports to City Administrator Rod Pruett and most updates will be from the City Administrator. As the Ciyt Clerk, however, and per our municipal code, I will still manage claims against the City, accept subpoenas, and have agreed to continuing to manage insurance for City fleet and property.

Transit
3 City of Chowchilla Excel PMP
July - September 2023
Annual TDA
Application
5339 Grant
In Process
Jan-24

COMPLETED
Completed
Completed
Completed
Completed
STA Funds FY 2022/23
ZEB
Robin Roman completes the application to receive TDA funds STATE OF EMERGENCY; Completed by Reso 34-23, Terminating the COVID 19 March 2020 Proclaimed Local Emergency PTMISEA Bus Purchase
Town Hall - Shipping Containers
Electrification of Bus Fleet
Staff has submitted and the state has accepted the grant application for SB 125. CATX is proposing unsing the grant funds to cover costs of electrifying its fleet. This will include consultation, engineering, planning, purchasing and installation. 5339 grant funds were used to purchase a CNG bus and is expected to be delievered soon, more than likely in the 24/25 fiscal year. 4 City of Chowchilla Excel PMP
July - September 2023
In Progress
On Hold

COMPLETED
In Progress
Wkly Activities
Update 4/16/2023
Wkly Activities
Update 05/28/2024
Wkly Activities
Update 6/18/2024
Wkly Activities
Report 6/25/2024
5/7/2024
Completed
In Progress
Jan-24
5/7/2024
Oleander Terrace
CalHOME Application
CV2 & CV3
Staff meet with the builder for Oleander Terrace, discussing the construction of the masonry wall along Howell Avenue.

Staff continues to work with the Builder for Oleander Terrace.

Staff continues to work with the Oleander Terrace Developer. Assisting him to help keep the project from stopping.

Staff continues to work with the Oleander Terrace Developer. Assisting him to help keep the project from stopping. Staff was informed one of their former sub-contractors was reconstructing Howell Road. Builder is in the process of constructing homes at this location. Half of the homes have been constructed (14/28).

Staff continues to work with the developer with completing the project’s obligations. The Developer continues to work on addressing various issues, while starting units in small batches.

The Indistrial Specific Plan was considered by Councilin 2018 but the environmental review was never completed. Council budgeted in FY 23/24 to have staff draft an RFP for the solicitation of an environmental consultant to assist with completing the document which then allow the City to adopt the ISP.

If needed, this ad hoc may return; generally ad hocs are completed when issues resoled.

Shipping Containers - Ordinance Update
On Hold - AD HOC Zoning Ordinance
Industrial Specific Plan
Community Development PMP Spreadsheet
Staff Continues to work with businesses within the community providing them with forgivable loans.

Staff processed one additional EDLP and is now beginning the closeout process for this program with HCD. 5 City of Chowchilla Excel PMP
July - September 2023
In Progress
Wkly Activities
Report March 26,
2023
Wkly Activities
Report April 9, 2023
Wkly Activities
Report April 16, 2023
Wkly Activities
Report April 23, 2023
Wkly Activities
Report, May 7, 2023
Wkly Activities
Report May 14, 2023
Wkly Activities
Report May 21, 2023
Wkly Activities
Report June 4, 2023
Wkly Activities
Report, June 18, 2023
Jan-24
5/7/2024
Rancho Calera
Staff is working with the developer with processing a Lot Merger, Tentative Map for Block 3, and the Final Map for Block 4.

Staff forwarded the comments received by QK regarding Pembrook's Development team Final Parcel Map request. The comments were immediately forwarded to the applicant to make the corrections and resubmit.

Had a meeting with the Rancho Calera team to discuss the results of out meeting with Caltrans. They think they can put together a plan for the commercial are right off the roundabout that will satisfy Caltrans concerns.

Staff continues to work with the Rancho Calera Team regarding the submittal of a Final Map application and fascinating access to the proposed commercial development.

Staff Continues to meet with Caltrans regarding the commercial connection. Staff received an application from the developer to create a parcel to be sold to a builder.

Staff met with HSR regarding proposed Right-of-Way Acquisition plan. They mentioned they have began starting conversations with various property owners along the corridor and wanted to ensure they have included all the necessary items needed to within the ROW design.

Admin - Mark and I have meetings set up next week with land owners in the CFD to discuss the proposed refunding and the new Rate and Method of Apportionment.

Admin - Attended multiple meetings with property owners in the CFD to discuss the new proposed CFD. AutoZone, Rancho Calera, Chafal-Commercial along East 99, Gill 70 acres industrial next to AutoZone. We got positive feedback from everyone so far. Meeting with property owners to get support but only the registered voters have a vote. Developed residential will have a 35% - 40% reduction in annual assessments so we anticipate support from voters. Still have more meetings to do and have to revise some of the presentation based off input from property owners.

Admin - Attended meetings with property owners in the CFD to discuss the new proposed CFD. Continue to meet with property owners to get support buy only the registered voters has a vote.

Developed residential will have a 35 - 40% reduction in annual assessments so we anticipate support from the voters. Still have more meetings to do and have to revise some of the presentation lased off input form property owners.

Com Dev. - Staff received a parcel map application to create a parcel within the Rancho Calera Community.

Attended a meeting with mark and the Fugundes team to discuss the CFD refunding. They seemed to support it and wanted to get more details. We are working on putting together a more detailed presentation for all property owners so they can see the actual financial impacts on their assessments under the new proposed plan. 6 City of Chowchilla Excel PMP
July - September 2023
In Progress
Update
11/15/2022
Dec-23
Jan-24
5/7/2024
On Hold
Weekly Activities
Report 4/30/2023
Jan-24
In Progress
Weekly Activities
Report July 25,
2023
Weekly Activities
Report July 2, 2023
1/1/24
5/7/24
Completed
Completed CalHOME Program FY 22/23
Lone Oak Subdivision
Staff attended a meeting with the Lone Oak Developer regarding the next steps for the project. The main topic of discussion was the proposed phasing plan proposed by a perspective builder.

Staff provided information to the Lone Oak Developer regarding moving forward with a Lot-Line adjustment application. Once processed, this application will allow the developer to sell a portion of the project to the persepctive builder.

Century Communities renamed the development Orchard View. They started grading the property and received the Encroachment Permit in May.

Planning Commission Schedule Meeting Times Update
APN 002-250-053 Mid Valley Pipe & Steel
Admin - Attended a CFD meeting with Legacy Ranch. We have one more with land owners to do for our 1st go around. Woodcrest - Fagundes. Comm Dev. - Staff met with the owners for Legacy Ranch to discuss the conceptual revisions to CFD 2006-1.

Staff received a lot line adjustment application. Once the lot line adjustment is processed, the developer plans to sell the easterly parcel to a builder.

The property transferred ownership to Mid-Valley Pipe and Steel in April. The applicant is in the process of completing the environmental review for the project.

Legacy Ranch
In escrow with Century Communities; property purchased from John Sessions. Meeting held to set milestones to keep project moving.

Staff is working for future builder on plans to build a new facility and business park that will have approximately 8 lots ranging in sizes of 1 to 5 acres. Staff will close escrow Spring of 2024.

Property is going through the escrow process. Staff received a draft site plan to be reviewed.

Property is in Escrow. The buyer is to start the entitlement process. RDA Successor Agency Resolution No. 05-22. 7 City of Chowchilla Excel PMP
July - September 2023
Completed
In Progress
New Business
Wkly Activities
Report June 11,
2023
Wkly Activities
Report, June 18,
2023
Wkly Activities
Report, July 2,
2023
5/7/2024
In Progress
5/7/2024
In Progress
5/7/2024
In Progress
5/7/2024
In Progress
5/7/2024
Completed Council Meeting Commercial Incentive Program
Staff began working with the consultant selected to assist the City with the preparation of the Housing Element. The City anticipates executing the agreement within the next couple weeks.

Council selected a vendor to begin the project. Staff had a kick-off meeting to get the project started. Staff provided the vendor with all the relevant documentation required to start.

Staff is working with our prespective Housing Element vendor to provide them with the necessary information to get the project started. Vendor chosen, Precision Engineering. Waiting for HCD to review and respond. Next steps is to complete environmentl document.

General Plan Amendment Application No. 23-0006
House Element 2024-2032
On 6/11/2023: Motion by Mayor Pro Tem Smith, Seconded by Council Member Ahmed to Approve City Council Resolution 47-23, Awarding the Contract Preparation of the 2024-2032 Housing Element Bid to Precision Engineering in the Amount of $199,865.40 and Authorizing the City Administrator or Designee to Execute all Related Documents Thereto. Motion passed unanimously by roll call vote.

Admin - Had a meeting with Mark and consultants regarding the work the County is doing on the Housing Element. Wheat they need from us to complete and how it will help reduce the scope of work our consultants will need to do. Mark will be following up with them. Staff had a meeting with MCTC regarding the City's upcoming Housing Element.

Staff continues to work our consultant and HCD addressing HCD comments. Once HCD comments have been address, our consultant will begin the second part of the project which consist of updating the City’s General Plan.

Jack in the Box (305 Prosperity)
The project is nearing completion, tentatively scheduled to open in the late summer of 2024.

AutoZone DC
The project is ahead of schedule. AZO informed staff they plan to have a Job Fair in the summer of 2024, with a soft opening in August 2024.

Chowchilla High School Stadium
The Lot Merger application is being review by the City Engineer. Staff continues to work with their Architectural Firm with finalizing the plans.

Industrial Specific Plan EIR
Staff held the Kick Off meeting in May 2024.
8 City of Chowchilla Excel PMP
July - September 2023
Completed
Completed
In Progress
5/7/2024
In Progress
5/7/2024
Strategic Planning Workshop (2020) (see future updates for Strategic Planning under City Administrator) Centennial Celebration
Summer Events
Summer Swim Program
Community Engagement PMP Spreadsheet
Open Swim seeking lifeguards and a supervisor.

Bands and Movie licesne booked. Planning and prep for summer events are ongoing. 9 City of Chowchilla Excel PMP
July - September 2023
In Progress
Wkly Activities
Report, June 25,
2023
5/7/2024
In Progress
In Progress April
2024
Completed
2024
In Progress
04/09/2024 GS
Workshop
4/30/2024 DH Mtg
Completed
In Progress
In Progress
In Progress
Review the Quarterly Financial Investment Report; item will be on the May 14, 2024 council agenda.

FY 2024/25 Budget
Goal Setting WKSP completed; Finance Director setting up meetings with departments to go over their budgets.

Audit FY 2022-2023
Quarterly Financial Review
Had a meeting with NBS and the Greenhills & Pheasant Run bond legal team. Discussed what to do with any cash on hand or monies that come in after the Greenhills bond were issued for. Considering using towards Well 16 which will be on the east side. Also discussed Pheasant Run and the delinquencies. I directed them to proceed with delinquency letters.

CFD - GREENHILLS

CLEARGOV FINANCIAL SOFTWARE
Financial Software Tyler
Infill - CFD
Discussion Regarding Fiscal Year 2024/25 Goals and Priorities to Incorporate into the Budget. Staff went around the table, addressing each department's 2024/25 fiscal year budget requests. Then, the Council will review the survey results that residents and stakeholder submitted online. Budget approval date is scheduled for June 25, 2024 CFD Refunding failed special election; City Administrator working through next steps (see CFD under City Administrator) Draft 24/25 FY budget workshop scheduled for May 28
Sent out new delinquencies for Pheasant Run
Finance Department PMP Spreadsheet
ClearGov Budgeting Software; Has been meeting with the vendor to go over mapping and data for the budget book.

Goal Setting Workshop - Budget FY 2024/25
10 City of Chowchilla Excel PMP
July - September 2023
Completed

ON HOLD
Consent
6/27/2017 Council: 3.6 Authorize Fire
Chief Harry Turner to Negotiate a
Settlement of Madera County Contract
No. 9006-C-2009 Pertaining to the
Madera County Fire Station.

Action: Fire Chief is hereby authorized to negotiate settlement.

Action Following Approval: The Fire Chief will negotiate with County representatives; reach an agreed upon amount; vet the arrangement with the City Administrator, Finance Director and City Attorney; then bring the negotiated terms back to council for its approval. Update from Gaumnitz July 2020 - Still pending. CalFire may be looking for a site outside of city limits. Update - Meeting scheduled with Madera County Fire for Oct 15th.

Wkly Activities
Report (Oct 11 - Oct 17, 2020 Administrator)
Wkly Activities
Report
November 8 - November 14, 2020
(Administration)
In Progress
Status Update July
2022
5/7/2024
In Progress
Apr-24
Completed
Item to be in May city council agenda to kick it off
2023 Aerial Fireworks Display
Staff met with County and CalFire to discuss previous agreement to provide fire station or expansion of our fire station to the County:

Supposed to provide a 2,200 sq. ft building for them, Agreement has a monetized amount for that in the contract but they want us to build the station - today's cost are exponentially higher than the monetized amount in the contract - have a meeting scheduled for November to follow up.

Staff meet with County regarding prior agreement to provide a fire station to the County. We were supposed to provide a roughly 2,200 sq. ft building for them. They are to leave the PD building where they currently occupy 2 bays. PD impact fess are to be used. Issue is the agreed upon costs to build that add-on/building has significantly increased since 2009. In agreement it is $243,800 which is $102 sq. ft.

Now the County says the cost is roughly $700 sq. ft = $1.5M. We are continuing to work with the County to find a resolution.

Should be copleted by end of May 2024
Madera County Fire Station
2024 Weed Abatement
AB1600
Phase 2 construction beginning late January 2024
Fire Department PMP Spreadsheet
Fire Department Expansion
11 City of Chowchilla Excel PMP
July - September 2023
Completed
Completed
Completed CRO Agreements Renewal with CESD and CUHS
Abandoned Vehicles Dispute
Military Equipment Use
Police Department PMP Spreadsheet
12 City of Chowchilla Excel PMP
July - September 2023
Completed
Completed
Completed
On Going
Wkly Activity
Report 12/10/23
5/7/2024
On Going
Wkly Activities
Report 10/1/2023
Wkly Activity
Report 12/10/23
5/6/2024
On Going
Wkly Activities
Report July 2, 2023
2023 Measure T AEP
Rob/Trinity & Rob/Kings Alley Paving CMAQ Project
Public Works Department PMP Spreadsheet
Robertson Blvd. Rehabilitation and Complete Streets / Caltrans Road 16/5th Street Curve Reconstruction Project
Attended monthly status meeting for the SR 233/Robertson Blvd. CAPM Project with Caltrans Caltrans open house for the SR233 / Robertdon Blvd. CAPM project to receive comments. Open House was on 4/24/24 at the Civic Center Council Chamber from 5-8pm. We had 3 people show up (two affiliated with the City) and no comments received.

SR 99/233 Interchange (2017)
Meeting with Rancho Calera team and Caltrans, discussing the north leg of the roundabout and the access to the proposed commercial site and other comments to the same.

Monthly status meetings to continue.

Attended monthly Status meeting for the Chowchilla Interchange Project (roundabouts) Caltrans still in design. Due to the Community Project Funcinb (CPF) request that was submitted by PW, received notification from Congressman Duarte's office that he is interested in the SR 99/233 Chowchilla Multimodal Interchange Improvement Project (roundabouts) for consideration of $7-million for FY25.

Former Library
Admin - Followed up with Jason on the Library. We are still finalizing the MOU but the application was submitted. They still want to have access to the library to clean it up for their inspection. We don not want people in there based on safety issues and we already did two insepctions. Public Works - Spoke with Dale Thomas regarding the Historical Soceity MOU and application for State Designation. They need to provide signed MOU back to the City. Regarding the application, they stated that they needed an additional letter from the City, as property owner, authorizing submittal. Rod signed and letter was provided 13 City of Chowchilla Excel PMP
July - September 2023
5/1/2024
On-Going
Wkly Activity
Report 12/03/2023
Wkly Activity
Report 12/10/2023
Apr-24
In Progress
Wkly Activities
Report 7/25/23
Wkly Activities
Report 7/2/23
4/18/2024
On Going
Wkly Activities
Report 4/16/23
Wkly Activity
Report 10/18/23
Wkly Activity
Report 10/15/23
Wkly Activity
Report 10/22/23
MOU signed by both parties June 2023. as of 5/7/24, the Historical Society has not received any updates from the State regarding their State Historical Designation application.

Met with Leadership Counsel to discuss ROEs collected for the Project. 95 collected. Received a letter certifying collection and received ROEs. Waiting on response from Madera County for verification of lots. Reached out to assessor's office. Met with SWRCB for the Project check in meeting. They stated that we met the minimum 90 ROEs collected as requried by their preliminary approval letter.

State to finish up the technical review. SWRCB estimated that a potential funding agreement will take about 3-4 months to complete.

Worked on information requests from thr SWRCB for the Project technical review.

Fairmead WWTP Project (2016)
State Water Resiorces Control Board anticipates funding agreement by August 2024. High Speed Rail anticipates reimbursement agreement prior to State's.

Robertson Blvd Beautification Project (2019)
Bid advertisement closed on April 18, 2024. City received 1 response. Bid is currently being reviewed for completeness and responsiveness. City received request from Caltrans to change part of the scope of project and remove the lighted crosswalks as they are no longer compliant with Caltrans standards on state highways and will be removed in 2 years when they resurface Robertson Blvd. City has requested a meeting with Caltrans next weel to discuss further and to see if additional lighting or other improvements can be added in place.

Robertson Blvd Palm Tree Trimming - West Coast Arborist continued work.

West Coast Arborist Completed Work
Storm Drainage Improvements/Sonoma/Urban Runoff (2019)
Received the 100% design plans for the Prop 1 - Urban Runoff Project (Sonoma Storm Drainage Project) Reviewed and submitted to SWRCB for review and comments.

Received several questions from potential bidders on the Urban Runoff Project. Answered questions and posted addendum to the bid notice Received additional questions from potential bidders befire the question submittal deadline on the Urban Runoff Project. Answered questions and posted addendum to the bid notice. Bid opening on 10/26/23.

Conducted bid opening for the Urban Runoff Project (Sonoma Stormdrain) and received 7 bids. Engineer's estimate was $3.1-million with a low bid of $2.8-million and a high bid of $5.1-million. Began review of bids for completeness and responsiveness. Plan on bringing to Council for award on 11/14/23. 14 City of Chowchilla Excel PMP
July - September 2023
11/28/32 New
Business
4/30/2024
Completed
Wkly Activities
Report 1/1/23
Wkly Activities
Report 1/8/23
Wkly Activities
Report 1/15/23
Wkly Activities
Report 1/29/23
Wkly Activities
Report 7/2/23
8/22/23 Council
Item
4/30/2024
In Progress Council Meeting 11/12/2019 68 Proposition

6.1 Resolution Awarding Contract for Urban /runoff Management Project for $2,811,990 to Rolfe Construction. Staff has reviewed the bid submitted by Rolfe Construction Inc. along with information regarding their previous work experience. Based on the review, Staff has determined the bid submitted is responsive and Rolfe Construction Inc. to be a responsible contractor. Staff recommends City Council award the contract, for the Urban Runoff Management Project to Rolfe Construction Inc. and authorize the construction contingencies in the amount of 10% of the contract, as approved by the Public Works Director.

Project started 4/25/24. Anticipated completion December 2024.

Fleet (2019)

3.4 Resolution Authorizing the CA or Designee to Enter into an Agreement with Enterprise Fleet Management for Fleet Services and Execute all Related Doc Thereto. With the exception of a few recently replaced vehicles, the balance of the City’s fleet has not been replaced on a regular basis. As a result, the City’s fleet is aged to the point that, in many cases, the annual cost of maintaining an aged unit exceeds its salvage value.

Agreement with Enterprise signed in July 2023; City enrolled in program and receiveing vehicles through program Have a follow up meeting set up for next week with Enterprise Fleet Management. To get more numbers on including PD vehicles in our replacement plan. We are looking to lease vehicles which will enable us to get more new vehicles each year. We will then turn them in every few years to get a good resale value. This will enable us to update our fleet and minimize our maintenance costs. Enterprise will be able to help with our issue of actually getting vehicles in a timely manner.

Met with staff and Enterprise Fleet to further discuss a fleet leasing plan. Public Works - Attended meeting with Enterprise to further discuss their Enterprise Fleet Management program.

Attended meeting with Enterprise to further discuss their Enterprise Fleet Management Program. (Administration) Met with Enterprise Fleet Management. We have to run the numbers for the budget to make sure we can do the plan but I am leaning towards doing it. It will be less money on maintenance and keep our fleet newer. Also can help us with the current problem of vehicles taking a long time to even receive. Public Works - Attended meeting with Enterprise for their Fleet Management Program. Draft costs were submitted. Staff asked for finalized draft budget information to present to Council.

Admin - Working with legal on the Enterprise fleet agreement. There are multiple areas that legal thinks should be changed. 15 City of Chowchilla Excel PMP
July - September 2023
Wkly Activity
Report 10/15/23
12/12/2023 New
Business
4/22/2024
Completed
Wkly Activities
Report 4/2/23
Consent 5/30/23
On Hold
On Going
Wkly Activities
Update 4/23/23
Completed
Construction started 4/22/24. Estimated completion August 2024 Conducted a bid opening for the Ed Ray Pickleball Courts. 9 bids were received. Engineer's estimate was $250k, with a low bid of $192k and a high bid of $310k. Began review of bids for completeness and responsiveness. Plan on brining to Council for award on 11/11/23.

6.1 Resolution Awarding the bid for Construction: Prop 68 Grant Project - ickle Ball Courts at Ed Ray Park to JT2 DBA Todd Companies, in the amount of $192,750. Upon analysis of the bids submitted, staff recommends awarding JT2 Inc. dba Todd Companies the agreement as the lowest, responsive bidder.

AIP Project List (2019)
Reviewed CatEX environmental documents for future potential airport projects and submitted to the FAA.

1.1 Consideration and Adoption of a City Council Resolution (35-23) Accepting Improvements and Authorizing Filing of the Notice of Completion for the New Beacon and Beacon Tower Project (Rogers). Actions following approval: Filing of the Notice of Completion with Madera County Recorder. Release of 5% retention in the amount of $9,259.25 to Vellutini Corporation dba Royal Electric Company. Motion by Council Member Ahmed, Seconded by Council Member Troost to approve the consent calendar as presented. Motion passed unanimously by roll call vote.

Boat Races (2020)
Attended meeting with HCD to discuss CDBG Planning Grant Applications. HCD requested additional edits and documentation. Compiled and edited as requested and submitted to HCD for review and approval. Planning grant would provide approx. $188,000 for design of Storm drain improvements on Kings Ave.

Submitted CDBG Funding Application Waiting Response [Kings Ave Storm Drain Project & ADA Sidewalk Improvement Project] (2021) Humboldt Storm Drainage & Street Reconstruction Project (2021) 16 City of Chowchilla Excel PMP
July - September 2023
In Progress
In Progress
In Progress
In Progress
Wkly Activity Report
10/21/23
Wkly Activity Report
10/8/23
Wkly Activity Report
10/15/23
Wkly Activity Report
12/24/23
Completed
Completed
Completed
Completed
Transient Ag Use @ Airport (2021)
Well Installation - Pheasant Run, LLC (2021)
Thiel Air Care, Inc. Airport Land Lease (2023)
SB1 RMRA (2023)
LLMD NO. 90-1 (2023)
Street Crossing Safety (2022)
Well No. 15 (2022)
OpenGov - Software (2023)
Zims Industries has been drilling well 15 all week. They are still on site working. Met with Zims to inform them that their temporary backflow assembly is leaking. Zims repaired.

Zims Industries has been drilling well 15 all week.

Zims Industries has been drilling all week. They are still on site working. Water quality sampling was completed and will need to wait on the lab for results and then get the approved design from the engineer. Lab results can take anywhere from one to six weeks.Zim will then start the reaming of the borehole soon after receiving the approved final design.

Zims is installing case and shaft. Spoke to the rig operator and he said that they will need to flush the well for 60 hours (flow ranging from 250 - 1250 GPM) the following week. 17 REPORT TO THE CITY COUNCIL
Item 3.5

CLICK HERE

TO RETURN TO

THE AGENDA
Meeting of: May 14, 2024
AGENDA SECTION: Consent
SUBJECT: A City Council Resolution Authorizing Staff to Apply for Federal Funding Under Federal Transportation Assistance (FTA) Section 5311 PREPARED BY: Robin Roman, Transit Supervisor
ATTACHMENTS: Resolution

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

That the City Council approve the resolution authorizing staff to apply for FTA Section 5311.

BACKGROUND:

The City of Chowchilla is allocated FTA funds annually for the operation of Chowchilla Area Transit Express/CATX. Grant applications for operating and/or capital assistance must be submitted and a City designee(s) authorized to sign appropriate grant documentation.

REASON FOR RECOMMENDATION:

This request is an annual recurring item on the agenda. The City's current resolution must be updated in order for it to be eligible for FTA Program, Projects, or Grants Funds.

FISCAL IMPACT:

None.

ALTERNATIVES:

Do not apply for FTA funds.

ACTIONS FOLLOWING APPROVAL:

Upon signatures, the City Clerk will return the documents to Robin Roman, Transit Supervisor, to upload to the Blackcat system.

COUNCIL RESOLUTION # XX-24

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CHOWCHILLA, CALIFORNIA AUTHORIZING THE FEDERAL FUNDING UNDER FTA SECTION 5311 (49 U.S.C. SECTION 5311) AND/OR 5339 (49 U.S.C. SECTION 5339) WITH CALIFORNIA DEPARTMENT OF

TRANSPORTATION
WHEREAS, the U. S. Department of Transportation is authorized to make grants to states through the Federal Transit Administration to support capital/operating assistance projects for non-urbanized public transportation systems under Section 5311 of the Federal Transit Act (FTA C 9040.1G), and Section 5339 of the Federal Transit Act (FTA C 5100.1); and WHEREAS, the California Department of Transportation (Department) has been designated by the
Governor of the State of California to administer Section 5311 and Section 5339 grants for transportation projects for the general public for the rural transit and intercity bus; and WHEREAS, The City of Chowchilla desires to apply for said financial assistance to permit operation of service/purchase of capital equipment in Chowchilla; and WHEREAS, the City of Chowchilla has, to the maximum extent feasible, coordinated with other transportation providers and users in the region (including social service agencies).

NOW, THEREFORE, BE IT RESOLVED AND ORDERED that the Chowchilla City Council does hereby Authorize the City Administrator or Designee, to file and execute applications on behalf of with the Department to aid in the financing of capital/operating assistance projects pursuant to Section 5311 of the Federal Transit Act (FTA C 9040.1G), as amended, and pursuant to Section 5339 of the Federal Transit Act (FTA C 5100.1), as amended.

That the City Administrator or Designee is authorized to execute and file all certification of assurances, contracts or agreements or any other document required by the Department.

That the City Administrator or Designee is authorized to provide additional information as the Department may require in connection with the application for the Section 5311 and/or Section 5339 projects.

That the City Administrator or Designee is authorized to submit and approve request for reimbursement of funds from the Department for the Section 5311 and or Section 5339 project(s).

PASSED AND ADOPTED by the City Council of the City of Chowchilla this 14th day of May, 2024 by the following vote to wit:

AYES:

NOES:

ABSENT:

ABSTAIN:

APPROVED:

Mayor Kelly Smith
ATTEST:

Joann McClendon, CMC
City Clerk

REPORT TO THE CITY COUNCIL
Item 3.6

CLICK HERE

TO RETURN TO

THE AGENDA
Meeting of: May 14, 2024
AGENDA SECTION: Consent
SUBJECT: Weed Abatement
PREPARED BY: Fred Gaumnitz, Fire Chief
ATTACHMENTS: Resolution and Time Line

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

Approval of a Resolution declaring the existence of a public nuisance by virtue of certain weed growth per Consent Calendar minute order by roll call vote.

BACKGROUND:

The need for weed abatement is a seasonal and recurring nuisance, which poses a fire, safety, and public health risk. The accumulation of weed growth also has a negative visual effect to the public within the City limits, which is a priority goal of the City Council. The timeline and activity summary are included in your supplements. This notice of abatement will be public noticed over the next week in the Madera tribune and the City’s social media site(s).

This is an annual program of the City. The Chowchilla Municipal Code, Section 8.12 allows for the authority of this activity.

REASON FOR RECOMMENDATION:

This program in the past has been shown to help expedite the removal of weeds, which in turn reduces the fire and safety hazards due to their uncontrolled growth and reduces blight within City neighborhoods.

FISCAL IMPACT:

Initial costs for abatement of non-compliant properties incurred through planned budget expenditures.

Unpaid abatement costs will be recorded and a lien placed on such properties.

ALTERNATIVES:

Not perform annual weed abatement, notices and abatement of non-compliant properties.

ACTIONS FOLLOWING APPROVAL:

Administrative Services office to forward a copy of the executed resolution to the Community & Economic Development Department to process. Community & Economic Development Department to arrange for publication in local newspaper.

COUNCIL RESOLUTION # xx-24

A RESOLUTION OF THE CITY COUNCIL OF CITY OF CHOWCHILLA DECLARING THE

EXISTENCE OF A PUBLIC NUISANCE BY VIRTUE OF CERTAIN WEED GROWTH WHEREAS, the City Council, by virtue of Government Code section 93560 et seq. and Chapter

8.12 of the Chowchilla Municipal Code, is authorized to declare by Resolution as a public nuisance and abate all weeds growing upon the streets or sidewalks or upon or in front of private property within the City which bear seeds of a wingy or downy nature or attain such a large growth as to become a fire menace when dry, or at full natural growth will attain such a large growth as to become a fire menace when dry, or which are otherwise noxious or dangerous; and WHEREAS, "Weeds," as used in Chapter 8.12, means and include weeds, grass, ferns, vines and other similar natural growth other than growth ordinarily and customarily planted for decorative purposes and which has been planted for decorative purposes and is under continuing cultivation; and WHEREAS, pursuant to Chapter 8.12, the City Council declares that Weeds in excess of approximately six inches tall as determined by the Code Enforcement Officer will be determined to be a public nuisance; and
WHEREAS, it is the desire of the City Council to effect timely removal of all weeds so described through the City’s Weed Abatement Program, and in manner provided by law; and WHEREAS, if abatement does not occur during the time frame prescribed, the City may choose to follow the lien process set forth in the Chowchilla Municipal Code and/or seek Administrative fines pursuant to Ordinance 444-08.

NOW THEREFORE BE IT RESOLVED that the City Council of the City of Chowchilla hereby declares that the existence of certain Weeds, as determined by the Code Enforcement Official, constitute a public nuisance. The 2024 weed abatement timeline/schedule is attached and incorporated by reference as Exhibit “A”.

PASSED AND ADOPTED by the City Council of the City of Chowchilla this 14th day of May, 2024 by the following vote to wit:

AYES:

NOES:

ABSENT:

ABSTAIN:

APPROVED:

Mayor Kelly Smith
ATTEST:

Joann McClendon, CMC
City Clerk
Community & Economic Development Department
Weed Abatement Timeline
2024
5/14/2024 Council – Resolution per CMC Chapter 8.12 – Declaring Weeds a Public Nuisance
5/15/2024 Send Council Resolution to Newspaper for Advertising (Post on City social media site)
5/15/2024 Abatement Declaration Advertised for 1 week 5/15 thru 5/21 (Resolution needs to be submitted Wednesday before 10:00 am to be published in the following weeks newspaper) 5/15/2024 Begin creating list of potential properties in violation 5/22/2024 Owners of Record Notified by LETTERS VIA MAIL 5/22/2024 PUBLIC HEARING NOTICE May 22nd EDITION of MADERA

TRIBUNE
5/28/2024 Public Protest Hearing to Council – Authorization to Abate Weeds 6/7/2024 Property Owners to abate by June 7th – Cutoff date 6/10/2024 Non-Compliant PROPERTIES cited – Need to send out citations next day 6/25/2024 City Council to approve cost of bid from contractor if city purchase policy mandates.
6/26/2024 Coordinate ABATEMENT WITH CONTRACTOR
6/30/2024 PROPTERY ABATEMENT in progress to be complete by JUNE 30th 7/5/2024 LIST OF ABATED PROPERTIES TO FINANCE FOR BILLING 7/19/2024 LIENS CREATED
*Note: These dates are tentative due to weather and time restraints in processing. The dates may vary as much as 30 days.

REPORT TO THE CITY COUNCIL
Item 3.7

CLICK HERE

TO RETURN TO

THE AGENDA
Meeting of: May 14, 2024
AGENDA SECTION: Consent
SUBJECT: Approving Sports League Facilities Use Agreement with Chowchilla Community Soccer League, Chowchilla Youth Girls Softball, and Chowchilla Little League
PREPARED BY: Stacy Wisener Deputy Director of Recreation and Community Engagement ATTACHMENTS: Resolution, Agreements

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

In facilitating regular reviews, staff has determined current Facility Use Agreements have not been formally approved by City Council. City Council has been made aware of the agreements per the staff weekly updates and verbal reports at City Council meetings. It is recommended that the City Council approve the resolution and authorize the City Administrator to sign the City of Chowchilla Sports League Facilities Use Agreements with Chowchilla Community Soccer League, Chowchilla Youth Girls Softball, and Chowchilla Little League.

BACKGROUND:

The City of Chowchilla enters into Sports League Facilities Use Agreements with Chowchilla-based organized recreational sports groups that have an overwhelming benefit to the community and would like to use public facilities such as park sports fields. The agreements accord the organizations priority use of the public facilities to provide recreational and skills-growth opportunities for youth and adults in the community. This is a parallel philosophy to the City’s intent to promote broad based services and programs to the residents.

Chowchilla Community Soccer League, Chowchilla Youth Girls Softball, and Chowchilla Little League all have a strong youth recreation sports organization that operates with a board of officers and is registered with the IRS as a tax-exempt organization and have provided many years of youth soccer programs. It is the recognized largest provider of youth soccer, youth softball and youth baseball in Chowchilla with a successful history of providing a very good quality sports experience.

The Sports League Facilities Use Agreement formalizes the arrangement with the City of Chowchilla and Chowchilla Community Soccer League that has existed through past agreements and ensures that this organization is given priority use of the fields at City Park Facilities for their programs.

REASON FOR RECOMMENDATION:

The long-term use of City public facilities by a community sports organization(s) obligates both the City and the organization(s) to enter into an agreement to establish the parameters as to the use of the facilities to the benefit and protection of both entities, as well as the participants and attendees to the program provided by the organization(s). The agreement defines the respective roles and responsibilities. The agreement has a three-year term, with a clause for up to two-year extension that becomes effective upon review by both the City and the organization to ensure no significant modifications are required by either party.

The City maintains collaborative relationships with the youth and adult sports groups that are governed by boards comprised of community members. The Chowchilla Community Soccer League, Chowchilla Youth Girls Softball, and Chowchilla Little League all are proven successes in providing very good quality youth sports experiences in the community. It is incumbent upon the City to continue the strong, collaborative relationship with both of these organizations to ensure that quality youth sports activities are provided to the residents of Chowchilla.

FISCAL IMPACT:

There is no direct financial expenditure impact to the City for this program. The City performs general grounds and facility maintenance at RC Wisener and Edward Ray Park as a course of regular duties.

Chowchilla Community Soccer League, Chowchilla Youth Girls Softball, and Chowchilla Little League all are directly responsible for field preparation, line marking, equipment, etc. for the duration of their programs.

The City will receive revenue for the use of soccer field sports lights by Chowchilla Community Soccer League, Chowchilla Youth Girls Softball, and Chowchilla Little League. The charges are invoiced to the organization in accordance with the stipulations specified in the Sports League Facilities Use Agreement after each season.

ALTERNATIVES:

If the agreement is not approved the agreements and the organizations will not be accorded the benefits to conduct their program on City property as a recognized youth sports organization. To use the City fields, they will be obligated to schedule each individual use based on field availability and pay additional fees at higher amounts that could severely affect their ability to conduct a quality and beneficial youth recreational sports program.

ACTIONS FOLLOWING APPROVAL:

Following approval of the agreements will be affixed to the document and copies provided to each party.

COUNCIL RESOLUTION # XX-24

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

TO APPROVE THE SPORTS LEAGUE FACILITIES USE AGREEMENT WITH CHOWCHILLA

COMMUNITY SOCCER LEAGUE, CHOWCHILLA YOUTH GIRLS SOFTBALL,

CHOWCHILLA FLAG FOOTBALL, AND CHOWCHILLA LITTLE LEAGUE
WHEREAS, Chowchilla Community Soccer League, Chowchilla Youth Girls Softball, Chowchilla Flag Football, and Chowchilla Little League are all IRS-exempt organizations that are recognized as the providers of recreational youth sports activities in the Chowchilla community; and
WHEREAS, Chowchilla Community Soccer League, Chowchilla Youth Girls Softball, Chowchilla Flag Football, and Chowchilla Little League all desire to conduct youth sports, specifically summer and fall leagues, at the RC Wisener and Edward Ray Park sports fields and the recreation center; and
WHEREAS, the City of Chowchilla desires to enter into an agreement with Chowchilla Community Soccer League, Chowchilla Youth Girls Softball, Chowchilla Flag Football, and Chowchilla Little League for the use of the RC Wisener and Edward Ray Park sports fields and the recreation center in consideration of mutually agreed upon tasks and responsibilities; NOW THEREFORE, the City Council of the City of Chowchilla hereby resolves and orders as follows:

1. The recitals above are true and correct; and

2. The approval of the Sports League Facilities Use Agreements is between the City and Chowchilla Community Soccer League, Chowchilla Youth Girls Softball, Chowchilla Flag Football, and Chowchilla Little League is hereby authorized; and

3. The City Administrator is hereby authorized and empowered to execute in the name of the City of Chowchilla the agreement herein attached; and

4. These authorizations are effective per the adoption of this Resolution.

PASSED AND ADOPTED by the City Council of the City of Chowchilla this 14th day of May, 2024 by the following vote to wit:

AYES:

NOES:

ABSENT:

ABSTAIN:

APPROVED:

Mayor Kelly Smith
ATTEST:

Joann McClendon, CMC
City Clerk

City of Chowchilla

SPORTS LEAGUE

FACILITIES USE AGREEMENT

CHOWCHILLA GIRLS YOUTH SOFTBALL
This SPORTS LEAGUE FACILITIES USE AGREEMENT is made and entered into this 6th day of January 2023 between the City of Chowchilla and Chowchilla Girls Softball for the use of public facilities owned by the City of Chowchilla.

DEFINITIONS:

1. AGREEMENT
This Sports League Facilities Use Agreement and any amendments subsequently lawfully entered into between the parties.

2. NOTICE
Acceptable notification between the CITY and the ORGANIZATION can consist of either a printed hardcopy or an email (Note: any and all notices may be subject to the approved document retention policy to comply with state law).

3. CITY
The City of Chowchilla, a public entity

4. CITY REPRESENTATIVE
The designee (s) assigned by the City Administrator to act in good faith as an agent of the CITY

5. CITY NOTICE ADDRESS
City of Chowchilla, Attn: (name of CITY REPRESENTATIVE), 130 S. Second Street, Chowchilla, CA 93610

6. TAX-EXEMPT STATUS
Either the PARENT ORGANIZATION or the ORGANIZATION must be recognized as being exempt from federal income tax in accordance with the Internal Revenue Code, and be able to provide an appropriate determination letter from the Internal Revenue Service (IRS) recognizing the organization's exemption, and maintain an active tax-exempt status for the duration of this agreement; IRS Website Reference Tax Information for Charities & Other Non-Profits, https://www.irs.gov/charities-nonprofits.

SPORTS LEAGUE FACILITIES USE AGREEMENT – CHOWCHILLA GIRLS SOFTBALL 2 7. PARENT ORGANIZATION
The Chowchilla Athletic Foundation, a tax-exempt organization U.S. Tax I.D. Number 14-1883243 is an umbrella organization for many community youth sports groups that provides ethical and philosophical guidance, financial assistance and management, tax compliance and reporting, and more, and is regarded as a principal provider of organized youth sports in Chowchilla.

8. ORGANIZATION
The Chowchilla Girls Youth Softball League (also referred to C.G.S.) is a Chowchilla Athletic Foundation subgroup and is the principal provider of organized recreation youth girls softball in Chowchilla. The Chowchilla Girls Youth Softball League may also have 8u, 10u, 12u, and/or 14u age division travel teams, which is named Chowchilla Lightning.

9. PARENT ORGANIZATION REPRESENTATIVE
The designee (s) assigned by the board, officers, or similar representatives act in good faith as an agent of the PARENT ORGANIZATION.

10. ORGANIZATION REPRESENTATIVE
The designee (s) assigned by the board, officers, or similar representatives to act in good faith as an agent of the ORGANIZATION.

11. ORGANIZATION NOTICE ADDRESS
Chowchilla Girls Youth Softball League, P.O. Box 296, Chowchilla, CA 93610

12. PROGRAM
Recreation youth girl’s softball

13. FACILITIES
The ORGANIZATION shall be allowed to use facilities at the Edward Ray Park, 625 North 15th Street, Chowchilla, CA, to include the two softball fields with sports field lights (lights use fees apply), park restrooms, recreation building for registration activities, coaches meetings, team meetings only and on-site parking areas. The Recreation Building cannot be used as a concession, there is no permitted use for the Kitchen with the exception of special occasions with notification such as opening day ceremonies. The ORGANIZATION must notify the CITY of any intended use of the Recreation Building. You may not use the Recreation Building unless the CITY has you scheduled on their calendar.

SPORTS LEAGUE FACILITIES USE AGREEMENT – CHOWCHILLA GIRLS SOFTBALL 3 14. SEASON
The ORGANIZATION shall determine their specific playing season(s) that includes tryouts, practices, games, and any special activities within the calendar year(s) commencing January 1 and ending December 31.

15. TERM
Three Years from the date of approval.

BOTH PARTIES AGREE TO THE FOLLOWING:

1. TERM AND TERMINATION
This AGREEMENT shall remain in full force and effect for its entire TERM unless otherwise terminated by either party. This AGREEMENT may be terminated at any time by either party hereto by giving to the other a written notice of termination to either the CITY NOTICE ADDRESS or the ORGANIZATION NOTICE ADDRESS, as appropriate, no less than thirty (30) days prior to the intended termination date.

Notices shall be provided either personally or by certified mail, return receipt requested. Notices shall be deemed given on the date personally delivered or 48 hours after deposited in the mail.

2. MUTUAL COOPERATION
The ORGANIZATION and the CITY agree to meet no less than once each year preceding the start of each SEASON to discuss the respective needs of each party during the upcoming SEASON, the expected use of the FACILITIES by the ORGANIZATION, and the elements of this AGREEMENT and any necessary adjustments.

3. GENERAL USE
a. The ORGANIZATION will conform to and abide by all CITY Chowchilla Municipal Code ordinances and all State and Federal laws and regulations insofar as the same, or any of them, are applicable and where permits and/or licenses are required from the regulatory agency having jurisdiction. b. The ORGANIZATION may conduct the PROGRAM at the FACILITIES only.

No other CITY property may be used by the ORGANIZATION unless prior written consent is received from the CITY.
c. The ORGANIZATION shall notify the CITY of their intent to provide the PROGRAM no later than four (4) months prior to finalizing registration activities. If ORGANIZATION decides not to carry out its PROGRAM and is under contract, it must also notify the CITY no later than four (4) months prior SPORTS LEAGUE FACILITIES USE AGREEMENT – CHOWCHILLA GIRLS SOFTBALL 4 to the beginning of the year.
d. The Chowchilla Municipal Code regulates that parks are closed between the hours of 10:00 PM and 7:00 AM. The CITY will permit the ORGANIZATION to occupy the FACILITIES between the hours of 7:00 AM to 10:30 PM for regular activities during the SEASON. The CITY may provide a time extension exemption for approved special activities, e.g., opening day preparation, tournaments, etc., provided the CITY REPRESENTATIVE is notified in advance in writing, electronic or otherwise, and has given approval for the activities.
e. The ORGANIZATION shall provide to the CITY a draft schedule of the weeks and days of the anticipated season for practice sessions, games, and special activities, e.g., opening day ceremony, as soon as it is defined so that fields can be blocked from requests for conflicting uses.
f. The CITY will notify the ORGANIZATION no less than 48 hours in advance of any CITY activities, including non-emergency maintenance and construction projects that may conflict with the use of the FACILITIES by the ORGANIZATION. Emergency tasks may obligate a less than 48-hour notification. The CITY will notify the ORGANIZATION no less than two (2) weeks in advance for any pre-scheduled community events. The FACILITIES may not be available for use by the ORGANIZATION during CITY events, programs, and projects.
g. As soon as the ORGANIZATION has produced a final schedule of weeks, days, and times, and prior to the start of any use of the FACILITIES, a copy of the schedule shall be provided to the CITY, so the PROGRAM uses can be listed on the CITY internal facilities calendar.
h. The ORGANIZATION shall notify the CITY in advance of any schedule changes, additions, or deletions contrary to the published schedule, and the CITY shall attempt, if needed, to accommodate the adjustments. The FACILITIES are not available to the ORGANIZATION for use on any date not provided by the ORGANIZATION to the CITY in advance of such use. i. Vehicles are prohibited from entering any portion of the FACILITIES not customarily used for public vehicular traffic. The ORGANIZATION may request prior consent from the CITY for limited and temporary vehicle ingress and egress of the FACILITIES.

