ESCALON
CALIFORNIA MINUTES
CITY COUNCIL OF THE CITY OF
STEPPING ESCALON
TO CORNE CENTRAL
MEETING OF OCTOBER 16, 2023
City Council Chambers, 2060 McHenry Avenue -7:00 P.M.
Beginning Resolution No. 39-23
Beginning Ordinance No. 594
Beginning Minute Order No. 56-23
PRESENT: Mayor David Bellinger
Mayor Pro Tem Andrew Thomas Hagan
Councilmember Jeremy Engle
Councilmember Malinda Walker
Councilmember Shawn Strohman
STAFF PRESENT: Dominique Romo, City Manager/City Clerk
Jaylen French, Development & Community Services Manager Juston Collins, Public Works Superintendent/Manager
Gustavo Flores, Chief of Police
Ivett Arevalo, Deputy City Clerk
Frank Splendorio, City Attorney
CONSENT CALENDAR
These items are considered routine in nature and are acted upon by a single action unless requested by an individual Council Member or member of the public for special consideration.
1. Approve the Minutes from the Regular Meeting of October 2, 2023.
2. Approve the Register of Demands from September 26 to October 10, 2023 in the amount of $352,689.70.
MOTION - It is moved/seconded by STROHMAN/HAGAN that the Consent Calendar be approved as presented. Motion carried unanimously (5-0) MINUTE ORDER 56-23
STAFF COMMUNICATIONS & UPDATES
3. a. Treasurer's Report for September
Police Department Report for September
c. Animal Control Report for September
d. Recreation Report for September
e. Development Services Report for September
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f. Public Works Report for September
g. Building Department Report for September
h. Water Department Report for September
i. Waste Water Treatment Plant Report for September
j. City Manager's Report
i. Informational Updates
City Manager Dominique Romo presented the item, noting a correction in the water department report (item 3H) that has been shared with all Councilmembers and available to anyone in the audience who may be interested. She added that the revised report will also be uploaded to the city website to ensure everyone has access to the updated information.
Jaylen French, the Development and Community Services Manager, provided updates on four matters. First, he stated staff worked to simplify business license and home occupation permit procedures, achieving a three-day review time and lowering home occupation permit fees from $130 to $70, effective October 1st.
The second item he presented highlighted the approval of an adult yoga class application for the community center, with program details to be finalized soon.
Thirdly, he informed the Council that registration opened for the Basketball League, which now includes four and five-year-olds, aiming to accommodate a broader age range.
Lastly, he stated that an investigation into traffic on Deborah Circle found no significant cut- through traffic. Instead, staff planned to install signs indicating it's not for through traffic, with ongoing monitoring.
Public Works Superintendent Juston Collins informed that Caltrans had finally begun work on Highway 120 after previous delays. He stated the work involved removing 2 inches of asphalt, with plans to restripe. He stated that while there were some complaints about construction- related inconveniences, staff was actively addressing these concerns with Caltrans. He stated that staff aimed to complete the work quickly while the weather was favorable and maintained daily communication with Caltrans to track progress.
Additionally, Mr. Collins expressed excitement about the upcoming flag football season. He announced that staff had expanded from two to three fields, accommodating more teams simultaneously. He invited the public to attend the games and enjoy the improved fields in the coming weekends.
During the meeting, Chief Gustavo Flores informed Councilmember Walker about the radar trailer's current location on Escalon Avenue. He went on to mention that Escalon Police Department would be relocating it to Stanislaus and Miller, as per Councilmember Walker's request. He added that this move was scheduled to take place the following day.
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Public Works Superintendent Collins mentioned that he had promised Mr. Lyle with Escalon School District that he would announce the upcoming Escalon High School homecoming game on the 20* of October. He stated that it's the first event on their newly installed field, and will be featuring special ceremonies and the use of the 49ers stadium's American flag. He encouraged everyone to attend and support the local football team.
City Manager Romo provided updates, including the opening of RFPs for two city-owned orchards, a housing element workshop on November 6th, and an application for the veteran's parade entry. Mayor Bellinger humorously discussed his truck's participation, and Council have consensus to submit the application with the Mayor and other council members available to attend. City Manager Romo stated the parade would start at 10:30 AM on November 11th, with lineup at 9 AM, and a reminder email with details would be sent to the council.
