AGENDA
City Council Meeting Council Chamber, Chowchilla City Hall 130 S. 2nd Street, Chowchilla, CA 93610
Tuesday, March 25, 2025
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 $500 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: Jeff Troost
Council Members: Waseem Ahmed, Ray Barragan, John Chavez 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
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 March 25, 2025
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 4 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 March 11, 2025 Regular City Council Meeting Minutes (McClendon)
3.2 Consideration and Acceptance of the February 2025 Financials Report (Williams)
3.3 Consideration and Adoption of a City Council Resolution Declaring the Existence of a Public Nuisance by Virtue of Certain Weed Growth (Gaumnitz)
3.4 Consideration and Adoption of a City Council Resolution Accepting the Improvements and Authorizing Filing of the Notice of Completion for the Design/Build: Fire Station Expansion and Renovation Project, Phase 2 (Rogers) PUBLIC HEARINGS – Section 4
DEFERRED BUSINESS – Section 5
5.1 Consideration and Adoption of a City Council Resolution Awarding Contract for Emergency Services Communication Tower at Edward Ray Park and Authorizing the City Administrator or Designee to Execute Related Documents and Amending the 204/25 Fiscal Year Budget (Rogers)
NEW BUSINESS – Section 6
6.1 Consideration and Approval of a Minute Order Authorizing the City Administrator or Designee to Issue a Request for Proposals (RFP) and Execute all Implicated Documentation for Pre-Application and Application to the Federal Aviation Administration (FAA) for an Airport Improvement Program (AIP) Grant for the Runway Rehabilitation Project (Rogers)
6.2 Consideration of an Appointment to the Planning Commission (McClendon) ANNOUNCEMENTS – Section 7
APR 4 CHOWCHILLA FAIR DINNER
APR 8 CITY COUNCIL MEETING, COUNCIL CHAMBERS, 4PM
APR 12 CITY EASTER EGG-STRAVAGANZA EVENT
APR 16 PLANNING COMMISSION MEETING, COUNCIL CHAMBERS, 5PM City Council Meeting AGENDA March 25, 2025
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 2nd Street, Chowchilla, CA and made available for public review on this 20th day of March, 2025 at or before 5:00pm.
Joann McClendon, CMC, City Clerk
March 25, 2025 City Council Meeting – 4pm Open Session
ZOOM LOGIN INSTRUCTIONS
Use the following URL to start Zoom:
https://us06web.zoom.us/j/84012859138?pwd=x5WTZsmabvQMnCeAdwzOjIKSsbxLU5 .1
Passcode: 409 092
To participate by phone:
Dial 1-669-444-9171
Webinar ID: 840 1285 9138
Passcode: 409 092
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. 2nd Street, Chowchilla, CA 93610
Tuesday, March 11, 2025
Closed Session: 3:00 p.m. | Open Session: 4:00 p.m.
CALL TO ORDER/ROLL CALL
Mayor: Kelly Smith
Mayor Pro Tem: Jeff Troost
Council Members: Waseem Ahmed, Ray Barragan, John Chavez 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 Jaime Quintana, 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:
PUBLIC ADDRESS – CLOSED SESSION
None.
CLOSED SESSION – 3:04 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. CONFERENCE WITH LABOR NEGOTIATORS
Pursuant to Government Code Section 54957.6
Agency Designated Representatives: City Administrator Rod Pruett Employee Organizations: City Office Employees Association, Chowchilla Police Officer Association, City Employees Association, Mid Management/Confidential Association, and Unrepresented Employees
OPEN SESSION – 4:00 PM
CLOSED SESSION REPORT: No reportable action.
PLEDGE OF ALLEGIANCE
INVOCATION: Pastor Rick Pruitt
PRESENTATIONS/WORKSHOP - Section 1
1.1 Chowchilla Rotary Donation for Refurbishing Concession Stand at Ed Ray Park
PUBLIC ADDRESS
City Council Meeting MINUTES March 11, 2025
None.
COUNCIL AND STAFF VERBAL REPORTS – Section 2
2.1 COUNCIL VERBAL REPORTS
Legislative, Collaborative Agency, Ad Hoc
Council Member Ahmed attended a Madera County LAFCO meeting.
Mayor Pro Tem Troost attended the Rotary Crab Feed, the Citizens Advisory Committee at the Valley Air Board meeting.
Council Member Chavez also attended the Rotary Crab Feed.
Mayor Smith also attended the Rotary Crab Feed and the Chowchilla Task Force meeting.
2.2 STAFF VERBAL REPORTS
Community & Economic Development Director Quintana was introduced.
Police Chief Palmer went over departmental stats since the last council meeting. Juvenile at Ed Ray Park with firearm; another at Veterans Park with firearms as a result of proactive policing.
Unfortunately, we are seeing a lot of young people with guns and gangs recruiting them.
Fire Chief Gaumnitz updated council on February departmental stats.
Public works Director Rogers provide some clarification from our last meeting regarding undergrounding of utility lines for the new subdivision on Washington. Upon further review, we were able to verify that the developer and PG&E will be undergrounding the electrical facilities along the frontage of the subdivision and are about a month out from starting that work.