SPORTS LEAGUE FACILITIES USE AGREEMENT – CHOWCHILLA GIRLS SOFTBALL 5 j. Temporary operational and/or service structure(s) (e.g., portable toilets, concession trailers, etc.) shall not be placed on or used by the ORGANIZATION at the FACILITIES without prior approval from the CITY.

The ORGANIZATION may request prior written consent by contacting the CITY REPRESENTATIVE at the CITY NOTICE ADDRESS at least three weeks prior to the intended installation date of any structure. k. The ORGANIZATION is allowed to place up to two (2) portable storage containers at the FACILITIES for use only by the ORGANIZATION. The storage containers must comply with Chowchilla Municipal Code. The locations will be mutually determined by the CITY and the ORGANIZATION.

The ORGANIZATION must keep the storage containers secured when unattended. The ORGANIZATION will be responsible for removing any and all graffiti from the container within 24 hours following notification by the CITY REPRESENTATIVE.

CONCESSION OPERATION
a. The ORGANIZATION, an approved non-profit direct affiliate, or approved mobile, or a similar private vendor, may provide a concession operation to participants and attendees as part of the PROGRAM at the FACILITIES. A notice of intent to provide a concession operation must be submitted to the CITY REPRESENTATIVE, in writing, electronic or otherwise, no less than four (4) weeks prior to the start of the PROGRAM to ensure compliance with all CITY regulations and requirements.
b. Any mobile or similar private vendor must comply with the current Chowchilla Municipal Code, meet all regulatory provisions, possess a current City of Chowchilla business license, etc., and be approved by the CITY as authorized to conduct concession business within the city limits of Chowchilla. The Chowchilla Community and Economic Development Department and the Chowchilla Finance Department are the authorizing agents for private vendor operations.
c. The ORGANIZATION, direct affiliate, or approved private vendor must comply with all Madera County Health Department regulations and licenses pertaining to concession operations and provide proof of compliance if requested by the CITY.
d. Concession vehicles are restricted to set up on adjacent paved street surfaces, and no concession vehicle may be driven, parked, or otherwise placed upon FACILITIES property without prior approval from the CITY SPORTS LEAGUE FACILITIES USE AGREEMENT – CHOWCHILLA GIRLS SOFTBALL 6 REPRESENTATIVE.
e. All supplies and goods are provided by the ORGANIZATION, direct affiliate, or approved private vendor.
f. The CITY will not be responsible for any loss of goods, supplies, or equipment incurred by the ORGANIZATION, direct affiliate, or approved private vendor.

SPECIAL EVENTS
a. The ORGANIZATION is allowed to conduct special events such as opening day activities, tournaments, etc., at the FACILITIES, but must submit a request to the CITY REPRESENTATIVE in advance in writing, electronic or otherwise, no less than thirty (30) days, preferably sooner, prior to the special event date. The CITY must provide prior approval to the ORGANIZATION before the special event can be promoted and conducted. b. The CITY may require additional conditions not prescribed in this AGREEMENT to accommodate the special event. Any such conditions will be provided to the ORGANIZATION by the CITY either verbally or in writing.

PROGRAM REGISTRATION FEES
a. The ORGANIZATION is solely responsible for setting and collecting any and all PROGRAM registration fees. The CITY will not accept any fees on behalf of the ORGANIZATION.

SPECTATOR ADMISSION CHARGES
b. The ORGANIZATION is prohibited from charging a spectator admission fee, or similar, to any aspect of the PROGRAM or special event conducted on CITY park properties and within any FACILITIES.

BACKGROUND SCREENING OF VOLUNTEERS
c. The CITY understands that organizations depend heavily upon volunteerism.

It is the goal of the CITY and, hopefully, the ORGANIZATION to enhance public confidence and lessen the risk of exposure to liability due to a lack of knowledge regarding volunteers' backgrounds. Therefore the CITY urges but does not require all youth-serving organizations utilizing CITY FACILITIES to take steps to screen volunteers. The time, energy, and financial investment in prevention strategies, such as conducting a proper background screening, represents a fraction of the impact incidents such as sex abuse, violence, neglect, or other crimes and abuses can have on PROGRAM participants, SPORTS LEAGUE FACILITIES USE AGREEMENT – CHOWCHILLA GIRLS SOFTBALL 7 the ORGANIZATION and the community. The saying that a "bad volunteer is better than no volunteer" is untrue and dangerous and should never be considered appropriate.
d. Volunteers are to be considered with the same scrutiny as paid staff and should be recruited, screened, trained, supervised, and evaluated with the same rigor as paid staff. The law, in most cases, does not differentiate between paid versus volunteer staff.
e. A comprehensive and due diligent background screening practice can be an achievable benchmark for all youth-serving organizations when positioned as a public safety or risk management issue. The background screening process is an ongoing process and should be subject to review and changes at any time. These guidelines are based on industry practices in private, public, and non-profit areas.
f. The CITY recommends that the ORGANIZATION follow the recommendation of the National Recreation and Park Association and National Alliance for Youth Sports to implement the volunteer management guidelines for credentialing volunteers through comprehensive background screening. More information can be found at the National Alliance for Youth Sports website at www.nays.org under resources.

CODE OF CONDUCT
a. The CITY places strong emphasis and value on being able to provide outdoor CITY park properties and/or FACILITIES for user groups to actively recreate.

The objective is to make sportsmanship and athletics truly part of the field's use program while ensuring that everyone shows respect for one another at all times. It is expected that all user groups that utilize outdoor CITY park properties and/or FACILITIES display positive sportsmanship, encouragement, and respectable conduct. The ORGANIZATION is required to comply with the following.
i. All leadership will show true respect for the rules of play, the authority of officials, and consideration of not only the opponent but also with whom contact is made.
ii. All field users shall behave in a manner that shows good sportsmanship and good citizenship at all times.
iii. Any form of obscenity or abuse towards participants, CITY staff, spectators, coaches, and/or officials will not be tolerated. Any individual using abusive or foul language is to be removed from the SPORTS LEAGUE FACILITIES USE AGREEMENT – CHOWCHILLA GIRLS SOFTBALL 8 field.
iv. All field users will always accept the judgment of the official. v. All field users will respect and protect the property of the CITY. vi. The highest ideal in sportsmanship shall be developed, and instruction in the proper skills and rules pertaining to the game will be done in a respectful fashion.
vii. All field users are required to maintain self-control and respect when dealing with any official, CITY staff, or fellow user group. viii. All groups must abide by and observe all rules and regulations which have been established by the CITY.
ix. All users and representatives from the user groups, including coaches and spectators, will treat all CITY staff with respect at all times.
b. The CITY Chowchilla Municipal Code makes it unlawful for any person to drink, possess, carry, transfer or sell to any other person alcoholic beverages, including unopened containers, of any kind in, on, or within any CITY park properties and/or at FACILITIES.
c. California state law prohibits and deems it unlawful for any person within CITY park properties and/or FACILITIES where a youth sports event is taking place to use a tobacco product within 250 feet of the youth sports event.

Furthermore, Chowchilla Municipal Code Section 8.26.30 (A) prohibits smoking in 'recreational areas,' defined as "Any areas that are public or privately owned, controlled or used by the City of Chowchilla and open to the general public for recreational purposes, regardless of any fee or age requirement. The term RECREATIONAL AREA includes but is not limited to parks, picnic areas, playgrounds, sports fields, walking paths, gardens, bike paths, riding trails, swimming pools, and skateboard parks. The term RECREATIONAL AREA does not include any streets and/or sidewalks located within or upon any abutting right-of-way." among other areas as described in CMC Section 8.26.00
d. The ORGANIZATION agrees not to allow any loud, boisterous or disorderly persons to remain about the FACILITIES during any PROGRAM activity. e. The ORGANIZATION shall not knowingly permit any illegal activities or violation of any CITY Chowchilla Municipal Code ordinances to be conducted upon any CITY park properties and/or at FACILITIES during any PROGRAM activity.

NONDISCRIMINATION
a. The ORGANIZATION shall not, by reason of race, religion, color, sex, age, sexual orientation, national origin, or the presence of any sensory, mental, or SPORTS LEAGUE FACILITIES USE AGREEMENT – CHOWCHILLA GIRLS SOFTBALL 9 physical disability, discriminate against any person in operation, conduct, or administration of its PROGRAM.

FACILITIES KEYS/ALARM CODE
a. The CITY will provide the ORGANIZATION with any necessary CITY key(s) and/or alarm code required to use the FACILITIES for the PROGRAM. b. The ORGANIZATION will be required to submit a completed key assignment form provided by the CITY prior to receiving any CITY key(s) and/or alarm code.
c. The ORGANIZATION is prohibited from duplicating any CITY key(s). The ORGANIZATION is prohibited from sharing the CITY key(s) and/or alarm code with any person(s) not authorized by the CITY.
d. The ORGANIZATION will provide a list of board members and returning managers who will retain any assigned CITY key(s) until they are no longer volunteers with the ORGANIZATION, upon which time the assigned CITY key(s) shall be returned to the CITY.

FACILITIES MAINTENANCE
a. The ORGANIZATION acknowledges that the FACILITIES are provided for use "as-is" and just as they are, without any liability or obligation on the part of the CITY to make any alterations, improvements, or repairs of any kind. b. The CITY will provide routine grounds maintenance and repairs to the FACILITIES throughout the SEASON, including mowing, irrigation, general safety maintenance, and City-authorized project work.
c. The ORGANIZATION is responsible for all FACILITIES field preparation, line painting, maintenance, and placement of any equipment used in the PROGRAM. The ORGANIZATION is assigned the priority definition of the field dimensions using only approved field marking paint on the turf. No heat burning or use of turf-killing or corrosive chemicals is allowed. No other group or program will be given the authority to adjust and/or overpaint field dimensions established by the ORGANIZATION during the term of their SEASON.
d. Tasks or projects not prescribed in this AGREEMENT will require prior consent from the CITY no less than thirty (30) days before it is performed by the ORGANIZATION. The CITY will not perform these tasks through the SPORTS LEAGUE FACILITIES USE AGREEMENT – CHOWCHILLA GIRLS SOFTBALL 10 CITY and will consider discussing mutually beneficial proposals. e. The ORGANIZATION shall be solely responsible for performing practice and game-day preparations and maintenance of the FACILITIES specific to their PROGRAM. Any special work that exceeds the normal practice/game day maintenance that the ORGANIZATION wants to undertake must first be submitted for review and approval by the CITY. The proposed work shall initially be presented to the CITY REPRESENTATIVE at the CITY NOTICE ADDRESS.
f. During the season, the ORGANIZATION shall ensure, to the best of their ability, that all trash and litter is placed into CITY trash receptacles. The CITY encourages the ORGANIZATION to notify the CITY REPRESENTATIVE of the need for the CITY to provide additional temporary trash receptacles during a PROGRAM or special event.
g. Trash bags, boxes, etc., are not to be placed outside of any trash receptacle.

The ORGANIZATION must remove all excess trash not contained within a trash receptacle from the FACILITIES with the option of placing it in the trash hauler bins located at the south side of the parking lot adjacent to N. Fifteenth Street.
h. The ORGANIZATION must remove all excess amounts of trash and litter from the FACILITIES and place the debris in the trash hauler bins located at the south side of the parking lot adjacent to N. Fifteenth Street, including but not limited to uniform and awards packing materials, food containers, packing and storage boxes, etc. Such debris items are not to be disposed of in the park trash receptacles as these receptacles are only emptied one or two times a week, depending on the park maintenance schedule. i. During the SEASON, the ORGANIZATION will monitor the FACILITIES, including, but not limited to, the sports fields and associated amenities, the recreation building, and the park restrooms, and will report any problems and maintenance needs to the CITY REPRESENTATIVE at the CITY NOTICE ADDRESS.
j. The ORGANIZATION must report any graffiti on advertising, equipment, and/or facilities to the CITY REPRESENTATIVE within 24 hours following the observance of the damage or graffiti.

SPORTS LEAGUE FACILITIES USE AGREEMENT – CHOWCHILLA GIRLS SOFTBALL 11 FACILITIES SPORT FIELD LIGHTS
a. The ORGANIZATION has the primary responsibility of managing the FACILITY's sports field light usage (turning lights on and off) in accordance with PROGRAM needs. The CITY and ORGANIZATION will coordinate the installation of locks with keys to secure access to the light control switches.

The CITY and ORGANIZATION will each have a full set of keys to all locks. b. The CITY requests the FACILITIES sports field lights not be used later than 10:00 PM though exceptions will be allowed periodically with the requirement that all FACILITIES sport field lights must be turned off no later than 11:00 PM.
c. The ORGANIZATION is responsible for all usage costs associated with its use of FACILITIES sport field lights used for the PROGRAM during the SEASON. This obligation includes, but is not limited to, any lights inadvertently scheduled with the CITY by the ORGANIZATION before or after the desired use and/or for lights requested by the ORGANIZATION participants for unauthorized games or practices.
d. During the SEASON, the ORGANIZATION will not alter the FACILITIES in any manner prior to the approval from the CITY.
e. The CITY will invoice the ORGANIZATION at the end of each SEASON for the use of the FACILITIES sport field lights. This amount was determined from a 2018 sports field electric costs audit. Each subsequent SEASON the previous year's amount is multiplied by an annual percentage adjustment.

The adjustment is determined from either a rate adjustment charged to the CITY by the power provider (PG&E) or by the annual percentage change of the Consumer Price Index (CPI), whichever is greater. If the ORGANIZATION chooses not to use the field lights, they must notify the CITY; otherwise, they will be billed accordingly.

INCIDENTS OR ACCIDENTS
a. The ORGANIZATION shall report any incidents or accidents that have caused or may cause injury to a person(s) or CITY property to the CITY within 24 hours of the incident or accident. A CITY incident/accident report must be completed within 48 hours of any incident or accident and submitted to the CITY REPRESENTATIVE at the CITY NOTICE ADDRESS. At the discretion of the ORGANIZATION, a request may be asked by the Chowchilla Police Department to make an official report to be provided to the CITY to SPORTS LEAGUE FACILITIES USE AGREEMENT – CHOWCHILLA GIRLS SOFTBALL 12 complement the CITY incident/accident report.

PROGRAM MANAGEMENT
a. The ORGANIZATION serves as the sole party responsible for the management, oversight, implementation, and supervision of the PROGRAM. b. The CITY shall have no responsibility with regard to the PROGRAM.

PROGRAM PROMOTION
a. The CITY will promote information that meets the approved criteria of the CITY on behalf of the ORGANIZATION through the available CITY media resources and at CITY buildings and/or other facilities.

ADVERTISING
a. If desired, the ORGANIZATION may advertise the PROGRAM and/or sponsors at the FACILITIES in a manner that must comply with current CITY sign standards. The CITY will consider alternate ideas for sponsor displays only if the displays meet the requirements of the Chowchilla Municipal Code, are in accordance with approved CITY policies, and that sufficient lead time is provided to allow the CITY to review the proposal(s).
b. The ORGANIZATION is permitted to attach advertising to CITY amenities, e.g., field fences, at the FACILITIES following approval by the CITY to promote the PROGRAM and/or sponsors up to four (4) weeks prior to each SEASON. All advertising must be removed within two weeks at the conclusion of the SEASON.
c. The ORGANIZATION is prohibited from installing temporary or permanent advertising support structures, e.g., posts, at the FACILITIES. d. The ORGANIZATION is responsible for the maintenance and/or removal of any advertising installed by the ORGANIZATION due to safety issues and/or graffiti.
e. The ORGANIZATION shall remove any damaged advertising that is not repairable within 48 hours following the observance of the damage. f. If the CITY is forced to remove damaged advertising due to inaction by the ORGANIZATION, the CITY may charge the costs of removal to the ORGANIZATION at an amount determined by the CITY Master Fee Schedule in effect at the time of the PROGRAM or by actual incurred expenses.

SPORTS LEAGUE FACILITIES USE AGREEMENT – CHOWCHILLA GIRLS SOFTBALL 13 HOLD HARMLESS/INSURANCE REQUIREMENTS
a. The ORGANIZATION shall indemnify, defend, and hold harmless the CITY, its officers, officials, employees, and volunteers, from and against all claims, damages, losses, and expenses, including attorney fees arising from, caused by, or in any way connected with the PROGRAM, the ORGANIZATION, and/or use of the FACILITIES except for claims arising out of the sole negligence, willful misconduct, or active negligence of the Grantor, its members, successors and assigns.
b. The ORGANIZATION shall carry a liability insurance policy, or its equivalent, with a reputable insurance company. The ORGANIZATION shall not use the FACILITIES for any purpose prior to providing CITY with evidence of insurance.
c. The liability insurance policy must have the following minimum limits (commonly provided options):
• Each Occurrence – $2,000,000
• Personal & Advertising Injury – $2,000,000
• General Aggregate – $4,000,000
• Products/Completed Operations – $2,000,000
• Damage to Rented Premises (each occurrence) – $300,000 • Medical Expenses (any one person) – $10,000
d. The liability insurance policy shall cover the full term of this AGREEMENT to include the term of the PROGRAM. The liability insurance policy shall provide that coverage will not be canceled, materially changed, or permitted to expire without a sixty (60) day prior written notice to the CITY REPRESENTATIVE at the CITY NOTICE ADDRESS.
e. The contractor's general liability policies shall be primary and shall not seek contribution from the City's coverage and be endorsed using Insurance Services Office form C.G. 20 10 (or equivalent) to provide that City and its officers, officials, employees, and agents shall be additional insureds under such policies. The certificate of liability insurance shall be provided to the CITY REPRESENTATIVE as evidence of coverage not less than thirty (30) days prior to the start of any use of FACILITIES by the ORGANIZATION for any aspect of the PROGRAM.
f. Failure to acquire and maintain the insurance required by this AGREEMENT on the part of the ORGANIZATION shall constitute a breach of this SPORTS LEAGUE FACILITIES USE AGREEMENT – CHOWCHILLA GIRLS SOFTBALL 14 AGREEMENT and shall result in immediate, unilateral termination of this AGREEMENT by the CITY.

GENERAL PROVISIONS
a. This AGREEMENT is personal to ORGANIZATION only and shall not be assigned, transferred, or granted. Any assignment, transfer, or granting by ORGANIZATION of any portion of this AGREEMENT or the AGREEMENT in its entirety shall constitute a material breach of this AGREEMENT. b. This AGREEMENT shall be deemed to have been executed and delivered within the State of California, and the rights and obligations of the parties hereto shall be construed and enforced in accordance with and governed by the laws of the State of California.
c. This AGREEMENT is the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior and contemporaneous oral and written AGREEMENTS and discussions. This AGREEMENT may be amended only by an agreement in writing, signed by the parties. d. This AGREEMENT is binding upon and shall inure to the benefit of the parties hereto, their respective agents, employees, representatives, officers, directors, divisions, subsidiaries, affiliates, assigns, heirs, and successors in interest, as applicable.
e. Each party has cooperated in the drafting and preparation of this AGREEMENT. Any interpretation of this AGREEMENT shall not be construed against any party.
f. In the event of litigation relating to this AGREEMENT, the prevailing party shall be entitled to attorneys' fees and costs.
g. This AGREEMENT may be executed in counterparts, and when each party has signed and delivered at least one such counterpart, each counterpart shall be deemed an original and, when taken together with other signed counterparts, shall constitute one AGREEMENT, which shall be binding upon and effective as to all parties.

SPORTS LEAGUE FACILITIES USE AGREEMENT - CHOWCHILLA GIRLS SOFTBALL IN WITNESS WHEREOF, both parties have caused this AGREEMENT to be executed on their behalf by their officers duly authorized.

CITY OF CHO
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Rod Pruett, City Administrator
ATTEST

CHOWCHILLA GIRLS SOFTBALL (ORGANIZATION)
Tara Davis, Secretary
Primary Authorized Representative Secondary Authorized Representative 15 City of Chowchilla

SPORTS LEAGUE

FACILITIES USE AGREEMENT

CHOWCHILLA FLAG FOOTBALL
This SPORTS LEAGUE FACILITIES USE AGREEMENT is made and entered into this 3rd day of January 2022 between the City of Chowchilla and Chowchilla Flag Football for the use of public facilities owned by the City of Chowchilla.

DEFINITIONS:

1. AGREEMENT
This Sports League Facilities Use Agreement and any amendments subsequently lawfully entered into between the parties.

2. NOTICE
Acceptable notification between the CITY and the ORGANIZATION can consist of either a printed hardcopy, or an email (Note: any and all notices may be subject to the approved document retention policy to comply with state law).

3. CITY
City of Chowchilla, a public entity

4. CITY REPRESENTATIVE
Designee(s) assigned by the City Administrator to act in good faith as an agent of the CITY

5. CITY NOTICE ADDRESS
City of Chowchilla, Attn: Recreation Dept., 130 S. Second Street, Chowchilla, CA 93610

6. ORGANIZATION
The Chowchilla Flag Football is a subgroup of Chowchilla Youth Athletic Foundation, a nonprofit organization; US Tax I.D. Number 14-1883243; and is regarded as the principal provider of organized youth flag football in Chowchilla.

7. ORGANIZATION REPRESENTATIVE
Designee(s) assigned by the board, officers, or similar representatives to act in good faith as an agent of the ORGANIZATION.

8. ORGANIZATION NOTICE ADDRESS
Chowchilla Flag Football, c/o Alfred Soares, Jr., 23306 Road 15-3/4, Chowchilla, CA 93610 FACILITIES USE AGREEMENT – CHOWCHILLA FLAG FOOTBALL
2 9. PROGRAM
Recreational youth flag football.

10. TAX-EXEMPT STATUS
Either the PARENT ORGANIZATION or the ORGANIZATION must be recognized as being exempt from federal income tax in accordance with the Internal Revenue Code, and be able to provide an appropriate determination letter from the Internal Revenue Service (IRS) recognizing the organization’s exemption, and maintain an active tax-exempt status for the duration of this agreement; IRS Website Reference Tax Information for Charities & Other Non-Profits, https://www.irs.gov/charities-non-profits.

11. PARENT ORGANIZATION
The Chowchilla Athletic Foundation, a tax-exempt organization US Tax I.D. Number 14- 1883243, is an umbrella organization for many community youth sports groups that provides ethical and philosophical guidance, financial assistance and management, tax compliance and reporting, and more, and is regarded as a principal provider of organized youth sports in Chowchilla.

12. FACILITIES
The ORGANIZATION shall be allowed to use facilities at the Edward Ray Park, 625 North 15th Street, Chowchilla, CA, to include the unlighted sports field area (designated as between Kites Way on the west, Acacia Court on the north, the homes on the south and the tree line delineating the lighted sports field area on the east), park restrooms, recreation building on a limited use basis for registration activities, coaches meetings, team meetings, etc., and onsite parking areas. The ORGANIZATION may request to use the lighted sports field area if the sports field is not already scheduled for use by another organization, e.g. recreation youth soccer or high school soccer.

13. SEASON
The ORGANIZATION shall determine their specific playing season(s) that includes tryouts, practices, games and any special activities within the calendar year(s) commencing January 1 and ending December 31.

14. TERM
The term is three years from date of approval.

BOTH PARTIES AGREE TO THE FOLLOWING:

1. TERM AND TERMINATION
This AGREEMENT shall remain in full force and effect for its entire TERM unless otherwise terminated by either party. This AGREEMENT may be terminated at any time by either party hereto by giving to the other a written notice of termination to either the FACILITIES USE AGREEMENT – CHOWCHILLA FLAG FOOTBALL
3 CITY NOTICE ADDRESS or the ORGANIZATION NOTICE ADDRESS, as appropriate, no less than thirty (30) days prior to the intended termination date. Notices shall be provided either personally or by certified mail, return receipt requested. Notices shall be deemed given on the date personally delivered or 48 hours after deposited in the mail.

2. TERM CONTINUANCE.

Upon written approval of the ORGANIZATION and the CITY, this AGREEMENT may be continued as written presuming no additions, deletions, or other adjustments to the context of the AGREEMENT are required.

3. MUTUAL COOPERATION
The ORGANIZATION and the CITY agree to meet, in person or communicate by email, no less than once each year preceding the start of each SEASON to discuss the respective needs of each party during the upcoming SEASON, expected use of the FACILITIES by the ORGANIZATION, and the elements of this AGREEMENT and any necessary adjustments.

4. GENERAL USE
a. The ORGANIZATION will conform to and abide by all CITY Chowchilla Municipal Code ordinances, and all State and Federal laws and regulations, insofar as the same or any of them are applicable, and where permits and/or licenses are required from the regulatory agency having jurisdiction. b. The ORGANIZATION may conduct the PROGRAM at the FACILITIES only. No other CITY property may be used by the ORGANIZATION unless prior written consent is received from the CITY.
c. The ORGANIZATION shall notify the CITY of their intent to provide the PROGRAM no later than two (2) months prior to finalizing any registration activities.
d. The approved hours of use provide that the ORGANIZATION will not occupy the FACILITIES earlier than 7:00 AM and must vacate the FACILITIES no later than 10:30 PM.
e. The ORGANIZATION shall provide to the CITY a draft schedule of the weeks and days of the anticipated season for practice sessions, games and special activities, e.g. opening day ceremony, as soon as it is defined so that fields can be blocked from requests for conflicting uses.
f. The CITY will notify the ORGANIZATION of any CITY events and programs, including maintenance and construction projects that may conflict with use of the FACILITIES USE AGREEMENT – CHOWCHILLA FLAG FOOTBALL
4 FACILITIES by the ORGANIZATION. The FACILITIES will not be available for use by the ORGANIZATION during CITY events, programs and projects. g. As soon as the ORGANIZATION has produced a final schedule of weeks, days and times, and prior to the start of any use of the FACILITIES, a copy of the schedule shall be provided to the CITY so the PROGRAM uses can be listed on the CITY internal facilities calendar.
h. The ORGANIZATION shall notify the CITY in advance of any schedule changes, additions or deletions, contrary to the published schedule and the CITY shall attempt, if needed, to accommodate the adjustments. The FACILITIES are not available to the ORGANIZATION for use on any date not provided by the ORGANIZATION to the CITY in advance of such use.
i. The ORGANIZATION must send a request prior the requested date and coordinate availability for use of the Recreation Building. This is a shared facility and may not always be available.
j. Vehicles are prohibited from entering any portion of the FACILITIES not customarily used for public vehicular traffic. The ORGANIZATION may request prior consent from the CITY for limited and temporary vehicle ingress and egress of the FACILITIES.
k. Temporary operational and/or services structure(s) (e.g. portable toilets, concession trailers, etc.) shall not be placed on or used by the ORGANIZATION at the FACILITIES without prior approval from the CITY. The ORGANIZATION may request prior written consent by contacting the CITY REPRESENTATIVE at the CITY NOTICE ADDRESS at least three weeks prior to the intended installation date of any structure.

5. CONCESSION OPERATION
a. The ORGANIZATION, an approved non-profit direct affiliate, or approved mobile, or similar, private vendor may provide a concession operation to participants and attendees as part of the PROGRAM at the FACILITIES. A request for approval must be submitted to the CITY REPRESENTATIVE no less than four (4) weeks prior to the start of the PROGRAM to ensure compliance with all CITY regulations and requirements.
b. Any mobile, or similar, private vendor must comply with the current Chowchilla Municipal Code, meet all regulatory provisions, and possess a current City of Chowchilla business license, etc., and be approved by the CITY as authorized to conduct concession business within the city limits of Chowchilla. The Chowchilla FACILITIES USE AGREEMENT – CHOWCHILLA FLAG FOOTBALL
5 Community and Economic Development Department and the Chowchilla Finance Department are the authorizing agents for private vendor operations. c. The ORGANIZATION, direct affiliate or approved private vendor must comply with all Madera County Health Department regulations and licenses pertaining to concession operations and provide proof of compliance if requested by the CITY. d. Concession vehicles are restricted to setup on adjacent paved street surfaces and no concession vehicle may be driven, parked, or otherwise placed, upon FACILITIES property without prior approval from the CITY REPRESENTATIVE. e. All supplies and goods are provided by the ORGANIZATION, direct affiliate, or approved private vendor.
f. The CITY will not be responsible for any loss of goods, supplies or equipment incurred by the ORGANIZATION, direct affiliate or approved private vendor.

6. SPECIAL EVENTS
a. The ORGANIZATION is allowed conduct special events such as opening day activities, tournaments (if covered by your insurance), etc. at the FACILITIES, but must submit a request to the CITY REPRESENTATIVE no less than thirty (30) days, preferably sooner, prior to the special event date. The CITY must provide prior approval to the ORGANIZATION before the special event can be promoted and conducted.
b. The CITY may require additional conditions not prescribed in this AGREEMENT to accommodate the special event. Any such conditions will be provided to the ORGANIZATION by the CITY either verbally or in writing.

7. PROGRAM REGISTRATION FEES
The ORGANIZATION is solely responsible to set and collect any and all PROGRAM registration fees. The CITY will not accept any fees on behalf of the ORGANIZATION.

8. SPECTATOR ADMISSION CHARGES
The ORGANIZATION is prohibited from charging a spectator admission fee, or similar, to any aspect of the PROGRAM or special event conducted on CITY park properties and within any FACILITIES.

9. BACKGROUND SCREENING OF VOLUNTEERS
a. The CITY understands that organizations depend heavily upon volunteerism. It is the goal of the CITY and hopefully the ORGANIZATON to enhance public confidence and lessen the risk of exposure to liability due to a lack of knowledge FACILITIES USE AGREEMENT – CHOWCHILLA FLAG FOOTBALL
6 regarding volunteers’ background. Therefore, the CITY urges, but at this time does not require, all youth serving organizations utilizing CITY FACILITIES to take steps to screen volunteers. The time, energy, and financial investment of prevention strategies such as conducting a proper background screening, represents a fraction of the impact incidents such as sex abuse, violence, neglect, or other crimes and abuses can have on PROGRAM participants, the ORGANIZATION and the community. The saying that a “bad volunteer is better than no volunteer” is untrue and dangerous, and should never be considered appropriate.
b. Volunteers are to be considered with the same scrutiny as paid staff and should be recruited, screened, trained, supervised, and evaluated with the same rigor as paid staff. The law in most cases does not differentiate between paid versus volunteer staff.
c. A comprehensive and due diligent background screening practice can be an achievable benchmark for all youth serving organizations when positioned as a public safety or risk management issue. The background screening process is an ongoing process and should be subject to review and changes at any time.

These guidelines are based upon industry practices in private, public and nonprofit areas. d. The CITY recommends by the CITY that the ORGANIZATION follow the recommendation of the National Recreation and Park Association and National Alliance for Youth Sports to implement the volunteer management guidelines for credentialing volunteers through comprehensive background screening. More information can be found at the National Alliance for Youth Sports website at www.nays.org under resources.

10. CODE OF CONDUCT
a. The CITY places strong emphasis and value on being able to provide outdoor CITY park properties and/or FACILITIES for user groups to actively recreate on.

The objective is to make sportsmanship and athletics truly part of the fields use program while ensuring that everyone shows respect for one another at all times.

It is expected that all user groups that utilize outdoor CITY park properties and/or FACILITIES display positive sportsmanship, encouragement and respectable conduct. The ORGANIZATION is required to comply with the following:
i. All leadership will show true respect for the rules of play, authority of officials and consideration of not only the opponent, but also with whom contact is made.
ii. All field users shall behave in a manner that shows good sportsmanship and good citizenship at all times.

FACILITIES USE AGREEMENT – CHOWCHILLA FLAG FOOTBALL
7 iii. Any form of obscenity or abuse towards participants, CITY staff, spectators, coaches, and/or officials will not be tolerated. Any individual using abusive or foul language is to be removed from the field. iv. All field users will always accept the judgment of the official v. All field users will respect and protect the property of the CITY. vi. The highest ideal in sportsmanship shall be developed and instruction in the proper skills and rules pertaining to the game will be done in a respectful fashion.
vii. All field users are required to maintain self-control and respect when dealing with any official, CITY staff or fellow user group. viii. All groups must abide by and observe all rules and regulations which have been established by the CITY.
ix. All users and representatives from the user groups, including coaches and spectators will treat all CITY staff with respect at all times. b. The CITY Chowchilla Municipal Code makes it unlawful for any person to drink, possess, carry, transfer or sell to any other person alcoholic beverages, including unopened containers, of any kind in, on or within any CITY park properties and/or at FACILITIES.
c. California state law prohibits and deems it unlawful for any person within CITYpark properties and/or FACILITIES where a youth sports event is taking place to use a tobacco product within 250 feet of the youth sports event.

Furthermore, Chowchilla Municipal Code Section 8.26.30 (A) prohibits smoking in ‘recreational areas’, defined as “Any areas that are public or privately owned, controlled or used by the City of Chowchilla and open to the general public for recreational purposes, regardless of any fee or age requirement. The term RECREATIONAL AREA includes but is not limited to parks, picnic areas, playgrounds, sports fields, walking paths, gardens, bike paths, riding trails, swimming pools, and skateboard parks. The term RECREATIONAL AREA does not include any streets and/or sidewalks located within or upon any abutting right-of-way.” among other areas as described in CMC Section 8.26.00 d. The ORGANIZATION agrees not to allow any loud, boisterous or disorderly persons to remain about the FACILITIES during any PROGRAM activity. e. The ORGANIZATION shall not knowingly permit any illegal activities or violation of any CITY Chowchilla Municipal Code ordinances to be conducted upon any CITY park properties and/or at FACILITIES during any PROGRAM activity.

11. NONDISCRIMINATION
The ORGANIZATION shall not, by reason of race, religion, color, sex, age, sexual orientation, national origin, or the presence of any sensory, mental, or physical disability, FACILITIES USE AGREEMENT – CHOWCHILLA FLAG FOOTBALL
8 discriminate against any person in the operation, conduct, or administration of its PROGRAM.

12. FACILITIES KEYS/ALARM CODE
a. The CITY will provide the ORGANIZATION with a copy of any necessary keys and/or alarm code required to use the FACITLITIES, e.g. recreation building, for the PROGRAM.
b. The ORGANIZATION will be required to submit a completed key assignment form provided by the CITY prior to receiving any keys and/or alarm code. c. The ORGANIZATION is prohibited from duplicating the keys. The ORGANIZATION is prohibited from sharing the keys and/or alarm code with any person(s) not authorized by the CITY.
d. The ORGANIZATION shall return all keys to the CITY at the end of each SEASON.

13. FACILITIES MAINTENANCE
a. The ORGANIZATION acknowledges that the FACILITIES are provided for use “as-is” and just as they are, without any liability or obligation on the part of the CITY to make any alterations, improvements, or repairs of any kind. b. The CITY will provide routine grounds maintenance and repairs to the FACILITIES throughout the SEASON that includes mowing, irrigation, general safety maintenance and City-authorized project work.
c. The ORGANIZATION is responsible for all FACILITIES field preparation, line painting, maintenance and placement of any equipment used in the PROGRAM.

The ORGANIZATION is assigned the priority definition of the field dimensions using only approved field marking paint on the turf. No heat burning or use of turf killing or corrosive chemicals is allowed. No other group or program will be given the authority to adjust and/or overpaint field dimensions established by the ORGANIZATION during the term of their season.
d. The ORGANIZATION may request to use the lighted sports field area if the sports field is not already scheduled for use by another organization, e.g. recreation youth soccer or high school soccer. If the other organization has previously painted the sports field for their program the ORGANIZATION cannot overpaint any field lines set by the other organization. e. Tasks or projects not prescribed in this AGREEMENT will require prior consent from the CITY no less than thirty (30) days before it is performed by the FACILITIES USE AGREEMENT – CHOWCHILLA FLAG FOOTBALL
9 ORGANIZATION. The CITY will not perform these tasks though the CITY will consider discussing mutually beneficial proposals.
f. The ORGANIZATION shall be solely responsible for performing practice and game day preparations and maintenance of the FACILITIES specific to their PROGRAM. Any special work that exceeds the normal practice/game day maintenance that the ORGANIZATION wants to undertake must first be submitted for review and approval by the CITY. The proposed work shall initially be presented to the CITY REPRESENTATIVE at the CITY NOTICE ADDRESS. g. During the season the ORGANIZATION shall ensure that all trash and litter is placed into CITY trash containers. Due to limited resources the CITY encourages the ORGANIZATION to provide additional temporary trash receptacles during each PROGRAM event.
h. The ORGANIZATION must remove all excess trash not contained within a trash receptacle with the option of placing it in the trash hauler bins located at the south side of the parking lot adjacent to N. Fifteenth Street. Trash bags, boxes, etc. are not to be left placed outside of any trash receptacle. i. The ORGANIZATION must remove all excessive amounts of trash and litter not resulting from normal use or special activities, e.g. uniform and awards packing materials, food containers, boxes, etc., from the FACILITIES, or placed in the trash hauler bins located at the south side of the parking lot adjacent to N.

Fifteenth Street.
j. During the SEASON, the ORGANIZATION will monitor the FACILITIES including, but not limited to, the sports fields and associated amenities, the recreation building and the park restrooms, and will report any problems and maintenance needs to the CITY REPRESENTATIVE at the CITY NOTICE ADDRESS. k. The ORGANIZATION must report any graffiti on advertising, equipment, and/or facilities to the CITY REPRESENTATIVE within 24 hours following observance of the damage or graffiti.

14. FACILITIES SPORT FIELD LIGHTS
a. If requested by the ORGANIZATION and based upon availability, the CITY will schedule usage of the FACILITIES sport field lights. The ORGANIZATION REPRESENTATIVE shall submit separate request(s) to the CITY REPRESENTATIVE in advance, but no less than three (3) CITY business days prior to the requested field lights use. The CITY will schedule all sports field lights via a computer link; there is no manual control of the field lights.

FACILITIES USE AGREEMENT – CHOWCHILLA FLAG FOOTBALL
10 b. The ORGANIZATION is responsible for all usage costs associated with its use of FACILITIES sport field lights used for the PROGRAM during the SEASON. This obligation includes, but is not limited to, any lights inadvertently scheduled with the CITY by the ORGANIZATION before or after a desired use, and/or for lights requested by the ORGANIZATION participants for unauthorized games or practices.
c. The CITY will invoice the ORGANIZATION at the end of each SEASON for the use of the FACILITIES sport field lights in accordance to the CITY Master Fee Schedule in effect at the time of the PROGRAM.

15. INCIDENTS OR ACCIDENTS
The ORGANIZATION shall report any incidents or accidents that have caused, or may cause, injury to a person(s), or CITY property to the CITY within 24 hours of the incident or accident. A CITY incident/accident report must be completed within 48 hours of any incident or accident and submitted to the CITY REPRESENTATIVE at the CITY NOTICE ADDRESS. At the discretion of the ORGANIZATION a request may be asked of the Chowchilla Police Department to make an official report to be provided to the CITY to complement the CITY incident/accident report.

16. PROGRAM MANAGEMENT
a. The ORGANIZATION, serves as the sole party responsible for the management, oversight, implementation and supervision of the PROGRAM. b. The CITY shall have no responsibility with regards to the PROGRAM.

17. PROGRAM PROMOTION
The CITY will promote information that meets the approved criteria of the CITY on behalf of the ORGANIZATION through the available CITY media resources and at CITY buildings, and/or other facilities.

18. ADVERTISING
a. If desired, the ORGANIZATION may advertise the PROGRAM and/or sponsors at the FACILITIES that must comply with current CITY sign standards. The CITY will consider alternate ideas for sponsor displays only if the displays meet the requirements of the Chowchilla Municipal Code, are in accordance with approved CITY policies, and that sufficient lead time is provided to allow the CITY to review the proposal(s).
b. The ORGANIZATION is permitted to attach advertising to CITY amenities, e.g. field fences, at the FACILITIES following approval by the CITY to promote the FACILITIES USE AGREEMENT – CHOWCHILLA FLAG FOOTBALL
11 PROGRAM and/or sponsors up to four (4) weeks prior to each SEASON. All advertising must be removed within two weeks at the conclusion of the SEASON. c. The ORGANIZATION is prohibited from installing temporary or permanent advertising support structures, e.g. posts, at the FACILITIES. d. The ORGANIZATION is responsible for the maintenance and/or removal of any advertising installed by the ORGANIZATION due to safety issues and/or graffiti. e. The ORGANIZATION shall remove any damaged advertising that is not repairable within 48 hours following observance of the damage. f. If the CITY is forced to remove damaged advertising due to inaction by the ORGANIZATION the CITY may charge to costs of removal to the ORGANIZATION at an amount determined by the CITY Master Fee Schedule in effect at the time of the PROGRAM, or by actual incurred expenses.

19. HOLD HARMLESS/INSURANCE REQUIREMENTS
a. The ORGANIZATION shall indemnify, defend, and hold harmless the CITY, its officers, officials, employees and volunteers, from and against all claims, damages, losses and expenses including attorney fees arising from, caused by, or in any way connected with the PROGRAM, the ORGANIZATION, and/or use of the FACILITIES except for claims arising out of the sole negligence, willful misconduct, or active negligence of the Grantor, its members, successors and assigns.
b. The ORGANIZATION shall carry a liability insurance policy, or its equivalent, with a reputable insurance company. The ORGANIZATION shall not use the FACILITIES for any purpose prior to providing CITY with evidence of insurance. c. The liability insurance policy must have the following minimum limits (commonly provided options):
• EACH OCCURRENCE – $2,000,000
• DAMAGE TO RENTED PREMISES (each occurrence) – $300,000 • MEDICAL EXP (any one person) - $10,000
• PERSONAL & ADV INJURY - $2,000,000
• GENERAL AGGREGATE – $5,000,000
• Products – Comp/OP AGG - $2,000,000
d. The liability insurance policy shall cover the full term of this AGREEMENT to include the term of the PROGRAM, or a renewed copy needs to be submitted to FACILITIES USE AGREEMENT – CHOWCHILLA FLAG FOOTBALL
12 the CITY every year within the contract term. The liability insurance policy shall provide that coverage will not be canceled, materially changed, or permitted to expire without a sixty (60) day prior written notice to the CITY REPRESENTATIVE at the CITY NOTICE ADDRESS.
e. A certificate of liability insurance shall name the CITY, City of Chowchilla, its employees, and agents as an additional insured, at the designated CITY NOTICE ADDRESS of 130. S. Second Street, Chowchilla, CA 93610. The certificate of liability insurance shall be provided to the CITY REPRESENTATIVE as evidence of coverage not less than thirty (30) days prior to the start of any use of FACILITIES by the ORGANIZATION for any aspect of the PROGRAM. f. Failure to acquire and maintain the insurance required by this AGREEMENT on the part of the ORGANIZATION shall constitute a breach of this AGREEMENT and shall result in immediate, unilateral termination of this AGREEMENT by the CITY.

20. GENERAL PROVISIONS
a. This AGREEMENT is personal to ORGANIZATION only and shall not be assigned, transferred, or granted. Any assignment, transfer, or granting by ORGANIZATION of any portion of this AGREEMENT or the AGREEMENT in its entirety shall constitute a material breach of this AGREEMENT. b. This AGREEMENT shall be deemed to have been executed and delivered within the State of California, and the rights and obligations of the parties hereto shall be construed and enforced in accordance with and governed by the laws of the State of California.
c. This AGREEMENT is the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior and contemporaneous oral and written AGREEMENTS and discussions. This AGREEMENT may be amended only by an agreement in writing, signed by the parties. d. This AGREEMENT is binding upon and shall inure to the benefit of the parties hereto, their respective agents, employees, representatives, officers, directors, divisions, subsidiaries, affiliates, assigns, heirs, and successors in interest, as applicable.
e. Each party has cooperated in the drafting and preparation of this AGREEMENT.

Any interpretation of this AGREEMENT shall not be construed against any party. f. In the event of litigation relating to this AGREEMENT, the prevailing party shall be entitled to attorneys’ fees and costs.

FACILITIES USE AGREEMENT – CHOWCHILLA FLAG FOOTBALL
13 g. This AGREEMENT may be executed in counterparts, and when each party has signed and delivered at least one such counterpart, each counterpart shall be deemed an original, and, when taken together with other signed counterparts, shall constitute one AGREEMENT, which shall be binding upon and effective as to all parties.

IN WITNESS WHEREOF, both parties have caused this AGREEMENT to be executed on their behalf by their officers duly authorized.

CITY OF CHOWCHILLA (CITY) ATTEST
_________________________________ __________________________________ Rod Pruett, City Administrator Joann McClendon, City Clerk

CHOWCHILLA FLAG FOOTBALL (ORGANIZATION)
________________________________ ____________________________________ Alfred Soares, Jr., President Alex Pittz, Vice President Primary Authorized Representative Secondary Authorized Representative

City of Chowchilla

SPORTS LEAGUE

FACILITIES USE AGREEMENT

CHOWCHILLA LITTLE LEAGUE
This SPORTS LEAGUE FACILITIES USE AGREEMENT is made and entered into this 28th day of January 2021 between the City of Chowchilla and Chowchilla Little League for the use of public facilities owned by the City of Chowchilla.

DEFINITIONS:

1. AGREEMENT
This Sports League Facilities Use Agreement and any amendments subsequently lawfully entered into between the parties.

2. NOTICE
Acceptable notification between the CITY and the ORGANIZATION can consist of either a printed hardcopy or an email (Note: any and all notices may be subject to the approved document retention policy to comply with state law).