Councilmember Walker asked about progress on the Main Street Park walking trail and bike path projects. Development and Community Services Manager Jaylen French replied that the projects were still in the design phase and expected construction to start early next year. He also mentioned some exciting new additions to the park but didn't share details as they were still in the design stage. He added that RFPs for the projects would be sent out in the next few weeks.
MATTERS PRESENTED FROM THE AUDIENCE
At this time, the public may address the City Council on any item, not on the agenda that is within the authority of the Council. The speaker is limited to a maximum of five minutes. Unused time may not be yielded to another speaker. The determination of whether an item is within the authority of the Council is a discretionary decision made by Mayor.
Sherry Hill representing Escalon Strong, addressed the Council regarding their food distribution event held at the Community Center Senior room on Thursdays. She stated Escalon Strong intended to seek Council permission in a future meeting to exclusively utilize the foyer, rather than the approved Senior room, for food distribution. She added this decision aimed to prevent any disruption to ongoing activities in the Senior room. She stated their plan involved setting up tables in the foyer for a straightforward and less disruptive process. Ms. Hill emphasized their readiness to handle any concerns and mentioned Karen Corey's support for this arrangement.
Gary Haskin, an Escalon Resident, asked about the city pool. He wondered if there were plans to get it ready for the summer well ahead of time, rather than waiting until the last minute.
Cameron DeRuosi, an Escalon resident, spoke about a 19-acre city-owned property on Escalon Bellota Rd. He wanted to buy 8 acres for overflow parking, offering $240,000.
Mayor Bellinger clarified that the RFPs for the property were for short-term leases, not sales. He explained that selling the property would require adherence to the Surplus Land Act, and he was not in favor of that. He further emphasized that if the property were to be sold, it would be open to all bidders, not just DeRuosi's group.
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City Manager Romo informed Mr. DeRuosi that there was an open RFP for the property scheduled to close on October 26th. She mentioned that if the DeRuosi Group submitted an RFP, it would be reviewed and discussed by the City Council.
Cameron DeRuosi then asked Mayor Bellinger why he opposed selling the land. Mayor Bellinger explained that the land was designated for Park and Recreation for the community. He emphasized that the offer made by the DeRuosi group did not significantly impact the city budget, as it was a one-time payment, and the land could be used as a park indefinitely.
Elsa Sandoval, an Escalon resident and the Escalon Representative on Aging, warned that if the land were developed, it would be subject to California's housing laws. She added that these laws mandate the inclusion of low-income housing, such as Section 8 housing and that once these regulations are triggered, they can be challenging to reverse or halt.
ADMINISTRATIVE MATTERS
4. Consider the term of Recreation Commissioner Beeman pursuant to Escalon Municipal Code Section 2.17.030 (C).
Development and Community Services Manager Jaylen French presented item #4 to the Council.
He acknowledged that such matters were not something staff liked to bring forward but were necessary to enhance the prominence of the Recreation Commission. He explained that this item was connected to the next agenda item (item 5) since there was interest in the application process to fill two expiring Recreation Commission seats, and they had received four applications.
Mr. French explained that they had been reviewing the attendance of Recreation Commissioners, and unfortunately, Commissioner Roger Beeman had not attended the required meetings.
According to the Escalon municipal code section 2.17.030, missing three consecutive meetings without permission could lead to removal. Mr. French informed Council that Commissioner Beeman had missed meetings in January, February, and March without notification. He added that despite multiple attempts to contact him through phone and email, staff had not received any response regarding his continued interest in continuing to serve on the Recreation Commission.
Mr. French mentioned that staff wanted to present this matter to the Council as it was related to the next agenda item, which involved scheduling interviews for the Recreation Commission.
Councilmember Strohman asked when Commissioner Beeman had last attended a meeting.
Mr. French replied that Commissioner Beeman had attended the August meeting, but he had missed the last two meetings and several prior ones.
Mayor Bellinger sought clarification regarding Commissioner Beeman's current term and whether his seat was up for renewal this year.