The Well 16 test well has continued development of the future well. Previous hydrology testing indicated that the well would be able to produce 1,200 gpm. Constant discharge testing now shows that it will be able to produce 1,700 gpm. Once development if the test well is completed, our contractor for the second phase, the permanent well, will start.
Finance Director Williams hired a Utility Billing Clerk, completed mid-year budget, had a meeting with prop 218 meeting with consultant.
Deputy Director of Recreation & Community Engagement Wisener since the last meeting there have been many updates to the City’s website, sponsorship outreach is underway for the summer events in the park. Easter event planning is in full swing, hosting the Kiddos Krafts at Ed Ray park building, facility improvements continue and plans to add an ice machine to the concession stand at the softball fields. All bands and movie licenses for the summer programs have been booked, the equipment rentals secured. She attended the latest Chowchilla Task Force meeting, and continuing to plan for the Easter Egg-straveganza and employee bbq.
City Clerk McClendon reminded Form 700 filers of the April 1 deadline.
City Administrator Pruett met with HSR over a more detailed cooperative agreement that is in review by our attorney; completed the HSR reimbursement agreement and MOU for the Fairmead project; Economic Development ad hoc met with HSR regarding potential frontage road along highway 152 to Road 16; currently in labor negotiations; attended the Chowchilla Community Task Force; SHE regarding Maple Meadows off of Washington near Defender who need to pull permits per their federal funding and plan to begin construction in May; continuing to work on CFD refunding of 2006 and a stand-alone CFD for Rancho Calera.
City Council Meeting MINUTES March 11, 2025
CONSENT CALENDAR – Section 3
3.1 Approval of the February 25, 2025 Regular City Council Meeting Minutes (McClendon)
3.2 Consideration and Acceptance of the February 2025 Check Register Report (Williams)
3.3 Consideration, Adoption and Waiving Second Reading of an Amendment to Chapter 18 - Zoning of the Chowchilla Municipal Code Relating to Text Amendment #24-0762 Housing Element HE – 2 (I) – Lower Income Opportunities and the Accompanied Notice of Exemption (Perea)
Motion by Council Member Barragan, Seconded by Council Member Ahmed to Approve the Consent Calendar as Presented. Motion passed by roll call vote.
PUBLIC HEARINGS – Section 4
4.1 Consideration and Adoption of a City Council Resolution Approving Adjustments to the Master Fee Schedule Related to Concealed Carry Weapon (CCW) Permit Fees (Williams)
Mayor Smith opened the public hearing at 4:27 p.m. No one came forward for or against the item.
Mayor Smith closed the public hearing at 4:28 p.m.
Motion by Council Member Barragan, Seconded by Council Member Ahmed City Council Resolution #14-25, Approving Adjustments to the Master Fee Schedule Related to Concealed Carry Weapon (CCW) Permit Fees. Motion passed by roll call vote.
DEFERRED BUSINESS – Section 5
5.1 Discussion and Request for Direction of the City of Chowchilla’s Former Library and Future Use of the Facility (Rogers)
The City Council directed staff to not send in the application and no renewal of MOU between the City and the Chowchilla Historic Society.
NEW BUSINESS – Section 6
6.1 Consideration and Adoption of a City Council Resolution Awarding the Contract for Emergency Services Communication Tower at Edward Ray Park to Howell Communications, Inc. in the Amount of $185,760.00, Authorizing the City Administrator or Designee to Execute Related Documents, and Amending the 2024/2025 Fiscal Year Budget (Rogers)
Spoke:
Michelle Talley
It was the consensus of the City Council to table the item to the next meeting ending staff seeking alternative locations.
6.2 Consideration and Adoption of a City Council Resolution Accepting and Entering into a New Freeway Agreement for the State Route 99/233 Chowchilla Multimodal City Council Meeting MINUTES March 11, 2025
Interchange Project that Replaces the Previous Agreement Between the County of Madera and the State of California Department of Transportation (Rogers) Spoke:
Mike Day
Motion by Mayor Pro Tem Troost, Seconded by Council Member Chavez to Approve City Council Resolution #16-25, Accepting and Entering into a New Freeway Agreement for the State Route 99/233 Chowchilla Multimodal Interchange Project that Replaces the Previous Agreement Between the County of Madera and the State of California Department of Transportation. Motion passed by roll call vote.
6.3 Presentation – Fiscal Year 2024/2025 Mid-Year Budget Review (Williams) ANNOUNCEMENTS – Section 7
MAR 15 LITTLE LEAGUE OPENING CEREMONIES, RC WISENER PARK MAR 19 PLANNING COMMISSION MEETING, COUNCIL CHAMBERS, 5PM MAR 22 CHOWCHILLA GIRLS SOFTBALL OPENING CEREMONIES, ED RAY PARK
ADJOURNMENT
Mayor Smith Adjourned the March 11, 2025 Regular City Council Meeting at 5:34 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: March 25, 2025
AGENDA SECTION: Consent
SUBJECT: Consideration of Monthly Financial Statements
PREPARED BY: Kerri Williams, Finance Director
ATTACHMENTS: February 2025 Budget vs Actual and Balance Sheet
REVIEWED BY
ADMINISTRATOR ☒ REVIEWED BYATTORNEY ☒ REVIEWED BY FINANCE ☒ RECOMMENDATION:
Approve the February 2025 Financial Statements shown in the attachment.
