EXETER CITY COUNCIL ACTION MINUTES
March 28, 2023
A closed session of the City Council, City of Exeter was held on Tuesday, March 28, 2023, at 6:30 p.m., in the Exeter City Council Chambers, 137 North F Street.
COUNCIL PRESENT: Frankie Alves, Justin Mills, Jacob Johnson, Vicki Riddle and Barbara Sally COUNCIL ABSENT: None
STAFF PRESENT: Adam Ennis, Julia Lew, and Shonna Oneal
A. CALL TO ORDER CLOSED SESSION
Mayor Alves called the closed session to order at 6:30 p.m.
B. PUBLIC COMMENTS REGARDING CLOSED SESSION MATTERS
Mayor Alves requested those who wish to speak on matters listed on the Closed Session Agenda to do so at this There were no public comments presented
C. ADJOURN TO CLOSED SESSION PURSUANT TO GOVERNMENT CODE SECTION(S):
Mayor Alves adjourned to closed session at 6:30 p.m.
1. 54957(b)(1) Annual Public Employee Performance Evaluation - City Administrator A regular session of the City Council, City of Exeter was held on Tuesday, March 28, 2023, at 7:05 p.m., in the Exeter City Council Chambers, 137 North F Street.
COUNCIL PRESENT: Frankie Alves, Justin Mills, Jacob Johnson, Vicki Riddle and Barbara Sally COUNCIL ABSENT: None
STAFF PRESENT: Adam Ennis, Julia Lew, Daymon Qualls, Shonna Oneal, Rainbow Moore, John Hall, Christina Arias
D. CALL TO ORDER REGULAR SESSION AND REPORT ON CLOSED SESSION ITEMS (if any) Mayor Alves called the regular session to order at 7:05 p.m. City Attorney Julia Lew advised there was nothing to report from Closed Session.
E. PLEDGE OF ALLEGIANCE AND INVOCATION
The Pledge of Allegiance was given by Council Member Vicki Riddle and an invocation was given by Public Works Director Daymon Qualls.
F. PUBLIC COMMENTS:
Mike Germaine addressed the Council to requests lights for the Exeter Bark Dog Park.
Jeff Wilson addressed the Council to provide an update on the Country View Estates drought tolerant landscaping conversion.
G. SPECIAL PRESENTATIONS (if any): None
ACTION MINUTES
EXETER CITY COUNCIL
PAGE 2, MARCH 28, 2023
H. CONSENT CALENDAR:
It was moved by Mayor Pro Tem Mills, seconded by Council Member Sally, and unanimously, carried that the items on the Consent Calendar be approved as presented.
1. Approve regular minutes of March 14, 2023
2. Payment of Bills
3. Payroll March 3, 2023, and March 17, 2023
4. Award and authorize the City Administrator to execute an agreement with Pavement Coatings Co., o:
acramento, CA in an amount of $398,628.95 for construction of the 2023 Cape Seal and Micro Surfacin Project and authorize a 10% contingency amount ($39,863.) for potential extra work.
5. Authorize the City Administrator to enter into a purchasing agreement with Crafco Inc., of Fontana, CA for the purchase of one (1) KM International 4-Ton Trailer Mounted Diesel Hot Box, in the amount of $39,247.63.
6. Award and authorize the City Administrator to execute an agreement with Tally Oil, Inc., of Madera, CA in an amount of $96,364.80 for construction of the 2023 Reclamite Project and authorize a 10% contingency amount ($9,636.) for potential extra work.
7. Authorize the City Administrator to execute a purchasing agreement with Total Clean Equipment, of La Verne, CA for the purchase of one (1) Hydro Tek SS Series Hot/Cold Skid Mounted Pressure Washer, in the amount of $12,054.32, to be used for the City of Exeter's graffiti abatement program.
8. Authorization for the City Administrator to execute the consolidation agreement with the Tooleville Mutual Non-Profit Water Association (TMNPWA) for consolidation of the TMNPWA water system into the City of Exeter water system.
I. INDIVIDUAL BUSINESS ITEMS:
1. Adopt Resolution 2023-08 authorizing the City Administrator to execute Agreements with the California Department of Transportation for the City of Exeter's Reactivating Exeter's Public Spaces (REPS) Project for the Clean CA Local Grant Program and provide direction to staff regarding the proposed project. Public Works Director Daymon Qualls introduced Sheela Bhongir of Tulare County Association of Government. Ms. Bhongir provided information regarding the Clean CA Local Grant Program. Council Member Riddle recused herself from this item due to owning real property near the proposed improvements and exited the room. Mr. Qualls provided a PowerPoint report highlighting City of Exeter's Reactivating Exeter's Public Spaces (REPS) project.
Following discussion, it was moved by Council Member Sally, seconded by Mayor Pro Tem Mills and arried 4-0 (Council Member Riddle recused) to adopt Resolution 2023-08 authorizing the Cit dministrator to execute Agreement with the California Department of Transportation and provide direction to move forward.
J. CITY COUNCIL ITEMS OF INTEREST
Council discussed items of interest.
K. CITY ADMINISTRATOR/DEPARTMENT COMMENTS
City Administrator Adam Ennis provided a brief update on City related items. Public Works Director Daymon Qualls provided an update on the Brickyard storm basin
L. ADJOURN REGULAR MEETING
Mayor Alves adjourned the regular meeting at 7:58 p.m.
Christina Arias, Deputy City Clerk
AVENU FINANCIAL SYSTEM CITY OF EXETER
3/27/2023 9:01:41 Payments for Publication GL335R-V08.19 PAGE Approved on 3/23/2023 for Payments Through 3/23/2023
Amount
AA QUALITY SERVICE DO A RENTAL 105.30
3,056.62
ALPHA CHARLIE EXTERMINATORS GOPHER GETTER SERV
02/01-02/28/2023 LIVESCA 409.63
BEATRIZ SANCHEZ 59.00
BLUE SHIELD OF CALIFORNIA 30, 886.55
47.00 CALIFORNIA BUSINESS MACHINES 164.28
DASH MEDICAL GLOVES, INC. NITRILE EXAM GLOVES 208.56
EMD NETWORKING SERVICES, CYBER SECURITY INSURANCE 224,44 EXETER IRRIGATION & SUPPLY 324.71
44.08 219.72
INGLEHART/BRETT TRNG CRS: EDGE WEAPONS 30.00
9,228.53
950.00
250.00
EMP- CRISTINA ROCHA 1,067.34
LYLES UTILITY CONSTRUCTION LLC REPAIR WATER SERVICE 4,970.45 MARCH PD OFFICE CLEANING 2,058.92
109.71
PACE SUPPLY CORP. 1 COMP PEP PJ LEF 2,263.13
210135 SMEE HOMES DEVEL 633.00
59.00 117.45
92.63 425.54
SOUTHERN CALIFORNIA EDISON 2,925.13
SOUTHERN CALIFORNIA GAS CO. 0891-01/26-02/27/23 2,017.57 TU CO REGISTRAR OF VOTERS COE COUNCIL DISTRIC C 4,581.15 TULARE CO ASSOC OF GOVERNMENTS 21/22 2ND HALF MBRSP DUE 4,400.72 TULARE COUNTY 02/01-2/28/2023 3,103.98
UNIVAR SOLUTIONS USA INC 1,322.10
35.00 APRIL LENOVO THINK PAD 3,164.2.
1,430.0
VALLEY PACIFIC PETROLEUM 502.36
1,500.00
, 182.11
20285 VISALIA RD 770.7
** Totals... 200,527.89
AVENU 04/N2/2023C1S: 0S7EM CITY OF EXETE
Check Register GL540R-V08.19 PAGE
BANK VENDOR CHECK# DATE AMOUNT
BANK BANK OF THE SIERRA
005230 ASHLYN KING 85865 04/06/23 75.29
002493 AVENU INSIGHTS & ANALYTI 85866 04/06/23 3,079.38 002695 CA POLICE CRIES ASSOCIA 85867 04/06/23 46,351.61 001817 35868 04/06/23
003345 CENTRAL CAL WATERWORKS, 85869 04/06/23
.226 CHRISTINA ARIAS 85870 4/06/21
005234 CISNEROS DECORATIVE CONC 85871 04/06/ 3,
000860 CITY OF EXETER 85872 04/06/
001240 CLEA 04/
001876 COLLEGE OF THE SEQUOIAS 1,
005 190 COLUMN SOFTWARE PBC
CRAIGS AUTO PARTS
CULLIGAN
DAVID WELLHOUSE & ASSOCI
ELITE CORPORATE MEDICAL
40 EMD NETWORKING SERVICES,
EVELYN G DAVIS
EXETER MERCANTILE CO.
