Exeter City Council
August 12, 2025

EXETER CITY COUNCIL

REGULAR MEETING AGENDA
August 12, 2025, 6:00 PM
City Hall, 137 North F Street
Exeter, California 93221
Mayor
Jacob Johnson
Mayor Pro Tem
Jeff Wilson
Council Members
Vicki Riddle
Frankie Alves
Bobby Lentz
Notice is hereby given that the Exeter City Council will hold a Regular Meeting on Tuesday, July 22, 2025, at 6:00 p.m. in person at Exeter City Hall located at 137 N. F St. in Exeter California, 93221.

Staff Reports related to items on the agenda are available on the City’s website at https://cityofexeter.ca.gov/ and available for viewing at City Hall. 6:00 p.m.

A. CALL TO ORDER CLOSED SESSION
B. PUBLIC COMMENTS REGARDING CLOSED SESSION MATTERS
Comments from the public are limited to items listed on the closed session matters (GC 54954.3a). Speakers will be allowed three (3) minutes. Please begin your comments by stating your name and providing your City of residence.

C. ADJOURN TO CLOSED SESSION PURSUANT TO GOVERNMENT CODE SECTION(S)

1. 54956.9(d)(3) Conference with Legal Counsel
Re: Significant Exposure to Litigation - 1 Case: Facts Not Known to Potential Plaintiffs

2. 54956.9(d)(3) Conference with Legal Counsel
Re: Significant Exposure to Litigation - 1 Case: Invoice No. REB65076085 from Robert Half

3. 54956.9(d)(4) Conference with Legal Counsel
Re: Potential Initiation of Litigation - 5 Cases
7:00 p.m.

D. CALL TO ORDER REGULAR SESSION AND REPORT ON CLOSED SESSION ITEMS (if any)
August 12, 2025 Regular Meeting of the Exeter City Council

E. INVOCATION
Presented by Mayor Johnson
F. PLEDGE OF ALLEGIANCE
G. 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.

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.

H. SPECIAL PRESENTATIONS

1. Oath of Office of Police Officer Green Grove (p. 5)
Presented by Francesca Quintana, City Clerk

2. Employee of the Quarter Recognition of Dan Espinola (p. 6 – 7) Presented by Jason Ridenour, City Administrator

3. Tulare County Economic Development Presentation (pp. 8 – 29) Presented by Airica de Olivera, TCEDC
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 July 12, 2025 Regular Meeting Minutes (pp. 30 – 35)

2. Approval of the Payment of Bills for July 25, 2025 (pp. 36 – 41)

3. Approval of Payroll in the Amount of $89,994.28 for the Period of June 30, 2025, through July 13, 2025, with a Check Date of July 18, 2025 (pp. 42 – 49)

4. Approval of Payroll in the Amount of $99,679.12 for the Period of July 14, 2025, through July 27, 2025, with a Check Date of August 01, 2025 (pp. 50 – 57) August 12, 2025 Regular Meeting of the Exeter City Council

5. Approval of Street Closures, Facility Use, Amplified Sound Permit, and Fee Waiver for the Annual Fall Festival Activities on October 7-11, 2025 (pp. 58 - 77)

6. Approval of Street Closures, Facility Use, Amplified Sound Permit, and Fee Waiver for the CACHE fundraiser on October 25, 2025 (pp. 78 – 87)

7. Adoption of Resolution No. 2025-32, A Resolution of the City Council of the City of Exeter Approving Amendment to Joint Powers Agreement of the Central San Joaquin Valley Risk Management Authority (pp. 88 – 129)

8. Affirming of the Goals and Objectives Established by the City Council at the City Council Special Meeting on June 24, 2025 (pp. 130 – 131)

9. Adoption of Resolution No. 2025-35, A Resolution of the City Council of the City of Exeter, to Direct the City Administrator to Sign an Amendment to the Supplement to the Measure R Program Cooperative Agreement (pp. 132 – 139)

10. Authorizing the Award for the Total Cost to Install the Downtown Streetlight Project from the Contractor GBI Electric of Palmdale, CA for $76,770.00, Establish a Contingency of $7,677.00, and Allocate $7,677.00 for Project Management and Inspection Services by City staff (pp. 140 – 144)

11. Approval for the City Administrator to Enter into a five-year Lease Agreement with Axon Enterprise, Inc. for the Procurement of (15) Officer Safety Plan Bundles, Including BodyWorn Cameras, TASER 10 Conducted Energy Weapons, and Associated Software, Training, and Support Services (pp. 145 – 161)
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. Second Reading by Title Only and Adoption of Ordinance No. 716, An Ordinance of the City of Exeter Enacting Zoning Ordinance Amendment 2025-01, as Requested by San Joaquin Homes, for Properties Generally Located at the Northeast Corner of Vine Street and the Northerly Extension of Elberta Avenue in Exeter (pp. 162 – 170) Presented by Tom Navarro, Contract Senior City Planner

2. Consideration of Appointments to the Exeter Planning Commission for Four Expired Terms (pp. 171 – 185)
Presented by Francesca Quintana, City Clerk/Human Resources Manager

3. Consider Adoption of Resolution 2025-33, A Resolution of the City Council of the City of Exeter, Rescinding Resolution 2021-25 and Setting the City of Exeter City Parks and Recreation Areas Hours of Operation to be between the hours of 6:00 A.M. and 10:00 P.M. and Closed from the hours of 10:00 P.M. and 6:00 A.M. (pp. 186 – 210) Presented by Jason Ridenour, City Administrator
August 12, 2025 Regular Meeting of the Exeter City Council

4. Consider Approval of Resolution No. 2025-34, A Resolution of the City Council of the City of Exeter Approving Amendments to the Exeter City Council Handbook of Rules and Procedures to Update the Process for Placing Items on the City Council Agenda (pp. 211 – 269)
Presented by Jason Ridenour, City Administrator

5. Consider Authorizing a 30-day notice of termination for Clean Cut Landscape Management Inc. pursuant to the City of Exeter’s Landscape Maintenance Services Contract and RFB23-009 and Authorize Staff to Initiate a Formal Bidding Process for City of Exeter Park Maintenance Services and Execute a Month-to-Month Agreement with CSET for Interim Maintenance (pp. 270 – 327)
Presented by Zachary Boudreaux, Public Works Director
K. CITY COUNCIL ITEMS OF INTEREST
L. CITY ADMINISTRATOR/DEPARTMENT COMMENTS
M. 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 outside of City Hall 137 N. F St. Exeter CA 93221 on August 08, 2025 and online on the City of Exeter website. _______________________________________________
Francesca Quintana, City Clerk
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 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 314 W. Firebaugh, Exeter CA 93221 during normal business hours.

August 12, 2025 Regular Meeting of the Exeter City Council

Oath of Office
I, Brayden Green Grove, 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.

Brayden Green Grove, Police Officer
State of California )
County of Tulare ) ss.

City of Exeter )
Subscribed and sworn before me this 12th of August 2025.

Francesca Quintana, City Clerk
August 12, 2025 Regular Meeting of the Exeter City Council

Office of the Mayor
Address: PO Box 237, Exeter, CA 93221
Phone: (559)592-9244
City of Exeter Employee of the Quarter
Operations Manager Daniel Espinola
The City of Exeter is proud to recognize Dan Espinola as Employee of the Quarter for his outstanding dedication, ingenuity, and commitment to public service.

Dan began his career with the City of Exeter on May 16, 2003, as a Mechanic II and was promoted to Operations Manager on October 4, 2013.

Over the years, Dan has proven himself to be a vital member of the Public Works Department, not only for his technical knowledge but also for his unmatched work ethic and hands-on approach to problem-solving.

While his role requires him to complete time-consuming and often tedious state-mandated reports for agencies such as the Air Quality Management District, Department of Toxic Substances Control, Department of Transportation, and Hazardous Waste Management, Dan’s passion lies in being out in the field. He dedicates much of his time to working on projects firsthand, ensuring the City’s infrastructure is maintained to the highest standards.

Dan has played a key role in keeping pumps and motors for critical equipment running smoothly. His creative resourcefulness has not gone unnoticed—Mid Valley Disposal once honored him as “Recycler of the Year”, a testament to his ability to repurpose old parts and seemingly unusable into functional repairs.

Recently, Dan has gone above and beyond by dedicating countless additional hours to the Police Department and Administrative Building Remodel Project, all while continuing to manage daily operations for the entire Public Works Department. His deep institutional knowledge and familiarity with the City’s infrastructure make him an invaluable asset and a true pillar of the department.

We thank Dan for his years of exceptional service, leadership, and continued commitment to the City of Exeter. Congratulations on being selected as our Employee of the Quarter—an honor well earned!
August 12, 2025 Regular Meeting of the Exeter City Council

Daniel Espinola

EMPLOYEE OF THE QUARTER
This certificate is proudly presented to :

MAYOR PRO TEM WILSON
In recognition of being selected as the Employee of the Quarter for exceptional dedication, ingenuity, and commitment to public service. Dan’s outstanding work ethic, technical expertise, and hands-on approach have made him an invaluable member of the Public Works Department. His creativity, leadership, and commitment to excellence embody the values of the City of Exeter. Awarded this 12 day of August in recognition of his exceptional contributions. th

MAYOR JOHNSON
Operations Manager

COUNCIL MEMBER RIDDLE COUNCIL MEMBER LENTZ COUNCIL MEMBER ALVES August 12, 2025 Regular Meeting of the Exeter City Council

Airica de Oliveira
President & CEO
Tulare County EDC
Year-end Overview, 24-25
Prelim-plan for 25-26
A Different California
August 12, 2025 Regular Meeting of the Exeter City Council

ABOUT US
• Non-Profit 501(c)4, with 501(c)3
Foundation arm
• Led by a 22 Board of Directors; of
public and private stakeholders
• Our Vision: To be the premier
location in California to live,
work, learn, and play.
• Maximize opportunities for
economic growth and job
creation
• Create a globally competitive
environment for businesses
• Maintain a high performance,
nationally acclaimed economic
development organization

OUR GOALS
August 12, 2025 Regular Meeting of the Exeter City Council

01 Recruitment
03 Practitioners
02 Site Selection
Key Activities
August 12, 2025 Regular Meeting of the Exeter City Council

EMPLOYER & INDUSTRY

RECRUITMENT
• LEADS by source
⚬ Referral
⚬ Direct (website, phone, email)
⚬ Contracted Vendor
⚬ GOBiz (Governor’s Office of
Business & ED)
⚬ CCVEDC (CA Central Valley EDC)
⚬ Broker/Site Selector
August 12, 2025 Regular Meeting of the Exeter City Council

May 2025 metrics
￭ 39,899 e m a ils se nt
￭ 5,346 e m a ils op e ne d
￭ 13.7% op e n ra te
￭ 733 c lic k le a d s to
we b site / inform a tion
￭ 76% c lic ks to op e n p e rc e nta g e

MARKETING CAMPAIGN
August 12, 2025 Regular Meeting of the Exeter City Council

MARKETING CAMPAIGN
Global Trade
Magazine
Over 100k
subscribers
monthly!
August 12, 2025 Regular Meeting of the Exeter City Council

MARKETING CAMPAIGN
Tulare County Workforce.

One of our greatest assets.

August 12, 2025 Regular Meeting of the Exeter City Council

TELLING THE

TULARE COUNTY STORY
August 12, 2025 Regular Meeting of the Exeter City Council

TELLING THE

TULARE COUNTY STORY
August 12, 2025 Regular Meeting of the Exeter City Council

SITE SELECTION
• Real Estate &
Demographic
Database:
⚬ GIS We b te c h ,
⚬ 3D Sp e c Bu ild in g
Te c h n o lo g y,
⚬ ESRI- ba sed
De m o g ra p h ic s ,
⚬ Zo n in g a n d Utility
la ye rs
⚬ NEW! Industry
Clusters
August 12, 2025 Regular Meeting of the Exeter City Council

PRACTITIONERS
FEDERAL GOVT.

Federal Economic Development
Administration (EDA)
• Tulare County 5 - year CEDS Report
(Submitted on June 30, 2024)

STATE OF CA
Governor’s Office of Business &
Economic Development
• New Business Leads & Facilitation
• CA Jobs First (S2J2)
August 12, 2025 Regular Meeting of the Exeter City Council

S2J2 UPDATE
August 12, 2025 Regular Meeting of the Exeter City Council

24 -29 CEDS UPDATE
August 12, 2025 Regular Meeting of the Exeter City Council

TOP INDUSTRIES (YTD)

MANUFACTURING
1 2 3

DISTRIBUTION/

WAREHOUSE

RECYCLING
39 Projects Data Assists
67%
EDC Exclusive
152
Site Selector
Missions
12 Legislative
Meetings
49 24-25 YTD
23-24 FY 25 80% 27 6
23 August 12, 2025 Regular Meeting of the Exeter City Council

TOTAL

PROJECT LEADS
39 TOTAL PROJECTS
21 RFI’S DISTRIBUTED
17 PROPOSALS PREPARED
129 SITES SUBMITTED
2 SITE TOURS
12 SHORTLIST PROJECTS
26 INCENTIVE PACKETS SENT
23 ASSISTS
August 12, 2025 Regular Meeting of the Exeter City Council

EXETER LEADS
1 SITE PROPOSAL

ON APPLICABLE PROJECTS
733 LEADS TO WEBSITE
August 12, 2025 Regular Meeting of the Exeter City Council

EMPLOYMENT BENEFITS
August 12, 2025 Regular Meeting of the Exeter City Council

• Received two grants: $25,000 Grant from Bank of the Sierra, $5k ARPA Grant
• Completed a new 5 -year CEDS, annual update
• Updated 2025 Project Proposal (See attached)
• Website Additions:
⚬ 1st d raft of Ind ust ry Clust e r (Food Proce ssing) t o GURU ⚬ 24-29 CEDS Re p ort
• Ove r 40 ,0 0 0 Marke t ing Im p re ssions & Glob al Trad e Magazine Highlight • Proje ct e d t o e nd t he FY on a p osit ive financial not e • CA J ob s First Ke y St ake hold e rs/Re p re se nt at ive s for Tulare /Kings • We lcom e d t wo ne w Board Me m b e rs: Bank of America, Gallagher Insurance • We lcom e d ne w Privat e Part ne rs!
• Host e d anot he r succe ssful Econom ic Sum m it !
24 -25 HIGHLIGHTS
August 12, 2025 Regular Meeting of the Exeter City Council

25 -26 STRATEGIC GOALS
• Pursue additional grant opportunities
• Increase Private Partners' investments
• Increase marketing Impressions & Engagement
• Recruit new board members, filling industry gaps
• Maintain relationships with GoBiz, EDA
• Enhance GURU platform with industry clusters/
Collaborating with SJVMA and Central Valley Comm.

Foundation
(Tentative plan pending board approval)
August 12, 2025 Regular Meeting of the Exeter City Council

PRIVATE PARTNERS
4Creeks, Inc.
7Points
Adventist Health
AltSys Solar
AMR Plastics
Bank of the Sierra
Colliers Commercial
College of the Sequoias
Eagle Mountain Casino/ Tule River Tribe
Educational Employees Credit Union
Kaweah Health
Newmark Pearson
Pacific Gas & Electric
Proteus
Race Communications
Seals Construction
Setton Farms
Staffords Chocolates
Southern California Electric
Southern California Gas
True North Physicians Agency
Tulare Chamber of Commerce
Valley Children's Hospital
Valley Strong Credit Union
Ventura Coastal
August 12, 2025 Regular Meeting of the Exeter City Council

2025 ECONOMIC SUMMIT
August 12, 2025 Regular Meeting of the Exeter City Council

CONTACT US
559.625.3100
[email protected]
[email protected]
www.tularecountyedc.com
August 12, 2025 Regular Meeting of the Exeter City Council

EXETER CITY COUNCIL

REGULAR MEETING AGENDA

ACTION MINUTES
July 22, 2025, 7:00 PM
City Hall, 137 North F Street
Exeter, California 93221
Mayor
Jacob Johnson
Mayor Pro Tem
Jeff Wilson
Council Members
Vicki Riddle
Frankie Alves
Bobby Lentz
Notice is hereby given that the Exeter City Council will hold a Regular Meeting on Tuesday, July 22, 2025, at 7:00 p.m. in person at Exeter City Hall located at 137 N. F St. in Exeter California, 93221.

Staff Reports related to items on the agenda are available on the City’s website at https://cityofexeter.ca.gov/ and available for viewing at City Hall. 7:00 p.m.

A. CALL TO ORDER REGULAR SESSION AND REPORT ON CLOSED SESSION ITEMS (if any)
Mayor called the meeting to order at 7:00 p.m.

B. INVOCATION
Presented by Mayor Johnson
C. PLEDGE OF ALLEGIANCE
Led by Mayor Johnson.

D. PUBLIC COMMENTS
Public comment from PK Whitmire. Whitmire shared that she wont be in town when the Council makes appointments to the Planning Commission, but expressed her interest. She also applied for an at-large position with the County to continue to assist the City.

E. SPECIAL PRESENTATIONS

1. Presentation from Caltrans (p. )
Presented by John Liu, Caltrans
F. 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 August 12, 2025 Regular Meeting of the Exeter City Council

then the item will be removed from the Consent Calendar to be discussed and voted upon by a separate motion.

1. Approval of June 24, 2025 regular meeting minutes (pp. )

2. Approval of June 24, 2025 special meeting minutes (pp. )

3. Approval of the Payment of Bills for June 27, 2025 (pp.)

4. Approval of the Payment of Bills for July 11, 2025 (pp.)

5. Approval of Payroll in the Amount of $78,666.09 for the Period of June 16, 2025, through June 29, 2025, with a Check Date of July 04, 2025 (pp. )

6. Receipt and Certification of the City Treasurer’s Report – June 2025 (pp. )

7. Consider approval of Street Closure Request and Fee Waiver for the 2025 Exeter Union High School Homecoming Parade on October 3, 2025. (pp. )

8. Affirm Emergency Repairs and Authorize Payment to Monarch Ford for Fire Patrol 11 in the amount of $11,454.31. (pp. )

9. Ratification of Execution of the Revised Amendment and Extension of the MOU with the Tulare-Kings County Regional Hazardous Materials Team (pp. )

10. Ratification of Execution of Memorandum of Understanding (MOU) Between the City of Exeter and the County of Tulare for Interim Police Chief Services (pp. )

11. Approval of Agreement Between the City of Exeter and the County of Tulare Sheriff’s Office for the Sheriff’s Work Alternative Program (SWAP) (pp. )

12. Adoption of Resolution 2025-26, A Resolution of the City Council of the City of Exeter, authorizing the City Administrator to File a Regional Surface Transportation Program (RSTP) Exchange Fund Claim Form For Fiscal Year 2024-2025 (pp. ) Approval of Consent Calendar
1st 2nd Result JONHSON WILSON ALVES RIDDLE LENTZ
ALVES WILSON (5-0) AYE AYE AYE AYE AYE
G. 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. Consider Adoption of either Resolution 2025-27, a Resolution of the City Council of the City of Exeter, approving Engineer’s Reports and confirming the diagrams and assessments therein for the City of Exeter Landscape and Lighting Maintenance Assessment Districts 91-01A; 91-01B; 97-01; 98-01; 08-01; 06-01; 05-01; 05-02; 04-02; 04-03; 01-02; and 23-01, including amending Landscape and Lighting District Nos. 91- 01A; 97-01; 98-01; 04-02; 05-01; 05-02; 06-01; and 08-01 in support of proposed annual benefit assessment (ABA) increases for fiscal year 2025-2026, with attached 2025/26 Landscape and Lighting Assessment Districts Engineer’s Reports or Resolution 2025-28, a Resolution of the City Council of the City of Exeter, approving Engineer’s Reports and August 12, 2025 Regular Meeting of the Exeter City Council

confirming the diagrams and assessments therein for the City of Exeter Landscape and Lighting Maintenance Assessment Districts 91-01A; 91-01B; 97-01; 98-01; 08-01; 06-01; 05-01; 05-02; 04-02; 04-03; 01-02; and 23-01, for no increase to the 2024-2025 assessments, with attached 2025/26 Landscape and Lighting Assessment Districts Engineer’s Reports (pp. )
Presented by John Doyel, Contract City Engineer
Approval of Resolution 2025-28, a Resolution of the City Council of the City of Exeter, approving Engineer’s Reports and confirming the diagrams and assessments therein for the City of Exeter Landscape and Lighting Maintenance Assessment Districts 91-01A; 91- 01B; 97-01; 98-01; 08-01; 06-01; 05-01; 05-02; 04-02; 04-03; 01-02; and 23-01, for no increase to the 2024-2025 assessments, with attached 2025/26 Landscape and Lighting Assessment Districts Engineer’s Reports
1st 2nd Result JONHSON WILSON ALVES RIDDLE LENTZ
WILSON ALVES (5-0) AYE AYE AYE AYE AYE

2. Public hearing on the Intent to levy and collect assessments of on twelve existing Landscape and Lighting Maintenance Assessment Districts (LLMADs) 91-01A; 91-01B; 97-01; 98-01; 08-01; 06-01; 05-01; 05-02; 04-02; 04-03; 01-02; and 23-01; and Consideration of Adoption of Resolution 2025-29, A Resolution of the City Council of the City of Exeter, certifying the process to place this Special Assessment on the Tulare County secured property tax roll with proposed increase or Resolution 2025-30, A Resolution of the City Council of the City of Exeter, certifying the process to place this Special Assessment on the Tulare County secured property tax roll for no increase (pp. ) Presented by John Doyel, Contract City Engineer
Mayor opened the public hearing at 7:49 p.m.

No public comments were received.

Mayor closed the public hearing at 7:50 p.m.

Approval of Resolution 2025-30, A Resolution of the City Council of the City of Exeter, certifying the process to place this Special Assessment on the Tulare County secured property tax roll for no increase.
1st 2nd Result JONHSON WILSON ALVES RIDDLE LENTZ
WILSON ALVES (5-0) AYE AYE AYE AYE AYE

3. Public Hearing to Consider Adoption of Resolution 2025-31, A Resolution of the City Council of the City of Exeter, Approving General Plan Amendment 2025-01 and First Reading by Title Only of Ordinance No. 716, An Ordinance of the City of Exeter Enacting August 12, 2025 Regular Meeting of the Exeter City Council

Zoning Ordinance Amendment 2025-01, as Requested by San Joaquin Homes, for Properties Generally Located at the Northeast Corner of Vine Street and the Northerly Extension of Elberta Avenue in Exeter (pp. )
Presented by Tom Navarro, Contract Senior City Planner
Mayor Pro Tem Wilson abstained himself from discussion and voting on the item due to conflict.

Mayor opened the public hearing at 8:11 p.m.

Public comment from Steven Macias. Macias spoke on behalf of San Joaquin Valley Homes and shared his excitement for the project and thanked staff and city council.

Mayor closed the public hearing at 8:13 pm.

Adoption of Resolution 2025-31, A Resolution of the City Council of the City of Exeter, Approving General Plan Amendment 2025-01 and First Reading by Title Only of Ordinance No. 716, An Ordinance of the City of Exeter Enacting Zoning Ordinance Amendment 2025-01, as Requested by San Joaquin Homes, for Properties Generally Located at the Northeast Corner of Vine Street and the Northerly Extension of Elberta Avenue in Exeter.
1st 2nd Result JONHSON WILSON ALVES RIDDLE LENTZ
JOHNSON RIDDLE (4-0) AYE ABSTAIN AYE AYE AYE

4. Review of the Draft Exeter Parks Master Plan and Provide Comments and Direction to Staff Prior to Finalizing the Document (pp.)
Presented by Steve Brandt, Contract Principal Planner
Public comment from Eddie Wendt. Wendt shared that QK did a great job on the project and he is happy to see it completed.

Public comment from Andrew Martinez. Martinez voice his support for the project.

Public comment from Nancy Becker. Becker shared her support for the project and shared her and the Garden Clubs willingness to assist with projects.

No action was taken on this item.

H. CITY COUNCIL ITEMS OF INTEREST
Council Member Alves shared information about the upcoming concert from KJUG concert and fall festival. Alves shared that Ms.Exeter pageant is staring back up and August 12, 2025 Regular Meeting of the Exeter City Council

accepting application. Alves requested a future item regarding landscaping between city hall parking lot and downtown businesses.

Future agenda item regarding landscaping between city hall parking lot and downtown businesses.
1st 2nd Result JONHSON WILSON ALVES RIDDLE LENTZ
WILSON RIDDLE (5-0) AYE AYE AYE AYE AYE
Mayor Pro Tem Wilson shared that he attended various meetings. Wilson also conducted a walkthrough of LLMADs with the City Administrator and brainstormed solutions to some issues. Wilson shared that he is happy that weekly inspections are bring conducted. Wilson participated in the ‘Taco Trail’ with Vallarta and GROW Tulare County. Wilson encouraged everyone to download the Discover Tulare County App.

Council Member Riddle shared that she participated in the Neighborhood Watch along with the Chief of Police. Riddle also attended a meeting with Congressman Costa. Riddle voiced her support for an E Street Corridor and wayfinding signage in downtown. Riddle requested a future agenda item regarding an amendment to the city council handbook to allow for written requests to be submitted in advance to the city administrator for placement on the agenda as an individual business item. Riddle also requested a future agenda item regarding amending the park hours.

Future agenda item regarding an amendment to the city council handbook to allow for written requests to be submitted in advance to the city administrator for placement on the agenda as an individual business item.
1st 2nd Result JONHSON WILSON ALVES RIDDLE LENTZ
ALVES WILSON (5-0) AYE AYE AYE AYE AYE
Future agenda item regarding amending the park hours.
1st 2nd Result JONHSON WILSON ALVES RIDDLE LENTZ
ALVES RIDDLE (5-0) AYE AYE AYE AYE AYE
Council Member Lentz had no report.

Mayor Johnson shared information regarding the upcoming National Night Out event and encouraged everyone to attend. Johnson thanked the Chief for his involvement.

I. CITY ADMINISTRATOR/DEPARTMENT COMMENTS
City Administrator, Police Chief, Public Works Director, City Attorney and City Clerk all shared updates.

August 12, 2025 Regular Meeting of the Exeter City Council

J. REGULAR MEETING ADJOURNMENT
Mayor adjourned the meeting at 9:44 p.m.
_______________________________________________
Francesca Quintana, City Clerk
August 12, 2025 Regular Meeting of the Exeter City Council

Agenda Item Staff Report
Meeting Date:

August 12, 2025
Wording for Agenda:

Approval of the Payment of Bills for July 25, 2025.

Submitting Department:

Finance
Contact Name:

Xochitl Hernandez, Finance Manager
Staff recommends that the City Council approve the payment of bills in the amount of $463,945.25 dated July 25, 2025.

The Finance Department has reviewed and compiled invoices and expenses for city operations for approval by the City Council, which are summarized and attached to this report. This action authorizes the disbursement of funds for routine and approved expenditures necessary to continue city services.

The payment of bills is a recurring action presented to the City Council to ensure transparency and fiscal oversight of city expenditures. The item reflects payments made for various city services, supplies, utilities, and obligations incurred in the normal course of business. All bills have been reviewed by the Finance Department and are within budgeted appropriations. • Total amount: $463,945.25
• Funding sources: Various city departmental budgets
• Budget implications: All payments are within the approved Fiscal Year 2025–2026 budget. No additional appropriations are necessary.

For action by:
☒City Council
Regular Session:
☒Consent Calendar
☐Regular Item
☐Public Hearing
Review:

City Administrator
(Initials Required)
__J.R.__
Agenda Item Number: I.2.

Department Recommendation:

Summary:

Background:

Fiscal Impact:

August 12, 2025 Regular Meeting of the Exeter City Council

The City Council routinely approves payment of bills during regular meetings. This item is part of the standard financial reporting and authorization process. • Payments for Publication Report dated July 25, 2025.

I move to approve the payment of bills in the amount of $463,945.25 dated July 25, 2025.

Prior City Council Actions:

Attachments:

Recommended motion to be made by the City Council:

August 12, 2025 Regular Meeting of the Exeter City Council

AVENU FINANCIAL SYSTEM CITY OF EXETER
07/24/2025 09:49:23 Payments for Publication GL050S-V08.22 COVERPAGE GL335R
Report Selection:

Run Group... 072525 Comment... CHECK RUN 7/25/25
Approval Date for Report........... 07 25 2025
Payments Through Date.............. 07 25 2025
Cutoff Amount to be Used........... 0000000
RUN GROUP... 072525 COMMENT... CHECK RUN 7/25/25

DATA-JE-ID DATA COMMENT
-------------- ------------------------
D-07252025-897 CHECK RUN 7/25/2025
Run Instructions:

Jobq Banner Copies Form Printer Hold Space LPI Lines CPI CP SP RT L 01 LASERHP4 Y S 6 066 10
August 12, 2025 Regular Meeting of the Exeter City Council

AVENU FINANCIAL SYSTEM CITY OF EXETER
7/24/2025 9:49:23 Payments for Publication GL335R-V08.22 PAGE Approved on 7/25/2025 for Payments Through 7/25/2025
Vendor Name Description Amount
AFLAC JUL 2025 AFLAC 3,697.44
ALDRIDGE/ GARY ANNUAL BOOT REIMBURSEMEN 250.00
BASIC JUL 2025 COBRA FEE 35.01
BLUE SHIELD OF CALIFORNIA 08/01/25 - 08/31/25 39,517.53 C.L.E.A. AUG 2025 LT DISABILITY 64.00
CAL BENNETT'S ADMIN FURN RENT-314 W FI 581.85
CENTRAL VALLEY BUSINESS FORMS ENVELOPES 263.91
CITY OF VISALIA JUL 2025 ANIMAL SERVICES 18,563.03
CONSENSUS CLOUD SOLUTIONS EFAX JUL MAINTENANCE FEE 183.51 CONSOLIDATED ELECTRICAL DISTRI 4IN SQ 1G RDS DEV RING 45.19 CSJVRMA 25/26 1ST QTR PROPERTY 360,894.00
DELTA LIQUID ENERGY, ARRO AUTO MOTOR VEHICLE FUEL 15.25 EMPLOYER DRIVEN SOLUTIONS AUG 2025 CLAIMS 4,417.67
FASTENAL COMPANY WB GN MRKNG PNT 22OZ 270.42
FERGUSON US HOLDINGS, INC 1X60 K SOFT COP TUBE 6,375.34 FRONTIER CALIFORNIA INC. 5139- 7/14/25-8/13/25 721.61
FUSION CONNECT, INC 0966 7/18/25-8/17/25 551.68
GBR TRANSPORT, INC 7/15-8/14/25 STRGE CONTA 228.38
KRC SAFETY CO INC. ANIT-VANDAL SPRAY 99.99
LUIS' NURSERY DWNTWN-LAVENDAR, LANTANA 156.30
MINERAL KING PUBLISHING INC 7/9/25 PN-859-28 EXTENIO 257.40 PACE SUPPLY CORP. 1 1/2 FIPX METER STRAIGH 2,749.59
SAN JOAQUIN VALLEY APCD 25/26 BELMNT/GLAZE PRMTS 290.00 SIERRA SANITATION, INC 7/17-8/13/25 100 N C ST 3,450.70 THE PIN CENTER 100TH PINS 965.50
UNIVAR SOLUTIONS USA INC JUL SOD HYPO 1906 MYER 10,551.98 VALLEY EXPETEC AUG MONTHLY BILLING 8,326.58
WECO INDUSTRIES LLC 25 FT FILL HOSE 141.44
WIRELESS INTERNET SERVICES,INC AUG 2025 - 314 W FIREBAU 279.95 ** Final Totals... 463,945.25
August 12, 2025 Regular Meeting of the Exeter City Council

AVENU FINANCIAL SYSTEM CITY OF EXETER
7/24/2025 9:49:23 Payments for Publication GL335R-V08.22 PAGE TOTAL NUMBER OF RECORDS PRINTED 85
August 12, 2025 Regular Meeting of the Exeter City Council

AVENU FINANCIAL SYSTEM CITY OF EXETER
07/24/2025 09:49:23 Payments for Publication GL060S-V08.22 RECAPPAGE GL335R
FUND RECAP:

FUND DESCRIPTION DISBURSEMENTS
---- ----------------------------
104 GENERAL FUND 15,486.34
105 WATER FUND 15,378.47
106 SANITATION FUND 25.52
107 SEWER FUND 6,387.31
121 INSURANCE FUND 404,864.21
141 MEASURE P 21,803.40
TOTAL ALL FUNDS 463,945.25
BANK RECAP:

BANK NAME DISBURSEMENTS
---- ----------------------------
BANK BANK OF THE SIERRA 463,945.25
TOTAL ALL BANKS 463,945.25
August 12, 2025 Regular Meeting of the Exeter City Council

Agenda Item Staff Report

Meeting Date:

July 22, 2025
Wording for Agenda:

Approval of Payroll in the Amount of $89,994.28 for the Period of June 30, 2025, through July 13, 2025, with a Check Date of July 18, 2025.