BACKGROUND:
Staff provides Council with monthly financial information as an ongoing financial status update.
REASON FOR RECOMMENDATION:
The monthly financial statements consist of a Budget vs Actual and a Balance Sheet for the General Fund. The Budget vs Actual shows the current Month (Period Activity) and current Year (Fiscal Activity) Revenues and Expenses by Department in summary form compared to the current year Original and Current budgets. The Balance Sheet shows the Assets, Liabilities and Fund Balance at the time the report is generated. This provides an overview of cash, amounts owed to the City, amounts the City owes and the fund balance at a specific point in time.
The financial statements are being presented as an overview of the City’s finances and are not meant to be a comprehensive in-depth review. As a reference to compare to the percent remaining column in the report, the percentage of the year remaining 33.33%.
If the percent remaining column for Revenues is higher than the above-mentioned percentage, that is an unfavorable variance and should be explained if significant. If the percent remaining column for Expenses is lower than the above-mentioned percentage, that is an unfavorable variance and should be explained if significant.
If there are questions regarding the actual amounts or budget vs actual variances, please forward your questions to me in enough time before the meeting for staff to research them.
FISCAL IMPACT:
Revenues
General Administration- Property tax and VLF, which are 2 of our biggest revenues, are only received 2 times a year in February and May, we have received our 1st distribution. It came in higher than what we originally budgeted, and was adjusted at Mid-year. We are teetered which means we do not have to worry about delinquencies, because the County pays us and goes after the delinquencies themselves. Sales tax payments run a couple months behind and we have yet to receive January’s payment. Sales tax is our 2nd largest revenue.
Police Department- Budgeted revenue is from school reimbursements for SRO service. Also, it has $1.3M Transfer-in from Measure N for the RIMS Software, recruitment and retention of employees, communications upgrade, recording system, and fleet/upfitting costs.
Fire Department- This revenue is for fines/penalties and fire inspection fees which is completed throughout the year
Community & Economic Development- This will fluctuate as building permits are pulled as of right now we have already received half of what we have budgeted for 24-25. We budgeted for the following projects like Rancho Calera, Solar Permits, 2 commercial facilities and various other projects within the City. So far, we have Self Help building their part of the Montgomery Farms lots. We still have other miscellaneous permits for other items that are happening as well. This also includes $23k of REAP 1.0 Funding.
Parks and Facilities- $31k of this is from a grant that we have requested reimbursements for, the project is now finished. There is a transfer in of $88k from DIF Fees to cover the Pickleball court. The rest is overhead allocations from the LLMD that happen at the end of the year.
Community Relations- Revenues are from sports program reimbursements, park pavilion rentals and donations.
Expenses
All departments expenses are within the normal range or better right now.
ALTERNATIVES:
Pull the item for further discussion.
ACTIONS FOLLOWING APPROVAL:
None.
3/11/2025 9:33:42 AM Page 1 of 3
Budget Report
Chowchilla, CA Group Summary
For Fiscal: 2024-2025 Period Ending: 02/28/2025
Fiscal
Activity
Variance
Favorable
(Unfavorable)
Period
Activity Account Typ…
Current
Total Budget
Original
Total Budget
Percent
Remaining
Dept: 1600 - General Administration
Revenue 10,268,367.00 10,268,367.00 17,324.11 4,237,839.14 -6,030,527.86 58.73% Expense 292,415.00 292,415.00 101,459.13 134,364.92 158,050.08 54.05% Dept: 1600 - General Administration Surplus (Deficit): 9,975,952.00 9,975,952.00 -84,135.02 4,103,474.22 -5,872,477.78 58.87% Dept: 1605 - City Council
Revenue 1,775.00 1,775.00 284.40 2,133.00 358.00 20.17% Expense 104,452.00 106,468.00 2,886.02 40,002.23 66,465.77 62.43% Dept: 1605 - City Council Surplus (Deficit): -102,677.00 -104,693.00 -2,601.62 -37,869.23 66,823.77 63.83% Dept: 1610 - City Clerk
