Exeter City Council
March 10, 2026

EXETER CITY COUNCIL

REGULAR MEETING AGENDA
March 10, 2026, 6:30 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, March 10, 2026, at 6:30 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. 6:30 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. GC 54957.6 – Conference with Labor Negotiations
Agency Negotiator: Shelline Bennett
Employee Groups: All Represented and Unrepresented Employees

2. GC 54956.9 – Consideration of Liability Claims
Claimant: Deborah Ince obo Decedent Alvin Lynn Ince
Claimed Against: City of Exeter

3. GC 54956.9(d)(2) – Conference with Legal Counsel
Re: Anticipated Litigation/Significant Exposure to Litigation – One (1) Case (facts not known to potential plaintiffs)
7:00 p.m.

D. CALL TO ORDER REGULAR SESSION
March 10, 2026 Regular Meeting of the Exeter City Council

E. INVOCATION
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. Mid-Valley Disposal Annual Update (pp. 5 – 15)
Presented by Thomas Hamon, Mid-Valley Recycling Programs Manager 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 February 24, 2026, Regular Meeting Minutes (pp. 16 – 20)

2. Approval of the Payment of Bills for February 20, 2026, and February 23, 2026 (pp. 21 – 31)

3. Approval of Payroll for the Period of February 9, 2026, to February 22, 2026. (pp. 32 – 39)

4. Authorize the Purchase of a Dump Trailer for Parks Maintenance from Big Tex Trailer World (pp. 40 – 45)

5. Approve Expenditure for Hauling and Disposal of Services for Wastewater Treatment Biosolids (pp. 46 – 53)

6. Ratify Emergency Repairs to a Fire Apparatus and Authorize Payment to Burton’s Fire, Inc. (pp. 54 – 59)

7. Authorize the City Administrator to Enter into an Agreement with Avila General Engineering Co., LLC for Demolition of the Structures Located at 310 and 314 West March 10, 2026 Regular Meeting of the Exeter City Council

Firebaugh Avenue, Exeter California, to Facilitate Construction of a New Municipal Water Well Associated with the Tooleville Emergency Intertie Project (pp. 60 – 66) 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. Consider Providing Direction to Clarify Eligibility Criteria for Appointment to the Measure P Oversight Committee (pp. 67 – 74)
Presented by Francesca Quintana, City Clerk/Human Resources Manager

2. Consider Approval of a Community Beautification Project Request for Painting One (1) Fire Hydrant with a Patriotic Theme (pp. 75 – 89)
Presented by Jason Ridenour, City Administrator

3. Consider Approval of Options and Expenditure of Replacement of Streetlight Christmas Decoration Donor Plaques Along Pine Street in Downtown Exeter (pp. 90 – 95) 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 March 6, 2026, 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 March 10, 2026 Regular Meeting of the Exeter City Council

accessibility to this meeting and/or provision of an appropriate alternative format of the agenda and documents in the agenda packet. (28 CFR 35.102-35. 104 ADA Title II).

Materials related to an item on this Agenda submitted to the legislative body after distribution of the agenda packet are available for public inspection at City of Exeter, Administration Office 100 N. C St., Exeter CA 93221 during normal business hours.

March 10, 2026 Regular Meeting of the Exeter City Council

Annual Update
City of Exeter
Th o m a s Ha m o n | Re c yc lin g Pro g ra m s Ma n a g e r Alfre d o Alva re z | Op e ra tio n s Ma n a g e r
TM
March 10, 2026 Regular Meeting of the Exeter City Council

• Site Assessments
• Recycling Audits
• Community Events
• Recycler of the Year
• CalRecycle Update
• Clean Up Event
• Tonnage Report
Overview
March 10, 2026 Regular Meeting of the Exeter City Council

• Commercial - 133
• Multi - Family - 82
• Residential - 162
SB1383 - SITE ASSESSMENTS
March 10, 2026 Regular Meeting of the Exeter City Council

• Residential - 72
• Commercial - 8
• Total - 80

RECYCLING AUDITS
March 10, 2026 Regular Meeting of the Exeter City Council

• Fall Festival
• Christmas Parade

COMMUNITY EVENTS
March 10, 2026 Regular Meeting of the Exeter City Council

Straw Hat Pizza

RECYCLE OF THE YEAR
March 10, 2026 Regular Meeting of the Exeter City Council

March 10, 2026 Regular Meeting of the Exeter City Council

• Jurisdiction and Agency Compliance
and Enforcement (JACE) Audits
• SB 270
• EAR (Electronic Annual Report)

CALRECYCLE UPDATE
March 10, 2026 Regular Meeting of the Exeter City Council

• Total Loads: 15
• Total Customers: 297
• Total Mattresses: 3.32 Tons
• Total Tires: 1125 Lbs.
• Total E - Waste: 911.25 Lbs.
• Total Refuse Tons: 43.15 Tons
• Total Metal Tons: 15.90 Tons
• Total Diversion: 32%

CLEAN UP EVENT
March 10, 2026 Regular Meeting of the Exeter City Council

Tonnage Report
REFUSE 1799.27 Tons
RECYCLE 187.25 Tons
ORGANICS 220.24 Tons
Total Diversion 18%
REFUSE 3463.81 Tons
RECYCLE 780.01 Tons
ORGANICS 1767.65 Tons
Total Diversion 42%
Commercial
Residential
March 10, 2026 Regular Meeting of the Exeter City Council

THANK YOU
TM
March 10, 2026 Regular Meeting of the Exeter City Council

EXETER CITY COUNCIL

REGULAR MEETING AGENDA

ACTION MINUTES
February 24, 2026, 6:30 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, February 24, 2026, at 6:30 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. 6:30 p.m.

A. CALL TO ORDER CLOSED SESSION
Mayor called the closed session to order at 6:30 PM.

B. PUBLIC COMMENTS REGARDING CLOSED SESSION MATTERS
No public comments were presented.

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

1. GC 54956.9(d)(2) – Conference with Legal Counsel
Re: Anticipated Litigation/Significant Exposure to Litigation – One (1) Case:
2/13/26 Letter from Attorney M. Tsai

2. 54956.9(d)(1) Conference with Legal Counsel
Re: Existing Litigation – Two (2) Cases:

Hall v. City of Exeter, et al. , U.S. District Court No. 1:25-cv-01877-KES-EPG Martinez v. Lujan et al., U.S. District Court No. 1:25-cv-01494-SAB 7:00 p.m.

D. CALL TO ORDER REGULAR SESSION
March 10, 2026 Regular Meeting of the Exeter City Council

Mayor called the regular session to order at 7:00 p.m. City Attorney reported that there was no reportable action taken out of closed session.

E. INVOCATION
Led by Pastor Garcia.

F. PLEDGE OF ALLEGIANCE
Led by Mayor Johnson.

G. PUBLIC COMMENTS
Public comment from Tricia Kirksey and Kristi Costa to share info about the upcoming city wide yard sale happening in April.

H. 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 February 10, 2026, Regular Meeting Minutes (pp. 5 – 8)

2. Approval of the Payment of Bills for February 6, 2026, and February 9, 2026 (pp. 9 – 19)

3. Approval of Payroll for the Period of January 26, 2026, to February 8, 2026 (pp. 20 – 27)

4. Approval of a Facility Use Request, Street Closure Request and a Special Event Fee Waiver in the Amount of $274.00 for the Exeter Mural Committee’s Annual Garden Party Fundraiser on May 3, 2026 (pp. 28 – 35)

5. Approval of the Request for Qualifications (RFQ) for On-Call Professional Engineering Services for Federal and State Funded Projects and Authorize Staff to Release the RFQ Pending Final Review and Approval from the State of California (pp. 36 – 108)

6. Authorizing the Purchase of a Crack Seal Maintenance Trailer from KM International for Street Preventative Maintenance (pp. 109 – 112)

7. Adoption of Resolution No. 2026-06, A Resolution of the City Council of the City of Exeter, Authorizing the City Administrator to Apply for and Administer the ZeroEmission Landscaping Equipment (Zele) Voucher Program through the San Joaquin Valley Air Pollution Control District (SJVAPCD) (pp. 113 – 119) Approval of Consent Calendar
1st 2nd Result JONHSON WILSON ALVES RIDDLE LENTZ
ALVES RIDDLE (5-0) AYE AYE AYE AYE AYE
March 10, 2026 Regular Meeting of the Exeter City Council

I. 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. Conduct a Public Hearing and Consider Adoption of Resolution No. 2026-05, A Resolution of the City Council of the City of Exeter Updating the City of Exeter Fee Schedule to Establish and Align Animal Control–Related Fees Consistent with Ordinance No. 717 and the City’s Animal Control Services Agreement with the City of Visalia (pp. 120 – 177)
Presented by Jason Ridenour, City Administrator
City Administrator provided a report for the City Council and members of the public.

Mayor opened the public comment at 7:09 p.m. Receiving no public comment, the Mayor closed the public comment at 7:09 p.m.

Adoption of Resolution No. 2026-05, A Resolution of the City Council of the City of Exeter Updating the City of Exeter Fee Schedule to Establish and Align Animal Control–Related Fees Consistent with Ordinance No. 717 and the City’s Animal Control Services Agreement with the City of Visalia 1st 2nd Result JONHSON WILSON ALVES RIDDLE LENTZ
JOHNSON WILSON (5-0) AYE AYE AYE AYE AYE

2. Consider Partnership with the Exeter Chamber of Commerce in the 2026 Summer Concert Series and Sponsorship Contribution in the Amount of $1,500, as Requested by the Chamber of Commerce (pp. 178 – 181)
Presented by Jason Ridenour, City Administrator
Mayor Pro Tem Wilson and Council Member Alves recused themselves and stepped down from the dias and from discussion and voting on this item due to a conflict of interest.

City Administrator provided a report for the City Council and members of the public.

Mayor opened the item up for public comment.

Public comment from Erica Pine, President with the Chamber of Commerce. She spoke on the history of the event and made herself available for comments.

Approval of Partnership with the Exeter Chamber of Commerce in the 2026 Summer Concert Series and Sponsorship Contribution in the Amount of $1,500, as Requested by the Chamber of Commerce 1st 2nd Result JONHSON WILSON ALVES RIDDLE LENTZ
March 10, 2026 Regular Meeting of the Exeter City Council

JOHNSON RIDDLE (3-0) AYE ABSTAIN ABSTAIN AYE AYE
Mayor Pro Tem Wilson and Council Member Alves returned to the dias after this item.

3. Consider Adoption of Resolution No. 2026-07, A Resolution of the City Council of the City of Exeter, Authorizing the City Administrator to Apply for Transportation and Parks Grant Funding Opportunities (pp. 182 – 186)
Presented by Javier Andrade, Contract City Engineer
City Engineer provided a report for the City Council and members of the public.

Mayor opened the item up for public comment. No public comments were presented.

Adoption of Resolution No. 2026-07, A Resolution of the City Council of the City of Exeter, Authorizing the City Administrator to Apply for Transportation and Parks Grant Funding Opportunities
1st 2nd Result JONHSON WILSON ALVES RIDDLE LENTZ
ALVES WILSON (5-0) AYE AYE AYE AYE AYE

4. Consider Continued Membership in League of California Cities (pp. 187 – 207) Presented by Jason Ridenour, City Administrator
City Administrator provided a report for the City Council and members of the public.

Mayor opened the item up for public comment.

Public comment from Raj Rakkar who provided information about the League of CalCities and the South San Joaquin division specifically.

Council direction was to withdraw and discontinue membership in the League of California Cities.

Approval to Withdraw from Membership in League of California Cities 1st 2nd Result JONHSON WILSON ALVES RIDDLE LENTZ
JOHNSON WILSON (5-0) AYE AYE AYE AYE AYE
J. CITY COUNCIL ITEMS OF INTEREST
Council Member Alves had no report.

Mayor Pro Tem Wilson announced that the Tooleville meeting will be held this Thursday.

March 10, 2026 Regular Meeting of the Exeter City Council

Council Member Riddle reported on attending the TCAG meeting and provided an update to the Council. She shared information regarding the CalVans Pool report and noted that additional updates will be provided as more information becomes available. She also provided an update on microtransit efforts and ongoing E250 activities. Council Member Riddle thanked the Police Chief for providing support for the large event held at the Memorial Building this past Sunday and also expressed appreciation to the Memorial Building staff for their support of the community.

Council Member Lentz had no report.

Mayor Johnson encouraged residents to participate in the upcoming citywide yard sale and asked that the City work with Kirksey to ensure the permitting process functions smoothly.

K. CITY ADMINISTRATOR/DEPARTMENT COMMENTS
City Administrator, Public Works Director, Chief of Police, Finance Director, City Attorney and City Clerk/Human Resources Manager provided comments/reports.

L. REGULAR MEETING ADJOURNMENT
Mayor adjourned the meeting at 8:28 p.m.
_______________________________________________
Francesca Quintana, City Clerk
March 10, 2026 Regular Meeting of the Exeter City Council

Agenda Item Staff Report
Meeting Date:

March 10, 2026
Wording for Agenda:

Approval of the Payment of Bills for February 20, 2026, and February 23, 2026.

Submitting Department:

Finance
Contact Name:

Eekhong Franco, Finance Director
Staff recommends that the City Council approve the payment of bills in the following amount. • $283,928.41 dated February 20, 2026
• $12,132.15 dated February 23, 2026
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: $296,060.56 dated February 20, 2026, and February 23, 2026 • Funding sources: Various city departmental budgets
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:

March 10, 2026 Regular Meeting of the Exeter City Council

• Budget implications: All payments are within the approved Fiscal Year 2025–2026 budget. No additional appropriations are necessary.

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 February 20, 2026 • Payments for Publication Report dated February 23, 2026 I move to approve the payment of bills in the amount of $296,060.56 dated February 20, 2026, and February 23, 2026.

