AGENDA
City Council Meeting Council Chamber, Chowchilla City Hall 130 S. 2nd Street, Chowchilla, CA 93610
Tuesday, November 25, 2025
No Closed Session | 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.
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.
City Council Meeting MINUTES November 25, 2025
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 October 28, 2025 Regular City Council Meeting Minutes (McClendon)
3.2 Consideration and Acceptance of the October 2025 Check Register Report (Seeto)
3.3 Consideration and Acceptance of the October 2025 Financials Report (Seeto)
3.4 Consideration and Approval of the 2026 Citywide Calendar (McClendon)
3.5 Second Reading and Adoption of a City Council Ordinance Amending Municipal Code Section 5.08.030 – Exemptions for Certain Businesses and Occupations, to Provide a Business License Fee Exemption for Veteran and Active Duty Sole Proprietors (Wisener)
3.6 Consideration of the Master Agreement Between the Madera County Transportation Commission and the City of Chowchilla for the Fiscal Year 2024/25 Allocation of SB 125 Transit Program Funding and authorizing the City Administrator to execute the Master Agreement on behalf of the City. (McClendon)
PUBLIC HEARINGS – Section 4
DEFERRED BUSINESS – Section 5
NEW BUSINESS – Section 6
6.1 Consideration and Adoption of a City Council Resolution Awarding Contract for the HSIP (Cycle 11) Intersection Improvements Project to Zara Construction, Inc. and Authorizing the City Administrator or Designee to Execute Related Documents, and Amending the Fiscal Year 2025/26 Budget (Roman)
ANNOUNCEMENTS – Section 7
NOV 27-28 THANKSGIVING HOLIDAY, CITY OFFICES CLOSED
DEC 6 HOMETOWN CHRISTMAS PARADE & TREE LIGHTING, VETERANS PARK, 5:30PM DEC 9 CITY COUNCIL MEETING, COUNCIL CHAMBERS, 4PM
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 21st day of November, 2025 at or before 5:00 pm.
Joann McClendon, CMC, City Clerk
November 25, 2025 City Council Meeting | 4pm Open Session
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To participate by phone:
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Options to participate / view / listen to the meeting:
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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, October 28, 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, Public Works Director Jason Rogers, Community & Economic Development Director Denise Munoz, Finance Director Daniel Seeto, IT System Administrator Carlos Berrocal, City Clerk Joann McClendon, Deputy City Clerk Vanessa Galvez-Escobar CONSIDERATION OF APPROVAL OF AGENDA Additions and/or Deletions: None.
PUBLIC ADDRESS – CLOSED SESSION
None.
CLOSED SESSION – 3:06 PM
1. PUBLIC EMPLOYEE PERFORMANCE EVALUATION
Pursuant to Government Code Section 54957
Title: City Administrator
OPEN SESSION – 4:00 PM
CLOSED SESSION REPORT: No reportable action.
PLEDGE OF ALLEGIANCE
INVOCATION: Pastor Pruitt
PRESENTATIONS/WORKSHOP - Section 1
1. Proclamation: Veteran’s Day
PUBLIC ADDRESS
Dale Thomas addressed the city council regarding the MOU between the Historical Society and the City for the library.
COUNCIL AND STAFF VERBAL REPORTS – Section 2
1. COUNCIL VERBAL REPORTS
Legislative, Collaborative Agency, Ad Hoc
Mayor Pro Tem Troost reported, “I attended the Pregnancy Center Dinner, which is a wonderful program supporting individuals facing crisis pregnancies. Pastor Rick will be leading the organization next year, and I look forward to continuing a strong relationship with him and the center.”
Council Member Barragan reported attending the memorial service for Officer Barrantes noting “Pastor Rick’s message about community pride deeply resonated — it was truly moving to see how our community and first responders came together during such a difficult time. Pastor City Council Meeting MINUTES October 28, 2025
Walker and Pastor Logan both did a wonderful job during the service, and the candlelight ceremony was especially touching.”. In addition, Mr. Barragan attended the City’s Trunk-orTreat event, which he stated was a great success. There were a ton of kids and families in attendance. He stated Public Works did an excellent job with setup, and Stacy and her team ran the event flawlessly.
Council Member Ahmed reported attending the CALAFCO Conference in San Diego; the Madera County Transportation (MCTC) meeting where unmet transit needs were discussed and community members were encouraged to go online and share their input about transportation services in our area.
Mayor Smith reported attending the candlelight vigil for Officer Barrantes, another well-done and heartfelt event. he thanked Chief Palmer, for his leadership and to everyone who made it meaningful. On a lighter note, he congratulated our local golfer, Asterisk Talley, who recently signed with Stanford — the number one golf school in the nation. We’re incredibly proud of her accomplishment and wish her continued success.
2. STAFF VERBAL REPORTS
Police Chief Palmer reported the past two weeks, the Police Department has responded to 1,299 calls for service, conducted 575 proactive patrols, resulting in 21 misdemeanor and felony arrests and 11 citations issued. This past Saturday, officers responded to a shooting incident on South First Street, where a male subject was shot in the face. Fortunately, he is expected to recover. Within an hour of the incident, our officers had all four suspects in custody, along with the vehicle and firearms involved. Our city’s investment in license plate readers (LPRs) and camera systems continues to be an invaluable tool in solving and preventing crime. My message remains clear: if you choose a criminal lifestyle, Chowchilla is not the place for you.
We will use every available resource to keep our community safe.
Public Works Director Rogers (via Zoom):
Reported attending the memorial service for Officer Barrantes. Additionally, him and Rod met with Caltrans and Madera County Transportation Meeting (MCTC) staff to discuss the roundabout project. Caltrans plans to present to Council in November regarding potential cost savings and to request direction moving forward. At our last meeting, Mr. Rogers informed Council that Public Works had begun a trial traffic control effort at the Figarden intersection during the morning rush hour. After two weeks, they did not see an improvement and have halted that effort for now. We are exploring other alternatives, including potential restriping of the intersection, and will provide an update once cost estimates are available. They are also working closely with our engineers and the school district on this issue.
Community & Economic Development Director Munoz reported she is happy to announce that Madera Auto Center will be opening a new location in Chowchilla at 312 Prosperity Blvd., formerly Pacific Auto Center. Their grand opening is scheduled for January 2, 2026, and Rod will assist with coordinating a ribbon-cutting ceremony. Additionally, The Branch Deli, a sandwich shop affiliated with The Orchard Bar & Grill, is expected to have its soft opening this Saturday. I encourage everyone to stop by and show support.
Finance Director Seeto reported during my first few weeks, I’ve gone through a couple of payroll and accounts payable cycles, asked questions, and reviewed current processes to better understand daily operations. My next focus will be on preparing for the upcoming audit. Last week, I also attended orientation with the CSJVRMA (Central San Joaquin Valley Risk Management Authority), and I am now able to participate in board meetings to represent the City.
City Council Meeting MINUTES October 28, 2025
City Clerk McClendon reported this weekend and into next week will be a busy election period.
The Council Chambers will serve as a polling location and will be open Saturday through Tuesday as follows: Saturday–Monday: 8:00 a.m. – 5:00 p.m. Election Day (Tuesday): Open at 8:00 a.m. - 8:00 p.m.We will begin setup on Thursday to prepare all voting equipment and ensure everything runs smoothly.
City Administrator Pruett reported wanting to elaborate further on the meeting with Caltrans and MCTC regarding the roundabout projects. The main concern discussed was project cost escalation. Caltrans ’cost estimates have continued to increase substantially — in fact, the estimate has risen by approximately $5 million within just 60 days. Because of these increases, the grant funding originally anticipated may no longer cover the full cost of the project. As a result, we may need to consider reducing the project scope, which is why Caltrans plans to bring this item back before Council for discussion and direction. This will be an important decision for Council to make regarding how we want to proceed. We also continue to coordinate with our CFD (Community Facilities District) team, which is on tonight’s agenda, and are still working on aspects related to the Rancho Clara CFD that were previously presented. That includes finalizing details related to the service portion of that district. Mr. Pruett attended the funeral service for Officer Barrantes. As others have expressed, it was a very moving and wellorganized service. The turnout was incredible, and I want to commend Chief Palmer and the department for the thoughtful way everything was handled.
CONSENT CALENDAR – Section 3
3.1 Approval of the October 14, 2025 Regular City Council Meeting Minutes (McClendon)
3.2 Consideration and Acceptance of the September 2025 Financials Report (Seeto)
3.3 Consideration and Adoption of a City Council Resolution Authorizing the Annual Renewal for Grant Management Requirements, Submittal of Related Authorizations with California Department if Resources Recycling and Recovery, and Authorizing the City Administrator or Designee to Sign all Related Documents Thereto (Rogers)
3.4 Consideration and Acceptance of the Quarterly Fee Waiver (Seeto)
3.5 Consideration and Adoption of a City Council Resolution Authorizing the Recordation of Final Map #24-0112 for Rancho Calera Block 3 (Munoz)
3.6 Consideration and Adoption of a City Council Resolution Authorizing the Recordation of Final Map #23-0014 for Rancho Calera Block 4 (Munoz)
3.7 Consideration and Adoption of a City Council Resolution Authorizing the Recordation of Final Map #21-0010 for Rancho Calera Block 13 (Munoz) Motion by Mayor Pro Tem Troost, Seconded by Council Member Barragan to Approve the Consent Calendar as Presented. Motion passed unanimously by roll call vote.