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Mr. French responded by stating that Commissioner Beeman had been on the Commission for approximately five years, his seat was not up for renewal this year and had an attendance record that included missing 13 out of 25 meetings.
Mayor Pro Tem Hagan inquired whether staff was aware of any health issues that might explain Commissioner Beeman's poor attendance or if he was simply not showing up.
Mr. French replied that he was unsure because there had been no communication from Commissioner Beeman. He mentioned that when he first took on the role of Development and Community Services Manager, he reached out to introduce himself but did not receive a response. Additionally, staff had made subsequent attempts to contact him through quorum calls and emails but had not received any replies.
Councilmember Strohman asked if they had tried to contact Commissioner Beeman through phone or email and received no response.
Mr. French confirmed that they had made attempts using both methods, including quorum checks to determine who would attend meetings. He mentioned that they had also tried reaching out through other means.
Mayor Pro Tem Hagan expressed respect for Commissioner Beeman's standing in the community but emphasized the importance of accountability. Missing over half of the meetings, in his opinion, was not fulfilling one's commitment.
Mayor Bellinger asked staff if item 4 is to be combined with item 5, staff said no, item 4 is just giving context. Mayor Bellinger stated that he is concerned with Beemans attendance record and even more so because there has been no communication. He stated he hopes he is not ill health.
Councilmember Engle asked if this item was sinply open for discussion or if a motion by council was needed. Mayor Bellinger suggested a motion be made and the vacancy of Mr. Beemans seat be put upen to the the pool of applicants for the Recreation Commission.
MOTION - It is moved/seconded by ENGLE/HAGAN that Recreation Commissioner Roger Beeman be removed from the Recreation Commission. Motion carried unanimously (5-0) MINUTE ORDER 57-23
5. Set a Date and Time to Conduct Recreation Commission Applicant Interviews.
Development and Community Services Manager Jaylen French presented item #5. He explained that there were vacancies on the Recreation Commission that would naturally expire next month, following City Council policy. He stated that according to this policy, staff opened recruitment every time a term expires. He explained that the application acceptance period was from September 22 to October 3, resulting in the receipt of 4 applications.
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Mr. French mentioned that one of the vacancies was for a seat outside the city, and the other was for a seat inside the city. He continued to say that the first step, following City Council policy, was to schedule interviews. Therefore, they were presenting this item to the Council to determine when the interviews should be conducted.
Mayor Bellinger sought clarification on the process, asking if it would follow the same pattern as in the past, where interviews are conducted, and a decision is made.
City Manager Romo explained that it was up to the Council's decision as part of the policy. They could schedule a date for interviews and, if needed, vote on appointments that same night.
Alternatively, they could schedule a separate meeting for the appointments.
In response to Mayor Bellinger's inquiry, City Manager Romo mentioned that the next regularly scheduled Council meeting was following a joint planning commission meeting but that it could be added to that agenda.
Councilmember Strohman asked if there was a scheduled Recreation Commission meeting in November. Development and Community Services Manager Jaylen French stated that staff did not have any items for a meeting yet, so it was yet to be determined whether there would be a meeting in November.
Councilmember Engle inquired if this process would be for three Recreation Commission seats.
Mr. French responded that the number of seats was at the Council's discretion but given the removal of the Commissioner in the previous item, it would make sense to open three positions:
the two expiring terms and the vacant one.
The discussion moved to seat terms, and City Manager Romo informed the Council that the applicant who fills Mr. Beeman's seat would have to complete the current term.
Councilmember Strohman asked how the Council would identify which seat is which and their respective terms. City Manager Romo explained that the staff would identify and provide that information to the Council.
Mayor Pro Tem Hagan inquired if postponing voting to the next city council meeting would create a quorum for the November Recreation Commission meeting. Mayor Bellinger clarified that there are still 4 members on the Recreation Commission, so it should not be an issue.
Councilmember Engle suggested that since a 3rd position was now opened, all 3 Recreation Commission seats should be made available to interested applicants again. Mayor Bellinger agreed, and further discussion ensued regarding application dates, closure date, and the voting and interview process.
In response to City Manager Romo's question about any issues, French reiterated that the timing was up to the Council's discretion. He noted that the current terms would expire at the end of the
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month, so there shouldn't be any problems. If they decide to hold a meeting in November, there's a chance of having a quorum since they still have four members on the Recreation Commission, which should be enough.