Prior City Council Actions:

Attachments:

Recommended motion to be made by the City Council:

March 10, 2026 Regular Meeting of the Exeter City Council

AVENU FINANCIAL SYSTEM CITY OF EXETER
02/19/2026 16:27:54 Payments for Publication GL050S-V08.23 COVERPAGE GL335R
Report Selection:

Run Group... 022026 Comment... CHECK RUN 02/20/2026
Approval Date for Report........... 02 20 2026
Payments Through Date.............. 02 20 2026
Cutoff Amount to be Used........... 0000000
RUN GROUP... 022026 COMMENT... CHECK RUN 02/20/2026

DATA-JE-ID DATA COMMENT
-------------- ------------------------
D-02202026-669 CHECK RUN 02/20/2026
Run Instructions:

Jobq Banner Copies Form Printer Hold Space LPI Lines CPI CP SP RT L 01 LASERHP4 Y S 6 066 10
March 10, 2026 Regular Meeting of the Exeter City Council

AVENU FINANCIAL SYSTEM CITY OF EXETER
2/19/2026 16:27:54 Payments for Publication GL335R-V08.23 PAGE Approved on 2/20/2026 for Payments Through 2/20/2026
Vendor Name Description Amount
A.R.E AUTO PARTS INC. DELO GREASE 877.16
ABLE INDUSTRIES, INC 01/26 MAINT VISALIA RD 742.50
ADVENTIST HEALTH TULARE JAN LAB FEES 745.00
ARIAS/ CHRISTINA FEB MILEAGE REIM-COMMERC 58.29
AT&T JAN 2026 LIVESCAN 126.60
BASIC FEB 2026 COBRA FEE 35.01
BLUE SHIELD OF CALIFORNIA 3/1/26-3/31/26 33,698.74
BUZZ KILL PEST CONTROL JAN 1907 W MEYER PEST CO 238.00
CALIFORNIA TURF EQUIPMENT 96" LASER DIESEL YANMAR 78,292.81 CARDOZA/ PAUL GV 3 TREE ROOT REMOVAL 7,993.29
CENTRAL CAL WATERWORKS, INC CPO FEB 2026 WWTP 17,682.46 CENTRAL VALLEY BUSINESS FORMS SIGN-NO PARKING 190.31
CIVICA LAW GROUP, APC JAN 528 D ST CODE ENFORC 972.01
COLLINS & SCHOETTLER OCT 2025 CITY PLANNING 58,908.00
CONSENSUS CLOUD SOLUTIONS EFAX FEB MAINTENANCE FEE 186.07 DATA TICKET, INC DEC CITATION PROCESSING 61.86
DELTA LIQUID ENERGY, ARRO AUTO MOTOR VECHICLE FUEL 13.59 DELTA VECTOR CONTRL 7/1/25-6/30/26 ASSESSMEN 168.29
ELITE CORPORATE MEDICAL SERV FEB MEDICAL CLINIC FEES 1,404.50 EMD NETWORKING SERVICES, INC. PW SONIC WALL 688.52
EMPLOYER DRIVEN SOLUTIONS MAR 2026 COVERAGE 697.00
EXETER IRRIGATION & SUPPLY FLANGE GASKET- WELL 10 63.85 EXETER MERCANTILE CO. PRO FLAT BLK GAL-DWTN 503.50
EXETER MOTORS, INC. E25- ROTOR ASY 1,572.77
FRESNO OXYGEN CHARIOT BEVELING GUIDE 496.08
FRONTIER CALIFORNIA INC. 5139-2/14/26-3/13/26 770.77
GIEFER/ MICHAEL GIEFER ADPP MAR 2026 4,461.77
GOLDSTROM/ NORM JAN MILEAGE REIMBURSEMEN 74.68
HPS WEST, INC 1" BLMJ METER LF BODY 10,039.17
INTERSTATE BATTERIES C65-XHD 171.07
KRC SAFETY CO INC. FLAGSTAND & ROLL UP SIGN 3,027.86
LEAF CAPITAL FUNDING LLC ADMIN-FEB 2026 KYOCERA 477.21
LIEBERT CASSIDY WHITMORE DEC PERSONNEL MATTER 404.50
MCCORMICK KABOT JENNER & LEW OCT 25 LEGAL SERVICES 4,962.00 MCMASTER-CARR SUPPLY COMPANY LOCKOUT PADLOCK 140.82
MINERAL KING PUBLISHING INC 2/11 PH NOTICE AC FEES 627.00 MORRIS LEVIN & SON AQUASET WHITE GAL-PD/ADM 189.95
PACE SUPPLY CORP. TYPE K SOFT COPPER PIPE 11,718.25
PENA'S DISPOSAL INC PD JAN 2026 SHRED 85.32
PRINCIPAL LIFE INSURANCE CO. MAR PREMIUM-30 3,574.80
ROCKY COMMUNICATIONS INC REFUND WATER METER DEPO 652.26 SAN JOAQUIN VALLEY RAILROAD 3/1/26-2/28/27 SAN SEWER 4,259.73 SCA OF CA, LLC JAN 2026 LEAF SERVICE 9,650.00
SELF-HELP ENTERPRISES JUL-DEC24 RE&HB- HOME PI 12,907.87 SIMMONS TIRE SERVICE LP 1570071 ADVANTA TIRE 500.96
SOUTHERN CALIFORNIA EDISON 4714-1/12/26-2/10/26 190.88
STAPLES, INC. HP 89A BLACK TONER 533.87
TRANSUNION RISK & ALTERNATIVE JAN 2026 PERSON SEARCH 100.00 March 10, 2026 Regular Meeting of the Exeter City Council

AVENU FINANCIAL SYSTEM CITY OF EXETER
2/19/2026 16:27:54 Payments for Publication GL335R-V08.23 PAGE Approved on 2/20/2026 for Payments Through 2/20/2026
Vendor Name Description Amount
UNIFIRST CORPORATION 1/20/26 UNIFORM CLEANING 732.33
UNITED RENTALS 3 BLADE DI ASPLT OR GRE 473.02
VERIZON WIRELESS PD-12/29/25-1/28/26 1,264.38
VOLLMER EXCAVATION, L.P. 14.81 TONS COLD MIX 3,821.73
WEST COAST TOW TOWING FEE-LIC#9TIX882 1,700.00
** Final Totals... 283,928.41
March 10, 2026 Regular Meeting of the Exeter City Council

AVENU FINANCIAL SYSTEM CITY OF EXETER
2/19/2026 16:27:54 Payments for Publication GL335R-V08.23 PAGE TOTAL NUMBER OF RECORDS PRINTED 243
March 10, 2026 Regular Meeting of the Exeter City Council

AVENU FINANCIAL SYSTEM CITY OF EXETER
02/19/2026 16:27:54 Payments for Publication GL060S-V08.23 RECAPPAGE GL335R
FUND RECAP:

FUND DESCRIPTION DISBURSEMENTS
---- ----------------------------
104 GENERAL FUND 98,920.79
105 WATER FUND 29,641.07
106 SANITATION FUND 182.63
107 SEWER FUND 15,005.10
109 GAS TAX FUND 184.67
117 FTHB PROGRAM INCOME FUND 10,995.74
118 HOME FUND 1,912.13
121 INSURANCE FUND 39,410.05
131 MEASURE R 742.50
140 LANDSCAPE AND LIGHTING DISTR 7,993.29
141 MEASURE P 78,940.44
TOTAL ALL FUNDS 283,928.41
BANK RECAP:

BANK NAME DISBURSEMENTS
---- ----------------------------
BANK BANK OF THE SIERRA 283,928.41
TOTAL ALL BANKS 283,928.41
March 10, 2026 Regular Meeting of the Exeter City Council

AVENU FINANCIAL SYSTEM CITY OF EXETER
02/23/2026 11:48:36 Payments for Publication GL050S-V08.23 COVERPAGE GL335R
Report Selection:

Run Group... 022326 Comment... CHECK RUN 02/23/2026
Approval Date for Report........... 02 23 2026
Payments Through Date.............. 02 23 2026
Cutoff Amount to be Used........... 0000000
RUN GROUP... 022326 COMMENT... CHECK RUN 02/23/2026

DATA-JE-ID DATA COMMENT
-------------- ------------------------
D-02232026-697 CHECK RUN 02/23/2026
Run Instructions:

Jobq Banner Copies Form Printer Hold Space LPI Lines CPI CP SP RT L 01 LASERHP4 Y S 6 066 10
March 10, 2026 Regular Meeting of the Exeter City Council

AVENU FINANCIAL SYSTEM CITY OF EXETER
2/23/2026 11:48:36 Payments for Publication GL335R-V08.23 PAGE Approved on 2/23/2026 for Payments Through 2/23/2026
Vendor Name Description Amount
FIRST CHOICE AUTO BODY & PAINT E21-PAINT/BODY LABOR 12,132.15 ** Final Totals... 12,132.15
March 10, 2026 Regular Meeting of the Exeter City Council

AVENU FINANCIAL SYSTEM CITY OF EXETER
2/23/2026 11:48:36 Payments for Publication GL335R-V08.23 PAGE TOTAL NUMBER OF RECORDS PRINTED 2
March 10, 2026 Regular Meeting of the Exeter City Council

AVENU FINANCIAL SYSTEM CITY OF EXETER
02/23/2026 11:48:36 Payments for Publication GL060S-V08.23 RECAPPAGE GL335R
FUND RECAP:

FUND DESCRIPTION DISBURSEMENTS
---- ----------------------------
104 GENERAL FUND 12,132.15
TOTAL ALL FUNDS 12,132.15
BANK RECAP:

BANK NAME DISBURSEMENTS
---- ----------------------------
BANK BANK OF THE SIERRA 12,132.15
TOTAL ALL BANKS 12,132.15
March 10, 2026 Regular Meeting of the Exeter City Council

Agenda Item Staff Report
Meeting Date:

March 10, 2026
Wording for Agenda:

Approval of Payroll for the Period of February 9, 2026, to February 22, 2026.

Submitting Department:

Finance
Contact Name:

Eekhong Franco, Finance Director
Staff recommend that the City Council approve payroll for the period of February 9, 2026, to February 22, 2026, in the following amounts.
• $90,725.16 for February 9, 2026, to February 22, 2026, period with a check date of February 27, 2026.

This item requests City Council approval of payroll expenditures incurred during the pay period of February 9, 2026, to February 22, 2026. Timely approval ensures the city remains compliant with labor obligations and continues uninterrupted compensation to employees.

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. • Total payroll amount: $90,725.16 (for February 9, 2026 to February 22, 2026, payroll period period)
• Funding source: Approved departmental salary budgets
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.

Department Recommendation:

Summary:

Background:

Fiscal Impact:

March 10, 2026 Regular Meeting of the Exeter City Council

• Budget implications: Payroll is within the adopted Fiscal Year 2025-2026 budget; no additional funds are required.

Payroll approval is a standing item brought to the City Council regularly to ensure accountability and continuity of operations.
• Payroll Register for the period February 9, 2026, to February 22, 2026.

I move to approve payroll for the period of $90,725.16 for February 9, 2026 to February 22, 2026.

Prior City Council Actions:

Attachments:

Recommended motion to be made by the City Council:

March 10, 2026 Regular Meeting of the Exeter City Council

PAYROLL........S BI-WEEKLY RUN-02/26/2026 13.34.41 PAGE 1 CHECK FORM..CHEK CHECK REGISTER PR311R-V14.25 Paymate
PERIOD 2 DATING 2/09/2026- 2/22/2026 CHECK DATE 2/27/2026

DIRECT DEPOSIT IS TURNED ON

CHECK CHECK EMPLOYEE/BANK/VENDOR CHECK

NUMBER AMOUNT NAME CODE SEQ
1805 63.69 CA STATE DISBURSEMENT UN 2 1 VENDOR CHECK
1806 124.86 LANDEROS/SAVANNAH KAYLE 782 1
1807 218.50 MCALLISTER/JAYDIN JAMES 783 1
1808 349.08 PATTISON/LESLIE ALDENE 781 1
1809 187.29 SHIPMAN/LEVI J 778 1
1810 721.34 CREECH/JACE W 777 1
TOTALS FOR CHECK FORM: CHEK

NEGOTIABLE CHECKS COUNTS
1,601.07 *EMPLOYEE CHECKS 5

63.69 *VENDOR CHECKS 1

0.00 *BANK CHECKS 0
1,664.76 **TOTAL NEGOTIABLE CHECKS 6

OTHER CHECKS

0.00 *MANUAL CHECKS 0

0.00 *CANCELLED CHECKS 0
1,664.76 **TOTAL FOR CHECK FORM

NON-NEGOTIABLE CHECKS

0.00 *DIRECT DEPOSIT STUBS 0

0.00 *VENDOR DIR DEP STUBS 0
March 10, 2026 Regular Meeting of the Exeter City Council

PAYROLL........S BI-WEEKLY RUN-02/26/2026 13.34.41 PAGE 2 CHECK FORM..STUB CHECK REGISTER PR311R-V14.25 Paymate
PERIOD 2 DATING 2/09/2026- 2/22/2026 CHECK DATE 2/27/2026