PUBLIC HEARINGS – Section 4
4.1 A Public Hearing and Related Formation Proceedings in the Establishment of Community Facilities District No. 2025-2 (Replacement of CFD 2006-1), Including Consideration and Adoption of a City Council Resolution Establishing Community Facilities District No. 2025-2 (Replacement of CFD 2006-1) and Authorizing Related Actions; Consideration and Adoption of a City Council Resolution Declaring the Necessity to Incur Bonded Indebtedness of the City of Chowchilla Community Facilities District No. 2025-2 (Replacement of CFD 2006-1); and, Consideration and Adoption of a City Council Resolution Calling an Election for the Purpose of City Council Meeting MINUTES October 28, 2025
Submitting the Questions of the Levy of the Special Tax, the Incurrence of Bonded Indebtedness, and the Establishment of an Appropriations Limit to the Qualified Electors of City of Chowchilla Community Facilities District No. 2025-2 (Replacement of CFD 2006-1) (Pruett)
Mayor Smith opened the public hearing at 4:28 p.m. No one came forward for or against the item.
Mayor Smith closed the public hearing at 4:29 p.m.
Motion by Mayor Pro Tem Troost, Seconded by Council Member Chavez to Approve City Council Resolution # 87-25, Establishing Community Facilities District No. 2025-2 (Replacement of CFD 2006-1) and Authorizing Related Actions; and,
Motion by Council Member Ahmed, Seconded by Council Member Chavez to Approve City Council Resolution # 88-25, Declaring the Necessity to Incur Bonded Indebtedness of the City of Chowchilla Community Facilities District No. 2025-2 (Replacement of CFD 2006-1); and, Motion by Council Member Ahmed, Seconded by Council Member Barragan, to Approve City Council Resolution # 89-25, Calling an Election for the Purpose of Submitting the Questions of the Levy of the Special Tax, the Incurrence of Bonded Indebtedness, and the Establishment of an Appropriations Limit to the Qualified Electors of City of Chowchilla Community Facilities District No. 2025-2 (Replacement of CFD 2006-1). Motion passed unanimously by roll call vote.
4.2 Introduction and First Reading of an Ordinance Amending Municipal Code Section
5.08.030 – Exemption for Certain Business and Occupations, to Provide a Business License Fee Exemption for Veteran and Active Duty Sole Proprietors (Wisener) Motion by Council Member Chavez, Seconded by Council Member Ahmed to Approve the Introduction and First Reading of an Ordinance Amending Municipal Code Section 5.08.030 – Exemption for Certain Business and Occupations, to Provide a Business License Fee Exemption for Veteran and Active Duty Sole Proprietors. Motion passed unanimously by roll call vote.
DEFERRED BUSINESS – Section 5
5.1 Consideration and Adoption of a City Council Resolution Considering a Request for Allocation from the City Council Contingency Fund Application to Support the Chowchilla Union High School Class of 2027 (Wisener)
Motion by Council Member Barragan, Seconded by Mayor Pro Tem Troost to Approve City Council Resolution # 90-25, Considering a Request for Allocation from the City Council Contingency Fund Application to Support the Chowchilla Union High School Class of 2027.
Motion passed with Council Member Chavez voting “no”.
NEW BUSINESS – Section 6
6.1 Consideration and Adoption of a City Council Resolution Awarding Contract for the CMAQ: Pedestrian Improvements Project to Don Berry Construction, Inc. and Authorizing the City Administrator or Designee to Execute Related Documents (Rogers)
Motion by Council Member Ahmed, Seconded by Mayor Pro Tem Troost to Approve City Council Resolution # 91-25, Awarding Contract for the CMAQ: Pedestrian Improvements Project to Don Berry Construction, Inc. and Authorizing the City Administrator or Designee to Execute Related Documents. motion passed unanimously by roll call vote.
6.2 Consideration and Adoption of a City Council Resolution Awarding the Contract for Samsara SCADA Replacement to Telstar Instruments, Inc. and Authorizing the City City Council Meeting MINUTES October 28, 2025
Administrator or Designee to Execute Related Documents and Amending the Fiscal Year 2025/26 City Budget (Rogers)
Motion by Mayor Pro Tem Troost, Seconded by Council Member Ahmed to Approve City Council Resolution # 92-25, Awarding the Contract for Samsara SCADA Replacement to Telstar Instruments, Inc. and Authorizing the City Administrator or Designee to Execute Related Documents and Amending the Fiscal Year 2025/26 City Budget. Motion passed unanimously by roll call vote.
ANNOUNCEMENTS – Section 7
NOV 11 VETERANS DAY, CITY OFFICES CLOSED
NOV 19 PLANNING COMMISSION MEETING, COUNCIL CHAMBERS, 5PM NOV 27-28 THANKSGIVING HOLIDAY, CITY OFFICES CLOSED
NOV 25 CITY COUNCIL MEETING, COUNCIL CHAMBERS, 4PM
ADJOURNMENT
Mayor Smith Adjourned the October 28, 2025 Regular City Council Meeting at 4:52 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: November 25, 2025
AGENDA SECTION: Consent
SUBJECT: Information Regarding Monthly Invoice Payments PREPARED BY: Daniel Seeto, 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 October 2025.
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.
11/19/2025 12:49:50 PM Page 1 of 5
Bank Transaction Report
Chowchilla, CA Transaction Detail
Issued Date Range: 10/01/2025 - 10/31/2025
Cleared Date Range: -
ClearedDate Number Description Module Status Amount Type IssuedDateBank Account: 200650906 - General Tricounties Bank 10/01/2025 70364 Patrick T. Dewall Accounts Payable Outstanding Check -38,525.0010/01/2025 70365 CA State Disbursement Unit Accounts Payable Outstanding Check -1,415.0610/01/2025 70366 Chowchilla City Police Officers Association Accounts Payable Outstanding Check -1,247.0010/01/2025 70367 Void Check Accounts Payable Voided Check 0.0010/01/2025 70368 Chowchilla Employees Assn. Accounts Payable Outstanding Check -240.0010/01/2025 70369 Chowchilla Mid-Management Accounts Payable Outstanding Check -132.0010/01/2025 70370 Chowchilla Office Accounts Payable Outstanding Check -136.0010/01/2025 70371 Fitness Peak Accounts Payable Outstanding Check -70.0010/01/2025 70372 Franchise Tax Board- Tax Accounts Payable Outstanding Check -450.0010/01/2025 70373 U.S. Bank (PARS) Accounts Payable Outstanding Check -323.0210/06/2025 70374 AT & T CALNET Accounts Payable Outstanding Check -856.1710/06/2025 70375 Blue Shield of California Accounts Payable Outstanding Check -82,066.2910/06/2025 70376 Complete Paperless Solutions, LLC Accounts Payable Outstanding Check -8,851.0010/06/2025 70377 Division of State Architect Accounts Payable Outstanding Check -272.0010/06/2025 70378 Doosan Bobcat North America, Inc Accounts Payable Outstanding Check -9,460.9910/06/2025 70379 Electrical Power Systems, Inc. Accounts Payable Outstanding Check -1,960.0010/06/2025 70380 Grover Landscape Services Inc. Accounts Payable Outstanding Check -3,085.0010/06/2025 70381 Howell Communications Inc. Accounts Payable Outstanding Check -65,000.0010/06/2025 70382 Ingraham Trophies Accounts Payable Outstanding Check -33.9310/06/2025 70383 L.N. Curtis & Sons Accounts Payable Outstanding Check -87.9810/06/2025 70384 Lozano Smith, LLP Accounts Payable Outstanding Check -15,158.0110/06/2025 70385 Madera Tribune Accounts Payable Outstanding Check -767.0010/06/2025 70386 Mid Valley Disposal Inc. Accounts Payable Outstanding Check -138,410.2210/06/2025 70387 Occupational Health Centers of California Accounts Payable Outstanding Check -992.0010/06/2025 70388 Pacific Plan Review Inc Accounts Payable Outstanding Check -945.0010/06/2025 70389 Price Paige & Company CPA's LLP Accounts Payable Outstanding Check -3,601.0010/06/2025 70390 Principal Life Insurance Company Accounts Payable Outstanding Check -8,080.7210/06/2025 70391 Quad Knopf, Inc. Accounts Payable Outstanding Check -103,383.6610/06/2025 70392 Void Check Accounts Payable Voided Check 0.0010/06/2025 70393 Rain for Rent Accounts Payable Outstanding Check -1,994.1810/06/2025 70394 Rod Pruett Accounts Payable Outstanding Check -215.0010/06/2025 70395 Self Help Enterprises Accounts Payable Outstanding Check -416.0110/06/2025 70396 Superior Pool Products, LLC Accounts Payable Outstanding Check -1,790.9910/06/2025 70397 T-Mobile USA Inc Accounts Payable Outstanding Check -346.8510/06/2025 70398 Townsend Public Affairs, Inc. Accounts Payable Outstanding Check -4,500.0010/06/2025 70399 US BANK (CAL-CARD) Accounts Payable Outstanding Check -13,901.38 Bank Transaction Report Issued Date Range: -
