The City of Escalon wishes to thank
Officer Lawrence Baldonado
for your bravery in entering a burning house and carrying out an elderly, bedridden man, who was unable to leave the residence on his own accord.
_______________________________
David Bellinger, Mayor
ITEM 1A
A PROCLAMATION OF THE ESCALON CITY COUNCIL RECOGNIZING THE MONTH OF NOVEMBER, 2024, AS MEN’S HEALTH AWARENESS MONTH (MOVEMBER)
WHEREAS, Men’s Health Awareness Month (Movember), is an annual event held in November to help raise of men’s health issues including prostate and testicular cancer, mental health and suicide; and
WHEREAS, 1in 7 men will be diagnosed with prostate cancer in his lifetime and treatment options for prostate cancer vary depending on age, stage and grade of cancer, as well as general current health; and
WHEREAS, testicular cancer is the most common cancer in males between the age 18 and 34; and
WHEREAS, 1 in 4 adults in the United States will experience a mental health problem in any given year; and
WHEREAS, nearly 100 men in the United States die by suicide every day; and NOW, THEREFORE, I, David Bellinger, Mayor of the City of Escalon, on behalf of the Escalon City Council, do recognize the month of November 2024 as Men’s Health Awareness Month (Movember), and join communities across our nation to challenge men to spark conversation to raise awareness of the impact that men’s health issues has on our community and to take action to help diagnose early or seek preventative care, and to pay tribute to those who have lost their lives to these diseases.
Dated this 4th day of November 2024
____________________________________
Mayor David Bellinger
ITEM 1B
ITEM NO. 2
COUNCIL AGENDA ITEM
FOR NOVEMBER 4, 2024
Prepared By: Jaylen French, Interim City Clerk
Date: October 30, 2024
Subject: Review and Approve the Minutes
Recommendation:
Approve the Minutes from the Regular Meeting of October 21, 2024
MINUTES
CITY COUNCIL OF THE CITY OF ESCALON
MEETING OF OCTOBER 21, 2024
City Council Chambers, 2060 McHenry Avenue -7:00 P.M.
Beginning Resolution No. 45-24
Beginning Ordinance No. 597
Beginning Minute Order No. 54-24
PRESENT: Mayor David Bellinger
Mayor Pro Tem Andrew Thomas Hagan
Councilmember Jeremy Engle
Councilmember Malinda Walker
Councilmember Shawn Strohman
STAFF PRESENT: Jaylen French, City Manager
Celinda Bickner, Finance Director/HR Administrator (FDHRA) Robert Hardgraves, Chief of Police
Juston Collins, Public Works Superintendent/Manager (PWSM) Frank Splendorio, City Attorney
PRESENTATIONS
1. Certificate of Recognition – Officer Baldonado for His Heroic Efforts Mayor Bellinger postponed the recognition to the following meeting, November 4, 2024.
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.
2. Approve the Minutes from the Meeting of October 7, 2024
3. Approve the Register of Demands for October 21, 2024 in the amount of $728,052.29.
4. Consider Authorizing the City Manager to Execute an Agreement with San Joaquin Council of Governments for Senate Bill 125 Funding
Mayor Bellinger introduced the consent calendar, which includes routine items acted upon by a single action.
MOTION – It is moved/seconded by HAGEN/WALKER that items 2, 3, and 4 of the consent calendar be approved as presented. Motion carried (5-0) MINUTE ORDER 54-24
STAFF COMMUNICATIONS & UPDATES
5. September Staff Updates
a. Treasurer’s Report for August
b. Police Department Report for August
c. Animal Control Report for August
d. Recreation Department Report for August
e. Development Services Report for August
f. Public Works Report for August
g. Building Department Report for August
h. Water Department Report for August
i. Waste Water Treatment Plant Report for August
j. City Manager’s Report (verbal)
FDHRA Celinda Bickner discussed the Treasurer's Report.
Escalon resident, Gabriella Vargas inquired about a potential discrepancy in dates, to which FDHRA Celinda Bickner clarified the fiscal year dates and the ongoing audit process.
Chief of Police, Robert Hardgraves provided an update on the hiring process for a new officer indicating that the City had extended an offer to a candidate as well as two reserve positions.
PWSM Juston Collins reported on various public works projects, including the Valdepena waterline and street rehabilitation project, which is going well and ahead of schedule. He also mentioned the installation of enhanced crosswalk lighting at the Escalon-Bellota crossing.
City Manager French discussed the timing and implementation of the proposed Constitution training for staff and the council, aiming for a rollout by the end of the year or early next year.
Councilmember Walker commented that she appreciated the general fund reports in the agenda packet, finding it helpful for quick reference.
MATTERS PRESENTED FROM THE AUDIENCE
The public may address the City Council on any item that is on the Agenda at the time the item is called. The public may also address the City Council on any item not on the Agenda that is within the subject matter of the City of Escalon. Each speaker is limited to a maximum of five (5) minutes. Unused time may not be yielded to another speaker. You may state your name and address for the record; however, it is not required. Due to state law, action will not be taken on an item that is not on the Agenda and except for brief responses, the Council is prohibited from discussing any item not on the agenda. If it requires action, it will be referred to staff and/or placed on a future Agenda. The determination of whether an item is within the subject matter of the City is a discretionary decision made by the Mayor.
Escalon resident, Peter Krumeich, verified that public comments would be allowed under administrative matters.
Escalon resident, Kurt Danziger, expressed appreciation for staff's efforts. He then raised concerns about the proposed Murphy Ranch project. He encouraged the Council to be proactive in their support of Measure P.
Escalon resident, Gabriella Vargas inquired about the new officer's salary and the possibility of installing flashing lights at the El Portal crosswalk to address speeding issues and pedestrian safety.
She also inquired about progress on the feral cat issues in the community.
Chief of Police Robert Hardgraves responded, indicating that animal control does not have a feral cat trapping program but can provide traps for residents.
PUBLIC HEARINGS
6. October Staff Updates Consider Adopting Resolution No. XX-24 Adopting the 2025 San Joaquin County Multi-Species Habitat Conservation Fee Schedule as Adjusted Pursuant to the Financial Analysis Model for the San Joaquin County Multi-Species Habitat Conservation and Open Space Plan
City Manager French explained that this fee, managed by the San Joaquin Council of Governments (SJCOG), is applied to development projects and is used to preserve open space and protect habitats.
The fees are reviewed annually; this year, they have decreased by 7.5% due to lower land costs. The fee fluctuates over time based on various factors, and the City handles the collection and coordination with SJCOG.
Mayor Bellinger opened the public hearing with no comments from the public.
MOTION – It is moved/seconded by HAGEN/WALKER to consider adopting Resolution No. 45- 24 adopting the 2025 San Joaquin County multi-species habitat conservation fee schedule as adjusted pursuant to the financial analysis model for the San Joaquin County multi-species habitat conservation and open space plan. Motion carried (5-0) MINUTE ORDER 55-24
7. Consider Adopting Resolution No. XX-24 Certifying the Initial Study / Mitigated Negative Declaration (IS/MND) and Mitigation Monitoring and Reporting Program (MMRP) for the City of Escalon Connection to Nick DeGroot Water Treatment Plant Project City Manager French provided an update on the surface water project, which began in the late 1990s and early 2000s through a partnership between several cities, including Escalon. While the City has secured an allocation of surface water, the conveyance system has not been constructed to transport the water from the treatment plant to Escalon. The council recently directed staff to apply for a federal grant to help fund the project, and the grant application has been submitted. The environmental document is ultimately needed to move the project forward and was a required provision of the Grant application. If successful with the Grant, the council will revisit the project to determine how to proceed.
Councilmember Engle inquired about the City’s direct obligation to complete this project, and desired further information on well depths (i.e. the need for surface water) and potential alternative solutions City Manager French outlined the City's general obligation under new State law, the Sustainable Groundwater Management Act (SGMA) is to manage groundwater sustainability along with other partners in the region, therefore, the City does not have a direct obligation to complete this project, but at some point may be required to address overdraft conditions. This project has been in consideration since the early 2000s and other options have been explored during that time.
Councilmember Engle acknowledged that the current item is focused on the environmental aspect needed for potential grant funding and is willing to support that part of the process. He clarified that until additional items are addressed, he cannot support something that may imply favoring the advancement of the overall project.
Escalon resident, Kurt Danziger suggested that the council members attend Groundwater Sustainability Agency meetings to better understand relevant issues. He also questioned the cost of the flow box, and the potential for relocating it to save money, as well as the permitting fees through SSJID.
Councilmember Strohman mentioned he spoke with SSJID regarding strict requirements for the placement of the flow meter, which must be located within a specific distance from the water treatment plant's outfall.
PWSM Juston Collins that the flow box must be located off SSJID's main line for access and if the flow box is up stream, past the main line, there becomes questions on who maintains the main line.
Escalon resident, Gabriella Vargas clarified the cost and logistics of connecting to the surface water system and asked how much money ratepayers have already contributed to the project and how much additional funding is required to complete the project.