30 EXETER MOTORS, INC.
EXPERIENCED GARDENER/THE
FASTENAL COMPANY 85885
FRESNO OXYGEN
00 5 74 FRONTIER CALIFORNIA INC.
004192 GOLDSTROM/ NORM
000127 JACK GRIGGS INC 10,
226 JOSH LUJAN
005231 KENNETH DOUGLAS
005229 LANEY ELIZABETH CHANNELL
005207 MAC GENERAL ENGINEERING, 15,
005233 MARIE/THEODORE THOMAS
32 MAURICE VILLA PUDUA
00 METER READINGS HOLDING L
MID VALLEY DISPOSAL, LLC
459 MIRWALD/ PHIL 06/
MOORE TWINING ASSOCIATES 23 1,
OASIS SECURITY SYSTEMS 85900 04/06/ '23
001540 ODP BUSINESS SOLUTIONS, 85901 04/06/23
005056 PACE SUPPLY CORP. 85902 2,
005014 ENA'S DISPOSAL I 33302 03/06/23
005017 RIDEAUX/ TRAC 85904 00
000757 PROFORCE 85905 04/06/23 3,466.44
000146 QUAD KNOPF ENGINEERIN 5906 04/06/2: 3,017.15
001572 SAN JOAQUIN VALLEY APC 5907 04/06/21 290.00
005222 85908 04/06/23 3,875.00
002176 BE RE SEANCE. 85909 04/06/23 40.00
000252 85910 04/06/23 1,773.31
000151 85911 14/06/2 33,916.72
STANDARD INSURANCE COPS
000126 85912 14/06/2 2,324.45
4/12/202: Check Register CITY OF EXETE:
GL540R-V08.19 PAGE
BANK VENDOR CHECK# DATE AMOUNT
BANK BANK OF THE SIERRA
003433 I-MOBILE 85913 04/06/23 189.00
003129 TRANSUNION RISK & ALTERN 85914 04/06/23 150.00
001641 UNIVAR USA INC 85915 04/06/23 689.04
003213 85916 04/06/23 2,685.7
000855 85917 04/06/23 , 138.4.
004186 35918 04/06/23 60,960.72
002559 WIRELESS INTERNET 85919 04/06/23 200.00
004147 YARBS GRADING AND PAVING 85920 04/06/23 2,083.35 .266 ZION SHIELDS 85921 04/06/23 30.00
BANK OF THE SIERRA 340,995.56 ***
AYROLL RUN-03/30/2023 09.37.16 PAGE
PR311R-V14.20 Paymate
PERIOD 3 DATING 2/13/2023-3/26/2023 CHECK DATE 3/31/2023
DIRECT DEPOSIT IS TURNED ON
CHECK CHECK EMPLOYEE/BANK/VENDOR CHECK
NUMBER NAME CODE SEQ
1326 1 VENDOR CHECK
1327 39:89 COLERA/DEARESEMENT UN 328 COLEMAN/DEWAYNE
1328 198.89 MILLER/IVY
TOTAL CHEK FORM: CHEK COUNTS,
248.99 *EMPLOYEE CHECKS
63.69 *VENDOR CHECKS
1. 00 *BANK CHECKS
312.68 **TOTAL NEGOTTABLE CHECKS
OTHER CHECKS
*MANUAL CHECKS 00
*CANCELLED CHECKS
312.68 **TOTAL FOR CHECK FORM
NON-NEGOTIABLE CHECKS
0.00 *DIRECT DEPOSIT STUBS •0
0.00 *VENDOR DIR DEP STUBS
AYROLI RUN-03/30/2023 09.37.16 PAGE
HECK FORM STUB CHECK REGISTE PR311R-V14.20
Paymate
DIRECT DEPOST 15 /U3(2D 3- 3/26/2023 CHECK DATE 3/31/2023
CHECH CHECK NAMLOYEE/BANS/VENDOR CHECK
NUMBEE AMOUNI CODE SEQ
51148 1 VENDOR STUB ONLY
51149 $50:00 EXOCER POLICE OFFICER AS 3 1 VENDOR
STUB ONLY
51150 172.59 EXETER POLICE OFFICER AS 3A JB ONLY
51151 2,720 35 EACH TANA 236
51152
51153 2,887.80 ONEAL/SHONNA N 203
51154 1,302.28 CARTER/AMY JO 502
51155 1,439.99 CORREA/BIANCA 630
51156 1,327.09 GARVER/ELIJAH 712
51157 3,398.87 PARK MOORE/YUN GYUNG 703
51158 588.25 SANCHEZ/CESILIA 307
51159 1,502.62 SANTOYO/AIDE G 710
51160 2,706.86 FRANCO/EEKHONG 304
51161 1,702.99 PHILLIPS /ZACHARY 705
51162 1,452.62 CARRETERO/VANESSA 402
51163 2,668.05 DURKEE/MARK 404
51164 1,502.49 FELIX/ESTEVAN 704
51165 5,497.36 GIEFER/MICHAEL DAVID 438
51166 1,680.56 GONZALES/EVAN 725
51167 1,065.70 GRAY/DAIZY 717
51168 3,574.15 HALL/JOHN T 406
51169 1,846.19 HAYES/CURTIS W 437
51170 2,605.09 INGLEHART/BRETT A 411 EEEEEEEEEEE BE REBEC BEER BEBE BEBEE 51171 2,066.98 LUJAN/JOSHUA 715
51172 2,254.03 MARX/CHRIS 706
51173 1,674.74 SAKAGUCHI/CLAUDIA D 726
51174 1,445.91 SHIELDS/ZION 708
51175 1,590.38 VILLARREAL/ ISIDRO 707
51176 2,622.86 YARBER/ISABEL 422
51177 1,378.25 ALDRIDGE/GARY 618
51178 1,445.94 ARROYO/MARIE 623
51179 1,772.31 ESPINOLA/DANIEL M 602
51180 98.87 GOLDSTROM/NORMAN 629
51181 1,639.21 HUGGINS/KYLE AARON 621
51182 3,004.17 QUALLS / DAYMON 607
51183 1,464.89 RAMIREZ/ JUAN 608
51184 1,083.38 WENDT/EDDIE 626
51185 338.89 ROWLETT/JACOB 718
51186 1,430.42 MILLAN/MARCUS 622
51187 1,343.46 MILLER/JAMES 624
51188 369.94 MIRWALD/PHILIP 625
51189 1,234.58 QUIROZ/PATRICK P 512
51190 2,337.86 PRIDEAUX/TRACI 448
City of Exeter
Agenda Item Transmittal
Meeting Date: April 25, 2023
For action by:
Agenda Item Number: E4 X City Council
Wording for Agenda: Council consideration of jointly sponsoring Regular Session:
three Concerts In The Park in July and August 2023, along with the X Consent Calendar Exeter Chamber of Commerce, at a total cost to the City of about Regular Item $5,000 ($3,500 for event and $1,500 for insurance). _ Public Hearing Submitting Department: Administration Review:
Contact Name: Adam Ennis, City Administrator
Phone Number: (559) 592-4539
City Administrator
Email: [email protected] (Initials Required)
Department Recommendation:
Staff recommends that the Council consider jointly sponsoring three Concerts In The Park, along with the Exeter Chamber of Commerce, at a cost to the City of about $5,000 ($3,500 for event and $1,500 for insurance).