11/19/2025 12:49:50 PM Page 2 of 5
ClearedDate Number Description Module Status Amount Type IssuedDate
10/06/2025 70400 US Post Office Accounts Payable Outstanding Check -3,107.2110/06/2025 70401 Vulcan Materials Company Accounts Payable Outstanding Check -3,256.6310/06/2025 70402 W.M. Lyles Co. Accounts Payable Outstanding Check -13,277.2010/16/2025 70403 A & R Refrigeration Inc. Accounts Payable Outstanding Check -1,513.8210/16/2025 70404 AFLAC Accounts Payable Outstanding Check -792.8810/16/2025 70405 Airespring Inc Accounts Payable Outstanding Check -556.8010/16/2025 70406 American Fidelity Assurance (Flex) Accounts Payable Outstanding Check -274.9910/16/2025 70407 Aqua Natural Solutions Accounts Payable Outstanding Check -781.9110/16/2025 70408 AT & T Accounts Payable Outstanding Check -106.2910/16/2025 70409 AutoZone Parts, Inc Accounts Payable Outstanding Check -41.9910/16/2025 70410 Badger Meter Inc. Accounts Payable Outstanding Check -1,281.1510/16/2025 70411 Baker Supplies and Repairs Accounts Payable Outstanding Check -76.1310/16/2025 70412 Big Creek Lumber Company Accounts Payable Outstanding Check -65.8610/16/2025 70413 BSK Associates Accounts Payable Outstanding Check -596.0010/16/2025 70414 Business Telecommunication Systems LLC Accounts Payable Outstanding Check -926.2510/16/2025 70415 Cal Valley Construction, Inc. Accounts Payable Outstanding Check -134,101.0510/16/2025 70416 Chowchilla Auto Ag & Industrial Accounts Payable Outstanding Check -14.0810/16/2025 70417 Comcast Accounts Payable Outstanding Check -43.2010/16/2025 70418 DATCO Services Coporation Accounts Payable Outstanding Check -65.7010/16/2025 70419 Enterprise Fleet Management, Inc Accounts Payable Outstanding Check -15,077.4210/16/2025 70420 Farmers Hardware Accounts Payable Outstanding Check -294.9610/16/2025 70421 Fastenal Company Accounts Payable Outstanding Check -97.2410/16/2025 70422 Grover Landscape Services Inc. Accounts Payable Outstanding Check -7,790.9210/16/2025 70423 Haaker Equipment Company Accounts Payable Outstanding Check -1,372.6210/16/2025 70424 Healthwise Services, LLC Accounts Payable Outstanding Check -410.2710/16/2025 70425 Home Depot Credit Services Accounts Payable Outstanding Check -4,667.7310/16/2025 70426 Void Check Accounts Payable Voided Check 0.0010/16/2025 70427 Insurance and Benefits Trust of the Peace Officers ResearchAccounts Payable Outstanding Check -4,419.4510/16/2025 70428 JMP Office Technologies Accounts Payable Outstanding Check -56.1910/16/2025 70429 Mace Pest Control Accounts Payable Outstanding Check -550.0010/16/2025 70430 Madera Tribune Accounts Payable Outstanding Check -546.0010/16/2025 70431 Mid Valley Disposal Inc. Accounts Payable Outstanding Check -3,600.7310/16/2025 70432 Navia Benefit Solutions Accounts Payable Outstanding Check -325.0010/16/2025 70432 Navia Benefit Solutions Reversal Accounts Payable Outstanding Check Reversal 325.0010/16/2025 70433 NBS Accounts Payable Outstanding Check -3,756.3110/16/2025 70434 ODP Business Solutions, LLC Accounts Payable Outstanding Check -107.3010/16/2025 70435 O'Reilly Auto Parts Accounts Payable Outstanding Check -607.8310/16/2025 70436 PACE Supply Corp Accounts Payable Outstanding Check -1,668.2910/16/2025 70437 Pacific Gas & Electric Reversal Accounts Payable Outstanding Check Reversal 4,512.5710/16/2025 70437 Pacific Gas & Electric Accounts Payable Outstanding Check -4,512.5710/16/2025 70438 Precision Civil Engineering, Inc. Accounts Payable Outstanding Check -600.0010/16/2025 70439 ProClean Supply Accounts Payable Outstanding Check -961.7710/16/2025 70440 Prudential Overall Supply Accounts Payable Outstanding Check -212.21 Bank Transaction Report Issued Date Range: -
11/19/2025 12:49:50 PM Page 3 of 5
ClearedDate Number Description Module Status Amount Type IssuedDate
10/16/2025 70441 Quad Knopf, Inc. Accounts Payable Outstanding Check -44,373.4410/16/2025 70442 R & H Wholesale Supply, Inc Accounts Payable Outstanding Check -110.6310/16/2025 70443 Railworks Track Systems LLC Accounts Payable Outstanding Check -215.0010/16/2025 70444 Rain for Rent Accounts Payable Outstanding Check -6,534.2710/16/2025 70445 S & W Auto Parts Inc. Accounts Payable Outstanding Check -425.7310/16/2025 70446 Samsara Inc. Accounts Payable Outstanding Check -379.9310/16/2025 70447 Southern Tire Mart LLC Accounts Payable Outstanding Check -2,415.9610/16/2025 70448 Specialized Utility Services Program Accounts Payable Outstanding Check -9,150.7510/16/2025 70449 Sunbelt Rentals Inc. Accounts Payable Outstanding Check -295.8410/16/2025 70450 Superior Pool Products, LLC Accounts Payable Outstanding Check -1,770.9910/16/2025 70451 U.S. Security Supply, Inc. Accounts Payable Outstanding Check -219.1210/16/2025 70452 US BANK (CAL-CARD) Accounts Payable Outstanding Check -7,686.6710/16/2025 70453 USA BlueBook Accounts Payable Outstanding Check -608.3710/16/2025 70454 Van De Pol Petroleum Accounts Payable Outstanding Check -7,904.2310/16/2025 70455 Vulcan Materials Company Accounts Payable Outstanding Check -524.1710/16/2025 70456 CA State Disbursement Unit Accounts Payable Outstanding Check -1,415.0610/16/2025 70457 Chowchilla City Police Officers Association Accounts Payable Outstanding Check -1,204.0010/16/2025 70458 Void Check Accounts Payable Voided Check 0.0010/16/2025 70459 Chowchilla Employees Assn. Accounts Payable Outstanding Check -240.0010/16/2025 70460 Chowchilla Mid-Management Accounts Payable Outstanding Check -132.0010/16/2025 70461 Chowchilla Office Accounts Payable Outstanding Check -136.0010/16/2025 70462 Fitness Peak Accounts Payable Outstanding Check -70.0010/16/2025 70463 Franchise Tax Board- Tax Accounts Payable Outstanding Check -450.0010/16/2025 70464 U.S. Bank (PARS) Accounts Payable Outstanding Check -172.6410/27/2025 70465 Marisela Cervantes Utility Billing Outstanding Check -245.5110/27/2025 70466 A & R Refrigeration Inc. Accounts Payable Outstanding Check -210.7710/27/2025 70467 Aqua Natural Solutions Accounts Payable Outstanding Check -401.8310/27/2025 70468 AT & T Accounts Payable Outstanding Check -106.2910/27/2025 70469 AutoZone Parts, Inc Accounts Payable Outstanding Check -108.3310/27/2025 70470 BSK Associates Accounts Payable Outstanding Check -89.3810/27/2025 70471 CivicPlus, LLC Accounts Payable Outstanding Check -1,041.8610/27/2025 70472 CMG Solar Panel Cleaning Accounts Payable Outstanding Check -8,607.1010/27/2025 70473 Comcast Accounts Payable Outstanding Check -1.1210/27/2025 70474 Comcast Accounts Payable Outstanding Check -245.1610/27/2025 70475 Cook's Communication Corp Accounts Payable Outstanding Check -1,024.4010/27/2025 70476 Cornerstone Structural Engineering Group, Inc. Accounts Payable Outstanding Check -2,663.3210/27/2025 70477 Crazy Ant Pest Control Inc Accounts Payable Outstanding Check -94.0010/27/2025 70478 Creative Copy Accounts Payable Outstanding Check -378.8810/27/2025 70479 Department of Justice/Acc B/A Accounts Payable Outstanding Check -280.0010/27/2025 70480 Eric Cisneros Accounts Payable Outstanding Check -5.8410/27/2025 70481 Farmers Hardware Accounts Payable Outstanding Check -11.7110/27/2025 70482 Lexipol LLC Accounts Payable Outstanding Check -2,813.2110/27/2025 70483 Madera Co Auditor/Controller Accounts Payable Outstanding Check -10,832.54 Bank Transaction Report Issued Date Range: -
11/19/2025 12:49:50 PM Page 4 of 5