DIRECT DEPOSIT IS TURNED ON

CHECK CHECK EMPLOYEE/BANK/VENDOR CHECK

NUMBER AMOUNT NAME CODE SEQ
54618 156.00 CLOCEA 4 1 VENDOR STUB ONLY
54619 308.00 EXETER POLICE OFFICER AS 3 1 VENDOR STUB ONLY 54620 192.94 EXETER POLICE OFFICER AS 3A 1 VENDOR STUB ONLY 54621 2,250.82 ARIAS/CHRISTINA 730 1 STUB ONLY
54622 2,706.61 QUINTANA FRANCESCA N 742 1 STUB ONLY
54623 4,709.32 RIDENOUR/JASON CHARLES 763 1 STUB ONLY
54624 1,481.25 CARTER/AMY JO 502 1 STUB ONLY
54625 3,661.31 FRANCO/EEKHONG 304 1 STUB ONLY
54626 908.81 HERNANDEZ/XOCHITL 306 1 STUB ONLY
54627 2,013.11 HERNANDEZ/XOCHITL 306 2 STUB ONLY
54628 661.79 MILLER/CATHEY RENE 734 1 STUB ONLY
54629 1,488.11 RAMOS LEON/YOSENIA 776 1 STUB ONLY
54630 1,722.96 TOBIAS/ANTHONY JORDAN 746 1 STUB ONLY
54631 491.62 VEGA/ASHLEY MAKAYLA 753 1 STUB ONLY
54632 1,861.60 BROWN/ANDREW EUGENE 762 1 STUB ONLY
54633 2,677.44 BRYANT/EZRA JOSEPH 752 1 STUB ONLY
54634 1,710.73 CARRETERO/VANESSA 402 1 STUB ONLY
54635 2,319.07 GREEN GROVE/BRAYDEN TAY 767 1 STUB ONLY
54636 3,366.25 HEINKS/RYAN DAVID 765 1 STUB ONLY
54637 1,820.30 HERNANDEZ/ANDY 780 1 STUB ONLY
54638 1,322.11 HILL/HANNAH GRACE 747 1 STUB ONLY
54639 1,816.60 LINARES/FRANCISCO JR 772 1 STUB ONLY
54640 2,438.99 MAGANA MARTINEZ JOEL 773 1 STUB ONLY
54641 3,449.46 MOORE/ROBERT HARRY 764 1 STUB ONLY
54642 1,884.31 MORALES/SKYLEENA ROSE 779 1 STUB ONLY
54643 2,499.46 PRIDEAUX/TRACI 448 1 STUB ONLY
54644 4,363.36 SCHIMPF/ROBERT BRIAN 766 1 STUB ONLY
54645 2,147.84 SHIELDS/ZION 708 1 STUB ONLY
54646 2,605.28 VILLARREAL/ISIDRO 707 1 STUB ONLY
54647 1,674.98 VILLARREAL/ISIDRO 707 2 STUB ONLY
54648 1,578.65 ALDRIDGE/GARY 618 1 STUB ONLY
54649 3,447.47 BOUDREAUX/ZACHARY MICHA 756 1 STUB ONLY
54650 229.70 GOLDSTROM/NORMAN 629 1 STUB ONLY
54651 1,845.52 HUGGINS/KYLE AARON 621 1 STUB ONLY
54652 2,512.36 MILLAN/MARCUS 622 1 STUB ONLY
54653 2,348.29 RIVERA/RYAN 733 1 STUB ONLY
54654 824.25 WENDT/EDDIE 626 1 STUB ONLY
54655 312.14 ALANIZ/WYATT BLAIN 757 1 STUB ONLY
54656 109.25 ARIAS/KAYLA OLIVIA 774 1 STUB ONLY
54657 195.09 BARSS/TYLER ANN 758 1 STUB ONLY
54658 1,607.49 GARVER/ELIJAH 712 1 STUB ONLY
54659 46.82 RUBIO/IVAN 750 1 STUB ONLY
54660 1,808.88 ARROYO/MARIE 623 1 STUB ONLY
54661 1,533.56 QUIROZ/PATRICK P 512 1 STUB ONLY
54662 1,912.14 RAMIREZ/GABRIEL GRACILI 761 1 STUB ONLY
54663 1,484.33 RAMIREZ/JUAN 608 1 STUB ONLY
54664 721.34 RANGEL/JOSE A 775 1 STUB ONLY
54665 3,969.10 HIFNER/CHRISTOPHER 736 1 STUB ONLY
March 10, 2026 Regular Meeting of the Exeter City Council

PAYROLL........S BI-WEEKLY RUN-02/26/2026 13.34.41 PAGE 3 CHECK FORM..STUB CHECK REGISTER PR311R-V14.25 Paymate
PERIOD 2 DATING 2/09/2026- 2/22/2026 CHECK DATE 2/27/2026

DIRECT DEPOSIT IS TURNED ON

CHECK CHECK EMPLOYEE/BANK/VENDOR CHECK

NUMBER AMOUNT NAME CODE SEQ
54666 1,863.59 HIFNER/CHRISTOPHER 736 2 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
88,403.46 *DIRECT DEPOSIT STUBS 46
656.94 *VENDOR DIR DEP STUBS 3
March 10, 2026 Regular Meeting of the Exeter City Council

PAYROLL........S BI-WEEKLY RUN-02/26/2026 13.34.41 PAGE 4 RECAP BY FUND CHECKS/STUBS/MANUAL/CANC'D PR311R-V14.25 Paymate PERIOD 2 DATING 2/09/2026- 2/22/2026 CHECK DATE 2/27/2026

EMPLOYER FUND HOME WORKED WORKED

CODE CODE TOTALS TOTALS DIR DEP
1 104 75,990.25 53,728.21 52,848.48
1 105 8,181.59 15,312.23 14,951.55
1 106 .00 1,120.37 1,120.37
1 107 .00 11,828.45 11,467.79
1 121 .00 2,182.58 2,182.58
1 141 5,832.69 5,832.69 5,832.69
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.)
March 10, 2026 Regular Meeting of the Exeter City Council

PAYROLL........S BI-WEEKLY RUN-02/26/2026 13.34.41 PAGE 5 RECAP BY DEPT CHECKS/STUBS/MANUAL/CANC'D PR311R-V14.25 Paymate PERIOD 2 DATING 2/09/2026- 2/22/2026 CHECK DATE 2/27/2026

EMR FUND DEPT HOME FULL PART TEMP FEMALE

CODE CODE CODE TOTALS EMPLOYEE COUNTS
1 104 402 ADMINISTRATION 9,666.75 3 2
1 104 403 FINANCE 12,428.96 5 1 1 6
1 104 421 POLICE 37,957.78 15 4
1 104 431 STREET 12,786.24 5 2
1 104 471 RECREATION 3,150.52 1 8 4
1 105 461 WATER 8,181.59 4 2 1
1 141 421 POLICE 5,832.69 1
TOTAL 90,004.53 34 13 1 17
March 10, 2026 Regular Meeting of the Exeter City Council

PAYROLL........S BI-WEEKLY RUN-02/26/2026 13.34.41 PAGE 6 RECAP BY DEPT CHECKS/STUBS/MANUAL/CANC'D PR311R-V14.25 Paymate PERIOD 2 DATING 2/09/2026- 2/22/2026 CHECK DATE 2/27/2026

EMPLOYER FUND HOME WORKED WORKED

CODE CODE TOTALS TOTALS DIR DEP

GRAND TOTALS

NEGOTIABLE CHECKS COUNTS
1,601.07 *EMPLOYEE CHECKS 5

63.69 *VENDOR CHECKS 1

0.00 *BANK CHECKS 0
1,664.76 **TOTAL NEGOTIABLE CHECKS 6

OTHER CHECKS

0.00 *MANUAL CHECKS 0

0.00 *CANCELLED CHECKS 0
1,664.76 ***GRAND TOTAL

NON-NEGOTIABLE CHECKS
88,403.46 *DIRECT DEPOSIT STUBS 46
656.94 *VENDOR DIR DEP STUBS 3
89,060.40 **TOTAL NON-NEGOTIABLE CHECKS 49

NEGOTIABLE CHECKS/NON-NEGOTIABLE CHECKS
1,601.07 *EMPLOYEE CHECKS 5

63.69 *VENDOR CHECKS 1

0.00 *BANK CHECKS 0
88,403.46 *DIRECT DEPOSIT STUBS 46
656.94 *VENDOR DIR DEP STUBS 3
90,725.16 ***TOTAL NEGOTIABLE & NON-NEGOT 55

0.00 *OTHER CHECKS 0
90,725.16 ***TOTAL NEG, NON-NEG, OTHER CHECKS
TOTAL SEQ 1 FEMALES 17
March 10, 2026 Regular Meeting of the Exeter City Council

Agenda Item Staff Report
Meeting Date:

March 10, 2026
Wording for Agenda:

Authorize the Purchase of a Dump Trailer for Parks
Maintenance from Big Tex Trailer World.

Submitting Department:

Public Works
Contact Name:

Zachary Boudreaux, Public Works Director
Staff recommends the City Council authorize the purchase of a dump trailer from Big Tex Trailer World in the amount of $11,142.16.

The Public Works Department is requesting approval to purchase a dump trailer to assist with in-house landscape maintenance, improve operational efficiency, and support routine maintenance operations. Three quotes have been obtained, with the lowest quote being from Big Tex Trailer World. Approval of this purchase will provide necessary equipment to improve productivity, reduce manual handling, and support the safe and timely completion of maintenance tasks.

Efficient parks maintenance operations depend on the availability of appropriate hauling equipment capable of transporting materials, debris, and supplies generated during routine and seasonal work. The department’s current equipment inventory does not include a dedicated dump trailer suitable for these operational demands, resulting in reduced efficiency and increased labor requirements.

To address this need, staff solicited quotes from qualified vendors for equipment meeting established specifications. Three responsive quotations were received and evaluated for compliance, cost-effectiveness, and suitability for intended use. The procurement was 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.

Department Recommendation:

Summary:

Background:

March 10, 2026 Regular Meeting of the Exeter City Council

conducted in compliance with the City’s purchasing policy requirements. Following review of the quotes, staff determined that Big Tex Trailer World submitted the lowest responsive and responsible quote.

Following Council’s direction to transition landscape maintenance to in-house operations, Public Works staff began searching for an appropriate trailer to support operations. Originally, a cargo trailer was planned, and $6,000.00 of the one-time appropriation for equipment purchase was intended for this trailer. During Staff’s search, it was determined that the best fit would be a dump trailer, as the trailer could not only serve as a landscape maintenance trailer, but also serve the Public Works Department in other fields as well. Staff proposes that we use a split between water and sewer enterprise funds to cover the cost difference of $5,142.16 to acquire a trailer that will be best suited for multiple purposes.

The total cost of the trailer purchase is $11,142.16. Council previously approved $6,000 to be funded by Measure P, the remaining $5,142.16 will be split between the Water and Sewer funds, as authorized under the FY 2025/26 CIP budget for Public Works Equipment Replacement.

On January 27, 2026, City Council authorized the transition of Park and Landscape and Lighting Maintenance Assessment District (LLMAD) maintenance services to in-house operations. • Quote from Big Tex Trailer World
• Quote from TrailersPlus Fresno
• Quote from Bonander Auto, Truck & Trailer Group
I move to authorize staff to purchase a dump trailer for Parks from Big Tex Trailer World for $11,142.16.

Fiscal Impact:

Prior City Council Actions:

Attachments:

Recommended motion to be made by the City Council:

March 10, 2026 Regular Meeting of the Exeter City Council

March 10, 2026 Regular Meeting of the Exeter City Council

March 10, 2026 Regular Meeting of the Exeter City Council

March 10, 2026 Regular Meeting of the Exeter City Council

March 10, 2026 Regular Meeting of the Exeter City Council

Agenda Item Staff Report
Meeting Date:

March 10, 2026
Wording for Agenda:

Approve Expenditure for Hauling and Disposal of Services for Wastewater Treatment Biosolids.

Submitting Department:

Public Works
Contact Name:

Zachary Boudreaux, Director of Public Works
Staff recommends the City Council approve expenditure for hauling approximately 700 tons of sewage biosolids from the City Operated Wastewater Treatment Plant to the Avenal Landfill located at 1200 Skyline Blvd in Avenal, California.

The City’s wastewater collection and treatment operations generate biosolids as a byproduct of the treatment process. Biosolids are the nutrient-rich organic materials resulting from the treatment of domestic sewage in a wastewater treatment facility. These biosolids must be staged for drying, lab tested, hauled off and disposed of at a landfill.

Staff solicited quotes from multiple haulers. Vollmer Excavation of Strathmore provided an estimate of $52,164.00. WTB Hauling of Fresno was unable to guarantee a flat-rate fee. Avila General Construction of Woodlake submitted a flat-rate proposal in the amount of $39,050.00, which represents the lowest and most cost-effective option.

In addition to hauling costs, the project requires rental of a loader from Sunbelt Rentals in the amount of $3,549.22. Landfill disposal fees are $70.00 per ton and are based on the actual weight at the time of disposal. For approximately 700 tons, estimated landfill fees total $49,000. The tonnage of the material is estimated based on sludge hauling in prior years, therefor staff is requesting a five percent contingency to account for if there is more material than estimated at $4,579.96.

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:

March 10, 2026 Regular Meeting of the Exeter City Council

Background:

Annual sludge removal is considered best practice for maintaining operational efficiency at the Wastewater Treatment Plant; however, timing is dependent on available funding, weather conditions, and landfill acceptance.

Historically, the City has disposed of biosolids at the Tulare County Landfill. However, due to upcoming construction activities at that facility, the County has denied our request for disposal this year. Because hauling costs are significantly impacted by distance, staff contacted several alternative facilities, including the Kings County Landfill, McFarland/Delano Landfill, and American Landfill in Kerman. Each facility indicated they are not permitted to accept material from agencies outside their respective county jurisdictions.

As a result, the Avenal Landfill is the only viable option currently available for disposal.

Description Amount
Avila General Construction (Hauling) $39,050.00
Sunbelt Rental (Loader Rental) $3,549.22
Landfill Fees (Approx. 700 tons @ $70/ton) $49,000.00
Contingency $4,579.96
Total Estimated Cost $96,179.18
Staff requests an appropriation to the FY2025/26 Sewer Enterprise Fund, utilizing prior-year sewer fund carryover balances to cover unexpected increases in sludge hauling costs. These funds are to be allocated to the Sewer Fund Main Plant Special Department Expense line item 107.441.012.001.

Prior approval of annual sludge hauling related expenses. • Estimate from Sunbelt Rentals
• Estimate from Vollmer Excavation
• Estimate from Avila Engineering
I move to approve an expenditure in the estimated amount of $96,179.18 and appropriate the necessary funds for hauling approximately 700 tons of sewage biosolids from the City’s Fiscal Impact:

Prior City Council Actions:

Attachments:

Recommended motion to be made by the City Council:

March 10, 2026 Regular Meeting of the Exeter City Council

Wastewater Treatment Plant to the Avenal Landfill located at 1200 Skyline Boulevard in Avenal, California.

