AGENDA
Special City Council Meeting Council Chamber, Chowchilla City Hall 130 S. Second Street, Chowchilla, CA 93610
Tuesday, January 13, 2026
Open Session: 4:30 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 four days prior to a regular meeting and one 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 – 4:30 PM
PLEDGE OF ALLEGIANCE
INVOCATION:
PRESENTATIONS/WORKSHOP - Section 1
1.1 Proclamation – Human Trafficking Awareness Month
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 AGENDA January 13, 2026
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 December 9, 2025 Regular City Council Meeting Minutes (McClendon)
3.2 Approval of the December 9, 2025 Special City Council Meeting Minutes (McClendon)
3.3 Consideration and Acceptance of the December 2025 Check Register Report (Seeto)
3.4 Consideration and Acceptance of the November Financials Report (Seeto)
3.5 Consideration and Adoption of a City Council Resolution Approving the Master Agreement Between the Madera County Transportation Commission and the City of Chowchilla for the Fiscal Year 2024/2025 Allocation of Regional Surface Transportation Program (RSTP) Exchange Funding and Authorizing City Administrator or Designee to Sign Necessary Claim Forms to Obtain Future Funding (Roman)
PUBLIC HEARINGS – Section 4
DEFERRED BUSINESS – Section 5
NEW BUSINESS – Section 6
6.1 Consideration of Collaborative Agency Appointments Made by the Mayor (McClendon)
6.2 Consideration and Adoption of a City Council Resolution Accepting Improvements and Authorizing Filing of the Notice of Completion for Orchard View Final Map No. 22-0010 (Roman)
ANNOUNCEMENTS – Section 7
JAN 19 MARTIN LUTHER KING JR. DAY, CITY OFFICES CLOSED
JAN 21 PLANNING COMMISSION MEETING, COUNCIL CHAMBERS, 5PM JAN 24 CHAMBER AWARDS DINNER, PORTUGUESE HALL, 5PM
JAN 27 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 12th day of January, 2026 at or before 3:00 pm.
Joann McClendon, CMC, City Clerk
January 13, 2026 Special City Council Meeting | 4:30pm Open Session
ZOOM LOGIN INSTRUCTIONS
Use the following URL to start Zoom:
https://us06web.zoom.us/j/81943535147?pwd=tYcE1gglifVb3rucL9bSG1xUMkxLaz.1 Passcode: 950 065
To participate by phone:
Dial 1-669-444-9171
Webinar ID: 819 4353 5147
Passcode: 950 065
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, December 9, 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 (absent), John Chavez (absent) City staff and contract employees present: City Administrator Rod Pruett, City Attorney Michael Prentice, Police Chief Jeff Palmer, Public Works Deputy Director Joseph Roman, Community & Economic Development Director Denise Munoz, Director of Recreation & Community Engagement Stacy Wisener, IT System Administrator Kurt Wlodarczyk, 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 – 3:00 PM
1. PUBLIC EMPLOYEE PERFORMANCE EVALUATION
Pursuant to Government Code Section 54957
Title: City Administrator
OPEN SESSION – 4:00 PM
PLEDGE OF ALLEGIANCE
INVOCATION: Pastor Pruitt
CLOSED SESSION REPORT:
PRESENTATIONS/WORKSHOP - Section 1
1.1 Annual Mayor’s Awards
PUBLIC ADDRESS
David Macias from Oliver Ranch addressed the council about some concerns. Mr. Macias followed up on previous discussions about recent shootings in his neighborhood.
COUNCIL AND STAFF VERBAL REPORTS – Section 2
2.1 COUNCIL VERBAL REPORTS
Legislative, Collaborative Agency, Ad Hoc
City Council Meeting MINUTES December 9, 2025
Mayor Pro Tem Troost reported, “I don’t have any new items to report tonight, but I do want to say that I heard nothing but glowing feedback about the Christmas Parade and Tree Lighting. I truly regret that I wasn’t able to attend, but I’m so proud of how this event has grown into such a strong community tradition. Thank you to Stacy and to every staff member and volunteer who played a role. Please pass along my appreciation. It was a wonderful event for our city.” Council Member Ahmed reported he attended the Christmas parade, he stated the float was amazing, he truly enjoyed the event.
Mayor Smith reported that many people expressed how impressed they were with the organization, turnout, and community spirit. Mayor Smith shared how he was snowed on for several streets. to hearing from residents and visitors that this year’s event was better than larger regional parades. It was stated that they look forward to seeing this event continue to grow year after year.
2.2 STAFF VERBAL REPORTS
Police Chief Palmer reported 1,193 calls for service, 533 proactive stops, 16 misdemeanor arrests, 3 felony arrests, and a search warrant served for child-pornography-related crimes.
Deputy Director of Public Works Roman reported, continued patching potholes, repairing water leaks, and managing seasonal leaf issues. The street sweeper is back in service. Reminder for the public to place leaves in organic waste carts to prevent drainage backups.
Community & Economic Development Director Munoz reported, continuing to process permits, review site plans, and meet with developers interested in projects in Chowchilla.
Director of Recreation & Community Engagement Wisener reported, preparing for the parade and tree lighting involved every city department. Staff thanked all volunteers and donors, including Mid Valley Disposal and Lozano Smith, for contributing to the event’s success.
Completed deployment of the new citywide phone system and began gathering technical information for next steps.
City Administrator Pruett reported, continuing work with the Community Development Block Grant (CFD) refunding team, including outreach planning and a potential informational video for residents. Working with consultants on a federal grant application for the roundabout to help close the remaining funding gap. Applying for a $50,000 T-Mobile grant for the pickleball courts and pursuing CDBG funding for Kings Avenue. Caltrans reported that the Robertson Boulevard project has been delayed to the next fiscal year due to reduced SHOPP allocation. Construction is now anticipated to begin March 2027 with completion expected by September 2028. Ribboncuttings scheduled for January 13, with another event date pending. Meeting held with AutoZone regarding reimbursement agreements.
CONSENT CALENDAR – Section 3
3.1 Approval of the November 25, 2025 Regular City Council Meeting Minutes (McClendon)
3.2 Consideration and Acceptance of the November 2025 Check Register Report (Seeto)
3.3 Consideration and Acceptance of the Special Tax Annual Report for Community Facilities District No. 2006-1, Improvement Area 1, Special Tax Bonds, Series 2007; City Council Meeting MINUTES December 9, 2025
and, Special Tax Annual Report for Community Facilities District No. 2022-1, Special Tax Fund (Seeto)
Motion by Council Member Ahmed, Seconded by Payor Pro Tem Troost to Approve the Consent Calendar as Presented. Motion passed with Council Members Barragan and Chavez absent.
PUBLIC HEARINGS – Section 4
4.1 Consideration and Adoption of a City Council Resolution Reviewing Certain Impact Fee Accounts, Adopting the Report and Making Certain Findings Related Thereto (AB1600) (Seeto)
Mayor Smith opened the public hearing at 4:31 p.m. No one came forward for or against the item.
Mayor Smith closed the public hearing at 4:31 p.m.
Motion by Council Member Ahmed, Seconded by Mayor Pro Tem Troost to Approve City Council Resolution #94-25, Reviewing Certain Impact Fee Accounts, Adopting the Report and Making Certain Findings Related Thereto (AB1600). Motion passed with Council Members Barragan and Chavez absent.