Submitting Department:

Finance
Contact Name:

Xochitl Hernandez, Finance Manager
Department Recommendation:

Staff recommends that the City Council approve payroll in the amount of $89,994.28 for the pay period of June 30, 2025, through July 13, 2025, with a Check Date of July 18, 2025.

Summary:

This item requests City Council approval of payroll expenditures incurred during the pay period of June 30, 2025, through July 13, 2025. Timely approval ensures the city remains compliant with labor obligations and continues uninterrupted compensation to employees.

Background:

The City of Exeter processes payroll on a biweekly basis. City Council approval is required for each payroll cycle as part of the city’s fiscal oversight procedures. The current payroll covers all regular full-time, part-time, and temporary employees for the specified pay period.

Fiscal Impact:
• Total payroll amount: $89,994.28
• Funding source: Approved departmental salary budgets
• Budget implications: Payroll is within the adopted Fiscal Year 2025-2026 budget; no additional funds are required.

For action by:
☒City Council
Regular Session:
☒Consent Calendar
☐Regular Item
☐Public Hearing
Review:

City Administrator
(Initials Required)
__J.R.__
Agenda Item Number: I.3.

August 12, 2025 Regular Meeting of the Exeter City Council

Prior City Council Actions:

Payroll approval is a standing item brought to the City Council regularly to ensure accountability and continuity of operations.

Attachments:
• Payroll Register for the period June 30, 2025, through July 13, 2025 Recommended motion to be made by the City Council:

I move to approve payroll in the amount of $89,994.28 for the pay period of June 30, 2025, through July 13, 2025, with a Check Date of July 18, 2025.

August 12, 2025 Regular Meeting of the Exeter City Council

PAYROLL........S BI-WEEKLY RUN-07/17/2025 13.23.10 PAGE 1 CHECK FORM..CHEK CHECK REGISTER PR311R-V14.24 Paymate
PERIOD 2 DATING 6/30/2025- 7/13/2025 CHECK DATE 7/18/2025

DIRECT DEPOSIT IS TURNED ON

CHECK CHECK EMPLOYEE/BANK/VENDOR CHECK

NUMBER AMOUNT NAME CODE SEQ
1740 63.69 CA STATE DISBURSEMENT UN 2 1 VENDOR CHECK
TOTALS FOR CHECK FORM: CHEK

NEGOTIABLE CHECKS COUNTS

0.00 *EMPLOYEE CHECKS 0

63.69 *VENDOR CHECKS 1

0.00 *BANK CHECKS 0

63.69 **TOTAL NEGOTIABLE CHECKS 1

OTHER CHECKS

0.00 *MANUAL CHECKS 0

0.00 *CANCELLED CHECKS 0

63.69 **TOTAL FOR CHECK FORM

NON-NEGOTIABLE CHECKS

0.00 *DIRECT DEPOSIT STUBS 0

0.00 *VENDOR DIR DEP STUBS 0
August 12, 2025 Regular Meeting of the Exeter City Council

PAYROLL........S BI-WEEKLY RUN-07/17/2025 13.23.10 PAGE 2 CHECK FORM..STUB CHECK REGISTER PR311R-V14.24 Paymate
PERIOD 2 DATING 6/30/2025- 7/13/2025 CHECK DATE 7/18/2025

DIRECT DEPOSIT IS TURNED ON

CHECK CHECK EMPLOYEE/BANK/VENDOR CHECK

NUMBER AMOUNT NAME CODE SEQ
53851 175.50 CLOCEA 4 1 VENDOR STUB ONLY
53852 252.00 EXETER POLICE OFFICER AS 3 1 VENDOR STUB ONLY 53853 163.53 EXETER POLICE OFFICER AS 3A 1 VENDOR STUB ONLY 53854 2,233.75 ARIAS/CHRISTINA 730 1 STUB ONLY
53855 2,566.83 QUINTANA FRANCESCA N 742 1 STUB ONLY
53856 4,722.16 RIDENOUR/JASON CHARLES 763 1 STUB ONLY
53857 1,497.87 CARTER/AMY JO 502 1 STUB ONLY
53858 99.01 FRANCO/EEKHONG 304 1 STUB ONLY
53859 2,954.39 HERNANDEZ/XOCHITL 306 1 STUB ONLY
53860 1,805.59 MILLER/CATHEY RENE 734 1 STUB ONLY
53861 1,714.65 TOBIAS/ANTHONY JORDAN 746 1 STUB ONLY
53862 510.47 VEGA/ASHLEY MAKAYLA 753 1 STUB ONLY
53863 2,292.35 BROWN/ANDREW EUGENE 762 1 STUB ONLY
53864 2,892.51 BRYANT/EZRA JOSEPH 752 1 STUB ONLY
53865 1,705.32 CARRETERO/VANESSA 402 1 STUB ONLY
53866 3,434.24 FELIX/ESTEVAN 704 1 STUB ONLY
53867 3,520.40 GIEFER/MICHAEL DAVID 438 1 STUB ONLY
53868 3,248.17 HEINKS/RYAN DAVID 765 1 STUB ONLY
53869 1,316.67 HILL/HANNAH GRACE 747 1 STUB ONLY
53870 3,692.56 MOORE/ROBERT HARRY 764 1 STUB ONLY
53871 881.32 MORENO/MATTHEW 724 1 STUB ONLY
53872 2,360.58 PRIDEAUX/TRACI 448 1 STUB ONLY
53873 230.61 QUALLS/DAYMON 607 1 STUB ONLY
53874 4,476.11 ROBLES JR/EVERARDO 744 1 STUB ONLY
53875 2,146.89 ROCHA/CRISTINA 731 1 STUB ONLY
53876 4,190.30 SCHIMPF/ROBERT BRIAN 766 1 STUB ONLY
53877 2,440.78 VILLARREAL/ISIDRO 707 1 STUB ONLY
53878 3,097.98 YARBER/ISABEL 422 1 STUB ONLY
53879 2,286.16 ALDRIDGE/GARY 618 1 STUB ONLY
53880 3,012.18 BOUDREAUX/ZACHARY MICHA 756 1 STUB ONLY
53881 2,166.17 ESPINOLA/DANIEL M 602 1 STUB ONLY
53882 282.29 GOLDSTROM/NORMAN 629 1 STUB ONLY
53883 1,840.08 HUGGINS/KYLE AARON 621 1 STUB ONLY
53884 2,165.32 RIVERA/RYAN 733 1 STUB ONLY
53885 453.33 WENDT/EDDIE 626 1 STUB ONLY
53886 91.42 ALANIZ/WYATT BLAIN 757 1 STUB ONLY
53887 236.18 BARSS/TYLER ANN 758 1 STUB ONLY
53888 1,825.28 GARVER/ELIJAH 712 1 STUB ONLY
53889 1,721.72 ARROYO/MARIE 623 1 STUB ONLY
53890 2,482.92 MILLAN/MARCUS 622 1 STUB ONLY
53891 1,533.56 QUIROZ/PATRICK P 512 1 STUB ONLY
53892 1,631.05 RAMIREZ/GABRIEL GRACILI 761 1 STUB ONLY
53893 1,528.85 RAMIREZ/JUAN 608 1 STUB ONLY
53894 1,446.26 CARRASCO/MICHAEL 759 1 STUB ONLY
53895 3,593.10 HIFNER/CHRISTOPHER 736 1 STUB ONLY
53896 1,012.18 O'SHAUGHNESSY/BRIDGET E 751 1 STUB ONLY
August 12, 2025 Regular Meeting of the Exeter City Council

PAYROLL........S BI-WEEKLY RUN-07/17/2025 13.23.10 PAGE 3 CHECK FORM..STUB CHECK REGISTER PR311R-V14.24 Paymate
PERIOD 2 DATING 6/30/2025- 7/13/2025 CHECK DATE 7/18/2025

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
89,339.56 *DIRECT DEPOSIT STUBS 43
591.03 *VENDOR DIR DEP STUBS 3
August 12, 2025 Regular Meeting of the Exeter City Council

PAYROLL........S BI-WEEKLY RUN-07/17/2025 13.23.10 PAGE 4 RECAP BY FUND CHECKS/STUBS/MANUAL/CANC'D PR311R-V14.24 Paymate PERIOD 2 DATING 6/30/2025- 7/13/2025 CHECK DATE 7/18/2025

EMPLOYER FUND HOME WORKED WORKED

CODE CODE TOTALS TOTALS DIR DEP
1 104 74,389.92 56,172.13 56,172.13
1 105 8,898.10 14,055.81 14,055.81
1 106 .00 966.31 966.31
1 107 .00 10,107.88 10,107.88
1 121 .00 1,985.89 1,985.89
1 141 6,051.54 6,051.54 6,051.54
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.)
August 12, 2025 Regular Meeting of the Exeter City Council

PAYROLL........S BI-WEEKLY RUN-07/17/2025 13.23.10 PAGE 5 RECAP BY DEPT CHECKS/STUBS/MANUAL/CANC'D PR311R-V14.24 Paymate PERIOD 2 DATING 6/30/2025- 7/13/2025 CHECK DATE 7/18/2025

EMR FUND DEPT HOME FULL PART TEMP FEMALE

CODE CODE CODE TOTALS EMPLOYEE COUNTS
1 104 402 ADMINISTRATION 9,522.74 3 2
1 104 403 FINANCE 8,581.98 4 1 1 5
1 104 421 POLICE 41,926.79 14 2 5
1 104 431 STREET 12,205.53 5 2
1 104 471 RECREATION 2,152.88 1 2 1
1 105 461 WATER 8,898.10 5 1
1 141 405 COMM SERVICE OFFICER 1,446.26 1
1 141 421 POLICE 3,593.10 1
1 141 471 RECREATION LEADER 1,012.18 1 1
TOTAL 89,339.56 35 7 1 15
August 12, 2025 Regular Meeting of the Exeter City Council

PAYROLL........S BI-WEEKLY RUN-07/17/2025 13.23.10 PAGE 6 RECAP BY DEPT CHECKS/STUBS/MANUAL/CANC'D PR311R-V14.24 Paymate PERIOD 2 DATING 6/30/2025- 7/13/2025 CHECK DATE 7/18/2025

EMPLOYER FUND HOME WORKED WORKED

CODE CODE TOTALS TOTALS DIR DEP

GRAND TOTALS

NEGOTIABLE CHECKS COUNTS

0.00 *EMPLOYEE CHECKS 0

63.69 *VENDOR CHECKS 1

0.00 *BANK CHECKS 0

63.69 **TOTAL NEGOTIABLE CHECKS 1

OTHER CHECKS

0.00 *MANUAL CHECKS 0

0.00 *CANCELLED CHECKS 0

63.69 ***GRAND TOTAL

NON-NEGOTIABLE CHECKS
89,339.56 *DIRECT DEPOSIT STUBS 43
591.03 *VENDOR DIR DEP STUBS 3
89,930.59 **TOTAL NON-NEGOTIABLE CHECKS 46

NEGOTIABLE CHECKS/NON-NEGOTIABLE CHECKS

0.00 *EMPLOYEE CHECKS 0

63.69 *VENDOR CHECKS 1

0.00 *BANK CHECKS 0
89,339.56 *DIRECT DEPOSIT STUBS 43
591.03 *VENDOR DIR DEP STUBS 3
89,994.28 ***TOTAL NEGOTIABLE & NON-NEGOT 47

0.00 *OTHER CHECKS 0
89,994.28 ***TOTAL NEG, NON-NEG, OTHER CHECKS
TOTAL SEQ 1 FEMALES 15
August 12, 2025 Regular Meeting of the Exeter City Council

Agenda Item Staff Report

Meeting Date:

July 22, 2025
Wording for Agenda:

Approval of Payroll in the Amount of $99,679.12 for the Period of July 14, 2025, through July 27, 2025, with a Check Date of August 01, 2025.

Submitting Department:

Finance
Contact Name:

Xochitl Hernandez, Finance Manager
Department Recommendation:

Staff recommends that the City Council approve payroll in the amount of $99,679.12 for the Period of July 14, 2025, through July 27, 2025, with a Check Date of August 01, 2025.

Summary:

This item requests City Council approval of payroll expenditures incurred during the pay period of July 14, 2025 through July 27, 2025. Timely approval ensures the city remains compliant with labor obligations and continues uninterrupted compensation to employees.

Background:

The City of Exeter processes payroll on a biweekly basis. City Council approval is required for each payroll cycle as part of the city’s fiscal oversight procedures. The current payroll covers all regular full-time, part-time, and temporary employees for the specified pay period.

Fiscal Impact:
• Total payroll amount: $99,679.12
• Funding source: Approved departmental salary budgets
• Budget implications: Payroll is within the adopted Fiscal Year 2025-2026 budget; no additional funds are required.

For action by:
☒City Council
Regular Session:
☒Consent Calendar
☐Regular Item
☐Public Hearing
Review:

City Administrator
(Initials Required)
__J.R.__
Agenda Item Number: I.4.

August 12, 2025 Regular Meeting of the Exeter City Council

Prior City Council Actions:

Payroll approval is a standing item brought to the City Council regularly to ensure accountability and continuity of operations.

Attachments:
• Payroll Register for the period July 14, 2025, through July 27, 2025 Recommended motion to be made by the City Council:

I move to approve payroll in the amount of $99,679.12 for the Period of July 14, 2025, through July 27, 2025, with a Check Date of August 01, 2025.

August 12, 2025 Regular Meeting of the Exeter City Council

PAYROLL........S BI-WEEKLY RUN-07/30/2025 14.09.13 PAGE 1 CHECK FORM..CHEK CHECK REGISTER PR311R-V14.24 Paymate
PERIOD 1 DATING 7/14/2025- 7/27/2025 CHECK DATE 8/01/2025

DIRECT DEPOSIT IS TURNED ON

CHECK CHECK EMPLOYEE/BANK/VENDOR CHECK

NUMBER AMOUNT NAME CODE SEQ
1741 63.69 CA STATE DISBURSEMENT UN 2 1 VENDOR CHECK
TOTALS FOR CHECK FORM: CHEK

NEGOTIABLE CHECKS COUNTS

0.00 *EMPLOYEE CHECKS 0

63.69 *VENDOR CHECKS 1

0.00 *BANK CHECKS 0

63.69 **TOTAL NEGOTIABLE CHECKS 1

OTHER CHECKS

0.00 *MANUAL CHECKS 0

0.00 *CANCELLED CHECKS 0

63.69 **TOTAL FOR CHECK FORM

NON-NEGOTIABLE CHECKS

0.00 *DIRECT DEPOSIT STUBS 0

0.00 *VENDOR DIR DEP STUBS 0
August 12, 2025 Regular Meeting of the Exeter City Council

PAYROLL........S BI-WEEKLY RUN-07/30/2025 14.09.13 PAGE 2 CHECK FORM..STUB CHECK REGISTER PR311R-V14.24 Paymate
PERIOD 1 DATING 7/14/2025- 7/27/2025 CHECK DATE 8/01/2025

DIRECT DEPOSIT IS TURNED ON

CHECK CHECK EMPLOYEE/BANK/VENDOR CHECK

NUMBER AMOUNT NAME CODE SEQ
53897 175.50 CLOCEA 4 1 VENDOR STUB ONLY
53898 280.00 EXETER POLICE OFFICER AS 3 1 VENDOR STUB ONLY 53899 181.70 EXETER POLICE OFFICER AS 3A 1 VENDOR STUB ONLY 53900 2,228.50 ARIAS/CHRISTINA 730 1 STUB ONLY
53901 2,566.83 QUINTANA FRANCESCA N 742 1 STUB ONLY
53902 4,722.16 RIDENOUR/JASON CHARLES 763 1 STUB ONLY
53903 1,526.95 CARTER/AMY JO 502 1 STUB ONLY
53904 14.15 FRANCO/EEKHONG 304 1 STUB ONLY
53905 2,954.39 HERNANDEZ/XOCHITL 306 1 STUB ONLY
53906 1,244.31 MILLER/CATHEY RENE 734 1 STUB ONLY
53907 1,785.71 TOBIAS/ANTHONY JORDAN 746 1 STUB ONLY
53908 411.42 VEGA/ASHLEY MAKAYLA 753 1 STUB ONLY
53909 1,861.19 BROWN/ANDREW EUGENE 762 1 STUB ONLY
53910 2,757.94 BRYANT/EZRA JOSEPH 752 1 STUB ONLY
53911 1,705.32 CARRETERO/VANESSA 402 1 STUB ONLY
53912 2,421.76 FELIX/ESTEVAN 704 1 STUB ONLY
53913 7,886.92 FELIX/ESTEVAN 704 2 STUB ONLY
53914 3,520.40 GIEFER/MICHAEL DAVID 438 1 STUB ONLY
53915 1,863.53 GREEN GROVE/BRAYDEN TAY 767 1 STUB ONLY
53916 3,248.17 HEINKS/RYAN DAVID 765 1 STUB ONLY
53917 1,316.67 HILL/HANNAH GRACE 747 1 STUB ONLY
53918 3,692.56 MOORE/ROBERT HARRY 764 1 STUB ONLY
53919 230.61 MORENO/MATTHEW 724 1 STUB ONLY
53920 2,360.58 PRIDEAUX/TRACI 448 1 STUB ONLY
53921 2,528.54 ROBLES JR/EVERARDO 744 1 STUB ONLY
53922 2,930.90 ROCHA/CRISTINA 731 1 STUB ONLY
53923 3,562.59 ROCHA/CRISTINA 731 2 STUB ONLY
53924 4,190.30 SCHIMPF/ROBERT BRIAN 766 1 STUB ONLY
53925 2,326.95 VILLARREAL/ISIDRO 707 1 STUB ONLY
53926 3,092.74 YARBER/ISABEL 422 1 STUB ONLY
53927 1,679.29 ALDRIDGE/GARY 618 1 STUB ONLY
53928 3,537.41 BOUDREAUX/ZACHARY MICHA 756 1 STUB ONLY
53929 2,166.17 ESPINOLA/DANIEL M 602 1 STUB ONLY
53930 108.94 GOLDSTROM/NORMAN 629 1 STUB ONLY
53931 1,840.08 HUGGINS/KYLE AARON 621 1 STUB ONLY
53932 1,648.24 RIVERA/RYAN 733 1 STUB ONLY
53933 844.85 WENDT/EDDIE 626 1 STUB ONLY
53934 182.85 ALANIZ/WYATT BLAIN 757 1 STUB ONLY
53935 198.09 BARSS/TYLER ANN 758 1 STUB ONLY
53936 2,032.56 GARVER/ELIJAH 712 1 STUB ONLY
53937 152.37 RUBIO/IVAN 750 1 STUB ONLY
53938 1,721.72 ARROYO/MARIE 623 1 STUB ONLY
53939 2,110.88 MILLAN/MARCUS 622 1 STUB ONLY
53940 1,528.31 QUIROZ/PATRICK P 512 1 STUB ONLY
53941 1,608.70 RAMIREZ/GABRIEL GRACILI 761 1 STUB ONLY
53942 2,248.60 RAMIREZ/JUAN 608 1 STUB ONLY
53943 1,594.05 CARRASCO/MICHAEL 759 1 STUB ONLY
53944 3,706.60 HIFNER/CHRISTOPHER 736 1 STUB ONLY
August 12, 2025 Regular Meeting of the Exeter City Council

PAYROLL........S BI-WEEKLY RUN-07/30/2025 14.09.13 PAGE 3 CHECK FORM..STUB CHECK REGISTER PR311R-V14.24 Paymate
PERIOD 1 DATING 7/14/2025- 7/27/2025 CHECK DATE 8/01/2025

DIRECT DEPOSIT IS TURNED ON

CHECK CHECK EMPLOYEE/BANK/VENDOR CHECK

NUMBER AMOUNT NAME CODE SEQ
53945 1,116.43 O'SHAUGHNESSY/BRIDGET E 751 1 STUB ONLY
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
98,978.23 *DIRECT DEPOSIT STUBS 46
637.20 *VENDOR DIR DEP STUBS 3
August 12, 2025 Regular Meeting of the Exeter City Council

PAYROLL........S BI-WEEKLY RUN-07/30/2025 14.09.13 PAGE 4 RECAP BY FUND CHECKS/STUBS/MANUAL/CANC'D PR311R-V14.24 Paymate PERIOD 1 DATING 7/14/2025- 7/27/2025 CHECK DATE 8/01/2025

EMPLOYER FUND HOME WORKED WORKED

CODE CODE TOTALS TOTALS DIR DEP
1 104 83,342.94 65,489.64 65,489.64
1 105 9,218.21 13,841.94 13,841.94
1 106 .00 1,026.29 1,026.29
1 107 .00 10,215.14 10,215.14
1 121 .00 1,988.14 1,988.14
1 141 6,417.08 6,417.08 6,417.08
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.)
August 12, 2025 Regular Meeting of the Exeter City Council

PAYROLL........S BI-WEEKLY RUN-07/30/2025 14.09.13 PAGE 5 RECAP BY DEPT CHECKS/STUBS/MANUAL/CANC'D PR311R-V14.24 Paymate PERIOD 1 DATING 7/14/2025- 7/27/2025 CHECK DATE 8/01/2025

EMR FUND DEPT HOME FULL PART TEMP FEMALE

CODE CODE CODE TOTALS EMPLOYEE COUNTS
1 104 402 ADMINISTRATION 9,517.49 3 2
1 104 403 FINANCE 7,936.93 4 1 1 5
1 104 421 POLICE 51,497.67 15 1 5
1 104 431 STREET 11,824.98 5 2
1 104 471 RECREATION 2,565.87 1 3 1
1 105 461 WATER 9,218.21 5 1
1 141 405 COMM SERVICE OFFICER 1,594.05 1
1 141 421 POLICE 3,706.60 1
1 141 471 RECREATION LEADER 1,116.43 1 1
TOTAL 98,978.23 36 7 1 15
August 12, 2025 Regular Meeting of the Exeter City Council

PAYROLL........S BI-WEEKLY RUN-07/30/2025 14.09.13 PAGE 6 RECAP BY DEPT CHECKS/STUBS/MANUAL/CANC'D PR311R-V14.24 Paymate PERIOD 1 DATING 7/14/2025- 7/27/2025 CHECK DATE 8/01/2025

EMPLOYER FUND HOME WORKED WORKED

CODE CODE TOTALS TOTALS DIR DEP

GRAND TOTALS

NEGOTIABLE CHECKS COUNTS

0.00 *EMPLOYEE CHECKS 0

63.69 *VENDOR CHECKS 1

0.00 *BANK CHECKS 0

63.69 **TOTAL NEGOTIABLE CHECKS 1

OTHER CHECKS

0.00 *MANUAL CHECKS 0

0.00 *CANCELLED CHECKS 0

63.69 ***GRAND TOTAL

NON-NEGOTIABLE CHECKS
98,978.23 *DIRECT DEPOSIT STUBS 46
637.20 *VENDOR DIR DEP STUBS 3
99,615.43 **TOTAL NON-NEGOTIABLE CHECKS 49

NEGOTIABLE CHECKS/NON-NEGOTIABLE CHECKS

0.00 *EMPLOYEE CHECKS 0

63.69 *VENDOR CHECKS 1

0.00 *BANK CHECKS 0
98,978.23 *DIRECT DEPOSIT STUBS 46
637.20 *VENDOR DIR DEP STUBS 3
99,679.12 ***TOTAL NEGOTIABLE & NON-NEGOT 50

0.00 *OTHER CHECKS 0
99,679.12 ***TOTAL NEG, NON-NEG, OTHER CHECKS
TOTAL SEQ 1 FEMALES 15
August 12, 2025 Regular Meeting of the Exeter City Council

Agenda Item Staff Report
Meeting Date:

August 12, 2025
Wording for Agenda:

Approval of Street Closures, Facility Use, Amplified Sound Permit, and Fee Waiver for the Annual Fall Festival Activities on October 7-11, 2025.

Submitting Department:

Public Works
Contact Name:

Marie Arroyo, Senior Administrative Assistant
City Staff recommend that the City Council approve Street Closures, Facility Use, Amplified Sound Permit, and Fee Waiver for the Annual Fall Festival Activities on October 7-11, 2025.

The 2025 annual Fall Festival event will begin on Monday, October 6th and conclude with a parade and full day of celebration at Exeter City Park on Saturday, October 11th. Event organizers are made up of members from the Exeter Lion’s Club, Exeter Kiwanis Club and the Exeter Chamber of Commerce along with many volunteers. After much discussion and community outreach, the committee has requested a parade route to honor a historical tradition.

City Council approval is requested for the following Fall Festival Activities:

Oct 7, 2025 – Movie in the Park
• Facility use of City Park from 5:00 p.m. to 9:00 pm for an Exeter Chamber of Commerce “Movie in the Park”.
• This event is free and open to the public.

For action by:
☒City Council
Regular Session:
☒Consent Calendar
☐Regular Item
☐Public Hearing
Review:

City Administrator
(Initials Required)
__J.R.___
Agenda Item Number: I.5.

Department Recommendation:

Summary:

August 12, 2025 Regular Meeting of the Exeter City Council

October 11, 2025 – Parade
• Multiple street closures requested by the Exeter Lion’s Club from 6:00 a.m. to 12:00 p.m. for the annual parade.
• Parade staging will occur near Schelling Park at Pine and Filbert Streets. The route will proceed east to D Street, south to Chestnut Street then west to F Street where participants will disembark at Chestnut and F St.
• Exeter Police Department will clear the route following the parade, and Public Works will reopen all associated streets .

October 11, 2025 – Car Show
• Street closure of E Street from Pine to Chestnut from 6:00 a.m. to 6:00 p.m. requested by the Exeter Chamber of Commerce.
• Closure will allow safe pedestrian access to view vehicles and visit downtown businesses.

October 11, 2025 – City Park Activities
• Beer Garden: Exeter Lions Club requests authorization for a beer garden on the south side of City Park from 11:00 a.m. to 3:00 p.m. All ABC permits, private security, and alcohol regulations will be managed in coordination with the Chief of Police. • Kiwanis Club Activities: Use of City Park from 6:00 a.m. to 6:00 p.m. for the annual pancake breakfast, live music, food vendors, and family-friendly activities.

Reserved parking on Cedar Street is requested to accommodate the Kiwanis BBQ trailer and the Lions Club beer garden trailer.

Conditions of Approval:

1. Insurance: All participating organizations must submit Certificates of Insurance listing the City of Exeter as additional insured with required liability limits prior to the event.

2. Street Closure: City staff will post required street closure notices at least 72 hours before event start times. City staff will place and remove all barricades related to street closures.

3. Public Safety: Exeter Police Department may modify or adjust street closures and event operations as needed for public safety.

4. Permits and Fees: Event hosts are responsible for obtaining all required permits and paying associated fees for food handling, vendor licenses, and alcohol sales.

5. ABC Permits & Security: For the beer garden, all alcohol-related permits and private security must be secured and coordinated with the Chief of Police.

6. Fee Waivers: Fee waivers are subject to City Council approval and apply only to specified permit fees.

The Annual Fall Festival is a cherished event in Exeter, drawing thousands of residents and visitors each year. It fosters community spirit through homecoming celebrations, family gatherings, and opportunities for local businesses to thrive.

Background:

August 12, 2025 Regular Meeting of the Exeter City Council

The parade and the use of Exeter City Park for festivities have been a long-standing tradition, deeply rooted in the city’s culture and history. These signature events serve as a highlight of the festival, providing a safe, festive environment for families and community members to come together, celebrate, and enjoy shared experiences.

The collaboration between local organizations such as the Exeter Lion’s Club, Kiwanis Club, and Chamber of Commerce, along with many volunteers, ensures the event’s ongoing success and its continued positive impact on the community.

The total estimated permit fees associated with the 2025 Fall Festival are $430, as outlined below:
• Special Event Permit Fee: $171.00
• Street Closure Permit Fees (2 @ $103.00): $206.00
• Alcohol Permit Fee: $53.00
Total: $430.00
If the City Council approves the requested fee waiver, the City will forgo this revenue.

This is an annual event, and the last City Council approval was on September 10, 2024. • Facility Use Application – October 7, 2025, Movie Night • Approved Amplified Sound Permit Application – October 7, 2025, Movie Night • Facility Use Application – October 11, 2025, Festival • Approved Amplified Sound Permit Application – October 11, 2025, Festival • Street Closure Application – October 11, 2025, Car Show • Street Closure Signature Authorizations – October 11, 2025, Car Show • Street Closure Application – October 11, 2025, Parade • Street Closure Signature Authorizations – October 11, 2025, Parade • Parade Route Map
• Fee Waiver Request from Exeter Kiwanis
• Fee Waiver Request from Exeter Chamber of Commerce
• Fee Waiver Request from Exeter Lions
I move to approve Street Closures, Facility Use, Amplified Sound Permit, and Fee Waiver for the Annual Fall Festival Activities on October 7-11, 2025, subject to the conditions of approval.