City Manager French explained the City is expected to collect $10 million by the end of the rate increase period, 10 years, as well as the received and grants that have been awarded or are being reviewed as well as gap financing for the remainder of the project. He further explained that the City has been awarded a $1.1 million grant, though the funds have not yet been received. The grant was awarded through Congressman Josh Harder's office.
Councilmember Engle asked for clarification on how much money has been contributed to the project account to date.
City Manager French estimated that the project account has been funded between $6 to $8 million thus far. FDHRA Celinda Bickner further explained that the current monthly and treasurer reports contain the relevant financial details, including several lines that, when combined, reflect the total funding.
Escalon resident, Zach Hogan asked for clarification regarding how an environmental study could be conducted without a finalized plan or scope for components like boxes and flow meters.
City Manager French responded that the project design is over 60% complete, meaning it is far enough along to perform the environmental study, even though it isn't finalized.
Councilmember Strohman emphasized that the project is driven by the Sustainable Groundwater Management Act of 2014.
MOTION – It is moved/seconded by HAGEN/BELLINGER to consider adopting resolution No. 46-24 certifying the initial study/mitigated negative declaration (IS/MND) and mitigation monitoring and reporting program (MMRP) for the City of Escalon connection to Nick DeGroot Water Treatment Plant Project. Motion carried (5-0) MINUTE ORDER 56-24
ADMINISTRATIVE MATTERS
8. Identify a Program Proposal for the San Joaquin County District Attorney’s Asset Forfeiture Grant per the Agenda Request Item by Councilmember Strohman, supported by Mayor Pro Tem Hagan, and Authorize the City Manager to submit the Application City Manager French presented the proposal for the San Joaquin County District Attorney's asset forfeiture grant, focusing on youth engagement programs. He mentioned staf carried out Council direction to survey the students in the District to determine how the funds may best be used and received 406 responses.
Councilmember Engle asked whether Escalon could use 100% of the pass-through funds or if organizations would take a percentage of the funds for administrative costs or other fees required to run the program.
City Manager French stated that the program development and coordination with providers is not to the point yet to discuss administrative costs and that the item before the Council is to indicate where the monies should be allocated. Staff would then work with the providers on the details, including any administrative costs.
Mayor Pro Tem Hagan asked if he could require that the funds go directly to their intended purpose without being used for other costs.
Councilmember Engle explained that with pass-through grants, it's typical for a small percentage of the funds to be used for administrative costs, as the organizations still have expenses to cover.
Councilmember Strohman asked for clarification on oversight and disbursing grant funds to selected organization.
City Manager French suggested entering into a formal agreement and implementing a system for monitoring progress, such as requiring quarterly, monthly, or post-event reports to ensure the organization is meeting the terms of the agreement.
Escalon resident, Gabriella Vargas inquired if surveying the students was the prudent move or if broader community input would have been better.
City Manager French clarified that a survey was conducted through the school district involving 400 students, including elementary students. The input from students was considered, but was balanced with requirements of the grant, as well as council and staff input.
Ms. Vargas expressed concerns about the fairness of funding allocation for specific programs, specifically mentioning the Boys and Girls Club and the Healthy Room project.
City Manager French noted that all recognize that these program funds cannot reach every student or group but emphasized that it is a path to provide healthy interactions for the youth of the community.
He expressed a commitment to seeking additional funding to expand programs and include more groups in the future.
Mayor Pro Tem Hagan highlighted that the program and its questions were developed with significant input from the school district.
Ms. Varga suggested reconsidering the allocation of funds to possibly create programs that could include children who don't fit into the current categories being served.
Mayor Bellinger explained that while it is difficult to benefit every child with the available funds, the grant has specific requirements which must be met, which the proposal does.
Mayor Pro Tem Hagan suggested that finding another grant could help address the needs of children not benefiting from the current program.
Councilmember Strohman suggested working with the school district and the Boys and Girls Club to open youth excursions and after-school activities to the entire community, not just members.
Councilmember Walker suggested directing grants toward smaller, local programs who have difficulty securing funding.
Councilmember Strohman also suggested opening the program to any organization in Escalon that works with youth.
City Manager French supported the ongoing discussion while indicating that the grant is looking to fund established and programs to ensure funds are used effectively.
Councilmember Strohman asked for clarification on how staff would manage the process of targeting potential programs.
Councilmember Strohman suggested that each council member take responsibility for championing a specific program through the process.
Mayor Pro Tem Hagan doubted whether they had the time to manage a new program in addition to their current commitments.
Mayor Bellinger sees opportunities for the Youth Center and Escalon Library to expand beyond afterschool activities, suggesting these programs should be left to experts rather than having council members champion them directly.
The councilmembers generally agree on reallocating funds by reducing the amount for youth excursions and increasing funding for after-school activities.
Councilmember Engle urged the council to avoid prolonged debate and act quickly to allocate the funds so children can benefit from the programs.
Councilmember Walker supported splitting the funds but sought clarification on whether each entity must use the allocated amounts exclusively for the specified purposes.
City Manager French explained that the district attorney will review the application and likely require clarity on how funds will be used, but that we could outline in the Grant application to provide some flexibility in their use, based on the recommendations of the chosen providers.
Councilmember Walker proposed bundling the funds to allow flexibility across different activities and asked if this approach was feasible.
City Manager French they would contact the Youth Center to assess their programs. If their offerings align with the council’s direction, they can include this information in the application to ensure consistency with council goals.
MOTION – It is moved/seconded by WALKER/HAGEN to identify a program proposal for the San Joaquin County District Attorney’s asset forfeiture grant. Motion carried (5-0) MINUTE ORDER 57-24
9. Consider the Recreation Commission’s Recommendation on a Proposed Approach for the Escalon Baseball/Softball Recreation Program per the Agenda Request Item by Mayor Pro Tem Hagan and Councilmember Walker
City Manager French presented the recommendation on a new youth program proposal focused on restructuring Escalon's city-run youth baseball and softball program. This proposal, initiated by Mayor Pro Tem Hagan and Councilmember Walker, aims to bolster the program with the help of consultant Todd Davis, who would provide coaching and skills clinics as well as resources for volunteer coaches and children.
Mayor Bellinger sought clarification on whether the proposed restructured youth baseball and softball program will remain inclusive, ensuring that no child is turned away based on skill level.
Todd Davis confirmed that, currently, every child who signs up is placed on a team, regardless of ability. The only restriction would be the capacity of available fields in Escalon, which could limit the number of participants if registrations exceed field resources.
Councilmember Walker asked if the board would determine the proposed cost of the program based on their decisions regarding factors like the type of uniforms and umpires chosen.
Todd Davis explained that the current cost for umpires and uniforms varies depending on the quality and items provided. The final program cost will depend on the number of teams and players, uniform quality, and whether professional or student umpires are used.
Mayor Bellinger asked if the City currently subsidizes the baseball and softball programs and is seeking a general estimate or "ballpark" figure for how much the City contributes.
City Manager French explained that the baseball and softball programs cost a total of $65,000 last season, including staff time, overhead, and direct costs. With $39,000 in revenue collected, the City subsidized approximately $25,000.
Mayor Bellinger expressed concerns about proceeding with a new board-led baseball program without citizens knowing the potential costs for their children to participate.
Todd Davis advocated for continued City involvement in overseeing the new baseball program to manage costs effectively, a priority from the outset.
Councilmember Strohman asked Mr. Davis and staff if they followed through on a plan mentioned at the community meeting to send a survey via Blue Sombrero regarding the potential cost increase that Mayor Bellinger noted.
City Manager French clarified that the group decided not to initiate a survey so as not to unnecessarily delay the process; however, staff used the system to inform everyone about the upcoming recreation meetings.
Mayor Pro Tem Hagan noted that scholarships and financial support from Escalon Strong are available for families needing assistance with program costs.
Todd Davis clarified that, except for Westport and Waterford (which lack lights), all other schools schedule games at 5:30 PM for younger players, addressing council concerns about younger children playing late. Only older age groups (13-14) play at 7:30 PM on fields with lights.
Mayor Bellinger asked about the league's start and end dates and the estimated timing of the first game.
Todd Davis stated the league season starts in March and ends before Memorial Day in May.
Todd Davis addressed concerns about the softball program, noting that Elizabeth Hill, a coach for girls' softball at Modesto Christian and owner of the Hall of Fame Academy, will handle the girls' softball training.
Councilmember Strohman asks if the selection process would follow the same format as other commissions.
Mayor Pro Tem Hagan suggested that the council would set up the first board, with parents potentially voting in future members.
Councilmember Strohman asked about the commitment from Escalon High.
Mayor Pro Tem Hagan mentioned that the high school boys and girls teams will help with clinics and foster community bonds.
Todd Davis confirmed that the rec program will continue on Saturday mornings for younger children.
Escalon resident, Peter Krumeich raised concerns about the cost increase and travel distance for rec programs.