DEFERRED BUSINESS – Section 5
NEW BUSINESS – Section 6
6.1 Consideration and Adoption of a City Council Resolution Accepting Improvements and Authorizing Filing of the Notice of Completion for the Oleander Terrace Subdivision (Roman)
Motion by Mayor Pro Tem Troost, Seconded by Council Member Ahmed to Approve City Council Resolution # 95-25, Accepting Improvements and Authorizing Filing of the Notice of Completion For the Oleander Terrace Subdivision. Motion passed by roll call vote with Council Members Barragan and Chavez absent.
ANNOUNCEMENTS – Section 7
DEC 17 PLANNING COMMISSION MEETING, COUNCIL CHAMBERS, 5PM DEC 22-26 CHRISTMAS WEEK, CITY OFFICES CLOSED
JAN 1 NEW YEARS DAY, CITY OFFICES CLOSED
JAN 13 CITY COUNCIL MEETING, COUNCIL CHAMBERS, 4PM
ADJOURNMENT
Mayor Smith Adjourned the December 9, 22025 Chowchilla City Council Meeting at 4:40 p.m.
ATTEST: APPROVED:
Joann McClendon, CMC, City Clerk Mayor Kelly Smith
Item 3.2
CLICK HERE
TO RETURN TO
THE AGENDA
MINUTES
Special City Council Meeting Council Chamber, Chowchilla City Hall 130 S. Second Street, Chowchilla, CA 93610
Tuesday, December 09, 2025
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 (absent), John Chavez (absent) City staff and contract employees present: City Administrator Rod Pruett, City Attorney Michael Prentice, Police Chief Jeff Palmer, Public Works Deputy Director Joseph Roman, Community & Economic Development Director Denise Munoz, Director of Recreation & Community Engagement Stacy Wisener, IT System Administrator Kurt Wlodarczyk, City Clerk Joann McClendon, Deputy City Clerk Vanessa Galvez-Escobar
PLEDGE OF ALLEGIANCE
INVOCATION: Pastor Pruitt
NEW BUSINESS – Section 1
1. Consideration and Adoption of a City Council Resolution to Approve the Scope of Work Order for the Avenue 24 ½ Road Rehabilitation Project (Roman) Motion by Mayor Pro Tem Troost, Seconded by Council Member Ahmed to Approve City Council Resolution # 96-25, Approving the Scope of Work Order for the Avenue 24 ½ Road Rehabilitation Project. Motion passed by roll call vote with Council Members Barragan and Chavez absent.
ADJOURNMENT
Mayor Smith Adjourned the December 9, 2025 Special City Council Meeting at 4:40 p.m.
ATTEST: APPROVED:
Joann McClendon, CMC, City Clerk Mayor Kelly Smith
REPORT TO THE CITY COUNCIL
Item 3.3
CLICK HERE
TO RETURN TO
THE AGENDA
Meeting of: January 13, 2026
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 December 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.
1/2/2026 3:26:54 PM Page 1 of 6
Bank Transaction Report
Chowchilla, CA Transaction Detail
Issued Date Range: 12/01/2025 - 12/31/2025
Cleared Date Range: -
Cleared
Date Number Description Module Status Type Amount
Issued
Date
Bank Account: 200650906 - General Tricounties Bank
12/01/2025 70682 Alejandro Vargas Sanchez Accounts Payable Outstanding Check -1,642.69 12/02/2025 70683 Raul Valdez Utility Billing Outstanding Check -27.30 12/02/2025 70684 Acme Rotary Broom Service Accounts Payable Outstanding Check -972.18 12/02/2025 70685 Airespring Inc Accounts Payable Outstanding Check -557.44 12/02/2025 70686 AT & T Accounts Payable Outstanding Check -106.29 12/02/2025 70687 AT & T CALNET Accounts Payable Outstanding Check -880.20 12/02/2025 70688 AutoZone Parts, Inc Accounts Payable Outstanding Check -97.81 12/02/2025 70689 Baker Supplies and Repairs Accounts Payable Outstanding Check -373.02 12/02/2025 70690 BSK Associates Accounts Payable Outstanding Check -272.97 12/02/2025 70691 Bumpin N Jumpin Party Rentals LLC Accounts Payable Outstanding Check -1,400.00 12/02/2025 70692 Cornerstone Structural Engineering Group, Inc. Accounts Payable Outstanding Check -4,945.27 12/02/2025 70693 ESO Solutions Inc. Accounts Payable Outstanding Check -734.43 12/02/2025 70694 Farmers Hardware Accounts Payable Outstanding Check -278.90 12/02/2025 70695 Frederick Gaumnitz Accounts Payable Outstanding Check -724.60 12/02/2025 70696 Howell Communications Inc. Accounts Payable Outstanding Check -75,000.00 12/02/2025 70697 JMP Office Technologies Accounts Payable Outstanding Check -588.00 12/02/2025 70698 Julie Kristine Ortiz- Rocha Accounts Payable Outstanding Check -312.50 12/02/2025 70699 L.N. Curtis & Sons Accounts Payable Outstanding Check -240.38 12/02/2025 70700 Loretta Donato- Roberts Accounts Payable Outstanding Check -310.00 12/02/2025 70701 Lozano Smith, LLP Accounts Payable Outstanding Check -20,655.00 12/02/2025 70702 Mace Pest Control Accounts Payable Outstanding Check -90.00 12/02/2025 70703 Madera Tribune Accounts Payable Outstanding Check -2,801.50 12/02/2025 70704 Mid Valley Disposal Inc. Accounts Payable Outstanding Check -147,924.58 12/02/2025 70705 ODP Business Solutions, LLC Accounts Payable Outstanding Check -67.17 12/02/2025 70706 O'Reilly Auto Parts Accounts Payable Outstanding Check -227.46 12/02/2025 70707 PACE Supply Corp Accounts Payable Outstanding Check -1,814.42 12/02/2025 70708 PacWest Direct Accounts Payable Outstanding Check -206.04 12/02/2025 70709 Power Business Technology LLC Accounts Payable Outstanding Check -25.95 12/02/2025 70710 Precision Civil Engineering, Inc. Accounts Payable Outstanding Check -6,150.43 12/02/2025 70711 Price Paige & Company CPA's LLP Accounts Payable Outstanding Check -2,906.00 12/02/2025 70712 Prudential Overall Supply Accounts Payable Outstanding Check -1,113.97 12/02/2025 70713 Purl's Sheet Metal & Air Conditioning Inc. Accounts Payable Outstanding Check -1,529.22 12/02/2025 70714 Quad Knopf, Inc. Accounts Payable Outstanding Check -99,471.34 12/02/2025 70715 Void Check Accounts Payable Voided Check 0.00 12/02/2025 70716 Quadient Leasing USA, Inc. Accounts Payable Outstanding Check -690.75 12/02/2025 70717 R & H Wholesale Supply, Inc Accounts Payable Outstanding Check -245.16 Bank Transaction Report Issued Date Range: -
1/2/2026 3:26:54 PM Page 2 of 6
Cleared
Date Number Description Module Status Type Amount
Issued
Date
