Kingsburg City Council
May 15, 2024

AGENDA

KINGSBURG CITY COUNCIL

REGULAR MEETING
Council Chamber, 1401 Draper Street, Kingsburg, CA 93631 (559) 897-5821 www.cityofkingsburg-ca.gov
Wednesday, May 15, 2024 at 6pm
Invocation to be given by Pastor Malcolm Light, The Orchard Bible Fellowship, followed by the Pledge of Allegiance led by Mayor Brandon Pursell, Jr.
6 P.M. REGULAR SESSION MEETING:

1. Call to Order and Roll Call

2. Approve Agenda: Action by the Council to approve the agenda or to make modifications. Items that can be added to the agenda is constrained by State law.

3. Presentations:

None.

4. Public Comments: This is the time for any citizen to come forward and address the City Council on any issue within its jurisdiction that is not listed on the Agenda. A maximum of five (5) minutes is allowed for each speaker.

5. Consent Calendar: Items considered routine in nature are to be placed on the Consent Calendar.

They will be considered as one item and voted upon in one vote unless individual consideration is requested. Each vote in favor of the Consent Calendar is considered and recorded as a separate affirmative vote in favor of each action listed. Approval of the Consent Calendar items include recitals reading ordinance(s) by titles(s) only and adoption of recommended action(s) contained in Staff Reports.

5.1 Approval of City Council Minutes: Approve the minutes from the May 1, 2024 Regular Council Meeting as prepared by City Clerk Abigail Palsgaard.

Sponsor: City Clerk’s Office

5.2 Check Register: Ratify/approve payment of bills listed on the check register for the period April 23, 2024 through May 6, 2024 as prepared by Accounts Payable Clerk Marsha Alves.

Sponsor: Finance Department
City of Kingsburg
1401 Draper Street, Kingsburg, CA 93631-1908
Phone (559)897-5821 Fax (559)897-5568
Mayor Brandon Pursell, Jr.

Mayor Pro Tem Vince Palomar
Council Member Laura North
Council Member Staci Smith
Council Member David M. Silva
City Manager Alexander J. Henderson
Kingsburg City Council Agenda
May 15, 2024

5.3 Authorize the acceptance of the Kingsburg Healthcare District funding for improvements of the Fire Department’s Community Risk Reduction Trailer/prop in the amount of $47,590. – Staff Report by Fire Chief John Binaski.

Sponsor: Fire Department

5.4 Adopt Resolution No. 2024-024 - A Resolution Of The City Council Of The City Of Kingsburg, County Of Fresno, State Of California Initiating Proceedings For The Annual Levy And Collection Of Assessments For The City Assessment District No. 93-01 For Fiscal Year 2024/25 Pursuant To The Landscaping And Lighting Act Of 1972, Part 2 Of Division 15 Of The Streets And Highways Code And As Provided By Article Xiii D Of The California Constitution; And Ordering The Preparation Of An Engineer’s Report In Connection Therewith- Staff Report prepared by Finance Director Alma Colado
Sponsor: Finance Department

5.5 Adopt Resolution No. 2024-025 - A Resolution Of The City Council Of The City Of Kingsburg, County Of Fresno, State Of California Preliminarily Approving The Report Of The Engineer In Connection With The Annual Levy Of And Collection Of Assessments For The City Assessment District No. 93-01 For Fiscal Year 2024/25, Pursuant To The Landscaping And Lighting Act Of 1972, Part 2 Of Division 15 Of The Streets And Highways Code And As Provided By Article Xiii D Of The California Constitution- Staff Report prepared by Finance Director Alma Colado
Sponsor: Finance Department

5.6 Adopt Resolution No. 2024-026- A Resolution Of The City Council Of The City Of Kingsburg, County Of Fresno, State Of California Declaring Its Intention To Order The Annual Levy And Collection Of Assessment For The City Landscape Maintenance Assessment District No. 93-01 For Fiscal Year 2024/25 Pursuant To The Landscaping And Lighting Act Of 1972, Part 2 Of Division 15 Of The Streets And Highways Code And As provided By Article Xiii D Of The California Constitution, And Appointing A Time And Place For Hearing Protests- Staff Report prepared by Finance Director Alma Colado
Sponsor: Finance Department

5.7 Approve the proposed agreement with Kingsburg Media Foundation for the services listed in the Master Services Agreement and authorize the City Manager to execute the agreement- Staff Report prepared by City Manager Alexander Henderson
Sponsor: City Manager’s Office

6. Regular Calendar

6.1 1% Public Safety Sales Tax - Measure E Overview
Sponsor: Police & Fire Department
Possible Action(s):
a. Presentation by Police Chief Neil Dadian and Interim Fire Chief John Binaski b. Public Comment
c. Council Discussion
Kingsburg City Council Agenda
May 15, 2024
d. Informational - No Action Deemed Necessary

6.2 2024/2025 DRAFT Capital Improvement Plan and FY 24 and FY 25 Streets Update- Staff Report prepared by City Manager Alexander Henderson Sponsor: City Manager’s Office
Possible Action(s):
a. Presentation by City Manager Alexander Henderson
b. Public Comment
c. Council Discussion
d. Informational - No Action Deemed Necessary

6.3 City Hall Space Needs Assessment - Staff Report prepared by City Manager Alexander Henderson
Sponsor: City Manager’s Office
Possible Action(s):
a. Presentation by City Manager Alexander Henderson
b. Public Comment
c. Council Discussion
d. Action As Deemed Necessary

7. Council Reports and Staff Communications

7.1 Community Services Commission

7.2 Public Safety Committee

7.3 Chamber of Commerce

7.4 Economic Development

7.5 Finance Committee

7.6 Planning Commission

7.7 South Kings Groundwater Sustainability Agency Joint Powers Authority (SKGSA)

7.8 Downtown Business Improvement District

7.9 Council of Governments

7.10 Council Member Reports

7.11 City Manager’s Report

8. Future Agenda Items: None.

These items will be added to a future agenda with a motion from Council and majority voice vote.

9. Adjourn the Regular Kingsburg City Council Meeting into Closed Session:

9.1 CONFERENCE WITH LABOR NEGOTIATORS
California Government Code Section 54957.6
City Designated Representative: Alexander Henderson
Employee Organization: Kingsburg Professional Firefighters Association (KPFA)

9.2 CONFERENCE WITH LEGAL COUNSEL – ANTICIPATED LITIGATION Significant exposure to litigation pursuant to Government Code section 54956.9(d)(2); facts and circumstances potentially known under Section 54956.9(e)(2) – potential claims under ADA and FEHA
Kingsburg City Council Agenda
May 15, 2024

10. Adjourn out of Close Session into Regular Kingsburg City Council Meeting and report out of Closed Session.

11. Adjourn Regular Kingsburg City Council Meeting.

Any writings or documents provided to a majority of the Governing Body regarding any item on this agenda will be made available for public inspection at City Hall, in the City Clerk’s office, during normal business hours. In addition, such writings and documents may be posted on the City’s website at www.cityofkingsburg-ca.gov.

In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the office of the City Clerk (559) 897-6520. Notification 48 hours prior to a meeting will enable the City to make reasonable arrangements to ensure accessibility to that meeting [28 CFR 35 .102.35.104 ADA Title II].

Title VI of the Civil Rights Act of 1964 provides that no person in the United States shall, on the grounds of race, color, or national origin, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activity receiving federal financial assistance.

I hereby certify, under penalty of perjury under the laws of the State of California that the foregoing Agenda was posted at the front entrance of City Hall not less than 72 hours prior to the meeting. Dated this 10th day of May 2024.
____________________________________
Abigail Palsgaard, City Clerk

KINGSBURG CITY COUNCIL

REGULAR MEETING MINUTES
May 1, 2024
1401 Draper Street, Kingsburg, CA 93631
Invocation was given by Pastor Alex Brumley, The Refinery Church, followed by the Pledge of Allegiance led by Mayor Brandon Pursell, Jr.

Call to Order and Roll Call: Mayor Pursell, Jr. called the regular meeting of the Kingsburg City Council to order at 6:01 PM.

Council Members Present: David Silva, Vince Palomar, Staci Smith and Mayor Brandon Pursell Jr.

Council Member Absent: Laura North.

Approve Agenda: A motion was made by Council Member Palomar seconded by Council Member Smith, to approve the agenda, as published. The motion carried by a unanimous voice vote of those members present.

Presentations: None.

Public Comments: None.

Consent Calendar: A motion was made by Council Member Silva, seconded by Council Member Smith, to approve the items appearing on the Consent Calendar. The motion carried by a unanimous voice vote of those members present.

5.1 Approval of City Council Minutes: Approve the minutes from the April 17, 2024, Regular Council Meeting as prepared by City Clerk Abigail Palsgaard.

Sponsor: City Clerk’s Office

5.2 Check Register: Ratify/approve payment of bills listed on the check register for the period April 9, 2024, through April 22, 2024, as prepared by Accounts Payable Clerk Marsha Alves.

Sponsor: Finance Department

5.3 Authorize a sole-source purchase order to contract with M.E.D. Enterprises, Inc. to facilitate the Fire Department’s strategic planning process. – Staff Report by Fire Chief John Binaski.

Sponsor: Fire Department

5.4 Authorize a sole-source purchase order to contract with FireStats, LLC to perform GIS and data analysis for the Fire Department. – Staff Report by Fire Chief John Binaski.

Sponsor: Fire Department

5.5 Receive and File the May 2024 - Building and Safety Month Proclamation. - Staff Report by Building Official AJ O’Connell
Sponsor: Community Development Department
Kingsburg City Council Minutes
May 1, 2024

5.6 Award the 2024 Streets Project to Don Berry Construction, Inc. in the amount of $893,187.50. - Staff report by City Engineer Dave Peters Sponsor: City Engineer’s Department

5.7 Accept the Treasurer’s Report from January 1, 2024, to March 31, 2024 pursuant to Government Code 4001.- Staff Report by Finance Director Alma Colado
Sponsor: Finance Department
Regular Calendar
Financial Statements for the Year Ended June 30, 2023 – Consider Statements as prepared by Price Paige & Company - Staff Report prepared by Finance Director Alma Colado Sponsor: Finance Department
Finance Director Alma Colado presented that the City of Kingsburg’s Financial Statements for Fiscal Year ending June 30, 2023, have been audited by an independent accounting firm and an Unqualified Opinion (clean opinion) has been issued. Anthony Gonzales from Price Paige & Company will be presenting our audited financial statements for the fiscal year ended 06/30/2023.

Anthony Gonzalez of Price Page & Company reviewed the scope of audit: the city’s annual financial statements, federal awards, and a risk-based audit. This year they focused on cash investments, revenues and receivables, expenses, capital assets, net pension liability, subscription-based information technology arrangements. They issued unmodified opinion (clean opinion). They identified weakness in the city’s internal control, the GAAP reporting, and cash reconciliation.

Council asked clarifying questions about the internal control deficiencies found, Council Member Smith asked if Mr. Gonzalez was satisfied with managements response. Council Member Palomar asked if there were any recommendations regarding the response. Mr. Gonzalez was satisfied with the course of action management has decided to take.

Mayor Pursell Jr. directed his question to staff, asking if we are remedying the deficiencies. Director Colado stated we are implementing a new system with software to help with these corrections. Council thanked Finance Director Colado for all of her hard work.

A motion was made by Council Member Palomar, seconded by Council Member Smith, to accept the financial statements for the year ended June 30, 2023. The motion carried by a unanimous voice vote of those present.

Senior Center Kitchen Remodel Award - Staff report by City Engineer Dave Peters Sponsor: City Engineer’s Department
City Engineer Dave Peters presented regarding the Senior Center Kitchen Remodel project. The City advertised the Senior Center Kitchen Remodel project and requested bids for the work on February 15, 2024. On March 5, 2024, the city held a bid opening but did not receive any bids.

Pursuant to provisions of the Public Contract Code, the City then negotiated a bid for the work from Deft Development from Kingsburg, CA in the amount of $206,785.00.

Council Member Smith asked what the projected timetable is. Engineer Peters estimated it will be a couple months, contingent on getting the equipment.

Kingsburg City Council Minutes
May 1, 2024
A motion was made by Council Member Smith, seconded by Council Member Silva, to award the Senior Center Kitchen Remodel to Deft Development in the amount of $206,785.00. The motion carried by a unanimous voice vote of those present.
2024 City Wide Park Improvements Award - Staff report by City Engineer Dave Peters Sponsor: City Engineer’s Department
City Engineer Dave Peters presented the 3 different schedules of work, the work is separated by funding sources. The separation is as follows: Schedule A- Memorial Park restroom and Athwal shade structure (development impact fees); Schedule B- Memorial Park and Downtown Park poured in place rubber (Tri-County Healthcare); and Schedule C- Heritage Park improvements (Clean California Grant). Because Schedule B is way over budget staff recommends approving only A and C while staff is working to minimize the cost for Schedule B.