Escalon resident, Gabriella Vargas wondered if there was a San Joaquin County league, and discussed the importance of keeping the rec program developmental for younger kids.
Escalon resident, Dan Bauer suggested that the rec program focus on skills development for younger children and emphasized the need for community cohesion and the importance of having a rec program. He further expressed concerns about the rushed timeline and the potential impact on families.
Escalon resident, Kayla Jefferson appreciates the ideas to improve the program, but outlined potential concerns with the proposed program, including coaches not being able to coach multiple teams due to the travel, as well as the cost increase. Any cost increase should go toward skills development. She then suggested a pilot year to build the program and provide clinics for coaches and skills clinics.
Escalon resident, Casey Silva appreciates the ideas for improving the program and the community conversation. The need to support coaches is very important as this is an annual challenge of the program. She urged the community to not delay the decision making process.
Escalon resident, Matt Showalter inquired about details of the proposal including schedule and cost, which were answered.
Escalon resident, Kayla Swanson was supportive of the proposal as the lack of competition in the league forces kids to seek other alternative playing options.
Escalon resident, Zach Hogan was supportive of the idea and acknowledged there may be some challenges associated with the change, but that those are normal. He also indicated he is aware of many in the community that would support programs like this financially if needed.
Mayor Bellinger asked Todd Davis if he could be successful with the tight timeline, to which Mr.
Davis indicated he thought he could.
Councilmember Walker acknowledged that the planning had been ongoing since the spring of the previous year, with significant community outreach and engagement and noted that these meetings have helped refine the program.
Councilmember Stroman asked the City Attorney if issuing a Request for Proposals (RFP) is necessary for the baseball and softball programs.
City Attorney clarified that there is no legal requirement to issue an RFP in this case, as the procurement policy and state law mandate it only for specific contracts, such as public works projects.
Councilmember Stroman appreciated the efforts to improve the program but noted concern about the rushed timeline to meet the November-December deadline. He suggested establishing a board in the 2024-2025 season to set league rules, generate community interest, and decide to join the county league.
Mayor Pro Tem Hagan was open to a gradual implementation.
Councilmember Walker highlighted the need to continue working with Todd Davis for skills clinics.
Past efforts over at least four years, both on the council and Recreation Commission, have struggled to address ongoing issues.
Councilmember Strohman suggested joining the county league under City management for one year without forming a board immediately. This would allow the community to experience the league and provide feedback.
Todd Davis proposed that if the City joins the county league without forming a board, they could simplify costs by only paying him to run clinics and training camps. They would also act as liaisons, attending league meetings to reduce the City’s involvement.
Councilmember Walker supported keeping City subsidies for at least the first year and wished to retain sponsorship and advertising responsibilities within the program rather than placing this burden on coaches. While she acknowledged that other leagues may involve parents more directly, she would prefer a gradual approach without initially adding too many responsibilities to parents. She also prefers retaining professional umpire services, noting that high school umpires can sometimes struggle with specific rules, particularly in softball, leading to inconsistencies and game challenges.
Todd Davis stressed the importance of involving parents and prospective coaches in the kids' clinics, encouraging them to assist and observe, which can introduce new coaching techniques.
Councilmember Walker suggested hiring Todd Davis as an administrator while remaining in the current league.
Councilmember Strohman recommended that Mr. Davis provide a detailed list of charges for each service he offers. This list would be presented to the council, allowing them to collaboratively decide which services to request from Todd. Thus, a clear plan for the 2024-2025 program would be created.
Mayor Pro Tem Hagan motioned to postpone the decision until the next council meeting on November 4th. This delay would allow time to finalize pricing updates and prepare for sign-ups while meeting the mid-November timeline.
Councilmember Walker wanted to establish an external advisory board but not by the November deadline. Instead, the aim would be to form the board during the season as part of the ongoing process.
Unless anyone objected, City Attorney Frank Splendorio suggested moving forward based on the general consensus reached during the discussion.
Mayor Pro Tem Hagan withdrew his motion and the council moved to the next item.
10. Consider Designating Field B of Hogan-Ennis Park as the Greg Largent Field per the Agenda Request Item by Mayor Pro Tem Hagan, supported by Councilmember Engle.
Mayor Pro Tem Hagan shared that the Hogan family agrees to name a field after the late Greg Largent, a significant figure in the local baseball and softball community. The intent is to honor his legacy meaningfully.
Councilmember Walker expressed admiration for Mr. Largent, highlighting his impact on the high school baseball field and the community.
Mayor Pro Tem supports the idea of renaming the field after Mr. Largent.
Escalon resident, Danny Fox suggested including the number nine in the sign or wording to honor Greg's jersey number.
MOTION – It is moved/seconded by HAGAN/BELLINGER to consider designating Field B of Hogan-Ennis Park as the Greg Largent Field. Motion carried (5-0) MINUTE ORDER 58-24
COUNCIL COMMUNICATIONS
Councilmember Strohman thanked community members for feedback on the baseball and softball programs. He also briefly addressed Measure P.
City Attorney Frank Splendorio clarified that, by state law, the council is prohibited from advocating for or against a measure during council meetings. He directed the public to the City's website, where educational and informational materials on the measure are available.
Councilmember Walker emphasized the importance of community members voting based on their opinions.
CLOSED SESSION - None
ADJOURNMENT
Mayor Bellinger adjourned the meeting at 10:08 pm.
Respectfully Submitted,
Jaylen French, City Manager
ITEM NO. 3
COUNCIL AGENDA ITEM
FOR NOVEMBER 4, 2024
Prepared By: Celinda Bickner, Finance Director
Date: October 29, 2024
Subject: Approval of Register of Demands – November 4, 2024 for $269,858.37 Recommendation:
Approval of Register of Demands for November 4, 2024 for $269,858.37 pursuant to the Fiscal Year 2024-25 Budget adopted on 6/17/2024.
Attachments
Attached is the check register for the period of October 16, 2024 through October 28, 2024 which were paid in conformity with City policies and procedures from available funds.
10/29/2024 6:54 AM A/P HISTORY CHECK REPORT PAGE: 1
VENDOR SET: 01 City of Escalon, CA
BANK: * ALL BANKS
DATE RANGE:10/16/2024 THRU 10/28/2024
CHECK INVOICE CHECK CHECK CHECK
VENDOR I.D. NAME STATUS DATE AMOUNT DISCOUNT NO STATUS AMOUNT 1 TATUM,RICHARD UNPOST
M-CHECK TATUM,RICHARD UNPOST V 10/17/2024 081393 100.00CR * * T O T A L S * * NO INVOICE AMOUNT DISCOUNTS CHECK AMOUNT REGULAR CHECKS: 0 0.00 0.00 0.00
HAND CHECKS: 0 0.00 0.00 0.00
DRAFTS: 0 0.00 0.00 0.00
EFT: 0 0.00 0.00 0.00
NON CHECKS: 0 0.00 0.00 0.00
VOID CHECKS: 1 VOID DEBITS 0.00
VOID CREDITS 100.00CR 100.00CR 0.00
TOTAL ERRORS: 0
NO INVOICE AMOUNT DISCOUNTS CHECK AMOUNT
VENDOR SET: 01 BANK: * TOTALS: 1 100.00CR 0.00 0.00
BANK: * TOTALS: 1 100.00CR 0.00 0.00
10/29/2024 6:54 AM A/P HISTORY CHECK REPORT PAGE: 2
VENDOR SET: 01 City of Escalon, CA
BANK: OPOOL OAK VALLEY POOL CASH
DATE RANGE:10/16/2024 THRU 10/28/2024
CHECK INVOICE CHECK CHECK CHECK
VENDOR I.D. NAME STATUS DATE AMOUNT DISCOUNT NO STATUS AMOUNT
STAND THE STANDARD INSURANCE COMPANY
I-173033 OCT24 THE STANDARD INSURANCE COMPANY N 10/22/2024 656.22 000000 I-173033 OCT24XX THE STANDARD INSURANCE COMPANY N 10/22/2024 652.22 000000 I-173033 SEP NOV24 THE STANDARD INSURANCE COMPANY N 10/22/2024 1,051.56 000000 SUT10 SUTTER HEALTH PLAN
C-Adjustment SUTTER HEALTH PLAN N 10/22/2024 899.90CR 000000 LAN01 LANDMARK HEALTHPLAN OF CA INC
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C-202408294897 SUTTER CR B ROBBINS D 10/22/2024 899.90CR 001202 SUT10 SUTTER HEALTH PLAN
C-202408294897- SUTTER CR B ROBBINS D 10/22/2024 899.90CR 001203 I-ADJUSTMENT- SUTTER HEALTH PLAN D 10/22/2024 899.90 001203 ARC02 ARCO BUSINESS SOLUTIONS
I-20241015TI761000AR FUEL D 10/28/2024 5,296.75 001204 5,296.75 INS03 RENTOKIL NORTH AMERICA INC
I-349531 MONTHLY PEST CONTROL D 10/28/2024 48.40 001205 48.40 MOD03 MODESTO IRRIGATION DISTRICT
I-202410224980 MODESTO IRRIGATION DISTRICT D 10/28/2024 14,920.10 001206 14,920.10 PAC02 PACIFIC GAS AND ELECTRIC
I-202410224981 PACIFIC GAS AND ELECTRIC D 10/28/2024 33,019.36 001207 33,019.36 USB01 U.S. BANK N.A.