MOTION - It is moved/seconded by BELLINGER/STROHMAN that the application process for three Recreation Commission Seats, including the one previously held by Roger Beeman, be open from October 16, 2023, to November 3, 2023. Interviews and appointments for these seats are to be scheduled for November 20, 2023. Motion carried unanimously (5-0) MINUTE ORDER 56-23
6. Discuss and Provide Direction on the Agenda Item Request from Danny Fox proposing the renaming of Brentwood Park in recognition of Bob and Dina Lease.
City Manager Romo presented item 6 and mentioned that Danny Fox, the individual who had requested it to be added to the agenda, was expected to join remotely. However, Mr. Fox was not present online for his remote presentation. Consequently, the Council deliberated on rescheduling this item for a future meeting. Councilmember Engle proposed moving it to the second meeting in November, considering that the next scheduled meeting on November 6 was expected to be lengthy.
Consensus was given by the Council to move item 6 to the regular scheduled City Council meeting on November 20, 2023.
7. Discuss the Wastewater Treatment Plant Upgrade design costs.
Councilmember Strohman initiated the discussion, mentioning that he had requested this topic be added to the agenda. He expressed appreciation for the efforts made so far regarding the wastewater plant project. He then referred to the project's initial presentation in 2019, highlighting that project 2b had been deemed the most cost-efficient option, encompassing all necessary plant upgrades with an estimated cost of $16.3 million.
He continued by recalling the issuance of the Blackwater contract during the November 11, 2021 City Council meeting. At that meeting, Kurt Dazinger inquired whether the design costs would be shared between the industry and the city. The original project 2b proposal had outlined a shared cost structure, with the city responsible for 27%, Eckert for 16%, and Heinz Kraft for 57% of the total cost.
Councilmember Strohman then highlighted that Blackwater, along with city staff members Justin and Tom, had collaborated extensively on the design process. However, concerns had arisen recently as the estimated project cost had surged from $16.3 million to a staggering $40 million, with no commitment from Heinz Kraft and Eckert.
He underscored his worry that, with 90% of the design phase already completed, the absence of a commitment from these industries could lead to significant redesign expenses. Councilmember Strohman emphasized that, as the governing body of Escalon, a written commitment from the industries was necessary. He expressed concern about the potential misuse of taxpayer funds.
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To illustrate his point, Councilmember Strohman noted that even with a conservative 30% cost escalation on the initial $16.3 million estimate, it still fell short of the $40 million figure. He recommended a temporary pause on the project until a firm commitment from Heinz Kraft and Eckert could be secured.
Mayor Pro Tem Hagan inquired with Public Works Superintendent Collins about the feasibility of temporarily halting the project and requested his opinion on the matter.
Public Works Superintendent Collins explained that staff is actively engaged in discussions with the industries regarding the project. He clarified that the industries have not committed yet because they haven't received a formal project cost document for their review and signature. He emphasized that there is already a 100% commitment from the industries to work collaboratively. The estimated $40 million cost is based on the ongoing design process, which aims to ensure the project is comprehensive and future-proof. He added that Blackwater was actively holding interviews with the industries to further the discussions.
In response to Mayor Pro Tem Hagan's inquiry about a timeline, Public Works Superintendent Collins explained that they must demonstrate progress to the state in developing the design to resolve plant violations and bring it up to standard
When asked about the contract status, Collins confirmed that Blackwater is still under contract.
He mentioned that the project design is at 90%, but it hasn't reached the desired level yet.
Mayor Pro Tem Hagan expressed concern about the city being responsible for increased project costs due to inflation or if industries decide to leave Escalon. He raised the possibility of a contract between the city and industries to provide assurance to taxpayers that industries won't agree and then back out at the last moment.
Public Works Superintendent Collins was uncertain whether the industries would be open to signing a contract, but he believed that if they didn't agree to share the project cost and a redesign became necessary, it wouldn't be a lengthy process.
Mayor Bellinger asked about the conclusion of the Blackwater contract and sought clarification on the project funding provided by ARPA (American Rescue Plan Act).