Revenue 0.00 81.78 0.00 81.78 0.00 0.00%
Expense 347,984.00 347,984.00 16,364.85 212,152.32 135,831.68 39.03% Dept: 1610 - City Clerk Surplus (Deficit): -347,984.00 -347,902.22 -16,364.85 -212,070.54 135,831.68 39.04% Dept: 1615 - City Attorney
Expense 300,000.00 336,000.00 30,568.64 251,132.85 84,867.15 25.26% Dept: 1615 - City Attorney Total: 300,000.00 336,000.00 30,568.64 251,132.85 84,867.15 25.26% Dept: 1705 - General Services
Revenue 0.00 217.98 133.24 6,996.71 6,778.73 3,109.79%
Expense 2,068,037.00 2,068,037.00 24,650.89 1,192,711.87 875,325.13 42.33% Dept: 1705 - General Services Surplus (Deficit): -2,068,037.00 -2,067,819.02 -24,517.65 -1,185,715.16 882,103.86 42.66% Dept: 1710 - City Administration
Revenue 0.00 81.78 0.00 81.78 0.00 0.00%
Expense 456,792.00 456,792.00 21,293.49 192,567.63 264,224.37 57.84% Dept: 1710 - City Administration Surplus (Deficit): -456,792.00 -456,710.22 -21,293.49 -192,485.85 264,224.37 57.85% Dept: 1712 - City Property - Rents
Revenue 165,262.00 165,262.00 300.00 106,384.34 -58,877.66 35.63% Expense 53,395.00 53,395.00 215.00 22,661.98 30,733.02 57.56% Dept: 1712 - City Property - Rents Surplus (Deficit): 111,867.00 111,867.00 85.00 83,722.36 -28,144.64 25.16% Dept: 1720 - Finance Department
Revenue 19,348.00 19,724.00 295.00 5,081.90 -14,642.10 74.23% Expense 918,252.00 918,252.00 50,016.77 485,648.37 432,603.63 47.11% Dept: 1720 - Finance Department Surplus (Deficit): -898,904.00 -898,528.00 -49,721.77 -480,566.47 417,961.53 46.52% Dept: 2610 - Police Department
Revenue 1,691,430.00 1,883,723.21 11,118.48 346,455.36 -1,537,267.85 81.61% Expense 6,063,553.00 6,283,416.40 273,017.04 3,043,649.80 3,239,766.60 51.56% Dept: 2610 - Police Department Surplus (Deficit): -4,372,123.00 -4,399,693.19 -261,898.56 -2,697,194.44 1,702,498.75 38.70% Dept: 2705 - Fire Department
Revenue 5,500.00 5,549.04 0.00 4,821.91 -727.13 13.10%
Expense 393,380.00 394,628.77 14,903.26 187,120.32 207,508.45 52.58% Dept: 2705 - Fire Department Surplus (Deficit): -387,880.00 -389,079.73 -14,903.26 -182,298.41 206,781.32 53.15% Dept: 4705 - Community & Economic Development
Revenue 590,804.00 621,521.98 37,015.14 537,529.80 -83,992.18 13.51% Expense 1,173,295.00 1,203,795.00 36,844.92 525,984.16 677,810.84 56.31% Dept: 4705 - Community & Economic Development Surplus (Deficit): -582,491.00 -582,273.02 170.22 11,545.64 593,818.66 101.98% Dept: 6610 - Community Pool (OLD)
Revenue 1,500.00 1,717.98 0.00 1,610.98 -107.00 6.23%
Expense 25,504.00 25,504.00 0.00 12,279.92 13,224.08 51.85% Dept: 6610 - Community Pool (OLD) Surplus (Deficit): -24,004.00 -23,786.02 0.00 -10,668.94 13,117.08 55.15% Budget Report For Fiscal: 2024-2025 Period Ending: 02/28/2025 3/11/2025 9:33:42 AM Page 2 of 3
Fiscal
Activity
Variance
Favorable
(Unfavorable)
Period
Activity Account Typ…
Current
Total Budget
Original
Total Budget
Percent
Remaining
Dept: 6615 - Senior Services
Revenue 0.00 0.00 0.00 1,251.74 1,251.74 0.00%
Expense 43,560.00 58,560.00 30,045.00 35,659.79 22,900.21 39.11% Dept: 6615 - Senior Services Surplus (Deficit): -43,560.00 -58,560.00 -30,045.00 -34,408.05 24,151.95 41.24% Dept: 6620 - Parks & Facilities
Revenue 198,847.00 198,961.36 0.00 6,623.59 -192,337.77 96.67% Expense 885,598.00 885,598.00 36,806.70 357,078.81 528,519.19 59.68% Dept: 6620 - Parks & Facilities Surplus (Deficit): -686,751.00 -686,636.64 -36,806.70 -350,455.22 336,181.42 48.96% Dept: 6625 - Community Relations
Revenue 22,500.00 30,166.58 240.00 12,674.75 -17,491.83 57.98% Expense 238,224.00 259,739.00 22,849.72 160,406.45 99,332.55 38.24% Dept: 6625 - Community Relations Surplus (Deficit): -215,724.00 -229,572.42 -22,609.72 -147,731.70 81,840.72 35.65% Report Surplus (Deficit): -399,108.00 -493,434.48 -595,211.06 -1,583,854.64 -1,090,420.16 -220.99% Budget Report For Fiscal: 2024-2025 Period Ending: 02/28/2025 3/11/2025 9:33:42 AM Page 3 of 3
Fund Summary
Fiscal
Activity
Variance
Favorable
Fund (Unfavorable)
Period
Activity
Current
Total Budget
Original
Total Budget
100 - General Fund -399,108.00 -493,434.48 -595,211.06 -1,583,854.64 -1,090,420.16 Report Surplus (Deficit): -399,108.00 -493,434.48 -595,211.06 -1,583,854.64 -1,090,420.16 3/11/2025 8:22:35 AM Page 1 of 1