Summary/Background:
Many years ago, the City of Exeter sponsored summer concert series, known as Concerts In The Park, through KJUG radio. The events were popular with few issues regarding them.
However, staff's understanding is that when the City budget became tighter over the years sponsoring these events was discontinued as a cost cutting measure. Last summer, under improved budget conditions, the Council and the Chamber of Commerce, sponsored another Concerts In The Park series of three concerts. The concerts were a success with little to no issues.
The Exeter Chamber of Commerce was recently approached by KJUG radio regarding sponsoring three Concerts In The Park again this summer. The Exeter Chamber of Commerce has asked if the City would be interested in co-sponsoring this concert series again. The total cost from KJUG radio would be $7,000, which the Exeter Chamber of Commerce is proposing to evenly split with the City. Two of the concerts would occur in City Park on a weeknight and the third would occur at the Exeter Memorial Building on Sunday July 2 along with the Lion's Club event. All events are planned to occur in July or August. The concert at the Lion's Club event is planned to take place on the lawn between the Exeter Memorial Building and Kaweah Avenue (Highway 65). Due to this location being directly adjacent to a State Highway staff is recommending that a continuous barrier be placed along the west side of Kaweah Avenue and to the west from Kaweah Avenue at each of the north and south ends of the concert area.
Specific requirements for the events will be determined by staff as a review of the events is conducted.
Additional considerations for the two concerts at City Park would be providing the Senior Center as a green room for entertainer preparation, providing porta potty restrooms, providing trash service and providing cleanup of the park after the event. These services would be provided by the Lion's Club for the concert at their event. The City would also be obtaining insurance certificates and endorsements from those involved with the events.
The Exeter Chamber of Commerce is checking on providing porta potty restrooms and, if the City sponsors the event, Mid Valley would provide the trash service through their current solid waste contract with the City. Clean up of the park after each concert could be provided by Able Industries at a cost of $100.00 per concert, contingent on them meeting insurance requirements. The Chamber has indicated that they would be willing to pay for the park cleanup after the events. If the City chose not to cosponsor the event, the Chamber indicated that they would probably not move forward with it on their own.
Fiscal Impact: If the City Council chooses to cosponsor the event the total cost for all three concerts would be around $5,000, which would be paid from the General Fund. None if the City Council chooses not to cosponsor the event.
Prior Council/Board Actions: Previous Concerts In The Park in past years Attachments: None
Recommended motion to be made by Council/Board: I move to: 1) cosponsor the three concert event at a cost of $5,000, subject to event requirements determined by staff.
City of Exeter
Agenda Item Transmittal
Meeting Date: April 25, 2023
For action by:
Agenda Item Number: E5 X City Council
Regular Session:
Wording for Agenda: Authorize the City Administrator to execute X Consent Calendar an Extra Work Authorization with the City's contract City Engineer Regular Item firm - QK, in an amount not to exceed $12,000, for conducting the = Public Hearing annual assessment updates of the City's Landscaping and Lighting Assessment Districts. Review:
City Administrator
Submitting Department: Administration (Initials Required) Contact Name: Adam Ennis, City Administrator
Phone Number: (559) 592-4539
Email: [email protected]
Department Recommendation:
Staff recommends that Council authorize the City Administrator to execute an Extra Work Authorization with the City's contract City Engineer firm QK of Visalia, CA, in an amount not to exceed $12,000, for conducting the annual assessment updates of the City's Landscaping and Lighting Assessment Districts (LLMAD's).
Summary/Background:
The purpose of landscaping and lighting districts is to provide maintenance to the turf areas, shrubs, trees, irrigation systems and walls within the common areas of subdivisions. The City of Exeter has formed nineteen of these assessment districts pursuant to the Landscaping & Lighting Act of 1972 (Section 22500 and following, Streets & Highways Code).
The Director of Public Works typically utilizes the services of qualified landscape contractors to do the actual maintenance through required competitive bidding. This serves two (2) purposes; a) So that there is no undue burden on existing City crews and b) to easily track the actual costs for maintenance. This second item also makes it easier for the Finance Department to account for the costs on an annual basis. City Finance staff then provide the City Engineer with the prior year actual costs so that they can set the next year's costs in the Engineer Reports.
Each year the City Council requests that the City Engineer prepare the report of costs that will be levied on these existing assessment districts. Historically, the remainder of the tasks associated with the annual update of the LLMAD assessments are conducted by City Finance Department staff. However due to several circumstances this year, the City Finance staff are not in a position to take on this process, although they would continue to provide last year's actual costs. Due to this situation staff is requesting that the Council authorize an Extra Work Authorization with QK to provide the full processing services for this year's LLMAD assessment update.
Each annual update reviews the actual costs from the previous year and adjusts the fees as may be necessary to cover anticipated costs for the upcoming year. The original formation resolutions of most of the districts included allowances for an annual adjustment based upon a CPI increase in conformance with Prop 218 per the City Attorney's recommendation. Individual circumstances of each district will be taken into account and the assessments for each district will be adjusted appropriately.
The process would be as follows:
1. An agenda item would be brought to Council to adopt a resolution directing the City Engineer to prepare a cost report that includes an evaluation of each district, adopt a resolution of the intent to levy and collect assessments on the nineteen listed districts and sets the date of the public hearing for the landscape and lighting districts prior to the end of July.
2. A Public Hearing notice is placed into the newspaper in advance announcing the annual updates.
3. At the public hearing, the Council will consider the Engineer's Reports along with any testimony and, with Council concurrence, adopt two resolutions for each District.
The first resolution approves the Engineer's Report and the second one certifies the process to the County.
4. Subsequent to Council action, the City Staff then delivers the items to the County Assessor's office.
5. The adjusted assessments will then be added to the County's assessment rolls in August and the City would receive (from the County) monies from the two normal semi-annual property tax collections from the property owners in each district in December and April to pay the expense of providing the district maintenance activities.
Fiscal Impact: Costs for conducting the annual LLMAD Assessment updates are proportionately charged to each of the LLMAD districts. The cost of this Extra Work Authorization of $12,000 would be paid for by the districts.
Prior Council/Board Actions: This process is done annually by City Council for the existing Landscape and Lighting Districts.
Attachments: QK Extra Work Authorization
Recommended motion to be made by Council/Board: I move to authorize the City Administrator to execute an Extra Work Authorization with the City's contract City Engineer firm - QK, in an amount not to exceed $12,000, for conducting the annual assessment updates of the City's Landscaping and Lighting Assessment Districts.
CITY OF EXETER
WORK AUTHORIZATION AND TASK ORDER
ON-CALL ENGINEERING SERVICES
QK Job No. _
Project #:
Pry of Treer 2023-2024 Lighting & Landscape Districts (L.MD) Updates Project Description:
Update City of Exeter's 2023-2024 LLMDs
Scope of Work:
residions, and preserices to colate City of Exeter's 2023-2024 LMDs, Engineering reports, staffreports, Period of Performance:
As requested by City.
Budget: $12,000.00 T&M
All of the terms and conditions of the Agreement for City Engineering Services between the City of Exeter and Quad Knopf, Inc. dated January 13, 2015, are incorporated by reference as if fully set forth herein.