12/02/2025 70718 R & R Pool Service Accounts Payable Outstanding Check -140.00 12/02/2025 70719 Railworks Track Systems LLC Accounts Payable Outstanding Check -215.00 12/02/2025 70720 Rain for Rent Accounts Payable Outstanding Check -1,994.18 12/02/2025 70721 Southern Tire Mart LLC Accounts Payable Outstanding Check -732.12 12/02/2025 70722 Superior Pool Products, LLC Accounts Payable Outstanding Check -3,521.98 12/02/2025 70723 Terryberry Company LLC Accounts Payable Outstanding Check -1,366.67 12/02/2025 70724 Tyler Business Forms Accounts Payable Outstanding Check -81.95 12/02/2025 70725 US BANK (CAL-CARD) Accounts Payable Outstanding Check -7,298.88 12/02/2025 70726 Van De Pol Petroleum Accounts Payable Outstanding Check -5,715.45 12/02/2025 70727 Verizon Wireless Accounts Payable Outstanding Check -4,303.37 12/02/2025 70728 Vulcan Materials Company Accounts Payable Outstanding Check -1,567.52 12/02/2025 70729 Yamabe and Horn Engineering Inc. Accounts Payable Outstanding Check -11,124.40 12/02/2025 70730 Zim Industries Inc. Accounts Payable Outstanding Check -346,425.50 12/08/2025 70731 AFLAC Accounts Payable Outstanding Check -792.88 12/08/2025 70732 AT & T Accounts Payable Outstanding Check -106.29 12/08/2025 70733 Central Valley Veterinary Clinic Accounts Payable Outstanding Check -202.53 12/08/2025 70734 City of Chowchilla-CH Accounts Payable Outstanding Check -421.85 12/08/2025 70735 Comcast Accounts Payable Outstanding Check -43.20 12/08/2025 70736 Cook's Communication Corp Accounts Payable Outstanding Check -333.00 12/08/2025 70737 DATCO Services Coporation Accounts Payable Outstanding Check -20.00 12/08/2025 70738 Dept of Pesticide Regulation Accounts Payable Outstanding Check -205.00 12/08/2025 70739 Enterprise Fleet Management, Inc Accounts Payable Outstanding Check -15,077.42 12/08/2025 70740 Fresno City College Accounts Payable Outstanding Check -294.00 12/08/2025 70741 Occupational Health Centers of California Accounts Payable Outstanding Check -186.00 12/08/2025 70742 ODP Business Solutions, LLC Accounts Payable Outstanding Check -2,203.34 12/08/2025 70743 Void Check Accounts Payable Voided Check 0.00 12/08/2025 70744 Pegboard Accounts Payable Outstanding Check -309.13 12/08/2025 70745 Prudential Overall Supply Accounts Payable Outstanding Check -50.56 12/08/2025 70746 Quad Knopf, Inc. Accounts Payable Outstanding Check -12,597.07 12/08/2025 70747 Quadient Finance USA, Inc. Accounts Payable Outstanding Check -2,000.00 12/08/2025 70748 Rain for Rent Accounts Payable Outstanding Check -8,609.01 12/08/2025 70749 Rick Manuel Medeiros Accounts Payable Outstanding Check -600.00 12/08/2025 70750 SHI International Corp Accounts Payable Outstanding Check -24,697.82 12/08/2025 70751 SignMax Accounts Payable Outstanding Check -43.34 12/08/2025 70752 State Water Resources Control Accounts Payable Outstanding Check -563.00 12/08/2025 70753 State Water Resources Control Accounts Payable Outstanding Check -55,360.00 12/08/2025 70754 Terryberry Company LLC Accounts Payable Outstanding Check -1,214.31 12/08/2025 70755 T-Mobile USA Inc Accounts Payable Outstanding Check -346.85 12/08/2025 70756 Townsend Public Affairs, Inc. Accounts Payable Outstanding Check -4,500.00 12/08/2025 70757 U.S. Security Supply, Inc. Accounts Payable Outstanding Check -540.66 12/08/2025 70758 US BANK (CAL-CARD) Accounts Payable Outstanding Check -14,251.42 12/08/2025 70759 US Post Office Accounts Payable Outstanding Check -3,150.59 12/08/2025 70760 Van De Pol Petroleum Accounts Payable Outstanding Check -352.69 Bank Transaction Report Issued Date Range: -
1/2/2026 3:26:54 PM Page 3 of 6
Cleared
Date Number Description Module Status Type Amount
Issued
Date
12/08/2025 70761 Van De Pol Petroleum Accounts Payable Outstanding Check -7,668.83 12/15/2025 70771 Emily Barberi Utility Billing Outstanding Check -56.93 12/15/2025 70772 Darren Wade Utility Billing Outstanding Check -155.25 12/15/2025 70773 Diana Lathrop Utility Billing Outstanding Check -206.80 12/15/2025 70774 Josh Turner Utility Billing Outstanding Check -192.11 12/16/2025 70762 CA State Disbursement Unit Accounts Payable Outstanding Check -263.53 12/16/2025 70763 Chowchilla City Police Officers Association Accounts Payable Outstanding Check -1,204.00 12/16/2025 70764 Void Check Accounts Payable Voided Check 0.00 12/16/2025 70765 Chowchilla Employees Assn. Accounts Payable Outstanding Check -240.00 12/16/2025 70766 Chowchilla Mid-Management Accounts Payable Outstanding Check -120.00 12/16/2025 70767 Chowchilla Office Accounts Payable Outstanding Check -136.00 12/16/2025 70768 Fitness Peak Accounts Payable Outstanding Check -87.50 12/16/2025 70769 Franchise Tax Board- Tax Accounts Payable Outstanding Check -450.00 12/16/2025 70770 U.S. Bank (PARS) Accounts Payable Outstanding Check -280.44 12/17/2025 70775 American Fidelity Assurance Accounts Payable Outstanding Check -1,430.46 12/17/2025 70776 Anderson Pump Co Accounts Payable Outstanding Check -404.54 12/17/2025 70777 AT & T Accounts Payable Outstanding Check -106.29 12/17/2025 70778 AT & T CALNET Accounts Payable Outstanding Check -285.94 12/17/2025 70779 Badger Meter Inc. Accounts Payable Outstanding Check -681.78 12/17/2025 70780 Baker Supplies and Repairs Accounts Payable Outstanding Check -118.53 12/17/2025 70781 Blue Shield of California Accounts Payable Outstanding Check -81,271.11 12/17/2025 70782 Brandley Engineering, Inc. Accounts Payable Outstanding Check -33,346.00 12/17/2025 70783 BSK Associates Accounts Payable Outstanding Check -535.10 12/17/2025 70784 Caddyshack Rodent Service LLC Accounts Payable Outstanding Check -2,775.00 12/17/2025 70785 Chowchilla Union High School District Accounts Payable Outstanding Check -3,000.00 12/17/2025 70786 Comcast Accounts Payable Outstanding Check -1.12 12/17/2025 70787 Comcast Accounts Payable Outstanding Check -245.16 12/17/2025 70788 Consolidated Electrical Distributors Accounts Payable Outstanding Check -655.64 12/17/2025 70789 Ernesto Cervantes Accounts Payable Outstanding Check -58.44 12/17/2025 70790 Farmers Hardware