EXETER CITY COUNCIL AGENDA
TUESDAY, DECEMBER 10, 2024
Regular Session – 7:00 p.m.
137 North "F" Street, Exeter, California 93221
CITY ADMINISTRATOR MAYOR PUBLIC WORKS DIRECTOR
Adam Ennis Frankie Alves Vacant
CHIEF OF POLICE MAYOR PRO TEM CITY ATTORNEY
John Hall Justin Mills Julia Lew
FINANCE DIRECTOR/CITY
TREASURER
COUNCIL MEMBERS CITY PLANNER
Eekhong Franco Jacob Johnson Greg Collins
Vicki Riddle
CITY CLERK Barbara Sally CITY ENGINEER
Francesca Quintana Martin Querin
DEPUTY CITY CLERK
Christina Arias
7:00 p.m.
A. CALL TO ORDER REGULAR SESSION
B. INVOCATION
Presented by Pastor Wittenburg
C. PLEDGE OF ALLEGIANCE
D. PUBLIC COMMENTS:
This is the time for citizens to comment on subject matters that are not on the agenda that are within the jurisdiction of the Exeter City Council. In compliance with public meeting laws, Council cannot discuss topics that are not included on the published agenda. This is also the time for citizens to comment on items listed on the Consent Calendar or to request an item from the Consent Calendar be pulled for discussion purposes. Public comments related to all pulled Consent Calendar Items and all Individual Business or Public Hearing Items that are listed on this agenda will be heard at the time that item is discussed or at a time the Public Hearing is opened for comment.
Staff Reports related to items on the agenda are available on the City’s website at www.cityofexeter.com and
available for viewing at the Council Chambers.
December 10, 2024 Regular Meeting of the Exeter City Council
In fairness to all who wish to speak tonight, comments shall be limited to five (5) minutes for each individual, ten (10) minutes for an individual representing a group, and thirty (30) minutes overall for the entire public comment period, unless otherwise indicated by the Mayor. Although not required, speakers are asked to begin their comments by stating their name and city of residence.
E. ACTIONS RELATED TO NOVEMBER 05, 2024, GENERAL ELECTION AND ADMINISTER OATH OF OFFICE TO ELECTED COUNCIL MEMBERS:
1. Presentation of service award for exiting Mayor Pro Tem Mills and Council Member Sally Presented by Mayor Alves
2. Adoption of Resolution No. 2024-31, A Resolution of the City Council of the City of Exeter Accepting the Official Canvass of the November 05, 2024, Election Conducted as a Consolidated General Elections (pp. 5 – 13)
Presented by Francesca Quintana, City Clerk/Human Resources Manager
3. Administer Oath of Office to elected Council Members (pp. 14 – 15) Presented by Francesca Quintana, City Clerk/Human Resources Manager
4. Comments by elected Council Members
5. Reorganization of the City Council – Mayor and Mayor Pro Tem Selection Presented by Francesca Quintana, City Clerk/Human Resources Manager
6. Review and discussion to select and update City Council representation on outside Agency Boards and Committees (pp. 16 – 19)
Presented by Francesca Quintana, City Clerk/Human Resources Manager and Adam Ennis, City Administrator
F. SPECIAL PRESENTATIONS:
None.
G. CONSENT CALENDAR:
Items listed under the Consent Calendar are considered routine and will be enacted by one motion.
There will be no separate discussion of these matters unless a request is made and then the item will be removed from the Consent Calendar to be discussed and voted upon by a separate motion.
1. Approval of November 12, 2024, regular meeting minutes (pp. 20 – 23)
2. Approval of November 20, 2024, special meeting minutes (pp. 24 – 25)
3. Payment of Bills (pp. 26 – 34)
4. November 08, 2024, Payroll (pp. 35 – 40)
5. November 22, 2024, Payroll (pp. 41 – 46)
6. Approval to Declare Surplus and Authorize Auction of One (1) 2003 Vactor Truck International and One (1) 2014 Freightliner CNG Broom Bear Sweeper (pp. 47 – 48)
7. Award and authorize the City Administrator to execute a contract with Bill Nelson General Engineering Construction, Inc. of Fresno, CA, in the amount of $154,998.00 for the emergency repair of a collapsed sewer main at Brickhouse Park and authorize a contingency amount of $15,499.80 (10.0%) for potential unforeseen conditions (pp. 49 – 53)
8. Authorize the City Administrator to execute an agreement with Mobile Modular Management Corporation for the lease of a 12 X 40 Mobile office building in the amount of $13,898.75 for temporary use by Police Department staff during remodel (pp. 54 – 65) December 10, 2024 Regular Meeting of the Exeter City Council
9. 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 $83,760.00 for construction management services related to the Police/Administration Building Project (pp. 66 – 74)
10. 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 $52,735.20 for construction of the FY 2025 Crack Sealing and Pothole Patching Project, Main and 1st Alternate (pp. 75 – 79)
11. Approval of a revision to the previously approved street closure for the Chamber of Commerce sponsored Farmer’s Market to reflect each Wednesday night as weather permits between the hours of 5:00 p.m. and 9:00 p.m. to be changed to 4:00 p.m. – 9:00 p.m. subject to the conditions presented by Staff (pp. 80 – 83)
12. Fiscal Year 2023/2024 Treasurer’s Reports – Quarters 1, 2, 3, and 4 (pp. 84 – 91)
13. Approve a request for a street closure of Maple St. between D St. and E St. for We Fit Boot Camp Gym to host a Small Business Vendor Market beginning at 2:00 p.m. on December 14, 2024, and ending at 10:00 p.m. subject to the conditions presented by Staff (pp. 92 – 97)
14. Approval of the purchase of 331.66 tons of compost from Mid Valley Disposal of Kerman, CA in the amount of $10,644.88 as required under SB1383 to meet the 2024 procurement target for The City of Exeter (pp. 98 – 99)
H. INDIVIDUAL BUSINESS ITEMS:
Comments related to Individual Business and Public Hearing Items are limited to three (3) minutes per speaker, for a maximum of 30 minutes per item. The Mayor may reasonably limit or extend the public comment period to preserve the Council's interest in conducting efficient, orderly meetings.
1. Public Hearing to receive the City’s annual public accounting for development impact fees for Fiscal Year 2023-2024 pursuant to State Law, Government Code Section 66006 (pp. 100 – 103) Presented by Eekhong Franco, Director of Finance
2. Consideration of appointment of Chris Troyan to the position of Public Works Director effective December 10, 2024, and authorization for the Mayor and City Administrator to execute a contract with Mr. Troyan to serve in that capacity until June 30, 2026, beginning at Step C in the salary schedule for the position (currently at a monthly rate of $9,061.00) (pp. 104 – 110) Presented by Adam Ennis, City Administrator and Francesca Quintana, City Clerk/Human Resources Manager
I. CITY COUNCIL ITEMS OF INTEREST
J. CITY ADMINISTRATOR/DEPARTMENT COMMENTS
K. REGULAR MEETING ADJOURNMENT
State of California )
County of Tulare ) ss.
City of Exeter )
I declare under penalty of perjury that I am employed by the City of Exeter, in the Administrator’s Office; and that I posted this Agenda on the bulletin board in the Finance Office and on the bulletin board outside of City Hall on December 06, 2024.
_______________________________________________
Francesca Quintana, City Clerk
++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++ December 10, 2024 Regular Meeting of the Exeter City Council
In compliance with the Americans with Disabilities Act, and the California Ralph M. Brown Act, if you need special assistance to participate in this meeting, or to be able to access this agenda and documents in the agenda packet, please contact the City Clerk (559) 592-9244. Notification 48 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting and/or provision of an appropriate alternative format of the agenda and documents in the agenda packet. (28 CFR 35.102-35. 104 ADA Title II).
Materials related to an item on this Agenda submitted to the legislative body after distribution of the agenda packet are available for public inspection at City of Exeter, Administration Office 100 N. C Street, Exeter CA during normal business hours.
December 10, 2024 Regular Meeting of the Exeter City Council
Meeting Date: December 10, 2024
Wording for Agenda: Adoption of Resolution No. 2024-31, A Resolution of the City Council of the City of Exeter Accepting the Official Canvass of the November 05, 2024, Election Conducted as a Consolidated General Elections.
Department Recommendation:
Staff recommends that the City Council adopt Resolution 2024-31, A Resolution of the City Council of the City of Exeter Accepting the Official Canvass of the November 05, 2024, Election Conducted as a Consolidated General Elections.
Summary/Background:
The General Municipal Election was held in the City of Exeter on November 05, 2024, in accordance with the law, and the votes thereat (including absentee voters) received cast, and canvassed, and the returns thereof ascertained, determined and declared in all respects as required by law.
There were two different items related to the City of Exeter on the ballot this year, which included a one four-year term City Council office District B and a one four-year term City Council office District E.
The candidates and votes related to the city council offices are summarized below:
District B – One four-year term City Council Office:
Jeff Wilson 642
Write In 0
District E – One four-year term City Council Office:
Bobby Lentz 548
Write In 0
City of Exeter
Agenda Item Transmittal
For action by:
☒City Council
Regular Session:
☐Consent Calendar
☒Regular Item
☐Public Hearing
Review:
City Administrator
(Initials Required)
______
Agenda Item Number: E.2.
Submitting Department: Administration
Contact Name: Adam Ennis, City Administrator
Francesca Quintana, City Clerk & Human
Resources Manager
Phone Number: (559)592-4539, (559)592-9244 ext. 1001
Email: [email protected], [email protected] F.Q. OBO A.E
December 10, 2024 Regular Meeting of the Exeter City Council
Fiscal Impact:
No fiscal impact associated with this specific action, via Resolution No. 2024-09, A Resolution of the City Council of the City of Exeter, Requesting the Tulare County Board of Supervisors Permit the County Registrar of Voters to Render Specified Services to the City, the City Council approved the cost of election services, and the cost was accounted for as a part of the adopted FY 24-25 & 25/26 budget.
Prior Council/Board Actions:
Adoption of Resolution No. 2024-09, 2024-10 and 2024-27.
Attachments:
• Resolution 2024-31
• Final Official Results – City of Exeter
• Certification of Results
Recommended motion to be made by Council/Board: I move to adopt Resolution 2024-31, A Resolution of the City Council of the City of Exeter Accepting the Official Canvass of the November 05, 2024, Election Conducted as a Consolidated General Elections.
December 10, 2024 Regular Meeting of the Exeter City Council
RESOLUTION 2024-31
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF EXETER ACCEPTING THE OFFICIAL CANVASS OF THE NOVEMBER 05, 2024, MUNICIPAL ELECTION
CONDUCTED AS A CONSOLIDATED GENERAL ELECTIONS
WHEREAS, the City Council of the City of Exeter duly called a Municipal Election for Tuesday, November 05, 2024, to fill one four-year term office of City Council in District B, and one four-year term office of City Council in District E; and WHEREAS, pursuant to California Elections Code §10400 et seq., the City Council ordered the consolidation of the November 05, 2024, election with other elections being held in the jurisdiction, and requested that Tulare County Elections Office provide services for said election; and
WHEREAS, the Tulare County Registrar of Voters has certified the canvass and election results of the November 05, 2024, consolidated election.
NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of Exeter that the City of Exeter does hereby accept the Official Canvass of Votes of the Consolidated General Election of November 05, 2024, as certified by the Tulare County Registrar of Voters on December 03, 2024, as follows:
CITY COUNCIL OFFICES:
District B – One four-year term City Council Office:
Jeff Wilson 642 votes 100.00%
Write In 0 votes 0.00%
District E – One four-year term City Council Office:
Bobby Lentz 548 votes 100.00%
Write In 0 votes 0.00%
PASSED, ADOPTED AND APPROVED this 10th day of December 2024 by the following vote:
AYES:
NOES:
ABSTAIN:
ABSENT:
December 10, 2024 Regular Meeting of the Exeter City Council
_______________________________
Mayor
ATTEST:
__________________________________
Francesca Quintana, City Clerk
December 10, 2024 Regular Meeting of the Exeter City Council
Elector Group Voters Cast
28,569
109,472
1,819
139,860
63.86%
Party
REP 59.18%
P-F 0.29%
DEM 38.48%
AIP 1.26%
LIB 0.33%
GRN 0.43%
0.03%
WRITE-IN 0.03%
63.86%
Party
REP 61.62%
DEM 38.38%
STEVE GARVEY 83,439
ADAM B. SCHIFF 51,972
Total Votes 135,411
Undervotes 4,431
Overvotes 18
Candidate Total
Precincts Reported: 344 of 344 (100.00%)
Total
Times Cast 139,860 / 218,999
Total
Peter Sonski/Lauren Onak 38
United States Senator (Vote for 1)
JILL STEIN/RUDOLPH WARE 589
Write-in 38
Total Votes 138,309
KAMALA D. HARRIS/TIM WALZ 53,221
ROBERT F. KENNEDY JR./NICOLE SHANAHAN 1,747
CHASE OLIVER/MIKE TER MAAT 452
Candidate Total
DONALD J. TRUMP/JD VANCE 81,854
CLAUDIA DE LA CRUZ/KARINA GARCIA 408
Times Cast 139,860 / 218,999
Undervotes 1,458
Overvotes 93
Election Summary Report
November 5, 2024 General Election
Tulare County Final Official Results Report
Precincts Reported: 344 of 344 (100.00%)
Voters Cast: 139,860 of 218,999 (63.86%)
President-Vice President (Vote for 1)
Precincts Reported: 344 of 344 (100.00%)
Total
Election Day PROV/CVR 0.83%
Total 218,999 63.86%
Counting Group Registered Voters Turnout
Total
Polling Place 13.05%
Vote by Mail 49.99%
December 10, 2024 Regular Meeting of the Exeter City Council
68.92%
Party
100.00%
0.00%
67.75%
Party
100.00%
0.00%
50.12%
Party
25.90%
23.33%
12.51%
38.26%
0.00%
Write-in 0 0.00%
Total Votes 2,653
CARRIE ELAINE ORTIZ 332
ARACELI OCHOA 1,015
Write-in 0
Candidate Total
GREGORIO "GREG" GOMEZ 687
DANIEL VALDOVINOS, JR. 619
Times Cast 2,080 / 4,150
Undervotes 1,507
Overvotes 0
Total Votes 548
Farmersville City Council (Vote for 2)
Precincts Reported: 3 of 3 (100.00%)
Total
Candidate Total
BOBBY LENTZ 548
Write-in 0
Times Cast 750 / 1,107
Undervotes 202
Overvotes 0
Total Votes 642
Exeter City Council District E (Vote for 1)
Precincts Reported: 2 of 2 (100.00%)
Total
Candidate Total
JEFF WILSON 642
Write-in 0
Times Cast 794 / 1,152
Undervotes 152
Overvotes 0
Exeter City Council District B (Vote for 1)
Precincts Reported: 3 of 3 (100.00%)
Total
December 10, 2024 Regular Meeting of the Exeter City Council
December 10, 2024 Regular Meeting of the Exeter City Council
December 10, 2024 Regular Meeting of the Exeter City Council
December 10, 2024 Regular Meeting of the Exeter City Council
CERTIFICATE OF APPOINTMENT & OATH OF OFFICE
I, Francesca Quintana, City Clerk of the City of Exeter, State of California, do hereby certify that JEFF WILSON was elected to the office of Member, Exeter City Council, District B, by the people of Exeter at a general municipal election held on November 05, 2024.
Witness my hand and official seal this 10th day of December 2024. _____________________________________
FRANCESCA QUINTANA, CITY CLERK
STATE OF CALIFORNIA )
COUNTY OF TULARE )ss.
CITY OF EXETER )
I, JEFF WILSON, do solemnly swear that I will support and defend the Constitution of the United States and the Constitution of the State of California against all enemies, foreign and domestic; that I will bear true faith and allegiance to the Constitution of the United States and the Constitution of the State of California; that I take this obligation freely, without any mental reservation or purpose of evasion; and that I will well and faithfully discharge the duties upon which I am about to enter.
__________________________________ ___
MEMBER, EXETER CITY COUNCIL, DISTRICT B
Subscribed and sworn to before me this ______ day of ______________, 2024. _____________________________________
FRANCESCA QUINTANA, CITY CLERK
A notary public or other officer completing this certificate verifies only the identity of the individual who signed the document to which this certificate is attached, and not the truthfulness, accuracy, or validity of that document.)
December 10, 2024 Regular Meeting of the Exeter City Council
CERTIFICATE OF APPOINTMENT & OATH OF OFFICE
I, Francesca Quintana, City Clerk of the City of Exeter, State of California, do hereby certify that BOBBY LENTZ was elected to the office of Member, Exeter City Council, District E, by the people of Exeter at a general municipal election held on November 05, 2024.
Witness my hand and official seal this 10th day of December 2024. _____________________________________
FRANCESCA QUINTANA, CITY CLERK
STATE OF CALIFORNIA )
COUNTY OF TULARE )ss.
CITY OF EXETER )
I, BOBBY LENTZ, do solemnly swear that I will support and defend the Constitution of the United States and the Constitution of the State of California against all enemies, foreign and domestic; that I will bear true faith and allegiance to the Constitution of the United States and the Constitution of the State of California; that I take this obligation freely, without any mental reservation or purpose of evasion; and that I will well and faithfully discharge the duties upon which I am about to enter.
__________________________________ ___
MEMBER, EXETER CITY COUNCIL, DISTRICT E
Subscribed and sworn to before me this ______ day of ______________, 2024. _____________________________________
FRANCESCA QUINTANA, CITY CLERK
A notary public or other officer completing this certificate verifies only the identity of the individual who signed the document to which this certificate is attached, and not the truthfulness, accuracy, or validity of that document.)
December 10, 2024 Regular Meeting of the Exeter City Council
Meeting Date: December 10, 2024
Wording for Agenda: Review and discussion to select and update City Council representation on outside agency boards and committees.
Department Recommendation:
Staff recommends the Council review and consider selections and update representation on the outside Agency Boards and Committees list.
Summary/Background:
On January 10, 2023, the City Council reviewed and discussed City Council representation on various outside agency boards and committees and updated appointments. The current list of assignments to the outside Agency Boards and Committees is attached hereto. At this time, City Staff asks that the City Council review and discuss City Council's representation on various outside agency boards and committees.
It is important to note that the Homeless Task Force (HTF) is newly added to the list. The Tulare County Board of Supervisors recently approved reinstating a City of Exeter position to the HTF.
The HTF is organized by Tulare County Health and Human Services to address issues related to homelessness. Meetings are held every third Wednesday of the month from 1:30 – 4:00 pm virtually or in-person. City representation on the HTF varies among municipalities:
• Some cities assign a member of their council.
• Others designate a staff member as the representative. • Some appoint an elected official with the option of a staff member serving as a proxy.
With the seating of a newly elected City Council, updates to assignments are necessary to ensure proper representation and alignment with the city’s strategic goals and priorities.
City Council members represent the City on numerous outside boards and committees. These assignments are essential for maintaining intergovernmental relationships, advocating for City interests, and fulfilling collaborative commitments. Following the recent election and seating of the new Council, it is customary to revisit and potentially revise these assignments.
City of Exeter
Agenda Item Transmittal
For action by:
☒City Council
Regular Session:
☐Consent Calendar
☒Regular Item
☐Public Hearing
Review:
City Administrator
(Initials Required)
______
Agenda Item Number: E.6.
Submitting Department: Administration
Contact Name: Francesca Quintana, City Clerk/Human
Resources Manager
Adam Ennis, City Administrator
Phone Number: (559)592-9244 ext. 1001
Email: [email protected], [email protected] F.Q. OBO A.E.
December 10, 2024 Regular Meeting of the Exeter City Council
Key Considerations for Updating Assignments:
1. Representation Needs:
• Evaluate the city's goals and priorities in relation to each agency. • Ensure proper alignment of Council Members' expertise and interests with the agency's mission.
2. Workload Balance:
• Distribute assignments equitably among council members. • Consider existing time commitments and availability of each member.
3. Continuity vs. Change:
• Assess whether maintaining continuity with existing representatives is beneficial. • Introduce fresh perspectives by assigning new representatives where appropriate.
4. Agency Expectations:
• Confirm meeting schedules, participation requirements, and term lengths with each agency to align expectations.
City staff will notify the Boards and Committees of changes, if any, in representation. The City Council representative will be added to the email distribution list of the applicable Boards and Committees to be notified of meetings and to receive agenda materials.
Financial Impact:
No fiscal impact associated with this action.
Prior Council/Board Actions:
On January 10, 2023, the City Council updated appointments to various outside agency boards and committees.
Attachments:
• Current Assignments to Boards and Committees
Recommended motion to be made by Council/Board: I move to select the representatives for each Agency Board/Committee as discussed.