3. CITY
The City of Chowchilla, a public entity

4. CITY REPRESENTATIVE
The designee (s) assigned by the City Administrator to act in good faith as an agent of the CITY

5. CITY NOTICE ADDRESS
City of Chowchilla, Attn: (name of CITY REPRESENTATIVE), 130 S. Second Street, Chowchilla, CA 93610

6. TAX-EXEMPT STATUS
The ORGANIZATION must be recognized as being exempt from federal income tax in accordance with the Internal Revenue Code, and be able to provide an appropriate determination letter from the Internal Revenue Service (IRS) recognizing the organization's exemption, and maintain an active tax-exempt status for the duration of SPORTS LEAGUE FACILITIES USE AGREEMENT – CHOWCHILLA LITTLE LEAGUE 2 this agreement; IRS Website Reference Tax Information for Charities & Other NonProfits, https://www.irs.gov/charities-non-profits.

7. ORGANIZATION
The Chowchilla Little League, a tax-exempt organization U.S. Tax I.D. Number 22- 2605044, is regarded as the principal provider of organized recreation youth baseball in Chowchilla.

8. ORGANIZATION REPRESENTATIVE
The designee (s) assigned by the board, officers, or similar representatives to act in good faith as an agent of the ORGANIZATION.

9. ORGANIZATION NOTICE ADDRESS
Chowchilla Little League, P.O. Box 578, Chowchilla, CA 93610

10. PROGRAM
Recreation youth baseball

11. FACILITIES
The ORGANIZATION shall be allowed to use facilities at the RC Wisener Park, 130 South 2nd Street, Chowchilla, CA, to include the three baseball fields with sports field lights (lights use fees apply), park restrooms, concession stand, park pavilion, and on-site parking areas as the primary location for the PROGRAM.

If not in use by another sports program, the ORGANIZATION shall be allowed to use the facilities at the Edward Ray Park, 625 North 15th Street, Chowchilla, CA, to include the one baseball field with sports field lights (lights use fees apply), park restrooms, park pavilion adjacent to the baseball field, recreation building on a limited use basis for registration activities, coaches meetings, team meetings, etc., and on-site parking areas as a secondary location for the PROGRAM. The ORGANIZATION must send a request prior to the requested date and coordinate availability for use of the Recreation Building.

This is a shared facility and may not always be available.

12. SEASON
The ORGANIZATION shall determine their specific playing season(s) that includes tryouts, practices, games, and any special activities within the calendar year(s) commencing January 1 and ending December 31.

SPORTS LEAGUE FACILITIES USE AGREEMENT – CHOWCHILLA LITTLE LEAGUE 3 13. TERM
Three years from the date of approval.

BOTH PARTIES AGREE TO THE FOLLOWING:

1. TERM AND TERMINATION
This AGREEMENT shall remain in full force and effect for its entire TERM unless otherwise terminated by either party. This AGREEMENT may be terminated at any time by either party hereto by giving to the other a written notice of termination to either the CITY NOTICE ADDRESS or the ORGANIZATION NOTICE ADDRESS, as appropriate, no less than thirty (30) days prior to the intended termination date. Notices shall be provided either personally or by certified mail, return receipt requested. Notices shall be deemed given on the date personally delivered or 48 hours after deposited in the mail.

2. MUTUAL COOPERATION
The ORGANIZATION and the CITY agree to meet no less than once each year preceding the start of each SEASON to discuss the respective needs of each party during the upcoming SEASON, expected use of the FACILITIES by the ORGANIZATION, and the elements of this AGREEMENT and any necessary adjustments.

3. GENERAL USE
a. The ORGANIZATION will conform to and abide by all CITY Chowchilla Municipal Code ordinances and all State and Federal laws and regulations, insofar as the same or any of them are applicable, and where permits and/or licenses are required from the regulatory agency having jurisdiction. b. The ORGANIZATION may conduct the PROGRAM at the FACILITIES only.

No other CITY property may be used by the ORGANIZATION unless prior written consent is received from the CITY.
c. The FACILITIES are to only be used for the PROGRAM. Use of the FACILITIES by an individual(s) for personal use that is not part of an organized SPORTS LEAGUE FACILITIES USE AGREEMENT – CHOWCHILLA LITTLE LEAGUE 4 team or group activity, e.g., practice, game, etc., within the parameters of the PROGRAM is strictly prohibited. This includes drop-in, one-on-one activities, or practices where a PROGRAM team of coaches and players is not participating. d. The ORGANIZATION acknowledges that the FACILITIES are for public use outside the parameters of the PROGRAM. The CITY acknowledges the financial and time commitment of the ORGANIZATION to the FACILITIES. The CITY recognizes and accepts the preference and need of the ORGANIZATION to restrict access to the FACILITIES during the PROGRAM SEASON(S) to maintain the integrity of the grounds, field, and amenities. The ORGANIZATION accepts the CITY will open the FACILITY for public use when not in SEASON. e. The ORGANIZATION shall notify the CITY of their intent to provide the PROGRAM no later than four (4) months prior to finalizing registration activities. f. The Chowchilla Municipal Code regulates that parks are closed between the hours of 10:00 PM and 7:00 AM. The CITY will permit the ORGANIZATION to occupy the FACILITIES between the hours of 7:00 AM to 10:30 PM for regular activities during the SEASON. The CITY may provide a time extension exemption for approved special activities, e.g., opening day preparation, tournaments, etc., provided the CITY REPRESENTATIVE is notified in advance in writing, electronic or otherwise, and has given approval for the activities. g. The ORGANIZATION shall provide to the CITY a draft schedule of the weeks and days of the anticipated SEASON for practice sessions, games, and special activities, e.g., opening day ceremony, as soon as it is defined so that fields can be blocked from requests for conflicting uses.
h. The CITY will notify the ORGANIZATION no less than 48-hours in advance of any CITY activities, including non-emergency maintenance and construction projects that may conflict with the use of the FACILITIES by the ORGANIZATION. Emergency tasks may obligate a less than 48-hour notification. The CITY will notify the ORGANIZATION no less than six (6) weeks in advance for any pre-scheduled community events. The FACILITIES may not be available for use by the ORGANIZATION during CITY events, programs, and projects.
i. As soon as the ORGANIZATION has produced a final schedule of weeks, days, SPORTS LEAGUE FACILITIES USE AGREEMENT – CHOWCHILLA LITTLE LEAGUE 5 and times, and prior to the start of any use of the FACILITIES, a copy of the schedule shall be provided to the CITY, so the PROGRAM uses can be listed on the CITY internal facilities calendar.
j. The ORGANIZATION shall notify the CITY in advance of any schedule changes, additions, or deletions contrary to the published schedule, and the CITY shall attempt, if needed, to accommodate the adjustments. The FACILITIES are not available to the ORGANIZATION for use on any date not provided by the ORGANIZATION to the CITY in advance of such use.
k. Vehicles are prohibited from entering any portion of the FACILITIES not customarily used for public vehicular traffic. The ORGANIZATION may request prior consent from the CITY for limited and temporary vehicle ingress and egress of the FACILITIES.
l. Temporary operational and/or services structure(s) (e.g., portable toilets, concession trailers, etc.) shall not be placed on or used by the ORGANIZATION at the FACILITIES without prior approval from the CITY. The ORGANIZATION may request prior written consent by contacting the CITY REPRESENTATIVE at the CITY NOTICE ADDRESS at least three weeks prior to the intended installation date of any structure.

4. CONCESSION OPERATION
a. The ORGANIZATION, an approved non-profit direct affiliate, or approved mobile, or similar, private vendor may provide a concession operation to participants and attendees as part of the PROGRAM at the FACILITIES. A notice of intent to provide a concession operation must be submitted to the CITY REPRESENTATIVE, in writing, electronic or otherwise, no less than four (4) weeks prior to the start of the PROGRAM to ensure compliance with all CITY regulations and requirements.
b. Any mobile or similar private vendor must comply with the current Chowchilla Municipal Code, meet all regulatory provisions, and possess a current City of Chowchilla business license, etc., and be approved by the CITY as authorized to conduct concession business within the city limits of Chowchilla. The Chowchilla Community and Economic Development Department and the Chowchilla Finance Department are the authorizing agents for private vendor operations.

SPORTS LEAGUE FACILITIES USE AGREEMENT – CHOWCHILLA LITTLE LEAGUE 6 c. The ORGANIZATION, direct affiliate, or approved private vendor must comply with all Madera County Health Department regulations and licenses pertaining to concession operations and provide proof of compliance if requested by the CITY. d. Concession vehicles are restricted to set up on adjacent paved street surfaces, and no concession vehicle may be driven, parked, or otherwise placed upon FACILITIES property without prior approval from the CITY REPRESENTATIVE.
e. All supplies and goods are provided by the ORGANIZATION, direct affiliate, or approved private vendor.
f. The CITY will not be responsible for any loss of goods, supplies, or equipment incurred by the ORGANIZATION, direct affiliate, or approved private vendor.

5. SPECIAL EVENTS
a. The ORGANIZATION is allowed to conduct special events such as opening day activities, tournaments, etc. at the FACILITIES, but must submit a request to the CITY REPRESENTATIVE in advance in writing, electronic or otherwise, no less than thirty (30) days, preferably sooner, prior to the special event date. The CITY must provide prior approval to the ORGANIZATION before the special event can be promoted and conducted.
b. The CITY may require additional conditions not prescribed in this AGREEMENT to accommodate the special event. Any such conditions will be provided to the ORGANIZATION by the CITY either verbally or in writing.

6. PROGRAM REGISTRATION FEES
The ORGANIZATION is solely responsible for setting and collecting any and all PROGRAM registration fees. The CITY will not accept any fees on behalf of the ORGANIZATION.

7. SPECTATOR ADMISSION CHARGES
The ORGANIZATION is prohibited from charging a spectator admission fee, or similar, to any aspect of the PROGRAM or special event conducted on CITY park properties and SPORTS LEAGUE FACILITIES USE AGREEMENT – CHOWCHILLA LITTLE LEAGUE 7 within any FACILITIES.

8. BACKGROUND SCREENING OF VOLUNTEERS
a. The CITY understands that organizations depend heavily upon volunteerism. It is the goal of the CITY and hopefully the ORGANIZATION to enhance public confidence and lessen the risk of exposure to liability due to a lack of knowledge regarding volunteers' background. Therefore, the CITY urges but does not require all youth-serving organizations utilizing CITY FACILITIES to take steps to screen volunteers. The time, energy, and financial investment of prevention strategies such as conducting a proper background screening, represents a fraction of the impact incidents such as sex abuse, violence, neglect, or other crimes and abuses can have on PROGRAM participants, the ORGANIZATION and the community. The saying that a "bad volunteer is better than no volunteer" is untrue and dangerous and should never be considered appropriate. b. Volunteers are to be considered with the same scrutiny as paid staff and should be recruited, screened, trained, supervised, and evaluated with the same rigor as paid staff. The law, in most cases, does not differentiate between paid versus volunteer staff.
c. A comprehensive and due diligent background screening practice can be an achievable benchmark for all youth-serving organizations when positioned as a public safety or risk management issue. The background screening process is an ongoing process and should be subject to review and changes at any time. These guidelines are based upon industry practices in private, public and non-profit areas.
d. The CITY recommends by the CITY that the ORGANIZATION follow the recommendation of the National Recreation and Park Association and National Alliance for Youth Sports to implement the volunteer management guidelines for credentialing volunteers through comprehensive background screening. More information can be found at the National Alliance for Youth Sports website at www.nays.org under resources.

9. CODE OF CONDUCT
a. The CITY places strong emphasis and value on being able to provide outdoor CITY park properties and/or FACILITIES for user groups to actively recreate on.

SPORTS LEAGUE FACILITIES USE AGREEMENT – CHOWCHILLA LITTLE LEAGUE 8 The objective is to make sportsmanship and athletics truly part of the field's use program while ensuring that everyone shows respect for one another at all times.

It is expected that all user groups that utilize outdoor CITY park properties and/or FACILITIES display positive sportsmanship, encouragement, and respectable conduct. The ORGANIZATION is required to comply with the following. i. All leadership will show true respect for the rules of play, the authority of officials, and consideration of not only the opponent but also with whom contact is made.
ii. All field users shall behave in a manner that shows good sportsmanship and good citizenship at all times.
iii. Any form of obscenity or abuse towards participants, CITY staff, spectators, coaches, and/or officials will not be tolerated. Any individual using abusive or foul language is to be removed from the field. iv. All field users will always accept the judgment of the official. v. All field users will respect and protect the property of the CITY. vi. The highest ideal in sportsmanship shall be developed and instruction in the proper skills and rules pertaining to the game will be done in a respectful fashion.
vii. All field users are required to maintain self-control and respect when dealing with any official, CITY staff, or fellow user group. viii. All groups must abide by and observe all rules and regulations which have been established by the CITY.
ix. All users and representatives from the user groups, including coaches and spectators, will treat all CITY staff with respect at all times. b. The CITY Chowchilla Municipal Code makes it unlawful for any person to drink, possess, carry, transfer or sell to any other person alcoholic beverages, including unopened containers, of any kind in, on, or within any CITY park properties and/or at FACILITIES.
c. California state law prohibits and deems it unlawful for any person within CITY park properties and/or FACILITIES where a youth sports event is taking place to use a tobacco product within 250 feet of the youth sports event. Furthermore, Chowchilla Municipal Code Section 8.26.30 (A) prohibits smoking in ‘recreational areas’, defined as “Any areas that are public or privately owned, controlled or used by the City of Chowchilla and open to the general public for SPORTS LEAGUE FACILITIES USE AGREEMENT – CHOWCHILLA LITTLE LEAGUE 9 recreational purposes, regardless of any fee or age requirement. The term RECREATIONAL AREA includes but is not limited to parks, picnic areas, playgrounds, sports fields, walking paths, gardens, bike paths, riding trails, swimming pools, and skateboard parks. The term RECREATIONAL AREA does not include any streets and/or sidewalks located within or upon any abutting rightof-way.” among other areas as described in CMC Section 8.26.00 d. The ORGANIZATION agrees not to allow any loud, boisterous or disorderly persons to remain about the FACILITIES during any PROGRAM activity. e. The ORGANIZATION shall not knowingly permit any illegal activities or violation of any CITY Chowchilla Municipal Code ordinances to be conducted upon any CITY park properties and/or at FACILITIES during any PROGRAM activity.

10. NONDISCRIMINATION
The ORGANIZATION shall not, by reason of race, religion, color, sex, age, sexual orientation, national origin, or the presence of any sensory, mental, or physical disability, discriminate against any person in operation, conduct, or administration of its PROGRAM.

11. FACILITIES KEYS/ALARM CODE
a. The CITY will provide the ORGANIZATION with any necessary CITY key(s) and/or alarm code required to use the FACILITIES for the PROGRAM. b. The ORGANIZATION will be required to submit a completed key assignment form provided by the CITY prior to receiving any CITY key(s) and/or alarm code.

The CITY recommends collecting all keys from their assignments after each season. The ORGANIZATION is responsible for those who use the facility from retaining the keys.
c. The ORGANIZATION is prohibited from duplicating any CITY key(s). The ORGANIZATION is prohibited from sharing the CITY key(s) and/or alarm code with any person(s) not authorized by the CITY.
d. The ORGANIZATION will provide a list of board members and returning managers who will retain any assigned CITY key(s) until they are no longer volunteers with the ORGANIZATION, upon which time the assigned CITY SPORTS LEAGUE FACILITIES USE AGREEMENT – CHOWCHILLA LITTLE LEAGUE 10 key(s) shall be returned to the CITY.

12. FACILITIES MAINTENANCE
a. The ORGANIZATION acknowledges that the FACILITIES are provided for use "as-is" and just as they are, without any liability or obligation on the part of the CITY to make any alterations, improvements, or repairs of any kind. b. The CITY will provide routine grounds maintenance and repairs to the FACILITIES throughout the SEASON that includes mowing, irrigation, general safety maintenance, and City-authorized project work.
c. The ORGANIZATION is responsible for all FACILITIES field preparation, line painting, maintenance, and placement of any equipment used in the PROGRAM.

The ORGANIZATION is assigned the priority definition of the field dimensions using only approved field marking paint on the turf. No heat burning or use of turf killing or corrosive chemicals is allowed. No other group or program will be given the authority to adjust and/or overpaint field dimensions established by the ORGANIZATION during the term of their SEASON.
d. Tasks or projects not prescribed in this AGREEMENT will require prior consent from the CITY no less than thirty (30) days before it is performed by the ORGANIZATION. The CITY will not perform these tasks through the CITY will consider discussing mutually beneficial proposals.
e. Tasks or projects to be performed by the ORGANIZATION on the FACILITIES, beyond the scope of field preparation and minor routine maintenance, must meet all legal Federal, State, and City codes and permitting requirements that, depending on the scope, may include the use of licensed contractors who possess a City Business License and meet regulatory requirements. f. The ORGANIZATION shall be solely responsible for performing practice and game-day preparations and maintenance of the FACILITIES specific to their PROGRAM. Any special work that exceeds the normal practice/game day maintenance that the ORGANIZATION wants to undertake must first be submitted for review and approval by the CITY. The proposed work shall initially be presented to the CITY REPRESENTATIVE at the CITY NOTICE ADDRESS. g. During the SEASON, the ORGANIZATION shall ensure to the best of their SPORTS LEAGUE FACILITIES USE AGREEMENT – CHOWCHILLA LITTLE LEAGUE 11 ability that all trash and litter is placed into CITY trash receptacles. The CITY encourages the ORGANIZATION to notify the CITY REPRESENTATIVE of the need for the CITY to provide additional temporary trash receptacles during a PROGRAM or special event.
h. Trash bags, boxes, etc., are not to be placed outside of any trash receptacle. The ORGANIZATION must remove all excess trash not contained within a trash receptacle from the FACILITIES with the option of placing it in the trash hauler bins located adjacent to the concession stand.
i. The ORGANIZATION must remove all excess amounts of trash and litter from the FACILITIES and place the debris in the trash hauler bins located adjacent to the concession stand, including but not limited to uniform and awards packing materials, food containers, packing and storage boxes, etc. Such debris items are not to be disposed of in the park trash receptacles as these receptacles are only emptied one or two times a week, depending on the park maintenance schedule. j. During the SEASON, the ORGANIZATION will monitor the FACILITIES, including, but not limited to, the sports fields and associated amenities, the recreation building, and the park restrooms, and will report any problems and maintenance needs to the CITY REPRESENTATIVE at the CITY NOTICE ADDRESS.
k. The ORGANIZATION must report any graffiti on advertising, equipment, and/or facilities to the CITY REPRESENTATIVE within 24 hours following the observance of the damage or graffiti.

13. FACILITIES SPORT FIELD LIGHTS
a. The ORGANIZATION has the primary responsibility of managing the FACILITIES sport field lights usage (turning lights on and off) in accordance with PROGRAM needs. The CITY and ORGANIZATION will coordinate the installation of locks with keys to secure access to the lights control switches. The CITY and ORGANIZATION will each have a full set of keys to all locks. b. The CITY requests the FACILITIES sport field lights not be used later than 10:00 PM though exceptions will be allowed periodically with the requirement that all FACILITIES sport field lights must be turned off no later than 11:00 PM.

SPORTS LEAGUE FACILITIES USE AGREEMENT – CHOWCHILLA LITTLE LEAGUE 12 c. The FACILITIES sport field lights are to only be used for the PROGRAM. Use of the FACILITIES sport field lights by an individual(s) for personal use that is not part of an organized team or group activity, e.g., practice, game, etc., within the parameters of the PROGRAM is strictly prohibited. This includes drop-in, oneon-one activities, or practices where a PROGRAM team of coaches and players is not participating.
d. The ORGANIZATION is responsible for all usage costs associated with its use of FACILITIES sport field lights used for the PROGRAM during the SEASON.

This obligation includes, but is not limited to, any lights inadvertently scheduled with the CITY by the ORGANIZATION before or after the desired use and/or for lights requested by the ORGANIZATION participants for unauthorized games or practices.
e. The CITY will invoice the ORGANIZATION at the end of each SEASON for the use of the FACILITIES sport field lights. The amount(s) is calculated for each SEASON, if conducted, from a baseline determined for the SEASON from a 2019 multi-year sports field electric costs audit. Each subsequent SEASON the previous year's amount is multiplied by an annual percentage adjustment to the 2019 baseline amount(s). The adjustment is determined from either a rate adjustment charged to the CITY by the power provider (PG&E) or by the annual percentage change of the Consumer Price Index (CPI), whichever is greater.

Estimated Fees:

Spring Season:
2022 - $3,599.56
2023 - $3,743.55
2024- $3,893.29
Fall Season:
2022 - $494.94
2023 – 514.74
2024 - $535.33

14. INCIDENTS OR ACCIDENTS
The ORGANIZATION shall report any incidents or accidents that have caused or may SPORTS LEAGUE FACILITIES USE AGREEMENT – CHOWCHILLA LITTLE LEAGUE 13 cause injury to a person(s) or CITY property to the CITY within 24 hours of the incident or accident. A CITY incident/accident report must be completed within 48 hours of any incident or accident and submitted to the CITY REPRESENTATIVE at the CITY NOTICE ADDRESS. At the discretion of the ORGANIZATION, a request may be asked of the Chowchilla Police Department to make an official report to be provided to the CITY to complement the CITY incident/accident report.

15. PROGRAM MANAGEMENT
a. The ORGANIZATION serves as the sole party responsible for the management, oversight, implementation, and supervision of the PROGRAM. b. The CITY shall have no responsibility with regards to the PROGRAM.

16. PROGRAM PROMOTION
The CITY will promote information that meets the approved criteria of the CITY on behalf of the ORGANIZATION through the available CITY media resources and at CITY buildings and/or other facilities.

17. ADVERTISING
a. If desired, the ORGANIZATION may advertise the PROGRAM and/or sponsors at the FACILITIES in a manner that must comply with current CITY sign standards. The CITY will consider alternate ideas for sponsor displays only if the displays meet the requirements of the Chowchilla Municipal Code, are in accordance with approved CITY policies, and that sufficient lead time is provided to allow the CITY to review the proposal(s).
b. The ORGANIZATION is permitted to attach advertising to CITY amenities, e.g., field fences, at the FACILITIES following approval by the CITY to promote the PROGRAM and/or sponsors up to four (4) weeks prior to each SEASON. All advertising must be removed within two weeks at the conclusion of the SEASON. c. The ORGANIZATION is prohibited from installing temporary or permanent advertising support structures, e.g., posts, at the FACILITIES. d. The ORGANIZATION is responsible for the maintenance and/or removal of any advertising installed by the ORGANIZATION due to safety issues and/or graffiti.

SPORTS LEAGUE FACILITIES USE AGREEMENT – CHOWCHILLA LITTLE LEAGUE 14 e. The ORGANIZATION shall remove any damaged advertising that is not repairable within 48 hours following the observance of the damage. f. If the CITY is forced to remove damaged advertising due to inaction by the ORGANIZATION, the CITY may charge the costs of removal to the ORGANIZATION at an amount determined by the CITY Master Fee Schedule in effect at the time of the PROGRAM, or by actual incurred expenses.

18. HOLD HARMLESS/INSURANCE REQUIREMENTS
a. The ORGANIZATION shall indemnify, defend, and hold harmless the CITY, its officers, officials, employees, and volunteers, from and against all claims, damages, losses, and expenses, including attorney fees arising from, caused by, or in any way connected with the PROGRAM, the ORGANIZATION, and/or use of the FACILITIES except for claims arising out of the sole negligence, willful misconduct, or active negligence of the Grantor, its members, successors and assigns.
b. The ORGANIZATION shall carry a liability insurance policy, or its equivalent, with a reputable insurance company. The ORGANIZATION shall not use the FACILITIES for any purpose prior to providing CITY with evidence of insurance.
c. The liability insurance policy must have the following minimum limits (commonly provided options):
• Each Occurrence – $2,000,000
• Personal & Advertising Injury – $2,000,000
• General Aggregate – $4,000,000
• Products/Completed Operations – $2,000,000
• Damage to Rented Premises (each occurrence) – $300,000 • Medical Expenses (any one person) – $10,000
d. The liability insurance policy shall cover the full term of this AGREEMENT to include the term of the PROGRAM, or if unable to then provide updated insurance certificate each year. A current valid certificate of insurance must be on file before PRGRAM s conducted. The liability insurance policy shall provide that coverage will not be canceled, materially changed, or permitted to expire without a sixty (60) day prior written notice to the CITY REPRESENTATIVE at SPORTS LEAGUE FACILITIES USE AGREEMENT – CHOWCHILLA LITTLE LEAGUE 15 the CITY NOTICE ADDRESS.
e. Contractor's general liability policies shall be primary and shall not seek contribution from the City's coverage, and be endorsed using Insurance Services Office form C.G. 20 10 (or equivalent) to provide that City and its officers, officials, employees, and agents shall be additional insureds under such policies.

The certificate of liability insurance shall be provided to the CITY REPRESENTATIVE as evidence of coverage not less than thirty (30) days prior to the start of any use of FACILITIES by the ORGANIZATION for any aspect of the PROGRAM.
f. Failure to acquire and maintain the insurance required by this AGREEMENT on the part of the ORGANIZATION shall constitute a breach of this AGREEMENT and shall result in immediate, unilateral termination of this AGREEMENT by the CITY.

19. GENERAL PROVISIONS
a. This AGREEMENT is personal to ORGANIZATION only and shall not be assigned, transferred, or granted. Any assignment, transfer, or granting by ORGANIZATION of any portion of this AGREEMENT or the AGREEMENT in its entirety shall constitute a material breach of this AGREEMENT. b. This AGREEMENT shall be deemed to have been executed and delivered within the State of California, and the rights and obligations of the parties hereto shall be construed and enforced in accordance with and governed by, the laws of the State of California.
c. This AGREEMENT is the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior and contemporaneous oral and written AGREEMENTS and discussions. This AGREEMENT may be amended only by an agreement in writing, signed by the parties. d. This AGREEMENT is binding upon and shall inure to the benefit of the parties hereto, their respective agents, employees, representatives, officers, directors, divisions, subsidiaries, affiliates, assigns, heirs, and successors in interest, as applicable.

SPORTS LEAGUE FACILITIES USE AGREEMENT – CHOWCHILLA LITTLE LEAGUE 16 e. Each party has cooperated in the drafting and preparation of this AGREEMENT.

Any interpretation of this AGREEMENT shall not be construed against any party. f. In the event of litigation relating to this AGREEMENT, the prevailing party shall be entitled to attorneys' fees and costs.
g. This AGREEMENT may be executed in counterparts, and when each party has signed and delivered at least one such counterpart, each counterpart shall be deemed an original, and, when taken together with other signed counterparts, shall constitute one AGREEMENT, which shall be binding upon and effective as to all parties.

IN WITNESS WHEREOF, both parties have caused this AGREEMENT to be executed on their behalf by their officers duly authorized.

CITY OF CHOWCHILLA (CITY) ATTEST
____________________________________ ____________________________________ Rod Pruett, City Administrator Joann McClendon, City Clerk

CHOWCHILLA LITTLE LEAGUE (ORGANIZATION)
____________________________________ ____________________________________ Alfred Soares, President Aaron Walters, Vice President

REPORT TO THE CITY COUNCIL
Item 3.8

CLICK HERE

TO RETURN TO

THE AGENDA
Meeting of: May 14, 2024
AGENDA SECTION: Consent
SUBJECT: Approving Sports League Facilities Use Agreement with Chowchilla Adult Recreation
PREPARED BY: Stacy Wisener Deputy Director of Recreation and Community Engagement ATTACHMENTS: Resolution, Agreement

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

The City enters into a Facility Agreement with Adult Recreation Organization to help facilitate sporting activities for the adults of the community. There contract renews yearly and the summer and fall season will be approaching. A new agreement and Certificate of Insurance must be completed so they can host their sports.

BACKGROUND:

The City of Chowchilla enters into Sports League Facilities Use Agreements with Chowchilla-based organized recreational sports groups that have an overwhelming benefit to the community and would like to use public facilities such as park sports fields. The agreements accord the organizations priority use of the public facilities to provide recreational and skills-growth opportunities for youth and adults in the community. This is a parallel philosophy to the City’s intent to promote broad based services and programs to the residents.

Chowchilla Adult Recreation is the only organization in Chowchilla that facilitates activities for the adult community. The are registered with the IRS as a tax-exempt organization and have provided many years of adult softball programs.

The Sports League Facilities Use Agreement formalizes the arrangement with the City of Chowchilla and Chowchilla Adult Recreation that has existed through past agreements and ensures that this organization is given priority use of the fields at City Park Facilities for their programs.

REASON FOR RECOMMENDATION:

The long-term use of City public facilities by a community sports organization(s) obligates both the City and the organization(s) to enter into an agreement to establish the parameters as to the use of the facilities to the benefit and protection of both entities, as well as the participants and attendees to the program provided by the organization(s). The agreement defines the respective roles and responsibilities. The agreement has a one-year term, with a clause for up to two-year extension that becomes effective upon review by both the City and the organization to ensure no significant modifications are required by either party.

The City maintains collaborative relationships with the youth and adult sports groups that are governed by boards comprised of community members. It is incumbent upon the City to continue the strong, collaborative relationship with this organization to ensure that quality adult sports activities are provided to the residents of Chowchilla.

FISCAL IMPACT:

There is no direct financial expenditure impact to the City for this program. The City performs general grounds and facility maintenance at the Edward Ray Park as a course of regular duties. Chowchilla Adult Recreation is directly responsible for field preparation, line marking, equipment, etc. for the duration of their programs.

The City will receive revenue for the use of field sports lights by Chowchilla Adult Recreation. The charges are invoiced to the organization in accordance with the stipulations specified in the Sports League Facilities Use Agreement after each season.

ALTERNATIVES:

If the agreement is not approved the agreements and the organizations will not be accorded the benefits to conduct their program on City property as a recognized adult sports organization. To use the City fields, they will be obligated to schedule each individual use based on field availability and pay hourly fees at that could severely affect their ability to conduct a quality and beneficial recreational sports program.

ACTIONS FOLLOWING APPROVAL:

Following approval of the agreements will be affixed to the document and copies provided to each party.

COUNCIL RESOLUTION # XX-24

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

TO APPROVE THE SPORTS LEAGUE FACILITIES USE AGREEMENT WITH CHOWCHILLA

ADULT RECREATION
WHEREAS, Chowchilla Adult Recreation Organization is a IRS-exempt organizations that is recognized as the providers of recreational adult sports activities in the Chowchilla community; and
WHEREAS, Chowchilla Adult Recreation Organization has the desire to conduct adult sports, specifically summer and fall leagues, at the Edward Ray Park sports fields; and WHEREAS, the City of Chowchilla desires to enter into an agreement with Chowchilla Adult recreation Organization for the use of the Edward Ray Park sports fields and the recreation building for meetings in consideration of mutually agreed upon tasks and responsibilities; NOW THEREFORE, the City Council of the City of Chowchilla hereby resolves and orders as follows:

1. The recitals above are true and correct; and

2. The approval of the Sports League Facilities Use Agreements is between the City and Chowchilla Adult Recreation is hereby authorized; and

3. The City Administrator is hereby authorized and empowered to execute in the name of the City of Chowchilla the agreement herein attached; and

4. These authorizations are effective per the adoption of this Resolution.

PASSED AND ADOPTED by the City Council of the City of Chowchilla this 14th day of May, 2024 by the following vote to wit:

AYES:

NOES:

ABSENT:

ABSTAIN:

APPROVED:

Mayor Kelly Smith
ATTEST:

Joann McClendon, CMC
City Clerk
City of Chowchilla

SPORTS LEAGUE

FACILITIES USE AGREEMENT

CHOWCHILLA ADULT RECREATION
This SPORTS LEAGUE FACILITIES USE AGREEMENT is made and entered into this 2nd day of May 2024 between the City of Chowchilla and Chowchilla Adult Recreation for the use of public facilities owned by the City of Chowchilla.

DEFINITIONS:

1. AGREEMENT
This Sports League Facilities Use Agreement and any amendments subsequently lawfully entered into between the parties.

2. NOTICE
Acceptable notification between the CITY and the ORGANIZATION can consist of either a printed hardcopy or an email (Note: any notices may be subject to the approved document retention policy to comply with state law).

3. CITY
City of Chowchilla, a public entity

4. CITY REPRESENTATIVE
The designee (s) assigned by the City Administrator are to act in good faith as agents of the CITY.

5. CITY NOTICE ADDRESS
City of Chowchilla, Attn: S. Wisener, 130 S. Second Street, Chowchilla, CA 93610

6. TAX-EXEMPT STATUS
The ORGANIZATION must be recognized as being exempt from federal income tax in accordance with the Internal Revenue Code, be able to provide an appropriate determination letter from the Internal Revenue Service (IRS) recognizing the organization's exemption, and maintain an active tax-exempt status for the duration of this agreement; IRS Website Reference Tax Information for Charities & Other NonProfits, https://www.irs.gov/charities-non-profits.

SPORTS LEAGUE FACILITIES USE AGREEMENT – CHOWCHILLA ADULT RECREATION 2 7. ORGANIZATION
Chowchilla Adult Recreation, a tax-exempt organization U.S. Tax I.D. Number 47- 1653106; is regarded as the principal provider of organized adult recreational sports in the City of Chowchilla.

8. ORGANIZATION REPRESENTATIVE
The designee (s) assigned by the board, officers, or similar representatives to act in good faith as an agent of the ORGANIZATION. This agent should be the President of the Board.

9. ORGANIZATION NOTICE ADDRESS
P.O. Box 756, Chowchilla, CA 93610

10. ORGANIZATION BOARD
A list of all board members and their titles needs to be submitted to the City. A majority of Chowchilla residents must be on the ORGANIZATIONS Board to be considered for a Facility Use Contract with the CITY unless other agreements have been made in the event this is not possible.

11. PROGRAM
Adult recreation sports leagues and tournaments, e.g., softball, volleyball, etc.

12. FACILITIES
The ORGANIZATION shall be allowed to use facilities within the Edward Ray Park, 625 North 15th Street, Chowchilla, CA, including the two softball fields with sports field lights (lights use fees apply), concession stand building, park restrooms, Ed Ray building on a limited use basis and when available for registration activities, coaches meetings, team meetings, etc., and on-site parking areas. The ORGANIZATION must send a request prior to the requested date for the Ed Ray Building and coordinate availability for use.

This is a shared facility and may not always be available.

13. SEASON
The ORGANIZATION shall determine their specific playing season(s) that includes tryouts, practices, games, and any special activities within the calendar year(s) commencing January 1 and ending December 31. The seasons for Adult Recreation are Summer and Fall Season.

14. TERM
One year from the date of approval.

SPORTS LEAGUE FACILITIES USE AGREEMENT – CHOWCHILLA ADULT RECREATION 3 BOTH PARTIES AGREE TO THE FOLLOWING:

1. TERM AND TERMINATION
This AGREEMENT shall remain in full force and effect for its entire TERM unless otherwise terminated by either party. This AGREEMENT may be terminated at any time by either party hereto by giving to the other a written notice of termination to either the CITY NOTICE ADDRESS or the ORGANIZATION NOTICE ADDRESS, as appropriate, no less than thirty (30) days prior to the intended termination date. Notices shall be provided either personally or by certified mail, return receipt requested. Notices shall be deemed given on the date personally delivered or 48 hours after they are deposited in the mail.

2. MUTUAL COOPERATION
The ORGANIZATION and the CITY agree to meet no less than once each year preceding the start of each SEASON to discuss the respective needs of each party during the upcoming SEASON, the expected use of the FACILITIES by the ORGANIZATION, and the elements of this AGREEMENT and any necessary adjustments.

3. GENERAL USE
a. The ORGANIZATION will conform to and abide by all CITY Chowchilla Municipal Code ordinances and all State and Federal laws and regulations insofar as the same or any of them are applicable and where permits and/or licenses are required from the regulatory agency having jurisdiction. b. The ORGANIZATION may conduct the PROGRAM at the FACILITIES only. No other CITY property may be used by the ORGANIZATION unless prior written consent is received from the CITY.
c. The FACILITIES are to only be used for the PROGRAM. Use of the FACILITIES by an individual(s) for personal use that is not part of an organized team or group activity, e.g., practice, game, etc., within the parameters of the PROGRAM is strictly prohibited. This includes drop-in, one-on-one activities, or practices where a PROGRAM team of coaches and players is not participating. d. The ORGANIZATION acknowledges that the FACILITIES are for public use outside the parameters of the PROGRAM. The CITY acknowledges the financial and time commitment of the ORGANIZATION to the FACILITIES. The CITY recognizes and accepts the preference and need of the ORGANIZATION to restrict access to the FACILITIES during the PROGRAM SEASON(S) to maintain the integrity of the grounds, field, and amenities. The ORGANIZATION accepts SPORTS LEAGUE FACILITIES USE AGREEMENT – CHOWCHILLA ADULT RECREATION 4 the CITY will open the FACILITY for public use when not in SEASON. e. The ORGANIZATION shall notify the CITY of their intent to provide the PROGRAM no later than four (4) months prior to finalizing registration activities. f. The Chowchilla Municipal Code regulates that parks are closed between the hours of 10:00 PM and 7:00 AM. The CITY will permit the ORGANIZATION to occupy the FACILITIES between the hours of 7:00 AM to 10:30 PM for regular activities during the SEASON. The CITY may provide a time extension exemption for approved special activities, e.g., opening day preparation, tournaments, etc., provided the CITY REPRESENTATIVE is notified in advance in writing, electronic or otherwise, and has given approval for the activities. g. The ORGANIZATION shall provide to the CITY a draft schedule of the weeks and days of the anticipated season for practice sessions, games, and special activities, e.g., opening day ceremony, as soon as it is defined so that fields can be blocked from requests for conflicting uses.
h. The CITY will notify the ORGANIZATION no less than 48 hours in advance of any CITY activities, including non-emergency maintenance and construction projects that may conflict with the use of the FACILITIES by the ORGANIZATION. Emergency tasks may obligate a less than 48-hour notification.

The CITY will notify the ORGANIZATION no less than two (2) weeks in advance for any pre-scheduled community events. The FACILITIES may not be available for use by the ORGANIZATION during CITY events, programs, and projects. i. As soon as the ORGANIZATION has produced a final schedule of weeks, days, and times, and prior to the start of any use of the FACILITIES, a copy of the schedule shall be provided to the CITY so the PROGRAM uses can be listed on the CITY internal facilities calendar.
j. The ORGANIZATION shall notify the CITY in advance of any schedule changes, additions, or deletions contrary to the published schedule, and the CITY shall attempt, if needed, to accommodate the adjustments. The FACILITIES are not available to the ORGANIZATION for use on any date not provided by the ORGANIZATION to the CITY in advance of such use.
k. Vehicles are prohibited from entering any portion of the FACILITIES not customarily used for public vehicular traffic. The ORGANIZATION may request prior consent from the CITY for limited and temporary vehicle ingress and egress of the FACILITIES.

SPORTS LEAGUE FACILITIES USE AGREEMENT – CHOWCHILLA ADULT RECREATION 5 l. Temporary operational and/or service structure(s) (e.g., portable toilets, concession trailers, etc.) shall not be placed on or used by the ORGANIZATION at the FACILITIES without prior approval from the CITY. The ORGANIZATION may request prior written consent by contacting the CITY REPRESENTATIVE at the CITY NOTICE ADDRESS at least three weeks prior to the intended installation date of any structure.
m. The ORGANIZATION is allowed to place one (1) portable storage container at the FACILITIES for use only by the ORGANIZATION. The storage containers must comply with Chowchilla Municipal Code. The location will be mutually determined by the CITY and the ORGANIZATION. The ORGANIZATION must keep the storage container secured when unattended. The ORGANIZATION will be responsible for removing any and all graffiti from the container within 24 hours following notification by the CITY REPRESENTATIVE.

4. CONCESSION OPERATION
a. The ORGANIZATION, an approved non-profit direct affiliate, or approved mobile, or a similar, private vendor may provide a concession operation to participants and attendees as part of the PROGRAM at the FACILITIES. A notice of intent to provide a concession operation must be submitted to the CITY REPRESENTATIVE, in writing, electronic or otherwise, no less than four (4) weeks prior to the start of the PROGRAM to ensure compliance with all CITY regulations and requirements.
b. Any mobile or similar private vendor must comply with the current Chowchilla Municipal Code, meet all regulatory provisions, possess a current City of Chowchilla business license, etc., and be approved by the CITY as authorized to conduct concession business within the city limits of Chowchilla. The Chowchilla Community and Economic Development Department and the Chowchilla Finance Department are the authorizing agents for private vendor operations. c. The ORGANIZATION, direct affiliate, or approved private vendor must comply with all Madera County Health Department regulations and licenses pertaining to concession operations and provide proof of compliance if requested by the CITY. d. Concession vehicles are restricted to set up on adjacent paved street surfaces, and no concession vehicle may be driven, parked, or otherwise placed, upon FACILITIES property without prior approval from the CITY REPRESENTATIVE.

All concession vehicles must have the proper permits through the City of Chowchilla.

SPORTS LEAGUE FACILITIES USE AGREEMENT – CHOWCHILLA ADULT RECREATION 6 e. All supplies and goods are provided by the ORGANIZATION, direct affiliate, or approved private vendor.
f. The CITY will not be responsible for any loss of goods, supplies, or equipment incurred by the ORGANIZATION, direct affiliate, or an approved private vendor. g. The Concession stand building may be reserved for use. Food items should be placed in a sealed container or removed after each use to prevent infestations.

5. SPECIAL EVENTS
a. The ORGANIZATION is allowed to conduct special events such as opening day activities, tournaments, etc., at the FACILITIES but must submit a request to the CITY REPRESENTATIVE in advance in writing, electronic or otherwise, no less than thirty (30) days, preferably sooner, prior to the special event date. The CITY must provide prior approval to the ORGANIZATION before the special event can be promoted and conducted.
b. The CITY may require additional conditions not prescribed in this AGREEMENT to accommodate the special event. Any such conditions will be provided to the ORGANIZATION by the CITY either verbally or in writing. Verbal conditions will be confirmed in writing as warranted by the conditions agreed to by both parties.

6. PROGRAM REGISTRATION FEES
The ORGANIZATION is solely responsible to set and collect any and all PROGRAM registration fees. The CITY will not accept any fees on behalf of the ORGANIZATION.

7. SPECTATOR ADMISSION CHARGES
The ORGANIZATION is prohibited from charging a spectator admission fee, or similar, to any aspect of the PROGRAM or special event conducted on CITY park properties and within any FACILITIES.

8. CODE OF CONDUCT
a. The CITY places strong emphasis and value on being able to provide outdoor CITY park properties and/or FACILITIES for user groups to actively recreate. The objective is to make sportsmanship and athletics truly part of the field's use program while ensuring that everyone shows respect for one another at all times.

It is expected that all user groups that utilize outdoor CITY park properties and/or FACILITIES display positive sportsmanship, encouragement, and respectable conduct. The ORGANIZATION is required to comply with the following.

SPORTS LEAGUE FACILITIES USE AGREEMENT – CHOWCHILLA ADULT RECREATION 7 i. All leadership will show true respect for the rules of play, authority of officials, and consideration of not only the opponent but also with whom contact is made.
ii. All field users shall behave in a manner that shows good sportsmanship and good citizenship at all times.
iii. Any form of obscenity or abuse towards participants, CITY staff, spectators, coaches, and/or officials will not be tolerated. Any individual using abusive or foul language is to be removed from the field. iv. All field users will always accept the judgment of the official. v. All field users will respect and protect the property of the CITY. vi. The highest ideal in sportsmanship shall be developed, and instruction in the proper skills and rules pertaining to the game will be done in a respectful fashion.
vii. All field users are required to maintain self-control and respect when dealing with any official, CITY staff, or fellow user group. viii. All groups must abide by and observe all rules and regulations which have been established by the CITY.
ix. All users and representatives from the user groups, including coaches and spectators, will treat all CITY staff with respect at all times. x. All complaints to the City will be evaluated, and if necessary, the season could be discontinued for misconduct.
b. The CITY Chowchilla Municipal Code makes it unlawful for any person to drink, possess, carry, transfer, or sell to any other person alcoholic beverages, including unopened containers, of any kind in, on, or within any CITY park properties and/or at FACILITIES.
c. California state law prohibits and deems it unlawful for any person within CITY park properties and/or FACILITIES where a youth sports event is taking place to use a tobacco product within 250 feet of the youth sports event. Specifically, the law prohibits any person to carry or use tobacco products, including any lighted or heated cigar, cigarette, or pipe, or any other lighted or heated tobacco or plant product intended for inhalation, whether natural or synthetic, in any manner or in any form. The law also includes the use of an electronic smoking device that creates an aerosol or vapor, in any manner or in any form or the use of any oral smoking device for the purpose of circumventing the prohibition of smoking. d. The ORGANIZATION agrees not to allow any loud, boisterous, or disorderly persons to remain about the FACILITIES during any PROGRAM activity. e. The ORGANIZATION shall not knowingly permit any illegal activities or violation SPORTS LEAGUE FACILITIES USE AGREEMENT – CHOWCHILLA ADULT RECREATION 8 of any CITY Chowchilla Municipal Code ordinances to be conducted upon any CITY park properties and/or at FACILITIES during any PROGRAM activity.