Invoicing Requirements:
* Payment Terms: Net 30 Days
• Contract Type: • Time & Materials $12,000.00 • Fixed Fee $ • Invoice Frequency: Monthly
Quad Knopf, Inc. City of Exeter
By: By:
Signature Signature
Name: Amber Aguayo Name: Daymon Qualls
Title: CFO/COO Title: Director of Public Works
Date: Date:
P230209 March 29, 2023
City of Exeter
Agenda Item Transmittal
Meeting Date: April 25, 2023
For action by:
Agenda Item Number: E6 X City Council
Wording for Agenda: Authorize Department Staff to purchase two Regular Session:
Motorola APX6500 vehicle radios and associated equipment from Motorola Solutions in the amount of $10,416.40, based off the X Consent Calendar cooperative purchasing agreement through Los Angeles County. _ Regular Item _Public Hearing
Submitting Department: Police Review:
Contact Name: John Hall, Chief of Police
Phone Number: 592-3103 ext. 2001
City Administrator
Email: [email protected]
(Initials Required)
Department Recommendation:
That City Council authorize Department Staff to purchase two vehicle radios with associated equipment from Motorola Solutions in the amount of $10,416.40, based off the cooperative purchasing agreement through Los Angeles County.
Summary/Background:
At the December 14, 2021 City Council meeting, Council authorized the purchase of two police vehicles to replace vehicles currently in the fleet. This authorization did not include the purchase of vehicle radios which is essential for communication with officers in the field.
The current police radio being utilized by the Exeter Police Department is the Motorola APX6500. This radio is currently in use by multiple agencies in Tulare County, meets all of the P25 interoperability requirements as established by the FCC and is compatible with the radios system utilized by the Tulare County Sheriff's Department, who provides dispatching services for the Exeter Police Department.
Motorola Solution's the manufacturer of the APX6500 was contacted and asked to provide a quote for two vehicle radios and associated equipment. The returned quote was in the amount of $10,416.40, and is based off the cooperative purchasing agreement through Los Angeles County.
Fiscal Impact: Utilizing City Administrator's budget approval authority, this capital purchase (104.421.034.000) will be funded through the overall savings in the department budget. Therefore, there is no negative impact on the general fund from this one-time expenditure.
Prior Council/Board Actions: Council authorized the initial purchase of two police vehicles at the December 14, 2021 City Council Meeting
Attachments: Copy of the quote from Motorola Solutions.
Recommended motion to be made by Council/Board: | move to authorize Department Staff So purions in the anur 04040, baser do ne doperate dechasing free metorola through Los Angeles County.
MOTOROLA SOLUTIONS QUOTE-2099582
APX6500 Mobile Radios with AES
MultiKey
Billing Address: Quote Date:03/21/2023
EXETER POLICE DEPT, CITY Expiration Date:05/19/2023
OF Quote Created By:
100 N C ST Randy Emerzian
[email protected]
EXETER, CA 93221
US End Customer:
EXETER POLICE DEPT, CITY OF
Isabel Yarber
[email protected]
(559) 592-3103 ext. 2002
Contract: 18105 - LA COUNTY, CA
1740313
Line # Item Number Description Qty List Price Sale Price Ext. Sale Price APX™ 6500 / Enh Series ENHANCEDAPX6500/LI
1 M25QSS9PW1BN APX6500 ENHANCED UHF R1 2 $6,482.00 $4,809.62 $9,619.24 MOBILE
1a GA00250AA ADD: WIFI/GNSS STUBBY 2
ANTENNA LMR240
1b G67DT ADD: REMOTE MOUNT E5 2
APXM
1c G78AT ENH: 3 YEAR ESSENTIAL 2
SVC
1d Q811BS ENH: DIGITAL 2
CONVENTIONAL
le G843AH ADD: AES ENCRYPTION AND 2
ADP
1f W432AG ADD: AUXILIARY SPR 13W 2
(3.20HM)
1g G426AD ADD: ANT 1/4 WAVE WHIP 2
450-470 MHZ
1h G444AH ADD: APX CONTROL HEAD 2
SOFTWARE
GA01670AA ADD: APX E5 CONTROL 2
HEAD
AA
Motorola Solutions, Inc.: 500 West Monroe, United States - 60661 - #: 36-1115800
MOTOROLA SOLUTIONS QUOTE-2099582
APX6500 Mobile Radios with AES
MultiKey
Line # Item Number Description Qty List Price Sale Price Ext. Sale Price 1j W22BA ADD: STD PALM 2
MICROPHONE APX
1k W969BG ADD: MULTIKEY OPERATION 2
Subtotal
$9,619.24
Estimated Tax
$745.49
Estimated Freight $51.67
Grand Total $10,416.40(USD)
Notes:
Motorola Solutions, Inc.: 500 West Monroe, United States - 60661 ~ #: 36-1115800
MOTOROLA SOLUTIONS
Purchase Order Checklist
larked as PO/ Contract/ Notice to Proceed on Company Letterhea PO will not be processed without this
PO Number/ Contract Number
PO Date
Vendor = Motorola Solutions, Inc.
Payment (Billing) Terms/ State Contract Number
Bill-To Name on PO must be equal to the Legal Bill-To Name Bill-To Address
Ship-To Address (If we are shipping to a MR location, it must be documented on PO) Ultimate Address (If the Ship-To address is the MR location then the Ultimate Destination address must be documented on PO)
PO Amount must be equal to or greater than Order Total
Non-Editable Format (Word/ Excel templates cannot be accepted) Bill To Contact Name & Phone # and EMAIL for customer accounts payable dept Ship To Contact Name & Phone #
Tax Exemption Status
Signatures (As required)
City of Exeter
Agenda Item Transmittal
Meeting Date: April 25, 2023
For action by:
Agenda Item Number: F1 X City Council
Wording for Agenda: Public Hearing to review and adopt Regular Session:
Resolution 2023-09 Approving Amendments to Fiscal Year 2022- 2023 Rate and Fee Schedule, adding a Cannabis Business - Consent Calendar Regulatory Permit fee, pursuant to Exeter Municipal Code Sec. Regular Item
8.50.070 and a Mobile Food Vendor Permit fee, pursuant to Exeter X Public Hearing Municipal Code Sec. 17.64.14 (C)(3)
Review:
Submitting Department: Finance/Planning City Administrator Contact Name: Rainbow Moore, Director of Finance / Tristan (Initials Required) Suire, Assistant City Planner
Phone Number: 559-592-2755
Email: [email protected]
Department Recommendation:
Staff recommends that City Council conduct a public hearing to review the proposed fiscal year 2022-2023 revised fee schedule and adopt Resolution 2023-09 approving the two new regulatory fees: Cannabis Business Regulatory Permit fee and Mobile Food Vendor Permit fee.
Summary/Background:
As a governmental entity, the City of Exeter is charged with providing numerous essential and limited discretionary services. In addition to the taxes, enterprise fees and financial assistance from other governmental entities, the fees are an important part of the City's revenue stream to be able to continue with providing the services.
Staff is proposing two new regulatory fees to effectively carry out compliance requirements of business activities related to cannabis and mobile food vendor businesses. The regulatory fee is necessary to recover the reasonable costs to the City for issuing licenses and permits, performing investigations, inspections, audits, administration, and enforcement of the regulations. If approved, the two new fees will take effect on May 25, 2023, after the 30-day waiting period and will be subject to the annual review and adjustments including the CP! increases.