Council Member Smith asked what will happen with Schedule B funds. Council also asked for a timeframe for Schedule B going out for bid. Engineer Peters clarified that we can give the funds back, or we can do one location or do both with city funding. City Manger Henderson said we will need to discuss it with the Tri-County Hospital Board. Mayor Pursell Jr. asked if we could choose one park, but because that wasn’t part of the agreement with the Hospital Board it is not an option.

The funds would not be enough to cover one park.

There was further discussion on how to advertise the bid.

Chris Peterson, resident, asked about the wood chips after they are removed. Engineer Peters answered the contractor can do as they would like. City Manager Henderson added the wood chips are not just any wood chips, they are engineered for the falls. They are expensive to replace, which is why we are trying to move on to pour in place.

A motion was made by Council Member Palomar, seconded by Council Member Silva, to award the 2024 City Wide Park Improvements Project (Schedules A and C only) to JT2 Inc. dba Todd Companies in the amount of $401,315.70. The motion carried by a unanimous voice vote of those present.

Adoption of the City of Kingsburg 2024 Emergency Operation Plan – Staff Report by Fire Chief John Binaski
Sponsor: Fire Department
Fire Chief John Binaski presented an updated Emergency Operations Plan (EOP) for the City of Kingsburg, noting that ours hasn’t been updated since 2007. Before making any changes to the update, a consultant was hired to help realign the EOP to federal and state guidelines, exercises with the new plan occurred. Next steps are recurring exercises of the plan and EOC, annual updates based on exercise regarding changes at federal and state levels, training with new personnel as staffing the changes occur.

A motion was made by Council Member Silva, seconded by Council Member Smith, to adopt Resolution 2024-023 approving the City of Kingsburg’s revised Emergency Operations Plan. The motion carried by a unanimous voice vote of those present.

Kingsburg City Council Minutes
May 1, 2024
Council Reports and Staff Communications
Community Services Commission – Have not met.

Public Safety Committee – Will meet May 6, 2024.

Chamber of Commerce – No report.

Economic Development – Have not met.

Finance Committee – Have not met.

Planning Commission – Have not met.

South Kings Groundwater Sustainability Agency Joint Powers Authority (SKGSA) – Will meet May 8, 2024.

Downtown Business Improvement District – Have not met.

Council of Governments – No report.

Council Member Reports – Council Member Smith noted the Weekend of Wellness was a successful event. There were about 1,000 people who attended throughout the day. Council Member Silva thanked the Chamber for the car show. Council Member Palomar attended the Chairman’s BBQ at SKF. Mayor Pursell Jr. noted the car show and cruise show went well and cites Council Member Smith puts a lot of work in to chamber events. Council Member Smith stated the new restaurants Loving Seed and Viking Bar and Grill have opened, likes seeing more restaurants pop up in town.

City Manager’s Report - Finance Committee meets next week, Planning Commission will meet next week. The Sierra Street RRFB is completed. The Draper Street waterline will be completed after the Swedish fest. Approved the streets projects.

Future Agenda Items: None.

Mayor Pursell Jr. adjourned the Regular Kingsburg City Council Meeting at 6:53 PM. ____________________________________
Abigail Palsgaard, City Clerk
Accounts Payable
User:

Printed:
marshaa
5/8/2024 11:28 AM
Checks by Date - Detail by Check Date
Check No Vendor No Vendor Name Check Date Check Amount
Invoice No Description Reference
ACH 4789 US BANKCORP SERVICE CENTER 04/26/2024
Beasley 4-12-24 Sierra RFB rethread 6 poles 200.23
Colado 4-12-24 Staples-Ink Cartridges J Alvarez 47.83
Colado 4-12-24 Refund-Mandalay Bay cancellation- J Alvarez -95.24 Colado 4-12-24 Refund-Mandalay Bay cancellation- M Alves -95.24 Colado 4-12-24 CSMFO-Chapter Meeting 35.00
Colado 4-12-24 Refund-Mandalay Bay cancellation- M Alves -95.24 Colado 4-12-24 Staples-Finance Supplies 30.51
Colado 4-12-24 Staples-Ink Cartridges J Alvarez 47.83
Colado 4-12-24 Refund-Mandalay Bay cancellation- J Alvarez -95.24 Colado 4-12-24 Staples-Finance Supplies 30.51
Cstneda 4-12-24 Arco- Aquatics training in Tulare fuel costs 40.40 Cstneda 4-12-24 Senior Center printed signs Vista Print 178.15 Cstneda 4-12-24 Comm Service Vehicle Fuel 35.01
Cstneda 4-12-24 Corsaros-Senior Center Staff Training lunch 31.88 Hrnandz 4-12-24 Alaska Air -bag fee to Reno /Ro AFSS Conf 30.00 Hrnandz 4-12-24 Mary Carouba- Women @ Ground Zero - book for Dept 40.00 Hrnandz 4-12-24 Presicion Plastics accountibility Tags: Salinas 32.40 Hrnandz 4-12-24 Presicion Plastics accountability tags : Gonzales 32.39 Hrnandz 4-12-24 Career Resource subscription (Ro) 19.00 Owen 4-12-24 Amazon- Filter for Memorial Park fountain 262.58 Owen 4-12-24 Los Pepes-Staff Luncheon Meeting 84.29
Owen 4-12-24 Amazon- Janitorial Supplies 17.70
Owens 4-12-24 Residence Inn Sac- Hotel- CIIMT Annual Training 440.38 Ploszaj 4-12-24 Gracie University- Lev 1 Training Gonzales/Jimenez 3,000.00 Ploszaj 4-12-24 Holiday Inn Express (Villanueva) 151.96 Ploszaj 4-12-24 Holiday Inn Express (Gonzales) 151.96
Ploszaj 4-12-24 Holiday Inn Express (Jimenez) 151.96
Ploszaj 4-12-24 Credit Parking Fee CAPE (Zimmerman) -40.00 Plsgrd 4-12-24 Minimizing Brain Fog-IIMC 60.00
Plsgrd 4-12-24 Double sided tape for council name plaques 14.14 Prkins 4-12-24 Apple- Storage Chief's Phone work cell to be reimbursed 9.99 Prkins 4-12-24 Paypal- Monthly subscription for CPR enrollments 25.00 Stephen 4-12-24 J's Taco Shop (Detective Meeting) 99.04 Stephen 4-12-24 CPCA- Career Posting 400.00
Windvr 4-12-24 Ease-ACA Reporting Correction 5.69
Windvr 4-12-24 Survey Monkey- Annual Plan Subscription 468.00 Total for this ACH Check for Vendor 4789: 5,752.87
85498 3006 AIRGAS NCN 04/26/2024
9149048216 Oxygen 4/18/24 380.28
Total for Check Number 85498: 380.28
85499 3565 AMAZON CAPITAL SERVICES 04/26/2024
114V-DGJY-1CH4 3/13: Inv 114V-DGHY-1CH4 - replace old gas oven - stn 1 3,267.07 11NW-RPVK-417X DRAIN PLUG FOR ICE CHESTS 14.16
1VNV-JN1H-JCG7 STAPLER 19.60
AP Checks by Date - Detail by Check Date (5/8/2024 11:28 AM) Page 1 Check No Vendor No Vendor Name Check Date Check Amount
Invoice No Description Reference
1WH9-LFF3-GC9K FOG MACHINE FOR CPR TRAILER FUNDED BY HOSP 871.75 1XCN-C99N-4CD9 DEPT CLEANING SUPPLIES 351.92
1YJL-D4LC-9JYQ FILE CABINETS, SUPPLIES ADMIN 564.46
315 CREDIT ON ACCOUNT -461.81
Total for Check Number 85499: 4,627.15
85500 4545 AMAZON.COM SALES, INC. 04/26/2024
1J9V-JYH9-MQN7 JET Magnetic Case iphone 14 (Kroeger) 18.51 Total for Check Number 85500: 18.51
85501 4628 JOSEFINO AREVALO 04/26/2024
05102024 Per Diem - Street Racing/Sideshow and Modified Vehicle 17.00 Total for Check Number 85501: 17.00
85502 4307 AT & T MOBILITY 04/26/2024
287290402185x04 GF MDT 724.58
287290402185x04 SRO ME MDT 40.24
287290402185x04 ACT MDT 40.24
287290402185x04 SRO H MDT 40.24
287290402185x04 ME MDT 281.68
287299577602x04 GF CELL 715.69
287299577602x04 ACT CELL 45.03
287299577602x04 SRO H CELL 45.03
287299577602x04 SRO E CELL 45.03
287299577602x04 ME CELL 507.12
Total for Check Number 85502: 2,484.88
85503 3043 BETTS TRUCK PART'S & SERVICE 04/26/2024
08RO4509 4/18/24 Rear bushings bad, rear air bags cracking, rear torgue b 4,955.81 Total for Check Number 85503: 4,955.81
85504 4875 BOUND TREE MEDICAL LLC 04/26/2024
85310527 Medical Supplies 4/10/24 165.62
Total for Check Number 85504: 165.62
85505 4923 BURNHAM GIBSON WEALTH ADVISORS04/26/2024
2024-1 Retirement Advisor Fee 1,749.08
2024-1 Retirement Advisor Fee 1,749.08
Total for Check Number 85505: 3,498.16
85506 4429 CANON FINANCIAL SERVICES, INC 04/26/2024
32038921 Copier Contract Building Meter 3/1/24-3/31/24 139.84 32038921 Copier Contract Building Meter 4/1/24-4/30/24 224.93 32378348 Copier Contract PW Meter 1/1/24-3/31/24 90.59
32378349 Maimtenance & Service (April) 114.42
32378349 Contract Charge (April) 601.90
32378349 Contract CL meter usage (March) 136.19
32418702 Senior Center Front Copier Contract 142.60
32422707 Copier Contract City Hall April 2024 212.70
32422707 Copier Contract City Hall April 2024 212.71
32422708 Canon Copier fire Admin svs for 3/1/24-2/31/24 150.44 32422708 Contract Charge 4/1/24-4/30/24 252.08
Total for Check Number 85506: 2,278.40
AP Checks by Date - Detail by Check Date (5/8/2024 11:28 AM) Page 2 Check No Vendor No Vendor Name Check Date Check Amount
Invoice No Description Reference
85507 4861 CCLS, INC 04/26/2024
21337 INV#21337 KINGS ESTATES Phase 2/ Solig 1,170.00
21337 INV#21337 Monarch/ Vets Park 920.00
Total for Check Number 85507: 2,090.00
85508 3077 CENTRAL VALLEY OVERHEAD DOOR 04/26/2024
72228532 QT 72213738 2/14/24 Install commerical liftmaster GT501L5-14' -w 20,265.00 Total for Check Number 85508: 20,265.00
85509 4979 COALITION TRAILER PARTS AND SERVICES LLC 04/26/2024 1122 Parts for PW dump trailer 74.10
Total for Check Number 85509: 74.10
85510 4488 COLLEGE OF THE SEQUOIAS 04/26/2024
497 FTO Update April 2024 POST Plan IV (Gagnon/Villanueva) 300.00 Total for Check Number 85510: 300.00
85511 4448 CORE & MAIN 04/26/2024
U66731 Valve Boxes-Lids 364.40
U697091 Meter-repair supplies 574.63
Total for Check Number 85511: 939.03
85512 4939 CRISTANDO HOUSE, INC 04/26/2024
301161 Civilian Police Leadership ( Padilla,Ploszaj) 480.00 Total for Check Number 85512: 480.00
85513 3137 NEIL DADIAN 04/26/2024
5192024 Per Diem - CPCA Training Symposium 230.50
Total for Check Number 85513: 230.50
85514 4615 EMERALD TEXTILES SERVICES 04/26/2024
EFRE-00142807 Lines Svs 4/124-4/6/24 282.70
EFRE-00144456 Lines Svs 4/7/24-4/13/24 278.26
Total for Check Number 85514: 560.96
85515 4072 FAHRNEY FORD SALES 04/26/2024
242666 INV#242666 Boom Truck Repair 3,500.00
242666 INV#242666 Boom Truck Repair 3,336.68
242984 Maintenance PW #652 235.41
Total for Check Number 85515: 7,072.09
85516 4961 FREEDOM MUNITIONS 04/26/2024
1095458 9mm Luger 115 gr RN new x 400 5,321.27
Total for Check Number 85516: 5,321.27
85517 3184 FRESNO CITY COLLEGE-Business Office 04/26/2024 18088780-82 Basic Police Academy 4/2/24-6/28/24 (Esquibel) 805.00 Total for Check Number 85517: 805.00
85518 4640 FRESNO COUNTY TREASURE 04/26/2024
292625 Pool Permitting 2024 Concession & Pool 1,182.00
AP Checks by Date - Detail by Check Date (5/8/2024 11:28 AM) Page 3 Check No Vendor No Vendor Name Check Date Check Amount
Invoice No Description Reference
Total for Check Number 85518: 1,182.00
85519 3193 FRESNO FIRE DEPARTMENT 04/26/2024
Plans Examiner Plans Examiner 1C 5/6/24-5/9/24- Kopas 225.00 Total for Check Number 85519: 225.00
85520 4981 GREENBERG FARROW 04/26/2024
04/18/2024 Over Paid Busines License 2024 153.00
Total for Check Number 85520: 153.00
85521 3994 GUARDIAN 04/26/2024
5/1-5/31/2024 Monthly Insurance Premium-5/2024-Ameritas- Dental 6,222.00 5/1-5/31/2024 Monthly Insurance Premium-5/2024-VSP Vision 1,054.19 5/1-5/31/2024 Monthly Insurance Premium-5/2024-Life Employee 209.35 5/1-5/31/2024 Monthly Insurance Premium-5/2024-Vol. Life Ins. 1,102.95 5/1-5/31/2024 Monthly Insurance Premium-5/2024-Vol. Ins. Plans 1,577.41 Total for Check Number 85521: 10,165.90
85522 3222 HENRY SCHEIN, INC. 04/26/2024
81521068 Medical Supplies 4/08/24 201.00
81528321 Medical Supplies 4/08/24 37.56
82530367 Medical Supplies 4/15/24 763.25
82867797 Medical Supplies 4/17/24 18.37
Total for Check Number 85522: 1,020.18
85523 3643 ICMA MEMBERSHIP RENEWAL 04/26/2024
946090 ICMA Membership Adam Castaneda 200.00
Total for Check Number 85523: 200.00
85524 3999 IRON MOUNTAIN 04/26/2024
HNCL035 50% of shredding doc's for City Hall 4/26/23-5/23/23 36.11 HNCL035 50% of shredding doc's for City Hall 4/26/23-5/23/23 36.11 Total for Check Number 85524: 72.22
85525 4250 J.S. SIGNS 04/26/2024
4854 Composite aluminum signs - stn 1 ap bay 323.94
Total for Check Number 85525: 323.94
85526 3860 JAS PACIFIC 04/26/2024
PC7025 Plan Checking Fees 3/1/24 to 3/31/24 2,100.00
Total for Check Number 85526: 2,100.00
85527 4830 JC LAND MANAGEMENT INC 04/26/2024
4830 Landscape Services March 6,572.20
Total for Check Number 85527: 6,572.20
85528 4440 J'S MOBILE DETAILING INC 04/26/2024
000493 Vehicle detailing - 9 SUV's, 1 F150 2,680.00
000493 Vehicle detailing - 12 SUV'S, 2 Ford Fusion 3,760.00 000493 Vehicle detailing - 1 Tahoe 270.00
000493 Vehicle detailing - 1 SUV 270.00
000493 Vehicle detailing - 1 SUV 270.00
AP Checks by Date - Detail by Check Date (5/8/2024 11:28 AM) Page 4 Check No Vendor No Vendor Name Check Date Check Amount
Invoice No Description Reference
Total for Check Number 85528: 7,250.00
85529 3887 KINGS INDUSTRIAL OCC. MED CTR., INC. 04/26/2024 230606 New Employee Exam-E. Lakey 70.00
230606 New Employee Exam-B. Alvares 27.00
230612 New Employee Exam-A. Johnson 135.00
230612 New Employee Exam-M. Zulim 135.00
230612 New Employee Exam-S. Shinkawa 27.00
230612 New Employee Exam-J. Ergo 135.00
230612 New Employee Exam-E. Lakey 65.00
Total for Check Number 85529: 594.00
85530 3686 KINGSBURG AUTO CARE 04/26/2024
18106 Diagnose & Repair PW 611 350.22
18149 Replace Front Brakes PW 1734 320.31
18156 Replace Battery BD 135 207.04
Total for Check Number 85530: 877.57
85531 4648 KINGSBURG EXPRESS LUBE INC. 04/26/2024
57835 Service on PD #2216 81.62
57947 Service on PD #2212 81.62
58089 Service on PD #1625 81.62
58142 Service on PD #2042 81.62
58193 Service on PD #1619 81.62
Total for Check Number 85531: 408.10
85532 3625 KINGSBURG MEDIA FOUNDATION 04/26/2024
CWM11629 Installation of New Equipment 840.00
Total for Check Number 85532: 840.00
85533 3262 JAMES KIRK 04/26/2024
04/24/2024 Kirk Boots Reimb 177.94
Total for Check Number 85533: 177.94
85534 3660 KPFA 04/26/2024
9/11/2023 KPFA Dues- Re-issue stale dated CK#84233 680.00 Total for Check Number 85534: 680.00
85536 3269 LAW & ASSOCIATES INVESTIGATION 04/26/2024
24-061 Backround Investigation (Meza) 700.00
Total for Check Number 85536: 700.00
85537 3275 LIEBERT, CASSIDY, WHITMORE 04/26/2024
253899 Client/Matter No. : KI010-00012 34.50
253974 Client/Matter No. : KI010-00017 3,210.00
Total for Check Number 85537: 3,244.50
85538 3276 LIFE ASSIST INC 04/26/2024
1426225 Medical Supplies 4/15/2024 97.46
1426531 Medical Supplies 4/16/2024 36.75
Total for Check Number 85538: 134.21
AP Checks by Date - Detail by Check Date (5/8/2024 11:28 AM) Page 5 Check No Vendor No Vendor Name Check Date Check Amount
Invoice No Description Reference
85539 3277 LINCOLN AQUATICS 04/26/2024
Q2026518 Pool Chlorine 3/20/24 1,042.89
Q2026539 Chlorine Well #16 782.11
Q2026540 Chlorine Well #10 570.16
Q2026553 Pesticide Assesment 49.42
Total for Check Number 85539: 2,444.58
85540 4121 JEFFERY J. LOYD 04/26/2024
reimbursement CCAI- 2 year membership renewal 175.00
Total for Check Number 85540: 175.00
85541 4329 MCI COMM SERVICES 04/26/2024
April 2024 Acct. #7DL61514 Fax Long Distance Only 559-897-5568 34.99 Total for Check Number 85541: 34.99
85542 3466 NAPA AUTO PARTS 04/26/2024
667309 Jumper Pack for PD 195.07
667325 Flasher Battery for Street Flasher 113.02
Total for Check Number 85542: 308.09
85543 3307 NELSON'S ACE HARDWARE-SELMA 04/26/2024
147960 Hardware 0.73
147977 Hardware- Tapper bit 11.85
148103 Pushbroom 26.47
Total for Check Number 85543: 39.05
85544 4876 OAT & OAK LLC 04/26/2024
072241 Annual Department Photos 1,400.00
Total for Check Number 85544: 1,400.00
85545 3315 P G & E 04/26/2024
04/16/2024 Electricity3/16/24-3/31/24 Acct #7502184272-1 5,961.80 04/16/2024 Electricity3/16/24-3/31/24 Acct #7502184272-1 5,961.80 04/16/2024 #2 Electricity4/01/24-04/16/24 Acct #2493668675-7 63.12 04/30/2024 Electricity 2/27/24-3/26/24 Acct #7543447781-8 911.91 04/30/2024 Electricity 2/27/24-3/26/24 Acct #7543447781-8 -45.64 04/30/2024 Electricity 2/27/24-3/26/24 Acct #7543447781-8 3,240.92 04/30/2024 Electricity 2/27/24-3/26/24 Acct #7543447781-8 184.13 04/30/2024 Electricity 2/27/24-3/26/24 Acct #7543447781-8 -45.64 04/30/2024 Electricity 2/27/24-3/26/24 Acct #7543447781-8 1,114.69 04/30/2024 Electricity 2/27/24-3/26/24 Acct #7543447781-8 236.27 04/30/2024 Electricity 2/27/24-3/26/24 Acct #7543447781-8 14.82 04/30/2024 Electricity 2/27/24-3/26/24 Acct #7543447781-8 142.62 04/30/2024 Electricity 2/27/24-3/26/24 Acct #7543447781-8 -32.51 04/30/2024 Electricity 2/27/24-3/26/24 Acct #7543447781-8 128.19 04/30/2024 Electricity 2/27/24-3/26/24 Acct #7543447781-8 20,727.52 04/30/2024 Electricity 2/27/24-3/26/24 Acct #7543447781-8 1,416.86 Total for Check Number 85545: 39,980.86
85546 4829 BRAYDAN PADAVICK 04/26/2024
05102024 Per Diem - Street Racing Sideshow and Modified Vehicle 17.00 Total for Check Number 85546: 17.00
85547 3317 PAPE' 04/26/2024
AP Checks by Date - Detail by Check Date (5/8/2024 11:28 AM) Page 6 Check No Vendor No Vendor Name Check Date Check Amount
Invoice No Description Reference
13060699 4/18/24 Inv 1306099 Air systems repair, replace compressor, air 6,705.11 Total for Check Number 85547: 6,705.11
85548 3327 PITNEY BOWES GLOBAL FINANCIAL SVC'S. LLC 04/26/2024 442024 Purchase Power 161.96
Total for Check Number 85548: 161.96
85549 3334 PROFESSIONAL PRINT & MAIL, INC 04/26/2024
120351 Imprints Utility bill shell COK 100 348.10
120351 Imprints Utility bill shell COK 100 348.10
120480 Printing Insert MVD Clean Up - April 2024 1,181.98 120502 Statements-Monthly Utility Bills April 2024 582.41 120502 Statements-Monthly Utility Bills April 2024 582.40 Total for Check Number 85549: 3,042.99
85550 3337 PROVOST & PRITCHARD 04/26/2024
108230 General Plan Update 6,991.00
Total for Check Number 85550: 6,991.00
85551 3341 QUINN COMPANY 04/26/2024
WON50029677 KPD Generator Perform PM 1 Load test 489.00 WON50029727 KPD Generator Perform PM5 790.00
Total for Check Number 85551: 1,279.00
85552 3361 SAN JOAQUIN VALLEY AIR 04/26/2024
C360683 Well #15 Annual Assessment 160.00
Total for Check Number 85552: 160.00
85553 3369 SILVAS OIL COMPANY, INC. 04/26/2024
191183CT PW & CH Gas Card Chrgs 4/1/-4/15/24 53.52
191183CT PW & CH Gas Card Chrgs 4/1/-4/15/24 829.97
191183CT PW & CH Gas Card Chrgs 4/1/-4/15/24 138.11
191183CT PW & CH Gas Card Chrgs 4/1/-4/15/24 159.10
191183CT PW & CH Gas Card Chrgs 4/1/-4/15/24 55.55
191183CT PW & CH Gas Card Chrgs 4/1/-4/15/24 53.52
191183CT PW & CH Gas Card Chrgs 4/1/-4/15/24 164.36
191183CT PW & CH Gas Card Chrgs 4/1/-4/15/24 314.76
191184CT ACT Fuels 344.66
191184CT Measure E Fuels 1,585.27
191184CT SRO HS Fuels 151.57
191184CT GF Fuels 1,581.52
191184CT SRO E Fuels 133.57
191185CT Fuel - Fire 4/1-4/15 837.07
191185CT Fuel - Ambulance 4/1-4/15 837.08
191185CT Fuel - Measure E 4/1-4/15 837.08
Total for Check Number 85553: 8,076.71
85554 4262 SILVERFOX ELECTRIC, INC. 04/26/2024
3105 Install 5 wall pack LED lights @ the pool. 454.69
Total for Check Number 85554: 454.69
85555 3380 STATE OF CALIFORNIA-D O J 04/26/2024
725935 Fed Lvl Volteer- Billed 30.00
725935 Fingerprint Apps 320.00
AP Checks by Date - Detail by Check Date (5/8/2024 11:28 AM) Page 7 Check No Vendor No Vendor Name Check Date Check Amount
Invoice No Description Reference
725935 Child Abuse Index Ck 15.00
725935 Peace Officer Billed 19.00
725935 Fingerprint FBI 119.00
Total for Check Number 85555: 503.00
85556 3381 STATE OF CALIFORNIA-D O T 04/26/2024
SL240725 Signals & Lighting Jan 2024 to March 2024 4,599.95 Total for Check Number 85556: 4,599.95
85557 3382 SHAUN STEPHENS 04/26/2024
05192024 Per Diem - CPCA Training Symposium 230.50
Total for Check Number 85557: 230.50
85558 3395 TERRYBERRY 04/26/2024
Q25254 Finance-Longevity Franco 73.27
Q25254 Finance-Longevity Franco 73.27
Q25254 FD Longevity Awards: Osborne, Loyd, Rodriguez 327.22 Q25254 5 year longevity pins 120.43
Q25254 PD Longevity Awards: Fuentes, Villanueva-Garcia 206.76 Q25254 PW Longevity Awards: Griffin, Beasley, Kirk 897.68 Total for Check Number 85558: 1,698.63
85559 4974 THE ADVANCE GROUP INC 04/26/2024
82748 Business Cards - Cortez 33.40
Total for Check Number 85559: 33.40
85560 3396 THE BUSINESS JOURNAL 04/26/2024
2024-3172 CDBG Notice to Contractors 1,625.00
Total for Check Number 85560: 1,625.00
85561 3805 USA BLUE BOOK 04/26/2024
INV-00324571 Chemical Pump 2,585.85
Total for Check Number 85561: 2,585.85
85562 3419 VIKING CLEANING SERVICE 04/26/2024
04/17/2024 Senior Center window cleaning service Car show Prep 4-16-2024 275.00 Total for Check Number 85562: 275.00
85563 4441 VULCAN MATERIALS CO. WESTERN DIVISION 04/26/2024 73966875 Power Patch-Pot hole Supplies 1,023.15
Total for Check Number 85563: 1,023.15
Total for 4/26/2024: 183,082.90
ACH 3231 ICMA RETIREMENT CORP - WIRE 457 05/03/2024
PR Batch 00001.05.2024 457 Mission Square PR Batch 00001.05.2024 457 Mission Square 1,478.85 Total for this ACH Check for Vendor 3231: 1,478.85
ACH 3470 Internal Revenue Service - ACH 05/03/2024
PR Batch 00001.05.2024 FICA Employer Portion PR Batch 00001.05.2024 FICA Employer Portion 17,415.65 PR Batch 00001.05.2024 FICA Employee Portion PR Batch 00001.05.2024 FICA Employee Portion 17,415.65 AP Checks by Date - Detail by Check Date (5/8/2024 11:28 AM) Page 8 Check No Vendor No Vendor Name Check Date Check Amount
Invoice No Description Reference
PR Batch 00001.05.2024 Medicare Employee Portion PR Batch 00001.05.2024 Medicare Employee Portion 4,073.02 PR Batch 00001.05.2024 Federal Income Tax PR Batch 00001.05.2024 Federal Income Tax 26,325.92 PR Batch 00001.05.2024 Medicare Employer Portion PR Batch 00001.05.2024 Medicare Employer Portion 4,073.02 Total for this ACH Check for Vendor 3470: 69,303.26
ACH 3471 Employment Development Department - ACH05/03/2024 PR Batch 00001.05.2024 CA SDI PR Batch 00001.05.2024 CA SDI 2,764.23 PR Batch 00001.05.2024 State Income Tax PR Batch 00001.05.2024 State Income Tax 10,635.87 Total for this ACH Check for Vendor 3471: 13,400.10
ACH 3472 CalPERS - ACH 05/03/2024
PR Batch 00001.05.2024 PERS Safety Fire -ClassicPR Batch 00001.05.2024 PERS Safety Fire -Classic 1,168.30 PR Batch 00001.05.2024 PERS Safety Fire PEPRA ER PR Batch 00001.05.2024 PERS Safety Fire PEPRA ER 5,019.40 PR Batch 00001.05.2024 PERS Misc. Classic ER PR Batch 00001.05.2024 PERS Misc. Classic ER 4,414.40 PR Batch 00001.05.2024 PERS Safety Police ER PR Batch 00001.05.2024 PERS Safety Police ER 3,525.81 PR Batch 00001.05.2024 PERS Safety Police PEPRAPR Batch 00001.05.2024 PERS Safety Police PEPRA 8,551.04 PR Batch 00001.05.2024 PERS Misc. PEPRA PR Batch 00001.05.2024 PERS Misc. PEPRA 4,925.30 PR Batch 00001.05.2024 PERS Reported FLSA PR Batch 00001.05.2024 PERS Reported FLSA 93.55 PR Batch 00001.05.2024 PERS Safety Police PEPRPR Batch 00001.05.2024 PERS Safety Police PEPR A ER A ER 8,006.45 PR Batch 00001.05.2024 PERS Safety Police PR Batch 00001.05.2024 PERS Safety Police 1,367.78 PR Batch 00001.05.2024 PERS Misc. Classic PR Batch 00001.05.2024 PERS Misc. Classic 2,562.47 PR Batch 00001.05.2024 PERS Safety Fire PEPRAPR Batch 00001.05.2024 PERS Safety Fire PEPRA 4,676.84 PR Batch 00001.05.2024 PERS Safety Fire ER PR Batch 00001.05.2024 PERS Safety Fire ER 3,019.79 PR Batch 00001.05.2024 PERS Misc. PEPRA ER PR Batch 00001.05.2024 PERS Misc. PEPRA ER 4,880.82 Total for this ACH Check for Vendor 3472: 52,211.95
ACH 3475 Empower 05/03/2024
PR Batch 00001.05.2024 457 Plan-Empower PR Batch 00001.05.2024 457 Plan-Empower 3,463.07 PR Batch 00001.05.2024 457 Percent-Empower PR Batch 00001.05.2024 457 Percent-Empower 64.98 Total for this ACH Check for Vendor 3475: 3,528.05
ACH 3526 Public Employees Retirement System 457 Plan-Deferred Comp - ACH 05/03/2024 PR Batch 00001.05.2024 CalPERS 457 Percent PR Batch 00001.05.2024 CalPERS 457 Percent 327.55 PR Batch 00001.05.2024 CalPERS 457 Plan PR Batch 00001.05.2024 CalPERS 457 Plan 50.00 Total for this ACH Check for Vendor 3526: 377.55
ACH 4707 ICMA-WIRE 401(A) 05/03/2024
PR Batch 00001.05.2024 Def Comp 401(a) ICMAPR Batch 00001.05.2024 Def Comp 401(a) ICMA 250.00 Total for this ACH Check for Vendor 4707: 250.00
85564 3660 KPFA 05/03/2024
PR Batch 00001.05.2024 Professional Firefighters Asc. PR Batch 00001.05.2024 Professional Firefighters Asc. 680.00 Total for Check Number 85564: 680.00
85565 3525 Kingsburg Police KPOA 05/03/2024
PR Batch 00001.05.2024 KPOA Union Dues PR Batch 00001.05.2024 KPOA Union Dues 1,110.00 Total for Check Number 85565: 1,110.00
85566 3716 FRANCHISE TAX BOARD STATE OF CALIFORNIA 05/03/2024 PR Batch 00001.05.2024 Franchise Tax Board PR Batch 00001.05.2024 Franchise Tax Board 87.50 Total for Check Number 85566: 87.50
AP Checks by Date - Detail by Check Date (5/8/2024 11:28 AM) Page 9 Check No Vendor No Vendor Name Check Date Check Amount
Invoice No Description Reference
Total for 5/3/2024: 142,427.26
Report Total (76 checks): 325,510.16
AP Checks by Date - Detail by Check Date (5/8/2024 11:28 AM) Page 10