I-4263170858 COMM/CIVIC CTR DEBT PAYMENT D 10/28/2024 13,648.00 001208 13,648.00 VIS01 VISA
I-COLLINS102024 MAINTENANCE CARE/WTR FILTERS D 10/28/2024 162.41 001209 I-HARDGRAVES102024 JOB POSTING/LODGING/RAMP D 10/28/2024 2,501.55 001209 I-RICHMOND102024 REC SUPPLIES/ADV. YARD SALE D 10/28/2024 719.64 001209 3,383.60 1 TATUM,SANDRA
I-202410174975 RV DEPOSIT RFND R 10/17/2024 100.00 081539 100.00
0.00 0.00
0.00 0.00
0.00
10/29/2024 6:54 AM A/P HISTORY CHECK REPORT PAGE: 3
VENDOR SET: 01 City of Escalon, CA
BANK: OPOOL OAK VALLEY POOL CASH
DATE RANGE:10/16/2024 THRU 10/28/2024
CHECK INVOICE CHECK CHECK CHECK
VENDOR I.D. NAME STATUS DATE AMOUNT DISCOUNT NO STATUS AMOUNT LAN01 LANDMARK HEALTHPLAN OF CA INC
I-11.1.24 LH894C- LANDMARK HEALTHPLAN OF CA INC R 10/22/2024 200.33 081540 200.33
STAND THE STANDARD INSURANCE COMPANY
I-173033 SEP NOV24- THE STANDARD INSURANCE COMPANY R 10/22/2024 1,051.56 081541 1,051.56 ACC06 ACC BUSINESS
I-242847347 MONTHLY INTERNET SERVICE R 10/28/2024 891.96 081542 891.96 AME03 AMERICAN PAVEMENT SYSTEMS,INC.
I-5465 PAVEMENT RESTORATION PROJ R 10/28/2024 99,642.58 081543 99,642.58 BES07 BEST BEST & KRIEGER LLP
I-1009511 ATTORNEY CONTRACT R 10/28/2024 12,656.38 081544 12,656.38 BLA04 BLACKWATER CONSULTING ENGINEER
I-7243 ODOR MONITORING REPORT R 10/28/2024 206.00 081545 206.00 ECO03 ECONOMIC & PLANNING SYSTEMS, I
I-242013-6 LBPSP IMPACT FEE STUDY R 10/28/2024 4,265.00 081546 4,265.00 IND02 INDUSTRIAL COMMUNICATIONS SALE
I-40839 TWO WAY RADIOS/CHARGERS R 10/28/2024 3,106.25 081547 3,106.25 UNI06 UNITED RENTALS (NORTH AMERICA)
I-239734800-001 RAMMER LARGE 2900-3600LBS R 10/28/2024 3,665.59 081548 3,665.59 1 HODGSON, JANESSE
I-202410234989 DMG DEP RFND R 10/28/2024 500.00 081549 500.00 1 ENNIS, ROSALIE
I-202410234990 DMG DEP RFND R 10/28/2024 500.00 081550 500.00 1 POWELL,KATE
I-202410244992 DOG TRAINING RFND R 10/28/2024 150.00 081551 150.00 BES07 BEST BEST & KRIEGER LLP
I-1009513 PROFESSIONAL SERVICES SEP 2024 R 10/28/2024 1,394.40 081552 I-1009514 PROFESSIONAL SERVICES SEP 2024 R 10/28/2024 31,838.19 081552 I-1009515 PROFESSIONAL SERVICES SEP 2024 R 10/28/2024 21.20 081552 I-1009516 PROFESSIONAL SERVICES SEP 2024 R 10/28/2024 35.40 081552 33,289.19 BRO13 BROADCAST MUSIC INC
I-11564767 LICENSE FEE 10/1/24-9/30/25 R 10/28/2024 435.00 081553 435.00
10/29/2024 6:54 AM A/P HISTORY CHECK REPORT PAGE: 4
VENDOR SET: 01 City of Escalon, CA
BANK: OPOOL OAK VALLEY POOL CASH
DATE RANGE:10/16/2024 THRU 10/28/2024
CHECK INVOICE CHECK CHECK CHECK
VENDOR I.D. NAME STATUS DATE AMOUNT DISCOUNT NO STATUS AMOUNT CAL13 CALNET
I-000022448679 SCADA PHONE LINE R 10/28/2024 141.43 081554 141.43 CAL56 CALIFORNIA BUILDING STANDARDS
I-202410234987 GREEN BUILDING FEES JUL-SEP 24 R 10/28/2024 203.40 081555 203.40 DAT03 DATA TICKET INC
I-171070 MONTHLY DAILY CITATIONS R 10/28/2024 252.45 081556 252.45 DEP02 DEPARTMENT OF CONSERVATION
I-202410234986 SIMP FEES JUL-SEPT 2024 R 10/28/2024 642.32 081557 642.32 DEP03 DEPARTMENT OF JUSTICE
I-744021 (2) BLOOD ALC ANALYSIS R 10/28/2024 70.00 081558 I-765662 FINGERPRINTS SEPT 2024 R 10/28/2024 609.00 081558 I-772414 (8) BLOOD ALC ANALYSIS R 10/28/2024 280.00 081558 959.00 DIV04 DIVISION OF THE STATE ARCHITEC
I-202410234988 SB1186 JUL-SEPT 2024 R 10/28/2024 17.60 081559 17.60 ESC21 209 MULTIMEDIA CORP
I-379314 LEGAL AD 24-111 DENT AREA R 10/28/2024 298.00 081560 298.00 FAR01 TILLEMS, BILL
I-748607 ZIP TIES R 10/28/2024 17.24 081561
I-748633 (20) SOCCER FIELD MARKERS R 10/28/2024 23.71 081561 I-749914 TUBE R 10/28/2024 62.50 081561 103.45
FGL01 FRUIT GROWERS LABORATORY INC
I-454191A DRINKING WATER TESTING R 10/28/2024 203.00 081562 I-454568A WASTEWATER TESTING R 10/28/2024 614.00 081562 I-454569A INDUSTRIAL TESTING R 10/28/2024 451.00 081562 1,268.00 GEO01 GEORGE REED INC
I-100346881 ASPHALT R 10/28/2024 179.90 081563 179.90
GOR01 GORDON, ROGER
I-202410 GRAZING FOR WEED CONTROL WWTP R 10/28/2024 2,000.00 081564 2,000.00 GRO02 GROVER LANDSCAPE SERVICES INC
I-0331073 REPLCD BROKEN SPRINKLERS R 10/28/2024 266.02 081565 266.02 I.C01 I.C. INK
I-4243 (3,500) WINDOWED ENVELOPES R 10/28/2024 355.30 081566 355.30
10/29/2024 6:54 AM A/P HISTORY CHECK REPORT PAGE: 5
VENDOR SET: 01 City of Escalon, CA
BANK: OPOOL OAK VALLEY POOL CASH
DATE RANGE:10/16/2024 THRU 10/28/2024
CHECK INVOICE CHECK CHECK CHECK
VENDOR I.D. NAME STATUS DATE AMOUNT DISCOUNT NO STATUS AMOUNT JOR01 JORGENSEN AND SONS, INC
I-6158783 (5)FIRE EXTINGUISHER RECHARGE R 10/28/2024 110.99 081567 110.99 MIS02 MISSION LINEN SUPPLY
I-522576110 RUG/TOWEL/UNIFORM- PW R 10/28/2024 75.99 081568 I-522621996 RUG/TOWEL/UNIFORM-PW R 10/28/2024 82.59 081568 I-522622001 RUG/TOWEL-COMM CTR R 10/28/2024 31.56 081568 I-522622005 RUG/TOWEL-CH R 10/28/2024 39.35 081568 229.49 MOD21 MODESTO TENT & AWNING INC
I-109856 CUT BACK/NET DOWN/TARP R 10/28/2024 162.33 081569 162.33 MTM01 MTM TRANSIT LLC
I-082024 TRANSIT SERVICES AUG 2024 R 10/28/2024 19,138.05 081570 19,138.05 NEX05 NEXT LEVEL PARTS, INC
I-15892-61232 CABIN AIR/CABIN AIR FILTER R 10/28/2024 26.28 081571 26.28 NOR03 NORMAC
C-0018050507-001 RB DIAPHRAGM/SOLENOID R 10/28/2024 127.84CR 081572 I-0018027780-001 DIAPHRAGM/CRNR WRENCH/SOLENOID R 10/28/2024 319.28 081572 I-0018050471-001 PLASTIC VLV/PVC UNION/BALL VLV R 10/28/2024 447.57 081572 639.01 PAC01 PACIFIC STATES PETROLEUM
I-OCT695-IN 520 GALLON FUEL TANK RENTAL R 10/28/2024 177.73 081573 177.73 PAC03 AT&T
I-202410224985 MONTHLY TELEPHONE R 10/28/2024 206.04 081574 206.04 PL01 PL CONCRETE PRODUCTS
I-7003479 (2.5YD) SANDY LOAM TOP SOIL R 10/28/2024 145.46 081575 I-7003519 (1YD) CART-AWAY R 10/28/2024 91.05 081575 236.51 QUE02 QUENCH USA, INC
I-INV08067137 WATER FILTER AC 10/12-1/11/25 R 10/28/2024 160.01 081576 160.01 RAY01 RAYS RADIO SHOP INC