December 10, 2024 Regular Meeting of the Exeter City Council
Exeter City Council
Assignments to Boards and Committees
(Approved January 10, 2023)
Council of Cities (Third Wednesday at 3:00 p.m. in Visalia – every other month) Primary Representative: Mayor Alves
Alternate Representative: 1
Mayor Pro Tem Mills
Staff Representative: City Administrator Adam Ennis
Chamber of Commerce Liaison (Third Wednesday of each month at 4:00 p.m. in Exeter) Primary Representative: Council Member Riddle
Alternate Representative: City Administrator Adam Ennis San Joaquin Valley Air Pollution Control District – Special Selection Committee (As needed in Fresno) Primary Representative: Mayor Alves
Alternate Representative: Public Works Director
Tulare County Economic Development Corporation – Board of Directors (Fourth Wednesday of each month at 8:00 a.m. in Visalia at the Workforce Development Board) Primary Representative: Council Member Sally
Alternate Representative: City Administrator Adam Ennis Tulare County Association of Governments Board & Tulare County Transportation Agency (Third Monday of each month at 1:00 p.m. – Rotating locations within Tulare County) Primary Representative: Council Member Riddle
Alternate Representative: 2
Mayor Pro Tem Mills
Tulare County Regional Transit Agency Board (Third Monday of each month at 3:00 p.m. – Tulare County Board of Supervisors Chambers or Via Zoom)
Primary Representative: Council Member Riddle
Alternate Representative: Mayor Alves
Greater Kaweah Sustainable Groundwater Agency – Rural Communities Committee (Last Monday each month at 1:30 p.m. in Farmersville)
Primary Representative: 3
Council Member Sally
Alternate: City Administrator Adam Ennis
1 Will need to be updated after 12/10/24, once a new City Council is seated 2 Will need to be updated after 12/10/24, once a new City Council is seated 3 Will need to be updated after 12/10/24, once a new City Council is seated December 10, 2024 Regular Meeting of the Exeter City Council
Tooleville Ad Hoc Subcommittee (3rd Tuesday each month at 3:00pm; Virtual) Primary Representatives: Mayor Alves
4 Mayor Pro Tem Mills
Tulare County Health and Human Services Homeless Task Force (NEW, 3rd Wednesday of the month at 1:30 p.m.; virtual or in-person)
Primary Representative: [TBD]
Alternate: [TBD]
4 Will need to be updated after 12/10/24, once a new City Council is seated December 10, 2024 Regular Meeting of the Exeter City Council
EXETER CITY COUNCIL AGENDA
TUESDAY, NOVEMBER 12, 2024 REGULAR MEETING
ACTION MINUTES
Closed Session – 6:00 p.m.
Regular Session – 7:00 p.m.
137 North "F" Street, Exeter, California 93221
CITY ADMINISTRATOR MAYOR PUBLIC WORKS DIRECTOR
Adam Ennis Frankie Alves Vacant
CHIEF OF POLICE MAYOR PRO TEM CITY ATTORNEY
John Hall Justin Mills Julia Lew
FINANCE DIRECTOR/CITY
TREASURER
COUNCIL MEMBERS CITY PLANNER
Eekhong Franco Jacob Johnson Greg Collins
Vicki Riddle
CITY CLERK Barbara Sally CITY ENGINEER
Francesca Quintana Martin Querin
DEPUTY CITY CLERK
Christina Arias
A closed session of the City Council, City of Exeter was held on Tuesday, November 12, 2024, at 6:00 p.m., in the Exeter City Council Chambers, 137 North F Street in Exeter CA 93221.
COUNCIL PRESENT: Frankie Alves, Justin Milla, Barbara Sally, Jacob Johnson, and Vicki Riddle.
COUNCIL ABSENT: None.
STAFF PRESENT: Adam Ennis, Julia Lew, Francesca Quintana, 1 Eekhong Franco, and Christina
Arias.
6:00 p.m.
A. CALL TO ORDER CLOSED SESSION
Mayor called the closed session to order at 6:00 p.m.
1 Only present for closed session item C.3.
Staff Reports related to items on the agenda are available on the City’s website at www.cityofexeter.com and
available for viewing at the Council Chambers.
December 10, 2024 Regular Meeting of the Exeter City Council
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.
No public comment was presented.
C. ADJOURN TO CLOSED SESSION PURSUANT TO GOVERNMENT CODE SECTION(S):
1. 54956.9(d)(4) Conference with Legal Counsel
Re: Potential Initiation of Litigation by the City: One (1) case
2. 54956.9 Consideration of Liability Claims
Claimant: Jeff Hendrick
Claimed Against: City of Exeter
3. 54957.6 Conference with Labor Negotiations
Agency Negotiator: Shelline Bennett
Employee Groups: All represented and unrepresented employees
4. 54956.9(d)(1) Conference with Legal Counsel
Re: Existing Litigation: Long v. City of Exeter, California Supreme Court No. S286705
5. 54956.9(d)(2) Conference with Legal Counsel
Re: Anticipated Litigation (Significant Exposure to Litigation): One (1) case – facts not known to potential plaintiffs
Mayor Alves adjourned the closed session at 6:56 p.m.
7:00 p.m. (or, immediately following Closed Session)
D. CALL TO ORDER REGULAR SESSION AND REPORT ON CLOSED SESSION ITEMS (if any)
Mayor Alves called the regular session to order at 07:00 p.m. City Attorney Julia Lew reported that action was taken by the City Council on closed session item C.2; 54956.9 Consideration of Liability Claims, Claimant: Jeff Hendrick Claimed Against: City of Exeter. It was moved by Council Member Sally, seconded by Mayor Pro Tem Mills and approved 5-0 to reject the claim from claimant Jeff Hendrick.
E. INVOCATION:
Presented by Manuel Garcia.
F. PLEDGE OF ALLEGIANCE:
Led by Mayor Pro Tem Mills.
G. PUBLIC COMMENTS:
Mayor Alves requested those who wish to speak to do so at this time.
No public comment was presented.
H. SPECIAL PRESENTATIONS:
CalRecycle & Operational Update (pp. 4 – 13)
Presented by Thomas Hamon and Isaak Kulikoff, Mid Valley Disposal Mid-Valley provided a report for the Council’s review and feedback.
December 10, 2024 Regular Meeting of the Exeter City Council
I. CONSENT CALENDAR:
Items listed under the Consent Calendar are considered routine and will be enacted by one motion. There will be no separate discussion of these matters unless a request is made and then the item will be removed from the Consent Calendar to be discussed and voted upon by a separate motion.
1. Approval of October 22, 2024, regular meeting minutes (pp. 14 – 18)
2. Payment of Bills (pp. 19 – 26)
3. October 25, 2024, Payroll (pp. 27 – 32)
4. Second Reading and Adoption of Ordinance No. 714, an Ordinance of the Council of the City of Exeter amending sections 11.01.010, 11.01.035, 11.01.090, 11.01.095, and 11.01.100 of Title 11, “City Parks and Facilities,” Chapter 11.01, “City Parks and Recreation Areas,” of the City of Exeter Code of Ordinances (Municipal Code) (pp. 33 – 49)
5. Adoption of Resolution 2024-30, A Resolution of the City Council of the City of Exeter, Approving the Memorandum of Understanding (MOU) by and between the City of Exeter and the California League of City Employees Associations (CLOCEA) for the term July 01, 2024, to June 30, 2026, and authorize the City Administrator to execute the agreement (pp. 50 – 71)
6. Authorize amendment of total cost to sole source purchase the Downtown Streetlights from Platt Electric Supply of Visalia, CA to $396,556.88 (pp. 72 – 76) Approval of Consent Calendar as presented.
1st 2nd Result ALVES MILLS RIDDLE JOHNSON SALLY
MILLS SALLY (5-0) AYE AYE AYE AYE AYE
It was moved by Mayor Pro Tem Mills and seconded by Council Member Sally that the items on the Consent Calendar be approved as presented. The motion carried 5-0.
J. INDIVIDUAL BUSINESS ITEMS:
Comments related to Individual Business and Public Hearing Items are limited to three (3) minutes per speaker, for a maximum of 30 minutes per item. The Mayor may reasonably limit or extend the public comment period to preserve the Council's interest in conducting efficient, orderly meetings.
1. Consideration of Draft Regulations Restricting Unsafe and Unauthorized Camping and Storage of Personal Property, and the Protection of Critical Infrastructure, and Mitigation of Harm to Public Health, Safety and Welfare (p. 77 – 91)
Presented by Jullia Lew, City Attorney
City Attorney Julia Lew provided a report for the review and consideration.
Mayor Alves opened the item up for public comment.
Public comment was presented by Jeff Wilson. Wilson expressed concern regarding the homeless situation at the City Park.
No further public comment was presented.
Authorize the setting of a Public Hearing for January 14, 2025, regarding Consideration of Draft Regulations Restricting Unsafe and Unauthorized Camping and Storage of Personal Property, and the Protection of Critical Infrastructure, and Mitigation of Harm to Public Health, Safety and Welfare as discussed.
December 10, 2024 Regular Meeting of the Exeter City Council
1st 2nd Result ALVES MILLS RIDDLE JOHNSON SALLY
JOHNSON RIDDLE (5-0) AYE AYE AYE AYE AYE
It was moved by Council Member Johnson and seconded by Council Member Riddle to authorize the setting of a Public Hearing for January 14, 2025, regarding Consideration of Draft Regulations Restricting Unsafe and Unauthorized Camping and Storage of Personal Property, and the Protection of Critical Infrastructure, and Mitigation of Harm to Public Health, Safety and Welfare as discussed. The motion carried 5-0.
K. CITY COUNCIL ITEMS OF INTEREST
Mayor Pro Tem Mills thanked Marie Arroyo in the Public Works department for her hard work.
Council Member Sally reported that EDC is canceling their November and December meetings and that she also attended the SGMA Board Meeting.
Council Member Johnson reminded everyone of the Christmas Parade happening December 06, 2024.
Council Member Riddle thanked Mayor Alves and Mayor Pro Tem Mills for their military service. Riddle shared that she attended the League of Cities seminar. She also attended the TCRTA meeting. Riddle shared that she will be a presenter at the Exeter Community Service Guild. She also discussed the downtown revitalization and its progress.
Mayor Alves shared that he served as a panelist for the Public Works Director interview that was held and was impressed with the candidate. Mayor Alves shared that the Tooleville project is making progress. He also reminded folks to sign up for basketball before the deadline.
L. CITY ADMINISTRATOR/DEPARTMENT COMMENTS
City Administrator Adam Ennis, City Attorney Julia Lew, Finance Director Eekhong Franco, and City Clerk/Human Resources Manager Francesca Quintana provided a brief update on City and department related items.
M. REGULAR MEETING ADJOURNMENT
Mayor Alves adjourned the meeting at 8:25 p.m.
Prepared by:
Francesca Quintana, City Clerk
December 10, 2024 Regular Meeting of the Exeter City Council
EXETER CITY COUNCIL SPECIAL MEETING AGENDA
ACTION MINUTES
Wednesday, November 20, 2024
12:30 p.m.
137 North "F" Street, Exeter, California 93221
CITY ADMINISTRATOR MAYOR PUBLIC WORKS DIRECTOR
Adam Ennis Frankie Alves Vacant
CHIEF OF POLICE MAYOR PRO TEM CITY ATTORNEY
John Hall Justin Mills Julia Lew
FINANCE DIRECTOR/CITY
TREASURER
COUNCIL MEMBERS CITY PLANNER
Eekhong Franco Jacob Johnson Greg Collins
Vicki Riddle
CITY CLERK Barbara Sally CITY ENGINEER
Francesca Quintana Martin Querin
DEPUTY CITY CLERK
Christina Arias
A regular session of the City Council, City of Exeter was held on Wednesday, November 20, 2024, at 12:30 p.m., in the Exeter City Council Chambers, 137 North F Street in Exeter CA 93221.
COUNCIL PRESENT: Frankie Alves, Barbara Sally, Jacob Johnson, and Vicki Riddle.
COUNCIL ABSENT: Justin Mills.
STAFF PRESENT: Adam Ennis, Julia Lew, Francesca Quintana, and Christina Arias. 12:30 p.m.
A. CALL TO ORDER
Mayor Alves called the regular session to order at 12:30 p.m.
B. PUBLIC COMMENTS:
Mayor Alves requested those who wish to speak to do so at this time.
No public comment was presented.
Staff Reports related to items on the agenda are available on the City’s website at www.cityofexeter.com and
available for viewing at the Council Chambers.
December 10, 2024 Regular Meeting of the Exeter City Council
C. ADJOURN TO CLOSED SESSION PURSUANT TO GOVERNMENT CODE SECTION(S):
1. 54957(b) Public Employee Appointment
Title: Public Works Director
Mayor Alves adjourned the closed session at 12:54 p.m.
D. OPEN SESSION - REPORT ON CLOSED SESSION ITEMS (if any) Mayor Alves resumed open session at 12:55 p.m. There was no reportable action out of closed session.
E. SPECIAL MEETING ADJOURNMENT
Mayor Alves adjourned the meeting at 12:55 p.m.
Prepared by:
Francesca Quintana, City Clerk
December 10, 2024 Regular Meeting of the Exeter City Council
AVENU FINANCIAL SYSTEM CITY OF EXETER
11/15/2024 14:21:34 Payments for Publication GL050S-V08.21 COVERPAGE GL335R
Report Selection:
Run Group... 111524 Comment... 111524 CHECK RUN
Approval Date for Report........... 11 15 2024
Payments Through Date.............. 11 15 2024
Cutoff Amount to be Used........... 0000000
RUN GROUP... 111524 COMMENT... 111524 CHECK RUN
DATA-JE-ID DATA COMMENT
-------------- ------------------------
D-11152024-974 CHECK RUN 11/15/24
Run Instructions:
Jobq Banner Copies Form Printer Hold Space LPI Lines CPI CP SP RT L 01 LASERHP4 Y S 6 066 10
December 10, 2024 Regular Meeting of the Exeter City Council
AVENU FINANCIAL SYSTEM CITY OF EXETER
11/15/2024 14:21:34 Payments for Publication GL335R-V08.21 PAGE Approved on 11/15/2024 for Payments Through 11/15/2024
Vendor Name Description Amount
A.R.E AUTO PARTS INC. DELO GREASE 527.26
AVERHEALTH 2025 ANNUAL DOT ENROLLME 195.00
BASIC NOV 2024 COBRA FEE 33.97
BUZZ KILL PEST CONTROL SEPT 1907 W MEYER PEST C 196.00
CARDOZA/ PAUL OCT 2024 L&L LAWN MAINTE 4,847.00
CITY OF EXETER 9/18/24 - 10/18/24 ASSE 4,099.82
CIVICA LAW GROUP, APC OCT 313 C ST CODE ENFORC 4,993.45 CLEAN CUT LANDSCAPE MANAGEMENT OCT CITY PARK MAINTEN 14,850.75 CONSOLIDATED ELECTRICAL DISTRI M18 PIPE THREADER KIT 1,809.34 COUNTY OF TULARE OCT MAIL MONTHLY BILL 6,515.20
CULLIGAN OCT FD WTR SERVICE 228.00
DELTA LIQUID ENERGY, ARRO AUTO MOTOR VEHICLE FUEL 13.28 ELITE CORPORATE MEDICAL SERV MEDICAL CLINIC FEE-54 1,431.00 EMPLOYER DRIVEN SOLUTIONS DEC 2024 COVERAGE 1,704.83
EMPLOYMENT DEVELOPMENT DEPT JUL-SEPT 2024 UI BENEFIT 6,060.00 EXETER IRRIGATION & SUPPLY 1" SCH40 PVC PIPE, SW 42.88
EXETER MERCANTILE CO. CLAMP PIPE FIX 1X6"2BOLT 275.33
EXETER MOTORS, INC. PATROL 11-TUBE OUTLET 636.63
FRESNO OXYGEN STD LRG FOWS CYLS 214.90
GOVERNMENT REVENUE SOLUTIONS CLEARVIEW/STARS 2ND QUAR 714.13 HAYES/ RUSSELL D. REPLACE SPRINGS ON DOOR 475.00
HIGH SIERRA LUMBER CO. 50 LB SAND 30 MESH 840.94
HPS WEST, INC 3" STAINLESS STEEL OCTAV 7,177.54
INGRAM EQUIPMENT CO. REPLACE FOUNTAIN PUMP 975.00
JACK GRIGGS INC OCT 2024 GAS 8,336.04
KAWEAH WATER FOUNDATION ANNUAL FOUNDATION CONTRI 6,000.00 KRC SAFETY CO INC. RD CLOSED NO PARKING SIG 1,057.02
LEAF CAPITAL FUNDING LLC ADMIN- NOV 2024 KYOCERA 477.21 LIEBERT CASSIDY WHITMORE SEPT NEGOTIATIONS 2024 4,231.50 MINERAL KING PUBLISHING INC 10/30/24 PN-1290-44 272.80
MOORE TWINING ASSOCIATES, INC SAR 10 DAY 4,934.00
PENA'S DISPOSAL INC PD OCT 2024 SHRED 147.98
PROFORCE AIM PRO 2 MOA W/LRP MNT 1,041.21
QUAD KNOPF ENGINEERING 240174 EXETER PRKS & REC 47,185.35 QUINTANA/ FRANCESCA CSJVRMA - MILE REIMB 66.26
RICK/ MATTHEW BEE HIVE REMOVAL-METER 300.00
SCA OF CA, LLC OCT 2024 AIR ST SWEEPING 5,050.00
SEQUOIA APPAREL, INC RED STAFF SHIRTS 774.68
SIERRA SANITATION, INC 9/9-10/6/24 CITY PARK 1,400.94
SIMMONS TIRE SERVICE '16 FORD F550-ROTOR 1,156.00
SONIA DOWLING FRANCO-APP BCKGRN INVEST 1,000.00
SOUTHERN CALIFORNIA EDISON 7269- 10/1-10/31/24 8,764.53 SOUTHERN CALIFORNIA GAS CO. 7144- 10/1/24-11/1/24 72.80 STANDARD EMULSIONS INC TACK OIL EMULSIONS 213.35
STAPLES, INC. HP BLACK TONER CART 75.68
SUNBELT RENTALS, INC. JOHN DEERE LOADER RENTAL 5,817.15 T-MOBILE 9/21/24 - 10/20/24 GPS 189.00
TELSTAR INSTRUMENTS WWTP 24-25 ANL SERV 2,113.75
December 10, 2024 Regular Meeting of the Exeter City Council
AVENU FINANCIAL SYSTEM CITY OF EXETER
11/15/2024 14:21:34 Payments for Publication GL335R-V08.21 PAGE Approved on 11/15/2024 for Payments Through 11/15/2024
Vendor Name Description Amount
TOLBERT/ GAVIN TRIMMED OAK TREE-310 FIR 3,000.00
TULARE CO ASSOC OF GOVERNMENTS 24/25 MEMBER DUES 2ND HA 2,052.60 UNIFIRST CORPORATION 10/1/24 UNIFORM CLEANING 639.13
US BANK N.A. OCT 2024 CUSTODY CHARGES 53.25
VAST NETWORKS NOV 2024 UTILITY 2,500.00
VERIZON WIRELESS PW- 9/29/24-10/28/24 228.06
VOLLMER EXCAVATION, L.P. TEN WHEELER COLD MIX 1,395.88
4CREEKS, INC 22164 EXETER CITY STANDA 3,489.77
** Final Totals... 172,893.19
December 10, 2024 Regular Meeting of the Exeter City Council