CITY COUNCIL MEETING STAFF REPORT
REPORT TO: Mayor Pursell, Jr. & City Council
REPORT FROM: John Binaski, Fire Chief REVIEWED BY: AJH
AGENDA ITEM: Fire – Authorize the acceptance of the Kingsburg Healthcare District funding for the improvements to the Fire Department’s Community Risk Reduction Trailer/Prop.

ACTION REQUESTED: ___Ordinance ___Resolution ____Motion ____Receive/File

EXECUTIVE SUMMARY
At the March 2024 Kingsburg Healthcare District meeting approval was given for improvements to the Fire Department’s Community Risk Reduction Trailer/Prop in the amount of $47,590. This trailer is designed to educate the public on household fire safety, including he use of portable fire extinguishers. The trailer was donated to the department and needs significant repairs and improvements to be able to use for public education.

As part of the department’s Community Risk Reduction Program, the department attends community events, school functions and other activities to educate the public on fire safety. This trailer is another tool to be used for this department goal.

The department expects it will take approximately 120 days to purchase and receive all of the listed equipment. Then another 30 days for final installation. The Fire Department is seeking a budget amendment for FY23/24 in the amount of $17,590 in grant revenue (320-0000-422-0309) and an expenditure of $17,590 in account 320-6200-539- 5210. In FY24/25 the budget will need to include $30,000 in grant revenue (320-0000-422-0309) and an expenditure of $30,000 in account 320-6200-539-5210.

RECOMMENDED ACTION BY CITY COUNCIL

1. The city council to authorize the acceptance of the Kingsburg Healthcare District funding for improvements of the Fire Department’s Community Risk Reduction Trailer/prop in the amount of $47,590.

POLICY ALTERNATIVE(S)

1. To not accept the funding from the Kingsburg Healthcare District.

STRATEGIC GOAL(S) MET:

1. Community Safety

FINANCIAL INFORMATION

BACKGROUND INFORMATION
At the March 2024 Kingsburg Healthcare District meeting approval was given for improvements to the Fire Department’s Community Risk Reduction Trailer/Prop in the amount of $47,590. This trailer is designed to Meeting Date: 05/15/2024
Agenda Item: 5.3
FISCAL IMPACT:

1. Is There A Fiscal Impact? Yes

2. Is it Currently Budgeted? No

3. If Budgeted, Which Line? See above.

educate the public on household fire safety, including he use of portable fire extinguishers. The trailer was donated to the department and needs significant repairs and improvements to be able to use for public education.

As part of the department’s Community Risk Reduction Program, the department attends community events, school functions and other activities to educate the public on fire safety. This trailer is another tool to be used for this department goal.

The department expects it will take approximately 120 days to purchase and receive all of the listed equipment.

Then another 30 days for final installation. The Fire Department is seeking a budget amendment for FY23/24 in the amount of $17,590 in grant revenue (320-0000-422-0309) and an expenditure of $17,590 in account 320- 6200-539-5210. In FY24/25 the budget will need to include $30,000 in grant revenue (320-0000-422-0309) and an expenditure of $30,000 in account 320-6200-539-5210.

ATTACHED INFORMATION

1. Minutes from the March 2024 Kingsburg Healthcare District meeting approving the funding for the Fire Department’s Community Risk Reduction Trailer/Prop in the amount of $47,590.

2. Cost list for the improvements to the Fire Department’s Community Risk Reduction Trailer/Prop.

CITY COUNCIL MEETING STAFF REPORT
REPORT TO: Mayor Pursell, Jr. & City Council
REPORT FROM: Alma Colado, Finance Director REVIEWED BY: AJH AGENDA ITEM: Initiating Proceedings for The Annual Levy and Collection of Assessments for Landscape Assessment District No. 93.01 for Fiscal Year 2024-25.

ACTION REQUESTED: ___Ordinance __ Resolution __ Motion ______Receive/File

EXECUTIVE SUMMARY
The City of Kingsburg currently levies and collects special assessments for Landscape Assessment District No. 93-01 to offset the cost of the maintenance, servicing, and operation of landscape and lighting improvements within public easements and right-of-ways, parks, open spaces and appurtenant facilities throughout the District. Each year the Council must approve the annual levy of assessments within the district to fund the coming fiscal year budget for the district.

There are 14 total areas that are covered under the assessment. Each area is described in the attached engineering report. Of note, fiver of the older assessments, when created, did not include language that allowed for a customary increase in the rate (tied to consumer price index, for example). While providing stability in costs for individual property owners, it does create the eventuality of revenues collected not covering the current day costs for services provided. This makes it difficult to accumulate funding for larger capital projects, as annual levies go towards necessary operations and maintenance each year.

The City has prepared resolutions initiating proceedings to levy and collect assessments to fund the cost of maintenance of landscape improvements within Landscape Assessment District No. 93-01. The attached resolution also sets a date of June 19, 2024, for the public hearing. At that time the Engineer’s Report and resolution approving the levy will confirm the levy and authorize staff to place the assessments on the County tax rolls to be collected through the property tax bills.

RECOMMENDED ACTIONS BY CITY COUNCIL

1. Adopt Resolution No. 2024-024 - A Resolution Of The City Council Of The City Of Kingsburg, County Of Fresno, State Of California Initiating Proceedings For The Annual Levy And Collection Of Assessments For The City Assessment District No. 93-01 For Fiscal Year 2024/25 Pursuant To The Landscaping And Lighting Act Of 1972, Part 2 Of Division 15 Of The Streets And Highways Code And As Provided By Article Xiii D Of The California Constitution; And Ordering The Preparation Of An Engineer’s Report In Connection Therewith.