I-55918 RENTAL ON TOWER SEPT 2024 R 10/28/2024 100.00 081577 100.00 RBC01 CORE & MAIN LP
C-V797637 (3) BR SAD (4) BRS SAD R 10/28/2024 902.95CR 081578 I-V652041 (7) SADDLE EPOXY STRAPS R 10/28/2024 1,144.30 081578 241.35
10/29/2024 6:54 AM A/P HISTORY CHECK REPORT PAGE: 6
VENDOR SET: 01 City of Escalon, CA
BANK: OPOOL OAK VALLEY POOL CASH
DATE RANGE:10/16/2024 THRU 10/28/2024
CHECK INVOICE CHECK CHECK CHECK
VENDOR I.D. NAME STATUS DATE AMOUNT DISCOUNT NO STATUS AMOUNT RIV02 CITY OF RIVERBANK
I-101 28 SWIM PASSES R 10/28/2024 84.00 081579 84.00
SAF01 SAFE-T-LITE
I-400590 (7) FLARED LEG BRACKET W/BOLT R 10/28/2024 17.27 081580 17.27 SAN47 SJC TTC
I-202410224976 2024-25 TAX:26377 CATHERINE WY R 10/28/2024 565.84 081581 I-202410224977 2024-25 TAX:19246 S ST JOHN AV R 10/28/2024 336.74 081581 I-202410224978 2024-25 TAX:19212 S ST JOHN AV R 10/28/2024 1,505.62 081581 I-202410224979 2024-25 TAX:26343 CATHERINE WY R 10/28/2024 309.22 081581 2,717.42 SOU01 SOUTH SAN JOAQUIN IRRIGATION D
I-0008713 FIXED COSTS-SEPT 2024 R 10/28/2024 193.57 081582 193.57 SSJ01 SOUTH SAN JOAQUIN GROUNDWATER
I-ESCALON 2024Q3 SSJGSA EXPENSE 07/01-09/30/24 R 10/28/2024 3,142.86 081583 3,142.86 STA01 STAPLES BUSINESS CREDIT
I-7002739021 (2) NAME PLATES/PENS R 10/28/2024 85.62 081584 85.62 STA10 STATE WATER RESOURCES CONTROL
I-EW-1046820 REGULATORY FEES R 10/28/2024 405.00 081585 405.00 STR01 STRAND ACE HARDWARE INC.
I-633198- SEALANT PIPE THRD/THREAD TAPE R 10/28/2024 25.17 081586 I-662761 FLD MARKER/SPACKL DRYDEX R 10/28/2024 119.77 081586 I-663194 PIPE/ADAPTR/ELBOW/BUSHING/PVC R 10/28/2024 143.00 081586 I-663198 (3) LTX FLD MARKERS WHT R 10/28/2024 160.30 081586 I-663210 (3) TUBE POLY R 10/28/2024 1.91 081586
I-663211 (2) ELBOW R 10/28/2024 8.60 081586
I-663215 (1) ELBOW R 10/28/2024 4.30 081586
I-663252 TWINE TW NYLON/FENCE POST R 10/28/2024 133.89 081586 I-663316 LYSOL/DUCT TAPE/COBWEB BRUSH R 10/28/2024 47.37 081586 I-663376 (1) DLXFRM POOL LEAF SKIMMER R 10/28/2024 17.23 081586 I-663380 PROTECTANT/CLOROX BLCH R 10/28/2024 61.35 081586 I-663495 PV BATTERY 2PK/HEX KEY SET R 10/28/2024 65.71 081586 I-663502 (2) KEYFRAFTER R 10/28/2024 8.60 081586
I-663598 CORED HEX HD PLUG/PIPE VALVE R 10/28/2024 19.91 081586 817.11 VAL11 VALLEY PACIFIC PETROLEUM SERVI
I-CL 24-813310 FUEL R 10/28/2024 1,081.81 081587 1,081.81
10/29/2024 6:54 AM A/P HISTORY CHECK REPORT PAGE: 7
VENDOR SET: 01 City of Escalon, CA
BANK: OPOOL OAK VALLEY POOL CASH
DATE RANGE:10/16/2024 THRU 10/28/2024
CHECK INVOICE CHECK CHECK CHECK
VENDOR I.D. NAME STATUS DATE AMOUNT DISCOUNT NO STATUS AMOUNT WES30 WESTURF
I-969734 WESTURF RESCUE SOD R 10/28/2024 47.90 081588 47.90 WIN05 WING, ANNETTE
I-202410244991 YOGA CLASS 9/12/24-10/17/24 R 10/28/2024 675.00 081589 675.00 REG01 REGIONAL GOVERNMENT SERVICES A
I-17528 CONSULTANT R 10/28/2024 1,500.10 081590 1,500.10 * * T O T A L S * * NO INVOICE AMOUNT DISCOUNTS CHECK AMOUNT REGULAR CHECKS: 52 199,542.16 0.00 199,542.16
HAND CHECKS: 0 0.00 0.00 0.00
DRAFTS: 9 69,740.58 0.00 70,316.21
EFT: 0 0.00 0.00 0.00
NON CHECKS: 2 1,460.10 0.00 0.00
VOID CHECKS: 0 VOID DEBITS 0.00
VOID CREDITS 0.00 0.00 0.00
TOTAL ERRORS: 0
NO INVOICE AMOUNT DISCOUNTS CHECK AMOUNT
VENDOR SET: 01 BANK: OPOOL TOTALS: 63 270,742.84 0.00 269,858.37 BANK: OPOOL TOTALS: 63 270,742.84 0.00 269,858.37
REPORT TOTALS: 63 270,742.84 0.00 269,858.37
10/29/2024 6:54 AM A/P HISTORY CHECK REPORT PAGE: 8
SELECTION CRITERIA
------------------------------------------------------------------------------------------------------------------------------------ VENDOR SET: 01-CITY OF ESCALON VENDORS
VENDOR: ALL
BANK CODES: All
FUNDS: All
------------------------------------------------------------------------------------------------------------------------------------
CHECK SELECTION
CHECK RANGE: 000000 THRU 999999
DATE RANGE: 10/16/2024 THRU 10/28/2024
CHECK AMOUNT RANGE: 0.00 THRU 999,999,999.99
INCLUDE ALL VOIDS: YES
------------------------------------------------------------------------------------------------------------------------------------
PRINT OPTIONS
SEQUENCE: CHECK NUMBER
PRINT TRANSACTIONS: YES
PRINT G/L: NO
UNPOSTED ONLY: NO
EXCLUDE UNPOSTED: NO
MANUAL ONLY: NO
STUB COMMENTS: NO
REPORT FOOTER: NO
CHECK STATUS: NO
PRINT STATUS: * - All
------------------------------------------------------------------------------------------------------------------------------------
ITEM NO. 4
COUNCIL AGENDA ITEM
FOR NOVEMBER 4, 2024
Prepared By: Jaylen French, City Manager
Date: October 28, 2024
Subject: Consider Final Acceptance of the 2024 Pavement Restoration Project and Authorize the City Clerk to File the Notice of Completion Recommendation:
Accept the Escalon Pavement Restoration Project 2024 and authorize the City Clerk to file the Notice of Completion.
Background and Discussion:
On April 15, 2024 Council awarded the 2024 Escalon Pavement Restoration Project to American Pavement Systems, Inc. of Modesto, CA in the amount of $441,928.59 with a 11% contingency for construction and/or material costs, for a total project amount of $491,928.59.
Construction proceeded on August 14, 2024 and work concluded on September 19, 2024. All demolished and installed items were found to be acceptable by the City Staff.
During the course of construction, the City Manager authorized four (4) change orders as outlined below.
Change Order Items
Change Order #1: The initial bid amount of the Pavement Restoration Project, $341,672.09, came in unexpectantly under the proposed estimate. The City decided to add McHenry Avenue, from Narcissus Way to Jones Road to the list of micro-surfaced streets.
The cost of $100,256.50 covers the additional labor and material costs. This was incorporated into the contractor’s total project bid amount when the contract was issued.