Accounts Payable Outstanding Check -331.25 12/17/2025 70791 Void Check Accounts Payable Voided Check 0.00 12/17/2025 70792 Grover Landscape Services Inc. Accounts Payable Outstanding Check -6,200.92 12/17/2025 70793 Home Depot Credit Services Accounts Payable Outstanding Check -3,010.16 12/17/2025 70794 Void Check Accounts Payable Voided Check 0.00 12/17/2025 70795 Interstate Battery of Fresno Accounts Payable Outstanding Check -478.42 12/17/2025 70796 Joann McClendon Accounts Payable Outstanding Check -136.95 12/17/2025 70797 Madera County Environmental Accounts Payable Outstanding Check -1,695.00 12/17/2025 70798 Madera Tribune Accounts Payable Outstanding Check -104.00 12/17/2025 70799 Metro Uniform of Merced Accounts Payable Outstanding Check -119.55 12/17/2025 70800 Mid Valley Disposal Inc. Accounts Payable Outstanding Check -15,560.02 12/17/2025 70801 Municipal Maintenance Equipment Inc. Accounts Payable Outstanding Check -482.74 12/17/2025 70802 NBS Accounts Payable Outstanding Check -2,807.99 12/17/2025 70803 ODP Business Solutions, LLC Accounts Payable Outstanding Check -201.98 Bank Transaction Report Issued Date Range: -
1/2/2026 3:26:54 PM Page 4 of 6
Cleared
Date Number Description Module Status Type Amount
Issued
Date
12/17/2025 70804 O'Reilly Auto Parts Accounts Payable Outstanding Check -916.54 12/17/2025 70805 PARS Accounts Payable Outstanding Check -517.44 12/17/2025 70806 Precision Civil Engineering, Inc. Accounts Payable Outstanding Check -2,832.50 12/17/2025 70807 Principal Life Insurance Company Accounts Payable Outstanding Check -8,355.71 12/17/2025 70808 Prudential Overall Supply Accounts Payable Outstanding Check -99.79 12/17/2025 70809 Purl's Sheet Metal & Air Conditioning Inc. Accounts Payable Outstanding Check -1,202.44 12/17/2025 70810 Quad Knopf, Inc. Accounts Payable Outstanding Check -25,003.95 12/17/2025 70811 Rain for Rent Accounts Payable Outstanding Check -2,327.86 12/17/2025 70812 S & W Auto Parts Inc. Accounts Payable Outstanding Check -82.38 12/17/2025 70813 Samsara Inc. Accounts Payable Outstanding Check -379.93 12/17/2025 70814 San Joaquin Valley Unified Air Pollution Control District Accounts Payable Outstanding Check -314.00 12/17/2025 70815 Self Help Enterprises Accounts Payable Outstanding Check -5,183.33 12/17/2025 70816 Southern Tire Mart LLC Accounts Payable Outstanding Check -375.66 12/17/2025 70817 State Water Resources Control Accounts Payable Outstanding Check -80,149.78 12/17/2025 70818 State Water Resources Control Accounts Payable Outstanding Check -15,845.24 12/17/2025 70819 Technicon Engineering Services, Inc. Accounts Payable Outstanding Check -845.00 12/17/2025 70820 Terra West Construction Inc Accounts Payable Outstanding Check -111,083.50 12/17/2025 70821 Toshiba Financial Services Accounts Payable Outstanding Check -2,545.25 12/17/2025 70822 Tyler Technologies, Inc. Accounts Payable Outstanding Check -66,047.73 12/17/2025 70823 U.S. Security Supply, Inc. Accounts Payable Outstanding Check -525.72 12/17/2025 70824 US BANK (CAL-CARD) Accounts Payable Outstanding Check -12,911.74 12/17/2025 70825 Van De Pol Petroleum Accounts Payable Outstanding Check -5,753.82 12/17/2025 70826 Van De Pol Petroleum Accounts Payable Outstanding Check -356.70 12/17/2025 70827 Vision Service Plan - (CA) Accounts Payable Outstanding Check -780.99 12/17/2025 70828 W.M. Lyles Co. Accounts Payable Outstanding Check -95,307.80 12/18/2025 70829 The Sand Trap Bar & Grill Accounts Payable Outstanding Check -2,281.50 12/30/2025 70830 Causey Public Finance, LLC Accounts Payable Outstanding Check -3,000.00 12/30/2025 70831 CA State Disbursement Unit Accounts Payable Outstanding Check -290.76 12/30/2025 70832 Chowchilla City Police Officers Association Accounts Payable Outstanding Check -1,161.00 12/30/2025 70833 Void Check Accounts Payable Voided Check 0.00 12/30/2025 70834 Chowchilla Employees Assn. Accounts Payable Outstanding Check -288.00 12/30/2025 70835 Chowchilla Mid-Management Accounts Payable Outstanding Check -120.00 12/30/2025 70836 Chowchilla Office Accounts Payable Outstanding Check -136.00 12/30/2025 70837 Employment Development Dept Accounts Payable Outstanding Check -364.34 12/30/2025 70838 Fitness Peak Accounts Payable Outstanding Check -70.00 12/30/2025 70839 Franchise Tax Board- Tax Accounts Payable Outstanding Check -450.00 12/30/2025 70840 U.S. Bank (PARS) Accounts Payable Outstanding Check -187.06 Bank Account 200650906 Total: (159) -1,524,140.89
Bank Account: 200695379 - Payroll-Tri Counties
12/12/2025 699 699 Payroll Outstanding Check -284.40
12/12/2025 12/11/2025 700 700 Payroll Cleared Check 0.00 12/12/2025 701 701 Payroll Outstanding Check -209.09
Bank Transaction Report Issued Date Range: -
1/2/2026 3:26:54 PM Page 5 of 6
Cleared
Date Number Description Module Status Type Amount
Issued
Date
12/12/2025 12/11/2025 702 702 Payroll Cleared Check 0.00 12/12/2025 703 703 Payroll Outstanding Check -284.40
Bank Account 200695379 Total: (5) -777.89
Report Total: (164) -1,524,918.78
Bank Transaction Report Issued Date Range: -
1/2/2026 3:26:54 PM Page 6 of 6
Summary
Bank Account Count Amount
200650906 General Tricounties Bank 159 -1,524,140.89
200695379 Payroll-Tri Counties 5 -777.89
Report Total: 164 -1,524,918.78
Cash Account Count Amount
**No Cash Account** 8 0.00
999 999-0100-0215 Cash In Bank 153 -1,524,140.89
999 999-0100-0216 Cash In Bank (Payroll) 3 -777.89
Report Total: 164 -1,524,918.78
Transaction Type Count Amount
Check 164 -1,524,918.78
Report Total: 164 -1,524,918.78
REPORT TO THE CITY COUNCIL
Item 3.4
CLICK HERE
TO RETURN TO
THE AGENDA
Meeting of: January 13, 2026
AGENDA SECTION: Consent
SUBJECT: Consideration of Monthly Financial Statements
PREPARED BY: Daniel Seeto, Finance Director
ATTACHMENTS: November 2025 Budget vs Actual and Balance Sheet
REVIEWED BY
ADMINISTRATOR ☒ REVIEWED BYATTORNEY ☒ REVIEWED BY FINANCE ☒ RECOMMENDATION:
Approve the November 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 58.33%.