City Attorney Splendorio explained that the funds must be set aside for a specific purpose by the end of 2024 and used for that purpose by the end of 2026.
Councilmember Engle inquired about the proportion of funds allocated from ARPA for the design phase, and City Manager Romo responded that all the design funds came from ARPA. He further questioned whether there were sufficient ARPA funds to cover the entire design cost without relying on taxpayer money, to which City Manager Romo confirmed that there were enough ARPA funds available for this purpose.
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Councilmember Strohman expressed his concern that the project's approach seems to be in reverse order. He suggested the need to first identify the funding sources and secure a commitment from the industries before proceeding with the design. He emphasized that he wasn't advocating for the project to halt but stressed the importance of obtaining a firm financial commitment to protect the city's residents.
Councilmember Walker raised concerns about the project's financial arrangement. She noted that when the project was initially presented to the council, it was based on a cost-sharing model between the city, Eckert, and Heinz Kraft. However, she pointed out that the city is currently bearing 100% of the design and permit fees, which was not the original assumption. She questioned whether the city would attempt to bill the other parties for their share or if it would continue to cover the entire cost.
Councilmember Engle inquired about the involvement of ARPA funds in the initial approval process for the project. City Manager Romo clarified that ARPA funds were not part of the initial approval process. Councilmember Engle then sought to understand if there was any taxpayer money at risk. Mayor Bellinger explained that the ARPA funds were designated for the design, and if the cost was shared with the industries, the remaining ARPA funds would need to be returned to the state. He added that splitting the cost with the industries would not result in any savings for the city's budget. Mayor Bellinger recalled that the city had decided to cover the design costs upfront to maintain greater control over the design process rather than entering into a shared agreement.
Public Works Superintendent Collins concurred with Mayor Bellinger's statement about past council approval to retain control in the design process. He mentioned that even though it was approved that way, staff is still engaging with the industries as they play a significant role. He emphasized that although the city has control over the decisions, the industries have been cooperative in the process.
Councilmember Strohman inquired with Public Works Superintendent Collins whether it was accurate to state that 73% of the $40 million project cost could be directly attributed to industry.
He mentioned his awareness that the current design includes percolation ponds for industry and some Escalon residents.
Public Works Superintendent Collins mentioned that he wasn't certain about the specific breakdown but indicated that he could determine it and provide a response later.
Mayor Pro Tem Hagan inquired about the timeframe required to have a final design. Public Works Superintendent Collins indicated that he believes they can have a refined final design within the next year.
Mayor Pro Tem Hagan sought clarification that if the project continues, there will be no costs to the city budget. City Manager Romo confirmed this, as a portion of the funding comes from ARPA.
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Mayor Pro Tem Hagan asked Public Works Superintendent Collins about his confidence in the project's ability to meet the treatment plant needs, avoid state attention, and establish a final project cost if staff is given more time. Superintendent Collins expressed his confidence in this outcome.
Councilmember Strohman expressed his concern about potential increases in sewer rates to cover the costs of a rate study, the treatment plant project, and the upcoming surface water project. He stated that for a town with a population of 7,800, he believes it would be unaffordable, especially considering the complaints already received about water and sewer rates.
Mayor Bellinger shared his research findings, explaining that compared to surrounding areas, Escalon's rates are relatively cheaper, but they are also increasing. He emphasized the importance of addressing these projects to ensure that Escalon residents have access to running water and to avoid further issues with the state. He acknowledged that addressing these problems would require hard work and investment, but it is necessary.
Councilmember Walker stressed the importance of securing a commitment from the industries to help cover their shared costs for the project. She emphasized the need for a written agreement to ensure their commitment, especially for the construction phase of the project.
Mayor Pro Tem Hagan reiterated his ongoing concern about industries' willingness to collaborate on project funding. He inquired about the timeline for the city to determine whether the industries would contribute financially. Public Works Superintendent Collins emphasized that the industries were awaiting a precise cost figure to present to their corporate headquarters. He also highlighted that the city currently manages the industries' sewage discharge, leaving them with no alternative. If they decline to participate, they will face significant internal decisions.
