EXETER CITY COUNCIL ACTION MINUTES
December 12, 2023
A closed session of the City Council, City of Exeter was held on Tuesday, December 12, 2023, at 6:30 p.m., in the Exeter City Council Chambers, 137 North F Street.
COUNCIL PRESENT: Frankie Alves, Justin Mills, Barbara Sally, Jacob Johnson, and Vicki Riddle.
COUNCIL ABSENT: None
STAFF PRESENT: Adam Ennis, Julia Lew, and Daymon Qualls (First Item).
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 time.
There were no public comments presented.
C. ADJOURN TO CLOSED SESSION PURSUANT TO GOVERNMENT CODE SECTION(S):
Mayor Alves adjourned to closed session at 6:32 p.m.
1. 54956.9(d)(1) – Conference with Legal Counsel
Regarding Existing Litigation: A.J. Excavation Inc. v. City of Exeter, et al.
Tulare County Superior Court Case No. VCU303182
2. 54957 Public Employment Classification: City Clerk
A regular session of the City Council, City of Exeter was held on Tuesday, December 12, 2023, at 7:00 p.m., in the Exeter City Council Chambers, 137 North F Street.
COUNCIL PRESENT: Frankie Alves, Justin Mills, Barbara Sally, Jacob Johnson, and Vicki Riddle.
COUNCIL ABSENT: None
STAFF PRESENT: Adam Ennis, Julia Lew, Daymon Qualls, John Hall, Eekhong Franco, Tristan Suire and 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 7:06 p.m. City Attorney Julia Lew advised there was nothing to report from Closed Sessin.
E. PLEDGE OF ALLEGIANCE AND INVOCATION
The Pledge of Allegiance was given by Council Member Riddle and an invocation was given by Chief Hall.
F.SPECIAL PRESENTATIONS: None
G. PUBLIC COMMENTS: None
H. CONSENT CALENDAR:
It was moved by Council Member Sally, seconded by Council Member Riddle, and unanimously carried that the items on the Consent Calendar be approved as presented.
1. Approve regular minutes of November 14, 2023, special minutes of September 8, 2023 & December 4, 2023
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2. Payment of Bills
3. Payroll November 10, 2023 & November 24, 2023
4. Authorize a two-year extension of the existing agreement with Galante Bros. Enterprises, Inc., of Visalia, CA, for ongoing asphalt patch paving.
5. Award and authorize the City Administrator to execute an agreement with the lowest responsible bidder, Talley Oil, Inc., of Madera, CA in an amount of $68,410 for construction of the FY 2024 Crack Sealing Project.
6. Accept a Notice of Completion for the FY 23 Cape Seal Project, authorize the City Engineer to sign the Notice of Completion, and authorize the City Clerk to file the notice with the Tulare County Recorder’s Office.
7. Accept a Notice of Completion for the FY 23 Reclamite Project, authorize the City Engineer to sign the Notice of Completion, and authorize the City Clerk to file the notice with the Tulare County Recorder’s Office.
8. Authorize the City Administrator to execute any necessary agreements to allow for up to $150,000 of State Highway 65 Measure 1 funding to be used for the placing of radar speed signs along the Highway 65 route in Exeter.
9. Authorize the City Administrator to execute a purchasing agreement with Ready 2 Go Restroom Trailers for the purchase of a 2 Station Restroom Trailer, in the amount of $40,900.00.
10. Approve a request for a street closure of Maple Street, between D Street and E Street, for We Fit Boot Camp Gym to host a Small Business Christmas Market, beginning at 2:00 p.m. December 16, 2023, and ending at 7:00 p.m., subject to the conditions presented by staff.
11. Affirm sole source replacement of City computer server completed by the City contracted IT provider, EMD Networking of Visalia, CA and approve an appropriation and authorize payment in the amount of $11,355.14 for said replacement.