Fiscal Impact:

Prior City Council Actions:

Attachments:

Recommended motion to be made by the City Council:

August 12, 2025 Regular Meeting of the Exeter City Council

August 12, 2025 Regular Meeting of the Exeter City Council

August 12, 2025 Regular Meeting of the Exeter City Council

August 12, 2025 Regular Meeting of the Exeter City Council

August 12, 2025 Regular Meeting of the Exeter City Council

August 12, 2025 Regular Meeting of the Exeter City Council

August 12, 2025 Regular Meeting of the Exeter City Council

August 12, 2025 Regular Meeting of the Exeter City Council

August 12, 2025 Regular Meeting of the Exeter City Council

August 12, 2025 Regular Meeting of the Exeter City Council

August 12, 2025 Regular Meeting of the Exeter City Council

August 12, 2025 Regular Meeting of the Exeter City Council

August 12, 2025 Regular Meeting of the Exeter City Council

August 12, 2025 Regular Meeting of the Exeter City Council

August 12, 2025 Regular Meeting of the Exeter City Council

August 12, 2025 Regular Meeting of the Exeter City Council

August 12, 2025 Regular Meeting of the Exeter City Council

August 12, 2025 Regular Meeting of the Exeter City Council

Agenda Item Staff Report
Meeting Date:

August 12, 2025
Wording for Agenda:

Approval of Street Closures, Facility Use, Amplified Sound Permit, and Fee Waiver for the CACHE fundraiser on October 25, 2025.

Submitting Department:

Public Works
Contact Name:

Marie Arroyo, Senior Administrative Assistant
Staff recommends that the City Council approve of Street Closures, Facility Use, Amplified Sound Permit, and Fee Waiver for the CACHE fundraiser on October 25, 2025, Subject to Conditions of Approval.

The CACHE fundraiser, scheduled for October 25, 2025, from 4:00 p.m. to 8:00 p.m., is a private event benefiting the community museum, with all proceeds supporting local programs. Planned activities include a murder mystery performance, live music, and outdoor seating along B Street.

Conditions of Approval:

Approval of the event is subject to the following conditions:

1. Insurance: The event organizer must provide a Certificate of Liability Insurance naming the City of Exeter as an additional insured with the required limits prior to the event.

2. Street Closure: City staff will post street closure notices at least 72 hours in advance.

Public Works will place and remove all barricades.

3. Public Safety: Exeter Police Department may modify or adjust closures as needed for public safety.

4. Amplified Sound: Amplified sound is allowed only between 4:00 p.m. and 8:00 p.m., consistent with the approved sound permit.

For action by:
☒City Council
Regular Session:
☒Consent Calendar
☐Regular Item
☐Public Hearing
Review:

City Administrator
(Initials Required)
__J.R.___
Agenda Item Number: I.6.

Department Recommendation:

Summary:

August 12, 2025 Regular Meeting of the Exeter City Council

5. Alcohol Regulations: The applicant is responsible for obtaining all necessary alcohol permits and complying with all pertinent regulations associated with alcohol sales.

6. Permits and Fees: Event hosts are responsible for obtaining all required permits for food handling and vendors if applicable.

7. Fee Waivers: Approved fee waivers apply only to the facility use and street closure fees.

Background:

The Center for Art, Culture and History, Exeter (CACHE), located at 125 S. B Street, is a volunteer-driven museum dedicated to preserving and showcasing Exeter’s history.

Fundraising events like the annual murder mystery play a vital role in sustaining CACHE’s operations. The fundraiser will temporarily transform B Street into an inviting, outdoor venue with live music, themed entertainment, and community interaction, while Joyner Park will support event operations as the designated food service staging area.

Events like this strengthen community engagement, promote Exeter’s cultural heritage, and create a unique experience that draws both residents and visitors to the historic downtown district.

The total estimated permit fees associated with the event are $274, as outlined below:
• Facility Use Fee: $171.00
• Street Closure Fee: $103.00
Total: $274
If approved, the City will forgo this revenue.

Approval of similar fundraising events in years past.
• Facility Use Application
• Street Closure Request
• Approved Amplified Sound Permit
• Certificate of Liability Insurance
• Event Flyer
• Fee Waiver Request
I move to approve of Street Closures, Facility Use, Amplified Sound Permit, and Fee Waiver for the CACHE fundraiser on October 25, 2025, subject to conditions of approval.

Fiscal Impact:

Prior City Council Actions:

Attachments:

Recommended motion to be made by the City Council:

August 12, 2025 Regular Meeting of the Exeter City Council

August 12, 2025 Regular Meeting of the Exeter City Council

August 12, 2025 Regular Meeting of the Exeter City Council

August 12, 2025 Regular Meeting of the Exeter City Council

August 12, 2025 Regular Meeting of the Exeter City Council

August 12, 2025 Regular Meeting of the Exeter City Council

ANY PROPRIETOR/PARTNER/EXECUTIVE OFFICER/MEMBER EXCLUDED?

INSR ADDL SUBR

LTR INSD WVD
PRODUCER CONTACT NAME: PHONE FAX
(A/C, No, Ext): (A/C, No): E-MAIL ADDRESS:

INSURER A :

INSURED INSURER B :

INSURER C :

INSURER D :

INSURER E :

INSURER F :

POLICY NUMBER POLICY EFF POLICY EXP TYPE OF INSURANCE (MM/DD/YYYY) (MM/DD/YYYY) LIMITS

AUTOMOBILE LIABILITY

UMBRELLA LIAB

EXCESS LIAB WORKERS COMPENSATION

AND EMPLOYERS' LIABILITY
DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required)

AUTHORIZED REPRESENTATIVE
EACH OCCURRENCE $ DAMAGE TO RENTED CLAIMS-MADE OCCUR PREMISES (Ea occurrence) $ MED EXP (Any one person) $
PERSONAL & ADV INJURY $ GEN'L AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE $ PRO- POLICY JECT LOC PRODUCTS - COMP/OP AGG OTHER: $ COMBINED SINGLE LIMIT
(Ea accident) $ ANY AUTO BODILY INJURY (Per person) $ OWNED SCHEDULED AUTOS ONLY AUTOS BODILY INJURY (Per accident) $ HIRED NON-OWNED PROPERTY DAMAGE AUTOS ONLY AUTOS ONLY (Per accident) $
$ OCCUR EACH OCCURRENCE CLAIMS-MADE AGGREGATE $
DED RETENTION $ PER OTH- STATUTE ER
E.L. EACH ACCIDENT E.L. DISEASE - EA EMPLOYEE $
If yes, describe under DESCRIPTION OF OPERATIONS below E.L. DISEASE - POLICY LIMIT INSURER(S) AFFORDING COVERAGE NAIC #

COMMERCIAL GENERAL LIABILITY
Y / N
N / A
(Mandatory in NH)

SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE

THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS.

THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS

CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.

THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS

CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER.

IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed.

If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s).

COVERAGES CERTIFICATE NUMBER: REVISION NUMBER:

CERTIFICATE HOLDER CANCELLATION
ACORD 25 (2016/03) © 1988-2015 ACORD CORPORATION. All rights reserved.

CERTIFICATE OF LIABILITY INSURANCE DATE (MM/DD/YYYY)
$
$
$
$
$
The ACORD name and logo are registered marks of ACORD
7/23/2025
(559) 592-9411 (559) 592-5059
30104
Center for Arts, Culture and History-Exeter
P.O. Box 253
Exeter, CA 93221
A 2,000,000
X 51SBABA2JD4 9/19/2024 9/19/2025 1,000,000
10,000
2,000,000
4,000,000
4,000,000
RE: Street Closure, Date: 10/25/2025, The City of Exeter, its officers, employees, agents, and volunteers are additional insured.

City of Exeter
P O Box 237
Exeter, CA 93221
CENTFOR-01 JJOHNSON
NSE Insurance Agencies, Inc.
160 South D St., PO Box 704
Exeter, CA 93221-0704 [email protected]
Hartford Underwriters Ins. Co.

X
August 12, 2025 Regular Meeting of the Exeter City Council

August 12, 2025 Regular Meeting of the Exeter City Council

August 12, 2025 Regular Meeting of the Exeter City Council

Agenda Item Staff Report
Meeting Date:

August 12, 2025
Wording for Agenda:

Approval of Resolution No. 2025-32, A Resolution of the City Council of the City of Exeter, Approving the Amended and Restated Joint Powers Agreement of the Central San Joaquin Valley Risk Management Authority.

Submitting Department:

Administration
Contact Name:

Francesca Quintana, City Clerk/Human Resources Manager
City Staff recommends that the City Council adopt Resolution No. 2025-32, A Resolution of the City Council of the City of Exeter, approving the Amended and Restated Joint Powers Agreement of the Central San Joaquin Valley Risk Management Authority, and authorize the City Manager to execute the agreement on behalf of the City of Exeter.

The Central San Joaquin Valley Risk Management Authority (CSJVRMA) has updated its Joint Powers Agreement (JPA) to reflect current legal requirements and operational practices. The agreement was last amended in 1994, which is the last update since the City of Exeter became a member. The amended and restated JPA has been approved by the CSJVRMA Executive Committee and now requires adoption by member agencies.

The City Attorney has reviewed the amended JPA and determined it is appropriate for execution by the City of Exeter. Approval of Resolution No. 2025-32 will authorize the City Administrator to execute the agreement, ensuring Exeter remains a member in good standing.

Attached to this report is a redline version of the JPA, which shows the proposed amendments.

For action by:
☒City Council
Regular Session:
☒Consent Calendar
☐Regular Item
☐Public Hearing
Review:

City Administrator
(Initials Required)
__J.R.___
Agenda Item Number: I.7.

Department Recommendation:

Summary:

August 12, 2025 Regular Meeting of the Exeter City Council

CSJVRMA is a joint powers authority that provides pooled liability, workers’ compensation, property coverage, and risk management services to member cities.

Key updates to the JPA include:
• Clearer definitions and updated language.
• Flexibility for potential future participation in captive insurance programs. • Compliance with Government Code Section 6509, designating the City of Ripon as the agency whose restrictions apply to JPA operations.

Approval by two-thirds of the member cities is required for the amendments to take effect.

There is no direct fiscal impact from approving the amended agreement. Participation in CSJVRMA continues to provide cost-effective risk management and insurance coverage for the City.

The City of Exeter has been a member of CSJVRMA for decades and the last amendment to the agreement approved by the City Council was in 1994. No subsequent amendments have been made until this current update.
• CSJVRMA Letter (Dated 7/14/25)
• CSJVRMA JPA – Redline Copy
• CSJVRMA JPA – Clean Copy
• Resolution No. 2025-32
I move to adopt Resolution No. 2025-32, A Resolution of the City Council of the City of Exeter, approving the Amended and Restated Joint Powers Agreement of the Central San Joaquin Valley Risk Management Authority, as reviewed and approved by the City Attorney, and authorize the City Administrator to execute the agreement.

Background:

Fiscal Impact:

Prior City Council Actions:

Attachments:

Recommended motion to be made by the City Council:

August 12, 2025 Regular Meeting of the Exeter City Council

CENTRAL SAN JOAQUIN VALLEY

RISK MANAGEMENT AUTHORITY
1750 Creekside Oaks Drive, Suite 200  Sacramento, CA 95833 (916) 244-1100  (800) 541-4591
Fax (916) 244-1199  E-Mail [email protected] Northern Region
Angels Camp
Atwater
Ceres
Escalon
Gustine
Hughson
Lathrop
Livingston
Newman
Oakdale
Patterson
Ripon
Riverbank
Sonora
Sutter Creek
Tracy
Turlock
Waterford
Central Region
Chowchilla
Clovis
Dinuba
Dos Palos
Firebaugh
Fowler
Huron
Kerman
Kingsburg
Los Banos
Madera
Mendota
Merced
Orange Cove
Parlier
Reedley
San Joaquin
Sanger
Selma
Southern Region
Arvin
Avenal
Corcoran
Delano
Exeter
Farmersville
Lemoore
Maricopa
McFarland
Porterville
Shafter
Taft
Tehachapi
Tulare
Wasco
Woodlake
DATE: July 14, 2025
TO: CSJVRMA Member City Councils
FROM: Jeanette Workman, Administrator
SUBJECT: AMENDED AND RESTATED CSJVRMA JOINT POWERS AGREEMENT –

ACTION REQUIRED
The Central San Joaquin Valley Risk Management Authority’s (CSJVRMA) staff and CSJVRMA Legal Counsel, Mr. John Lavra, in conjunction with the CSJVRMA Administration and Financial Services Subcommittee, who will make recommendations to the Executive Committee, are conducting a full review of the CSJVRMA governing documents to ensure they continue to reflect the CSJVRMA’s current practices, legal requirements, and operational needs.

Pursuant to action by the Central San Joaquin Valley Risk Management Authority’s (CSJVRMA) Executive Committee on June 26, 2025, we are forwarding to you an Amended and Restated Joint Powers Agreement for presentation and approval by your city’s city council at their earliest opportunity.

Amendments to the Joint Powers Agreement require a written resolution approved and signed by two-thirds (2/3rds) of the respective city councils of the member cities. Upon signature by twothirds (2/3rds) of the member cities, any member city failing or refusing to abide by such amendments may be involuntarily terminated as a party to the Agreement.

Mr. Lavra advised the Executive Committee that although the Joint Powers Agreement, even as last amended in 1994, meets the legal requirements as set forth in the government code for Joint Powers Authorities, the document has been updated as follows:
 Definitional terms have been defined more clearly.
 Language has been broadened to give leeway in the event the CSJVRMA wants to consider creating or participating in a captive agency.  An addition was made pursuant to Government Code Section 6509 that was not part of the law in 1994 when CSJVRMA last amended the Agreement. The change requires JPAs to designate a member whose restrictions would apply to the operations of the JPA. Below is an excerpt from correspondence from Mr. Lavra:
“This code section was enacted to prevent a local public entity from exercising powers inconsistent with its own charter, ordinance or resolution simply by becoming a member of a JPA. JPA's are formed to permit public entities to exercise powers on a collective basis, which they could, absent the JPA, exercise individually. However, the legislature wanted to place some restriction on the power of the JPA, without that JPA having to comply with all restrictions that might be in place for all of the members of the JPA. It would be unworkable, for instance, if the JPA had to satisfy or verify any and all August 12, 2025 Regular Meeting of the Exeter City Council

CSJVRMA Member City Councils
July 14, 2025

restrictions from the ordinances of all of the members of the JPA when transacting the business of the JPA. In order to strike a balance, section 6509 permits the JPA to agree to any restrictions in its exercise of powers based on the restrictions of one identified member city.”
The City of Ripon has been added to the Agreement as the designated city under Government Code Section 6509 with City of Madera listed as a secondary city in the event the City of Ripon were to terminate its membership. These two cities have no restrictions in place that would conflict with the day-to-day operations of the JPA.

To assist you in presenting this information to your city council for approval, a redline version of the Joint Powers Agreement is attached. Also attached are the following:
 A proposed new Joint Powers Agreement to be executed upon approval by your city council.
 A sample resolution that can be used to document the action taken by your city council in approving the Amended and Restated Joint Powers Agreement. This document is also being provided in a Word format to allow you to modify as appropriate for adoption by your council when approving the Amended and Restated Joint Powers Agreement.

Upon approval of the new Joint Powers Agreement by your city council, the final document needs to be executed by your City Manager/Administrator or an authorized individual from your city. Please forward an original, signed copy of the new Joint Powers Agreement, along with a copy of the adopted and fully executed council resolution, to Samantha Zellmer, CSJVRMA Board Secretary, at the following address:

CSJVRMA
1750 Creekside Oaks Drive, Suite 200
Sacramento, CA 95833
If you have any questions, please contact Jeanette Workman, CSJVRMA Administrator, at [email protected] or (916) 244-1110.

August 12, 2025 Regular Meeting of the Exeter City Council

CENTRAL SAN JOAQUIN VALLEY

RISK MANAGEMENT AUTHORITY

JOINT POWERS AGREEMENT
AS AMENDED JULY 1, 20251994
August 12, 2025 Regular Meeting of the Exeter City Council

CENTRAL SAN JOAQUIN VALLEY RISK MANAGEMENT AUTHORITY

JOINT POWERS AGREEMENT

TABLE OF CONTENTS
ARTICLE I ......................................................................................................................................... 3 DEFINITIONS .................................................................................................................................... 3 ARTICLE II ........................................................................................................................................ 4 PURPOSES ....................................................................................................................................... 4 ARTICLE III ....................................................................................................................................... 4 CREATION OF JOINT POWERS AUTHORITY ..................................................................................... 4 ARTICLE IV ....................................................................................................................................... 5 PARTIES TO AGREEMENT ................................................................................................................ 5 ARTICLE V ........................................................................................................................................ 5 MEMBERSHIP .................................................................................................................................. 5 ARTICLE VI ....................................................................................................................................... 6 TERM OF AGREEMENT .................................................................................................................... 6 ARTICLE VII ...................................................................................................................................... 6 POWERS OF THE AUTHORITY .......................................................................................................... 6 ARTICLE VIII ..................................................................................................................................... 7 BOARD OF DIRECTORS .................................................................................................................... 7 ARTICLE IX ....................................................................................................................................... 8 BYLAWS AND REGULATIONS ........................................................................................................... 8 ARTICLE X ........................................................................................................................................ 8 EXECUTIVE COMMITTEE ................................................................................................................. 8 ARTICLE XI ....................................................................................................................................... 9 OFFICERS ......................................................................................................................................... 9 ARTICLE XII ...................................................................................................................................... 9 JOINT PROTECTION PROGRAMS ..................................................................................................... 9 ARTICLE XIII ................................................................................................................................... 10 RESERVE FUNDS ............................................................................................................................ 10 ARTICLE XIV ................................................................................................................................... 10 OPERATING FUND ......................................................................................................................... 10 August 12, 2025 Regular Meeting of the Exeter City Council

ARTICLE XV .................................................................................................................................... 10 BUDGET ......................................................................................................................................... 10 ARTICLE XVI ................................................................................................................................... 10 FUNDING AND PROCEDURES FOR CALCULATING ANNUAL CONTRIBUTIONS ............................. 10 Joint Powers Agreement
Table of Contents

ARTICLE XVII .................................................................................................................................. 10 RESPONSIBILITIES OF AUTHORITY ................................................................................................ 11 ARTICLE XVIII ................................................................................................................................. 11 RESPONSIBILITIES OF MEMBER CITIES .......................................................................................... 11 ARTICLE XIX ................................................................................................................................... 12 WITHDRAWAL ............................................................................................................................... 12 ARTICLE XX .................................................................................................................................... 12 INVOLUNTARY TERMINATION ...................................................................................................... 12 ARTICLE XXI ................................................................................................................................... 12 CONTINUED LIABILITY ................................................................................................................... 12 ARTICLE XXII .................................................................................................................................. 12 REFUNDS UPON WITHDRAWAL OR INVOLUNTARY TERMINATION ............................................. 12 ARTICLE XXIII ................................................................................................................................. 13 TERMINATION OF AUTHORITY ...................................................................................................... 13 ARTICLE XXIV ................................................................................................................................. 13 AUDIT ............................................................................................................................................ 14 ARTICLE XXV .................................................................................................................................. 14 ARBITRATION ................................................................................................................................ 14 ARTICLE XXVI ................................................................................................................................. 14 BINDING EFFECT OF BYLAWS, MASTER PLAN DOCUMENTS, AND MEMORANDA OF COVERAGE14 ARTICLE XXVII ................................................................................................................................ 14 ENFORCEMENT ............................................................................................................................. 14 ARTICLE XXVIII ............................................................................................................................... 14 AMENDMENTS .............................................................................................................................. 14 August 12, 2025 Regular Meeting of the Exeter City Council

ARTICLE XXIX ................................................................................................................................. 15 NOTICES ........................................................................................................................................ 15 ARTICLE XXX .................................................................................................................................. 15 COUNTERPARTS ............................................................................................................................ 15 August 12, 2025 Regular Meeting of the Exeter City Council

Joint Powers Agreement Page 1 Amended July 1, 20251994

AMENDED JOINT EXERCISE OF POWERS AGREEMENT

FOR INSURANCE AND RISK MANAGEMENT PURPOSES
THIS AMENDED AGREEMENT, dated for convenience this 1st day of July, 20251994, made and entered into by, between, and among those Member Cities which become parties to this Agreement by action of their governing boards adopting a resolution agreeing to participate in the joint powers entity created by the terms and conditions of this Agreement; RECITALS:

WHEREAS, California Government Code Section 6500, et. seq. provides that two or more public agencies may, by agreement, exercise any power common to the contracting parties; and WHEREAS, California Government Code Sections 990 and 990.4 provide that a local entity may self-insure, purchase insurance through an authorized insurer, purchase insurance through a surplus line broker, or any combination thereof; and WHEREAS, California Government Code Section 990.8 provides that two or more local public entities, by a joint powers agreement, may provide insurance for any authorized purpose by any one or more of the methods specified in Section 990.4; and WHEREAS, Article XVI, Section 6, of the California Constitution provides that insurance pooling arrangements under joint exercise of powers agreements shall not be considered the giving or lending of credit as prohibited therein; and
WHEREAS, each of the cities which are parties to this Agreement desires to join together with other cities in order to collectively self-insure or pool their losses and to jointly purchase insurance and administrative services in connection with Joint Protection Programs for said cities; and
WHEREAS, the Tulare-Kings Municipal Risk Management Authority, a public entity, was created by an initial Agreement dated April 1, 1979, among various cities within the Counties of Tulare and Kings; and
WHEREAS, the name of the organization was changed to the Central San Joaquin Valley Risk Management Authority on July 1, 1981; and
WHEREAS, the initial Agreement was amended on January 1, 1985 and July 1, 1994 by a two-thirds vote of the Member Cities' city councils; and August 12, 2025 Regular Meeting of the Exeter City Council

Joint Powers Agreement Page 2 Amended July 1, 20251994
WHEREAS, said Member Cities have determined that it is again appropriate and in the public interest to make certain technical corrections and additions to this Agreement which will provide clarification and will permit the governing body to meet a minimum of two times a year to conduct that business which only the governing body may act upon; and WHEREAS, it is therefore necessary to amend said Joint Powers Agreement; and WHEREAS, said Agreement provides that amendments to the Agreement may be made by a vote of two-thirds (2/3rds) of the Member Cities by resolution of the City Councils of said Cities:

NOW, THEREFORE, for and in consideration of the execution of this Agreement by twothirds (2/3rds) of the Member Cities, each of the Member Cities which are parties hereto does hereby adopt this amended Agreement, dated July 1, 20251994, which concurrently supersedes that certain Agreement creating the Authority, dated April 1, 1979, and all amendments thereto.

August 12, 2025 Regular Meeting of the Exeter City Council

Joint Powers Agreement Page 3 Amended July 1, 20251994

ARTICLE I

DEFINITIONS
The following words, when typed in bold print within the provisions of this Agreement, shall have the following definitions:
"Administrator" shall mean that person or group appointed by the Executive Committee and given responsibility for the management, administration, and operation of the Authority.
“Agreement” shall mean the Joint Powers Agreement creating the Central San Juoaquin Valley Risk Management Authority.
"Authority" shall mean the Central San Joaquin Valley Risk Management Authority, aka the RMA.
"Board of Directors" or "Board" shall mean the governing body of the Authority. "Broker" shall mean the insurance broker hired by the Executive Committee to acquire insurance coverage.
"Claims" shall mean demands made against the Authority arising out of occurrences which are claimed to be within one of the Authority'sJoint Protection Programs as developed by the Board.
"Deposit Premium" shall mean the annual dollar amount determined by the Board of Directors payable by each Member City for the purpose of self-insurance coverage, excess insurance premiums, and administrative costs, charged for the purpose of carrying out the powers of the Authority. those funds charged for the purpose of self-insured coverage. "Executive Committee" shall mean the elected officers and the representatives appointed by each region to represent that region.
"Fiscal Year" shall mean the period July 1 to June 30 of each year. "Insurance" shall mean any commercial insurance coverage. "Insurance Premium" shall mean those funds charged for the payment of group purchased insurance.
"Joint Protection Programs" shall mean any program to provide risk sharing or insurance coverage under this Agreement and shall include a determination as to the amount of initial Insurance Premiums and/or Deposit Premiums, a precise allocation plan and formula, and a determination of the amount and type, if any, of excess insurance to be purchased. .

Included within the term Joint Protection Program is the identification of exposures to accidental loss, the reduction or limitation of losses to Member City properties and from injuries to persons or property caused by the operations of Member Cities and the funding August 12, 2025 Regular Meeting of the Exeter City Council

Joint Powers Agreement Page 4 Amended July 1, 20251994
of those risks, together with any other functions appropriate or necessary to the functioning of the Joint Protection Program.
"Master Plan Document" shall mean the document, formally adopted by the Executive Committeeparticipating Member Cities, containing the provisions setting forth the operations, policies, and provisions of a self-insured or pooled coverage program, which shall include, but not be limited to, the following:

1. The scope of the program;

2. The procedures to be followed;

3. Who may participate;

4. Any limits or restrictions;

5. How Deposit Premiums are determined;

6. How refunds, if any, are determined;

7. Commitments required by participants; and

8. How the document may be amended.
"Member City" shall mean a city which is an incorporated municipality organized with a council, City Manager/Administrator form of government, which has been approved for participation in the Authority by the Executive Committee in accordance with applicable provisions of the Agreement and the Bylaws, and has signed the Agreement. "Operating Fund" shall mean the fund established by the Authority for the purpose of paying just demands submitted to the Authority. ;
"Representative" shall mean the person, normally the City Manager/Administrator of the Member City , who has been designated in writing by the Member City to represent and act for and on behalf of the Member City regarding any matter before the Authority's Board or Executive Committee. The Representative must be either: (a) the City Manager/Administrator or (b) a person designated by the City Manager/Administrator who holds a management/organizational position with the Member City and whose responsibilities include all or part of the Member City’s risk management functions (i.e., finance, human resources, claims/losses, insurance, and safety/risk control). "Self-Insurance" shall mean the process whereby the Authority maintains sufficient reserves to pay all claims and associated expenses of a risk exposurearea without purchasing insurance to cover the risk or a portion of the risk.

ARTICLE II

PURPOSES
The purpose of this Agreement is to provide joint powers common to each Member City for insurance purposes; to pool self-insured claims and losses, to purchase or participate in excess pooling or excess insurance coverage, and to provide related administrative services including risk management, consulting, actuarial services, claims adjusting and legal defense services;and share risks; to implement risk management principles; and to provide for the future inclusion of additional incorporated municipalities desiring to become parties to the Agreement.

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Joint Powers Agreement Page 5 Amended July 1, 20251994

ARTICLE III

CREATION OF JOINT POWERS AUTHORITY
A.

Pursuant to Section 6500, et. seq. of the California Government Code, the Authority is a public entity separate and apart from the parties to this Agreement. Pursuant to Government Code Section 6508.1, the debts, liabilities, and obligations of this joint powers authority shall not constitute debts, liabilities, or obligations of any party to this Agreement.

B. It is the express understanding of all parties that the Authority created originally on or about April 1, 1979, is the same Authority continued under this Agreement, even though some powers and procedures may be changed by this Agreement.

C. The Authority, its Board, officers, membership, and staff shall be governed by this Agreement, the Bylaws, Master Plan Documents, Memoranda of Coverage, and other documents duly adopted by the Authority.

ARTICLE IV

PARTIES TO AGREEMENT
A. Each city which has applied to and been accepted as a member of the Authority is a party to the Joint Exercise of Powers Agreement. . Each party to the Agreement shall be bound by this Agreement when two-thirds (2/3rds) of the city councils of the Member Cities have adopted this amended Agreement. . A party to this Agreement certifies that it intends to and does contract with the Authority and with all other Member Cities which have signed this Agreement and, in addition, with each city which may hereafter be added as a party to and may sign this Agreement. . Each city which has or may hereafter sign this Agreement also certifies that the deletion of any city from the Authority by voluntary withdrawal, involuntary termination, or otherwise, shall not affect this Agreement nor each Member City's intent to contract as described above with the then remaining Member Cities.

B. Each city which is a member of the Authority at the time this amended Agreement is adopted by two-thirds (2/3rds) of the Member Cities, certifies that it intends to and does hereby contract with the Authority and with all other current Member Cities, and in addition, with each city which may hereafter be added as a party to and may sign this Agreement.

ARTICLE V

MEMBERSHIP
A. ELIGIBILITY
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Joint Powers Agreement Page 6 Amended July 1, 20251994
To be a member of this Authority, a city must be an incorporated municipality which is characterized by having professional management as typified by a bona fide Council Manager/Administrator form of government and must be approved for participation in the Authority in the manner provided by the Bylaws.

B. NEW MEMBERS
Eligible incorporated municipalities may become a party to this Agreement pursuant to the Bylaws of the Authority.

ARTICLE VI

TERM OF AGREEMENT
This Agreement, as amended, shall become effective when approved by two thirds (2/3rds) of the respective City Councils of the Member Cities. . When effective, this Agreement, as may be amended from time to time, shall continue thereafter until terminated as herein provided. . This Agreement shall become effective as to any new Member City in accordance with the Bylaws and Master Plan Documents of the Authority.

ARTICLE VII

POWERS OF THE AUTHORITY
A. The Authority shall have all of the powers common to Member Cities and all additional powers set forth in Section 6500, et. seq. and Section 989, et. seq. of the Government Code and other applicable law. The Authority shall have all of the rights, immunities, privileges, and defenses afforded each Member City and peculiar to the particular Member City being sued or against which there has been a claim.

Pursuant to and to the extent required by Government Code section 6509, the Authority shall be restricted in the exercise of its powers in the same manner as the City of Ripon is restricted in the exercise of its powers. In the event the City of Ripon shall cease to be a Member of the Authority, then the Authority shall be restricted in the exercise of its powers in the same manner as the City of Madera.

The Authority is hereby authorized to do all acts necessary or appropriate for the exercise of said powers, including, but not limited to any or all of the following:

1. to mMake and enter into contracts;

2. to iIncur debts, liabilities, and obligations, but no debt, liability, or obligation of the Authority is a debt, liability, or obligation of a Member City which is a part of this Agreementexcept as otherwise provided;
August 12, 2025 Regular Meeting of the Exeter City Council

Joint Powers Agreement Page 7 Amended July 1, 20251994

3. to aAssess Member Cities as deemed appropriate for good cause as determined by the Executive Committee;

4. to aAcquire, hold, or dispose of real and personal property;

5. to rReceive contributions and donations of property, funds, services, and other forms of assistance from any sources;

6. to sSue and be sued in its own name;

7. to eEmploy agents and employees;

8. to aAcquire, construct, manage, and maintain buildings;

9. to lLease real or personal property, including propertythat of a Member City; and

10. to exercise all powers necessary and proper to carry out the terms and provisions of this Agreement or otherwise authorized by law.

B. Whenever in this Agreement any consent or approval is required, the same shall not be unreasonably withheld. This Agreement shall be construed and interpreted in accordance with the laws of the State of California.