9. NONDISCRIMINATION
The ORGANIZATION shall not, by reason of race, religion, color, sex, age, sexual orientation, national origin, or the presence of any sensory, mental, or physical disability, discriminate against any person in the operation, conduct, or administration of its PROGRAM.

10. FACILITIES KEYS/ALARM CODE
a. The CITY will provide the ORGANIZATION with any necessary CITY key(s), combination codes, and/or alarm code required to use the FACILITIES for the PROGRAM.
b. The ORGANIZATION will be required to submit a completed key assignment form provided by the CITY prior to receiving any CITY key(s) and/or alarm code. c. The ORGANIZATION is prohibited from duplicating any CITY key(s). The ORGANIZATION is prohibited from sharing the CITY key(s) and/or alarm code with any person(s) not authorized by the CITY.
d. The ORGANIZATION will provide a list of board members and returning managers who will retain any assigned CITY key(s) until they are no longer volunteers with the ORGANIZATION, upon which time the assigned CITY key(s) shall be returned to the CITY.

11. FACILITIES MAINTENANCE
a. The ORGANIZATION acknowledges that the FACILITIES are provided for use "as-is" and just as they are, without any liability or obligation on the part of the CITY to make any alterations, improvements, or repairs of any kind. b. The CITY will provide routine grounds maintenance and repairs to the FACILITIES throughout the SEASON that includes mowing, irrigation, general safety maintenance, and City-authorized project work.
c. The ORGANIZATION is responsible for all FACILITIES field preparation, line painting, maintenance, and placement of any equipment used in the PROGRAM.

The ORGANIZATION is assigned the priority definition of the field dimensions to be defined using field marking paint on the turf. No other group or program will be given the authority to adjust and/or overpaint field dimensions established by the ORGANIZATION during the term of their season.

SPORTS LEAGUE FACILITIES USE AGREEMENT – CHOWCHILLA ADULT RECREATION 9 d. Tasks or projects not prescribed in this AGREEMENT will require prior consent from the CITY no less than thirty (30) days before it is performed by the ORGANIZATION. The CITY will not perform these tasks though the CITY will consider discussing mutually beneficial proposals.
e. The ORGANIZATION shall be solely responsible for performing practice and game day preparations and maintenance of the FACILITIES specific to their PROGRAM. Any special work that exceeds the normal practice/game day maintenance that the ORGANIZATION wants to undertake must first be submitted for review and approval by the CITY. The proposed work shall initially be presented to the CITY REPRESENTATIVE at the CITY NOTICE ADDRESS. f. During the season, the ORGANIZATION shall ensure to the best of their ability, that all trash and litter is placed into CITY trash receptacles. The CITY encourages the ORGANIZATION to notify the CITY REPRESENTATIVE of the need for the CITY to provide additional temporary trash receptacles during a PROGRAM or special event.
g. Trash bags, boxes, etc., are not to be placed outside of any trash receptacle. The ORGANIZATION must remove all excess trash not contained within a trash receptacle from the FACILITIES with the option of placing it in the trash hauler bins located at the south side of the parking lot adjacent to N. Fifteenth Street. h. The ORGANIZATION must remove all excess amounts of trash and litter from the FACILITIES and place the debris in the trash hauler bins located at the south side of the parking lot adjacent to N. Fifteenth Street, including but not limited to uniform and awards packing materials, food containers, packing and storage boxes, etc. Such debris items are not to be disposed of in the park trash receptacles as these receptacles are only emptied one or two times a week, depending on the park maintenance schedule.
i. During the SEASON, the ORGANIZATION will monitor the FACILITIES including, but not limited to, the sports fields and associated amenities, the recreation building, and the park restrooms, and will report any problems and maintenance needs to the CITY REPRESENTATIVE at the CITY NOTICE ADDRESS. j. The ORGANIZATION must report any graffiti on advertising, equipment, and/or facilities to the CITY REPRESENTATIVE within 24 hours following the observance of the damage or graffiti.

SPORTS LEAGUE FACILITIES USE AGREEMENT – CHOWCHILLA ADULT RECREATION 10 12. FACILITIES SPORT FIELD LIGHTS
a. The ORGANIZATION has the primary responsibility of managing the FACILITY's sports field light usage (turning lights on and off) in accordance with PROGRAM needs. The CITY and ORGANIZATION will coordinate the installation of locks with keys to secure access to the lights control switches. The CITY and ORGANIZATION will each have a full set of keys to all locks. b. The CITY requests the FACILITIES sports field lights not be used later than 10:00 PM though exceptions will be allowed periodically with the requirement that all FACILITIES sport field lights must be turned off no later than 11:00 PM. c. The FACILITIES sport field lights are to only be used for the PROGRAM. Use of the FACILITIES sport field lights by an individual(s) for personal use that is not part of an organized team or group activity, e.g., practice, game, etc., within the parameters of the PROGRAM is strictly prohibited. This includes drop-in, one-onone activities, or practices where a PROGRAM team of coaches and players is not participating.
d. The ORGANIZATION is responsible for all usage costs associated with its use of FACILITIES sport field lights used for the PROGRAM during the SEASON. This obligation includes but is not limited to any lights inadvertently scheduled with the CITY by the ORGANIZATION before or after a desired use and/or for lights requested by the ORGANIZATION participants for unauthorized games or practices.
e. The CITY will invoice the ORGANIZATION at the end of each SEASON for the use of the FACILITIES sport field lights. Each subsequent SEASON the previous year's amount is multiplied by an annual percentage adjustment to the 2019 baseline amount(s). The adjustment is determined from either a rate adjustment charged to the CITY by the power provider (PG&E) or by the annual percentage change of the Consumer Price Index (CPI), whichever is greater. Estimated Fees:
2024
Summer $438.00
Fall $474.49
Total: $912.49

13. INCIDENTS OR ACCIDENTS
The ORGANIZATION shall report any incidents or accidents that have caused or may cause injury to a person(s) or CITY property to the CITY within 24 hours of the incident or accident. A CITY incident/accident report must be completed within 48 hours of any incident or accident and submitted to the CITY REPRESENTATIVE at the CITY NOTICE SPORTS LEAGUE FACILITIES USE AGREEMENT – CHOWCHILLA ADULT RECREATION 11 ADDRESS. At the discretion of the ORGANIZATION, a request may be asked by the Chowchilla Police Department to make an official report to be provided to the CITY to complement the CITY incident/accident report.

14. PROGRAM MANAGEMENT
a. The ORGANIZATION serves as the sole party responsible for the management, oversight, implementation, and supervision of the PROGRAM. b. The CITY shall have no responsibility with regard to the PROGRAM.

15. PROGRAM PROMOTION
The CITY will promote information that meets the approved criteria of the CITY on behalf of the ORGANIZATION through the available CITY media resources and at CITY buildings and/or other facilities.

16. ADVERTISING
a. If desired, the ORGANIZATION may advertise the PROGRAM and/or sponsors at the FACILITIES in a manner that must comply with current CITY sign standards. The CITY will consider alternate ideas for sponsor displays only if the displays meet the requirements of the Chowchilla Municipal Code, are in accordance with approved CITY policies, and if the sufficient lead time is provided to allow the CITY to review the proposal(s).
b. The ORGANIZATION is permitted to attach advertising to CITY amenities, e.g., field fences, at the FACILITIES following approval by the CITY to promote the PROGRAM and/or sponsors up to four (4) weeks prior to each SEASON. All advertising must be removed within two weeks at the conclusion of the SEASON. c. The ORGANIZATION is prohibited from installing temporary or permanent advertising support structures, e.g., posts, at the FACILITIES. d. The ORGANIZATION is responsible for the maintenance and/or removal of any advertising installed by the ORGANIZATION due to safety issues and/or graffiti. e. The ORGANIZATION shall remove any damaged advertising that is not repairable within 48 hours following the observance of the damage. f. If the CITY is forced to remove damaged advertising due to inaction by the ORGANIZATION, the CITY may charge to costs of removal to the ORGANIZATION at an amount determined by the CITY Master Fee Schedule in effect at the time of the PROGRAM or by actual incurred expenses.

SPORTS LEAGUE FACILITIES USE AGREEMENT – CHOWCHILLA ADULT RECREATION 12 17. HOLD HARMLESS/INSURANCE REQUIREMENTS
a. The ORGANIZATION shall indemnify, defend, and hold harmless the CITY, its officers, officials, employees, and volunteers from and against all claims, damages, losses, and expenses, including attorney fees arising from, caused by, or in any way connected with the PROGRAM, the ORGANIZATION, and/or use of the FACILITIES except for claims arising out of the sole negligence, willful misconduct, or active negligence of the Grantor, its members, successors, and assigns.
b. The ORGANIZATION shall carry a liability insurance policy, or its equivalent, with a reputable insurance company. The ORGANIZATION shall not use the FACILITIES for any purpose prior to providing CITY with evidence of insurance. c. The liability insurance policy must have the following minimum limits (commonly provided options):
• Each Occurrence – $2,000,000
• Personal & Advertising Injury – $2,000,000
• General Aggregate – $4,000,000
• Products/Completed Operations – $2,000,000
• Damage to Rented Premises (each Occurrence) – $300,000 • Medical Expenses (any one person) – $10,000
d. The liability insurance policy shall cover the full term of this AGREEMENT to include the term of the PROGRAM. The liability insurance policy shall provide that coverage will not be canceled, materially changed, or permitted to expire without a sixty (60) day prior written notice to the CITY REPRESENTATIVE at the CITY NOTICE ADDRESS.
e. The contractor's general liability policies shall be primary and shall not seek contribution from the City's coverage and be endorsed using Insurance Services Office form C.G. 20 10 (or equivalent) to provide that City and its officers, officials, employees, and agents shall be additional insureds under such policies.

The certificate of liability insurance shall be provided to the CITY REPRESENTATIVE as evidence of coverage not less than thirty (30) days prior to the start of any use of FACILITIES by the ORGANIZATION for any aspect of the PROGRAM.
f. Failure to acquire and maintain the insurance required by this AGREEMENT on the part of the ORGANIZATION shall constitute a breach of this AGREEMENT and shall result in immediate, unilateral termination of this AGREEMENT by the SPORTS LEAGUE FACILITIES USE AGREEMENT – CHOWCHILLA ADULT RECREATION 13 CITY.

18. GENERAL PROVISIONS
a. This AGREEMENT is personal to ORGANIZATION only and shall not be assigned, transferred, or granted. Any assignment, transfer, or granting by ORGANIZATION of any portion of this AGREEMENT, or the AGREEMENT in its entirety, shall constitute a material breach of this AGREEMENT. b. This AGREEMENT shall be deemed to have been executed and delivered within the State of California, and the rights and obligations of the parties hereto shall be construed and enforced in accordance with, and governed by, the laws of the State of California.
c. This AGREEMENT is the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior and contemporaneous oral and written AGREEMENTS and discussions. This AGREEMENT may be amended only by an agreement in writing, signed by the parties. d. This AGREEMENT is binding upon and shall inure to the benefit of the parties hereto, their respective agents, employees, representatives, officers, directors, divisions, subsidiaries, affiliates, assigns, heirs, and successors in interest, as applicable.
e. Each party has cooperated in the drafting and preparation of this AGREEMENT.

Any interpretation of this AGREEMENT shall not be construed against any party. f. In the event of litigation relating to this AGREEMENT, the prevailing party shall be entitled to attorneys' fees and costs.
g. This AGREEMENT may be executed in counterparts, and when each party has signed and delivered at least one such counterpart, each counterpart shall be deemed an original and, when taken together with other signed counterparts, shall constitute one AGREEMENT, which shall be binding upon and effective as to all parties.

SPORTS LEAGUE FACILITIES USE AGREEMENT – CHOWCHILLA ADULT RECREATION 14 Before the ORGANIZATION may use the facilities, all documents need to be turned in and approved by the CITY (calendar of practice and game times, list of entire board members and titles, certificate of insurance, and signed contract.) IN WITNESS WHEREOF, both parties have caused this AGREEMENT to be executed on their behalf by their officers duly authorized.

THE CITY OF CHOWCHILLA (CITY) ATTEST
____________________________________ ____________________________________ Rod Pruett, City Administrator Joann McClendon, City Clerk

CHOWCHILLA ADULT RECREATION (ORGANIZATION)
____________________________________ ____________________________________ Chase Turini, President Aron Walters, Vice President
Primary Authorized Representative Secondary Authorized Representative

REPORT TO THE CITY COUNCIL
CVRA - Maps

CLICK HERE

TO RETURN TO

THE AGENDA
Meeting of: May 14, 2024
AGENDA SECTION: Presentations/Workshop
SUBJECT: Presentation by National Demographics Corporation on Draft District Maps PREPARED BY: Mary Lerner, City Attorney

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.

On April 9, 2024, and April 23, 2024, the Council held two (2) initial public hearings to give the public an opportunity to provide input regarding the potential composition of the district boundaries. During each of these meetings, 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 May 7, 2024, draft district maps and election sequencing schedules were published on the City’s website for the Council and public’s consideration.

On May 14, 2024, the Council will receive a presentation from National Demographics Corporation regarding draft district maps, and then will subsequently hold the first public hearing to gather community input regarding these draft maps.

REPORT TO THE CITY COUNCIL
Item 4.1

CLICK HERE

TO RETURN TO

THE AGENDA
Meeting of: May 14, 2024
AGENDA SECTION: Public Hearing
SUBJECT: First Public Hearing to Gather Community Input on Draft District Maps PREPARED BY: Mary Lerner, City Attorney

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.

On April 9, 2024, and April 23, 2024, the Council held two (2) initial public hearings to give the public an opportunity to provide input regarding the potential composition of the district boundaries. During each of these meetings, 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 May 7, 2024, draft district maps and election sequencing schedules were published on the City’s website for the Council and public’s consideration.

On May 14, 2024, following a presentation from National Demographics Corporation regarding draft district maps, the Council will hold the first public hearing to gather community input regarding these draft maps.

REPORT TO THE CITY COUNCIL
Item 6.1

CLICK HERE

TO RETURN TO

THE AGENDA
Meeting of: May 14, 2024
AGENDA SECTION: New Business
SUBJECT: Approval of a Resolution Selecting QK to provide On-Call Planning Services to the Community and Economic Development Department.

APPROVED BY: Mark Hamilton, Director of Community & Economic Development ATTACHMENTS: Resolution
Consultant Review Committee Scoring Breakdown
On-Call Planning Services RFP
4Creeks Proposal
Precision Engineering Proposal
RFM Land Use Consulting Proposal
QK Consulting Proposal

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

Staff recommends that the City Council adopt a resolution selecting QK to provide On-Call Planning Services to the Community and Economic Development Department, with staff bringing back the contract to Council for consideration at a future date.

BACKGROUND:

On April 5, 2024, the City of Chowchilla released the Request for Proposals (RFP) to provide “On-Call Planning Services” to the Community and Economic Development Department. The published RFP requested interested individuals and firms to participate. The proposal was published through OpenGov.com, noticed through the Madera Tribune, and the City’s social media outlets. The City received four qualified proposals to review for consideration.

REASON FOR RECOMMENDATION:

The City opened proposals for the on May 6, 2024. The City received four (4) proposals from firms looking to assist the department with providing planning services within the community. The four proposals were 4Creeks Consulting, Precision Engineering, RFM Land Use Consulting, and QK. Based on the review, staff determined the proposal submitted by QK was the most reasonable and qualified of the proposals reviewed. The determination was based upon the Completion of the Proposal, Qualifications of the firm, Service Deliver/ Methodology, and Reasonable Costs of Service.

The Chart shows the total scores by review committee:

Firms Reviewer 1 Reviewer 2 Reviewer 3 Total
4 Creeks 88 87 88 263
Precision Engineering 89 87 87 263
RFM Consulting 67 71 60 198
QK (Quad Knopf) 89 90 89 268
FISCAL IMPACT:

The funding for On-Call Planning Services is regularly budgeted within the department’s Annual Fiscal budget. The Community and Economic Development Department is proposing $35,000 for On-Call Planning Services in Fiscal Year 2024/25.

ALTERNATIVES:

City Council may choose to reject all proposals, make an alternative recommendation, or continue the item to a future council meeting.

ACTIONS FOLLOWING APPROVAL:

1. Negotiate terms of contract with the successful consultant firm.

2. Bring the contract to City Council for consideration.

3. Execution of Contract with the successful consulting firm.

COUNCIL RESOLUTION # XX-24

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

SELECTING QK TO PROVIDE ON-CALL PLANNING SERVICES TO THE COMMUNITY AND

ECONOMIC DEVELOPMENT DEPARTMENT
WHEREAS, the Invitation to Proposal to provide ‘On-Call Planning Services’ (“Project”) to Support the City of Chowchilla’s Community and Economic Development Department, was released and posted on April 5, 2024, and was closed on OpenGov.com on May 3, 2024; and, WHEREAS, the City received four (4) proposals for the Project were received and publicly opened at the Chowchilla City Hall on May 6, 2024:

WHEREAS, the Director of Community and Economic Development, Public Works Director, and City Administrator reviewed the proposals submitted by 4Creeks Consulting, Precision Engineering, RFM Land Use Consulting, and QK to meet minimum qualifications; and, WHEREAS, the Director of Community and Economic Development recommends the selection of QK to provide On-Call Planning Services to the Community and Economic Development Department.

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 proposal submitted by QK was the most reasonable and would be the most qualified.

3. City Staff will bring back a contract to the City Council for consideration at a future date.

4. This resolution is effective immediately upon adoption.

PASSED AND ADOPTED by the City Council of the City of Chowchilla this 14th day of May, 2024 by the following vote to wit:

AYES:

NOES:

ABSENT:

ABSTAIN:

APPROVED:

Mayor Kelly Smith
ATTEST:

Joann McClendon, CMC
City Clerk
Consultant Review Committee Scoring Breakdown
Rod's Score Sheet
Industrial Specific Plan -
RFP Responses
4 Creeks Precision
Engineering
RFM
Consulting
QK (Quad
Knopf)
Total
Points
Eligible

1. Completeness of
Proposal 21 22 20 24 25

2. Qualifications 23 22 12 23 25

3. Service Delivery /
Methodology 20 23 20 24 25

4. Reasonable Cost of
Service 24 22 15 18 25
Total
88 89 67 89 100
Mark's Score Sheet
Industrial Specific Plan -
RFP Responses
4 Creeks Precision
Engineering
RFM
Consulting
QK (Quad
Knopf)
Total
Points
Eligible

1. Completeness of
Proposal 22 20 20 23 25

2. Qualifications 24 22 10 22 25

3. Service Delivery /
Methodology 22 23 15 24 25

4. Reasonable Cost of
Service 20 22 15 20 25
Total
88 87 60 89 100
Jason’s Score Sheet
On-Call Planning Services
RFP
4 Creeks Precision
Engineering
RFM
Consulting
QK (Quad
Knopf)
Total
Points
Eligible

1. Completeness of
Proposal 24 24 20 24 25

2. Qualifications 23 23 15 24 25

3. Service Delivery /
Methodology 20 21 18 24 25

4. Reasonable Cost of
Service 20 19 18 18 25
Total
87 87 71 90 100

REQUEST FOR PROPOSAL
TBD

ON-CALL PLANNING SERVICES FOR CITY OF CHOWCHILLA

COMMUNITY & ECONOMIC DEVELOPMENT DEPARTMENT
City of Chowchilla
130 S 2nd Street
Chowchilla, CA 93610
RELEASE DATE: April 5, 2024
DEADLINE FOR QUESTIONS: April 19, 2024
RESPONSE DEADLINE: May 3, 2024, 4:00 pm
RESPONSES MAY BE SUBMITTED ELECTRONICALLY TO:
https://secure.procurenow.com/portal/cityofchowchilla
City of Chowchilla

REQUEST FOR PROPOSAL
On-Call Planning Services for City of Chowchilla Community & Economic Development Department
I. Introduction..........................................................................................

II. Scope of Work ......................................................................................

III. Evaluation - Scoring ..............................................................................

IV. Minimum Qualifications .......................................................................

V. Contract Information ............................................................................

VI. Proposed Package Requirements..........................................................

VII. Vendor Questionaire.............................................................................

VIII. RFQ Process..........................................................................................

Attachments:

A - Contract Services Agreement Template (2022)
Request For Proposal #TBD
Title: On-Call Planning Services for City of Chowchilla Community & Economic Development Department 3 1. Introduction
ANNOUNCEMENT:

1.1. Summary
The City of Chowchilla is seeking a qualified vendor to provide planning services.

The City of Chowchilla (City) is inviting qualified consultants to submit a Statement of Qualifications (SOQ) to provide on call planning services for discretionary land use projects. The City is seeking to select multiple firms to provide these services.

1.2. Background
The City of Chowchilla Community & Economic Development Department is requesting professional oncall planning service proposals from a qualified firm or team of consultants to augment professional land use planning services for the Community Development Department, Land Use and Natural Resources (Planning) Division. The Department requests written responses to a Request for Qualifications (RFQ) for selection of on-call or as-needed planning services associated with one or more proposed projects, including but not limited to, general planning-related development and land use project review, site visits, public counter services, technical plan check for planning documents and plans, map review, conformance with Federal, State and local regulations, particularly the California Environmental Quality Act (CEQA) and general compliance with City Standards, Ordinances, and Regulations.

Bidders are required to register for an account via the City e-Procurement Portal hosted by OpenGov.

Once the bidder has completed registration, they will receive addenda notifications to their email by clicking “Follow” on this project if clarification or interpretation of this solicitation is considered necessary by City. Ultimately, it is the sole responsibility of each bidder to periodically check the site for any addenda at https://procurement.opengov.com/portal/cityofchowchilla.

1.3. Contact Information
Mark Hamilton
Director of Community and Economic Development
130 S. Second Street
Chowchilla, CA 93610
Email: [email protected]
Phone: (559) 665-8615 Ext: 400
Department:

Community & Economic Development
Department Head:

Mark Hamilton
Director of Community & Economic Development
Request For Proposal #TBD
Title: On-Call Planning Services for City of Chowchilla Community & Economic Development Department 4 1.4. Timeline
Release Project Date April 5, 2024
Pre-Bid Meeting (Non-Mandatory) April 12, 2024, 1:00pm
130 S, Second Street, Chowchilla, CA 93610
Question Submission Deadline April 19, 2024, 5:00pm
Question Response Deadline April 26, 2024, 4:00pm
Submission Deadline May 3, 2024, 4:00pm
Review of Proposals May 7, 2024
Council Consideration of Award of Contract May 14, 2024

2. Scope of Work
The City of Chowchilla is accepting electronic bid submissions. Bidders shall create a FREE account with OpenGov Procurement by signing up at https://procurement.opengov.com/signup. Once you have completed account registration, browse back to this page, click on "Submit Response", and follow the instructions to submit the electronic bid.

2.1. Scope of Work
In general, the successful individual or firm will be expected to provide on-call planning services for all types of projects requesting entitlements, including but not limited to new residential, commercial, and industrial projects, projects requiring technical air quality analysis review, Williamson Act projects, and projects subject to the Surface Mining and Reclamation Act.

The on-call planning services that a successful applicant would provide include, but are not limited to the ability to perform the following:

A. When required, be present at the Community & Economic Development Department for meetings as agreed upon by staff and Consultant. Remote or In-Person meetings will be utilized as appropriate.

B. Develops and maintains good working relationships with other City departments, other jurisdictions, and the public.

C. Analyze projects for compliance with the City's General Plan, zoning ordinance, Subdivision Map Act, applicable plans and other policies.

Request For Proposal #TBD
Title: On-Call Planning Services for City of Chowchilla Community & Economic Development Department 5 D. Review and process ministerial applications and discretionary entitlements, such as: Plan Checks, Zoning Clearances, Use permits, Variances, Site Development Permits, Tentative Maps, Final Maps, General Plan and Zoning Amendments, which may include completing site visits for proposed projects.

E. Provide environmental analysis and support for specific projects related to biomass and energy production.

F. Compiles and analyzes data on economic, social, environmental, and physical factors affecting land use.

G. Meets with developers, engineers, property owners, contractors and other individuals to discuss, advice, explain processes and suggest improvements regarding potential projects, pre-applications, development applications, feasibility analysis, conceptual development plans and code interpretation.

H. Ability to write Planning Commission and City Council staff reports, resolutions, ordinances, conditions of approval, and give oral presentations with presentation materials.

I. Attend public hearings and community meetings as necessary.

J. Analyze projects and provide Peer Reviews for CEQA compliance.

K. Ability to review projects and provide comments within timelines specified by the Permit Streamlining Act and the City (shorter timelines may be required for certain projects).

L. Provide strong emphasis on the management of multiple projects and competing priorities while maintaining quality, meeting schedules and staying within budget.

M. Facilitation of special projects.

3. Evaluation - Scoring
The objective is to perform a thorough and fair evaluation of submitted proposals and facilitate the selection of a contractor/consultant that best satisfies the City’s requirements. The following describes the evaluation process and associated components.

A. Selection Process:

1. The City shall name, for the purpose of evaluating the proposals for this RFQ, a Review Committee composed of representatives from the City. The City may also elect to include as part of the Review Committee qualified representatives from other agencies or entities.

2. Proposal documentation requirements set forth in this RFQ are designed to provide guidance to proposers concerning the type of information that will be used by the Review Committee. Proposers shall be prepared to respond to requests by the Review Committee for additional items deemed necessary to assist in the evaluation process.

B. Evaluation Criteria & Scoring:

1. The Review Committee shall be responsible for performing the evaluations of each proposal.

Each member of the Committee shall rate the proposers separately. The scores of each of Request For Proposal #TBD
Title: On-Call Planning Services for City of Chowchilla Community & Economic Development Department 6 the Committee members shall then be averaged to provide a total score for each of the proposers. The proposals shall be evaluated on the following categories and the maximum weight possible for each category is listed below.

C. Award:

Award will be made to qualified proposer(s) whose proposal will be most advantageous to the City, with price and all other factors considered. The City will negotiate with the highest ranked proposer(s) to develop the scope of work and contract for mutual satisfaction.

If the City cannot successfully negotiate a contract with the highest ranked proposer(s), the City will terminate negotiations and begin negotiations with the next highest ranked proposer.

Proposers are advised City reserves the following prerogatives:
• To reject any or all proposals;
• To consider historic information and fact, whether gained from the proposer’s proposal or any other source, in the evaluation process; and
• The proposer is cautioned that it is the proposer’s sole responsibility to submit information related to the evaluation categories and the County is under no obligation to solicit such information if it is not included with the proposal. Failure of the individual or firm to submit such information may cause an adverse impact on the evaluation of the proposal.

1. Completeness of Proposal
Scoring Method:

Pass / Fail
Weight (Points):
25 (25% of Total)

2. Qualifications Scoring Method:0-25 PointsWeight (Points):25 (25% of Total)

3. Service Delivery/Methodology Scoring Method:0-25 PointsWeight (Points):25 (25% of Total)

4. Reasonable Cost of Service Scoring Method:0-25 PointsWeight (Points):25 (25% of Total) Line Item Description Quantity Unit of
Measure
Unit Cost Total
1 Completeness of Proposal 25 Points
Request For Proposal #TBD
Title: On-Call Planning Services for City of Chowchilla Community & Economic Development Department 7 Line Item Description Quantity Unit of
Measure
Unit Cost Total
2 Qualifications 25 Points
3 Service Delivery / Methodology 25 Points
4 Reasonable Cost of Service 25 Points
TOTAL

4. Minimum Qualifications
The selected Consultant(s) shall have the range of expertise necessary to carry out the normal functions of a professional planner. All services provided by the Consultant shall be performed by individuals who meet the qualifications, education, and certifications/licensing requirements for the professional Planning levels of Assistant to Senior Planner. The successful firm shall also have the resources to provide cost effective and timely services to the City.

4.1. Cover Letter
The letter should:

1. Introduce the proposing firm.

2. Provide the address of the office where the relationship will be domiciled.

3. Acknowledge review of any published Addenda as of the date of submission.

4. Be signed by an authorized agency officer.

No pricing information should be included in the section.

The cover letter shall be addressed to:

Mark Hamilton
City of Chowchilla
Mark Hamilton
130 S. Second Street
Chowchilla, CA 93610
(559) 665-8615 Ext: 400
[email protected]

5. Contract Information
Request For Proposal #TBD
Title: On-Call Planning Services for City of Chowchilla Community & Economic Development Department 8 The selected Consultant(s) shall have the range of expertise necessary to carry out the normal functions of a professional planner. All services provided by the Consultant shall be performed by individuals who meet the qualifications, education, and certifications/licensing requirements for the professional Planning levels of Assistant to Senior Planner. The successful firm shall also have the resources to provide cost effective and timely services to the City.

5.1. Sample Agreement
A sample Agreement is attached to this RFQ, which details all standard terms and conditions required by the City of Chowchilla.

5.2. Cost Proposal (File Upload)

5.3. Initial Term
The term of the initial contract awarded under this RFQ will be for: threeNO VALUE.

5.4. Extension Option
By mutual agreement, this contract may be extended for an additional two years, under the following circumstances:
• The City receives adequate funding to extend program operations; • The Contractor has achieved demonstrable success by meeting all of the contract’s service requirements;
• The City continues to need the services purchased under this RFQ; • The Contractor is willing and able to modify the services provided to best meet the needs of the program as determined by the City.

5.5. Termination
The contract will be subject to termination by either party upon NO VALUE days' written notice of intent to terminate. The City may terminate the contract at any time, without written notice, upon a material breach of contract by the Contractor.

5.6. Funding Availability
It is mutually agreed that if the City budget of the current year and/or any subsequent years covered under this Agreement does not appropriate sufficient funds for the program, this Agreement shall be of no further force and effect. In this event, the City shall have no liability to pay any funds whatsoever to Contractor or to furnish any other considerations under this Agreement and Contractor shall not be obligated to perform any provisions of this Agreement. Contractor’s assumption of risk of possible nonappropriation is part of the consideration for this Agreement. County budget decisions are subject to the discretion of the Board of Supervisors.

If funding for any fiscal year is reduced or deleted by the City budget for purposes of this program, the City shall have the option to either cancel this Agreement with no liability occurring to the City, or offer an Agreement amendment to Contractor to reflect the reduced amount.

Request For Proposal #TBD
Title: On-Call Planning Services for City of Chowchilla Community & Economic Development Department 9 5.7. Insurance

1. The Retroactive Date must be shown and must be before the date of the contract or the beginning of contract work.

2. Insurance must be maintained, and evidence of insurance must be provided for at least five (5) years after completion of the contract of work.

3. If coverage is canceled or non-renewed, and not replaced with another claims-made policy form with a Retroactive Date prior to the contract effective date, the Contractor must purchase “extended reporting” coverage for a minimum of five (5) years after completion of work.

5.8. Hold Harmless
Contactor shall hold harmless, defend and indemnify City and its officers, officials, employees and volunteers from and against any and all liability, loss, damage, expense, costs (including without limitation costs and fees of litigation) of every nature arising out of or in connection with Contractor's performance of work hereunder or its failure to comply with any of its obligations contained in the agreement, except such loss or damage which was caused by the sole negligence or willful misconduct of the City.

If such indemnification becomes necessary, the City Counsel for the City shall have the absolute right and discretion to approve or disapprove of any and all counsel employed to defend the City. This indemnification clause shall survive the termination or expiration of this Agreement.

6. Proposed Package Requirements
Proposals are to be straightforward, clear, concise and responsive to the information requested. In order for proposals to be considered complete, proposers must provide all requested information.

6.1. General Instructions & Provisions

1. Proposal Elements**
A. Cover Letter: Maximum of two pages serving as an executive summary which shall include an understanding of the scope of services. The Consultant shall identify itself as to the type of organizational entity (corporation, sole proprietorship, partnership, joint venture, etc.) B. Brief Company Profile. General company information including number of employees, location of company headquarters and branch offices, number of years in business and organization, disciplines, and staffing. Describe the general qualification of the firm as they relate to the work proposed with this RFP.

C. Organization and Staffing. Provide a list of the Consultant’s employees and agents which the consultant anticipates assigning to this project. This list shall include a summary of the qualifications, licenses, and experience of each individual; and the professional Planning level of work to be performed by each individual. The City will retain under its agreement with the successful Consultant the right of approval of all person performing under the agreement.

Request For Proposal #TBD
Title: On-Call Planning Services for City of Chowchilla Community & Economic Development Department 10 D. Description and Approach. The proposal should demonstrate the Consultant’s knowledge of the needs and objectives of the work proposed under this RFP.

E. Cost Proposal. The cost proposal shall include the hourly rate for services. Include any subconsultant’s fee schedule, if applicable. This should include hourly billable costs of each team member; Senior Planner, Associate Planner, etc.

F. Résumé, Relevant Projects/Services with References. Provide résumés of the individual(s) from the Proposer's firm or entity that will be directly responsible for carrying out the contract, three references to include name, address, contact person and phone number of the municipality/company, length of time services were provided, and a description of the services provided.

G. Other information requested. The following information can be provided as an attachment to the submittal.

The submittal shall identify any litigation, mediation, or arbitration, regarding the performance of any services similar to the Services, in which the Company has been involved in the past five (5) years. If the Services require a license or certification, the response shall include any claims or disciplinary action taken against Company or any of Company’s key personnel within the past five years.

Please disclose any and all past or current business and personal relationships with any current City elected official, appointed official, City employee, or family member of any current City elected official, appointed official, or City employee. Any past or current business relationship may not disqualify the firm from consideration.

A Company shall not have filed for bankruptcy under any business name over the past five (5) years. *Response required

7. Vendor Questionaire

7.1. Proposal Requirements*
Did you read through and confirm that you met all of the proposal requirements including the sections:

A. General Conditions
B. Special Provisions and Specifications
☐ Yes
☐ No
*Response required

7.2. Proposal Documents*
Please Upload your COMPLETE Proposal here, which includes the following:

A. Bid Summary
B. Statement of Experience and Qualifications
C. Non-Collusion Declaration, if applicable
Request For Proposal #TBD
Title: On-Call Planning Services for City of Chowchilla Community & Economic Development Department 11 *Response required

7.3. Proposal (without Cost Proposal)*
Please Upload your COMPLETE Proposal here. Upload fee proposal separately in the next step. *Response required

7.4. References*
Please upload document(s).

References shall be included as part of the submittal and labeled as Attachment A, RFP Reference Form, provide at least three references regarding your experience with public agency clients for whom similar or comparable services have been or are being performed. A minimum of three references must address projects where the identified project manager for the Chowchilla update proposal played a critical role.

Include the name and email address of their principal representatives who can respond to questions concerning those services you provide.
*Response required

7.5. Proof of Insurance(s)*
*Response required

7.6. Business License
Please upload document(s). Prior to beginning any work or delivering any equipment or material to be furnished under this proposal, the proposer shall secure the appropriate Business License from the City of Chowchilla. Business license information may be obtained by calling (559) 665-8615.

7.7. Any Federal or State of California License/Certification Please upload document(s). Any Federal or State of California License/Certification required to provide the services will be required.

8. RFQ Process

8.1. Submittal of Proposals
Sealed proposals must be received at the online, NO LATER THAN 4:00 pm on Friday, May 3, 2024.

It is the sole responsibility of the proposer to properly upload its proposal so that it is received by the time and date required. Any proposal received after said time and/or date or in any other format other than as instructed herein, cannot be considered and will not be accepted. The OpenGov e-Procurement Platform records the time stamp for every proposal submitted properly in the system. Once a proposal is submitted in the e-procurement platform, the Proposer will receive an email confirmation, and the proposal status will also show as “submitted.”

8.2. Submitter's Questions
Questions regarding the RFQ must be submitted via the OpenGov platform, in the Q&A tab. Except for questions that might render the award of this contract invalid, the City will not respond to any questions Request For Proposal #TBD
Title: On-Call Planning Services for City of Chowchilla Community & Economic Development Department 12 submitted after this time. It is the responsibility of the proposers to check the OpenGov website portal to review the questions and responses. Any oral responses to questions are not binding on the City.

8.3. Cost of Developing the Proposal
All costs incurred in the preparation of a proposal are the responsibility of each proposer and will not be reimbursed by the City.

8.4. Proposal Terms and Conditions
It is the responsibility of each proposer to be familiar with all of the specifications, terms and conditions of the RFQ. By the submission of a proposal, the proposer certifies that if awarded a contract, proposer will make no claim against the City based upon ignorance of or misunderstanding of the specifications.

Each proposer shall submit its proposal with the understanding that the proposal will become a part of the official file on this matter and shall be subject to disclosure, if requested by a member of the public, following the completion of negotiations.

By submitting a proposal, each proposer certifies that all statements in this proposal are true. This constitutes a warranty, the falsity of which shall include the right, at the City’s option, of declaring any contract made, as a result thereof, null and void. Proposals shall be completed, executed, and submitted in accordance with the instructions of this RFQ. If a proposal is not submitted in the format specified in this RFQ, it may be rejected, unless the City determines that the nonconformity is either a minor irregularity or that the defect or variation in the proposal is immaterial or inconsequential. The City may give the proposer an opportunity to cure any deficiency resulting from a minor irregularity or an immaterial or inconsequential defect, or City may waive such deficiency, whichever is most advantageous to the City.

8.5. Successful Proposal as Part of Contract Services
Proposals received in response to this solicitation, at the City’s discretion, may be incorporated into the awarded contract and may serve as basic terms and conditions for the ultimate contract. Therefore, proposers are advised that, if successful, they will be held responsible for levels of services proposed at the funding levels quoted. The City reserves the right to negotiate modifications or revisions to any awarded contract.

8.6. Evaluation of Proposals
See Evaluations Section.

8.7. Acceptable Insurers
In order to contract with the City of Chowchilla, a proposer must meet the following requirements:
• Make available to the City its federal Tax Identification Number (TIN) or Social Security Number (SSN).
• Comply with all Federal, State and local rules, regulations and policies, including but not limited to:

Request For Proposal #TBD
Title: On-Call Planning Services for City of Chowchilla Community & Economic Development Department 13 o Standard contract language of the City; and,
o Insurance coverage to include worker’s compensation, general liability, auto liability and professional liability, unless waived by the City.
• Meet the requirements for audit of its expenditures if required in the above documents.

8.8. Non-Discrimination
Non-Discrimination: The Contractor selected through this RFQ shall provide services without discrimination based on race, creed, color, ethnic or linguistic identification, gender or sexual preference, disability or handicap or any other basis prohibited by law.

8.9. Protest/Appeal Process
The following procedure is provided in the event that a proposer wishes to protest the RFQ process or appeal the recommendation to award a contract for On-Call Planning Services for City of Chowchilla Community & Economic Development Department once the Notices of Award/Non-Award have been issued.

Any protest must be submitted in writing to the City of Chowchilla, 130 S. Second St. Chowchilla, CA 93610, Attention: City Clerk Joann McClendon,
The protest must be submitted before 4:00pm of the tenth (10th) business day following the date of the Notice of Award.

The protest must contain a complete statement of the basis for the protest. The protest must include the name, address, telephone number and e-mail address of the person representing the protesting party.

The procedure and time limits are mandatory and are the proposer’s sole and exclusive remedy in the event of a bid protest.

Proposer’s failure to comply with these procedures shall constitute a waiver of any right to further pursue the protest, including filing a Government Code claim or legal proceedings.

Upon receipt of written protest/appeal, the Director of Community & Economic Development will review and provide an opportunity to settle the protest/appeal by mutual agreement, will schedule a meeting to discuss or issue a written response to advise of an appeal/protest decision within five (5) business days of receipt of the appeal/protest.

8.10. Public Records Access
Proposers should be aware that submitted proposals are subject to the California Public Records Act and may be disclosed to members of the public upon request. It is the responsibility of the proposers to clearly identify information in their proposals that they consider to be confidential under the California Public Records Act. To the extent that the City agrees with that designation, such information will be held in confidence whenever possible. All other information will be considered public.

All information regarding the proposals will be held as confidential until such time as the Review Committee has completed its evaluation and, or if, contract negotiations are complete.

Request For Proposal #TBD
Title: On-Call Planning Services for City of Chowchilla Community & Economic Development Department 14 Prepared For:

Mark Hamilton
City of Chowchilla
130 S. Second St., Chowchilla, CA 93610
(559) 665-8615 Ext: 400
[email protected]
4Creeks, Inc.
180 W. Bullard Ave. Ste. 101
Clovis, CA 93612
(559) 802-3052
May 3, 2024 4PM
On-Call Planning Services for The City of Chowchilla
Community & Economic Development Department
2024-RFP-027
A. Cover Letter
May 3, 2024 4PM
Mark Hamilton
City of Chowchilla
130 S. Second Street
Chowchilla, CA 93610
(559) 665-8615 Ext: 400
[email protected] 2024-RFP-027
On-Call Planning Services for
The City of Chowchilla Community & Economic Development Department Dear Mr. Hamilton,
4Creeks, Inc. is honored to submit our proposal to provide On-Call Planning Services for the City of Chowchilla Community and Economic Development Department. We understand the critical nature of these services and are keenly aware of the City’s expectations for innovative, quality-driven solutions. At 4Creeks, we prioritize outcome-focused planning and quality execution, ensuring each project aligns with the City's vision while adhering to established timelines and budgets.

Mr. Karl Shoettler, Principal Planner at 4Creeks, will serve as the Principal Planner/Supervising Planner and Ms. Kelsey George will serve as the Project Manager for the on-call contract and will be the City’s direct point of contact. Mr. Shoettler provides technical direction and overall project management for all on-call Planning services. We believe that Ms. George's private and public agency planning experience and local area relationships make her an ideal candidate to manage the broad spectrum of the OnCall Planning Services for the City of Chowchilla. Mr.Schoettler will be working with Ms. George to provide quality and efficient project delivery. Mr. Schoettler will provide technical expertise and assist in leading the team to complete projects as they are requested by the City.
4Creeks boasts a multidisciplinary team adept in City Planning, Land Use Planning, and environmental services. Our staff brings years of experience in City planning processing and environmental compliance, ensuring that all projects we undertake meet the City’s standards and regulatory requirements. Our team’s commitment to city and regional planning services fosters a deep understanding of municipal needs. Recognizing the dynamic nature of on-call contract planning services, we have proactively expanded our team to bolster our capacity for on-call contracts. This strategic growth ensures our readiness to address the City’s planning challenges promptly and effectively.

We are excited about the possibility of contributing to the City of Chowchilla’s planning initiatives and are prepared to provide the comprehensive services outlined in the RFP. Your consideration of our proposal is greatly appreciated, and we look forward to the opportunity to collaborate in achieving the City's objectives. Thank you for considering 4Creeks as your partner in this endeavor. 4Creeks acknowledges the receipt of Addendum No. 1 and No. 2 issued by the City.

Sincerely,
Karl Shoettler David Duda, AICP
Principal Planner Director of Planning Services/Principal 4Creeks, Inc. | phone: (559) 802-3052 | fax: (559) 802-3215 | [email protected] | 180 W Bullard Ave. Suite 101 Clovis, CA 93612 B. Brief Company Profile
ABOUT 4CREEKS
4Creeks, Inc. is dedicated to providing progressive City planning, civil engineering, architecture, and land surveying services with logical solutions and designs. Our team has extensive service in Contract City Planning services for various jurisdictions within Central California. Many of our principals and staff were raised and educated in Central California and have significant work experience with local municipalities as well as Federal & State Agencies. Our multiple disciplines within the company allow the planning team to gather all levels of review efficiently and with a high level of knowledge for our clients. These specialties are a great resource to have and collaborate on for all projects. We provide start-to-finish assistance for your land use planning & entitlements, environmental planning, agency contract planning, as well as policy planning. We currently have a staff of 176 full-time and part-time employees working in Clovis, Visalia, Hanford, Tulare, San Luis Obispo, and Denver. Our experience and services include:
• On-call Contract Planning Services
• Environmental Design and Compliance
• CEQA/NEPA Compliance
• Coordination with Various Subconsultants
• Noise Studies, Traffic Studies, Bio Resources, Cultural Resources, Air Quality, etc.
• Long Range Planning / Zoning and General Plan Updates • Project Management
• Federal and State updates to Municipal Codes
• Design Guidelines
• Visioning and Community Outreach Workshops/Surveys
• Specific Plans and Master Plans/ Strategic Planning
• Parks & Recreation Planning
• Smart Growth Implementation
We build our reputation one project at a time
with consistent, high-quality products and timesensitive delivery. Our goal on every project is open communication, honesty and integrity.

Economical design considerations, environmental stewardship, and resource efficiencies are tenets of every project we undertake. We pride ourselves on pioneering innovative solutions for our clients that enhance the value of their projects, keep their costs in check, and deliver lasting results.

Clovis Office :
180 W. Bullard Ave. Ste. 101
Clovis, CA 93612
Phone: (559) 802–3052
Fax: (559) 802–3215
Email: [email protected]
Point of Contact:

Karl Shoettler
[email protected]
Business Type:

S-Corporation
Tax ID:
4 Creeks, Inc.: 26-2565232
Department of Industrial
Relations Registration No.:
1000012032
Sureties:
4 Creeks, Inc. carries standard
insurance policies for an
engineering and surveying firm
that meet the requirements for
this proposal.

Principals:

Matthew Ainley, PE,
#66233
David Duda, AICP
#29216
Years in Business:
15 PROFESSIONAL LICENSES

BRANCH OFFICES
Visalia
324 S. Santa Fe St. Ste. A
Visalia, CA 93292
(559) 802-3052
Hanford
308 N. Irwin St.