ClearedDate Number Description Module Status Amount Type IssuedDate
10/27/2025 70484 Madera Tribune Accounts Payable Outstanding Check -97.5010/27/2025 70485 Madera Uniform & Accessories, LLC Accounts Payable Outstanding Check -1,158.3110/27/2025 70486 Mid Valley Disposal Inc. Accounts Payable Outstanding Check -146,064.3010/27/2025 70487 NBS Accounts Payable Outstanding Check -5,690.7310/27/2025 70488 ODP Business Solutions, LLC Accounts Payable Outstanding Check -1,045.8010/27/2025 70489 O'Reilly Auto Parts Accounts Payable Outstanding Check -290.5810/27/2025 70490 PACE Supply Corp Accounts Payable Outstanding Check -436.3910/27/2025 70491 Pacific Plan Review Inc Accounts Payable Outstanding Check -4,900.6910/27/2025 70492 PacWest Construction Company Accounts Payable Outstanding Check -16,500.0010/27/2025 70493 PARS Accounts Payable Outstanding Check -507.2910/27/2025 70494 Prestige Custom Glass Accounts Payable Outstanding Check -6,542.1210/27/2025 70495 Quad Knopf, Inc. Accounts Payable Outstanding Check -92,007.9210/27/2025 70496 Void Check Accounts Payable Voided Check 0.0010/27/2025 70497 R.L. Hastings & Associates LLC Accounts Payable Outstanding Check -7,000.0010/27/2025 70498 Rain for Rent Accounts Payable Outstanding Check -2,327.8610/27/2025 70499 S & W Auto Parts Inc. Accounts Payable Outstanding Check -9.8910/27/2025 70500 Southern Tire Mart LLC Accounts Payable Outstanding Check -852.1410/27/2025 70501 Stericycle, Inc. Accounts Payable Outstanding Check -162.0610/27/2025 70502 Steves Chevrolet of Chowchilla, LLC Accounts Payable Outstanding Check -82.8910/27/2025 70503 T & T Pavement Markings & Products Inc. Accounts Payable Outstanding Check -34,990.0010/27/2025 70504 Turner's Towing Accounts Payable Outstanding Check -256.0010/27/2025 70505 Tyler Technologies, Inc. Accounts Payable Outstanding Check -13,882.7510/27/2025 70506 US Bank Accounts Payable Outstanding Check -1,600.0010/27/2025 70507 US BANK (CAL-CARD) Accounts Payable Outstanding Check -2,138.2110/27/2025 70508 Van De Pol Petroleum Accounts Payable Outstanding Check -2,525.2210/27/2025 70509 West Coast Arborists Inc. Accounts Payable Outstanding Check -113,125.0010/27/2025 70510 Kimberly Allen Utility Billing Outstanding Check -1,218.9810/30/2025 70511 CA State Disbursement Unit Accounts Payable Outstanding Check -263.5310/30/2025 70512 Franchise Tax Board- Tax Accounts Payable Outstanding Check -450.0010/30/2025 70513 U.S. Bank (PARS) Accounts Payable Outstanding Check -197.30 Bank Account 200650906 Total: (152) -1,288,309.35
Bank Account: 200695379 - Payroll-Tri Counties
10/03/2025 685 685 Payroll Outstanding Check -284.4010/03/2025 10/01/2025 686 686 Payroll Cleared Check 0.0010/03/2025 687 687 Payroll Outstanding Check -210.6110/03/2025 688 688 Payroll Outstanding Check -194.0510/03/2025 689 689 Payroll Outstanding Check -284.4010/17/2025 690 690 Payroll Outstanding Check -3,891.54 Bank Account 200695379 Total: (6) -4,865.00
Report Total: (158) -1,293,174.35
Bank Transaction Report Issued Date Range: -
11/19/2025 12:49:50 PM Page 5 of 5
Summary
Bank Account Count Amount
200650906 General Tricounties Bank 152 -1,288,309.35200695379 Payroll-Tri Counties 6 -4,865.00 Report Total: 158 -1,293,174.35
Cash Account Count Amount
**No Cash Account** 6 0.00
999 999-0100-0215 Cash In Bank 147 -1,288,309.35999 999-0100-0216 Cash In Bank (Payroll) 5 -4,865.00 Report Total: 158 -1,293,174.35
Transaction Type Count Amount
Check 156 -1,298,011.92Check Reversal 2 4,837.57
Report Total: 158 -1,293,174.35
REPORT TO THE CITY COUNCIL
Item 3.3
CLICK HERE
TO RETURN TO
THE AGENDA
Meeting of: November 25, 2025
AGENDA SECTION: Consent
SUBJECT: Consideration of Monthly Financial Statements
PREPARED BY: Daniel Seeto, Finance Director
ATTACHMENTS: October 2025 Budget vs Actual and Balance Sheet
REVIEWED BY
ADMINISTRATOR ☒ REVIEWED BYATTORNEY ☒ REVIEWED BY FINANCE ☒ RECOMMENDATION:
Approve the October 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 is 66.67%.
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 yet to receive a distribution. 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 August’s payment. Sales tax is our 2nd largest revenue.
Police Department- Budgeted revenue is from school reimbursements for SRO service, which we have received. Also, it has $700k Transfer-in from Measure N for the RIMS Software, recruitment and retention of employees, communications upgrade, evidence storage 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. We budgeted for the following projects like Rancho Calera, Solar Permits and various other projects within the City. We still have other miscellaneous permits for other items that are happening as well.
Parks and Facilities- The revenues are for 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
General Services- Budgeted expenses are more than usual as of right now due to the Pension Obligation Bond Transfer out.
Police Department- Budgeted expenses are more than usual as of right now due to the Pension Obligation Bond Transfer out.
Fire Department- Budgeted expenses are more than usual as of right now due to the payment to the volunteer firefighters.
Community Relations- Budgeted expenses are more than usual as of right now due to the purchase of Archive Social Subscription and Enclosed Trailer.
ALTERNATIVES:
Pull the item for further discussion.
ACTIONS FOLLOWING APPROVAL:
None.
11/12/2025 7:59:18 AM Page 1 of 3
Budget Report
Chowchilla, CA Group Summary
For Fiscal: 2025-2026 Period Ending: 10/31/2025
Fiscal
Activity
Variance
Favorable
(Unfavorable)
Period
Activity Account Typ…
Current
Total Budget
Original
Total Budget
Percent
Remaining
Dept: 1600 - General Administration
Revenue 10,697,699.00 10,697,699.00 290,506.57 934,791.19 -9,762,907.81 91.26% Expense 427,896.00 427,896.00 3,952.21 33,418.94 394,477.06 92.19% Dept: 1600 - General Administration Surplus (Deficit): 10,269,803.00 10,269,803.00 286,554.36 901,372.25 -9,368,430.75 91.22% Dept: 1605 - City Council
Revenue 3,500.00 3,500.00 0.00 995.40 -2,504.60 71.56%
Expense 121,911.00 121,911.00 1,580.07 12,868.50 109,042.50 89.44% Dept: 1605 - City Council Surplus (Deficit): -118,411.00 -118,411.00 -1,580.07 -11,873.10 106,537.90 89.97% Dept: 1610 - City Clerk
Expense 291,900.00 291,900.00 18,633.10 130,493.76 161,406.24 55.30% Dept: 1610 - City Clerk Total: 291,900.00 291,900.00 18,633.10 130,493.76 161,406.24 55.30% Dept: 1615 - City Attorney
Expense 275,000.00 275,000.00 0.00 14,388.14 260,611.86 94.77% Dept: 1615 - City Attorney Total: 275,000.00 275,000.00 0.00 14,388.14 260,611.86 94.77% Dept: 1705 - General Services
Revenue 0.00 0.00 0.00 226.50 226.50 0.00%
Expense 2,247,814.00 2,263,984.00 51,959.70 856,358.85 1,407,625.15 62.17% Dept: 1705 - General Services Surplus (Deficit): -2,247,814.00 -2,263,984.00 -51,959.70 -856,132.35 1,407,851.65 62.18% Dept: 1710 - City Administration
Expense 456,703.00 456,703.00 24,335.25 121,921.26 334,781.74 73.30% Dept: 1710 - City Administration Total: 456,703.00 456,703.00 24,335.25 121,921.26 334,781.74 73.30% Dept: 1712 - City Property - Rents
Revenue 162,846.00 162,846.00 8,327.54 70,918.82 -91,927.18 56.45% Expense 53,445.00 53,445.00 382.28 18,301.16 35,143.84 65.76% Dept: 1712 - City Property - Rents Surplus (Deficit): 109,401.00 109,401.00 7,945.26 52,617.66 -56,783.34 51.90% Dept: 1720 - Finance Department
Revenue 8,200.00 8,200.00 255.50 2,335.00 -5,865.00 71.52% Expense 977,847.00 977,847.00 82,940.66 326,348.69 651,498.31 66.63% Dept: 1720 - Finance Department Surplus (Deficit): -969,647.00 -969,647.00 -82,685.16 -324,013.69 645,633.31 66.58% Dept: 2610 - Police Department
Revenue 1,049,432.00 1,112,826.00 11,196.72 240,265.03 -872,560.97 78.41% Expense 5,224,437.00 5,596,619.00 338,256.98 2,181,598.43 3,415,020.57 61.02% Dept: 2610 - Police Department Surplus (Deficit): -4,175,005.00 -4,483,793.00 -327,060.26 -1,941,333.40 2,542,459.60 56.70% Dept: 2615 - Police - Mad Net