Councilmember Strohman inquired about the expected timeline for completing the 100% Construction Documents (CDs), which are detailed design plans for the project. Public Works Superintendent Collins stated he was not sure but could ask Blackwater.
Alison Furuya from Blackwater explained that their focus right now is talking to industries, working on a rate study, and coordinating with the regional board to figure out what's needed and when. They are also looking into funding options, including grants. She mentioned that they won't be sending big bills for design work beyond 90% until the city decides to proceed.
Councilmember Strohman asked Ms. Furuya when the city could expect a final number to see if the industries are willing to share the project cost. Public Works Superintendent Collins chimed in, saying that it would likely happen once the state approves the design submitted to them. He estimated this could occur within about six months.
Councilmember Strohman asked Ms. Furuya to explain to residents and council what the process will be like when the design is presented to the state.
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Ms. Furuya explained that they are working with two branches of the regional board: compliance and permitting. She explained that the compliance branch assesses whether the agency is meeting the requirements of the existing permit, while the permitting section deals with issuing new permits for major renovations to the treatment plant. She stated that Blackwater has submitted documents to the permitting section, which prepares new permits based on a report of waste discharge. She added that the compliance section does not review design documents but ensures compliance with the existing permit. She added that they are currently working on aligning their design with the requirements of both sections in meetings scheduled for later this month.
Councilmember Strohman inquired about the timeline, asking both Alison Furuya and Justin Collins if it would be prudent to revisit the project in six months to assess the funding and industry commitment before proceeding with the final 100% design.
Mayor Bellinger opened public comment.
Kurt Danziger expressed his concern and dissatisfaction with the handling of the wastewater treatment plant project. He emphasized the need for industries to commit to sharing the project's costs and questioned why the project's cost had increased from the original plan presented in 2019. He urged the Council to set a deadline for industries to commit to sharing the costs and suggested that proceeding without their commitment was not prudent. Danziger criticized the lack of control and oversight in the project and stressed the importance of resolving these issues before proceeding further. He concluded by expressing his opposition to rate increases without a clear understanding of the project's details and costs.
Robert Granberg, a former utility manager and Escalon resident, expressed concerns about the wastewater treatment plant project. He questioned deviations from the approved master plan and urged consideration of long-term environmental compliance. Mr. Granberg offered his expertise to city staff and suggested a thorough review of the master plan. He also raised the need for meeting minutes during discussions with industries to ensure accountability for commitments made. Public Works Superintendent Juston Collins confirmed that no minutes were kept during those meetings.
Karen Morgan, who resides at 1743 Colombard Court, identified herself and expressed her willingness to offer her assistance as a resource. She indicated her readiness to be contacted and to provide support in examining plans, discussing future developments, and addressing concerns related to growth. She emphasized her commitment to the community and her intention to stay in Escalon, where she has lived for the past 17 years.
Mayor Bellinger closed public comments.
Mayor Pro Tem Hagan asked if within six months, there would be enough clarity to provide concrete answers to the community. Public Works Superintendent Collins stated that while he couldn't provide a guarantee, they would have made significant progress within that time frame and would have more answers.
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Councilmember Walker inquired about the 2B plan, which was initially estimated at $16.3 million and had now reached $40 million. She asked whether they had deviated significantly from the original plan. Public Works Superintendent Collins clarified that they were still following the general path of the 2B plan with some modifications, pending further information from the state.
Councilmember Engle expressed his desire to stay the course, suggesting that they were close to their goal and didn't want to slide back.
Mayor Pro Tem Hagan proposed giving the matter more time to gain clarity.
Councilmember Walker sought clarification on the need for a 100% design before industries could make a commitment. Public Works Superintendent Collins mentioned that while the state's approval required 100% design, he couldn't confirm if industries needed the same.
Councilmember Walker further inquired about what would be necessary for Heinz Kraft to take the project back to their corporate office for a decision. Superintendent Collins explained that they needed to finalize a design they were comfortable with and could put a number to, and this would be presented to industries before obtaining state approval as state approval could take longer. She also asked about the timeline for presenting the project to industries, given that they were currently 90% design. Superintendent Collins hoped to do so within the next six months.