2. Adopt Resolution No. 2024-025 - A Resolution Of The City Council Of The City Of Kingsburg, County Of Fresno, State Of California Preliminarily Approving The Report Of The Engineer In Connection With The Annual Levy Of And Collection Of Assessments For The City Assessment District No. 93-01 For Fiscal Year Meeting Date: 05/15/2024
Agenda Item: 5.4; 5.5; 5.6

2024/25, Pursuant To The Landscaping And Lighting Act Of 1972, Part 2 Of Division 15 Of The Streets And Highways Code And As Provided By Article Xiii D Of The California Constitution.

3. Adopt Resolution No. 2024-026- A Resolution Of The City Council Of The City Of Kingsburg, County Of Fresno, State Of California Declaring Its Intention To Order The Annual Levy And Collection Of Assessment For The City Landscape Maintenance Assessment District No. 93-01 For Fiscal Year 2024/25 Pursuant To The Landscaping And Lighting Act Of 1972, Part 2 Of Division 15 Of The Streets And Highways Code And As provided By Article Xiii D Of The California Constitution, And Appointing A Time And Place For Hearing Protests.

POLICY ALTERNATIVE(S)
None.

REASON FOR RECOMMENDATION/KEY METRIC

1. Financial Stability

FINANCIAL INFORMATION

FINANCIAL SUMMARY
The amount of $114,333 will provide funding for the City’s Landscape maintenance assessment district, whereby each property owner, through property tax assessments, participates in the upkeep of common areas located within their housing subdivision.

ATTACHED INFORMATION

1. Resolution 2024-024

2. Resolution 2024-025

3. Resolution 2024-026

4. Engineer’s Report
FISCAL IMPACT:

1. Is There A Fiscal Impact? Yes

2. Is it Currently Budgeted? Yes

3. Budgeted, Which Line? Landscape & Lighting District 93-01 Fund 759 RESOLUTION NO. 2024-024

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF KINGSBURG,

COUNTY OF FRESNO, STATE OF CALIFORNIA INITIATING PROCEEDINGS FOR THE

ANNUAL LEVY AND COLLECTION OF ASSESSMENTS FOR THE CITY ASSESSMENT DISTRICT NO. 93-01 FOR FISCAL YEAR 2024/2025 PURSUANT TO THE LANDSCAPING AND LIGHTING ACT OF 1972, PART 2 OF DIVISION 15 OF THE

STREETS AND HIGHWAYS CODE AND AS PROVIDED BY ARTICLE XIII D OF THE CALIFORNIA CONSTITUTION; AND ORDERING THE PREPARATION OF AN ENGINEER’S REPORT IN CONNECTION THEREWITH

THE CITY COUNCIL OF THE CITY OF KINGSBURG FINDS, DETERMINES, ORDERS AND RESOLVES AS FOLLOWS:

Section 1. The City Council hereby proposes to levy and collect annual assessments for the City Assessment District No 93-01 (hereinafter referred to as the “District”), and to levy and collect assessments against the lots and parcels of land within such District to pay for the costs and expenses of the improvements described in Section 3 hereof for the fiscal year commencing July 1, 2024 and ending June 30, 2025, pursuant to the Landscaping and Lighting Act of 1972, being Part 2 of Division 15 of the Streets and Highways Code (the "Act") and as provided by Article XIII D of the California Constitution.

Section 2. The general location and boundaries of the District including the amendment to the boundaries is shown on maps on file in the office of the City Clerk, and is incorporated herein by reference, and open to public inspection. The designation of the existing District is as follows: “Kingsburg Assessment District No. 93-01”. The District includes the following zones:

Pheasant Grove, Phases 1 and 2, Tracts 4210 and 4635
Goldcreek Estates, Tract 4659
Pheasant Grove, Phases 3 and 4, Tracts 4751 and 4769 (a.k.a. Kings Estates) Kingsburg Country Estates, Phases 1 and 2, Tract 4900 and 5005 Sierra Ranch West, Phase 1, Tract 4950
Kingsburg Country Estates, Phase 3, Tract 5068
Sierra Ranch West, Phase 2, Tract 5089
Sierra Ranch, Unit No. 6, Tract 5151
Sierra Annexation, No. 9, Tract 5177
Annexation No. 10, Tract 5087
Annexation No. 11, Tract 5610
Annexation No. 12
Annexation No. 13
Annexation No. 14, Tract 6094
Section 3. The proposed improvements may be briefly described as follows: the operation, maintenance and servicing of turf, ground cover, shrubs, trees, irrigation, lighting systems, entry monuments, walls, drainage systems, park facilities, and associated appurtenances, located in public places within the boundaries of the District. These improvements include all necessary service, operations, administration, and maintenance required to keep the abovementioned improvements in a healthy, vigorous, and satisfactory condition.

Section 4. The City Council hereby designates Willdan Financial Services as the Engineer for the purposes of these proceedings and orders the Engineer to prepare and file with the City Clerk a written report in accordance with Article XIII D, Section 4 of the California Constitution and Article 4 (commencing with Section 22565) of Chapter 1 of the Act for that portion of the fiscal year 2024/2025 commencing July 1, 2024 and ending June 30, 2025. Such Report shall refer to the District by its distinctive designations.

Section 5. Lots or parcels within the District that are owned or used by any county, city, city and county, special district or any other local or regional governmental entity, the State of California or the United States shall be assessed unless the City demonstrates by clear and convincing evidence that such lots or parcels receive no special benefit from the proposed improvements.
*********
I, Abigail Palsgaard, City Clerk of the City of Kingsburg, do hereby certify that the foregoing Resolution No. 2024-024 was duly passed and adopted at a regular meeting of Kingsburg City Council held on this 15th day of May 2024, by the following vote:

Ayes: Councilmembers
Noes: Councilmembers

Absent: Councilmembers
Abstain: Councilmembers
Abigail Palsgaard, City Clerk
City of Kingsburg
RESOLUTION NO. 2024-025

A RESOLUTION OF THE CITY COUNCIL

OF THE CITY OF KINGSBURG, COUNTY OF FRESNO, STATE OF CALIFORNIA

PRELIMINARILY APPROVING THE REPORT OF THE ENGINEER IN

CONNECTION WITH THE ANNUAL LEVY OF AND COLLECTION OF
ASSESSMENTS FOR THE CITY ASSESSMENT DISTRICT NO. 93-01 FOR FISCAL YEAR 2024/2025, PURSUANT TO THE LANDSCAPING AND LIGHTING ACT OF 1972, PART 2 OF DIVISION 15 OF THE STREETS AND HIGHWAYS CODE AND AS

PROVIDED BY ARTICLE XIII D OF THE CALIFORNIA CONSTITUTION

THE CITY COUNCIL OF THE CITY OF KINGSBURG FINDS, DETERMINES, ORDERS AND RESOLVES AS FOLLOWS:

Section 1. The City Council, pursuant to the Landscaping and Lighting Act of 1972, Part 2 of Division 15 of the Streets and Highways Code (the "Act") and as provided by Article XIII D of the California Constitution, by its previous Resolution No. 2024-024 initiated proceedings for the annual levy and collection of assessments of the City Assessment District No. 93-01 (hereinafter referred to as the “District”) as described on maps of the District on file in the office of the City Clerk and incorporated herein by reference, and the levy and collection of assessments against the assessable lots and parcels of land within such District for the fiscal year commencing July 1, 2024 and ending June 30, 2025 and ordered the Engineer, Willdan Financial Services, to prepare and file a written report in accordance with Article XIII D, Section 4 of the California Constitution and Article 4 of Chapter 1 of the Act.

Section 2. The Engineer has prepared and filed with the City Clerk of the City of Kingsburg and the City Clerk has presented to the City Council such report entitled “City of Kingsburg, Assessment District No. 93-01, 2024/2025 Engineer’s Annual Levy Report” (hereinafter referred to as the "Report") which pertains to the annual levy of assessments and the amendment to the boundaries of the District.

Section 3. The City Council has carefully examined and reviewed the Report, and the Report is hereby approved as filed.
*********
I, Abigail Palsgaard, City Clerk of the City of Kingsburg, do hereby certify that the foregoing Resolution No. 2024-025 was duly passed and adopted at a regular meeting of Kingsburg City Council held on this 15th day of May 2024, by the following vote:

Ayes: Councilmembers
Noes: Councilmembers

Absent: Councilmembers
Abstain: Councilmembers
Abigail Palsgaard, City Clerk
City of Kingsburg
RESOLUTION NO. 2024-026

A RESOLUTION OF THE CITY COUNCIL

OF THE CITY OF KINGSBURG, COUNTY OF FRESNO, STATE OF CALIFORNIA

DECLARING ITS INTENTION TO ORDER THE ANNUAL LEVY AND COLLECTION

OF ASSESSMENT FOR THE CITY LANDSCAPE MAINTENACE ASSESSMENT DISTRICT NO. 93-01 FOR FISCAL YEAR 2024/2025 PURSUANT TO THE LANDSCAPING AND LIGHTING ACT OF 1972, PART 2 OF DIVISION 15 OF THE

STREETS AND HIGHWAYS CODE AND AS PROVIDED BY ARTICLE XIII D OF

THE CALIFORNIA CONSTITUTION, AND APPOINTING A TIME AND PLACE FOR

HEARING PROTESTS

THE CITY COUNCIL OF THE CITY OF KINGSBURG FINDS, DETERMINES, ORDERS AND RESOLVES AS FOLLOWS:

Section 1. By its previous Resolution No. 2024-024, the City Council initiated proceedings pursuant to the Landscaping and Lighting Act of 1972, Part 2 of Division 15 of the Streets and Highways Code, commencing with Section 22500 (hereinafter referred to as the "Act") and as provided by Article XIII D of the California Constitution, for the levy and collection of annual assessments against the assessable lots and parcels of land within, and for consideration of an amendment to the boundaries of the existing City Assessment District No 93-01 (hereinafter referred to as the “District”) described on maps on file in the office of the City Clerk and incorporated herein by reference, for fiscal year 2024/2025 and ordered the Engineer, Willdan Financial Services, to prepare and file a written report in accordance with Article XIII D, Section 4 of the California Constitution and Article 4 of Chapter 1 of the Act. The Engineer has prepared and filed a written report (the “Report”) with the City Clerk, which pertains to the annual levy and collection of assessments and amendment to the boundaries of the District; and by previous resolution, the City Council approved the Engineer's Report.

Section 2. The City Council hereby (1) finds that the public interest and convenience requires; (2) declares its intention to order the annual levy and collection of assessments and to levy and collect assessments against the assessable lots and parcels of land within such District for that portion of the fiscal year commencing July 1, 2024 and ending June 30, 2025 to pay the costs and expenses of the improvements described in Section 3. For Kingsburg Country Estates Phase 3, Sierra Ranch West Phase 2, Sierra Ranch Unit No. 6, Sierra Annexation No. 9, Annexation No. 10, Annexation No. 11, Annexation No. 12, Annexation No. 13 and Annexation No. 14, the assessments proposed by this resolution were approved by the property owners pursuant to a mailed ballot election conducted in accordance with Article XIII D of the California Constitution.

For these Zones the City Council in subsequent fiscal years may thereafter impose the assessment at any rate or amount that is less than or equal to the amount authorized for Base Fiscal Year for each Zone, increased each year based upon the Consumer Price Index, All Urban Consumers, for the San Francisco-Oakland-Hayward (“CPI”), as determined by the United States Department of Labor, or its successor without conducting another mailed ballot election. The Base Fiscal Year being 2004/2005 for Zones Kingsburg Country Estates Phase 3, Sierra Ranch West Phase 2, Sierra Ranch Unit No. 6, 2006/2007 for Sierra Annexation No. 9, 2007/2008 for Annexation No. 10 and Annexation No. 11, 2010/2011 for Annexation No. 12, 2015/2016 for Annexation No. 13 and 2016/2017 for Annexation No. 14. The Engineer shall compute the percentage of difference between the CPI for February of each year and the CPI for the previous February, and shall then adjust the existing assessment by an amount not to exceed such percentage for the following fiscal year. Should the Bureau of Labor Statistics revise such index or discontinue the preparation of such index, the Engineer shall use the revised index or a comparable system as approved by the City Council for determining fluctuations in the cost of living; and the current CPI has been determined to be 2.37% calculated from the average of All Urban Consumers for San FranciscoOakland-Hayward Area.

Section 3. The proposed improvements may be briefly described as follows: the operation, maintenance and servicing of turf, ground cover, shrubs, trees, irrigation, lighting systems, entry monuments, walls, drainage systems, park facilities, and associated appurtenances, located in public places within the boundaries of the District. These improvements include all necessary service, operations, administration, and maintenance required to keep the abovementioned improvements in a healthy, vigorous, and satisfactory condition.