Revenue 193,300.00 193,300.00 0.00 0.00 -193,300.00 100.00% Expense 303,692.00 303,692.00 0.00 0.00 303,692.00 100.00% Dept: 2615 - Police - Mad Net Surplus (Deficit): -110,392.00 -110,392.00 0.00 0.00 110,392.00 100.00% Dept: 2705 - Fire Department
Revenue 5,500.00 14,224.00 550.00 10,105.33 -4,118.67 28.96% Expense 517,716.00 528,798.00 29,048.02 184,821.30 343,976.70 65.05% Dept: 2705 - Fire Department Surplus (Deficit): -512,216.00 -514,574.00 -28,498.02 -174,715.97 339,858.03 66.05% Dept: 4705 - Community & Economic Development
Revenue 739,134.00 739,134.00 32,160.59 325,414.69 -413,719.31 55.97% Expense 1,180,198.00 1,170,198.00 64,803.67 326,660.84 843,537.16 72.08% Dept: 4705 - Community & Economic Development Surplus (Deficit): -441,064.00 -431,064.00 -32,643.08 -1,246.15 429,817.85 99.71% Dept: 6610 - Community Pool (OLD)
Revenue 2,000.00 3,600.00 0.00 3,628.00 28.00 0.78%
Expense 24,956.00 24,956.00 0.00 15,793.59 9,162.41 36.71% Budget Report For Fiscal: 2025-2026 Period Ending: 10/31/2025 11/12/2025 7:59:18 AM Page 2 of 3
Fiscal
Activity
Variance
Favorable
(Unfavorable)
Period
Activity Account Typ…
Current
Total Budget
Original
Total Budget
Percent
Remaining
Dept: 6610 - Community Pool (OLD) Surplus (Deficit): -22,956.00 -21,356.00 0.00 -12,165.59 9,190.41 43.03% Dept: 6615 - Senior Services
Expense 47,902.00 50,902.00 2,478.29 5,663.88 45,238.12 88.87% Dept: 6615 - Senior Services Total: 47,902.00 50,902.00 2,478.29 5,663.88 45,238.12 88.87% Dept: 6620 - Parks & Facilities
Revenue 79,597.00 79,597.00 0.00 20,226.50 -59,370.50 74.59% Expense 1,337,779.00 1,423,863.00 49,579.72 344,466.96 1,079,396.04 75.81% Dept: 6620 - Parks & Facilities Surplus (Deficit): -1,258,182.00 -1,344,266.00 -49,579.72 -324,240.46 1,020,025.54 75.88% Dept: 6625 - Community Relations
Revenue 24,408.00 24,408.00 190.00 2,055.20 -22,352.80 91.58% Expense 276,435.00 296,275.00 18,052.61 124,307.41 171,967.59 58.04% Dept: 6625 - Community Relations Surplus (Deficit): -252,027.00 -271,867.00 -17,862.61 -122,252.21 149,614.79 55.03% Report Surplus (Deficit): -800,015.00 -1,224,655.00 -342,815.64 -3,086,450.05 -1,861,795.05 -152.03% Budget Report For Fiscal: 2025-2026 Period Ending: 10/31/2025 11/12/2025 7:59:18 AM Page 3 of 3
Fund Summary
Fiscal
Activity
Variance
Favorable
Fund (Unfavorable)
Period
Activity
Current
Total Budget
Original
Total Budget
100 - General Fund -800,015.00 -1,224,655.00 -342,815.64 -3,086,450.05 -1,861,795.05 Report Surplus (Deficit): -800,015.00 -1,224,655.00 -342,815.64 -3,086,450.05 -1,861,795.05 11/12/2025 8:03:23 AM Page 1 of 1
Balance Sheet
Chowchilla, CA Account Summary
As Of 10/31/2025
Account Name Balance
Fund: 100 - General Fund
Assets
100-0100-0201 Petty Cash 500.00
100-0100-0202 Pre-Paid Postage Account 1,586.78
100-0100-0206 Cash Drawer 1,700.00
100-0100-0219 Lease Receivable 93,823.58
100-0100-0224 A/R MODULE ONLY RECEIVALBLES 200,103.24
100-0100-0226 Advance to Other Funds 389,382.82
100-0100-0227 Liens Receivables General Fund 164,973.68 100-0100-0229 A/R Business License -28.00
100-0100-0230 Accounts Receivable-Utilities 66.50
100-0100-0244 Deposit for Sec. 125 1,278.90
100-0100-0291 Prepaid Expenses 13,362.75
100-0100-1900 Claim On Cash 7,262,319.90
Total Assets: 8,129,070.15 8,129,070.15
Liability
100-0200-0422 Bonds for Work-Refundable 2,000.00
100-0200-0480 Deferred Revenue 171,554.67
100-0200-0482 Unavailable Lease Revenue 50,823.48
100-0200-0499 Payroll Correction -46.83
100-0200-2901 Accounts Payable Pending 133,885.56
Total Liability: 358,216.88
Equity
100-0300-0601 Fund Balance 9,550,482.81
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: 10,857,303.32
Total Revenue 1,610,961.66
Total Expense 4,697,411.71
Revenues Over/Under Expenses -3,086,450.05
Total Liabilities, Equity and Current Surplus (Deficit): 8,129,070.15 Total Equity and Current Surplus (Deficit): 7,770,853.27
REPORT TO THE CITY COUNCIL
Item 3.4
CLICK HERE
TO RETURN TO
THE AGENDA
Meeting of: November 25, 2025
AGENDA SECTION: Consent
SUBJECT: Approving the 2026 Citywide Calendar
PREPARED BY: Joann McClendon, City Clerk
ATTACHMENTS: 2026 Council, Committee and Commission Meeting Calendar
REVIEWED BY
ADMINISTRATOR ☒ REVIEWED BYATTORNEY ☒ REVIEWED BY FINANCE ☒ RECOMMENDATION:
Staff recommends that the City Council review, amend, if needed, and approve the 2026 City Council Meeting Calendar.
BACKGROUND:
The proposed 2026 Citywide Calendar shows the regularly scheduled City Council, Planning Commission, and Airport Advisory Committee meetings for the year. It also reflects pay dates and holidays observed by the City.
REASON FOR RECOMMENDATION:
To establish the 2026 calendar year meeting schedules, providing a guide for employees to schedule other events accordingly.
FISCAL IMPACT:
There is no financial impact.
S M T W T F S S M T W T F S S M T W T F S
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S M T W T F S S M T W T F S S M T W T F S
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31 S M T W T F S S M T W T F S S M T W T F S
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S M T W T F S S M T W T F S S M T W T F S
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# CITY COUNCIL # HOLIDAY/OFFICES CLOSED
# PLANNING # PAYDAY
# AIRPORT
Meeting Calendar 2026
July August September
October November December
January February March
April May June
REPORT TO THE CITY COUNCIL
Item 3.5
CLICK HERE
TO RETURN TO
THE AGENDA
Meeting of: November 25, 2025
AGENDA SECTION: Consent
SUBJECT: Second Reading and Adoption of an Ordinance Amending Municipal Code Section 5.08.030 – Exemptions for Certain Business and Occupations, to Provide a Business License Fee Exemption for Veteran and Active Duty Sole Proprietors
PREPARED BY: Stacy Wisener, Director of Recreation and Community Engagement ATTACHMENTS: Proposed Ordinance amending Section 5.08.030 Business License Exemptions
REVIEWED BY
ADMINISTRATOR ☒ REVIEWED BYATTORNEY ☒ REVIEWED BY FINANCE ☒ RECOMMENDATION:
That the City Council adopt and waive the second reading of an ordinance amending Section 50.8.030 – Exemptions for certain business and occupations, providing a business license fee exemption for veteran and active duty sole proprietors.
BACKGROUND:
Section 5.08.030(C) of the Chowchilla Municipal Code currently reads as follows: “If the applicant is an honorably discharged or released soldier, sailor or marine of the United States, who has served in any Indian War, the Spanish-American War, any Philippine Insurrection, in the Chinese Relief Expedition, in World War One or World War Two, who is physically unable to earn a livelihood by manual labor, and who is a qualified elector of the state; provided that such applicant shall produce evidence of such discharge, his physical disability and his qualifications as an elector.” This language is outdated and overly restrictive, limiting the exemption to specific historic wars and to veterans who are physically unable to work. It excludes veterans who served during peacetime and does not reflect the City’s current values of supporting all veterans and active duty service members.
The proposed ordinance removes this obsolete language and replaces it with a modern provision granting a business license fee exemption to any individual who is an active duty service member or a veteran honorably discharged or retired from the United States Armed Forces. The update simplifies eligibility, eliminates the physical disability requirement, and ensures the exemption applies to all qualified veterans regardless of the era in which they served.
The proposed ordinance removes outdated references to specific wars. It replaces them with a modern exemption for honorably discharged or retired veterans and active duty service members who operate as sole proprietors. The exemption does not extend to partnerships, corporations, or limited liability companies.