Change Order #2: The Project is funded by Senate Bill 1 (SB1) and requires signage to be placed throughout the construction site. Reusable signs and barricades were ordered and provided by the contractor
The cost of $4,806.40 covers the additional labor and material costs.
Change Order #3: Due to the Carignane Sewer Lift Station Project finishing construction at the time of the Pavement Restoration Project, it was decided that the existing First Street striping would be renewed from Carignane Way Intersection to Walnut Intersection. Additional micro-surfacing was included in this change order; however, the lift station was not completed at time of surfacing and the microsurfacing was not completed and the cost was credited in change order #4.
The cost of $26,007.15 covers the additional labor and material costs.
Change Order #4: The contractor submitted a balancing change order to cover overages on the construction bid items. Additional micro-surfaced areas and roadway striping were added by the request of the City Staff. Additional billing was required at the bid unit price amount.
The cost of $7,603.65 covers the additional labor and material cost for additional micro-surfacing and striping.
The total contract amount, adjusting for the approved change orders, is $480,345.79, which is $11,582.80 under the total approved contract amount. All work on the project was completed in accordance with the contract Specifications.
Fiscal Impact:
The project was included in the Fiscal Year 2024-2025 Budget within the Gas Tax Fund (322).
Sufficient funds are available, including the contingency amount to complete the project. The total cost of the project was $11,582.80 below the budgeted total.
2024 PAVEMENT RESTORATION PROJECT
November 4, 2024
PAVEMENT
CONDITION
3
4 BEFORE
6 Page
7 37 of 76
8 AFTER
10
11
12 ITEM NO. 5
COUNCIL AGENDA ITEM
FOR NOVEMBER 4, 2024
Prepared By: Jaylen French, City Manager
Date: October 28, 2024
Subject: Consider Final Acceptance of the Carignane Sewer Lift Station Replacement Project and Authorize the City Clerk to File the Notice of Completion Recommendation:
Accept the Carignane Sewer Lift Station Replacement Project and authorize the City Clerk to file the Notice of Completion.
Background and Discussion:
On November 6, 2023, Council awarded the Carignane Sewer Lift Station Replacement Project to DA Wood Construction Inc. of Oakdale, CA in the amount of $607,208.00 with a 15% contingency for construction and/or material costs, for a total project amount of $698,289.20.
Construction proceeded on July 9, 2024, and work concluded on September 15, 2024. All demolished and installed items were found to be acceptable by the City Staff.
During the course of construction, the City Manager authorized two (2) change orders as outlined below.
Change Order Items
Change Order #1: The City delayed the award of the contract approximately four months after the bid opening date. Due to this delay of awarding the contract, various bid items had increased due to construction material inflation and labor wage increases. The items that were listed in the escalation are labor, trucking, demolition subcontractor, boring subcontractor, and striping subcontractor.
The cost of $32,500.00 covers the additional labor and material cost due to delay of contract.
Change Order #2: The contractor submitted a balancing change order to cover project items that were found to be unnecessary and material quantities that were above estimated values. During the project, the City of Escalon included roadway striping removal and installation of First Street, from Carignane to Walnut intersections on the 2024 Pavement restoration Project. The striping removal and installation cost was removed as a requirement under this project and a credit was issued. The material tags for the First Street asphalt were found to be marginally over the estimated amount and additional billing was
required at the bid unit price amount.
The cost of $4,202.80 covers the non-constructed items and material overage costs of the project.
The total contract amount, adjusting for the approved change orders, is $643,910.80, which is $54,378.40 under the total approved contract amount. All work on the project was completed in accordance with the contract Specifications.
Fiscal Impact:
The project was included in the Fiscal Year 2024-2025 Budget at $657,208.00 within the Sewer Municipal Reserve Fund (635). Sufficient funds were available, including the contingency amount to complete the project. The total cost of the project came in below the budgeted amount.
CARIGNANE LIFT STATION PROJECT
November 4, 2024
BEFORE
3
4
5 DURING
Page
7 51 of 76
AFTER
9
10 ITEM NO. 7
COUNCIL AGENDA ITEM
FOR NOVEMBER 4, 2024
Prepared By: Ivette Arevalo
Date: October 28, 2024
Subject: Set Recreation Commission Applicant Interviews Recommendation:
By motion, set the date and time to conduct interviews of all applicants who have submitted an application for the Recreation Commission vacancies.
Background and Discussion:
Three (3) Escalon Recreation Commission terms are set to expire in November 2024. The City Council has set policy to provide open application periods for all expiring terms.
The application period for these vacancies commenced on September 25, 2024 and closed October 24, 2024. The commission vacancy advertisement appeared in the Escalon Times on September 25, 2024.
The vacancy notice and application was published on the City’s website and Facebook weekly during the application period. The commission vacancy advertisement was also emailed to 1,807 people registered with the City’s sports website.
The City received four (4) applications for the Recreation Commission.
This item is to seek City Council setting of the date and time to conduct interviews of all applicants who have submitted an application for the Recreation Commission vacancies. Once the date has been set for interviews, the Council will receive the applications, prior to the meeting, at the same time they are made available to the public, per the attached policy.
Exhibits
A. Appointment Process to Fill Vacancies on City Commissions B. Commission Advertisement
CITY SEEKS APPLICANTS FOR OPENINGS ON
RECREATION COMMISSION
The Escalon City Council is now accepting applications for:
Recreation Commission (3 Full Terms Available – Expiring 11/2027) The Recreation Commission meets once a month on the first Wednesday of the month at 6:30 p.m. Recreation Commissioners must be registered voters in San Joaquin County and must reside within the Escalon Unified School District, with no less than three members residing within Escalon city limits. Some duties of the Recreation Commission include:
• Provide input on the recreation department regarding recreation activities, sports programs, and facilities that will help meet the needs of the community. • Provide advice and community perspectives regarding recreation services and programming for the residents, promote and stimulate public interest. • Gather community opinions, needs and perceptions to advise the recreation department.
Interested citizens may download an application packet at www.cityofescalon.org or email [email protected] to request a packet be emailed. All applications must be submitted by one of the following methods no later than October 24, 2024 by 5:00 p.m.:
Mail: 2060 McHenry Ave, Escalon CA 95320
Email: [email protected]
Placed in the payment drop slot by City Hall front doors Hand delivered inside City Hall
Please call 209-691-7400 with any questions.
EXHIBIT B
ITEM NO. 8
COUNCIL AGENDA ITEM
FOR NOVEMBER 4, 2024
Prepared By: Jaylen French, City Manager
Date: October 28, 2024
Subject: Consider Contract with Todd Davis to Provide Administrative Support Services, Coaching Clinics and Support, Skills Clinics for the Escalon Recreation Baseball/Softball League per the Agenda Item Request from Mayor Pro Tem Hagan and Councilmember Walker Regarding Proposed Approach for Escalon Baseball/Softball Program
Recommendation:
Consider contract with Todd Davis to provide administrative support services and coaching clinics and support, as well as skills clinics for the Escalon Recreation Baseball/Softball league.
Background and Discussion:
A new concept or approach for the Escalon recreation Baseball/Softball league has been brought forward for consideration. This concept was initially introduced at the July 10, 2024 Escalon Recreation Commission meeting and reconsidered at the August 7, 2024 meeting. At that time, the proposers, Mayor Pro Tem Hagan and Councilmember Walker, in coordination with a proposed partner, Todd Davis, presented the concept to the Recreation Commission.
In summary, the concept:
- Portions or all of the administration of the league (registration, scheduling, jersey ordering, etc.) would be handled through a contract with Todd Davis and an established external board o The composition of the board would be determined
- Proposes to offer formal coaches clinics, a coach’s guidebook and ongoing coach support - Proposes to offer child skills clinics by Todd Davis and Escalon High School staff.
This concept was subsequently presented to the public at a workshop held on September 11, 2024, in which nearly 30 people attended. The presentation and questions from prior meetings were provided to those in attendance. Mayor Pro Tem Hagan and Todd Davis provided an outline of the proposal, how it would work and how it would address the issues experienced in the current program. Todd Davis then answered questions of the public.
On October 2, 2024, this item was presented to the Escalon Recreation Commission. There was significant public comment and suggestions regarding the concept.
Ultimately, the Recreation Commission recommended the concept be forwarded to the Escalon City Council for consideration.
For Council’s consideration, the following is information on the three themes/concerns/questions from the October 2nd Recreation Commission meeting.
- Who (what entity) administers the program?
Excerpt from Exhibit A (attached):
To ease the minds of apprehensive families; this is not a 3rd party takeover of our recreation baseball and softball from the City of Escalon. This restructuring will be a supportive and benevolent addition to our current approach like many cities have done in years prior. This would target the 9/10u division and above, unless the newly created board wanted to change this approach in the future to modify the age groupings. This means the 8U and younger kids would stay in the current format without going out of town, with the exception of some rule modifications potentially, and the addition of skills camps and coach camps, and upgraded coaching support.
- Cost of Program and Associated Benefits?