Section 4. The general location and boundaries of the District including the amendment to the boundaries is shown on maps on file in the office of the City Clerk, and is incorporated herein by reference, and open to public inspection. The designation of the existing District is as follows: “Kingsburg Assessment District No. 93-01.” The District includes the following zones:

Pheasant Grove, Phases 1 and 2, Tracts 4210 and 4635
Goldcreek Estates, Tract 4659
Pheasant Grove, Phases 3 and 4, Tracts 4751 and 4769 (a.k.a. Kings Estates) Kingsburg Country Estates, Phases 1 and 2, Tract 4900 and 5005 Sierra Ranch West, Phase 1, Tract 4950
Kingsburg Country Estates, Phase 3, Tract 5068
Sierra Ranch West, Phase 2, Tract 5089
Sierra Ranch, Unit No. 6, Tract 5151
Sierra Annexation, No. 9, Tract 5177
Annexation No. 10, Tract 5087
Annexation No. 11, Tract 5610
Annexation No. 12
Annexation No. 13
Annexation No. 14, Tract 6094
Section 5. Reference is hereby made to the Engineer's Annual Levy Report, on file in the office of the City Clerk and open to public inspection, for a full and detailed description of the improvements, the amended boundaries of the District and the proposed assessments upon assessable lots and parcels of land within the District.

Section 6. Notice is hereby given that Wednesday, the 19th day of June, 2024 at 6:00 p.m. in the Council Chamber of the City Hall of the City of Kingsburg, 1401 Draper Street, Kingsburg, California, is the time and place fixed for a public hearing by the City Council on the question of the levy and collection of assessments for fiscal year 2024/2025 against lots and parcels of land within the District. At the hearing, all interested persons shall be afforded the opportunity to hear and be heard.

Section 7. The City Clerk is hereby authorized and directed to give notice of the public hearing by publishing this resolution not less than one time and not less than ten days prior to the above hearing date as set forth in Section 6 and in accordance with law.

Section 8. The City Council hereby designates Daniel Galvez, telephone number (559) 897-5328, to answer inquiries regarding the hearing, protest proceedings, and procedural or technical matters.

Section 9. Lots or parcels within the District that are owned or used by any county, city, city and county, special district or any other local or regional governmental agency, the State of California or the United States shall be assessed unless the City demonstrates by clear and convincing evidence that such lots or parcels receive no special benefit from the proposed improvements.
******
I, Abigail Palsgaard, City Clerk of the City of Kingsburg, do hereby certify that the foregoing resolution 2024-026 was duly passed and adopted at a regular meeting of Kingsburg City Council held on the 15th day of May 2024, by the following vote:

Ayes: Councilmembers:

Noes: Councilmembers:

Absent: Councilmembers:

Abstain: Councilmembers:

Abigail Palsgaard, City Clerk
City of Kingsburg

City of Kingsburg
Assessment District No. 93-01

2024/2025 ENGINEER’S ANNUAL LEVY REPORT
Intent Meeting: May 15, 2024
Public Hearing: June 19, 2024
27368 Via Industria
Suite 200
Temecula, CA 92590
T 951.587.3500 | 800.755.6864
F 951.587.3510
www.willdan.com

TABLE OF CONTENTS
I. OVERVIEW 1
A. INTRODUCTION ..................................................................................................................... 1 B. PROVISIONS OF THE 1972 ACT (IMPROVEMENTS AND SERVICES) ................................................. 2 C. COMPLIANCE WITH THE CALIFORNIA CONSTITUTION..................................................................... 3 D. GENERAL DESCRIPTION OF THE DISTRICT AND SERVICES ............................................................ 3 E. BUDGET AND LEVY SUMMARY..................................................................................................... 5 II. DESCRIPTION OF THE DISTRICT 6
A. GENERAL IMPROVEMENTS AND SERVICES WITHIN THE DISTRICT................................................... 6 B. DISTRICT ZONES AND SPECIFIC AREAS OF IMPROVEMENT............................................................ 6 III. CHANGES TO THE DISTRICT 9
A. ANNEXATIONS TO THE DISTRICT ................................................................................................. 9 B. DISTRICT RATE CHANGES .......................................................................................................... 9 IV. METHOD OF APPORTIONMENT 10
A. BACKGROUND.......................................................................................................................... 10 B. SPECIAL BENEFIT..................................................................................................................... 10 C. GENERAL BENEFIT................................................................................................................... 11 D. APPORTIONMENT ..................................................................................................................... 11 V. ZONE BUDGETS AND HISTORICAL RATES 13
A. DESCRIPTION OF BUDGET ITEMS .............................................................................................. 13 B. ZONE BUDGETS ....................................................................................................................... 15 C. ASSESSMENT RATE HISTORICAL INFORMATION ......................................................................... 16 APPENDIX A — DISTRICT BOUNDARY MAPS 17
APPENDIX B — 2024/2025 ASSESSMENT ROLL 18
2024/2025 City of Kingsburg Assessment District 93-01 Page 1 I. OVERVIEW
A. INTRODUCTION
The City of Kingsburg (the “City”) annually levies and collects special assessments in order to maintain the improvements that provide a special benefit to properties within Assessment District 93-01 (the “District”). The District was formed by the adoption of Resolution 93-50, on September 15, 1993. The assessments within the District are levied annually for the District pursuant to the Landscape and Lighting Act of 1972, Part 2 of Division 15 of the California Streets and Highways Code (the “1972 Act”).

The Engineer’s Annual Levy Report (the “Report”) describes the District, any annexations, or changes to the District, and the proposed assessments for Fiscal Year (“FY”) 2024/2025. The assessments are based on the historical and estimated cost to maintain the improvements that provide a special benefit to properties within the District and Zones, as described below in subsection D. The improvements within the District and the corresponding costs, including all expenditures, deficits, surpluses, revenues, and reserves, are budgeted and assessed for each Zone.

For the purposes of this Report, the word “parcel” refers to an individual property assigned its own Assessment Number by the Fresno County (the “County”) Assessor’s Office. The County Auditor/Controller uses Assessment Numbers and specific Fund Numbers to identify properties assessed for special district benefit assessments on the tax roll.

Following consideration of all public comments and written protests at a noticed public hearing and review of the Report, the City Council of the City of Kingsburg (the ”City Council”) may order amendments to the Report or confirm as submitted.

Following final approval of the Report and confirmation of the assessments, the Council may then order the levy and collection of assessments for FY 2024/2025 pursuant to the 1972 Act. In such case, the assessment information will be submitted to the County Auditor/Controller and included on the property tax roll for each parcel in FY 2024/2025.
2024/2025 City of Kingsburg Assessment District 93-01 Page 2 B. PROVISIONS OF THE 1972 ACT (IMPROVEMENTS AND SERVICES) The Method of Apportionment described for the District utilizes commonly accepted assessment-engineering practices and have been established pursuant to the 1972 Act and the provisions of the California Constitution. As generally defined, the improvements and the associated assessments for any district formed pursuant to the 1972 Act may include one or any combination of the following:
1) The installation or planting of landscaping.
2) The installation or construction of statuary, fountains, and other ornamental structures and facilities.
3) The installation or construction of public lighting facilities, including, but not limited to streetlights and traffic signals.
4) The installation or construction of any facilities which are appurtenant to any of the foregoing or which are necessary or convenient for the maintenance or servicing thereof; including but not limited to, grading, removal of debris, the installation or construction of curbs, gutters, walls, sidewalks, or paving, or water, irrigation, drainage, or electrical facilities. 5) The installation of park or recreational improvements including, but not limited to the following:
i. Land preparation, such as grading, leveling, cutting and filling, sod, landscaping, irrigation systems, sidewalks, and drainage. ii. Lights, playground equipment, play courts and public restrooms. 6) The maintenance or servicing, or both, of any of the foregoing including the furnishing of services and materials for the ordinary and usual maintenance, operation, and servicing of any improvement, including, but not limited to:
i. Repair, removal, or replacement of all or any part of any improvements;
ii. Grading, clearing, removal of debris, the installation, repair or construction of curbs, gutters, walls, sidewalks, or paving, or water, irrigation, drainage, or electrical facilities;
iii. Providing for the life, growth, health, and beauty of landscaping, including cultivation, irrigation, trimming, spraying, fertilizing, or treating for disease or injury;
iv. The removal of trimmings, rubbish, debris, and other solid waste; v. The cleaning, sandblasting, and painting of walls and other improvements to remove or cover graffiti;
vi. Electric current or energy, gas, or other agent for the lighting or operation of any other improvements; and,
vii. Water for the irrigation of any landscaping, the operation of any fountains, or the maintenance of any other improvements. 7) The acquisition of land for park, recreational or open-space purposes, or the acquisition of any existing improvement otherwise authorized by the 1972 Act.
2024/2025 City of Kingsburg Assessment District 93-01 Page 3 8) Incidental expenses associated with the improvements including, but not limited to:
i. The cost of preparation of the report, including plans, specifications, estimates, diagram, and assessment;
ii. The costs of printing, advertising, and the publishing, posting and mailing of notices;
iii. Compensation payable to the County for collection of assessments; iv. Compensation of any engineer or attorney employed to render services;
v. Any other expenses incidental to the construction, installation, or maintenance and servicing of the improvements; and,
vi. Costs associated with any elections held for the approval of a new or increased assessment.

C. COMPLIANCE WITH THE CALIFORNIA CONSTITUTION
All assessments described in this Report and approved by the City Council are prepared in accordance with the 1972 Act and are in compliance with the provisions of the California Constitution Article XIIID (“Article XIIID”), which was added to the California Constitution with the passage of state-wide Proposition 218 in 1996.

The assessments contained in this report were imposed in accordance with voter approval pursuant to the establishment of the District and annexations. As such, the City has determined that the assessments are compliant with the substantive and procedural requirements of Article XIIID. The proposed assessments for the current fiscal year may be less than or equal to the maximum assessment rates previously approved and adopted for the District and annexations. Any proposed assessment that exceeds the adjusted maximum assessment rate is considered an increased assessment. Pursuant to the provisions of Article XIIID, all new or increased assessments (the incremental increase) are subject to both the substantive and procedural requirements of Article XIIID Section 4, including a property owner protest proceeding (property owner assessment balloting).

D. GENERAL DESCRIPTION OF THE DISTRICT AND SERVICES
The District provides for the maintenance, servicing and operation of landscape and lighting improvements within public easements and right-of-ways, parks, open spaces and appurtenant facilities throughout the District. The District consists of fourteen (14) district benefit Zones (“Zones”).

Each Zone has specific improvements that provide a special benefit to the parcels within the Zone. In general, improvements within the District are open space areas; parkways; and slopes; neighborhood, passive, and community parks. The improvements include: turf, ground cover, shrubs, trees, irrigation systems, lighting 2024/2025 City of Kingsburg Assessment District 93-01 Page 4 systems, entry monuments, walls, drainage systems, park facilities, and associated appurtenances. Services provided include all necessary service, operations, administration and maintenance required to keep the improvements in a healthy, vigorous, and satisfactory condition.

All parcels identified as being within a Zone share in both the cost and the benefits of the improvements. The costs associated with the improvements are equitably spread between all benefiting parcels within that Zone. Only parcels that receive benefit from the improvements are assessed, and each parcel is assessed in proportion to the estimated special benefit received.

Table I is a list of the District Zones within the District along with related tracts and the number of parcels:

TABLE I:

DISTRICT ZONES
Zone Description Tract(s) Parcels
Pheasant Grove, Phases 1 and 2 4210 and 4635 88
Goldcreek Estates 4659 31
Pheasant Grove, Phases 3 and 4 4751 and 4769 79
Kingsburg Country Estates, Phases 1 and 2 4900 and 5005 64 Sierra Ranch West, Phase 1 4950 53
Kingsburg Country Estates, Phase 3 5068 30
Sierra Ranch, Phase 2 5089 61
Sierra Ranch, Unit No. 6 5151 50
Sierra Annexation, No. 9 5177 42
Annexation No. 10 5087 57
Annexation No. 11 5610 58
Annexation No. 12 N/A 5
Annexation No. 13 N/A 46
Annexation No. 14 6094 34
Total: 698
2024/2025 City of Kingsburg Assessment District 93-01 Page 5 E. BUDGET AND LEVY SUMMARY
Table II shows a comparison of the FY 2023/2024 District Budgets and the proposed FY 2024/2025 District Budgets for each Zone.

TABLE II:

BUDGET AND LEVY SUMMARY
Fiscal Year 2024/2025
*Totals may not foot due to county’s even cent levy requirement.