The amendment was introduced to the City Council at their October 28, 2025 meeting.
REASON FOR RECOMMENDATION:
The amendment achieves three goals:
1. It modernizes the City Code by removing references to specific conflicts.
2. It provides a straightforward exemption that applies to all qualifying veteran and active duty sole proprietors.
3. It establishes a simple verification step that staff can administer through standard documents such as a DD 214 or military identification.
The change affects fees only. All other licensing requirements remain in place. Staff will update internal procedures and templates to include a checkbox that allows an applicant to indicate qualifying status and to upload or present documentation.
FISCAL IMPACT:
Minimal. The number of affected license holders is expected to be small. Any reduction in business license revenue is not likely to affect the General Fund materially. The number of affected license holders is expected to be small, as the exemption applies only to sole proprietors.
ALTERNATIVES:
• Provide direction for revisions and continue the item. • Limit the exemption to veterans only or to active duty only.
ACTIONS FOLLOWING APPROVAL:
The exemption will take effect 30 days after adoption of the ordinance. 1 ORDINANCE # XXX-25
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF CHOWCHILLA, CALIFORNIA, AMENDING SECTION 5.08.030 - EXEMPTIONS FOR CERTAIN BUSINESS AND
OCCUPATIONS, TO PROVIDE A BUSINESS LICENSE FEE EXEMPTION FOR VETERAN
AND ACTIVE DUTY SOLE PROPRIETORS
WHEREAS, the City of Chowchilla desires to recognize the service of United States Armed Forces veterans and active duty service members; and WHEREAS, Section 5.08.030 of the Chowchilla Municipal Code currently provides exemptions tied to specific wars; and
WHEREAS, the City Council finds that limiting exemptions to service during certain wars is outdated and does not reflect the City’s intent to support all veterans and active duty service members; and
WHEREAS, the City Council wishes to amend Section 5.08.030 to align with the City of Clovis and other jurisdictions that provide business license fee exemptions for all veterans and active duty service members.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF CHOWCHILLA DOES ORDAIN AS FOLLOWS:
SECTION 1. Section 5.08.030 of the Chowchilla Municipal Code is hereby amended to read as follows:
5.08.030 Exemptions by ordinance.
The City Council may, by ordinance, exempt certain persons, businesses, or activities from the license requirements or fees.
Veterans and Active Duty Exemption.
Any applicant who is an active-duty service member, or a veteran honorably discharged or retired from the United States Armed Forces, and who operates as a sole proprietor, shall be exempt from payment of City business license fees. The exemption shall not apply to partnerships, corporations, limited liability companies, or other business entities.
Verification of qualifying status shall be provided by documentation acceptable to the City, such as a DD-214, military identification card, or equivalent. This amendment removes outdated references to specific historic wars and replaces them with a general exemption applicable to all qualified veterans and active duty service members.
SECTION 2.
This ordinance supersedes and replaces any prior language in Section 5.08.030 or elsewhere in the Municipal Code that limits business license exemptions to veterans of specific wars or that requires a physical disability as a condition of eligibility.
SECTION 3. EFFECTIVE DATE. This ordinance shall take effect thirty (30) days after adoption.
2 INTRODUCED at a regular City Council meeting on the 28th day of October, 2025.
PASSED AND ADOPTED by the City Council of the City of Chowchilla, this 26th day of November, 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 3.6
CLICK HERE
TO RETURN TO
THE AGENDA
Meeting of: November 25, 2025
AGENDA SECTION: Consent
SUBJECT: Consideration of the Master Agreement Between the Madera County Transportation Commission and the City of Chowchilla for the Fiscal Year 2024/25 Allocation of SB 125 Transit Program Funding and authorizing the City Administrator to execute the Master Agreement on behalf of the City
PREPARED BY: Christine Chavez, Senior Transit Planner, QK ATTACHMENTS: Master Agreement between the Madera County Transportation Commission and the City of Chowchilla for the Fiscal Year 2024/25 Allocation of SB 125 Transit Program Funding.
REVIEWED BY
ADMINISTRATOR ☒ REVIEWED BYATTORNEY ☒ REVIEWED BY FINANCE ☒ RECOMMENDATION:
Staff recommends that the City Council authorize the City Manager to sign the Master Agreement between the Madera County Transportation Commission and the City of Chowchilla for the Fiscal Year 2024/25 Allocation of SB 125 Transit Program Funding.
BACKGROUND:
State Senate Bill 125 (Chapter 54, Statutes of 2023) provides guidelines for the distribution of $4 billion through the Transit and Intercity Rail Capital Program (TIRCP), on a population-based formula to Regional Transportation Planning Agencies (RTPA’s) in California. RTPA’s, will have the flexibility to use the money to fund transit operations or capital improvements. The transportation budget trailer bill also establishes the $1.1 billion Zero-Emission Transit Capital Program (ZETCP) to be allocated to RTPA’s on a populationbased formula and another formula based on revenues to fund zero-emission transit equipment and operations for FY 23-24 through FY 27-28.
As the RTPA, Madera County Transportation Commission (MCTC) will be responsible for administering the funds and grant reporting processes. An agreement has been drafted between MCTC and the City of Chowchilla documenting the requirements of both parties based on the Grant award and the distribution of the funds, pursuant to the California State Transportation Agency. A copy of the Draft Agreement is attached.
The Madera County Transportation Commission Policy Board Approved SB 125 Transit Program Project list on November 29, 2023. The City of Chowchilla was approved for an allocation of $1,706,075 for the City of Chowchilla Transit Electrification and Modernization, which collectively includes funding for: 1.the purchase of electric buses (2 vehicles); 2. design, purchase and installation of electric chargers, and 3. A contactless Mobile Payment Solution. The City of Chowchilla acknowledges that the total funds available to MCTC for the SB125 Transit Program may be impacted and possibly reduced by CalSTA as a result of the State’s final budgets.
The first allocation amount for Fiscal Year 2024-2025 received by MCTC was only for TIRCP funding programmed. This results in a shortfall of all ZETCP funding for the County. This is the first year Chowchilla is receiving an allocation, and the start of the implementation of the City of Chowchilla Transit Electrification and Modernization.
Because the City of Chowchilla is being allocated only TIRCP funding for the year, and it is unknown when or if additional ZETCP funds will be received, it was recommended that the City move forward with a portion of the project to design, purchase, and install 2 dual dispenser level 3 chargers. The projects are interchangeable between sources, and the outcome of designing and purchasing chargers will be more beneficial to the City in the case no additional funds become available. This modification will revise the City’s allocation as follows:
There are no ZETCP funds available to the City of Chowchilla at this time. The amount of funding being made available to the City of Chowchilla is $671,000 of TIRCP funding which covers the first phase costs of the electric charging infrastructure. With this funding a portion of the design, purchase and installation of 2 dual dispenser level 3 chargers project. This year’s TRICP allocation of $671,000 is the full amount to be received by the City of Chowchilla. ZETCP funding availability in the future will be used for the installation and commissioning of the chargers (phase 2) as well as the purchase of 2 electric cutaway buses or vans.
REASON FOR RECOMMENDATION:
Approval of this project will begin the process of electrifying and modernizing City of Chowchilla’s transit fleet.
Project Title Project Detail Fund Source FY 23-24 FY 24-25 FY 25-26 FY 26-27 Design, Purchase and Install 2 dual
dispenser level 3 chargers ZETCP $ 895,350
Purchase 2 Electric cutaway buses or vans TIRCP $ 671,000 Update the on-board ability for fare
payment via mobile/contactless payment
options TIRCP $139,725
City of Chowchilla SB 125 projects (Original)
City of Chowchilla
Transit Electrification
and Modernization
Total Chowchilla funding to be received: $1,706,075
Capital
Project Title Project Detail Fund Source FY 23-24 FY 24-25 FY 25-26 FY 26-27 Design, Purchase and Install 2 dual
dispenser level 3 chargers (phase 1) TIRCP $ 671,000
Design, Purchase and Install 2 dual
dispenser level 3 chargers (phase 2) ZETCP $ 224,350
Purchase 2 Electric cutaway buses or vans ZETCP $ 671,000 Update the on-board ability for fare
payment via mobile/contactless payment
options TIRCP $139,725
City of Chowchilla SB 125 projects (Revised)
Total Chowchilla funding to be received: $1,706,075
City of Chowchilla
Transit Electrification
and Modernization
Capital
FISCAL IMPACT:
Forfeiture of this funding may result in the loss of future funding availability for this project. It is unknown if additional allocations of funding will be available for the remaining portion of the project(s). If funding is unavailable for remaining portions of the project, the work completed can be used for electrification of City fleet and other grant funding agencies such as CALSTART funding may be available to fund the equipment and buses.
ALTERNATIVES:
Reduce the amount of funding made available for this project and let MCTC distribute the funds to another Madera County agency.
ACTIONS FOLLOWING APPROVAL:
The Master Agreement will be circulated for signatures and contracted on-call engineering firms will provide the engineering/design services.