The Cannabis Business Regulatory Permit fee is necessary to effectively facilitate the application process for the Cannabis Regulatory Permit including subsequent administration and compliance audits. The fee is calculated based on the estimated cost of services provided in the processing and issuance of the Cannabis Regulatory Permit, primarily by the Planning and Police Departments to ensure compliance requirements outlined in Exeter Municipal Code Sec. 8.50.070. Specifically, Planning staff must review the information provided for compliance, and present the information before the City Council, and the Police department is required to take pictures of the applicant, as well as making a finding before the City Council. The applicant will need to renew this Regulatory Permit annually, as it expires on January 1st of each year, and each time an applicant renews their permit, the fee will be required.
Another new regulatory fee being proposed is a Mobile Food Vendor Permit fee specific to recovering the cost of issuance of a Mobile Food Vendor Permit, pursuant to Exeter Municipal Code Sec. 17.64.14 (C)(3). The cost recovery is needed to facilitate the application process for Mobile Food Vendor Permits primarily by the Police and Planning Department. Specifically, the Mobile Food Vendor Ordinance requires that Planning staff thoroughly review applications, including correspondence with property and business owners, verification of Health Dept. permits, and review of staging plans. Additionally, assuming that the adoption of the Mobile Food Vendor Ordinance will generate more mobile food vendors in the City, the Police Dept. will need to dedicate more resources to enforcing the new regulations, primarily through Code Enforcement. This application fee is also required to be renewed annually, at the same time that applicants renew their business licenses.
In summary, the Fiscal year 2022-2023 Proposed Fee Schedule attached to the Resolution includes two new fee additions, and no other changes are being proposed at this time.
Table 1: FY2022/2023 new fees as of 05/25/2023
FEE CATEOGRY NEW FEES SUMMARY REASONS FOR THE NEW FEES
$2,704.00 per application - to reimburse
Cannabis Business Processing fee for Cannabis cost of review and issuance of Cannabis Regulatory Permit Fee Regulatory Permit Regulatory Permit $540.00 per application - to reimburse
Mobile Food Vendor Processing fee for Mobile cost of review and issuance of Mobile Permit Fee Food Vendor Permit Food Vendor Permit
Fiscal Impact: Proposed establishment of the Cannabis Business Regulatory Permit fee and Mobile Food Vendor Permit fee will ensure that applicants cover City costs for services necessary to meet the requirements of the Zoning Ordinance, allowing the General Fund and Enterprise Funds to support critical overall operations.
Prior Council/Board Actions: Adoption of Resolution 2022-24 adopting FY2022-2023 Fee Schedule.
Attachments:
Resolution 2023-09 A Resolution of the City Council of the City of Exeter Approving Amendments to the Fiscal Year 2022-2023.
Recommended motion to be made by Council/Board: I move to adopt Resolution 2023-09 as presented.
RESOLUTION 2023-09
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF EXETER
APPROVING AND CONFIRMING AMENDMENTS TO THE FISCAL YEAR 2022-2023 RATE
AND FEE SCHEDULE
WHEREAS, the City's FY2022/23 Rate and Fee Schedule summarizes rates and fees for the City of Exeter; and
WHEREAS, City Council has approved and conducted a public hearing April 25, 2023, with amendments to the Rate and Fee Schedule for FY2022/23 to include cost recovery for City services; and
WHEREAS, said rates and fees will become effective May 25, 2023 (unless previously approved); and
WHEREAS, City Council has reviewed and approved these rates and fees as reimbursement of City costs for providing services; and WHEREAS, City Council has the authority to set a processing fee for the application for Cannabis Business Regulatory Permits under Exeter Municipal Code Section 8.50.070; and HEREAS, City Council has the authority to set a processing fee for the application fo Mobile Food Vendor Permits under Exeter Municipal Code Section 17.54.14 (C)(3); an IOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Exete proves and confirms the amendments in the attached FY2022/23 Rate and Fee Schedule PASSED, ADOPTED AND APPROVED this 25™H day of April 2023 by the following vote:
AYES:
NOS:
ABSTAIN:
ABSENT:
Frankie Alves, Mayor
ATTEST:
Christina Arias, Deputy City Clerk
CITY OF EXETER RATE AND FEE SCHEDULE
FOR FISCAL YEAR 2022-2023 (Revised on 04/25/2023)
Cityer
EXETER
PROTECTING, PRESERVING,
AND PROMOTING
SMALL TOWN AMERICA
TABLE OF CONTENTS
Police 2
Administration and Finance 3
Recreation and Community Services 4
Public Works 5
Code Enforcement 6
Planning and Development.
Utilities 8-10
Adopted April 25, 2023
Two new fees (pg. 7) effective 05/25/2023; All other fees are to be charged per Resolution 2022-24
CITY OF EXETER
FEE SCHEDULE
POLICE
PAGE 2
Fee Description 12021/2022 |2022/2023
Clearance Letter $ 30 $
Accident Report $ $
Crime Report $ $
Live Scan Fingerprints (plus DOJ fees) $ $
Photographs $
Vehicle Release $
DUl Vehicle Release $ $ $
10 $
Impound 30 Day - 14602.6 CVC $
Repossession $ $
Non EPD Ticket Sign Off
Street Closure Request $ 50 $
Amplifier Permit No Cost No Cost
CITY OF EXETER
FEE SCHEDULE
ADMINISTRATION AND FINANCE
PAGE 3
Fee Description 2021/2022 |2022/2023
Business License Fees
Business License ‹ $30,000 gross income $ 60 $
Business License > $30,000 gross income $ $
Home Occupancy $ $
Application (one time per license) $ $
Delinquent
State CasP Fee (established by state) $ 4 $ 4
Other Fees
Non Sufficient Fund Check Fee $ 25 $ 27
8 1/2 x 11 Copies per page $ 0.10 $ 0.10
Fireworks (plus $100 deposit) $ 150 $ 160
CITY OF EXETER
FEE SCHEDULE
RECREATION AND COMMUNITY
PAGE 4
Fee Description 2021/2022 2022/2023
Youth Programs Unit
Basketball participant 55 59
Soccer participant 60 64
Baseball/Softball participant 59
Babe Ruth participant 80 85
Flag Football participant 53
Volleyball participant 50 53
Adult Programs
Men's Softball per team $ 350 $ 400
Special Events
Horseshoes participant $ 25 $ 27
10k/2m Event participant $ 25 I$ 27
Animal Services
Dog License (altered) each 10 11
Dog License (unaltered) each $ 25 27
Other Services charged by City of Visalia Animal Control/Shelter Other Services
Yard Sale Permit each $ 10 11
Weed Abatement incident cost recovery cost recovery
Graffiti Abatement location cost recovery cost recovery Facility Fees
Lions Club Arbor day 30 32
Wading Pool Arbor day usures 30 32
Brickhouse Arbor day 30 $ 32
Dobson Field day $20 & $50 $ 50
Lions Stadium day 75 $ 500
City Park Arbor day 75 $ 80
Special Events day 150 160
Electrical Access day 10 11
Field/Stadium Lights Fee hour 15 16
Alcohol Permit (w/ facility rental) per event 50
- lesser of 20 individuals or 1/2 oper person 2
Amplifier Permit per event -
CITY OF EXETER
FEE SCHEDULE
PUBLIC WORKS
PAGE 5
Fee Description 2021/2022 12022/2023
Water Connection $ 343 $ 390
Water Capital - single family $ 5,634 $ 6,411
Water Capital - multi-family $ 2,873 $ 3,270
Water Capital - mobile home $ 2,873 $ 3,270
Water Capital - comm/ind. *City Engineer calculates based on E.D.U.
Sewer Connection/Capital - single family $ 793 $ 903
Sewer Connection/Capital - multi-family $ 460 $ 524
Sewer Connection/Capital - mobile home $ 460 $ 524
Sewer Connection/Capital - comm/ind. *City Engineer calculates based on E.D.U.