BUDGET AND LEVY SUMMARY
Fiscal Year 2023/2024
*Totals may not foot due to county’s even cent levy requirement. 2024/2025 City of Kingsburg Assessment District 93-01 Page 6 II. DESCRIPTION OF THE DISTRICT
A. GENERAL IMPROVEMENTS AND SERVICES WITHIN THE DISTRICT Landscape and lighting improvements provided in the District includes turf, ground cover, shrubs, trees, irrigation, lighting systems, entry monuments, walls, drainage systems, park facilities, and associated appurtenances.

These improvements include all necessary service, operations, administration, and maintenance required to keep the above-mentioned improvements in a healthy, vigorous, and satisfactory condition.

The costs associated with all improvements in each Zone, are collected through annual assessments for each parcel receiving benefit. The funds collected for each Zone are dispersed and used for only the services and operations provided to that Zone. The special benefits associated with the landscaping improvements and facilities have specifically:
• Enhanced desirability of properties through association with the improvements.
• Improved aesthetic appeal of properties within the District providing a positive representation of the area.
• Environmental enhancement through improved erosion resistance, and dust and debris control.
• An enhanced sense of pride in ownership of property within the District and increased business opportunities resulting from well-maintained improvements associated with the properties.
• Reduced criminal activity and property-related crimes (especially vandalism) against properties in the District through well-maintained surroundings and amenities including abatement of graffiti. • Enhanced environmental quality of the parcels within the District by moderating temperatures, providing oxygenation and attenuating noise.

B. DISTRICT ZONES AND SPECIFIC AREAS OF IMPROVEMENT
Pheasant Grove, Phases 1 and 2 – Zone consists of residential tract numbers 4210 and 4635. Improvements include maintenance of turf area, trees, landscape and irrigation system, and wall along Rafer Johnson Drive adjacent to and fronting the Pheasant Grove Subdivisions.

Goldcreek Estates – Zone consists of residential tract number 4659.

Improvements include maintenance of turf area, trees, shrubs, landscape and irrigation system, and fence surrounding the temporary ponding basin and park area located along 10th Avenue south of Silverbrooke Street within said subdivision.
2024/2025 City of Kingsburg Assessment District 93-01 Page 7 Pheasant Grove, Phases 3 and 4 – Zone consists of residential tract numbers 4751 and 4769. Improvements include maintenance of shrubs, trees, landscape and irrigation system, and wall along Sierra Street fronting Phase 4 of the Pheasant Grove subdivision, and maintenance of the special concrete crosswalks at intersections within the boundaries of the subdivision.

Kingsburg Country Estates, Phases 1 and 2 – Zone consists of residential tract numbers 4900 and 5005. Improvements include maintenance of turf area, trees, landscape and irrigation system, and wall along Rafer Johnson Drive adjacent to and fronting the Kingsburg Country Estates Subdivision.

Sierra Ranch West, Phase 1 – Zone consists of residential tract 4950.

Improvements include maintenance of landscape and irrigation improvements and decorative masonry wall along Sierra Street and Bethel Avenue, adjacent to and fronting the subdivision.

Kingsburg Country Estates, Phase 3 – Zone consists of residential tract number 5068. Improvements include maintenance of turf area, trees, landscape and irrigation system, and wall along Magnolia Avenue and Rafer Johnson Drive adjacent to and fronting the subdivision.

Sierra Ranch West, Phase 2 – Zone consists of residential tract 5089.

Improvements include maintenance of turf area, trees, landscape and irrigation system, and wall along Bethel Avenue adjacent to and fronting the subdivision.

Sierra Ranch, Unit No. 6 – Zone consists of residential tract 5151. This tract includes forty-three (43) single family and seven (7) multifamily parcels (lots 2, 3, 21, 22, 40, 41, and 42). Improvements include maintenance of turf area, trees, landscape and irrigation system, and wall along Kern Street (formerly Magnolia Avenue) and South Bethel Avenue adjacent to and fronting the subdivision.

Sierra Annexation, No. 9 – Zone consists of commercial tract 5177.

Improvements include maintenance of turf area, trees, landscape and irrigations systems, along W. Sierra Street fronting the development.

Annexation No. 10 – Zone consists of residential tract 5087. Improvements include maintenance of turf area, trees, landscape and irrigation system, and wall along 18th Avenue and the landscaping and maintenance of a drainage basin along 14th Avenue in the northwest corner of the development.
2024/2025 City of Kingsburg Assessment District 93-01 Page 8 Annexation No. 11 – Zone consists of residential tract 5610. Improvements include maintenance of turf area, trees, landscape and irrigation system within a multi-purpose trail along Azalea Street, and the landscaping and maintenance of a drainage basin along 23rd Avenue in the northwest corner of the development.

Annexation No. 12 – Zone consists of a commercial development located on 19.12 acres. Improvements include maintenance of turf area, trees, landscape and irrigation systems, along Simpson Street fronting the development and landscape and irrigation systems surrounding a drainage basin along Highway 99 to the south of the development.

Annexation No. 13 – Zone consists of a residential subdivision consisting of 46 lots on over 11 acres. Improvements include maintenance of turf area, trees, landscape and irrigation system, along East Kamm Avenue and South Academy Avenue fronting the development, as well as entryway landscaping into the development on South Academy Avenue.

Annexation No. 14 – Zone consists of residential tract 6094 subdivision consisting of 34 lots on over 9.75 acres. Improvements include maintenance and provision of street lighting within and surrounding the Annexation area consisting of 8 street lights. The APN’s within the District consist of the land within and associated with the development located on the Southeast corner of Howard Street and 14th Avenue.
2024/2025 City of Kingsburg Assessment District 93-01 Page 9 III. CHANGES TO THE DISTRICT
A. ANNEXATIONS TO THE DISTRICT
The annexation of Annexation No. 10 and Annexation No. 11 was approved by the property owners on June 20, 2007. FY 2007/2008 was the first year these Zones were assessed. The annexation of Annexation No. 12 was approved by the property owners on August 4, 2010. FY 2010/2011 was the first year this Zone was assessed. Annexation No. 13 was approved by property owners on December 3, 2014. FY 2015/2016 was the first year this Zone was assessed. Annexation No. 14 was approved by property owners on August 3, 2016. FY 2016/2017 was the first year this Zone was assessed. There are no planned annexations for FY 2024/2025.

B. DISTRICT RATE CHANGES
The rate per EDU for Pheasant Grove Phases 1 and 2, Goldcreek Estates, Pheasant Grove Phases 3 and 4, Kingsburg Country Estates Phases 1 and 2 and Sierra Ranch West Phase 1, will remain the same as the previous fiscal year. For Kingsburg Country Estates 3, Sierra Ranch Phase West 2, Sierra Ranch Unit No. 6, and Sierra Annexations No’s. 9 through 14, the maximum assessment amount allowed for each fiscal year shall be increased in an amount equal to the annual percentage increase of the Local Consumer Price Index (“CPI”) for “All Urban Consumers” for the San Francisco-Oakland-Hayward California.

Each fiscal year the administrator for the District shall identify the percentage difference between the CPI for February and the CPI for the previous February. This percentage difference shall then establish the range of increased assessments allowed based on CPI. Should the Bureau of Labor Statistics revise such index or discontinue the preparation of such index, the City shall use the revised index or comparable system as approved by the City Council for determining fluctuations in the cost of living.
2024/2025 City of Kingsburg Assessment District 93-01 Page 10 IV. METHOD OF APPORTIONMENT
A. BACKGROUND
The Landscaping and Lighting Act of 1972 provides that assessments may be apportioned upon all assessable lots or parcels of land within a district or annexation in proportion to the estimated benefits to be received by each lot or parcel from the improvements. In addition, Article XIIID of the California Constitution (Proposition 218) requires that a parcel's assessment may not exceed the reasonable cost of the proportional special benefit conferred on that parcel. The Proposition provides that only special benefits are assessable, and the City must separate the general benefits from the special benefits conferred on a parcel. A special benefit is different from a general benefit in that it is a particular and distinct benefit over and above general benefits. General benefits are conferred on the public at large, including real property within the district. The general enhancement of property value does not constitute a special benefit.

B. SPECIAL BENEFIT
Each and every parcel within the District receives a particular and distinct benefit from the improvements over and above general benefits conferred by the improvements.

The proper maintenance of landscaping and appurtenant facilities specially benefit parcels within the District by moderating temperatures, providing oxygenation, attenuating noise from adjacent streets, and controlling dust for those properties in close proximity to the landscaping, thereby enhancing the environmental quality of the parcels and making them more desirable. Properly maintained landscaping also deters the erosion of slopes and thereby minimizes the risk of instability and the potential destruction of property within the District. The spraying and treating of landscaping for disease reduces the likelihood of insect infestation and other diseases spreading to landscaping located throughout the properties within the District. The proper maintenance of the landscaping, ornamental structures, and appurtenant facilities reduces property-related crimes (especially vandalism) against properties in the District through the abatement of graffiti and the screening of properties within the District from arterial streets. Finally, the proper maintenance of landscaping and ornamental structures improves the attractiveness of the properties within the District and provides a positive visual experience each and every time a trip is made to or from the property. All of the above-mentioned contributes to a specific enhancement of the property values of each of the parcels within the District.
2024/2025 City of Kingsburg Assessment District 93-01 Page 11 C. GENERAL BENEFIT
In addition to the special benefits received by the parcels within the District, there are incidental general benefits conferred by the proposed improvements.

The proper maintenance of landscaping and appurtenant facilities within the District will not only control dust from blowing onto properties within the District, but will also control dust from blowing onto properties outside of the District. Also, the control of slope erosion will not only protect properties within the District, but will also reduce runoff into the City's storm drain system. The proper maintenance of drainage basin and similar landscaped areas not only facilitates proper drainage of properties within the District, but also reduces the potential for flooding damage to properties on the downward slope from the District. The spraying and treating of landscaping within the District for disease reduces the likelihood of insect infestation and other diseases spreading to landscaping located throughout other properties within the City. Finally, the proper maintenance of landscaping and ornamental structures provides a positive visual experience to persons passing by the District. All of the above-mentioned constitutes incidental general benefits conferred by the improvements.

The total benefits are thus a combination of the special benefits to the parcels within the District and the general benefits to the public at large and to adjacent property owners. The portion of the total landscape maintenance costs which are associated with general benefits will not be assessed to the parcels in the District, but will be paid from other City Funds.

Because the landscaping is located immediately adjacent to properties within the District, and is maintained solely for the benefit of the properties within the District, any benefit received by properties outside of the District is merely incidental. It is estimated that the general benefit portion of the benefit received from the improvements for any District is less than one (1) percent of the total benefit. Nonetheless, the City has agreed to contribute a percentage of the total cost of the improvements for the District to ensure that no property is assessed in excess of the reasonable cost of the proportional special benefit conferred on that property.

D. APPORTIONMENT
Pursuant to the 1972 Act, the costs of the maintenance of the improvements may be apportioned by any formula or method that fairly distributes the net amount to be assessed among all assessable dwelling units in proportion to the estimated benefits to be received by each parcel from the improvements. The benefit formula used within the District may vary. The formula used for the District reflects the composition of the parcels, and the 2024/2025 City of Kingsburg Assessment District 93-01 Page 12 improvements and services provided, to accurately proportion the costs based on estimated special benefit to each parcel.

Each parcel within the District is assigned a weighting factor known as an Equivalent Dwelling Unit (“EDU”).

Single-family residential (“SFR”) units consist of one unit per parcel, and receive the same special benefit from the improvements due to their similarity in size and use and their similar proximity to the improvements.

Therefore, each parcel or dwelling unit is assessed an equal amount or one (1) EDU per parcel.

The multi-family residential units consist of three units per parcel and are specifically located on seven parcels within the Sierra Ranch, Unit No. 6 District zone. These parcels also receive the same benefit from the improvements. However, the multi-family parcels are of a larger size, approximately 1.5 times that of a single-family parcel. Therefore, the multifamily parcel is equal to 1.5 times the single-family parcel and is assessed based on (1.5) EDUs per parcel.

All the commercial parcels are currently located in the District zone of Sierra Annexation No. 9 and receive the same special benefit from the improvements due to their similarity in size and use and their similar proximity to the improvements. Each acre is equivalent in size to six residential parcels. Therefore, each parcel is assessed based on six (6) EDUs per acre.

The following formula is used to arrive at a levy amount for parcels in each Zone:

Property Type EDU Value
Single Family Residential (SFR) 1.00
Multi-Family Residential 1.50
Commercial, Developed (per acre) 6.00
The Total EDUs in a Zone is the sum of all parcel’s individual EDUs that receive benefit from the improvements in that Zone.