Balance Sheet
Chowchilla, CA Account Summary
As Of 02/28/2025
Account Name Balance
Fund: 100 - General Fund
Assets
100-0100-0201 Petty Cash 500.00
100-0100-0202 Pre-Paid Postage Account 890.05
100-0100-0206 Cash Drawer 1,700.00
100-0100-0219 Lease Receivable 93,823.58
100-0100-0221 A/R - Non Governmental 2,590.08
100-0100-0222 A/R - Intergovernmental 142,758.91
100-0100-0224 A/R MODULE ONLY RECEIVALBLES 145,800.13
100-0100-0226 Advance to Other Funds 389,382.82
100-0100-0227 Liens Receivables General Fund 139,804.62 100-0100-0230 Accounts Receivable-Utilities 102.17
100-0100-0291 Prepaid Expenses 15,041.25
100-0100-1900 Claim On Cash 9,317,228.48
Total Assets: 10,249,622.09 10,249,622.09
Liability
100-0200-0422 Bonds for Work-Refundable 1,500.00
100-0200-0480 Deferred Revenue 151,425.73
100-0200-0482 Unavailable Lease Revenue 50,823.48
100-0200-2901 Accounts Payable Pending 76,210.21
Total Liability: 279,959.42
Equity
100-0300-0601 Fund Balance 10,246,696.80
100-0300-0604 Reserve for Contingencies 910,223.00
100-0300-0605 Designated for Prepaid Items 239.50
100-0300-0611 Reserve for L/T A/R 389,382.82
100-0300-0615 SB1186 6,975.19
Total Beginning Equity: 11,553,517.31
Total Revenue 5,269,566.78
Total Expense 6,853,421.42
Revenues Over/Under Expenses -1,583,854.64
Total Liabilities, Equity and Current Surplus (Deficit): 10,249,622.09 Total Equity and Current Surplus (Deficit): 9,969,662.67
REPORT TO THE CITY COUNCIL
Item 3.3
CLICK HERE
TO RETURN TO
THE AGENDA
Meeting of: March 25, 2025
AGENDA SECTION: Consent Calendar
SUBJECT: Weed Abatement
PREPARED BY: Fred Gaumnitz, Fire Chief
ATTACHMENTS: Resolution and Time Line
REVIEWED BY
ADMINISTRATOR ☒ REVIEWED BYATTORNEY ☒ REVIEWED BY FINANCE ☒ RECOMMENDATION:
That the City Council approve a resolution declaring the existence of a public nuisance by virtue of certain weed growth.
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 gives Chowchilla and its neighbors a more appealing landscape. Community Pride is a City Council goal.
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. City Clerk to arrange for publication in local newspaper.
COUNCIL RESOLUTION # XX-25
A RESOLUTION OF THE CITY COUNCIL OF CITY OF CHOWCHILLA, CALIFORNIA
DECLARING THE EXISTENCE OF A PUBLIC NUISANCE BY VIRTUE OF CERTAIN WEED GROWTH
WHEREAS, the Chowchilla Municipal Code, Section 8.12, 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, may be declared to be a public nuisance by the city council, and may thereafter be abated as provided in this chapter; and WHEREAS, "Weeds," as used in this chapter, means and includes 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, 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 time frame prescribed, the City may choose to follow Chowchilla Municipal Code Section 8.12 lien process and/or seek Administrative fines per Ordinance 444-08.
NOW THEREFORE BE IT RESOLVED that the City Council of the City of Chowchilla hereby declares that certain weeds, as determined by the Code Enforcement Official, constitute that a public nuisance exists and the Exhibit “A” time line schedule for 2025 is attached.
PASSED AND ADOPTED by the City Council of the City of Chowchilla this 25th day of March, 2025 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
2025
3/25/2025 Council – Resolution per CMC Chapter 8.12 – Declaring Weeds a Public Nuisance
3/26/2025 Send Council Resolution to Newspaper for Advertising (Post on City social media site)
3/29/2025 Abatement Declaration Advertised for 1 week 3/29 thru 4/4 (Resolution needs to be submitted Wednesday before 10:00 am to be published in the following weeks newspaper) 3/31/2025 Begin creating list of potential properties in violation 4/7/2025 Owners of Record Notified by LETTERS VIA MAIL
4/9/2025 PUBLIC HEARING NOTICE APRIL 12th EDITION of MADERA
TRIBUNE
4/22/2025 Public Protest Hearing to Council – Authorization to Abate Weeds 5/9/20225 Property Owners to abate by May 9th – Cutoff date 5/12/2025 Non-Compliant PROPERTIES cited – Need to send out citations next day 5/13/2025 City Council to approve cost of bid from contractor if city purchase policy mandates.
