written confirmation, the date final payment is made by Lessee shall be the effective date for all other purposes of the Lease as amended. d. Exercise of Extension Options. Notwithstanding the negotiations required under subsection {b), Lessee must still provide written notice of its intent to exercise an Extension Option in accordance with the timeframes specified in the section entitled "Extensions to the Lease Term," of the Lease. Failure to provide timely notice will result in the forfeiture of the applicable Extension Option, regardless of the status of any ongoing negotiations, unless otherwise agreed to by the parties.
c. The section of the Lease entitled "Extensions to the Lease Term" is amended to add the following paragraph at the end:
Notwithstanding the foregoing, the exercise of any Extension Option is subject to the conditions set forth in Section 7 .5 of this Lease.
2. lrn;JJnsistency: Conflicts. In the event of any conflict between the provisions of this Amendment and the original Lease, the provisions of this Amendment shall control.
3. Agreement Continuance. Except as expressly modified and supplemented by this Amendment, all other terms and conditions in the original Lease remain in full force and effect and continue to bind the parties.
4. CounterpaJts. This Amendment may be executed in counterparts, each of which shall be deemed an original, but all of which together shall constitute one and the same instrument.
IN WITNESS WHEREOF, the parties have executed this Amendment as of the Effective Date written above.
[SIGNATURES ON NEXT PAGE]
3
LESSOR:
CITY OF HOLLISTER
David Mirrione, City Manager
Date: ___________ _
APPROVED AS TO FORM
Mary Lerner, City Attorney
4 LESSEE:
NEIL JONES FOOD COMPANY, DBASAN
BENITO FOODS
Date: ------------
Lease Agreement
City of Hollister Industrial Wastewater Treatment Plant Business Name: City of Hollister "Lessor"
375 Fifth Street
Hollister, California 95023
Classified by SIC No.:
City Manager:Brett Miller
Address: 375 Fifth Street, Hollister, California 95023 Phone: Office: (831) 636-4300x1015 Cell: (831) 673-6273 Contact Person: Brett Miller Title: City Manager Phone: Office: (831)636-4300x1015 Cell: (831) 673-6273 Email: [email protected]
Emergency Contact Person: Henry Gonzales Title: Interim Community Services Director
Phone: Cell: (831) 524-1717
Email: [email protected]
Business Name: Neil Jones Food Company "Lessee"
dba San Benito Foods
110 Hawkins Street
Hollister, CA 95023
Classified by SIC No.: 2033
Plant Manager: Sam Humphrey
Address:
r
110 Hawkins Street, Hollister, CA 95023
Phone: Office: (831) 637-4434 ext 3112 Cell: (360) 984-0277 Contact Person: Sam Humphrey Title: Plant Manager Phone: Office: (831) 637-4434 ext 3112 Cell: (360) 984-0277 Email: [email protected]
Emergency Contact Person: Dean Henry Title: Maintenance Manager J Phone: Cell: (831) 206-2697
Email: I [email protected]
Wage
City of Hollister
San Benito Foods
Industrial Wastewater Treatment Plant Lease Agreement
March 23, 2021.
Per the conditions identified within this Lease Agreement,this Lease Agreement authorizes San Benito Foods SBF or Lessee)to operate Pond 1 of the Industrial Wastewater Treatment Plant (IWTP)to treat industrial wastewater derived from a seasonal vegetable food processing system located on Hawkins Street at East Street.This Lease Agreement also authorizes SBF to discharge treated effluent into the percolation basins for disposal.
Initial Lease Term.The terms and provisions of this Lease shall be effective as of the date of this Lease. The initial term of this Lease ("Lease Term")shall be for a period of five (5)years from the date of final signature Lease Commencement Date"), and shall terminate at midnight on December 31, 2026, unless extended as set forth herein or terminated in accordance with the termination provisions contained in the General Terms and Conditions section below. Lessor agrees to use commercially reasonable efforts to deliver possession of the Premises to Lessee by the Lease Commencement Date. If,despite said efforts, Lessor is unable to deliver possession by such date,the Lease Commencement Date of the lease term shall be extended to the new date of possession. Lessee shall not, however, be obligated to pay rent or perform its other obligations until Lessor delivers possession.
Further,this lease, and each of its terms and conditions, shall be immediately null and void and terminated if Lessee and all plaintiffs have not dismissed without prejudice their lawsuit against Lessor and all other defendants within fourteen (14) calendar days of the date this Lease is fully executed. Said lawsuit to be dismissed in its entirely is known as Neil Jones Food Company, et al. v. City of Hollister, et al., San Benito Superior Court Case No. CU-20-00074. As a part of said dismissal, Lessor agrees to also dismiss without prejudice its cross-complaint against defendants. In the event Lessee does not file said dismissal within fourteen (14) calendar days of the date this Lease is fully executed, Lessor shall not be liable to Lessee for any costs Lessee has incurred in performing under this Lease up to the date this Lease is terminated. Said termination of this Lease upon Lessee's failure to file said dismissal shall be automatic and shall not require any further notice or warning by Lessor. Lessor shall cooperate fully and take all actions necessary to assist Lessee in filing said dismissal, if any.
Extensions to the Lease Term. Lessor hereby grants to Lessee two(2)consecutive options (respectively the First Extension Option" and "Second Extension Option")to extend the Lease Term for an additional five (5) years for each option immediately upon termination of the prior term. Each Extension Option must be exercised, if at all, by written notice ("Option Notice")delivered by Lessee to Lessor not less than three(3) months nor more than six(6) months prior to the end of the initial Lease Term or the First Extension Option, as the case may be ("Exercise Period"). Further, each Extension Option is not effective unless and until approved by Lessor in writing,such approval not to be unreasonably withheld. If Lessee does not exercise an Extension Option or such Extension Option is not approved by Lessor during the Exercise Period set forth above in strict accordance with the provisions hereof,such Extension Option shall forever terminate and be of no further force and effect. Each Extension Option is personal to Lessee and may not be exercised by any person or entity other than the original Lessee or a Transferee approved or deemed approved by Lessor.
Option Term Rent. Provided Lessee has properly and timely exercised the First Extension Option and/or the Second Extension Option, and Lessor has agreed in writing to such an extension,the Lease Term shall be extended for the period specified above, and all terms,covenants and conditions of the Lease shall remain unmodified and in full force and effect.
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City of Hollister
San Benito Foods
Industrial Wastewater Treatment Plant Lease Agreement
March 23, 2021
Rent. In exchange for the improvements to be paid by Lessee during the term of the.Lease, and ongoing maintenance obligations of Lessee,said costs shall be amortized over the term of the lease, and considered fair market value for the rent otherwise paid during the lease term.
1. Operational Seasons
Discharges provided for by this lease are limited to the period of June 1 through November 1, excluding storm water,of each year, but operations of Pond 1 shall be year-round. Furthermore, industrial wastewater discharges are limited to the period of July 1 through October 15 of each year. The lease is granted in accordance with and is subject to the Waste Discharge Requirements (WDR) issued by the Regional Water Quality Control Board (RWQCB) to SBF following execution of this Lease by the Parties. No discharges, excluding storm water, shall be authorized without an approved WDR. The following describes the Canning Season versus Non-Canning Season:
Canning Season
SBF shall provide the City with 48 hours advance notice to discharge to the Combination Sewer/Storm Drain Collection System.Such notice excludes any storm water runoff from SBF's facility.
The Canning Season extends from June 1 through November 1 for discharges from the SBF facility,to include pre-season preparation and post-season cleanup. Discharges of industrial wastewater from the SBF facility is limited to July 1 through October 15. The Canning Season includes up to one month prior to July 1,or June 1, for start-up of the canning facility, which will authorize SBF to discharge fresh or recycled water only into the Combination Sewer/Storm Drain Collection System. Other start-up procedures may occur at the IWTP or the SBF Facility prior to June 1 but use of the Combination Sewer/Storm Drain Collection System for discharge of water or recycled water will not be authorized without prior written approval from the City.
The Canning Season also includes up to November 1 for discharge of water(potable or recycled water)for SBF to flush and clean the Combination Sewer/Storm Drain Collection System. Please see Roles and Responsibilities for requirements on flushing the Combination Sewer/Storm Drain Collection System.
Non-Canning Season
The Non-Canning Season includes all days outside of the Canning Season. During the Non-Canning Season,SBF may not discharge water, recycled water or industrial wastewater into the Combination Sewer/Storm Drain Collection System, unless given written authorization by the City. Storm water from the SBF facility is excluded from this provision.
2. Definitions and Description of Facilities
The following provides definitions of terms used within this lease agreement and a description of the various facilities that are required to convey,treat,or dispose of industrial wastewater and storm water. See Exhibit 2,which delineates each of the facilities identified.
Definitions
31 Pie
City of Hollister
San Benito Foods
Industrial Wastewater Treatment Plant Lease Agreement
March 23, 2021
Effluent: Effluent is wastewater from Pond 1 that has been treated to meet effluent standards identified in the WDR and being disposed of via the percolation basins. Effluent is also stormwater that is being discharged from Pond 2 to the percolation basins.
Industrial Wastewater: Wastewater generated by SBF at the approved canning facility through the seasonal tomato food processing system. Industrial wastewater does not include any domestic waste or other processing system. Industrial wastewater does not include whole or non-processed by-products of the canning process. Industrial wastewater does include wash down water from the cannery that enters the storm drain collection system.
Lessee:The Lessee is Neil Jones Food Company dba San Benito Foods Lessor:The Lessor is the City of Hollister
Recycled Water: Recycled Water is treated effluent from the City's Regional Domestic Wastewater Treatment Plant that produces recycled water or other City pre-approved recycled water source.
Storm Water: Storm water is water that is generated from a rain event. Storm water does not include water from wash down activities at the SBF facilities that enters the storm drain system.
Urban Runoff: Urban Runoff is water that is generated from a potable water supply source that enters the storm drain system. Examples include, but not limited to, hose bibs or sprinklers.
Water:Water is potable water either obtained from SBF's on-site well or from a connection to the City's water distribution system.
Facility Descriptions
Combination Sewer/Storm Drain Collection System: This includes the combination sewer/storm drain collection system from the corner of Hawkins Street at East Street,west on Hawkins Street to West Street, South on West Street to the West Street Diversion Structure on West Street between Hawkins Street and Haydon Street. Storm drain traverses west in between houses through a City easement to Suter Street. North and west on Suter Street to Powell Street. North on Powell Street to South Street. West on South Street to Pond 1 at the IWTP.
This system does not include the flow meter, headw,orks, or new South Street Diversion Structure (located at the northeast corner of Percolation Basin 3).
Flow Meter: This includes the Parshall Flume flow meter located at the IWTP.
Headworks: This includes the screen and grinder located at the IWTP, South Street Diversion Structure(Proposed): This includes the proposed diversion structure on the Combination Sewer/Storm Drain Collection System located at the end of South Street adjacent to the northeast corner of Percolation Basin 3.This also includes the storm drain line that diverts storm water from this diversion structure to Percolation Basin 3.
City of Hollister
San Benito Foods
Industrial Wastewater Treatment Plant Lease Agreement
March 23, 2021
Pond 1 Wastewater Treatment Pond: This includes the area that encompasses Pond 1 as shown in Exhibit 2, and Pond 1 itself, including aerators, electrical/controls to the aerators,and future effluent lift station for Pond 1.This also includes any future upgrades to the wastewater treatment system required to adequately treat industrial wastewater per the WDR.
Apricot Lane Diversion Facilities: This includes the storm drain line from the Apricot Lane,the proposed trash capture system on the storm drain line,the diversion structure to Pond 2, and ancillary storm drain piping to Pond 2.
Pond 2 Storm Water Treatment Pond: This includes the area that encompasses Pond 2 as shown in Exhibit 2, and Pond 2 itself including aerators,electrical/controls to the aerators,and Pond 2 lift station.
Pond 1 Effluent Discharge System: This is To Be Determined. Pond 1 will require a new lift station and force main or gravity main to discharge effluent to the splitter box or directly to the percolation basins. These facilities are to be designed and constructed by SBF.-
Pond 2-Effluent Discharge Collection System: This includes the force main from Pond 2 lift station to the splitter/junction box located between Pond 1 and Percolation Basin 3.
Effluent Discharge Collection System: This includes from the splitter/junction box, slide gates, and gravity discharge mains to each of the percolation basins. This also includes all isolation valves to each percolation basin and the discharge lines into each percolation basin.
Percolation Basins: This includes percolation basins 3,4, 5 and 6 to top of berm and all interconnecting piping between percolation basins.
Roads and Other Site Areas: This includes all access roads within the IWTP property limits.This also includes any unused areas within the IWTP Property Limits.
3. Description of Operations
The following is a description of the operations of the facilities at the IWTP and which party has primary responsibility.
Combination Sewer/Storm Drain Collection System: The combination sewer/storm drain collection system will be used to convey SBF's approved discharges during the Canning Season (June 1 through November 1).
During the Canning Season,the West Street Diversion Structure slide gate will be open to the IWTP and closed to Apricot Lane. In addition,the proposed South Street Diversion Structure slide gate to Percolation Basin 3 will be closed and the slide gate to Pond 1 will be open,sending all discharges to Pond 1.
The combination sewer/storm drain collection system will be used to convey storm water and urban runoff during the Non-Canning Season. During the Non-Canning Season,the West Street Diversion Structure slide gate will be open to Apricot Outfall and closed to the IWTP, sending all storm water upstream of the West Street Diversion to Apricot Outfall. In addition,the proposed South Street Diversion Structure slide gate to 51Page
City of Hollister
San Benito Foods
Industrial Wastewater Treatment Plant Lease Agreement
March 23, 2.021
Percolation Basin 3 will be open and the slide gate to Pond 1 will be closed, sending all storm water, downstream of the West Street Diversion,to Percolation Basin 3.
The City shall have primary responsibility of the Combination Sewer/Storm Drain Collection System.See Roles and Responsibilities for additional SBF responsibilities for the Collection System.
Flow Meter: The flow meter measures the volume of discharges that enter the IWTP.
The City shall have primary responsibilities of the flow meter and will operate and maintain the flow meter year-round. All costs to repair, maintain, and/or replace this flow meter will be paid by SBF.
Headworks: The grinder system at the headworks is primarily used to prevent whole tomatoes from reaching Pond 1.
SBF shall have primary responsibilities of the headworks and will operate and maintain the headworks system year-round.
South Street Diversion Structure: During the Canning Season,the South Street Diversion Structure slide gate to Percolation Basin 3 will be closed and the slide gate to Pond 1 will be open, sending all approved discharges to Pond 1.
The combination sewer/storm drain collection system will be used to convey storm water and urban runoff during the Non-Canning Season. During the Non-Canning Season,the South Street Diversion Structure slide gate to Percolation Basin 3 will be open and the slide gate to Pond 1 will be closed, sending all storm water to Percolation Basin 3.
The City shall have primary responsibility of the South Street Diversion Structure.
Pond 1 Wastewater Treatment Pond: Pond 1 will be used to treat all approved discharges from SBF as well as any incidental urban runoff and/or storm event during the Canning Season.
SBF shall have primary responsibility for Pond 1 Wastewater Treatment Pond.
Apricot Lane Diversion Facility: This facility will be used to capture trash from the 1-year, 1-hour storm,and divert storm water per the approved Preliminary Design Report to Pond 2. Larger storms, as described in the Preliminary Design Report,will overflow Pond 2 to the San Benito River.
The City shall have primary responsibility for the Apricot Lane Diversion Facility.
Pond 2 Storm Water Treatment Pond: Pond 2 will be used to treat storm water from the Apricot Lane Diversion Facility.
The City shall have primary responsibility for the Pond 2 Storm Water Treatment Pond.
Pond 1 Effluent Discharge System: The Pond 1 effluent discharge system will adequately maintain operational levels year-round in Pond 1 as to not overtop Pond 1 and maintain adequate freeboard.
City of Hollister
San Benito Foods
Industrial Wastewater Treatment Plant Lease Agreement - March 23, 2021
SBF shall have primary responsibility for Pond 1 Effluent Discharge System.
Pond 2 Effluent Discharge Collection System: The Pond 2 effluent discharge system will discharge storm water to the percolation basins. Pond 2 will have an overflow to San Benito River via the Apricot Outfall.
The City shall have primary responsibility for the Pond 2 Effluent Discharge Collection System.
Effluent Discharge Collection System: The effluent discharge collection system will convey either treated effluent from Pond 1 or storm water from Pond 2 to Percolation Basins 3,4, 5, or 6.
The City shall have primary responsibility for the Effluent Discharge Collection System during the Non-Canning l
Season. SBF shall hove primary responsibility for the Effluent Discharge Collection System during the Canning Season. All costs to repair, maintain, or replace the Effluent Discharge Collection System shall be shared equally between the City and SBF.
Percolation Basins: The Percolation Basins shall be operated by SBF during the Canning Season. The Percolation Basins shall be operated by the City during the Non-Canning Season.
The City shall have primary responsibility for the Percolation Basins during the Non-Canning Season. The City shall disc all percolation basins and remove any non-vegetative debris by May 315`of each year following the rainy season in preparation of the Canning Season. SBF shall have primary responsibility for the Percolation Basins during the Canning Season. SBF shall disc all percolation basins and remove any non-vegetative debris and industrial wastewater settleable solids by November 15t of each year following the Canning Season in preparation of the wet season. All costs to repair, maintain, or replace the Percolation Basins, excluding costs to disc the percolation basins shall be shared equally between the City and SBF.
Roads and Other Site Areas: The roads will be used by City and/or SBF staff to access and maintain all facilities within the IWTP site. All other areas not currently described above may be used only by the City unless written agreement is provided to SBF.
The City shall have primary responsibility for the Roads and Other Site Areas. All costs to repair, maintain, or replace the Roads shall be shared equally between the City and SBF.
4. Roles and Responsibilities
The following provides a clear description of the roles and responsibilities of both the City and SBF.This includes the facilities, as described in Section 2,that are to be maintained by each party.
San Benito Foods
SBF will be operationally and fiscally responsible for the operations and maintenance of the facilities as described in Section 2, Description of Facilities, including, but not limited to:
Operations, maintenance, and/or improvement costs of the IWTP as it pertains to compliance with SBF's WDR
Weed abatement within Pond 1 limits as shown on Exhibit 2 71 Page
City of Hollister
San Benito Foods
Industrial Wastewater Treatment Plant Lease Agreement
March 23, 2021
Rodent control within Pond 1 limits as shown on Exhibit 2 J Installation of a lift station, as needed,to discharge effluent directly to the percolation basins or to the splitter/junction box
Maintenance and/or replacement of the Pond 1 lift station and force main Startup operations and costs
Shutdown operations and costs
Daily removal of floating tomatoes,as needed
Costs of repairing and,replacing any item or property damaged or destroyed due to theft or vandalism;SBF acknowledges that City will not be responsible for any such damage or destruction Joint responsibility with the City of Hollister for operations and maintenance of the Percolation Basins Joint fiscal responsibility with the City of Hollister for repairs, maintenance, or replacement of the Effluent Disposal System and interior road infrastructure Any replacement equipment shall be of equal or better quality In addition,the following responsibilities are required to be completed by SBF:
Maintain and comply with a current WDR with the RWQCB
Submit all reporting requirements, as set forth in the WDR to the RWQCB Provide all reports submitted to the RWQCB to the City concurrent with submission to the RWQCB Discharge effluent wastewater per requirements of the WDR and applicable City Ordinances If discharges do not meet temperature or pH City Ordinance requirements, SBF shall be responsible for any damages to the Combination Sewer/Storm Drain Collection System that may arise from being outside these limits.
Fiscally responsible for the repair, maintenance, and replacement of the flow meter Prior to canning season in Year-1 (2021), SBF shall remove a minimum of 3,000 dry tons of sludge from Pond 1
Following each canning season,SBF shall evaluate sludge levels within Pond 1 and remove no less than the difference of sludge levels from the year prior or a minimum of 2,000 dry tons,whichever is greater(i.e. if Year 1 is 15,000 dry tons and Year 2 is 15,200 dry tons, a minimum of 2,000 dry tons will be required to be removed. If Year 1 is 15,000 dry tons and Year 2 is 18,000 dry tons,a minimum of 3,000 dry tons will be required to be removed.)
Flush the Combination Sewer/Storm Drain Collection System with water or recycled water and vacuum out all material prior to reaching the IWTP upon shutdown of the canning season and be completed no later than November 1st of each year
Complete a closed-circuit television (CCTV) inspection and submit an inspection report to the City no later than November 15th of each year detailing any condition changes from the pre-canning season CCTV inspection or other previous video inspections
Hire or through an agreement with the City, be fiscally responsible for all maintenance staff required to comply with the WDR
Operations and maintenance of all percolation basins during the Canning Season.
The City shall inspect the West Street Diversion Structure and the Apricot Storm Drain Outfall daily during the Canning Season. SBF shall be responsible for the following:
The City will notify SBF to cease and desist discharging in the event there is an overflow of industrial wastewater into the Apricot Storm Drain,
City of Hollister
San Benito Foods
Industrial Wastewater Treatment Plant Lease Agreement
March 23, 2021
Upon notification from the City, SBF shall immediately begin the shutdown process and shall have no more than 8 hours to stop all industrial wastewater discharge flow into the Combination Sewer/Storm Drain Collection System
SBF shall not resume discharging industrial wastewater into the Combination Sewer/Storm Drain , Collection System until the cause of the overflow has been corrected and written notification has been obtained from the City
SBF shall be responsible for clean-up, including any costs associated with City staff time required to assist in any clean-up, of any spills into private property, streets, Pond 2,Apricot Lane outfall, or San Benito River, provided that SBF is responsible for the spill Response to all Notice of Violations from any local,State,or Federal Agency for violations caused by SBF during the Canning Season at the IWTP or within the Sewer/Storm Drain Collection System Response to Notice of Violations from any local, State or Federal Agency for violations caused by SBF during the Non-Canning Season that are attributable to the operations or lack of operations of Pond 1 or treated effluent water quality discharged from Pond 1 Maintain an operations and maintenance manual for the IWTP operations (Comment: O&M Manual Needs To be Developed in coordination with SBF and the City) Submit operations and maintenance manual to the City for approval,45-days prior to start-up of canning season
SBF shall maintain in good standing with the RWQCB their Storm Water Pollution Prevention Plan, WDID Number 3351N603206
SBF shall be responsible for repairing damage made to roads within the IWTP due to equipment and/or vehicles associated with SBF's operations and maintenance of the IWTP.
SBF shall pay a proportionate cost share for maintenance of the percolation basins, whereas cost to be determined and agreed upon by both parties at a later date City of Hollister
The City of Hollister will be operationally and fiscally responsible for all facilities required to comply with storm water requirements at the Industrial Wastewater Treatment Plant, excluding storm water that may occur during the Canning Season that enters Pond 1. Roles and Responsibilities include:
Flow meter calibration and daily readings.
Sampling and laboratory testing required to meet any storm water permit requirements Sludge removal from Pond 2 as needed to provide adequate treatment and/or capacity This condition applies subsequently to the sludge removal project for Pond 2 that will be- completed in winter/spring of 2021
Maintenance and/or replacement of all aerators required to maintain adequate DO within Pond 2 Electrical costs to operate aerators year-round to maintain adequate Dissolved Oxygen (DO)within Pond 2
Weed abatement within IWTP limits as shown on Exhibits 1 and 2. The costs for weed abatement for the percolation ponds shall be split equally between the City and SBF.
Rodent control within IWTP limits as shown on Exhibits 1 and 2. The costs for rodent control for the percolation ponds shall be split equally between the City and SBF.
Any upgrades or improvements to Pond 2
Pond 2 lift station to discharge storm water to the splitter/junction box Maintenance and/or replacement of the Pond 2 lift station and force main 911 Y,
City of Hollister
San Benito Foods
Industrial Wastewater Treatment Plant Lease Agreement
March 23, 2021
Operations and maintenance of all percolation basins during the Non-Canning Season O Inspect the West Street Diversion Structure and the Apricot Storm Drain Outfall daily during the Canning Season
The City will notify SBF to cease and desist discharging in the event there is an overflow of industrial wastewater into the Apricot Storm Drain,
Upon notification from the City,SBF shall immediately begin the shutdown process and shall have no more than 8 hours to stop all industrial wastewater discharge flow into the Combination Sewer/Storm Drain Collection System
SBF shall not resume discharging industrial wastewater into the Combination Sewer/Storm Drain Collection System until the cause of the overflow has been corrected and written notification has been obtained from the City
SBF shall be responsible for clean-up, including any costs associated with City staff time required to assist in any clean-up,of any spills into private property, streets, Pond 2, Apricot Lane outfall, or San Benito River, provided that SBF is responsible for the spill Flush the Combination Sewer/Storm Drain Collection System with potable or recycled water and vacuum out all material prior to reaching the IWTP no later than May 31st of each year Sampling and reporting results from the adjacent monitoring wells
5. GENERAL TERMS AND CONDITIONS
Default.-Each of the following occurrences shall constitute a default under the Lease Agreement ("Default"):
a) Either party fails to perform, comply with or observe any obligation,or any term, condition, covenant, or provision in this Lease Agreement;
b) A petition is filed by or against either party and is not dismissed within sixty(60)days of filing(i) in any bankruptcy or other insolvency proceeding, (ii)seeking any relief under the bankruptcy code or any similar law,or(iii)for the appointment of a liquidator or receiver for all or substantially all of the property of either party or for either party's interest in this Lease Agreement;or c) Either party abandons the IWTP property.