AVENU FINANCIAL SYSTEM CITY OF EXETER
11/15/2024 14:21:34 Payments for Publication GL335R-V08.21 PAGE TOTAL NUMBER OF RECORDS PRINTED 259
December 10, 2024 Regular Meeting of the Exeter City Council
AVENU FINANCIAL SYSTEM CITY OF EXETER
11/15/2024 14:21:34 Payments for Publication GL060S-V08.21 RECAPPAGE GL335R
FUND RECAP:
FUND DESCRIPTION DISBURSEMENTS
---- ----------------------------
104 GENERAL FUND 65,770.21
105 WATER FUND 16,993.47
106 SANITATION FUND 821.51
107 SEWER FUND 21,684.37
109 GAS TAX FUND 8,627.46
121 INSURANCE FUND 11,794.80
131 MEASURE R 4,761.13
140 LANDSCAPE AND LIGHTING DISTR 7,902.01
141 MEASURE P 309.78
142 AMERICAN RESCUE PLAN ACT 34,228.45
TOTAL ALL FUNDS 172,893.19
BANK RECAP:
BANK NAME DISBURSEMENTS
---- ----------------------------
BANK BANK OF THE SIERRA 172,893.19
TOTAL ALL BANKS 172,893.19
December 10, 2024 Regular Meeting of the Exeter City Council
AVENU FINANCIAL SYSTEM CITY OF EXETER
11/27/2024 09:44:46 Payments for Publication GL050S-V08.21 COVERPAGE GL335R
Report Selection:
Run Group... 112924 Comment... 112924 CHECK RUN
Approval Date for Report........... 11 29 2024
Payments Through Date.............. 11 29 2024
Cutoff Amount to be Used........... 0000000
RUN GROUP... 112924 COMMENT... 112924 CHECK RUN
DATA-JE-ID DATA COMMENT
-------------- ------------------------
D-11292024-024 CHECK RUN 11/29/2024
Run Instructions:
Jobq Banner Copies Form Printer Hold Space LPI Lines CPI CP SP RT L 01 LASERHP4 Y S 6 066 10
December 10, 2024 Regular Meeting of the Exeter City Council
AVENU FINANCIAL SYSTEM CITY OF EXETER
11/27/2024 9:44:46 Payments for Publication GL335R-V08.21 PAGE Approved on 11/29/2024 for Payments Through 11/29/2024
Vendor Name Description Amount
ABLE INDUSTRIES, INC 10/24 MAINT-VISALIA ROAD 1,620.00
ACLARA TECHNOLOGIES LLC ANNUAL HOST 11/24-10/25 19,266.00 AFLAC NOV 2024 AFLAC 2,848.70
AT&T OCT 2024 LIVESCAN 419.35
AT&T MOBILITY PW - 10/3/24-11/2/24 405.81
BLUE SHIELD OF CALIFORNIA 12/1/24 - 12/31/24 41,386.91
C.L.E.A. DEC 2024 LT DISABILITY 64.00
CAL BENNETT'S ADMIN FURN RENT-314 FIR 1,724.00
CALIFORNIA BUSINESS MACHINES PD 11/9 - 12/8/24 BASE 113.42 COLLINS & SCHOETTLER OCT 2024 CITY PLANNING 9,165.50
CONSOLIDATED ELECTRICAL DISTRI 4LAMP T5 HO BALLAST 75.06 COUNTY OF TULARE 1906 W MYER-HAZ MAT 662.00
DEPT OF JUSTICE OCT FINGERPRINTS 204.00
ELITE CORPORATE MEDICAL SERV VEGA- PRE-PLACEMENT 111.00 EXETER IRRIGATION & SUPPLY CUT-OFF NIPPLE, 1/2"X6" 227.87 FERGUSON US HOLDINGS, INC 1-1/2 MACH10 CF 13 LL 2,930.18 FRONTIER CALIFORNIA INC. 5139 11/14/24-12/13/24 765.49
FUSION CONNECT, INC 0966 11/18/24-12/17/24 568.65
GALANTE BROS. ENTERPRISES, INC VISLIA RD & PALM REPAIRS 47,870.00 HERR PEDERSEN & BERGLUND, LLP OCT 24 PERSONNEL MATTERS 120.00 HIGH SIERRA LUMBER CO. DF SB/LAG SCREW-314 FIRE 133.29
HPS WEST, INC 2" FLG MS MULTI-JET METE 816.37
KENT M. KAWAGOE, PH.D. BRYANT & MEYST-PRE-EMPLO 650.00
MINERAL KING PUBLISHING INC 11/20/24 PN-1353 ANN IMP 184.80 PACE SUPPLY CORP. 5/8X3/4 TO 1 LF ADPT MT 1,177.35
PRINCIPAL LIFE INSURANCE CO. DEC PREMIUMS - 30 4,262.21 PROVOST & PRITCHARD OCT 24 TOOLEVILLE INTER 7,526.52
RIDDLE/ VICKI CAL CITIES EVENT REIMBUR 125.00
SELF-HELP ENTERPRISES OCT 85-CDBG/STBG AT 7.25 1,134.00 SEQUOIA DOOR, INC. REKEY LOCKS-PD/ADMIN BUI 167.17
SERVIAM BY WRIGHT LLP OCT 2024- 333 PALM 4,978.05
SOUTHERN CALIFORNIA EDISON 9143- 10/9-11/6/24 34,890.14 SUNBELT RENTALS, INC. RT SCISSOR GASOLINE 26.98
TELSTAR INSTRUMENTS WWTP 23-24 ANL SERV 754.00
TOWN & COUNTRY CAR WASH OCT 2024 CAR WASH 53.99
TRANSUNION RISK & ALTERNATIVE OCT 2024 PERSON SEARCH 75.00 UNIVAR SOLUTIONS USA INC OCT SOD 1906 W MYER 10,378.66
USA BLUEBOOK 32.4 GPD 100 PSI FLEXFLO 4,611.17
VALLEY EXPETEC DEC MONTHLY BILLING 8,733.97
VERIZON WIRELESS PD 8/29-9/28/24 2,430.88
** Final Totals... 213,657.49
December 10, 2024 Regular Meeting of the Exeter City Council
AVENU FINANCIAL SYSTEM CITY OF EXETER
11/27/2024 9:44:46 Payments for Publication GL335R-V08.21 PAGE TOTAL NUMBER OF RECORDS PRINTED 110
December 10, 2024 Regular Meeting of the Exeter City Council
AVENU FINANCIAL SYSTEM CITY OF EXETER
11/27/2024 09:44:46 Payments for Publication GL060S-V08.21 RECAPPAGE GL335R
FUND RECAP:
FUND DESCRIPTION DISBURSEMENTS
---- ----------------------------
104 GENERAL FUND 33,263.73
105 WATER FUND 62,074.54
106 SANITATION FUND 188.74
107 SEWER FUND 19,777.47
109 GAS TAX FUND 28.45
111 CDBG REVOLVING FUND 616.25
113 TRANSPORTATION FUND 47,870.00
116 LOW/MODERATE HOUSING FUND 307.75
117 FTHB PROGRAM INCOME FUND 188.25
121 INSURANCE FUND 45,649.12
128 GRANTS 21.75
131 MEASURE R 1,646.98
141 MEASURE P 2,024.46
TOTAL ALL FUNDS 213,657.49
BANK RECAP:
BANK NAME DISBURSEMENTS
---- ----------------------------
BANK BANK OF THE SIERRA 213,657.49
TOTAL ALL BANKS 213,657.49
December 10, 2024 Regular Meeting of the Exeter City Council
PAYROLL........S BI-WEEKLY RUN-11/06/2024 15.41.55 PAGE 1 CHECK FORM..CHEK CHECK REGISTER PR311R-V14.23 Paymate
PERIOD 1 DATING 10/21/2024-11/03/2024 CHECK DATE 11/08/2024
DIRECT DEPOSIT IS TURNED ON
CHECK CHECK EMPLOYEE/BANK/VENDOR CHECK
NUMBER AMOUNT NAME CODE SEQ
1599 63.69 CA STATE DISBURSEMENT UN 2 1 VENDOR CHECK
1600 258.58 BROOKS/CALVIN BRADLEY 745 1
1601 59.10 COLEMAN/DEWAYNE 728 1
1602 487.60 HOWELL/MATTHEW 740 1
1603 147.76 HUGHES/CADON 729 1
1604 227.30 HUTCHESON/AVRIE 720 1
1605 147.76 MCFALL/BLAINE 722 1
1606 88.66 PLYMAN/ADEN ALAN MOSES 741 1
TOTALS FOR CHECK FORM: CHEK
NEGOTIABLE CHECKS COUNTS
1,416.76 *EMPLOYEE CHECKS 7
63.69 *VENDOR CHECKS 1
0.00 *BANK CHECKS 0
1,480.45 **TOTAL NEGOTIABLE CHECKS 8
OTHER CHECKS
0.00 *MANUAL CHECKS 0
0.00 *CANCELLED CHECKS 0
1,480.45 **TOTAL FOR CHECK FORM
NON-NEGOTIABLE CHECKS
0.00 *DIRECT DEPOSIT STUBS 0
0.00 *VENDOR DIR DEP STUBS 0
December 10, 2024 Regular Meeting of the Exeter City Council
PAYROLL........S BI-WEEKLY RUN-11/06/2024 15.41.55 PAGE 2 CHECK FORM..STUB CHECK REGISTER PR311R-V14.23 Paymate
PERIOD 1 DATING 10/21/2024-11/03/2024 CHECK DATE 11/08/2024
DIRECT DEPOSIT IS TURNED ON
CHECK CHECK EMPLOYEE/BANK/VENDOR CHECK
NUMBER AMOUNT NAME CODE SEQ
53107 195.00 CLOCEA 4 1 VENDOR STUB ONLY
53108 360.00 EXETER POLICE OFFICER AS 3 1 VENDOR STUB ONLY 53109 199.32 EXETER POLICE OFFICER AS 3A 1 VENDOR STUB ONLY 53110 2,203.58 ARIAS/CHRISTINA 730 1 STUB ONLY
53111 5,090.32 ENNIS/ADAM 206 1 STUB ONLY
53112 2,332.79 QUINTANA FRANCESCA N 742 1 STUB ONLY
53113 1,428.35 CARTER/AMY JO 502 1 STUB ONLY
53114 4,014.21 FRANCO/EEKHONG 304 1 STUB ONLY
53115 2,721.50 HERNANDEZ/XOCHITL 306 1 STUB ONLY
53116 577.31 MILLER/CATHEY RENE 734 1 STUB ONLY
53117 1,352.08 TOBIAS/ANTHONY JORDAN 746 1 STUB ONLY
53118 177.32 VEGA/ASHLEY MAKAYLA 753 1 STUB ONLY
53119 2,249.26 BRYANT/EZRA JOSEPH 752 1 STUB ONLY
53120 1,611.35 CARRETERO/VANESSA 402 1 STUB ONLY
53121 2,287.13 FELIX/ESTEVAN 704 1 STUB ONLY
53122 3,298.13 GIEFER/MICHAEL DAVID 438 1 STUB ONLY
53123 2,491.07 GRANT/AIMEE 738 1 STUB ONLY
53124 4,285.30 HALL/JOHN T 406 1 STUB ONLY
53125 1,202.73 HILL/HANNAH GRACE 747 1 STUB ONLY
53126 2,408.17 LUJAN/JOSHUA 715 1 STUB ONLY
53127 230.29 MORENO/MATTHEW 724 1 STUB ONLY
53128 2,011.43 PHILLIPS/ZACHARY 705 1 STUB ONLY
53129 2,106.26 ROBLES JR/EVERARDO 744 1 STUB ONLY
53130 1,790.40 ROCHA/CRISTINA 731 1 STUB ONLY
53131 2,128.54 SAKAGUCHI/CLAUDIA D 726 1 STUB ONLY
53132 1,928.00 SHIELDS/ZION 708 1 STUB ONLY
53133 1,924.31 VILLARREAL/ISIDRO 707 1 STUB ONLY
53134 2,285.48 WINTER/JARED 735 1 STUB ONLY
53135 3,765.55 YARBER/ISABEL 422 1 STUB ONLY
53136 1,914.17 ALDRIDGE/GARY 618 1 STUB ONLY
53137 2,066.34 ESPINOLA/DANIEL M 602 1 STUB ONLY
53138 338.93 GOLDSTROM/NORMAN 629 1 STUB ONLY
53139 1,766.15 HUGGINS/KYLE AARON 621 1 STUB ONLY
53140 1,407.22 RAMIREZ/JUAN 608 1 STUB ONLY
53141 1,535.86 RIVERA/RYAN 733 1 STUB ONLY
53142 634.03 WENDT/EDDIE 626 1 STUB ONLY
53143 1,539.40 GARVER/ELIJAH 712 1 STUB ONLY
53144 147.76 RUBIO/IVAN 750 1 STUB ONLY
53145 1,653.59 ARROYO/MARIE 623 1 STUB ONLY
53146 1,860.60 MILLAN/MARCUS 622 1 STUB ONLY
53147 1,473.20 MILLER/JAMES 624 1 STUB ONLY
53148 108.51 MIRWALD/PHILIP 625 1 STUB ONLY
53149 1,455.03 QUIROZ/PATRICK P 512 1 STUB ONLY
53150 2,177.84 HIFNER/CHRISTOPHER 736 1 STUB ONLY
53151 1,064.27 O'SHAUGHNESSY/BRIDGET E 751 1 STUB ONLY
December 10, 2024 Regular Meeting of the Exeter City Council
PAYROLL........S BI-WEEKLY RUN-11/06/2024 15.41.55 PAGE 3 CHECK FORM..STUB CHECK REGISTER PR311R-V14.23 Paymate
PERIOD 1 DATING 10/21/2024-11/03/2024 CHECK DATE 11/08/2024
DIRECT DEPOSIT IS TURNED ON
CHECK CHECK EMPLOYEE/BANK/VENDOR CHECK
NUMBER AMOUNT NAME CODE SEQ
TOTALS FOR CHECK FORM: STUB
NEGOTIABLE CHECKS COUNTS
0.00 *EMPLOYEE CHECKS 0
0.00 *VENDOR CHECKS 0
0.00 *BANK CHECKS 0
0.00 **TOTAL NEGOTIABLE CHECKS 0
OTHER CHECKS
0.00 *MANUAL CHECKS 0
0.00 *CANCELLED CHECKS 0
0.00 **TOTAL FOR CHECK FORM
NON-NEGOTIABLE CHECKS
79,043.76 *DIRECT DEPOSIT STUBS 42
754.32 *VENDOR DIR DEP STUBS 3
December 10, 2024 Regular Meeting of the Exeter City Council
PAYROLL........S BI-WEEKLY RUN-11/06/2024 15.41.55 PAGE 4 RECAP BY FUND CHECKS/STUBS/MANUAL/CANC'D PR311R-V14.23 Paymate PERIOD 1 DATING 10/21/2024-11/03/2024 CHECK DATE 11/08/2024
EMPLOYER FUND HOME WORKED WORKED
CODE CODE TOTALS TOTALS DIR DEP
1 104 70,667.48 50,113.57 48,696.81
1 105 6,550.93 14,293.60 14,293.60
1 106 .00 605.08 605.08
1 107 .00 9,882.83 9,882.83
1 121 .00 2,323.33 2,323.33
1 141 3,242.11 3,242.11 3,242.11
NOTE--"HOME TOTALS" CHECK AMOUNT CAN BE RECONCILED TO THE FIGURES OF THE FOLLOWING REPORTS:
#1 CALCULATION TOTALS BY HOME FUND (NET PAY + REIMB. EXP.) #2 PAYROLL REGISTER (CHECK AMOUNT)
NOTE--"WORKED TOTALS" CHECK AMOUNT CAN BE RECONCILED TO THE FIGURES OF THE FOLLOWING REPORTS:
#1 CALCULATION TOTALS BY FUND WORKED (NET PAY + REIMB. EXP.) #2 LABOR DISTRIBUTION (NET PAY + REIMB. EXP.)
December 10, 2024 Regular Meeting of the Exeter City Council
PAYROLL........S BI-WEEKLY RUN-11/06/2024 15.41.55 PAGE 5 RECAP BY DEPT CHECKS/STUBS/MANUAL/CANC'D PR311R-V14.23 Paymate PERIOD 1 DATING 10/21/2024-11/03/2024 CHECK DATE 11/08/2024
EMR FUND DEPT HOME FULL PART TEMP FEMALE
CODE CODE CODE TOTALS EMPLOYEE COUNTS
1 104 402 ADMINISTRATION 9,626.69 3 2
1 104 403 FINANCE 10,270.77 4 1 1 5
1 104 421 POLICE 38,003.40 15 2 6
1 104 431 STREET 9,662.70 5 2
1 104 471 RECREATION 3,103.92 1 8 1
1 105 461 WATER 6,550.93 4 1 1
1 141 421 POLICE 2,177.84 1
1 141 471 RECREATION LEADER 1,064.27 1 1
TOTAL 80,460.52 34 14 1 16
December 10, 2024 Regular Meeting of the Exeter City Council
PAYROLL........S BI-WEEKLY RUN-11/06/2024 15.41.55 PAGE 6 RECAP BY DEPT CHECKS/STUBS/MANUAL/CANC'D PR311R-V14.23 Paymate PERIOD 1 DATING 10/21/2024-11/03/2024 CHECK DATE 11/08/2024
EMPLOYER FUND HOME WORKED WORKED
CODE CODE TOTALS TOTALS DIR DEP
GRAND TOTALS
NEGOTIABLE CHECKS COUNTS
1,416.76 *EMPLOYEE CHECKS 7
63.69 *VENDOR CHECKS 1
0.00 *BANK CHECKS 0
1,480.45 **TOTAL NEGOTIABLE CHECKS 8
OTHER CHECKS
0.00 *MANUAL CHECKS 0
0.00 *CANCELLED CHECKS 0
1,480.45 ***GRAND TOTAL
NON-NEGOTIABLE CHECKS
79,043.76 *DIRECT DEPOSIT STUBS 42
754.32 *VENDOR DIR DEP STUBS 3
79,798.08 **TOTAL NON-NEGOTIABLE CHECKS 45
NEGOTIABLE CHECKS/NON-NEGOTIABLE CHECKS
1,416.76 *EMPLOYEE CHECKS 7
63.69 *VENDOR CHECKS 1
0.00 *BANK CHECKS 0
79,043.76 *DIRECT DEPOSIT STUBS 42
754.32 *VENDOR DIR DEP STUBS 3
81,278.53 ***TOTAL NEGOTIABLE & NON-NEGOT 53
0.00 *OTHER CHECKS 0
81,278.53 ***TOTAL NEG, NON-NEG, OTHER CHECKS
TOTAL SEQ 1 FEMALES 16
December 10, 2024 Regular Meeting of the Exeter City Council
PAYROLL........S BI-WEEKLY RUN-11/21/2024 13.05.58 PAGE 1 CHECK FORM..CHEK CHECK REGISTER PR311R-V14.23 Paymate
PERIOD 2 DATING 11/04/2024-11/17/2024 CHECK DATE 11/22/2024
DIRECT DEPOSIT IS TURNED ON
CHECK CHECK EMPLOYEE/BANK/VENDOR CHECK
NUMBER AMOUNT NAME CODE SEQ
1607 63.69 CA STATE DISBURSEMENT UN 2 1 VENDOR CHECK
1608 206.86 BROOKS/CALVIN BRADLEY 745 1
1609 236.42 HOWELL/MATTHEW 740 1
1610 147.76 HUGHES/CADON 729 1
1611 147.76 HUTCHESON/AVRIE 720 1
1612 147.76 MCFALL/BLAINE 722 1
1613 81.26 PLYMAN/ADEN ALAN MOSES 741 1
TOTALS FOR CHECK FORM: CHEK
NEGOTIABLE CHECKS COUNTS
967.82 *EMPLOYEE CHECKS 6
63.69 *VENDOR CHECKS 1
0.00 *BANK CHECKS 0
1,031.51 **TOTAL NEGOTIABLE CHECKS 7
OTHER CHECKS
0.00 *MANUAL CHECKS 0
0.00 *CANCELLED CHECKS 0
1,031.51 **TOTAL FOR CHECK FORM
NON-NEGOTIABLE CHECKS
0.00 *DIRECT DEPOSIT STUBS 0
0.00 *VENDOR DIR DEP STUBS 0
December 10, 2024 Regular Meeting of the Exeter City Council
PAYROLL........S BI-WEEKLY RUN-11/21/2024 13.05.58 PAGE 2 CHECK FORM..STUB CHECK REGISTER PR311R-V14.23 Paymate
PERIOD 2 DATING 11/04/2024-11/17/2024 CHECK DATE 11/22/2024
DIRECT DEPOSIT IS TURNED ON
CHECK CHECK EMPLOYEE/BANK/VENDOR CHECK
NUMBER AMOUNT NAME CODE SEQ
53152 195.00 CLOCEA 4 1 VENDOR STUB ONLY
53153 360.00 EXETER POLICE OFFICER AS 3 1 VENDOR STUB ONLY 53154 199.32 EXETER POLICE OFFICER AS 3A 1 VENDOR STUB ONLY 53155 2,208.83 ARIAS/CHRISTINA 730 1 STUB ONLY
53156 5,095.57 ENNIS/ADAM 206 1 STUB ONLY
53157 2,332.79 QUINTANA FRANCESCA N 742 1 STUB ONLY
53158 1,456.30 CARTER/AMY JO 502 1 STUB ONLY
53159 4,019.46 FRANCO/EEKHONG 304 1 STUB ONLY
53160 2,721.50 HERNANDEZ/XOCHITL 306 1 STUB ONLY
53161 656.76 MILLER/CATHEY RENE 734 1 STUB ONLY
53162 1,409.83 TOBIAS/ANTHONY JORDAN 746 1 STUB ONLY
53163 332.46 VEGA/ASHLEY MAKAYLA 753 1 STUB ONLY
53164 2,031.76 BRYANT/EZRA JOSEPH 752 1 STUB ONLY
53165 1,616.60 CARRETERO/VANESSA 402 1 STUB ONLY
53166 2,399.49 FELIX/ESTEVAN 704 1 STUB ONLY
53167 3,298.13 GIEFER/MICHAEL DAVID 438 1 STUB ONLY
53168 2,103.70 GRANT/AIMEE 738 1 STUB ONLY
53169 4,290.55 HALL/JOHN T 406 1 STUB ONLY
53170 1,202.73 HILL/HANNAH GRACE 747 1 STUB ONLY
53171 2,348.05 LUJAN/JOSHUA 715 1 STUB ONLY
53172 857.01 MORENO/MATTHEW 724 1 STUB ONLY
53173 2,448.80 PHILLIPS/ZACHARY 705 1 STUB ONLY
53174 140.93 QUALLS/DAYMON 607 1 STUB ONLY
53175 2,883.21 ROBLES JR/EVERARDO 744 1 STUB ONLY
53176 2,004.71 ROCHA/CRISTINA 731 1 STUB ONLY
53177 2,298.93 SAKAGUCHI/CLAUDIA D 726 1 STUB ONLY
53178 2,043.42 SHIELDS/ZION 708 1 STUB ONLY
53179 2,243.70 VILLARREAL/ISIDRO 707 1 STUB ONLY
53180 2,451.06 WINTER/JARED 735 1 STUB ONLY
53181 3,770.80 YARBER/ISABEL 422 1 STUB ONLY
53182 1,380.62 ALDRIDGE/GARY 618 1 STUB ONLY
53183 2,066.34 ESPINOLA/DANIEL M 602 1 STUB ONLY
53184 287.33 GOLDSTROM/NORMAN 629 1 STUB ONLY
53185 1,766.15 HUGGINS/KYLE AARON 621 1 STUB ONLY
53186 1,710.90 RAMIREZ/JUAN 608 1 STUB ONLY
53187 1,456.59 RIVERA/RYAN 733 1 STUB ONLY
53188 713.29 WENDT/EDDIE 626 1 STUB ONLY
53189 1,539.40 GARVER/ELIJAH 712 1 STUB ONLY
53190 206.86 RUBIO/IVAN 750 1 STUB ONLY
53191 1,718.98 ARROYO/MARIE 623 1 STUB ONLY
53192 2,639.40 MILLAN/MARCUS 622 1 STUB ONLY
53193 1,497.76 MILLER/JAMES 624 1 STUB ONLY
53194 29.26 MIRWALD/PHILIP 625 1 STUB ONLY
53195 1,460.28 QUIROZ/PATRICK P 512 1 STUB ONLY
53196 2,885.87 HIFNER/CHRISTOPHER 736 1 STUB ONLY
53197 1,064.27 O'SHAUGHNESSY/BRIDGET E 751 1 STUB ONLY
December 10, 2024 Regular Meeting of the Exeter City Council
PAYROLL........S BI-WEEKLY RUN-11/21/2024 13.05.58 PAGE 3 CHECK FORM..STUB CHECK REGISTER PR311R-V14.23 Paymate
PERIOD 2 DATING 11/04/2024-11/17/2024 CHECK DATE 11/22/2024
DIRECT DEPOSIT IS TURNED ON
CHECK CHECK EMPLOYEE/BANK/VENDOR CHECK
NUMBER AMOUNT NAME CODE SEQ
TOTALS FOR CHECK FORM: STUB
NEGOTIABLE CHECKS COUNTS
0.00 *EMPLOYEE CHECKS 0
0.00 *VENDOR CHECKS 0
0.00 *BANK CHECKS 0
0.00 **TOTAL NEGOTIABLE CHECKS 0
OTHER CHECKS
0.00 *MANUAL CHECKS 0
0.00 *CANCELLED CHECKS 0
0.00 **TOTAL FOR CHECK FORM
NON-NEGOTIABLE CHECKS
83,090.38 *DIRECT DEPOSIT STUBS 43
754.32 *VENDOR DIR DEP STUBS 3
December 10, 2024 Regular Meeting of the Exeter City Council
PAYROLL........S BI-WEEKLY RUN-11/21/2024 13.05.58 PAGE 4 RECAP BY FUND CHECKS/STUBS/MANUAL/CANC'D PR311R-V14.23 Paymate PERIOD 2 DATING 11/04/2024-11/17/2024 CHECK DATE 11/22/2024
EMPLOYER FUND HOME WORKED WORKED
CODE CODE TOTALS TOTALS DIR DEP
1 104 72,762.38 52,148.69 51,180.87
1 105 7,345.68 14,610.84 14,610.84
1 106 .00 618.00 618.00
1 107 .00 10,405.69 10,405.69
1 121 .00 2,324.84 2,324.84
1 141 3,950.14 3,950.14 3,950.14
NOTE--"HOME TOTALS" CHECK AMOUNT CAN BE RECONCILED TO THE FIGURES OF THE FOLLOWING REPORTS:
#1 CALCULATION TOTALS BY HOME FUND (NET PAY + REIMB. EXP.) #2 PAYROLL REGISTER (CHECK AMOUNT)
NOTE--"WORKED TOTALS" CHECK AMOUNT CAN BE RECONCILED TO THE FIGURES OF THE FOLLOWING REPORTS:
#1 CALCULATION TOTALS BY FUND WORKED (NET PAY + REIMB. EXP.) #2 LABOR DISTRIBUTION (NET PAY + REIMB. EXP.)