Councilmember Strohman emphasized his concern, noting that in his 21 years as a construction manager, this was the first time he encountered a situation where a funding source had not been identified before completing the design.
Councilmember Walker requested that during meetings with Kraft, Public Works Superintendent Collins ask them specifically what is needed for them to present the project to their corporate office. Superintendent Collins responded that Kraft needs a final number to seek approval from their corporate office.
Councilmember Strohman requested that when determining the final project cost, a contingency and an escalator for construction costs should be added. He emphasized that construction costs have been increasing every month, and the state's review process may also take several months.
Superintendent Collins assured the Council that all these factors are being considered in the planning process.
Councilmember Walker expressed the opinion that if ARPA funds are being used, the project should continue to move forward to determine the cost. However, if the city needs to use its own funds, she suggested that the matter should come back to the council for an update.
City Manager Romo and Public Works Superintendent Collins agreed that they will provide updates and keep the council informed if the city's funds are needed for the project.
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8. Discuss City Office Hours.
City Manager Romo presented item number 8. She explained that City Hall administrative staff follows a 9/80 schedule with office closures on Fridays. She stated this has been in place since approximately 2017-2018. She stated that this schedule helps staff catch up on tasks without interruptions and allows for uninterrupted staff meetings. She also stated that surrounding cities like Riverbank and Oakdale also use a similar schedule.
Public Works Superintendent Juston Collins added that while City Hall follows this schedule, Public Works and Police Departments operate 24/7 and are always available if needed.
Councilmember Walker inquired about the working hours of staff on Fridays. City Manager Romo explained that staff are present at City Hall every other Friday, with working hours from 7 AM to 4 PM. She stated that during these Fridays, staff prioritize phone calls and emails, ensuring that urgent matters are addressed promptly. They also accommodate appointments for individuals who need assistance on these specific Fridays, setting appointments City Hall if needed
Mayor Pro Tem Hagan inquired about the process for individuals who wish to drop off checks or deposits at City Hall on Fridays when City Hall is closed. City Manager Romo explained that there is a drop box located at the front of City Hall. People can use this drop box to submit their checks or deposits, provided they place them in an envelope before placing them in the box. This allows for secure and convenient after-hours submissions, and many individuals use this method when City Hall is closed after 5 PM.
Councilmember Strohman asked Mayor Pro Tem Hagan if he had received any complaints from citizens regarding the closure of City Hall offices on Fridays. Mayor Pro Tem Hagan confirmed that he had indeed received multiple complaints from citizens who expressed a desire to have the ability to visit the office on Fridays. This was the primary reason for bringing up the discussion, as he believed it was important to address citizens' concerns and evaluate the justification for the closure.
Chief Flores mentioned that he and his team work together with City Hall staff to accommodate individuals who may need to deliver something to City Hall on a Friday when it is closed. He provided an example of someone returning equipment, and he assisted in handling the matter.
City Manager Romo explained that Public Works remains open, and they have personnel on call to address any emergency water or sewer-related issues, even on Fridays when City Hall is closed. She stated that information is not currently posted outside City Hall but can be added.
She stated that this information is available on their website and mentioned in the automatic phone tree system. Additionally, the Community Development department accepts appointments on Fridays for matters related to projects or community development. City Manager Romo and another staff member from planning are usually available on Fridays to assist with any needs that arise, as it aligns with their schedules.
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Mayor Bellinger expressed support for the current 9/80 schedule, believing it enhances staff productivity and efficiency by providing one quiet day every two weeks for focused work. He mentioned that he doesn't see many emergencies that couldn't be handled on the next business day or through appointments. City Manager Romo added that the schedule also encourages staff to handle personal errands and appointments on their days off, allowing them to be more present during regular work hours.
Councilmember Strohman proposed a trial period to open City Hall on the Fridays that staff is present in the morning to gauge resident foot traffic. He suggested doing this for a month to collect data on community interest in accessing City Hall on Fridays. City Manager Romo mentioned that Fridays are typically the slowest days of the week, which is one reason why they are part of the 9/80 schedule.
Councilmember Engle expressed respect for residents' concerns about City Hall being closed on Fridays and asked Chief Flores and Public Works Superintendent Collins about the benefits of having the office staff accessible on both Fridays when they are and are not in the office.