Right to Cure upon Default and Termination. In the event of a Default by either Lessee or Lessor,the non- defaulting or non-breaching party shall provide to the defaulting or breaching party written notice of the default or breach.The defaulting or breaching party then has 30 days to cure the default or breach, unless more time is allowed for by the non-defaulting or non-breaching party, after which the non-defaulting or non- breaching party may, in addition to exercising all rights and remedies provided for by this Lease or at law or equity,terminate the Lease Agreement.
Compatibility Covenant. Lessor shall not lease the IWTP property, or any portion thereof,to any other lessee or user which is incompatible with Lessee's use.
Cooperation by the Parties. The Parties acknowledge that the Lessee's use of its portion of the IWTP property requires one or more approvals ("Governmental Approvals") by the applicable "Governmental Agencies" and the Parties agree to diligently cooperate with one another in furthering Lessee's Governmental Approvals. 10 I P age
1 City‘of Hollister
San Benito Foods
Industrial Wastewater Treatment Plant Lease Agreement
March 23, 2021
Joint-Use Areas. Notwithstanding any other provisions contained in this lease,the Parties acknowledge that each shall have non-exclusive access to the IWTP property for their respective operations, and shall cooperate with each other to avoid conflicts in such operations.
Taxes and Other Charges for Which Lessee is Directly Responsible. Lessee shall pay to San Benito County all taxes associated with Lessee's occupancy of the Premises. Said taxes are measured by or reasonably attributable to the cost or value of Lessee's equipment,furniture,fixtures and other personal property located in the Premises, or by the cost or value of any leasehold improvements made in or to the Premises by ' or for Lessee, regardless of whether title to such improvements shall be vested in Lessee or Lessor. Said taxes are assessed upon or with respect to the possession, leasing, operation, management, maintenance, alteration, repair, use or occupancy by Lessee of the Premises or any portion of the Premises. Said taxes are assessed upon this transaction or any document to which Lessee is a party creating or transferring an interest or an estate in the Premises,
Lessee's Use of the Premises. Lessee shall use the Premises solely for the purposes described herein in a manner consistent with the terms and conditions set forth in this Lease. Lessee shall not use or permit the Premises to be used for any other purpose or purposes whatsoever. Lessee further covenants and agrees that Lessee shall not use,or suffer or permit any person or persons to use,the Premises or any part thereof for any use or purpose contrary to the provisions of the terms set forth herein, or in violation of the laws of the United States of America,the State of California, or the ordinances, regulations or requirements of the local municipal or county governing body or other lawful authorities having jurisdiction over the Premises. Lessee shall comply with all recorded covenants, conditions, and restrictions now or hereafter affecting the Premises and any amendments thereto. Lessee shall not use or allow another person or entity to use any part of the Premises for the storage, use,treatment, manufacture or sale of"Hazardous Material." Lessor's Consent to Alterations. Lessee may not make any improvements, alterations, additions or changes to the Premises (collectively"Alterations")without first procuring the prior written consent of Lessor to said Alterations,which consent shall be requested by Lessee not less than thirty(30) days prior to the commencement thereof. The construction of any improvements to the Premises shall be governed by the terms of this Lease.
Manner of Construction. Lessor may impose, as a condition of its consent to any and all Alterations or repairs of the Premises or about the Premises, such requirements as Lessor in its sole discretion may deem desirable, including, but not limited to,the requirement that Lessee utilize for such purposes only contractors, materials, mechanics and materialmen appropriately skilled and licensed as required by law. Lessee shall construct such Alterations and perform such repairs in conformance with any and all applicable federal,state, county or municipal laws, rules and regulations and pursuant to a valid building permit, issued by the City of Hollister,all in conformance with Lessor's construction rules and regulations. All work with respect to any Alterations must be done in a good and workmanlike manner and diligently prosecuted to completion to the end so that the Premises at all times be a complete unit except during the period of work. Lessee agrees to cause a Notice of Completion to be recorded in the office of the Recorder of the County of San Benito in accordance with Section 3093 of the Civil Code of the State of California or any successor statute, and Lessee shall deliver to Lessor a reproducible copy of the"as built" drawings of the Alterations.
Construction Insurance. In the event that Lessee makes any Alterations Lessee agrees to carry"Builder's All Risk" insurance in an amount approved by Lessor covering the construction of such Alterations, and such
City of Hollister
San Benito Foods
Industrial Wastewater Treatment Plant Lease Agreement
March 23, 2021.
other insurance as Lessor may require, it being understood and agreed that all of such Alterations shall be insured by Lessee pursuant to this Lease immediately upon completion thereof.
Indemnification by Lessee.To the extent not prohibited by law, Lessee shall indemnify, defend, protect, and hold harmless Lessor from any and all loss,cost, damage, expense and liability (including without limitation court costs and reasonable attorneys'fees) incurred in connection with or arising from any negligent act, error or omission by Lessee on or about the Premises, either prior to, during,or after the expiration of the Lease Term, provided that the terms of the foregoing indemnity shall not apply to the active negligence or willful misconduct of Lessor.The provisions of this Section shall survive the expiration or sooner termination of this Lease with respect to any claims or liability occurring prior to such expiration or termination.
Indemnification by Lessor.To the extent not prohibited by law, Lessor shall indemnify, defend, protect, and hold harmless Lessee from any and all loss,cost, damage,expense and liability (including without limitation court costs and reasonable attorneys'fees) incurred in connection with or arising from any negligent act, error or omission by Lessor on or about the Premises, either prior to, during, or after the expiration of the Lease Term, provided that the terms of the foregoing indemnity shall not apply to the,active negligence or willful misconduct of Lessee.The provisions of this Section shall survive the expiration or sooner termination of this Lease with respect to any claims or liability occurring prior to such expiration or termination.
Lessee's Insurance. Lessee shall procure and maintain insurance for the duration of the Lease Agreement against claims for injuries to persons or damages to property which may arise from their use of the IWTP and the Property or performance of the responsibilities hereunder, including the following coverages in the following amounts:
Commercial General Liability Insurance covering the insured against claims of bodily injury, personal injury and property damage arising out of Lessee's operations, assumed liabilities or use of the Premises, including a Broad Form Comprehensive General Liability endorsement covering the Insuring provisions of this Lease and the performance by Lessee of the indemnity agreements set forth in Section 10.1 of this Lease,for limits of liability not less than:
A) Bodily Injury, Property Damage Liability, and Personal Injury Liability 1,000,000 each occurrence
2,000,000 annual aggregate
To the extent permitted by applicable law, Lessee shall be permitted to fulfill its obligations under this Section pursuant to one(1)or more blanket policies (as long as the Premises are adequately and separately insured for the risk in limits of liability as required by this Section).
B) Physical Damage Insurance covering(i) IWTP facilities as described in this Lease Agreement and all other items of Lessee's property on the Premises installed by, for, or at the expense of Lessee, and
ii) all other improvements, alterations and additions to the Premises. Such insurance shall be written on a "special form" of physical loss or damage basis,for the full replacement cost value new without deduction for depreciation of the covered items and in amounts that meet any 12 Page
City of Hollister
San Benito Foods
Industrial Wastewater Treatment Plant Lease Agreement
March 23, 2021
coinsurance clauses of the policies of insurance and shall include a vandalism and malicious mischief endorsement,sprinkler leakage coverage and earthquake coverage.
C) Worker's Compensation and Employer's Liability Insurance, with a waiver of subrogation endorsement, with minimum limits of$1,000,000 per employee and$1,000,000 per occurrence.
Lessee hereby grants to Lessor a waiver of any right to subrogation which any insurer of Lessee may acquire against the Lessor by virtue of the payment of any loss under such insurance. Lessee agrees to obtain any endorsement that may be necessary to affect this waiver of subrogation; however,this provision applies regardless of whether or not the Lessor has received a waiver of subrogation.
Lessee may elect to self-insure the insurance described in this Section in which event such self- insurance shall be deemed to include a full waiver of subrogation, and Lessee hereby waives any right it may have against Lessor with respect to any damage or loss which would otherwise have been covered by the insurance coverage described in this Section.
Non-Waiver. No waiver of any provision of this Lease shall be implied by any failure of either Party to enforce any remedy on account of the violation of such provision, even if such violation shall continue or be repeated subsequently, and any waiver by any Party of any provision of this Lease may only be in writing. Additionally, no express waiver shall affect any provision other than the one specified in such waiver and then only for the time and in the manner specifically stated.
Assignment and Subletting. Lessee shall not, without the prior written consent of Lessor, assign, mortgage, pledge, hypothecate,encumber,or permit any lien to attach to,or otherwise transfer,this Lease or any interest hereunder, permit any assignment, or other transfer of this Lease or any interest hereunder by operation of law, sublet the Premises or any part thereof,or permit the use of the Premises by any persons other than Lessee and its employees (all of the foregoing are hereinafter sometimes referred to collectively as Transfers" and any person to whom any Transfer is made or sought to be made is hereinafter sometimes referred to as a "Transferee"). If Lessee desires Lessor's consent to any transfer,then Lessee shall notify Lessor in writing,which notice ("Transfer Notice")shall include (i)the proposed effective date of the Transfer, which shall not be less than forty-five (45)days nor more than one hunched eighty(180) days after the date of delivery of the Transfer Notice, (ii) a description of the portion of the Premises to be transferred, (iii)all of the material terms of the proposed Transfer and the consideration therefore,the name and address of the proposed Transferee, and a copy of all existing executed and/or proposed documentation pertaining to the proposed Transfer,and (iv)current financial statements of the proposed Transferee certified by an officer, partner or owner thereof,and any other information reasonably required by Lessor to determine the financial responsibility, character, and reputation of the proposed Transferee, nature of such Transferee's business and proposed use of the Premises, and such other information as Lessor may reasonably require. Any Transfer made without Lessor's prior written consent shall, at Lessor's option, be null,void and of no effect, and shall, at Lessor's option,constitute a default by Lessee under the terms of this Lease.
Compliance with Law. Lessee shall not do anything or suffer anything to be done in or about the Premises which will in any way conflict with any law,statute, ordinance or other governmental rule, regulation or requirement now in force or which may hereafter be enacted or promulgated. At its sole cost and expense, Lessee shall promptly comply with all such governmental measures. Should any standard or regulation now or hereafter be imposed on Lessor or Lessee by a state, federal or local governmental body charged with the 13 I P age
City of Hollister
San Benito Foods
Industrial Wastewater Treatment Plant Lease Agreement
March 23, 2021
establishment, regulation and enforcement of environmental,occupational, health or safety standards for employers, employees, lessors or lessees,then Lessee agrees, at its sole cost and expense,to comply promptly with such standards or regulations.The judgment of any court of competent jurisdiction or the admission of Lessee in any judicial action, regardless of whether Lessor is a party thereto,that Lessee has violated any of said governmental measures,shall be conclusive of that fact as between Lessor and Lessee.
6. MISCELLANEOUS PROVISIONS
Binding Effect. Subject to all other provisions of this Lease, each of the provisions of this Lease shall extend to and shall, as the case may require, bind, or inure to the benefit not only of Lessor and of Lessee, but also of their respective successors or assigns, provided this clause shall not permit any assignment by Lessee contrary to the provisions of this Lease.
Modification of Lease. Should any current or prospective mortgagee for the Building require a modification or modifications of this Lease,which modification or modifications will not cause an increased cost or expense to Lessee or in any other way materially and adversely change the rights and obligations of Lessee hereunder, then and in such event, Lessee agrees that this Lease may be so modified and agrees to execute whatever documents are reasonably required therefor and to deliver the same to Lessor within ten (10)days following a request therefor.
Captions.The captions of Articles and Sections herein are for convenience only and shall not be deemed to limit, construe, affect or alter the meaning of such Articles and Sections.
Time of Essence.Time is of the essence of this Lease and each of its provisions.
Partial Invalidity. If any term, provision, or condition contained in this Lease shall,to any extent, be held invalid or unenforceable,the remainder of this Lease, or the application of such term, provision or condition to persons or circumstances other than those with respect to which it is invalid or unenforceable,shall not be affected thereby, and each and every other term, provision and condition of this Lease shall be valid and enforceable to the fullest extent possible permitted by law.
Entire Agreement. It is understood and acknowledged that there are no oral agreements between the parties hereto affecting this Lease and this Lease supersedes and cancels any and all previous negotiations, arrangements, brochures,agreements and understandings, if any, between the parties hereto or displayed by Lessor to Lessee with respect to the subject matter thereof, and none thereof shall be used to interpret or construe this Lease.This Lease Agreement contains all of the terms, covenants, conditions,warranties and agreements of the parties relating in any manner to the rental, use and occupancy Of the Premises and shall be considered to be the only agreements between the parties hereto and their representatives and agents.
None of the terms,covenants, conditions or provisions of this Lease Agreement can be amended, modified, deleted or added to except by a writing signed by the parties hereto.
Force Majeure.Any prevention, delay or stoppage due to strikes, lockouts, labor disputes, acts of God, inability to obtain services, labor,or materials or reasonable substitutes therefor,governmental actions,civil commotions,fire or other casualty, and other causes beyond the reasonable control of the party obligated to 14 I P
City of Hollister
San Benito Foods
Industrial Wastewater Treatment Plant Lease Agreement
March 23, 2021
perform,except with respect to the obligations imposed with regard to Rent and other charges to be paid by Lessee pursuant to this Lease (collectively"Force Majeure"), notwithstanding anything to the contrary contained in this Lease,shall excuse the performance of such party for a period equal to any such prevention, delay or stoppage and,therefore, if this Lease specifies a time period for performance of an obligation of either party,that time period shall be extended by the period of any delay in such party's performance caused by a Force Majeure event.
Notices.All notices,demands, statements,designations, approvals or other communications (collectively Notices")given or required to be given by either party to the other hereunder shall be in writing,shall be sent by United States certified or registered mail, postage prepaid, return receipt requested,or delivered personally(including by means of any reputable overnight courier service) (1)to Lessor and Lessee at the appropriate address set forth at the beginning of this Lease, or to such other place as Lessor or Lessee may from time to time designate in a Notice to the other party. Any Notice will be deemed given on the date it is received or upon the date personal delivery is made.
Authority. If Lessee is a corporation or partnership, each individual executing this Lease on behalf of Lessee hereby represents and warrants that Lessee is a duly formed and existing entity qualified to do business in California and that Lessee has full right and authority to execute and deliver this Lease and that each person signing on behalf of Lessee is authorized to do so.
Governing Law.This Lease and the obligations hereunder shall be construed and enforced in accordance with the laws of the State of California. In any action or proceeding arising from this Lease Agreement or the performance thereunder, Lessor and Lessee hereby consent to the jurisdiction of the Superior Court of San Benito County.
Entry and Inspection. Lessee shall permit Lessor or Lessor's agents to enter upon the Premises at reasonable times and upon reasonable notice,for the purpose of inspecting the same.
Relationship Between the Parties. The legal relationship between the parties hereto is that of Lessor and Lessee and nothing herein contained shall be construed or interpreted so as to make their relationship otherwise.
Use of the Premises. Lessee shall not damage, destroy,or remove any part of the Premises or equipment,or commit waste, or permit any person to do so. Lessee will not use the Premises for any unlawful purpose, violate any government ordinance, or create any nuisance.
Surrender of Premises. Upon expiration or termination of this Lease Agreement, Lessee shall immediately, quietly and peaceably surrender to Lessor the IWTP property, including any and all equipment, in good order, condition and repair. Lessee acknowledges and agrees that any equipment which has been replaced or installed on the IWTP property, including, but not limited to, aerators,shall be the sole property of Lessor.
Lessee shall remove all of its personal property prior to termination or expiration of the Lease Agreement.
Lessee shall perform any restoration made necessary by the removal of any alterations or Lessee's personal property prior to termination or expiration of the Lease Agreement. Lessee's responsibilities to clean-up the IWTP property and return it to its original condition upon termination or expiration of the Lease Agreement shall include, but not be limited to, clean-up and removal of all sludge at Lessee's expense within one year of expiration or termination of the Lease Agreement.
15 I
City of Hollister
San Benito Foods
Industrial Wastewater Treatment Plant Lease Agreement
March 23, 2021
signature page to follow]
IN WITNESS WHEREOF,the parties hereto have executed this Lease Agreement on the date written below.
CITY OF HOLLISTER/LESSOR NEIL JONES FOOD COMPANY, DBA SAN BENITO
FOODS/LESSEE
By:
Ignacio Velazquez Name: 0-4/4,4) /Ylu tJwc,Lr_
Mayor, Hollister City Council Title: (U
Date: Date: 3,2e-Z(
APPROVED AS TO FORM:
By: 4/ A-0,2
i entice
City torney
Date: 3/27/2 0 Z/
16IPage
City of Hollister
San Benito Foods
Industrial Wastewater Treatment Plant Lease Agreement
March 23, 2021
EXHIBIT 1
17 I P 6 e
City of Hollister
San Benito Foods
Industrial Wastewater Treatment Plant Lease Agreement
March 23, 2021
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18 Pag, e .
City of Hollister
San Benito Foods
Industrial Wastewater Treatment Plant Lease Agreement
March 23, 2021
EXHIBIT 2
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19 I P a g e
City of Hollister
San Benito Foods
Industrial'Wastewater Treatment Plant Lease Agreement
March 23, 2021
EXHIBIT 3
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RESOLUTION NO. 2021- 49
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HOLLISTER RESCINDING RESOLUTION NO. 2021-47 AND AUTHORIZING THE MAYOR TO ENTER INTO A 5-YEAR LEASE AGREEMENT WITH SAN BEN ITO
FOODS (NEIL JONES FOOD COMPANY)
WHEREAS, the City Of Hollister owns the Industrial Wastewater facility located at 1325 South Street Hollister, CA 95023; and
WHEREAS, the Neil Jones Food Company DBA (San Benito Foods) will be leasing the City of Hollister property for processing industrial wastewater generated from the processing of tomatoes; and
WHEREAS, San Benito Foods will be financially responsible for updating, maintaining and complying with all regulatory agencies; and
WHEREAS, the City of Hollister will maintain the areas not related to the activities associated with San Benito Foods.
NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Hollister rescinds Resolution 2021-47, and approves this resolution to enter into a 5-year lease agreement with Neil Jones Food Company (DBA) San Benito Foods to manage and operate the Industrial Wastewater Treatment facility.
PASSED AND ADOPTED, by the City Council of the City of Hollister at a Regular Meeting held this 29th day of March, 2021, by the following vote:
AYES: Council Members Perez, Spencer, Burns, Resendiz, and Mayor Velazquez.
NOES: None.
ABSTAINED: None.
ABSENT: None.
Ignacio Velazquez, Mayor
ATTEST:APPROVED AS TO FORM:
r 1 Epperson Law Group PC
Christine BIaek, 'MMC, City Clerk
Jaso S. I person, City Attorney
CITY OF HOLUSTER
DUPLICATE OF ORIGINAL
ON FILE IN THE
OFFICE OF THE CITY CLEFSiPage 247 of 339
fi
I, CHRISTINE BLACK, MMC, City Clerk of the City of Hollister, do hereby certify that the attached Resolution No. 2021-49 is an original Resolution, or true and correct copy of a City Resolution, duly adopted by the Council of the City of Hollister at a Special Meeting of said Council held on the 29th day of March, 2021, at which meeting a quorum was present.
IN WITNESS WHEREOF, I have hereunto set my hand and affixed the Official Seal of the City of Hollister this 29th day of March, 2021.
Christine Black, MMC
City Clerk of the City of Hollister
Seal)
CITY OF HOWSTER
DUPLICATE OF ORIGINAL
ON FILE IN THE
OF THE CITY CLERKPage 248 of 339
STAFF REPORT
HOLLISTER CITY COUNCIL
MEETING DATE: August 20, 2024
REPORT # City Attorney-2024-10
AGENDA ITEM: CIVIL GRAND JURY RESPONSE
DEPARTMENT: City Attorney
DEPARTMENT HEAD: Mary Lerner, City Attorney
STAFF CONTACT: Mary Lerner, City Attorney
RECOMMENDED ACTION: Consider and Adopt a response to the 2023-2024 Grand Jury Report
DISCUSSION:
The City Attorney’s office prepared a draft response to the 2023 -2024 Grand Jury Report for Council consideration and action.
The City is responsible for providing a response to the 2023 -2024 Grand Jury Report.
Pursuant to California Penal Code Section 933(c), the response deadline is September 13, 2024 (“No later than 90 days after the grand jury submits a final report on the operations of any public agency subject to its reviewing authority, the governing body of the public agency shall comment to the presiding judge of the superior court on the findings and recommendations pertaining to matters under the control of the governin g body…”).
Pursuant to California Penal Code Section 933.05 (miscited in the 2023 -2024 Grand Jury Report as Penal Code Section 933.03) , there are also specific requirements for a response to a Grand Jury report as follows:
(a) For purposes of subdivision (b) of Section 933, as to each grand jury finding, the responding person or entity shall indicate one of the following:
(1) The respondent agrees with the finding.
(2) The respondent disagrees wholly or partially with the finding, in which case the response shall specify the portion of the finding that is disputed and shall include an explanation of the reasons therefor.
(b) For purposes of subdivision (b) of Section 933, as to each grand jury recommendation, the responding person or entity shall rep ort one of the following actions:
(1) The recommendation has been implemented, with a summary regarding the implemented action.
(2) The recommendation has not yet been implemented, but will be implemented in the future, with a timeframe for implementation.
(3) The recommendation requires further analysis, with an explanation and the scope and parameters of an analysis or study, and a timeframe for the matter to be prepared for discussion by the officer or head of the agency or department being investigated or reviewed, including the governing body of the public agency when applicable. This timeframe shall not exceed six months from the date of publication of the grand jury report.
(4) The recommendation will not be implemented because it is not warranted or is not
reasonable, with an explanation therefor.
Options:
1. Adopt the draft Grand Jury Response and direct that it be sent pursuant to law.
2. Revise the draft Grand Jury Response during the council meeting in which this item is being considered.
3. Create an Ad Hoc to revise the Grand Jury Response and direct staff to bring the document back no later than August 30, 2024, for inclusion in the September 3, 2024, meeting agenda.
FISCAL IMPACT:
PREVIOUS COUNCIL OR COMMISSION ACTION:
CEQA:
ATTACHMENTS:
1. Draft Grand Jury Response 2024
(D1) Uncooperative tendencies among elected and appointed officials often demonstrate reluctance to collaborate or compromise on important issues, leading to individual agendas and obstacles.
(F1) The Civil Grand Jury observed a continuous pattern of willful disregard for the presiding leadership’s oversight, which has been insufficient to deter and address this behavior.
(R1) The Civil Grand Jury recommends strict adherence to Rosenberg’s Rules of Order, professionalism, and decorum during meetings.
Respondent partially agrees and partially disagrees with the Finding No. 1. The City Council has addressed misconduct at public meetings by City Councilmembers and has previously sanctioned City Councilmembers for such behavior. The Grand Jury has not provided a definition for “continuous pattern.”
The recommendation by the Grand Jury to follow Rosenberg’s Rules of Order, professionalism, and decorum has already been implemented. The City of Hollister City Council has adopted Rosenberg’s Rules of Order and a Code of Conduct that governs City Councilmember professionalism and decorum. (HMC, §§ 2.04.010; 2.04.015.3 et seq.) However, each individual council member is in control of their own behavior and their own adherence to the Council Code of Conduct.
The City Council will continue to reinforce adherence to procedural rules and codes of conduct to promote respectful and productive discourse in all official settings. (D2) Animosity among leaders exacerbates a lack of cooperation. Personal and political rivalries result in hostility, mistrust, and resentment within the local government and divide the community.
(F2) The Civil Grand Jury finds a reluctance to cooperate, which has been observed at many levels of leadership.
(R2) The Civil Grand Jury recommends compliance with procedural protocols, Oaths of Office, and upholding standards of conduct are critical to changing a dysfunctional working environment and underscore the importance of training, mentorship, and citizen oversight.
Respondent partially agrees and partially disagrees with the Finding No. 2. Elected officials come to their positions with differing opinions, so divergent opinions and confrontation are an expected and necessary part of politics. As stated by the Institute of Local Government: “Though disagreement and confrontation play a necessary role in
politics, the issue is how that disagreement is expressed. The key is to focus on the strengths and weaknesses of proposed solutions to community problems — not to engage in personal attacks against those who favor different solutions.” However, as noted in the response to Finding No. 1, the City will continue to reinforce adherence to procedural rules and codes of conduct to promote respectful and productive discourse in all official settings.
(D3) At public meetings, specific discussions have focused on personal grievances rather than the needs of the entire community. The lack of decorum detracts from the efficient functioning of the governing body. This could also deter qualified, talented residents from applying for open positions in local government. This negatively affects the quality of life in our community, e.g., highway congestion, health issues, sales tax revenue, commerce, and air pollution. (F3) The Civil Grand Jury finds the documented instances of disorderly conduct and unprofessional behavior highlight local leadership's lack of ethical accountability.
(R3) The Civil Grand Jury recommends updating or creating a public document detailing the body’s current code of ethics governing inappropriate membership behavior, including consequences.