December 10, 2024 Regular Meeting of the Exeter City Council
PAYROLL........S BI-WEEKLY RUN-11/21/2024 13.05.58 PAGE 5 RECAP BY DEPT CHECKS/STUBS/MANUAL/CANC'D PR311R-V14.23 Paymate PERIOD 2 DATING 11/04/2024-11/17/2024 CHECK DATE 11/22/2024
EMR FUND DEPT HOME FULL PART TEMP FEMALE
CODE CODE CODE TOTALS EMPLOYEE COUNTS
1 104 402 ADMINISTRATION 9,637.19 3 2
1 104 403 FINANCE 10,596.31 4 1 1 5
1 104 421 POLICE 40,433.58 15 3 6
1 104 431 STREET 9,381.22 5 2
1 104 471 RECREATION 2,714.08 1 7 1
1 105 461 WATER 7,345.68 4 1 1
1 141 421 POLICE 2,885.87 1
1 141 471 RECREATION LEADER 1,064.27 1 1
TOTAL 84,058.20 34 14 1 16
December 10, 2024 Regular Meeting of the Exeter City Council
PAYROLL........S BI-WEEKLY RUN-11/21/2024 13.05.58 PAGE 6 RECAP BY DEPT CHECKS/STUBS/MANUAL/CANC'D PR311R-V14.23 Paymate PERIOD 2 DATING 11/04/2024-11/17/2024 CHECK DATE 11/22/2024
EMPLOYER FUND HOME WORKED WORKED
CODE CODE TOTALS TOTALS DIR DEP
GRAND TOTALS
NEGOTIABLE CHECKS COUNTS
967.82 *EMPLOYEE CHECKS 6
63.69 *VENDOR CHECKS 1
0.00 *BANK CHECKS 0
1,031.51 **TOTAL NEGOTIABLE CHECKS 7
OTHER CHECKS
0.00 *MANUAL CHECKS 0
0.00 *CANCELLED CHECKS 0
1,031.51 ***GRAND TOTAL
NON-NEGOTIABLE CHECKS
83,090.38 *DIRECT DEPOSIT STUBS 43
754.32 *VENDOR DIR DEP STUBS 3
83,844.70 **TOTAL NON-NEGOTIABLE CHECKS 46
NEGOTIABLE CHECKS/NON-NEGOTIABLE CHECKS
967.82 *EMPLOYEE CHECKS 6
63.69 *VENDOR CHECKS 1
0.00 *BANK CHECKS 0
83,090.38 *DIRECT DEPOSIT STUBS 43
754.32 *VENDOR DIR DEP STUBS 3
84,876.21 ***TOTAL NEGOTIABLE & NON-NEGOT 53
0.00 *OTHER CHECKS 0
84,876.21 ***TOTAL NEG, NON-NEG, OTHER CHECKS
TOTAL SEQ 1 FEMALES 16
December 10, 2024 Regular Meeting of the Exeter City Council
Meeting Date: December 10, 2024
Wording for Agenda: Approval to Declare Surplus and Authorize Auction of One (1) 2003 Vactor Truck International and One (1) 2014 Freightliner CNG Broom Bear Sweeper.
Department Recommendation:
Staff recommends that the City Council approve the declaration of one (1) 2003 Vactor Truck International and one (1) 2014 Freightliner CNG Broom Bear Sweeper as surplus and authorize their disposition by auction, pursuant to Exeter Municipal Code (EMC) Section 3.36.180.
Summary/Background:
Per Exeter Municipal Code Section 3.36.180, departments are required to report personal property that has become obsolete or unserviceable. The following vehicles meet these criteria:
1. 2003 Vactor Truck International
Condition: Obsolete, no longer serviceable, out of compliance.
Usage: Previously utilized by Public Works department for sewer and water system maintenance.
2. 2014 Freightliner CNG Broom Bear Sweeper
Condition: Obsolete, no longer serviceable, out of compliance, operational inefficiencies and increased maintenance costs make it impractical to retain.
Usage: Previously utilized by Public Works department for general street sweeping.
EMC Section 3.36.180 Inventory Status Report, states that “prior to disposing of any obsolete or surplus personal property having an apparent market value in excess of twenty-five thousand dollars the purchasing officer shall inform the city council of the nature of the personal property proposed for disposition and the price offered and shall obtain the council's approval for such disposition.” As the market value of the above referenced vehicles are anticipated to exceed $25,000.00, City Council approval is required prior to disposition.
The City fleet contains 1 (one) 2003 Vactor Truck International and 1 (one) 2014 Freight Liner CNG Broom Bear Sweeper. Although these vehicles once were a vital part of the city fleet, they City of Exeter
Agenda Item Transmittal
For action by:
☒City Council
Regular Session:
☒Consent Calendar
☐Regular Item
☐Public Hearing
Review:
City Administrator
(Initials Required)
______
Agenda Item Number: G.6.
Submitting Department: Public Works
Contact Name: Daniel Espinola, Operations Manager
Phone Number: (559)592-3318
Email: [email protected]
F.Q. OBO A.E.
December 10, 2024 Regular Meeting of the Exeter City Council
have since been identified as non-compliant with CA State emissions and keeping them in the fleet increases liability cost with the City’s Risk Management Authority.
The Vactor Truck was replaced in 2022 and street sweeping services have since been contracted out. It is unknown to Staff what the auction price will bring, however, it is estimated the Vactor Truck is valued as is, at $30,000.00 and the Sweeper at $75,000.00. Both vehicles have been evaluated and deemed obsolete or unserviceable for City operations.
The Purchasing Officer has determined that auction is the most effective method to achieve the best price for these assets.
Fiscal Impact:
Revenue from the auction will depend on the market conditions and bids received, proceeds from the sale will be returned to the funds that were used to purchase the vehicles.
Prior Council/Board Actions:
None.
Attachments:
None.
Recommended motion to be made by Council/Board: I move to approve the declaration of one (1) 2003 Vactor Truck International and one (1) 2014 Freightliner CNG Broom Bear Sweeper as surplus and authorize the Purchasing Officer to dispose of the vehicles via auction in accordance with Exeter Municipal Code Section 3.36.180.
December 10, 2024 Regular Meeting of the Exeter City Council
Meeting Date: December 10, 2024
Wording for Agenda: Award and authorize the City Administrator to execute a contract with Bill Nelson General Engineering Construction, Inc. of Fresno, CA, in the amount of $154,998.00 for the emergency repair of a collapsed sewer main at Brickhouse Park and authorize a contingency amount of $15,499.80 (10.0%) for potential unforeseen conditions.
Department Recommendation:
Staff recommends council authorize the City Administrator to execute a contract with Bill Nelson General Engineering Construction, Inc. of Fresno, CA, in the amount of $154,998.00 for the emergency repair of a collapsed sewer main at Brickhouse Park and authorize a contingency amount of $15,499.80 (10.0%) for potential unforeseen conditions.
Summary:
City staff has discovered a collapsed 8” sewer main that runs through Brickhouse Park. This repair is complex with the presence of a gas line and large communication vault requiring equipment the City does not have.
All of the City’s pre-qualified contractors were contacted, provided the scope of work, and given an opportunity to bid on this project. One response was received from the following pre-qualified contractor:
Bill Nelson General Engineering Construction, Inc. $154,998.00 Bill Nelson General Engineering Construction, Inc bid proposal for this project has been reviewed by staff and has been determined to be complete and responsive. Accordingly, staff is recommending that Council award this maintenance project and authorize the City Administrator to execute a contract with Bill Nelson General Engineering Construction, Inc. to perform the work.
City of Exeter
Agenda Item Transmittal
For action by:
☒City Council
Regular Session:
☒Consent Calendar
☐Regular Item
☐Public Hearing
Review:
City Administrator
(Initials Required)
______
Agenda Item Number: G.7.
Submitting Department: Public Works
Contact Name: Daniel Espinola, Operations Manager
Phone Number: (559)592-3318
Email: [email protected]
F.Q. OBO A.E.
December 10, 2024 Regular Meeting of the Exeter City Council
Background:
A Notice to Contractors and Request for Qualifications (RFQ 23-001) for repair and rehabilitation work on the City’s water distribution and sanitary and storm sewer collection systems was advertised on June 23, 2023. The purpose of this advertisement was to solicit responses from contractors to be evaluated and pre-qualified for future work on the City’s water distribution and sanitary and storm sewer collection systems. This qualification process was intended to streamline and shorten the time to get a contractor started on repair or rehabilitation work as needed since a fully advertised qualification process has already been conducted. With a list of qualified contractors established, those contractors would simply be contacted and provided with scopes of work as specific repairs and rehabilitation needs arise. Each qualified contractor would have the opportunity to submit a bid for each specific scope of work. The low bidder for each specific scope of work would then be awarded the contract for that specific work, subject to approval per the City purchasing policy.
In response to the RFQ, the City received qualifications from the following contractors:
Contractor Location
RT Nelson Company, Inc. Visalia, CA
Lyles Utility Const., LLC Visalia, CA
West Valley Const. Fresno, CA
At the City Council meeting of August 08, 2023, the Council accepted the aforementioned list of pre-qualified contractors and authorized the City Administrator to execute initial agreements with each contractor. As indicated in the staff report submitted for that meeting, the annual cost was around $100K to $200K per year but varies based on the needs.
Fiscal Impact:
The CIP schedule in the FY 24/25 budget, which was previously approved by the Council, has available funds for this project in the sewer fund account.
Prior Council/Board Actions:
List of qualified contractors accepted on August 08, 2023.
Environmental Clearance:
Not applicable to this project
Attachments:
• Proposal from Bill Nelson Engineering Construction, Inc. • Project Map
Recommended motion to be made by Council/Board: Award and authorize the City Administrator to execute a contract with Bill Nelson General Engineering Construction, Inc. of Fresno, CA, in the amount of $154,998.00 for the emergency repair of a collapsed sewer main at Brickhouse Park and authorize a contingency amount of $15,499.80 (10.0%) for potential unforeseen conditions.
December 10, 2024 Regular Meeting of the Exeter City Council
ITEM
NO. DESCRIPTION QTY UNIT UNIT COST TOTAL COST
1 Mob, Demob, Bonds, & Permits 1 LS $15,799.00 $15,799.00 2 Pothole Ex Utilities 1 LS $5,490.00 $5,490.00
3 Traffic Control 1 LS $15,860.00 $15,860.00
4 Install 6" SDR26 455 LF $81.00 $36,855.00
5 Install 48" SSMH to Grade 3 EA $10,536.00 $31,608.00
6 Abandon Ex SSMH 1 LS $5,466.00 $5,466.00
7 HMA Trench Resurfacing 1 LS $43,920.00 $43,920.00
$154,998.00
*
**
***
****
Trench Resurfacing figured to be 7" HMA on 95% CNS.
Excess Spoils to Legally Disposed of Off Site.
Bill Nelson General Engineering Construction, Inc.
Office: PH (559) 439-1756 FAX (559) 439-1726
1099 E. Champlain Dr.
Fresno, CA 93720
Suite A, PMB 269
Traffic Control Includes Road Closure on Visalia Rd at SS POC, Closure of N Filbert Rd, from Visalia Rd to W Palm St., and Closure of W Palm St from N 'G' St to N Filbert Rd.
Ex SS to be Abandoned in Place, & Concrete Capped at Each End. [email protected]
BID PROPOSAL
11/21/2024
City of Exeter Brickhouse Park Sewer Project
TOTAL:
December 10, 2024 Regular Meeting of the Exeter City Council
PAGE 1 OF 1
December 10, 2024 Regular Meeting of the Exeter City Council
© 2024 Microsoft Corporation © 2024 Maxar ©CNES (2024) Distribution Airbus DS N Ó
December 10, 2024 Regular Meeting of the Exeter City Council
Meeting Date: December 10, 2024
Wording for Agenda: Authorize the City Administrator to execute an agreement with Mobile Modular Management Corporation for the lease of a 12 X 40 Mobile office building in the amount of $13,898.75 for temporary use by Police Department staff during remodel.
Department Recommendation:
Staff recommends that the City Council authorize the City Administrator to execute an agreement with Mobile Modular Management Corporation for the lease of a 12 X 40 Mobile office building in the amount of $13,898.75 for temporary use by Police Department staff during remodel.
Summary/Background:
During the Police Department building remodel, staff will require temporary office space in the area of 100 North C Street to allow for conducting police business with the public.
Staff reached out to Mobile Modular Management Corporation from Livermore, CA as they are a sole source provider for temporary offices buildings that meet project requirements. The vendor requirement of a 6-month minimum lease fits the timeline of the estimated project completion.
Fiscal Impact:
The cost will include Delivery $3,023.00, Pick up $3,398.00 and a monthly charge of $1,246.25 per month X 6 = $7,477.50 for a total of $13,898.75 which will be paid from Measure P funds budgeted for this project (acct 141.404.080.001).
Prior Council/Board Actions:
None.
Attachments:
• Lease Quote and Agreement from Mobile Modular Management Corporation City of Exeter
Agenda Item Transmittal
For action by:
☒City Council
Regular Session:
☒Consent Calendar
☐Regular Item
☐Public Hearing
Review:
City Administrator
(Initials Required)
______
Agenda Item Number: G.8.
Submitting Department: Public Works
Contact Name: Daniel M Espinola, Operations Manager
Phone Number: (559) 592-3318
Email: [email protected]
Recommended motion to be made by Council/Board: I move to authorize the City Administrator to execute an agreement with Mobile Modular Management Corporation for the lease of a 12 X 40 Mobile office building in the amount of $13,898.75 for temporary use by Police Department staff during remodel.
F.Q. OBO A.E.
December 10, 2024 Regular Meeting of the Exeter City Council
Quote # Q-483439 Page 1 of 11
11/20/2024 1:59:45 PM
Mobile Modular Management Corporation
5700 Las Positas Rd
Livermore, CA 94551
925-606-9000
www.mgrc.com
Lease Quotation and Agreement
Quote # Q-483439
Date of Quote 11/20/2024
Quote Expiration Date: 12/20/2024
Lease Term: 6 Months
Lessee PO#:
Lessee Name and Billing Address Site Information Lessor Name City of Exeter (“Lessee”)
100 North C Street
Exeter, CA 93221
Dan Espinola
Phone: 15595923710
[email protected]
Dan Espinola
100 North C Street
Exeter, CA 93221
Cell: 15595923710
[email protected]
Mobile Modular Management Corporation
a Division of McGrath RentCorp ("Lessor")
Questions?
Contact: Merici Trujillo
Direct Phone: 1 (925) 453-3125
[email protected]
Equipment and Accessories Qty Monthly Rent Extended Rent Taxable Office, 12x40 HCD (Item1256) (1 Office.Size
excludes 3' towbar.) 1 $908.00 $908.00 Y
Steps, Standard 2 $71.00 $142.00 Y
Filter Replacement Program 1 $27.00 $27.00 Y
Damage Waiver 1 $75.00 $75.00 N
Equipment and Accessories Monthly Subtotal: $1,152.00
Charges Upon Delivery Qty Charge Each Total One Time Taxable Office, 12x40 HCD (Item1256) (1 Office.Size
excludes 3' towbar.)
Delivery 1 $928.00 $928.00 N
Delivery Pilot 1 $526.00 $526.00 N
Delivery Permit 1 $144.00 $144.00 N
Block and Level Building 1 $1,350.00 $1,350.00 N
Essential Material Handling Fee 1 $75.00 $75.00 N
Modifications $0.00
Charges Upon Delivery Subtotal: $3,023.00
Charges Upon Return Qty Charge Each Total One Time Taxable Office, 12x40 HCD (Item1256) (1 Office.Size
excludes 3' towbar.)