Excerpt from Exhibit A (attached):
No kids will be left behind as the nonprofit Escalon Strong is committed to helping to fund these children through fundraising, donations, and running the Snack bar. The nonprofit has provided to date L-screens, pitching machines, hundreds of new baseballs and softballs, a batting cage, and even played a big role in securing the funds for the new homerun fences. They are committed to help next season where the league needs the help, including new mounds and drag nets to come.
Paraphrase of Exhibit A
o Improved communication between parents and league, and provide opportunity for direct input o Improved practice and game scheduling
o Improved coaching support and materials
o Provide league wide coaching philosophy
o Provide skills camps for children
o Provide coaching clinics
o Improved draft model
- Schedule and Scope of Work of Todd Davies
Excerpt from Exhibit A
November
- Retrofit website or launch a new one.
- Open registration
- Setup bank for funds or not depending on city
- Elect board
- This could all stay with the city if desired, but Todd Davis could facilitate - Join County league and start attending meetings
December
- Equipment needed baseballs who what where
- Sponsors for fields and fundraising
- Sizing dates set (normally 2 or 3 events for kids to try on uniforms (at park or maybe Dicks Sporting Goods)
- Determine cap on teams, i.e. what teams join country league 9/10 and up - Workout 1 – hitting, throwing, catching (offering two camps for 9/10 with 11/12 and 13/14 by itself).
And then repeat for softball same day or another weekend.
January
- Coach’s meeting
- Coaches camp or discussion on how to run each age group - Camp 2 with all the coaches included
- Who will do uniforms and hats what do we offer and what price point - Uniform sponsorship each coach needs one
- Order uniforms end of month insure they will be ready on opening day February
- Close registration and finalize teams
- Field day prep
- Scout fields and options
- Assign coaches
- Set practice schedule
- Start scheduling games and umpires
- Save money on umps by using kids from high school
- Create umpire list of people available
- Set infrastructure for backup coaches and umpires
March
- Opening day
- Raffle baskets from teams and sponsorship
- Games / Makeup games
- Rainouts
- Promotions and swag gear
The item before the Council, for consideration, is approval of a contract with Todd Davis to administer all or a portion of the following tasks:
BEFORE SEASON
Registration
Coach Recruitment
Sponsorship
Advertisement
Equipment Check/Stock/Distribution
Uniform Ordering/Distribution
BEFORE GAMES
Evaluations
Draft
Picture Day
Opening Day Ceremonies
DURING SEASON
Baseball and Softball Skills Clinic
Coaching Clinic and Support Packet
Coordinate Umpires and Field Preparation
Game Scheduling and Rescheduling
League Liaison
All-Star Team Coordination and Selection
Cost is proposed to be $4,000 per month during the season and $3,000 per month before and/or after the season.
League Cost Comparison
DIVISION OBSA RYBSA Ripon Little League Escalon
Oakdale Riverbank Ripon
T-Ball $155 $150 $225 $50
Rookies / 8U $180 $160 $225 $60
Minors / 10U $185 $170 $225 $70
Majors / 12U-14U $200 - $230 $180 $225 $75
Fiscal Impact:
The Escalon Baseball/Softball Recreation League would remain in the Oakdale Baseball/Softball League. The proposed tangible difference is the inclusion of skills and coaching clinics and support, as well as game scheduling and rescheduling. Further, an external board is proposed to assist in the efforts outlined above. Other improvements could be realized in coach recruitment, sponsorships, evaluations, the draft, opening day ceremonies, and All-Star team coordination/selection.
The cost of the proposed contract for the above-stated services is: $18,000.
Attachments:
Exhibit A – Letter from Todd Davis and Councilmembers Hagan and Walker
To the citizens of Escalon, from Todd Davis and council members Hagan and Walker, to ease the minds of apprehensive families; this is not a 3rd party takeover of our recreation baseball and softball from the City of Escalon. This restructuring will be a supportive and benevolent addition to our current approach like many cities have done in years prior. This would target the 9/10u division and above, unless the newly created board wanted to change this approach in the future to modify the age groupings. This means the 8U and younger kids would stay in the current format without going out of town, with the exception of some rule modifications potentially, and the addition of skills camps and coach camps, and upgraded coaching support.
Currently our recreation league does not have a realistic or adequate option for our boys and girls 12u and older. Joining this league would solve this lack of competition and lack of team numbers to play within those age ranges internally. Parents will still be able to coach, and will be encouraged to coach, and if anything, will be more confident in their abilities because of added coaching support for both baseball and softball. Coaches will receive a thank you and recognition for their efforts.
This is a necessary move to upgrade the mental and physical development of our children in a systematic way, which puts merit, community and character development at the front of the line. This will lead to better skills development, coaching development/support, flexible scheduling options, community building and multiple options for all parents to match their kids to the level of play they feel is right for their child. This is key because all kids develop at different rates. This will also free staff internally to use their time and areas of expertise wisely and more efficiently as they aren't trained in sports-related activities; therefore, are not going to be up to speed with current development and scheduling standards, and not able to have the ability to communicate to the level that would make the parents happy.
The change would restructure how our softball and baseball programs are being handled and run in order to correct the many issues which have been reoccurring problems voiced by many community members over the years, and would establish a baseball/softball board made up of a representative of the city, recreation board members, parents and the league representative. The City of Escalon would also maintain oversight and the program would continue to be a part of the city. This is not a separate entity, this is not a nonprofit board, this is an external secondary board of the city of Escalon. This board would help to decide what the fee breakdown to the parents would be and determine the best approach for all aspects of the league, including the draft approach and many other important decisions. This board would allow for better league transparency, faster resolution of internal problems and overall better cohesion between parents, recreation board and city staff.
Many of the problems that will be solved by this board restructuring effort include, but are not limited to:
- Poor communication between parents and the city
- Scheduling issues
- Lack of parent and recreation board input
- Lack of coaching support
- Lack of a cohesive league wide coaching philosophy for child development (what is our league philosophy100% effort, winning and losing with character, succeeding after failure)
Exhibit A
- Lack of coaching material and support for new coaches - Lack of skills camps
- Lack of coach camp
- Unfair drafting model
- Cohesive approach to game rules
- Vote at the league level
No kids will be left behind as the nonprofit Escalon Strong is committed to helping to fund these children through fundraising, donations, and running the Snack bar. The nonprofit has provided to date L-screens, pitching machines, hundreds of new baseballs and softballs, a batting cage, and even played a big role in securing the funds for the new homerun fences.
They are committed to help next season where the league needs the help, including new mounds and drag nets to come.
Why the county league? This league allows all kids regardless of abilities to be placed by the input of the parents and coaches in the right league format allowing more competitive kids to be challenged when they are ready and allowing less competitive kids to enjoy the game without added perceived pressure. This league approach also allows for very flexible game times with more coach and parent input. The kids would play against other local cities within about 30 mins or less driving time (we already leave town for games), leading to tighter bonds between our children and parents of the community. This league also has very well-established rules.
Why form a board? To allow for more parent input, better scheduling, better communication and problem-solving capability. Just delighting it out.
Why skills and coach camp? This will allow all kids and coaches to be exposed to no pressure high level skills development to aid in proper physical mechanics development, mental confidence building and a more well-rounded community player development/coach development approach. Also, by adding in the Escalon high school Baseball coach and AD Andrew Beam who have committed to letting the high school players help with the camp, along with the league coaches and Todd Davies with his team of hitting/pitching and fielding coaches, we will establish a well-structured community approach to skills development.
Why add Todd Davis and his team of professional coaches including pitching, hitting, fielding, etc. in both softball and baseball? They care about the development of a positive coach and child character development approach, as well as skills. They understand the importance of community building. Below are various tasks they would be engaging in for our community.
Schedule and Scope of Work (Todd Davis)
November
Retrofit website or launch a new one.
Open registration
Setup bank for funds or not depending on city
Elect board
This could all stay with the city if desired, but Todd Davis could facilitate Join County league and start attending meetings
December
Equipment needed baseballs who what where
Sponsors for fields and fundraising
Sizing dates set (normally 2 or 3 events for kids to try on uniforms (at park or maybe Dicks Sporting Goods)
Determine cap on teams, i.e. what teams join country league 9/10 and up Workout 1 – hitting, throwing, catching (offering two camps for 9/10 with 11/12 and 13/14 by itself). And then repeat for softball same day or another weekend.
January
Coach’s meeting
Coaches camp or discussion on how to run each age group Camp 2 with all the coaches included
Who will do uniforms and hats what do we offer and what price point Uniform sponsorship each coach needs one
Order uniforms end of month ensure they will be ready on opening day
February
Close registration and finalize teams
Field day prep
Scout fields and options
Assign coaches
Set practice schedule
Start scheduling games and umpires
Save money on umps by using kids from high school
Create umpire list of people available
Set infrastructure for backup coaches and umpires
March
Opening day
Raffle baskets from teams and sponsorship
Games
Makeup games
Rainouts
Promotions and swag gear
Thanks for considering this approach for our future baseball and softball recreation program development.