Hanford, CA 93230
(559) 802-3052
Tulare
132 S. N St.

Tulare, CA 93274
(559) 802-3052
Clovis
180 W. Bullard Ave. Ste. 101
Clovis, CA 93612
(559) 802-3052
Denver
9540 Maroon Circle Ste. 110
Englewood, CO 80112
(720) 210-9488
San Luis Obispo
605 Santa Rosa St. Ste. A
San Luis Obispo, CA 93401
(805) 904-4394
C. Organization and Staffing

ORG CHART

STAFF QUALIFICATIONS & EXPERIENCE
The proposed Key Personnel for this contract will remain intact for the entirety of all projects unless unforeseen circumstances require change, in which case the City will be contacted. 4Creeks will have one project manager throughout the duration of this contract. For more information on qualifications, certifications and credentials, see below and the resumes on the following pages.

Karl Schoettler
Principal Planner
With over 35 years of experience, Mr. Schoettler is a principal planner at 4Creeks. He currently serves as the contract City Planner for several valley communities, including Dinuba, Farmersville, Avenal and Firebaugh. He also provides assistant planning services to Exeter, Sanger, Orange Cove and Huron. He has extensive experience processing development applications and preparing numerous planning documents, including general plans, design guidelines, environmental studies, community and specific plans and zoning ordinances, among others. Mr. Schoettler has experience with planning studies containing recommendations such as standards to promote walkable neighborhoods, design guidelines, mixed use development strategies and zoning ordinance updates.

Kelsey George, AICP
City Planner
Ms. George brings over 10 years of experience in city planning, community development, and environmental and sustainable development. With 7 years of municipal planning experience in the Central Valley, she has worked on a diverse portfolio of urban planning work including General Plan updates, Zoning Code text amendments, annexations, General Plan amendments, rezones, tentative tract maps, use permits, and site plan reviews. Through private and public sector planning roles she has developed extensive experience in interpreting zoning requirements and State and Federal laws and policies regarding land use, information analysis, project management, California Environment Quality Act, citizen engagement, community development, and local government background.

David Duda, AICP
Director of Planning/Principal
Mr. David Duda has over 19 years of experience in managing Planning Services within Central California. David excels at client satisfaction and project delivery by providing constant communication during every project, as well as, staying within scope of work and within budget. Mr. Duda has provided design and management for land development projects from the private and public side for industrial, commercial, agricultural, public facilities, and residential projects ranging from less than an acre to 640 acres in size. Mr. Duda’s experience and management includes expertise in City Planning, Land Use Planning, Entitlements Processing, Environmental Design and Compliance. Mr. Duda has built strong working relationships with agencies within the Central Valley to allow projects to run smoothly and with open communication.

Molly Baumeister, AICP
Senior Environmental Planner/Project Manager
With over 8 years of experience, Ms. Baumeister provides management and technical direction working within a variety of planning roles including environmental compliance, development, and municipality planning. Her land use planning, land entitlements, and environmental management skills produce complete and accurate planning documents required by jurisdictions. She has contributed to managing and completing multiple CEQA/NEPA documents for various uses (Industrial, Residential, Commercial, Public Works, Agricultural and Water).

Ellie Krantz
Associate Planner
Ellie Krantz has been working with 4Creeks for over 4 years. She assists on environmental planning documents, urban designs, land use mapping and entitlement processing. Her experience and passion for environmental/city and regional planning is a great asset to our team.  Ellie will be assisting in the preparation of any Planning documents as requested by the team and City.

Nate Antepenko
Associate Environmental Planner
Mr. Antepenko provides support for all CEQA/NEPA compliance documents within the Planning Department. Most recently, Nate has been working with the team on various Public Works environmental documents requiring all levels of environmental compliance. He'll be assisting the Cities with the preparation of environmental documents as needed.

Anna Wagner
Assistant Environmental Planner
Annamarie Wagner is the most recent addition to the 4Creeks planning team. Anna provides a valuable skillset from her recent Environmental Management and Protection degree from Cal Poly, San Luis Obispo. Her expertise will help shape sustainable design alternatives and contribute insights from an environmental standpoint. Annamarie will play a role as part of the project team, collaborating with the teams and actively participating in the drafting of project Planning documents.

D. Description and Approach

PROJECT APPROACH
4Creeks, Inc. will act as the Planning Consultant and provide Contract City Planning Services and required project management in collaboration with the City of Chowchilla. Karl Shoettler, Principal Planner, and Kelsey George, AICP will be the Lead Contract Planners/Project Managers and direct point of contact for the City of Chowchilla designated staff.

Project Team: 4Creeks stands ready to provide contract services requested by the City, including but not limited to counter staffing, responding to public and staff questions on zoning and planning issues, meeting with public and staff to discuss projects and planning issues, processing all types of development permits, conducting environmental review, and attending Planning Commission and City Council meetings, as needed. All budget parameters will reflect the attached 4Creeks fee schedule.

Scheduling: Working within the City's budget parameters, the 4Creeks team can schedule weekly in-person hours at Chowchilla City Hall, or provide remote hours, or a combination of the two.

Provide Access and Clarity: The 4Creeks team will maintain an online project file utilizing Dropbox to store all project files and coordinate with each other; essentially working off the same “project” server. Passwords can be created for limited access to the files. The City of Chowchilla project manager will be invited to share the folder and have access to all project files at all times throughout the project duration. The final documents will be sent over to the City’s Administrator for their files.

Project Communication: Kelsey George, AICP along with other Senior/Associate Planning staff will provide direct communication with City staff on a regular basis, as agreed upon when scheduling. This will allow for all projects to be completed on-time and within budget as outlined in the approved agreements.

Quality Assurance and Control: The ultimate success of any project hinges on the foundation of its leadership and management methodologies and procedures. Quality assurance and control are paramount on every project we undertake.

Essential elements of our quality assurance and control procedures can be summarized as follows:
• Initial Review & Planning: Analyze CIty codes and establish key performance indicators and quality benchmarks. • Continuous Monitoring: Conduct ongoing assessments by QA/QC personnel. • Final Quality Check: Perform a comprehensive review to ensure deliverables meet client expectations before delivery. • Post-Delivery Evaluation: Gather client feedback and analyze project outcomes against the initial quality goals.

E. Cost Proposal
Effective May 1, 2022 – Amended (8/01/2023)
4Creeks, Inc. Fee Schedule – Professional
Fees are based on the median hourly pay rate for employees in each classification, plus indirect costs, overhead, and profit. Multi-Year contracts are subject to any subsequent changes in these rates. Fee schedules for the various billing categories are:

Classification Charges Per
Hour
Classification Charges Per
Hour
Civil Engineering Services Architectural Services
Associate Engineer $125 Associate Architect** $130
Engineer $145 Architect $145
Senior Engineer $175 Senior Architect** $175
Principal Engineer $200
Planning Services Construction Inspection
(Non-Prevailing Wage)
Assistant Planner $90 Associate Construction Inspector $110 Associate Planner** $105 Construction Inspector $130
Planner $135 Senior Construction Inspector $150
Senior Planner $165
Principal Planner $185 Construction Management
Associate Construction Manager $125
Structural Engineering Services Construction Manager $145 Associate Structural Engineer $145 Senior Construction Manager $175 Structural Engineer $160
Senior Structural Engineer $180 Project Manager/Coordinator** Associate Project Manager/Coordinator $120
GIS Services Project Manager/Coordinator $140
Associate GIS Technician $90 Senior Project Manager/Coordinator $175 GIS Technician $100
Senior GIS Technician $120 Technical Services
Project Technician I $85
Utility Design Services Project Technician II $95
Associate Designer $105 Project Technician III $105
Designer $130 Project Technician IV $120
Senior Designer $160
Public Outreach Coordination
Land Surveying Services Associate Outreach Coordinator $105 Assistant Surveyor $110 Outreach Coordinator $125
Land Surveyor $135
Senior Surveyor $155 Water Consulting Services
Principal Land Surveyor $180 Associate Water Consultant $115 1-Man Survey Crew * $150 Water Consultant $135
2-Man Survey Crew * $220 Senior Water Consultant $165
3-Man Survey Crew* $275
Drone Pilot $155 Executive Staff
Associate Executive $120
Software Engineering Services Executive $145
Assistant Software Engineer $75 Senior Executive $165
Associate Software Engineer $90
Software Engineer $135 Expert Witness
Senior Software Engineer $165 Expert Witness $300
Direct Charges
At cost plus fifteen percent (15%):
• Transportation and per-diem expenses (auto mileage @ current IRS rate, off-road charges $50.00/day) • Printing and reproduction: $0.03 per b/w copy, $0.12 per color copy, $0.80 per sq. ft. large printing • Equipment rentals, subcontractors, laboratory analyses • Website Hosting Fees: $15/mo. | $150/annual
*Prevailing wage rates by separate schedule – Varies by County **Amended Rates
F. Resume, Relevant
Projects/Services with
References
Karl Schoettler, AICP
Principal Planner
__________________________
Information
Education
Core Program Courses Completed - City
& Regional Planning
CSU Fresno
Fresno, CA
B.A. - Geography, Emphasis in
Environmental Studies
CSU Fresno
Fresno, CA
Work 34+ Years Experience
Phone +1 (559) 802-3052
Email [email protected]
Areas of Expertise
Contract Planning
General Plans
Design Guidelines
Environmental Studies
Community & Specific Plans
Zoning Ordinances
Employment History
04/24-Present
4Creeks, Inc. - Visalia, CA
Principal Planner
01/91-04/24
Collins & Schoettler - Visalia, CA
Principal Planner
Contract City Planning Services – Dinuba, CA
City Planning Consultant/City Planner
Since 2019 Mr. Schoettler has served as the consulting city planner for the City of Dinuba. In this role, he functions as the city planner for the City, and holds weekly office hours at the City’s Public Works office. He serves as lead staff person and processes all development projects and permits including annexations, subdivision maps, zone changes, General Plan Amendments, Conditional Use Permits and Site Plan Reviews, among others. Since his time with Dinuba Mr. Schoettler has processed over 500 single family residential lots and five annexations totaling more than 140 acres, including over 75 acres for a new high school. Mr. Schoettler presents all staff reports for planning matters and projects to the City Council and Planning Commission. Currently Mr.

Schoettler is working on a comprehensive Zoning Ordinance update and also Commercial Design Guidelines for Dinuba.

Contract City Planning Services - Farmersville, CA
City Planning Consultant/City Planner
Mr. Schoettler has provided contract planning services to the City of Farmersville since 2000. In this capacity he serves as the City Planner and advisor to the City Council on all planning, zoning and development issues. Mr. Schoettler processes all development applications, including subdivisions, site plan reviews, conditional use permits, zone changes and annexations, among many others. He provides planning and zoning information to the general public and fields all planning-related inquiries from the public. In 2002 Mr. Schoettler prepared an update to the Farmersville General Plan and this unique document went on to win the first-place national planning award from the American Planning Association – the first and still only such award for any city in the San Joaquin Valley. Currently Mr. Schoettler is working on a Downtown Specific Plan for Farmersville’s central business district, and he is also preparing a comprehensive zoning ordinance update for the City.

Contract Planning Services - City of Firebaugh, CA
City Planning Consultant/Director
Mr. Schoettler has served as the city planner for the City of Firebaugh since 2004. In this position he processes all development applications for the City, including annexations, site plan reviews, conditional use permits, tentative subdivision maps, general plan amendments, zone changes, variances, parcel maps, lot line adjustments and log mergers. During this time, he has processed over 900 residential lots and annexations totaling more than 300 acres. He presents all project reports to the City Council and Planning Commission. Mr. Schoettler is the lead on communicating with developers and disseminates project information to all city staff and consultants, obtaining comments and conditions of approval from all. In terms of long-range planning, Mr.

Schoettler prepared the 2030 Firebaugh General Plan and also a new zoning ordinance.

Both were recognized with awards by the American Planning Association.

General Plan Update and North Academy Corridor Master Plan – City of Sanger Principal-in-Charge
Mr Schoettler was the principal in charge of preparation of a new General Plan update for the City of Sanger. The General Plan was adopted in 2020 and contains 7 elements (including the Environmental Justice Element) and is designed to help the City respond to significant growth expected to occur through the year 2035. Sanger is located just outside the City of Fresno but has more affordable housing and a highly-respected school district. Importantly, Mr. Schoettler performed growth projections and determined the City could accommodate expected growth without expanding the existing Sphere of Influence. The General Plan also contains numerous walkability programs, designed to make the community more pedestrian-oriented.

Kelsey George, AICP
Senior Planner
__________________________
Registrations & Certifications
AICP #34656
California Geographic Society, Member
APA Member
Information
Education
M.A. - Urban Geography, Emphasis in Social
& Economic Geography
CSU Long Beach
Long Beach, CA
B.A. - Human Geography & Planning
CSU Chico
Chico, CA
Work 8+ Years Experience
Phone +1 (559) 802-3052
Email [email protected]
Areas of Expertise
City Planning
Project Management
Data Analysis/Interpreting
Environmental Laws
Stakeholder Engagement
Document Control
Cross-Functional Collaboration
Rural & Town Planning
Employment History
04/24-Present
4Creeks, Inc. - Clovis, CA
Lead Planner
05/22-04/24
Precision Civil Engineering - Fresno, CA
Senior Planner
02/21-05/22
City of Clovis - Clovis, CA
Assistant Planner
12/18-02/21
City of Fresno - Fresno, CA
Planner II
Contract City Planning Services - Atwater, CA
City Planning Consultant/On-Call Environmental
Kelsey provided in-person staff augmentation twice a week on an interim basis, acting as the on-site staff planner. She spearheaded inter-departmental coordination with City staff and applicants to identify project-specific issues and streamline processes.

Additionally, Kelsey developed internal procedures to implement the application review processes recently established by the City for ministerial site plan review as well as discretionary use permits. Her role also included reviewing projects for compliance with the Atwater General Plan, Atwater Municipal Code, Housing Element, California Environmental Quality Act (CEQA), and other relevant local and state laws and regulations.

Contract City Planning Services - Dunsmuir, CA
City Planning Consultant/On-Call Environmental
Kelsey served as the City's Contract City Planner for an interim period, providing professional planning services to both staff and community members, effectively addressing a variety of planning and environmental-related issues and inquiries. She prepared detailed staff reports and associated documents, delivering presentations at Planning Commission and City Council meetings as required in order to assist appointed and elected officials in making well-informed planning decisions.

Additionally, Kelsey coordinated with the City’s Housing Element consultant to compile and submit the City’s General Plan Annual Progress Report to the California Governor’s Office of Planning and Research to ensure compliance with regulatory standards while providing critical updates on the City’s ongoing planning initiatives.

Contract City Planning Services - Yreka, CA
City Planning Consultant/On-Call Environmental
In this role, Kelsey oversaw the preparation and submittal of a grant funding application on behalf of the City, with the purpose of advancing several 6th Cycle Housing Element goals and policies. She collaborated closely with various departments, notably Public Works, to prepare and submit a Routine Maintenance Agreement in strict compliance with regulations set forth by the California Department of Fish and Wildlife Services. Additionally, Kelsey managed entitlement applications on an as-needed basis, overseeing the entire process from analysis to the drafting of staff reports, issuance of public hearing notices, and conducting environmental assessments. She spearheaded the development of a comprehensive strategy and work program for the City's first Zoning Code Update and Programmatic Environmental Impact Report. This initiative included the formulation of a detailed public outreach program to ensure robust community involvement and feedback throughout the planning process.

City Planning Services - Clovis, CA
City Planning Consultant/On-Call Environmental
In her capacity as a staff planner, Kelsey managed the processing of all entitlement applications, ranging from General Plan Amendments and Rezones to Conditional Use Permits and Site Plan Reviews. Additionally, she provided support to the Police Department and Code Enforcement Unit by addressing Code violations associated with planning issues. This involved drafting and dispatching property owner letters and notifications, ensuring compliance with relevant regulations. Kelsey also played a pivotal role in overseeing the City’s pre-application process, offering guidance to developers and property owners to navigate the planning process effectively. Her proactive approach helped identify potential issues pertinent to their projects early on, facilitating smoother project progression and timely resolution of challenges.

David Duda, AICP
Director of Planning/Principal
__________________________
Registrations & Certifications
AICP # 29216
Post Baccalaureate Certification in
Geographic Information Systems - Penn
State University
APA Member
Information
Education
B.S. - City & Regional Planning,
Minor in Environmental Design
Cal Poly SLO, San Luis Obispo , CA
A.A. - Architecture Emphasis
San Diego Mesa CC, San Diego, CA
Master Certification. - GIS
Penn State University, PA
Work 18+ Years Experience
Phone +1 (805) 904-4394
Email [email protected]
Areas of Expertise
Project Management Land Entitlements
CEQA/NEPA Compliance
Bike Master Plans
Conceptual & Master Plan Site Design
City Planning & Design
Land Use Planning
General Plan/ Zoning Ordinance &
Implementation
Policy Planning
Employment History
10/13-Present
4Creeks, Inc. - Visalia /San Luis Obispo,
CA
Planning Director/Branch Manager
04/05-10/13
Quad Knopf, Inc. - Visalia, CA
Senior Associate Planner/Project Manager
Contract City Planning Services - Fresno, CA
City Planning Consultant/On-Call Environmental
Mr. Duda provides contract City Planning services to the City of Fresno (population 526,147). He provides CEQA support for various projects with the City of Fresno and developers through 3rd party agreements for past 6 years. He provides other planning evaluations such as environmental reviews and CEQA compliance, policy review, site plan reviews, staff reports, General Plan and Zoning Ordinance interpretations, and project management. Mr. Duda has been performing CEQA compliance for various projects within the City very efficiently hitting deadlines, and within project budgets.

Contract City Planning Services - Tulare, CA
City Planning Consultant/City Planner
Mr. Duda provided on-site contract City Planning services to the City of Tulare (population 64,546). He interpreted the City’s General Plan and Municipal Code as development projects were proposed. He also provided other planning evaluations such as CEQA/NEPA environmental documents and reviews, policy review, site plan reviews, staff reports, General Plan and Zoning Ordinance interpretations, and project management. Mr. Duda was responsible for processing Conditional Use Permits, CEQA compliance, Zone Changes, General Plan Amendments, and other City permitting required by the Planning Division. He provided ordinance updates for the City of Tulare to fit present day and future guidelines and requirements. Mr. Duda worked closely with the City staff to research, analyze, and provide direction on key planning and policy concerns.

Contract Planning Services - City of Sanger, CA
City Planning Consultant/Director
Mr. Duda provided on-site contract City Planning services to the City of Sanger. He interpreted the City’s General Plan and Municipal Code as development projects were proposed. He has also provided other planning evaluations such as environmental reviews, policy review, site plan reviews, staff reports, General Plan and Zoning Ordinance interpretations, and project management. Mr. Duda has been responsible for processing Conditional Use Permits, Zone Changes, Initial Studies/Mitigated Negative Declarations, General Plan Amendments, and other City permitting required by the Planning Division. He also provided ordinance updates for the City of Sanger to fit present day and future guidelines and requirements. Mr. Duda worked closely with the City staff to research, analyze, and provide direction on key planning and policy concerns.

Contract Planning Services - City of Selma, CA
City Planning Consultant/Director
Mr. Duda provided on-site contract City Planning services to the City of Selma. He interpreted the City’s General Plan and Municipal Code as development projects were proposed. Mr. Duda has been responsible for processing Conditional Use Permits, Zone Changes, Initial Studies/Mitigated Negative Declarations, General Plan Amendments, and other City permitting required by the Planning Division. Mr. Duda worked closely with the City staff to research, analyze, and provide direction on key planning and environmental policies.

Home Place Master Plan Community- City of Clovis, CA
Planning Director/Project Manager
Mr. Duda managed the master plan document, Tentative Map master plan, and land entitlements for the 306 acre community . The master planned community is located within the Loma Vista Specific Plan within the City of Clovis. The Home Place theme and character will include architectural themes from Traditional California Farmhouse, Spanish, Craftsman, Cottage, and Tuscan design and finish materials. The Master Plan included Land Use, Circulation, Landscape, Utility Design, and Plan Implementation components to allow a guide for development of the master planned community. Mr.

Duda worked closely with the client and City Planner to prepare a Master Plan Document for the proposed project.

Greg Collins, AICP
Principal Planner
__________________________
Information
Education
M.S. - City & Regional Planning
CSU Fresno, Fresno, CA
B.S. - Biology
UC Santa Barbara, Santa Barbara, CA
Work 35+ Years Experience
Phone +1 (559) 802-3052
Email [email protected]
Areas of Expertise
Planning Reports
Project Planner
Environmental Impact Reports
Specific Plans
General Plan Elements
Zoning Ordinances
Contract Planning Services
Employment History
04/24-Present
4Creeks, Inc. - Visalia, CA
Principal Planner
1982-04/24
Collins & Schoettler - Visalia, CA
Planner / Partner
Contract City Planning Services – Exeter, Ca
City Planning Consultant/City Planner
Since 1985 Mr. Collins has served as the consulting city planner for the City of Exeter. In this role, he functions as the city planner for the City. He serves as lead staff person and processes all development projects and permits including annexations, subdivision maps, zone changes, General Plan Amendments, Conditional Use Permits and Site Plan Reviews, among others. Since his time with Exeter Mr. Collins has prepared the city’s general plan and zoning ordinance as well as an award-winning specific plan – Southwest Exeter Specific Plan. Mr. Collins presents all staff reports for planning matters and projects to the City Council and Planning Commission.

Contract City Planning Services - Woodlake, CA
City Planning Consultant/City Planner
Mr. Collins provided contract planning services to the City of Woodlake from 1984 to 2018. In this capacity he served as the City Planner and advisor to the City Council on all planning, zoning, and development issues. Mr. Collins processed all development applications, including subdivisions, site plan reviews, conditional use permits, zone changes and annexations, among many others. He prepared Woodlake’s General Plan, Zoning Ordinance, and downtown design guidelines. Mr. Collins played an active role in attracting five tax-credit apartment complexes.

Contract City Planning Services - Kerman, CA
City Planning Consultant/City Planner
Mr. Collins served as the city planner for the City of Kerman from 1986 to 2010. In this position he processed all development applications for the City, including annexations, site plan reviews, conditional use permits, tentative subdivision maps, general plan amendments, zone changes, variances, parcel maps, lot line adjustments and log mergers. During this time, he has processed over 500 residential lots and annexations totaling more than 100 acres. He presented all project reports to the City Council and Planning Commission. Mr. Collins served as the lead on communicating with developers and disseminated project information to all city staff and consultants, obtaining comments and conditions of approval from all.

Various Contract Cities
City Planning Consultant/City Planner
Mr. Collins has served as contract planner for numerous other cities including Arvin, Coalinga, Orange Cove, and Huron.

Molly Baumeister, AICP
Senior Associate Environmental Planner
__________________________
Registrations & Certifications
AICP #29216
Information
Education
B.S. - Planning Environmental Management
& Protection, Emphasis in Sustainable
Urban Development
Cal Poly SLO, San Luis Obispo, CA
Work 8 Years Experience
Phone +1 805) 904-4394
Email [email protected]
Areas of Expertise
Environmental Management
CEQA/NEPA Compliance
Air Quality/Greenhouse Gas Studies
Multimodal Transportation Planning
ArcGIS
Adobe InDesign
Employment History
10/16-Present
4Creeks, Inc. - Visalia, CA
Planner/Project Manager
07/15-10/16
KMI - Paso Robles, CA
Consulting Intern
10/15-03/16
California Polytechnic State University -
San Luis Obispo, CA
Laboratory Technician
Kamm Ave & Alta Ave Roundabout - Dinuba, CA
Environmental Planner/Project Manager
Mrs. Baumeister lead the environmental compliance efforts for a CMAQ funded roundabout project in the City of Dinuba. Mrs. Baumeister directed the preparation of the Initial Study/Mitigated Negative Declaration (IS/MND) and the Preliminary Environmental Study (PES). Her leadership was instrumental in guiding these documents in line with CEQA and NEPA standards, ensuring the project's alignment with the Congestion Mitigation and Air Quality Improvement (CMAQ) program.

Riggin Avenue Widening (Kelsey to Shirk)- Visalia, CA
Environmental Planner/Project Manager
Mrs. Baumeister played a pivotal role in leading 4Creeks' environmental compliance efforts for the Riggin Avenue Widening Project in Visalia, CA. She coordinated with subconsultants to produce critical technical reports, including Cultural and Biological Resources Assessments and VMT Analysis. Mrs. Baumeister was instrumental in preparing the CEQA Initial Study, which culminated in a Mitigated Negative Declaration, and developed an Environmental Narrative for NEPA compliance for the EDA grant. Her expertise also extended to navigating the Air District Permitting process and devising strategic mitigation measures to minimize the project's implementation effects.

Caltrans Environmental Narrative - City of Visalia, CA
Senior Associate Planner
The project included the completion of an Environmental Narrative for a road widening project in Visalia to meet EDA grant program requirements. The project involved widening of a one-mile segment of Riggin Avenue to accommodate additional vehicular and bicycle travel lanes. The project encouraged development in the City's industrial park.

Environmental Impact Report (EIR)- Kings County, CA
Senior Environmental Planner/Project Manager
Mrs. Baumeister was responsible for overseeing and preparing an Environmental Impact Report (EIR) aimed at addressing the potential environmental consequences related to the development of a residential project in the Armona Community.

Following a comprehensive Initial Study, it was determined that the project would result in Vehicle Miles Traveled (VMT) surpassing the established thresholds set by the County. The report thoroughly examined travel patterns of community residents, including direction and distance, to better understand the transportation dynamics. To minimize the project's environmental impact, various alternatives and mitigations were suggested. These measures primarily focused on enhancing accessibility to the surrounding land through alternative transportation methods. The goal was to reduce the reliance on conventional vehicles and promote eco-friendly travel options.

Mander Villa Initial Study/Mitigated Negative Declaration - Fresno, CA Senior Environmental Planner/Project Manager
Ms. Baumeister spearheaded the preparation of an Initial Study/Mitigated Negative Declaration for a 32-unit apartment complex situated within the City of Fresno.

Throughout the project, Ms. Baumeister managed and coordinated the efforts of subconsultants responsible for conducting technical studies, including a Biological Resources Assessment and VMT Assessment. Ms. Baumeister guided the environmental analysis and provided quality control support for the Final IS/MND.

Lower Tule River Irrigation District Distribution System Project - Tulare County, CA Associate Planner
This project involved the preparation of the required initial study/Mitigated Negative Declaration for the proposed new pipeline and replacement of an existing pipeline within the LTRID. The project extended approximately 12.6 miles from east to west and consisted of 3 different laterals to connect all junctions to each other. 4Creeks managed the sub-consultants, public outreach/noticing, document preparation, and approvals with the lead agency and state clearinghouse.

Ellie Krantz
Associate Planner
__________________________
Information
Education
B.S. - City & Regional Planning
Minor in Sustainable Environments &
Architecture
Cal Poly SLO, San Luis Obispo, CA
Work 4 Years Experience
Phone +1 (805) 904-4394
Email [email protected]
Areas of Expertise
CEQA Compliance
NEPA Compliance
Air Quality/Greenhouse Gas Analysis
ArcGIS
Adobe Creative Suite
Mobility Planning
Employment History
08/22-Present
4Creeks, Inc. - Visalia/San Luis Obispo, CA
Associate Planner
04/21-07/22
4Creeks, Inc. - Visalia/San Luis Obispo, CA
Planning Assistant
Water Supply Assessment – City of Visalia, CA
Associate Planner
Ms. Krantz prepared a Water Supply Assessment for a specific plan within Visalia, CA.

The assessment evaluated if the total Project water supply determined to be available during normal, single dry and multiple dry years would meet the Project water demand associated with the Project, in addition to existing and planned future uses in the City of Visalia.

Indirect Source Review, Air Impact Assessment – City of Visalia, CA Associate Planner
This project included the completion of an Air Impact Assessment for a 60-acre residential community within the City of Visalia. Ms. Krantz evaluated the project’s potential impact on air quality through the creation of maps using ArcGIS. Possible mitigation measures to reduce the projects impacts were evaluated. In Compliance with Indirect Source Review Rule 9510, this assessment was submitted to the San Joaquin Valley Air Pollution Control District.

Initial Study/Mitigated Negative Declaration – Kings County, CA Associate Planner
Ms. Krantz assisted in the completion of an Initial Study and Mitigated Negative Declaration for a veterinary clinic in Kings County. The document discussed the findings of technical reports, including CalEEMod modeling results, VMT assessment, Noise Study, and a biological assessment. Ms. Krantz evaluated the project’s potential environmental impacts and developed mitigation measures to reduce impacts to less than significant levels.

Initial Study/Mitigated Negative Declaration - Fresno, CA Associate Planner
This project included the completion of the Initial Study and Mitigated Negative Declaration for apartments in the City of Fresno, CA. This document evaluated the project’s potential environmental impacts and developed mitigation measures to reduce impacts to less than significant levels in consistency with the City’s ordinances and policies. The project also involved onsite and offsite infrastructure improvements including new and relocated utilities, internal drive aisles, build-out, and improvements to surrounding streets. The document discussed the findings of technical reports, including CalEEMod modeling results, a VMT assessment, noise study, and a biological assessment. Additionally, Ms. Krantz coordinated with the Southern San Joaquin Valley Information Center to complete a cultural resources records search for the project area.

Indirect Source Review, Air Impact Assessment – City of Dinuba, CA Associate Planner
Ms. Krantz completed an Air Impact Assessment for a 74-unit residential community within the City of Dinuba. The assessment evaluated the project’s potential air quality impacts and possible mitigation measures to reduce the project’s impacts. ArcGIS was used to create maps evaluating the density, walkability, and transit accessibility of the project area. In Compliance with Indirect Source Review Rule 9510, this assessment was submitted to the San Joaquin Valley Air Pollution Control District.

Nate Antepenko
Associate Planner
__________________________
Information
Education
B.S. - City & Regional Planning
Minor in Real Property Development
Cal Poly SLO, San Luis Obispo, CA
Phone +1 (805) 904-4394
Email [email protected]
Areas of Expertise
Environmental Management
CEQA/NEPA Compliance
Project Research/analysis
Air Quality/Greenhouse Gas Studies
ArcGIS
Adobe InDesign
Employment History
06/22-Present
4Creeks, Inc. - Visalia/San Luis Obispo, CA
Associate Planner
11/21-06/22
4Creeks, Inc. - Visalia/San Luis Obispo, CA
Assistant Planner
Kamm & Alta Avenue Safety Study - Dinuba, CA
Associate Planner
Assisted in the preparation of a planning study to address bicycle and pedestrian safety at the intersection at Kamm Avenue and Alta Avenue in the City of Dinuba. The intersection is located adjacent to a planned future high school so the study analyzed anticipated student travel modes/patterns and provided conceptual design plans to calm traffic and improve connectivity for students. The final proposed design included a collection of improvements, including bike lanes, expanded landscaping, inovative striping, pedestrian refuge islands, curb extensions and a HAWK crossing.

Environmental Impact Report - Kings County, CA
Associate Planner
Drafted an EIR to address the environmental effects associated with implementation of a residential project in the Armona Community. After completing an Initial Study, it was found that the project would generate VMT exceeding the County’s thresholds. In the report, travel trends, such as direction and distance, for residents in the community were analyzed. Alternatives and mitigations to the project were proposed to potentially reduce the environmental impact. Mitigations were based on making surrounding land used more accessible from alternative transportation methods.

Tentative Subdivision Map, Annexation, Pre-Zone, Initial Study/Mitigated Negative Declaration - Visalia, CA
Associate Planner
Assisted in the design, annexation, and CEQA documents of a 136-unit single- family residential subdivision in the City of Visalia. The project site was previously in an unincorporated area of Tulare County. The project required an Initial Study and Mitigated Negative Declaration for the project, which required analysis of the project’s potential environmental impacts and evaluation of the project’s consistency with the City’s ordinances and policies.

Planned Development Initial Study/Mitigated Negative Declaration - Visalia, CA Associate Planner
Assisted in developing CEQA documents for a planned development in Visalia. This development contains low, medium, and high-density residential uses, along with commercial and park space. The study provided analysis and impacts of the community on the environment and mitigation measures to implement for reduction of impacts.

Tentative Subdivision Map, Initial Study/Mitigated Negative Declaration - Fresno, CA
Associate Planner
This project included the completion of the Initial Study and Mitigated Negative Declaration for an 86-unit single-family residential subdivision in the City of Fresno. The site was assessed for potential environmental impacts and mitigation measures were developed to reduce those impacts to less than significant levels.

Indirect Source Review, Air Impact Assessment - City of Dinuba, CA Associate Planner
This project involved the preparation of the required Indirect Source Review for the San Joaquin Valley Air Pollution Control District to analyze potential air quality impacts resulting from the construction and operation of a new high school in Dinuba.

Water Supply Technical Memorandum - Farmersville, CA
Associate Planner
This Technical Memo was prepared to address water supply availability for the new Eagle Meadows Subdivision, located in the City of Farmersville. It evaluated if sufficient water supply is available to meet the demands of the new subdivision, and if the project would substantially decrease groundwater supplies or interfere substantially with groundwater recharge. Both dry and wet years were analyzed to conclude that the City has sufficient capacity to supply the subdivision.

Jason Watts, PE
Project Engineer
_________________________
Registrations & Certifications
Professional Engineer
California - No. C85594
Information
Education
B.S. - Civil Engineering
CSU Fresno
Fresno, CA
Work 10 Years Experience
Phone +1 (559) 802-3052
Email [email protected]
Areas of Expertise
Project Management
Commercial Site Design
Subdivision Design
Street & Transportation Design
Utility Coordination
Street Saver
AutoCAD Civil 3D
Pavement Analysis
Employment History
09/21-Present
4Creeks, Inc. - Visalia, CA
Design Engineer / QA/QC
06/22-Present
08/18-09/21
City of Dinuba - Dinuba, CA
City Engineer
04/12-09/21
Yamabe & Horn Engineering, Inc. -
Fresno, CA
Civil Engineer / Project Manager
09/17-09/18
City of Kerman - Kerman, CA
Assistant City Engineer
City of Dinuba City Engineer - Dinuba, CA
Contract City Engineer
Mr. Watts has served as contract City Engineer for the City of Dinuba for over 4 years.

His responsibilities include project management and design of several municipal projects for the City. He is responsible for coordinating with the City Manager and Public Works Director on infrastructure issues involving streets, water, sewer, and storm drain.

He works closely with both in preparing the City's Capital Improvement Program. His responsibilities also include plan check services, construction administration, assessment district engineering, and grant writing and administration, as well as maintaining relationships with City staff, City Council, Tulare County Association of Governments, Caltrans, and residents.

North Dinuba Infrastructure Improvements - Dinuba, CA
City Engineer / Project Manager & Engineer / Utility Coordinator / Construction Manager This CDBG-funded improvements project consisted of the construction of a "pocket park" and a full roadway rehabilitation located adjacent to a small subdivision annexed into city limits that previously had no sewer facilities, storm drain infrastructure, curb, gutter, sidewalk, or street lighting. The project also installed storm drain chambers underneath the "pocket park", as well as master-planned storm drain facilities along Alta Avenue (Road 80). Jason's responsibilities included funding administration, design, PS&E preparation, right of way coordination and acquisition process, construction management, and inspection oversight.

Kern Street Storm Drain Improvements Project - Dinuba, CA City Engineer / Project Manager & Engineer / Utility Coordinator / Construction Manager Mr. Watts served as the City Engineer, Project Manager, Project Engineer, Railroad Coordinator (with SJVRR & UPRR), Utility Coordinator, and Construction Manager for a CDBG-funded downtown improvements project. The project installed master-planned storm drain facilities in a downtown that experienced flooding for decades. Concrete curb and gutter were constructed where they did not previously exist and a stampedconcrete intersection was reconstructed. Jason's responsibilities included funding administration, design, PS&E preparation, right of way coordination, construction management, and inspection oversight.

Police Parking Lot Expansion Project - Dinuba, CA
City Engineer / Project Manager & Engineer / Utility Coordinator / Construction Manager Mr. Watts served as a City Engineer, Project Manager, Project Engineer, Utility Coordinator, and Construction Manager for a parking lot expansion project at the Dinuba Police Department. The project scope consisted of concrete improvements, smart lighting, security fencing, an automatic gate for emergency vehicles, landscape and irrigation, and pavement rehabilitation of the existing parking lot. Jason's responsibilities included working closely with the Police Department, design, PS&E preparation, construction management, and inspection oversight.

Alta Avenue & Nebraska Avenue Roundabout Project - Dinuba, CA City Engineer / Project Manager & Engineer / Utility Coordinator Mr. Watts served as the City Engineer, Project Manager, Project Engineer, and Utility Coordinator for the federally-funded CMAQ roundabout project. Jason's responsibilities consisted of funding administration, preparation/coordination of environmental documents, right of way oversight/coordination, design, and PS&E preparation. The project scope consisted of master-planned storm drain facilities, sewer and water infrastructure, concrete infrastructure, landscape and irrigation, and street lighting.

College Avenue Railroad Crossing Improvements Project - Dinuba, CA City Engineer / Project Manager & Engineer / Utility Coordinator / Construction Manager Mr. Watts served as the City Engineer, Project Manager, Project Engineer, Utility Coordinator, and Construction Manager for a Section 130 state-funded railroad crossing improvements project. His responsibilities included railroad coordination, funding administration, design, and PS&E preparation. The project scope consisted of a concrete railroad crossing, curb, gutter, ADA-compliant ramps, street lighting, railroad crossing arms, high-visibility crosswalks, and landscape and irrigation.

Residential (SFR)
Residential (MF)
Entitlement
Processing Time
5 Months
Required Entitlements
General Plan Amendment
Zone Change
Specific Plan Amendment
Tentative Subdivision Map
Environmental Document
Processed
Initial Study/Mitigated
Negative Declaration
Contact
Rob Hunt
Position
City of Tulare
Community Development
Director
Address
2022 Lacovetti Court
Tulare, CA
Phone
(559) 685-4312
Vista Terraza Residential Subdivision
4-Creeks Role (City Planner): Provide full entitlement review and processing of a 47 small lot single family residential community located within a Specific Plan Area in Tulare, Ca. Worked closely with internal departments, commenting external agencies, and applicant to ensure consistency with the City ordinances. 4-Creeks provided on-going communications with all parties involved in the project to stay on schedule for Planning Commission and City Council public hearings. The project received final approval from City Council within 5 months of all applications deemed complete with the City.

Other Residential Projects Processed by 4-Creeks (years 2015-2019):
• Quail Creek Residential – 89 lot single family residential project (5,000 sf lots) required Tentative Subdivision Map, Conditional Use Permit, and Initial Study/Mitigated Negative Declaration.
• Hillman Apartments – 168 unit multi-family project required Design Review and Initial Study/Mitigated Negative Declaration.
• Oak Wood Apartments – 32 unit multi-family project required Design Review and Initial Study/Mitigated Negative Declaration.
• Housing Authority Tulare County (HATC) – Multi-family affordable housing project.

General plan amendment, zone change, mitigation negative declaration. • Oak Tree Estates – Mixed residential use project with 68 units. Tentative subdivision map, conditional use permits, design review, mitigated negative declaration. • Oxbow Investments - Tentative Subdivision Map – TSM entitlement project including initial study.
• Geographic Information Systems (GIS ) Website Updates - Various GIS mapping updates for the City of Tulare.

Commercial
Industrial
Entitlement
Processing Time
5 Months
Required Entitlements
Design Review
Lot Line Adjustment
Environmental
Documents Processed
Categorical Exemption
with supporting
documentation (15332:

Infill Development)
Contact
Rob Hunt
Position
City of Tulare
Community Development
Director
Address
1398 E Prosperity Ave,
Tulare, CA
Phone
(559) 685-4312
Educational Employees Credit Union (EECU)
4-Creeks Role (City Planner): Provide full entitlement review and processing of a 4,552 sq. ft. bank building, ATM kiosk, and parking lot within a Master Planned Commercial Center in Tulare, Ca.

Worked closely with internal departments, commenting external agencies, and applicant to ensure consistency with the City ordinances. 4-Creeks provided on-going communications with all parties involved in the project to stay on schedule for Planning Commission public hearings.

The project received final approval from Planning Commission within 5 months of all applications deemed complete with the City of Tulare.

Other Commercial and Industrial Projects Processed by 4-Creeks (years 2014-2018):
• Serrano’s Retail Shops – 16,000 sq. ft. of retail commercial shops and 10,600 sq. ft. warehouse required Design Review, Conditional Use Permit, and Initial Study/Mitigated Negative Declaration.
• Indian River Truck Wash Facility – 15,000 sq. ft. building consisting of food-grade truck wash bays and maintenance shop required Design Review and Initial Study/Mitigated Negative Declaration.
• Blaze Pizza – Building expansion and ABC license for commercial pizza business required a Conditional Use Permit and was determined exempt from CEQA. • ATT Cellular (Monopine) Tower – 75’ Cellular tower and associated equipment project required a Conditional Use Permit and determined to be exempt from CEQA. • Downtown Suarez Building – 2,880 sq. ft. commercial infill project required a Design Review and was exempt from CEQA.
• W. Bros Dairy Sales – 4,850 sq. ft. light industrial building and sales yard for dairy supplies required a Design Review and Initial Study/Negative Declaration. • Kraft-Heinz Foods Solar Farm – 13.9 MW single axis photovoltaic (PV) system on 65 acres.

Conditional use permits and mitigated negative declaration.

Photo courtesy of wchomes.com.

Project Dates
2018-2021
4Creeks Role
Planning Consultants
Contact
Teresa Gallavan
Position
City Manager
City of Selma
Address
1710 Tucker Street
Selma, CA 93662
City of Selma - Contract Planning
4Creeks has worked with the City of Selma on a wide range of planning services. Our main priorities are to process residential, commercial and industrial projects through Project Review Committee, Site Plan Review and other various land entitlements required by applicants. 4Creeks provided project review, CEQA documentation support, staff reports, and Planning Commission/City Council presentations for all projects.

Other Services Assisting With:
• Housing Element Compliance
• Zoning Ordinance Updates
• Long range planning requests
Photo courtesy of wchomes.com.

Residential
Entitlement
Processing Time
5 Months
Required Entitlements
Tentative Subdivision Map
Environmental Documents
Processed
Initial Study/MND
Contact
Eric Gibbons
Position
Director of Forward Planning
at Wathen Castanos Homes
Phone
(559) 432-8181 ext. 162
4Creeks Project Manager
Mr. David Duda, AICP
[email protected]
Initial Study/Mitigated Negative Declaration
(IS/MND) Westerra Subdivision Tracts
Services provided:
• Evaluation of existing conditions and environmental impacts • Preparation of Initial Study/Mitigated Negative Declaration • Traffic Impact Analysis
• Air Quality and GHG review
• Coordination with biological subconsultant
• Cultural Resources Records Search
The 4Creeks planning team was selected to prepare an Initial Study and Mitigated Negative Declaration for a 318 single-family housing development project in the City of Fresno. This proposed project consists of the construction of 318 single-family residential lots on a 48.63 net acre portion of the property.
4Creeks coordinated with a biological resources consultant to conduct a survey of the project site and identify mitigation measures to prevent impacts to biological resources. Mitigation measures for biological resources included avoidance, preconstruction surveys, and revegetation of disturbed areas. Additionally, the planning team had to work with local traffic engineers to create mitigation measures for additional streets that were created for the housing development. 4Creeks also conducted a Cultural Resources Records research. The records search identified one cultural resource within the project area and one existing offsite. 4-Creeks proposed four cultural resources mitigation measures, including a preconstruction survey and cultural sensitivity training for construction workers to ensure impacts to cultural resources would remain less than significant.

REFERENCES
City of Exeter
Adam Ennis
City Manager
[email protected]
(559) 592-9244
Services Provided:
• Contract Planning Services since 1985
• 2030 General Plan and Environmental Impact Report
• Southwest Exeter Specific Plan
• Downtown Revitalization Plan
• Open Space/Conservation Element
• Housing Elements, 2015, 2009, 2004, 1992
• Wastewater Treatment Plan Environmental Impact Report Length of Time Services Provided: 39+ Years
City of Farmersville
Steven Huntley
Interim City Manager
[email protected]
(559) 747-0458
Services Provided:
• Contract Planning Services
• 2025 General Plan & Environmental Impact Report
• Comprehensive Zoning Ordinance Update
• Downtown Specific Plan
• Design Guidelines
• Waterway/Trails Master Plan
• Environmental Planning Compliance (CEQA/NEPA)
• City Planning Coordination
• Active Transportation Planning
• Urban Development Boundary Update & Environmental Impact Report
• Housing Elements, 2015, 2009, 2004, 1992
Length of Time Services Provided: 25 Years
City of Sanger
David Brletic
Community Development Director
[email protected]
(559) 876-6300
Services Provided:
• Zoning Ordinance Updates
• Downtown Parking Study
• Current Planning & On-Call Planning Consultant
• Contract Planning Services
• 2035 General Plan & Environmental Impact Report
• North Academy Master Plan
• Community Design Guidelines
• Sign Ordinance Update
• Planning Fee Update
Planning Public Agency Clients
City of Arvin
City of Avenal
City of Dinuba
City of Exeter
City of Farmersville
City of Firebaugh
City of Fresno
City of Huron
City of Kerman
City of McFarland
City of Orange Cove
City of Porterville
City of Reedley
City of San Joaquin
City of Sanger
City of Selma
City of Tulare
City of Woodlake
Madera County
Tulare County
Tuolumne County
Fresno Council of Governments
Tulare County Association of Governments
Laguna Irrigation District
Lower Tule River Irrigation District
Pixley Irrigation District
City of Dinuba
George Avila
Public Works Director
[email protected]
(559) 591-5924
Services Provided:
• Contract Planning
• Comprehensive Zoning Ordinance Update
• New Sign Ordinance
• Residential Design Guidelines
• Informational Zoning Brochures
• Environmental Planning Compliance (CEQA/NEPA)
• Active Transportation Planning
Length of Time Services Provided: 6+ Years
G. Other Information Requested

OTHER INFORMATION REQUESTED
Litigation
4Creeks has no litigation, mediation, or arbitration, regarding the performance of any services similar to the Services, in which the Company has been involved in the past five (5) years.