Storm Drain Fee - acre $ 920 $ 1,047
State Permit Fee $ 90 $ 90
Encroachment Permit $ 125 $ 142
Annual Encroachment Permit $ 250 $ 285
Inspection Fee $ 100 $ 114
Broken Curb Stop Replacement Charge $ 150 $ 171
Broken Lock Replacement Charge $ 23
Pull-meter Charge $ 50 $ 57
MTU Fee $ 102 $ 116
Meters
5/8" $ 144 $
3/4" $ 208 $
1" $ 330 $
1 1/2" $ 545
$ 699 $
Construction Meter Deposit $ 700 $
Pool Drain Permit $ $
Fence Permit $ $ -
E.D.U: Equivalent Dwelling Unit
Engineering News Record Construction Cost Index- 2022 of 13.8% (April 2022) Water meters are being charged at cost plus 10% indirect cost.
CITY OF EXETER
FEE SCHEDULE
CODE ENFORCEMENT
PAGE 6
Fee Description 2021/2022 2022/2023
Staff Costs per budget per budget
Equipment (based on day rental)
Backhoe/loader $ 400 $ 426
Tractor $ 350 $ 373
Chainsaw $ 150 160
Line Trimmer $ 75 $ 80
Blower $ 50 $ 53
Boom Truck $ 425 $ 452
Roll Off and Dump Fees per 4 tons $ 365 $ 389
per ton additional $ 40 $ 43
Parcel Search 3 $ 3
Postage actual costs actual costs
Mattress Pickup $ 10 $ 11
Inspection Fee $ 100 $ 106
Abatement Fee (plus site cleanup costs) $ 100 $ 106
Water/Administrative Citations
1st Citation $ 100 $ 100
2nd Citation $ 200 200
3rd Citation $ 500 500
CITY OF EXETER
FEE SCHEDULE
PLANNING AND DEVELOPMENT
PAGE 7
Fee Description 2021/2022 2022/2023
Tentative Subdivision Map $ 1,400 $
$ 3,800 I$
Site Plan Review (SPR) 850 $
Site Plan Review with zone change 975 $
General Plan Amendment 875 $
General Plan Amendment - Complex 1,875
siresis is is is is
Zoning Ordinance Amendment 975
Appeal (SPR or Planning Commission Action) 250
Zone Variance 650 $
Conditional Use Permit 975
Lot Line Adjustment 975 $
$
Minor Deviation $
Tentative Parcel Map $ 700
Final Parcel Final 1,850
Annexation Application to City 1,350 $
LAFCO Fee Actual
Development Agreement 1,600 $
Engineering Plan Check and Inspection 4% of Site Value
ADU (Accessory Dwelling Units) Plan Check
Mobile Food Vendor Permit New
Cannabis Business Regulatory Permit New $
Engineering Special Services $180 hr. $180 hr.
Planning Special Services $85 hr. $85hr.
Impact Fees*
Landscape Median - single family $ 430 $
Landscape Median - multi-family 307 $
Landscape Median - mobile home 214
Signal - single family 343
en un
Signal - multi-family 245 $
Signal - mobile $ 170
Railroad Crossing - single family $ 179
Railroad Crossing - multi-family $ 127
Railroad Crossing - mobile home $ 88 $
Bike Path - single family 36 $
Bike Path - multi-family 25 $
Bike Path - mobile home 17
Public Facilities - single family 1,195 $ 1,360
Public Facilities - multi-family 399 $ 454
Public Facilities - mobile home 1,147 $
Parks - single family 650 $
Parks - multi-family $ 551
Parks - mobile home $ 622 $ 708
Parking In-Lieu Fee, per stall 1,500 $ 1,707
Commercial & Industrial Impact Engineer calculates based on Equivalent Dwelling Unit - Engineering News Record Construction Cost Index- 2022 of 13.8% (April 2022) * Some residential subdivisions have individual development agreements and may have different fees than shown above.
CITY OF EXETER
FEE SCHEDULE
UTILITIES 1/3
PAGE 8
Fee Description 2021-2022 2022-2023
Utility Late Fee S 10 $ 10
Utility Shutoff/Reconnect Fee 35 $
Utility Shutoff/Reconnect Fee (after hours) $ 90
Sewer Rates
Base Rate (Residential) $ 42.28
3500 5
Cost per 1 ccf (Commercial/Industrial) $ 3.60 4.23
Water Rates
Base Rate (includes 15 ccf) $ 36.42 $ 41.70
Cost per 1 ccf above 15 ccf 2.28 $ 2.61
Multi-Family Base Rate per 1,250 cubic feet $ 36.42 $ 41.70 Refuse Rates
Residential
Residential - 3 Cart Service 21.26 $ 26.65
Extra Grey $ 7.88 $ 13.75
Extra Blue 7.88 $ 8.00
Extra Green 7.88 $ 12.00
Commercial Rates
96 Gal Cart Services 1 time per week $ 26.00
96 Gal Cart Services 2 times per week $ 49.00
2yd x 1 $ 79.60 $ 98.70
2 yd x 2 $ 129.30 158.00
13 yd x 1 $ 101.50 123.00
3 yd x 2 $ 165.60 $ 202.00
4 yd × 1 $ 135.00 158.00
4 yd x 2 $ 249.00 256.50
6 yd x 1 $ 169.50 197.50
16 yd x 2 $ 329.00 395.00
CITY OF EXETER
FEE SCHEDULE
UTILITIES 2/3
PAGE 9
Fee Description 2021-2022| 2022-2023
Commercial Recycling
96 Gal Cart, serviced 1 time per week $ 12.00
96 Gal Cart, serviced 2 times per week 23.00
2 Yard Bin container, serviced 1 time per week $ 36.80 44.50 2 Yard Bin container, serviced 2 times per week $ 63.00 $ 74.00 3 Yard Bin container, serviced 1 time per week $ 49.40 $ 64.00 3 Yard Bin container, serviced 2 times per week $ 86.10 108.50 6 Yard Bin container, serviced 1 time per week $ 81.90 103.50 6 Yard Bin container, serviced 2 times per week $ 161.70 $ 189.00 Commercial Organics
96 Gal Cart, serviced 1 time per week $ 21.00
96 Gal Cart, serviced 2 times per week 35.00
2 Yard Bin container, serviced 1 time per week 66.20 $ 74.00 2 Yard Bin container, serviced 2 times per week 110.30 $ 121.40 Other Fees:
Call Back or extra pickup - green, grey or blue $ 15.00 Replacement for lost or destroyed cart $ 65.00
Lids and Wheels replaced at no charge $
50.00 Special Haul - Bulky item Collections $
# of Bulky Items Allowed for each collection 2 yds bagged or 2 bulky items Cart Contamination Charge (1st warning)
Cart Contamination Charge (2nd warning) $ 15.00
Cart Contamination Charge (3rd warning) $ 30.00
Roll Off: (Does not include Franchise Fees)
Residential Clean-up Roll-off Box $ 200.00
Roll Off Disposal Charge $50 per ton
Roll Off Rental Charge $10 day after 10 days
Roll Off Container (20-40 cubic yds) PER PICK UP $ 390.00 Maximum weight in tons 4 tons
Per ton charge for overage $ 50.00
Blue Recycle Roll off container (20-40 cubic yards) per pick up $200 + Tonnage Green Waste Roll off container (20-40 cubic yards) per pick up $200 + Tonnage
CITY OF EXETER
FEE SCHEDULE
UTILITIES 3/3
PAGE 10
Fee Description 2021-2022| 2022-2023
Special Services:
Self Locking Mechanism (bins) $25 per month
Replacement Bin Lock $ 15.00
Replacement cost for damaged/burned Bin $ 175.00
Cleaning for Bin $ 50.00
Cleaning for Enclosure $ 50.00
Special Events or Short Term Service:
Short Term Bin (delivery/one dump/removal charge $ 10.00 Short Term Bin Extra Dump $ 40.00
Special Events - 3 yd Bins (1-3 Bins) $70. Each
Special Events - 3 yd Bins (4-10 Bins) $50. Each
Special Events - 96 Gal Containers $ 20.00
Special Events - 96 Gal Containers - more than 6 $15. Each Mobile Home Park $ 2,776.88 $ 2,776.88
2 units $ 41.09 $ 41.09
3 units $ 61.64 61.64
4 units $ 82.19 $ 82.19
Senior $ 19.98 $ 19.98
Senior w/o Green Waste $ 19.24 $ 19.24
Senior + 1 $ 28.14 $ 28.14
Refuse Shared $ 50.43 $ 50.43
Lid - Lock $ 5.96 $ 5.96
Deposit (1.5 month base rate rounded down) $ 120.00 $ 120.00 City of Exeter
Agenda Item Transmittal
Meeting Date: April 25, 2023
For action by:
Agenda Item Number: F2 X City Council
Wording for Agenda: Public hearing to consider submittal of a 2022 Community Development Block Grant Program Income (CDBG Regular Session:
PI) Grant Application in the amount of $500,000 to fund City's - Consent Calendar Housing Rehabilitation Program and if submittal is desired, Adopt Regular Item X Public Hearing
Resolution 2023-10 approving an application for funding and the execution of a Grant Agreement and any amendments thereto from the 2021-20222 Funding Year of the State CDBG Program. Review:
Submitting Department: Finance City Administrator
Contact Name: Rainbow Moore, Director of Finance (Initials Required) Phone Number: (559) 592-2755
Email: [email protected]
Department Recommendation:
Staff recommends that the Council conduct the required public hearing to consider submittal of a CDBG PI Grant Application and if submittal desired, adopt Resolution 2023-10 approving an application for funding and the execution of a Grant Agreement and any amendments thereto from the 2021-20222 Funding Year of the State CDBG Program.