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 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 September’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
12/8/2025 8:24:19 AM Page 1 of 3
Budget Report
Chowchilla, CA Group Summary
For Fiscal: 2025-2026 Period Ending: 11/30/2025
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 40,835.29 975,626.48 -9,722,072.52 90.88% Expense 427,896.00 427,896.00 1,173.39 34,592.33 393,303.67 91.92% Dept: 1600 - General Administration Surplus (Deficit): 10,269,803.00 10,269,803.00 39,661.90 941,034.15 -9,328,768.85 90.84% Dept: 1605 - City Council
Revenue 3,500.00 3,500.00 284.40 1,279.80 -2,220.20 63.43% Expense 121,911.00 121,911.00 6,047.61 19,051.13 102,859.87 84.37% Dept: 1605 - City Council Surplus (Deficit): -118,411.00 -118,411.00 -5,763.21 -17,771.33 100,639.67 84.99% Dept: 1610 - City Clerk
Expense 291,900.00 291,900.00 24,324.86 154,198.90 137,701.10 47.17% Dept: 1610 - City Clerk Total: 291,900.00 291,900.00 24,324.86 154,198.90 137,701.10 47.17% Dept: 1615 - City Attorney
Expense 275,000.00 275,000.00 11,039.00 33,697.74 241,302.26 87.75% Dept: 1615 - City Attorney Total: 275,000.00 275,000.00 11,039.00 33,697.74 241,302.26 87.75% Dept: 1705 - General Services
Revenue 0.00 0.00 0.00 226.50 226.50 0.00%
Expense 2,247,814.00 2,263,984.00 112,577.81 1,007,578.98 1,256,405.02 55.50% Dept: 1705 - General Services Surplus (Deficit): -2,247,814.00 -2,263,984.00 -112,577.81 -1,007,352.48 1,256,631.52 55.51% Dept: 1710 - City Administration
Expense 456,703.00 456,703.00 35,205.94 157,127.20 299,575.80 65.60% Dept: 1710 - City Administration Total: 456,703.00 456,703.00 35,205.94 157,127.20 299,575.80 65.60% Dept: 1712 - City Property - Rents
Revenue 162,846.00 162,846.00 8,326.54 79,245.36 -83,600.64 51.34% Expense 53,445.00 53,445.00 215.00 18,516.16 34,928.84 65.35% Dept: 1712 - City Property - Rents Surplus (Deficit): 109,401.00 109,401.00 8,111.54 60,729.20 -48,671.80 44.49% Dept: 1720 - Finance Department
Revenue 8,200.00 8,200.00 218.00 2,553.00 -5,647.00 68.87% Expense 977,847.00 977,847.00 56,235.54 388,258.87 589,588.13 60.29% Dept: 1720 - Finance Department Surplus (Deficit): -969,647.00 -969,647.00 -56,017.54 -385,705.87 583,941.13 60.22% Dept: 2610 - Police Department
Revenue 1,049,432.00 1,112,826.00 11,817.80 252,094.83 -860,731.17 77.35% Expense 5,224,437.00 5,596,619.00 322,046.06 2,582,733.59 3,013,885.41 53.85% Dept: 2610 - Police Department Surplus (Deficit): -4,175,005.00 -4,483,793.00 -310,228.26 -2,330,638.76 2,153,154.24 48.02% 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 14,224.00 231.40 10,336.73 -3,887.27 27.33% Expense 517,716.00 528,798.00 20,965.42 210,797.30 318,000.70 60.14% Dept: 2705 - Fire Department Surplus (Deficit): -512,216.00 -514,574.00 -20,734.02 -200,460.57 314,113.43 61.04% Dept: 4705 - Community & Economic Development
Revenue 739,134.00 739,134.00 43,484.24 368,898.93 -370,235.07 50.09% Expense 1,180,198.00 1,170,198.00 56,204.66 386,990.16 783,207.84 66.93% Dept: 4705 - Community & Economic Development Surplus (Deficit): -441,064.00 -431,064.00 -12,720.42 -18,091.23 412,972.77 95.80% 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: 11/30/2025 12/8/2025 8:24:19 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 45.00 5,708.88 45,193.12 88.78% Dept: 6615 - Senior Services Total: 47,902.00 50,902.00 45.00 5,708.88 45,193.12 88.78% 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 44,679.76 397,051.83 1,026,811.17 72.11% Dept: 6620 - Parks & Facilities Surplus (Deficit): -1,258,182.00 -1,344,266.00 -44,679.76 -376,825.33 967,440.67 71.97% Dept: 6625 - Community Relations
Revenue 24,408.00 24,408.00 1,520.00 4,425.20 -19,982.80 81.87% Expense 276,435.00 296,275.00 15,515.46 139,916.41 156,358.59 52.77% Dept: 6625 - Community Relations Surplus (Deficit): -252,027.00 -271,867.00 -13,995.46 -135,491.21 136,375.79 50.16% Report Surplus (Deficit): -800,015.00 -1,224,655.00 -599,557.84 -3,833,471.74 -2,608,816.74 -213.02% Budget Report For Fiscal: 2025-2026 Period Ending: 11/30/2025 12/8/2025 8:24:19 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 -599,557.84 -3,833,471.74 -2,608,816.74 Report Surplus (Deficit): -800,015.00 -1,224,655.00 -599,557.84 -3,833,471.74 -2,608,816.74 12/8/2025 8:25:59 AM Page 1 of 1
Balance Sheet
Chowchilla, CA Account Summary
As Of 11/30/2025
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 191,232.10
100-0100-0226 Advance to Other Funds 389,382.82
100-0100-0227 Liens Receivables General Fund 163,247.43 100-0100-0229 A/R Business License -28.00
100-0100-0244 Deposit for Sec. 125 1,278.90
100-0100-0291 Prepaid Expenses 13,362.75
100-0100-1900 Claim On Cash 7,333,509.59
Total Assets: 8,189,595.95 8,189,595.95
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 148,297.57
Total Liability: 372,628.89
Equity
100-0300-0601 Fund Balance 10,343,618.29
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: 11,650,438.80
Total Revenue 1,718,541.33
Total Expense 5,552,013.07
Revenues Over/Under Expenses -3,833,471.74
Total Liabilities, Equity and Current Surplus (Deficit): 8,189,595.95 Total Equity and Current Surplus (Deficit): 7,816,967.06
REPORT TO THE CITY COUNCIL
Item 3.5
CLICK HERE
TO RETURN TO
THE AGENDA
Meeting of: January 13, 2026
AGENDA SECTION: Consent
SUBJECT: Consideration of a Resolution and Master Agreement between Madera County Transportation Commission (MCTC) and the City of Chowchilla for the Fiscal Year (FY) 2024/2025, in regard to the allocation of RSTP Exchange Funding
PREPARED BY: Christina Soares, Administrative Analyst
PRESENTED BY: Joe Roman, Deputy Director of Public Works ATTACHMENTS: Resolution, 2024/2025 Master Agreement, Application for RSTP Exchange Funds
REVIEWED BY
ADMINISTRATOR ☒ REVIEWED BYATTORNEY ☒ REVIEWED BY FINANCE ☒ RECOMMENDATION:
Approve the Resolution and Master Agreement between Madera County Transportation Commission (MCTC) and the City of Chowchilla for the Fiscal Year 2024/2025.
BACKGROUND:
The Regional Surface Transportation Program (RSTP) was established by California state Statute utilizing Surface Transportation Program Funds per Section 133 of Title 23 of the United States Code. This program provides flexible funding that may be used by States and localities for projects to preserve and improve the conditions and performance on any Federal-aid highway, bridge and tunnel projects on any public road, pedestrian and bicycle infrastructure, and transit capital and intercity passenger projects. RSTP funds cannot be used on a road Federally functionally classified as a local road, and can only be used on roads classified as: minor collector, major collector, minor arterial, principal arterial, freeway or interstate.