Return 1 $928.00 $928.00 N
Return Pilot 1 $526.00 $526.00 N
Return Permit 1 $144.00 $144.00 N
Prepare Equipment For Removal 1 $1,350.00 $1,350.00 N
Cleaning Fee 1 $450.00 $450.00 N
Estimated Charges Upon Return Subtotal: $3,398.00
December 10, 2024 Regular Meeting of the Exeter City Council
Quote # Q-483439 Page 2 of 11
11/20/2024 1:59:45 PM
Mobile Modular Management Corporation
5700 Las Positas Rd
Livermore, CA 94551
925-606-9000
www.mgrc.com
Lease Quotation and Agreement
Quote # Q-483439
Date of Quote 11/20/2024
Quote Expiration Date: 12/20/2024
Lease Term: 6 Months
Lessee PO#:
Total Estimated Charges
Subtotal of Monthly Rent $1,152.00
Personal Property Expense $0.00
Taxes on Monthly Charges $94.25
Total Charges per Month (including tax) $1,246.25
Charges Upon Delivery (including tax) $3,023.00
Estimated Charges Upon Return (including tax)* $3,398.00 Estimated Initial Invoice* $4,269.25
*Charges upon return will be charged at Lessor’s then-current rates for lease terms greater than 12 months.
December 10, 2024 Regular Meeting of the Exeter City Council
Quote # Q-483439 Page 3 of 11
11/20/2024 1:59:45 PM
Mobile Modular Management Corporation
5700 Las Positas Rd
Livermore, CA 94551
925-606-9000
www.mgrc.com
Lease Quotation and Agreement
Quote # Q-483439
Date of Quote 11/20/2024
Quote Expiration Date: 12/20/2024
Lease Term: 6 Months
Lessee PO#:
Special Notes
Pilot Cars & Haul Permits: Pricing does not include transportation pilot cars & haul permits. Occasionally additional charges occur due to city re-routing or city/county requirements. If such requirements are applicable, Customer will be notified prior to delivery.
Site Installation Requirements: Prior to delivery, Customer shall mark the four corners where the building is to be placed on the site/pad location, and shall also mark the locations of door(s) and ramp(s). Should special handling be required to position, install, or remove the modular building on Customer's site due to site conditions/constraints and/or obstructions, Customer will be responsible for additional charges. Additional rolling charges may be applicable as site conditions necessitate.
HVAC Filter Replacement Program: Customer has selected the HVAC Filter Replacement Program. This service is incidental to the Lease of the Equipment and not included with any limited warranties. The additional charge for this service is included in the monthly rental rate reflected above. For this additional monthly charge, MMMC will mail three (3) HVAC filters on a quarterly basis. Customer shall be solely responsible for installation of the filters each month.
Customer shall be responsible for charges that may result if Customer fails to properly replace HVAC filters Javieon a monthly basis.
Stairs: Mobile Modular will provide standard 30" fixed height, one-piece metal stairs. Securing stairs to the modular, adjusting stairs to the threshold of the doorway, adjusting the treads, landing or handrails to meet local, state or federal requirements are the sole responsibility of the Customer.
Used building rental: Quotation is for a used or refurbished modular building. There may be variations in wall paneling, flooring, or other exterior and interior finishes. Dimensions are nominal unless otherwise stated.
General: Customer's site must be dry, compacted, level and accessible by normal truck delivery. Pricing does not include any clearing or grading of sites, obstruction removal, site or final building clean up , any asphalt transitions, dolly, crane, forklift, electrical or plumbing connections, window coverings, furniture, casework, appliances, doorstops, phone or data lines, gutters, downspouts or tie-in, temporary power, temporary fencing, traffic control, flagmen, soil and/or pull test, custom engineering, fees associated with inspections, city or county submittals and/or use permits, security screens, door bars and any item not specifically listed as being included.
Block/Level: Price assumes building is installed using Mobile Modular standard foundation. Mobile Modular assumes installation on the minimum foundation design criteria/tolerances. For DSA buildings, it is assumed building will be installed on the minimum amount of foundation lumber per the applicable DSA approved stockpile drawings and site will not exceed 4-1/2" out of level. Additional material and labor charges apply for installing buildings above minimum foundation design criteria, raising buildings to meet specific finish floor elevations, raising building level to adjacent buildings, landings, walkways, transitions, etc.
Flooring (VCT): This building ships standard with used VCT in good condition. VCT may have some discoloration or wear). New VCT is available for an additional charge.
Yes - Prevailing Wage: Pricing includes prevailing wage and certified payroll for installation work performed on site.
Additional Information
December 10, 2024 Regular Meeting of the Exeter City Council
Quote # Q-483439 Page 4 of 11
11/20/2024 1:59:45 PM
Mobile Modular Management Corporation
5700 Las Positas Rd
Livermore, CA 94551
925-606-9000
www.mgrc.com
Lease Quotation and Agreement
Quote # Q-483439
Date of Quote 11/20/2024
Quote Expiration Date: 12/20/2024
Lease Term: 6 Months
Lessee PO#:
Quote is valid for 30 days.
Lessee's site must be dry, compacted, level and accessible by normal truck delivery. Costs to dolly, crane, forklift, etc. will be paid by Lessee. Unless noted, prices do not include permits, ramp removal, stairs, foundation systems, foundation system removal, temporary power, skirting, skirting removal, engineering, taxes or utility hookups. Subject to equipment availability. Unless noted, equipment and related furnishings, finishes, accessories and appliances provided are previously leased and materials, dimensions, and specifications vary. Detailed specifications may be available upon request. For lease transactions, Lessor reserves the right to substitute equal or better equipment prior to delivery without notice. This transaction is subject to prior credit approval. Security deposit and payment in advance may be required. Sales Tax will be calculated based on the tax rate at the time of invoicing. Unless otherwise noted, prices do not include prevailing wages, Davis-Bacon wages, or other special or certified wages.
Estimated Equipment Value
The Estimated Equipment Value is listed below. Lessee is solely responsible for complying with all insurance requirements set forth in the Lease Terms and Conditions attached hereto.
Equipment Description Qty Estimated Equipment Value (each) Office, 12x40 HCD (Item1256) 1 $63,000.00
December 10, 2024 Regular Meeting of the Exeter City Council
Quote # Q-483439 Page 5 of 11
11/20/2024 1:59:45 PM
Mobile Modular Management Corporation
5700 Las Positas Rd
Livermore, CA 94551
925-606-9000
www.mgrc.com
Lease Quotation and Agreement
Quote # Q-483439
Date of Quote 11/20/2024
Quote Expiration Date: 12/20/2024
Lease Term: 6 Months
Lessee PO#:
This Lease Quotation and Agreement is entered into by and between Lessor and Lessee effective as of the date signed by Lessee. This Lease Quotation and Agreement includes the terms and conditions set forth in the following two documents (collectively, the “Agreement”), each of which is incorporated herein by this reference:
1. Lease Terms and Conditions attached hereto; and
2. Supplemental Lease Terms and Conditions located at (https://www.mobilemodular.com/contractterms), as the same may be updated from time to time in the sole and absolute discretion of Lessor.
IN THE EVENT THE LESSOR AND LESSEE HAVE ENTERED INTO A MASTER LEASE AGREEMENT, THE TERMS OF
SUCH MASTER LEASE AGREEMENT ARE INCORPORATED HEREIN BY THIS REFERENCE, ARE DEEMED A PART OF THIS AGREEMENT, AND TAKE PRECEDENCE OVER ANY CONFLICTING TERMS IN THIS AGREEMENT.
By signing below, Lessee: (1) acknowledges and agrees that it has received, read and understands the terms of this Agreement and agrees to be bound by the terms of this Agreement, including prices and specifications, and (2) instructs Lessor to make appropriate arrangements for the preparation and delivery of the Equipment identified herein. This Agreement may be executed in one or more counterparts (including through the use of electronic signatures), each of which shall be deemed an original and all of which shall constitute one and the same Agreement. Upon execution of this Agreement, Lessor shall generate a Lease Agreement Number, which shall be referenced on all Lessor invoices.
No document provided by Lessee, including, without limitation, Lessee’s purchase orders, work orders, bills of lading, or forms for receipt or acknowledgment or authorization (“Lessee Forms”), nor the terms and conditions associated with such Lessee Forms, shall amend, modify, supplement, waive, or release any term or condition of this Agreement (or the Master Lease Agreement, as applicable) even if such Lessee Forms are signed by an agent or representative of Lessor. The terms and conditions of this Agreement (or the Master Lease Agreement, as applicable) shall prevail over any Lessee Forms, and any inconsistent or additional terms and conditions in Lessee Forms shall be deemed void ab initio and of no force or effect.
The individuals signing this Agreement affirm that they are duly authorized to execute this Agreement by and on behalf of the parties hereto.
LESSOR: LESSEE:
Mobile Modular Management Corporation
a Division of McGrath RentCorp
City of Exeter
Signature: /InternalSigner/ Signature: /CustomerSigner/ Name:
/InternalSignerName/
Name:
/CustomerSignerName/
Title:
/InternalSignerTitle/
Title:
/CustomerSignerTitle/
Date:
/InternalDateSigned/
Date:
/CustomerDateSigned/
December 10, 2024 Regular Meeting of the Exeter City Council
Quote # Q-483439 Page 6 of 11
11/20/2024 1:59:45 PM
Mobile Modular Management Corporation
5700 Las Positas Rd
Livermore, CA 94551
925-606-9000
www.mgrc.com
Lease Quotation and Agreement
Quote # Q-483439
Date of Quote 11/20/2024
Quote Expiration Date: 12/20/2024
Lease Term: 6 Months
Lessee PO#:
LEASE TERMS AND CONDITIONS
1. LEASE. Lessor agrees to lease to Lessee, and Lessee agrees to lease from Lessor, the Equipment (as defined below). The lease of any Equipment is governed by the terms of this Agreement. The Equipment is and shall remain the personal property of Seller.
2. TERMS. All capitalized terms used and not otherwise defined herein, will have the meanings set forth in this Agreement. As used in this Agreement, the following definitions shall apply: “Accessories” shall mean any additions, attachments, or accessories to the modular buildings, or ancillary services, provided by Lessor to Lessee and identified in this Agreement; “Equipment” shall mean the modular buildings, Accessories, and/or Services identified in this Agreement, together with any replacements, repairs, additions, attachments or accessories hereafter rented to Lessee under this Agreement.
3. PAYMENTS AND PRICE ADJUSTMENTS. Lessee agrees to pay to Lessor each payment specified herein on a net invoice basis.
Payment terms are net due upon receipt unless otherwise agreed upon in writing. All payments due from Lessee pursuant to this Agreement shall be made by Lessee without any abatement or setoff of any kind whatsoever arising from any cause whatsoever. Prices will be increased by Lessor for unknown circumstances or conditions, including, but not limited to, driver waiting time, special transport permits, difficult site conditions and/or increases in fuel prices.
4. LEASE TERM; EARLY TERMINATION. The Lease Term and Monthly Rent, each of which are specified in this Agreement, shall commence on the date the Equipment is delivered to the Site (the "Start Rent Date”), unless a different date is mutually agreed upon in writing, and shall continue thereafter for the number of months specified in this Agreement as the Lease Term. Lessee agrees to pay the Total Charges per Month specified in this Agreement (as may be adjusted pursuant to Section 5 below) for each month during the Lease Term and any extensions thereof. A month is defined as thirty (30) calendar days; rent will be billed monthly unless otherwise specified in this Agreement (but rent shall be due and owing even in the absence of actual receipt by Lessee of an invoice or bill). In the event that Lessee terminates this Agreement prior to the expiration of the Lease Term, Lessor shall be entitled to charge an early termination fee, even if such termination occurs prior to delivery of the Equipment. Such fee shall be determined by Lessor, in its sole discretion, following the receipt of the termination request.
Such early termination fee may include, but shall not be limited to, charges related to the preparation of the Equipment for delivery and/or the rental value of this Agreement. In no event shall any such early termination fee exceed the total value of this Agreement. Lessor shall not be liable to Lessee for any failure or delay in obtaining, delivering or setting up the Equipment. If Lessee delays delivery of the Equipment for any reason for thirty (30) days or longer from the original delivery date mutually agreed upon between both parties, Lessor may, in Lessor’s sole discretion, charge Lessee a monthly storage fee equal to the Monthly Rent starting on the original delivery date, and/or terminate this Agreement, subject to the early termination provisions set forth above.
5. EXTENSION OF LEASE TERM. Upon expiration of the initial Lease Term set forth in this Agreement, the lease of the Equipment shall automatically be extended on a month-to-month basis until the Equipment is returned to Lessor. This Agreement does not expire and the terms and conditions hereof shall remain in full force and effect for any extension of the Lease Term, unless otherwise agreed upon by Lessor and Lessee in writing. Lessor may periodically revise the Total Charges per Month from those reflected in this Agreement if the lease of the Equipment is extended beyond the initial Lease Term. If the lease of the Equipment is extended beyond the initial Lease Term, Lessor may revise the charges for the Charges Upon Return from those specified in this Agreement to reflect Lessor’s then-current market rates for such services.
6. PREPARATION FOR REMOVAL OF THE EQUIPMENT. Prior to the scheduled removal of the Equipment, Lessee shall, at a minimum:
(a) provide clear access to the Equipment for Lessor to dismantle and remove the Equipment from the Site by industry-standard trucking methods; (b) disconnect all utilities; (c) remove all personal property of Lessee’s from the Equipment; and (d) in the case of Equipment that includes plumbing, flush the plumbing lines clean and ensure that no foreign matter remains in any fixtures. Plumbing must be properly disconnected by Lessee at its sole cost and expense. Lessee will be responsible for costs of repair required by improper plumbing disconnection to the extent that the Equipment is damaged. Any components, parts or accessories supplied by Lessor must be returned with the Equipment. In the event that Lessee fails to meet the requirements herein, additional charges may be incurred by Lessee for additional labor, waiting time, or dry-runs in the event that Lessor is unable to return the Equipment as scheduled.
7. RETURN OF EQUIPMENT. Lessee must provide a minimum of thirty (30) days prior, written notice to Lessor when requesting to return the Equipment. Lessee is responsible for complying with the requirements set forth in the “Preparation for Removal of the Equipment” section of these Lease Terms and Conditions. Unless otherwise agreed upon by Lessor in writing, Lessee shall continue to be responsible for payment of the Total Charges per Month set forth in this Agreement (as may be adjusted pursuant to Section 5 hereto) until return of the Equipment to Lessor is completed. The Total Charges per Month will be prorated in one-half (1/2) month increments only. If the Equipment is returned within the first fifteen (15) days of the billing period, Lessee shall be responsible for paying half of the Total Charges per Month; if Equipment is returned between the sixteenth (16th) and thirtieth (30th) days of the billing period, Lessee shall be responsible for paying the entire amount of the Total Charges per Month. The charges reflected in this Agreement for Charges Upon Return will be adjusted for any Lease Term longer than twelve (12) months or if the Lease is extended beyond the initial Lease Term, pursuant to Section 5.
8. WARRANTIES; DISCLAIMER. Lessor warrants to Lessee that the Equipment, when delivered and set up and under normal use and regular service and maintenance by Lessee, shall be free from major defects in materials and workmanship that prevent any normal use and operation. Accessories supplied by Lessor pursuant to this Agreement but not owned by Lessor shall not be subject to the foregoing warranty, but shall carry the applicable warranty of the Accessory owner, which Lessor hereby assigns to Lessee to the extent transferable.
Lessor’s liability under this warranty shall be limited to the replacement or repair of the defective Equipment (during Lessor’s normal working hours), at Lessor’s option; provided, however, that Lessee shall provide written notice of any failure or defect to Lessor within four (4) days after discovery, and within the applicable warranty period, and failure to provide such notice in a timely manner may result in a limitation of this warranty at Lessor’s sole option. If Lessee does not grant clear, unobstructed access for any such repairs between 8:00 a.m. and 5:00 p.m., Monday through Friday, Lessee shall bear the cost of repair rates for labor at the applicable overtime rates. This warranty does not December 10, 2024 Regular Meeting of the Exeter City Council
Quote # Q-483439 Page 7 of 11
11/20/2024 1:59:45 PM
Mobile Modular Management Corporation
5700 Las Positas Rd
Livermore, CA 94551
925-606-9000
www.mgrc.com
Lease Quotation and Agreement
Quote # Q-483439
Date of Quote 11/20/2024
Quote Expiration Date: 12/20/2024
Lease Term: 6 Months
Lessee PO#:
extend to any Equipment subjected to improper application, damaged by accident or abuse, or repaired or altered outside of Lessor’s facilities without prior written authorization from Lessor. THE EXPRESS WARRANTIES CONTAINED IN THIS AGREEMENT ARE LESSOR’S SOLE AND EXCLUSIVE WARRANTIES WITH RESPECT TO THE EQUIPMENT AND SERVICES, AND ARE IN LIEU
OF AND EXCLUDE ALL OTHER WARRANTIES, GUARANTEES, PROMISES, AFFIRMATION OR REPRESENTATIONS OF
ANY KIND, EXPRESSED OR IMPLIED, WHICH MAY BE DEEMED APPLICABLE TO THE EQUIPMENT OR SERVICES,
INCLUDING WITHOUT LIMITATION, THE CONDITION OF THE EQUIPMENT, ITS MERCHANTABILITY OR ITS FITNESS
FOR ANY PARTICULAR PURPOSE, ANY WARRANTY AGAINST INFRINGEMENT OR AS TO TITLE, WARRANTIES ARISING FROM COURSE OF DEALING OR USAGE OR TRADE OR ANY OTHER MATTER. EXCEPT AS EXPRESSLY SET FORTH IN THIS SECTION, ALL EQUIPMENT AND SERVICES ARE BEING PROVIDED “AS IS”, “WHERE IS, WITH ALL FAULTS”. LESSOR
SPECIFICALLY DISCLAIMS ANY WARRANTY, GUARANTY OR REPRESENTATION, ORAL OR WRITTEN, PAST OR PRESENT, THERETO. LESSEE HAS SELECTED ALL EQUIPMENT FOR LESSEE’S INTENDED USE AND RECOGNIZES THAT LESSOR IS NOT A DESIGNER OR MANUFACTURER OF ANY EQUIPMENT.
9. TAXES. Lessee agrees to be responsible for all charges, fees and taxes (local, state and federal) levied or assessed upon Lessee or Lessor relating to the ownership, leasing, rental, sale, possession, use or operation of the Equipment (including, without limitation, sales, use and personal property taxes); provided, however, that the foregoing obligation shall not apply to any local, state or federal income tax assessed against the Lessor as a result of this Agreement which shall continue to be the obligation of Lessor. Lessee shall pay all such taxes for which it is responsible to the appropriate taxing authorities or, if directed or invoiced by Lessor, pay such amounts to Lessor for remittance by Lessor to the appropriate taxing authorities.
10. LOSS OR DAMAGE. Upon delivery and until the Equipment is removed from the Site by Lessor or its authorized agent, Lessee assumes all risk of loss or damage to the Equipment. Should any Equipment damaged be capable of repair, the Equipment shall be repaired and restored to its condition existing prior to such damage, at Lessee’s sole cost and expense. In the event any of the Equipment is damaged beyond repair or is lost, stolen or wholly destroyed, this Agreement shall cease and terminate as to such Equipment as of the date of the event, accident or occurrence causing such loss or destruction, and Lessee shall pay Lessor within forty-five (45) days thereafter, an amount equal to the full replacement value of the Equipment, which payment obligation shall survive the termination of this Agreement.
11. INSURANCE. Lessee shall procure and maintain, at its sole expense (including all premiums, deductibles and self-insured retentions), (i) property insurance covering the loss, theft, destruction, or damage to the Equipment in an amount not less than the full replacement value thereof (and with a deductible no higher than $25,000), naming Lessor as loss payee of the proceeds, and (ii) commercial general liability insurance (minimum of $1,000,000 per occurrence and $2,000,000 in the aggregate) (and with a deductible no higher than $25,000), naming Lessor and its designees as additional named insureds. Lessee's insurance shall be primary and non-contributory to any insurance maintained by Lessor or any other additional insureds or additional named insureds. The liability insurance policy shall contain coverage for all contractual indemnity obligations of Lessee set forth in this Agreement, cross-liability and waiver of subrogation provisions in favor of Lessor and any other additional insureds. All evidence of all required insurance shall be in a form reasonably acceptable to Lessor and with a company having an A.M. Best rating of A- (VII) or better, and shall not be subject to cancellation without thirty (30) days’ prior written notice to Lessor. Lessee shall provide to Lessor insurance certificates and endorsements (including without limitation, additional insured and loss payee endorsements) evidencing compliance with the insurance requirements of this Agreement (including without limitation, the deductible amounts and waiver of subrogation) prior to delivery of the Equipment and shall maintain all required insurance coverage until the Equipment is returned to Lessee. Lessor will not and does not provide insurance for any of Lessee’s personal property that may be in or on any Equipment.