Claims
4Creeks has no claims or disciplinary action taken against 4Creeks or any of our key personnel within the past five (5) years.

Conflict of Interest
4Creeks has no past or current business or personal relationships with any current City elected official, appointed official, City employee, or family member of any current City elected official, appointed official, or City employee.

Bankruptcy
4Creeks has not filed for bankruptcy under any business name over the past five (5) years.

Additional Submittal Documents
ANY PROPRIETOR/PARTNER/EXECUTIVE OFFICER/MEMBER EXCLUDED?

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INSURER A :

INSURED INSURER B :

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AND EMPLOYERS' LIABILITY
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EACH OCCURRENCE $ DAMAGE TO RENTED CLAIMS-MADE OCCUR PREMISES (Ea occurrence) $ MED EXP (Any one person) $
PERSONAL & ADV INJURY $ GEN'L AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE $ PRO- POLICY JECT LOC PRODUCTS - COMP/OP AGG OTHER: $ COMBINED SINGLE LIMIT
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THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS.

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CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.

THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS

CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER.

IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed.

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COVERAGES CERTIFICATE NUMBER: REVISION NUMBER:

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The ACORD name and logo are registered marks of ACORD
4/23/2024
License # 0E02096
6582 (559) 648-2120
25682
4 Creeks, Inc.
324 S. Santa Fe St. Suite A
Visalia, CA 93292
25674
35076
31127
A 1,000,000
X 6805J7520842347 10/1/2023 10/1/2024 1,000,000
5,000
1,000,000
2,000,000
2,000,000
X Per Project Agg - $2M Per Loc Agg 2,000,000
B 1,000,000
X BA8R1022502347 10/1/2023 10/1/2024
B 6,000,000
CUP0K7605382347 10/1/2023 10/1/2024 6,000,000
0 C
933983623 6/1/2023 6/1/2024 1,000,000
1,000,000
1,000,000
D Professional Liab CZB7039865315 7/15/2023 Each Claim 3,000,000 D Professional Liab CZB7039865315 7/15/2023 10/1/2024 Aggregate 3,000,000 Professional Liability Deductible: $25,000 Per claim. Retroactive date 05/28/2008 RE: City of Chowchilla - On Call Planning Services for discretionary land use projects The City of Chowchilla, its Officers, Officials, Employees and Volunteers are included as Additional Insured's with respect to General Liability and Automobile Liability as respects operations and activities of, or on behalf of the named insured, performed under contract with the City of Chowchilla per attached CGD381 0915 and CAT353 0215. Coverage is primary per attached CGD381 and CA0001 1013.

City of Chowchilla
130 S. Second Street
Chowchilla, CA 93610
4CREINC-01 DBLILER
DiBuduo & DeFendis Insurance Brokers, LLC
6873 N. West Ave, Ste 101
Fresno, CA 93711
Cheryl Harler
[email protected]
Travelers Indemnity Company of Connecticut
Travelers Property Casualty Company of America
State Compensation Insurance Fund
Columbia Casualty Company
X
10/1/2024
X
X
X X
X
X X
X
X
X
S o u r c e : g o o g l e i m a g e s
Prepared for
City of Chowchilla
Prepared by
May 3, 2024

REQUEST FOR PROPOSAL

ON-CALL PLANNING SERVICES FOR

CITY OF CHOWCHILLA COMMUNITY & ECONOMIC

DEVELOPMENT DEPARTMENT
RFP #2024-RFP-027

TABLE OF CONTENTS
On-Call Planning Services for City of Chowchilla
A. COVER LETTER ........................................................................ 1 B. BRIEF COMPANY PROFILE ......................................................... 2 C. ORGANIZATION & STAFFING ..................................................... 4 D. DESCRIPTION & APPROACH ...................................................... 6 E. COST PROPOSAL ...................................................................... 10 F. RESUME, RELEVANT PROJECTS/SERVICES WTIH REFERENCE ........... 11 G. OTHER INFORMATION REQUESTED ............................................ 19 i
City of Chowchilla, Community and Economic Development Department 130 South Second Street, Chowchilla, CA 93610
ATTN: Mark Hamilton
[email protected]
(559) 665-8615 Ext: 400
RE: Request For Proposal #2024-RFP-027: On-Call Planning Services for City of Chowchilla Community & Economic Development Department
A. COVER LETTER
Dear Mark Hamilton:

Precision Civil Engineering, Inc. (PCE) is pleased to submit our proposal to the City of Chowchilla in response to the Request for Proposal (RFP) (#2024-RFP-027) for on-call planning services for City of Chowchilla Community & Economic Development Department. PCE is interested in supporting City staff with current planning services such as reviewing applications and entitlements, drafting staff reports, resolutions, ordinances, conditions of approval, overseeing and/or reviewing zoning changes, conducting technical analysis reports, amending codes and standards, drafting and reviewing environmental documents, attending public hearings and meeting, and managing multiple planning projects.

PCE is a California corporation and a state-certified small business located in downtown Fresno, CA. PCE offers a full range of development consulting services, including Civil Engineering, Land Surveying, Landscape Architecture, Construction Management, and Environmental and Land Use Planning. The PCE Project Team has extensive experience in providing on-call planning services for projects throughout California. PCE’s Project Team brings:

Recent Similar Project Experience | PCE's Project Team has extensive experience working with public sector clients, including environmental planning and on-call planning services for the City of Atwater, City of Clovis, City of Hanford, City of Kerman, City of Dunsmuir, and the City of Modesto.

Management and Coordination | PCE's key to successful project management is responding to clients' requests and smooth communication to ensure that projects are prioritized and delivered as needed.

Strong Project Team | PCE's Project Team is composed of individuals who bring experience on similar projects throughout California. PCE's Vice President of Planning and Senior Project Manager, Bonique Emerson, MAUP, AICP will serve as the Project Manager and lead contact for communications. Our assembled team for this project consists of our Planning Division, including Jenna Chilingerian, MCRP, AICP (Senior Planner), Tom Navarro (Senior Planner), Shin Tu, MUP, AICP (Associate Planner), and Isaiah Medina (Assistant Planner).

On behalf of the PCE team, I would like to thank you for considering our firm to provide these services.

PCE acknowledges the published Addenda #1 and #2 as of the date of submission. We greatly look forward to the opportunity to work together.

Edward D. Dunkel, Jr.

President & CEO, Precision Civil Engineering
Office: 1234 O Street, Fresno, CA 93721
Tel: (559) 449-4500 | Fax: (559) 449-4515
Email: [email protected]
Project Manager (Main Contact)
Bonique Emerson, MAUP, AICP
VP of Planning Division | Senior Project Manager
Office: 1234 O Street, Fresno, CA 93721
Tel: (559) 449-4500 | Fax: (559) 449-4515
Email: [email protected]
1 B. BRIEF COMPANY PROFILE
Precision Civil Engineering’s Firm Profile
Started in 2002, Precision Civil Engineering, Inc. (PCE) is an established, full-service firm with experience providing comprehensive and sustainable solutions for a wide range of complex projects throughout California. Our roots are firmly established by fifth-generation California resident and company CEO & President, Ed Dunkel, Jr. whose family has provided engineering services throughout the state for more than 57 years. Today, our firm employs over 50 full-time staff members with offices in Fresno, Merced, and Visalia. Our divisions include:

Civil
Engineering
Land
Surveying
Planning
Construction
Management
Landscape
Architecture
Project
Management
Environmental
Services
Traffic
Engineering
2 Office Locations
1234 O Street, Fresno, CA 93721 (main)
2807A G Street, Merced, CA 95340
3000 W. Main Street ,Visalia, CA 93291
Website
www.precisioneng.net
Firm Size
50 Total Staff Members
Firm Representative
Edward Dunkel, Jr. CEO & President
p. (559) 449-4500 f. (559) 449-4515
e. [email protected]

ABOUT PCE
Firm Legal Identity
PCE is a California corporation and a statecertified small business located in Fresno, CA that has been in business for 20 years.

Who We Are | PCE is a California corporation
and is organized by divisions which are each
headed by licensed division managers, with
daily operations overseen by the company
president, Mr. Edward Dunkel, Jr. PCE
approaches every project with the philosophy
that we are more than just an engineering firm;
we are your advocate, every step of the way.

From a project’s inception to completion, PCE
remains attentive to our client's needs and
responds immediately to calls for service.

Schedules are developed then monitored
weekly by managers and supervisors.

Preparation of our technical studies are
modeled to minimize cost without
compromising competent solutions or legally
required technical analysis. To ensure quality
control, reports are subjected to a
comprehensive in-house review process.

Bonique Emerson, AICP, VP of Planning Division
will serve as Project Manager and has the
primary responsibility for developing this
proposal and to whom correspondence and
other communications should be directed.
"WE ARE DEDICATED TO USING CUTTING EDGE,

STATE-OF-THE-ART TECHNOLOGY IN ORDER TO

PROVIDE INNOVATIVE AND AFFORDABLE
SOLUTIONS FOR OUR CLIENTS."

CAPABILITY TO PERFORM SERVICES

GENERAL QUALIFICATION

WHAT SETS US APART
We are uniquely qualified to serve the City of Chowchilla based on our experience working on planning projects in both the private and public sectors in both large and small communities throughout California.

Our staff understands the dynamics of local government planning and responds quickly to needs. We also have the staff capacity to serve the City's needs. Our firm's approach to addressing varying staff requirements in alignment with the City's evolving needs and policies is characterized by a combination of strategic planning, dynamic capability, and a flexible organizational structure.

What makes us different than other firms is that most of our staff has experience working in both the private and public sectors, which makes us aware of the issues and constraints of working in the public sector, but also of the timelines, budgets and needs of the private sector. We also have a staff person that has managed a Planning Division for a large City and thus we understand all of the complexity of municipal planning. We have a strong understanding of the planning process including how to implement complex development codes and general plans at the project level. Our experience working directly on entitlements and supervising the process puts us a step ahead of most firms.

CURRENT PLANNING SERVICES | PCE staff has experience processing various types of planning entitlement applications from zone clearances to plan amendments and tract maps for large-scale development projects. We have a strong understanding of the planning process including understanding how to implement complex development codes and general plans at the project level. We will follow the protocols outlined by your governing agency to make sure projects are processed consistently and accurately. However, if there is no established procedure for a project type or process, we have the experience and expertise to be able to write up a procedure. We can see a project through completion, including presenting at Planning Commission and City Council if needed. Our experience working directly on entitlements and supervising the process puts us a step ahead of most firms. Our services include:

Site Plan Reviews
Tentative Tract Maps and Subdivisions
Variance applications
Staff Reports, Resolutions, and Ordinances
Conditional Use Permits
Ordinances and Resolutions
Plan Amendments
Municipal Service Review (MSR)
Rezone applications
Area Plan and Specific Plans
Annexations and Pre-Zones
ADU Ordinances and Pre-approved Programs
Zoning Text Amendments
Housing Element Implementation
Building Permit Review
PCE has experience managing various types of private and public sector projects. Our Planning team works with many small and mid-sized communities to help with standardizing documents and processes and creating new programs to help address current needs. PCE's experience in processing various types of planning entitlement applications from zone clearances to plan amendments and tract maps for largescale development projects aids the understanding of how long-range plans are implemented by private developers. We also have a strong understanding of the planning process including understanding how to implement complex development codes and general plans at the project level. Due to this experience, our firm is intimately aware of the challenges and requirements of governmental processes while also being aware of constraints that are often caused by overly burdensome regulations. We bring a unique perspective of understanding municipal and state requirements while providing the efficiency, timeliness, and cost-effectiveness of the private sector.
3 C. ORGANIZATION AND STAFFING
4 Organizational Chart and Responsibilities of Project Team Our Project Team has the experience and skills needed to provide necessary services for the City. Our Team includes four (4) project staff. The chart below identifies the assigned responsibilities and areas of expertise of each team member.

Bonique Emerson
Project Management & Oversight
PCE Project Manager
Project Manager
Project Assignment
City of Chowhilla
Senior Planner
Jenna Chilingerian: Application Review/Permitting, COA, Plan Check, Staff Reports, Draft Notices, Scheduling, CEQA Peer Review, Attend public hearings and meetings
Tom Navarro: Application Review/Permitting, Due Diligence, Staff Reports, Ordinance/Resolution, Attend public hearings and meetings Associate/Assistant Planner
Shin Tu: Due Diligence, Plan Check, Project Review/Permitting Isaiah Medina: Draft Notices, Due Diligence, Staff Support

PROJECT TEAM MEMBER QUALIFICATIONS
The following provides the name, title, project roles, short profile, and certifications of the team members assigned to this project. Detailed resumes are provided in Section F.

Bonique Emerson, MAUP, AICP has over 20 years of experience as a Planner and Project Manager, spending a majority of those years with the City of Fresno Current Planning Division. While at the City of Fresno, Mrs. Emerson worked her way from a Planner I to the Current Planning Division Manager.

Through these roles, she processed hundreds of entitlement applications, implemented the General Plan and Development Code at the project level, and played a key role in coordination among the public agency, developers, and residents. At Precision Civil Engineering, Mrs. Emerson leverages her extensive planning knowledge to manage both public and private sector projects in various communities.

Qualification: AICP #026051 (12 years)
Area of Expertise: Environmental Planning Services, Policies, Procedures, and Processes, Processing Entitlement Applications

BONIQUE EMERSON,

MAUP, AICP
VP of Planning Division /
Senior Project Manager
Project Role:

Project Manager/
Planner
Jenna brings more than 10 years of experience in planning, community and economic development, and program management in the nonprofit, public, and private sectors. At PCE, Jenna provides CEQA services for public and private sector projects, on-call planning and environmental services for local agencies, and development and entitlement services for private sector clients.

Jenna is an active AEP and APA member, participating in webinars and workshops to remain up to date on current environmental legislation, procedures, and best practices. She received her Masters of Community and Regional Planning from the University of Oregon and holds a bachelor’s degree in Political Science from UCLA.

Qualification: AICP #34152 (1.5 years)
Area of Expertise: CEQA/NEPA Process and Compliance, Project-level Land Use Planning/Permitting

JENNA CHILINGERIAN,

MCRP, AICP
Senior Associate Planner
Project Role:

Project Coordinator/
Planner
Shin brings over 4 years of experience in site planning, data analysis, environmental planning, and digital communications. Shin has experience working in the public, private, and academic sectors. At PCE, Shin provides services to both public and private sector clients, including performing due diligence, planning entitlements, on-call planning, CEQA document drafting and analysis, GIS database management and mapping, fiscal analysis, data visualization, and branding/graphic design.

Qualifications: AICP #370186 (0.5 year)
Area of Expertise: Environmental Analysis and Planning, Research, Data Collection, Spatial Analysis
Tom brings more than 25 years of experience in planning, community and economic development, and project management to our team. Tom has worked as a Planner in both City and County governments, as well as at private consulting firms. He has experience in municipal planning throughout the state of California and has worked on a diverse portfolio of urban planning projects including Housing Elements, General Plan updates, Zoning Code text amendments, annexations, General Plan amendments, rezones, tentative tract maps, use permits, and site plan reviews. Through private and public sector planning roles he has developed extensive experience in writing zoning codes, processing entitlement applications, and managing large scale projects.

Area of Expertise: Municipal Planning, Land Development, Planning Entitlement Processing, Economic Development
Isaiah brings experience in environmental and land planning to our team.

Isaiah has experience in compiling research and analyzed data to create visualized data sets such as maps, tables, and graphs. He also has experience with projects dealing with pre-applications, annexations, tentative parcel maps, tentative tract maps, rezoning, planned development, general plan amendments, and Williamson act contract cancellation processes. Isaiah also is experienced in ensuring projects comply with CEQA, development codes, and ordinances. He holds a Bachelor of Science in Environmental Policy Analysis and Planning from the University of California, Davis.

Area of Expertise: Environmental and Land Use Planning, Planning Entitlement Processes, Data Analysis

SHIN TU, MUP, AICP
Associate Planner
Project Role:

Planner

TOM NAVARRO
Senior Planner
Project Role:

Planner

ISAIAH MEDINA
Assistant Planner
Project Role:

Planner
5 D. DESCRIPTION AND APPROACH
Services Provided and Project Management Approach
This section describes the general tasks and deliverables that would be provided for on-call planning services. PCE will provide a strong emphasis on the management of multiple projects and competing priorities while maintaining quality, meeting schedules, and staying within budget.

PCE understands that the City of Chowchilla is seeking assistance from qualified Planning firms to provide on-call current planning services to support the City’s Community & Economic Development Department to provide timely responses to planning inquiries and application submittals. PCE also understands that the City desires a firm with a range of expertise and experience because experience level is dependent on project type and project types will vary. PCE also understands that on-call services will include answering phone calls and emails, providing zoning and land use information to developers, and processing various types of planning applications (both ministerial and discretionary). We understand that processing applications will include preparing all necessary documentation for such applications and being available to present at public hearings.

PCE has staff ranging from entry-level to Senior Planners. PCE’s Division Manager has experience managing a Current Planning Division in a city of over half a million and thus has the experience needed to delegate and respond to emails and inquiries as needed.

APPROACH TO PROCESSING PLANNING/DEVELOPMENT APPLICATIONS PCE staff has experience processing various types of planning entitlement applications from zone clearances to plan amendments and tract maps for large-scale development projects. PCE has a strong understanding of the planning process including understanding how to implement complex development codes and general plans at the project level. PCE will follow the protocols outlined by the agency to make sure projects are processed consistently and accurately. Our experience working directly on entitlements and supervising the process puts us a step ahead of most firms.

PCE’s approach to processing planning applications is grounded in our perspective that project management is ultimately about managing expectations through project mobilization, delivery, and closeout, always keeping the end user(s) in mind. With that in mind, every project will be approached as follows:

Task 1. Reconnaissance/Background Research: PCE will review the City’s planning application submittal requirements and development review processes in addition to the zoning code, land use plans, and other relevant regulations.

Task 2. Coordination Meeting: PCE will facilitate a coordination meeting with City staff to ensure that we have a clear understanding of the City's processes and procedures for reviewing and managing development applications and ensure we are utilizing all standard and current forms and documents when processing applications. The end goal is to make sure work products are consistent with those produced internally.

Task 3. Project Review: After having a clear understanding of the process, when PCE is assigned an individual development project, we will devise a simple implementation strategy that includes a project understanding, key dates, and deliverables.
6 PCE will complete the following tasks on each individual project. Our timelines will be dependent on the individual project but will range from 3-16 weeks :

Task a: Outline Project Requirements (i.e., deliverables, key deadlines, budget, etc.).

Task b: Assess the capability (e.g. skill levels, experience) and capacity (e.g. resources) of the PCE project team. PCE will assign project accordingly.

Task c: Confirm deliverables and key dates with City.

Task d: Route Project and Coordinate Project comments from other departments and agencies.

Task e: Review Project in accordance with City standards (design review, site plan review, zoning ordinance compliance, general plan compliance, etc.). Conduct site visit if needed.

Task f: Coordinate CEQA document and required technical studies with consultant or prepare the document in-house.

Task g: Revise documents as needed based on staff review and input.

Task h: Prepare staff reports, resolutions, presentations, and attend public hearings, as needed.

APPROACH TO GENERAL INQUIRIES
Our approach to responding to general inquiries is to have either our Division Manager or most Senior Planner review the inquiry and delegate or respond to the inquiry, depending on the level of expertise needed. PCE will swiftly respond to phone calls and emails.

Timeline: PCE will respond to simple inquiries within 24 hours (excluding weekends) of receiving call or email. For more complex inquiries, PCE will provide an initial response within 24 hours indicating that the inquiry has been received and that a response will be provided within 5 business days. 7 PROJECT MANAGEMENT
PCE understands all aspects of processing and managing development projects, having processed hundreds of development applications, and understands that as part of processing these applications, we may also be required to manage the whole project from start to finish. We understand that managing these projects would include the following tasks:

Coordinating work with project applicant, architect, traffic and environmental consultants, or any sub-consultants;
Conducting Completeness Review: Reviewing and verifying all application documents and ensuring information is accurate and prepared in accordance with generally accepted industry standards; Review proposed project to verify conformance with all applicable City codes, the general plan, and CEQA requirements;
Complete a thorough analysis of all environmental, traffic or city requested studies and analysis to determine the appropriate level of CEQA review and document is complete; Communicate with applicant’s consultants to ensure all documents and filings are completed in a timely manner;
Perform all lead agency duties;
Maintain records of communications and documents;
Prepare public notices, staff reports, resolutions, ordinances and related exhibits in conformance with City requirements for Planning & Preservation Commission and City Council hearings; Present, attend, respond to project related questions at all required Planning & Preservation Commission meetings, City Council meetings or any other meetings requested by the Director or their designee;
Maintain clear, accurate and organized project files in accordance with City policy; Attend community meetings; and
Communicate with other city departments and divisions in collecting comments, corrections, and conditions of approval. We understand that the method and frequency of communication between the consulting project manager and the City shall be determined based on the specific development project.
8 Project Management is a central and critical component of PCE's approach to completing the project on time and within budget. Our approach to projects is grounded in principles of flexibility, transparency, and accountability. We operate from a structured yet flexible framework wherein our team builds a work program that incorporates the needs of the city and stakeholders while subsequently allowing for quick adjustments and adaptability when needed. PCE's Project Manager, Mrs. Emerson will work closely with the City of Chowchilla's Project Manager. PCE's approach, tools, and procedures for successful project management are outlined as follows. To ensure that projects will continue to move forward in an efficient and timely manner, for each individual project, PCE will:

Host Kick-Off Meeting with the City team.

Establish File Setup, Communications, and Management Systems (e.g. teleconference or web-based meeting applications, Drop Box, One Drive, etc.).

Update Work Program and Schedule as needed.

Establish a re-occurring meeting schedule (e.g. bi-weekly, monthly).

Provide monthly progress/status reports and invoices.

PROJECT MANAGEMENT TOOLS

PROJECT MANAGEMENT APPROACH
Consistent email subject lines.

Standardized document formats, templates, and style guides.

Agendas and minutes as needed.

Understanding unique scope. PCE understands that individual projects need to include different approaches, processes, and technical studies. Though PCE has extensive experience in our provided services, we understand the importance to include the city's and specific site conditions to plan for a tailored and feasible work scope to ensure that each project is carried out as needed. PCE will provide the City with an Approach Memo and have lively discussions to ensure that the direction we take is based on clear City input and direction informed by PCE's research and recommendations, depending on the type of project.

Establishing effective communication throughout the project. PCE believes that one of the most critical issues for a project is effective communication with clients. PCE will establish regular working meetings with the City of Chowchilla for progress updates, detailed responsibility breakdowns, and discussion on possible concerns. PCE will also communicate with State or other entities to ensure there is a unified understanding among all parties.

Ensure quality and ability to meet deadlines. PCE has established a vigorous and extensive quality control program that is structured to ensure project timelines and budgets are met, as follows:

Documents, notices, and maps are reviewed to ensure that they are neat in appearance, well organized, and technically and grammatically correct prior to submission.

Public/City comments are reviewed prior to revisions being made and fully addressed.

A Senior Planner level or higher will review all documents before sending to the City for review.

PROJECT MANAGEMENT APPROACH
9 Hourly rates for all positions and classifications of key personnel that may be involved are provided below for Precision Civil Engineering staff as identified in this RF. PCE will bill for services rendered at the beginning of each month. For larger projects, PCE will provide the City with a not to exceed amount with a proposed scope prior to initiating a project. For small projects and tasks, PCE will bill the hourly rates noted below.

BILLING METHOD
PCE will provide invoices for the City each month. The invoices will include hours and tasks that identify work progress and the stage of the project is currently under. See below example invoice:

Planning Manager ...................................................................................................................

Senior Planner ........................................................................................................................

Senior Associate Planner .......................................................................................................

Assistant Planner/Associate Planner ......................................................................................

Position
$215
$160
$130
$120
Hourly Rate
NOTES
Direct, Indirect, and Transportation Fees: Travel costs are based on direct reimbursements for mileage, and door-to-door travel time. Per diem is charged at the government rate for the region. Equipment (GPS, sampling equipment, etc.) rates are based on full- and half-day rates.

Overhead: Overhead is included in labor rates, otherwise, only direct costs are charged. No markups are charged on expenses.

E. COST PROPOSAL
Hourly Rates and Billing Method
F. RESUME, RELEVANT PROJECTS/SERVICES WITH REFERENCES
Relevant Services with References
The following provides descriptions and references of past projects in the last three (3) years that PCE's Planning Division worked on. We are uniquely qualified to serve the City of Chowchilla based on our experience working on planning projects in both the private and public sectors in both large and small communities throughout California. Our staff understands the dynamics of local government planning and responds quickly to needs.

City of Kerman On-Call Planning Support Staff (2021-Present) PCE provides on-call Planning staff support services to the City of Kerman Community Development Department on an as-needed basis. Completed projects include:

Application Processing and Review for Conditional Use Permits and Site Plan Review applications including the preparation of the staff reports, resolutions, and conditions of approval.

Ongoing projects include providing entitlement review and processing, preparing CEQA noticing, drafting initial studies, preparing staff reports, reporting to Planning Commission and City Council, meeting with LAFCO and County, for three residential development projects:

Whispering Falls: Annexation, Rezone/Prezone, General Plan Amendment, Tentative Subdivision Map, Conditional Use Permit, and Development Plan applications for 119 single-family lots and 56 multifamily units on a 20-acre parcel.

Crown & Schaad: Annexation, Rezone/Prezone, Ordinance Text Amendment, and Tentative Subdivision Map applications for 123 single-family lots two parcels totaling 29 acres.

Gill Orchard Estates: Annexation, Rezone/Prezone, General Plan Amendment, Tentative Parcel Map, and Tentative Subdivision Map applications for 179 single-family lots on a 39-acre parcel.

PCE is also providing entitlement review and processing, preparing staff reports, reporting to Planning Commission and City Council, meeting with LAFCO and County, and providing peer review of the environmental document (EIR) for the following residential development project:

Del Norte Estates: Annexation, Rezone/Prezone, General Plan Amendment, and Tentative Subdivision Map applications for 200 single-family lots on a 38-acre parcel.

PCE is also managing and developing three (3) housing programs for Kerman:

Management of the City's ADU Program including preparation of pre-approved ADU plans and a howto-guide for homeowners. PCE also peer-reviewed City’s ADU ordinance. (complete, see next page) Management of the City's Mixed-Use Conceptual Design Program which includes the preparation of mixed-use conceptual designs and design guidelines. (ongoing) Management of the City's Multi-Family Conceptual Design Program including preparation of an infill and site evaluation report and multi-family conceptual designs and design guidelines. (complete) Cost and Time Control: All projects/tasks are currently on time and within budget.

Relevance: This experience is relevant to the services requested by the City of Chowchilla because it demonstrates PCE‘s proficiency in handling entitlement processes, maintaining schedule/timeline, coordinating City staff, applicant, and sub-consultants, managing LAFCo applications, and managing City programs.

Reference: Jesus R. Orozco, Community Development Department Director | [email protected] | (559) 846-9386.
11 City of Atwater On-Call Planning Support Staff (2020- Present) Since 2020, PCE has been offering comprehensive on-call planning services to the City of Atwater. These services encompass the preparation of CEQA documents, from Categorical Exemptions to Initial Studies, and include the drafting of public notices. Additionally, PCE handles the processing and review of Conditional Use Permit Applications, and assists in the creation of staff reports for the City. Beyond these services, PCE also provides in-person staff augmentation, supporting the City of Atwater's planning needs directly. In this role, PCE acts on behalf of the City in pre-application meetings with developers and applicants, processing and reviewing planning entitlements, and creating applicable procedures and standardized approval documents. At the end of 2023, PCE signed another on-call contract for on-call planning services for the City of Atwater. PCE is currently providing in-person staff at a minimum of 8 hours per week under this contract.

Relevance: This experience is relevant to the services requested by the City of Chowchilla because it demonstrates PCE‘s proficiency in handling entitlement processes and providing direct city support, all while managing frequent interactions and maintaining high standards of quality and service.

Reference: Greg Thompson, Community Development Director | [email protected] | 209-357- 6370
City of Yreka On-Call Planning and Environmental Consulting Services (2022-Present) PCE provides on-call planning staff support services to the City of Yreka Planning Department on an asneeded basis. Current, on-going projects include:

Preparation and submittal of California Department of Fish and Wildlife Lake and Streambed Alteration Program Routine Maintenance Agreement
Assisting with a comprehensive zoning code update to facilitate two new housing programs Assisting with general department work on an as-need basis which includes processing entitlements as well as staff training and environmental services.

Cost and Time Control: All projects/tasks are currently on time and within budget.

Relevance: This experience is relevant to the services requested by the City of Chowchilla because it demonstrates PCE‘s proficiency in handling entitlement processes and providing direct city support, all while managing frequent interactions and maintaining high standards of quality and service.

Reference: Juliana Lucchesi, Planning Director | [email protected] | (530) 841-2324 City of Hanford On-Call Planning Support Staff (2021-2022) PCE provided on-call Planning staff support services to the City of Hanford Community Development Department on an as-needed basis. Completed projects include:

Preparation of CEQA Documents for three (3) General Plan Amendment/Rezone projects, including technical analyses, public noticing, and State Clearinghouse documents.

Application Processing and Review for three (3) General Plan Amendment/Rezone projects through Public Hearing and Adoption, including preparation of staff reports, presentations, resolutions, and public noticing documents.

Application Processing and Review for two (2) Roadway Abandonments through adoption, including preparation of staff reports, presentations, resolutions, and public noticing documents.

Weekly processing of Plan Checks for single-family, accessory structures, and pools.

Relevance: This experience is relevant to the services requested by the City of Chowchilla because it demonstrates PCE‘s proficiency in handling entitlement processes and providing direct city support, all while managing frequent interactions and maintaining high standards of quality and service.

Reference: Mary Beatie, Interim Community Development Department Director | [email protected] | 559-585-2500
12 City of Clovis On-Call Planning Support Staff (2020) PCE provided on-call Planning Staff support services to the City of Clovis Planning & Development Services Department, Planning Division, on an as-needed basis to assist with during a staffing shortage. Services included planning research, entitlement processing, and drafting of staff reports in addition to performing environmental review for initial studies. Completed projects include the preparation of a Staff Report and conditions of approval for a Conditional Use Permit and an Initial Study for a Conditional Use Permit.

Relevance: This experience is relevant to the services requested by the City of Chowchilla because it demonstrates PCE‘s proficiency in handling entitlement processes and providing direct city support, all while managing frequent interactions and maintaining high standards of quality and service.

Reference: Ricky Caperton, former Deputy City Planner | [email protected] | 707-257-9604 List of Current Municipal Projects
The PCE Project Team has the following active municipal projects as part of our current workload. Based on the current workload, our team will be available to serve the City of Chowchilla.

City of Kerman On-Call Planning Services
City of Atwater On-Call Planning Services
City of Yreka On-Call Planning Services
City of Lemoore On-Call Planning Services (no projects at the moment) City of Vacaville On-Call Planning Services
City of Modesto On-Call Planning Services
City of Reedley On-Call Planning Services (no projects at the moment) City of Dunsmuir On-Call Planning Services
City of Arvin SB 2 and LEAP Implementation
City of Porterville South of Tule River Master Plan
City of San Clemente Housing Element Rezoning Program
City of Merced Tiny Homes Ordinance
City of Taft Housing Element
13 Our Project Team will provide a (multiple) Land Development Project Manager(s) who have the necessary experience and skills to manage and oversee projects, including entitlement processes, project-related amendments, municipal service reviews, LAFCo applications, etc. Potential Land Development Project Managers include PCE’s VP of Planning, Bonique Emerson, MAUP, AICP; Senior Planners, Jenna Chilingerian, MCRP, AICP, Tom Navarro; Associate Planner, Shin Tu, MUP, AICP; and Assistant Planner, Isaiah Medina. Each individual listed here has experience in managing land development projects.

Resumes are provided on the following pages.
b. Project Team Resumes

PROFILE
Project Management. Managed the building and implementation of the City of Fresno's Land Management Software System, a citywide, multi-million dollar project that modernized the way permits and entitlements were processed.

Business Analyst. Regularly analyzed organizational and procedural issues and developed solutions, including but not limited to modifying project workflows through a land management system, implementing new processing procedures, and delegating work assignments.

Implementation. Responsible for reviewing, interpreting, and analyzing new legislation and maintaining current knowledge of directives, policies, and regulations that affected the operation of the current planning division. Also responsible for implementation of the General Plan and Development Code at the project level.

Process Management. Managed (both directly and indirectly, through subordinate supervisors) all operations of a division which processes approximately 3,000 entitlement applications a year and operates a planning public front counter serving hundreds of customers weekly.

Supervisor and Trainer. Performed various supervisorial duties, including training, employee selection, evaluations, coaching, and discipline by supervising 4-5 staff directly, and managing a division of 20 staff directly and indirectly through subordinate supervisors.

VICE PRESIDENT OF PLANNING | SENIOR PROJECT MANAGER

BONIQUE EMERSON, MAUP, AICP

AREAS OF EXPERTISE

EXPERIENCE - ZONING UPDATE/TEXT AMENDMENTS

EXPERIENCE - MASTER PLANNING PROJECTS
Project Management
Processing Entitlement Applications
Environmental Planning Services (CEQA/NEPA)
Policies, Procedures, and Processes
VMT Screening and Trip Generation Analysis
Oversight and Management of Environmental Consultants
City of Arvin Multi-Family Residential Zone Districts and Objective Design Standards
City of Clayton ADU Ordinance
City of San Clemente Housing Overlay, Multi-Family Residential Zone Districts, and Objective Design Standards
City of Fresno Electric Fence municipal code text amendment (private applicant) Advice, coordination and Preparation of CEQA document related to the City of Fresno Mixed Use Text Amendment to allow by-right multi-family Preparation of various zoning text amendments related to alcohol, billboards, recycling centers, cell towers, etc.

City of Fresno Tiny Homes processing guide and submittal checklist Project Manager and Planner - Villages at Almond Grove Specific Plan | Madera, CA Mrs. Emerson was involved in the drafting sections of the Specific Plan and provided planning consultation and services, including drafting staff reports, ordinances, resolutions, annexation documents, etc.

Project Manager - Citywide Density Increase Text Amendment CEQA Environmental Review | City of Fresno, CA Mrs. Emerson managed the PCE Planning Division to prepare an IS/MND for environmental clearance for Fresno's citywide density increase text amendment. The text amendment removed the density cap in 5 mixed-use zones. During the process, Mrs. Emerson provided various approach to move the project forward and corresponded with multiple agencies and city departments to address all environmental concerns.

Bonique Emerson, MAUP, AICP has over 20 years of experience as a Planner and Project Manager, spending a majority of those years with the City of Fresno Current Planning Division. While at the City of Fresno, Mrs. Emerson worked her way from a Planner I to the Current Planning Division Manager. Through these roles, she processed hundreds of entitlement applications, implemented the General Plan and Development Code at the project level, and played a key role in coordination among the public agency, developers, and residents. At Precision Civil Engineering, Mrs. Emerson leverages her extensive planning knowledge to manage both public and private sector projects in various communities.

EXPERIENCE
Master of Arts Urban
Planning, University of
California, Los Angeles with an
emphasis in transportation
planning
Bachelor of Arts, Political
Science with minor in Public
Policy, University of California,
Los Angeles

EDUCATION
20 years (PCE: 4 years)

YEARS OF EXPERIENCE
Certified Planner through the
American Institute of Certified
Planners (AICP)
American Planning Association,
California Chapter, Central
Section (Member)
Association of Environmental
Professionals, California, Central
Chapter (Member)
Institute of Transportation
Engineers (Member)

CERTIFICATION

PROFESSIONAL ORG
Precision Civil Engineering
1234 "O" Street
Fresno, CA 93721
[email protected]
559-449-4500

CONTACT

PROFILE
Master of Community and
Regional Planning, University of
Oregon
Bachelor of Arts, Political Science
with minor in Civic Engagement,
University of California, Los
Angeles

EDUCATION
10 years (PCE: 3.5 years)

YEARS OF EXPERIENCE
Certified Planner through the
American Institute of Certified
Planners (AICP ID 34152)
American Planning Association,
California Chapter, Central
Section (Member and Director
for Membership and Public
Information)
Association of Environmental
Professionals, California, Central
Chapter (Member)
Institute of Transportation
Engineers (Member)

CERTIFICATION

PROFESSIONAL ORG
Environmental Review and Compliance. Assisted with the preparation of environmental documents for public sector and private sector clients in accordance with CEQA, including preparation of initial studies/MNDs and NDs and categorical exemptions, coordination of the environmental review process (e.g., early consultation, tribal consultation, noticing, State Clearinghouse), and oversight of technical studies and analysis. To date, have completed over 35 CEQA documents.

ADU Program Implementation and Technical Assistance. After successfully implementing Pre-Approved ADU Programs in Clayton, Kerman, Merced, and Oakley, established the San Joaquin Valley ADU Program through the San Joaquin Valley Regional Early Action Planning (REAP) Program to provide technical assistance and expertise for implementing ADU Programs in Valley communities. Prepared the “Local Agency’s Guide to Implementing ADUs in the San Joaquin Valley” guidebook and suite of tools including templates for: ADU ordinance, staff report and hearing presentation, building permit application and checklist, internal policy and procedure, front counter handout, and how-to guide. Coordinated the design of four standard ADU plans for adoption by San Joaquin Valley communities. Currently providing technical assistance to local governments to customize the suite of tools and standard plans. Assisted agencies include: Kings County, Lodi, Madera County, Merced County, Parlier, Selma, Stockton, and Wasco.

Community and Stakeholder Engagement. Organized community and stakeholder outreach and engagement for the City of Chowchilla 6th Cycle Housing Element Update, City of San Clemente Objective Design Standards and Rezoning Program, and City of Arvin Multi-Family Residential Text Amendments; assisted with outreach efforts for City of Porterville South of Tule River Master Plan. Outreach and engagement methods have included websites, surveys, workshops (in-person and virtual), focus groups, and public meetings. Prepared outreach and engagement materials including social media, newspaper, and newsletter content, press releases, and interactive activities and presentations.

Policy, Procedure, and Program Development. Assisted several communities with preparation of policies, procedures, and programs including Zoning Ordinance Text Amendments, internal policies and procedures, Housing Element programs, ADU Programs, and General Plan Elements. Projects range from establishing a new permit type and review procedure for multi-family residential development in Arvin, objective design standards and an Affordable Housing Overlay in San Clemente, ADU Programs for various agencies, Duplex/Triplex Program in Merced, Multi-Family Conceptual Design Program in Kerman, and preparation of Environmental Justice, Public Safety, and Housing General Plan Elements in Chowchilla.

SENIOR PLANNER

JENNA CHILINGERIAN, MCRP, AICP
Precision Civil Engineering
1234 "O" Street
Fresno, CA 93721
[email protected]
559-449-4500

CONTACT

AREAS OF EXPERTISE

ON-CALL PLANNING EXPERIENCE
CEQA/NEPA Process, Compliance, and Guidance
Project-Level land use planning/permitting
Policy writing for housing element updates, zoning ordinances, general plans Project Coordination and Management
On-Call Land Use and Environmental Planning | City of Atwater, City of Clovis, City of Hanford, City of Kerman, City of Lemoore, City of Reedley
On-Call Land Use Planning | City of Modesto, City of Vacaville, City of Yreka On-Call Environmental Planning | City of Salinas
Jenna serves as a senior planner at Precision Civil Engineering (PCE) in downtown Fresno, CA, bringing more than 10 years of experience in planning, community and economic development, and program management in the nonprofit, public, and private sectors. At PCE, Jenna provides CEQA services for public and private sector projects, on-call planning and environmental services for local agencies, and development and entitlement services for private sector clients. Jenna is an active AEP and APA member, participating in webinars and workshops to remain up to date on current environmental legislation, procedures, and best practices. She received her Masters of Community and Regional Planning from the University of Oregon and holds a bachelor’s degree in Political Science from UCLA. She joined the American Institute of Certified Planners (AICP) in July 2022.

EXPERIENCE

PROFILE
Principal Planner, City of Gustine. Principal Planner (PT) in charge of entitlement applications including Conditional Use Permits, Rezoning, and Ordinance Amendments. The primary area of focus is to address the completion of the Multijurisdictional Housing Element Update.

Community Development Director, City of Sanger. Responsible for residential and commercial projects throughout the City. Managed the Building Department, Code Enforcement Department, and the Planning Department. Coordinated and managed the Planning Commission and presented projects to the City Council. Proposed amendments to the ordinance, development incentives, and special programs.

Management of the annual budget as required for the daily functions and operations of the City. Ongoing coordination with consultants for project review Principal Planner, CSG Engineering. Planning Consultant for Central California jurisdictions. Areas of focus include Housing Element Updates, Entitlements, New Development, Economic Development, Acquisition and Management of State Grants, Zoning Ordinance updates, and Amendments.

Senior Planner, Fresno County. Supervised the Zoning and Permitting Units.

Supervised the Code Enforcement Unit. Oversaw the permitting and Land Use process
Project Manager/Department Manager, CEI Engineering. Management of the Fresno office for a national civil engineering firm. Marketing work for engineering and survey departments. Development of the office-wide annual budget. Preparation of consultant proposals and contracts for the development of commercial projects.

Planning Consultant, Law Firm. Coordinate with commercial developers, city staff, attorneys, real estate agents, and sub-consultants to oversee the completion of commercial development projects. Preparation and management of various entitlement applications including; conditional use permits, rezoning, and general plan amendments. Coordination with private firms, county and city staff, and state and federal agencies such as Caltrans and FEMA Oversight of environmental impact reports for each project.

Senior Planner, County of Madera. Preparation of staff reports for Planning Commission review. Site Plan reviews for commercial developments. Analysis and review of subdivisions and parcel maps for residential developments. Development and management of the county-wide dairy standards. Oversee and manage State funding for the development of County standards under Proposition 13 funding.

SENIOR PLANNER

TOM NAVARRO

AREAS OF EXPERTISE
Municipal Planning
Land Development
Planning Entitlement Processing
Economic Development
Tom serves as a Senior planner at Precision Civil Engineering (PCE) in downtown Fresno, CA, bringing more than 25 years of experience in planning, community and economic development, and project management to our team. Tom has worked as a Planner in both City and County governments, as well as at private consulting firms. He has experience in municipal planning throughout the state of California and has worked on a diverse portfolio of urban planning projects including Housing Elements, General Plan updates, Zoning Code text amendments, annexations, General Plan amendments, rezones, tentative tract maps, use permits, and site plan reviews. Through private and public sector planning roles he has developed extensive experience in writing zoning codes, processing entitlement applications, and managing large scale projects.

EXPERIENCE
Bachelor of Arts, Social
Science (Geography/Urban
Planning), California State
University, Fresno

EDUCATION
25 years

YEARS OF EXPERIENCE
California Association of Code
Enforcement Officers (CACEO)
CALBO – California Building
Officials
ICSC – International Council of
Shopping Centers

PROFESSIONAL ORG
Precision Civil Engineering
1234 "O" Street
Fresno, CA 93721
[email protected]
559-449-4500

CONTACT

RECENT PUBLIC SECTOR PROJECTS
City of Sanger – Academy Annexation Project
City of Sanger Housing Element Update
City of Sanger General Plan Update
City of Sanger – Amend to City/County Tax Share Agreement City of Gustine Housing Element Update
City of Sonora – Accessory Dwelling Unit Ordinance

PROFILE
Environmental Review and Compliance. Assisted with the preparation of 30+ environmental documents for public sector and private sector clients in accordance with CEQA, including preparation of initial studies and (mitigated) negative declarations, categorical exemptions, coordination of the environmental review process (e.g., tribal consultation, noticing, State Clearinghouse), and oversight of technical studies and analysis.

Land Development Processing and Review. Submitted and managed 15+ private land development projects through the planning entitlement process, including preapplication, annexation, tentative parcel map, tentative tract map, rezone/prezone, planned development, general plan amendment, and Williamson act contract cancellation processes. On the other hand, as Kerman’s on-call contract planner, processed entitlement applications including tentative parcel map, tentative subdivision map, annexation, pre-zones/rezone, general plan amendment, and environmental review. Coordinated project comments, conduct review of entitlement applications on behalf of the City, carry out the environmental review process including preparation of environmental documents, prepare approval and public hearing documents (e.g., conditions of approval, staff reports, resolutions, ordinances), and handle applicant correspondence and management of subconsultants.