March 10, 2026 Regular Meeting of the Exeter City Council

March 10, 2026 Regular Meeting of the Exeter City Council

March 10, 2026 Regular Meeting of the Exeter City Council

SUNBELT RENTALS TERMS AND CONDITIONS 1) DEFINITIONS. Authorized Individuals must be properly trained to use the Equipment, at least 18 years old or the legal age of majority in the state, whichever is greater and are not under Customer and includes any of your representatives, agents, officers, employees or anyone signing this Contract on your behalf. Environmental Services Charge 7. Equipment identified on the other pages provided, together with all replacements, repairs, additions, attachments and Incident person or property, claimed by any person or entity that appears to have occurred in connection with the E Lost means the Equipment is either stolen, its location is unknown, or Customer is unable to recover it for a period of 30 days. FMV fair market value on or about the date of the Incident relating to the Equipment, plus any administrative fees and expenses One Shift day, 40 hours per week and 160 hours every 4-week period, provided that double shift will be 150% and triple shift will be 200% of the rental charge on Equipment with hour meters. Ordinary Wear and Tear Shift use. Party Sunbelt or Customer and together both are Pick-Up Number obtains from Sunbelt Rental Period and continues until the Equipment is returned to the Store or picked up by Sunbelt during normal business hours, provided Customer has otherwise RPP Site Address Equipment will be located during the Rental Period id Store Sunbelt affiliated companies, their respective officers, directors, employees and agents. Telematics Data is data collected within the Equipment or via software relating to the Equipment, its performance, location, or operators. charge intended to defray a wide range of transportation expenses (both direct and indirect), which are not always fully recovered by other transportation charges. 2) TERMS. (whichever occurs first) shall be deemed acceptance of the terms herein for this and all past and future contracts between Sunbelt and Customer upon Equipment under those contracts. Customer rents the Equipment from Sunbelt pursuant to this Contract, which is a true lease. The Equipment (a) is and shall remain the personal property of Sunbelt and (b) shall not be affixed to any other property. Customer shall not pledge or encumber the Equipment in any manner.
3) PERMITTED USE. Customer agrees and warrants that (a) Sunbelt has no control over the manner in which the Equipment is operated during the Rental Period by Customer or any third party that Customer implicitly or explicitly permits, (b) prior to each use and its return to Sunbelt, Customer shall inspect the Equipment to confirm that the Equipment is in good condition, without defects, readable decals are on the Equipment, and the Equipment c) Customer has access to and reviews the operating and safety instructions ble safety equipment; (d) any apparent agent at
the Site Address is authorized to accept delivery of the Equipment (and if Customer requests, Customer authorizes Sunbelt to leave the Equipment at the Site Address without requirement of written receipt); (e) Customer shall immediately stop use and notify Sunbelt if the Equipment is damaged, unsafe, disabled, malfunctioning, warning lights come on, levied upon, threatened with seizure, Lost, or if any Incident occurs; (f) Customer has received from Sunbelt all information needed or requested regarding the operation of the Equipment; (g) Sunbelt is not responsible for providing operator or other training unless Customer specifically requests in writing and Sunbelt agrees to provide such training (Customer being responsible (h
accommodation(s) to any (disabled) Authorized Individual(s); (i) only Authorized Individuals shall use and operate the Equipment, however Customer is responsible for the Equipment and its use during the Rental Period regardless of the user; (j) the Equipment shall be used and maintained in a careful manner, within the Equipm in compliance with all applicable laws, regulations, as well as all operating and safety instructions provided on, in or with the Equipment and all applicable federal, state and local laws, permits and licenses, including but not limited to, OSHA and ADA, as revised; (k) the Equipment shall be kept in a secure location; and (l) Customer shall provide Sunbelt with accurate and complete information, which Sunbelt relies upon to provide the appropriate Equipment to Customer. 4) PROHIBITED USE. Customer shall not (a) alter or cover up any decals or insignia on the Equipment, remove any operating or safety equipment or instructions or alter or tamper with the Equipment; (b) assign its rights under this Contract; (c) move the Equipment from the Site ; or (e) publicize use of the
Equipment in any manner (including, without limitation, print, audiovisual or electronic); or (f) allow the use of the Equipment by anyone other than Authorized Individuals (Customer acknowledging that the Equipment may be dangerous if used improperly or by untrained parties). 5) MAINTENANCE. Customer shall perform routine maintenance on the Equipment, including routine inspections and maintenance of fuel and oil levels, grease, cooling and fluid systems, batteries, tires/tracks specifications, as applicable. All other maintenance or repairs may only be performed by Sunbelt or its agents, but Sunbelt has no responsibility during the Rental Period to inspect or perform any maintenance or repairs unless Customer requests a service call. If Sunbelt determines that repairs to the Equipment are needed, other than Ordinary Wear and Tear, Customer shall pay the full repair charges, additional fees, if any, and rental of the Equipment until the repairs are completed. FMV, Customer will be responsible for the FMV of the Equipment, including sales tax, as applicable. Sunbelt has the right to inspect the Equipment wherever located. Customer has the authority to and hereby grants Sunbelt and its agents the right to enter the physical location of the Equipment for the purposes set forth herein. Sunbelt shall be responsible for repairs needed because of Ordinary Wear and Tear. Customer agrees that repair or replacement of the Equipment is if Customer breaches this Contract, Sunbelt shall have no obligation to stop the Rental Period, commence repairs or rent other equipment to Customer until Customer or its agent agrees to pay for such charges.
6) CUSTOMER LIABILITY. DURING THE RENTAL PERIOD, CUSTOMER ASSUMES ALL RISK ASSOCIATED WITH THE

POSSESSION, CONTROL OR USE OF THE EQUIPMENT, INCLUDING BUT NOT LIMITED TO, PERSONAL INJURY, DEATH, RENTAL CHARGES, THEFT, LOSSES, DAMAGES AND DESTRUCTION, INCLUDING CUSTOMER TRANSPORTATION, LOADING AND UNLOADING, WHETHER OR NOT THE CUSTOMER IS AT FAULT. After an Incident, Customer shall (a) immediately notify Sunbelt, the police, if necessary, and t the time of such
Incident, until Sunbelt or its agents investigate; (c) immediately submit copies of all police or other third party reports to Sunbelt; and (d) as applicable, pay Sunbelt, in addition to other sums due herein, the rental rate for Equipment until the repairs are completed or Equipment replaced plus either (i) the FMV or (ii) the full charges of recovery and repairs of damaged Equipment. Accrued rental charges shall not be applied against these amounts.

Sunbelt shall have the immediate right, but not obligation, to reclaim any Equipment involved in any Incident. 7) NO WARRANTIES. SUNBELT DISCLAIMS ALL REPRESENTATIONS AND WARRANTIES, EXPRESS OR IMPLIED, WITH

RESPECT TO THE EQUIPMENT, ITS DURABILITY, CONDITION, MERCHANTABILITY, NON-INFRINGEMENT, OR FITNESS FOR ANY PARTICULAR PURPOSE WITH THE EQUIPMENT AND RELEASES SUNBELT ENTITIES FROM ALL LIABILITIES AND DAMAGES (INCLUDING LOST PROFITS,

PERSONAL INJURY, AND SPECIAL, INCIDENTAL AND CONSEQUENTIAL DAMAGES, EVEN IF ADVISED OF THE POSSIBILITY OF SUCH

DAMAGES) IN ANY WAY CONNECTED WITH THE EQUIPMENT, ITS INSTALLATION, OPERATION OR USE OR ANY DEFECT OR FAILURE THEREOF, OR ERRORS OR INACCURACIES IN INFORMATION OBTAINED FROM CUSTOMER OR THIRD PARTIES, UPON WHICH SUNBELT RELIES; PROVIDED HOWEVER, IF CUSTOMER IS A CONSUMER UNDER APPLICABLE LAW, THEN NO CONSEQUENTIAL DAMAGES LIMITIATION OF INJURIES TO PERSONS SHALL APPLY. 8) RELEASE AND INDEMNIFICATION. TO THE FULLEST EXTENT PERMITTED BY LAW, CUSTOMER INDEMNIFIES,

APPROVED BY SUNBELT), FROM AND AGAINST ALL LIABILITIES, CLAIMS, LOSSES, DAMAGES, AND EXPENSES (INCLUDING

PROPERTY, INJURY OR DEATH OF ANY PERSON, CONTAMINATION OR ALLEGED CONTAMINATION, OR VIOLATION OF LAW OR REGULATION CAUSED BY OR CONNECTED WITH THE (a) ACCESS, USE, POSSESSION OR CONTROL OF THE EQUIPMENT BY