Councilmember Engle asked staff, specifically Public Works Superintendent Collins and Chief of Police Flores if they saw a benefit to having City Hall closed on Fridays. Public Works Superintendent Juston Collins stated that from a Public Works perspective, there is a benefit when City Hall staff is not in the office because it reduces the number of calls received. Chief Flores stated that it doesn't significantly affect the police department, as they continue to focus on their work
City Manager Romo added that if there is a pressing issue, she usually finds out about it and coordinates with the appropriate departments to address it.
Councilmember Engle suggested reaching out to the community through a Facebook poll or other means to gather input on the matter. Mayor Bellinger asked about the typical foot traffic in City Hall and whether there is data available on the number of residents who visit the building on weekdays. However, it was noted by City Manager Romo that the foot traffic data was not readily available.
Councilmember Engle raised a concern about the business license process, particularly regarding the expedited three-day turnaround, and asked if Fridays are considered business days in this context. Development and Community Services Manager Jaylen French clarified that Fridays when City Hall is closed are still counted as business days in the business license process.
Mayor Pro Tem Hagan suggested getting public feedback on the matter, considering the concerns raised by citizens. Councilmember Walker expressed support for the idea of partially opening the office to the public on Fridays, perhaps until noon, while allowing staff to work without interruption. There was discussion among the Council to explore public feedback and consider a partial opening on Fridays.
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Escalon City Council
October 16, 2023
Councilmember Engle sought clarification regarding the workload of the office administrator for the Police Department and how opening or closing the doors on Fridays affect her responsibilities. Chief Flores explained that even with the doors closed on Fridays, they help the public through a phone system outside the police department. However, the workload can differ on Fridays as some people prefer not to use the phone system and may wait outside to speak with an officer. He emphasized the Friday closure allows staff to manage tasks and appointments more effectively during the week.
Mayor Bellinger opened public comment.
Since there were no responses to the opening of public comment, Mayor Bellinger proceeded to close the public comment period.
Mayor Bellinger summarized that the consensus among the council is for staff to conduct research by sending out surveys and questions to collect public opinions and concerns regarding the proposed changes to City Hall's Friday schedule. He also mentioned the possibility of including these surveys in the monthly water bill. Additionally, he asked if the hours of operation are already posted on the water bills.
Councilmember Strohman asked about the signage on the City Hall door, and City Public Works Superintendent Juston Collins confirmed that there is a sign indicating that City Hall is closed on Fridays. Manager Romo added that the Police Department's schedule now matches City Hall's, and they have the same Friday closure.
COUNCIL COMMUNICATIONS AND FUTURE AGENDA ITEMS
Councilmember Strohman expressed gratitude to the Council for engaging in a candid discussion, particularly regarding the wastewater treatment plant. He emphasized the importance of having open and frank conversations on such topics. He thanked Justin, Tom, and representatives from Blackwater for their hard work and efforts in addressing these issues.
Councilmember Engle thanked the Council for a relatively expedited meeting, lasting around 45 minutes, which was not typical based on their past experiences. He expressed his belief that most meetings could be conducted more efficiently, and he hoped that future meetings would follow a similar format to save time.
Councilmember Walker expressed agreement with Councilmember Strohman's earlier comments and appreciated the conversation about clarifying expectations for the water treatment plant project. She emphasized the importance of securing funding to ensure that the burden of the project does not fall solely on the community members and mentioned the upcoming Surface Water project, which also requires funding. She highlighted the city's responsibility to provide for its citizens in terms of wastewater and surface water to ensure their health and well-being.
Mayor Pro Tem Hagan expressed excitement about the new high school football field and wished the Cougars good luck for homecoming.
MINUTES
Escalon City Council
October 16, 2023
Mayor Bellinger appreciated the brevity of the meeting and encouraged attendees to arrive early for the homecoming game due to the expected crowd. He also mentioned the American Legion's Veterans Day parade on November 11th and encouraged support for the event and the BBQ afterward, highlighting the great meal and live music.
ADJOURNMENT
Mayor Bellinger adjourned the meeting at 8:49 PM.
Respectfully Submitted,
Trett Arevalo. Deputy CTly Clerk