ARTICLE VIII

BOARD OF DIRECTORS
A. STRUCTURE
The Authority shall be governed by a Board composed of one Representative from each Member City, each serving in an individual capacity as a member of the Board. . Each Member City shall appoint one Representative. . Appointments shall be limited to the City Manager/Administrator of each Member City or his/her authorized delegate. . Each Member City shall also appoint one alternate Representative. . The alternate Representative may attend and may participate in any meeting of the Board. . When the regular Representative for whom he/she is an alternate is absent from the meeting, the alternate Representative may vote. . Each Representative serves at the pleasure of the Member City being represented. . Each Representative has one vote as the member of the Board. . Representatives are not entitled to compensation. . However, the Executive Committee may authorize reimbursement for expense incurred by a Representative in connection with his/her duties for the Authority.

B. MEETINGS OF THE BOARD
The Board shall hold at least two meetings each year. . The Executive Committee shall determinefix by resolution the date upon which and the hour and place at which each regular meeting is to be held.

The President may call for a special meeting of the Board in compliance with open meeting laws in the State of California or a majority of the Representatives may call for a special meeting by filing a written request with the Secretary. . The President must then set a date, time, and place for the meeting to be held within 30 days and must make provision for Commented [JW1]: Meetings will continue to
be adopted by the EC, but in a less
formal manner than by resolution.

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Joint Powers Agreement Page 8 Amended July 1, 20251994
notice of the special meeting being given.

Each meeting of the Board, and each meeting of the Executive Committee, including, without limitation, regular, adjourned regular, and special meetings, shall be called, noticed, held, and conducted in accordance with the Ralph M. Brown Act (Section 54950 et. seq. of the Government Code).

The Authority shall have minutes of regular and special meetings kept. . As soon as possible after each meeting, copies of the minutes shall be forwarded to each Member City.

A majority of the members of the Board is a quorum for the transaction of business. .

However, less than a quorum may adjourn from time to time. . A vote of the majority of a quorum at a meeting is sufficient to take action, unless otherwise specified.

C. POWERS OF THE BOARD OF DIRECTORS
The Board shall provide policy direction for the Executive Committee, the officers, and the Administrator. . The Board may delegate any and all of its authority to the Executive Committee except the following:

1. Amendments toTo change the Bylaws, which requires at least a two-thirds (2/3rds) vote of the Board;

2. To creation ofe any new Joint Protection Program;

3. To termination of ae any Joint Protection Program;

4. To expulsion ofel a Member City;

5. To adoption of an operating budget for the Authority;

6. To change or reviseAmendments to the Authority's Conflict of Interest Code; and

7. To Aauthorization for e the issuance, modification, or defeasance of bonds.

ARTICLE IX

BYLAWS AND REGULATIONS
The Board shall adopt Bylaws and general regulations not inconsistent with State law and this Agreement.

ARTICLE X

EXECUTIVE COMMITTEE

The Board shall establish an Executive Committee and delegate functions not otherwise reserved to the entire Board. . The Executive Committee shall be appointed, have the powers, and hold meetings as set forth in the Bylaws.

August 12, 2025 Regular Meeting of the Exeter City Council

Joint Powers Agreement Page 9 Amended July 1, 20251994

ARTICLE XI

OFFICERS
The officers of the Authority shall consist of an elected President, First Vice President, and Second Vice President, and an appointed Administrator, Secretary, and Treasurer. . Other offices may be created by the Bylaws, Master Plan Documents, or the Administrator, subject to the approval of the Board or the Executive Committee, as applicable. . All offices shall be filled and have the powers and responsibilities as prescribed in the Bylaws or Master Plan Documents.

The president shall appoint someone other than the treasurer to perform the functions of auditor/controller of the Authority shall be performed by the Authority’s contracted administration firmofficers or employees or in-house staff, or the president may assume these functions as a collateral duty of the presidency. The auditor/controller must be a member of the Board. The Ttreasurer and auditor/controller have the powers, duties, and responsibilities specified in Government Code Section 6505.6. The Board shall require the treasurer and auditor/controller to file with the Authority an official bond in the amount to be fixed by the Board. The Authority shall pay the cost of bond premiums required by this section. The Authority shall purchase a bond which includes coverage for the duties performed by the Treasurer and the auditor/controller.

ARTICLE XII

JOINT PROTECTION PROGRAMS
A. The Executive Committee may at any time, and from time to time, offer to the Board for adoption such Joint Protection Programs as may be deemed desirable. . All Member Cities shall participate in those mandatory Joint Protection Programs as set forth in the Bylaws. .

All other Joint Protection Programs shall be optional. . The Board shall establish the amount of Deposit Premium, determine the amount of loss reserve contribution, provide for the handling of claims, and otherwise establish the policies and procedures necessary to provide a particular Joint Protection Program for Member Cities.

B. Each Joint Protection Program shall remain separate and distinct from every other Joint Protection Program and the liability and obligations of each program, and its participating Member Cities shall not be a liability or obligation of another program or participating Member City of another program. . A Member City's participation in one program shall not obligate it or its funds on deposit with the Authority, to the debts, obligations, or liabilities of any other program. . Separate accounting shall be maintained for each Joint Protection Program.

ARTICLE XIII

RESERVE FUNDS
The Authority may establish a fund for the purpose of paying the losses and establishing a reserve Commented [JR2]: Staff conformed this
section to reflect current
practices/align with 6505.6.

August 12, 2025 Regular Meeting of the Exeter City Council

Joint Powers Agreement Page 10 Amended July 1,
20251994
to cover the retained portion of losses that may be insured against by the Authority or the Member Cities. . The funds treasurer shall be invested and reinvest the funds in compliance with the Authority's Investment Policy and relevant Sstate laws. and in the same manner as if they were Member City funds.

Refunds shall be made in accordance with the Master Plan Document for each program.

ARTICLE XIV

OPERATING FUND
The Authority shall establish an Operating Fund. The Operating Fund is for the purpose of paying insurance premiums, broker's fees, adjusting fees, consultant and legal fees, and such other items as are appropriate. . Just demands for payment shall be made by warrants in compliance with the adopted budget. . The warrants shall be paid as directed by the Executive Committee. . The Board may establish such other funds as it considers appropriate which shall be maintained and invested in the same manner as the Operating Fund.

ARTICLE XV
BUDGET
The Board shall adopt a budget annually.

ARTICLE XVI

FUNDING AND PROCEDURES FOR CALCULATING

ANNUAL CONTRIBUTIONS
The provisions for funding and calculating annual contributions shall be as set forth in the Bylaws and the Master Plan Documents for each program.

ARTICLE XVII

RESPONSIBILITIES OF AUTHORITY
The Authority may perform or have performed the following functions in discharging its responsibilities under this Agreement:

1. assist Member Cities in developing their risk management programs ;

2. participate in risk management advisory committees formed by Member Cities;

3. provide loss prevention, safety, and security services;

4. provide all program services as required by program Master Plan Documents ;

5. provide loss analysis control by use of statistical analysis, data processing, and Commented [JR3]: This change is to allow
for the potential formation of a captive
entity, and investment under other state
laws.

Commented [JR4]: The MPD will be amended to
provide for flexibility in the payment
of refunds. Recall board action to
ratify decisions of executive committee
in withholding refund amounts.

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Joint Powers Agreement Page 11 Amended July 1,
20251994
record and file keeping services. . The purpose of this information is to identify high exposure operations and to evaluate proper levels of self-retention and deductibles;

6. conduct risk management audits to review the participation of each Member City in the program; and

7. perform other functions as required by the Board for the purpose of accomplishing the goals of this Agreement.

ARTICLE XVIII

RESPONSIBILITIES OF MEMBER CITIES
The Member Cities have the following responsibilities:

1. pay all financial obligations to the Authority within the time prescribed;

2. appoint an individual to be responsible for coordinating the risk management activities of his/her Member City with the Authority;

3. conduct its operations in a manner which enhances safety and loss control consistent with recommendations by Authority staff;

4. adopt a risk management program ;carry out the duties and responsibilities as assigned or mandated by the Board of Directors and/or the Executive Committee which may include, but are not limited to, adherence to and/or adoption of policies and procedures, support of initiatives deemed necessary for the proper functioning of the Authority, and timely execution of tasks deemed necessary for the operation and governance of the Authority;

5. establish a risk management advisory committee to work with the risk manager of the Authority;

6. maintain an active safety committee;

7. report to the risk manager during the development stages the addition of new programs or the significant reduction or expansion of existing programs;

8. permit and assist the Authority in conducting on-site safety and loss control inspections and/or safety or risk management audits as required by the Board;

9. submit DE3-DPs to the Authority concurrent with the submission dates established by the State of California;

10. submit underwriting information requested by the Authority on a timely basis;

11. provide accurate statistical data concerning the Member City to the Authority when requested;

12. cooperate fully with the Authority in determining the cause of losses and in the settlement of losses;

13. cooperate to the fullest extent with the Authority's Litigation Manager on matters of claims and the conduct of defense of claims; and

14. comply with risk management requirements established under the authority of this Agreement.

ARTICLE XIX
Commented [JW5]: This will be included in
the program master plan document
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Joint Powers Agreement Page 12 Amended July 1,
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WITHDRAWAL
Any Member City, at their sole discretion, may voluntarily withdraw from membership in the Authority only at the end of any fiscal year by notifying the Authority in writing six (6) months prior to the end of any fiscal year, or at any other time which is agreed to by the Board, unless otherwise prohibited in the Master Plan Document of any program. . A notice of withdrawal shall be final and irreversible upon its receipt by the Authority unless the Board authorizes it to be rescinded by the Member City.

ARTICLE XX

INVOLUNTARY TERMINATION
A Member City may be removed from this Agreement by a two-thirds (2/3rds) vote of the Board for non-compliance with any provision of the governing documents. . Such involuntary termination shall proceed in accordance with the provisions set forth in the Bylaws.

ARTICLE XXI

CONTINUED LIABILITY
Upon any withdrawal or involuntary termination of a Member City, the said Member City shall continue to be responsible for any unpaid insurance premiums, deposit premiums, surcharges, administration costs, and claims and for any debts and assessments in accordance with the provisions of this Agreement, the Bylaws, Resolutions, and the Master Plan Documents of Joint Protection Programs in which the Member City has participated.

ARTICLE XXII

REFUNDS UPON WITHDRAWAL OR INVOLUNTARY TERMINATION
A. In the event a Member City withdraws from the Authority or its membership is involuntarily terminated, said Member City shall thereafter be entitled to receive its unobligated share of monies held by the Authority, less any and all amounts owed the Authority whether contingent or not, by the said withdrawing or terminated Member City. . The remainder of any funds held by the Authority for the withdrawing or terminating Member City subject to any retention amount as provided below, shall be the unobligated share and shall be refunded to the Member City and shall be accepted in full settlement and satisfaction against any claims the Member City may have against the Authority. . The Authority shall require that sufficient funds are retained on deposit with the Authority to completely pay any and all unpaid insurance premiums, deposit premiums, surcharges, administration costs, or claims, including any amounts for unreported claims and maturity of claims against said withdrawing or terminating Member City, and the amount to be retained on deposit shall be determined by the Authority. . Any and all rights, entitlements, benefits, and obligations after withdrawal or termination shall be subject to ongoing obligations and responsibilities agreed to by a Member City by agreeing to August 12, 2025 Regular Meeting of the Exeter City Council

Joint Powers Agreement Page 13 Amended July 1,
20251994
participate in any pooled Joint Protection Programs.

ARTICLE XXIII

TERMINATION OF AUTHORITY
The Authority may be terminated at any time if two-thirds (2/3rds) of the respective city councils of the then-Member Cities adopt a resolution requesting termination of the Authority; provided, however, that this Joint Powers Agreement and the Authority shall continue to exist for the purpose of disposing of all claims, concluding any pending litigations, for the liquidation and distribution of assets, and for all other functions necessary to conclude the affairs of the Authority. . The Board shall take whatever action is necessary or appropriate to cause these ongoing responsibilities to be discharged and to effectively close out the affairs of the Authority. . Upon completion of the liquidation and dissolution of the Authority, the Authority shall pay to each city which was a member of the Authority at the time of termination its pro rata share based on a city's contribution to the Authority, as determined by an independent Certified Public Accountant which has audited the financial records of the Authority, of the remaining assets of the Authority and shall pay to each Member City all monies held by the Authority in the reserve funds of that Member City.

ARTICLE XXIV
AUDIT
A. The Authority shall obtain an annual certified audit of its accounts and financial records which shall be made by a Certified Public Accountant and shall conform to generally accepted auditing standards.

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ARTICLE XXV

ARBITRATION
Any controversy between the parties hereto arising out of this Agreement shall be submitted to arbitration, and such arbitration shall comply with and be governed by the provisions of the California Arbitration Act, Sections 1280 through 1294.2 of the California Code of Civil Procedure.

ARTICLE XXVI

BINDING EFFECT OF BYLAWS, MASTER PLAN DOCUMENTS,

AND MEMORANDA OF COVERAGE
Each party to this Agreement by the execution hereof agrees to be bound by and to comply with all of the terms and conditions of this Agreement, the Bylaws, the Master Plan Documents, Memoranda of Coverage, and any resolution adopted by the Authority, the Board of Directors, or the Executive Committee as they now exist or may hereafter be adopted or amended.

ARTICLE XXVII

ENFORCEMENT
The Authority is hereby granted authority to enforce this Agreement. . In the event action is instituted by the Authority to enforce any term of this Agreement, the Bylaws, or the Master Plan Document of any program against any Member City, the prevailing party shall be entitled to reasonable attorney fees and costs incurred because of said action, in addition to other appropriate relief.

ARTICLE XXVIII

AMENDMENTS
This Agreement may be amended by written resolution approved and signed by two-thirds (2/3rds) of the respective city councils of the Member Cities that are parties to this Agreement. . Upon signature of any amendment by two-thirds (2/3rds) of the Member Cities, any Member City failing or refusing to abide by such amendment may be involuntarily terminated as a party to this Agreement as provided herein.

ARTICLE XXIX

NOTICES

Notices under this Agreement shall be sufficient if delivered to the office of the Clerk or Secretary of the respective jurisdictions.

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ARTICLE XXX

COUNTERPARTS
This Agreement may be executed in one or more counterparts and shall be as fully effective as though executed in one document.

Dated:

MEMBER CITY
BY:

August 12, 2025 Regular Meeting of the Exeter City Council

CENTRAL SAN JOAQUIN VALLEY RISK MANAGEMENT AUTHORITY

JOINT POWERS AGREEMENT

AS AMENDED AND RESTATED
EFFECTIVE JULY 1, 2025
August 12, 2025 Regular Meeting of the Exeter City Council

TABLE OF CONTENTS

AMENDED AND RESTATED

JOINT POWERS AGREEMENT

CENTRAL SAN JOAQUIN VALLEY RISK MANAGEMENT AUTHORITY (CSJVRMA) ARTICLE I – DEFINITIONS ................................................................................................................. 2 ARTICLE II – PURPOSES ................................................................................................................... 4 ARTICLE III – CREATION OF JOINT POWERS AUTHORITY ................................................................ 4 ARTICLE IV – PARTIES TO AGREEMENT ........................................................................................... 4 ARTICLE V – MEMBERSHIP .............................................................................................................. 5 ARTICLE VI – TERM OF AGREEMENT ............................................................................................... 5 ARTICLE VII – POWERS OF THE AUTHORITY ................................................................................... 5 ARTICLE VIII – BOARD OF DIRECTORS ............................................................................................. 6 ARTICLE IX – BYLAWS AND REGULATIONS ...................................................................................... 7 ARTICLE X – EXECUTIVE COMMITTEE ............................................................................................. 7 ARTICLE XI – OFFICERS .................................................................................................................... 8 ARTICLE XII – JOINT PROTECTION PROGRAMS ............................................................................... 8 ARTICLE XIII – RESERVE FUNDS ....................................................................................................... 8 ARTICLE XIV – OPERATING FUND .................................................................................................... 9 ARTICLE XV – BUDGET ..................................................................................................................... 9 ARTICLE XVI – FUNDING AND PROCEDURES FOR CALCULATING ANNUAL CONTRIBUTIONS ........ 9 ARTICLE XVII – RESPONSIBILITIES OF AUTHORITY .......................................................................... 9 ARTICLE XVIII – RESPONSIBILITIES OF MEMBER CITIES ................................................................ 10 ARTICLE XIX - WITHDRAWAL ......................................................................................................... 10 ARTICLE XX – INVOLUNTARY TERMINATION ................................................................................ 11 ARTICLE XXI – CONTINUED LIABILITY ............................................................................................ 11 August 12, 2025 Regular Meeting of the Exeter City Council

CSJVRMA Amended and Restated Joint Powers Agreement
Table of Contents

ARTICLE XXII – REFUNDS UPON WITHDRAWAL OR INVOLUNTARY TERMINATION ..................... 11 ARTICLE XXIII – TERMINATION OF AUTHORITY............................................................................. 11 ARTICLE XXIV – AUDIT ................................................................................................................... 12 ARTICLE XXV - ARBITRATION ......................................................................................................... 12 ARTICLE XXVI – BINDING EFFECT OF BYLAWS, MASTER PLAN DOCUMENTS, AND MEMORANDA OF COVERAGE .................................................................................................. 12 ARTICLE XXVII - ENCORCEMENT ................................................................................................... 12 ARTICLE XXVIII - AMENDMENTS ................................................................................................... 13 ARTICLE XXIX - NOTICES ................................................................................................................ 13 ARTICLE XXX - COUNTERPARTS ..................................................................................................... 13 August 12, 2025 Regular Meeting of the Exeter City Council

Joint Powers Agreement Page 1 Amended and Restated July 1, 2025

AMENDED AND RESTATED JOINT EXERCISE OF POWERS AGREEMENT

FOR INSURANCE AND RISK MANAGEMENT PURPOSES
THIS AMENDED AND RESTATED AGREEMENT, dated for convenience this 1st day of July 2025, made and entered into by, between, and among those Member Cities which become parties to this Agreement by action of their governing boards adopting a resolution agreeing to participate in the joint powers entity created by the terms and conditions of this Agreement; RECITALS:

WHEREAS, California Government Code Section 6500, et. seq. provides that two or more public agencies may, by agreement, exercise any power common to the contracting parties; and WHEREAS, California Government Code Sections 990 and 990.4 provide that a local entity may self-insure, purchase insurance through an authorized insurer, purchase insurance through a surplus line broker, or any combination thereof; and
WHEREAS, California Government Code Section 990.8 provides that two or more local public entities, by a joint powers agreement, may provide insurance for any authorized purpose by any one or more of the methods specified in Section 990.4; and WHEREAS, Article XVI, Section 6, of the California Constitution provides that insurance pooling arrangements under joint exercise of powers agreements shall not be considered the giving or lending of credit as prohibited therein; and
WHEREAS, each of the cities which are parties to this Agreement desires to join together with other cities in order to collectively self-insure or pool their losses and to jointly purchase insurance and administrative services in connection with Joint Protection Programs for said cities; and
WHEREAS, the Tulare-Kings Municipal Risk Management Authority, a public entity, was created by an initial Agreement dated April 1, 1979, among various cities within the Counties of Tulare and Kings; and
WHEREAS, the name of the organization was changed to the Central San Joaquin Valley Risk Management Authority on July 1, 1981; and
WHEREAS, the initial Agreement was amended on January 1, 1985, and July 1, 1994, by a two-thirds vote of the Member Cities' city councils; and WHEREAS, said Member Cities have determined that it is again appropriate and in the public interest to make certain technical corrections and additions to this Agreement which will provide clarification and will permit the governing body to meet a minimum of two times a year to conduct that business which only the governing body may act upon; and August 12, 2025 Regular Meeting of the Exeter City Council

Joint Powers Agreement Page 2 Amended and Restated July 1, 2025 WHEREAS, it is therefore necessary to amend said Joint Powers Agreement; and WHEREAS, said Agreement provides that amendments to the Agreement may be made by a vote of two-thirds (2/3rds) of the Member Cities by resolution of the City Councils of said Cities:

NOW, THEREFORE, for and in consideration of the execution of this Agreement by twothirds (2/3rds) of the Member Cities, each of the Member Cities which are parties hereto does hereby adopt this amended and restated Agreement, dated July 1, 2025, which concurrently supersedes that certain Agreement creating the Authority, dated April 1, 1979, and all amendments thereto.

ARTICLE I

DEFINITIONS
The following words, when typed in bold print within the provisions of this Agreement, shall have the following definitions:
"Administrator" shall mean that person or group appointed by the Executive Committee and given responsibility for the management, administration, and operation of the Authority.
“Agreement” shall mean the Joint Powers Agreement creating the Central San Joaquin Valley Risk Management Authority.
"Authority" shall mean the Central San Joaquin Valley Risk Management Authority, aka the RMA.
"Board of Directors" or "Board" shall mean the governing body of the Authority. "Broker" shall mean the insurance broker hired by the Executive Committee to acquire insurance coverage.
"Claims" shall mean demands made against the Authority arising out of occurrences which are claimed to be within one of the Authority'sJoint Protection Programs as developed by the Board.
"Deposit Premium" shall mean the annual dollar amount determined by the Board of Directors payable by each Member City for the purpose of self-insurance coverage, excess insurance premiums, and administrative costs, charged for the purpose of carrying out the powers of the Authority.
"Executive Committee" shall mean the elected officers and the representatives appointed by each region to represent that region.

August 12, 2025 Regular Meeting of the Exeter City Council

Joint Powers Agreement Page 3 Amended and Restated July 1, 2025 "Fiscal Year" shall mean the period July 1 to June 30 of each year. "Insurance" shall mean any commercial insurance coverage. "Insurance Premium" shall mean those funds charged for the payment of group purchased insurance.
"Joint Protection Programs" shall mean any program to provide risk sharing or insurance coverage under this Agreement and shall include a determination as to the amount of initial Insurance Premiums and/or Deposit Premiums, a precise allocation plan and formula, and a determination of the amount and type, if any, of excess insurance to be purchased. Included within the term Joint Protection Program is the identification of exposures to accidental loss, the reduction or limitation of losses to Member City properties and from injuries to persons or property caused by the operations of Member Cities and the funding of those risks, together with any other functions appropriate or necessary to the functioning of the Joint Protection Program. "Master Plan Document" shall mean the document, formally adopted by the Executive Committee, setting forth the operations, policies, and provisions of a self-insured or pooled coverage program, which shall include, but not be limited to, the following:

1. The scope of the program;

2. The procedures to be followed;

3. Who may participate;

4. Any limits or restrictions;

5. How Deposit Premiums are determined;

6. How refunds, if any, are determined;

7. Commitments required by participants; and

8. How the document may be amended.
"Member City" shall mean a city which is an incorporated municipality organized with a council, City Manager/Administrator form of government, which has been approved for participation in the Authority by the Executive Committee in accordance with applicable provisions of the Agreement and the Bylaws and has signed the Agreement. "Operating Fund" shall mean the fund established by the Authority for the purpose of paying just demands submitted to the Authority.
"Representative" shall mean the person, designated in writing by the Member City to represent and act for and on behalf of the Member City regarding any matter before the Authority's Board or Executive Committee. The Representative must be either: (a) the City Manager/Administrator or (b) a person designated by the City Manager/Administrator who holds a management/organizational position with the Member City and whose responsibilities include all or part of the Member City’s risk management functions (i.e., finance, human resources, claims/losses, insurance, and safety/risk control).

August 12, 2025 Regular Meeting of the Exeter City Council

Joint Powers Agreement Page 4 Amended and Restated July 1, 2025 "Self-Insurance" shall mean the process whereby the Authority maintains sufficient reserves to pay all claims and associated expenses of a risk exposure without purchasing insurance to cover the risk or a portion of the risk.

ARTICLE II

PURPOSES
The purpose of this Agreement is to provide joint powers common to each Member City for insurance purposes; to pool self-insured claims and losses, to purchase or participate in excess pooling or excess insurance coverage, and to provide related administrative services including risk management, consulting, actuarial services, claims adjusting and legal defense services; to implement risk management principles; and to provide for the future inclusion of additional incorporated municipalities desiring to become parties to the Agreement.

ARTICLE III

CREATION OF JOINT POWERS AUTHORITY
Pursuant to Section 6500, et. seq. of the California Government Code, the Authority is a public entity separate and apart from the parties to this Agreement. Pursuant to Government Code Section 6508.1, the debts, liabilities, and obligations of this joint powers authority shall not constitute debts, liabilities, or obligations of any party to this Agreement.

It is the express understanding of all parties that the Authority created originally on or about April 1, 1979, is the same Authority continued under this Agreement, even though some powers and procedures may be changed by this Agreement.

The Authority, its Board, officers, membership, and staff shall be governed by this Agreement, the Bylaws, Master Plan Documents, Memoranda of Coverage, and other documents duly adopted by the Authority.

ARTICLE IV

PARTIES TO AGREEMENT
Each city which has applied to and been accepted as a member of the Authority is a party to the Joint Exercise of Powers Agreement. Each party to the Agreement shall be bound by this Agreement when two-thirds (2/3rds) of the city councils of the Member Cities have adopted this amended and restated Agreement. A party to this Agreement certifies that it intends to and does contract with the Authority and with all other Member Cities which have signed this Agreement and, in addition, with each city which may hereafter be added as a party to and may sign this Agreement. Each city which has or may hereafter sign this Agreement also certifies that the deletion of any city from the Authority by voluntary withdrawal, involuntary termination, or otherwise, shall not affect this Agreement nor each Member City's intent to contract as described above with the then remaining Member Cities.

August 12, 2025 Regular Meeting of the Exeter City Council

Joint Powers Agreement Page 5 Amended and Restated July 1, 2025 Each city which is a member of the Authority at the time this amended and restated Agreement is adopted by two-thirds (2/3rds) of the Member Cities, certifies that it intends to and does hereby contract with the Authority and with all other current Member Cities, and in addition, with each city which may hereafter be added as a party to and may sign this Agreement.

ARTICLE V

MEMBERSHIP
A. ELIGIBILITY
To be a member of this Authority, a city must be an incorporated municipality which is characterized by having professional management as typified by a bona fide Council Manager/Administrator form of government and must be approved for participation in the Authority in the manner provided by the Bylaws.

B. NEW MEMBERS
Eligible incorporated municipalities may become a party to this Agreement pursuant to the Bylaws of the Authority.

ARTICLE VI

TERM OF AGREEMENT
This Agreement, as amended and restated, shall become effective when approved by two thirds (2/3rds) of the respective City Councils of the Member Cities. When effective, this Agreement, as may be amended from time to time, shall continue thereafter until terminated as herein provided.

This Agreement shall become effective as to any new Member City in accordance with the Bylaws and Master Plan Documents of the Authority.

ARTICLE VII

POWERS OF THE AUTHORITY
Pursuant to and to the extent required by Government Code section 6509, the Authority shall be restricted in the exercise of its powers in the same manner as the City of Ripon is restricted in the exercise of its powers. In the event the City of Ripon shall cease to be a Member of the Authority, then the Authority shall be restricted in the exercise of its powers in the same manner as the City of Madera.

The Authority is hereby authorized to do all acts necessary or appropriate for the exercise of said powers, including, but not limited to any or all of the following:

1. Make and enter into contracts;
August 12, 2025 Regular Meeting of the Exeter City Council

Joint Powers Agreement Page 6 Amended and Restated July 1, 2025

2. Incur debts, liabilities, and obligations, but no debt, liability, or obligation of the Authority is a debt, liability, or obligation of a Member City except as otherwise provided;

3. Assess Member Cities as deemed appropriate by the Executive Committee;

4. Acquire, hold, or dispose of real and personal property;

5. Receive contributions and donations of property, funds, services, and other forms of assistance from any source;

6. Sue and be sued in its own name;

7. Employ agents and employees;

8. Acquire, construct, manage, and maintain buildings;

9. Lease real or personal property, including property of a Member City; and

10. To exercise all powers necessary and proper to carry out the terms and provisions of this Agreement or otherwise authorized by law.

This Agreement shall be construed and interpreted in accordance with the laws of the State of California.

ARTICLE VIII

BOARD OF DIRECTORS
A. STRUCTURE
The Authority shall be governed by a Board composed of one Representative from each Member City, each serving in an individual capacity as a member of the Board. Each Member City shall appoint one Representative. Appointments shall be limited to the City Manager/Administrator of each Member City or his/her authorized delegate. Each Member City shall also appoint one alternate Representative. The alternate Representative may attend and may participate in any meeting of the Board. When the regular Representative for whom he/she is an alternate is absent from the meeting, the alternate Representative may vote. Each Representative serves at the pleasure of the Member City being represented. Each Representative has one vote as the member of the Board.

Representatives are not entitled to compensation. However, the Executive Committee may authorize reimbursement for expense incurred by a Representative in connection with his/her duties for the Authority.

B. MEETINGS OF THE BOARD
The Board shall hold at least two meetings each year. The Executive Committee shall determine the date upon which and the hour and place at which each regular meeting is to be held.

The President may call for a special meeting of the Board in compliance with open meeting laws in the State of California or a majority of the Representatives may call for a special August 12, 2025 Regular Meeting of the Exeter City Council

Joint Powers Agreement Page 7 Amended and Restated July 1, 2025 meeting by filing a written request with the Secretary. The President must then set a date, time, and place for the meeting to be held within 30 days and must make provision for notice of the special meeting being given.

Each meeting of the Board, and each meeting of the Executive Committee, including, without limitation, regular, adjourned regular, and special meetings, shall be called, noticed, held, and conducted in accordance with the Ralph M. Brown Act (Section 54950 et. seq. of the Government Code).

The Authority shall have minutes of regular and special meetings kept. As soon as possible after each meeting, copies of the minutes shall be forwarded to each Member City.

A majority of the members of the Board is a quorum for the transaction of business.

However, less than a quorum may adjourn from time to time. A vote of the majority of a quorum at a meeting is sufficient to take action, unless otherwise specified.

C. POWERS OF THE BOARD OF DIRECTORS
The Board shall provide policy direction for the Executive Committee, the officers, and the Administrator. The Board may delegate any and all of its authority to the Executive Committee except the following:

1. Amendments to the Bylaws, which requires at least a two-thirds (2/3rds) vote of the Board;

2. Creation of any new Joint Protection Program;

3. Termination of any Joint Protection Program;

4. Expulsion of a Member City;

5. Adoption of an operating budget for the Authority;

6. Amendments to the Authority's Conflict of Interest Code; and

7. Authorization for the issuance, modification, or defeasance of bonds.

ARTICLE IX

BYLAWS AND REGULATIONS
The Board shall adopt Bylaws and general regulations not inconsistent with State law and this Agreement.

ARTICLE X

EXECUTIVE COMMITTEE
The Board shall establish an Executive Committee and delegate functions not otherwise reserved to the entire Board. The Executive Committee shall be appointed, have the powers, and hold meetings as set forth in the Bylaws.

August 12, 2025 Regular Meeting of the Exeter City Council

Joint Powers Agreement Page 8 Amended and Restated July 1, 2025

ARTICLE XI

OFFICERS
The officers of the Authority shall consist of an elected President, First Vice President, and Second Vice President, and an appointed Administrator, Secretary, and Treasurer. Other offices may be created by the Bylaws, Master Plan Documents, or the Administrator, subject to the approval of the Board or the Executive Committee, as applicable. All offices shall be filled and have the powers and responsibilities as prescribed in the Bylaws or Master Plan Documents.