12. INDEMNIFICATION AND LIMITATION OF LIABILITY.
(a) LESSEE ON BEHALF OF ITSELF, ITS SUCCESSORS, ASSIGNS, PARENTS, SUBSIDIARIES, VENDORS, SUBCONTRACTORS,
AND AFFILIATES, AND THEIR RESPECTIVE REPRESENTATIVES, DIRECTORS, OFFICERS, MANAGERS, VENDORS, MEMBERS, SHAREHOLDERS, PARTNERS, CONTRACTORS, EMPLOYEES, AGENTS, AND ASSIGNS (EACH, A “LESSEE PARTY,” AND COLLECTIVELY, THE “LESSEE PARTIES”) SHALL INDEMNIFY, DEFEND, RELEASE, AND HOLD HARMLESS
LESSOR, ITS SUCCESSORS, ASSIGNS, PARENTS, SUBSIDIARIES, VENDORS, CONTRACTORS, AND AFFILIATES, AND
THEIR RESPECTIVE REPRESENTATIVES, DIRECTORS, OFFICERS, MANAGERS, VENDORS, MEMBERS, SHAREHOLDERS, PARTNERS, CONTRACTORS, EMPLOYEES, AGENTS, AND ASSIGNS (EACH A "LESSOR INDEMNIFIED PARTY,” AND COLLECTIVELY, THE “LESSOR INDEMNIFIED PARTIES”) FROM AND AGAINST ANY AND ALL LOSSES, FEES, COSTS,
EXPENSES, CLAIMS, LIABILITIES, DAMAGES, PENALTIES, FINES, FORFEITURES, AND SUITS (INCLUDING COSTS OF DEFENSE, SETTLEMENT AND REASONABLE ATTORNEYS’ FEES, ENVIRONMENTAL CONSULTANTS AND EXPERT WITNESS FEES AT TRIAL AND ON APPEAL) (COLLECTIVELY, “LOSSES”) RELATING TO, ARISING OUT OF OR IN CONNECTION WITH: (1) ANY BREACH OR NON-FULFILLMENT OF ANY COVENANT, AGREEMENT, OR OBLIGATION TO BE
PERFORMED BY LESSEE PURSUANT TO THIS AGREEMENT, OR ANY INACCURACY IN OR BREACH OF ANY OF THE REPRESENTATIONS OF LESSEE SET FORTH IN THIS AGREEMENT; (2) THE OCCURRENCE OF ANY EVENT SET FORTH IN SECTION 13; (3) THE SELECTION, USE, POSSESSION, DELIVERY, RENTING, LEASING, SUBLEASING, OPERATION,
TRANSPORT, MAINTENANCE, CONDITION, REPAIR, REPLACEMENT, REPOSSESSION, RETURN OR STORAGE OF ANY EQUIPMENT OR ANY SERVICES; (4) ANY FAILURE BY ANY LESSEE PARTY TO COMPLY WITH ANY APPLICABLE LAW IN CONNECTION WITH ANY EQUIPMENT OR THE SERVICES OR THIS AGREEMENT; (5) ANY DEATH OR BODILY INJURY TO
ANY PERSON OR DESTRUCTION OR DAMAGE TO ANY PROPERTY TO WHICH THE ACTS OR OMISSIONS OF A LESSEE PARTY CONTRIBUTED; OR (6) ANY NEGLIGENT OR INTENTIONAL ACT OR OMISSION OF ANY LESSEE PARTY FOR ANY ACTION RELATED TO OR ANY USE OF ANY EQUIPMENT. THIS INDEMNITY SHALL APPLY EVEN IF SAID LOSSES ARE
OCCASIONED, BROUGHT ABOUT OR CAUSED BY THE CONCURRENT NEGLIGENCE OF ANY LESSOR INDEMNIFIED PARTY,
UNLESS A COURT OF COMPETENT JURISDICTION SHOULD DETERMINE THAT THE LOSSES WERE PROXIMATELY CAUSED BY THE SOLE NEGLIGENCE OR WILLFUL ACTS OR OMISSIONS OF A LESSOR INDEMNIFIED PARTY. IF THE FOREGOING December 10, 2024 Regular Meeting of the Exeter City Council
Quote # Q-483439 Page 8 of 11
11/20/2024 1:59:45 PM
Mobile Modular Management Corporation
5700 Las Positas Rd
Livermore, CA 94551
925-606-9000
www.mgrc.com
Lease Quotation and Agreement
Quote # Q-483439
Date of Quote 11/20/2024
Quote Expiration Date: 12/20/2024
Lease Term: 6 Months
Lessee PO#:
OBLIGATIONS ARE NOT ENFORCEABLE AGAINST LESSEE UNDER APPLICABLE LAW, LESSEE AGREES TO INDEMNIFY,
DEFEND, RELEASE AND HOLD HARMLESS LESSOR INDEMNIFIED PARTIES FROM AND AGAINST ANY AND ALL LOSSES
TO THE FULLEST EXTENT PERMITTED BY APPLICABLE LAW, INCLUDING, WITHOUT LIMITATION, TO THE EXTENT OF THE ACTS OR OMISSIONS OF THE LESSEE PARTIES’ NEGLIGENT OR WORSE CONDUCT. THIS INDEMNIFICATION SHALL SURVIVE THE EXPIRATION OR EARLIER TERMINATION OF THIS AGREEMENT. (b) TO THE FULLEST EXTENT NOT PROHIBITED BY LAW, LESSOR’S LIABILITY, IF ANY, SHALL BE LIMITED TO THE VALUE OF
RENTAL FEES AND ALL OTHER AMOUNTS PAID BY LESSEE AND RECEIVED BY LESSOR UNDER THIS AGREEMENT FOR
THE EQUIPMENT AND/OR SERVICES, AND LESSOR SHALL HAVE NO LIABILITY TO LESSEE OR ANY THIRD-PARTY FOR
ANY INDIRECT, SPECIAL, INCIDENTAL OR CONSEQUENTIAL DAMAGES WHETHER BASED ON CONTRACT, TORT (INCLUDING NEGLIGENCE), STRICT LIABILITY OR OTHERWISE.
13. EVENTS OF DEFAULT; REMEDIES. Each of the following shall constitute an "Event of Default": (1) failure by Lessee to make any payment within ten (10) days after its due date; (2) failure by Lessee to perform any other obligation under this Agreement, and the continuance of such default for ten (10) days after written notice thereof by Lessor to Lessee; (3) any material misrepresentation or false statement of fact by Lessee; (4) the loss, theft, damage, destruction or the attempted sale or encumbrance by Lessee of any of the Equipment; or (5) Lessee’s dissolution, termination of existence, discontinuance of business, insolvency, or the commencement of any bankruptcy proceedings by or against, Lessee. Lessee acknowledges that any Event of Default will substantially impair the lease value of the Equipment hereof. Upon the occurrence of any Event of Default, Lessor may, without notice, exercise one or more of the following remedies: (1) declare all unpaid payments under this Agreement to be immediately due and payable; (2) terminate this Agreement as to any or all items of the Equipment; (3) take possession of the Equipment wherever found, and for this purpose enter upon any premises of Lessee and remove the Equipment, without any liability to Lessee; (4) direct Lessee at its expense to promptly prepare the Equipment for pickup by Lessor; (5) proceed by appropriate action either in law or in equity to enforce performance by Lessee of the terms of this Agreement or to recover damages for the breach hereof, including attorneys’ fees and any other expenses paid or incurred by Lessor in connection with the repossession of the Equipment; (6) apply the security deposit specified in this Agreement (“Security Deposit”) to payment of Lessor’s costs, expenses and attorney fees in enforcing the terms of this Agreement and to indemnify Lessor against any damages sustained by Lessor; and/or (7) recover the replacement cost of any Equipment which Lessor is unable to repossess.. Lessor’s waiver of any Event of Default shall not constitute a waiver of any other Event of Default or of any term or condition of this Agreement. No right or remedy referred to herein is intended to be exclusive and each may be exercised concurrently or separately and from time to time. In the event of repossession, Lessee waives any bond posting requirement.
Lease Terms and Conditions, Rev. 07/01/2022
December 10, 2024 Regular Meeting of the Exeter City Council
Quote # Q-483439 Page 9 of 11
11/20/2024 1:59:45 PM
Mobile Modular Management Corporation
5700 Las Positas Rd
Livermore, CA 94551
925-606-9000
www.mgrc.com
Lease Quotation and Agreement
Quote # Q-483439
Date of Quote 11/20/2024
Quote Expiration Date: 12/20/2024
Lease Term: 6 Months
Lessee PO#:
DAMAGE AND DESTRUCTION WAIVER
This Damage and Destruction Waiver is an agreement between City of Exeter (“Lessee”) and Mobile Modular Management Corporation, a division of McGrath RentCorp (“Lessor”), dated as of 11/20/2024 (the “Waiver”). This Waiver is hereby incorporated into and made a part of Lease Quotation and Agreement number Q-483439 (the “Lease Agreement”).
Lessee and Lessor agree as follows:
Section 1. Defined Terms.
All terms that are capitalized in this Waiver shall have the meanings ascribed to such terms in the Lease Agreement unless otherwise defined in this Waiver.
Section 2. Modification to Lease Terms and Conditions (Attachment A).
This Waiver relates to and modifies certain provisions of the Lease Terms and Conditions (the “Lease Agreement”) under which Lessee is leasing certain modular building(s) from Lessor (the “Equipment”).
Section 3. Waiver.
(a) For and in consideration of the payment of a fee described in Section 4 (the “Waiver Fee”), and subject to payment of any applicable deductible as required in Section 5, and the limitations on coverage in Section 6, (i) Lessee is relieved of any obligation or liability for any loss or damage to the Equipment as required by Section 7 of the Lease Agreement, in the event of loss or damage to the Equipment by any of the causes in Section 3(b) and (ii) Lessee is relieved from the duty to maintain certain insurance insuri ng for loss, damage or destruction of the Equipment (“Property Insurance”) as required by Section 8 of the Lease Agreement. (b) Subject to the provisions of Section 3(a), this Waiver relieves Lessee of any obligation or liability for loss or damage to the Equipment in the event the Equipment is damaged by any of the following causes:
i. Fire and smoke damage
ii. Lightning
iii. Windstorm/Tornado
iv. Flood
v. Hail
vi. Earthquake
vii. Explosions
viii. Collision with a vehicle
Section 4. Waiver Fee.
(a) The Waiver Fee specified in the Lease Agreement shall be payable monthly during each month of the Lease Term and any extensions thereof.
(b) This Waiver is effective upon payment of the Waiver Fee. (c) The failure to make payment of the Waiver Fee each month shall cause this Waiver to be terminated immediately as of the date that such Waiver Fee was payable without further action or notice by Lessor (“Waiver Termination”). (d) In the event of a Waiver Termination, the obligations of the Lessee pursuant to Sections 10 and 11 of the Lease Agreement shall be immediately reinstated and applicable. Within five (5) days of such reinstatement of Section 11, Lessee shall provide proof of Property Insurance in which Lessee is named as an additional insured.
Section 5. Deductible.
Lessee shall pay a deductible on any damage to the Equipment per occurrence (“Deductible”). The applicable deductible amount shall be as set forth in the table below, based on the Estimated Insurance Value of the Equipment specified in the Lease Agreement. Provided that the cause of the damage to the Equipment results from a cause listed in Section 3(b) of the Waiver, Lessee shall not be liable for damage to the Equipment beyond the Deductible.
Estimated Insurance Value Deductible
Less than $50,000.00 $2,500.00
Between $50,001.00 and $100,000.00 $5,000.00
Between $100,001.00 and $250,000.00 $10,000.00
December 10, 2024 Regular Meeting of the Exeter City Council
Quote # Q-483439 Page 10 of 11
11/20/2024 1:59:45 PM
Mobile Modular Management Corporation
5700 Las Positas Rd
Livermore, CA 94551
925-606-9000
www.mgrc.com
Lease Quotation and Agreement
Quote # Q-483439
Date of Quote 11/20/2024
Quote Expiration Date: 12/20/2024
Lease Term: 6 Months
Lessee PO#:
Above $250,000.00 $50,000.00
0 Section 6. Limitations on Waiver.
Notwithstanding the waiver for losses and damages enumerated in Section 3 of this Waiver, Lessee shall be liable for loss or damage to the Equipment as follows:
(a) damage caused by the gross negligence or intentional acts of Lessee or its agents and employees; (b) damage to Equipment that is located within 15 miles of an ocean, gulf or bay, due to windstorms and floods, including but not limited to hurricanes;
(c) damage to Equipment caused by a windstorm, not including a tornado, resulting from Lessee failing to secure or tie down the Equipment as recommended by Lessor;
(d) damage to contents of the Equipment or any real or personal property attached to or adjacent to the Equipment; (e) theft or disappearance of the Equipment;
(f) damages to the Equipment from Lessee’s failure to limit or mitigate the continuation of damage to the Equipment; (g) liability for death or injury to any person;
(h) damages for Lessee’s unauthorized improvements or modifications or additions to the Equipment; (i) damages from graffiti, or other paint contamination or paint damage by any means; (j) damage to the Equipment caused by any condition or event not enumerated in Section 3(b) of this Waiver Section 7. Liability Insurance.
This Waiver does not affect the obligation of Lessee to maintain General Liability insurance as specified in Section 8 of the Lease Agreement for any liability arising out of or relating to Lessee’s Lease of the Equipment.
Section 8. Nature of Waiver.
This Waiver is not insurance. It is a contractual agreement that relieves Lessee from certain duties and liabilities upon the payment of the Waiver Fee. The Waiver does not extend to or relate to any damage or loss of property in, on or about the Equipment. The Waiver does not extend to any loss or damage to the Equipment caused by the intentional acts of Lessee. Lessee shall be responsible for and will pay to Lessor amounts equal to the loss or damage caused to or sustained by the Equipment as a result of the intentional acts of Lessee. The Waiver does not relieve or affect any liability that Lessee may have as a result of the use of the Equipment.
Section 9. Other Terms and Conditions of the Lease Agreement.
Except for the waiver of the provisions of Section 7 and Section 8 of the Lease Agreement, all other terms and conditions of the Lease Agreement remain in full force and effect and shall not be modified by this Waiver.
Section 10. Notice of Loss, Damage or Destruction of Equipment.
Lessee will promptly advise Lessor in writing of any loss, damage, or destruction of the Equipment. Such notice of loss must be made within one (1) business day of the day on which Lessee knows of or has reason to believe that the Equipment is the subject of any loss, damage or destruction.
Section 11. Termination of the Waiver.
Lessee and Lessor may each terminate this Waiver upon thirty (30) days prior written notice. The Waiver may also be terminated by Lessor upon the default of Lessee to pay the required Waiver Payment as provided by Section 2(b) and 2(c) of this Waiver.
Section 12. Counterparts.
This Waiver may be executed in two (2) or more counterparts, each of which shall be deemed an original, but all of which together shall constitute one and the same instrument. Counterparts may be delivered via facsimile, electronic mail (including pdf or with any electronic signature complying with the U.S. federal ESIGN Act of 2000, (e.g. execution of this Waiver may be through an e-sign service www.docusign.com) or other transmission method and any counterpart so delivered shall be deemed to have been duly and validly delivered and be valid and effective for all purposes.
December 10, 2024 Regular Meeting of the Exeter City Council
Quote # Q-483439 Page 11 of 11
11/20/2024 1:59:45 PM
Mobile Modular Management Corporation
5700 Las Positas Rd
Livermore, CA 94551
925-606-9000
www.mgrc.com
Lease Quotation and Agreement
Quote # Q-483439
Date of Quote 11/20/2024
Quote Expiration Date: 12/20/2024
Lease Term: 6 Months
Lessee PO#:
This Waiver is executed as of the day and year first above written.
LESSOR: LESSEE:
Mobile Modular Management Corporation
a Division of McGrath RentCorp
City of Exeter
Signature:
/InternalSigner/
Signature:
/CustomerSigner/
Name:
/InternalSignerName/
Name:
/CustomerSignerName/
Title:
/InternalSignerTitle/
Title:
/CustomerSignerTitle/
Date:
/InternalDateSigned/
Date:
/CustomerDateSigned/
December 10, 2024 Regular Meeting of the Exeter City Council
Meeting Date: December 10, 2024
Wording for Agenda: 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 $83,760.00 for construction management services related to the Police/Administration Building Project.
Department Recommendation:
Staff recommends that the City Council 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 $83,760 for construction management services related to the Police/Administration Building Project.
Summary:
On October 22, 2024, City Council awarded and authorized the City Administrator to execute a contract with Sierra Range Construction, of Visalia, CA, in the amount of $1,470,000.00 to repair and remodel the Police Department/Administration Building and authorized a contingency amount of $147,000.00 (10.0%) for potential unforeseen conditions. The construction is anticipated to begin December 16, 2024, and take approximately 6 months to complete.
Staff is recommending that Council authorize an extra work authorization to the City Contract Engineer (QK) to provide Construction Management services for the project. The construction of the project will require many subcontractors and materials to complete and therefore will require processing, review and tracking of a significant number of submittals, Requests For Information (RFI’s) and change orders. Construction schedule review and oversight is also included in the scope of work. In addition, due to federal funding (CLFRF/ARPA) being used, there are also requirements for confirming, tracking and documenting all certified payroll to meet the requirements and be prepared for a project audit, should one occur. Special Inspections per the building code will be required and would be coordinated, reviewed and tracked for use in getting approval of final inspection and certificate of occupancy. Coordination and management of all meetings and communication needed would also be provided. Construction Management typically costs about 5 to 10 percent of the construction cost, depending on the size and details of the construction. QK has prepared a proposal (see attached) for providing these services at a cost of $83,760.00. This cost represents about 5.4% of the construction contract.
City of Exeter
Agenda Item Transmittal
For action by:
☒City Council
Regular Session:
☒Consent Calendar
☐Regular Item
☐Public Hearing
Review:
City Administrator
(Initials Required)
______
Agenda Item Number: G.9.
Submitting Department: Public Works
Contact Name: Adam Ennis, City Administrator
Phone Number: (559)592-4539
Email: [email protected] F.Q. OBO A.E.
December 10, 2024 Regular Meeting of the Exeter City Council
Background:
After decades of deferred maintenance due to budgetary constraints and insufficient fund balances, the City is seeking to repair and remodel the existing Police Department and Administration Building (PD/Admin Building). This building houses the entire operation of the Police and Administration Departments. Over the decades the building has deteriorated, in particular the exterior siding and trim, air conditioning system and interior finishes. The building is also not in compliance with Americans With Disability Act (ADA) requirements. At this point in time the City is not in a financial position to fund and build a new similar size (6,500 square feet) PD/Admin Building without borrowing. With current cost estimates for essential service building construction at about $1,000.00 per square foot the total cost would be around $6,500,000.00 to $7,000,000.00.
In light of these costs and that the City currently has about $1,160,000.00 of funding remaining from the Coronavirus Local Fiscal Recovery Fund (CLFRF), which was established by the American Rescue Plan Act (ARPA), Council previously directed staff to repair and remodel the PD/Admin Building using this funding. Per this direction, City staff began working with an Architect to develop the scope of the project, including ADA improvements to meet building code requirements. Once the scope of work was determined, design of the repair and remodel began. During the design it was found that subconsultants were required to work on structural changes to accommodate the extra weight of new exterior finishes and rearrangement of plumbing to bring restrooms into ADA compliance. In addition, some design was needed for exterior grading, drainage and ADA improvements. Once the design was completed the project plans were submitted for permits to the County building department and the City contract and Architect specifications were coordinated together, including updating to meet the requirements for federal funding. Project environmental determinations also had to be made and filed.
Subsequent to this work being completed the project was put out to bid.
The funding for construction of this project Is planned to be from ARPA funds, with additional funding from newly unrestricted funding and/or revenue over expenses from the previous fiscal year.
Fiscal Impact:
Funding from newly unrestricted funding and/or revenue over expenses from the previous fiscal year of 2023/2024 would be used for construction management of the PD/Admin Building Project.
Prior Council/Board Actions:
Prior funding and PD/Admin Building Project actions.
Environmental Clearance:
The project has been determined to fall under a Categorial Exemption pursuant to 14 CCR 15301 (Class 1) and 15302 (Class 2) (replacement of existing facilities/equipment) with a Notice of Exemption filed.
The project has been determined to fall within a Categorical Exclusion under CE Assignment 23 USC 326, and 23 CFR 771.117[a] and 23 CFR 771.117[b] with a Notice of Exclusion filed.
December 10, 2024 Regular Meeting of the Exeter City Council
Attachments:
• Construction Management Proposal from QK
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 $83,760.00 for construction management services related to the Police/Administration Building Project.
December 10, 2024 Regular Meeting of the Exeter City Council
From Ribbon > Insert Tab > QuickParts > QK Headers > Choose QK Office November 13, 2024
Adam Ennis
City Administrator
City of Exeter
100 North C Street
Exeter, CA 93221
Subject: City of Exeter, Police Department Remodel – Construction Management Services Dear Mr. Ennis:
Thank you for the opportunity to provide a scope and fee for Construction Management Services for Exeter’s Police Station Remodel in the City of Exeter, California. Attached you will find our detailed scope we believe will bring the City of Exeter successful completion through QK’s Construction Management and oversight. Thank you for your continued confidence with the QK team. If you have any questions or would like to discuss this proposal further, please contact John Krueger or John Doyel at (559) 733-0440. We look forward to beginning this work upon your approval.