Urban Design and Site Planning. Drafted 20+ conceptual site plans and land use plans for various land development, including commercial, residential, and mixed-use projects. Drafted and submitted for tentative tract and parcel maps for single-family residential subdivisions, industrial subdivisions, and mixed use projects. Designed according to City, County, and Caltrans restrictions and regulations. Received awards for 2 design competitions that focused on designing human-oriented space/streets for transit and pedestrian connectivity and revitalization.

Graphics Communication. Designed branding and data visualization for multiple Housing Programs in the Valley. Leaded Graphics and Written Communications Team to develop the first comprehensive plan of the City of Caldwell, TX. Coordinated with data analytics and public outreach team to design flyers, posters, presentations, and the final plan document.

Research and Analysis. Conducted data cleansing, labeling, categorizing, and statistical analysis. Co-authored for journal publication and was responsible for the management of 2+ datasets. Performed technical studies, including 1) Infill Study to inform the development of Merced’s Duplex/Triplex Program, 2) Infill and Site Evaluation Report for Kerman’s Multi-Family Conceptual Design Program, 2) Fiscal Analysis reports for annexation projects, 3) Biological Assessment Reports for environmental review (CEQA), 4) Agricultural Mitigation Cost Analysis for the establishment of Agricultural Mitigation Program in Modesto.

Planning Assistant. Performed traffic flow and land use analysis for 3 city-scale plans to provide a fact base for the planning process. Performed zoning inquiries, environmental assessments, building and conditional use permit applications.

Produced multiple exhibits, drafted proposals, and corresponded with clients and agencies.

ASSOCIATE PLANNER

SHIN TU, MUP, AICP

AREAS OF EXPERTISE

PUBLIC SECTOR PROJECTS
Research, Data Collection and Analysis
Geographic Information Systems, Spatial Analysis, and Mapping Visualization, Digital Communication, Branding, and Graphic Design Planning Entitlement Processing
Environmental Analysis and Planning
On-Call Planning Staff
Support (planning permit
review and
environmental/CEQA): City
of Atwater, City of Hanford,
City of Kerman, City of
Lemoore, City of Yreka
City of Modesto Agricultural
Mitigation Program Cost
and Feasibility Study

EXPERIENCE
Master of Urban Planning,
Environmental Hazard
Management Certificate, GIS
Graduate Certificate, Texas A&M
University
Bachelor of Science, Urban
Planning, National Cheng Kung
University, Taiwan

EDUCATION
4 years (PCE: 1.5 year)

YEARS OF EXPERIENCE
American Planning Association,
California Chapter, Central
Section (Member)
Association of Environmental
Professionals, California, Central
Chapter (Member)

PROFESSIONAL ORG
Precision Civil Engineering
1234 "O" Street
Fresno, CA 93721
[email protected]
559-449-4500

CONTACT
Certified Planner through the
American Institute of Certified
Planners (Candidate)

CERTIFICATION
14 Shin brings over 4 years of experience in site planning, data analysis, environmental planning, and digital communications. With a Master of Urban Planning degree from Texas A&M University and graduate certificates in Environmental Hazard Management and Geographic Information Science (GIS), Shin has experience working in the public, private, and academic sectors. At PCE, Shin provides services to both public and private sector clients, including performing due diligence, planning entitlements, on-call planning, CEQA document drafting and analysis, GIS database management and mapping, fiscal analysis, data visualization, and branding/graphic design. Shin joined the American Institute of Certified Planners (AICP) in December 2023. Portfolio | https://tushin2.wixsite.com/tushin

PROFILE
Land Entitlement and Development Review. Reviewed development projects throughout the planning entitlement process, including, pre-application, annexation, tentative parcel map, tentative tract map, rezoning, planned development, general plan amendment, and Williamson act contract cancellation processes. Ensured all proposed projects met local development codes and ordinances.

Environmental Planning and Review. Reviewed environmental planning documents throughout the CEQA process to ensure compliance with all rules and regulations, document integrity, and general proofreading.

Data Analysis and Visualization. Researched, compiled, and analyzed datasets for various academic projects using various languages and methods. Visualized data sets in various formats, such as maps, tables, and graphs.

ASSISTANT PLANNER

ISAIAH MEDINA

AREAS OF EXPERTISE
Environmental Planning
Land Use Planning
Planning Entitlement Processes
Data Analysis

EXPERIENCE
Bachelor of Science,
Environmental Policy Analysis
and Planning (City & Regional
Planning), University of
California, Davis

EDUCATION
Precision Civil Engineering
1234 "O" Street
Fresno, CA 93721
[email protected]
559-606-0609

CONTACT
Isaiah serves as an Assistant Planner at Precision Civil Engineering (PCE) in downtown Fresno, CA bringing experience in planning, environmental planning, planning entitlement processes, and data analysis. He holds a Bachelor of Science degree in Environmental Policy Analysis and Planning with a concentration in City and Regional Planning from the University of California, Davis.

G. OTHER INFORMATION REQUESTED
Disclosure Statement
PCE is not involved and has not been involved in the past 5 years with litigation, mediation, or arbitration, regarding the performance of any services similar to the Services. No claims or disciplinary action has been taken against Company or any of Company’s key personnel within the past five years.

PCE does not have any past or current business and personal relationships with any current City elected official, appointed official, City employee, or family member of any current City elected official, appointed official, or City employee. PCE does have 2 on-going contracts with the City for planning related work.

PCE has not filed for bankruptcy under any business name over the past five (5) years. 19 Edward Dunkel, Jr., CEO & President
Tel: (559) 449-4500 | Fax: (559) 449-4515
Email: [email protected]
Location: 1234 O Street, Fresno, CA 93721
PROVEN
EXPERTISE.

CONTRACT STAFFING PROPOSAL
Prepared for: City of Chowchilla, Community & Economic
Development
Prepared by: Robert Mansfield, RFM Land Use Consulting
Date: May 2, 2024
Proposal #: 2024-RFP-027 On-Call Planning Services
2 PROPRIETARY NOTICE
This report contains confidential information of RFM Land Use Consulting, which is provided for the sole purpose of permitting the recipient to evaluate the proposal submitted herewith. In consideration of receipt of this document, the recipient agrees to maintain such information in confidence and to not reproduce or otherwise disclose this information to any person outside the group directly responsible for evaluation of its contents. There is no obligation to maintain the confidentiality of any information which was known to the recipient prior to receipt of such information from RFM Land Use Consulting, or becomes publically known through no fault of recipient, or is received without obligation of confidentiality from a third party owing no obligation of confidentiality to RFM Land Use Consulting.
3 I. QUALIFICATIONS ............................................................................................................................ 5 A. SUMMARY AND QUALIFICATIONS................................................................................................... 5 1. Brief History and Purpose of Firm ..................................................................................................... 5 2. Staffing............................................................................................................................................................... 5 3.

Affirmative Action Policy........................................................................................................................... 6 B. LAND USE PLANNING EXPERIENCE......................................................................................................... 6 1. Past Performance..................................................................................................................................... 6 2. Areas of Expertise....................................................................................................................................... 7 C. GRANT MANAGEMENT EXPERIENCE....................................................................................................... 7 1. Past Performance..................................................................................................................................... 7 2. Grants.............................................................................................................................................................. 7 D. ENVIRONMENTAL EXPERIENCE................................................................................................................ 8 E. PROFESSIONAL REFERENCES................................................................................................................... 8 II. PROPOSED IMPLEMENTATION OF SCOPE OF WORK.................................................. 8 A – PROJECT
UNDERSTANDING .............................................................................................................................. 8 B -­‐ SCOPE .................................................................................................................................................................... 9 C – SPECIFIC

APPROACH
AND
METHODOLOGY:................................................................................................ 10 C-­‐1
–
Community
and
Economic
Development
Department
Meetings ......................................
11 C-­‐2
–
Develops
and
maintains
good
working
relationships
with
other
city
Departments,

other
jurisdictions,
and
the
public..............................................................................................................11 C-­‐3
–
Analyze
projects
for
compliance
with
the
City’s
General
Plan,
Zoning,
Subdivision

Map
Act,
applicable
plans
and
policies. ...................................................................................................12 C-­‐4
–
Review
and
process
ministerial
applications
and
discretionary
entitlements
such
as:

Plan
Checks,
Zoning
Clearances,
Use
Permits,
Variances,
Site
Development
Permits,

Tentative
Maps,
Final
Maps,
General
Plan
and
Zoning
Amendments,
which
may
include

completing
site
visits
for
proposed
projects...........................................................................................12 C-­‐5
–
Provide
environmental
analysis
and
support
for
specific
projects
related
to
biomass

and
energy. ...........................................................................................................................................................13 C-­‐6
–
Compiles
and
analyzes
data
on
economic,
social,
environmental,
and
physical

factors
affecting
land
use. ..............................................................................................................................13 C-­‐7
–
Meets
with
Developers,
engineers,
property
owners,
contractors,
and
other

individuals
to
discuss,
advise,
explain
processes,
and
suggest
improvements
regarding

potential
projects,
pre-­‐applications,
development
applications,
feasibility
analysis,

conceptual
development
plans
and
code
interpretation.................................................................. 14 C-­‐8
–
Ability
to
write
Planning
Commission
and
City
Council
staff
reports,
resolutions,

ordinances,
conditions
of
approval,
and
give
oral
presentations.................................................14 C-­‐9
–
Attend
public
hearings
and
community
meetings
as
necessary........................................15
C-­‐10
–
Analyze
projects
and
provide
Peer
Reviews
for
CEQA
compliance................................15
C-­‐11
–
Ability
to
review
projects
and
provide
comments
within
timelines
specified
by
the

Permit
Streamlining
Act
and
the
City
(shorter
timelines
may
be
required
for
certain

projects). ................................................................................................................................................................16 C-­‐12
–
Provide
strong
emphasis
on
the
management
of
multiple
projects
and
competing

priorities
while
maintaining
quality,
meeting
schedules
and
staying
within
budget. ........16
C-­‐13
–
Facilitation
of
special
projects.......................................................................................................17 C-­‐14
–
Public
Counter
Services.....................................................................................................................17 D -­‐ SCHEDULE ......................................................................................................................................................... 17 III. FEE SCHEDULE............................................................................................................................ 18 IV – CONTRACT.................................................................................................................................. 19 4 A – FUNDING ........................................................................................................................................................... 19 B – TERMINATION.................................................................................................................................................. 19 C – HOLD
HARMLESS............................................................................................................................................. 19 V. OTHER INFORMATION.............................................................................................................. 19 ATTACHMENT A – REFERENCES .............................................................................................. 20 ATTACHMENT B - STATEMENT OF VALUES ........................................................................ 21 ATTACHMENT C - BUSINESS ETHICS...................................................................................... 22 ATTACHMENT D - RESUME .......................................................................................................... 23 ATTACHMENT E - VENDER QUESTIONNAIRE...................................................................... 25 ATTACHMENT F – OTHER INFORMATION.............................................................................. 27 5 I. QUALIFICATIONS
A. SUMMARY AND QUALIFICATIONS

1. Brief History and Purpose of Firm
RFM Land Use Consulting opened for business in Madera,
California on February 21, 2024 as a sole proprietorship. The owner started the firm after almost eighteen years of service at Madera County as a Planner.

RFM Land Use Consulting provides individualized services to governmental jurisdictions, community organizations, businesses and individuals.

Services provided by this firm include: site evaluations, ALUC, entitlement processing, CEQA/NEPA reviews (peer reviews) and preparation, contract staffing, zoning/general plan verifications, property use due diligence (past uses, past entitlements, site issues, etc.), and grant program evaluation.

Grant program evaluations are geared toward seeing how each jurisdictions grant programs are being utilized, how effective the programs are, and conducting mock program audits to help ensure the jurisdiction is ready for a real audit is done. Reviews of grant applications are a part of this process, as well as monitoring of activities.

2. Staffing
RFM Land Use Consulting is a one-person business.

Robert Mansfield, Owner
Mr. Mansfield comes to the Planning field from the Environmental field where he had a wide range of complex responsibilities ranging from the proper handling, storing and disposing of hazardous materials and hazardous waste, to stormwater management. Mr.

Mansfield brings over 30 years of dedicated customer service, the last 18 of which in the Planning field, to the consulting field.

Mr. Mansfield has an Associates Degree in Fire Science, a Bachelors Degree in Environmental Studies with an emphasis in Environmental Law and CEQA, and a Masters in Urban and
Regional Planning, with an emphasis on Environmental Planning.

And for about 12 years he was a certified Emergency Medical 6 Technician, serving as medic for a pharmaceutical company’s onsite emergency response team along with his normal duties as hazardous waste technician.

Mr. Mansfield is a member of the National Fire Protection Association (NFPA), Association of Environmental Professionals (AEP) and American Planning Association (APA). Mr. Mansfield served as Founding Board Member of the Central Chapter of the AEP. He is a Certified Planner through the American Institute of Certified Planners (AICP), and maintains the certification through regular Continuing Education courses.

3. Affirmative Action Policy
As Sole Proprietorship, RFM Land Use Consulting shall comply with all local, state and federal requirements as they pertain to Affirmative Action.

B. Land Use Planning Experience

1. Past Performance
Includes eighteen years experience as a Planner for the Madera County Planning Department. Duties included processing general plan amendments, rezonings, Conditional Use Permits for telecommunication towers, dairies, wineries, event centers, outdoor recreational facilities, and bed and breakfasts just to name a few.

Served as Chair to the Development Review Committee where environmental review levels were determined (from Categorical Exemptions to Environmental Impact Reports) and sat as the Zoning Administrator for reviews conducted for height variances, setback variances and minor updates to conditional use permits.

Past work includes being Lead Planner on complex Conditional Use Permits, Environmental Impact Report management, assisting in zoning code updates, general plan amendments, management of Housing Element updates (including coordination of consultants and the California Department of Housing and Community
Development), and reviews for setback and height variances.

As Lead Planner on projects, the owner was responsible for coordinating the efforts of other departments (both internally and externally) in processing of land use entitlements.
7 2. Areas of Expertise
RFM Land Use Consulting has experience in addressing issues related to dairies, wineries, bed and breakfasts, event centers and agriculturally related projects.

The Principle of the business has also overseen two separate updates to the Madera County Housing Element. This oversight included coordination with separate consultants and the contracts associated with each project. In one instance, Mr. Mansfield was authorized to end the contract, and essentially do a complete rewrite of the Housing Element in coordination with the Department of Housing and Community Development.

C. Grant Management Experience

1. Past Performance
From 2011 to 2021, Mr. Mansfield had been involved with the Community Development Block Grant (CDBG) program through the California Department of Housing and Community Development and the Neighborhood Stabilization Program (NSP) through the US Department of Housing and Urban Development programs. The major function of the grant program for the County was the rehabilitation of housing units within its’ jurisdiction. The County did participate in a grant program for first time homebuyers (NSP).

Duties in these programs was the writing of the grant applications, making presentations to the Board of Supervisors as required by the grant, developing budgets and overseeing the use of funds. Mr.

Mansfield also oversaw the Loan Committee, which oversaw approvals (and the rare denial) of loan packages.

Mr. Mansfield also served on the California Department of Housing and Community Development’s CDBG Redesign Working Group.

2. Grants
The primary grants overseen by the Principle of RFM Land Use Consulting were related to housing rehabilitation and in one case a first time homeownership program.
8 In the housing rehabilitation program, homes owned by low-income families were evaluated for eligibility and need for rehabilitation work. From there, subcontractors were contracted with to do the actual work on ground and coordination of providing the 30-year no interest loans to the family members.

In the first time homeowners program, it was coordinating buying foreclosed homes, doing whatever rehabilitation was needed to address health, safety and welfare issues, and then finding eligible new homebuyers. Once the individuals were vetted, they were then sent through first time homebuyers educational programs to assist in ensuring their ability to keep and maintain the home.

Separately, Mr. Mansfield worked with the County’s Economic Development Commission (EDC) in procuring business grants to assist with new and expanding businesses in the County.

D. Environmental Experience
Work also included preparation of internal California Environmental Quality Act (CEQA) documents for Conditional Use Permits, Rezones, General Plan Amendments and related projects. This work ranged from determination if an Initial Study/Mitigated Negative Declaration was needed, or if a Categorical or Statutory Exemption covered the project.

Environmental Impact Reports were prepared by outside
consultants, so oversight of the consultant was conducted. This included ensuring scoping meeting was conducted all the way through final EIR preparation. Budget oversight and invoice payment was an integral portion of the oversight.

E. Professional References
Please refer to Attachment A of this proposal (also submitted separately).

II. PROPOSED IMPLEMENTATION OF SCOPE OF WORK
A
–
Project
Understanding
The City of Chowchilla Community and Economic Development Department is requesting professional on-call planning services from a qualified firm or team of consultants to augment professional land use 9 planning services for the Community Development Department, Land Use and Natural Resources (Planning) Division. The Department requests written responses to a Request for Qualifications for the selection of oncall or as-needed planning services associated with one or more proposed projects, including but not limited to, general planning related development and land use project review, site visits, public counter services, technical plan check for planning documents and plans, map review, conformance with Federal, State and local regulations, particularly the California Environmental Quality Act (CEQA) and general compliance with County Standards, Ordinances and Regulations.

In general, the successful individual or firm will be expected to provide oncall planning services for all types of projects requesting entitlements, including but not limited to new residential, commercial and industrial projects, projects requiring technical air quality analysis review, Williamson Act projects, and projects subject to the Surface Mining and Reclamation Act (SMARA).

It is understood that the winning firm will be under contract for an initial three (3) year term, with a potential extension of an additional two (2) years for a potential total of five (5) years.

B
-­‐
Scope
In general, the successful individual or firm will be expected to provide oncall planning services for all types of projects requesting entitlements, including but not limited to new residential, commercial and industrial projects, projects requiring technical air quality analysis review, Williamson Act projects, and projects subject to the Surface Mining and Reclamation Act (SMARA).

The on-call planning services that a successful applicant would provide include, but is not limited to, the ability to perform the following:

1. Be present at the Community and Economic Development Department for meetings as agreed upon by staff and consultant. Remote or inperson meetings will be utilized as appropriate.

2. Develops and maintains good working relationships with other City departments, other jurisdictions, and the public.

3. Analyze projects for compliance with the City’s General Plan, zoning ordinance, Subdivision Map Act, applicable plans and other policies. 10 4. Review and process ministerial applications and discretionary entitlements, such as: Plan Checks, Zoning Clearances, Use permits, Variances, Site Development Permits, Tentative Maps, Final Maps, General Plan and Zoning Amendments, which may include completing site visits for proposed projects.

5. Provide environmental analysis and support for specific projects related to biomass and energy.

6. Compiles and analyzes data on economic, social, environmental, and physical factors affecting land use.

7. Meets with developers, engineers, property owners, contractors and other individuals to discuss, advice, explain processes, and suggest improvements regarding potential projects, pre-applications, development applications, feasibility analysis, conceptual development plans and code interpretation.

8. Ability to write Planning Commission and City Council staff reports, resolutions, ordinances, conditions of approval, and give oral presentations with presentation materials.

9. Attend public hearings and community meetings as necessary.

10. Analyze projects and provide Peer Reviews for CEQA compliance.

11. Ability to review projects and provide comments within timelines specified by the Permit Streamlining Act and the City (shorter timelines may be required for certain projects).

12. Provide strong emphasis on the management of multiple projects and competing priorities while maintaining quality, meeting schedules and staying within budget.

13. Facilitation of special projects.

C
–
Specific
Approach
and
Methodology:

The City has indicated that the work will be done largely at the Consultant’s office, utilizing email for the distribution of work product. As RFM Land Use Consulting is considered a local company, traveling to the City offices will not be ruled out and can be accommodated on an as needed basis.
11 C-­‐1
–
Community
and
Economic
Development
Department
Meetings
Attendance for Staff meetings will occur as arranged with the Community and Economic Development Department. Utilization of Zoom for remote meetings will occur as arranged. Given the close proximity of RFM Land Use Consulting’s office to the City of Chowchilla, meetings can be on-site at City of Chowchilla offices as needed.

C-­‐2
–
Develops
and
maintains
good
working
relationships
with
other

city
Departments,
other
jurisdictions,
and
the
public.

Good working relationships is the crux of any successful working environment. RFM Land Use Consulting takes pride in developing and maintaining good customer relationships; both with those agencies, and departments therein, it contracts with as well as the customers those agencies serve.

It is important in any working environment to have good working relationships. There are multiple reasons for this: promotes effective teamwork, improves morale in the workplace, increases productivity and work satisfaction, and improved personal growth. All this then translates to good customer service all around.

To accomplish this, it will be important to communicate often, be consistent and trustworthy, avoid gossip, be positive in all interactions, know company guidelines, and deliver quality work on time. These are core values of RFM Land Use Consulting, and will be maintained throughout the contract.

It is understood that there will be a transition period where current city departments and the consultant will be establishing that working relationship.

RFM Land Use Consulting has the experience of establishing and maintaining working relationships with both internal departments (Public Works, Environmental Health, etc.) as well as outside agencies (Caltrans, Department of Fish and Wildlife, etc.). While it is acknowledged that some individuals in the outside agencies have moved on due to retirement or reassignment, it is the agency contact that is most important to maintain a relationship with. 12 C-­‐3
–
Analyze
projects
for
compliance
with
the
City’s
General
Plan,

Zoning,
Subdivision
Map
Act,
applicable
plans
and
policies.

A review of all codes, ordinances, policies, the general plan, zoning ordinance, area plans and related documents will be conducted so as to become familiar with the City of Chowchillas’ land use regulations.

This assumes access to said documents is made accessible to the Consultant.

Projects submitted for permitting through the City will be analyzed against the City’s General Plan, Zoning, Subdivision Map Act and other policies and plans in accordance to standard practice for consistency with those ordinances and polices, as well as legal standings. A written report will be provided with the results of the analysis and, if requested, any recommendations for moving forward.

It is our understanding that application packets will be sent to the Consultant via email in order to do the analysis in office. However, it may be necessary to conduct site visits to better understand the site and the project at hand.

C-­‐4
–
Review
and
process
ministerial
applications
and
discretionary

entitlements
such
as:

Plan
Checks,
Zoning
Clearances,
Use
Permits,

Variances,
Site
Development
Permits,
Tentative
Maps,
Final
Maps,

General
Plan
and
Zoning
Amendments,
which
may
include
completing

site
visits
for
proposed
projects.

All ministerial applications and discretionary entitlements will be reviewed and processed per City procedures and policies.

Consistency towards zoning and general plan ordinances as well as state law as appropriate will be of primary concern. Projects submitted for permitting through the City will be analyzed against the City’s General Plan, Zoning, Subdivision Map Act and other policies and plans in accordance to standard practice for consistency with those ordinances and polices, as well as legal standings.

Site visits, if deemed necessary, will include site evaluation and due diligence to ensure all issues that may be relevant are addressed. Site photos will be included and incorporated in to all staff reports to the Planning Commission and City Council.
13 C-­‐5
–
Provide
environmental
analysis
and
support
for
specific
projects

related
to
biomass
and
energy.

All environmental analysis will be conducted per the guidelines of the California Environmental Quality Act (CEQA) and, if necessary, the National Environmental Policy Act (NEPA). This will include conducting site visits, property due diligence (past uses and entitlements that may effect the current proposed use), surrounding property uses (and past due diligence), visual traffic patterns, and analysis of proposed use(s).

Preparation of Initial Studies, Negative Declarations, Mitigated Negative Declarations, and Mitigation Monitoring Report Programs will be done on the most current formats for each document. In the event a standardized format may not be available, one will be created and utilized as necessary.

Filings of pertinent documents to the CEQA Clearinghouse will be done in accordance to OPR (Office of Planning and Research) and Public Resource Code (PRC) requirements. Unless negotiated otherwise, it is assumed that the City will coordinate the filing requirements.

In response to a question on OpenGov, the City broadly indicated the possibility of EIR preparation by the Consultant. While the Principle of RFM Land Use Consulting has never actually prepared an EIR directly, he has overseen a number of other consultants who took lead position on preparations and therefore is quite familiar with the process and requirements of preparing them. Due to the limited staff size of RFM Land Use Consulting, the taking on of the preparation of and EIR directly is unfeasible at this time. However, RFM Land Use Consulting will provide Peer Review of any and all preparations of EIR’s and their relevant studies.

If the City desires, RFM Land Use Consulting can provide project management oversight of separate EIR Consultants. Hourly rate, reimbursables and mileage will be assessed.

C-­‐6
–
Compiles
and
analyzes
data
on
economic,
social,
environmental,

and
physical
factors
affecting
land
use.

Analysis of data on economic, social, environmental and physical factors affecting land use will be conducted on an ongoing basis as directed by the City. Data sources will include the County’s Economic Development Commission, State Office of Planning and Research, the American Planning Association, and other relevant sources. 14 Historical reports will be incorporated as deemed appropriate in order to provide an analysis on trends.

C-­‐7
–
Meets
with
Developers,
engineers,
property
owners,

contractors,
and
other
individuals
to
discuss,
advise,
explain

processes,
and
suggest
improvements
regarding
potential
projects,

pre-­‐applications,
development
applications,
feasibility
analysis,

conceptual
development
plans
and
code
interpretation.

Meeting with developers, engineers, property owners, contractors and other individuals to discuss projects is a necessary aspect of any planning process. Routine and regular communication is necessary to avoid misinterpretations and inaccurate analysis.

Pre-meetings can be seen as beneficial to all parties so as to make the entitlement process run smoother. Sometimes such meetings can determine if a project is capable of being submitted for processing, and if they would be deemed complete at the initial submittal. The most common reason for delays in beginning processing is incomplete applications.

To that end, for each new project proposed, it will be recommended that all those involved with the project be invited to a meeting to evaluate if the necessary parts (application, applicable site, building and floor plans, necessary studies, etc.) are prepared to the City’s standards. Once deemed complete, a period of internal review will be facilitated to provide due diligence reviews and input.

Meetings can be held either on Zoom or at City offices.

C-­‐8
–
Ability
to
write
Planning
Commission
and
City
Council
staff

reports,
resolutions,
ordinances,
conditions
of
approval,
and
give
oral

presentations.

Staff Reports and associated presentation materials for the Planning Commission and City Council will be done in manners consistent with City of Chowchilla standards of format. Reports will be written to address the economic, social, environmental, and physical impacts of the project; additional analysis will include compatibility with the general plan and zoning ordinances and addresses any and all findings of facts related to the project.
15 Associated environmental documents (Initial Studies, Negative Declarations, Mitigated Negative Declarations, etc.) will be prepared in conjunction with the Staff Reports. Postings with CEQAnet will be considered the City’s responsibility unless otherwise negotiated at the contract level.

Project submittals (such as operational statement, site plans, building plans as applicable, and any applicable studies) would be required to be submitted so as to do a complete due diligence analysis for the Staff Reports.

It is anticipated that the City will provide templates for Staff Reports, Ordinances, Resolutions and presentations so as to maintain consistency across the board.

C-­‐9
–
Attend
public
hearings
and
community
meetings
as
necessary.

Attendance of public hearings and community meetings will occur on an as needed basis. It is anticipated that this will occur at City of Chowchilla offices, unless otherwise indicated. Attendance via Zoom can be arranged as well.

Meeting with engineers, developers, property owners, contractors, and other individuals to discuss the project and any issues that may have arisen and how to address them can be done either at City Offices or at the locations of the individuals.

C-­‐10
–
Analyze
projects
and
provide
Peer
Reviews
for
CEQA

compliance.

All environmental peer reviews will be conducted per the guidelines of the California Environmental Quality Act (CEQA) and, if necessary, the National Environmental Policy Act (NEPA). This will include conducting site visits, property due diligence (past uses and entitlements that may effect the current proposed use), surrounding property uses (and past due diligence), visual traffic patterns, and analysis of proposed use(s).

In response to a question on OpenGov, the City broadly indicated the possibility of EIR preparation by the Consultant. While the Principle of RFM Land Use Consulting has never actually prepared an EIR directly, he has overseen a number of other consultants who took lead position on preparations and therefore is quite familiar with the process and requirements of preparing them. Due to the limited staff size of RFM 16 Land Use Consulting, the taking on of the preparation of and EIR directly is unfeasible at this time.

RFM Land Use Consulting will provide Peer Review of any and all preparations of EIR’s and their relevant studies. Peer reviews can also be provided for Initial Studies and their related documents (Negative Declarations, Mitigated Negative Declarations, etc.).

It is assumed that as part of that peer review, relevant project documents will be provided to establish background of the project.

Said documentation will include, but not be limited to, project description, site plans, building plans (as necessary), operational statement providing further details of the project, and other related materials. This is to assist in the peer review of the environmental documentation.

C-­‐11
–
Ability
to
review
projects
and
provide
comments
within

timelines
specified
by
the
Permit
Streamlining
Act
and
the
City

(shorter
timelines
may
be
required
for
certain
projects).

All established timelines for projects would be adhered to. Multiple projects can be handled and managed to ensure all timelines (publication, noticing, etc.) can be met.

Time management skills are the hallmark of RFM Land Use Consulting, a skill honed over the decades in different capacities and environments. This skill is instrumental to meeting timelines on projects under the Permit Streamlining Act.

C-­‐12
–
Provide
strong
emphasis
on
the
management
of
multiple

projects
and
competing
priorities
while
maintaining
quality, meeting

schedules
and
staying
within
budget.

Time management skills are the hallmark of RFM Land Use Consulting, a skill honed over the decades in different capacities and environments. This skill is instrumental to meeting timelines on projects under the Permit Streamlining Act.

Having worked as Lead Planner on multiple projects at once, keeping organized has been found to be quite useful.

It is anticipated that there will be multiple projects being submitted at any one given time. As long as projected deadlines are provided, prioritization of the workload is not an issue.
17 C-­‐13
–
Facilitation
of
special
projects.

Facilitation of special projects will be provided as Lead Planner. All aspects of Project Management will be adhered to from start to finish.

Facilitation will include establishing time lines, need for sub-consultants dependent on complexity of projects, and establishing budgets and seeing that said budgets are adhered to as closely as possible.

Staff meetings will be held with City Staff members on an as needed basis. These meetings can be conducted at City offices, or via Zoom.

C-­‐14
–
Public
Counter
Services.

The scope of work items (1 – 13) did not specify counter services as a part of the Consultants services. Public counter services were only mentioned in the background of the RFP. A question was asked in the OpenGov documents about it, and the response was that public counter service is a basic requirement. The response further indicated time spent on this function would be held to a minimum.

RFM Land Use Consulting has no issue providing this service, as it is felt that customer service is a standard function. Standard hourly wage will be assessed, as well as mileage.

D
-­‐
Schedule
The City provided no schedule of completion dates. It is assumed that the Consultant will be brought in on an as needed basis. It is understood that the contract minimum duration is three years minimum, with a five-year maximum length.

It is also understood that there are no set days or hours for work product arrivals, only on an as needed basis. There are no known set days or hours per day indicated in the RFQ.
18 III. FEE SCHEDULE
The following is the fees applicable to this project:
• Standard Hourly Wage: $191.82
• Mileage (vehicle): $0.67 per mile
• Lodging: Reimbursable at cost
• Transportation (non-vehicle): Reimbursable at cost
A breakdown by task for fees is included on a separate page to be submitted separately from this proposal.

All line items indicating number of billable hours are based on weekly basis of a potential of 40 billable hours per week. At the time of preparation, the City indicated that they had no set value of maximum hours per day, week or month. Only that the term of the contract was three years, with an option of two additional years for a total of five years.

All line items indicating a mileage rate will be based on total miles driven to attend to assigned tasks. Mileage is considered round trip from Consultants office to site and back, with an approximate 28 miles minimum assumed (from Consultant’s office to City of Chowchilla and back). Additional mileage will be assessed as needed.

Lodging and non-vehicle transportation line items were left off the proposal to the City of Chowchilla given the proximity to the base of operations of RFM Land Use Consulting. If there is any out-of-county or out-of-state travel required for any projects, all non-vehicle transportation and lodging billing will be included at reimbursable rates on the next relevant invoice.

No sub-contractors were identified for the RFP/Q. Should sub-contractors be needed, their services will be negotiated with the City first, and their fees will be considered reimbursable on a per project basis.

All invoiced billing is considered due within 14 calendar days of presentation, and is considered late on the 15th day and will have late fees assessed per day as is unpaid.
19 IV – CONTRACT
If City provides contracts, like the one provided in the RFQ packet, the following provisions shall be included:

A
–
Funding
It shall be stipulated in the contract that if the City budget of the current year and/or any subsequent years covered under the Agreement does not appropriate sufficient funds for the program, the Agreement shall be no longer in force or effect. It shall be further stipulated that should such event occur, the Consultant shall submit final billing for work done to that point, and the City shall be required to fulfill its’ financial obligations to that point. At which point, no further obligations of either party shall be enforced or required.

B
–
Termination
It shall be stipulated that the contract is subject to termination by either party upon 30 days written notice of intent to terminate.

The Consultant may terminate the contract at any time, without written notice, upon a material breach of contract by City.

C
–
Hold
Harmless
City shall hold harmless, defend and indemnify Consultant and its officers, officials, employees, and volunteers from and against any and all liability, loss, damage, expense, costs (including without limitation costs and fees of litigation) of every nature arising out of or in connection with Consultant’s performance of work hereunder or its failure to comply with any of its obligations contained in the agreement, except such loss or damage which was caused by the sole negligence or willful misconduct of the City.

V. Other Information
See Attachment F.
20 Attachment A – References
Ryna Irwin
Building Permit Technician
Madera County Community & Economic Development
559-675-7821
Lois Leonard
Business Assistance Manager
Madera County Economic Development Commission
559-675-7768
21 Attachment B - Statement of Values
In supporting the efforts of local jurisdictions in their efforts to provide for the health, safety and welfare of their communities, we are committed to dealing responsibly and ethically with those jurisdictions and all participants in the land use planning process. Toward that goal, RFM Land Use Consulting shall incorporate these values in all we do:

Our clients are our primary responsibility and will be treated with dignity and respect. In an atmosphere of trust, open
communication will be the basis for responding to clients’ identified needs. While receiving services, clients will have the opportunity to develop the skills, which enable them to better provide for themselves and their communities. Our relationship will be one of working with, rather than for, the individuals and families in the programs.

We will cooperate in full cognizance and compliance with contractual relationships and honor the commitments we make with our clients. We will endeavor to contain costs while providing quality services.

Within RFM Land Use Consulting, personal and professional needs will be respected and the qualities of fairness and cooperation in staff relationships will be encouraged. Subcontractors will be treated with respect and professionalism in all matters carried out by this company. Rights and responsibilities will be clearly stated.

These values will guide this company as we represent the needs and wishes of our clientele.
22 Attachment C - Business Ethics
RFM Land Use Consulting shall abide by the AICP Code of Ethics and Professionalism as adopted on March 19, 2005 and Revised in November 2021. 23 Attachment D - Resume
Robert Mansfield, AICP
PO Box 1184, Madera, California 93639 (559) 505-5033
---------------------------------------------------------------------------------------------------------- I am an experienced planning professional with eighteen years planning experience. I have strong experience in CEQA and NEPA, processing entitlements and customer service.

AREAS OF EXPERTESE
• CEQA/NEPA
• Airport Land Use Commission
• Grant Management
• Entitlement processing
• Zoning and General Plan
• Dairies
• Wineries
• Telecommunication

EDUCATION
• California State Association of
Counties, Credentialed
California County Senior
Executive
• California Planning
Roundtable Leadership
Academy
• MURP, San Jose State
University
• B.S., Environmental Studies,
San Jose State University
• A.S., Fire Science, Mission
College

PROFESSIONAL

ORGANIZATIONS
• National Fire Protection
Association
• Association of Environmental
Professionals
• American Planning
Association
• American Institute of Certified
Planners

AWARDS/RECOGNITIONS
• SJSU AS-55 Leadership
Award (2005)
• SJSU Department of Urban
and Regional Planning
Service Award (2005)
• AICP Certified (2011)
• California County Planning
Directors Association
Certification of Appreciation
(2014)

VOLUNTEER WORK
• National Park Service,
Manzanar Historical Site
(2005 to present).

SPECIAL PROJECTS
Tri-Dairy CUP and EIR – Madera
County. Principle Planner.

Oversaw consultant work on
preparation of EIR for three separate
dairies and their individual
Conditional Use Permits. Budget:
$195,000
Citygate Fire Service Study –
Madera County. Principle Planner.

Oversaw study of fire service
availability in Madera County. Study
recommended process by which to
increase coverage in the county by
emergency services. Budget:
$70,000.
24 Housing Element, 2009-2014,
2016-2024 – Madera County.

Principle Planner. Oversaw the
preparation of the County’s Housing
Element. Coordinated contract
administration. Coordinated final
preparation of document for HCD
review. Budget: $70,000.

Community Development Block
Grant Redesign Working Group –
California Department of Housing
and Community Development.

Work with other jurisdictions with the
Housing and Community
Development CDBG group to
redesign grant program.

Tully-Senter SNI Community Hub
Development Project, San José
State University (2003-2004).

Research community service
providers to assess availability and
need; establish demographic profile
of community; develop database of
services provided for community;
produce recommendations for site
selections; provide site design
suggestions for lead architect;
provide site evaluations on
circulation, safety and visibility.

Community Development Block
Grant Housing Rehabilitation
Program – Madera County. Write
grant applications, oversee loan
committee, manage budgets for
individual programs, write RFP’s for
subcontractors to facilitate actual
construction work, process loan
payoffs, and manage program
income funds.
25 Attachment E - Vender Questionnaire

1. Did you read through and confirm that you met all the proposal requirements including the sections:
a. General Conditions;
b. Special Provisions and Specifications
Yes.

2. Please Upload your COMPLETE Proposal here, which includes:
a. Bid Summary
b. Statement of Experience and Qualifications
c. Non-Collusion Declaration, if applicable

3. Please Upload your COMPLETE proposal here. Upload fee proposal separately in the next step.

4. Please upload document(s)
References shall be included as part of the submittal and labeled as Attachment A, RFP Reference Form, provide at least three references regarding your experience with public agency clients for whom similar or comparable services have been or are being performed. A minimum of three references must address projects where the identified project manager for the Chowchilla update proposal played a critical role. Include the name and email address of their principle representatives who can respond to questions concerning those services you provide.

5. Proof of insurance.

To be provided on request.

6. Business License.

Please upload documents. Prior to beginning any work or delivering any equipment of material to be furnished under this agreement, the proposer shall secure the appropriate business license from the City of Chowchilla. Business license information may be obtained by calling (559) 665-8615.
26 RFM Land Use Consulting currently has a Business License from the City of Madera, as well as the County of Madera. Should this firm be selected to provide services, a City of Chowchilla Business License will be applied for.

7. Any Federal or State of California License/Certification Please upload document(s). Any Federal or State of California License/Certification required to provide the services will be required.

No Federal or State of California licenses or certifications were indicated in the RFP/RFQ to be provided.
27 Attachment F – Other Information
No litigation, mediation, or arbitration regarding the performance of any services provided by RFM Land Use Consulting has been brought against the Firm, or has been adjudicated, within the last five (5) years.

Robert Mansfield is a Certified Planner under the American Instituted of Certified Planners, and no claims against that certification or disciplinary action has occurred since original certification in 2011.

Robert Mansfield has no personal or professional relationship with any member of staff, elected official, or appointed official of the City of Chowchilla or their families.

No bankruptcies have been filed, personally or business wise, in the last five years.

STATEMENT OF QUALIFICATIONS

ON-CALL PLANNING SERVICES

CITY OF CHOWCHILLA
QKinc.com | (559) 449-2400
601 Pollasky Avenue, Suite 301 | Clovis, CA 93612 | (559) 449-2400 Engineering | Land Surveying | Planning | Environmental | Landscape Architecture | Construction Management QKinc.com May 3, 2024
Mark Hamilton
Director of Community and Economic Development
City of Chowchilla, 130 S. Second Street
Chowchilla, CA 93610
(559) 665-8615 Ext: 400
[email protected]
Subject: Statement of Qualifications for On-Call Planning Services for the City of Chowchilla Community & Economic Development Department
Dear Mr. Hamilton:

QK, a California Corporation, believes that all cities, big and small, deserve the same high-quality city planning services, delivered by educated and experienced professionals who can navigate through and even simplify the complexities of city planning. That is where QK shines brightest. QK would very much like to continue providing the City of Chowchilla with On-Call Planning Services. We have been with you for recent city planning successes, including the Panda Express, Camarena Healthcare Clinic, Rancho Calera, and the Strategic General Plan Update projects.

These are exciting times for Chowchilla’s development. The City will be facing several growth issues in the near future. These include expansion of the industrial park, dealing with high speed rail issues, continuing to improve economic development downtown, and creating attractive, livable neighborhoods.

We are keeping the same team of planners recently serving Chowchilla, with Annalisa Perea remaining as the main planner and contact with the City, and Trevor Stearns serving as the QK Project Manager, with services being managed and provided from our Clovis office. We strive for this QK team to be a valued partner, acting as an extension of your staff and able to find and implement workable and creative solutions to Chowchilla’s planning needs. Having the largest planning staff in the Valley allows us to assign necessary additional resources quickly when needed, thereby eliminating potential gaps in service.

Lastly, each of our team members works extensively with the public, both individually and in teams, to find solutions that benefit both the community and the individual applicant or property owner. Our mission, “To be an indispensable partner to our clients, communities, and each other,” is exemplified through our planners.

Amber Aguayo, CFO/COO, is authorized to contractually bind the firm. Please do not hesitate to contact Mr. Brandt by phone or e-mail (559-733-0440 or [email protected]) if you have any questions or require additional information. QK acknowledges all published addenda.

With appreciation,
Steve Brandt, AICP
Principal-in-Charge/Principal Planner
Amber Aguayo

CFO/COO
P240209
(800) 955-7599 | QKinc.com 3
Table of Contents
A. Cover Letter...................................................................................................................... 2 B. Brief Company Profile........................................................................................................ 4 Location of Company Headquarters and Branch Offices ................................................................................5 Disciplines and Staffing...........................................................................................................................................6 C. Organization and Staffing .................................................................................................. 8 D. Description and Approach ................................................................................................ 13 E. Cost Proposal.................................................................................................................. 17 F. Résumé, Relevant Projects/Services with References........................................................ 20 G. Other Information Requested........................................................................................... 26 May 3, 2024
P240209
© Copyright by Quad Knopf, Inc. dba QK
Unauthorized use prohibited
601 Pollasky Avenue, Suite 301
Clovis, CA 93612
(559) 449-2400
(800) 955-7599 | QKinc.com 4
B. Brief Company Profile
Since 1972, QK has successfully partnered with cities,
counties, state agencies, and other public agencies to develop efficient solutions that have lasting positive impacts on Central Valley communities. Founded on the idea of providing high-quality engineering and planning services to Central Valley cities, we now offer an array of services that contribute to sustainable communities and elevate the quality of life.

Our diverse staff of over 140 employees provides land use planning, environmental planning and permitting, biological resources, civil engineering, land surveying, utility coordination, construction management, labor compliance, urban design, landscape architecture, and geographic information systems from six Central Valley offices. We take pride in the ability to offer in-house, programmatic professional services to serve our diverse clientele.

QK provides a full array of technical services to guide projects through the ever-changing landscape of the local, State, and federal entitlements and permitting process. Our environmental planning staff has prepared thousands of
defensible CEQA and NEPA documents that help both public agencies and private developers achieve project objectives, budgets, and schedules while thoroughly complying with
applicable environmental regulations.

QK Firm Overview
Many of our planners are former public-sector planners, and their experience has led to proactive strategies
that can often streamline the environmental process
and facilitate a positive outcome for complex and large projects.

They are also skilled in collecting public opinion through outreach efforts and adept at making presentations
to Planning Commissions, Boards of Supervisors, City
Councils, and Special District Boards. QK also offers a full suite of subject matter experts to prepare technical documents to support the environmental review process.

QK has provided on-call and contract planning services
to Central Valley cities for over 50 years. Our current team of planners has worked directly on staff or
as contract planners for at least 15 city and county
planning departments, most here in the San Joaquin
Valley. Each is a little different, with different processes, different challenges, and different needs, and we are ready to provide the mix and style of planning services that is right for the City of Chowchilla.
(800) 955-7599 | QKinc.com 5
Number of Years in Business
52 years
QK Office
Full-time Remote Staff
City of Chowchilla
MERCED
(209) 723-2066
2816 Park Avenue
Merced, California 95348

BAKERSFIELD
(661) 616-2600
5080 California Avenue, Suite 220
Bakersfield, California 93309

PORTERVILLE
(559) 781-2700
150 West Morton Avenue
Porterville, California 93257

VISALIA - HEADQUARTERS
(559) 733-0440
901 East Main Street
Visalia, California 93292
CLOVIS
(559) 449-2400
601 Pollasky Avenue, Suite 301
Clovis, California 93612

HANFORD
(559) 582-1056
609 North Irwin Street
Hanford, CA 93230
Location of Company Headquarters and Branch Offices
1972
Quad Consultants
founded
1976
Knopf Engineering
founded
Quad Consultants &
Knopf Engineering merge
to form Quad Knopf, Inc.
1998
2016
Quad Knopf, Inc.
rebrands to QK
140+ QKers provide
a holistic suite of
consulting services
Today
(800) 955-7599 | QKinc.com 6
Advanced Unmanned Aerial
System (UAS) Mapping
ü
Labor Compliance
Biological Resources Land Surveying
Civil Engineering Land Use Planning
Construction Management Landscape Architecture
Environmental Permitting &
Planning Urban Design
Geographic Information
Systems (GIS) Utility Coordination
Disciplines and Staffing
QK has a diverse staff of more than 140 employees in six offices – Visalia, Clovis, Merced, Hanford, Bakersfield, and Porterville.