Respondent partially agrees and partially disagrees with Finding No. 3. The City Council’s ethics requirements are to: (1) comply with both the letter and spirit of the laws and policies affecting the operations of government; (2) act independently, impartially, and fairly in their judgment and actions; (3) use their public office for the public good, not for personal gain; and (4) conduct public deliberations and processes openly, unless required by law to be confidential, in an atmosphere of respect and civility. (HMC, § 2.04.015.) “Disorderly conduct and unprofessional behavior” are only one part of the City Council’s ethical obligations. The City Council does, and has, strictly complied with all its other ethical obligations and only has a few recent “documented instances of disorderly conduct and unprofessional behavior”.
The recommendation by the Grand Jury to update or create a public document detailing the City Council’s current code of ethics governing inappropriate behavior, including consequences, has already been implemented. The City has an up-to-date and publicly available Code of Conduct and Ethics. The City Council updated section 2.04.015.3 et seq. of the Hollister Municipal Code on January 16, 2024. This Council Code of Conduct is documented on the City’s
website and includes consequences for violating the Code of Conduct. (See HMC, § 2.04.030.)
(D4) Confidentiality within governmental contexts: officials may be required to maintain confidentiality to protect sensitive information or preserve the integrity of ongoing investigations and negotiations. (F4) The Civil Grand Jury finds courts have upheld public employees' speech restrictions when disclosing confidential information that could harm government operations or compromise public safety. (e.g., Garcetti v.
Ceballos, 547 U.S. 410 (2006).)
(R4) The Civil Grand Jury recommends strict adherence and enforcement of procedural protocols, laws, and statutes by holding members accountable for their conduct.
Respondent agrees with Finding No. 4. The City agrees that courts have upheld some public employees’ speech restrictions when disclosing confidential information that could harm government operations or compromise public safety. The Civil Grand Jury’s recommendation to strictly adhere to and enforce procedural protocols, laws, and statutes by holding members accountable for their conduct has already been implemented.
The Civil Grand Jury’s recommendation that there be strict adherence and enforcement of procedural protocols, laws, and statutes by holding members accountable for their conduct has already been implemented. The City does, and will, continue to strictly adhere to and enforce procedural protocols, laws, and statutes. The City Council will continue to be responsible for holding one another accountable for conduct pursuant to the City Council Code of Conduct. (D5) First Amendment rights, such as freedom of speech, are not absolute and may be restricted in certain circumstances, particularly when they conflict with other vital interests, such as confidentiality or preventing deception. Listed below are instances where First Amendment rights may be limited. The First Amendment does not protect knowingly false statements, particularly those made under oath, intending to deceive or defraud. This may constitute perjury and is not protected speech. Courts have recognized that false statements can harm public interests and may be subject to legal consequences. (e.g., United States v. Alvarez, 567 U.S. 709 (2012).
(F5) The Civil Grand Jury finds a broad range of expressive activities, including speech; it is not absolute. It may be subject to limitations where other vital interests, such as confidentiality or preventing deception, are at stake. (R5) The Civil Grand Jury recommends that elected and appointed officials should be required to receive training from legal professionals, such as the District Attorney or city/county counsel(s), on navigating the balance between First Amendment rights and confidentiality requirements.
Respondent partially agrees and partially disagrees with Finding No. 5. The City agrees that a broad range of expressive activities, including speech, are not absolute. There are some limitations in which other vital interests, such as confidentiality or the incitement of violence, are at stake. That being said, the courts have also held that one major purpose of the First Amendment is to protect the free discussion of governmental affairs.
This means that political speech is afforded the strongest constitutional protection, and that even deliberate lies about the government are protected.
The Civil Grand Jury’s recommendation that elected and appointed officials receive training related to balancing the First Amendment and confidentiality has already been implemented. The City Attorney informs and trains the City Council on issues related to First Amendment rights, confidentiality, and balancing these two important rights.
STAFF REPORT
HOLLISTER CITY COUNCIL
MEETING DATE: August 20, 2024
REPORT # Finance-2024-12
AGENDA ITEM: INFORMATIONAL REPORT REGARDING THE CITY’S DRAFT
EMPLOYEE TRAVEL POLICY AND THE CITY COUNCIL TRAVEL POLICY
DEPARTMENT: Adminstrative Services
DEPARTMENT HEAD: Casey Estorga, Administrative Services Director STAFF CONTACT: Casey Estorga, Administrative Services Director
RECOMMENDED ACTION: Receive an informational report regarding the City’s draft employee travel policy and the City Council travel policy and provide direction.
DISCUSSION: City officials, both elected or appointed representatives and City staff, engage in business travel on a regular basis. Business travel is only authorized when it is in the best interest of the community. Public agencies utilize a Travel Policy to help guide the activities associated with business travel, including to help the traveler and the agency act as good stewards of public funds, and to also define these protocols to showcase the City’s efforts to auditors and the general community.
As the pandemic eased, and a lot of business travel has started to return to pre - pandemic levels, many public agencies have taken this opportunity to review travel policies to ensure they remain contemporary. The City Council directed staff to review the City’s travel policies for consistency with best practices. This includes a review of the City Council Travel Policy that was adopted in June 2023.
The City’s Personnel Rules and Regulations as well as various laws and best practices currently guide City staff’s travel protocols. Staff is recommending the City adopt a comprehensive Employee Travel Policy to help streamline the process of business travel. Staff is also recommending the City Council review the existing City Council Travel Policy to determine if any changes are necessary. Based on direction from the City Council, staff will make all necessary changes to either policy, respectively.
FISCAL IMPACT: There are costs associated with City officials engaging in business travel. The City covers reasonable costs to ensure that the traveler does not incur out-of- pocket expenses when performing official City business.
Travel costs may include mileage reimbursement or City vehicle fuel and maintenance costs, meals while traveling, lodging accommodations, and other ancillary costs.
However, these costs are customary and an industry best practice as they are incurred in the best interest of the public because City officials engaging in business travel are doing so to benefit the community in which they serve.
Further, as part of the City’s annual budget process, and in an effort to monitor and control costs, allocations associated with travel are included as part of the City’s annual adopted budget. This is the case with the FY 2024-25 Adopted Budget. The allocation for business travel in the FY 2024-25 Adopted Budget are not subject to change with the
City Council reviewing and/or making changes to the City’s Travel Policies.
PREVIOUS COUNCIL OR COMMISSION ACTION: City Council adopted the City Council Travel Policy in June 2023.
CEQA: Not a project.
ATTACHMENTS:
1. Draft City Employee Travel Policy
2. City Council Travel Policy
DRAFT
City of Hollister
Employee Travel Policy
City of Hollister – DRAFT Employee Travel Policy 2
August 2024
TABLE OF CONTENTS
I. Purpose and Scope ...................................................................................................... 3 II. Definitions .................................................................................................................... 3 III. Responsibilities ............................................................................................................ 3 IV. Authorization to Travel .............................................................................................. 3 V. Travel Expenses .......................................................................................................... 5 VI. Meal Expenses ........................................................................................................... 10 VII. Claiming Procedures ................................................................................................ 14 VIII. Extended Personal Travel ........................................................................................ 15 IX. International Travel.................................................................................................. 15 X. Interpretations........................................................................................................... 15 XI. Exceptions .................................................................................................................. 15 XII. Conflict with Rules .................................................................................................... 16
City of Hollister – DRAFT Employee Travel Policy 3
August 2024
I. Purpose and Scope
The purpose of this policy is to prescribe the procedures by which City officials, employees and volunteers shall report and be reimbursed for expenses incurred in connection with authorized travel on behalf of the City of Hollister. All travel arrangements, reconciliations and reimbursements shall be performed within the scope of delegated authority and in compliance with all applicable Federal statutes, City codes, and policies.
II. Definitions
Unless the provision or context otherwise requires, the definitions contained in the glossary govern the construction of the policy. They do not necessarily apply in other City contexts.
III. Responsibilities
a. Finance Division
Administers and monitors compliance of the travel policy and processes department requests for travel prepayments, advances, and reimbursements. b. Department Head
Approves travel requests, reconciliations, and reimbursements. The Department Head may delegate this authority, but they are ultimately responsible for ensuring that all approved travel requests comply with the travel policy and that funds are available within the department’s budget for the approved travel. c. Traveler
Represents the City of Hollister at an approved event (meeting, training, conference, etc.) and verifies the accuracy of bills and other travel documents before accepting or paying said bills, reports all expenses promptly and accurately with the required documentation, and requests reimbursement for necessary and reasonable expenses. Traveler is responsible for understanding and complying with this travel policy and is expected to exercise good judgement with respect to travel expenses.
IV. Authorization to Travel
a. General Conditions
i. Travel will be authorized only when the travel is necessary and in the best interest of the City. Reimbursement will be for actual, reasonable, and necessary expenses incurred while on City business, but not to exceed established guidelines.
ii. Authorization is required for all City travel. Those authorized for reimbursement for travel on City business should neither enrich themselves nor be required to utilize their own funds unless the established guidelines are exceeded.
iii. Expense reimbursement for City employees is only allowed if specifically budgeted or approved by the City Manager or designee.
City of Hollister – DRAFT Employee Travel Policy 4
August 2024
iv. The most economical means of transportation and lodging will be used unless reasonable circumstances require other alternatives. b. Expenses not reimbursed by the City of Hollister
i. Expenses not reimbursed by the City of Hollister include but are not limited to:
1. Premiums for personal insurance and travel insurance.
2. Any discretionary items intended for the personal benefit or pleasure of the traveler.
3. Any expenses deemed not in the interest of the City, as determined by the City Council and/or the City Manager.
4. The City will not reimburse for any alcoholic beverages for any event or meeting.
c. Emergency Travel
i. Emergency travel is applicable only when time constraints between completion of approval from Department Head and the date of the actual event do not allow for standard procedures to be followed. In this occasion the Department Director or their authorized designee must approve the travel request as soon as possible after the fact.
ii. Such events may include but are not limited to:
1. Prisoner transport and/or extraditions conducted by the Police Department, and
2. Requests for emergency services and parts outside the established local travel area. Generally, conference and meetings do not constitute emergency travel. City policy regarding transportation, lodging, meals, registration, and mileage are still applicable. d. In-City and In-County Travel
City employees are authorized to travel within the City of Hollister and/or County of San Benito when said travel is required by the department and considered a part of the routine, day-to-day official duties of the employee as defined and authorized by the department head or their designee.
e. Out of County Travel
i. All travel outside of the County of San Benito, but within the State of California, requires authorization by the department head or designee. ii. All travel outside of the State of California, less than $5,000 per employee (and less than $20,000 aggregate for all employees traveling to the same or similar event) requires authorization by the City Manager or designee. iii. All travel outside of the State of California, greater than $5,000 per employee (or greater than $20,000 aggregate for all employees traveling to the same or similar event) requires authorization by the City Council. f. Overnight Travel
All overnight travel requires authorization by the department head or designee.
City of Hollister – DRAFT Employee Travel Policy 5
August 2024
Travel-Related Costs Payments and/or reimbursement requests for travel-related costs shall be submitted to the Finance Division with the proper documentation.
Proper documentation includes the following items as deemed appropriate with respect to the travel necessities: authorization to travel, relevant announcements for reason of travel, mode of transportation, hours of travel, lodging accommodations, per diem requests and/or receipts for qualifying reimbursable items.
V. Travel Expenses
a. General Conditions
i. City travelers are entitled to submit a claim for actual and necessary expenses for transportation, meals, lodging and incidentals for authorized travel, subject to the conditions set for in the travel policy, whenever the expenses are incurred as part of their official duties and authorized because the City traveler is required to:
1. Work excessively long hours away from main or regular place of work; and/or
2. Work at a project location sufficiently distant from main or regular place of work to require overnight lodging; and/or
3. Attend a meeting in the performance of their official duties in which a meal is taken; and/or
4. Travel on very limited notification; and/or
5. Attend a school, training, convention, conference, or meeting; and/or
6. There is some other bonafide business need to travel. ii. Notwithstanding Section i above, claims shall be paid subject to the rules set forth in the policy and statutory law. Eligibility to submit a claim does not automatically entitle the claimant to reimbursement for any and all expenses.
iii. City travelers receiving reimbursement from an outside source (i.e. a speaker fee, accommodation paid by a group/agency, or any other payments/reimbursements for participating/presenting at a conference/event) for travel on City time shall forward said reimbursement to the City’s Finance Division for processing. iv. City travelers shall not utilize City travel expenses for personal gain. This includes but is not limited to earning and utilizing personal rewards program benefits for hotels, airlines, credit cards, other memberships, etc. v. The department shall carefully monitor arrangements for transportation, lodging, or registration fees that have cancellation penalties. If cancellation occurs due to direction by the City traveler’s department head, their designee, or the City Manager, the City department will cover the penalty cost. If the cancellation occurs due to a traveler’s personal request or obligations, the traveler will be required to pay the penalty.
City of Hollister – DRAFT Employee Travel Policy 6
August 2024
Exceptions shall be made when a traveler is unable to travel because of illness, death of an immediate family member, or when the City Manager, or designee, certifies that the reason for the employee’s cancellation or absence was legitimate and authorized.
b. Transportation Expenses
i. General Conditions
1. When traveling on City business, City employees should utilize the least expensive, most efficient, and appropriate mode of transportation consistent with time requirements, safety considerations, and work schedules. Reimbursement will be authorized for only actual expenses for the method of
transportation which is in the best interest of the City, considering both direct expense as well as the traveler’s time and safety.
2. Transportation expenses are the direct cost related to movement of the person from authorized point of departure to destination of travel and to the authorized point of return. Transportation expenses normally include, but are not limited to, such items as common as tickets, private vehicle mileage and car rental charges.
3. Other transportation expenses include taxi, bus, rideshare and streetcar fares; road, bridges, and ferry tolls, parking fees, and any other incidental costs directly related to transporting the person from their home/work location to the destination of travel for City business.
4. Transportation expenses not covered are:
a. Traffic and parking violations;
b. Emergency repairs on private or commercial/rental
automobiles; and
c. Personal travel while on official City travel.
ii. Travel by Private Vehicle
1. Travel by private vehicle will be reimbursed at the IRS rate for business use in effect at the time of travel of a personal vehicle for City travel. When traveling by private vehicle, mileage reimbursement will be calculated based on the distance from the traveler’s residence, or normal designated workplace, to their destination, dependent on where traveler leaves from and returns to.
2. Travel to and from a common carrier terminal or station is based on the same criteria as in 1. above.
3. City employee mileage to the regular or main place of work, from home, and back, is considered commuting and shall not be claimed except in the following cases:
a. If the City employee is required to report to the regular or main place of work before reporting to the temporary work
City of Hollister – DRAFT Employee Travel Policy 7
August 2024
location, they are eligible for mileage from the regular or main place of work to the temporary work location;
b. If the City employee is required to report to the regular or main place of work after working at the temporary work
location and before going home, they are eligible for
mileage from the temporary work location to the regular or main place of work.
c. EXAMPLE: If an employee’s regular work location is
Hollister City Hall, and that employee lives in Gilroy with their regular commute being 15 miles on-way (30 miles
round-trip), and that employee must travel 40 miles one- way (80 miles round-trip) in their personal vehicle to/from San Jose for a work-related meeting, that employee will only be eligible for 50 miles (80 miles minus 30 miles) of mileage reimbursement.
4. Members of personnel interview panels may claim mileage to the panel location from their regular or main place of work, and back.
5. When two or more City travelers are traveling to the same site by vehicle they should use only as many vehicles as are required to reasonably accommodate the number of travelers and business needs of the City. If a City traveler chooses to use a separate private vehicle because of personal preferences or obligations, they shall not be eligible for mileage unless the department head determines the reimbursement is appropriate and justified.
6. If a City traveler chooses to use a private vehicle instead of a City vehicle, their mileage reimbursement shall not exceed the cost of using the alternative mode of transportation unless the department head determines that the additional reimbursement is appropriate and justified.
7. City travelers who travel in a vehicle other than their own may not claim mileage.
iii. City Vehicle Transportation
1. City travelers using a City vehicle for traveling shall not be eligible for reimbursement for mileage.
2. If more than one City traveler is traveling on the same trip, all reasonable efforts will be made to minimize transportation costs by using the fewest number of vehicles necessary.
3. Only City employees may ride in City vehicles. Non-City employees shall not ride in a City vehicle unless approved by the City Manager.
City of Hollister – DRAFT Employee Travel Policy 8
August 2024
4. In the event a City employee is required to fuel a City vehicle at their own expense, that employee may request reimbursement for the actual fuel costs.. Receipts must accompany the claim.
5. If the City vehicle experiences mechanical failure, the City traveler shall exercise prudent judgement in handling the situation. Safety of the travelers will be considered when evaluating how to manage situations regarding the mechanical failure of a City vehicle. The City traveler shall be reimbursed for any necessary and reasonable costs expended by them. Receipts must accompany the claim. iv. Rental Vehicle Transportation
1. Vehicles may be rented for transportation to the destination point when the cost of the rental will be less than other reasonable and available modes of transportation. Travelers will be reimbursed for the actual and necessary cost of such rental when substantiated by an invoice. The size of the auto rented shall be the least expensive appropriate to the use required by the traveler.
2. If more than one City traveler from the same department is traveling to the same function, only one rental vehicle may be claimed and then only if it is available for use by all of the City travelers.
3. The City traveler shall choose the least expensive size and mileage limits appropriate to the use required by the City traveler(s). Rental expenses for luxury cars, motorcycles, and recreational vehicles may not be claimed.
4. Rental cars should be refueled prior to the return to the rental agency if at all possible to reduce the cost to the City.
5. The City traveler shall waive additional vehicle insurance, provided that the employee has their own vehicle insurance coverage.
6. A rental receipt showing the number of days and type of vehicle rented is required for vehicle rental claims. A receipt lacking the detail listed above or a credit card receipt alone are insufficient.
7. City travelers who receive a monthly automobile allowance may not receive a reimbursement for vehicle rentals unless the rental occurs in connection with a trip involving an airline flight or other common carrier.
v. Collisions/Accidents
1. City Owned Vehicles and Privately Owned Vehicles
Travelers who are involved in vehicle collisions or accidents while driving a City owned vehicle or privately owned vehicle while on City business are required to file an accident report with Risk Management within 24 hours (48 hours if the accident occurs on a weekend).
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2. Rental Cars
Travelers who are involved in vehicle collisions while driving a rental car must report the accident to Risk Management within 24 hours (48 hours if the accident occurs on a weekend). The traveler should keep a copy of all pertinent information and provide copies to Risk Management to assist in settling claims.
vi. Commercial Carrier Transportation
1. City travelers shall seek and attempt to use the lowest rates available for the type of commercial carrier service being utilized.
Whenever possible, travelers should take advantage of flight arrangements that minimize City cost.;
2. Claims for travel via commercial carrier shall be limited to the cost of the travel at coach rates for the same day and time of travel or actual cost whichever is less. City travelers may upgrade tickets, provided that the difference in cost for such upgrade is paid for by the traveler and not the City.
3. Claims for commercial carrier tickets shall be substantiated by the E-ticket copy or itinerary, an original ticket stub showing the date and time of travel and the type of seating. A copy of the receipt lacking detail listed above or a credit card receipt alone are insufficient.
4. Airline or other travel insurance is not reimbursable. vii. Commercial Charter Aircraft
Travel via commercial charter aircraft shall be limited to instances in which travel via scheduled airline is impractical or more expensive.
Travelers are encouraged to investigate the use of charter aircraft if three or more persons are traveling to the same destination for a one-day trip within the state. Due to insurance requirements, charter aircraft must have no more than twenty (20) seats including crew. Authorized commercial charter flights will be reimbursed at the actual cost of the service as supported by validated receipts.
viii. Privately-owned Aircraft
City Travelers are prohibited from piloting or traveling in privately-owned aircraft (i.e., non-commercial airlines), while conducting City business without written approval of the City Manager. Written approval will be maintained by the Department. This does not apply to employees who use City-owned aircraft that transport City employees in the performance of their duties.
ix. Railroad Transportation
Travelers will be reimbursed for the actual cost of the fare as evidenced by validated receipts and the latest published common carrier tariff on the date of travel. Round trip rates shall be used whenever possible. x. Taxis and other local Transportation
The cost of taxis or carfare to and from places of business, hotels, airports, or railroad station in connection with business activities will be
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reimbursed by the City. Taxis will not be used for travel to restaurants unless food service is not available at your hotel/motel. Use of taxis is permitted only when suitable, and more economical services are not reasonably available. Whenever available, travelers must attempt to utilize existing hotel/motel van or taxi services. All local transportation expenses must be accompanied by a receipt to be considered a legitimate reimbursable charge.
xi. Other Transportation Expenses
1. The following necessary transportation expenses may be claimed at actual cost when directly related to transporting the City traveler to and from the destination point: (Actual receipts are required) a. taxi, shuttle, Uber, Lyft, or public transit fares;
b. parking fees;
c. bridge, road, or ferry tolls;
d. other actual transportation expenses determined to be reasonable and necessary by the Department Head and City Finance Division.
2. The following transportation expenses may not be claimed:
a. All traffic and parking violations; and/or
b. All repairs on non-City vehicles; and/or
c. All personal travel; and/or
d. Any other expense determined to be unreasonable or
unnecessary by the Administrative Services Director.
VI. Meal Expenses
a. General
i. Meal expenses shall be those charges for food and non-alcoholic beverages actually purchased and consumed while on official City business provided the charges are not included by other expenses (i.e., conference/training fees, airline fares, lodging fees, etc.)
1. EXAMPLES:
a. If a hotel provides a continental breakfast to guests, that individual is not eligible for a per diem for that meal and is not eligible for reimbursement for any of those meal costs. b. If a conference provides attendees with lunch, that
individual is not eligible for a per diem for that meal and is not eligible for reimbursement for any of those meal costs. ii. Meal expense incurred will be reimbursed on an actual cost basis up to the per-meal guideline amount allowed by the GSA – www.gsa.gov/perdiem .
Gratuities for meal service should be included in the cost of meals claimed. That is, no cost in excess of the per meal guideline amount shall be offset by another meal claimed at less than the established guideline amount. Under special circumstances, the guideline rates may be exceeded by up to 50% upon approval of the City Manager.
iii. Meal expenses must be claimed by each person individually unless the meal is purchased on one credit card receipt.
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1. The claim submitted for reimbursement for more than one person must include the names of all persons for whom reimbursement is sought.
2. The maximum amount allowed will be the actual cost of the meal for each person whose reimbursement has been authorized, up to the maximum amount as established in (ii), above.
iv. City travelers on out-of-County travel are eligible to claim for meals taken. County travelers on in-County travel are not eligible to claim for meals taken within the County of San Benito, unless provided for in other City policies.
v. City travelers are not eligible to claim per diem allowances for anyone other than themselves.
vi. City travelers are not eligible to claim meals or other expenses for those persons who are not otherwise eligible to file a claim themselves for City reimbursement.
b. Meal Claims
i. The City maximum full day meal and incidental expenses rate shall be equal to the lower of the per-meal guideline amount allowed by the GSA – www.gsa.gov/perdiem or maximum federal per diem meal and incidental expenses (M&IE) rate established by the IRS.
ii. Said maximums include taxes and gratuities.
iii. Claims for out-of-County meals taken in conjunction with travel that includes overnight stay away from the traveler’s home shall be reimbursed in the form of a “per diem allowance”, which means the traveler is eligible to be reimbursed at the maximum rate allowed and receipts are not required.
iv. Claims for each out-of-County meal taken in conjunction with travel that do not include an overnight stay away from the traveler’s home shall be reimbursed for actual costs. Original itemized receipts are required. v. Whenever a meal is claimed that requires an actual receipt, the amount claimed may include the actual cost of the gratuity for the food server, up to a maximum of 15% of the food and non-alcoholic beverage charges, including the tax. The gratuity must be noted on the individual receipt. vi. Meals included in the conference, registration, or training fees are not subject to the maximum rate limits, and will be paid at the full cost. vii. A City traveler may not claim reimbursement for any meal, which is provided, or otherwise available to the City traveler with the function, whether or not there is any actual charge for the meal. For example, if lunch is provided at the function, the traveler may not request reimbursement for eating elsewhere. Exceptions shall be made for instances where changes in the conference or food running out resulted in no meal available for the city employee
viii. Claiming for alcoholic beverage expenses is prohibited. ix. The actual receipt must include itemized charges, printed name of restaurant and machine printed totals.
c. Time Criteria Governing Reimbursement for Meals
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i. Actual meal expenses and meal per diems are under the time criteria set forth below:
Meal Travel Begins
Before
Travel Ends After
Breakfast 7:00 a.m. N/A
Lunch 11:00 a.m. 1:00 p.m.
Dinner 5:00 p.m. 7:00 p.m.
ii. For purposes of determining eligibility for reimbursement and per diems, travel shall be considered to begin when the traveler departs their residence if the trip begins before or after normal office hours. If the trip begins during normal office hours, travel shall be considered to begin when the traveler departs the office/home. It will be the Department Head’s responsibility to monitor time of departure and arrival to ensure no unnecessary meals are claimed by their respective city departmental employees.
d. Lodging Expenses
i. Eligibility for Lodging
1. City travelers are not eligible to claim for lodging for in-County functions, unless provided for in other City policies.
2. Lodging is an allowable expense for the evening preceding the conference/training event when the traveler would have to leave their residence before 6:00 a.m. on the day of the event to arrive at their destination at the designated time or when the traveler is required by contract to be at the destination a day prior to the event.
3. Lodging is an allowable expense for the evening subsequent to a conference/training event when traveler is required to be at the destination a day after the event or would result in the traveler arriving at their residence after 8:00 p.m.