MCTC allocates RSTP funds annually to the City of Chowchilla. The Department of Transportation (DOT) requires an annual approval of a resolution authorizing the use of RSTP funds as well as confirmation of eligible or qualified expenditures which must be requested by application for reimbursement. The Master Agreement commits the City to the terms of these requirements set forth and monitored by MCTC.
REASON FOR RECOMMENDATION:
In order to receive RSTP funds, the Department of Transportation in conjunction with MCTC requires an annual renewal of the Master Agreement to authorize the distribution of RSTP funds for FY 2024/2025.
FISCAL IMPACT:
None
ALTERNATIVES:
Not to approve the agreement between MCTC and the City of Chowchilla and not receive funds from RSTP.
ACTIONS FOLLOWING APPROVAL:
Upon signing of the Resolution and Master Agreement, the Master Agreement is to be submitted to MCTC.
COUNCIL RESOLUTION # XX-26
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CHOWCHILLA, CALIFORNIA
APPROVING THE MASTER AGREEMENT BETWEEN THE MADERA COUNTY TRANSPORTATION COMMISSION AND THE CITY OF CHOWCHILLA FOR THE FISCAL YEAR 2024/2025 ALLOCATION
OF REGIONAL SURFACE TRANSPORTATION PROGRAM (RSTP) EXCHANGE FUNDING AND
AUTHORIZING CITY ADMINISTRATOR OR DESIGNEE TO SIGN NECESSARY CLAIM FORMS TO
OBTAIN FUTURE FUNDING
WHEREAS, the City of Chowchilla is entitled to receive $ 224,872 of Regional Surface Transportation Program (RSTP) funds in the 2024/2025 Fiscal Year; and, WHEREAS, the City of Chowchilla has reserved $ 224,872 for future projects; and, WHEREAS, said allocations are available to fund qualified and eligible expenditures incurred within the Transit and Street Maintenance Activities of the City as are reflected in Exhibit A to the Attached Master Agreement; and,
WHEREAS, to receive its annual allocation of RSTP funds, the City must agree to the terms presented in the attached Master Agreement and subsequently submit funding applications seeking reimbursement for the expenditure of funds on eligible projects.
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 Master Agreement between Madera County Transportation Commission and the City of Chowchilla regarding the use of RSTP allocations for the 2024/2025 fiscal year is hereby approved as shown in Attachment A, which is incorporated by reference herein.
3. The City Administrator or designee is authorized to complete and sign future funding applications necessary to obtain reimbursement of funds expended on eligible projects.
4. The Resolution shall take effect immediately.
PASSED AND ADOPTED by the City Council of the City of Chowchilla this 13th day of January, 2026 by the following vote to wit:
AYES:
NOES:
ABSENT:
ABSTAIN:
APPROVED:
Mayor Kelly Smith
ATTEST:
Joann McClendon, CMC
City Clerk
1 MASTER AGREEMENT BETWEEN THE
MADERA COUNTY TRANSPORTATION COMMISSION
AND THE CITY OF CHOWCHILLA
FOR THE FISCAL YEAR 2024/25 ALLOCATION OF RSTP EXCHANGE FUNDING This agreement is made on January 13, 2025 by and between the City of Chowchilla, a public body, hereinafter referred to as “Recipient,” and the Madera County Transportation Commission, hereinafter referred to as “MCTC.”
WHEREAS, the MCTC is the state-designated Regional Transportation Planning Agency for Madera County; and
WHEREAS, as authorized by section 182.6(g) of the Streets and Highways Code, the MCTC has entered into a separate agreement with the State of California, through the Department of Transportation (Caltrans), to assign a defined portion of its annual Regional Surface Transportation Program (RSTP) apportionment to Caltrans in exchange for state funds for specified fiscal year(s); and
WHEREAS, the MCTC is authorized to use these exchanged funds (hereinafter RSTP Exchange Funds) to assist local agencies to promote projects which otherwise qualify for RSTP funds; and WHEREAS, it is contemplated by MCTC and the Recipient that the amount of funding and the projects designated in Exhibit A may change from time to time as set forth below; and WHEREAS, the MCTC has requested the Madera County Auditor-Controller to establish a separate fund for the Federal Apportionment Exchange Program and such a separate fund has been established.
NOW, THEREFORE, in consideration of the mutual covenants contained herein, THE PARTIES HERETO AGREE AS FOLLOWS:
A. The MCTC agrees to allocate RSTP Exchange Funds paid by Caltrans under the Federal Apportionment Exchange Program only for projects as authorized under sections 133(b) and 133 (c) of Title 23, United States Code and Article XIX of the California State Constitution.
B. The Recipient agrees to use RSTP Exchange Funds only for the RSTP Exchange eligible project(s) described in Exhibit A.
C. The Recipient agrees to reimburse funds back to MCTC if it is determined that RSTP Exchange Funds were used for ineligible projects.
2 RSTP Exchange Agreement
1. ADMINISTRATIVE POLICIES
A. The projects described in Exhibit A, and the amounts allocated therefore, may be amended from time to time without changing the rest of this Master Agreement.
B. The Recipient agrees to submit a RSTP Monitoring report to MCTC every 6 months describing the progress towards completion for all projects listed in Exhibit A.
C. The Recipient agrees to mention MCTC’s role in funding the project in any press releases or media events held by the Recipient to promote a funded project.
D. The MCTC agrees to reimburse the Recipient within 30 days of receipt of an accurately completed claim form from the Recipient. The Recipient shall be reimbursed for actual incurred costs that are supported with documentation.
E. The Recipient agrees to cause the completion of the project(s) within three years from the date funds were approved, as recorded in Exhibit A. Failure to complete the project(s) in a timely basis shall allow MCTC to refuse reimbursement and to reprogram such funds for other purposes.
2. COST PRINCIPLES
A. Recipient agrees to comply with 2 CFR, Part 200, Uniform Administrative Requirements, Cost Principles and Audit Requirements for Federal Awards.
B. Recipient agrees to require its contractors and subcontractors to:
(1) use Contract Cost Principles and Procedures, 48 CFR, Federal Acquisition Regulations System, Chapter 1, Part 31, et seq., to determine the allowability of individual project cost items; and
(2) comply with Federal administrative procedures in accordance with 2 CFR Part 200, Uniform Administrative Requirements, Cost Principles and Audit Requirements for Federal Awards.
3. THIRD PARTY CONTRACTING
A. Recipient shall not award a construction contract over $10,000 or other contracts over $25,000 on the basis of a noncompetitive negotiation for work to be performed using Funds without the prior written approval of Caltrans. This provision shall not apply to professional service contracts of the type which are required to be procured in accordance with Government Code Sections 4525 (d), (e), and (f).
3 RSTP Exchange Agreement
B. Recipient agrees that travel and per diem reimbursements and third-party contract reimbursements to subcontractors will be allowable as project costs only after those costs are incurred and paid for by the subcontractors and only if consistent with Paragraph 6, below.
C. In addition to the above, the audit requirements of third-party contractor/ consultants with Recipient shall be consistent with Local Assistance Procedures Manual as published by Caltrans.