Sincerely,
John Krueger Jeff Cowart, PE
Senior Construction Manager VP of Quality Control and Municipal Services Enclosures: Scope of Services and Fee Estimate
Task Order
Charge Rate Schedule
cc: John Doyel, QK
P240672
JK/JD/JSC
December 10, 2024 Regular Meeting of the Exeter City Council
Scope of Services and Fee Estimate
City of Exter - Police Department Remodel – Construction Management Services Page 1 of 3 P240672 November 13, 2024
BACKGROUND / PROJECT UNDERSTANDING
The City of Exeter (City) is completing a remodel of the existing police station / city administration building. The remodel includes updates to existing architectural finishes, electrical devices, minor space improvements and exterior façade improvements.
APPROACH/SCOPE OF SERVICES
Acting as the City’s representative to the contractor, QK will coordinate City review and response to Contractor issues and design issues between the Contractor, the City, the Architect of Record, and the City’s independent materials testing/special inspection lab.
TASK 1.0 CONSTRUCTION MANAGEMENT SERVICES
For the complete duration of construction, QK will provide the following Construction Management services:
• Construction Phase Kickoff Meeting: Team orientation to the project design, scope deliverables, budget and roles and responsibilities.
• Preconstruction Meeting: Chair and minute a preconstruction meeting on site with the contractor, City and QK representatives.
• Project Setup: Prepare the project file system, Contact directory, Procore project setup, and submittal register.
• Submittals Review: Process submittals and conduct a preliminary compliance review. If the submittals comply with Project plans and specifications, they will be forwarded to the Architect of Record for approval.
Submittal responses will be returned to the contractor. We have established a budget for a total of 50 submittals or resubmittals.
• RFI Responses: Process Requests for Information (RFIs) to determine validity and forward to the reviewing parties. Process responses back to the contractor. We have established a budget for 50 RFIs. • Correspondence
• Submittals/RFI Logs: Track Submittals and RFIs provided to us and produce logs for project records before each Construction Progress Meeting.
• Construction Schedule Review and Oversight. QK will review the schedules for contract compliance and provide our recommendations to the appropriate parties. QK has estimated one (1) baseline and five (5) schedule updates.
• Change Management. QK will review proposed change orders for merit and provide recommendations to the appropriate parties. QK will assemble the change orders, with backup, and forward to the signing parties for review. QK has budgeted for six (6) change orders.
• Site reviews. QK has included up to twelve (12) site visitations to review field-related items relating to change orders, project conformance, work quality, Owner-requested meetings or the like. Additional site visits can be performed on a Time and Materials basis, authorized by the City. • Contractor Pay Applications Review and Recommendations. QK has budgeted for 6 pay applications. • Meeting Oversight: Attend, chair, and minute project meetings. We expect to conduct 13 bi-weekly progress meetings with the contractor, City and QK. Project progress meetings will be conducted on MS Teams or other video conferencing/collaboration software.
• Materials Testing and Special Inspection Review and Oversight: Review test reports provided by the City’s independent materials testing lab and determine compliance with the contract requirements. Advise the contractor when compliance requires remediation and manage the remediation process through to compliance.
December 10, 2024 Regular Meeting of the Exeter City Council
City of Exter - Police Department Remodel – Construction Management Services Page 2 of 3 P240672 November 13, 2024
Labor Compliance monitoring services shall consist of the following activities:
• Preconstruction Project Setup: Work with City to acquire the DIR project number and work with contractor’s payroll staff and verify proper wage determinations are used, necessary job posters are posted, and Labor Compliance Program (LCP) forms are submitted.
• Certified Payroll Reviews (Weekly): Review each contractor and subcontractor weekly certified payroll reports (CPRs) to verify workers are properly and consistently classified and that worker payments meet minimum compliance standards. Work with contractor’s payroll staff to address discrepancies. • Employee Interviews: Conduct monthly interviews with on-site construction employees to confirm labor pay rates are clearly understood and received.
• Final Reporting: provide a final summary of labor compliance performed on the project. • Labor Inquiries: Labor inquiries come from third party requestors. These requests for information can be elaborate and require significant effort to accomplish but are rarely required. Although excluded from this scope of work, QK can provide support to the City to address third-party information requests on a Time and Materials (T&M) basis as an Added Service.
Deliverables:
• Submittal and RFI recommendations
• RFI and Submittal logs, bi-weekly in PDF format
• Meeting Minutes in PDF format
• Monthly contractor schedule recommendations
• Monthly pay applications in PDF format
• Potential change order recommendations
• Packaged Change Orders in PDF format
SCHEDULE
QK’s understands the project schedule to be six (6) months long, or 26 weeks.
Task Description Duration
1.0 Construction Management Services 26 Weeks
Total Duration 26 Weeks
FEE ESTIMATE
Task Description Fee Type Fee Amount
1.0 Construction Management Services T&M 83,760.00
Total Estimated Fee 83,760.00
Notes:
1. Expenses for reproduction, mailing, mileage, etc. are billed separately per our attached Charge Rate Schedule.
2. All time-and-materials fees will be invoiced monthly based on the level of effort in terms of hours relative to our Charge Rate Schedule.
3. When a Task is set on a time-and-materials fee basis, it signifies that it is not possible to accurately predict the amount of work effort required typical of on-call type services. QK will work with the client to set expectations where applicable.
4. The Fee Estimate is good for a period of 90 days from the date of the proposal. After 90 days, the Fee Estimate is subject to change.
EXCLUSIONS AND ASSUMPTIONS
1. Construction Observation Services are excluded.
2. SWPPP QSP Services are excluded.
3. Labor Reporting Inquiries are excluded.
4. Materials Testing services and Special Inspection services to be provided the City’s independent materials testing lab.
December 10, 2024 Regular Meeting of the Exeter City Council
City of Exter - Police Department Remodel – Construction Management Services Page 3 of 3 P240672 November 13, 2024
5. Construction Closeout Phase services are excluded.
6. Services not specifically described above in the proposal are excluded.
AUTHORIZATION OF SERVICES
In order to authorize the services described herein, please sign the attached Professional Services Agreement and send it back to us. Typically, we can begin our services within 5 business days of the time authorization is received depending on client need and schedule constraints.
December 10, 2024 Regular Meeting of the Exeter City Council
P240672 November 13, 2024
CITY OF EXETER
WORK AUTHORIZATION AND TASK ORDER
CONSTRUCTION MANAGEMENT SERVICES
Job No. __ ____
Project #: Phase #: Task#:
Project Title: Exeter Police Department Remodel
Project Description: Provide construction management services for the City of Exeter’s Police Department Remodel, for the City of Exeter, California.
Scope of Work:
See attached Scope of Services dated November 13, 2024.
Period of Performance:
The scope outlined in attached Scope of Services dated November 13, 2024 is estimated to be completed within 6 months from the date of the Notice to Proceed.
Budget:
See attached proposal dated November 13, 2024. Total Budget is $83,760.00 (T&M).
Special Terms and Conditions:
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, Amendment No. 1 dated February 28, 2017, Amendment No. 2 dated January 11, 2022, and Amendment No. 3 dated January 10, 2024, are incorporated by reference as if fully set forth herein.
Invoicing Requirements:
Payment Terms: Net 30 Days
Contract Type: Time & Materials: $83,760.00 Fixed Fee Invoice Frequency: Monthly
Quad Knopf, Inc. dba QK City of Exeter
By:
Signature
By:
Signature
Name: Amber Aguayo
Title: CFO/COO_____
Name: Adam Ennis
Title: City Administrator
Date: Date:
December 10, 2024 Regular Meeting of the Exeter City Council
Charge Rate Schedule
December 10, 2024 Regular Meeting of the Exeter City Council
Meeting Date: December 10, 2024
Wording for Agenda: 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 $52,735.20 for construction of the FY 2025 Crack Sealing and Pothole Patching Project, Main and 1st Alternate.
Department Recommendation:
Staff recommends that the City Council 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 $52,735.20 for construction of the FY 2025 Crack Sealing and Pothole Patching Project, Main and 1st Alternate.
Summary/Background:
On November 08, 2024, staff advertised a Request for Bids (RFB 25-001) for a crack sealing and pothole patching project, including a main and 1st alternate as shown on the attachments, and received five (5) construction bids on December 04, 2024 Toasted Asphalt $187,372.64
Pavement Coatings $1,063,956.75
Pavement Rehab Company $166,890.00
Talley Oil, Inc. $52,735.20
Gallante Brothers $322,018.96
Talley Oil, Inc., of Madera, CA submitted the low bid in the amount of $52,735.20. Talley Oil, Inc‘s bid proposal for this project has been reviewed by staff and all required information submitted has been determined to be complete and responsive.
It should be noted that Talley Oil, Inc has done several of these projects in Exeter and the city was very pleased with their work.
Fiscal Impact:
The Council approved CIP schedule for FY 24/25 has funds programmed in the Transportation (113) and Measure R (131) accounts specifically for annual road maintenance projects. Due to City of Exeter
Agenda Item Transmittal
For action by:
☒City Council
Regular Session:
☒Consent Calendar
☐Regular Item
☐Public Hearing
Review:
City Administrator
(Initials Required)
______
Agenda Item Number: G.10.
Submitting Department: Public Works
Contact Name: Adam Ennis, City Administrator
Phone Number: (559)592-3318
Email: [email protected]
F.Q. OBO A.E.
December 10, 2024 Regular Meeting of the Exeter City Council
the fact this bid came in under the budgeted amount, the 1st alternate work can be included in this project for a total of $52,735.20.
Prior Council/Board Actions:
None applicable to this specific project.
Environmental Clearance:
Not applicable for this project.
Attachments:
• City of Exeter 2025 Crack Sealing and Pothole Repair Project Map • 2025 Crack Seal and Pothole Repair Main Project List
• 2025 Crack Seal and Pothole Repair 1st Alternate Project List Recommended motion to be made by Council/Board: I move to award and authorize City Administrator to execute an agreement with the lowest responsible bidder, Talley Oil, Inc., of Madera, CA in an amount of $52,735.20 for construction of the FY 2025 Crack Sealing and Pothole Patching Project, Main and 1st Alternate.
December 10, 2024 Regular Meeting of the Exeter City Council
December 10, 2024 Regular Meeting of the Exeter City Council
2025 Crack Seal and Pot Hole Repair 1st Alt Project
GISID Street FromStreet ToStreet Class Width Length AddAreaYD2 PaveAreaYD2 PCI PCT ProjectYD2 1474 VINE ST GLENN VIEW DR BELMONT RD LOCAL 36 795 159 3339 38 1.00 3498 1469 VINE ST BELMONT RD FRANCIS AVE LOCAL 36 522 104 2192 40 1.00 2296 2001 VINE ST FRANCIS AVE EXETER SENIOR VILLA - PVT DR LOCAL 36 250 50 1050 46 1.00 1100 1475 VINE ST JACOBS PL GLENN VIEW DR LOCAL 36 594 119 2495 44 1.00 2614 2025 1st Alternate Project SQ Yds 9,508
December 10, 2024 Regular Meeting of the Exeter City Council
2025 Crack Seal and Pot Hole Repair Main Project
GISID Street FromStreet ToStreet Class Width Length AddAreaYD2 PaveAreaYD2 PCI PCT ProjectYD2 1034 BELMONT RD FIREBAUGH AVE CHESTNUT ST LOCAL 30 681 114 2384 49 1.00 2498 1036 BELMONT RD CHESTNUT ST MAPLE ST LOCAL 35 521 101 2127 55 1.00 2228 1037 BELMONT RD MAPLE ST FAIRWY DR LOCAL 35 592 115 2417 46 1.00 2532 1041 BELMONT RD WOODS AVE VINE ST LOCAL 36 362 72 1520 63 1.00 1592 1038 BELMONT RD FAIRWY DR VISALIA RD LOCAL 35 825 160 3369 43 1.00 3529 1039 BELMONT RD VISALIA RD WILLOW ST LOCAL 35 732 142 2989 56 1.00 3131 1040 BELMONT RD WILLOW ST WOODS AVE LOCAL 38 210 44 931 59 1.00 975 1042 BELMONT RD VINE ST WOODLAND AVE LOCAL 37 304 62 1312 61 1.00 1374 1043 BELMONT RD WOODLAND AVEMEADOW AVE LOCAL 37 580 119 2504 63 1.00 2623 1096 CHESTNUT ST W CHESTNUT ST BELMONT RD LOCAL 27 1328 95 4079 39 1.00 4174 2025 Main Project SQ Yds 24,659
December 10, 2024 Regular Meeting of the Exeter City Council
Meeting Date: December 10, 2024
Wording for Agenda: Approve a revision to the previously approved street closure for the Chamber of Commerce sponsored Farmer’s Market to reflect each Wednesday night as weather permits between the hours of 5:00 p.m. and 9:00 p.m. to be changed to 4:00 p.m. – 9:00 p.m. subject to the conditions presented by Staff.
Department Recommendation:
Approve a revision to the previously approved street closure for the Chamber of Commerce sponsored Farmer’s Market to reflect each Wednesday night as weather permits between the hours of 5:00 p.m. and 9:00 p.m. to be changed to 4:00 p.m. – 9:00 p.m. subject to the conditions presented by Staff.
Summary/Background:
Weather permitting, event organizers are looking to kick start the New Year with the Farmer’s Market beginning January 01, 2025. With the popularity of the event during the Fall of 2024, it was determined the previously approved time did not adequately allow time for the streets to be closed and for vendors to set up.
Terms and Conditions:
1) In addition to previously identified terms and conditions, applicant will be required to submit a new signature authorization form.
Event Time:
5:00pm-8:00pm with additional street closure time requested to allow for set up and clean up.
Fiscal Impact:
None to the City other than staff time for street closures.
Prior Council/Board Actions:
Street Closure Approval March 26, 2024.
City of Exeter
Agenda Item Transmittal
For action by:
☒City Council
Regular Session:
☒Consent Calendar
☐Regular Item
☐Public Hearing
Review:
City Administrator
(Initials Required)
______
Agenda Item Number: G.11.
Submitting Department: Public Works
Contact Name: Marie Arroyo, Administrative Assistant
Adam Ennis, City Administrator
Phone Number: (559)592-3318
Email: [email protected], [email protected] F.Q. OBO A.E.
December 10, 2024 Regular Meeting of the Exeter City Council
Attachments:
• Street Closure Authorization Form
Recommended motion to be made by Council/Board: I move to approve a revision to the previously approved street closure for the Chamber of Commerce sponsored Farmer’s Market to reflect each Wednesday night as weather permits between the hours of 5:00 p.m. and 9:00 p.m. to be changed to 4:00 p.m. – 9:00 p.m. subject to the conditions presented by Staff.
December 10, 2024 Regular Meeting of the Exeter City Council
December 10, 2024 Regular Meeting of the Exeter City Council
December 10, 2024 Regular Meeting of the Exeter City Council
December 10, 2024 Regular Meeting of the Exeter City Council
December 10, 2024 Regular Meeting of the Exeter City Council
December 10, 2024 Regular Meeting of the Exeter City Council
December 10, 2024 Regular Meeting of the Exeter City Council
December 10, 2024 Regular Meeting of the Exeter City Council
December 10, 2024 Regular Meeting of the Exeter City Council
December 10, 2024 Regular Meeting of the Exeter City Council
December 10, 2024 Regular Meeting of the Exeter City Council
Meeting Date: December 10, 2024
Wording for Agenda: Approve a request for a street closure of Maple St. between D St. and E St. for We Fit Boot Camp Gym to host a Small Business Vendor Market beginning at 2:00 p.m.
December 14, 2024, and ending at 10:00 p.m. subject to the conditions presented by Staff.
Department Recommendation:
Approve a request of a street closure of Maple St between D St and E St for We Fit Boot Camp Gym to host a Small Business Vendor Market beginning at 2:00 p.m. December 14, 2024, and ending at 10:00 p.m. subject to the conditions presented by Staff.
Summary/Background:
Local business We Fit Boot Camp Gym located at 151 S. E St. has previously hosted numerous small business pop up events in the private parking lot adjacent to their business. Because each event has grown for both vendors and customers, event organizers are requesting to once again expand to Maple St. for more of a street fair type atmosphere with vendors selling hand crafted items. There is no alcohol permitted for this event. The market hours will be 3:00 – 9:00 p.m. with additional street closure time to allow for set up and clean-up.
Terms and Conditions:
1) The City of Exeter will post temporary road closure signs 72 hours prior to the event and provide road closure barricades for the event. At the end of the street closure time, event organizers will remove barricades and place them in designated areas for city staff to remove the following business day.
2) Event guests will utilize the We Fit Boot Camp Gym building bathrooms. 3) The event host is responsible for post event clean up including making arrangements with Mid Valley Disposal and the expenses encumbered for any additional trash carts necessary for the removal of solid waste.
4) Vendors will obtain a one-day sellers permit from The City of Exeter. 5) The event organizer will provide a Certificate of Insurance with the applicable endorsement(s), designating “The City of Exeter, its officers, employees, agents, and volunteers are additional insured”, a minimum of three days prior to the event.
City of Exeter
Agenda Item Transmittal
For action by:
☒City Council
Regular Session:
☒Consent Calendar
☐Regular Item
☐Public Hearing
Review:
City Administrator
(Initials Required)
______
Agenda Item Number: G.13.
Submitting Department: Public Works
Contact Name: Marie Arroyo, Administrative Assistant
Adam Ennis, City Administrator
Phone Number: (559)592-3318 x 4002, (559) 592-4539
Email: [email protected], [email protected] F.Q. OBO A.E.
December 10, 2024 Regular Meeting of the Exeter City Council
Fiscal Impact:
None to the City associated with this action.
Prior Council/Board Actions:
Previous Street closure for this event was approved December 12, 2023, and July 09, 2024.
Attachments:
• Request of Street Closure
• Street Closure Authorization
• Amplified Sound Permit
Recommended motion to be made by Council/Board: I move to approve the closure of Maple St between D St and E St for We Fit Boot Camp Gym to host a Small Business Vendor Market beginning at 2:00 p.m. December 14, 2024, and ending at 10:00 p.m. subject to the conditions presented by Staff.
December 10, 2024 Regular Meeting of the Exeter City Council
December 10, 2024 Regular Meeting of the Exeter City Council
December 10, 2024 Regular Meeting of the Exeter City Council
City ofExeter
100NorthC Street
Exeter, CA 93221
Ph #559.592-3103 Far # S59-592-3346
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December 10, 2024 Regular Meeting of the Exeter City Council
December 10, 2024 Regular Meeting of the Exeter City Council
Meeting Date: December 10, 2024
Wording for Agenda: Approval of the purchase of 331.66 tons of compost from Mid Valley Disposal of Kerman, CA in the amount of $10,644.88 as required under SB1383 to meet the 2024
procurement target for The City of Exeter.
Department Recommendation:
Staff recommends that the City Council approve the purchase of 331.66 tons of compost from Mid Valley Disposal of Kerman, CA in the amount of $10,644.88 as required under SB1383 to meet the 2024 procurement target for The City of Exeter.
Summary/Background:
The City of Exeter is required to comply with the Organics Recycling Law (SB 1383) which went into effect January 1, 2022. SB 1383 is a comprehensive regulatory bill that has a major impact on California cities, its residents and businesses. The State mandate is complex and requires the City to mandate food recycling services for residents and businesses, and also provide inspection, enforcement, procurement, and edible food recycling services. The bill also requires the local agency to purchase back a certain amount of the compost created from the organics collected within the agency’s boundary, which is what is presented in this agenda item. The City has used this compost for City projects and provided some to interested parties in the community.
Fiscal Impact:
Cost includes 331.66 tons of compost and hauler delivery fees for a total of $10,644.88 which will be paid from the refuse account.
Prior Council/Board Actions:
None.
Attachments:
None.
City of Exeter
Agenda Item Transmittal
For action by:
☒City Council
Regular Session:
☒Consent Calendar
☐Regular Item
☐Public Hearing
Review:
City Administrator
(Initials Required)
______
Agenda Item Number: G.14.
Submitting Department: Public Works
Contact Name: Marie Arroyo, Administrative Assistant
Adam Ennis, City Administrator
Phone Number: (559)592-3318
Email: [email protected], [email protected] F.Q. OBO A.E.
December 10, 2024 Regular Meeting of the Exeter City Council
Recommended motion to be made by Council/Board: I motion to approve of the purchase of 331.66 tons of compost from Mid Valley Disposal of Kerman, CA in the amount of $10,644.88 as required under SB1383 to meet the 2024 procurement target for The City of Exeter.
December 10, 2024 Regular Meeting of the Exeter City Council
Meeting Date: December 10, 2024
Wording for Agenda: Public Hearing to receive the City’s annual public accounting for development impact fees for Fiscal Year 2023- 2024 pursuant to State Law, Government Code Section 66006.