1 MASTER AGREEMENT BETWEEN THE
MADERA COUNTY TRANSPORTATION COMMISSION
AND THE CITY OF CHOWCHILLA
FOR THE FISCAL YEAR 2024/25 (YEAR 2) ALLOCATION OF SB 125 TRANSIT PROGRAM FUNDING This agreement is made on_____________, by and between the City of Chowchilla, a public agency, hereinafter referred to as “Agency”, and the Madera County Transportation Commission, hereinafter referred to as “MCTC”.
WHEREAS, Assembly Bill (AB) 102 (Chapter 38, Statutes of 2023) and Senate Bill (SB) 125 (Chapter 54, Statutes of 2023) amended the Budget Act of 2023 to appropriate $4,000,000,000 of General Fund to the Transit and Intercity Rail Program (TIRCP) over the next two fiscal years as well as $910,000,000 of Greenhouse Gas Reduction (GGRF) funding and $190,000,000 of Public Transportation Account (PTA) funding over the next four fiscal years to establish the ZeroEmission Transit Capital Program (ZETCP) to fund transformative capital improvements intended to modernize California’s intercity rail, transit, commuter and ferry systems, hereinafter referred to as the “SB 125 Transit Program”; and
WHEREAS, according to a population-based formula and another formula based on transit operator revenues within the jurisdiction, the Madera County region is estimated to receive $18,811,248 of SB 125 Transit Program funds; and
WHEREAS, MCTC is the state-designated Regional Transportation Planning Agency for Madera County; and
WHEREAS, as defined in Section 13987(j) of the Government Code, the Madera County Transportation Commission as the Madera County region’s Regional Transportation Planning Agency is an eligible funding recipient and may receive and distribute SB 125 Transit Program funds to eligible public agencies for projects approved by the California State Transportation Agency (CalSTA) in the Madera County region; and
WHEREAS, MCTC will distribute SB 125 Transit Program funds to eligible public agencies under its regional jurisdiction; and
WHEREAS, on the 29th day of November 2023, the MCTC Policy Board approved a project list for the SB 125 Transit Program Funds by Resolution 23-13 to be submitted for final approval by CalSTA as described in Exhibit A; and
WHEREAS, on the 8th day of July 2024, CalSTA approved projects for Madera County as described in Exhibit B; and
WHEREAS, in accordance with SB 125 Transit Program guidelines, MCTC has requested the Madera County Auditor-Controller to establish a dedicated bank account for the SB 125 Transit Program funds and such a separate account has been established. 2 SB 125 Transit Program Fund Allocation Agreement
WHEREAS, the MCTC will track the receipt and utilization of the SB 125 Transit Program funds separately, and record interest earned (or other investment income earned) on each fund source separately. The interest or investment earnings must also be spent on approved eligible projects within each program and will be accounted for when MCTC submits its required Annual Reports to CalSTA; and
WHEREAS, if it is contemplated by the MCTC and/or the Agency that funding between approved projects be reprioritized (including the addition or deletion of a project from the approved project list), an Updated Project List shall be submitted to the MCTC Policy Board for approval, and if approved, the Updated Project List shall be submitted to CalSTA for approval and said approval obtained before funding is allocated to projects in the Updated Project List in accordance with SB 125 Transit Program guidelines.
NOW, THEREFORE, in consideration of the mutual covenants contained herein, THE PARTIES HERETO AGREE AS FOLLOWS:
A. MCTC agrees to allocate funds paid by CalSTA under the SB 125 Transit Program only for projects as approved by the MCTC Policy Board and CalSTA.
B. The Agency agrees to use SB 125 Transit Program funds for approved project(s) described in Exhibit B.
C. The Agency agrees to encumber and expend monies consistent with state law and ensure that GGRF monies are utilized consistent with the expenditure record submitted by CalSTA and required by SB 1018. A determination that uses of GGRF monies is not consistent with the expenditure record and does not further the purposes of AB 32 may occur during legal proceedings or during an audit or program review conducted by the Bureau of State Audits, Department of Finance, a third-party auditor, or CARB. Depending on the outcome of those proceedings or review, the Agency may be required to return monies to the State if expenditures are not consistent with the statutory requirements (such as not furthering the purposes of AB 32).
D. The Agency acknowledges and agrees that total funds available to MCTC for the SB 125 Transit Program may be impacted and possibly reduced by CalSTA as a result of the State’s final FY 2024/2025 budget agreement.
1. ADMINISTRATIVE POLICIES
A. The Agency agrees to submit a SB 125 Transit Program Project report to MCTC every 6 months documenting the activities and progress made toward implementation of the projects and operating expenditures, which includes total SB 125 expenditures to date and total amount remaining, for all projects listed in 3 SB 125 Transit Program Fund Allocation Agreement
Exhibit B. Consistent with California Air Resources Board’s (CARB) Funding Guidelines, the Agency is required to report on job co-benefits, in addition to all other reporting requirements, if the Agency receives funding associated with the ZETCP. If accessing funding from the ZETCP, the Agency may also be required to submit reporting information related to greenhouse gas reductions and priority population benefits in accordance with the CARB’s Funding Guidelines.
Recordkeeping and reporting requirements will apply throughout the life of the project(s).
B. As a condition of ongoing disbursement of requested SB 125 Transit Program funds, the MCTC will submit to CalSTA an Annual Report documenting the activities and progress made toward implementation of the projects and operating expenditures.
C. The Agency agrees to document and publicize the TIRCP and ZETCP in proper context when developing press releases and board documents, or in hosting public events such as project groundbreakings. References should be made to TIRCP, ZETCP, the California State Transportation Agency as the program sponsor, and the state programs as fund sources, as applicable, in order to ensure transparency regarding the funding of the projects.
D. The MCTC agrees to disburse funds to the Agency in an expeditious manner and not infringe on the local decision-making processes that determined the specific projects proposed for funding.
E. The Agency may spend SB 125 Transit Program funds in any order relative to other state, federal, and local funds.
2. ACCOUNTING SYSTEM
Agency, its contractors and subcontractors, shall establish and maintain an accounting system and records that properly accumulate and segregate expenditures by line item.
The accounting system of Agency, its contractors and all subcontractors shall conform to Generally Accepted Accounting Principles (GAAP), enable the determination of incurred costs at interim points of completion, and provide support for reporting requirements.
3. RIGHT TO AUDIT
For the purpose of verifying that funds paid hereunder are properly accounted for and proceeds are expended in accordance with the terms of this agreement and the SB 125 Transit Program guidelines, the Agency, its contractors and subcontractors each agree to grant CalSTA and/or the MCTC auditors access to the Agency’s books, documents, papers, accounting records, and other evidence pertaining to the performance of such contracts, including but not limited to, the costs of administering those various contracts. Audits and on-site monitoring can take place at any time at the discretion of CalSTA, without prior warning given to the Agency. CalSTA has the right to audit the project records, 4 SB 125 Transit Program Fund Allocation Agreement
including technical and financial data of the Agency, and any consultant or subconsultants at any time after award, during the course of the project and for three years from the date of the final closeout of the project, therefore all project records shall be maintained and made available at the time of request.
4. TRAVEL AND SUBSISTENCE
Payments to contractors and subcontractors for travel and subsistence expenses of Agency forces and/or its contractors or subcontractors, claimed for reimbursement or applied as local match credit, shall not exceed rates authorized to be paid exempt nonrepresented State employees under current State of California Department of Human Resources (CalHR) rules. If the rates invoiced are in excess of those authorized CalHR rates, then the Agency is responsible for the cost difference and any overpayments shall be reimbursed to the MCTC on demand.
5. PROJECT COMPLETION
The Agency shall submit a final delivery report, summarizing total project costs and milestonesfor completed capital projects, to provide notification of the completion of the project and confirmation of its placement into service. The Agency shall include before and after photos of the project, for each project within sixty (60) days of completion.
6. GOVERNING LAWS
This Agreement shall be construed and enforced according to the laws of the State of California, and the parties hereby agree that the County of Madera shall be the proper venue for any dispute arising hereunder.
7. CONFLICT OF INTEREST
Agency warrants that it presently has no interest and shall not acquire any interest during the term of this Agreement, which would directly or indirectly conflict in any manner or to any degree with its full and complete performance of all services under this Agreement.
8. CONSTRUCTION OF AGREEMENT
The parties agree that each party has fully participated in the review and revision of this Agreement and that any rule of construction to the effect that ambiguities are to be resolved against the drafting party shall not apply in the interpretation of this Agreement or any exhibit or amendment. To that end, it is understood and agreed that this Agreement has been arrived at through negotiation, and that neither party is to be deemed the party which prepared this Agreement within the meaning of Civil Code Section 1654. Section and paragraph headings appearing herein are for convenience only and shall not be used to interpret the terms of this Agreement.
9. WAIVER
Any waiver of any term or condition hereof must be in writing. No such waiver shall be construed as a waiver of any other term or condition herein. 5 SB 125 Transit Program Fund Allocation Agreement
10. SUCCESSORS AND ASSIGNS
This Agreement and all rights, privileges, duties and obligations hereunder, to the extent assignable or delegable, shall be binding upon and inure to the benefit of the parties and their respective successors, permitted assigns and heirs.