4. City travelers are not eligible to claim lodging when staying overnight as a guest of friends or relatives.
5. Where expense for a family member or friend is included on the receipt, the rate claimed must be the single occupancy rate.
6. The City employee will make an effort to not exceed the maximum as established by the U.S. General Services Agency. The maximum allowable rates are available at www.gsa.gov/perdiem .
A valid itemized hotel receipt must accompany the reimbursement claim. Any lodging expense claimed in excess of the GSA established rates may be reduced or disallowed by the City’s Finance Division if a suitable and less expensive alternative is within easy reach of the preferred hotel.
7. In order to save time and local transportation and parking costs, the conference/training host hotel rate shall be deemed appropriate for person’s staying at conference host hotels.
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8. Persons eligible for travel reimbursement under this policy shall seek, and shall be reimbursed for, accommodations that are of good quality and in reasonable proximity to the place where the person is to conduct City business. Reimbursement will not be made for luxury accommodations.
ii. Lodging Claims
1. Lodging expenses consist of those charges for overnight sleeping or dwelling accommodations as required during travel for the conduct of official City business. Lodging expenses shall be claimed for the actual cost of lodging. Itemized receipts are required.
2. Reimbursement for personal expenses typically offered during lodging (laundry, barbering, movies, etc.) are not allowed.
3. An original room folio receipt, showing the number of days and the number of occupants is required for lodging claims. A credit card receipt alone is insufficient.
4. When a room is shared with a fellow City traveler, the total expense may be claimed by one City traveler.
5. When a room is shared with a person other than a City traveler, the eligible expenses may be claimed by the City traveler only. All other expenses due to the additional person will be paid by the City traveler.
6. Special lodging, such as accommodation in apartments, RV parks, campgrounds, or other semi-permanent lodging, shall require advance written authorization of the City Manager.
7. City travelers shall inquire when making lodging arrangements whether the City is exempt from Transient Occupancy Taxes (TOT) in the locale where they are staying and shall provide the necessary form to the lodging facility, if required to do so to obtain the waiver.
8. Except when registering for lodging at a pre-arranged group rate in conjunction with a conference or meeting, County travelers shall request the government rate when making lodging arrangement.
9. Requests for lodging expenses made in advance of the function shall be made payable directly to the hotel or travel arrangement company (i.e. Expedia, Travelocity, etc.).
10. Exceptions to d.i.2 and d.i.3 Which extend the reimbursable stay will be made when it is a benefit to the City and must receive prior written approval of the City Manager and/or designee.
e. Registration Fees
Conference, convention, training and seminar registration and tuition fees may be claimed at the actual cost, provided that the agenda or brochure describing the event, including the price, accompanies the claim to the City Finance Division. f. Other Travel Expenses
i. City travelers are eligible to claim a meal per diem allowance, limited to the maximum federal per diem M&IE rate established by the IRS, for each
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day of travel requiring an overnight stay away from the traveler’s home.
Said allowance covers fees and tips for persons who provide services, such as food servers and luggage handlers, and does not require receipts. ii. City travelers are eligible to claim for the following expenses at actual cost, even if they also qualify for a per diem allowance. Itemized receipts are required.
1. Documented telephone, fax and internet charges for official business.
2. Copy machine charges incurred to copy documents for City use.
3. Other business related expenses determined to be reasonable and necessary by the department head.
VII. Claiming Procedures
a. Prepaid Vendor Claims
i. Vendor Claims Requests
1. Once travel has been authorized, claims to the vendor may be submitted for lodging, registration fees, and commercial carrier transportation.
2. Requests will not be issued more than thirty (30) calendar days prior to commencement of travel unless such prepayment is required for specific rate or accommodation guarantees.
3. Whenever possible, the City shall be named as the registrant for events to allow transfer of attendance privilege when conflicts prevent the original registration from attending.
ii. Vendor Claim Settlements
1. Each vendor claim must have an original receipt (whenever possible) attached in order to settle the claim. The required receipts for vendor claims that have been prepaid shall be forwarded to the City Finance Division within thirty (30) calendar days after the completion of travel.
2. Claims paid directly to vendors that are not substantiated by receipts within thirty (30) calendar days of the completion of travel shall be considered to be unsettled advances to the City traveler.
3. In the event that all or portion of the prepaid cost to the vendor was unused by the City traveler, the City traveler is responsible for ensuring that the entire difference is returned to the City within the time frames established for setting the claim.
4. Non-compliance by an employee may jeopardize the approval of future travel requests for that employee and others.
b. Travel Reimbursement Claims
i. After completion of travel, the City traveler shall submit a completed City claim form to the department head for authorization. After review and authorization, the department head shall submit the authorized claim, together with any required receipts to the City Finance Division. Said claim shall be delivered to the City’s Finance Division within sixty (60) calendar days of the completion of travel.
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ii. The Finance Division shall review the claim for compliance with applicable City policies and procedures. Once the claim is determined to have all necessary documentation as approved by the Finance Division, the claim shall be processed and a payment made to the claimant within thirty (30) business days. If denied, or denied in part, the department’s contact person will be notified immediately. The Administrative Services Director has the final decision on allowable expenses and interpretation of this policy.
iii. No reimbursement for travel shall be paid to the employee until all required documentation for the travel claim have been filed with the Finance Division.
c. Mileage Claims
i. Mileage will not be paid prior to the commencement of travel. d. Late Claims
i. If a claim for reimbursement or settlement of a travel claim is submitted after the allowed time frames, the payment to the employee shall not be made until the claim has been reviewed and approved by the Administrative Services Director, or their designee.
VIII. Extended Personal Travel
Travelers who combine personal travel with business travel must identify and pay for the personal segment of the trip. The City will not reimburse a traveler for expenses incurred beyond the most economical means available portion of the business travel when the traveler chooses to extend their time at the destination for personal reasons.
Reimbursable expenses will cease to accrue when the Traveler is outside the most economical means available of the business portion of the trip. Reimbursement for car rental and airport parking must be prorated to allow reimbursement for only those costs associated with City business.
IX. International Travel
The most economical and practical accommodations available considering the purpose of the meeting, transportation costs, time and other relevant factors will be reimbursed. Receipts for international travel must be itemized and accompanied by an exchange rate calculation. International travel should have prior approval from the City Manager.
X. Interpretations
The Administrative Services Director, or their designee, shall be responsible for interpretations of this policy.
XI. Exceptions
Exceptions to this policy require the approval of the Administrative Services Director, or their designee.
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XII. Conflict with Rules
In the event that this City Travel Policy is in conflict with another City policy, the policy with the strictest application will prevail. The City Manager will determine which policy applies to any given situation.
Exhibit A
City of Hollister
City Council Travel
Policy
SUMMARY OF CONTENTS
June 2023
1. Scope and Purpose ........................................................................................................................... 2
2. Policy ............................................................................................................................................ 2
3. Travel Arrangements .................................................................................................................... 4
4. Lodging ......................................................................................................................................... 5
5. Meals ............................................................................................................................................ 6
6. Transportation ............................................................................................................................. 6
7. Additional Reimbursements ......................................................................................................... 9
8. International Travel ................................................................................................................... 10
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1. Scope and Purpose
1.1 Scope
This Administrative Policy Instruction (API) applies to City of Hollister (City) City Council Members and other City Council appointed commissioners and committee members (travelers) who travel on official business for the City of Hollister.
All travel arrangements, reconciliations and reimbursements shall be performed within the scope of delegated authority and in compliance with all applicable Federal statutes, State, and City codes, and policies.
This policy shall be formally adopted by the City Council and any changes thereto shall also be adopted by City Council.
1.2 Purpose
The City of Hollister recognizes the constructive value of professional conferences, seminars, meetings, and training and provides travel funds for Travelers who attend such official events. Travelers shall be entitled to reimbursement for their reasonable expenses associated with travel, meals, lodging and other actual and necessary expenses associated with attending such events in a manner and in the amounts as set forth in this policy. The purpose of this policy is to establish business travel guidelines for City Council and other City Council appointed commissioners and committee members that are fair, accountable, and transparent.
2. Policy
2.1 Responsibilities
A. Finance Department: Administers and monitors compliance of the travel policy and processes Traveler requests for travel prepayments, advances, and reimbursements.
B. City Manager’s Office Staff: Available to facilitate travel arrangements and reservations, complete travel request forms, provide access to Traveler’s available travel budget balance, agenda reports for City Council approval, and other administrative support relating to travel and complying with this travel policy.
C. City Council (or designee): Approves travel requests before travel. The City Council may delegate this authority, but they are ultimately responsible for ensuring that all approved travel requests comply with the travel policy and that funds are available within the Traveler's budget for the approved travel. An approval of the City Council means a majority vote of the City Council at a public City Council meeting.
D. City Manager (or designee): Approves travel reconciliations and reimbursements of Traveler after travel. The City Manager may delegate this authority, but they are ultimately responsible for ensuring that all approved reconciliations and reimbursements comply with the travel policy and that funds are available within the budget for the final reimbursement. If the budget is exceeded after approved travel occurred, the Traveler would need to let the Traveler
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know and agendize a budget amendment for City Council approval.
E. Traveler: Represents the City of Hollister at an approved event (meeting, training, conference, etc.) and verifies the accuracy of bills and other travel documents before accepting or paying said bills, reports all expenses promptly and accurately with the required documentation, and requests reimbursement for necessary and reasonable expenses.
2.2 General Provisions
A. Travelers are responsible for understanding and complying with this travel policy and are expected to exercise good judgment with respect to travel expenses.
B. It is the policy of the City of Hollister that no Traveler shall experience personal financial loss for reasonable and necessary costs as a result of representing the City of Hollister, as long as the expenses are within the guidelines set forth in this policy.
C. Each City Council Member will have a travel budget set annually during the budget adoption. City Council Members may not exceed their travel budget. City Council may approve increases to a travel budget.
D. Non-City Council Members traveler budget amounts will be set annually during the budget adoption as a pool of funds available for all non-City Council member travel.
E. Business travel commences when the Traveler leaves his/her home or City Hall for official City business for a destination at least 25 miles outside the City. Generally, business travel ends when the Traveler returns to their residence or City Hall. Same Day Travel: Trips of less than 25 miles one way from Hollister are considered local travel and do not qualify for an overnight stay or per diem rates.
F. Attendance at out-of-state conferences and meetings should be limited to events where comparable conferences or meetings are not available within the state or online.
G. Travelers shall provide brief reports at the next regular meeting on their business travel and meetings attended at the expense of the City (as required by Government Code 53232.3(d)).
H. If a trip includes both business and personal travel, Travelers are personally responsible for any personal travel expenses.
I. Reimbursement of travel expenses is limited to travel by the most direct and common route and by the most economical means of transport. That portion of any travel, which is unnecessarily done by indirect route, is not in the interest of the City, or is for personal business, will not be reimbursed.
J. Expenses which are not approved or which are not in compliance with this policy, such as delinquent submission of travel documents or outstanding balances owed to the City, will become the Traveler's personal responsibility and may result in any one or more of the following consequences (as outlined in Government Section 53232.4):
1. Notification to the full City Council regarding violations of this policy.
2. Reporting travel advances or expense reimbursements as taxable income to the Internal Revenue Service (IRS) and State of California taxing authority.
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3. Suspension of travel privileges at the discretion of the City Council.
4. Formal disciplinary procedures at the discretion of the City Council.
5. Require the Traveler to return any travel funds that were advanced.
2.3 Authorization for Travel
A. Travelers must obtain City Council or authorized designee approval prior to making travel arrangements.
B. Travelers are personally responsible for any changes or upgrades in transportation and/or accommodations that are not approved by the City Council or designee.
2.4 Examples of types of travel which are covered by this policy are as follows:
A. Attendance at City events, an approved conference, convention, hearing, training, seminar, or other meeting.
B. Communicating with representatives of regional, state, and national government on City adopted policy positions.
C. Attending educational seminars designed to improve Traveler's skills and knowledge levels.
D. Participating in regional, state, and national organizations whose activities affect the City's interests.
E. Implementing a City-approved strategy for attracting or retaining businesses.
F. Other such activities requiring travel which is clearly necessary and in the best interest of the City.
2.5 Travel Funded by Another Entity
In advance of travel, the City Council must determine if the Traveler is to be reimbursed at either the City's or the other entity's per diem rate. If the travel costs are borne by the City, reimbursement from the other entity shall be paid to the City. If another entity's funds are used, no City advance shall be made unless approved by the City Council or authorized designee.
2.6 Public Records Requirement
All documents related to reimbursable City travel expenditures are public records and may be subject to disclosure under the California Public Records Act (Government Code §6250-6270). The City's Records Retention Schedule requires that travel documents be retained for five (5) years.
3. Travel Arrangements
3.1 Advances for estimated out-of-pocket expenses will not be issued for less than $100.
3.2 In order to assure timely arrangements, advances, prepayments, reconciliations, and reimbursements, Travelers should consider the following timelines:
A. Within ten (10) working days prior to the City Council meeting to approve the request: The travel request should be coordinated with the City Manager’s Staff to agendize the travel request for City Council approval.
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B. At least ten (10) working days prior to the trip: City Council approval date should be at least ten (10) working days prior to the trip. Requests for advances and prepayments (such as those for hotel reservation and course/conference registration) are to be submitted to the Finance Division.
C. Within twenty (20) working days following the trip (unless on a CalCard): The required receipts are to be submitted to the Finance Division upon return from the approved trip. The following table highlights acceptable types of travel documentation:
Item Documentation Required
Meals and Incidentals None unless Traveler claims actual costs if he or she exceeds Incidentals the daily per diem.
Lodging 1. Hotel receipts must be itemized.
2. Meals charged to the room should be listed separately from hotel charges.
3. Credit card receipts may not be substituted for itemized hotel receipts.
Transportation (Air,
Ground, Rail, or Bus)
Itinerary or confirmation document.
Itemized receipt unless not available.
Registration Fees Receipt and copy of conference agenda.
City Vehicle Gas receipts- unless Traveler was issued a City Calcard.
Private Vehicle 1. Authorization by City Council or authorized designee.
2. Documentation that demonstrates mileage calculation (e.g., Internet- based map with mileage).
3. Gas is not reimbursed as it is part of the mileage rate.
3.4 Emergency Travel
Emergency travel is applicable only when time constraints between completion of approval from City Council and the date of the actual event do not allow for standard procedures to be followed. In this occasion, the City Council or their authorized designee must approve the travel request as soon as possible after the fact. Generally, conferences and meetings do not constitute emergency travel. City policy regarding transportation, lodging, meals, registration, and mileage are still applicable.
4 Lodging
4.1 Lodging Reimbursement
Reimbursement of lodging is limited to the actual cost of a single room. When making arrangements for lodging, the government, group, conference, or promotional rates shall be requested. The City will not reimburse the Traveler for luxury upgrades (e.g., ocean views, king-size beds, suites, etc.). When lodging at a conference facility is full, lodging at a comparable hotel shall be acceptable. An original, dated and itemized hotel receipt must accompany completed claims for lodging.
4.2 Cancellations
Hotel cancellations are the responsibility of the Traveler. Hotels generally require a 48-hour advance notice for cancellations. Any cancellation charges incurred will be billed to the Traveler unless reasonable justification is provided and approved by the City Council or authorized designee.
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4.3 Companion Travel
When a spouse, domestic partner, or other companion travel with a Traveler on official business, reimbursement for the Traveler's lodging will be at the single occupancy rate for the accommodations.
If the Traveler arranges for the lodging it is the responsibility of the Traveler to obtain the lodging rate for both single and double occupancy.
4.4 Lodging in a Private Residence
Travelers who stay in a private residence with relatives or friends while traveling on business are not eligible for reimbursement of lodging costs.
5 Meals
5.1 Reimbursement Rates
Reimbursement for meals shall be made only when travel extends for a minimum of six (6) hours except when specifically approved otherwise by the City Council or authorized designee.
Reimbursement shall be at the current per diem rate established by the U.S. Government General Services Administration (GSA).
If the meal expense exceeds the per diem maximum, a memorandum or e-mail justifying the additional expenses must be approved by the Administrative Services Director or authorized designee. Itemized receipts are required for all meal reimbursement claims that exceed the per diem amount.
Note: As a reminder, IRS rules state that meal reimbursements for non-overnight travel results in taxable income to the City Council member.
5.2 Reimbursement Schedule
In order to be reimbursed for the cost of meals, travel must begin or end as shown in the following schedule:
Meals Departure on Initial Day
of Travel
Return on Final Day of
Travel
Breakfast Before 7:00 am After 10:00 am
Lunch Before 11:00 am After 2:00 pm
Dinner Before 4:00 pm After 7:00 pm
To determine eligibility for reimbursement, travel shall be considered to begin when the Traveler departs his or her residence or City Hall.
5.4 Tips
Gratuities for meals are included in the per diem rates and are not reimbursed separately.
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6 Transportation
Travel will be by the most economical means available, taking into consideration requirements for meal reimbursement, lodging, and Traveler time. When a private vehicle is used as the means of transportation, reimbursement will be in an amount not to exceed the lowest available airfare.
However, if a location is not served by an airline, reimbursement will be provided for travel by the most direct route.
6.1 Air Travel
A. Arrangements
1. Air travel arrangements for Travelers are to be made by the Traveler through the Internet, travel agency, or directly through the common carrier.
2. The Traveler will arrange for reservations and tickets for approved travel requests. The most economical means available fare will be used for air travel. As a general rule, Travelers will be expected to accept flights departing within two (2) hours of the desired departure time.
B. Changes, Cancellations and Unused Tickets
Generally, tickets are non-refundable and non-transferable and fees will be incurred for any changes made once the reservations are booked. Flights with cancellation penalties should be carefully monitored by the Traveler. If cancellation occurs due to a City-related change or circumstances beyond the Traveler's control, the Traveler’s budget will pay for the penalty cost.
However, if the cancellation occurs due to a Traveler's personal request, the Traveler will be required to pay the penalty. Unused tickets or portions of unused tickets must be returned to the department. For tickets purchased through the Internet, the Traveler should work with the City Manager’s office to ensure credit is received for unused tickets or portions of unused tickets.
C. Privately-owned Aircraft
Travelers are prohibited from piloting or traveling in privately-owned aircraft (i.e., non-commercial airlines), while conducting City business without written approval of the City Council. Written approval will be maintained by the City Manager’s office.
D. Frequent Flyer Mileage
Travelers may participate in frequent flyer programs however the City will not incur extra expenses in order to accommodate the Traveler's preferred frequent flyer program.
6.2 Car Rental
A. Travelers should use public transportation (taxis, airport shuttles, buses, etc.) whenever it is more economical than a rental car. City Council may approve car rentals. Generally, a rental car should be requested when:
1. Multiple business meetings require travel between locations and public transportation is impractical.
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2. Two travelers are attending the same meeting and one rental car for the group would be more economical.
3. It is less expensive to rent a car overall compared to alternative forms of transportation.
B. Arrangements
Travelers should request car rental arrangements through the Enterprise Rent-a-Car App on the City’s intranet page. This agreement was established for use by the State of California, whose rates (which includes insurances) have been made available to the City.
C. Insurance
Because the City of Hollister assumes risk for a Traveler conducting official City business, it is not necessary for the Traveler to purchase extra insurance coverage when renting a car for City business use. Additionally, Travelers are encouraged to use rental agencies that have contracts with the State of California because those rates generally include the Collision Damage Waiver and Liability Coverage. Travelers may choose to purchase additional insurance, but it will not be reimbursed by the City.
D. Fuel
Travelers must fill the gas tank before returning a rental car to avoid fuel surcharges. Or, if it is the most economical means available a Traveler can use the prepaid fuel option. Receipts are necessary for reimbursement of fuel costs unless the Traveler uses a City-issued CaIcard.
6.3 Travel by City Vehicle
A. Travelers who use City vehicles must follow the provisions of the City's Policy.
B. If more than one Traveler is traveling on the same trip, all reasonable efforts will be made to minimize transportation costs by use of a single vehicle.
6.4 Travel by Private Vehicle
A. Authorization
City Council or designee approval is required when the Traveler requests to use a private vehicle.
B. Reimbursement
The City will reimburse for mileage at the current IRS standard rate per mile which includes gas, maintenance, and vehicle related costs. Gas costs will not be reimbursed separately. The City's maximum mileage reimbursement will not exceed the cost of the lowest available airfare.
C. Carpooling Travelers
Mileage reimbursement will be payable only to the owner of the vehicle in which the Travelers are carpooling.
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6.5 Collisions/ Accidents
A. City Owned Vehicles and Privately Owned Vehicles
Travelers who are involved in vehicle collisions or accidents while driving a City owned vehicle or privately owned vehicle while on City business are required to file an accident report with Risk Management within 24 hours (48 hours if the accident occurs on a weekend).
B. Rental Cars
Travelers who are involved in vehicle collisions while driving a rental car must report the accident to Risk Management within 24 hours (48 hours if the accident occurs on a weekend). The Traveler should keep a copy of all pertinent information and provide copies to Risk Management to assist in settling claims.
6.6 Other
Trains, buses, ferries, or other means of ground transportation may be used. Reimbursement will not exceed the cost of the most economical means available.
7 Additional Reimbursements
7.1 Incidental per diem.
For each day of travel, the employee will receive a reimbursement at the current GSA daily rate for incidental travel expenses. Personal telephone calls, baggage handling, and bellhop tips are examples of incidental costs covered by this per diem.
7.2 Other Reimbursable Expenses
A. The following expenses are reimbursable at actual cost with receipts:
1. Necessary taxicab, Uber or Lyft, airport transportation, bus fare, bridge tolls, etc.
2. Conference materials such as tapes, reports, etc.
3. Parking fees
4. Reasonable telephone/fax/internet connectivity charges associated with official City business
5. Visa and passport expenses, when directly related to City travel
B. Without receipt at actual cost:
1. BART (Bay Area Rapid Transit) and other rapid transit system fares (must include fee schedule with reimbursement request).
C. Other justifiable expenses
Other justifiable expenses will be approved based on review of special circumstances.
10 | Page
7.3 Non-reimbursable Expenses
A. Airline-related: Airline club membership dues, air-phone usage, in-flight headsets B. Alcoholic beverages
C. Auto-related: Rental upgrades, personal auto repairs, accident insurance, parking tickets, traffic violations, personal auto expenses other than mileage
D. Claims submitted for reimbursement more than twenty (20) working days following the Traveler's return from the approved trip
E. Expenses associated with a non-City employee who accompanies the Traveler on official City business (e.g., spouse or domestic partner's transportation, lodging, and/or meals) F. Hotel-related: Health club fees, room upgrades, movie rentals, mini-bar usage G. Loss or theft of personal funds, property or luggage H. Non-essential program activities associated with a conference/seminar unless approved by City Council, such as sports tournaments, social activities, tours, etc., that are not included with the conference registration
I. Personal expenses: Personal credit card annual fees, babysitting or dependent care, pet care (including kennel and pet sitting fees), computer rental for personal use, barber, hairdresser, laundry, spa services (saunas, massages, facials, etc.), toiletries, shoeshine, etc.
7.4 Extended Personal Travel
Travelers who combine personal travel with business travel must identify and pay for the personal segment of the trip. The City will not reimburse a Traveler for expenses incurred beyond the most economical means available portion of the business travel when the Traveler chooses to extend his/her time at the destination for personal reasons (i.e., the Traveler takes vacation or stays through the weekend). Reimbursable expenses will cease to accrue when the Traveler is outside the most economical means available portion of the business portion of the trip. Reimbursement for car rental and airport parking must be prorated to allow reimbursement for only those costs associated with City business.
8 International Travel
The most economical and practical accommodations available considering the purpose of the meeting, transportation costs, time and other relevant factors will be reimbursed. Receipts for international travel must be itemized and accompanied by an exchange rate calculation.
International travel should have prior approval from the City Council.
STAFF REPORT
HOLLISTER CITY COUNCIL
MEETING DATE: August 20, 2024
REPORT # Police-2024-09
AGENDA ITEM: REPORT ON LEESBURG BIKE FEST
DEPARTMENT: Police
DEPARTMENT HEAD: Carlos Reynoso, Police Chief
STAFF CONTACT: Carlos Reynoso, Police Chief
RECOMMENDED ACTION: Receive the report and provide direction.
DISCUSSION: During the April 2, 2024, City Council Meeting, the council was discussing the issues with having a Hollister Independence Rally in Hollister. Staff reported it was unable to attain sufficient public safety personnel to host the rally. Most all the law enforcement agencies and probation departments either didn’t respond to the request for assistance or replied they could not assist. One of the most common reasons offered was the low staffing levels in law enforcement agencies throughout the state.
Council members brought up the fact that motorcycle rallies were happening in places like Daytona, Florida and the Sturgis Rally in North Dakota. However, those rallies did not compare to the Hollister Rally because of difference is size of the event. It was pointed out the Leesburg Motorcycle Rally in Florida was the rally that was most similar to the Hollister model. In the discussion, the council approved attendance at the Leesburg Bike Fest in Florida for those city council members that were available as well as certain staff.
The mission of the trip would be to determine how the City of Leesburg Florida is able to host the rally and if the City of Hollister could use what they learn to bring back the Hollister Rally.
Chief Reynoso then contacted the Leesburg Police Chief Robert Hicks. Chief Hicks graciously agreed to host the City of Hollister and began organizing special events for the Hollister contingency. He planned an all-access pass to the behind the scenes planning and briefings during the event. The attendees were Councilmember Rick Perez, City Manager David Mirrione and Chief Carlos Reynoso (“City Representatives”).