Department Recommendation:
Conduct a Public Hearing to receive the 2023-2024 Impact Fee Report in compliance with State Law, Government Code Section 66006, therefore Council is required to receive, review, and file the report.
Summary/Background:
Development impact fees are part of a funding system that California cities and counties use to fund new or expanded infrastructure needed to serve growth and development. Impact fees are imposed by a city on new development to pay for proportionate costs of providing public infrastructure to serve the new development (increased population, increased traffic, etc.) These infrastructure fees include roads, parks, storm drains, water, sewer, and other public facilities.
The purpose of this report is to advise the public and the Council on the City’s use of our accumulated impact fees, and to demonstrate that these monies were appropriately spent on impact related projects. The 2023-2024 Impact Fee Report follows Government Code Section 66006 (a) and (b), which requires agencies to provide information on each fund or account established for the collection of impact fees. Within 180 days after the last day of each fiscal year this information must be made available to the public for the period covered by that fiscal year.
The City has four development impact fee categories:
• Public Facilities Improvement (201-209)
• Storm Drain (120)
• Water Capital (105)
• Sewer Capital (107)
Fiscal Impact:
Informational item only, no fiscal impact associated with this action.
City of Exeter
Agenda Item Transmittal
For action by:
☒City Council
Regular Session:
☐Consent Calendar
☐Regular Item
☒Public Hearing
Review:
City Administrator
(Initials Required)
______
Agenda Item Number: H.1.
Submitting Department: Finance
Contact Name: Eekhong Franco, Finance Director
Phone Number: (559)592-2755
Email: [email protected]
F.Q. OBO A.E.
December 10, 2024 Regular Meeting of the Exeter City Council
Prior Council/Board Actions:
Previous annual filings of Impact Fee Reports.
Attachments:
• City of Exeter 2023-2024 Impact Fee Report
Recommended motion to be made by Council: I move that the City Council receive and file the 2023-2024 Impact fee Report as required by Government Code Section 66006.
December 10, 2024 Regular Meeting of the Exeter City Council
12/02/2024, 2023-2024 Impact Fee Report 1
2023-2024 IMPACT FEE REPORT
________________________________________________________________________ As required by Government Code Section 66006, the following report is provided regarding Development Impact Fees collected and expended by the City of Exeter. There was no CPI increase that went into effect for the fiscal year 2023-2024
.
PUBLIC FACILITIES IMPROVEMENT (Funds 201-209)
Funds are earmarked to fund public improvement projects based on the preferred units of impact.
Landscaped medians, Signals, and Railroad crossings, all based on traffic generation rates. Bike path is based on bike trips. Public facilities, Parks, and Parking in-lieu are all based on population.
A. Public Improvement Fees are charged for new development within the City. All impact fees came into effect December 26, 2004, except Parking in-lieu which was effective as of January 9, 2021.
B. The fees per lot: Landscaped Medians: Single $ 489 Multi Unit $ 349 Mobile Home $ 244 Signals $ 390 $ 279 $ 193
Railroad Crossings $ 204 $ 145 $ 100
Bike Path $ 41 $ 28 $ 19
Public Facilities $1,360 $ 454 $1,305
Parks $ 740 $ 627 $ 708
Totals Fees per unit: $3,224 $1,882 $2,569
C. The optional Downtown Parking Impact Fee $1,707 per stall for new or expanding business D. The Beginning Fund Balances as of July 1, 2023 totaled $269,241.98. The Ending Fund Balances on June 30, 2024 was $304,475.71.
E. 2022/2023 Fiscal Year: Fees collected $22,374.56 Total interest earned: $12,859.17.
A. Expenditures: None
F. Funds are earmarked:
a. Landscape Median (201) $47,726.96 - Entrance sign at west end of Visalia Road. b. Public Facilities (202) $111,176.09 - Parking Lot off Palm and F (estimated costs $750,000) c. RR crossing (203) $19,825.75 - Rocky Hill crossing and Downtown d. Signals (204) $38,060.15 - Palm and G flashing signal e. Parks (206) $83,717.79 – Park Improvements, Lights at Dobson Field ($250,000 estimated costs)
f. Bike Path (208) $3,968.97 – Bike Lane Striping
g. Parking (209) $0 – Downtown parking improvement (restriping, signage, additional lights, etc.)
STORM DRAIN (120.000.299.005)
A. Storm Drain Fee is charged for new development within the City on an acreage basis. On April 26, 2008, the fee was changed as per Resolution 2008-06.
B. The fee per acre is $1,047.
December 10, 2024 Regular Meeting of the Exeter City Council
12/02/2024, 2023-2024 Impact Fee Report 2
C The Beginning Fund Balance on July 1, 2023 was $15,373.12. The Ending Fund Balance on June 30, 2024 was $90,316.72.
D. 2022/2023 Fiscal Year: Fees collected: $3,706.38 Interest earned $854.95 Invoice Reversal $5,456.37.
E. Expenditures: $74.10 (incurred for storm drain master plan update) F. LEAP grant reimbursement received: $65,000
G. Funds are earmarked for capital improvements including storm drain capacity increasing projects WATER CAPITAL (105.000.299.005)
A. A Water Capital Improvement Fee is charged for new development within the City.
B. New fees were adopted on February 26, 2008 per Resolution 2008-06 and became effective 60 days after the adoption date, April 26, 2008. The new fee schedule is based on a singlefamily residence cost of $6,411. This is determined by Equivalent Dwelling Unit (EDU) ratios for water supply and distribution per unit of measure.
C. The Beginning Fund Balance on July 1, 2023, was $694,624.22. The Ending Fund Balance on June 30, 2024 was $777,883.76.
D. 2023/2024 Fiscal Year: Fees collected: $56,573.74; Interest earned: $26,685.80.
E. Expenditures: None
F. Funds are earmarked for water capital improvements such as:
a. Well improvements
b. Water capacity increasing projects
SEWER CAPITAL (107.000.299.005)
A. Sewer Capital Fee is charged for new development within the City. New fees were adopted Per Resolution 2008-06 on February 26, 2008, and became effective 60 days after the adoption date, which was April 26, 2008. The new fee schedule replaces existing fees and will be based on a single-family residence cost of $903 calculated by Equivalent Dwelling Unit (EDU) ratios for wastewater collection per unit of measure.
B. The Beginning Fund Balance on July 1, 2023, was $98,311.01. The Ending Fund balance June 30, 2024, was $20,225.35.
C. 2023/2024 Fiscal Year: Fees collected: $8,854.80; Interest earned: $1,059.54 D. Expenditures: $88,000.00 Upgrade portion of Lift Station E. Funds are earmarked for sewer improvements due to new development.
December 10, 2024 Regular Meeting of the Exeter City Council
Meeting Date: December 10, 2024
Wording for Agenda: Consideration of appointment of Chris Troyan to the position of Public Works Director effective December 10, 2024, and authorization for the Mayor and City Administrator to execute a contract with Mr. Troyan to serve in that capacity until June 30, 2026, beginning at Step C in the salary schedule for the position (currently at a monthly rate of $9,061.00).
Department Recommendation:
City Staff recommends that the City Council appoint Chris Troyan as Exeter’s Public Works Director effective December 10, 2024, and approve Mr. Troyan’s employment contract (attached to this report) beginning at Step C the salary schedule for the position (currently at a monthly rate at $9,061).
Summary/Background:
Over the last few months, since the departure of Exeter’s former Public Works Director, the City has conducted extensive recruitment for a new Public Works Director. Recruitment efforts began in July of 2024, said efforts included advertising and marketing throughout various channels. After conducting several screenings, oral board interviews, and City Administrator interviews, Mr. Troyan was the top selection by the City Administrator as Exeter’s next Public Works Director. Per the City Personnel Rules and Regulations, all initial appointments to classes assigned to a pay range shall generally begin at the first step of the salary range.
However, the City Administrator has discretion to appoint at a higher salary step under specific circumstances. In this case:
1. Difficulty in Obtaining Qualified Personnel: The City has determined that attracting qualified individuals to this position at the starting salary (Step A) is challenging due to market conditions and the specialized requirements of the role.
2. Substantially Superior Education and Experience: Mr. Troyan possesses education and professional experience that exceed the requirements of the position. These qualifications include but are not limited to his water and wastewater experience, years of experience in public works, previous experience with City of Exeter infrastructure, and City of Exeter
Agenda Item Transmittal
For action by:
☒City Council
Regular Session:
☐Consent Calendar
☒Regular Item
☐Public Hearing
Review:
City Administrator
(Initials Required)
______
Agenda Item Number: H.2.
Submitting Department: Administration
Contact Name: Adam Ennis, City Administrator
Francesca Quintana, City Clerk & Human
Resources Manager
Phone Number: (559)592-4539, (559)592-9244 ext. 1001
Email: [email protected], [email protected] F.Q. OBO A.E.
December 10, 2024 Regular Meeting of the Exeter City Council
advanced job related certifications which justify a beginning salary in excess of the first step.
In light of these considerations, and pursuant to the City Administrator's authority under the Exeter Municipal Code and Personnel Rules and Regulations, it is recommended that Mr.
Troyan's initial appointment be at Step C of the salary schedule. Additionally, to maintain consistency with other department head contracts, Mr. Troyan’s contract term is proposed to extend until June 30, 2026. Furthermore, effective July 01, 2025, the Public Works Director’s current monthly base salary shall be increased by four percent (4.0%), aligning with provisions in other department head contracts and employee MOUs. Should the City Council approve the attached employment agreement, he will begin overseeing critical projects and taking on leadership of the department, responsibilities that are currently being managed by the City Administrator. This transition is vital to the efficient operation of the department and will allow the City Administrator to refocus on broader administrative responsibilities.
Mr. Troyan is an Exeter native and previously served the City of Exeter for fourteen (14) years and was last employed as an Operator 2 in the Public Works department. Since then, Mr.
Troyan has served as the General Manager for the Gualala Community Services District and has over 20 years of experience in the water and wastewater industries as well as public works management. Mr. Troyan holds a Bachelor of Science degree in Information Technology as well as a Grade V Wastewater License and a Grade 2 Water Distribution License from the SWRCB, along with numerous certifications from Sacramento State University in water treatment and wastewater management. Mr. Troyan is eager to bring his expertise in public works and his commitment to community service to the City of Exeter.
Fiscal Impact:
No immediate fiscal impact associated with this action as the salary and benefits costs are included in the adopted budget.
Prior Council/Board Actions:
Exeter’s prior longtime Public Works Director, Mr. Daymon Qualls left at the beginning of July 2024 to serve as the City Manager for the City of Lindsay.
Attachments:
• Draft Employment Agreement
Recommended motion to be made by Council/Board: I move to appoint Chris Troyan to the position of Public Works Director effective December 10, 2024, and authorize the Mayor and City Administrator, Adam Ennis to execute a contract with Mr. Troyan to serve in that capacity until June 30, 2026 beginning at Step C in the salary schedule for the position (currently at a monthly rate of $9,061.00).
December 10, 2024 Regular Meeting of the Exeter City Council
EMPLOYMENT AGREEMENT BETWEEN
THE CITY OF EXETER AND CHRIS TROYAN
This Agreement is entered into this 10th day of December, 2024 by and between the City of Exeter ("City") and Chris Troyan ("Troyan"), pursuant to the terms and conditions described herein, with the understanding that employment is contingent upon Troyan successfully passing all pre-employment requirements.
The City wishesto employ the services of Troyan, in the capacity of Public Works Director, a full time position. Further, the City and Troyan noted desire to provide for certain procedures, benefits and requirements regarding the employment. Troyan is willing to work in the stated capacity under the terms and conditions recited herein.
Troyan shall represent and support the policies and procedures established by the City Council and City Administrator.
Employee Rights and the City of Exeter Employee Rules & Regulations As a City Department Head, Mr. Troyan is an at-will employee of the City pursuant to the City Code of Ordinances Section 2.08.060, employed at the discretion of the City Administrator with the consent of the City Council. Mr. Troyan shall enjoy all applicable employment rights provided by State and Federal law. Further, the City shall have as a primary goal the protection and furtherance of these rights. As an at-will employee, Troyan is subject to the compensation, benefits, and conditions as specified in this Agreement through the stated term.
Where this Agreement contains an article pertaining to a specific topic also contained in the City of Exeter Employee Rules & Regulations, the provisions in this document shall apply and shall in effect replace the section of the Rules & Regulations.
Where provisions of this Agreement conflict or contradict provisions in the City of Exeter Employee Rules & Regulations, this document shall have precedent over the Rules & Regulations. Where this Agreement issilent as to matters already addressed in the City of Exeter Employee Rules & Regulations, that document shall be the guiding source and authority, if applicable by its own terms.
Term of Agreement
This agreement shall commence December 10, 2024, and be effective until June 30, 2026.
Compensation
The salary shall be at Step C of the established five-step salary range for the position of Public Works Director, currently at an annual rate of $108,732.00 annually ($9,061.00 per month), as reflected in the adopted budget. Step increases shall be granted pursuant to the City of Exeter Employee Rules and Regulations. Compensation shall be provided in equal payments consistent with the employee payroll periods of the City.
December 10, 2024 Regular Meeting of the Exeter City Council
Effective July 01, 2025, Public Works Director’s current monthly base salary shall be increased by four percent (4%).
Troyan is responsible for payment of 3.0% of the employer contribution to CalPERS, consistent with the other City Department Heads.
Benefits
Benefits will be made available to Mr.Troyan as outlined in the City of Exeter Employee Rules & Regulations as pertains to Management Employees, including any future amendment of said rules and regulations that may occur during the term of this Agreement. Specific and/or unique benefit provisions are described herein.
Provision of Automobile/Automobile Allowance/Mileage Reimbursement The City shall provide an automobile for City and personal use during employment with the City.
The City shall be responsible for providing liability, property damage, and comprehensive insurance, and for the purchase, operation, maintenance, repair, and regular replacement of the provided automobile. Troyan shall not permit any person other than an authorized City employee to drive or use said automobile.
Retirement Benefit
The City of Exeter participates in the CalPERS retirement program. Mr. Troyan shall participate in the CalPERS local government employee “3.0% at Age 60” plan. The City shall follow the provisions of PEPRA based on Troyan's eligibility as a "classic" or "new" member.
Except as specifically noted in the Compensation section above, the City of Exeter is responsible for payment of the employer contribution to the plan. Troyan is responsible for payment of the full employee contribution.
Employees contemplating retirement are strongly urged to contact CalPERS directly to estimate retirement benefits and plan accordingly.
Health Benefits
Mr. Troyan shall enjoy the same medical, dental, and vision benefits afforded to the employees within his department – with comparable benefit levels and employee/employer contributions. Mr. Troyan may choose to participate in the City's "Opt-Out" Plan, but otherwise will contribute a portion of his base salary towards his medical coverage consistent with the applicable City policiesin effect.
Any subsequent changes made to the applicable plans that are applicable to the Department employees shall apply to Mr. Troyan.
December 10, 2024 Regular Meeting of the Exeter City Council
Vacation, Sick Leave/Personal Leave, Executive Leave, and Holidays Mr. Troyan shall be afforded vacation leave, sick leave/personal leave, executive leave, and holidays as follows, which accounts for his prior years of municipal service: 8 hours per month of sick leave, 14 2/3 hours per month of vacation leave, and 96 hours per fiscal year of Executive leave.
Upon retirement, Mr. Troyan may request to cash out sick leave balance pursuant to the City of Exeter Employee Rules & Regulations.
Vacation Redemption: Troyan may elect to receive cash in lieu of up to eighty (80) hours of vacation leave accrual each calendar year, subject to the terms and conditions.
To receive cash in lieu of vacation leave accrual, Troyan must submit an irrevocable written election form no later than December 31st of the calendar year prior to the calendar year in which he wishes to receive cash in lieu of leave. To be eligible, he must, as of the December 31 deadline, have at least one-hundred sixty (160) hours of vacation leave accrued and must have taken at least forty (40) hours of vacation leave during the previous year. The cash in lieu will be payable in the last pay period of November the following calendar year. Only leave hours already accrued in the calendar year for which an election is made may be cashed out. Cashouts for leave hours accrued in a prior calendar year are not allowed. If for any reason he would not have accrued the full amount elected for cash-out during the current year, the cash-out amount will be reduced accordingly.
Boot Allowance
The City shall provide a boot allowance of $250.00 per year for the Director to purchase appropriate boots/shoes for the duties. If the desired footwear exceeds $250.00 in cost, Troyan will be responsible for paying the difference at the time of purchase.
Provision of Technology/Stipends
Troyan shall receive a $20.77 bi-weekly stipend to be used towards the payment of his personal cellular telephone account if he agrees to allow the City to use his personal cellular telephone number to contact him regarding work related issues. Troyan may also elect to decline the stipend and instead be provided with a City issued cell phone.
Bi-Lingual Pay
If qualified and designated, Troyan shall be granted $23.08 bi-weekly in compensation for satisfactorily passing the City’s designated bilingual testing/exam process.
Retention Pay
Retention Pay shall be available to Mr. Troyan. Mr. Troyan shall receive retention pay based on complete years of City of Exeter full-time employment/service as a percentage of base wages as follows: 2.5% at each 6,10, and 15 years (up to a maximum of 7.5%).
December 10, 2024 Regular Meeting of the Exeter City Council
Educational Reimbursement
Educational reimbursement will be provided up to a maximum of $750.00 per fiscal/school year.
Employees wishing to pursue such reimbursement may request City funds when registering for the course(s) or after completion of the course(s). If the employee requests funds at the time of registration, they must submit documentation of the name, location, and cost of the course(s).
The employee must also submit proof of successful completion of the course with a passing grade upon completion. If the employee fails to complete the course(s) or does not complete the course(s) with a passing grade, the employee must return the funds to the City of Exeter. The City reserves the right to deduct any such amount due the City from the employee's payroll or next special check.
If the employee requests reimbursement for a course(s) after completion, they must submit documentation of the name, location, and cost along with evidence of successful completion of the course(s) with a passing grade.
If an employee covered by this Agreement completes an accelerated degree program, successfully receiving a bachelor's degree or master's degree as a result of such a program, reimbursement for allowable educational expenses (tuition, books, etc. directly paid to the program) may be extended to the single calendar year beyond completion of the program (at the reimbursement rate of $750.00 per fiscal year.)
Termination and Severance
Mr.Troyan is subject to termination from employment at any time, but in accordance with City Code of Ordinances section 2.08.060. If Mr. Troyan is terminated from employment of the City during the term of this agreement for any reason except as expressly provided herein, he shall be entitled to severance pay as follows:
If the termination occurs during the first eighteen (18) months of employment (12/10/24), the employee shall be compensated equal to six (6) months' salary, based upon the salary of the Department Head at the time of termination. To the extent permitted by law, in lieu of this compensation the City may continue Troyan’s salary/employment for six (6) months or until Troyan begins new employment, whichever occurs first. In the event Mr. Troyan begins new employment prior to the expiration of the 6-month period, the City shall compensate Troyan for the remaining time left.
If the termination occurs after eighteen (18) months of employment, the employee shall be compensated equal to three (3) months' salary.
No compensation or benefits beyond those specifically described herein shall be provided to Mr.
Troyan, excepting compensation for accrued leave balances as provided for in the City of Exeter Employee Rules & Regulations.
Troyan shall not be entitled to severance pay or the other benefits noted in thissection in the event that he isterminated asthe result of conviction of a felony or for a crime involving moral turpitude, violation of the public trust, or official fiduciary responsibility. Any cash December 10, 2024 Regular Meeting of the Exeter City Council
settlement provided by the City related to termination of Troyan shall be fully reimbursed to the City if Mr. Troyan is convicted of a crime involving an abuse of his office or position, as defined by AB 1344 (California Government Code 53243, et seq.). To the extent this Agreement allowsfor paid leave salary pending any investigation, and/or the payment of a legal criminal defense of Mr. Troyan, any funds expended by the city for these purposesshall be fully reimbursed to the City if Mr. Troyan is convicted of a crime involving an abuse of his office or position. Said reimbursements are required if such payments are made, even if the payments were made by the City in the absence of any contractual requirement to do so.
A 90 day "cooling off' period shall exist beginning the date upon which any newly-elected City Councilmember or appointed City Administrator is sworn into office. During this period, Troyan may not be terminated without cause.
Notwithstanding any provision in this Agreement to the contrary, Troyan expressly acknowledges and agreesthat he servesthe City of Exeter in an “at will” position, and that the Exeter City Council may exercise its uncontrolled discretion in terminating the employment of any Department Head.
Executed this 10th day of December, 2024.
CITY OF EXETER EMPLOYEE
Mayor Chris Troyan
Adam Ennis, City Administrator
Julia Lew, City Attorney
ATTEST
Francesca Quintana, City Clerk
December 10, 2024 Regular Meeting of the Exeter City Council