We provide:

Managing On-Call Assignments and Deliverables
Steps to Success
Understand Project Goals and Deliverables
• Creating a shared vision of completion obtained thorough scope development and project kickoff Project Execution Through Delivery
• Setting defining project schedule, including tasks and milestones • Regular communication with City staff via in-person/virtual meetings, emails, and phone calls - Updates and progress
- Coordination with any stakeholders
- Discussions due to unforeseen problems or issues
• Serving as an extension of City staff with seamless collaboration • Implementing mandatory QA/QC process for best outcomes • Leveraging agency relationships for successful project delivery • Conducting plan checks for constructability while managing contractor relationships Delegation
• Assigning experienced team members and resources to ensure deliverables are completed on time and within budget using our internal automated system to track budges and deliverables (800) 955-7599 | QKinc.com 7
QK provides Comprehensive Zoning Code Updates for many planning projects, please see below for an example of Form-Based Codes provided for the City of Tulare.
(800) 955-7599 | QKinc.com 8
Name | Title Role | Qualifications

STEVE BRANDT, AICP
Principal Planner
B.A. Marketing/Management
Fresno Pacific University
Certified Planner
American Institute of Certified
Planners, No. 133286
Principal-in-Charge
Steve will be vital in overseeing the City of Chowchilla On-Call Planning Services. He will provide strategic direction and guidance that align with the City of Chowchilla’s requirements and objectives. He will be pivotal in maintaining project consistency, verifying that all initiatives adhere to the City of Chowchilla’s broader objectives, and facilitating effective resource management.

TREVOR STEARNS
Senior Associate Planner
B.S. Geography
California State
University, Fresno
Geospatial Information Systems
Certificate
Project Manager | Primary Point of Contact
In his role as the primary point of contact and Project Manager, Trevor’s responsibilities will directly contribute to the efficient progress and successful completion of the City of Chowchilla’s On-Call Planning Services. Emphasizing accountability, Trevor will take the lead in proactive issue resolution and maintain regular reporting, progress updates, and milestone reviews with the City of Chowchilla and relevant stakeholders. These actions will provide transparency, facilitate collaboration, and prompt action on potential challenges, all essential for project success.

ANNALISA PEREA, AICP
Senior Planner
B.S. City & Regional Planning
California Polytechnic State
University, San Luis Obispo
Architecture & Urbanism SAB
Universidade Federal do Rio de
Janiero, Brazil
Certified Planner
American Institute of Certified
Planners, No. 29661
On-Call City Planner
Annalisa has served the City of Chowchilla as the On-Call City Planner since 2016. She brings an interdisciplinary perspective to all of her work, with an understanding on sustainability, innovate designs and socio-economic issues of the urban context. She will conduct environmental analysis and prepare CEQA-compliant documentation on a wide range of issues, utilizing both qualitative and quantitative analysis and computerized air quality modeling. With a keen understanding of sustainability and socio-economic issues, Annalisa brings an interdisciplinary perspective to all of her projects, from largescale urban planning to visionary landscape and urban design.

JAYMIE BRAUER
Principal Planner
M.A. Anthropology
University of Texas, Austin
B.S. Anthropology
Purdue University, West
Lafayette
CEQA Lead
Jaymie will tailor her approach to the unique aspects of the City of Chowchilla’s project objectives, site conditions, and applicable local, State, and national requirements. The intent of CEQA is to analyze the potential impacts and environmental consequences of a project.

She will achieve this by: informing stakeholders of the potential environmental effects of a project, identifying options to avoid or reduce environmental damage, preventing significant damage by mandating project changes through alternative methods or mitigation measures, and informing the public about why a project resulting in significant environmental impacts was approved.

C. Organization and Staffing
Project Team
(800) 955-7599 | QKinc.com 9
Name | Title Role | Qualifications

ZACHARY NEUMANN
Senior GIS Analyst
B.S. Environmental
Science, GIS Minor
Portland State University
GIS Analyst
Zachary will be vital in his role with GIS mapping services, data collection and analysis, research activities, and drafting support and help maintain the city’s geographical information system (GIS). This approach provides meaningful insights into a range of asset locations, from public works and telecommunications infrastructure to more specialized services like mineral exploration or renewable energy. QK is an ESRI Partner capable of using existing data sets with web-based ArcGIS Online technology for enhanced decision-making in urban planning, natural resource management, environmental protection, and much more!

IRENE MORENO
Assistant Project
Manager
B.A., Organizational
Leadership
Fresno Pacific University
A.A., Liberal Arts Degree
College of the Sequoias
Assistant Project Manager
Coming off a recent assignment working on-site with the City’s Community & Economic Development Department’s staff, we want to keep Irene involved with City projects. As Assistant Project Manager, she will assist Trevor with proactive issue resolution and maintain regular reporting, progress updates, and milestone reviews with the City of Chowchilla and relevant stakeholders.

She enjoys building a rapport with clients and staff to continue a good working relationship.

CHRIS MYNK, AICP
Principal Planner
B.S. Community &
Regional Planning
Iowa State University
Certified Planner
American Institute of
Certified Planners, No.
24114
Principal Planner
Chris brings a wealth of experience and enthusiasm to QK, following a successful 12-year tenure as a senior-level planning manager with the Kern County Planning and Natural Resources Department (County Planning).

While at County Planning, Chris honed his skills in CEQA and NEPA document preparation and mitigation compliance. Now at QK, he expertly manages project entitlement efforts for both public agencies and private interests, ensuring top-notch results for his clients. With a passion for delivering excellent outcomes, Chris provides in-depth technical analysis of environmental documentation related to a diverse range of issue areas. As a strong advocate for his clients, he goes the extra mile to guarantee the best possible results for their projects, which includes public outreach and close interaction with public agencies. Chris’s areas of expertise span the California Central Valley, Mojave Desert, Oil and Gas permit processing, commercialscale renewable energy (wind and solar), as well as residential, commercial, and industrial development. His upbeat approach and dedication make him an invaluable asset to the QK team and his clients. Chris will serve as a resource to the Planning team providing services to the City of Chowchilla.

Additional Support Staff
(800) 955-7599 | QKinc.com 10
Name | Title Role | Qualifications

KIRA NOGUERA
Senior Planner
B.S. Environmental Policy
Analysis & Planning
University of California,
Davis
Senior Planner
Kira brings a comprehensive understanding of public and private sector planning methods to QK’s team. She served as City Planner for Fresno and Madera before joining QK, where her role primarily involved processing planning applications, assisting developers and citizens, and managing planning projects. Her experience also includes field environmental compliance management for PG&E’s solar facilities. Kira combines all of this diverse experience to assist QK’s clients with their most difficult planning projects. During her QK tenure, Kira has furthered her planning expertise acting as Contract City Planner for the cities of Selma, Lindsay, and Rocklin, and the County of Calaveras.

CHRISTINE CHAVEZ
Senior Planner
Master of Public
Administration
California State
University, Fresno
B.A. Sociology
University of the Pacific
Management and
Supervisory Certificate
Tulare County
Transit and Paratransit
Management Certificate
Senior Planner
Christine is a highly skilled and dedicated Senior Transportation/Traffic Planner with nearly two decades of experience in planning, modeling, and public administration for multimodal transportation projects throughout the Central Valley. She has a strong background in managing multimodal planning and policy, regional transit service operations and maintenance, and local, state, and federal funding and compliance. With a keen interest in using her public administration skills to improve transportation, Christine has developed planning documents, implemented policies, and created funding strategies that have led to increased local funds for capital and operational improvements. Christine is fluent in English and Spanish and possesses excellent communication and public speaking skills, allowing her to work effectively with diverse teams and partner agencies. Her extensive experience in contract management, transit/multi-modal planning, and state and federal statutes and guidelines make Christine an invaluable asset to any transportation-focused organization.

MARINA HUENERS
Senior Associate
Planner | Urban
Designer
B.S. Landscape
Architecture
California Polytechnic
State University
A.A. Fine Arts
Moorpark Community
College
Senior Associate Planner | Urban Designer
Marina is a highly skilled urban designer and land planning specialist with over a decade of experience in the field. Her expertise covers a broad range of areas, including master planning, area development plans, site programming, and more. She’s well-versed in developing existing constraint maps, construction site documents, land acquisition entitlement plans, annexation applications, specific plans, pre-zoning entitlement reports, and municipal service review reports. One area where Marina really shines is in her ability to provide site-specific guidance that incorporates climateappropriate standards. With her guidance, communities are designed with the environment in mind. But Marina’s skills don’t stop at planning - she’s also a talented designer with a keen eye for urban and graphic design. Her ability to provide graphic representations of project visions allows clients to create communities that are not only functional and sustainable but also visually stunning.
(800) 955-7599 | QKinc.com 11
Name | Title Role | Qualifications

THOMAS KOBAYASHI
Senior Associate
Planner
B.S. City and Regional
Planning
California Polytechnic
State University
Senior Associate Planner
Thomas brings valuable experience from his five-year tenure as a Planner with the County of Fresno, Department of Public Works and Planning.

While at the County’s Development Services and Capital Projects Division, he processed land use permits, prepared CEQA-compliant documents, and presented projects to the Fresno County Planning Commission and Board of Supervisors. Additionally, he has experience in preparing NEPAcompliant documents for HUD-funded projects throughout the County of Fresno. Throughout his career, he has prepared and managed numerous projects requiring CEQA and NEPA compliance. These projects involved the preparation and management of CEQA documents, such as Environment Impact Reports and Mitigated Negative Declarations. He also has experience in preparing NEPA-compliant documents for federally funded projects, including Environmental Assessments (EA). At QK, he contributes his extensive CEQA and NEPA expertise to various projects requiring Environmental Impact Reports, Mitigated Negative Declarations, and Environmental Assessments.

DANIELLE MONSIBAIS
Senior Associate
Planner
B.A. Communication,
Minor in Marketing
California State
University, Bakersfield
Senior Associate Planner
Danielle is a Senior Associate Planner who enjoys making clients feel heard and their project needs met. She originally discovered her passion for planning when she started an internship at the Kern County Planning Department and worked her way up to a Planner 1 position, where she eventually became a Supervisor in the Kern County Planning department for 7 years. Danielle is currently Interim in Community Development at the City of Delano. Danielle sees her projects from all angles, from the very first code getting the permits for the building, to a complete product. She also oversees code enforcement, building, and planning. Danielle takes pride in being active in the communities she works in, and keeping the community involved and seen. Her favorite part of her role is developing relationships with everyone she meets, and making sure that people are heard and directed to the right source.

MARISELA MARTINEZ
Senior Associate
Planner
B.A. Urban Studies
Brown University
Senior Associate Planner
Marisela is a Senior Associate Planner who chose planning as her profession due to the love she has for the community she knows and loves – the Central Valley. She enjoys incorporating planning into the everyday lives of community members around her. Marisela is a native Spanish speaker and has experience in current, long range, and environmental planning. She has experience in Adobe InDesign and Procreate. Marisela is a member of the American Planners Association and was awarded the American Planning Association - California Chapter Public Outreach Merit Award in 2023. (800) 955-7599 | QKinc.com 12
Name | Title Role | Qualifications

ETHAN DAVIS
Associate Planner
B.A. Geography
California State
University, Fresno
Geospatial Information
Systems Certificate
Associate Planner
Ethan is a seasoned professional in the field of urban planning, with a wealth of experience gained from his time as a land use planner at the County of Fresno and his current role at QK. Drawing on his expertise in interpreting general plans, municipal codes, and zoning procedures, as well as his proficiency in Geographic Information Systems (GIS), Ethan has built a reputation for helping clients navigate the complex world of entitlement and permitting requirements. Ethan’s comprehensive understanding of planning regulations allows him to effectively review development proposals for various projects, such as Conditional Use Permits, Tentative Tracts, Variances, Time Extensions, and Director Review and Approvals. By applying his knowledge of general plans, municipal codes, and zoning procedures, Ethan is well-equipped to verify that his clients’ projects are in compliance with local regulations and positioned for success.

TIM MULICK, CPSI
Associate Planner
B.A., Landscape
Architecture & Design
Kansas State University
Certified Playground
Safety Inspector
National Recreation and
Park Association
Associate Planner
Tim is a planning and landscape architecture professional with over 25 years of diverse experience in the field. Holding a degree in landscape architecture, Tim has worked with numerous municipalities and private clients, providing services in design, compliance, data capture and analysis, and grant funding applications. His extensive background includes designing municipal, commercial, and residential landscape projects. Throughout his multifaceted career, Tim has gained significant expertise in managing schedules and budgets, as well as presenting projects and engaging in public outreach.

His experience spans various industries, including landscape architecture, commercial horticultural nursery, construction, municipal, and agricultural.

With a passion for innovative solutions and an unwavering commitment to excellence, Tim continues to make his mark in the fields of landscape architecture, planning, and community design.
(800) 955-7599 | QKinc.com 13
D. Description and Approach
City Planning Services
QK believes small cities deserve
quality professional planning services
just as much as large cities.

Our focus has always been on small-city clients who can benefit from the experience of our staff who have worked in larger cities and can share that expertise. QK will use this experience to provide the City of Chowchilla with teamsupported services that help enforce Chowchilla’s planning goals and development policies in a business-friendly fashion.

We look for solutions where there are roadblocks in the way of development projects that the City wants. Where
there are controversial projects, we will provide the Planning Commission and City Council with objective analysis while managing a project review process that honors disparate points of view. When we think there is a potential legal issue, we will recommend assistance from the City Attorney. In short, we want to be seen as an extension of the City’s staff, looking out for the City’s and the community’s best interests.

City planning departments provide a wide variety of services.

Some involve simpler, over-the-counter approvals such as sign permits, accessory dwelling units, or home occupation permits. Sometimes, people simply want information so that they know what they can do with their land. Other projects, like conditional use permits, zone changes, and subdivision maps, require discretionary action by the City Council. QK staff have experience with all these types of projects.

Principal Planner Steve Brandt, AICP, will ensure that each project has the necessary resources to meet the goals and objectives, timeline, and budget of each individual project.

Steve has more than 25 years of experience as a county
planner, city planner, Local Agency Formation Commission (LAFCO) analyst, and consultant.

When a new project is defined, Steve will work alongside Trevor to establish a team whose strengths coincide with the scope.

Our general approach for each project will be to first meet with City staff to:

1. Understand the goals of the project from the perspective of all parties affected by the project.

2. Agree on a plan for managing the project and providing for public outreach.

3. Initial data gathering and analysis.

4. And present recommendations.

Once recommendations are reviewed and accepted, specific deliverables are determined (such as new ordinances, plans, or policies ready for adoption).

With QK’s experience working as City planning staff, we can assist with staff reports, resolutions, CEQA analysis, and other services as needed by each individual project.

Annalisa Perea, AICP, will continue to serve in her role as the City of Chowchilla’s on-call Planner and the main contact for city planning services. Annalisa has more than 10 years of experience as a planner and has been serving Chowchilla since 2016. Trevor Stearns will continue to serve as Project Manager, overseeing the time allocation and invoicing.

Building upon her recent experience in Chowchilla, we will look for ways to include Irene Moreno as needs arise that she can fill as Assistant Project Manager. Acting as Principalin-Charge, Steve Brandt, AICP, will provide principal-level oversight of all planning services provided to the City of Chowchilla.

Jaymie Brauer will serve as the main CEQA and NEPA
technical consultant, assisting the team with environmental determinations and overseeing the preparation and review of CEQA and NEPA documents. Jaymie has written numerous
EIRs and Mitigated Negative Declarations.

Benefits of On-Call Contract City
Planning Team
Our team will be assisted by more than 140 professionals employed by QK to ensure that the City has access to the full capacity of our team as the City continues to design for a thriving community. By accessing the rest of QK’s technical resources, more specialized planning issues can (800) 955-7599 | QKinc.com 14
be addressed as needed, like annexation processing, NEPA compliance, or urban design concept preparation. With our deep bench of planners, we can ramp up for a larger task or scale back when the need for planning expertise is slower.

This is evidenced by our past performance, in which we
have provided more or fewer services as Chowchilla’s needs changed year to year.

QK has contracts with several other cities in the San Joaquin Valley. This gives us a larger perspective about planning trends that go beyond Chowchilla. We regularly meet to
collaborate and learn from each other; we can use what
we learn in other cities and apply that to Chowchilla when appropriate.

Tracking Project Delivery and Budget
Cities’ budgets are a constant struggle. QK can assist with that in several ways. The most important way is to work to keep our own costs down that go to the City’s general fund.

We will continue to track and invoice our time on developerdriven projects so that the cost of our services can be forwarded to the developer so that they can fully reimburse the City. Since working in Chowchilla, QK has not exceeded our non-reimbursable yearly planning budget, even when it was reduced from $50,000 to $25,000. Our staff also has the ability to prepare development impact fee studies, planning application fee studies, and utility rate studies if Chowchilla is looking to review their fee schedules.

When the City needs larger planning projects, QK has both the experience and the capacity to meet the needs. We
have prepared many General Plan Updates, Zoning Code
Updates, Design Guidelines, Parks Master Plans, and LAFCO Municipal Service Reviews for cities similar to Chowchilla.

Our experience working in Chowchilla has given us an
understanding of Chowchilla’s unique aspects, and we
can incorporate that uniqueness into these larger planning documents.

QK employs a rigorous project delivery strategy that includes an early focus on helping our clients by:
• Establishing communication protocols.
• Identifying expectations.
• Uncovering underlying interests for each project.
• Identifying specific strategies that the team can adopt to achieve those expectations.

This process is thoroughly documented and followed through to the completion of the project.

Understanding that the Project Manager plays a critical role in ensuring client success, our Project Managers, as well as all staff members, use Deltek® Vision as the primary software tool for comprehensive, effective project management.

This system helps with all aspects of project management including:

1. Project planning

2. Reporting

3. Monitoring

4. Billing

5. Correspondence
With the information provided by our powerful Deltek® Vision software, Project Managers monitor the following in real time:

1. Scope

2. Schedule

3. Budget

4. Staffing levels

5. Critical funding requirements
This tool allows QK the consistent ability to be flexible and responsive, and accurately provide clients with requested upto-date project information.

In addition, all QK Project Managers follow a detailed project monitoring schedule to help clients feel confident in the process.

This basic schedule includes at a minimum, the following:
• Weekly Reports: Project summary, deliverables, and
schedule
• Bi-weekly Reports: Accounts receivable
• Monthly Reports: Executive review of all work in
• Process, invoices, and project/client updates
(800) 955-7599 | QKinc.com 15
Real-Time
Project Tracking
Project Planning
Budget
Schedule
Communication
Quality
Team
Project Management
In addition to corporate general accounting
procedures, QK uses Deltek® Vision project-andcost-tracking software to manage each project.

The system provides up-to-the-minute tracking
capabilities including budget, schedule, and human
and capital resources.

Communication
To maintain great communication with you, we are
implementing two new internal procedures to facilitate
coordination and communication between QK and clients.

First, we will set up a [email protected] email address that you can use to contact us.  When you send an email to this address, it will be received by Annalisa, Trevor, and Irene. Irene will be responsible for confirming you receive a timely response in the event either Annalisa or Trevor is out that day or unavailable. Second, as Assistant Project Manager Irene will be planning and tracking projects and resources to help keep projects aligned with schedules and budgets. Working closely with Trevor and Annalisa, Irene will help to facilitate follow-through on client deliverables, communication, and documentation. Team support will
include assisting with client meetings including scheduling, agenda preparation, and follow up.
(800) 955-7599 | QKinc.com 16
Quality Management Program
QK has implemented a formal Quality Management Program
(QMP) which outlines the key mandatory quality assurance and quality control procedures required for all projects undertaken by the company. A project management plan is prepared for every project. This plan includes the quality control and quality assurance (QA/QC) process to be utilized for each project.

The quality assurance procedure involves collaboration between the project manager and the reviewers to assure that all comments made as a part of the review have been addressed to the satisfaction of the person making the review. After a review has been completed, affected team members are assembled to discuss comments. This meeting identifies opportunities to resolve problems early, and allows the team to improve the company’s processes and knowledge sharing. If appropriate, “best practices” may be identified that should be considered for adoption on a company-wide basis.

QK's QMP is a
no-exceptions
company-wide
policy.

Independent
Third Party Required:

Qualified individual not involved in
design or preparation of the plans or
documents being reviewed.

Individual Quality Pledge:

Annually, each team member is required
to sign a Quality Pledge agreeing to
uphold the company’s QMP process.

No Exceptions:

QMP review takes priority over all
other project considerations, including
schedule and budget.

Accountability:

Reviewer must sign off on the final
deliverable before it leaves the office.

Specific Area of Review Identified:

Responsibility of reviewer specified in
advance. All areas of the QMP must be
covered for every project.

Qualified Reviewer:

Must be, at a minimum, peer level or
higher (experience) possessing skills
appropriate for the area being reviewed.

Quality
Management
Program [ QMP ]
(800) 955-7599 | QKinc.com 17
E. Cost Proposal

TECHNICAL SERVICES
Project Administrator $100 / hour
Assistant CADD Technician / Assistant CADD Designer / GIS Technician $100 / hour Associate CADD Technician / Associate CADD Designer / Associate GIS Analyst $115 / hour Senior Associate CADD Technician/ Senior Associate CADD Designer / Senior Associate GIS Analyst $125 / hour Senior CADD Technician / Senior CADD Designer / Senior GIS Analyst $155 / hour Landscape Architect Technician $115 / hour
Assistant Engineer $125 / hour
Associate Engineer $155 / hour
Senior Associate Engineer $180 / hour
Project Engineer $205 / hour
Senior Engineer / City Engineer / District Engineer $235 / hour Senior Air Quality Engineer $275 / hour
Principal Engineer $275 / hour
Assistant Environmental Scientist $100 / hour
Assistant Planner $110 / hour
Associate Planner / Associate Environmental Scientist $125 / hour Senior Associate Environmental Scientist $145 / hour
Senior Associate Planner $150 / hour
Senior Environmental Scientist $185 / hour
Senior Planner / Senior Landscape Architect $180 / hour Principal Planner / Principal Environmental Scientist $210 / hour Senior Principal Planner / Senior Principal Environmental Scientist $225 / hour Field Construction Observer $135 / hour
Senior Field Construction Observer $160 / hour
Assistant Construction Manager / Assistant Project Manager $125 / hour Associate Project Manager $139 / hour
Associate Construction Manager / Associate Field Construction Observer $150 / hour Project Manager $150 / hour
Senior Associate Construction Manager / Senior Associate Project Manager $165 / hour Senior Project Manager $195 / hour
Senior Construction Manager $195 / hour
Principal Construction Manager / Principal Project Manager $225 / hour Assistant Surveyor $120 / hour
Associate Surveyor $134 / hour
Senior Associate Surveyor $164 / hour
Project Surveyor $185 / hour
Senior Surveyor $205 / hour
One-Person Survey Crew $180 / hour
Two-Person Survey Crew $275 / hour
Three-Person Survey Crew $375 / hour
UAV Pilot $195 / hour
UAV Flight Observer $160 / hour
Fees are based on the median hourly pay rate for employees in each classification, plus indirect costs, overhead, and profit.

Plotting, Printing and Reproduction, Equipment Rental, Postage and Shipping 1.15 x Cost Transportation and per diem (QK will provide documented evidence of business travel, travel outside of work areas shall be pre-approved by Client) 1.15 x Cost Mileage $0.777 / mile
Other Expenses – Including Subconsultants & Purchased Services through Subcontracts 1.15 x Cost Rates are effective through December 31, 2024. If contract assignment extends beyond that date, a new rate schedule may be added to the contract.

Expert Witness/ Litigation support will be billed as quoted.

Rates based on “Prevailing Wage” (PW) for Construction Surveying will be determined by project and County per California law. 4/18/2024 2024 CHARGE RATE SCHEDULE
Construction and Project Management
Planning / Environmental / Landscape Architecture

PROFESSIONAL SERVICES
Engineering
Surveying

EXPENSES
Current
(800) 955-7599 | QKinc.com 18
Please see below for QK’s ability to stay within budget with the On-Call City Planning Services for Chowchilla over the last 6 years.

FY 18-19 FY 19-20 FY 20-21 FY 21-22 FY 22-23 FY 23-24
Budget $166,700.00 $186,533.00 $114,112.00 $94,800.00 $65,500.00 $111,000.00 Actual $151,317.35 $166,795.73 $58,834.86 $45,934.86 $45,051.46 $43,515.90 $0.00
$20,000.00
$40,000.00
$60,000.00
$80,000.00
$100,000.00
$120,000.00
$140,000.00
$160,000.00
$180,000.00
$200,000.00
On-Call City Planning Services - All
QK Budget to Actual
FY 18-19 FY 19-20 FY 20-21 FY 21-22 FY 22-23 FY 23-24
Budget $116,100.00 $116,000.00 $100,000.00 $50,000.00 $25,000.00 $25,000.00 Actual $72,657.87 $92,506.03 $54,286.26 $23,727.98 $23,962.26 $11,044.40 $0.00
$20,000.00
$40,000.00
$60,000.00
$80,000.00
$100,000.00
$120,000.00
$140,000.00
On-Call City Planning Services - General Fund
QK Budget to Actual
(800) 955-7599 | QKinc.com 19

58.50%
General Fund

41.50%
Developer Fund
On-Call City Planning Services - Funds
FY 2018 - 2024
General Fund Developer Fund
FY 18-19 FY 19-20 FY 20-21 FY 21-22 FY 22-23 FY 23-24
Budget $78,659.48 $74,289.70 $14,112.00 $44,800.00 $40,500.00 $86,000.00 Actual $78,659.48 $74,289.70 $4,548.60 $22,196.88 $21,089.20 $32,471.50 $0.00
$10,000.00
$20,000.00
$30,000.00
$40,000.00
$50,000.00
$60,000.00
$70,000.00
$80,000.00
$90,000.00
$100,000.00
On-Call City Planning Services - Developer Funds
QK Budget to Actual
Bakersfield | Porterville | Hanford | Visalia | Clovis | Merced 20 F. Résumé, Relevant Projects/Services
with References
Steve Brandt, AICP
Principal Planner
Principal-in-Charge
Steve is a highly skilled planning professional with expertise in municipal policy planning, development entitlement processing, and contract city planning. Before QK, Steve honed his skills in various planning functions with the City of Visalia. He started as front counter staff and worked his way up to manager, ultimately serving as Planning Manager of the Planning Division. He also served as Entitlements Manager at Centex Homes Central Valley Division, where he excelled at obtaining land use approvals and resolving entitlement issues. His extensive experience and expertise make him an asset to any planning team, and his positive attitude and enthusiasm make him a pleasure to work with.

RELEVANT PROJECT EXPERIENCE
City of Lemoore Contract Planning Services
Project Manager & City Planner
City of Lemoore | Lemoore, CA
2013 - Present
Project Description: QK provides contract City Engineering services and serves as City Engineer/City Surveyor. Additional tasks performed include City staff representation with project applicants, entitlement and site plan review, planning research, reports and updates to City Manager, and advisor to the Planning Commission at their meetings.

Hanford General Plan Update, EIR, Zoning Ordinance Update, Subdivision Ordinance Update, and Infrastructure Master Plans Project Manager
City of Hanford | Hanford, CA
2013 - 2016
Project Description: QK prepared a comprehensive General Plan, Zoning Ordinance (ZO) and subdivision ordinance update, as well as the supporting environmental review/reports. Important features: 1) goals, objectives, policies, and programs for elements in land use and community design; transportation and circulation; open space, conservation, recreation; health and safety; public facilities and services and Environmental Justice; 2) an extensive Public Engagement/Outreach program including a city-wide bus tour and 14 meetings with the Citizen’s Advisory Committee; 3) Preparation of a program level EIR; 4) a ZO update that reflected the City’s desire for a “Red Carpet, not Red Tape” approach.

City of Sanger Contract Planning Services
Project Manager
City of Sanger | Sanger, CA
2011 - 2014
Project Description: Provided Contract Planning Services for the City’s Community & Economic Development Department.

REFERENCES
City of Lemoore
Kristie Baley, Management Analyst
711 W. Cinnamon Drive, Lemoore, CA
93245
(559) 924-6740
City of Hanford
Jason Waters, Assistant City Manager
319 N. Douty Street, Hanford, CA 93230
(559) 585-2545
City of Sanger
Nathan Olson, City Manager
(Former Contact Dan Spears, Retired)
1700 Seventh Street, Sanger, CA 93657
(559) 876-6300

RELEVANT EXPERTISE
Project Management
General Plans / Zoning
Land Development Entitlements
Annexations / LAFCO
Master Plans/Specific Plans
Urban Development Boundaries
Bakersfield | Porterville | Hanford | Visalia | Clovis | Merced 21 Trevor is a well-rounded planner with exceptional experience in environmental compliance documentation. From research, analysis, and report writing to map creation using ArcGIS, he has authored and assisted with generating several complex CEQA documents. He serves as the contract City Planner for the City of Selma, giving him a strong understanding of municipal planning requirements and needs.

He’s processed conditional use permits, site plan reviews, variances and presented frequently to the public, Planning Commission, and City Council.

RELEVANT PROJECT EXPERIENCE
City of Selma On-Call Planning Services
Project Manager and City Planner
City of Selma | Selma, CA
2019 - Present
Project Description: QK currently provides contract planning services, including assisting planning staff with land use planning and CEQA compliance, as well as other duties are requested. Planning tasks include training City staff, review of applications, site plan reviews, writing staff reports and preparation of CEQA documents. Biological services include reconnaissance and protocol surveys in support of proposed development projects, as well as coordination with wildlife agencies.

City of Delano General Planning Services
Senior Planner
City of Delano | Delano, CA
2020 - Present
Project Description: QK provides planning services to the City of Delano for development of a General Plan and Zoning Ordinance Update. This includes a comprehensive update to the City’s General Plan and Zoning Ordinance, along with the required program Environmental Impact Report. Preparing both documents as part of a single project saves the City time and money, and makes the two documents consistent with each other, reducing confusion and delay when development projects are proposed.

Madera County Supervisorial Redistricting
Project Manager
County of Madera | Madera, CA
2021 - 2022
Project Description: QK assisted Madera County in redistricting their Board of Supervisors districts from 2020 Decennial Data from the U.S. Census Bureau. QK analyzed Population, Demographic, Voting Age, and Citizen data. This included representing the data through ESRI ArcGIS software to accurately represent the Board of Supervisors district boundaries in compliance with the Voting Rights Act and FAIR Maps Act. Multiple iterations of maps were presented at Board of Supervisor meetings and workshops with Community stakeholders and groups.

Trevor Stearns
Senior Planner
Role: Project Manager

REFERENCES
City of Selma
Jerome Keene, MAS, AICP
Deputy City Manager
1710 Tucker Street, Selma, CA 93662
(559) 891-2200 ext. 2267
City of Delano
Roman Dowling, PE
Public Works Director/City Engineer
1015 Eleventh Avenue
Delano, CA  93216-3010
(661) 720-2219
County of Madera
Matthew Treber
Chief of Development Services
200 West 4th Street, Suite 3100
Madera, CA 93637
(559) 675-7821

AFFILIATIONS
American Planning Association

RELEVANT EXPERTISE
CEQA Compliance
Geographic Information Systems (GIS)
ArcGIS & ArcMap
Environmental Planning
Land Use Planning
Bakersfield | Porterville | Hanford | Visalia | Clovis | Merced 22 Annalisa has worked in both the private and public sectors, and has been involved in her community at several levels. She has vast experience with government agency and stakeholder coordination. Annalisa conducts environmental analysis and prepares CEQA-compliant documentation on a wide range of issues, utilizing both qualitative and quantitative analysis and computerized air quality modeling. With a keen understanding of sustainability and socio-economic issues, she brings an interdisciplinary perspective to all of her projects, from large-scale urban planning to visionary landscape and urban design. Recently elected to Fresno’s City Council, she demonstrates her commitment to making a positive impact and is a valuable asset to any team looking to create sustainable designs.

RELEVANT PROJECT EXPERIENCE
City of Selma On-Call Planning Services
Senior Planner
City of Selma | Selma, CA
2019 - Present
Project Description: QK currently provides contract planning services, including assisting planning staff with land use planning and CEQA compliance, and other duties are requested. Planning tasks include training City staff, review of applications, site plan reviews, writing staff reports and preparation of CEQA documents. Biological services include reconnaissance and protocol surveys in support of proposed development projects, as well as coordination with wildlife agencies.

City of Dinuba Contract Planning Services
Associate Planner/Contract City Planner
City of Dinuba | Dinuba, CA
2014 - 2017
Project Description: Provided on-site contract planning services, reviewed preliminary plans and site plans. Prepared Directors Review Permits, staff reports, conditions of approval and other documents for proposed construction, and remodeling. Prepared environmental documentation for project compliancy with CEQA. Conducted research requests. Assisted public at the counter and telephone with inquiries from applications to zone change requests.

City of Sanger Contract Planning Services
Associate Planner/Contract City Planner
City of Sanger | Sanger, CA
2011 - 2014
Project Description: Provided on-site contract planning services, reviewed preliminary plans and site plans. Prepared Directors Review Permits, staff reports, conditions of approval and other documents for proposed construction, remodeling, and other projects. Prepared environmental documentation for project compliancy with CEQA. Conducted research requests.

Annalisa Perea, AICP
Senior Planner
Role: On-Call Planner

REFERENCES
City of Selma
Jerome Keene, MAS, AICP
Deputy City Manager
1710 Tucker Street, Selma, CA 93662
(559) 891-2200 ext. 2267
City of Dinuba
Luis Patlan
City Manager
405 E El Monte Way, Dinuba, CA 93618
(559) 591-5900
City of Sanger
Nathan Olson, City Manager
(Former Contact Dan Spears, Retired)
1700 Seventh Street, Sanger, CA 93657
(559) 876-6300

CERTIFICATIONS
Certified Regulation VIII Dust Control
Plan Preparer
SJVAPCD, No. 10659427

AFFILIATIONS
City Council Member, City of Fresno
Area 5 Trustee, State Center
Community College District
Assoc. of Environmental Professionals
U.S. Green Building Council, Board of
Directors
Bakersfield | Porterville | Hanford | Visalia | Clovis | Merced 23 Jaymie has an eclectic career that includes community development planning, CEQA compliance, and environmental documentation management. She built a successful career as a Principal Planner, following a seven-year tenure as a senior-level Planner with the Kern County Planning and Community Development Department. With over ten years of experience in CEQA compliance, Jaymie manages environmental documentation efforts for public agencies and private interests. Her expertise spans Central Valley issues such as road improvement, highway safety, renewable energy, municipal infrastructure, and waste recycling.

Jaymie has prepared numerous CEQA and NEPA documents such as Environmental Impact Statements and Environmental Assessments. She is adept at project management, technical review, and report preparation, and enjoys advocating for her clients. Her diverse professional experience and education have deepened her understanding of cultural, biological, utility, hazards, and environmental compliance.

RELEVANT PROJECT EXPERIENCE
Environmental Compliance - City of Chowchilla HSIP and CDBG Road Improvement Projects
Principal Planner/ Lead CEQA/NEPA
City of Chowchilla | Chowchilla, CA
2024
Project Description: Prepared necessary NEPA/CEQA compliance documentation such as Categorical Exemptions and Preliminary Environmental Assessments (PES) for Caltrans/HUD/CDBG related infrastructure projects. Projects include the City Storm Drain Improvement, ADA Ramp Improvements and the City HSIP Intersection.

City of Lemoore Contract Planning Services
Principal Planner/ Lead CEQA/NEPA
City of Lemoore | Lemoore, CA
2013 - Present
Project Description: QK provides contract City Planning, City Engineering, and land survey services to the City and serves as City Planner/City Engineer/City Surveyor.

Projects included Lacey Ranch EIR Review, Lennar Tract 935 Mitigated Negative Declaration (MND), Lennar Tract 848 MND, People’s Annexation MND, Cannabis Cultivation MND, Helena Chemical MND and Biological Analysis, and Stone Ranch Pipeline CEQA/NEPA Compliance.

City of Bakersfield Water Resources Department On-Call Environmental Assistance, Regulatory Permitting, and Project Management Project Manager/Principal Planner
City of Bakersfield | Bakersfield, CA
2015 - 2016
Project Description: QK provides on-call environmental, biological, and planning services for the Water Resources Department.

Jaymie Brauer
Principal Planner
Role: CEQA Lead

REFERENCES
City of Chowchilla
Jason Rogers, Director of Public Works
130 S 2nd Street, Chowchilla, CA 93610
(559) 665-8615 x 400
City of Lemoore
Kristie Baley, Management Analyst
711 W. Cinnamon Drive, Lemoore, CA
93245
(559) 924-6740
City of Bakersfield
Kristine Budak
Water Resources Director
1000 Buena Vista Rd., Bakersfield, CA
93311
(661) 326-3715

AFFILIATIONS
Association of Environmental
Professionals

RELEVANT EXPERTISE
CEQA/NEPA Compliance
Environmental Planning
Land Use/Permitting
Bakersfield | Porterville | Hanford | Visalia | Clovis | Merced 24 Zachary is a highly skilled GIS Technical Consultant who combines his expertise in GIS, programming, and data management with a forward-thinking mindset to provide clients with innovative solutions that optimize operational efficiency and productivity. He is a strategic leader and trusted advisor who partners with clients to lead the design, development, and deployment ofuser-focusedd ERM, CRM, PRM, and GIS applications. He is highly skilled in Python programming language, including ArcPy, ArcGIS API for Python, Pandas, and Django, and Hydrology, Demography, Statistical Analysis, and Business Analysis.

RELEVANT PROJECT EXPERIENCE
City of Coalinga On Call GIS Services
Senior GIS Analyst
City of Coalinga | Coalinga, CA
2022 - 2024
Project Description: Manage and deliver all GIS tasks assigned by city client including managing ArcGIS Online, all city maintained GIS Data, making maps and analyzing GIS data.

City of Lemoore On Call GIS Services
Senior GIS Analyst
City of Lemoore | Lemoore, CA
2022 - 2024
Project Description: Manage and deliver all GIS tasks assigned by city client including managing ArcGIS Online, all city maintained GIS Data, making maps and analyzing GIS data.

City of Selma On Call GIS Services
Senior GIS Analyst
City of Selma | Selma, CA
2022 - 2024
Project Description: Manage and deliver all GIS tasks assigned by city client including managing ArcGIS Online, all city maintained GIS Data, making maps and analyzing GIS data.

Zachary Neumann
Senior GIS Analyst
Role: GIS Analyst

REFERENCES
City of Coalinga
Larry Miller, Public Works & Utilities
Coordinator
155 W. Durian Ave., Coalinga, CA 93210
(559) 935-1533
City of Lemoore
Kristie Baley, Management Analyst
711 W. Cinnamon Drive, Lemoore, CA
93245
(559) 924-6740
City of Selma
Jerome Keene, MAS, AICP
Deputy City Manager
1710 Tucker Street, Selma, CA 93662
(559) 891-2200 ext. 2267

RELEVANT EXPERTISE
Geographic Information Systems (GIS)
ArcMap/ArcGIS
Product Roadmap
UI/UX
Backend and Infrastructure
Cloud Architecture
Software Design & Coding
Bakersfield | Porterville | Hanford | Visalia | Clovis | Merced 25 Irene has over 20 years of experience coordinating, organizing, and planning experience with many organizations on a variety of projects. She worked for the County of Fresno when she was introduced to Public Works and Planning which helped her become familiar with contracts, planning, and approval processes as she worked closely with the Planning Commissioners and the Board of Supervisors.

She enjoys building a rapport with clients and staff to continue a good working relationship.

RELEVANT PROJECT EXPERIENCE
City of Selma On-Call Planning Services
Assistant Project Manager
City of Selma | Selma, CA
2019 - Present
Project Description: QK currently provides contract planning services, including assisting planning staff with land use planning and CEQA compliance, and other duties are requested. Planning tasks include training City staff, review of applications, site plan reviews, writing staff reports and preparation of CEQA documents. Biological services include reconnaissance and protocol surveys in support of proposed development projects, as well as coordination with wildlife agencies.

Vinland Park Futsal and Pickleball Courts
Assistant Project Manager
City of Fresno | Fresno, CA
2023 - Present
Project Description: This project includes four new Pickleball Courts and one Futsal Court at Vinland Park. Design features for the park include lighted courts with fencing, ADA paths of travel, and amenities such as drinking fountains, benches, and landscaping.

Terry Bradley Education Center Off-Site Water & Sewer Facilities Design Assistant Project Manager
Clovis Unified School District | Clovis, CA
2022 - Present
Project Description: QK will utilize the boundary and topographic survey to prepare civil improvement plans for construction of a new educational center. QK will coordinate on approved site plan for civil design for both phases. QK will provide civil plans for Division of State Architect (DSA) milestone submittals and revise the plans to address DSA review comments. Water and sewer treatment facilities are generally considered to be specialized, involving complex systems and multiple consultants, including hydrogeology, electrical engineering, structural engineering, drilling, and other specialized support services. QK provides lead project management and coordination, design, and construction support services.

Irene Moreno
Assistant Project Manager
Role: Assistant Project Manager

REFERENCES
City of Selma
Jerome Keene, MAS, AICP
Deputy City Manager
1710 Tucker Street, Selma, CA 93662
(559) 891-2200 ext. 2267
City of Fresno
Harlavpreet Brar, Licensed
Professional Engineer, Capital Projects
Department
2600 Fresno Street, Room 4016,
Fresno, CA 93721
(559) 621-8650
Clovis Unified School District
Denver Stairs, Assistant
Superintendent of Facilities Services
1450 Herndon Ave, Clovis, CA 93611
(559) 327-9265

AFFILIATIONS
Member, Clovis Chamber of
Commerce
President, Soroptimist International of
Clovis
Member, Soroptimist
Sierra Pacific Region Board Secretary,
Soroptimist International of the
America’s
(800) 955-7599 | QKinc.com 26
G. Other Information Requested
Litigation, Mediation, or Arbitration
QK has filed a claim against a subconsultant for designs errors on a Project Design for a Client. A trial date is currently scheduled in Kern County Case No. BCV-22-102417.

The subconsultant was the primary process designer and QK was the site engineer. Since QK was the prime, accordingly, the Client filed the claim against QK. QK has satisfied the claim to Client, the Client has released QK and assigned Client’s right to pursue the subconsultant. QK is pursuing subconsultant to reimburse that claim.

Current Business Relationships with the City of Chowchilla As demonstrated throughout this document, QK considers our relationship with the City to be strong.

Since 2016, Senior Planner Annalisa Perea, AICP has served as the City of Chowchilla’s contract City Planner. As City Planner, Annalisa serves as an extension of City staff and provides technical planning services to the City Planning Commission and City Council. Her essential ongoing duties and responsibilities include approximately 20 hours per week of front counter planning staff representation for the City’s Community Development Department. Additional tasks include:
• On-site public assistance at the Planning Counter
• Review of CEQA documents
• Processing of CUPs, Tentative Subdivision Maps, and Site Plan Reviews • Planning research
• Reports and updates to City Manager
Since 2022, QK has served as Contract City Engineer for the City of Chowchilla. Merced Branch Manager Spencer Supinger, PE has provided engineering services to the City for various municipal projects, including the award-winning Chowchilla Corporation Yard New Well, Tanks, Booster Pump Stations, and Pressure Sustaining Valves Project. Senior Land Surveyor Antonio Westerlund, PLS, CFedS serves as contract City Surveyor.

Additionally, members of the QK team have assisted Annalisa, Spencer, and Antonio with providing consultant services to the City as needed for various projects. Because of these current business relationships – there is no firm better positioned to help the City with projects under this on-call agreement.

QK is not aware of any personal relationships with any current City elected official, appointed official, City employee , or family member of any current City elected official, appointed official, or City employee.

Disciplinary Claims and Bankruptcy
QK has not filed for bankruptcy under any business name in the past five (5) years. QK has not had any claims or disciplinary actions taken against its company or an of QK’s key personnel with the past five (5) years. (800) 955-7599 | QKinc.com
MERCED
(209) 7230-2066
2816 Park Avenue
Merced, California 95348

BAKERSFIELD
(661) 616-2600
5080 California Avenue, Suite 220
Bakersfield, California 93309

PORTERVILLE
(559) 781-2700
150 West Morton Avenue
Porterville, California 93257
CLOVIS
(559) 449-2400
601 Pollasky Avenue, Suite 301
Clovis, California 93612

VISALIA - HEADQUARTERS
(559) 733-0440
901 East Main Street
Visalia, California 93292

HANFORD
(559) 582-1056
609 North Irwin Street
Hanford, California 93230
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