City Representatives arrived at the Leesburg Police Department and met with Leesburg Police Captain Scott Mack, Leesburg City Manager, Al Minner, Ch ief Robert Hicks, and Leesburg Commissioner Jay Connell.
In the initial meeting Leesburg city officials provided a history of the rally and advised it had been cancelled during the COVID 19 pandemic. They tried bringing it back during a different time of the year, but it was not successful. They managed to have the rally again in April of 2023. They had picked April decades ago so that the event would not coincide with holidays or other major events in the region.
The rallies had traditionally been planned and managed through a non -profit organization involving city officials as well as civilian planners. That organization has dissolved, and the City of Leesburg decided to directly host the event in 2024. The city traditionally
directs any profits from the event to fund their recreation department.
Security:
Although the city of Leesburg has a population of 31,721, the Leesburg Police Department has 121 employees with 72 members as sworn officers. Currently, the City of Hollister has 35 sworn officers. In addition to having over twice the number of s worn police officers, the City of Leesburg is in Lake County. There are 11 other city police departments within Lake County. Leesburg Police has an excellent relationship with all the other departments, and they routinely assist other police departments throughout the year. During the Bike Fest Weekend, Leesburg can count on all the other cities providing sworn personnel to assist. Chief Hicks advised they have not had any concerns with acquiring enough sworn personnel because all his officers work on t hat weekend along with the staff from the eleven other cities and the Lake County Sheriff’s Office. Such provided sufficient staff to deal with all criminal and civil aspects of the event. In addition, police personnel reported the three-day event is traditionally calm with little to no major crimes or violent encounters. Although there was a tense 1 –2-hour episode when the Mongols arrived and there was a showdown between them and the Outlaws, those type s of encounters are not the norm in Florida.
As previously mentioned, the city hosts the Bike Fest and hires a catering company to organize the food sales for the event. The city earns a percentage of the daily food sales.
It does a similar arrangement with the alcohol and T-shirt sales.
The city acknowledged they spent a considerable amount of funds to attract bands and entertainment that can draw crowds to Leesburg during the event. The concerts are free to the public with VIP tickets available f or purchase. Despite the liabilities incurred by hosting a three-day event, the city representative advised the city broke even after the accounting was completed.
Conclusion:
The question posed was to determine how the City of Leesburg can host a three-day bike event. It was determined The City of Leesburg can host the event for the following reasons:
They have a history of peaceful events with no major violent crimes. The local motorcycle gangs are currently at peace and there are no current territorial disputes that can lead to violent encounters between the outlaw motorcycle gangs.
It appears the medium age of the attendees are of retirement age The police department has over twice the number of officers than Hollister. The City of Leesburg can count on 11 other city police departments within the same county for assistance.
The Lake County Sheriff’s Office routinely assists during the event. The Leesburg Event is held in April and does not fall on any holiday.
There are considerable differences between the Florida event and the Hollister event.
Staff recommends the council receive this report and provide direction.
FISCAL IMPACT: N/A
PREVIOUS COUNCIL OR COMMISSION ACTION: N/A
CEQA: N/A
ATTACHMENTS: N/A
STAFF REPORT
HOLLISTER CITY COUNCIL
MEETING DATE: August 20, 2024
REPORT # City Attorney-2024-09
AGENDA ITEM: CONSIDERATION OF CITY OF HOLLISTER LOCAL LIVE-WORK
PREFERENCE POLICY FOR AFFORDABLE HOUSING
DEPARTMENT: City Attorney
DEPARTMENT HEAD: Mary Lerner, City Attorney
STAFF CONTACT: Jennifer Thompson, Assistant City Attorney
RECOMMENDED ACTION: Consider, discuss, and provide direction regarding a City of Hollister Local Live-Work Preference Policy for Affordable Housing.
DISCUSSION:
Background
Local governments face the continual challenge of allocating increasingly scarce affordable housing resources within the communities they serve. As a result, increasing numbers of cities are implementing preference policies to try to distribute the limited supply of affordable housing in a way that best responds to local needs. A preference for city residents and workers stems from the notion that a local government’s primary responsibility is to serve its own residents. In the absence of a preference policy, everyone who qualifies for an affordable housing program based upon income guidelines has an equal chance of receiving assistance.
At the May 21, 2024, City Council meeting, the City Council requested more information about local live-work preference policies in other cities and options that may work for the City of Hollister.
Legal Considerations
Cities implementing local preference policies must be cognizant of the legal constraints posed by the Fair Housing Act, the Department of Housing and Urban Development (“HUD”) regulations, and the United States Constitution. Local preference policies risk three types of potential legal challenges:
1. Intentional discrimination claims under the Equal Protection Clause of the Fourteenth Amendment: Cities considering preference policies to mitigate the decline of communities of color in gentrifying neighborhoods cannot prioritize residents of color for affordable housing, as this preference would be considered intentionally discriminatory and in violation of the Constitution.
2. Right-to-travel claims under the constitutional right to interstate travel and migration: Courts have ruled that policies based on the duration of a person’s residence in a location infringe on the right to travel. Cities interested in adopting preference policies to mitigate the displacement of long-term residents are limited in their ability to prioritize this population, as residency preferences cannot include duration requirements. Courts have found that cities have a legitimate
governmental interest in providing a preference to residents over nonresidents, but these preferences must prioritize all residents equally regardless of the amount of time they have been living in a city or neighborhood.
3. Disparate impact claims under the Fair Housing Act: The disparate impact standard means policies that are not intentionally discriminatory may still violate the Fair Housing Act. A preference could be invalidated under a disparate claim if the policy constrains the housing choices of certain groups or results in primarily one racial group obtaining affordable housing in a city or neighborhood.
Other Cities
The City Council requested more information about how other California cities have implemented local live-work preference policies. The City Attorney reviewed policies from Pasadena, Oakland, Redwood City, Santa Monica, and San Francisco. (Attachment A.) The policies from other cities generally considered preference categories and priority, types of affordable housing to which the policy should apply, the time-period to which the preference should apply, and whether the policy should be implemented by the City or the housing developer.
Preference Categories and Priority
The following preferences categories are common across other city policies:
A general live/work preference for all City residents and non-residents who work in the City.
A preference related to displacement caused by government action, such as code enforcement or urban renewal activities.
A preference related to displacement caused by no-fault evictions.
Policies with a breadth of preference categories minimize the risk of lawsuits. None of the reviewed cities faced lawsuits related to violating the Fair Housing Act, constitutional rights, or other aspects of law. In all these cities, preference is not limited solely to current residence in the city.
Types of Affordable Housing
In general, other cities’ preference policies typically impact three types of affordable housing units – nonprofit units, inclusionary units, and density bonus units.
Nonprofit Units
Nonprofit units refer to affordable units located in buildings constructed by nonprofit affordable housing developers using some form of government subsidy.
Typically, all the units in these buildings have a below-market-rate rent and are only available to income-qualified households. Cities often provide funding to affordable housing developers for these projects, and cities with preference policies for nonprofit units include these preferences in the regulatory agreements they use to establish the terms of the funding.
The funding sources for non-profit units affordable affect the risk of challenges from HUD. Financing projects with Community Development Block Grant (“CDBG”) and HOME Investment Partnership Program (“HOME”) dollars do not require HUD to approve the preferences being used for a project, while other sources of federal funds may result in more oversight from HUD.
Inclusionary Units
Inclusionary units are below-market-rate units that market-rate developers build because of a city’s inclusionary housing policy. Cities with preference policies for inclusionary units include these preferences in the ordinance or administrative guidelines that govern their inclusionary housing programs. The regulatory agreements or deed restrictions that developers sign also include these preferences.
Density Bonus Units
Market-rate projects may also include affordable units due to California’s Density Bonus Law, which allows up to a thirty five percent (35%) increase in the density of market-rate projects if the developer also builds below-market-rate units. The regulatory agreements or deed restrictions that developers sign in exchange for the density bonus include these preferences.
Time Period
For some cities, the preference policy only impacts affordable housing units when a project is first built and goes through the initial lease. In these cases, the policy does not apply when a unit becomes vacant and is leased again to a new tenant. Other cities’ policies are fully in effect during both the initial lease and whenever there is a subsequent rental of the unit.
Implementation Responsibility
City agencies may directly implement a policy, screening residents for eligibility in a preference program and verifying their documentation. Alternatively, this responsibility could fall on the developer of the housing unit. In these cases, cities use regulatory agreements to require developers to comply with preference policies.
City participation in verifying preference eligibility and applying the preference to the tenant selection process facilitates more consistent and accurate implementation as well as thorough data collection, but this level of involvement also requires more city resources.
Other
Most cities define policy goals, create metrics for effectiveness, and collect data to measure policy impact. They also conduct outreach and engagement with community stakeholders and affordable developers to inform the development of new preference categories and their obligation to apply the preference categories to their developments.
Questions for Council
1. What preference-categories and in which order should be included in the policy? a. Live
b. Work
c. Does the local work preference include remote workers?
2. What types of affordable housing should be included in the policy? a. Non-profit units
b. Inclusionary units if/when the City adopts an inclusionary housing ordinance.
c. Density Bonus units
3. Should the preference apply only upon initial lease or also whenever there is a subsequent vacancy?
4. Should the City or housing developers be responsible for verification of preferences?
a. Are additional City resources required for implementation?
FISCAL IMPACT: The fiscal impact will depend upon whether the City Council’s desired approach requires additional staff resources.
PREVIOUS COUNCIL OR COMMISSION ACTION: N/A
CEQA: N/A
ATTACHMENTS:
1. Summary of Local Preference Policies
City Preference Priority Responsibility (Owner or
City?)
Types of
Housing
Term Other
Pasadena 1. Currently reside in deed-
restricted affordable housing
who are considered “over-
housed.”
2. Former City residents.
3. Live and work in City – work
defined as owning or operating
a business located within the
City, employment for wages or
salary for an employer located
within the City, contract
employment where the actual
work is conducted within the
City or commission work where
the applicant’s principal
location from which they work
is in the City.
4. Live in City.
5. Work in City.
6. Involuntarily displaced from
City.
Developer/owner and/or
their agent is responsible
for determining eligibility.
Not specified. Not specified.
Oakland 1. Displaced household.
2. Neighborhood resident.
3. Resident/worker – work at least
20 hours per week.
Housing developers are
required to implement a
preference policy and
states that the regulatory
agreement between the
City and the developer
must include the
preferences. Does not
require significant City
staff time.
Not specified. Upon lease
and on-going.
Redwood
City
1. Displaced households.
2. Live (or have ever lived), work,
or have been offered work in
the City.
Not specified. Not specified. Not specified.
Santa
Monica
1. Permanently displaced or face
permanent displacement from
housing for specified reasons.
2. Resident of City or those who
work in City at least 36 hours
per week.
Developers must select
tenants from a City-
maintained list of income-
qualified applicants. One
FTE is responsible for
implementing the
preference policy. To
offset staff cost, City
charges property owners a
monitoring fee based upon
the number of affordable
units on the property.
Inclusionary
Housing and
Nonprofit
Units.
55 years. Developer and City sign
a deed restriction noting
that only tenant selected
from this City-
maintained list can
occupy the affordable
units.
San
Francisco
1. Displaced Tenants
2. Neighborhood Resident
Housing
3. Live/Work – anyone who
currently lives in City or who
works more than 75% of their
working hours therein.
5.25 FTEs to implement
City’s preference policy
plus three staff to work on
web development and
software engineering to
build application system
and affordable housing
database.
Inclusionary
Units and
Nonprofit
Units.
Upon lease
and on-going.
STAFF REPORT
HOLLISTER CITY COUNCIL
MEETING DATE: September 3, 2024
REPORT # City Manager-2024-27
AGENDA ITEM: A RESOLUTION DESIGNATING A VOTING DELEGATE AND UP
TO TWO ALTERNATES FOR THE LEAGUE OF CALIFORNIA CITIES GENERAL
ASSEMBLY
DEPARTMENT: City Manager
DEPARTMENT HEAD: David Mirrione, City Manager
STAFF CONTACT: David Mirrione, City Manager
RECOMMENDED ACTION: Designate a voting delegate and up to two (2) alternate voting delegates for the League of California Cities Annual General Assembly
DISCUSSION: The League of California Cities Annual Conference and Expo is scheduled for October 16-18, 2024, in Long Beach. Taking place on Oct. 18, the General Assembly is comprised of voting delegates appointed by each member city; every city has one voting delegate.
The appointed voting delegate plays an important role during the General Assembly by representing the city and voting on resolutions. To cast a vote during the General Assembly, the city must designate a voting delegate and up to two alternate voting delegates, one of whom may vote if the designated voting delegate is unable to serve in that capacity. Voting delegates may either be an elected or appointed official.
FISCAL IMPACT: Unknown
PREVIOUS COUNCIL OR COMMISSION ACTION: N/A
CEQA: N/A
ATTACHMENTS:
1. Resolution
RESOLUTION NO. 2024-27
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HOLLISTER
APPROVING A DESIGNATION OF VOTING DELEGATES AND UP TO
TWO ALTERNATES FOR THE LEAGUE OF CALIFORNIA CITIES, OCT. 16-18, 2024
WHEREAS, League of California Cities Annual Conference and Expo is scheduled for October 16-18, 2024 in Long Beach; and
WHEREAS, every year, the League of California Cities convenes a member-driven General Assembly at the Cal Cities Annual Conference and Expo; the General Assembly is an important opportunity where the city officials can directly participate in the development of Cal Cities policy; and
WHEREAS, taking place on Oct. 18, the General Assembly is comprised of voting delegates appointed by each member city; every city has one voting del egate. The city appointed voting delegate plays an important role during the General Assembly by representing the city and voting on resolutions; and
WHEREAS, to cast a vote during the General Assembly, the city must designate a voting delegate and up to two (2) alternate voting delegates, one of whom may vote if the designated voting delegate is unable to serve in that capacity. Voting delegates may either be an elected or appointed official; and
WHEREAS, action is required by Council. Consistent with Cal Cities bylaws, a city’s voting delegate and up to two (2) alternates must be designated by the city council.
NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Hollister designate a voting delegate and up to two alternate voting delegates for the League of California Cities Annual Conference and Expo, Oct. 16-18, 2024.
Resolution No. 2024-27
PASSED AND ADOPTED, by the City Council of the City of Hollister at a regular meeting held on August 20, 2024, by the following vote:
AYES:
NOES:
ABSTAINED:
ABSENT:
Mia Casey, Mayor
ATTEST: APPROVED AS TO FORM:
Lozano Smith Attorneys at Law
____
Jennifer Woodworth, MMC, City Clerk Mary F. Lerner, City Attorney
I, Jennifer Woodworth, MMC, City Clerk of the City of Hollister, do hereby certify that the attached Resolution No. 2024-XX is an original resolution, or true and correct copy of a City resolution, duly adopted by the Council of the City of Hollister at a regular meeting held on August 20, 2024 at which meeting a quorum was present.
IN WITNESS WHEREOF, I have hereunto set my hand and affixed the official seal of the City of Hollister on August 20, 2024.
Jennifer Woodworth, MMC
City Clerk of the City of Hollister
Requested Agenda Items CITY COUNCIL PROJECT LIST 8/16/2024 1 Burns, Morales 2/22/2022
Discuss the appeal process for developers
appealing Planning Commission decision,
analysis on what other cities are doing
Community Development
(Planning)TBD Included in Zoning and Municipal Code Update project.
2 Morales 3/20/2023 Update on when Council will discuss the fee for Accessory Dwelling Units Community Development TBD Fee Study being completed for all city fees 3 Burns, Morales, Perez 4/18/2022
Review Hollister Municipal Code that speaks
about security for events, fees, and permit
fees associated with them.
Administrative Services TBD Wildan completed scope and has begun the study. 4 Burns 5/16/2022
Adopt a policy for staff to return calls and
emails within 24 hours, and if out of office
place notification on their email
Administrative Services (HR)TBD
Administrative Services department is in the
process of filling key vacancies within the
department and has delayed the drafting of the
policy.
5 Burns 1/17/2023 Reconsideration of City's development impact fees Administrative Services TBD Fee Study being completed for all city user fees 6 Resendiz 2/6/2023 Art development fees Parks & Recreation TBD Arts and Cultural Commission approved on 4/11.
Pulled from Council on 6/20/23
7 Perez 2/21/2023 Program to support beautification of
Downtown business and empty lots Community Development TBD Staff working to develop options for Council discussion
8 Casey 2/20/2024 Item regarding Downtown parking and green space Community Development TBD Staff working to develop agenda item 9 Council 3/18/2024
Update council policy to include travel for
Council assignments to state and regional
bodies
Administrative Services 8/20/2024 Scheduled for 8/20/24 10 Resendiz 4/2/2024 Ordinance to eliminate plastic bags and straws in the City Public Works 9/3/2024
Monitoring implementation of SB 54 by the state,
including additional regulations on plastic bags
and straws
Meeting DateDepartment#Council Member(s)Date
Requested Item Description Status
1Page 295 of 339
Requested Agenda Items CITY COUNCIL PROJECT LIST 8/16/2024 Meeting DateDepartment#Council Member(s)Date
Requested Item Description Status
11 Resendiz/Perez 5/6/2024 Investigation into interactions at 5/4/24 City event City Attorney TBD Investigation is currently underway. 12 Burns 5/21/2024
Use discretionary funds to install memorial
plaque on the 190 Maple Street Building for
Frank Valenzuela
City Manager TBD Must wait for FY 24/25
13 Council 6/18/2024 Policy on use of City Hall lights to commemorate various events and holidays City Manager TBD Staff working to develop policy 14 Burns 6/18/2024 Update to Administrative Hearing Procedures to require payment after the hearing is held Police TBD Will be included as part of the user fee study. 15 Burns 8/6/2024 Quote for maintenance of sound walls on Enterprise and Pinnacles Highway Public Works TBD Staff working to prepare estimates 16 Burns 8/6/2024 Fire Department staffing/Fire Services Contract City Attorney TBD City Attorney's office is working on item. 17 Morales 8/6/2024 Presentation by New Hope for Youth City Manager 9/3/2024 Scheduled for 9/3/24 18 Morales 8/6/2024 Discussion of Orosco Group request for refund/transfer of cannabis fees Community Development TBD Staff preparing agenda item 19 Casey 8/6/2024 $20,000 of discretionary funds to Visit San Benito County City Manager TBD Must wait for organization to be verified as a non- profit
20 Casey 8/6/2024 CM Morales to serve on Fire Protection Committee City Clerk 8/20/2024 Scheduled for 8/20/24
2Page 296 of 339
Completed Agenda Items CITY COUNCIL PROJECT LIST 8/16/2024 1 Burns 1/18/2022
Victor Gomez's project (2021-147)
be placed on a future special
meeting agenda
City Clerk 4/2/2022 Special Meeting with presentations
by Victor 4/2/2022
2 Resendiz 1/18/2022
Presentation from the high school
on the need for another high
school and impact fees for funding
City Manager 4/2/2022 Special Meeting (ran out of time at the 3/7 Meeting)4/2/2022
3 Velazquez 1/22/2022
City Manager and City Attorney to
negotiate a Rally contract with
Roadshows, that includes a fair
reimbursement to the promoter if
the City cancels, and to add that it
may be canceled due to COVID or
public safety staffing shortage.
Requested that the contract come
back by March 7 for Council to
review
City Manager 3/21/2022 Rally was canceled via Council
consensus 3/21/2022
4 Burns 2/7/2022 Consider cancelling Bird Scooter
program City Manager 3/21/2022 Direction given to staff re: Bird Contract 3/21/2022
5 Burns 2/22/2022 Closed session item to discuss
Safer Grant funding for firefighters City Manager 3/7/2022 3/7/2022 6 Morales 2/22/2022 Discussion on Gavilan College -
special meeting City Manager 4/2/2022 Special Meeting with presentation 4/2/2022 7 Perez 3/7/2022 Library AdHoc City Clerk 3/21/2022 created ad hoc, appointed 2 Council Members 3/21/2022
8 Perez 3/7/2022 Recreation Community Center Ad
Hoc City Clerk 3/21/2022 made this a subcommittee of the Library Ad Hoc 3/21/2022
9 Velazquez 3/7/2022 Purchase or more speed cushions
placed on a future agenda City Manager 3/21/2022 done via Resolution 3/21/2022 10 Council Member(s)3/21/2022 150th Celebration Proclamation City Clerk 4/4/2022 4/4/2022 11 Burns 2/7/2022 Discussion on hazard pay first
meeting of April City Manager 4/4/2022 MOU's re: Hazard Pay for Employees approved 5/2/2022 5/2/2022
Notes Completed#Council
Member(s)Date Requested Item Description Department Meeting Date 3Page 297 of 339
Completed Agenda Items CITY COUNCIL PROJECT LIST 8/16/2024 Notes Completed#Council
Member(s)Date Requested Item Description Department Meeting Date 12 Council Member(s)3/21/2022 "Welcome to Hollister" sign arch over downtown, cost and design City Manager Approved at Special meeting 4/25/22 4/25/2022
13 Burns, Morales,
Perez 4/4/2022 Appropriation for $20,000 to
Bulldog Boxing City Manager 4/4/2022 Approved $30,000 at 5/2/222 Meeting 5/2/2022
14 Burns, Morales,
Perez 4/18/2022 Special Council Meeting for Sign
Contract City Manager 4/25/2022 Completed 4/25/22 4/25/2022 15 Burns, Morales,
Perez 4/4/2022
Research cost to have fiber to
Brigantino Park and Treatment
Plant and Fire Station 2
IT Completed 4/27/2022
16 Burns, Morales,
Perez 4/18/2022 Special Council Meeting to discuss
Rally and Fire District City Clerk Scheduled Special meeting for 5/14/22 5/14/2022
17 Burns 3/21/2022 Police Department Ad Hoc
Committee City Clerk 4/18/2022 Created PD Communications AdHoc on 12/20/2021 4/18/2022
18 Morales 2/22/2022 Discussion on the Ordinance
regarding Council Code of Conduct City Clerk 4/18/2022 Provided update on 4/18/2022 CCM.4/18/2022 19 Burns, Morales,
Perez 4/4/2022 Committee for Rally and Festivals City Clerk 4/18/2022 Council Members Morales and Perez were appointed on April 18, 2022.4/18/2022
20 Morales 1/18/2022 Create a way for Council to submit memos for the agenda City Clerk 4/18/2022
Clarified Council Member wants to
submit items to City Clerk for posting
to COH Social media sites.
4/18/2022
21 Perez 1/18/2022
Discuss changing/increasing
Council salaries-City Clerk provided
Council & CM with current
Ordinances 978 & 1080
City Manager 3/7/2022
First Reading of Ordinance to amend
City Code set for May 16, 2022. Item
did not pass.
5/16/2022
22 Burns, Morales,
Perez 4/4/2022
Presentation of substandard
Housing with statistics for past
substandard housing that are
significant
Code Enforcement 4/4/2022 On May 16, Council Meeting Agenda 5/16/2022 23 Burns, Morales,
Perez 4/4/2022 Council Salary Ordinance City Manager
First Reading of Ordinance to amend
City Code set for May 16, 2022-Did
not pass
5/16/2022
4Page 298 of 339
Completed Agenda Items CITY COUNCIL PROJECT LIST 8/16/2024 Notes Completed#Council
Member(s)Date Requested Item Description Department Meeting Date 24 Burns 5/2/2022 Update on substandard housing Housing, Community Development Presentation on May 16, 2022 5/16/2022
25 Council Member(s)5/2/2022
Presentation on the RDA, bring
back the annual report for
acceptance (Jamila)
Housing, Community
Development Presentation on May 16, 2022 5/16/2022
26 Burns, Morales,
Perez 4/4/2022
Code of Conduct Ordinance Review
to make sure it is not
unconstitutional
City Clerk 4/4/2022
Memorandum will be provided to
Council by outside attorney. Memo
provided on 5/25/2022 on
Regulating Speech and removing
disruptive speakers
5/25/2022
27 Burns 2/22/2022
Discussion on Charter City, Term
Limits, and placing these items on
the ballot.
Ad Hoc 4/18/2022
Consultant is working on Term
Limits. Council Direction for
Charter City to be brought back
for discussion in February of
2023. Council Term limit on
agenda for 6/6/2022 for approval
6/6/2022
28 Burns 2/22/2022
Discussion on vacant lot downtown
San Benito Street at 7th St across
from the Memorial Building as a
park for green space
City Manager Inquiring with realtors, owner
doesn't want to sell.6/30/2022
29 Burns 2/22/2022
Discussion on acquiring
commercial vacant parcel on
Sunnyslope east of Airline Hwy and
South of Memorial, on South side
of road (6 acres) for a community
park.
City Manager Developer working on a project for
site and the land is in escrow.6/30/2022
30 Velazquez 3/21/2022 Discussion or Study Session on
creating a Fire District City Clerk 4/18/2022
Request to LAFCo on the process &
working with Elections Consultant.
Special Meeting to be held on May
14, 2022. LAFCO provided the
process to Council. May be ready
for Election in 2024 if process is
started in time.
Considered
complete
5/14/2022
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Member(s)Date Requested Item Description Department Meeting Date 31 Burns 3/21/2022 Discussion of putting the Rally on
the ballot City Clerk 4/18/2022
Special Meeting to be held in May
14. Consultant is working on
Advisory Measure. On June 6
Agenda for Council Approval.