11. TIME IS OF THE ESSENCE
Although in accordance with SB 125 Transit Program guidelines, there is no deadline for the expenditure of funds once received by the MCTC, the parties mutually acknowledge and agree that time is of the essence with respect to every provision hereof in which time is an element. The Agency shall make every effort to ensure consistent progress and timely completion of the project(s) for which it has received SB 125 Transit Program funds.
If the Agency does not initiate activity or make any expenditures toward project implementation during any 1-year period beginning after the date of receiving the funds, the project may be subject to review by the MCTC Policy Board for reprioritization or deletion from the approved project list. The Agency may be required to return the unexpended balance of funds to MCTC or the state for reallocation.
12. EXECUTION OF AGREEMENT
Any individual executing this Agreement on behalf of an entity represents and warrants that he or she has the requisite authority to enter into this Agreement on behalf of such entity and to bind the entity to the terms and conditions hereof. This Agreement may be executed in two or more counterparts, each of which shall be deemed an original, but all of which together shall constitute one and the same agreement.
13. ENTIRE AGREEMENT
This document, including all exhibits hereto, constitutes the entire agreement between the parties, and supersedes any and all prior written or oral negotiations and representations between the parties concerning all matters relating to the subject of this Agreement.
14. TERMINATION DATE
This Agreement shall remain in effect until the completion of the projects, or until this Agreement is amended.
15. AMENDMENTS
Any changes to the Agreement requested by the Agency shall be implemented by a written amendment to Agreement and approved by both parties. 6 SB 125 Transit Program Fund Allocation Agreement
IN WITNESS WHEREOF, MCTC and Agency execute this Agreement as follows:
MADERA COUNTY TRANSPORTATION COMMISSION
_________________________________ ___________
Patricia Taylor Date
Executive Director
Agency:
_________________
_______________________________ ___________
Name Date
Title
Approved as to Form:
_______________________________ ___________
Attorney Date
___________________
MASTER AGREEMENT BETWEEN THE
MADERA COUNTY TRANSPORTATION COMMISSION
AND THE CITY OF CHOWCHILLA
FOR THE FISCAL YEAR 2024/25 (YEAR 2) ALLOCATION OF SB 125 TRANSIT PROGRAM
FUNDING
EXHIBIT A
Madera County Transportation Commission Policy Board
Approved SB 125 Transit Program Project List – November 29, 2023 Madera County
Transportation Commission
SB 125 Transit Program Administration
and Development of Regional LongTerm Financial Plan
$188,112
San Joaquin Joint Powers
Authority
Madera Rail Station Relocation $12,862,060
County of Madera Purchase of Electric Buses, Satellite
Charging Stations, and Electric Bus
Chargers
$3,555,000
City of Chowchilla Purchase of Electric Buses, Design,
Purchase and Installation of Electric
Chargers, Contactless Mobile Payment
Solution
$1,706,075
City of Madera Purchase of Electric Vehicles and
Charging Stations
$500,000
MASTER AGREEMENT BETWEEN THE
MADERA COUNTY TRANSPORTATION COMMISSION
AND THE CITY OF CHOWCHILLA
FOR THE FISCAL YEAR 2024/25 (YEAR 2) ALLOCATION OF SB 125 TRANSIT PROGRAM
FUNDING
EXHIBIT B
California State Transportation Agency
Approved SB 125 Transit Program Project(s) for the Madera County Region – July 8, 2024
Project Name:
City of Chowchilla Transit Electrification and Modernization Total Funds Approved:
$1,706,075
FY 2024-25 (Year 2) Allocation Amount:
$671,000 (TIRCP)
REPORT TO THE CITY COUNCIL
Item 6.1
CLICK HERE
TO RETURN TO
THE AGENDA
Meeting of: November 25, 2025
AGENDA SECTION: New Business
SUBJECT: Approval of a Resolution Awarding Contract for the HSIP (Cycle 11) Intersection Improvements Project to Zara Construction and Authorizing the City Administrator or Designee to Execute Related Documents and Amending the Fiscal Year 2025/26 Budget
PREPARED BY: Christina Soares, Administrative Analyst
APPROVED BY: Joe Roman, Public Works Deputy Director
ATTACHMENTS: Resolution
REVIEWED BY
ADMINISTRATOR ☒ REVIEWED BYATTORNEY ☒ REVIEWED BY FINANCE ☒ RECOMMENDATION:
Staff recommends that the City Council Adopt a resolution awarding a contract for the HSIP (Cycle 11) Intersection Improvements Project in the amount of $519,701.00 to Zara Construction 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) 2025/26 Budget.
BACKGROUND:
The HSIP (Cycle 11) Intersection Improvements Project, will consist of constructing various intersection improvements at the following locations: Avenue 24 ½ and Road 16, Robertson Boulevard and 8th Street, 7th Street and Robertson Boulevard, Avenue 24 ½ and Chowchilla Boulevard, S 3rd Street and Colusa Avenue, N 5th Street and Riverside Avenue, N 4th Street and Ventura Avenue, Orange Avenue and S 12th Street, N 5th Street and Ventura Avenue, Robertson Boulevard and 13th Street, Trinity Avenue and S 3rd Street, Orange Street and S 11th Street, Orange Street and S 13th Street, Trinity Avenue, S 11th Street, Trinity Avenue and S 13th Street, and Riverside Avenue and N 13th Street. This scope of work involves additional intersection lighting, additional pavement markings for crosswalks, and an increase in signage sizes. The City began advertising the Project for bids on September 9, 2025. The Notice Inviting Bids was published in the Madera Tribune, posted on OpenGov, and submitted to the appropriate construction trade journals and builder’s exchanges.
REASON FOR RECOMMENDATION:
Bids were received from two (2) contactors on October 16, 2025, as follows:
Contractor Bid Amount
Zara Construction $519,701
St. Francis Electric, LLC $567,700
The Engineer’s Estimate was $599,015. Staff has reviewed the bid submitted by Zara Construction, along with information regarding their previous work experience. Based on review, Staff has determined the bid submitted is responsive and Zara Construction to be a responsible contractor. Staff recommends City Council award the contract for the Project, to Zara Construction.
FISCAL IMPACT:
The construction costs and available funding for the Project were included in the Fiscal Year 2025/26 Budget and Capital Improvement Plan (CIP). However, the contingency funding was not included in the Fiscal Year 2025/26 Budget and CIP. As a result, the project requires the budgets be amended in order to fully fund the project. As such, staff is requesting Council amend the budget and CIP as follows.
Amount
Construction Costs
Contingency $51,970.10
CM/Inspection/Testing $77,955.15
Construction/Maintenance $519,701.00
Total Construction $649,626.25
Construction Funding
Highway Safety Improvement Program (HSIP) $529,265.00
DIF – Signalization $59,901.00
Measure T – ADA Comp. $9,859.00
Measure T – RTP $51,970.10
Total Construction Funding $650,995.10
Surplus / (Deficit) $1,368.85
ALTERNATIVES:
1. City Council may reject all bids.
ACTIONS FOLLOWING APPROVAL:
1. Finance will amend the FY 25/26 City Budget
2. Execution of Contract
3. Pre-Construction Meeting
4. Issue Notice to Proceed
COUNCIL RESOLUTION # XX-25
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CHOWCHILLA, CALIFORNIA AWARDING CONTRACT FOR THE HSIP (CYCLE 11) INTERSECTION IMPROVEMENTS PROJECT
TO ZARA CONSTRUCTION AND AUTHORIZING THE CITY ADMINISTRATOR OR DESIGNEE TO EXECUTE RELATED DOCUMENTS AND AMENDING THE FISCAL 25/26 BUDGET WHEREAS, the Invitation to Bid for the HSIP (Cycle 11) Intersection Improvements Project (the “project”) was published in the Madera Tribune, posted on OpenGov, and submitted to the appropriate construction trade journals and builder’s exchanges; and WHEREAS, the following bids for the Project were received and publicly opened and read aloud at the Chowchilla City Hall on October 16, 2025 at 3:00 p.m.:
Contractor Bid Amount
Zara Construction $519,701
St. Francis Electric, LLC $567,700
WHEREAS, the City Engineer’s Opinion of Probable Construction Costs for the project was $599,015; and
WHEREAS, the City Engineer has determined the bid submitted by Zara Construction to be responsive and Zara Construction to be a responsible contractor; and WHEREAS, the City Engineer recommends the Project be awarded to Zara Construction; and WHEREAS, on June 24th, 2025, the Chowchilla City Council adopted fiscal year 2025-2026 with Resolution #91-25; and
WHEREAS, expenditure and transfer accounts will need to be amended within the Project budgets, and Measure T Fund budgets in the amount of $51,970.10 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 Zara Construction is responsive.
3. The construction contract for the Project is awarded to Zara Construction in the amount of $519,701 with a contingency of $51,970.10.
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, change 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. Transfer In to Streets from Measure T – RTP Fund – Increase $51,970.10 b. Transfer Out from Measure T – RTP to Streets – Increase $51,970.10
6. This resolution is effective immediately upon adoption.
PASSED AND ADOPTED by the City Council of the City of Chowchilla this 25th day of November, 2025 by the following vote to wit:
AYES:
NOES:
ABSENT:
ABSTAIN:
APPROVED:
Kelly Smith, Mayor
ATTEST:
Joann McClendon, CMC
City Clerk