ITEM NO. 9
COUNCIL AGENDA ITEM
FOR NOVEMBER 4, 2024
Prepared By: Jaylen French, City Manager
Date: October 28, 2024
Subject: Consideration of Proposals from the Installation and Managed Operations of Wireless Networking Internet Services Backbone Request for Proposals Recommendation:
Consider the two submitted proposals for the Installation and Managed Operations of Wireless Networking Internet Services Backbone Request for Proposals (RFP), which Council directed staff to explore further, and authorize the City Manager to execute an agreement with the selected vendor.
Background:
The City of Escalon has multiple locations, each served by the City’s computer network to allow for internet, email, camera operations and file access. The City’s remote sites, including the Corporation Yard, Wastewater Treatment Plan, and the Community Center are connected to City Hall via wireless point-to-point radio links. These first links were installed in the early 2000s and have been upgraded multiple times to meet the City’s growing bandwidth needs.
The current point-to-point links are nearing the end of their useful life and are not delivering connections that are strong or fast enough to meet the City’s needs. To offer better service and achieve cost savings, many cities are moving away from having their own links and engaging with internet service providers (ISPs) to provide them with a managed network solution.
These agreements became increasingly popular after the 2018 FCC Small Cell Oder that required public agencies to open their assets to private carriers where possible. These agreements have proven beneficial to cities, as they reduce the city’s capital expense in deploying wireless links, provide service-level agreement backed wireless links for critical City communications, and provide for the City to receive rent in the process.
Over a five year period, this style agreement is expected to save, based upon the full build-out of 20 sites, significant money in capital costs and internet service costs. There is additional benefit of support and expertise in an established ISP. The system can also be designed to allow for future growth as most applications and hardware come online, including for example traffic cameras, license plate readers, and the City’s Supervisory Control and Data Acquisition (SCADA) system, which controls, monitors and analyzes the City’s water and wastewater systems.
In mid-2023, the City solicited informal proposals from two local ISPs, EzWave Communications and Ayera Technologies to provide the City with a managed connectivity solution for its remote sites in exchange for rent and the use of space on the City’s vertical assets, i.e. buildings and/or radio towers) to install radio repeater equipment that allows the company to serve both the City and its residents. Each ISP was given the opportunity to present their proposal to City staff and the City’s IT consultant. City staff and the IT consultant recommended the city move forward with one of the ISP due to faster and more reliable connectivity to the City’s sites, a symmetric connection, which provides ample bandwidth for all use applications and a larger proposed rent payment.
On October 2, 2023, after the above-described Request for Proposal (RFP) process, the Council was set to consider the two (2) ISP proposals. Ultimately, due to concerns raised about the process by one of the proposing ISPs and questions about the end product, the Council directed staff to work with a third-party to ensure a robust and neutral process. The City later retained Spark Alliance to perform this work.
Subsequently, in April 2024, the City of Escalon (City) invited qualified, available and interested firms to submit written proposals to provide contracted installation and managed operations of a wireless networking internet services backbone. The stated project objectives from this RFP are:
- Improve Internet Access: Provide high-speed internet access to underserved areas of Escalon, enhancing connectivity for residents and businesses.
- Enhance Connectivity: Establish a reliable and secure wireless network backbone to support data transmission and communication.
- Promote Economic Development: Stimulate economic growth and development by providing businesses with access to high-speed internet services. - Support Municipal Services: Enable the City of Escalon to enhance its municipal services, such as public safety, emergency response, and administrative operations. - Ensure Compliance: Ensure compliance with all relevant regulations, including California state requirements for wireless networking and internet services.
Upon the close of the RFP period, the City received 10 proposals, which fall into various proposal types as outlined below.
- Five (5) “Project” proposals. These proposals from AirGap Labs, EZWave, Eaton, SmartWave and Calnet constitute an installation project, including the installation of equipment by the provider at the City’s expense. The proposed cost of these proposals ranges from $62,000 to $380,000. The approach would then cost the City approximately $75,000 to $120,000 in annual maintenance and service. There is some potential to monetize this infrastructure.
- One (1) “Citywide Connectivity” proposal. This proposal from T-Mobile constitutes a private connection to T-Mobile’s existing network at the City’s cost, then a monthly service
charge for the use of wireless internet throughout the City and greater connectivity to both physical buildings, remote locations and between physical locations (i.e. in-field connectivity). This proposal is from a nationally recognized provider which has a significant investment in their equipment, as well as outstanding customer service. T-Mobile anticipates charging the City $600 per month for internet service to all locations, to start. There are additional partnership opportunities associated with this proposal. - Two (2) No-Cost, No-Monthly Rate proposals. Proposals were received from Ayera and EzWave, two local companies, which utilize the City’s vertical assets to improve their ability to serve the City with reliable and fast internet as well as their existing and future customers.
The City would like to explore rent or revenue sharing with these options.
- One (1) “City is the ISP” proposal. This proposal from SmartFiber Networks sees the City fund a full network of equipment and other related materials at the anticipated cost of $1.99 million, which the City would own. The City could then become an ISP for residents, businesses and others in the area. As proposed, the City would recoup this initial investment through the monthly service charges to its future customers. There are additional partnership opportunities associated with this proposal.
- One (1) proposal was rejected for not addressing the needs outlined in the RFP.
Discussion:
On September 16, 2024, the City Council directed staff to further explore the “No-Cost, No-Monthly Rate” proposal type and begin discussions with the two proposers. Subsequently, City staff met with each proposer to discuss each proposal and to better understand the details. A synopsis of each proposal is below.
ezWave
Solution: Installation of a 10Gbps fiber optic line to city offices as well as a 10Gbps wireless option using non-line of sight technology (Tarana). Non-line of sight technology can provide greater reliability and strength, especially in situations where line of sight is blocked.
Other details: ezWave was not initially interested in a revenue share model. ezWave indicated they would consider a rental agreement of $800 / month with the City for use of the City’s vertical assets.
Ayera
Solution: 5Gbps symmetrical wireless option for City Hall and 1Gbps for six (6) secondary locations, and up to 1 Gbps for up to 15 additional locations, using line of sight technology. Private Layer 2 connectivity between all city sites. Ayera technology uses high frequency waves which can produce faster speeds. They further offer enhanced redundancy at their data center site with fiber connectivity, which leverages third party national or regional fiber providers.
Other details: Ayera is offering a 15% revenue share agreement from all new accounts generated from the install of infrastructure as part of a future partnership.
Fiscal Impact:
The City current internet bills are approximately $885 per month or $10,600 per year. With either proposal before the Council the cost of internet will be reduced to $0. Further, either option will generate revenue through a lease term for vertical asset space or a revenue share model. ezWave proposes $800 / month or $9,600 / year for use of the City’s vertical assets. The City’s current lease agreement for vertical asset space is $950 / month or $11,400 / year. The revenue generated through a potential revenue share model would be dependent on the number of accounts activated via the partnership. The City would maintain 15% of the gross revenue from all new accounts.
Any generated revenue will go into the City’s General Fund.
Attachments:
1. City of Escalon City Council Staff Report from September 16, 2024 meeting
2. Ayera Proposal Summary
7 ATTACHMENT 1
What the City of Escalon Gets What Choosing Ayera Offers Zero-Cost symmetrical network connections, including:
• 5-Gbps for the City of Escalon Main Distribution
• 1-Gbps for the six secondary City locations
• Up to 1-Gbps for up to 15 additional current or future tertiary locations
Connectivity via a mix of Ayera’s fiber and/or Fixed Wireless links that use the latest line-of-sight and non line-of-sight radio technologies. Includes secondary link diversity at each primary and secondary location for a designed 99.999%
(“five nines”) uptime network.
5-Gbps internet circuit for City’s use Diversity of multiple Tier I/II transit providers with nearly 400-Gbps of current backbone capacity, likely 20x more than other fixed wireless companies!
Private Layer 2 connectivity between all city main,
secondary, and tertiary locations.
Secure, segmented private network from a highlyexperienced provider of internet and secure site-to-site communications that currently serves, and is trusted by, numerous regional cities, municipalities, police and fire departments, and other government entities.
City’s choice of monthly paid rent OR revenue share via Ayera leasing City’s current vertical assets (existing towers, rooftops, masts, etc.)
Ongoing, perpetual additional revenue to the City without the need to build any new, large unsightly towers.
Zero-Cost equipment, cabling, installation labor & ongoing maintenance, with responsive, professional local support. 24 x 7 / 365 Local Support served by a staff of more than 25 employees who live and work in the Central Valley area! Expanding internet options for the residents and businesses of Escalon.
We bring low-priced plans with available speeds surpassing local Cable, Telco, Fixed Wireless, and Cellular providers! See https://ayera.com/ultraspeed/
Partnering with a stable, professional, and trusted company We have been operating in the Stanislaus and San Joaquin regions since our founding in 2001.
ATTACHMENT 2