6/6/2022
32 Burns, Morales,
Perez 4/4/2022
Identify which sidewalks need
repairs and determine from that
how much money is needed
City Manager
Direction given to staff to allocate
$500,000 from ARPA Funds, divide
amongst 5 Council Members -
Council to send locations
Waiting on
individual Council
Members
33 Council Member(s)5/2/2022 Presentation on grants, low income housing
Housing, Community
Development Agenda item in June 2022 6/6/2022
34 Burns 5/16/2022 Look again at non permitted
vendors in city jurisdiction Code Enforcement Code patrolling on weekends 6/30/2022 35 Burns 5/16/2022
Report on Fire Inspection
Resources & how prevention may
have helped prevent fires
downtown
Fire Department Fire Presented in June 2022 6/21/2022
36 Burns 5/16/2022 Creation of Fire Bureau &
Resources necessary
Fire Department &
City Manager Approved as part of the Budget 6/27/2022
37 Burns 5/16/2022
Report on Budget for Fire
Department being Over Budget
and Under budgeted
Fire Department &
City Manager Presentation on June 6, 2022 6/21/2022
38 Burns 5/16/2022 Fire Department Liaison
Appointment on next agenda City Clerk 6/6/2022 Placed on June 6, 2022 Agenda 6/6/2022 39 Resendiz 5/16/2022 Speed Cushion update City Manager emailed Council 6/30/2022 6/30/2022 40 Burns 3/21/2022 Renaming Union Road to "Cesar
Chavez Way"City Manager 8/1/2022
Engineering bringing to August 2022
Meeting. If approved working on
ribbon cutting
8/1/2022
41 Burns 3/21/2022 RFP for Communications Center
feasibility study Police PD to bring agenda item on 9/6.9/6/2022 42 Burns, Morales,
Perez 4/18/2022 Review policies for Noise
Ordinance to include other animals
Police (Animal
Control)/ City
Attorney
This matter has been handled via
Ordinance brought to Council on
September 6, 2022.
9/14/2022
6Page 300 of 339
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Member(s)Date Requested Item Description Department Meeting Date 43 Burns/Perez/Mora
les 9/6/2022
Proclamation declaring October as
Breast Cancer Awareness month.
Fly Breast Cancer flag in October at
City Hall.
City Manager 9/19/2022 Proclamation on 9/19 agenda.9/19/2022 44 Burns 9/19/2022 Closed Session item on the Airport
Tenant Eviction City Manager
City Manager provided Council
Member Burns with necessary
information so item does not need
to be put on closed session.
9/19/2022
45 Burns, Morales,
Perez 4/4/2022 Shopping Cart Ordinance Review
City Attorney /
Police (Code
Enforcement)
10/3/2022 Second reading of ordinance will be
brought to Council on 10/3/22.10/3/2022
46 Morales 9/6/2022 Council pay increase City Attorney Update provided to council.10/3/2022 47 Perez 10/3/2022 Developer Meeting City Manager 10/10/2022 City Manager will work on scheduling a Special Meeting 10/10/2022
48 Perez 10/3/2022 Building maintenance program Public Works 10/17/2022 Department working on RFQ for
Facility Assessment Survey. Will
bring to the 10/17/22 City Council
Meeting
10/17/2022
49 Burns, Morales,
Perez 4/18/2022 Building maintenance program Public Works 10/17/2022 Department working on RFQ for Facility Assessment Survey.10/17/2022
50 Morales 9/6/2022 Water Conservation Presentation City Manager 11/7/2022 Will contact SBCWD to schedule date for presentation.11/7/2022
51 Resendiz/Morales/
Perez 9/6/2022
Letter to Board of Supervisors
regarding fentanyl crisis in San
Benito County
City Manager 11/7/2022
Behavioral Health has requested to
present at 11/7/22 council meeting.
Will evaluate need for letter post
presentation.
11/7/2022
52 Burns, Morales,
Perez 4/18/2022 Analysis of Swope Alley City Manager 11/7/2022 Bid documents for the Wentz-
Browns-Swope Alley Pavement and
Drainage Project are being
presented to the Council for
approval on 11/7/22.
11/7/2022
53 Burns 11/21/2022
Municipal Code Section 1010-1050
(Parking of RV& Boats in Private
Property)
Police (Code
Enforcement)12/5/2022 Discussion scheduled for 12/5
Council meeting 12/5/2022
7Page 301 of 339
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Member(s)Date Requested Item Description Department Meeting Date 54 Burns 11/21/2022 Discussion on Rally City Manager 12/19/2022 Discussion scheduled for 12/19 Council meeting 12/19/2022
55 Resendiz 11/21/2022
Process for Police Department to
Wear LGBTQ+ Pride Awareness
Flag on Patch
Police City attorney reviewing 1/17/2023
56 Casey 2/6/2023
Creation of an ad hoc committee
for the animal shelter and invite
county representatives
Police (Animal
Control)/ City
Attorney
Casey and Resendiz to serve on
committee 2/6/2023
57 Resendiz 9/6/2022
Review Animal Control Ordinance
to ensure that "puppy mills" are
not inadvertently permissible in
city.
Police (Animal
Control)/ City
Attorney
Will be discussed at the Animal
Control Ad Hoc Committee meeting 2/14/2023
58 Burns 2/6/2023
Proclamation honoring LULAC for
35 years of service to the
community
City Manager 2/21/2023 Item scheduled for 2/21/23 2/21/2023 59 Burns 2/6/2023 Closed session on 2/21/23 to
discuss City Manager City Attorney 2/21/2023 City Manager contract discussion scheduled for Closed Session 2/21/2023
60 Casey 2/21/2023
Options to address feral cat
population including two
additional spay/neuter clinics in
March
Police/Animal
Control 3/6/2023 Agenda item scheduled for 3/6/23 3/6/2023 61 Casey 2/6/2023 Special meeting to discuss traffic
calming measures and city streets Public Works 3/6/2023 Agenda item scheduled for 3/6/23 3/6/2023 62 Resendiz 3/6/2023
Options for recognizing June as
LGBTQ+ month, such as flag
raising, progressive stickers, email
logos, inclusivity training, unisex
restroom signs
City Manager 3/20/2023 Item on the 3/20/23 agenda 3/20/2023 63 Burns 3/6/2023
Proclamation recognizing the
Hollister High School girl's soccer
team on their state championship
City Clerk 3/20/2023 Presented on 3/20/23 3/20/2023
8Page 302 of 339
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Member(s)Date Requested Item Description Department Meeting Date 64 Casey 3/6/2023 Study session on traffic calming
projects Engineering 3/27/2023
Council directed staff to draft a
speed cushion/traffic calming
measure policy
3/27/2023
65 Perez 3/20/2023 Raise the Christian Flag at City Hall on April 2 City Clerk 3/27/2023
Council approved resolution on
3/27/23 authorizing the raising of
the Christian flag on 4/2/23
3/27/2023
66 Morales 2/21/2023 Presentation on new laws
impacting city operations City Attorney 4/3/2023 Presented to Council on 4/3/23 4/3/2023 67 Burns 2/21/2023 Policy regarding proclamations City Clerk 4/3/2023 Approved by Council on 4/3/23 4/3/2023 68 Burns 3/6/2023
Update HMC 1.18.060 to reflect
location of Code Enforcement
office
City Attorney 4/3/2023 Second reading of ordinance will be brought to Council on 4/17/23 4/17/2023
69 Casey 3/6/2023
3/20/2023
Neighborhood/Community
Meeting to discuss Ladd Lane
traffic calming measures
Engineering 4/17/2023 Council approved public outreach
project 4/17/23 4/17/2023
70 Burns 4/3/2023
Proclamation for Cole Seymour
and Eliana Salcedo for their recent
wins at Razorback Wrestling
competition
City Clerk 4/17/2023 Presented on 4/17/23 4/17/2023
71 Perez 2/21/2023 Discussion of Council Pay (HMC
2.04.320)City Attorney 4/17/2023 Council direction provided 4/17/23. 4/17/2023 72 Burns 2/21/2023 Presentation on Flock Cameras Police 4/17/2023 Presented 4/17/23 4/17/2023 73 Burns 2/6/2023 Rename Community Center for
Pauline Valdivia
Parks & Recreation
(Tina)4/17/2023 Approved 4/17/23 4/17/2023
74 Casey 1/17/2023 Policy on how items are added to
the City Council agenda City Clerk 4/17/2023 Council direction provided 4/17/23.
On 5/1/23 agenda 4/17/2023
75 Burns 1/17/2023
Request update to municipal code
related to Administrative Hearing
Officer requirements
City Attorney 4/17/2023 Council direction provided 4/17/23. 4/17/2023 76 Resendiz 3/20/2023
Refer to the Arts & Cultural
Advisory Commission the design of
the Hollister logo to incorporate
the LGBTQ+ Progress Pride flag
Parks & Recreation 4/11/2023 a logo considered at the ACC meeting on 4/11/23 4/11/2023
77 Burns 3/21/2022 Discuss a Historical Officer position at budget time City Manager 3/27/2023 Will bring item back to goal setting meeting.3/27/2023
9Page 303 of 339
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Member(s)Date Requested Item Description Department Meeting Date 78 Burns, Morales,
Perez 4/18/2022
As part of budget process, reports
from each dept on year to date
accomplishments, 3 year fiscal
analysis or forecast for anticipated
equipment , projects,
expenditures, performance
measures, task performance
measures, and employee
satisfaction rate.
City Manager 3/27/2023 Will be included as part of 2023-24 Budget Hearings 3/27/23 - 6/30/23
79 Burns 3/6/2023
Fly the Deferred Action for
Childhood Arrivals flag at City Hall
for a month
City Clerk 5/1/2023 Resolution to Raise DACA flag 5/4/23- 5/7/23 on 5/1/23 agenda 5/1/2023
80 Burns 2/21/2023
Proclamation recognizing Bill's
Bullpen for 35 years of business in
Hollister
City Clerk 5/1/2023 Scheduled to coincide with start of Comic Book Week 5/1/2023
81 Perez 3/20/2023 Install electric vehicle charging
systems throughout the City Public Works 5/1/2023
Staff working with 3CE on a grant
proposal to provide funding for EV
stations.
5/8/2023
82 Morales 9/6/2022 Future park to be developed in
District 3 Parks & Recreation N/A
Federal appropriation request
submitted. Not awarded. Staff
exploring grant opportunities for the
Leatherback property.
TBD
83 Resendiz 5/1/2023
Presentation by United Way of San
Benito County regarding 2-1-1
Program
City Clerk 5/15/2023 Presentation confirmed 5/15/2023
84 Council 4/3/2023
Letter of opposition re: Taxpayer
Protection and Government
Accountability Act initiative
City Attorney 5/15/2023 Letter prepared for 5/15/23 meeting 5/15/2023 85 Burns 5/1/2023
Consideration of waiving pre-
application fee for the Growing
Hearts garden center
Community
Development 6/5/2023 Staff prepared agenda item for
6/5/2023 meeting
86 Resendiz 5/1/2023
Consideration of refund for
conditional use permit fee for
Fiesta Plaza
Community
Development 6/5/2023 Staff prepared agenda item for
6/5/2023 meeting
87 Burns 5/15/2023 Proclamation for Hollister High
School Green Ribbon Award City Clerk 6/5/2023 Staff prepared agenda item for 6/5/2023 meeting
10Page 304 of 339
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Member(s)Date Requested Item Description Department Meeting Date 88 Burns/Perez 9/6/2022 Develop cooling and warming
center policy City Manager N/A Posted OES approved policy on City Website 6/1/2023
89 Burns 6/5/2023 City Attorney Evaluation City Attorney 6/20/2023 On 6/20/23 Agenda 6/20/2023 90 Burns/Resendiz 6/5/2023 Presentation on Sewer Services Public Works 6/20/2023 On 6/20/23 Agenda 6/20/2023 91 Burns 6/5/2023
Parade for Hollister High School
baseball team, softball team and
girls soccer team
City Manager 6/17/2023 Being included in Saddle Horse Show Parade 6/17/2023
92 Burns 6/5/2023
Proclamations for Hollister High
School baseball team and softball
team
City Clerk 6/20/2023 On 6/20/23 Agenda 6/20/2023
93 Burns 6/5/2023 Funding for additional police
officer in FY23-24 budget Finance 6/12/2023 Included in draft budget 6/12/23 6/12/2023 94 Morales 4/17/2023 Use of Council discretionary funds for beautification projects
Community
Development 6/5/2023 Discretionary funds policy being
drafted as part of 2023-24 budget 6/5/2023
95 Burns 3/6/2023
4/3/2023
Clarification regarding Council
discretionary funds. Consider
raising budget to $100K
Administrative
Services 6/26/2023 Budget set at $50k.6/5/2023
96 Perez 3/6/2023 Tree Replacement Program Public Works 6/26/2023 Staff preparing program for 2023-24 Budget 6/26/2023
97 Resendiz 2/21/2023
Consideration of an amendment to
HMC regarding adoption of
tentative maps by the City Council
Community
Development TBD Item was previously brought to
Council and did not pass.
98 Resendiz 2/21/2023 Policy on use of Council travel
funds
Administrative
Services 6/12/2023 Policy complete 6/12/2023
99 Burns, Morales,
Perez 4/4/2022 Food Truck Ordinance Review Community
Development 6/5/2023
Planning Commission reviewed on
4/27/2023. 6/5/23 Council public
hearing. Staff working to conduct
outreach for businesses and food
truck owners.
6/20/2023
100 Burns/Resendiz 6/5/2023
Domestic Wastewater Treament
Plant Update including MBR
discussion
Public Works 6/20/2023 Presentation made at 6/20/23
council meeting
11Page 305 of 339
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Member(s)Date Requested Item Description Department Meeting Date 101 Burns 2/6/2023
City to take on cost for internet
service for computers installed by
LULAC at Community Center
Information
Technology 6/26/2023 Developing cost estimates for FY
2023-24 budget
102 Casey 3/20/23 &
6/5/2023
Use discretionary funds for ADA
accessible equipment at Summer
Park
Parks & Recreation N/A
Initial quotes for basic ADA
improvements are approximately
$60,000 which exceeds the
discretionary limit of $50,000 per
member of the council.
8/3/2023
103 Morales 8/7/2023
Creation of ad hoc committee
regarding Council Code of Conduct,
including discussion of possible
fines and potential misdemeanor
prosecution
City Attorney 8/21/2023 Agendized for 8/21/23 8/21/2023 104 Burns 6/20/2023 Use discretionary funds for tree
lights on East Street Public Works 8/31/2023
On 8/7/23 Council agenda for
consideration. If approved, lights
should be installed by 8/31/2023
8/7/2024
105 Morales, Perez 4/17/2023 Campaign finance City Attorney 8/21/2023 City attorney drafting report for future council meeting
106 Burns 3/20/2023
Consider placing the raising the
Transient Occupancy Tax on the
ballot for the next general election
City Clerk 8/21/2023
Council directed staff to return with
a ballot amendment for the
November 2024 ballot and work
with BBK on education materials
8/21/2023
107 Casey 3/6/2023 Speed Cushion Policy Engineering 8/21/2023 Staff developing policy. Council
adopted a resolution pausing large
traffic calming measures until policy
is approved.
8/21/2023
108 Burns 6/5/2023 Policy on remote meeting
participation for Council
City Attorney/City
Clerk 9/5/2023 Item on 9/5/2023 agenda for
consideration.9/5/2023
109 Casey 4/17/2023 Review Council Code of Conduct City Attorney 9/18/2023 Ad Hoc provided brief report out.
Will return with an update at a
future meeting.
9/18/2023
110 Burns 6/20/2023 Requested a presentation from the
Growing Hearts organization City Manager 10/2/2023 Presentation delivered.10/2/2023 12Page 306 of 339
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Member(s)Date Requested Item Description Department Meeting Date 111 Resendiz 9/18/2023
Use $5,000 of his discretionary
funds for the Hollister Downtown
Association to create altars for Dia
de Los Muertos
City Manager 10/2/2023 Approved at Council 10/2/2023
112 Perez 9/5/2023 Discussion of maintenance for City
trees Public Works 10/16/2023 Tree policy adopted at 10/16/23 meeting 10/16/2023
113 Morales 9/5/2023 Update on the status of various
Council ad hoc committees City Clerk 10/16/2023 Provided at 10/16/23 10/16/2023 114 Morales 8/21/2023
Proclamations to recognize IUPA
16 and Local 12 and their
volunteer efforts in the community
City Clerk 10/16/2023 Presented at 10/16/23 meeting 10/16/2023 115 Burns 10/3/2022 Special Meeting to Discuss the
Library City Manager 10/31/2023 Library received grant for reconstruction.10/31/2023
116 Resendiz 9/5/2023
Create an ad hoc committee to
discuss a future performing arts
center
Parks & Recreation 11/7/2023 Arts Center component added to the Community Center workgroup.11/7/2023
117 Morales 1/17/2023
Procurement Policy to express
City's preference for a skilled and
trained workforce instead of just
the lowest responsive bidder, such
as preference for local hires and
working with veterans
Administrative
Services 11/6/2023 Ordinance introduced at 11/6/23
Council meeting 11/6/2023
118 Morales 3/21/2022 Outdoor Night Market
Community
Development
(Planning)
11/7/2023
Events on private property require a
major temporary use permit.
Applications need to be submitted
45 days before event.
11/7/2023
119 Velazquez 1/18/2022 &
5/2/2022
Discussion on parking/parking
garage fees
Community
Development
(Planning/Engineerin
g)
11/6/2023
Parking fee study has been finalized
and will be brought forward to
Council for discussion and possible
action. Agreement being drafted for
developer to provide improvements
at garage.
11/6/2023
13Page 307 of 339
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Member(s)Date Requested Item Description Department Meeting Date 120 Morales 10/2/2023 In lieu fees for City Elections City Clerk 11/20/2023 On 11/20/23 agenda 11/20/2023 121 Burns 9/5/2023 Future Council discussion on
holding the annual motorcycle rally City Manager 11/20/2023 Presentation on 11/6/23 agenda.
Item continued to 11/20/23 11/20/2023
122 Morales 10/2/2023 Ballot measure to change mayoral
term to four years City Clerk 11/20/2023 On 11/20/23 agenda 11/20/2023 123 Burns 3/20/2023 Create litter abatement and graffiti abatement team Public Works 11/20/2023
Cost estimates presented with the
FY2023-24 Q1 Budget Update. Item
continued to 11/20/23
12/4/2023
124 Perez 11/20/2023 Present certificate of recognition to Ken Lindsay City Clerk 12/4/2023 On 12/4/23 Council agenda 12/4/2023 125 Resendiz 12/4/2023 Council approval of tentative maps City Attorney N/A Council provided memo on request.12/11/2023 126 Resendiz 11/20/2023 Use his discretionary funds to
support Los Posadas event City Manager 12/4/2023 On 12/4/23 Council agenda 12/4/2023 127 Council 11/20/2023 Resolution Calling for Ceasefire in Gaza City Manager 12/4/2023 On 12/4/23 Council agenda 12/4/2023 128 Morales 12/4/2023
Use of discretionary funds for
students to attend Colonel Nicole
Mann event
City Manager 12/18/2023 Adopted resolution 12/18/2023
129 Burns 12/4/2023
Requested staff review the
agreement with Del Curto for the
400 Block of San Benito Street
Community
Development 1/16/2024 Item on 1/16/24 Council agenda 1/16/2024 130
Perez
Burns
Resendiz
9/18/2023
10/16/23
Address odor reduction in District
2 Public Works 12/18/2023
Staff included odor control measures
in forthcoming Collection System
Improvement project.
12/18/2023
131 Burns 1/16/2024 Convert Dunne Park tennis court to
4 pickleball courts Parks & Recreation 2/5/2024 Update on project at 2/5/24 meeting 2/5/2024 14Page 308 of 339
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Member(s)Date Requested Item Description Department Meeting Date 132 Burns 11/20/2023
Separate project to construct
crosswalk on Memorial Drive near
elementary school to speed up
process
Public Works 2/5/2024
Council directed staff to install speed
cushions to be replaced with speed
tables and to move forward with
implementation of crosswalks at
Verdun and Memorial and other
improvements
2/5/2024
133 Resendiz 9/18/2023
Council item regarding what other
municipalities are doing regarding
landscape and lighting district
Engineering 2/20/2024
Other municipalities and the City of
Hollister supplement Landscape and
Lighting Districts with the general
fund as the LLD assessments do not
have an annual inflation factor
included in them.
2/15/2024
134 Burns 2/5/2024
Options to address speeding on
San Benito Street after South
Street
Public Works 2/20/2024 Item discussed at 2/20/24 Council meeting 2/20/2024
135 Burns 2/5/2024 Creation of a Council ad hoc
committee related to Cannabis City Clerk 2/20/2024 Committee formed at 2/20/24 Council meeting 2/20/2024
136 Morales 2/5/2024 Proclamation for Black History
Month City Clerk 2/20/2024 Presented at 2/20/24 Council meeting 2/20/2024
137 Casey 2/5/2024 Proclamation for Give Kids a Smile
Event City Clerk 2/20/2024 Presented at 2/20/24 Council meeting 2/20/2024
138 Burns 12/4/2023
Consider road engineering on
Sunnyslope near Sunnyslope Lane
and Beverly such as a crosswalk
with flashing lights
Public Works 2/20/2024 Item discussed at 2/20/24 Council meeting 2/20/2024
139 Morales 12/4/2023
Traffic study of San Benito Street
between Hawkins to Nash
complaints related to speeding and
traffic
Public Works 2/20/2024 Item discussed at 2/20/24 Council meeting 2/20/2024
140 Resendiz 2/20/2024 Certificate of Recognition for Elyssa Hernandez City Clerk 3/4/2024 Scheduled for 3/4/2024 3/4/2024 141 Morales 2/5/2024
Recognition of Community
Volunteers who provided
assistance following the Line Street
Apartment fire
City Manager 3/4/2024 Scheduled for 3/4/2024 3/4/2024
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Member(s)Date Requested Item Description Department Meeting Date 142 Council 1/16/2024 San Benito Leadership Institute
funding City Manager 3/4/2024
Staff working to develop agenda
item to allocate $20,000 from the
general fund
3/4/2024
143 Perez 1/16/2024 Item to make raising Christian Flag at City Hall an annual event City Clerk 3/4/2024 Scheduled for 3/4/2024 3/4/2024 144 Burns 2/5/2024
Options for creating a non-profit
that people can donate to to
support the Animal Control
Services Division
Administrative
Services 3/8/2024
Public is able to donate to the
Animal Shelter. Funds are restricted
when donated.
3/4/2024
145 Morales 12/18/2023
Discussion Re: potential updates to
HMC to set Council regular
meeting time for 9:00 AM
City Attorney 3/4/2024
On 2/5/24 Council directed staff to
return with an ordinance to set the
regular meeting start time at 4:00
PM.
Introduction of ordinance scheduled
for 3/4/24.
Re-introduction scheduled for
3/18/24
3/4/2024
146 Burns 12/4/2023
Use of discretionary funds to install
dog waste bag dispensers in
Sunnyslope Village
City Manager 3/4/2024 Scheduled for 3/4/2024 3/4/2024
147 Casey 11/20/2023 &
1/16/2024
Seeks to be able to review draft
agenda with City Manager prior to
publication
City Manager 3/4/2024 Item did not pass. 2-2 vote on
3/4/24 3/4/2024
148 Perez 11/20/2023 Lighted crosswalk near Fourth and
Line Streets Public Works 3/18/2024
Staff will be completing the work in
house. Project does not need to
return to Council for approval.
3/5/2024
149 Casey 2/20/2024 Council Goal-Setting Workshop
prior to budget development City Manager 3/18/2024 Discretionary fund request for meeting scheduled for 3/18/24 3/18/2024
150 Morales 1/16/2024 Review of City policies on Council training and travel
Administrative
Services 3/18/2024 Council direction given on 3/18/24.3/18/2024 16Page 310 of 339
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Member(s)Date Requested Item Description Department Meeting Date 151 Casey 2/20/2024
Bring inclusionary housing
ordinance back for Council
consideration to include a 6% very
low income, 5% low income, and
4% moderate income levels split
and options for alternative
compliance.
Community
Development 3/18/2024 Council direction given on 3/18/24.