CUSTOMER OR ANY THIRD PARTY THAT CUSTOMER IMPLICITLY OR EXPLICITLY PERMITS TO ACCESS, USE, POSSESS OR CONTROL THE EQUIPMENT DURING THE RENTAL PERIOD OR (b) BREACH OF THIS CONTRACT, WHETHER OR NOT CAUSED IN PART BY THE ACTIVE OR PASSIVE NEGLIGENCE OR OTHER FAULT OF ANY PARTY INDEMNIFIED HEREIN AND ANY OF THE FOREGOING ARISING OR IMPOSED IN ACCORDANCE WITH THE DOCTRINE OF STRICT OR ABSOLUTE LIABILITY. CUSTOMER ALSO AGREES TO WAIVE ITS EXPIRATION OR TERMINATION OF THIS CONTRACT. e joint and several. 9) INSURANCE. During the Rental Period, Customer shall maintain, at its own expense, the following minimum insurance coverage:
(a) for Customers using Equipment for non personal use, general liability insurance of not less than $1,000,000 per occurrence, including coverage for Customers using Equipment
for non personal use, property insurance against loss by all risks to the Equipment, in an amount at least equal to the FMV thereof, unless RPP is elected at the time of rental and paid for prior to any Incident insurance (including comprehensive and collision coverage, and uninsured/underinsured motorist coverage), in the same amounts set forth in subsections (a) and (b), if the Equipment is to be used on any roadway. Such policies shall be primary, non-contributory, on an occurrence basis, contain a waiver of subrogation, name Sunbelt and its agents as an additional insured (including an additional insured endorsement) and loss payee, and provide for Sunbelt to receive at least 30 days prior written notice of any cancellation or material change. Any insurance that excludes boom damage or overturns is a breach. Customer shall provide Sunbelt with certificates of insurance to [email protected] evidencing the coverages required above pri
ts responsibilities,
indemnification, or other obligations provided herein, or for which Customer may be liable by law or otherwise. 10) RENTAL PROTECTION PLAN. of this Contract is modified by the RPP, if offered on the Equipment, and Sunbelt shall limit the amount Sunbelt collects from Customer for the Equipment loss, damage or destruction to the following amounts for each piece of Equipment, per each occurrence: (a) 10% of the FMV for Lost Equipment, up to a maximum of $500 per piece of Equipment; (b) 10% of the repair charges for incidental or accidental damage to Equipment, up to a maximum of $500 per piece of Equipment; (c) charges in excess of $50 per tire for tire repairs; and (d) nothing for the rental charges which would otherwise accrue during the period when damaged or destroyed Equipment is being repaired or replaced by Sunbelt or Lost Equipment is being replaced; provided however, the foregoing RPP liability reduction only applies if the Conditions (defined below) are satisfied and an Exclusion (defined below) does not apply. The RPP is NOT INSURANCE and does NOT protect Customer from liability to Sunbelt or others arising out of possession, control or use of the Equipment, including injury or damage to persons or property. THE RPP IS A CONTRACTUAL All of the following must be satisfied for the RPP and the corresponding liability reduction to apply: (i) Customer accepts the RPP in advance of the rental; (ii) Customer pays 15% of the gross rental charges as the fee for the RPP (plus applicable taxes); (iii) Customer fully complies with the terms of this Contract; on of the Equipment; and (v) none of the Exclusions apply. Customer assumes the Exclusion risks, meaning that if any Exclusion occurs, the RPP does NOT reduce the liability of Customer to Sunbelt for the loss, theft, damage or destruction resulting from such Exclusion. shall mean loss, theft, damage or destruction of the Equipment: (A) due to intentional misuse; (B) caused by Lost Equipment not reported by Customer to the police within 48 hours of discovery, and substantiated by a written police report (promptly delivered to Sunbelt); (C) due to floods, water level changes, wind, storms, earthquakes or Acts of God; and (D) accessories or Equipment for which Customer is not charged the RPP fee. THE EXCLUSIONS REMAIN THE LIABILITY OF CUSTOMER AND ARE NOT MODIFIED BY THE RPP. RPP IS REFLECTED ON THIS CONTRACT AS PART OF CUSTOMER S ESTIMATED CHARGES UNLESS CUSTOMER HAS ELECTED TO DECLINE RPP IN WRITING, FAILS TO PAY THE RPP FEE OR MADE OTHER CONTRACTUAL ARRANGEMENTS WITH SUNBELT. Notwithstanding anything to the contrary in this Contract, if Lost Equipment is later recovered, espect to such
Equipment, all of which payments are non-refundable. Customer agrees to promptly return any Equipment that is recovered. Sunbelt shall be the Equipment. Customer
shall cooperate with, assign Sunbelt all claims and proceeds arising from such loss, theft, damage or destruction, execute and deliver to Sunbelt whatever documents are required and take all other necessary steps to secure in Sunbelt such righ 11) RENTAL RATES. estimated Rental Period identified herein (rental rates beyond the estimated Rental Period may change) and other information conveyed by Customer e prorated. Rental
charges accrue during Saturdays, Sundays and holidays. The rental rates do not include and Customer is responsible for, (i) all consumables, fees, ent, including
additional fees for more than One Shift use; (ii) delivery and pickup charges to and from the Store, including but not limited to any freight, transportation, delivery, pickup and surcharge fees listed in this Contract; (iii) maintenance, repairs and replacements to the Equipment as provided herein; (iv) a cleaning fee if required; (v) miscellaneous charges, such as fees for lost keys, RPP, costs to recover Equipment, emergency mobilization or store opening; (vi) fuel used during the Rental Period and for refueling Equipment as described below; (vii) fines for use of dyed diesel fuel in on-road Equipment; and (viii) an Environmental Services Charge (see www.sunbeltrentals.com/environmentalfee) and (ix) Transportation Surcharge (see www.sunbeltrentals.com/surcharge). The convenience charge for off road diesel fuel does not include governmental motor fuel taxes or charges. Sunbelt collects these fees as revenue and uses them at its discretion. 12) PAYMENT. Customer shall pay for the rental of Equipment, sale of Equipment, materials and all other items and services identified in this Contract and all other amounts due, without any offsets, in full, in advance commercial credit application. Commercial customers must pay, in arrears, upon receipt of , either by cash, check or ACH. Customer must notify Sunbelt in writing of any disputed amounts, including credit card charges, within 15 days after the receipt of the invoice/contract or Customer shall be deemed to have irrevocably waived its right to dispute such amounts. At quipment may be
picked up without notice. Due to the difficulty in fixing actual damages caused by late payment, Customer agrees that a service charge equal to the lesser of 1.5% per month or the maximum rate permitted by law shall be assessed on all delinquent accounts, until paid in full. Customer shall reimburse Sunbelt for all costs incurred in collecting any late payments, including, without limitation, attorneys' fees. Payment of any late charge does not excuse Customer of any default under this Contract. Customer shall pay a fee of $75 for each check returned for lack of sufficient funds to compensate Sunbelt for its overhead for processing missed payment. Deposits will only be returned after all amounts are paid in full. CUSTOMER AGREES THAT IF A CREDIT OR DEBIT CARD IS PRESENTED TO PAY FOR CHARGES OR TO GUARANTEE PAYMENT, CUSTOMER AUTHORIZES SUNBELT TO CHARGE THE CREDIT OR DEBIT CARD ALL AMOUNTS SHOWN ON THIS CONTRACT AND CHARGES SUBSEQUENTLY INCURRED BY CUSTOMER, INCLUDING BUT NOT LIMITED TO, LOSS OF OR DAMAGE TO THE EQUIPMENT AND EXTENSION OF THE RENTAL PERIOD. Effective June 1, 2021 and where permitted by law, Sunbelt may impose a surcharge of 2% (minimum $3) for credit card payments on charge accounts. This surcharge is not greater than Sunbelt's merchant discount rate for credit card transactions and is subject to sales tax in some jurisdictions.
13) RETURN OF EQUIPMENT. Sunbelt may terminate this Contract at any time, for any reason. The Equipment shall be returned to Sunbelt (when needed for inspections, maintenance and at the end of the Rental Period) in the same condition it was received, less Ordinary Wear and Tear and free of any hazardous materials and contaminants. Customer will return the Equipment at the end of the Rental Period, but will continue to be responsible for rental and other charges after the Rental Period if the Equipment is not returned in the condition required herein. If Sunbelt delivered the Equipment to Customer, Customer shall notify Sunbelt that the Equipment is ready to be picked up at the Site Address and obtain a Pick-Up Number, which Pick-Up Number Customer should keep as proof of the call; provided Customer remains liable for any loss, theft, damage to or destruction of the Equipment until Sunbelt confirms that the Equipment is returned in the condition required herein. Customer will not be charged the rental charges after the date the Pick-Up Number is given, provided Customer has otherwise complied with this Contract. No pickups occur on Sundays or statutory holidays and Saturday pickups are dependent on specific Store hours. If Customer picked up Equipment, Customer shall return f the Equipment is not returned by the estimated end of the Rental Period specified earlier, Customer agrees to pay the applicable rental rate for the Equipment until the end of the Rental Period. 14) PURCHASES. If this Contract identifies any Equipment, materials or other items that is to be purchased by Customer, Sunbelt sells and delivers such items to Customer on an basis, with all faults and without any warranties (other than manufacturer s payment to Sunbelt of the full purchase price of the item, Sunbelt retains title to the item until Customer has paid in full.
15) DEFAULT. Customer shall be in default if Sunbelt deems itself insecure or if Customer: (a) fails to pay sums when due; (b) breaches any Section of this Contract; (c) becomes a debtor in a bankruptcy proceeding, goes into receivership, takes protection from its creditors under any insolvency legislation, ceases to carry on business, or has its assets seized by any creditor; (d) fails to insure the Equipment as required, ult under any other contract
with Sunbelt. If a Customer default occurs, Sunbelt shall have, in addition to all rights and remedies at law or in equity, the right to repossess the collection, court costs, attorneys and legal fees, incurred in exercising any of its rights or remedies herein. Sunbelt shall not be liable due to seizure of Equipment by order of governmental authority. CUSTOMER WAIVES ANY RIGHT OF ACTION AGAINST SUNBELT ENTITIES FOR SUCH REPOSSESSION. 16) CRIMINAL WARNING. The use of false identification to obtain Equipment or the failure to return Equipment by the end of the Rental Period may be considered theft, subject to criminal prosecution and civil liability where permitted, pursuant to applicable laws. 17) ENVIRONMENTAL SERVICES CHARGE. To promote a clean and sustainable environment, Sunbelt takes various measures to environmental related expenses (both direct and indirect). These expenses may include services such as waste disposal, construction and maintenance of cleaning facilities, acquisition of more fuel-efficient equipment, as well as, labor costs, administration costs, etc. To help offset these and other costs, Sunbelt assesses an Environmental Services Charge, plus applicable taxes thereon in connection with certain rentals. The Environmental Services Charge is not a tax or governmentally mandated charge and is not designated for any particular use or placed in an escrow account, but is a charge that Sunbelt collects as revenue and uses at its discretion. 18) FUEL. For Equipment that uses fuel, Customer has three options: (a) Prepay Fuel Option - Customer may purchase a full tank of ted by multiplying the
estimated fuel capacity of Equipment by the Prepay per gallon rate). As an added benefit, Customer may return the Equipment full of fuel and the convenience charge will be refunded (however, if not returned full, Customer will not obtain any credit for fuel left in the Equipment upon return); (b) Pay on Return Option - if Customer returns Equipment with less fuel than when received, Customer shall pay a refueling charge (calculated by multiplying gallons required to refill tank with fuel to level when received, by the Pay on Return per gallon rate); and (c) Return Full Option if Customer returns the Equipment with at least as much fuel as when it was received (most Sunbelt Equipment comes with a full tank of fuel, but not all), no fuel charge will be assessed. The cost of Customer refueling Equipment itself will generally be lower than the Prepay Fuel Option or the Pay on Return Option; however these options each allow for the convenience of not refueling. Customer agrees that none of these options are a retail sale of fuel. 19) LIMITATION OF SU
IVE OR ACTIVE NEGLIGENCE OR THAT ARISES AS A RESULT OF ANY STRICT OR ABSOLUTE LIABILITY, SHALL NOT EXCEED THE TOTAL RENTAL CHARGES PAID BY CUSTOMER UNDER THIS CONTRACT. 20) JURY TRIAL WAIVER. IN ANY DISPUTE ARISING OUT OF, IN CONNECTION WITH, OR IN ANY WAY PERTAINING TO

THIS CONTRACT, CUSTOMER AND SUNBELT HEREBY KNOWINGLY, VOLUNTARILY AND INTENTIONALLY WAIVE ANY RIGHT TO A TRIAL BY JURY, THIS WAIVER BEING A MATERIAL INDUCEMENT TO ENTERING INTO THIS CONTRACT. 21) ARBITRATION AGREEMENT & CLASS ACTION WAIVER. AT THE ELECTION OF CUSTOMER OR SUNBELT, ANY

DISPUTE ARISING OUT OF, IN CONNECTION WITH OR IN ANY WAY PERTAINING TO THIS CONTRACT SHALL BE SETTLED BY REPRESENTATIVE CAPACITY, ADMINISTERED BY THE AMERICAN ARBITRATION ASSOCIATION UNDER ITS COMMERCIAL ARBITRATION RULES OR BY JAMS PURSUANT TO ITS STREAMLINED ARBITRATION RULES AND PROCEDURES AND JUDGEMENT ON THE AWARD RENDERED BY THE ARBITRATOR(S) MAY BE ENTERED IN ANY COURT HAVING JURISDICTION THEREOF. THERE SHALL BE NO RIGHT OR AUTHORITY FOR ANY CLAIMS TO BE ARBITRATED OR TRIED ON A CLASS ACTION BASIS. 22) COMPLIANCE WITH EXPORT AND IMPORT LAWS. under this Contract. If Customer desires or causes the transport and/or operation of the Equipment outside of the U.S., Customer must (a) obtain , including approval of established customs broker, and (b) execute an amendment to this Contract, which amendment is incorporated herein. If Customer exports or re-exports without complying with the above sentence, Customer agrees that (i) the Equipment is subject to and must comply with all applicable export laws, including but not limited to the Export Administration Regulations; and (ii) Customer, as the exporter/importer of record, is responsible for: (A) determining whether and obtaining if necessary, export or re-export licenses or other authorizations as required prior to exporting or re-exporting the Equipment, (B) obtaining any required documentation necessary for return of the Equipment, and (C) ensuring no unauthorized transfers or diversions of the Equipment occur. Refer to www.bis.doc.gov for information. 23) COLLECTION OF DATA. Customer consents to the collection, use and disclosure of the data and information Customer voluntarily provides to Sunbelt, including personal identifiable information and financial information, as well as the Telematics Data collected from the Equipment, as described in our Privacy Policy found at www.sunbeltrentals.com/privacypolicy. 24) GOVERNING LAW. The Parties expressly and irrevocably agree: (a) this Contract, including any related tort claims, shall be governed by the laws of South Carolina, without regard to any conflicts of law principles and (b) if any Section of this Contract is prohibited by any law, such Section shall be ineffective to the extent of such prohibition without invalidating the remaining Sections. 25) FORCE MAJEURE. Sunbelt shall not be liable or responsible to the Customer, nor be deemed to have defaulted under or breached this Contract, for any failure or delay in fulfilling or performing any term of this Contract when and to the extent such failure or delay is caused by or results from acts beyond control, including, without limitation, the following force majeure events ("Force Majeure Event(s)"):
(a) acts of God; (b) flood, fire, earthquake, epidemics, pandemics or explosion; (c) war, invasion, hostilities (whether war is declared or not), terrorist threats or acts, riot or other civil unrest; (d) government order, law, regulations, shutdowns, or actions; (e) embargoes or blockades in effect on or after the date of this Contract; (f) national or regional emergency; (g) strikes, labor stoppages or slowdowns, or other industrial disturbances; (h) shortage of adequate power or transportation facilities; and (i) other events beyond the control of Sunbelt. 26) MISCELLANEOUS. This Contract, together with any Customer executed commercial credit application, if any, constitutes the entire agreement of the Parties regarding the Equipment and may not be modified except by written amendment signed by the Parties. Any reference in Customer's purchase order or other Customer document to other terms that shall control this transaction shall be void. This Contract benefits solely the Parties and their respective permitted successors and assigns and nothing in this Contract, express or implied, confers on any other person any legal or equitable right, benefit or remedy of any nature whatsoever under or by reason of this Contract. survive the termination of this Contract. If any term is invalid, illegal, or unenforceable, such invalidity, illegality, or unenforceability shall not affect any other term or invalidate or render unenforceable such term. all nvenience only. To the extent that any terms in this Contract conflict, the Parties agree that the more specific terms control. A copy of this Contract shall be valid as the original. Any failure by Sunbelt to insist upon strict performance of any Section of this Contract shall not be construed as a waiver of the right to demand strict performance in the future. Customer and the person signing this Contract agree, represent and warrant that: (a) the person executing is 18 or the legal age of majority in the state, whichever is greater and they both have full authority to execute, deliver and perform this Contract; and (b) this Contract constitutes a legal, valid and binding obligation of Customer, enforceable in accordance with its terms. If the Parties have a fully executed, active agreement, intended to govern over conflicting terms and conditions, such agreement shall take precedence over the terms herein.

Additional terms and conditions for Shoring can be found at https://www.sunbeltrentals.com/about/shoring-bridging-additional-terms-and-conditions/ Rev Date 06/16/2021
March 10, 2026 Regular Meeting of the Exeter City Council

Proposal
Date
2/19/2026
Estimate #
5331
Name / Address

CITY OF EXETER
ATTN: MARIE
PO BOX 237
EXETER, CA 93221
Ship To

CITY OF EXETER

WASTE WATER TREATMENT PLANT

SLUDGE OFF HAUL TO AVENAL LANDFILL
1200 SKYLINE BLVD

AVENAL, CA
P.O. No. Terms
30 DAYS NET
NOTE:THIS PROPOSAL MAYBE WITHDRAWN IF NOT ACCEPTED WITHIN 30 DAYS. PLEASE SIGN FOR ACCEPTANCE.

Phone #
559-568-0178
Fax #
559-568-2467
Web Site
vollmerexcavation.com
Total
Subtotal
Sales Tax (7.75%)
Vollmer Excavation, Inc.
19760 Road 222
Strathmore, CA 93267
Description Qty Cost Total
OFF HAUL APPROXIMATELY 700 TONS OF SLUDGE TO AVENAL

LANDFILL
(ESTIMATED 54 LOADS)
54 966.00 52,164.00
**NOTE**

CITY OF EXETER IS RESPONSIBLE FOR LOADING
~ THERE WILL BE A STAND BY CHARGE OF $210.00 PER HOUR IF HELD UP AT LANDFILL MORE THEN: 30 MINUTES
$52,164.00
$52,164.00
$0.00
March 10, 2026 Regular Meeting of the Exeter City Council

Payment is due within 30 days. Please be aware that we will charge 1.5% interest per month on late invoices. Nonpayment will be subject to mechanics lien.

Avila General Engineering Co., LLC
39091 Millwood Dr # A
Woodlake, CA 93286-9672
Estimate

ADDRESS
City of Exeter
ESTIMATE 1048
DATE 02/24/2026

DATE ACTIVITY QTY RATE AMOUNT
Hauling
Haul Sludge from Exeter waste water treatment facility to Avenal ( Kings County) Landfill, quote is for 700 tons , City of Exeter is responsible for dump fees and facilitating the loading of the trucks. Any unforeseen circumstances will result in additional fees ( i.e. extra tonnage) 1 39,050.0
0 39,050.00
Thank you for your business. TOTAL $39,050.00
Accepted By
Accepted Date
March 10, 2026 Regular Meeting of the Exeter City Council

Agenda Item Staff Report
Meeting Date:

March 10,2026
Wording for Agenda:

Ratify Emergency Repairs to a Fire Apparatus and Authorize Payment to Burton’s Fire, Inc.