Summary:
During early 2019, through the competitive process, the City was awarded a total of $600,000 in 2018 CDBG Funding to be used for the following program activities to benefit low-and moderate income households:
a. First-Time Homebuyer (FTHB) program ($400,000)
• Acquisition-only down payment assistance
• Acquisition with rehabilitation
• Infill new construction
b. Owner-Occupied Rehabilitation (OOR) program ($200,000) The CDBG program has been successful in providing much needed financial assistance to meet the housing needs and it has now generated sizeable program income for additional assistance.
CDBG Program Income (PI) means gross income that is directly generated from CDBG-funded activities. The CDBG Pl is subject to the CDBG compliance requirements in perpetuity. Some examples of Program Income include:
• Payments of principal on loans made using CDBG funds-although the CDBG loans are deferred payment loans with zero interest, it is common that the participants make nominal voluntary installment payments to pay down the principal. • Proceeds from the sale of obligations secured by loans made with CDBG funds.
Currently, the City has approximately $390,000 in CDBG PI Funds which cannot be committed without approval from the HCD. The approval could be obtained through an administrative grant modification (to the existing 2018 CDBG) process. However, the performance period for the initial 2018 CDBG grant is to end during October 2023. After factoring in timelines for the HCD modification approval and rehab program execution which includes environmental review and loan approval, there isn't enough time to effectively spend down the current and future program income funding. Therefore, after discussions with HCD and the housing partner (Self Help Enterprises), staff identified entering into another three-year agreement with the HCD for the CDBG Program Income is the best option for the City.
Due mainly to the lower housing inventory on the market coupled with higher median house age (around 33 years), the residents will benefit from having additional financial assistance for housing rehabilitation. The city currently has five active applications with three on the waiting list for owner-occupied housing rehabilitation. These eight jobs need to be funded between 2018 CDBG grant funding ($200,000) and the Program Income. Housing rehabilitation job costs range from $85,000 to $250,000 per unit depending on the extent of the repairs required. To address funding shortage for the rehab program, the City also applied for 2021-2022 HOME fund and the City has not been awarded for the funding as of today.
Following the CDBG guidelines, all CDBG discussions are to be conducted by holding a Public Hearing. Therefore, a Public Hearing must be opened to encourage public participation.
Citizens are also invited to submit written comments to the City or to review information on the City's CDBG Program at the Exeter City Hall, 137 North F Street, Exeter, CA. Citizens are encouraged to write or contact the City Clerk of the City at the same address.
Background:
The Community Development Block Grant (CDBG) program provides flexible funding to carry out a wide range of community development activities directed toward neighborhood revitalization, economic development, and improved community facilities and services. Beginning in 1974, the CDBG program is one of the longest continuously run programs at HUD (U.S Department of Housing and Urban Development) and HCD (California Department of Housing and Community Development). CDBG-programs are specifically created to benefit low- and moderate-income citizens, aid in the prevention or elimination of slums and blight, or to meet certain community development needs having a particular urgency.
The City of Exeter has a greater need for the CDBG low-income home buying and rehabilitation assistance. Exeter's median income for households is around $50,469, which is 29% lower than the State average (https://places.us.com/california/exeter/). The additional funding for Owner Occupied Housing Rehabilitation is needed to perform home repairs for the correction of items which jeopardize the health and safety of the occupants. Units being assisted must be clear of all code violations and all major components of the unit must have a useful life of five years upon completion of work. All work must be performed by a licensed contractor and meet building code standards. Units are eligible for reconstruction when the cost to repair the unit exceeds the cost to construct a new unit in its place. Reconstructed units must be replaced by a like unit, no addition of bedrooms or bathrooms are allowed unless justified due to overcrowding. Financing is provided up to the maximum allowed per bedroom as provided by HCD. Properties after-rehabilitation value may not exceed the maximum purchase value limit set by HCD annually. Financing is provided as deferred payment, zero interest loans, with a 30- year term, due and payable upon sale or transfer of title.
If the CDBG Program Income grant application submittal is not approved, the City will need to return the Program Income Fund to HCD and deny the applications that were already received for the housing rehabilitation. The housing rehabilitation has direct benefits to the community from improved housing conditions, increased energy efficiency, and enhanced neighborhood stabilization.
Fiscal Impact: The CDBG Program Income grant application will be handled by Self-Help Enterprises. The fee is $3,000 which will be paid with the City's general housing fund account 116.502.012.000. The subsequent grant administration and implementation is already covered by the existing subrecipient agreement from August 23, 2022.
Prior Council/Board Actions: August 23, 2022, Council approved Subrecipient Agreement with Self-Help for 2018 CDBG grant.
Attachments:
Resolution 2023-10 approving an application for funding and the execution of a Grant Agreement and any amendments thereto from the 2021-20222 Funding Year of the State CDBG Program.
Recommended motion to be made by Council/Board: 1 move to adopt Resolution 2023-10 as presented.
RESOLUTION 2023-10
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF EXETER APPROVING AN
APPLICATION FOR FUNDING AND THE EXECUTION OF A GRANT AGREEMENT AND ANY AMENDMENTS THERETO FROM THE 2021-2022 FUNDING YEAR OF THE STATE
COE PROGRAM
WHEREAS, The City Council of the City of Exeter desires to approve the submittal of application for funding and the execution of a Grant Agreement and Any Amendments thereto from the 2021-2022 Funding Year of the State CDBG Program; and, WHEREAS, the State CDBG program requires applications to be submitted with resolutions that are on the Department-mandated resolution form, or they will be disqualified.
NOW, THEREFORE BE IT RESOLVED by the City Council of the City of Exeter, does hereby resolve as follows:
SECTION 1. The City Council has reviewed and hereby incorporates herein by reference the attached Department-mandated resolution form Approving an Application for Funding and the Execution of a Grant Agreement and Any Amendment thereto from the 2021- 2022 Funding Year of the State CDBG Program.