The functions of auditor/controller of the Authority shall be performed by the Authority’s officers or employees. The Treasurer and auditor/controller have the powers, duties, and responsibilities specified in Government Code Section 6505.6. The Authority shall purchase a bond which includes coverage for the duties performed by the Treasurer and the auditor/controller.

ARTICLE XII

JOINT PROTECTION PROGRAMS
A. The Executive Committee may at any time, and from time to time, offer to the Board for adoption such Joint Protection Programs as may be deemed desirable. All Member Cities shall participate in those mandatory Joint Protection Programs as set forth in the Bylaws.

All other Joint Protection Programs shall be optional. The Board shall establish the amount of Deposit Premium, determine the amount of loss reserve contribution, provide for the handling of claims, and otherwise establish the policies and procedures necessary to provide a particular Joint Protection Program for Member Cities.

B. Each Joint Protection Program shall remain separate and distinct from every other Joint Protection Program and the liability and obligations of each program, and its participating Member Cities shall not be a liability or obligation of another program or participating Member City of another program. A Member City's participation in one program shall not obligate it or its funds on deposit with the Authority, to the debts, obligations, or liabilities of any other program. Separate accounting shall be maintained for each Joint Protection Program.

ARTICLE XIII

RESERVE FUNDS
The Authority may establish a fund for the purpose of paying the losses and establishing a reserve to cover the retained portion of losses that may be insured against by the Authority or the Member Cities. The funds shall be invested in compliance with the Authority's Investment Policy and relevant state laws.

Refunds shall be made in accordance with the Master Plan Document for each program.

August 12, 2025 Regular Meeting of the Exeter City Council

Joint Powers Agreement Page 9 Amended and Restated July 1, 2025

ARTICLE XIV

OPERATING FUND
The Authority shall establish an Operating Fund. The Operating Fund is for the purpose of paying insurance premiums, broker's fees, adjusting fees, consultant and legal fees, and such other items as are appropriate. Just demands for payment shall be made by warrants in compliance with the adopted budget. The warrants shall be paid as directed by the Executive Committee. The Board may establish such other funds as it considers appropriate which shall be maintained and invested in the same manner as the Operating Fund.

ARTICLE XV
BUDGET
The Board shall adopt a budget annually.

ARTICLE XVI

FUNDING AND PROCEDURES FOR CALCULATING

ANNUAL CONTRIBUTIONS
The provisions for funding and calculating annual contributions shall be as set forth in the Bylaws and the Master Plan Documents for each program.

ARTICLE XVII

RESPONSIBILITIES OF AUTHORITY
The Authority may perform or have performed the following functions in discharging its responsibilities under this Agreement:

1. Assist Member Cities in developing their risk management programs;

2. Participate in risk management advisory committees formed by Member Cities;

3. Provide loss prevention, safety, and security services;

4. Provide all program services as required by program Master Plan Documents;

5. Provide loss analysis control by use of statistical analysis, data processing, and record and file keeping services. The purpose of this information is to identify high exposure operations and to evaluate proper levels of self-retention and deductibles;

6. Conduct risk management audits to review the participation of each Member City in the program; and

7. Perform other functions as required by the Board for the purpose of accomplishing the goals of this Agreement.

August 12, 2025 Regular Meeting of the Exeter City Council

Joint Powers Agreement Page 10 Amended and Restated July 1, 2025

ARTICLE XVIII

RESPONSIBILITIES OF MEMBER CITIES
The Member Cities have the following responsibilities:

1. Pay all financial obligations to the Authority within the time prescribed;

2. Appoint an individual to be responsible for coordinating the risk management activities of his/her Member City with the Authority;

3. Conduct its operations in a manner which enhances safety and loss control consistent with recommendations by Authority staff;

4. Carry out the duties and responsibilities as assigned or mandated by the Board of Directors and/or the Executive Committee which may include, but are not limited to, adherence to and/or adoption of policies and procedures, support of initiatives deemed necessary for the proper functioning of the Authority, and timely execution of tasks deemed necessary for the operation and governance of the Authority;

5. Report to the risk manager during the development stages the addition of new programs or the significant reduction or expansion of existing programs;

6. Permit and assist the Authority in conducting on-site safety and loss control inspections and/or safety or risk management audits as required by the Board;

7. Submit underwriting information requested by the Authority on a timely basis;

8. Provide accurate statistical data concerning the Member City to the Authority when requested;

9. Cooperate fully with the Authority in determining the cause of losses and in the settlement of losses;

10. Cooperate to the fullest extent with the Authority's Litigation Manager on matters of claims and the conduct of defense of claims; and

11. Comply with risk management requirements established under the authority of this Agreement.

ARTICLE XIX

WITHDRAWAL
Any Member City, at their sole discretion, may voluntarily withdraw from membership in the Authority only at the end of any fiscal year by notifying the Authority in writing six (6) months prior to the end of any fiscal year, or at any other time which is agreed to by the Board, unless otherwise prohibited in the Master Plan Document of any program. A notice of withdrawal shall be final and irreversible upon its receipt by the Authority unless the Board authorizes it to be rescinded by the Member City.

August 12, 2025 Regular Meeting of the Exeter City Council

Joint Powers Agreement Page 11 Amended and Restated July 1, 2025

ARTICLE XX

INVOLUNTARY TERMINATION
A Member City may be removed from this Agreement by a two-thirds (2/3rds) vote of the Board for non-compliance with any provision of the governing documents. Such involuntary termination shall proceed in accordance with the provisions set forth in the Bylaws.

ARTICLE XXI

CONTINUED LIABILITY
Upon any withdrawal or involuntary termination of a Member City, the said Member City shall continue to be responsible for any unpaid insurance premiums, deposit premiums, surcharges, administration costs, and claims and for any debts and assessments in accordance with the provisions of this Agreement, the Bylaws, Resolutions, and the Master Plan Documents of Joint Protection Programs in which the Member City has participated.

ARTICLE XXII

REFUNDS UPON WITHDRAWAL OR INVOLUNTARY TERMINATION
In the event a Member City withdraws from the Authority or its membership is involuntarily terminated, said Member City shall thereafter be entitled to receive its unobligated share of monies held by the Authority, less any and all amounts owed the Authority whether contingent or not, by the said withdrawing or terminated Member City. The remainder of any funds held by the Authority for the withdrawing or terminating Member City subject to any retention amount as provided below, shall be the unobligated share and shall be refunded to the Member City and shall be accepted in full settlement and satisfaction against any claims the Member City may have against the Authority. The Authority shall require that sufficient funds are retained on deposit with the Authority to completely pay any and all unpaid insurance premiums, deposit premiums, surcharges, administration costs, or claims, including any amounts for unreported claims and maturity of claims against said withdrawing or terminating Member City, and the amount to be retained on deposit shall be determined by the Authority. Any and all rights, entitlements, benefits, and obligations after withdrawal or termination shall be subject to ongoing obligations and responsibilities agreed to by a Member City by agreeing to participate in any pooled Joint Protection Programs.

ARTICLE XXIII

TERMINATION OF AUTHORITY
The Authority may be terminated at any time if two-thirds (2/3rds) of the respective city councils of the then-Member Cities adopt a resolution requesting termination of the Authority; provided, however, that this Joint Powers Agreement and the Authority shall continue to exist for the purpose of disposing of all claims, concluding any pending litigations, for the liquidation and distribution of assets, and for all other functions necessary to conclude the affairs of the Authority.

August 12, 2025 Regular Meeting of the Exeter City Council

Joint Powers Agreement Page 12 Amended and Restated July 1, 2025 The Board shall take whatever action is necessary or appropriate to cause these ongoing responsibilities to be discharged and to effectively close out the affairs of the Authority. Upon completion of the liquidation and dissolution of the Authority, the Authority shall pay to each city which was a member of the Authority at the time of termination its pro rata share based on a city's contribution to the Authority, as determined by an independent Certified Public Accountant which has audited the financial records of the Authority, of the remaining assets of the Authority and shall pay to each Member City all monies held by the Authority in the reserve funds of that Member City.

ARTICLE XXIV
AUDIT
The Authority shall obtain an annual certified audit of its accounts and financial records which shall be made by a Certified Public Accountant and shall conform to generally accepted auditing standards.

ARTICLE XXV

ARBITRATION
Any controversy between the parties hereto arising out of this Agreement shall be submitted to arbitration, and such arbitration shall comply with and be governed by the provisions of the California Arbitration Act, Sections 1280 through 1294.2 of the California Code of Civil Procedure.

ARTICLE XXVI

BINDING EFFECT OF BYLAWS, MASTER PLAN DOCUMENTS,

AND MEMORANDA OF COVERAGE
Each party to this Agreement by the execution hereof agrees to be bound by and to comply with all of the terms and conditions of this Agreement, the Bylaws, the Master Plan Documents, Memoranda of Coverage, and any resolution adopted by the Authority, the Board of Directors, or the Executive Committee as they now exist or may hereafter be adopted or amended.

ARTICLE XXVII

ENFORCEMENT
The Authority is hereby granted authority to enforce this Agreement. In the event action is instituted by the Authority to enforce any term of this Agreement, the Bylaws, or the Master Plan Document of any program against any Member City, the prevailing party shall be entitled to reasonable attorney fees and costs incurred because of said action, in addition to other appropriate relief.

August 12, 2025 Regular Meeting of the Exeter City Council

Joint Powers Agreement Page 13 Amended and Restated July 1, 2025

ARTICLE XXVIII

AMENDMENTS
This Agreement may be amended by written resolution approved and signed by two-thirds (2/3rds) of the respective city councils of the Member Cities that are parties to this Agreement. Upon signature of any amendment by two-thirds (2/3rds) of the Member Cities, any Member City failing or refusing to abide by such amendment may be involuntarily terminated as a party to this Agreement as provided herein.

ARTICLE XXIX

NOTICES

Notices under this Agreement shall be sufficient if delivered to the office of the Clerk or Secretary of the respective jurisdictions.

ARTICLE XXX

COUNTERPARTS
This Agreement may be executed in one or more counterparts and shall be as fully effective as though executed in one document.

Dated:

MEMBER CITY
BY:

August 12, 2025 Regular Meeting of the Exeter City Council

RESOLUTION APPROVING AMENDMENT TO JOINT POWERS AGREEMENT OF THE

CENTRAL SAN JOAQUIN VALLEY RISK MANAGEMENT AUTHORITY
WHEREAS, the CENTRAL SAN JOAQUIN VALLEY RISK MANAGEMENT AUTHORITY (CSJVRMA) is a California Joint Powers Authority created and operated pursuant to California Government Code 6500 et. seq. for the purpose of pooling funds to provide coverage for indemnification and defense and to purchase excess insurance for certain civil claims involving general liability, workers’ compensation, and property damage; WHEREAS, the City of ____ is authorized pursuant to California Government Code 990.8 to enter into a Joint Powers Agreement for the purposes described above; WHERAS, the City of ____ is a member of the CSJVRMA;
WHEREAS, the Joint Powers Agreement which was created establishing the CSJVRMA allows for amendment of the agreement upon approval by the City Council of two thirds of the members of the CSJVRMA;
WHEREAS, the CSJVRMA desires to amend the Joint Powers Agreement as set forth in the Agreement dated July1, 1994, and as amended July 1, 2025, a copy of which is attached hereto and incorporated herein;
The City hereby resolves:

IT IS HEREBY RESOLVED that the City Council of ______________________ __________________________ approves the Central San Joaquin Valley Risk Management Authority Joint Powers Agreement, dated July 1, 1994, as amended and restated on July 1, 2025, and in the form as attached hereto, and it is FURTHER RESOLVED that the City Manager/Administrator is authorized and directed to execute such agreement.

The forgoing resolution was adopted this _____ day of ___________, 20__ by the following vote:

AYES:

NOES:

ABSTAIN:

ABSENT:

MAYOR/CITY MANAGER
ATTEST:
_______________________________________

CITY CLERK
August 12, 2025 Regular Meeting of the Exeter City Council

RESOLUTION 2025-32

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF EXETER, APPROVING AMENDMENT TO

JOINT POWERS AGREEMENT OF THE CENTRAL SAN JOAQUIN VALLEY RISK MANAGEMENT

AUTHORITY
WHEREAS, the CENTRAL SAN JOAQUIN VALLEY RISK MANAGEMENT AUTHORITY (CSJVRMA) is a California Joint Powers Authority created and operated pursuant to California Government Code 6500 et. seq. for the purpose of pooling funds to provide coverage for indemnification and defense and to purchase excess insurance for certain civil claims involving general liability, workers’ compensation, and property damage;
WHEREAS, the City of Exeter is authorized pursuant to California Government Code 990.8 to enter into a Joint Powers Agreement for the purposes described above; WHERAS, the City of Exeter is a member of the CSJVRMA;
WHEREAS, the Joint Powers Agreement which was created establishing the CSJVRMA allows for amendment of the agreement upon approval by the City Council of two thirds of the members of the CSJVRMA;
WHEREAS, the CSJVRMA desires to amend the Joint Powers Agreement as set forth in the Agreement dated July 1, 1994, and as amended July 1, 2025, a copy of which is attached hereto and incorporated herein;
The City hereby resolves:

IT IS HEREBY RESOLVED that the City Council of Exeter approves the Central San Joaquin Valley Risk Management Authority Joint Powers Agreement, dated July 1, 1994, as amended and restated on July 1, 2025, and in the form as attached hereto, and it is FURTHER RESOLVED that the City Administrator is authorized and directed to execute such agreement.

The forgoing resolution was adopted this 12th day of August 2025, by the following vote:

AYES:

NOES:

ABSTAIN:

ABSENT:

Jacob Johnson, Mayor
August 12, 2025 Regular Meeting of the Exeter City Council

ATTEST:
_______________________________________
Francesca Quintana, City Clerk
August 12, 2025 Regular Meeting of the Exeter City Council

Agenda Item Staff Report
Meeting Date:

August 12, 2025
Wording for Agenda:

Affirming the Goals and Objectives Established by the City Council at the City Council Special Meeting on June 24, 2025.

Submitting Department:

City Administrator
Contact Name:

Jason Ridenour, City Administrator
Staff recommend that the City Council affirm the goals and objectives established by the City Council at the City Council Special Meeting held on June 24, 2025.

The City Council held a Goals and Objectives Session on June 24, 2025, and established goals for the year centered around the public safety, quality of life, economic development and housing, policy, and financial goals.

The City Council held a Goals and Objectives Session on June 24, 2025, and established goals and objectives for the year centered around the public safety, quality of life, economic development and housing, policy, and financial goals. Below is a list of the goals and objectives established by the City Council.

Public Safety
• Continue Police Officer recruitment and retention efforts to maintain a fully staffed department.
• Complete Police Department/Administration building remodel project • Increase traffic safety enforcement.
• Maintain Police Department fleet and equipment.

For action by:
☒City Council
Regular Session:
☒Consent Calendar
☐Regular Item
☐Public Hearing
Review:

City Administrator
(Initials Required)
__J.R.___
Agenda Item Number: I.8.

Department Recommendation:

Summary:

Background:

August 12, 2025 Regular Meeting of the Exeter City Council

• Coordinate with neighborhood watch groups.
• Develop liaison program with Exeter Unified School District. • Continue to assess homelessness in the community.
• Conduct a Public Safety Task Force meeting and provide updated information and data as needed.
• Maintain fire hydrant system.

Policy
• Review of City Contracts.
• Establish a formal written Budget Reserve Policy.
• Establish standard procedures and a system (software solution) for staff to receive and process Public Works and Code Enforcement concerns from the community.
• Require background checks on volunteers.

Quality of Life/Economic Development/Housing
• Conduct a joint City Council and Exeter Union School District Board meeting. • Conduct a Joint meeting with Planning Commission.
• General Plan update.
• Zoning Ordinance update.

There is no fiscal impact associated with this item.

The City Council held a Special Meeting on June 24, 2025, to establish goals and objectives.

I move to affirm the goals and objectives included herein established at the Special City Council Meeting on June 24, 2025.

Fiscal Impact:

Prior City Council Actions:

Recommended motion to be made by the City Council:

August 12, 2025 Regular Meeting of the Exeter City Council

Agenda Item Staff Report
Meeting Date:

August 12, 2025
Wording for Agenda:

Adoption of Resolution No. 2025-35, A Resolution of the City Council of the City of Exeter, to Direct the City Administrator to Sign an Amendment to the Supplement to the Measure R
Program Cooperative Agreement.

Submitting Department:

Public Works
Contact Name:

Eddie Wendt, Operations Manager
Department Recommendation:

City Staff recommend that the City Council adopt Resolution No. 2025-35, A Resolution of the City Council of the City of Exeter, to Direct the City Administrator to Sign an Amendment to the Supplement to the Measure R Program Cooperative Agreement.

Summary & Background:

Adoption of Resolution No. 2025-35 (attached to this report) would allow the City Administrator to an execute an amendment to the existing Measure R Program Supplement to the Measure R Cooperative Agreement with the Tulare County Transportation Authority (TCTA) for up to $600,000 in funds from the K Road Corridor Bike/Pedestrian project allocation to be used on pedestrian improvements in Exeter downtown area.

The original agreement with TCTA allocated $400,000 in ARPA funds from the City to be combined with up to $600,000 in Measure R funding through TCAG for improvements in the downtown area—specifically between H Street and D Street. This funding structure was approved by the City Council on March 26, 2024, via Resolution No. 2024-06, and by TCAG through Measure R Agreement No. B20240014 on the same date. The total cost for purchasing the streetlights and poles came to $453,191.27, leaving a remaining balance of $146,809 available for installation.

For action by:
☒City Council
Regular Session:
☒Consent Calendar
☐Regular Item
☐Public Hearing
Review:

City Administrator
(Initials Required)
______
Agenda Item Number: I.9.

August 12, 2025 Regular Meeting of the Exeter City Council

The City of Exeter is requesting an allocation of Measure R funds in an amount not to exceed $600,000 to support the replacement of streetlights in the downtown area. Many of the existing streetlights—particularly in the area between H Street and D Street—are outdated and currently non-functional due to internal components that are obsolete and no longer supported. The lack of adequate lighting has created significant safety concerns for pedestrians, motorists, cyclists, transit users, and others who live in, work in, or visit the downtown area.

An amendment via City Council Resolution must be executed to ensure the City of Exeter remains eligible to receive these Measure R funds. A copy of the proposed amendment is included as Attachment A.

Anticipated Project Schedule:
• Design: Completed in April 2024
• Construction: Revised to begin in Fall 2025
Funding Summary (as amended):

Funding Source Design Construction Total
City of Exeter Local Funds $0 TBD
Measure R (Air Quality) N/A Up to $600,000 $600,000
Note: This agreement is for construction reimbursement. Measure R funds will be banked with TCAG until the project enters the construction phase.

Fiscal Impact:

This action makes available up to $600,000 from the Tulare County Association of Governments (TCAG) Measure R Transportation Authority Funds to the City of Exeter for the replacement of streetlights in the downtown business district. These funds will support final design, construction, and installation efforts.

Council is requested to approve an amendment to the original Measure R Supplemental Cooperative Agreement to reflect this updated funding structure—removing the original $400,000 local match requirement—and fully appropriating Measure R funds for the project.

Prior Council/Board Actions:
• Resolution 2024-06
Attachments:
• Measure R Program Supplement Amendment to Cooperative Agreement • Resolution No. 2025-35
August 12, 2025 Regular Meeting of the Exeter City Council

Recommended motion to be made by the City Council:

I move to adopt Resolution No. 2025-35, A Resolution of the City Council of the City of Exeter, to Direct the City Administrator to Sign an Amendment to the Supplement to the Measure R Program Cooperative Agreement
August 12, 2025 Regular Meeting of the Exeter City Council

MEASURE R PROGRAM SUPPLEMENT TO

COOPERATIVE AGREEMENT
AUTHORITY Agreement No. B20240014
This Program Supplement is made and entered into on 26-MAR-2024, by and between the City of Exeter (SPONSOR) and the Tulare County Association of Governments, acting as the Local Transportation AUTHORITY (AUTHORITY).

This Program Supplement herby incorporates the “Measure R Cooperative Agreement” for Measure R Expenditures which was entered into between the SPONSOR and AUTHORITY on February 26, 2024 and is subject to all terms and conditions therof. This Program supplement is executed under authority of Resolution No. 2024-06, dated March 26, 2024. Project scope, costs and schedule are incorporated herein as Attachment “A” and agreed upon by Sponsor and Authority for Agreement with the Tulare County Transportation Authority (TCTA) for up to $600,000 in funds from the K Road Corridor Bike/Pedestrian project allocation to be used on pedestrian streetlight improvements in Exeter downtown area. This supplement agreement will be reviewed and updated annually on June 1st for the following fiscal year. Additionally, all information for the projects within this exchange will be reported on the quarterly Measure R reports under the Bike -Environmental section.

Covenants of SPONSOR

1.1 This Program Supplemental agrees that it will only proceed with work authorized for specific phase(s) with written “Authorization to Proceed” or AUTHORITY action and will not proceed with future phase(s) of this project(s) prior to receiving a written “Authorization to Proceed” or AUTHORITY Action. This agreement replaces previous executed agreements for the project.

1.2 The SPONSOR will advertise, award, and administer the project(s) in accordance with SPONSOR standards.

1.3 Award information shall be submitted by the SPONSOR to the AUTHORITY with 60 days after the project contract award.

1.4 Failure to submit award information in accordance with section 1.3 will cause a delay (without interest or penalties) in AUTHORITY processing invoices for the construction phase.

1.5 If no costs have been invoiced for a six month period, SPONSOR agrees to submit for each phase a written explanation of the absence of project(s) activity along with target billing date and target billing amount.

IN WITNESS WHEREOF, the undersigned parties have executed this Supplemental Agreement on the day and year first written above.

COUNTY OF TULARE TRANSPORTATION AUTHORITY
August 12, 2025 Regular Meeting of the Exeter City Council

County of Tulare Transportation Authority
By: _____________________________________ Attest: ________________________________ Authority Director
City of Exeter
By:______________________________________ Attest:_________________________________ City Administrator
August 12, 2025 Regular Meeting of the Exeter City Council

MEASURE R PROGRAM SUPPLEMENT TO

COOPERATIVE AGREEMENT
AUTHORITY Agreement No. B20240014
Attachment A
Project Name Exeter Downtown Streetlight
Project Scope
The City of Exeter requests Measure R funds in the amount not to exceed $600,000 to support the replacement of streetlights in their central downtown business district. In the original agreement, The City of Exeter agreed to contribute the first $400,000 (using ARPA funds) as a match toward this project, however, the City has re-allocated those funds and has requested an amendment to the original Measure R Program Supplement to Cooperative Agreement. The original total cost was estimated at $750,000 of which the first $400,000 will be paid by the City of Exeter. The revised cost is up to $600,000 including installation and is requesting that the “first $400,000 will be paid by the City of Exeter” to be amended to $0 and Measure R will fund up to $600,000 for the purchasing and installation of the City Street Lights. Many of the streetlights in the downtown area (specifically between H Street and D Street) have become antiquated and currently out of service due to non-working internal components which are obsolete and no longer available. This has posed a major safety concern for pedestrians, motorists, cyclists, transit users and other people who live, work and visit the City of Exeter.

Anticipated Project Schedule
Design – completion in April 2024
Right of Way – NA
Construction – may begin in FY 2023/24 or 2024/25 or when funding is made available and streetlights have been purchased and delivered for installation. Construction is Revised to begin Fall 2025.

Sources and Use of Funds
Funding Source Exeter Measure R Air Quality
Design Local funds NA
Right of Way NA NA
Construction $400,000 $0 up to $600,000
Total Funding TBD $6,000,000
*- This Agreement is for Construction Reimbursement when project enters into construction contract in the future. Exeter will bank fund with TCAG until project is in construction.

August 12, 2025 Regular Meeting of the Exeter City Council

RESOLUTION 2025-35

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF EXETER

TO DIRECT THE CITY ADMINSTRATOR TO SIGN AN AMENDMENT TO THE

SUPPLEMENT TO THE MEASURE R PROGRAM COOPERARIVE AGREEMENT WHEREAS, in November of 2006 the voters of Tulare County approved Measure R; and WHEREAS, Measure R is a ½ cent sales tax that addresses the major regional, local, and transit/bike/environmental report transportation needs in Tulare County; and WHEREAS, the City of Exeter’s streetlights in the downtown area have become antiquated and many are currently out of service due to non-working internal components which are obsolete and no longer available; and
WHEREAS, the non-working lights pose a major safety concern for pedestrians, motorists, cyclists, transit users, and other people who live, work and visit the City of Exeter downtown area; and
WHEREAS, the City Council originally approved Measure R Supplemental Agreement with Tulare County Transportation Authority for $600,000 with the City originally contributing $400,000 from ARPA funds through Measure R agreement No. B20240014; and WHEREAS, the City Council wishes amend the original Measure R Supplemental agreement to replace the downtown streetlights by utilizing Measure R funding only for up to $600,000 to replace said downtown street lighting;
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Exeter, that the Council hereby directs the City Administrator to execute an Amendment to the original Measure R Supplemental Agreement with the Tulare County Transportation Authority for up to $600,000 from Measure R to replace and install the Exeter Downtown Lighting which is being funded from the K Road Corridor Bike/Pedestrian project allocation and remove the $400,000 ARPA funds.

PASSED, APPROVED AND ADOPTED this 12th day of August, 2025.

AYES:

NOES:

ABSTAIN:

ABSENT:
___________________________________
Jacob Johnson, Mayor
August 12, 2025 Regular Meeting of the Exeter City Council

ATTEST:
____________________________
Francesca Quintana, City Clerk
August 12, 2025 Regular Meeting of the Exeter City Council

Agenda Item Staff Report
Meeting Date:

August 12, 2025
Wording for Agenda:

Authorizing the award for the total cost to install the Downtown Streetlight Project from the contractor GBI Electric of Palmdale, CA for $76,770.00, establish a contingency of $7,677.00, and allocate $7,677.00 for project management and inspection services.

Submitting Department:

Public Works
Contact Name:

Zachary Boudreaux, Public Works Director
Department Recommendation:

City Staff recommend that the City Council authorize the award for the installation of the Downtown Streetlight Project to the contractor GBI Electric Inc. of Palmdale, CA for the total price of $76,770.00, establish a contingency of $7,677.00, and allocate $7,677.00 for project management and inspection services.

Summary:

On October 8, 2024, the City Council authorized the City Administrator to make a sole source purchase of the Downtown Streetlights from Platt Electric Supply of Visalia, CA at a total cost, including sales tax, of $388,815.18. On November 12, 2024, the Council authorized an increase to include Ground Fault Interrupter (GFI) outlets on all the poles, as well as modified base plates. This authorization included an adjustment to $417,915.63 for the total cost of the materials.

On July 22, 2025, the City released the “Request for Proposal (RFP) and published the “Notice to Bid” with a bid opening date of August 4, 2025. 3 contractors bid on the project, the amounts are shown below:

Contractor
Date
Received Bid Amount
GBI Electric, Inc 4-Aug-25 $ 76,770.00
AC Electric 4-Aug-25 $ 81,711.00
Power Design 4-Aug-25 $ 119,808.00
For action by:
☒City Council
Regular Session:
☒Consent Calendar
☐Regular Item
☐Public Hearing
Review:

City Administrator
(Initials Required)
_J.R.___
Agenda Item Number: I.10.

August 12, 2025 Regular Meeting of the Exeter City Council

The City recommends selecting GBI Electric, Inc. This cost, including contingency and project management combined with the material cost of $417,915.63 is $510,039.63, which is below the $600,000 in Measure R funding provided by the Tulare County Association of Governments (TCAG) for the streetlight project.

Background:

The City owned streetlights in the downtown area have become antiquated and many are currently out of service due to non-working internal components which are obsolete and no longer available. This has posed a major safety concern for pedestrians, motorists, cyclists, transit users, and other people who live, work and visit the City of Exeter Downtown. In addition, all of the lights had individual light sensors that required periodic replacement. Lastly, the GFCI outlets used for special lighted decorations for special occasions, operated off the same circuit as the lights requiring special operations. This project includes modifications to the controls and circuitry to address the shortcomings of the existing system.

On June 11, 2024, the City Council approved a Work Authorization and Task Order for QK (City Contract Engineer) to complete the design for the Downtown Streetlight Replacement Project.

On August 27, 2024, the City Council reviewed a variety of streetlight type and style selections from multiple manufacturers and provided direction to the City Engineer to bring a final selection of streetlights back to the Council with increased detail based on the discussion.

On September 10, 2024, the City Engineer returned with streetlight types, styles and options that met the direction given by Council during the August 27, 2024, meeting from three different manufacturers and the Council selected their preferred manufacturer, Sternberg lighting.

On September 24, 2024, the City Engineer presented the streetlight type, style and options from the Council selected manufacturer, along with cost estimates. The City Council confirmed the streetlight selection and affirmed the engineer’s cost estimates for the streetlight purchase and installation.

On October 8, 2024, the City Council authorized the City Administrator to make a sole source purchase of the Downtown Streetlights, as selected by the City Council at their September 24, 2024, meeting from Platt Electric Supply of Visalia, CA at a total cost, including sales tax, of $388,815.18.

On November 12, 2024, the City Council approved an amendment to the total cost to $395,645.25 to provide Ground Fault Interrupter (GFI) outlets on each of the poles.

On July 22, 2025, the City released the “Request for Proposal (RFP) and published the “Notice to Bid” with a bid opening date of August 4, 2025. GBI Electric Inc. of Palmdale, CA for the total price of $76,770.00. There was one bid discrepancy as bid item number 6 did not explicitly state installation of the delivered poles. QK verified with GBI Electric that installation was included in their proposal. GBI Electric agreed to modify the bid item language in the contract that will be signed.

August 12, 2025 Regular Meeting of the Exeter City Council

Fiscal Impact:

The total cost of the installation for the new Downtown Streetlight Project, including contingency and project management is $92,124.00. The project will be funded using a portion of $600,000 allocated from TCAG’s Transportation Authority - Measure R Funds.

Prior Council/Board Actions:

On June 13, 2023, the Council authorized use of $400,000 of ARPA funding to provide a match to the Clean California Grant application to facilitate replacement of the City owned street lights in the downtown area. The Clean California Grant was not awarded to the City of Exeter.

On March 26, 2024, the Council adopted Resolution 2024-06 authorizing the City Administrator to execute a Measure R Supplemental Agreement with the Tulare County Transportation Authority for up to $600,000 of Measure R funding for replacement of the City owned downtown area streetlights and authorized $400,000 of ARPA funding to be used as the match for this street light replacement.

On June 11, 2024, the Council approved a Work Authorization and Task Order for QK to complete the design for the Downtown Streetlight Replacement Project.

On August 27, 2024, the Council reviewed a variety of streetlight types, styles and options from multiple manufacturers and gave the City Engineer direction.

On September 10, 2024, the City Engineer presented the Council with selected types, styles and options of streetlights from three manufacturers and the Council selected a preferred manufacturer.