Submitting Department:

Public Works
Contact Name:

Zackary Boudreaux, Public Works Director
Staff recommends that the City Council ratify the emergency repair of a frontline fire apparatus and authorize payment to Burton’s Fire, Inc. in the amount of $18,979.32 to ensure the vehicle remains fully operational and safe for emergency response.

Background and Summary:

The City’s Fire Department experienced mechanical and operational issues with a frontline fire apparatus that were identified during routine inspections and active service use. Due to the critical nature of fire response operations, the apparatus required immediate repair to maintain emergency service capability and ensure firefighter safety.

Because the issue affected a frontline emergency response vehicle, delaying repairs until the next available City Council meeting would have extended the amount of time that the apparatus would not be available for use. Staff followed the City’s Purchasing Policy emergency provisions and authorized the repairs to proceed in order to restore the apparatus to operational status as quickly as possible.

Burton’s Fire, Inc., a company that specializes in fire apparatus diagnostics, maintenance, and repair, was engaged to perform the work. Their technicians conducted diagnostic evaluations and replaced worn and failed components necessary to restore the apparatus to full operational readiness.

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:

March 10, 2026 Regular Meeting of the Exeter City Council

The total cost of the repair services being performed is $18,979.32.

In accordance with the City’s Purchasing Policy, emergency expenditures authorized by staff must be brought before the City Council for ratification. This item is therefore presented to the City Council to formally ratify the emergency repair and authorize payment for the completed services.

Maintaining reliable emergency response equipment is essential to protecting life and property within the community. The timely completion of these repairs ensured that the fire apparatus could remain in service and continue providing critical emergency response coverage.

Staff requests an appropriation to the FY2025/26 General Fund, utilizing prior-year General Fund carryover balances to cover the City’s fire apparatus maintenance and repair.

Funds will be allocated to the General Fund Fire Contractual Services Expense line item 104.404.022.001 in the amount of $18,979.32.

No prior City Council action has been taken regarding this repair. • Quote from Burton’s Fire
I move to ratify the emergency repair of a City fire apparatus and authorize payment to Burton’s Fire, Inc. in the amount of $18,979.32, and appropriate the necessary funds from prior-year General Fund carryover to the Fire Contractual Services account.

Fiscal Impact:

Prior City Council Actions:

Attachments:

Recommended motion to be made by the City Council:

March 10, 2026 Regular Meeting of the Exeter City Council

March 10, 2026 Regular Meeting of the Exeter City Council

March 10, 2026 Regular Meeting of the Exeter City Council

March 10, 2026 Regular Meeting of the Exeter City Council

March 10, 2026 Regular Meeting of the Exeter City Council

Agenda Item Staff Report
Meeting Date:

March 10, 2026
Wording for Agenda:

Authorize the City Administrator to Enter into an Agreement with Avila General Engineering Co., LLC for Demolition of the Structures Located at 310 and 314 West Firebaugh Avenue, Exeter California, to Facilitate Construction of a New Municipal Water Well Associated with the Tooleville Emergency Intertie Project.

Submitting Department:

Public Works
Contact Name:

Zachary Boudreaux, Public Works Director
Staff recommends that the City Council authorize the City Administrator to enter into an agreement with Avila General Engineering Co., LLC in the amount of $44,883 for demolition of the structures located at 310 W. Firebaugh Avenue and 314 W. Firebaugh Avenue and authorize a 10% contingency for a total project amount not to exceed $49,371.30.

Summary:

The City of Exeter is preparing to construct a new municipal water well as a part of the Tooleville Intertie Project. The proposed well site requires demolition of two existing structures located at 310 West Firebaugh Avenue and 314 West Firebaugh Avenue. Staff solicited demolition quotes from local contractors and recommends entering into an agreement with Avila General Engineering Co., LLC as they provide the lowest responsive quote.

The City of Exeter is currently advancing the Tooleville Intertie Project, which will provide critical water system improvements and increased reliability for the regional water supply system. As part of this project, the City plans to construct a new municipal water well on CityFor 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:

Background:

March 10, 2026 Regular Meeting of the Exeter City Council

owned property located near the Public Works Corporation Yard at 310 and 314 W. Firebaugh Avenue.

Both parcels currently contain structures and trees that must be removed prior to well construction activities. The scope of work includes demolition of the existing structures and removal and hauling of all demolition debris to prepare the site for future construction.

Consistent with the City’s purchasing procedures for public works projects below the formal bidding threshold, staff solicited quotes from local contractors for the demolition work.

The following quotes were received:
• Avila General Engineering Co., LLC: $44,883
• Vollmer Excavation, Inc.: $45,658
• MD Concrete Cutting and Demolition: $67,400 (combined cost of two separate proposals)
Based on the quotes received, Avila General Engineering Co., LLC submitted the lowest responsive quote for demolition of the two structures.

Staff recommends entering into an agreement with Avila General Engineering Co., LLC so the site can be cleared in preparation for construction of the new municipal well for the Tooleville Intertie Project.

The cost of demolition services is $44,883 based on the quote provided by Avila General Engineering Co., LLC.

Funding for this work is included within the Tooleville Intertie Project budget, which is funded through grant and capital improvement program funding sources dedicated to regional water infrastructure improvements. The funds will be initially covered by the City on the front end but reimbursed to the City through the project with the state water resources control board (SWRCB).

The City Council has previously approved actions related to the Tooleville Emergency Intertie Project, including project planning and funding necessary to advance regional water system improvements.
• Avila General Engineering Co., LLC Quote
• Vollmer Excavation Quote
• MD Concrete Cutting and Demolition Proposal – 314 W Firebaugh • MD Concrete Cutting and Demolition Proposal – 310 W Firebaugh Fiscal Impact:

Prior City Council Actions:

Attachments:

March 10, 2026 Regular Meeting of the Exeter City Council

I move to authorize the City Administrator to enter into an agreement with Avila General Engineering Co., LLC for demolition of the structures located at 310 and 314 W. Firebaugh Avenue in the amount of $44,883, authorize a 10% contingency for a total project amount not to exceed $49,371.30, and authorize the City Administrator to execute the agreement and any related documents.

Recommended motion to be made by the City Council:

March 10, 2026 Regular Meeting of the Exeter City Council

Payment is due within 30 days. Please be aware that we will charge 1.5% interest per month on late invoices. Nonpayment will be subject to mechanics lien.

Avila General Engineering Co., LLC
39091 Millwood Dr # A
Woodlake, CA 93286-9672
Estimate

ADDRESS
City of Exeter
ESTIMATE 1039
DATE 05/30/2025

DATE ACTIVITY QTY RATE AMOUNT
Sales
Demolition of two homes on Firebaugh, Exeter city yard
1 0.00 0.00
Hauling
Trucking and disposal fees
1 19,200.0
0 19,200.00
Equipment and Labor 1 23,683.0
0 23,683.00
Estimate reflects the cost of demolition on the two homes if found to free from asbestos. Any unforeseen circumstances will result in additional fees.

Sales
Performance Bond
2,000.00
Thank you for your business. TOTAL $44,883.00
Accepted By
Accepted Date
March 10, 2026 Regular Meeting of the Exeter City Council

Proposal
Date
2/20/2026
Estimate #
5180
Name / Address

CITY OF EXETER
ATTN: ZACHARY BOUDREAUX
PO BOX 237
EXETER, CA 93221
Ship To
310 & 314 W. FIREBAUGH

EXETER, CA
P.O. No. Terms
30 DAYS NET
NOTE:THIS PROPOSAL MAYBE WITHDRAWN IF NOT ACCEPTED WITHIN 30 DAYS. PLEASE SIGN FOR ACCEPTANCE.

Phone #
559-568-0178
Fax #
559-568-2467
Web Site
vollmerexcavation.com
Total
Subtotal
Sales Tax (7.75%)
Vollmer Excavation, Inc.
19760 Road 222
Strathmore, CA 93267
Description Qty Cost Total
310 W. FIREBAUGH

DEMOLITION OF HOUSE, FOUNDATION, PERIMETER CONCRETE,
TREES AND BUSHES.
13,572.00 13,572.00
AIR QUALITY DISTRICT PERMIT FEE. 188.00 188.00
TULARE COUNTY DEMO PERMIT FEE. 175.00 175.00
ASBESTOS SURVEY. 1,500.00 1,500.00
ESTIMATED LAND FILL FEES. 2,000.00 2,000.00
PERFORMANCE BOND. 600.00 600.00
314 W. FIREBAUGH

DEMOLITION OF HOUSE, GARAGE, FOUNDATION, CONCRETE
PERIMETER AND TREE REMOVAL.
20,760.00 20,760.00
AIR QUALITY DISTRICT PERMIT FEE. 188.00 188.00
TULARE COUNTY DEMO PERMIT FEE. 175.00 175.00
ASBESTOS SURVEY. 1,800.00 1,800.00
ESTIMATED LAND FILL FEES. 3,800.00 3,800.00
* NOTE * CONCRETE DRIVEWAY TO REMAIN.

PERFORMANCE BOND. 900.00 900.00
** PLEASE READ NOTES **

THIS PRICE INCLUDES ALL EQUIPMENT NECESSARY TO

COMPLETE DEMOLITION, HAULING OF MATERIALS AND
COUNTY LAND FILL CHARGES.

THIS PRICE "DOES NOT" INCLUDE ASBESTOS REMOVAL (IF

NEEDED) THIS WILL BE BASED ON THE RESULTS FROM THE
ASBESTOS SURVEY. ALL COST FOR ASBESTOS REMOVAL ARE
"NOT INCLUDED" IN PROPOSED PRICE.
$45,658.00
$45,658.00
$0.00
March 10, 2026 Regular Meeting of the Exeter City Council

#29549RR
To: Zachary Boudreaux Date: 2-Mar-26
Company: City Of Exeter From: Robert Rojo
Phone: 559-610-6768 Mobile: (559) 972-9605
Email: [email protected] Phone: (559) 492-1511 Project: House Demo E-mail: [email protected]
Location:

Scope of work:

Total Cost: $ 39,450.00
Price is based on: One move on; normal working hours; service work* Exclusions:

Layout, traffic control, access, standby, testing/removal of hazardous materials, excavation, shoring, backfilling and compaction, protective covers, damage to un-marked utilities, site security and perimeter fencing, barricades, pedestrian safety signage and path of travel, de-rooting of trees, unforeseen burried structures, permits and fees.

Terms: Due net 30
Robert Rojo /
****WE OFFER GPR SCANNING****
Respirable Crystalline Silica Program available upon request 314 W Firebaugh Ave, Exeter,Ca

PROPOSAL
Approved by/ Title Project Manager
Please sign and return upon approval
Demo House
Haul off all demolition debris.

Permits $750.00
Asbestos Report. $2,2000.00
*(if a contract will be issued for this proposal, please add a 3% contract admin fee of total price) Demo Trees, concrete sidewalk footing, long garage , two big palm trees. $36,000.00 If any asbestos is present it will be remove by others.

Include Bond

MD CONCRETE CUTTING AND DEMOLITION
11003 W Goshen Ave
Visalia, CA 93291
March 10, 2026 Regular Meeting of the Exeter City Council

#29550RR
To: Zachary Boudreaux Date: 2-Mar-26
Company: City Of Exeter From: Robert Rojo
Phone: 559-610-6768 Mobile: (559) 972-9605
Email: [email protected] Phone: (559) 492-1511 Project: House Demo E-mail: [email protected]
Location:

Scope of work:

Total Cost: $ 27,950.00
Price is based on: One move on; normal working hours; service work* Exclusions:

Layout, traffic control, access, standby, testing/removal of hazardous materials, excavation, shoring, backfilling and compaction, protective covers, damage to un-marked utilities, site security and perimeter fencing, barricades, pedestrian safety signage and path of travel, de-rooting of trees, unforeseen burried structures, permits and fees.

Terms: Due net 30
Robert Rojo /
Respirable Crystalline Silica Program available upon request 310 W Firebaugh Ave, Exeter,Ca

PROPOSAL
Approved by/ Title Project Manager
Please sign and return upon approval
Demo House
Haul off all demolition debris.

Permits $750.00
Asbestos Report. $2,200.00
*(if a contract will be issued for this proposal, please add a 3% contract admin fee of total price) Demo Trees, concrete sidewalk footing, back shed. $24,500.00 If any asbestos is present it will be remove by others. ****WE OFFER GPR SCANNING****

MD CONCRETE CUTTING AND DEMOLITION
11003 W Goshen Ave
Visalia, CA 93291
March 10, 2026 Regular Meeting of the Exeter City Council

Agenda Item Staff Report
Meeting Date:

March 10, 2026
Wording for Agenda:

Consider Providing Direction to Clarify Eligibility Criteria for Appointment to the Measure P Oversight Committee.

Submitting Department:

Administration
Contact Name:

Francesca Quintana, City Clerk/Human Resources Manager
Staff recommends that the City Council provide direction regarding interpretation of the eligibility language contained in the Resolution Establishing the Measure P Oversight Committee.

On November 3, 2020, the voters of the City of Exeter approved Measure P, adopting Ordinance No. 694 establishing a one percent (1%) Transactions and Use Tax. On December 8, 2020, the City Council adopted a resolution establishing the Measure P Oversight Committee to provide public oversight of Measure P revenues.

Section F of the Measure P Oversight Committee establishing resolution provides that appointees may be “a resident of Exeter, a business owner or operator.” The resolution does not expressly state whether residency or business ownership must be located within the incorporated City limits of Exeter. The absence of specific boundary language has resulted in uncertainty regarding how eligibility should be interpreted and applied.

On February 5, 2026, the application period for the current vacancy of one position on the Measure P Oversight Committee opened and the application period closed on March 6, 2026.

Prior to the close of the application period, three applications were received. All three applicants reside in the Exeter area but are located just outside the incorporated City limits. Of the three applicants, two are business owners with business interests connected to the Exeter 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:

Background/Summary:

March 10, 2026 Regular Meeting of the Exeter City Council

community, while the third applicant is a community member who resides outside the City limits but maintains ties to Exeter. While these applicants reside outside the incorporated City limits, their business and community connections demonstrate a continued interest and involvement in the Exeter community.