PASSED, ADOPTED, and APPROVED this _ th day of April 2023, by the following vote:
AYES:
NOES:
ABSTAIN:
ABSENT:
Frankie Alves, Mayor
ATTEST:
Christina Arias, Deputy City Clerk
STATE OF CALIFORNIA
City of Exeter
1, Christina Arias, Deputy City Clerk of the City of Exeter, State of California, hereby certify the above and foregoing to be a full, true and correct copy of a resolution adopted by said City Council on this day of April, 2023.
Shonna Oneal, City Clerk
Of the City of Exeter, State of California
Christina Arias, Deputy City Clerk
APPENDIX D
Resolution of the Governing Body
Applicants are required to use this Resolution in content and form.
RESOLUTION NO._
A RESOLUTION APPROVING AN APPLICATION FOR FUNDING AND THE
EXECUTION OF A GRANT AGREEMENT AND ANY AMENDMENTS
THERETO FROM THE 2021-2022 FUNDING YEAR OF THE STATE CDBG
PROGRAM
BE IT RESOLVED by the City Council TE of the City
of Exeter as follows:
SECTION 1:
The City Council has reviewed and hereby approves the
submission to the State of California of one or more application(s) in the aggregate amount, not to exceed, of $ 500,000.00 ] for the following CDBG activities, pursuant to the January 2022 CDBG NOFA:
List activities and amounts (activity totals should include Activity Delivery dollars and General Administration associated with the activity) Activity (i.e. Public Services, Housing Dollar Amount Being Requested for Rehabilitation) the Activity
Housing Rehabilitation 500,000.00
$L
$
Note: Similar to the above, any Colonia or Native American Set-Aside activities must be included separately in the Resolution.
SECTION 2:
The City I hereby approves the use of Program Income in an amount not to exceed $500,000.00 for the CDBG activities described in Section 1.
Department of Housing and Community Development
Revised 10/15/21 2022 CDBG NOFA
• CALIPORHIN APPENDIX D
SECTION 3:
The City • acknowledges compliance with all state and federal public participation requirements in the development of its application(s).
SECTION 4:
The City • hereby authorizes and directs the (title of designated official) City Administrator ], or designee*, to execute and deliver all applications and act on the City's behalf in all matters pertaining to all such applications.
SECTION 5:
If an application is approved, the (title of designated official) City Administrator, or designee* *, is authorized to enter into, execute and deliver the grant agreement (i.e., Standard Agreement) and any and all subsequent amendments thereto with the State of California for the purposes of the grant.
SECTION 6:
If an application is approved, the (title of designated official) City Administrator. or designee, is authorized to sign and submit Funds Requests and all required reporting forms and other documentation as may be required by the State of California from time to time in connection with the grant.
* Important Note: If the designee is signing any application, agreement, or any other document on behalf of the designated official of the City/County, written proof of designee authority to sign on behalf of such designated official must be included with the Resolution, otherwise the Resolution will be deemed deficient and rejected.
Additionally, do not add limitations or conditions on the ability of the signatory or signatories to sign documents, or the Resolution may not be accepted. If more than one party's approval is required, list them as a signatory. The only exception is for county counsel or city attorney to approve as to form or legality or both, IF such approval is already part of the standard city/county signature block as evidenced by the signed Resolution itself. Inclusions of additional limitations or conditions on the authority of the signer will result in the Resolution being rejected and will require your entity to issue a corrected Resolution prior to the Department issuing a Standard Agreement.
Department of Housing and Community Development
Revised 10/15/21 2022 CDBG NOFA
ONE CALIFOREAN APPENDIX D
PASSED AND ADOPTED at a regular meeting of the [City Council of the City of Exeter • held on [04/25/23 by the following vote:
Instruction: Fill in all four vote-count fields below. If none, indicate "" for that field.
AYES: C NOES: [
ABSENT: C ABSTAIN: E
Authorized Signature Date
Signer's Title
STATE OF CALIFORNIA
City of Exeter
I, Shonna Oneal City Clerk of Exeter ] of the City I of Exeter ], State of California, hereby certify the above and foregoing to be a full, true and correct copy of a resolution adopted by said City Council on this 25.0 day of April 1. 20/231.
Shonna Oneal 3,C City Clerk of Exeter
of the City ofL Exeter 7, State of California
By: L
Note: The attesting officer cannot be the person identified in the Resolution as the authorized signer.
Department of Housing and Community Development
Revised 10/15/21 2022 CDBG NOFA
City of Exeter
Agenda Item Transmittal
Meeting Date: April 25, 2023
For action by:
Agenda Item Number: F3 X City Council
Wording for Agenda: Consider confirming existing appointments and approval for reappointments for the Measure P Oversight Regular Session:
Committee members: _Consent Calendar
X Regular Item
Active members (Term ending 01/31/2025)
Jennifer Dunlap Public Hearing
Patricia Thompson
Mary Barker Review:
Steve Garver
City Administrator
Seeking reappointments (Term ending 01/31/2027) (Initials Required) William Stimple
Veronica Casanova
Troy Kadin
Or direct staff to solicit additional applications.
Submitting Department: Administration/Finance
Contact Name: Adam Ennis, City Administrator/Rainbow
Moore, Director of Finance
Phone Number: (559) 592-2755
Email: [email protected]
Department Recommendation:
Staff recommends that the Council consider confirming the current appointments with term ending January 31, 2025 and approve reappointments for the three members (term ending January 31, 2027) for the Measure P Oversight Committee, or direct staff to solicit applications.
Summary:
On January 31, 2023, three of the Measure P Oversight Committee members' terms ended and the City is fortunate that all three members wish to continue serving on the Oversight committee. They are still eligible (according to Resolution 2021-01) to remain on the Committee because they are Exeter residents and/or business owners in the City. Staff further confirmed that the remaining members wish to continue with their commitment, which is welcome news.
Furthermore, former council member Steve Garver expressed his intention to serve the community by returning to his former member seat on the Measure P Committee. With this, staff requests the Council to approve reappointments of the three members (William Stimple, Veronica Casanova, and Troy Kadin); the new term will expire on January 31, 2027. If not approved, applications will be sought to fill three vacant seats for the four-year term.
Background:
On January 26, 2021, the Council adopted Resolution 2021-01 creating the Transactions and Use Tax Oversight Committee, known as the Measure P Oversight Committee, in accordance with Ordinance 694. The number of committee members has been set by the Council at seven (7) and all committee appointments are by and at the pleasure of the Council. The standard length of appointment is for four years after the initial appointments of two and four-year staggering terms. The committee has been meeting annually to discuss Measure P program progress and funding plans. The committee meetings are conducted in accordance with the Brown Act, being open to the public and public comment with agendas posted a minimum of 72 hours in advance. The parliamentary procedure followed by the committee is Robert's Rules of Order. The committee issues an annual report to be presented to the City Council.
The Measure P Committee has been meeting since 2021 to act in a community advisory role to the Council regarding the use of Measure P revenues. The committee reviews the annual revenues from the City of Exeter Transactions and Use Tax (Measure P) and the proposed annual budget expenditures and presents opinions to the Council regarding the expenditures being consistent with the desires of the community. City staff serve as a technical advisor to the committee.
Fiscal Impact: Although there is no direct fiscal impact from this request, having a strong citizens' oversight committee such as the Measure P Committee lays a strong foundation for prudent fiscal decisions that benefit the community as a whole.
Prior Council/Board Actions: Resolution 2021-01 Council approved formation of the Measure P Committee
Attachments: None
Recommended motion to be made by Council/Board: I move to confirm the current appointments and approve reappointments for the Measure P. Committee, or direct staff to solicit applications.