5/14/2025 Coordinate ABATEMENT WITH CONTRACTOR
5/30/2025 PROPTERY ABATEMENT in progress to be complete by May 30th 6/2/2025 LIST OF ABATED PROPERTIES TO FINANCE FOR BILLING 6/16/2025 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 3.4
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TO RETURN TO
THE AGENDA
Meeting of: March 25, 2025
AGENDA SECTION: Consent
SUBJECT: Resolution Accepting the Improvements and Authorizing Filing of the Notice of Completion for the Design/Build: Fire Station Expansion and Renovation Project, Phase 2
PREPARED BY: Noel Azevedo, Administrative Analyst
APPROVED BY: Fred Gaumnitz, Fire Chief
PRESENTED BY: Jason Rogers, Director of Public Works
ATTACHMENTS: Resolution
REVIEWED BY
ADMINISTRATOR ☒ REVIEWED BYATTORNEY ☒ REVIEWED BY FINANCE ☒ RECOMMENDATION:
City Council adopt a resolution accepting the improvements and authorizing filing of the Notice of Completion for the Design/Build: Fire Station Expansion and Renovation Project, Phase 2.
BACKGROUND:
The City of Chowchilla recently requested proposals from qualified building contractors to design, expand and renovate the fire station located in Chowchilla, California. Phase 2 of this project included the addition of a lighted 1,500 square feet covered reloading area off the east end of the original bays, three bedrooms, one office converted from the current training/kitchen area, the upstairs walled off and finished, and the parking area expanded. When complete, the building should represent a finished structure and meet the requirements of an essential services building. As authorized by City Council, Staff advertised for bids and bids were opened in January 2023. The construction contract was awarded to Diede Construction, Inc. on March 14, 2023.
REASON FOR RECOMMENDATION:
The Contractor, Diede Construction, Inc., has completed the work required for the Project. The City’s Public Works Department has inspected the improvements required by the Project and all of the improvements have been completed. The City must accept the improvements and file the Notice of Completion in order to closeout the Project.
FISCAL IMPACT:
The Project is funded with Measure N. The approved construction contract was in the amount of $1,204,700, and City Council approved a total construction budget of $1,204,700 for all engineering, inspection and construction costs. The final construction cost for the Project was $1,202,420, or $2,280 under the approved construction budget. Tabulated below are the funding and costs related to the project.
Council Approved Budget
Description Cost
Construction $1,204,700
TOTAL $1,204,700
Project Costs
Work Description Final Closeout Cost
Construction/Maintenance $1,202,420
Total $1,202,420
Savings / (Deficit) from Approved Budget $2,280
Following closeout of the Project, funding for the project is as follows:
Funding Source Cost
Measure N $1,202,420
TOTAL $1,202,420
ALTERNATIVES:
None.
ACTIONS FOLLOWING APPROVAL:
1. Filing of Notice of Completion with Madera County Recorder.
2. Release retention in the amount of $60,121.00 to Diede Construction, Inc.
COUNCIL RESOLUTION NO # XX-25
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CHOWCHILLA, CALIFORNIA
ACCEPTING IMPROVEMENTS AND AUTHORIZING FILING OF THE NOTICE OF COMPLETION FOR THE DESIGN/BUILD: FIRE STATION EXPANSION AND RENOVATION PROJECT, PHASE 2 WHEREAS, Diede Construction, Inc., has completed the work for the Design/Build: Fire Station Expansion and Renovation Project, Phase 2; and
WHEREAS, the City’s Public Works Inspector has inspected the improvements required by the City and all improvements required by the City have been completed; and WHEREAS, the Fire Chief recommends acceptance of the Design/Build: Fire Station Expansion and Renovation Project and requests City Council to authorize the Director of Public Works to record the Notice of Completion for the Project.
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. City Council accepts the Construction/Maintenance: Fire Station Expansion and Renovation Project, Phase 2.
3. Authorization to record the Notice of Completion.
4. The Finance Department is authorized to release retention to Diede Construction, Inc.
5. This resolution is effective immediately upon adoption.
PASSED AND ADOPTED by the City Council of the City of Chowchilla this 25th day of March, 2025 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 5.1
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TO RETURN TO
THE AGENDA
Meeting of: March 25, 2025
AGENDA SECTION: Deferred Business
SUBJECT: Approval of a Resolution Awarding Contract for Emergency Services Communication Tower at Edward Ray Park to Howell Communications, Inc. in the amount of $185,760.00 and Authorizing the City Administrator or Designee to Execute Related Documents and Amending the Fiscal Year 2024/25 City Budget
PREPARED BY: Spencer Supinger, Contract City Engineer
APPROVED BY: Jason Rogers, Director of Public Works
ATTACHMENTS: Resolution
REVIEWED BY
ADMINISTRATOR ☒ REVIEWED BYATTORNEY ☒ REVIEWED BY FINANCE ☒ RECOMMENDATION:
Staff recommends that the City Council Adopt a resolution of the City Council of the City of Chowchilla awarding contract for the Emergency Services Communication Tower at Edward Ray Park in the amount of $185,760.00 and authorizing the City Administrator or designee to execute related documents on behalf of the City and amend the City of Chowchilla Fiscal Year (FY) 2024/25 Budget.
BACKGROUND:
In November 2024, the City Council provided direction to staff to move forward with the process to construct an emergency services communication tower at Edward Ray Park. City Council requested that a 100 ft monopole able to accommodate the city’s emergency services communication needs and up to two potential cell phone service carriers.