On September 24, 2024, the City Council confirmed the streetlight selection and affirmed the engineer’s cost estimates for the streetlight purchase and installation.

On October 8, 2024, the City Council authorized the City Administrator to make a sole source purchase of the Downtown Streetlights from Platt Electric Supply of Visalia, CA at a total cost, including sales tax, of $388,815.18.

On November 12, 2024, the City Council approved an amendment to the total cost to $395,645.25 to provide Ground Fault Interrupter (GFI) outlets on each of the poles.

Environmental Clearance:

Project is Categorically Excluded under NEPA and Categorically Exempt under CEQA.

Attachments:
• Bid Proposal Summary/Recommendation
Recommended motion to be made by the City Council:

August 12, 2025 Regular Meeting of the Exeter City Council

I move to authorize the award for the total cost to install the Downtown Streetlight Project from the contractor GBI Electric, Inc of Palmdale, CA for $76,770.00, establish a contingency of $7,677.00, and allocate $7,677.00 for project management and inspection services.

August 12, 2025 Regular Meeting of the Exeter City Council

August 6, 2025
Jason Ridenour
City Administrator
City of Exeter
350 W Firebaugh
Exeter, CA 93221
Subject: Letter of Recommendation for City of Exeter Downtown Streetlight Replacement Project
Dear Jason Ridenour:

The bid opening that took place on August 4, 2025, for the City of Exeter Downtown Streetlight Replacement Project had a total of three bid submissions. The lowest apparent bid was $76,770.00 submitted by GBI Electric, Inc. out of Palmdale, Ca. There were two other bid submitted ranging upwards as follows:

Branson Industries LLC
Power Design Electric
$81,711.00
$119,808.00
The Opinion of Probable Construction Costs for the project was $80,000.00.

We have reviewed the bid proposal package for GBI Electric, Inc and find it to be complete and responsive. The Contractor holds a valid and current license and is registered with the DIR. We recommend that the Council award the project to the lowest responsible bidder, GBI Electric, Inc, for the amount of $76,770.00.

Sincerely,
Martin Querin, PE
City of Exeter – City Engineer
Enclosures: Staff Report
240126
MAM/JD
August 12, 2025 Regular Meeting of the Exeter City Council

Agenda Item Staff Report
Meeting Date:

August 12, 2025
Wording for Agenda:

Approval for the City Administrator to enter into a five-year lease agreement with Axon Enterprise, Inc. for the procurement of 15 Officer Safety Plan Bundles, including body-worn cameras, TASER 10 conducted energy weapons, and associated software, training, and support services.

Submitting Department:

Police
Contact Name:

Rob Schimpf, Chief of Police
Summary:

The Exeter Police Department is requesting authorization to enter into a five-year lease agreement with Axon Enterprise, Inc. for the purchase of modern body-worn camera and TASER equipment, digital evidence management tools, and virtual reality training. The package includes 15 bundles to meet current operational needs, with the option to expand by three additional bundles as staffing increases. The agreement ensures compliance, enhances officer safety, and promotes efficiency while leveraging existing budget resources and available credits from the prior contract.

For action by:
☒City Council
Regular Session:
☒Consent Calendar
☐Regular Item
☐Public Hearing
Review:

City Administrator
(Initials Required)
__J.R.___
Agenda Item Number: I.11.

Department Recommendation:

City Staff recommends that the City Council authorize the City Administrator to enter into a five-year lease agreement with Axon Enterprise, Inc. for the procurement of 15 Officer Safety Plan Bundles, including body-worn cameras, TASER 10 conducted energy weapons, and associated software, training, and support services.

Staff further recommend that the City Council authorize the City Administrator, with the concurrence of the Chief of Police, to enter into a separate agreement for up to three additional Officer Safety Plan 10 bundles, as needed to support future staffing levels established by the City Council.

August 12, 2025 Regular Meeting of the Exeter City Council

The Exeter Police Department seeks to modernize its officer safety equipment by transitioning to Axon's integrated digital evidence and less-lethal solution platform. This includes the deployment of Axon Body 4 cameras and TASER 10 devices, which together provide real-time situational awareness, enhanced evidence capture, and improved accountability.

The agency is currently in year five of a five-year contract with Axon for Body Camera 3 units, which is set to expire on August 31, 2025. Under the current agreement, the City pays $22,000.67 annually, for a total cost of $110,003 over the term. That contract was limited to body-worn cameras only and did not include any provision for TASER electronic control devices (ECDs). The department presently issues the TASER X26P model, which was introduced in 2013 and discontinued by Axon in 2021. Those devices were purchased outright and have since reached end-of-life support. Axon has transitioned to a subscription-based model for its body camera and TASER product lines, necessitating an updated agreement that incorporates both technologies under a unified service and support plan.

The department’s aging TASER X26P units have increasingly shown signs of failure and reduced effectiveness in the field. These older models lack technical advancements and improved reliability of the current TASER 10 platform. The diminished performance not only reduces operational efficiency but also introduces increased liability risk to the City and the department.

Should a device fail during a use-of-force incident, officers may be forced to escalate to higher levels of force that otherwise could have been avoided through successful deployment of a properly functioning electronic control device.

The department’s current Axon contract also includes limited cloud storage for digital evidence, which the Exeter Police Department has already exceeded due to increasing evidentiary demands and longer retention requirements. Maintaining the chain of custody and proper metadata tagging within a secure cloud-based platform is critical for the successful prosecution of criminal cases. Under the proposed subscription model, Axon will upgrade the department to unlimited cloud storage, which will apply not only to new evidence moving forward but also to all previously stored digital evidence. This enhancement ensures long-term storage scalability while preserving best practices for evidentiary integrity.

The proposed lease includes the following components:
(15) Officer Safety Plan 10 Bundles, which include:
• Axon Body 4 Cameras with mounts, USB-C cables, and magnetic disconnects • TASER 10 devices, including magazines, holsters, training cartridges, and all necessary accessories
• Unlimited cloud-based digital evidence storage via Evidence.com • 5-Year Warranty with hardware refresh at Year 2.5 and Year 5 • Axon VR training equipment and on-demand certification • Replacement Access Program for TASER cartridges
• Redaction Assistant (automated video redaction tool): $9,765 total / $1,953 annually • Auto-Tagging (automated metadata tagging): $9,765 total / $1,953 annually Background:

August 12, 2025 Regular Meeting of the Exeter City Council

• Full TASER 10 User Certification and Training for all officers The department is currently requesting to lease 15 Officer Safety Plan 10 bundles to meet both our immediate operational needs and projected staffing levels in the near future. While the Exeter Police Department is allotted 18 full-time sworn officer positions, we are intentionally limiting the initial lease to 15 units to support currently filled positions and avoid expending funds on unstaffed roles. These initial units will provide coverage for all full-time sworn personnel and include a small number of additional units designated for use by reserve police officers on an as-needed basis. As additional full-time positions are filled, the department would seek to acquire additional Axon bundles to ensure all officers are properly equipped without incurring premature or unnecessary costs.

Enhanced Operational Features
The proposed Axon lease agreement includes two optional but highly beneficial software tools:

Auto-Tagging and Redaction Assistant. These features are designed to improve operational efficiency, enhance legal compliance, and reduce overall personnel costs.

Auto-Tagging automatically applies metadata to body-worn camera footage based on computer aided dispatch and records management system integration. Currently, officers are required to manually tag each video at the end of their shift, which extends their time on duty and often results in overtime. By automating this task, the department can significantly reduce the amount of time officers spend in post-incident documentation, which translates to a measurable reduction in overtime expenditures over the life of the contract. The implementation of Auto-Tagging will streamline the evidence management process and allow officers to focus more on patrol and public safety duties.

Redaction Assistant leverages artificial intelligence to automatically detect and obscure sensitive information in video and audio recordings. This is critical in helping the department meet increasing demands for timely and lawful responses to Public Records Act (PRA) requests, court discovery obligations, and district attorney evidence submissions. Manual redaction of footage is highly labor-intensive and time-consuming; this tool will reduce staff workload while improving turnaround times. Additionally, it enhances the department's ability to protect the privacy of victims, minors, and uninvolved parties—supporting community trust and compliance with California transparency laws.

Axon Virtual Reality (VR) Training Integration
As part of the Officer Safety Plan 10 subscription, the Exeter Police Department will gain access to Axon’s Virtual Reality (VR) training platform, which provides cutting-edge, immersive training focused on use-of-force decision-making, de-escalation, and critical incident response. The annual cost of the VR training component is $1,200 per year, which includes both the physical VR equipment and access to an evolving library of POST-aligned training content.

Axon VR allows officers to engage in "shoot/don’t shoot" decision-making scenarios, realistic mental health crisis interventions, and other high-stress simulations within a safe, controlled August 12, 2025 Regular Meeting of the Exeter City Council

environment. This style of training supports muscle memory, enhances situational awareness, and reinforces policy-based responses through repetition and scenario variation. Officers can train independently or in groups without needing to schedule full-day range days, reducing time away from patrol and minimizing operational disruption.

Recent studies and agency feedback have shown that immersive VR training helps reduce actual use-of-force incidents by improving officer confidence and preparedness in dynamic encounters. Additionally, by supplementing or partially replacing live-fire training days, departments utilizing Axon VR have reported measurable reductions in ammunition, overtime, and equipment wear-and-tear costs, while still meeting POST (Peace Officer Standards and Training) continuing education mandates.

The integration of Axon VR into the department’s training regimen supports a more costeffective, modernized, and legally defensible approach to force decision-making, aligning with evolving public expectations and evidence-based policing standards.

Digital Evidence Management Enhancements
The new Axon program will also introduce a public evidence submission feature that allows residents to upload personal video or photographic evidence—such as from smartphones or surveillance systems—via a secure Axon link. This improves case development by expanding the range of available evidence and increasing community engagement in investigations. Uploaded materials are stored directly in the Evidence.com system, preserving chain of custody and maintaining audit trails.

Sole Source Justification
Axon Enterprise, Inc. is the sole manufacturer and distributor of the TASER 10 conducted energy weapon, Axon Body 4 camera systems, and the proprietary Evidence.com digital evidence management platform. These products are not available through third-party vendors or resellers, and Axon does not license its software or equipment for integration by other providers.

The Exeter Police Department currently uses Axon's platform for its body-worn camera program and digital evidence storage. To preserve chain of custody, audit trail integrity, and continuity of data, Axon is the only vendor capable of maintaining compatibility with the department’s existing digital evidence and cloud infrastructure.

In addition, the TASER 10 and Axon Body 4 platforms are uniquely integrated with Axon's ecosystem, including Evidence.com, Redaction Assistant, Auto-Tagging, Axon VR training, and officer GPS livestreaming tools. No other vendor provides a comparable turnkey solution with these functionalities.

For these reasons, and to ensure uninterrupted operations and evidentiary integrity, staff recommend that this agreement be approved as a sole source procurement.

Fiscal Impact:

August 12, 2025 Regular Meeting of the Exeter City Council

The total cost of the five-year lease agreement for (15) Officer Safety Plan Bundles with Axon Enterprise, Inc. is $235,772.33, to be sourced from the Police Department’s contractual services budget fund. The updated payment schedule is as follows:

The reduced payment in Year 1 reflects a credit issued by Axon for the remaining value of the department’s current five-year body-worn camera contract, which is set to expire in August 2025. By applying this credit to the new agreement in Year 1, the department is able to mitigate the immediate impact on the existing budget and better plan for future expenditures. This approach allows the City to transition seamlessly to the upgraded platform while responsibly incorporating future costs into subsequent fiscal year budgets.

To ensure the department remains aligned with full-time staffing levels, staff is also requesting that the City Council authorize the City Administrator to enter into a separate agreement with Axon Enterprise, Inc. for up to three additional Officer Safety Plan 10 bundles as staffing increases, at a cost consistent with the per-unit pricing outlined in the current agreement. This flexibility will allow the department to scale the program without delay as new full-time sworn officers are hired. This additional contract would only be optioned to conform with staffing levels set by the City Council and upon the agreement of the City Administrator and the Chief of Police. All funding would be sourced from the existing Police Department’s annual operating budget.

The Exeter City Council previous approved the 5-Year Axon Body Camera contract for $109,938.45 in August of 2020.
• Axon Proposal dated 8-4-2025
• Sole Source Memo
I move to authorize the City Administrator to enter into a five-year lease agreement with Axon Enterprise, Inc. in the amount of $235,772.33 for the purchase of 15 Officer Safety Plan 10 bundles, including body-worn cameras, TASER 10 conducted energy devices, cloud storage, Prior City Council Actions:

Attachments:

Recommended motion to be made by the City Council:

August 12, 2025 Regular Meeting of the Exeter City Council

software tools, and training services. I further move to authorize the City Administrator, with the concurrence Chief of Police, to enter into a separate agreement for up to three additional Officer Safety Plan 10 bundles, as needed to support future staffing levels established by the City Council.

August 12, 2025 Regular Meeting of the Exeter City Council

Q-692641-45873AS
Issued: 08/04/2025
Quote Expiration: 08/30/2025
Estimated Contract Start Date: 09/01/2025
Account Number: 154280
Payment Terms: N30
Mode of Delivery: UPS-GND
Credit/Debit Amount: $0.00

SHIP TO BILL TO SALES REPRESENTATIVE PRIMARY CONTACT
Exeter Police Dept. - CA
100 N C St
Exeter,
CA
93221-1805
USA
Exeter Police Dept. - CA
100 N C St
Exeter
CA
93221-1805
USA
Email:

Adam Smith
Phone: 602-751-1798
Email: [email protected]
Fax: (480) 463-2201
Ryan Heinks
Phone: (559) 592-3103
Email: [email protected]
Fax:

Quote Summary Discount Summary
Program Length 62 Months Average Savings Per Year $14,820.76 TOTAL COST $228,199.50
ESTIMATED TOTAL W/ TAX $235,772.33 TOTAL SAVINGS $76,573.95 Axon Enterprise, Inc.
17800 N 85th St.

Scottsdale, Arizona 85255
United States
VAT: 86-0741227
Domestic: (800) 978-2737
International: +1.800.978.2737
August 12, 2025 Regular Meeting of the Exeter City Council

Payment Summary
Date Subtotal Tax Total
Aug 2025 $1,684.50 $0.00 $1,684.50
Oct 2025 $39,898.20 $1,041.64 $40,939.84
Oct 2026 $46,654.20 $1,632.79 $48,286.99
Oct 2027 $46,654.20 $1,632.79 $48,286.99
Oct 2028 $46,654.20 $1,632.79 $48,286.99
Oct 2029 $46,654.20 $1,632.82 $48,287.02
Total $228,199.50 $7,572.83 $235,772.33
August 12, 2025 Regular Meeting of the Exeter City Council

Quote Unbundled Price: $304,774.30
Quote List Price: $251,719.30
Quote Subtotal: $228,199.50
Pricing
All deliverables are detailed in Delivery Schedules section lower in proposal Item Description Qty Term Unbundled List Price Net Price Subtotal Tax Total Program
100552 TRANSFER CREDIT - GOODS 1 $1.00 ($6,756.00) ($6,756.00) ($591.15) ($7,347.15) M00031 BUNDLE - OFFICER SAFETY PLAN 10 15 60 $286.44 $227.49 $227.49 $204,741.00 $8,163.98 $212,904.98 A la Carte Hardware
H00002 AB4 Multi Bay Dock Bundle 2 $1,638.90 $0.00 $0.00 $0.00 $0.00 H00001 AB4 Camera Bundle 15 $899.00 $0.00 $0.00 $0.00 $0.00 A la Carte Software
73449 AXON BODY - LICENSE - DEVICE CONNECTIVITY 24 2 $5.00 $5.00 $240.00 $0.00 $240.00 73683 AXON EVIDENCE - STORAGE - 10GB A LA CARTE 323 2 $0.75 $0.75 $484.50 $0.00 $484.50 73478 AXON EVIDENCE - REDACTION ASSISTANT USER
LICENSE 15 60 $10.85 $10.85 $9,765.00 $0.00 $9,765.00
73682 AXON EVIDENCE - AUTO TAGGING LICENSE 15 60 $10.85 $10.85 $9,765.00 $0.00 $9,765.00 BasicLicense Basic License Bundle 23 2 $15.00 $15.00 $690.00 $0.00 $690.00 ProLicense Pro License Bundle 3 2 $45.00 $45.00 $270.00 $0.00 $270.00 A la Carte Services
79999 AXON EVIDENCE - IMPLEMENTATION FOR AUTO
TAGGING/PERFORMANCE 1 $3,000.00 $3,000.00 $3,000.00 $0.00 $3,000.00 20379 AXON VR - PSO - FULL INSTALLATION - INSIDE SALES 1 $6,000.00 $6,000.00 $6,000.00 $0.00 $6,000.00 Total $228,199.50 $7,572.83 $235,772.33
Delivery Schedule
Hardware
Bundle Item Description QTY Shipping Location Estimated Delivery Date AB4 Camera Bundle 100147 AXON BODY 4 - CAMERA - NA US FIRST RESPONDER BLK RAPIDLOCK 15 1 10/01/2025
AB4 Camera Bundle 100466 AXON BODY 4 - CABLE - USB-C TO USB-C 17 1 10/01/2025 AB4 Camera Bundle 100775 AXON BODY 4 - MAGNETIC DISCONNECT CABLE 17 1 10/01/2025 AB4 Camera Bundle 74028 AXON BODY - MOUNT - WING CLIP RAPIDLOCK 17 1 10/01/2025 AB4 Multi Bay Dock Bundle 100206 AXON BODY 4 - 8 BAY DOCK 2 1 10/01/2025 AB4 Multi Bay Dock Bundle 70033 AXON - DOCK WALL MOUNT - BRACKET ASSY 2 1 10/01/2025 AB4 Multi Bay Dock Bundle 71019 AXON BODY - DOCK POWERCORD - NORTH AMERICA 2 1 10/01/2025 BUNDLE - OFFICER SAFETY PLAN 10 100126 AXON VR - TACTICAL BAG 1 1 10/01/2025 BUNDLE - OFFICER SAFETY PLAN 10 100390 AXON TASER 10 - HANDLE - YELLOW CLASS 3R 15 2 10/01/2025 BUNDLE - OFFICER SAFETY PLAN 10 100394 AXON TASER 10 - MAGAZINE - HALT TRAINING BLUE 4 1 10/01/2025 BUNDLE - OFFICER SAFETY PLAN 10 100396 AXON TASER 10 - MAGAZINE - INERT RED 1 1 10/01/2025 BUNDLE - OFFICER SAFETY PLAN 10 100399 AXON TASER 10 - CARTRIDGE - LIVE 230 1 10/01/2025 BUNDLE - OFFICER SAFETY PLAN 10 100400 AXON TASER 10 - CARTRIDGE - HALT 110 1 10/01/2025 August 12, 2025 Regular Meeting of the Exeter City Council

Hardware
Bundle Item Description QTY Shipping Location Estimated Delivery Date BUNDLE - OFFICER SAFETY PLAN 10 100401 AXON TASER 10 - CARTRIDGE - INERT 10 1 10/01/2025 BUNDLE - OFFICER SAFETY PLAN 10 100591 AXON TASER - CLEANING KIT 1 1 10/01/2025 BUNDLE - OFFICER SAFETY PLAN 10 100611 AXON TASER 10 - SAFARILAND HOLSTER - RH 15 1 10/01/2025 BUNDLE - OFFICER SAFETY PLAN 10 100623 ENHANCED HOOK-AND-LOOP TRAINING (HALT) SUIT (V2) 1 1 10/01/2025 BUNDLE - OFFICER SAFETY PLAN 10 100748 AXON VR - CONTROLLER - TASER 10 1 1 10/01/2025 BUNDLE - OFFICER SAFETY PLAN 10 101122 AXON VR - HOLSTER - T10 SAFARILAND GRAY - RH 1 1 10/01/2025 BUNDLE - OFFICER SAFETY PLAN 10 101455 AXON TASER 10 - REPLACEMENT TOOL KIT - INTERPOSER BUCKET 1 1 10/01/2025
BUNDLE - OFFICER SAFETY PLAN 10 101456 AXON TASER 10 - REPLACEMENT INTERPOSER BUCKET 1 1 10/01/2025 BUNDLE - OFFICER SAFETY PLAN 10 101751 AXON VR - HEADSET - HTC FOCUS VISION 1 1 10/01/2025 BUNDLE - OFFICER SAFETY PLAN 10 101755 AXON TASER 10 - MAGAZINE - LIVE DUTY BLACK V2 15 1 10/01/2025 BUNDLE - OFFICER SAFETY PLAN 10 101757 AXON TASER 10 - MAGAZINE - LIVE TRAINING PURPLE V2 3 1 10/01/2025 BUNDLE - OFFICER SAFETY PLAN 10 101886 SIGNAL SENSOR 15 1 10/01/2025 BUNDLE - OFFICER SAFETY PLAN 10 101889 AXON SIGNAL - BATTERY - CR2032 15 1 10/01/2025 BUNDLE - OFFICER SAFETY PLAN 10 20018 AXON TASER - BATTERY PACK - TACTICAL 3 1 10/01/2025 BUNDLE - OFFICER SAFETY PLAN 10 20018 AXON TASER - BATTERY PACK - TACTICAL 15 1 10/01/2025 BUNDLE - OFFICER SAFETY PLAN 10 70033 AXON - DOCK WALL MOUNT - BRACKET ASSY 1 1 10/01/2025 BUNDLE - OFFICER SAFETY PLAN 10 71019 AXON BODY - DOCK POWERCORD - NORTH AMERICA 1 1 10/01/2025 BUNDLE - OFFICER SAFETY PLAN 10 74200 AXON TASER - DOCK - SIX BAY PLUS CORE 1 1 10/01/2025 BUNDLE - OFFICER SAFETY PLAN 10 80087 AXON TASER - TARGET - CONDUCTIVE PROFESSIONAL RUGGEDIZED 1 1 10/01/2025
BUNDLE - OFFICER SAFETY PLAN 10 80090 AXON TASER - TARGET FRAME - PROFESSIONAL 27.5 IN X 75 IN 1 1 10/01/2025
BUNDLE - OFFICER SAFETY PLAN 10 100400 AXON TASER 10 - CARTRIDGE - HALT 80 1 10/01/2026 BUNDLE - OFFICER SAFETY PLAN 10 100400 AXON TASER 10 - CARTRIDGE - HALT 70 1 10/01/2027 BUNDLE - OFFICER SAFETY PLAN 10 101012 AXON VR - TAP REFRESH 1 - CONTROLLER 1 1 04/01/2028 BUNDLE - OFFICER SAFETY PLAN 10 20373 AXON VR - TAP REFRESH 1 - HEADSET 1 1 04/01/2028 BUNDLE - OFFICER SAFETY PLAN 10 73309 AXON BODY - TAP REFRESH 1 - CAMERA 15 1 04/01/2028 BUNDLE - OFFICER SAFETY PLAN 10 73689 AXON BODY - TAP REFRESH 1 - DOCK MULTI BAY 2 1 04/01/2028 BUNDLE - OFFICER SAFETY PLAN 10 100400 AXON TASER 10 - CARTRIDGE - HALT 80 1 10/01/2028 BUNDLE - OFFICER SAFETY PLAN 10 100400 AXON TASER 10 - CARTRIDGE - HALT 70 1 10/01/2029 BUNDLE - OFFICER SAFETY PLAN 10 73310 AXON BODY - TAP REFRESH 2 - CAMERA 15 1 10/01/2030 BUNDLE - OFFICER SAFETY PLAN 10 73688 AXON BODY - TAP REFRESH 2 - DOCK MULTI BAY 2 1 10/01/2030 Software
Bundle Item Description QTY Estimated Start Date Estimated End Date Basic License Bundle 73683 AXON EVIDENCE - STORAGE - 10GB A LA CARTE 23 09/01/2025 10/31/2025 Basic License Bundle 73840 AXON EVIDENCE - ECOM LICENSE - BASIC 23 09/01/2025 10/31/2025 Pro License Bundle 73683 AXON EVIDENCE - STORAGE - 10GB A LA CARTE 9 09/01/2025 10/31/2025 Pro License Bundle 73746 AXON EVIDENCE - ECOM LICENSE - PRO 3 09/01/2025 10/31/2025 A la Carte 73449 AXON BODY - LICENSE - DEVICE CONNECTIVITY 24 09/01/2025 10/31/2025 A la Carte 73683 AXON EVIDENCE - STORAGE - 10GB A LA CARTE 323 09/01/2025 10/31/2025 BUNDLE - OFFICER SAFETY PLAN 10 101180 AXON TASER - DATA SCIENCE PROGRAM 15 11/01/2025 10/31/2030 BUNDLE - OFFICER SAFETY PLAN 10 101703 AXON VR - USER ACCESS - TASER SKILLS 15 11/01/2025 10/31/2030 BUNDLE - OFFICER SAFETY PLAN 10 20248 AXON TASER - EVIDENCE.COM LICENSE 1 11/01/2025 10/31/2030 BUNDLE - OFFICER SAFETY PLAN 10 20248 AXON TASER - EVIDENCE.COM LICENSE 15 11/01/2025 10/31/2030 BUNDLE - OFFICER SAFETY PLAN 10 73447 AXON FUSUS - LICENSE - PLUS USER 15 11/01/2025 10/31/2030 BUNDLE - OFFICER SAFETY PLAN 10 73449 AXON BODY - LICENSE - DEVICE CONNECTIVITY 15 11/01/2025 10/31/2030 BUNDLE - OFFICER SAFETY PLAN 10 73638 AXON STANDARDS - LICENSE 15 11/01/2025 10/31/2030 BUNDLE - OFFICER SAFETY PLAN 10 73683 AXON EVIDENCE - STORAGE - 10GB A LA CARTE 150 11/01/2025 10/31/2030 BUNDLE - OFFICER SAFETY PLAN 10 73686 AXON EVIDENCE - STORAGE - UNLIMITED (AXON DEVICE) 15 11/01/2025 10/31/2030 August 12, 2025 Regular Meeting of the Exeter City Council

Software
Bundle Item Description QTY Estimated Start Date Estimated End Date BUNDLE - OFFICER SAFETY PLAN 10 73746 AXON EVIDENCE - ECOM LICENSE - PRO 15 11/01/2025 10/31/2030 A la Carte 73478 AXON EVIDENCE - REDACTION ASSISTANT USER LICENSE 15 11/01/2025 10/31/2030 A la Carte 73682 AXON EVIDENCE - AUTO TAGGING LICENSE 15 11/01/2025 10/31/2030 Services
Bundle Item Description QTY
BUNDLE - OFFICER SAFETY PLAN 10 100751 AXON TASER 10 - REPLACEMENT ACCESS PROGRAM - DUTY CARTRIDGE 15 BUNDLE - OFFICER SAFETY PLAN 10 101193 AXON TASER - ON DEMAND CERTIFICATION 1 A la Carte 20379 AXON VR - PSO - FULL INSTALLATION - INSIDE SALES 1 A la Carte 79999 AXON EVIDENCE - IMPLEMENTATION FOR AUTO TAGGING/PERFORMANCE 1 Warranties
Bundle Item Description QTY Estimated Start Date Estimated End Date BUNDLE - OFFICER SAFETY PLAN 10 100197 AXON VR - EXT WARRANTY - HEADSET 1 10/01/2026 10/31/2030 BUNDLE - OFFICER SAFETY PLAN 10 100704 AXON TASER 10 - EXT WARRANTY - HANDLE 15 10/01/2026 10/31/2030 BUNDLE - OFFICER SAFETY PLAN 10 101007 AXON VR - EXT WARRANTY - CONTROLLER 1 10/01/2026 10/31/2030 BUNDLE - OFFICER SAFETY PLAN 10 80374 AXON TASER - EXT WARRANTY - BATTERY PACK T7/T10 15 10/01/2026 10/31/2030 BUNDLE - OFFICER SAFETY PLAN 10 80374 AXON TASER - EXT WARRANTY - BATTERY PACK T7/T10 3 10/01/2026 10/31/2030 BUNDLE - OFFICER SAFETY PLAN 10 80396 AXON TASER - EXT WARRANTY - DOCK SIX BAY T7/T10 1 10/01/2026 10/31/2030 BUNDLE - OFFICER SAFETY PLAN 10 80464 AXON BODY - TAP WARRANTY - CAMERA 15 10/01/2026 10/31/2030 BUNDLE - OFFICER SAFETY PLAN 10 80465 AXON BODY - TAP WARRANTY - MULTI BAY DOCK 2 10/01/2026 10/31/2030 August 12, 2025 Regular Meeting of the Exeter City Council

Shipping Locations
Location Number Street City State Zip Country
1 100 N C St Exeter CA 93221-1805 USA
2 100 N C St Exeter CA 93221-1805 USA
Payment Details
Aug 2025
Invoice Plan Item Description Qty Subtotal Tax Total
Upfront GAP Coverage 73449 AXON BODY - LICENSE - DEVICE CONNECTIVITY 24 $240.00 $0.00 $240.00 Upfront GAP Coverage 73683 AXON EVIDENCE - STORAGE - 10GB A LA CARTE 323 $484.50 $0.00 $484.50 Upfront GAP Coverage BasicLicense Basic License Bundle 23 $690.00 $0.00 $690.00 Upfront GAP Coverage ProLicense Pro License Bundle 3 $270.00 $0.00 $270.00 Total $1,684.50 $0.00 $1,684.50
Oct 2025
Invoice Plan Item Description Qty Subtotal Tax Total
Year 1 20379 AXON VR - PSO - FULL INSTALLATION - INSIDE SALES 1 $1,200.00 $0.00 $1,200.00 Year 1 73478 AXON EVIDENCE - REDACTION ASSISTANT USER LICENSE 15 $1,953.00 $0.00 $1,953.00 Year 1 73682 AXON EVIDENCE - AUTO TAGGING LICENSE 15 $1,953.00 $0.00 $1,953.00 Year 1 79999 AXON EVIDENCE - IMPLEMENTATION FOR AUTO TAGGING/PERFORMANCE 1 $600.00 $0.00 $600.00 Year 1 H00001 AB4 Camera Bundle 15 $0.00 $0.00 $0.00
Year 1 H00002 AB4 Multi Bay Dock Bundle 2 $0.00 $0.00 $0.00 Year 1 M00031 BUNDLE - OFFICER SAFETY PLAN 10 15 $40,948.20 $1,632.79 $42,580.99 Invoice Upon Fulfillment 100552 TRANSFER CREDIT - GOODS 1 ($6,756.00) ($591.15) ($7,347.15) Total $39,898.20 $1,041.64 $40,939.84
Nov 2025
Invoice Plan Item Description Qty Subtotal Tax Total
Invoice Upon Fulfillment M00031 BUNDLE - OFFICER SAFETY PLAN 10 15 $0.00 $0.00 $0.00 Total $0.00 $0.00 $0.00
Oct 2026
Invoice Plan Item Description Qty Subtotal Tax Total
Year 2 20379 AXON VR - PSO - FULL INSTALLATION - INSIDE SALES 1 $1,200.00 $0.00 $1,200.00 Year 2 73478 AXON EVIDENCE - REDACTION ASSISTANT USER LICENSE 15 $1,953.00 $0.00 $1,953.00 Year 2 73682 AXON EVIDENCE - AUTO TAGGING LICENSE 15 $1,953.00 $0.00 $1,953.00 Year 2 79999 AXON EVIDENCE - IMPLEMENTATION FOR AUTO TAGGING/PERFORMANCE 1 $600.00 $0.00 $600.00 Year 2 H00001 AB4 Camera Bundle 15 $0.00 $0.00 $0.00
Year 2 H00002 AB4 Multi Bay Dock Bundle 2 $0.00 $0.00 $0.00 Year 2 M00031 BUNDLE - OFFICER SAFETY PLAN 10 15 $40,948.20 $1,632.79 $42,580.99 Total $46,654.20 $1,632.79 $48,286.99
August 12, 2025 Regular Meeting of the Exeter City Council

Oct 2027
Invoice Plan Item Description Qty Subtotal Tax Total
Year 3 20379 AXON VR - PSO - FULL INSTALLATION - INSIDE SALES 1 $1,200.00 $0.00 $1,200.00 Year 3 73478 AXON EVIDENCE - REDACTION ASSISTANT USER LICENSE 15 $1,953.00 $0.00 $1,953.00 Year 3 73682 AXON EVIDENCE - AUTO TAGGING LICENSE 15 $1,953.00 $0.00 $1,953.00 Year 3 79999 AXON EVIDENCE - IMPLEMENTATION FOR AUTO TAGGING/PERFORMANCE 1 $600.00 $0.00 $600.00 Year 3 H00001 AB4 Camera Bundle 15 $0.00 $0.00 $0.00
Year 3 H00002 AB4 Multi Bay Dock Bundle 2 $0.00 $0.00 $0.00 Year 3 M00031 BUNDLE - OFFICER SAFETY PLAN 10 15 $40,948.20 $1,632.79 $42,580.99 Total $46,654.20 $1,632.79 $48,286.99
Oct 2028
Invoice Plan Item Description Qty Subtotal Tax Total
Year 4 20379 AXON VR - PSO - FULL INSTALLATION - INSIDE SALES 1 $1,200.00 $0.00 $1,200.00 Year 4 73478 AXON EVIDENCE - REDACTION ASSISTANT USER LICENSE 15 $1,953.00 $0.00 $1,953.00 Year 4 73682 AXON EVIDENCE - AUTO TAGGING LICENSE 15 $1,953.00 $0.00 $1,953.00 Year 4 79999 AXON EVIDENCE - IMPLEMENTATION FOR AUTO TAGGING/PERFORMANCE 1 $600.00 $0.00 $600.00 Year 4 H00001 AB4 Camera Bundle 15 $0.00 $0.00 $0.00
Year 4 H00002 AB4 Multi Bay Dock Bundle 2 $0.00 $0.00 $0.00 Year 4 M00031 BUNDLE - OFFICER SAFETY PLAN 10 15 $40,948.20 $1,632.79 $42,580.99 Total $46,654.20 $1,632.79 $48,286.99
Oct 2029
Invoice Plan Item Description Qty Subtotal Tax Total
Year 5 20379 AXON VR - PSO - FULL INSTALLATION - INSIDE SALES 1 $1,200.00 $0.00 $1,200.00 Year 5 73478 AXON EVIDENCE - REDACTION ASSISTANT USER LICENSE 15 $1,953.00 $0.00 $1,953.00 Year 5 73682 AXON EVIDENCE - AUTO TAGGING LICENSE 15 $1,953.00 $0.00 $1,953.00 Year 5 79999 AXON EVIDENCE - IMPLEMENTATION FOR AUTO TAGGING/PERFORMANCE 1 $600.00 $0.00 $600.00 Year 5 H00001 AB4 Camera Bundle 15 $0.00 $0.00 $0.00
Year 5 H00002 AB4 Multi Bay Dock Bundle 2 $0.00 $0.00 $0.00 Year 5 M00031 BUNDLE - OFFICER SAFETY PLAN 10 15 $40,948.20 $1,632.82 $42,581.02 Total $46,654.20 $1,632.82 $48,287.02
August 12, 2025 Regular Meeting of the Exeter City Council

Tax is estimated based on rates applicable at date of quote and subject to change at time of invoicing. If a tax exemption certificate should be applied, please submit prior to invoicing.