12. Adopt Resolution 2023-29 establishing a standing Landscape and Lighting Maintenance District Oversight Committee.
I. INDIVIDUAL BUSINESS ITEMS:
1. Public Hearing to consider an application for a Cannabis Regulatory Permit and adopting Resolution No. 2023-30 to permit the operation of a Medical Cannabis Treatment Center consistent with all provisions of Section 8.50 of the Exeter Municipal Code, located at 123 N. E Street, Suite 102. Assistant City Planner, Tristan Suire provided a report for Council’s review and consideration. Mayor Alves opened the public hearing at 7:16 p.m. Receiving no public comment, Mayor Alves closed the public hearing at 7:16 p.m.
Council posed questions and Don Anderson provided responses thererto. Following a brief discussion, it was moved by Mayor Pro Tem Mills, seconded by Council Member Sally, and carried unanimously to adopt resolution 2023-30 as presented.
2. Public Hearing to receive the City’s annual public accounting for development impact fees for Fiscal Year 2022-2023 pursuant to State Law, Government Code Section 66006. Finance Director Eekhong Franco provided a PowerPoint presentation for Council’s review and consideration. Mayor Alves opened the public hearing at 7:22 p. m. Receiving no public comment, Mayor Alves closed the public hearing at 7:22 p.m. Council posed questions and Ms. Franco and City Administrator Adam Ennis provided responses thereto. Following a brief discussion, it was moved by Mayor Pro Tem Mills, seconded by Council Member Johnson, and carried unanimously to receive and accept the 2022-2023 Impact Fee Report as required by Government Code Section 66006.
3. Consideration of awarding and authorizing the City Administrator to execute an agreement with the lowest responsible bidder, Perfect Care Landscape and Maintenance of Tulare, CA in a base annual amount of $102,924 to provide landscape maintenance services for the City’s landscape and lighting districts beginning January 1, 2024, for a term of one (1) year, with four (4) optional 1-year extensions. Public Works Director Daymon Qualls provided a report for Council’s review and consideration. Council posed
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questions and Mr. Qualls, City Administrator Adam Ennis, and City Attorney Julia Lew provided responses thereto. Troy Staib addressed the Council to inquire about the item and Mr. Ennis provided responses thereto. Jeff Wilson expressed his support to approve the bid. Following discussion, it was the consensus of the Council to direct staff to table the item to the next meeting and requested that staff bring back information on a tiered maintenance system.
4. Consideration of awarding and authorizing the City Administrator to execute an agreement with the lowest responsible bidder, Clean Cut Landscape Management Inc. of Clovis, CA in a base annual amount of $86,580 to provide landscape maintenance services for the City’s parks and public buildings beginning January 1, 2024, for a term of one (1) year, with four (4) optional 1-year extensions. Public Works Director Daymon Qualls provided a report for Council’s review and consideration. Following brief discussion, it was moved by Council Member Sally, seconded by Council Member Riddle and unanimously carried to authorize the City Administrator to execute an agreement with Clean Cut Landscape Management Inc. of Clovis in a base annual amount of $86,580 to provide landscape maintenance services for the City’s parks and public buildings beginning January 1, 2024, for a term of one (1) year, with four (4) optional 1-year extensions.
5. Discussion of Animal Control and Shelter Service options for the City of Exeter. City Administrator Adam Ennis provided a report for Council’s review and consideration. Following discussion, no action was requested, or taken.
J. CITY COUNCIL ITEMS OF INTEREST
Council discussed items of interest. Council Member Riddle requested a letter of commendation for Public Work and Public Safety Staff. Mayor Pro Tem Mills requested information regarding employee referral bonuses and sign-on bonuses program options.
K. CITY ADMINISTRATOR/DEPARTMENT COMMENTS
City Administrator Adam Ennis, Public Works Director Daymon Qualls, Police Chief John Hall, and Finance Director Eekhong Franco provided a brief update on City and department related items.
L. ADJOURN REGULAR MEETING
Mayor Alves adjourned the regular meeting at 9:14 p.m.
Christina Arias, Deputy City Clerk