Because Measure P is a general sales tax approved by Exeter voters and imposed on taxable sales within the incorporated territory of the City, the interpretation of the eligibility language presents a policy question. A strict interpretation would limit eligibility to individuals residing within the incorporated City limits of Exeter; and businesses physically located within City limits and directly subject to the Transactions and Use Tax.

Alternatively, the Council may determine that the phrase “resident of Exeter” may reasonably be interpreted to include individuals residing in the greater Exeter area who maintain substantial business, economic, or community ties to Exeter. These individuals often contribute to the community with their active involvement in civic organizations and other bodies. Staff is seeking the City Council’s interpretation to clarify the language in Resolution. Based on the City Council’s direction staff can bring forth a Resolution clarifying the intent of the Committee Composition section of the Resolution. If the direction is that applicants shall be individuals residing within the incorporated City limits of Exeter and businesses physically located within City limits, staff can reopen the application period.

Staff is also seeking direction on the committee composition in regard to relationship status with members of the City Council. The most recent appointment of Measure P Committee Members took place on October 14, 2025. There was a total of four vacancies on the committee, and four applications were submitted and appointed to the committee. At the time Council made those appointments, a question was asked if committee members could have a familial relationship with member of the City Council. Staff reviewed the state regulatory requirements for applicants who have a familial relationship with members of the Council and it was found to not conflict with any laws, particularly with regard to this committee’s purely advisory purposes of oversight and compliance recommendation. In the review, staff read section 1 of Committee Composition but inadvertently missed a section on the following page that addressed family members of City Council and staff. The Council Member was transparent and upfront about the relationship and recused themself from the action. The City Council can also update the Committee Composition to this regard at the same time as clarifying the interpretation of the “resident of Exeter” language if desired. The appointment made on October 14, 2025, is valid and any changes would be taken into consideration on future appointments.

The Measure P Oversight Committee consists of seven (7) members appointed by majority vote of the City Council. The current roster reflects seven positions, including one vacancy To assist in the processing of future appointment applications, Council direction is requested regarding the interpretation of residency and business location boundary language and on familiar relationships with members of the City Council.

March 10, 2026 Regular Meeting of the Exeter City Council

There is no direct fiscal impact associated with this action.

December 8, 2020 – Adoption of Resolution Establishing the Measure P Oversight Committee. • Resolution No. 2021-01
• Current Roster of Measure P Committee Members
Council may choose from the following actions regarding interpretation of eligibility requirements:
• I move to direct staff to bring forth a Resolution that clarifies eligibility for appointment to the Measure P Oversight Committee is limited to individuals residing within the incorporated City limits of Exeter and to business owners or operators whose businesses are physically located within the incorporated City limits and to reopen the application period.
• I move to direct staff to bring forth a Resolution clarifying that eligibility for appointment to the Measure P Oversight Committee may include individuals residing immediately outside the incorporated City limits who own, operate, or maintain a business interest within the City of Exeter, or who otherwise demonstrate a substantial nexus to the City, as determined by the City Council.
• I move to provide alternative direction to staff regarding eligibility criteria for the Measure P Oversight Committee.

Council may choose from the following actions regarding the most recent appointments:
• I move to direct staff to bring forth a Resolution removing familiar relationship status from the document.
• I move to not amend the Measure P Committee Resolution as it pertains to familiar relationship status.
• I move to provide alternative direction to staff regarding eligibility criteria for the Measure P Oversight Committee.

Fiscal Impact:

Prior City Council Actions:

Attachments:

Recommended motion to be made by the City Council:

March 10, 2026 Regular Meeting of the Exeter City Council

March 10, 2026 Regular Meeting of the Exeter City Council

March 10, 2026 Regular Meeting of the Exeter City Council

March 10, 2026 Regular Meeting of the Exeter City Council

March 10, 2026 Regular Meeting of the Exeter City Council

Measure P Oversight Committee Roster
Name Term Ending
1 Brittany Shull Jan-29
2 Patricia Thompson Jan-29
3 Lisa Lentz Jan-29
4 PK Whitmire Jan-29
5 William Stimple Jan-27
6 VACANT Jan-27
7 Troy Kadin Jan-27
March 10, 2026 Regular Meeting of the Exeter City Council

Agenda Item Staff Report
Meeting Date:

March 10, 2026
Wording for Agenda:

Consider Approval of a Community Beautification Project Request for Painting One (1) Fire Hydrant with a Patriotic Theme.

Submitting Department:

Administration
Contact Name:

Jason Ridneour, City Administrator
Staff recommends that the City Council consider approval of the submitted Community Project Request to paint one fire hydrant with a patriotic theme as a volunteer beautification project, subject to compliance with the City’s Community Project & Beautification Guidelines and the condition that the hydrant cap remain yellow for identification purposes.

The City of Exeter encourages community participation in beautification and improvement projects on City-owned property through its Community Project & Beautification Coordinator Guidelines, adopted by City Council Resolution No. 2025-40 on September 23, 2025.

These guidelines establish a consistent framework for coordinating volunteer projects on City property while ensuring appropriate oversight, safety, and documentation. Projects may include activities such as cleanups, landscaping, painting, or other beautification efforts coordinated with the City.

Staff has received a Community Project Request Form from the ‘E250’ Committee proposing to paint one fire hydrant near 330 E. Pine Street to be painted with a patriotic theme, consistent with the example design provided with the application. The proposed timeframe for the project is March through July 2026, and the volunteer coordinator has completed the required 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:

Background & Summary:

March 10, 2026 Regular Meeting of the Exeter City Council

documentation acknowledging compliance with the City’s volunteer program requirements and liability provisions.

The proposed project is intended as a small-scale beautification effort that promotes community pride while enhancing the visual character of the area. Staff has reviewed the request and determined that it is consistent with the City’s adopted volunteer project guidelines.

As a condition of approval, the hydrant cap must remain yellow to ensure visibility and consistency with standard fire hydrant identification practices used by emergency response personnel.

Approval requested at this time applies only to the single fire hydrant identified in the submitted request form. If the project coordinator wishes to paint additional hydrants or complete other beautification efforts in the future, separate project requests will need to be submitted to the City for review and approval.

There is no direct fiscal impact to the City associated with this project. The beautification activity will be completed by volunteers in accordance with the City’s volunteer program guidelines.

On September 23, 2025, the City Council adopted Resolution No. 2025-40 establishing the City of Exeter Community Project & Beautification Coordinator Guidelines. • City of Exeter Community Project & Beautification Coordinator Guidelines • Community Project Request Form – Fire Hydrant Beautification Project • Example Design Image
I move to approve the Community Beautification Project Request to paint one fire hydrant with a patriotic theme, subject to compliance with the City of Exeter Community Project & Beautification Guidelines and the condition that the hydrant cap remains yellow.

Fiscal Impact:

Prior City Council Actions:

Attachments:

Recommended motion to be made by the City Council:

March 10, 2026 Regular Meeting of the Exeter City Council

March 10, 2026 Regular Meeting of the Exeter City Council

March 10, 2026 Regular Meeting of the Exeter City Council

City of Exeter
Guidelines for Community Project & Beautification Coordinators Approval by City Council: Resolution 2025-40
Date Approved: September 23, 2025
March 10, 2026 Regular Meeting of the Exeter City Council

Purpose
The City of Exeter welcomes and encourages the participation of residents, businesses, schools, and community organizations with improvement projects, community cleanup, and beautification projects that benefit City-owned property and public spaces. These guidelines establish a consistent framework for coordinating such efforts to ensure safety, accountability, and alignment with City objectives.

Scope
These guidelines apply to all community volunteer projects conducted on City property or under City coordination, including but not limited to:
• Park and street cleanups.
• Trash and litter collection.
• Painting, landscaping, or beautification projects.
• Small maintenance or assistance efforts coordinated with Public Works.

Exclusions: Hazardous waste collection events and disposal coupon programs are not included in these guidelines, as those services are not offered by the City of Exeter.

Coordinator Responsibilities
Each volunteer group must designate a Project Coordinator to serve as the main contact with the City. The Coordinator is responsible for:

1. Submitting the request to the City for review and approval at least 30 days in advance of the proposed project.

2. Completing and signing all required City forms, including liability releases.

3. Coordinating with the assigned City staff liaison on project logistics, safety requirements, and supply needs.

4. Ensuring all participants sign in and complete the required release forms prior to participating.

5. Returning completed forms and attendance sheets to the City after the event.

City Responsibilities
The City of Exeter will:
• Review and approve proposed projects based on feasibility, safety, and alignment with City priorities.
• Designate a staff liaison for approved projects.
• Provide reasonable support such as trash pickup after events, access to disposal containers, and limited supplies (as available).

March 10, 2026 Regular Meeting of the Exeter City Council

• Retain all signed liability releases and records for City files.

Safety Guidelines
All volunteers must comply with the following safety standards:
• Wear appropriate clothing, gloves, and protective gear. • Use caution around streets, vehicles, and equipment.
• Report hazardous or unsafe conditions immediately to the Coordinator or City staff. • Volunteers under age 18 must have a parent/guardian release on file before participating.
• Alcohol, drugs, and firearms are prohibited at volunteer events.

Required Forms
The following forms must be completed and returned to the City for every cleanup/project:

1. Volunteer Services Agreement and Release – required for all participants (if under 18 parental consent required).

2. Event Sign-In Sheet – to be completed at the event by all volunteers.

3. Project Request Form – to be submitted by the Coordinator for City approval prior to the event.

All forms are attached as part of this Exhibit.

Acknowledgement
By signing the Cleanup/Project Request Form, the Coordinator acknowledges that they have read and agree to follow these guidelines and will ensure compliance by all participants.

March 10, 2026 Regular Meeting of the Exeter City Council

City of Exeter Community Project and Beautification
Volunteer Services Agreement and Release
Confidentiality Agreement: I respect the confidentiality of City information, and will discuss or give official information only as directed by a City supervisor. No confidential information will be provided to the public without specific authority from the appropriate City staff.

Photo Release: I give the City of Exeter, free of compensation, unlimited permission to use, publish, and republish, in any media now in existence or that may later be developed, for any lawful purpose as it may determine, information and reproductions of my likeness and my voice related to any aspect of my volunteer service for the City. I hereby waive my right to first review the use of my likeness or voice before any use or publication.

Reference Verification and Background Checks: The information I have provided in this application will only be used for volunteer application purposes. I understand that as a volunteer I will not be paid for my services. I authorize reference and employment verification as necessary for specific positions that I have volunteered to perform. I understand that I may be asked to complete one or all of the following for specific positions that I have volunteered to perform: fingerprinting, photographing, criminal background checks, Department of Motor Vehicles checks, TB test, and signed waiver from my doctor. Volunteers assigned to the Police Department may be required to provide additional reference and background information.

Permission to Seek Medical Treatment: In the event of an emergency, I hereby give the City of Exeter permission to seek medical attention for myself or my child, if volunteer applicant is less than 18-years-old. I authorize qualified physicians to render medical treatment or care that they may deem necessary for me or my child in case of illness or accident in the course of performing volunteer activities or services for the City of Exeter.

Insurance Information and Liability Release: I understand that there are some risks and that I may be injured in the course of performing volunteer activities or services for the City of Exeter. I understand that the City's policy is to cover volunteers as "employees" of the City for sole purpose of California Workers' Compensation benefits. I also understand that under Workers' Compensation laws, Workers' Compensation benefits will be the sole and exclusive remedy in the event I am injured while performing these volunteer activities and services. I further understand and agree that I will only be entitled to medical expenses under the City's Workers' Compensation. I will not be entitled to any other Workers' Compensation benefits which may include, but are not limited to, permanent or temporary loss of use damages, replacement income or vocational rehabilitation benefits.

I agree that I will observe, comply, and abide by, all of the rules and regulations of the City at all times that I am performing volunteer services on behalf of the City. Additionally, I agree that I will comply with the reasonable orders and directives given to me by responsible City employees. In the event that I do not agree or wish to comply with any reasonable order or directive given to me by any City employee or have any concern regarding my services or orders or directives given to me, I agree that I will bring the matter to the March 10, 2026 Regular Meeting of the Exeter City Council

attention of a City supervisor. I further agree that I will not misuse City property or attempt to profit from, or exploit others, or misuse my capacity as a volunteer with the City to gain any unfair advantage from the City, any business or organization having business or dealings with the City, or any member of the public that I may serve as a volunteer of the City.

With the exception of Workers' Compensation benefits as set out above, I hereby agree that I, my heirs, guardians, legal representatives and assigns will not make a claim against or file an action against the City of Exeter or their respective departments, officials, officers, agents, employees, or volunteers (hereinafter referred to as 'RELEASEES"), for injury or damage arising out of, related to, or connected with, my participation in the volunteer activities or services, from any cause whatsoever, including but not limited to RELEASEES’ sole, active, or passive negligent acts or omissions. In addition, I hereby RELEASE and DISCHARGE the RELEASEES from all actions, claims, and demands of any nature that I, my heirs, guardians, legal representatives or assigns now have or may hereafter have for injury or damage arising out of, related to, or connected with, my participation in these volunteer activities or services, from any cause whatsoever, including but not limited to RELEASEES’ sole, active, or passive negligent acts or omissions.

By my signature below, I signify that I have read, understand, and voluntarily agree to be bound by each of the terms stated above.

Signature _______________________________
Date___________________________________
If under 18, parental consent is required. I, ___________________________, give permission for my child, _________________________, to participate in volunteer work with the City of Exeter Volunteer Program.

Signature _______________________________
Date___________________________________

The City of Exeter will make reasonable efforts in the selection process to accommodate persons with disabilities. Please advise the City of such special needs at the time of application. City of Exeter is an Equal Opportunity Employer.