4. ACCOUNTING SYSTEM
Recipient, 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 Recipient, 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 reimbursement payment claims.
5. 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, the Recipient, its contractors and subcontractors each agrees to grant Caltrans and/or the MCTC auditors access to the Recipient’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. All documents shall be made available for inspection by authorized Caltrans or MCTC agents at any time during project development and for a four-year period from date of completion of project or one year after the audit is completed or waived by Caltrans, whichever is later.
6. TRAVEL AND SUBSISTENCE
Payments to contractors and subcontractors for travel and subsistence expenses of Recipient 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 Recipient is responsible for the cost difference and any overpayments shall be reimbursed to the MCTC on demand.
7. PROJECT COMPLETION
Recipient agrees to provide to the MCTC a short report summarizing total project costs and milestones, including before and after photos of the project, for each project within sixty (60) days of completion.
4 RSTP Exchange Agreement
8. 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.
9. CONFLICT OF INTEREST
Recipient 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.
10. 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.
11. 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.
12. 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.
13. TIME IS OF THE ESSENCE
The parties mutually acknowledge and agree that time is of the essence with respect to every provision hereof in which time is an element. No extension of time for performance of any obligation or act shall be deemed an extension of time for performance of any other obligation or act, nor shall any such extension create a precedent for any further or future extension.
14. 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. 5 RSTP Exchange Agreement
15. 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.
16. TERMINATION DATE
This Agreement shall remain in effect for a period of three (3) years from the date of this Agreement.
17. AMENDMENTS
Any changes to Exhibit A of the Agreement requested by the Recipient shall be implemented by a written amendment to Agreement and approved by both parties.
IN WITNESS WHEREOF, MCTC and Recipient execute this Agreement as follows:
MADERA COUNTY TRANSPORTATION COMMISSION
_________________________________ ___________
Patricia Taylor Date
Executive Director
Recipient:
CHOWCHILLA
_______________________________ ___________
Rod Pruett Date
City Administrator
Approved as to Form:
_______________________________ ___________
Michael Prentice Date
City Attorney
RSTP APPLICATION
EXHIBIT A
MADERA COUNTY TRANSPORTATION COMMISSION
Application for RSTP Exchange Funds
Fiscal Year Cycle:
Application Number:
Applicant Agency:
Project Manager:
PLANNED EXPENDITURES
PROJECT NAME PROJECT DESCRIPTION
(including streets and roads)
CATEGORY OF
ELIGIBILITY
ESTIMATED
AMOUNT
TOTAL
Submitted By:
__________________________________________________
Signature of Authorized Representative
__________________________________________________
Title and Date
Reviewed By:
__________________________________________________
Signature of MCTC Representative
REPORT TO THE CITY COUNCIL
Item 6.1
CLICK HERE
TO RETURN TO
THE AGENDA
Meeting of: January 13, 2026
AGENDA SECTION: New Business
SUBJECT: Council Member Appointments Made by the Mayor to Collaborative Agencies
PREPARED BY: Joann McClendon, City Clerk
ATTACHMENTS: 2025 Appointments
REVIEWED BY
ADMINISTRATOR ☒ REVIEWED BYATTORNEY ☒ REVIEWED BY FINANCE ☒ RECOMMENDATION:
That the Mayor selects the collaborative agency appointments.
BACKGROUND:
Council Members sit on collaborative agencies and committees such as the Madera County Local Agency Formation Commission (LAFCO) and Community Action Partnership (MADCAP). There are two agencies that provide a stipend per meeting: Madera County LAFCO and the Madera County Transportation Commission. There are also several agencies that are required to submit a Form 700.
The City Selection Committee will take who the Mayor “nominates” to certain Committees such as RAN and LAFCO and either accept or decline the nomination.
REASON FOR RECOMMENDATION:
This is a routine action that occurs annually.
FISCAL IMPACT:
There is no financial impact to the City.
ACTIONS FOLLOWING APPROVAL:
Once the Council Members are appointed, the City Clerk updates the appointments list for distribution to the Council, notifies each collaborative agency of the appointments and coordinates with the agency clerk any paperwork required by the Fair Political Practices Commission (FPPC) thereafter.
City of Chowchilla
LONG TERM - COLLABORATIVE AGENCIES COMMITTEES (2025)
COLLABORATIVE AGENCIES COUNCIL MEMBER
COMMITTEE NAME CONTACT FPPC Filing
Required? DATE/TIME & LOCATION PRIMARY ALTERNATE
SAN JOAQUIN VALLEY UNIFIED
AIR POLLUTION CONTROL
DISTRICT CITIZENS ADVISORY
COMMITTEE (CAC)
Michelle Franco
[email protected]
559-230-6038
NO
1st Tuesday - 10:00am
Meets at: Central Region Office
Governing Board Room 1990 E.
Gettysburg Ave., Fresno
Jeff Troost Kelly Smith
Advisory Board to the Board Directors of the SJVUAP District. APPOINTMENT MADE BY CITY SELECTION COMMITTEE.
LOCAL AGENGY FORMATION
COMMISSION (LAFCO)**
Karen Scrivner, Clerk of the Board
[email protected]
559-675-7700
YES
4th Wednesday - 6:0pm
2037 W. Cleveland Ave. MS-G
Madera, CA
Waseem
Ahmed
Kelly Smith
Reviews and considers final action in all countywide annexations of land as it relates to cities & districts in the County. APPOINTMENT MADE BY CITY SELECTION COMMITTEE.
MADERA CO ECONOMIC DEV
COMMISSION - EXECUTIVE BOARD
Kristina Gallagher, Executive
Director 675-7768 YES
2nd Wednesday – 3:00pm Monthly
2425 W. Cleveland Ave. Ste. 101
Madera
Waseem
Ahmed
Kelly Smith
City Appointment that watches over our contribution as a Joint Powers member in the EDC. One Council Member and alternated required as part of the agreement.
MADERA COUNTY COALITION **ON HOLD** Karen Scrivner, Clerk of the Board [email protected]
559-675-7700
NO 1st Monday - 7:00am
Farnesi's Restaurant, Madera John
Chavez
Ray
Barragan
Mayor and Mayor Pro Tem are encouraged to attend. Representatives from the cities of Madera and Chowchilla w/ Madera Co Board and other administrators/representatives in the County to discuss joint issues.
COMMUNITY ACTION
PARTNERSHIP OF MADERA
COUNTY
Cristal Sanchez
(559) 673-9173 YES
2nd Thursday - 5:30pm
Meets at: 1225 Gill Avenue, Madera
93637
WILL BE
FILLED BY
STAFF
MEMBER
WILL BE
FILLED BY
STAFF
MEMBER
Nonprofit corporation with joint efforts by the Madera County Board of Supervisors and a Bd of Directors representing elected officials, low income, labor, business, education, religion, and other major private organizations to address social programs and services for individuals and families in the community.
CITIZEN'S PRISON ADVISORY
COMMITTEE
Carmen Muroney CCWF/Attn: Warden's
Office/PO Box 1501 NO
2nd Tuesday - 3:00pm
Even months Only
Valley State Prison for Women Kelly Smith Jeff Troost
Council and Staff advisory regarding issues and concerns that affect the institutions and the community. The public may attend.