REASON FOR RECOMMENDATION:
The City opened bids for the Emergency Services Communication Tower at Edward Ray Park Project on January 28, 2025. The City received three (3) bids for the project as follows:
Contractor Base Bid
Howell Communications Inc. $185,760.00
Tashjian Towers Co. $218,827.00
LD Strobel Co., Inc. $293,375.00
Staff has reviewed the bid submitted by Howell Communications, Inc, along with information regarding their previous work experience. Based on review, Staff has determined the bid submitted is responsive and Howell Communications, Inc to be a responsible contractor. Staff recommends City Council award the contract, for the Emergency Services Communication Tower at Edward Ray Park Project, to Howell Communications, Inc.
At the March 11, 2025 meeting, Council directed staff to review the location of the tower and identify additional locations that would be able to meet the purpose of the emergency services communication tower. On March 12th, the City’s Police Department and Information Technology Department re-visited Edward Ray Park to review potential sites. A new location was selected approximately 350 feet south of the originally submitted side, near the third base foul line pole. Moving the tower to this location may incurred additional costs if additional conduit and wiring is needed. If Council chooses to move forward with this location, the original bid amount submitted by Howell Communications, Inc. will be awarded. If additional costs related to the additional cost and wiring results in a change order, staff will bring to council for review and approval.
FISCAL IMPACT:
The construction costs and available funding for the Project were not included in the Fiscal Year 2024/25 Budget and Capital Improvement Plan (CIP). As a result, the project requires the budgets be amended in order to fully fund the projects. As such, staff is requesting Council amend the budget and CIP as follows.
Amount
Construction Costs
Emergency Services Communication Tower $185,760.00
CM/Inspection $20,000.00
Contingency $18,000.00
Total Construction $223,760.00
Construction Funding
Measure N $223,760.00
Total Construction Funding $223,760.00
ALTERNATIVES:
1. City Council may reject all bids.
2. Re-advertise for bids based on the newly selected location.
3. City Council may elect to construct the tower at the originally selected site.
ACTIONS FOLLOWING APPROVAL:
1. Finance will amend the FY 24/25 City Budget
2. Execution of Contract, Pre-Construction Meeting and Notice to Proceed.
COUNCIL RESOLUTION # XX-25
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CHOWCHILLA, CALIFORNIA
AWARDING THE CONTRACT FOR EMERGENCY SERVICES COMMUNICATION TOWER AT EDWARD RAY PARK TO HOWELL COMMUNICATIONS, INC. IN THE AMOUNT OF $185,760.00
AND AUTHORIZING THE CITY ADMINISTRATOR OR DESIGNEE TO EXECUTE RELATED DOCUMENTS AND AMENDING THE FISCAL YEAR 2024/25 CITY BUDGET WHEREAS, the Invitation to Bid for the Emergency Services Communication Tower at Edward Ray Park Project (the “Project”) was published on January 14, 2025 and was sent electronically and mailed to all construction trade journals specified for the City by the California Uniform Construction Cost Accounting Commission in accordance with the City’s Formal Contract Procedures and California Public Contract Code Section 22037; and
WHEREAS, the following bids for the Project were received and publicly opened and read aloud at the Chowchilla City Hall on January 28, 2025 at 3:00 p.m.:
Contractor Base Bid
Howell Communications Inc. $185,760.00
Tashjian Towers Co. $218,827.00
LD Strobel Co., Inc. $293,375.00
WHEREAS, the City Engineer has determined the bid submitted by Howell Communications, Inc. to be responsive and Howell Communications, Inc. to be a responsible contractor; and WHEREAS, the City Engineer recommends the Project be awarded to Howell Communications, Inc.; and
WHEREAS, on June 25, 2024, the Chowchilla City Council adopted fiscal year 2024-2025 Operating and Capital Budget with Resolution #33-24; and WHEREAS, per Resolution #33-24, Item #5 and Item #6 states, authority to increase appropriations within a fund by an amount not to exceed $100,000 shall rest with the City Administrator and Authority to transfer appropriations between funds will be represented by resolutions duly approved by the City Council; and
WHEREAS, the budget transfers between funds and the budget amendment exceeds $100,000 and requires City Council approval; and
WHEREAS, Expenditure and transfer accounts will need to be amended within the Project budgets, and Measure N Fund budgets in the amount of $223,760.00 for the Project; and WHEREAS, An adequate fund balance is available in said Funds to allow for said increase of appropriations.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Chowchilla hereby finds, determines and declares the following:
1. The above recitals are true and correct.
2. The low bid submitted by Howell Communications, Inc. is responsive.
3. The construction contract for the Project is awarded to Howell Communications, Inc. in the amount of $185,760.00.
4. The City Administrator is authorized to execute the contract on behalf of the City of Chowchilla.
5. The Finance Director is authorized to make such other revisions, individual appropriation line-items, changes in summaries, fund totals, grand totals, and other portions of the budget document as necessary to reflect and implement the changes specified in this resolution including the following amendments:
a. Emergency Services Communication Tower at Edward Ray Park (PD-7) – Increase $223,760
b. Transfer Out Measure N – Increase $223,760
c. Create account for the Emergency Services Communication Tower at Edward Ray Park Project