Standard Terms and Conditions
Axon Enterprise Inc. Sales Terms and Conditions
Axon Master Services and Purchasing Agreement:

This Quote is limited to and conditional upon your acceptance of the provisions set forth herein and Axon’s Master Services and Purchasing Agreement (posted at https://www.axon.com/sales-terms-and-conditions), as well as the attached Statement of Work (SOW) for Axon Fleet and/or Axon Interview Room purchase, if applicable. In the event you and Axon have entered into a prior agreement to govern all future purchases, that agreement shall govern to the extent it includes the products and services being purchased and does not conflict with the Axon Customer Experience Improvement Program Appendix as described below.

ACEIP:

The Axon Customer Experience Improvement Program Appendix, which includes the sharing of de-identified segments of Agency Content with Axon to develop new products and improve your product experience (posted at www.axon.com/legal/sales-terms-and-conditions), is incorporated herein by reference. By signing below, you agree to the terms of the Axon Customer Experience Improvement Program.

Acceptance of Terms:

Any purchase order issued in response to this Quote is subject solely to the above referenced terms and conditions. By signing below, you represent that you are lawfully able to enter into contracts. If you are signing on behalf of an entity (including but not limited to the company, municipality, or government agency for whom you work), you represent to Axon that you have legal authority to bind that entity. If you do not have this authority, please do not sign this Quote.

Exceptions to Standard Terms and Conditions
August 12, 2025 Regular Meeting of the Exeter City Council

Agency has existing contract(s) originated via Quote(s):

Q-332056, Q-332056, Q-468199, Q-470506, Q-258618
Agency is terminating those contracts effective 9/1/2025. Any changes in this date will result in modification of the program value which may result in additional fees or credits due to or from Axon. GAP coverage will be present on the quote from 9/1/2025 - 10/31/2025 and new products will start 11/1/2025 - 10/31/2030.

The parties agree that Axon is applying a Transfer Balance of -$6,756.00 for refunding unused TAP on (9) Cameras and (1) Multi Bay Dock. 100% discounted body-worn camera and docking station hardware contained in this quote reflects a TAP replacement for hardware purchased under existing quotes aforementioned above. All TAP obligations from this contract will be considered fulfilled upon execution of this quote. \s1\ \d1\
Signature Date Signed
8/4/2025
August 12, 2025 Regular Meeting of the Exeter City Council

August

12, 2025 Regular Meeting of the Exeter City Council
Q-692641-45873AS

August 12, 2025 Regular Meeting of the Exeter City Council

Agenda Item Staff Report
Meeting Date:

August 12, 2025
Wording for Agenda:

Second Reading by Title Only and Adoption of Ordinance No. 716, An Ordinance of the City of Exeter Enacting Zoning Ordinance Amendment 2025-01, as Requested by San Joaquin Homes, for Properties Generally Located at the Northeast Corner of Vine Street and the Northerly Extension of Elberta Avenue in Exeter.

Submitting Department:

Public Works
Contact Name:

Tom Navarro, Contract Senior City Planner
Staff recommends that the City Council hold a second reading by title only and adopt Ordinance No. 716, An Ordinance of the City of Exeter Enacting Zoning Ordinance Amendment 2025-01 on approximately 3.1 acres that are planned for multi-family development.

Summary:

At the July 22, 2025, regular City Council meeting, the Council held a duly noticed public hearing and approved Resolution No. 2025-31, approving General Plan Amendment 2025-01 and introducing Ordinance No. 716 for first reading by title only.

The action approved the reconfiguration of approximately 3.1 acres of land as follows:

Amendment No. 1: Re-designation of 1.45 acres from High Density Residential to Low Density Residential and reclassification from RM-3 to R-1-6 (with PUD overlay).

Amendment No. 2: Re-designation of 1.67 acres from Low Density Residential to High Density Residential and reclassification from R-1-6 (with PUD overlay) to RM-3. This land fronts Vine Street and supports multi-family development consistent with the revised subdivision layout.

For action by:
☒City Council
Regular Session:
☐Consent Calendar
☒Regular Item
☐Public Hearing
Review:

City Administrator
(Initials Required)
_J.R.__
Agenda Item Number: J.1.

Department Recommendation:

August 12, 2025 Regular Meeting of the Exeter City Council

These amendments are consistent with the applicant’s intent to relocate multi-family development to front Vine Street, away from the central park area within the subdivision, thereby preserving community open space and improving circulation.

The number of single-family residential lots has remained relatively the same, as has the circulation layout and the location of the park/pond, which is now larger under this map than August 12, 2025 Regular Meeting of the Exeter City Council

the one approved in 2006. Under the new subdivision design a trail system has also been added to the proposed subdivision (see below).

Once these amendments are approved by the Planning Commission and City Council, San Joaquin Homes intends to file a final subdivision map. In addition to constructing the subdivision consistent with the final subdivision map, the construction of the residential dwellings will need to comply with the conditions of the Planned Unit Development overlay zone. These conditions are as follows:

1. The applicant shall submit elevation drawings and plot plans for (1) residential units that will be constructed on corner lots, (2) residential units that will have alley-loaded garages, and (3) examples of other dwelling units that will be constructed throughout the project. These drawings and plot plans shall be reviewed by the Planning Commission prior to the applicant securing building permits.

2. Multi-family development that will be constructed on the subject property shall be required to undergo site plan review, consistent with the Exeter Zoning Ordinance. Said development will also be required to undergo architectural review.

3. Alley-loaded lots, corner lots and lots smaller than 6,000 square feet shall be allowed to deviate from the front, rear and side yard setback standards of the R-1-6 zone district, subject to approval of the city planner.

4. Residential dwellings that have garages that front onto a public street shall be designed so that the garage is generally 10 feet behind the face of the dwelling unit, however, the PUD can allow for variation, ranging from the face of house being even with the garage to setting August 12, 2025 Regular Meeting of the Exeter City Council

the garage 10 feet behind the face of the house. Furthermore, all dwelling units shall be encouraged to contain useable porches on the front of the house which are five feet or wider.

As mentioned above, prior to any home construction the Planning Commission will need to review the home elevations mentioned above.

Applicant:

San Joaquin Homes
Visalia, Ca. 93291

Location:

The northeast corner of the extension of Elberta Road and Vine Street in Exeter. APN 138-130- 037.

A redesignation of approximately 1.67 acres from low density residential to high density residential and a reclassification from the R-1-6 (single family residential, one unit 6,000 square feet) PUD (planned unit development) overlay district to the RM-3 (multi-family residential, one unit per 3,000 square feet) district. The RM-3 district will occupy the frontage of Vine Street to a depth of 110 feet and will extend eastward from a proposed 4-acre park in the Fugate Subdivision.

Request:

Amendments to the Exeter General Plan and Zoning Ordinance that pertain to parcels of land designated for high density residential and zoned to the R-3 (one unit per 3,000 square feet) district. The 13 lots that fall into this category currently surround the proposed park/pond.

These lots will be relocated to the Vine Street frontage and will be reduced to 12 lots. The area where these lots currently exist will be redesignated and rezoned to low density residential and the R-1-6 district, respectively.

Access:

Vine Street and Elberta Road. Vine is designated as a minor collector while Elberta Road is designated as a local roadway.

Infrastructure: Storm water runoff will be directed to the proposed park/pond located in the southwest corner of the subdivision. The project will connect to the city’s sewer and water system. These lines exist in Vine Street and Meadow Avenue. Both of these systems have the capacity to serve the Fugate Subdivision. In addition, a future well is planned for the proposed park area of this phase of the subdivision. While an exact date is not available at this time, the proposed park will provide the land necessary for addressing the future water needs for the city.

General Plan:

Background:

August 12, 2025 Regular Meeting of the Exeter City Council

The subject site is designated to three land use categories – open space (the park), low density residential (single family dwellings) and high density residential (multi-family dwellings).

Zoning:

The subject site is zoned to three districts – O (open space) , R-1-6 (single family dwellings) with a PUD overlay and RM-3 (multi-family dwellings) with a PUD overlay.

Land Use: The subject site is currently under agricultural production – citrus. Surrounding land uses are as follows:

North: San Joaquin Railroad, rural residences, and agriculture South: Single-family dwellings
East: Single-family dwelling
West: Agriculture
Access:

Access to the subject property will be from Vine Street, Meadow Avenue, Elberta Road and an alley east of the subject property just north of Vine Street.

Existing Policy:

Section 16.12.040 of the current City of Exeter Municipal Code establishes that the city council shall have final jurisdiction in the approval of tentative and final subdivision maps, the establishment of requirements for and standards of design of public improvements, and the acceptance of lands and public improvements that may be proposed for dedication as a result of the subdivision process.

Section 16.12.050 of the current City of Exeter Municipal Code outlines the Planning Commission’s role in the review of a proposed subdivision map in relationship to the Subdivision Map Act. This section authorizes the Planning Commission to recommend to the City Council that the Council approve, conditionally approve, or disapprove tentative maps of subdivisions prepared and filed with the city according to the provisions of this title and the Subdivision Map Act.

Section 17.48 of the City of Exeter Municipal Code details the process for zoning ordinance amendments.

Interdepartmental Coordination:

An interdepartmental request for review was sent to all required departments and affected agencies for review and any comments and conditions have been incorporated into the final Conditions of Approval.

Public Participation:

Effective as of January 1, 2025, Assembly Bill 2904 (2024), now requires all local agencies to provide at least 20 days public notice before holding a public hearing on a zoning ordinance or amendment that affects the permitted uses of real property. Previously, only 10 days' notice August 12, 2025 Regular Meeting of the Exeter City Council

was required for such hearings. The change in requirement is intended to increase transparency and allow for greater public participation in land-use decisions by providing sufficient time for residents and property owners to understand proposed zoning changes.

The public hearing for the Fugate Subdivision was adequately noticed for twenty (20) days and advertised for the regularly scheduled City Council hearing. The public hearing for this item was held on July 22, 2025. No amendments were proposed to the Ordinance.

Environmental Review:

The proposed request is one phase to the original subdivision map approved in 2006. The original 2006 request and all of its phases complied with the City of Exeter General Plan and was approved with a Negative Declaration at that time. The latest phase being proposed now requires a General Plan Amendment and Rezone to relocate the original location of the multifamily land uses. While the densities remain relatively the same overall, the relocation of the uses does require the proposed amendment and rezone.

Pursuant to the California Environmental Quality Act (CEQA), the proposed Land Use Amendment and Rezone are Categorically Exempt per CEQA Guidelines Section 15305 – Minor Alterations in Land Use Limitations. Class 5 consists of minor alterations in land use limitations in areas with an average slope of less than 20%, which do not result in any changes in land use or density.

Furthermore, no new change in the surrounding area has occurred that would contribute to findings that would be considered significant or represent a major change to the physical environment.

Conclusion:

Adoption of Ordinance No. 716 will finalize the approval of Zoning Ordinance Amendment 2025-01, aligning the zoning designations with the updated land use configuration previously approved by the City Council on July 22, 2025. This action supports the applicant’s revised subdivision design, improves the overall layout of the development, and preserves key community features such as the central park area. The ordinance is consistent with the City’s General Plan and applicable zoning standards, and no adverse environmental impacts are anticipated.

Staff recommends the City Council waive the full reading and adopt Ordinance No. 716.

No fiscal impact is associated with this specific action at this time. • 2006 – Approval of the original Fugate Subdivision tentative map.

Fiscal Impact:

Prior City Council Actions:

August 12, 2025 Regular Meeting of the Exeter City Council

• July 22, 2025 – Approval of Resolution No. 2025-31 and first reading of Ordinance No. 716.
• Ordinance No. 716
I move to waive the full reading and adopt Ordinance No. 716, An Ordinance of the City of Exeter Enacting Zoning Ordinance Amendment 2025-01, as Requested by San Joaquin Homes, for Properties Generally Located at the Northeast Corner of Vine Street and the Northerly Extension of Elberta Avenue in Exeter.

Attachments:

Recommended motion to be made by the City Council:

August 12, 2025 Regular Meeting of the Exeter City Council

ORDINANCE NO. 716

AN ORDINANCE OF THE CITY OF EXETER ENACTING ZONING ORDINANCE AMENDMENT 2025-01, AS REQUESTED BY SAN JOAQUIN HOMES, FOR

PROPERTIES GENERALLY LOCATED AT THE NORTHEAST CORNER OF VINE

STREET AND THE NORTHERLY EXTENSION OF ELBERTA AVENUE IN EXETER THE CITY COUNCIL OF THE CITY OF EXETER DOES ORDAIN AS FOLLOWS:

Section 1. Ordinance No. 246 of the City of Exeter is hereby amended by reclassifying 1.45 acres of real property in Exeter from the RM-3 to the R-1-6 district with a PUD overlay district, and reclassification of 1.6 acres from the R-1-6 with a PUD overlay district to the RM-3 district (see Exhibit A).

Section 2. All ordinances and parts thereof of the City of Exeter in conflict herewith are hereby repealed.

Section 3. This ordinance shall take effect thirty (30) days after passage. Prior to the expiration of fifteen (15) days from the passage hereof this Ordinance shall be published once in a local paper of general circulation and delivered within Exeter, together with the names of the members of the City Council voting for and against this matter.

The foregoing ordinance was passed and adopted by the City Council of the City of Exeter on a motion of Council member ________________ , seconded by Council member ______________________ , at a regular meeting held on the _____ day of __________, 2025 by the following vote:

AYES:

NOES:

ABSTAIN:

ABSENT:

____________________ _
Jacob Johnson, Mayor
ATTEST:
_________________________
Francesca Quintana, City Clerk
August 12, 2025 Regular Meeting of the Exeter City Council

EXHIBIT A
August 12, 2025 Regular Meeting of the Exeter City Council

Agenda Item Staff Report
Meeting Date:

August 12, 2025
Wording for Agenda:

Consideration of Appointments to the Exeter Planning
Commission for Four Expired Terms.

Submitting Department:

Administration
Contact Name:

Francesca Quintana, City Clerk/Human Resources Manager
In response to the expiration of four Planning Commissioners terms earlier this year, the City Council previously directed staff to open the application process to allow broader public participation. The application period has since closed. Seven applications were received for the four Planning Commission positions with expired terms. The applications received are attached to this report and are presented to the City Council for consideration of appointment.

The Council may choose to:
• Appoint applicants to fill the four expired terms;
• Schedule a Special City Council Meeting and conduct applicant interviews prior to appointment; or
• Provide further direction regarding the appointment process.

All appointments are made by approval of the City Council.

For action by:
☒City Council
Regular Session:
☐Consent Calendar
☒Regular Item
☐Public Hearing
Review:

City Administrator
(Initials Required)
__J.R.___
Agenda Item Number: J.2.

Department Recommendation:

City staff recommends that the City Council review the submitted applications for the Exeter Planning Commission and determine whether to make appointments at this time or to initiate an additional step in the selection process.

Summary:

August 12, 2025 Regular Meeting of the Exeter City Council

Background:

Per Chapter 2.16 of the City of Exeter Municipal Code:

Section 2.16.010 – Members – Appointment
The Planning Commission consists of five members appointed by the Mayor with the approval of the City Council. Members must not be seated City Council Members.

Section 2.16.020 – Terms
Commissioners serve staggered four-year terms. Appointments are made to fill vacancies resulting from term expirations or other causes.

Section 2.16.030 – Duties
The Planning Commission is tasked with duties outlined by state law and local ordinances.

The Commission plays a vital advisory role in city planning and land use matters, as further defined in the following sections:

Chapter 16.12.050 – Planning Commission as Advisory Agency The Commission acts as the City’s advisory agency under the Subdivision Map Act, reviewing tentative maps and providing recommendations on subdivision matters.

Chapter 17.03.03 – Final Authority on Site Planning and Use Classification The Commission holds authority on site plan reviews, classification of uses, and other key development review procedures, and also makes recommendations to the City Council on zoning ordinance amendments, general and specific plans, and development agreements.

The following individuals submitted applications for appointment to the four available seats:
• Nancy Becker
• PK Whitmire
• Brittney Shull
• Kirk Gilles
• Phillip Townsend
• Tommy Blackmon
• Trevor Lewis
These applications reflect interest from both existing Commissioners seeking reappointment and new applicants expressing a desire to serve the community.

August 12, 2025 Regular Meeting of the Exeter City Council

To re-establish the staggered schedule as required by the Exeter Municipal Code, three of the four appointments made at this time will serve full four-year terms ending January 2029.

One appointment will serve a shorter-term ending January 2027, aligning with the expiration of an existing Planning Commission seat. This term adjustment is necessary due to the current configuration of seat expirations and is intended to restore the regular rotation of Commission terms and maintain continuity of service.

Fiscal Impact:

There is no fiscal impact associated with this item.
• Planning Commission Applications:
o Nancy Becker
o PK Whitmire
o Brittney Shull
o Kirk Gilles
o Phillip Townsend
o Tommy Blackmon
o Trevor Lewis
• General Information on the Planning Commission
I move to consider the submitted applications for appointments to the Exeter Planning Commission for four-year terms ending January 2029 and either make appointments at this time or provide direction to staff regarding the next steps in the selection process.

Attachments:

Recommended motion to be made by the City Council:

August 12, 2025 Regular Meeting of the Exeter City Council

August 12, 2025 Regular Meeting of the Exeter City Council

City of Exeter | PO Box 237 Exeter California 93221 | (559)592-9244 | https://cityofexeter.com/ City of Exeter Planning Commission Application
Completed applications must be submitted via email to the Exeter City Clerk by 5:00 PM on August 04, 2025. Applications may be submitted in person at City Hall 137 N. F St.in Exeter California or via email to the City Clerk at [email protected].

Applicant Information
Name: Date:

Address:

Email: Phone Number:

Application Questions
Briefly explain why you are interested in serving on the City of Exeter Planning Commission.

Briefly explain your qualifications or area of demonstrated expertise to serve on the Commission.

Disclaimer and Signature
I certify that my answers are true and complete to the best of my knowledge. I hereby certify my commitment to serve on the Planning Commission if appointed.

Signature Date
July 3, 2025 It is important that the City show appropriate growth, and as someone that has lived in Exeter for a large chunk of my life, I kind of have a feel for what other residents would like our City to look like, now and for decades to come. I currently serve as the Chairman for the Exeter Planning Commission, and have served on this body for about a decade, maybe more. I am an At-Large Member of the Tulare County Association of Governments, and have just applied for an At-Large position on the Active Transportation Advisory Committee, something July 3, 2025 Pamela K. Whitmire that will help with a better understanding of needed bike and pedestrian paths for Exeter August 12, 2025 Regular Meeting of the Exeter City Council

August 12, 2025 Regular Meeting of the Exeter City Council

City of Exeter Planning Commission Application Responses

1. Briefly explain why you are interested in serving on the City of Exeter Planning Commission.

At the heart of everything I do is a deep love for people and a passion for building strong, connected communities. My husband was born and raised in Exeter, and his pride in this town has absolutely rubbed off on me. Now as a resident myself and a mom raising our three children here, I feel personally invested in the future of this city, not just for my own family but for every family who calls Exeter home. With over 21 years of experience in Real Estate and civic involvement both locally and in Minnesota, I have seen firsthand how thoughtful planning can uplift a community. Serving on the Planning Commission is a meaningful way for me to give back and help shape a future where families can continue to thrive for generations to come.

2. Briefly explain your qualifications or area of demonstrated expertise to serve on the Commission.

I bring more than two decades of experience in the Real Estate industry, having represented over 700 families across residential and builder transactions. My work with national and custom builders has given me strong insight into development, land use, and the importance of balanced housing options. I have been actively involved in the Tulare County Association of REALTORS® through its Leadership Academy, currently serve as Chair for its Media and Outreach Committee, and was recently appointed 2026 Communications Director for the California Association of REALTORS®. I am also part of Leadership Fresno Class 40 and have spent the last four years organizing vendor partnerships and coordinating logistics for Exeter’s National Night Out. I own a local publication that highlights top-producing REALTORS® and local entrepreneurs throughout Tulare, Kings, and Fresno counties, fostering collaboration, connection, and continuity in our region. My early civic work on a Crime Prevention Committee in Minnesota further shaped my understanding of safety, infrastructure, and public engagement. These experiences have built a strong foundation in strategic planning, collaboration, and communication, all of which I am eager to bring to the Exeter Planning Commission.

August 12, 2025 Regular Meeting of the Exeter City Council

August 12, 2025 Regular Meeting of the Exeter City Council

August 12, 2025 Regular Meeting of the Exeter City Council

1. Briefly explain why you are interested in serving on the City of Exeter Planning Commission.

I’m passionate about the City of Exeter. I was born and raised in Visalia, but even as a kid, my family would often drive to Exeter to enjoy its charm. After living in Southern California and along the Central Coast, my wife and I decided to return to the Central Valley. I had two stipulations: 1) we’d live only in Exeter and 2) the house had to have a pool. And we made it happen. This year, we moved into another home; we gave up the pool—but what we didn’t give up was Exeter.

When I visit nearby towns and mention where I live, people light up and say how much they love Exeter. It’s a point of pride. But I also believe Exeter has untapped potential. The empty lots, vacancies, and deteriorating buildings in and around downtown are signs that we’re under-leveraging what we have. Like many residents, I don’t want to lose the city’s character and charm—that’s what drew me here in the first place.

I’m not advocating for rapid, unchecked growth. And I certainly don’t want Exeter to continue on the path of becoming the city of Best Western, DD’s Discounts, Dollar Tree, Dollar General, Jack in the Box, and vape shops. While these businesses have a role and bring tax revenue, Exeter’s true identity lies in its local gems—places like Exeter Coffee Company, Just Dough With It, Common Goods, Monet’s, and our historic downtown. These are the heart of the city and what make it the envy of others. I don’t want us to lose that—I want to strengthen and support it.

I’ve lived in everything from large cities to small towns. I’ve seen how communities can grow thoughtfully, remain vibrant, and still preserve their soul. With creative, long-term planning, Exeter can revitalize its downtown, attract the right kinds of businesses, grow its tax base, and improve amenities like parks, infrastructure, and recreation. Without that kind of planning, we risk further decline.

Now, nearly five years into living here with my wife and our four children, we have no plans to leave. We attend church here. Our kids go to Exeter schools. We believe in this town. And serving on the Planning Commission is one way I can invest in the future of a city we care deeply about.

2. Briefly explain your qualifications or area of demonstrated expertise to serve on the Commission.

I hold a master’s degree in communication disorders from Baylor University and currently work as a speech-language pathologist for Burton School District in Porterville. Prior to this role, I served as both a speech-language pathology assistant and a speech-language pathologist for the Tulare County Office of Education, working in schools across the county. My professional experience has developed my skills in collaboration, organization, and problem-solving—key strengths I would bring to the Planning Commission.

August 12, 2025 Regular Meeting of the Exeter City Council

In addition, I spent over 15 years in the private sector as a professional marketing copywriter.

That background sharpened my ability to communicate clearly, listen carefully, and synthesize information for a broad audience—all of which are valuable when navigating community feedback, policy discussions, and long-term planning initiatives.

I live in Exeter and care deeply about its future. I’ve seen how cities of all sizes can maintain their character while thoughtfully expanding their offerings and infrastructure. I want to help Exeter grow the right way—deliberately, sustainably, and with its values intact.

August 12, 2025 Regular Meeting of the Exeter City Council

August 12, 2025 Regular Meeting of the Exeter City Council

City of Exeter | PO Box 237 Exeter California 93221 | (559)592-9244 | https://cityofexeter.com/ City of Exeter Planning Commission Application
Completed applications must be submitted via email to the Exeter City Clerk by 5:00 PM on August 04, 2025. Applications may be submitted in person at City Hall 137 N. F St.in Exeter California or via email to the City Clerk at [email protected].

Applicant Information
Name: Date:

Address:

Email: Phone Number:

Application Questions
Briefly explain why you are interested in serving on the City of Exeter Planning Commission.

Briefly explain your qualifications or area of demonstrated expertise to serve on the Commission.

Disclaimer and Signature
I certify that my answers are true and complete to the best of my knowledge. I hereby certify my commitment to serve on the Planning Commission if appointed.

Signature Date
7/26/25 Answer on page two. Answer on page two. 7/26/25 Trevor Lewis August 12, 2025 Regular Meeting of the Exeter City Council

Trevor Lewis
Exeter Planning Commission Application
Briefly explain why you are interested in serving on the City of Exeter Planning Commission.

I'm deeply invested in seeing Exeter grow thoughtfully and sustainably. Having done my fair share of traveling to cities where poor planning has led to empty downtowns and a loss of local charm, I recognize the importance of proactive, strategic development. Exeter’s current downtown vacancy underscores the urgency for deliberate growth. As a recent homeowner here and a father committed to raising my family in Exeter, where my significant other’s family has lived for three generations, I have a personal stake in the city's future. My vision involves balancing family-friendly community values with targeted growth, including enhancing tourism through strategically placed accommodations and continuing thoughtful park and housing developments to sustain a vibrant local economy.

Briefly explain your qualifications or area of demonstrated expertise to serve on the Commission.

I bring extensive experience in organizational management, public relations, marketing, and community-focused leadership. With a Bachelor of Arts in Organizational Management and five years as District Director for our State Assemblyman, I am well-versed in navigating planning commissions, zoning issues, and building codes. Additionally, I have five years of experience in public relations and marketing and currently serve as the Creative Director for Praetorian Public Relations, where my expertise can be valuable in improving community engagement through effective messaging. I have collaborated directly with developers and CalTrans on infrastructure projects, gaining insight into complex regulatory environments. My nearly 20-year background as a successful small business owner, including founding The Cellar Door in Downtown Visalia, has equipped me with strategic thinking, problem-solving, and collaboration skills essential for this role. My work with organizations like Downtown Visalians, understanding the intricacies of PBIDs, and completion of the Visalia Chamber's Leadership program further strengthen my capability to positively contribute to Exeter’s Planning Commission.

August 12, 2025 Regular Meeting of the Exeter City Council

Planning Commissioner Position Information
Background
The five-member Planning Commission is responsible for considering and making decisions regarding land use, planning, and zoning in accordance with the scope of city ordinances and state planning laws. A wide variety of issues are addressed including subdivisions, annexations, design review, zoning and environmental impact assessments.

The Planning Commission meets on the third Thursday of each Month (as needed), at 5:30 p.m. in the Exeter Council Chambers, 137 North F Street, Exeter, California, when there is business to conduct. Commission Members regular attendance is highly recommended to ensure the efficient continuance of City operations.

Appointment Process
The Planning Commission shall consist of five members, all of whom shall be appointed by the mayor with the approval of the city council. All of the members shall be entitled to vote at meetings of the Planning Commission.

Term
The five members of the Planning Commission shall serve for terms of four years. At meetings of the city council, appointments shall be made to fill vacancies created by the expiration of the terms of members of the planning commission, or such other reason as there may be for a vacancy to exist.