City of Chowchilla
COLLABORATIVE AGENCIES COUNCIL MEMBER
COMMITTEE NAME CONTACT FPPC Filing
Required? DATE/TIME & LOCATION PRIMARY ALTERNATE
MADERA CO. RAN BOARD
Karen Scrivner, Clerk of the Board
[email protected]
559-675-7700
YES
3rd Wednesday - 2:30pm
County of Madera
200 West 4th Street , Madera
Kelly Smith Jeff Troost
The Madera County CAL-ID Remote Access Network Board was established through Penal Code and Vehicle Code sections that allow for $1 in additional Vehicle License Fees (VLF) to be collected to establish fingerprint identification networks at a county level. APPOINTMENT MADE BY CITY SELECTION COMMITTEE.
CHOWCHILLA CHAMBER OF
COMMERCE
Rachael Beard, Manager
559-665-5603 NO
2nd Wednesday - 12:00pm
Meets at: Civic Center Public
Training Room
Ray
Barragan
Jeff Troost
City Representative to the Chamber of Commerce
MADERA COUNTY
TRANSPORTATION COMMISSION**
Patricia Taylor
559-675-0721
559-675-9328 FAX
YES
2001 Howard Road, Ste 201,
2nd Floor - Citizens' Bank
Madera
Waseem
Ahmed
Jeff Troost
Countywide municipal planning organization for transportation, roads, infrastructure.
LEAGUE OF CA CITIES - CENTRAL
DIVISION EXECUTIVE BOARD
Stephen Qualls, Cen Valley Regional Public Affairs
Manager (209) 614-0118; Fax (209)883-0653 NO 2nd Thursday - 7:00pm Meets at: Location rotates John Chavez
Waseem
Ahmed
LOCC Central Valley Division has an Exec Board that meets to give guidance to the general populace as it relates to legislations, dues, and other items as they arise. City Administrator is assigned as alternate if Council Member not available.
San Joaquin Valley Regional Early
Action Planning Committee for
Housing (REAP)
Karen Scrivner, Clerk of the Board
[email protected]
559-675-7700
NO Jeff Troost Kelly Smith
REAP PROGRAM ENDED DECEMBER 31, 2024
Countywide municipal planning organization for transportation, roads, infrastructure. APPOINTMENT MADE BY CITY SELECTION COMMITTEE.
COUNTYWIDE OVERSIGHT BOARD
Karen Scrivner, Clerk of the Board
[email protected]
559-675-7700
NO
Countywide municipal planning organization for transportation, roads, infrastructure. APPOINTMENT MADE BY CITY SELECTION COMMITTEE. **Denotes which Committees provide monetary stipends.
REPORT TO THE CITY COUNCIL
Item 6.2
CLICK HERE
TO RETURN TO
THE AGENDA
Meeting of: January 13, 2026
AGENDA SECTION: New Business
SUBJECT: Approval of a Resolution Accepting the Completed Improvements and Authorizing Filing of the Notice of Completion for the Orchard View Final Map No. 22-0010
PREPARED BY: Noel Azevedo, Administrative Analyst
APPROVED BY: Joe Roman, Public Works Deputy Director
ATTACHMENTS: NOC and Resolution
REVIEWED BY
ADMINISTRATOR ☒ REVIEWED BYATTORNEY ☒ REVIEWED BY FINANCE ☒ RECOMMENDATION:
Staff recommends that the City Council adopt a resolution accepting the completed improvements and authorizing filing of the Notice of Completion for the Orchard View Final Map No. 22-0010.
BACKGROUND:
In April 2024, the City entered into a Subdivision Agreement, for Subdivision No. 21-0010 Orchard View with Century Communities of California.
As authorized by City council, development was started by Century Communities of California shortly thereafter and was completed in December of 2025.
REASON FOR RECOMMENDATION:
Century Communities of California, has completed to the satisfaction of the City’s Engineer and in accordance with the requirements of the Final Map No. 22-0010 Orchard View. The City must accept the improvements and file the Notice of Completion in order to close out the Project.
FISCAL IMPACT:
None.
ALTERNATIVES:
None.
ACTIONS FOLLOWING APPROVAL:
1. Filing of Notice of Completion with Madera County Recorder.
2. The Performance Bond and Monument Bond will be released immediately upon acceptance by the City Council.
3. The Payment Bond will be released 35 calendar days after the filing of the Notice of Completion, provided no liens have been filed.
4. The Warranty Bond will go into effect upon acceptance by the City Council, and has a one-year life.
COUNCIL RESOLUTION # XX-26
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CHOWCHILLA, CALIFORNIA
ACCEPTING IMPROVEMENTS AND AUTHORIZING FILING OF THE NOTICE OF COMPLETION FOR ORCHARD VIEW FINAL MAP NO. 22-0010
WHEREAS, Century Communities of California has completed the improvements for the Orchard View Final Map; and
WHEREAS, the City’s Engineer has inspected the improvements required by the City and all improvements required by the City have been completed; and WHEREAS, the Deputy Director of Public Works recommends acceptance of the Orchard View Final Map and requests City Council to authorize the Deputy 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. The City Council accepts the Orchard View Final Map No. 22-0010.
3. The Public Works Deputy Director is authorized to record the Notice of Completion.
4. The Performance Bond and Monument Bond will be released immediately upon acceptance by City Council.
5. The Payment Bond will be released 35 calendar days after the filing of the Notice of Completion, provided no liens have been filed.
6. The Warranty Bond will go into effect upon acceptance by the City Council, and has a one-year life.
7. This resolution is effective immediately upon adoption.
PASSED AND ADOPTED by the City Council of the City of Chowchilla this 13th day of January, 2026 by the following vote to wit:
AYES:
NOES:
ABSENT:
ABSTAIN:
APPROVED:
Mayor Kelly Smith
ATTEST:
Joann McClendon, CMC
City Clerk
RECORDING REQUESTED BY AND
FOR THE BENEFIT OF:
City of Chowchilla WHEN RECORDED MAIL TO:
NAME: City of Chowchilla
Attn. Joann McClendon
STREET: 130 South Second Street
STATE California
ZIP 93610
Title Order No. Escrow No. SPACE ABOVE THIS LINE FOR RECORDER’S USE
NOTICE OF COMPLETION
NOTICE is hereby given that: NO RECORDING FEE PER
GOVERNMENT CODE SECTION 27383
1. The undersigned is the agent of the / owner of the interest stated below in the property hereinafter described,
2. The NAME (including that of the undersigned), ADDRESS and NATURE OF TITLE of every person owning any interest in such property is as follows:
Full Name Full Address Nature of Title
City of Chowchilla 130 South Second Street, Chowchilla CA 93610 In Fee Name of Undersigned
3. The names and addresses of the transferors to the current owner (to be shown if the current owner is a successor in interest of the owner who caused the improvement to be constructed, etc.):
Full Name Full Address
4. A work of improvement on the property hereinafter described was COMPLETED on _January 13, 2026 ___
5. The name of the CONTRACTOR, if any, for such work of improvement was _______________________________ Century Communities of California
(if no Contractor, Insert “None”)
6. The property on which said work of improvement was completed is in the City of _Chowchilla,_______
County of Madera , State of California,
and is described as follows:
Orchard View Subdivision Project
7. The street address of said property is: Final Map No, 22-0010, Chowchilla, CA 93610 Dated January 13, 2026 Signature of Owner or Owners (or Agent) Joe Roman
Type name
Public Works Deputy Director
Type title
101P0907-NOC Page 1 of 1