6. This resolution is effective immediately upon adoption.
PASSED AND ADOPTED by the City Council of the City of Chowchilla this 25th day of March, 2025 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 6.1
CLICK HERE
TO RETURN TO
THE AGENDA
Meeting of: March 25, 2025
AGENDA SECTION: New Business
SUBJECT: Approval of a Minute Order Authorizing the City Administrator or Designee to Issue a Request for Proposals (RFP) and Execute all Implicated Documentation for Pre-Application and Application to the Federal Aviation Administration (FAA) for an Airport Improvement Program (AIP) Grant for the Runway Rehabilitation Project
APPROVED BY: Jason Rogers, Director of Public Works
ATTACHMENTS: None
REVIEWED BY
ADMINISTRATOR ☒ REVIEWED BYATTORNEY ☒ REVIEWED BY FINANCE ☒ RECOMMENDATION:
Staff recommends that the City Council authorize through minute order to advertise a RFP for the Runway Rehabilitation Project at the Municipal Airport and submit all documentation required for pre-application and application to the FAA for an AIP Grant.
BACKGROUND:
In July 2022, the City Council authorized the City Administrator or other authorized designee to execute all implicated documentation for pre-application, application, grants and amendments for the Chowchilla Municipal Airport, from either the FAA or the California Division of Aeronautics. Typically, the FAA grants cover 90% funding and require a 10% match. In order to assist with the match requirements, the State offers grants, which are 5% of the federal funding amount of eligible project cost. Grant applications are typically submitted in May and awarded in September/October.
REASON FOR RECOMMENDATION:
Our representative with the FAA San Francisco Airports District Office (ADO) recently contacted us and informed staff that the ADO anticipates having around $4,860,000 of Airport Infrastructure Grant (AIG) funding that can be used towards the City’s Runway Rehabilitation Project. The match requirement under this program is 5% versus the 10% typically required by FAA grants. These funds are part of the Infrastructure Investment and Jobs Act (IIJA) and Federal Fiscal Year 2026 is the final year to apply and receive funding under this program.
In order to be eligible for this funding, the FAA suggested that the City get bids for the project as soon as possible to submit a final application. Additionally, it was indicated that this is the best opportunity to fully fund the project as they anticipate not being able to fully allocate this project until 2029 at the earliest without these funds. As a result, staff recommends advertising a RFP to receive bids and submit a funding application to FAA for AIG funds.
FISCAL IMPACT:
Based on our Airport Engineer’s estimate, the estimated project cost is $5,000,000. With our annual FAA entitlements, AIG funding, State funding, and local match, there should be sufficient funding for the project.
The City’s match for this project is anticipated to be approximately $180,000 to $200,000. This is significantly lower than the nearly $500,000 match requirement under the traditional FAA grant program.
This match cost will not be accrued in the current fiscal year. If awarded, all grant revenue and expenses would occur in the FY 25/26 budget and allocated accordingly.
ALTERNATIVES:
City Council may elect to not advertise a RFP for the project and submittal of a funding application.
ACTIONS FOLLOWING APPROVAL:
1. Advertise the RFP.
2. Submit a funding application to the FAA.
REPORT TO THE CITY COUNCIL
Item 6.2
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TO RETURN TO
THE AGENDA
Meeting of: March 25, 2025
AGENDA SECTION: New Business
SUBJECT: Consideration of Commission/Committee Appointments – Planning Commission
PREPARED BY: Joann McClendon, City Clerk
ATTACHMENTS: Application (Due to privacy issues for the applicant, the application will not be published online; however, once appointed, the commissioner’s address and phone number become public record.)
REVIEWED BY
ADMINISTRATOR ☒ REVIEWED BYATTORNEY ☒ REVIEWED BY FINANCE ☒ RECOMMENDATION:
That the City Council appoint Michael Wallen to the Planning Commission.
BACKGROUND:
There is one vacancy on the Planning Commission due to a term expiring with no interest from the incumbent to serve another four years. The term for this vacancy expires on January 1, 2029.
The applicant being considered for appointment had originally applied for the Planning Commission at a time when there was only one vacancy. Tricia Placencia was chosen by the council to fill that vacancy at their January 14, 2025 meeting. The applicant was subsequently appointed to the Airport Advisory Committee, but still has an interest in becoming a Planning Commissioner. With this new vacancy the Council may appoint the applicant to the Planning Commission, as well. The Airport Advisory Committee only meets quarterly but the Planning Commission meets once a month on the third Wednesday.
Vacancy notices were posted at City Hall and on the City’s social media and weekly newsletters.
REASON FOR RECOMMENDATION:
It has proven difficult to fill vacancies on our boards, and Mr. Wallen’s interest in serving on the Planning Commission would fill a vacancy that may take months to fill. It is possible for someone to serve on more than one board as long as there is no conflict, which there isn’t any in this case.
FISCAL IMPACT:
There is no financial impact from these appointments as the members do not receive compensation.
ALTERNATIVES:
Do not appoint the applicant.
ACTIONS FOLLOWING APPROVAL:
Conduct the Oath of Office at the next Planning Commission meeting or any time before the next regularly scheduled meeting. Add them as a Form 700 filer through the FPPC.