Requirements:
• Annual Form 700
• AB 1234 Local Ethics Training
• Harassment Training
August 12, 2025 Regular Meeting of the Exeter City Council

Agenda Item Staff Report
Meeting Date:

August 12, 2025
Wording for Agenda:

Consider Adoption of Resolution 2025-33, A Resolution of the City Council of the City of Exeter, Rescinding Resolution 2021-25 and Setting the City of Exeter City Parks and Recreation Areas Hours of Operation to be between the hours of 6:00 A.M. and 10:00 P.M. and Closed from the hours of 10:00 P.M. and 6:00 A.M.

Submitting Department:

Administration
Contact Name:

Jason Ridenour, City Administrator
Staff recommend that the City Council consider adopting Draft Resolution 2025-33, A Resolution of the City Council of the City of Exeter, Rescinding Resolution 2021-25 and setting the City of Exeter City parks and recreation areas hours of operation to be between the hours of 6:00 A.M. and 10:00 P.M. and closed from the hours of 10:00 P.M. and 6:00 A.M.

At its meeting on July 22, 2025, the City Council approved Council Member Riddle’s request for an agenda item to be considered to amend the hours of operation for Exeter City parks.

Pursuant to Ordinance 697, Title 11, Chapter 11.01.030 the designated hours of closure for each park and/or recreation facility shall be set by City Council Resolution. The City Council adopted Resolution 2021-25 on October 26, 2021, establishing that all City parks be open for public use from 6:00 A.M. to 11:00 P.M.

Staff reviewed historical data regarding the time of sunset and the latest last light for the last two years as well as the hours of operation for parks in the region. The latest sunset for 2024 and 2025 was 8:18 P.M. and the latest last light was 8:28 P.M. The operating hours for a majority of the parks in the region are 6:00 A.M. to 10:00 P.M. This timeframe allows for use of For action by:
☒City Council
Regular Session:
☐Consent Calendar
☒Regular Item
☐Public Hearing
Review:

City Administrator
(Initials Required)
__J.R.___
Agenda Item Number: J.3.

Department Recommendation:

Summary:

August 12, 2025 Regular Meeting of the Exeter City Council

the parks in the morning as well as the evening, while providing the Police Department with the tools to provide a safe environment for the community. City parks are utilized for community recreation, organized practices, as well as for sporting events.

At its meeting on July 27, 2021, the City Council adopted Ordinance 697 adding Title 11, specifically, Chapter 11.01 “City Parks and Recreation Areas” to the City’s Code of Ordinances.

Pursuant to Ordinance 697, Title 11, Chapter 11.01.030 the designated hours of closure for each park and/or recreation facility shall be set by City Council Resolution. Per Ordinance Title

11.01.030 it is unlawful for any person to remain in park and recreation facilities (except as noted in Section 11.01.035) during the designated hours of closure for the park or facility. The City Council adopted Resolution 2021-25 on October 26, 2021, establishing that all City parks be open for public use from 6:00 A.M. to 11:00 P.M. and closed from 11:00 P.M. to 6:00 A.M. The Police Department has received concerns from the community regarding individuals at City parks in the evenings after dark. In light of the concerns brought forth, staff reviewed the hours of operation for parks in the region as well as the time of sunset and the latest last light for the last two years. The operating hours for a majority of the parks in the region are 6:00 A.M. to 10:00 P.M. The latest sunset for 2024 and 2025 was 8:18 P.M. and the latest last light was 8:28 P.M. Staff is proposing that operating hours for all City parks be amended to 6:00 A.M. to 10:00 P.M. This timeframe would provide options for the community to utilize all park facilities in the city while providing the Police Department with the tools to provide a safe environment for the community.

No fiscal impact associated with this action.
• Adoption of Ordinance 697 (June 27, 2021)
• Adoption of Resolution 21-2025 (October 26, 2021)
• Adopted Resolution 2021-25
• Ordinance 697
• Draft Resolution 2025-33
I move to adopt Draft Resolution No. 2025-33, A Resolution of the City Council of the City of Exeter, Rescinding Resolution 2021-25 and setting the City of Exeter City parks and recreation areas hours of operation to be between the hours of 6:00 A.M. and 10:00 P.M. and closed from the hours of 10:00 P.M. and 6:00 A.M.

Background:

Fiscal Impact:

Prior City Council Actions:

Attachments:

Recommended motion to be made by the City Council:

August 12, 2025 Regular Meeting of the Exeter City Council

August 12, 2025 Regular Meeting of the Exeter City Council

RESOLUTION NO. 2025-33

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF EXETER A

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF EXETER, RESCINDING RESOLUTION 2021-25 AND SETTING THE CITY OF EXETER CITY PARKS AND

RECREATION AREAS HOURS OF OPERATION TO BE BETWEEN THE HOURS OF 6:00 A.M. AND 10:00 P.M. AND CLOSED FROM THE HOURS OF 10:00 P.M. AND 6:00 A.M.

WHEREAS, on July 27, 2021, the City Council of the City of Exeter adopted Ordinance No. 697, adding Title 11, Chapter 11.01 “City Parks and Recreation Areas” to the City’s Code of Ordinances; and
WHEREAS, Section 11.01.030 of the Exeter Municipal Code establishes that the specific designated hours of closure for each park and/or recreation facility shall be set by City Council Resolution, and that it is unlawful for any person to remain in a park or recreation facility (except as noted in Section 11.01.035) during the designated hours of closure; and WHEREAS, on October 26, 2021, the City Council adopted Resolution No. 2021-25, establishing the hours of operation for all city-owned park and recreation facilities as 6:00 A.M. to 11:00 P.M.; and
WHEREAS, the City has received concerns from the community and the Police Department regarding public safety and late-night use of City parks and recreation areas after dark; and
WHEREAS, staff conducted a review of regional park hours as well as sunset and last light data for the past two years, which supports an earlier closure time; and WHEREAS, the majority of comparable parks in the region close at 10:00 P.M., and the latest sunset in Exeter in recent years has not extended beyond 8:18 P.M., with the last light recorded no later than 8:28 P.M.; and
WHEREAS, adjusting the hours of operation from 6:00 A.M. to 10:00 P.M. will continue to provide sufficient access for recreational use while supporting the City's efforts to maintain safe and well-managed public spaces.

NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Exeter as follows:

SECTION 1. Resolution No. 2021-25 is hereby rescinded in its entirety.

August 12, 2025 Regular Meeting of the Exeter City Council

SECTION 2. All park and recreation facilities owned and maintained by the City of Exeter shall be open to the public between the hours of 6:00 A.M. and 10:00 P.M., and closed from 10:00 P.M. to 6:00 A.M. It shall be unlawful for any person to remain in any such park or recreation facility during the designated hours of closure, except as noted in Section 11.01.035 of the Exeter Municipal Code.

SECTION 3. Park and recreation facilities owned and maintained by the City of Exeter shall include, but are not limited to:
• Exeter City Park
• Schroth Park
• Joyner Park
• Brick House Park
• Schelling Park
• Mixter Park
• Rose Garden Park
• Daniel Unger Park
• Dobson Field
• Planter Park
• Dale Sally Memorial Water Tower Park
• Exeter Bark Park
• Exeter City Hall grounds
PASSED, APPROVED, AND ADOPTED this 12th day of August 2025, by the City Council of the City of Exeter by the following vote:

AYES:

NOES:

ABSTAIN:

ABSENT:

_________________________
Jacob Johnson, Mayor
ATTEST:
_________________________
Francesca Quintana, City Clerk
August 12, 2025 Regular Meeting of the Exeter City Council

August 12, 2025 Regular Meeting of the Exeter City Council

August 12, 2025 Regular Meeting of the Exeter City Council

August 12, 2025 Regular Meeting of the Exeter City Council

August 12, 2025 Regular Meeting of the Exeter City Council

August 12, 2025 Regular Meeting of the Exeter City Council

August 12, 2025 Regular Meeting of the Exeter City Council

August 12, 2025 Regular Meeting of the Exeter City Council

August 12, 2025 Regular Meeting of the Exeter City Council

August 12, 2025 Regular Meeting of the Exeter City Council

August 12, 2025 Regular Meeting of the Exeter City Council

August 12, 2025 Regular Meeting of the Exeter City Council

August 12, 2025 Regular Meeting of the Exeter City Council

August 12, 2025 Regular Meeting of the Exeter City Council

August 12, 2025 Regular Meeting of the Exeter City Council

August 12, 2025 Regular Meeting of the Exeter City Council

August 12, 2025 Regular Meeting of the Exeter City Council

August 12, 2025 Regular Meeting of the Exeter City Council

August 12, 2025 Regular Meeting of the Exeter City Council

August 12, 2025 Regular Meeting of the Exeter City Council

August 12, 2025 Regular Meeting of the Exeter City Council

Agenda Item Staff Report
Meeting Date:

August 12, 2025
Wording for Agenda:

Consider Approval of Resolution No. 2025-34, A Resolution of the City Council of the City of Exeter Approving Amendments to the Exeter City Council Handbook of Rules and Procedures to Update the Process for Placing Items on the City Council Agenda.

Submitting Department:

Administration
Contact Name:

Jason Ridenour, City Administrator
At its meeting on July 22, 2025, the City Council approved Council Member Riddle’s request for an agenda item to be considered to amend the City Council Handbook of Rules and Procedures.

Chapter 2 of the Exeter City Council Handbook of Rules and Procedures (“City Council Agenda Item Referrals” section) currently allows Council Members to request future items. The proposed amendment would create an additional process allowing Council Members to submit written requests to the City Administrator in advance of a meeting in addition.

If approved, the amendment provides a City Council Member with the option to email the City Administrator at least seven (7) days prior to a regularly scheduled City Council Meeting to request placement of an item on the Consent Calendar. If approved by the majority of the Council, the item would be placed on the next meeting agenda as an individual business item.

For action by:
☒City Council
Regular Session:
☐Consent Calendar
☒Regular Item
☐Public Hearing
Review:

City Administrator
(Initials Required)
__J.R.___
Agenda Item Number: J.4.

Department Recommendation:

City Staff recommends that the City Council consider the proposed amendment to the Exeter City Council Handbook of Rules and Procedures to establish a formal process for Council Members to request items be placed on a future agenda. The City Council may choose to adopt the proposed amendment as presented by approving Resolution No. 2025-34 or continue discussion and direct staff to return with a revised version of the amendment at a future meeting.

Summary:

August 12, 2025 Regular Meeting of the Exeter City Council

The City Council may adopt the proposed amendment tonight via Resolution No. 2025-34 or provide additional feedback and direct staff to bring back a revised version for consideration at a future meeting.

Background:

The City Council Handbook was adopted on October 25, 2022, and amended on March 12, 2024, and January 14, 2025.

Chapter 2, Section T, City Council Agenda Item Referrals currently states: Any Council Member may, at a regularly scheduled meeting under “City Council Items of Interest”, request a matter which is not otherwise scheduled on a City Council agenda to be placed on a future agenda. The Council Member referring the item shall provide a brief description of the subject to be printed on the agenda, sufficient to inform the City Council and public of the nature of the item.

The City Council, after considering the referral, may either refer the matter to staff to schedule as a future City Council agenda item or they may, by concurrence of the majority, advise to not place on a future agenda.

The proposed draft amendment if approved would be added to Chapter 2, Section T, City Council Agenda Item Referrals stating: In addition to the verbal request process above, any City Council Member may also submit a written request via email to the City Administrator no less than seven (7) days prior to a regular City Council meeting, requesting that an item be listed on the Consent Calendar for Council consideration to be placed as an individual business item at a future meeting. If approved by majority vote of the City Council, the requested item will be placed on a future regular meeting agenda for discussion.

The proposed amendment is intended to support City Council Member engagement while maintaining a clear agenda-setting process. By introducing a written request mechanism, it provides a practical way for City Council Members to bring forward items of interest for future consideration. The draft City Council Handbook of Rules and Procedures including the proposed language is included with this report as a redlined document for the Council’s review and consideration.

Prior City Council Actions:
• Original Adoption of the City Council Handbook of Rules and Procedures (10/25/22) • Periodic policy updates and procedural amendments (3/12/24, 1/14/25) Fiscal Impact:

There is no fiscal impact associated with this item.

August 12, 2025 Regular Meeting of the Exeter City Council

• Exeter City Council Handbook of Rules and Procedures – Redline copy • Exeter City Council Handbook of Rules and Procedures – Clean copy • Resolution No. 2025-34
I move to adopt Resolution No. 2025-34, A Resolution of the City Council of the City of Exeter Approving Amendments to the City Council Handbook of Rules and Procedures to Update the Process for Placing Items on the City Council Agenda.

Attachments:

Recommended motion to be made by the City Council:

August 12, 2025 Regular Meeting of the Exeter City Council

EXETER CITY

COUNCIL

HANDBOOK OF

RULES AND

PROCEDURES
August 12, 2025 Regular Meeting of the Exeter City Council

PREFACE
As provided by California Government Code Section 36813, the City Council of the City of Exeter established the Handbook of Rules and Procedures contained herein. The Handbook shall be in effect upon adoption by the City Council and shall remain in effect until such time as it is amended, or new rules are adopted in the manner provided herein.

In addition to the Handbook of Rules and Procedures, the City Council has included in this document other information which may be useful to the City Council, administrative staff, and the general public. This document is to be known as “The Handbook of Rules and Procedures of the City Council of the City of Exeter.”
Adopted October 25, 2022
Resolution 2022-42, dated October 25, 2022
Amended March 12, 2024
Resolution 2024-04, dated March 12, 2024
Amended January 14, 2025
Resolution 2025-02, dated January 14, 2025
August 12, 2025 Regular Meeting of the Exeter City Council

TABLE OF CONTENTS
CHAPTER 1 – GENERAL POWERS AND DUTIES
A. The City of Exeter................................................................................. 6 B. Council Elections .................................................................................. 6 C. Vacancies............................................................................................. 6-7 D. Mayor/Mayor Pro Tem Selection.......................................................... 7 E. Compensation ...................................................................................... 7 F. City Clerk .............................................................................................. 7 G. City Attorney (Special/Conflict Counsel)................................................ 8 H. Triangle of Policy, Process & Product ................................................... 8 I. Mayor as Presiding Officer and Duties Thereto..................................... 8 J. Mayor Pro Tem ..................................................................................... 9 K. Rules of Procedures ............................................................................. 9 L. Interference in Staff Functions ............................................................. 9 M. Council Voting...................................................................................... 9-10 N. Council Member Communication with Public…………………………….11 CHAPTER 2 – CITY COUNCIL MEETINGS
A. Regular Meetings ................................................................................. 10 B. Special Meetings .................................................................................. 10 C. Study Sessions ..................................................................................... 10-11 D. Closed Sessions................................................................................... 11 E. Agenda ................................................................................................. 11 F. Call to Order ......................................................................................... 12 G. Quorum ................................................................................................ 12 H. Lack of Quorum .................................................................................... 12 I. Recognition to Speak, Council Member................................................ 12

1. Interruptions ..................................................................................... 12

2. Public Hearings ................................................................................ 12 J. Council Members’ Obligation after Absence.......................................... 12-13 K. Adjournment of Meeting........................................................................ 13 L. Agenda Items of Order.......................................................................... 13 M. Audio Recordings ................................................................................. 13 N. Video Recordings ................................................................................. 13 O. Agenda Format for Regular Meetings .................................................. 13-14 P. Components of Regular Meetings ........................................................ 14

1. Public Comments ............................................................................ 14

2. Special Presentations ..................................................................... 14

3. Consent Calendar ........................................................................... 14

4. Individual Business Items................................................................ 14

5. City Council Items of Interest…………………………………………..14-15

6. City Administrator/Department Comments……………………………15
Q. Minutes................................................................................................. 15 R. Legislative Procedures ....................................................................... ..15-16 S. Appeals .............................................................................................. ..16 T. City Council Agenda Item Referrals.................................................... ..16 U. Appointments...................................................................................... 16 August 12, 2025 Regular Meeting of the Exeter City Council

V. Addressing the City Council................................................................ 16

1. Speaker Form and Speaker Time ................................................. 16-17

2. One Speaker at a Time ................................................................. 17

3. Questions and Comments from the Public .................................... 17

4. Addressing the City Council after a Motion is made ...................... 17 W. Continued Agenda Items ................................................................... 17 X. Public Hearing Closed ........................................................................ 17-18 Y. Cancellation of Meeting ...................................................................... 18 CHAPTER 3 - DECORUM
A. Enforcement of Decorum.................................................................... 18 B. Conduct in the City Council Chambers ............................................... 18

1. Council Chambers Defined ........................................................... 18-19

2. Rules of Decorum for the Public .................................................... 19

3. Rules of Conduct and Safety......................................................... 19

4. Removal from the Council Chambers............................................ 19

5. Cell Phones................................................................................... 19

6. Media Equipment – Broadcast, News, Photography, Print, Published, Recording, Video........................................................................... 19- 20 C. Courtesy............................................................................................. 20

1. Council Members .......................................................................... 20

2. City Employees ............................................................................. 20

3. Public Speakers ............................................................................ 20

4. Appointed Members of Boards, Commissions and Committees ... 20 D. Noise in the Lobby.............................................................................. 20 E. Crowd Control in Council Chambers................................................... 20-21 F. Smoking.............................................................................................. 21 G. Food and Drink................................................................................... 21 H. Distribution of Literature and Other Materials
in City Council Chambers.................................................................... 21 CHAPTER 4 – PROCEDURAL RULES
A. Rules of Order .................................................................................... 21 B. Rules of Discussion ............................................................................ 21

1. Withdrawal of Motion..................................................................... 21

2. Voting............................................................................................ 21-22

3. Failure to Vote ............................................................................... 22

4. Abstaining from Vote for Reasons Other than an Identified Legal Disqualification .............................................................................. 22

5. Abstention/Recuse: Conflict of Interest ......................................... 22

6. Tie Votes....................................................................................... 23 C. Council Dais ....................................................................................... 23 August 12, 2025 Regular Meeting of the Exeter City Council

CHAPTER 5 – ADMINISTRATIVE RULES
A. Purchase by Contract or in the Open Market ...................................... 23-24 B. Public works to be done by Contract .................................................. 24 C. Execution of Documents..................................................................... 24

1. Ordinances, Resolutions and Ceremonial Certificates .................. 24

2. Contracts for Supplies, Public Buildings and Work ........................ 24

3. Agreements, Contracts, Addendums, Change Orders,
Memorandums of Understanding for Administrative, Managerial or Professional Services/Programs Over $15,000 ............................. 24

4. Acting City Administrator Designation ........................................... 24 D. Council Administrative Support .......................................................... 25

1. Mail ............................................................................................... 25

2. Letters Addressed to Mayor and/or City Council Members ........... 25

3. Council Correspondence ............................................................... 25

4. Clerical Support............................................................................. 25

5. Council Notification of Significant Incidents................................... 25

6. Council Member Notification of Constituent Requests for Communication…………………………………………………………25-26
E. Rules and Procedures Administration ................................................. 26

1. Review of City Council Rules and Procedures .............................. 26

2. Adherence to Rules and Procedures............................................. 26

3. City Attorney as Rules and Procedures Advisor............................ 26

4. Adherences to Administrative Procedure and Process of Rules and Procedures.................................................................................... 26

5. Applicability of Rules and Procedures ........................................... 26 F. Conflict with City Charter, City Municipal Code, City Procurement Policies, Administration Policies, State or Federal Law ...................... 26 August 12, 2025 Regular Meeting of the Exeter City Council

6 CHAPTER 1

GENERAL INFORMATION, POWERS AND DUTIES
A. THE CITY OF EXETER
The City of Exeter has a City Council/City Administrator form of government.

Under this form of government, the elected City Council sets the policies for the operation of the Exeter City Government.

The administrative responsibility of the city rests with the City Administrator, who is appointed by the City Council.

B. COUNCIL ELECTIONS
The City Council consists of five members, elected by-district in five singlemember districts. One member of the City Council shall be elected from each district by the voters of that district alone. Each Council Member serves fouryear staggered terms, without limit. Elected Officials serve until his/her successor has been elected and qualified. Elections are held in November of even numbered years.

The City contracts with the County of Tulare to handle municipal elections.

C. VACANCIES
Pursuant to the Exeter City Charter the process for filling a vacancy in any elective office, from whatever cause arising, shall be set by Ordinance. The City has not designated a process for backfilling a vacancy created mid-term so the process requirements are dictated by general law. Government Code 36512 specifies how general law cities fill vacancies. Within 60 days of the creation of the vacancy, the City Council must either fill by appointment or call for a special election. If the Council calls a special election, the special election shall be held on the next regularly established election date not less than 114 days from the call of the special election. A person elected to fill a vacancy by special election would hold office for the remainder of the unexpired term of the former incumbent.

The other option to fill the Council vacancy is by appointment within 60 days of the vacancy. If the vacancy occurs in the first half of the term, the person appointed to fill the vacancy shall hold office until the next general election. If the vacancy occurs in the second half of the term of office and at least 130 days prior to the next general municipal election, the person appointed to fill the vacancy shall hold office for the unexpired balance of the term of office.

Any individual appointed to a vacancy must be a registered voter and reside within the district in which the appointment is to be made.

August 12, 2025 Regular Meeting of the Exeter City Council

7 If any officer of the City shall remove from the City or absent himself/herself therefrom for more than thirty (30) days consecutively without the permission of the Council, or shall fail to qualify, or shall resign, or be convicted of a felony, or be adjudged insane, his/her office shall thereupon become vacant.

D. MAYOR/MAYOR PRO TEM SELECTION
The Mayor and Mayor Pro Tem are members of the City Council and selected by said Council and not elected by the voters. These positions typically serve a period of two years, without limit.

E. COMPENSATION
The City of Exeter Municipal Code Section 2.04.030 provides that Council Members, including the Mayor, are entitled to receive the sum of ten dollars for each meeting of the council the individual attends, whether such meeting be a regular meeting, a special meeting, or adjourned or a continued meeting no more than four meetings in any calendar month. The Council Members and their immediate family members have the option of participating in the City’s wellness clinic at their cost. Expenses for city related business (i.e. meetings, conference attendance, League Division dinners, etc.) are covered by the City. No other compensation is provided.

F. CITY CLERK
The City Clerk is appointed by the City Council by a majority vote. The City Clerk is the local official for elections, local legislation, the Public Records Act, the Political Reform Act, and the Brown Act (open meeting laws). Before and after the City Council takes action, the City Clerk, in consultation with the City Attorney, ensures that actions are in compliance with all federal, state and local statutes and regulations and that all actions are properly executed, recorded, and archived.

The statutes of the State of California prescribe the basic functions and duties of the City Clerk, and the Government Code and Election Code provide precise and specific responsibilities and procedures to follow.

The Office of the City Clerk is a service department within the municipal government upon which the City Council, all City departments, and the general public rely for information regarding the operations and legislative history of the City. The City Clerk serves as the liaison between the public and City Council and provides related municipal services. In the City of Exeter, the City Clerk also serves as the Human Resources Manager and Risk Manager.

August 12, 2025 Regular Meeting of the Exeter City Council

8 G. CITY ATTORNEY
The Exeter City Council appoints the City Attorney, who shall be an attorney-atlaw, duly admitted to practice in the courts of this state.

H. TRIANGLE OF POLICY, PROCESS & PRODUCT
The City Council establishes the Policy—establishing vision and direction for the community’s future.

The City Clerk, in consultation with the City Attorney, oversees the Process— ensuring that the decision-making process complies with federal, state, and local regulation and that it is properly recorded.

The City Administrator provides the Product—which is the primary reason for the existence of local government: to provide services to the taxpayer that the taxpayers cannot (or will not) provide for themselves.

I. MAYOR AS PRESIDING OFFICER AND DUTIES THERETO
The Mayor shall be recognized as the official head of the City of Exeter for all ceremonial purposes. In the time of public danger or emergency, the Mayor may, with the consent of the City Council, cause order to be maintained and enforce laws. The Mayor shall act as the Presiding Officer at all meetings of the City Council and perform such other duties consistent with the office as may be imposed by the City Council. The Mayor may move, second, and debate from the Chair, subject to such limitations of debate as are imposed on all Council Members by these rules and shall not be deprived of any of the rights and privileges of a Council Member as such Presiding Officer. The Mayor shall possess no veto power.

The Mayor shall preserve strict order and decorum at all times. The Mayor may announce special rules for the consideration of a particular item on the agenda, such as, but not limited to: The length of time persons may speak, require that, if desirable, a spokesperson address the Council on behalf of a group of persons and, in the event of a hearing, provide time for arguments and rebuttals from proponents and opponents. The Mayor shall state each item coming before the City Council, and shall upon conclusion of said presentation related thereto call for the vote. Following the vote, the Mayor shall announce the results of the vote.

The Mayor is eligible to vote on all motions, and shall direct the order of participation of Council Members. The Mayor shall, in all instances, have the last chance to speak. The Mayor shall sign all ordinances and resolutions adopted by the City Council during the Mayor’s presence. The Mayor shall sign all agreements and/or contracts, except where otherwise instructed or set forth by policy, or by approval by Council.

August 12, 2025 Regular Meeting of the Exeter City Council

9 J. MAYOR PRO TEM
In the absence of the Mayor, the Mayor Pro Tem shall possess and perform the power and duties of the Mayor. In that capacity, the Mayor Pro Tem shall sign ordinances and resolutions adopted in his/her presence. The Mayor Pro Tem may also sign agreements and/or contracts, except where otherwise instructed or set forth by policy, or approval of the Council.

K. RULES OF PROCEDURES
The City Council shall determine its own rules of procedures and amend them from time to time or adopt new rules as it deems necessary.

Simple Parliamentary Decorum shall govern meetings. The Mayor shall ask for a motion and a second prior to calling for a voice vote (i.e. ayes, nays, abstentions) absent an electronic voting device. In the instance of a vote on an ordinance or resolution the Mayor, absent an electronic voting device, may ask the Clerk to poll the Council, beginning with the member who motioned, then the member who seconded and alphabetically thereafter, with the Mayor being polled last unless required to do so for teleconference meetings.

The Mayor reserves the right to direct the Clerk to poll the Council on any vote .

Amendment to or adoption of new City Council Rules shall be accomplished by majority vote.

Any Council Member may move the Mayor to enforce the rules and a majority vote of the City Council shall require the Mayor to so act.

L. INTERFERENCE IN STAFF FUNCTIONS
The City Council shall deal with the administrative services of the City through the City Administrator, except for the purpose of inquiry, and neither the City Council nor any member thereof, shall give orders to subordinates of the City Administrator. No member of the City Council shall publicly criticize or censure any staff member of the City, and shall instead relay any criticism of a staff member privately through the City Administrator.

The City Council shall deal with the Office of the City Attorney only through the City Attorney, except for the purpose of inquiry, and neither the City Council nor any member thereof, should give orders to subordinates of the City Attorney.

M. COUNCIL VOTING
A majority, also known as a simple majority, is a subset of a group that is more than half of the entire group (ex. 50% plus 1 of the members present.) A two-thirds majority or “super majority” means that two-thirds of the entire August 12, 2025 Regular Meeting of the Exeter City Council

10 membership of a body or more must agree to the proposition. It is much stronger than a simple majority requirement (ex. 50% plus 2 of the members). In the event of an absence the vote would have to be unanimous.

Resolutions, orders for payment of money, and all ordinances required a recorded majority vote of the total membership of the city council. Some actions, such as the passage of an urgency ordinance or adoption of a resolution of necessity, require a super majority of the entire membership, or a unanimous vote of those present. Also See Chapter 2, Section G below.

N. COUNCIL MEMBER COMMUNICATION WITH PUBLIC
Out-of-District Requests: Council Members will at times be contacted by citizens residing outside of their respective districts. When this occurs, City Council Members agree to advise the appropriate Council Member of the contact and matter of concern.”
CHAPTER 2

CITY COUNCIL MEETINGS
A. REGULAR MEETINGS
The times of City Council meetings are set by Resolution. Regular meetings of the City Council shall be open to the public and held on the second and fourth Tuesdays of every month, at the hour of 7:00 p.m. Closed Session, when necessary, shall be held no earlier than 6:00 p.m. and no later than 6:30 p.m., and may be adjourned and/or continued after the regular meeting as noted by the Mayor.

Whenever the day fixed for any regular meeting of the City Council falls upon a day designated as a holiday, such meeting may be held at the same hour on the next succeeding day, not a holiday, as if it were a regular meeting.

B. SPECIAL MEETINGS
A special meeting may be ordered at any time by the Mayor or by his/her designee whenever the public business may require it or upon the request from three members of the City Council. Whenever a special meeting shall be called, notice of such meeting shall be provided pursuant to State law.

C. STUDY SESSIONS
The City Council may meet in a “study session” called as a Special Meeting for the purpose of acquiring information on a particular subject(s). Study sessions shall be open to the public. Study sessions are not public hearings; however, public input will be received. The City Council may not vote or otherwise express consensus, intent, or direction and will not take any final action at a study August 12, 2025 Regular Meeting of the Exeter City Council

11 session, unless the agenda specifically notes such action of a vote, consensus, intent or direction.

D. CLOSED SESSIONS
Consistent with Government Code Section 54954.2 the Council may hold closed sessions during any regular or special meeting, or any time otherwise authorized by law to consider or hear any matter which is authorized by State law to be heard or considered in closed session.

The general subject matter for consideration shall be expressed in an open meeting before such session is held. After closed session the legislative body must reconvene to open session and may be required to disclose action taken, if any.

The legislative body in a closed session can consider only matters covered in its agenda descriptions. City Council Members shall keep all written materials and verbal information provided to them on matters that are confidential under law in complete confidence to ensure that the City’s position is not compromised. No mention of information in these materials should be made to anyone other than Council Members, City Attorney, or City Administrator, unless one of the aforementioned is precluded or a subject thereof.

If the City Council in closed session has provided direction to City staff on proposed terms and conditions for any type of negotiations whether it be related to property acquisition or disposal, a proposed or pending claims or litigation, and/or employee negotiations, all contact with the other party should be by the designated representative handling the negotiations or litigation. A Council Member should not have any contact or discussions with the other party or its representative(s) involved concerning the negotiation during this time and not communicate any discussion conducted in closed sessions. All public statements, information, press releases, should be handled by the designated representative or spokesperson.

Government Code Section 54963 (a) – (f) outlines the injunctive relief and disciplinary actions that may be imposed on those who divulge confidential closed session discussions, without first receiving authorization from the legislative body.

E. AGENDA
In order to facilitate the orderly conduct of the business of the citizens of Exeter, the City Administrator, with input from Department Heads and the City Attorney shall set the agenda, reviewing same with the Mayor. The City Clerk shall arrange such matters as may have been timely provided, for inclusion in the agenda. Each member of the Council shall be provided with a copy of the City Council agenda in accordance with the provisions as outlined in the Brown Act.

In order for this to occur the City Clerk shall provide deadlines for the submittal of August 12, 2025 Regular Meeting of the Exeter City Council