Ordinance returning on 4/15/24 3/18/2024
152 Burns 3/18/2024 Update on Motorcycle Rally City Manager 4/2/2024 Scheduled for 4/2/24 4/2/2024 153 Burns 3/18/2024 Report on recent animal hoarding
incident in the County Police 4/2/2024 Scheduled for 4/2/24 4/2/2024 154 Burns 3/18/2024 Proclamation for Hollister High
School boys soccer team City Clerk 4/2/2024 Scheduled for 4/2/24 4/2/2024 155 Burns 3/4/2024 Update on Motorcycle Rally City Manager 4/2/2024 Scheduled for 4/2/24 4/2/2024 156 Perez 3/4/2024
Proclamation on Womens History
Month and International Womens
Day
City Clerk 4/2/2024 Scheduled for 4/2/24 4/2/2024
157 Casey 12/4/2023
Traffic study of McCray Street
behind shopping center and
potential options (agenda item)
and address blight in the area
Public Works 4/2/2024 Item rescheduled from 3/18/24 to
4/2/2024.4/2/2024
158 Casey 1/16/2024 Vacant building ordinance Community Development 4/2/2024 Working with consultant to bring a presentation to Council 4/2/2024
159 Casey 4/3/2023 Ordinance re: Vacant commercial
buildings
Community
Development 4/2/2024 Scheduled for 4/2/24 4/2/2024
17Page 311 of 339
Completed Agenda Items CITY COUNCIL PROJECT LIST 8/16/2024 Notes Completed#Council
Member(s)Date Requested Item Description Department Meeting Date 160 Burns 8/21/2023 Use of discretionary funds to install cameras at Valley View Park Police 4/2/2024 Staff gathering quotes and preparing agenda item for 4/2/24 4/2/2024
161 Burns 12/4/2023 Use of discretionary funds for
COVID-19 victims memorial City Manager 4/15/2024 Staff working to develop agenda item 4/15/2024
162 Perez 3/4/2024 $8500 from discretionary funds for
Bulldog Boxing City Manager 4/15/2024 Scheduled for 4/15/24 4/15/2024 163 Resendiz 3/18/2024
$1500 from CM Resendiz
discretionary funds for Dia de los
Ninos Event
City Manager 4/15/2024 Scheduled for 4/15/24 4/15/2024
164 Council 3/18/2024 $1000 each from discretionary
funds for Jovenes de Antano City Manager 4/15/2024 Scheduled for 4/15/24 4/15/2024 165 Casey 3/18/2024 $5000 from discretionary funds for
community center renderings City Manager 4/15/2024 Scheduled for 4/15/24 4/15/2024 166 Morales 3/18/2024 $3000 from discretionary funds for printing of City Resource Guide City Manager 4/15/2024 Scheduled for 4/15/24 4/15/2024 167 Resendiz 4/2/2024 Local preference ordinance for
affordable housing
Community
Development 4/15/2024 Scheduled for 4/15/24 4/15/2024
168 Perez 4/2/2024 Provide direction on amending
campaign contributions ordinance City Attorney 4/15/2024 Scheduled for 4/15/24 4/15/2024 169 Burns 3/18/2024 Options for increasing meeting
efficiency City Clerk 5/6/2024 Scheduled for 5/6/2024 5/6/2024 18Page 312 of 339
Completed Agenda Items CITY COUNCIL PROJECT LIST 8/16/2024 Notes Completed#Council
Member(s)Date Requested Item Description Department Meeting Date 170 Casey/Perez 4/2/2024
$3000 each of discretionary funds
for the Indigenous Nations
Diversity Network event in
September
City Manager 5/6/2024 Scheduled for 5/6/2024 5/6/2024
171 Morales 4/15/2024
Proclamation declaring May as
National Missing and Murdered
Indigenous Women Month and
recognizing May 5 as National
Missing and Murdered Indigenous
Women Day
City Clerk 5/6/2024 Scheduled for 5/6/2024 5/6/2024
172 Casey 4/2/2024 Waive permit fees for Mr. Wrobel
if permissible
Community
Development TBD
Staff working with Mr. Wrobel and
determining if waiving fee is
permissible based on project spefics
5/14/2024
173 Casey 4/15/2024 Proclamation for 90th Annual
Saddle Horse Show City Clerk 5/21/2024 Scheduled for 5/21/2024 5/21/2024 174 Morales 4/15/2024
$2000 from discretionary funds for
Missing and Murdered Indigenous
Women Event
City Manager 5/21/2024 Scheduled for 5/21/2024 5/21/2024 175 Morales 4/15/2024
Use of discretionary funds for safer
communities programs for teens -
evenly distribute to Parks &
Recreation Dept, New Hope for
Youth Organization, and substance
abuse programs
City Manager 5/21/2024 Scheduled for 5/21/2024 5/21/2024 176 Perez 5/6/2024 Visit San Benito County
Presentation City Manager 6/4/2024 Scheduled for 6/4/2024 6/4/2024 177 Resendiz 5/21/2024
Update from COG/CalTrans Re:
Highway 25 & Highway 156
roadwork
City Manager 6/18/2024 Scheduled for 6/18/2024 6/18/2024 178 Burns 5/21/2024
Agenda item on potentially
extending term of impact fees for
400 Block
Community
Development 6/18/2024
On 6/4/2024 Council directed staff
to return with Amendment to
Agreement at 6/18/24 meeting
6/18/2024
179 Morales 5/21/2024 Agenda item on results of recent
investigation City Attorney 6/18/2024 Scheduled for 6/18/2024 6/18/2024 19Page 313 of 339
Completed Agenda Items CITY COUNCIL PROJECT LIST 8/16/2024 Notes Completed#Council
Member(s)Date Requested Item Description Department Meeting Date 180 Council Member(s)5/2/2022
Strategic Plan and Study for Vista
Park Hill improvements, quotes for
creating a dog park at Park Hill to
be included in next budget cycle
Parks & Recreation 6/18/2024
Topo survey has been contracted
with Kelly Engineering and survey
has been completed. Master plan to
be presented for consideration in
2024-25 budget.
6/18/2024
181 Burns 8/21/2023
Future closed session or open
session item on previous mountain
lion encounter in the City
City Attorney N/A Memo provided to council.7/16/2024
182 Casey 6/18/2024 Proclamation for Benjamin
Tollantino City Clerk 8/6/2024 Scheduled for 8/6/24 8/6/2024 183 Casey 8/6/2024
Presentation on SBC Housing
Element and implications to the
City if implemented
City
Attorney/Communit
y Development
8/13/2024 Memo sent to Council
20Page 314 of 339
Update Requests from Council (non-agenda items)CITY COUNCIL PROJECT LIST 8/16/2024 1 Morales 1/22/2022
Community Development to create a
checklist of steps for new businesses to
get started to help streamline the process
Community Development Project will be assigned to Economic Development Manager once hired.TBD
2 Burns 5/16/2022
Hire full time employees for building
Department Building Official and Building
Inspector
Administrative Services
(HR)
Recruitment failed for Sr Building Inspector. Staff
working with department to update job description,
requirements, and evaluate salary schedule.
9/30/2024
3 Casey 12/4/2023 Policies posted to City website City Manager Will be included on new website.TBD 4 Casey 3/18/2024
Receive update from animal ad hoc
committee regarding recommend policy
changes
Police Animal ad hoc committee holding meetings to discuss potential policy updates.TBD
5 Burns 4/15/2024 Update on feasibility of creating City dispatch center Police Staff preparing report and update for council.TBD 6 Perez 4/15/2024
Additional information regarding
potential widening of San Juan Fourth
Street Bridge
Engineering Staff preparing report and update for council.TBD 7 Burns 6/18/2024 Graffiti Policy Public Works Staff preparing report and update for council.TBD 8 Burns 6/18/2024 Create Citizen Volunteer Group to
combat graffiti Public Works Staff preparing report and update for council.TBD 9 Burns 8/6/2024 Role of Council re: TOT measure City Manager/City Attorney Staff preparing report and update for council.8/23/2024 10 Burns 8/6/2024 Update on shade structures as Las Brisas Park Parks & Recreation Staff working on revised schedule 8/23/2024 11 Burns 8/6/2024 Repair damaged cinderblock on Avenida Cesar Chavez Public Works Staff working on revised schedule 8/23/2024 Status Estimated Date of
Completion#Council Member Meeting Date Update Requested Department 21Page 315 of 339
Completed Update Requests CITY COUNCIL PROJECT LIST 8/16/2024 #
1 Burns 1/8/2022 Set a hard stop date for map submission City Clerk 1/8/2022 2 Perez 1/8/2022
Requested the number of hits to the
redistricting website and emails received re:
submitting maps be emailed to council prior to
the next meeting
Information Systems
& Technology 1/8/2022
3 Velazquez 1/18/2022
Request any communications sent to Council
Members re: redistricting be sent to the City
Clerk and shared with all of Council
City Clerk 2/7/2022
4 Burns 1/18/2022 Report on the Bird Scooter pilot program-- revenue, issues, etc.City Manager 3/21/2022
5 Burns 1/18/2022 Update on the process of adding roofs to the parklets downtown City Manager 1/28/2022
6 Burns 1/18/2022 Update on the Executive recruitment process for various positions City Manager 1/22/2022
7 Burns 1/18/2022 Update on the American Rescue Plan (ARPA), plans for recognition or payment to staff City Manager 1/22/2022 8 Morales 1/18/2022
Council to submit information to be distributed
to the Community by Social Media or any other
ways from their committees
City Clerk 4/18/2022
9 Morales 1/18/2022
Update on all of the grants she mentioned the
City could apply for in December-Received an
email from CM on 4/12/2022 with an attached
excel sheet.
City Manager 4/12/2022
10 Perez 1/18/2022 Update on the Central Ave traffic calming project if it is complete Engineering 3/16/2022
11 Morales 1/18/2022 Report on other City Council salaries and benefits City Manager 3/7/2022
12 Morales 1/18/2022 Update on the Broadband for the City Information Systems & Technology 4/27/2022
Meeting DateCouncil Member Completed DateStatusDepartmentUpdate Requested 22Page 316 of 339
Completed Update Requests CITY COUNCIL PROJECT LIST 8/16/2024 #Meeting DateCouncil Member Completed DateStatusDepartmentUpdate Requested 13 Burns 1/22/2022 Analysis on how other cities are spending ARPA funds City Manager 4/4/2022
14 Burns 1/22/2022
Department Heads go through the list of City
staff and put them into categories, such as front
line staff, public safety, office workers, consider
tiers of hazard pay by April 1
City Manager 2/23/2022
15 Burns 1/22/2022
Have Council come up with ways to recognize
other groups of essential workers outside of City
Staff, such as teachers, grocery clerks, gas
station attendants, come up with plan to give
hazard pay or gift cards, by April 1
City Manager 4/4/2022
16 Burns 2/7/2022 Update on Executive position recruitment City Manager 3/15/2022 17 Morales 2/7/2022 Spreadsheet of all actions items requested by Council City Clerk 3/21/2022
18 Morales 2/7/2022 Update on 150th Celebration City Manager 3/21/2022 19 Morales 2/7/2022 Submit applications for grants due by Feb. 24th Fire 2/22/2022 20 Morales 2/7/2022 List of all projects utilizing Measure G funds, status, amount spent, etc.City Manager 2/23/2022
21 Resendiz 2/22/2022 Find out if other cities have a Veterans preference in hiring for all depts., not just PD
Administrative
Services
Finance/Human
Resources
4/4/2022
22 Burns 2/22/2022
How many HPD officers are veterans? How
many City staff members throughout the city
are veterans?
Administrative
Services
Finance/Human
Resources
4/4/2022
23 Burns 2/22/2022
Consider adding to the Assistant City Manager
position job description to be a liaison to
Council.
City Manager 2/22/2022
24 Resendiz 2/22/2022
Consider adding to the Assistant City Manager
position job description to work on PRA
requests
City Manager 2/22/2022
23Page 317 of 339
Completed Update Requests CITY COUNCIL PROJECT LIST 8/16/2024 #Meeting DateCouncil Member Completed DateStatusDepartmentUpdate Requested 25 Burns 2/22/2022
Evaluate K-rails blocking union road are a
hindrance to Fire and Police response in an
emergency
Engineering 2/25/2022
26 Burns 2/22/2022
Consider an item to purchase 400-500
"grabbers" for picking up trash, and have
Council give these away at park openings so
public can help keep parks clean.
Recreation 3/5/2022
27 Morales 2/22/2022 Update on 2021 goals and accomplishments, and what is our road map for 2022 goals City Manager 2/24/2022 28 Morales 2/22/2022
Requested a report on what percent of our
budget is from grants and what the grants are
for (separate from entitlement grants)
City Manager 2/22/2022
29 Morales 2/22/2022 Update on the 311 application Information Systems & Technology 2/7/2022
30 Council 2/22/2022 Update on the total number of PRA requests the City Clerk's Office receives per year City Clerk 4/4/2022 31 Morales 2/22/2022 Report on all of the IT projects to help with streamlining
Information Systems
& Technology 2/25/2022
32 Morales 3/7/2022 4th of July Fireworks bring back location of event Recreation 3/21/2022
33 Burns 3/7/2022 Staff look at other cities using Accela and talk with IT, Planning, and Building
Information Systems
& Technology 4/27/2022
34 Burns, Morales,
Perez 4/4/2022 Assistant City Manager update City Manager 4/4/2022 35 Burns, Morales,
Perez 4/4/2022 Update on Deputy City Clerk recruitment-CC is Waiting for HR City Manager HR posted Deputy City Clerk position online 5/2/2022
36 Burns, Morales,
Perez 4/4/2022 Social Media posts-votes of previous night Council Mtgs City Clerk Waiting for additional Deputy City Clerk 3/31/2023
24Page 318 of 339
Completed Update Requests CITY COUNCIL PROJECT LIST 8/16/2024 #Meeting DateCouncil Member Completed DateStatusDepartmentUpdate Requested 37 Burns, Morales,
Perez 4/4/2022 Naming of park by Fire Station 2: Cesar Chavez Park Parks & Recreation
Received Prop 68 grant for park
construction. Will include the
name in all public outreach efforts
as required by the grant.
3/31/2024
38 Burns, Morales,
Perez 4/18/2022
Provide training at the County's Fentanyl and
Opioid Training in June to have video available
to be able to administer NARCAN
PD
Presentation given on 5/2/2022,
with Narcan training for public
offered on 6/11/2022
5/2/2022
39 Morales 3/7/2022
Assistant City Manager Recruitment be
completed in ideally 3 months, no later than 6
months
City Manager
Approved contract with Peckham
& McKenney for recruitment
services
5/2/2022
40 Perez 3/21/2022 Dog Park Grass - Update. Recreation-Report to be provided at May 2, 2022 Council Meeting.
Public Works
Parks/Streets/Utilitie
s/Fleet
5/2/2022
41 Velazquez 1/22/2022
Move ARPA funds to general fund by March,
earmarking funds for business revitalization,
tourism, "Welcome to Hollister" sign, develop
loan or grant program for businesses to apply
for
City Manager 4/25/2022
42 Burns 2/22/2022
Report on the City's intentions and ideas on
what to do with Park Hill. Recreation-Report to
be provided at May 2, 2022 Council Meeting
Recreation Recreation gave a presentation on
5/2/2022 5/2/2022
43 Burns 3/21/2022 Promoting the 150th Celebration City Manager Update given by Ad Hoc (Morales) during meeting 5/2/2022
44 Perez
Morales
3/7/2022
4/4/2022
Report on speed cushions, current locations,
future locations and remaining amount,
provided an update on 3/21/2022 Council
requested another update on 4/4/2022
Engineering 4/18/2022
45 Burns, Morales,
Perez 4/18/2022 Update on Youth Art and Cultural Commissioner applications City Clerk Two applicants for appointment
on 5/16/2022 5/16/2022
46 Burns, Morales,
Perez 4/18/2022
Information on City of Hollister plans for Office
Professionals Day and recognition events that
have to do with our staffing.
City Manager
Recognized Office Professionals
Day. Working on other staff
morale ideas
4/27/2022
25Page 319 of 339
Completed Update Requests CITY COUNCIL PROJECT LIST 8/16/2024 #Meeting DateCouncil Member Completed DateStatusDepartmentUpdate Requested 47 Perez 5/2/2022 Requested a 5 minute timer for all
presentations City Clerk Completed 5/16/2022
48 Morales 1/18/2022 Traffic study on San Benito Road near 7-11 Engineering Study in process-Speed humps not warranted 4/30/2022
49 Velazquez 1/22/2022 See if other nearby cities want to purchase speed cushions so we may order in bulk
Public Works
Parks/Streets/Utilitie
s/Fleet
Invite was given to CAO & City
Manager of SJB 3/30/2022
50 Velazquez 2/7/2022 Monthly or bi-Monthly meetings with the Fire Committee Fire Fire Committee created 5/26/2022
51 Burns 2/22/2022
Asked if City Attorney can confirm if we can
close/stop public comment, requested his legal
opinion on the matter
City Attorney Requested from Consultant as a
separate memo 5/26/2022
52 Morales 2/22/2022 Update on traffic study for speed cushions on San Benito Street by 7-11 Engineering Study in process-Speed humps not warranted 4/30/2022
53 Burns, Morales,
Perez 4/18/2022 Dunne Park Community Center update City Manager Recreation Services Manager Garza provided presentation 5/2/2022
54 Burns, Morales,
Perez 4/18/2022 Add to second evaluation of Ord. 1202 for constitutionality City Clerk Requested from Consultant as a separate memo on 4/19.5/25/2022
55 Council 5/2/2022
Divide the APRA $500K for sidewalks between
the 5 council members to allocate for use in
their respective districts.
City Manager 5/2/2022
56 Resendiz 5/2/2022
Requests staff consider putting spikes on top of
the streetlights on Piane Crati Court (in D2) due
to complaints of bird waste on cars
Public Works Purchasing Bird Spikes 5/13/2022
57 Burns, Morales,
Perez 4/4/2022 Outstanding Building Permits over 6 months with status Building Council given monthly 6/30/2022
58 Resendiz 5/2/2022 Update on Dollar General's weed and graffiti abatement Code Enforcement Weeds removed 5/25/2022
26Page 320 of 339
Completed Update Requests CITY COUNCIL PROJECT LIST 8/16/2024 #Meeting DateCouncil Member Completed DateStatusDepartmentUpdate Requested 59 Burns, Morales,
Perez 4/18/2022 memo clarification on using titles, city issued equipment, and our platform for campaigning City Clerk
Requested from Consultant as a
separate memo on 4/19.
Requested clarification from
consultant on using city logo
shirts and posting videos
5/20/2022
60 Morales 3/7/2022 Process for requesting speed cushions be placed on website for the public to access Engineering
Council wanted to keep it simple
so the process is that a request is
made to a council member who
relays it to the City Manager who
relays it to Engineering for study.
A more detailed process was
brought to Council, but rejected.
6/6/2022
61 Morales 2/7/2022
Revisit Council Committee assignments, updates
on committees that do not meet, and create
committee assignments for Finance and Public
Works
City Clerk
Staff requested clarification on
which committees updates are
being requested from.
Department Liaisons for Finance is
Council Member Resendiz and
Public Works Liaison is Mayor
Velazquez.
6/21/2022
62 Perez 2/22/2022 Consider changes to City's Parking Ordinance, regarding parking across from the Library.Police Department PD working on removing parking
restrictions on 5th St. On
6/6/2022 Agenda
6/6/2022
63 Morales 2/22/2022 Discussion on Planning Department projects that are delayed and what the problems are DS-Planning Spreadsheet provided to Council on 6/24/2022 6/24/2022
64 Burns, Morales,
Perez 4/4/2022 Safe Zones Police Dept PD working on testing site before press release.6/21/2022
27Page 321 of 339
Completed Update Requests CITY COUNCIL PROJECT LIST 8/16/2024 #Meeting DateCouncil Member Completed DateStatusDepartmentUpdate Requested 65 Perez 5/2/2022 Consider making a temporary loading zone area in front of Gunnagle Funeral Home for Hearses
Planning,
Engineering?
A work order has been issued to
Public Works to create a loading
zone out of two of the parking
spaces in front of the funeral
home.
7/22/2022
66 Resendiz 5/16/2022 May we look to see what may be done about accidents at Alvarado & Santa Ana.PD Staff provided status on 7/21/2022 7/21/2022
67 Burns 1/18/2022 Look into Central Coast 3CE Grant City Manager Staff is working with 3CE staff and the new grant writer 7/25/2022
68 Morales 1/18/2022
Discuss changing the time of Council meetings
so they are earlier, so they do not go late into
the night
City Clerk/ City
Attorney
Will request as part of HMC 2.04
changes. Requested start time is
9:00 am. Was not changed as part
of the revisions.
5/16/2022
69 Morales 1/18/2022 Proposal for electric vehicles, to utilize grants for electric vehicles
Public Works
Parks/Streets/Utilitie
s/Fleet
Staff given direction to look at
available electric vehicles. Have
not found any. Staff will need to
put a refundable deposit down
and order them.
7/22/2022
70 Morales 2/7/2022
Finance to provide more details on the budget
totals, percent paid vs. actual with the warrant
registers for approval
Administrative
Services
Finance/Human
Resources
Will begin 8/1/2022. Item is part
of the warrant registers.8/1/2022
71 Burns, Morales,
Perez 4/4/2022 Renaming of Union Road and new park by FS2 to Cesar Chavez Way and Cesar Chavez Park City Manager Engineering is in process. Will be on 8/1 Council agenda.8/1/2022
72 Morales 1/22/2022 Analysis on the speeding complaints in the City by neighborhood Police Department
PD confirmed that they do not
track complaints at the
neighborhood level.
9/1/2022
73 Morales 1/22/2022 Add Community Development position to help businesses get started go through the processes City Manager Will be done by Asst. City Manager 9/1/2022
74 Burns, Morales,
Perez 4/4/2022 Intelligence on PD Issues and Trends in the community Police Dept Annual report with statistics is
posted on PD website.9/1/2022
28Page 322 of 339
Completed Update Requests CITY COUNCIL PROJECT LIST 8/16/2024 #Meeting DateCouncil Member Completed DateStatusDepartmentUpdate Requested 75 Burns, Morales,
Perez 4/4/2022 Cameras up at all access and have PD work with IT work on and add a privacy aspect PD & IT Policy determined to be adequate by City Attorney 9/1/2022
76 Morales 5/2/2022
List of resources for the community with links
on the City's webpage, such as local non profits,
food assistance, housing assistance, etc. Link to
see what district residents live in.
City Manager
Resources added to existing site
and will be included on new city
website.
9/7/2022
77 Morales, Burns 5/2/2022
Add the Council updates and request
spreadsheets to the City's webpage for public
transparency
City Manager
Reports add under
"Transparency" tab on existing
site. Reports will be included on
new city website.
9/30/2022
78 Resendiz 9/6/2022 Ensure that Mexican music is played during Summer Concert Series Recreation Mariachi groups will play on September 16th. 9/16/2022
79 Council 5/2/2022
Install sod grass at Jerry Gabe dog park, one side
at a time, to keep one side open at all times
while laying sod on the other side. Block off side
of park with fence to keep dogs/people out
Public Works / Parks
& Recreation
Staff has tried to fence off areas
of the dog park in the past. This
did not contain the small dogs nor
stopped visitors from entering the
other sides
9/14/2022
80 Resendiz 9/6/2022
Inquiries from Hollister School District for
Planning: Rosati project, parking lot and
walkway, CFDs, increasing development fees,
and shared facility use agreements
Community
Development
(Planning)
Staff has not received any
inquires from HSD. Staff has had
discussions with HSD recently
regarding approved housing
developments.
9/14/2022
81 Morales 5/2/2022
Study session on Code Enforcement problem
solving, communications training, dispute
resolution
Police (Code
Enforcement)
PD has met with Councilmember
Morales and addressed her
concerns.
8/31/2022
82 Morales 2/22/2022 Receipts of budget vs actuals Administrative Services
Reports will start with new
budget. Included with standing
warrant agenda item.
8/1/2022
29Page 323 of 339
Completed Update Requests CITY COUNCIL PROJECT LIST 8/16/2024 #Meeting DateCouncil Member Completed DateStatusDepartmentUpdate Requested 83 Resendiz 5/2/2022
Have staff to remove the fenced area at Klauer
park so it is not used as a dog park, and come up
with an alternative solution for the area
Parks & Recreation /
Public Works
Received quote from contractor
to remove fence. Scheduled to be
removed by 9/23/22
9/26/2022
84 Perez 9/6/2022 Provide speed hump installation schedule Public Works Dept provided schedule to City Manager's Office for review 9/20/2022
85 Perez 9/6/2022 Parks ADA Schedule Parks & Recreation Staff is working to prepare
schedule. Will be provided at
Parks and Recreation Commission
meeting and to council.
9/27/2022
86 Morales 9/6/2022 Provide update on status of salary study Administrative Services
Update will be provided on 9/19
council meeting 9/19/2022
87 Morales 9/6/2022 PIO Plan City Manager Assistant City Manager developing plan.9/8/2022
88 Resendiz 9/6/2022 200 Zinc Plates available for donation.Parks & Recreation Referred to Art & Cultural Commission 10/5/2022
89 Morales 9/6/2022 Business Loan Program update City Manager Update program to make more
businesses are eligible to receive
loan.
10/3/2022
90 Resendiz 9/6/2022 Need speed cushions at intersection of Alvarado and Santa Ana
Public Works
(Engineering)
Will be installed the week of
September 26th.9/30/2022
91 Morales 2/7/2022
Grant chart, showing what grants are available,
which are applied for, status, etc. Will provide a
template
City Manager
On 6/6/2022 Agenda to request
grant writer. Grant writer
approved.
9/30/2022
92 Resendiz, Burns 5/2/2022
Earmark funds from ARPA to help businesses
transition to going green (after other ARPA
funding priorities are met)
City Manager
City will assist businesses as
requested. City Manager will
provide update at 10/3 Council
meeting.
10/3/2022
93 Morales 5/2/2022 An Ordinance to ensure that business are not fined for stolen shopping carts
Police (Code
Enforcement) / City
Attorney
Second reading of ordinance will
be brought to Council on 10/3/22.10/3/2022
94 Burns 9/6/2022 Organizational Charts for City and Departments (include vacant positions)City Manager
Departments submitting org
charts to City Managers Office for
review.
10/17/2022
30Page 324 of 339
Completed Update Requests CITY COUNCIL PROJECT LIST 8/16/2024 #Meeting DateCouncil Member Completed DateStatusDepartmentUpdate Requested 95 Burns 9/6/2022 Update on downtown sign
City Manager /
Community
Development/
Engineering
Engineering is currently reviewing
plans for sign. Structural review
will be completed on 9/16/22.