March 10, 2026 Regular Meeting of the Exeter City Council

Event Sign-In Form
Name Phone/Email Signature Time In/Out
March 10, 2026 Regular Meeting of the Exeter City Council

Project Request Form
Requested By: _________________________________________ Organization (if applicable): ______________________________ Phone/Email: __________________________________________ Proposed Location: _____________________________________ Proposed Date/Time: ___________________________________ Description of Project: ______________________________________________________________________ ______________________________________________________________________ City Staff Approval: _____________________________________ Date: ___________ March 10, 2026 Regular Meeting of the Exeter City Council

Project Request Form
Requested By: M tlvA4 j, "1,.~~ (_ !htJJJ,lu.L.J)
Organization (if applicable): C.~ i-1 E: / E - J..56
Phone/Email: 5.S-~- 11q - {I) 3 3,k / ~ v 'rlA, / ee., It 2.. 3 @ Ve,'<,~ • 1'v-:h Proposed Location: ·i-)V(\...L, • Ut. D . -4. ~ • ~ ~ ~ ~J Proposed Date/Time:
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Description of Project: ·::p,~ . ..., '\ ':1,..>.., u \...L. ~ J_;y-, et.YSM Lu~ Q - ~1,-<:WlJ..,{._ ~
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City Staff Approval: _____________ _ Date: ___ _
March 10, 2026 Regular Meeting of the Exeter City Council

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2/27/26, 4:13 PM

March 10, 2026 Regular Meeting of the Exeter City Council

City of Exeter Community Project and Beautification
Volunteer Services Agreement and Release
Confidentiality Agreement: I respect the confidentiality of City information, and will discuss or give official information only as directed by a City supervisor. No confidential information will be provided to the public without specific authority from the appropriate City staff.

Photo Release: I give the City of Exeter, free of compensation, unlimited permission to use, publish, and republish, in any media now in existence or that may later be developed, for any lawful purpose as it may determine, information and reproductions of my likeness and my voice related to any aspect of my volunteer service for the City. I hereby waive my right to first review the use of my likeness or voice before any use or publication.

Reference Verification and Background Checks: The information I have provided in this application will only be used for volunteer application purposes. I understand that as a volunteer I will not be paid for my services. I authorize reference and employment verification as necessary for specific positions that I have volunteered to perform. I understand that I may be asked to complete one or all of the following for specific positions that I have volunteered to perform: fingerprinting, photographing, criminal background checks, Department of Motor Vehicles checks, TB test, and signed waiver from my doctor. Volunteers assigned to the Police Department may be required to provide additional reference and background information.

Permission to Seek Medical Treatment: In the event of an emergency, I hereby give the City of Exeter permission to seek medical attention for myself or my child, if volunteer applicant is less than 18-years-old. I authorize qualified physicians to render medical treatment or care that they may deem necessary for me or my child in case of illness or accident in the course of performing volunteer activities or services for the City of Exeter.

Insurance Information and Liability Release: I understand that there are some risks and that I may be injured in the course of performing volunteer activities or services for the City of Exeter. I understand that the City's policy is to cover volunteers as "employees" of the City for sole purpose of California Workers' Compensation benefits. I also understand that under Workers' Compensation laws, Workers' Compensation benefits will be the sole and exclusive remedy in the event I am injured while performing these volunteer activities and services. I further understand and agree that I will only be entitled to medical expenses under the City's Workers' Compensation. I will not be entitled to any other Workers' Compensation benefits which may include, but are not limited to, permanent or temporary loss of use damages, replacement income or vocational rehabilitation benefits.

I agree that I will observe, comply, and abide by, all of the rules and regulations of the City at all times that I am performing volunteer services on behalf of the City. Additionally, I agree that I will comply with the reasonable orders and directives given to me by responsible City employees. In the event that I do not agree or wish to comply with any reasonable order or directive given to me by any City employee or have any concern regarding my services or orders or directives given to me, I agree that I will bring the matter to the March 10, 2026 Regular Meeting of the Exeter City Council

attention of a City supervisor. I further agree that I will not misuse City property or attempt to profit from, or exploit others, or misuse my capacity as a volunteer with the City to gain any unfair advantage from the City, any business or organization having business or dealings with the City, or any member of the public that I may serve as a volunteer of the City.

With the exception of Workers' Compensation benefits as set out above, I hereby agree that I, my heirs, guardians, legal representatives and assigns will not make a claim against or file an action against the City of Exeter or their respective departments, officials, officers, agents, employees, or volunteers (hereinafter referred to as 'RELEASEES"), for injury or damage arising out of, related to, or connected with, my participation in the volunteer activities or services, from any cause whatsoever, including but not limited to RELEASEES' sole, active, or passive negligent acts or omissions. In addition, I hereby RELEASE and DISCHARGE the RELEASEES from all actions, claims, and demands of any nature that I, my heirs, guardians, legal representatives or assigns now have or may hereafter have for injury or damage arising out of, related to, or connected with, my participation in these volunteer activities or services, from any cause whatsoever, including but not limited to RELEASEES' sole, active, or passive negligent acts or omissions.

By my signature below, I signify that I have read, understand, and voluntarily agree to be bound by each of the terms stated above.

Signature £;iLU\tJ ?0 \.,c.)~1 ibu
Date ~ /1-.., { r..i.P
If under 18, parental consent is required. I, . give permission for my child, ___________ _, to participat,e.-i,;;:?oTunteer work with the City of Exeter Volunteer Program.

Signature ________ __./~-----
The City of Exeter will make reasonable efforts in the selection process to accommodate persons with disabilities. Please advise the City of such special needs at the time of application. City of Exeter is an Equal Opportunity Employer.

March 10, 2026 Regular Meeting of the Exeter City Council

Agenda Item Staff Report
Meeting Date:

March 10, 2026
Wording for Agenda:

Consider Approval of Options and Expenditure of Replacement of Streetlight Christmas Decoration Donor Plaques Along Pine Street in Downtown Exeter.

Submitting Department:

Public Works
Contact Name:

Zachary Boudreaux, Public Works Director
Staff recommends the City Council consider the presented options and provide direction regarding replacement of the Christmas decoration donor plaques associated with the Downtown Pine Street streetlights.

As part of the recent Downtown Pine Street streetlight replacement project, Public Works removed the previously installed Christmas decoration donor plaques that had been affixed to the original light poles. During Council’s approval of the streetlight replacement project, direction was provided to staff to develop a plan to replace the plaques.

With the new streetlight poles now installed, staff evaluated several potential options to recognize the original donors and maintain the intent of the original program. Staff has obtained quotes and identified several viable options for Council’s consideration.

When the downtown Pine Street Christmas streetlight decorations were originally installed, donor recognition plaques were placed on individual light poles to acknowledge community members and organizations that contributed to the purchase of the decorations.

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:

Background:

March 10, 2026 Regular Meeting of the Exeter City Council

Over time, exposure to weather and environmental conditions has caused deterioration of several plaques, impacting their appearance and readability. Additionally, all plaques were removed during the recent streetlight replacement project since they were attached to the previous poles.

To maintain the integrity and appearance of the plaques, staff requested a quote from Rocky Hill Printing, located in Exeter, CA, to fabricate replacement plaques that would match appearance of the new poles, and be more durable to maintain appearance over time.

During the evaluation process, staff determined that reattaching plaques directly to the new light poles is not a preferred option due to fastener limitations and the desire to avoid drilling holes into the newly installed poles.

After reviewing potential alternatives, staff identified the following three options for Council consideration:

Option 1 - Individual Plaques at Each Pole
Individual plaques would be installed in the concrete at the base of the light poles where the original plaques were previously mounted. Installation would require staff to rout the concrete at the base of the poles, and epoxy in the concrete individual plaques.

Some poles may require small squares of concrete to be replaced entirely to accommodate the plaques.

Rocky Hill printing can develop the 21 custom 6” x 4” cast bronze plaques with raised brushed lettering, black recessed color, leatherette texture, matte clear coat finish, and painted edges for a cost of $4,968.30 not including staff time to install.

Option 2 – Single Large Donor Recognition Plaque
This option would consolidate all donor names onto a single large brass 24”x24” plaque of the same aforementioned design to include all of the donor names to be placed on a pedestal at Mixter Park.

Rocky Hill Printing can produce this plaque for a cost of $4,839.38 which does not include staff time to create a pedestal and install the sign.

Option 3 – Aluminum Composite Material (ACM) Sign
Under this option, donor recognition would be displayed on a 24”x24” sign installed on a pedestal at Mixter Park. Our new park signs as approved by council are made of this same durable, vandalism resistant material.

Rocky Hill Printing can produce this sign for a cost of $135.94 which does not include staff time to create a pedestal and install the sign.

March 10, 2026 Regular Meeting of the Exeter City Council

The total fiscal impact will depend on the option selected by the City Council.

Estimated costs are as follows:
• Option 1 – Individual Bronze Plaques: $4,968.30 (staff installation required) • Option 2 – Single Brass Plaque: $4,839.38 (staff installation required) • Option 3 – ACM Recognition Sign: $135.94 (staff installation required) Additional costs will be incurred for staff time and materials needed to install each option, with Options 2 or 3 also requiring the construction of a pedestal to install the plaque.

Costs will be sourced FROM General Fund – Streets Dept Grounds and Maintenance 104.431.019.000.

City Council previously approved the Downtown Pine Street streetlight replacement project and provided direction for staff to develop a plan to replace the Christmas decoration donor plaques that were removed during the project.
• Quotes from Rocky Hill Printing
I move to approve Option 1, Option 2, or Option 3 as presented by staff for replacement of the Downtown Pine Street Christmas decoration donor plaques and authorize the associated expenditure or provide additional direction.

Fiscal Impact:

Prior City Council Actions:

Attachments:

Recommended motion to be made by the City Council:

March 10, 2026 Regular Meeting of the Exeter City Council

Rocky Hill Printing
236 E. Pine St Exeter, CA 93221
[email protected]
(559) 967-6040
www.Rockyhillprinting.com
Quote 5284 QUOTE DATE
Wed, 02/04/2026

QUOTE EXPIRY DATE
Fri, 03/06/2026
TERMS
Net 30

REQUESTED BY
COE

CONTACT INFO
# ITEM QTY UOM U.PRICE DISC DISC.PRICE TOTAL (EXCL. TAX) TAXABLE 1 Plaque 21 Unit $229.00 5.0% $217.55 $4,568.55 Y
This is for 6x4 inch brass plaques
each plaque will be unique and for each light pole in down town 46 total Cast Bronze Plaque
5/16 letter depth
Raised copy brushed
standard painted edges
Recessed color: black
Texture: leatherette
Border: single line
Matte clear coat
No mounting studs
This handcrafted quote is based on the specific information you’ve given us and is valid for 30 days.

When you approve this quote, you are agreeing to pay 100% of the quoted price. We require a 50% deposit to begin work on your project. Once we receive your deposit, we’ll schedule your project and email you an estimated completion date. The remaining balance is due upon completion of your order.

Need to make that changes?
No problem - but please realize, changes to quantity or specifications will affect your price. We will provide you with an updated quote based on the changes.

Subtotal:

Sales Tax (8.75%):

Total:
$4,568.55
$399.75
$4,968.30
Customer Disc. $240.45
Downpayment (50.0 %) $2,484.15
SIGNATURE: DATE:

PRINTED ON THU, 02/19/2026 11:12 AM BY AW CREATED BY JS 1/1 March 10, 2026 Regular Meeting of the Exeter City Council

Rocky Hill Printing
236 E. Pine St Exeter, CA 93221
[email protected]
(559) 967-6040
www.Rockyhillprinting.com
Quote 5361 QUOTE DATE
Tue, 03/03/2026

QUOTE EXPIRY DATE
Thu, 04/02/2026
TERMS
Net 30

REQUESTED BY
COE

CONTACT INFO
# ITEM QTY UOM U.PRICE TOTAL (EXCL. TAX) TAXABLE
1 Plaque 1 Unit $4,450.00 $4,450.00 Y
Width 24"
Height 24"
Depth 3/4"
Plaque Environment
Outdoors
Copy Finish
Raised Copy - Brushed
Edge Finish
Standard Painted Edges
Recessed Color
Black
Texture
Leatherette
Border
Single Line
Clear Coat
Standard Satin Clear Coating
Mounting Option
Plain - No Mounts
This handcrafted quote is based on the specific information you’ve given us and is valid for 30 days.

When you approve this quote, you are agreeing to pay 100% of the quoted price. We require a 50% deposit to begin work on your project. Once we receive your deposit, we’ll schedule your project and email you an estimated completion date. The remaining balance is due upon completion of your order.

Need to make that changes?
No problem - but please realize, changes to quantity or specifications will affect your price. We will provide you with an updated quote based on the changes.

Subtotal:

Sales Tax (8.75%):

Total:
$4,450.00
$389.38
$4,839.38
Downpayment (50.0 %) $2,419.69
SIGNATURE: DATE:

PRINTED ON TUE, 03/03/2026 02:27 PM BY AW CREATED BY JS 1/1 March 10, 2026 Regular Meeting of the Exeter City Council

Rocky Hill Printing
236 E. Pine St Exeter, CA 93221
[email protected]
(559) 967-6040
www.Rockyhillprinting.com
Quote 5363 QUOTE DATE
Tue, 03/03/2026

QUOTE EXPIRY DATE
Thu, 04/02/2026
TERMS
Net 30

REQUESTED BY
COE

CONTACT INFO
# ITEM QTY UOM U.PRICE TOTAL (EXCL. TAX) TAXABLE
1 Copy of Rigid Sign w/ Digitally Printed Graphics 1 Each $125.00 $125.00 Y Width: 24 Inches
Height: 24 Inches
Dibond - 3mm White
Substance 2755 Gloss
Substance PL-3150 Gloss
Labor - Rigid Sign w/ Digital Graphics
This handcrafted quote is based on the specific information you’ve given us and is valid for 30 days.

When you approve this quote, you are agreeing to pay 100% of the quoted price. We require a 50% deposit to begin work on your project. Once we receive your deposit, we’ll schedule your project and email you an estimated completion date. The remaining balance is due upon completion of your order.

Need to make that changes?
No problem - but please realize, changes to quantity or specifications will affect your price. We will provide you with an updated quote based on the changes.

Subtotal:

Sales Tax (8.75%):

Total:
$125.00
$10.94
$135.94
Downpayment (50.0 %) $67.97
SIGNATURE: DATE:

PRINTED ON TUE, 03/03/2026 02:27 PM BY AW CREATED BY AW 1/1 March 10, 2026 Regular Meeting of the Exeter City Council