9/30/2022
96 Perez 1/18/2022 Update on the tree program Public Works Dept has received a list of all trees
trimmed or removed in Fiscal
Year 2021-22. Report under
review and will be distributed to
council.
10/5/2022
97 Burns/Velazquez 9/19/2022 Crosswalk on Ladd Lane City Manager Staff installed temporary
crosswalk markings while
contractor works to permanently
correct Ladd Lane.
10/3/2022
98 Burns 10/3/2022 Prune Street Pavement Public Works
Prune St construction is scheduled
for August 2023. Potholes on
Prune St are scheduled to be
refilled by 10/31/22.
10/10/2022
99 Morales 10/3/2022 San Benito and Hawkins Street Traffic Study Engineering Study on intersection was
completed in 2022. All ways stops
were not warranted.
10/3/2022
100 Burns/Velazquez 9/6/2022
Confirm that judgement is due to city from Irma
Gonzalez and Elia Salinas and begin collection
process if applicable.
City Attorney
City's Risk Management firm has
confirmed that they are beginning
the collection process. Confirmed
that there are no other
outstanding legal judgements.
10/14/2022
101 Resendiz 10/17/2022
Forward email from Gavilan College
President/Superintendent to the local press and
to City Clerk for submission into the official
record
City Manager Email was forwarded as
requested 10/18/2022
31Page 325 of 339
Completed Update Requests CITY COUNCIL PROJECT LIST 8/16/2024 #Meeting DateCouncil Member Completed DateStatusDepartmentUpdate Requested 102 Resendiz 5/2/2022 Update on whether the City can be more restrictive regarding use of plastic bags
Public Works / City
Attorney
City cannot pass a more
restrictive ordinance than the
state.
10/20/2022
103 Resendiz, Perez 10/17/2022 Provide letter from Gavilan College on Presentation done by Sunnyslope Water District
City Manager/City
Clerk Letter was provided as requested 10/18/2022
104 Perez 11/7/2022 Financials for 150th Celebration City Manager Follow up meeting held with
Councilmember Perez and City
Manager.
11/14/2022
105 Perez/Morales 9/6/2022 Provide streets/sidewalks/alleys schedule Public Works City Manager's office is sending
out project schedules as
confirmed. Schedules will be
posted on social media as well.
11/21/2022
106 Morales 9/6/2022 Timeline for Council Projects City Manager Assistant City Manager working
with Department Heads to
develop timelines for projects.
11/30/2022
107 Morales 11/7/2022
Follow up with Planning Department regarding
customer service concerns brought up at San
Benito Chamber of Commerce Business
Advocacy Committee
City Manager Confirming follow up meeting.
Will provide an update to Council.11/30/2022
108 Burns 11/21/2022 Status Update on General Plan
Community
Development
(Planning)
Timeline emailed to Council on
11/30/2022 11/30/2022
109 Resendiz 9/6/2022 General Plan Action Committee (GPAC) Update Community
Development
(Planning)
Timeline emailed to Council on
11/30/2022 11/30/2022
32Page 326 of 339
Completed Update Requests CITY COUNCIL PROJECT LIST 8/16/2024 #Meeting DateCouncil Member Completed DateStatusDepartmentUpdate Requested 110 Burns 11/21/2022
Status on hiring an Community Development
Director, Airport Manager, Chief Building
Official, and Building Inspector
City Manager
Recruitment update provided to
Council. Interviews for
Administrative Services Director
will take place on the week of
December 5th. City Engineer
interviews scheduled for week of
December 12th.
11/30/2022
111 Perez 11/7/2022 Cienega Road Survey Engineering Draft report received 11/18. Final report expected on 12/15/22 12/12/2022
112 Burns 12/5/2022 Financials for the 150th Year Celebration City Manager City Manager developing final
financial report to send to City
Council.
12/19/2022
113 Burns 12/5/2022 Status Report on Shot Spotter Program Update Police PD working with vendor to provide a presentation to Council.1/17/2023
114 Burns 11/21/2022 Next Steps to Implement Term Limits City Clerk Clerk will provide a memo to City Council 1/30/2023
115 Burns 2/22/2022 Requested additional cameras be installed in the Sunnyslope area due to stolen car items Police
Equipment has been delivered.
Staff is waiting for the weather to
clear prior to install them.
1/31/2023
116 Burns 11/21/2022 Status on Gateway Monument Sign City Manager Installation is underway.2/10/2023 117 Burns 12/5/2022 Status on Gateway Monument Sign City Manager Installation is underway.2/10/2022 118 Morales 2/6/2023 Copies of City's contracts with 4LEAF City Manager Contracts sent to Council.2/9/2023 33Page 327 of 339
Completed Update Requests CITY COUNCIL PROJECT LIST 8/16/2024 #Meeting DateCouncil Member Completed DateStatusDepartmentUpdate Requested 119 Morales 2/6/2023 Status of money raised by the Community Foundation to assist flood-impacted residents City Manager Update provided to Council 2/15/2023 120 Burns 2/21/2023 Options for fencing the Downtown area for the motorcycle rally and charging an entrance fee Police Update will be provided at 3/6/2023 City Council meeting 3/6/2023
121 Burns 3/6/2023 Update on Police Communications Center Police Update sent to Council 3/15/2023 122 Burns 3/6/2023 Update on parklet request for 300 block of Monterey
Community
Development
Application incomplete, business
owner and neighbor 3/12/2023
123 Morales 3/6/2023 HPD to follow up on incident reported by Mr.
Rojas Police Police report taken 3/12/2023
124 Burns 3/6/2023 Status of the downtown monument sign Community Development
Update provided to council on
3/16/23 3/16/2023
125 Resendiz 9/6/2022 Need speed cushions near Calaveras School on Central Avenue
Public Works
(Engineering)
Post speed study completed.
Councilmember can request to
add speed hump using their
district allocation
2/20/2023
126 Velazquez 2/7/2022 Update from Beautification ad hoc committee in March Ad Hoc Committee Waiting on Ad Hoc Committee to
meet TBD
127 Burns 12/5/2022 Update on Cameras at the skate park Police Camera purchase request being
considered at 3/20/2023 council
meeting
3/20/2023
128 Burns 11/21/2022 Lighting on side streets Public Works Need to issue an RFP as estimate
is $150k. RFP boilerplate is
currently under review with City
Attorney. RFP released on March
15, 2023.
6/30/2023
34Page 328 of 339
Completed Update Requests CITY COUNCIL PROJECT LIST 8/16/2024 #Meeting DateCouncil Member Completed DateStatusDepartmentUpdate Requested 129 Casey 4/3/2023 Post city vacancies on website Human Resources All active recruitments are
currently published on the City’s
website and other websites,
including GovernmentJobs.com,
as well as industry-specific
bulletin boards based on
Department needs.
Updated on a
rolling basis
130 Burns 4/3/2023 Certificate of Recognition for former Parks & Recreation Commissioner Alliyah Gomez City Clerk
To be signed by Mayor on
4/17/23 and provided to Alliyah
Gomez
5/15/2023
131 Morales 4/3/2023 Certificate of Recognition for Sarah Nordwick with the SBC Food Bank City Clerk
To be signed by Mayor on
4/17/23 and provided to Sarah
Nordwick
5/1/2023
132 Burns 4/17/2023 Use of Council discretionary funds to repair sidewalks Public Works List provided to Council 4/23/2023 133 Casey 3/20/2023
Update on participation in the San Benito
County Economic Development Committee by
the City
City Manager City Manager to attend 3/30
committee meeting 3/30/2023
134 Burns 2/21/2023 Update on the Senior Council and if City has contributed for past two years Parks and Recreation FY 2021-22 and 2022-23 Invoices were requested for payment 3/31/2023
135 Perez 2/6/2023 Update on condor statue to be installed at Graf and 4th Street Public Works Condor statue is at contractor's yard and is 90% complete.3/31/2023
136 Burns, Velazquez 5/2/2022 Staff research drought resistant ideas for Jerry Gabe Dog Park and all future dog parks
Parks & Recreation
(Tina)
Staff met with landscapers to
assess sprinklers. Staff is
contacting other cities to learn
what materials they are using.
Landscapers will be seeding the
park on October.
4/25/2023
137 Resendiz 3/20/2023 Work with San Benito County to coordinate on any Pride Month events Parks & Recreation City manager to discuss with County CAO 4/26/2023
138 Morales 3/20/2023 Join committee to support bringing First Five community center Parks & Recreation Referred to Parks Department 4/23/2023 35Page 329 of 339
Completed Update Requests CITY COUNCIL PROJECT LIST 8/16/2024 #Meeting DateCouncil Member Completed DateStatusDepartmentUpdate Requested 139 Burns 2/22/2022
Requested discussion with the Parks Manager
about ideas for Skate Park, and City investing in
park cleanup.
Public Works / Parks
& Recreation
The graffiti truck is operational
and Public Works is responsible
for abatement. We are adding a
maintenance position to deal with
graffiti on a regular basis and will
develop regular routes to deal
with graffiti before it is reported.
3/31/2023
140 Resendiz 1/18/2022
Discuss creating a Homelessness committee
with representatives from different entities to
tackle homeless problem, to discuss this on a
future agenda
City Attorney
JPA summary prepared by City
Attorney and sent to
Council.Homeless JPA being
discussed at Intergovernmental
Committee.
4/12/2023
141 Resendiz 5/2/2022 Update on the Homelessness JPA City Attorney JPA summary prepared by City
Attorney and sent to
Council.Homeless JPA being
discussed at Intergovernmental
Committee.
4/12/2023
142 Velazquez 2/7/2022 Update on alleys Engineering
On 6/6/2022 Agenda. Alley survey
is underway - working on
schedule with surveyor. Topo
survey work began in late July of
2022. Topo Surveys were
completed in September.
9/30/2022
143 Resendiz 3/6/2023 Update on Inclusionary Housing Ordinance Community Development
Planning Commission reviewed
ordinance on 2/23/23. Council
continued item until additonal
public outreach completed
(5/1/23)
5/1/2023
144 Morales 4/17/2023 Weeds at San Benito Street and Promise Public Works Crew dispatched to address concern 5/3/2023
36Page 330 of 339
Completed Update Requests CITY COUNCIL PROJECT LIST 8/16/2024 #Meeting DateCouncil Member Completed DateStatusDepartmentUpdate Requested 145 Burns 3/20/2023
Update on previous concerns by members of
the public regarding parklets that would harm
their business
Community
Development
Parklet not approved due to
safety concerns 5/4/2023
146 Resendiz 2/21/2023 Training for peace officers and dispatchers as required by AB2504 City Attorney/Police
Training is scheduled and all staff
should complete by August of
2023.
5/8/2023
147 Burns 1/17/2023
Suggested potential changes to the process
regarding City Council's review of initiating a
general plan amendment to potentially lower
the threshold for the required Council vote to
approve the initiation.
City Attorney Memo sent to Council 5/8/2023
148 Burns 3/6/2023
3/20/2023
Update on hiring of maintenance worker to
repaint sound walls citywide Public Works
Interviews held on 5/8. Offers will
be made by 5/12. Paint truck is
currently operational.
5/31/2023
149 Burns 9/6/2022
Union Rd signs need to be replaced with
Avenida Cesar Chavez signs at Fairview and Hwy
25 intersections
Public Works Sign installed on 6/1/2023 6/1/2023
150 Burns 3/6/2023 Update on Hillcrest east of Memorial to El Toro Engineering Project complete. Acceptance of
project will be presented to City
Council on 6/5/23.
6/5/2023
151 Resendiz 4/3/2023
Transcribe LGBTQ+ Manual for Public Officials
and provide to employees and other
jurisdictions.
City Manager
Transcription completed and
manual being reviewed by
Esperanza Center team.
6/5/2023
152 Burns 3/20/2023 Update on collection of fees from litigation City has won
Administrative
Services
Staff are gathering information
and will report back to Council at
a future date
6/5/2023
37Page 331 of 339
Completed Update Requests CITY COUNCIL PROJECT LIST 8/16/2024 #Meeting DateCouncil Member Completed DateStatusDepartmentUpdate Requested 153 Council 5/2/2022
Upgrade or replace the lights downtown and
the first block of the side streets with APRA
funds
Public Works
RFP is closed. Contract will be
brought to the 6/5 Council
meeting for approval.
6/13/2023
154 Burns, Morales 4/3/2023 Employee Recognition Program Human Resources Staff looking at options to bring back pre-COVID events 7/17/2023
155 Morales 3/20/2023
Update on the status of City's involvement in
regional efforts regarding broadband
installation
City Manager
Staff working on developing a
report for council. Staff is
currently amending its LATA grant
application in an effort to secure
$500k for broadband design work.
8/7/2023
156 Velazquez 2/7/2022 Update on lighting on 6th street and solar lights Engineering Supplies have been received by
contractor. Material delays have
slowed project. Installation will
begin in May of 2023
6/30/2023
157 Burns 2/6/2023
Mountain lion shooting incident from 2022 -
Requested independent investigation of the
incident and the body camera footage to be
released and presented at regular city council
meeting
City Attorney/Police Referred to City Attorney 8/1/2023 158 Perez 4/3/2023 Information on chemical pesticide use by the City and policy on use of chemical pesticides Public Works Memo sent to Council 8/30/2023 38Page 332 of 339
Completed Update Requests CITY COUNCIL PROJECT LIST 8/16/2024 #Meeting DateCouncil Member Completed DateStatusDepartmentUpdate Requested 159 Burns, Perez 8/7/2023
Certificates of recognition for longstanding
Hollister businesses: San Benito Tire, A&W Root
Beer, Foster Freeze, McKinnon Lumber and
Country Rose
City Clerk Certificate created and sent to
honoree 9/5/2023
160 Burns 8/21/2023
Certificates of recognition for longstanding
Hollister businesses: G&M Auto Repair, Hollister
Paints, and the Cannery
City Clerk Certificate created and sent to
honoree 9/5/2023
161 Burns 9/5/2023
Certificates of recognition for longstanding
Hollister businesses: Dr. Mohammad al-Hassan,
Premier Cinema, and Round Table Pizza
City Clerk Certificate created and sent to
honoree 9/6/2023
162
Burns 9/18/2023
Certificates of recognition for longstanding
Hollister businesses: Ace Hardware, Super
Taqueria, and Greenwood Chevrolet.
City Clerk Certificate created and sent to
honoree 9/30/2023
163 Burns 8/7/2023 Certification of Recogntion for former Planning Commissioner David Huboi City Clerk Certificate created and sent to honoree 9/18/2023
164 Casey 8/21/2023
Investigation and a legal opinion regarding
reports of Councilmember Resendiz's inclusion
on a federal watch list and the potential inability
for Councilmember Resendiz to be able to vote
on contracts regarding federal funding
City Attorney Memo Sent to Council 8/31/2023
165 Burns 9/18/2023 Weed abatement for property behind Goodwill store Fire
Disced in April 2023 by owner and
two notices sent for weed
abatement. Referred to Code
Enforcement
9/24/2023
166 Burns 9/5/2023 Replacement of dilleneators on San Benito Street near entrance of downtown Public Works Completed 9/25/2023 167 Resendiz 6/20/2023
Requested information regarding what other
cities are providing for translation services for
public comments and public documents
City Clerk Staff soliciting quotes for meeting
translation services 10/2/2023
39Page 333 of 339
Completed Update Requests CITY COUNCIL PROJECT LIST 8/16/2024 #Meeting DateCouncil Member Completed DateStatusDepartmentUpdate Requested 168 Burns/Perez 10/2/2023
Certificates of recognition for longstanding
Hollister businesses: Bulldog Boxing, Spudnuts,
Colonial Cleaners, Postal Graphics, and Ken
Lindsay
City Clerk Certificate created and sent to
honoree 10/3/2023
169 Resendiz 6/20/2023 Update on work done on Fremont Way Public Works Memo sent to Council 10/1/2023 170 Burns 6/20/2023 Requested staff study the regulations for A- frames signs
Community
Development
Council will be provided a memo
on the topic 10/10/2023
171 Morales 8/7/2023 Information on creating a formal internship program Human Resources Staff is preparing memo for
council 10/10/2023
172 Burns 10/16/2023
Certificates of recognition for Hollister Collision
Center, Hollister Quality Water, and the Hazel's
Treasures
City Clerk Certificates distributed.10/23/2023
173 Resendiz 9/18/2023 Meeting of Downtown Business Ad Hoc Committee City Manager
Meeting regarding downtown
businesses being held on
10/17/2023 at Vets Hall at 6pm in
partnership with HDA.
10/17/2023
174 Perez 8/7/2023 Update on tree replacement program Public Works Staff is preparing a policy to bring to City Council on 10/16/2023.10/16/2023
175 Morales 8/7/2023 Information on parklets and requested meeting with business community
Community
Development
Meeting regarding downtown
businesses being held on
10/17/2023 at Vets Hall at 6pm in
partnership with HDA.
10/17/2023
176 Burns 6/5/2023 Hollister Sign Update City Manager Staff preparing update on sign, lights, and bollards 11/15/2023
177 Burns 11/20/2023 Certificates of Recognition for Baskin Robbins, Dr. Paul Percival, Wong's Garden, Nob Hill City Clerk Certificates sent 11/22/2023 40Page 334 of 339
Completed Update Requests CITY COUNCIL PROJECT LIST 8/16/2024 #Meeting DateCouncil Member Completed DateStatusDepartmentUpdate Requested 178 Morales 10/2/2023 Status report on vacant City Positions Administrative Services (HR)Report sent to Council 12/1/2023
179 Resendiz 11/20/2023 Follow up Re: Dog attacks at Mission Oaks mobile home park Police Report sent to Council 12/1/2023 180 Burns 4/3/2023 Comprehensive training report City Manager Report sent to Council.12/1/2023 181 Burns 12/4/2023
Certificates of Recognition for True Value,
Hollister Super, and Village Market City Clerk Certificates sent 12/5/2023 182 Velazquez 5/2/2022 Discussion on dark sky Ordinance to prevent light pollution at night.
Community
Development
Dark sky provisions included in
the draft General Plan Update.11/6/2023
183 Burns 8/22/2023
Staff to provide information regarding waiver of
the specific plan amendment fee as requested
by Bright Future Recovery
Community
Development
Council directed staff to bring
forward the fee waiver at a future
Council meeting
12/18/2023
184 Burns 11/20/2023 Updates at each Council meeting re: sewer smell in District 2 Public Works Staff providing agenda item on topic at 12/18/23 Council meeting 12/18/2023
185 Burns 11/20/2023 Information Re: nitrate levels in wells on Wright Road Public Works
Wells mentioned at City Council
meeting by a member of the
public do not belong to the City of
Hollister.
1/12/2024
186 Burns 11/20/2023 Update on small business loan to MMM Churros Finance Staff preparing report 1/16/2024 187 Council 10/16/2023 Legal Analysis Re: Taking a position on the landfill expansion City Attorney Staff working with Integrated Waste and City Attorney's Office 1/16/2024
188 Resendiz 9/6/2022 Develop toddler activity area at Dunne Park Parks & Recreation Recreation researching costs to
add feature to Dunne Park as well
as a master plan for Dunne Park.
2/15/2024
41Page 335 of 339
Completed Update Requests CITY COUNCIL PROJECT LIST 8/16/2024 #Meeting DateCouncil Member Completed DateStatusDepartmentUpdate Requested 189 Council 1/16/2024 Naming future park, building, etc. after Frank Valenzuela Parks & Recreation
Staff to provide information to
family regarding facility naming
process
2/16/2024
190 Burns 2/5/2024 Look into reports of mailboxes being broken into near Beverly Street Police No visual of mailboxes from cameras 2/15/2024
191 Burns 8/7/2023 Report on how CFD funds are being spent Public Works/Finance Staff preparing report 3/15/2024
192 Burns 8/7/2023 Update on how funds related to maintenance of Sunnyslope Village soundwalls are being spent
Parks and Rec,
Admin Services Staff preparing report 3/15/2024
193 Resendiz 3/4/2024 Send letter of opposition to AT&T regarding discontinuance of land lines City Manager Letter of opposition sent to AT&T 3/15/2024 194 Casey 2/20/2024 Amend SNIP Bus Contract to include rabies vaccinations Animal Control Scheduled for 3/18/24 meeting.3/18/2024 195 Morales 12/18/2023
Clarify City's role in addressing incorrect
information being disseminated to the public by
outside organizations including confidential
information from closed session and potential
referral to District Attorney and Attorney
General
City Attorney Memo sent to Council.3/22/2024
196 Resendiz 3/4/2024 Maintenance of bumpers on Sally Street and Central Ave.Public Works
Staff have repaired Sally St traffic
calming elements. Staff are
currently working on Central
Avenue.
3/31/2024
197 Morales 3/18/2024 Confirm City vendors do not have substantial violations on the project registration database Public Works Staff will review prior to issuing contracts 3/22/2024
42Page 336 of 339
Completed Update Requests CITY COUNCIL PROJECT LIST 8/16/2024 #Meeting DateCouncil Member Completed DateStatusDepartmentUpdate Requested 198 Burns 8/7/2023 Cleaning and regular maintenance of
Downtown sidewalks and around parklets Public Works
HDA is developing a proposal for
services. Business that have a
parklet are required to keep the
area clean around the parklets.
3/20/2024
199 Burns 3/18/2024 Report on the pros and cons of SAFER grants Administrative Services
Staff will provide a memo to
Council 4/10/2024
200 Casey 3/18/2024 Council to sign updated City Council Code of Ethics City Clerk
Staff providing updated Code of
Conduct and acknowledgement
form to Council
4/2/2024
201 Morales 11/20/2023 Creation of cards with QR code to direct public to City resources and community resources City Manager
Staff designing cards and
gathering printing quotes.
Working to ensure codes will
work on new website.
3/31/2024
202 Resendiz 4/2/2024 Information regarding waiver of a potential impound fee for the arrested cyclist's bicycle Police
Staff working with City Attorney's
office to prepare an analysis on
potential fee
4/12/2024
203 Burns 1/16/2024 Update on request for more lighting at Dunne Park Parks and Rec Lighting at courts has been
installed 5/15/2024
204 Morales 5/6/2024 Letter of Support for AMBAG's REAP funding request City Manager Letter sent in support 5/17/2024
205 Perez 6/4/2024
Certificates of recognition for longstanding
Hollister businesses: Hollister RV and Henry
Salcido
City Clerk Certificates sent 6/11/2024
206 Burns 5/21/2024 Naming of the 190 Maple Street Building for Frank Valenzuela Parks & Recreation Staff to provide policy for naming city buildings to the City Council 6/14/2024
207 Burns 5/21/2024 Look into potential creation of City-run afterschool programs City Manager
FY 2024-25 Budget does not
support creating new after school
programs
6/13/2024
43Page 337 of 339
Completed Update Requests CITY COUNCIL PROJECT LIST 8/16/2024 #Meeting DateCouncil Member Completed DateStatusDepartmentUpdate Requested 208 Burns 6/4/2024 Inspect Vista Park Hill walkway Parks & Recreation Staff has visited and will be preparing estimates for repairs 6/14/2024
209 Casey 6/4/2024 Upgrades Whale Park - Overwatering of ball fields, replacement of bases, etc. Parks & Recreation
Irrigation leak has been repaired.
Staff researching alternative
options for bases on the ball field.
6/13/2024
210 Resendiz 5/21/2024
Gather information re: Rosemary Porras's
comments on afterschool programs and write a
letter to school district in support of afterschool
programs
City Manager
Letter has been sent to Cerra
Vista School and Hollister School
District.
7/3/2024
211 Perez 6/4/2024 Update on Dunne Park Master Plan Parks & Recreation Funding approved to complete study as part of 24/25 budget.6/18/2024
212 Casey 6/18/2024 Letter to Hollister School District requesting space for YMCA afterschool program City Manager Letter sent to HSD 7/3/2024 213 Perez 6/4/2024 Update on renovations to Community Center kitchen facilities Parks & Recreation Memo on kitchen renovations sent to Council 7/16/2024
214 Burns 5/6/2024
Update on speed and traffic enforcement on
Hillcrest and Clearview near Maze Middle
School
Police
Speed study conducted at
Hillcrest from 6/13/24 to
6/20/24. Additional enforcement
and radar trailer placed to reduce
speeding.
6/20/2024
215 Morales 6/18/2024 Concern with city owned tree Public Works Tree trimmed.7/8/2024 216 Burns 9/6/2022 Shade structure at Klauer Park Parks & Recreation Structures are ordered and
delivered. Plans under building
dept review.
7/31/2024
217 Burns 6/18/2024 Look into speeding on Valley View Road Police Radar signs installed 8/2/2024 218 Burns 8/6/2024 Information re: prohibiting electric scooters from sidewalks Police Needs social media post 8/14/2024 44Page 338 of 339
Completed Update Requests CITY COUNCIL PROJECT LIST 8/16/2024 #Meeting DateCouncil Member Completed DateStatusDepartmentUpdate Requested 219 Burns 8/6/2024 Update on interaction between staff and Alex Valles
Community
Development Memo sent to Council 8/16/2024
220 Casey 8/6/2024
Direct staff to provide clarifying statements and
information in response to false information in
the community
City Attorney Will send memo again 8/16/2024
221 Casey 8/6/2024 Certificates for Second Native Gathering Event City Clerk Certificates created 8/20/2024 45Page 339 of 339