Total Balance to Levy in a Zone / Total EDUs in a Zone = Levy per EDU in a Zone
Parcel’s EDUs x Levy per EDUs = Parcel’s Levy Amount
2024/2025 City of Kingsburg Assessment District 93-01 Page 13 V. ZONE BUDGETS AND HISTORICAL RATES
A. DESCRIPTION OF BUDGET ITEMS
The Act provides that the estimated costs of the improvements shall include the total cost of the improvements for the entire Fiscal Year 2024/2025, including incidentals, which may include reserves to operate the Zones.

The following describes the costs that are funded through the District shown in the Zone Budgets.

Electricity - Utility costs for electricity required to run irrigation systems and ornamental lighting for landscaped areas.

Water - Utility costs for water required to irrigate landscaped areas.

Maintenance - Includes all contracted labor, material and equipment required to properly maintain the improvements within the Zone. All improvements within the Zone are maintained and serviced on a regular basis. The frequency and specific maintenance operations required within the Zone are determined by City staff, but are generally scheduled weekly.

Fertilizer - Costs for annual fertilizing of landscaped areas.

Graffiti Removal - This item includes repairs that are generally unforeseen and may not be included in the yearly maintenance contract costs. This includes repair of damaged improvements due to vandalism.

Concrete and Sprinkler Repairs - These items include repairs that are generally unforeseen and may not be included in the yearly maintenance contract costs. This may include repair of damaged amenities due to vandalism, storms, earthquakes, etc. Also included may be planned upgrades that provide a direct benefit to the Zone.

Incidental Expenses for Administration and Overhead Allocation - The cost to all particular departments and staff of the City, for providing the coordination of Zone services and operations, response to public concerns and education, as well as procedures associated with the levy and collection of assessments. This item also includes the costs of contracting with professionals to provide any additional administrative, legal or engineering services specific to the Zone including any required notices, mailings or property owner protest ballot proceedings.

Total Balance to Levy - This is the total amount to be levied to the parcels within the Zone. The Balance to Levy represents the total maintenance and 2024/2025 City of Kingsburg Assessment District 93-01 Page 14 administration costs. This dollar amount represents the funds that are to be collected for the Fiscal Year from the property owners.

Total Equivalent Dwelling Units - The Equivalent Dwelling Unit (EDUs) is a numeric value calculated for each parcel based on the parcel’s land use and size as compared to a single family residence. The EDUs shown in the Zone budgets represent the sum of all parcel EDUs that receive benefit from the improvements in each Zone.

Levy per EDU - The amount levied for each EDU. For a more detailed explanation please refer to Section IV. Method of Apportionment.

Max Rate per EDU - The maximum rate per EDU is the maximum assessment that the Council can levy per EDU based on the approved assessment range formula for the Zone. The maximum amounts are typically rounded down and levied at the nearest even penny for the purpose of the County.

Historical Max Rate History - This table shows the history of the max tax by Zone over the prior ten years of the District.
2024/2025 City of Kingsburg Assessment District 93-01 Page 15 B. ZONE BUDGETS
Table III is the budget of the District Zones for Fiscal Year 2024/2025:

TABLE III:

ZONE BUDGETS

FY 2024/2025
1 Totals may not foot due to rounding.
2 Zone Budget totals have been reduced by any General Benefit. 2024/2025 City of Kingsburg Assessment District 93-01 Page 16 C. ASSESSMENT RATE HISTORICAL INFORMATION
Table IV portrays historical rate information for the District Zones since Fiscal Year 1993/1994 through Fiscal Year 2024/2025 proposed charge.

Table IV
Assessment Rate Historical Information
ZONE
Pheasant
Grove, 1
and 2
Goldcreek
Estates
Pheasant
Grove, 3
and 4
Kingsburg
Country
Estates 1
and 2
Sierra
Ranch
West
1 Kingsburg
Country
Estates 3
Sierra
Ranch
West 2
Sierra
Ranch,
Unit 6
Sierra
Annex
No. 9
Annex
No. 10
Annex
No. 11
Annex
No. 12
Annex
No. 13
Annex
No. 14

HISTORICAL

INFORMATION
2024/25
2023/24
$67.42
$67.42
$80.60
$80.60
$76.28
$76.28
$79.20
$79.20
$83.42
$83.42
$138.12
$134.94
$145.52
$142.16
$145.52
$142.16
$147.42
$144.02
$179.22
$175.08
$217.98
$212.94
$76.22
$74.46
$145.64
$142.28
$37.28
$36.42
2022/23 $67.42 $80.60 $76.28 $79.20 $83.42 $128.16 $135.00 $135.00 $136.78 $166.26 $202.20 $70.72 $135.12 $34.58 2021/22 $67.42 $80.60 $76.28 $79.20 $83.42 $121.83 $128.35 $128.35 $130.04 $158.07 $192.24 $67.23 $128.46 $32.89 2020/21 $67.42 $80.60 $76.28 $79.20 $83.42 $119.96 $126.38 $126.38 $128.05 $155.64 $189.30 $66.20 $126.48 $32.38 2019/20 $67.42 $80.60 $76.28 $79.20 $83.42 $116.58 $122.82 $122.82 $124.44 $151.26 $183.98 $64.34 $122.92 $31.48 2018/19 $67.42 $80.60 $76.28 $79.20 $83.42 $112.62 $118.65 $118.65 $120.20 $146.12 $177.71 $62.15 $118.74 $30.42 2017/18 $67.42 $80.60 $76.28 $79.20 $83.42 $108.75 $114.57 $114.57 $116.07 $141.10 $171.60 $60.02 $114.66 $29.38 2016/17 $67.42 $80.60 $76.28 $79.20 $83.42 $105.14 $110.76 $110.76 $112.21 $136.41 $165.90 $58.03 $110.85 $28.41 2015/16 $67.42 $80.60 $76.28 $79.20 $83.42 $102.07 $107.52 $107.52 $108.93 $132.42 $161.05 $56.34 $107.61 N/A 2014/15 $67.42 $80.60 $76.28 $79.20 $83.42 $99.55 $104.87 $104.87 $106.24 $129.15 $157.08 $54.95 N/A N/A 2013/14 $67.42 $80.60 $76.28 $79.20 $83.42 $97.18 $102.37 $102.37 $103.71 $126.07 $153.33 $53.64 N/A N/A 2012/13 $67.42 $80.60 $76.28 $79.20 $83.42 $94.86 $99.93 $99.93 $101.24 $123.06 $149.67 $52.36 N/A N/A 2011/12 $67.42 $80.60 $76.28 $79.20 $83.42 $92.10 $97.02 $97.02 $98.30 $119.48 $145.32 $50.84 N/A N/A 2010/11 $67.42 $80.60 $76.28 $79.20 $83.42 $90.57 $95.41 $95.41 $96.67 $117.49 $142.90 $50.00 N/A N/A 2009/10 $67.42 $80.60 $76.28 $79.20 $83.42 $88.98 $93.73 $93.73 $94.97 $115.42 $140.39 N/A N/A N/A 2008/09 $67.42 $80.60 $76.28 $79.20 $83.42 $87.96 $92.66 $92.66 $93.88 $114.10 $138.78 N/A N/A N/A 2007/08 $67.42 $80.60 $76.28 $79.20 $83.42 $85.57 $90.15 $90.15 $91.33 $111.00 $135.00 N/A N/A N/A 2006/07 $67.43 $80.60 $76.28 $79.20 $83.42 $82.92 $87.35 $87.35 $88.49 N/A N/A N/A N/A N/A 2005/06 $67.43 $80.60 $76.28 $79.20 $83.42 $80.59 $84.89 $84.89 N/A N/A N/A N/A N/A N/A 2004/05 $67.43 $80.60 $76.28 $79.20 $83.42 $79.34 $83.58 $83.58 N/A N/A N/A N/A N/A N/A 2003/04 $67.43 $80.60 $76.28 $79.20 $83.42 N/A N/A N/A N/A N/A N/A N/A N/A N/A 2002/03 $67.43 $80.60 $76.28 $79.20 $83.42 N/A N/A N/A N/A N/A N/A N/A N/A N/A 2001/02 $67.43 $80.60 $76.28 $79.20 $83.42 N/A N/A N/A N/A N/A N/A N/A N/A N/A 2000/01 $67.43 $80.60 $76.28 $79.20 $83.42 N/A N/A N/A N/A N/A N/A N/A N/A N/A 1999/00 $67.43 $80.60 $76.28 N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A 1998/99 $67.43 $80.60 $76.28 N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A 1997/98 $67.43 $80.60 $76.28 N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A 1996/97 $67.43 $80.60 N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A 1995/96 $67.43 N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A 1994/95 $67.43 N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A 1993/94 $67.43 N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A 2024/2025 City of Kingsburg Assessment District 93-01 Page 17 Appendix A — DISTRICT BOUNDARY MAPS
The Boundary Maps for the District, reflecting the various non-contiguous residential tracts within the City that represent the District Zones, have previously been submitted to the Clerk of the City in the format required under the 1972 Act and by reference are made part of this Report. The Boundary Maps are available for inspection at the office of the City Clerk during normal business hours.
2024/2025 City of Kingsburg Assessment District 93-01 Page 18 Appendix B — 2024/2025 ASSESSMENT ROLL
Parcel identification, for each lot or parcel within the District, shall be the parcel as shown on the Fresno County Assessor Parcel Maps and/or the Fresno County Secured Tax Roll for the year in which this Report is prepared.

Non-assessable lots or parcels may include government owned land, public utility owned property, land principally encumbered with public right-of-ways or easements and dedicated common areas. These parcels will not be assessed.

Upon approval of the Engineer’s Annual Levy Report and confirmation of the assessments, the assessment information will be submitted to the County Auditor/Controller, and included on the property tax roll in Fiscal Year 2024/2025. If the parcels or assessment numbers within the District and referenced in this Report are renumbered, re-apportioned or changed by the County Assessor’s Office after approval of the Report, the new parcel or assessment numbers with the appropriate assessment amount will be submitted to the County Auditor/Controller. If the parcel change made by the County includes a parcel split, parcel merger or tax status change, the assessment amount submitted on the new parcels or assessment numbers will be based on the method of apportionment and levy amount approved in this Report by the City Council.

CITY COUNCIL MEETING STAFF REPORT
REPORT TO: Mayor Pursell Jr. & City Council
REPORT FROM: Alexander J. Henderson, City Manager; ICMA-CM REVIEWED BY: AP AGENDA ITEM: Agreement for IT Managed Services; KBMF
ACTION REQUESTED: ___Ordinance ___Resolution ___Motion _____Receive/File

EXECUTIVE SUMMARY
The city has an existing agreement with Kingsburg Media Foundation to provide services for general IT support services, including network maintenance and desktop computer support, voice over internet protocol phone lines, fiber optic internet, network security and public safety cameras.

As the city has grown and become more technologically dependent, so have our needs. In addition, cybersecurity has become a necessity with active ransomware attacks occurring to both private and public entities.

Staff is recommending that Council approve the proposed updated terms of service agreement with Kingsburg Media Foundation. Schedule A provides the updated scope of services, which includes:
• Network Security
• Infrastructure Management
• End Point Management
• Strategic Planning for future IT needs
This agreement also includes services related to the city’s camera infrastructure, which continues to be deployed in internally identified critical areas.

Included in your packet is an updated quote that provides a breakdown of costs based upon services provided via internet, phones, email, and managed services provider rates. The largest costs associated with most organizations IT services is the MSP. Prior to renewal and recommendation of a new agreement, staff reached out to local municipalities to ensure that the quote provided was market competitive. Staff received timely responses from the City of Kerman and City of Reedley, who both use Unity IT. Staff feels that the rates provided by KMBF are market competitive. For example, Reedley is currently paying $8,563 for similar services, while they do have more devices, it isn’t overly substantial, as we have a full-time fire department.

Staff has negotiated a phased rate structure as follows (the initial term is 3 years with an opportunity to extend annually).

Rate
6/1/2024 $5,400.00
7/1/2025 $6,750.00
7/1/2026 $7,087.50
7/2/2027 $7,441.88
7/3/2028 $7,813.97
Meeting Date: 05/15/2023
Agenda Item: 5.7

KBMF is a local provider that can respond quickly to onsite issues. To help identify our needs as an organization, KBMF included a one year snapshot of calls serviced for City purposes. From January 1, 2023 – December 31, 2023, KBMF provided 536.31 hours of support based upon requests.

The costs for these services have and will continue to be incorporated into annual budgets, which vary by respective department and funds for which the respective services are provided. Of note, the city is receiving a significant discount on services given our existing relationship with KBMF and the build-out of fiber optic service.

In addition, a portion of the amount paid for internet will be returned to the city as outlined in our fiber optic agreement. This is unique in that the city would need these services regardless, so the returned revenue provides an additional benefit.

RECOMMENDED ACTION BY CITY COUNCIL

1. Staff recommends the City Council approve the proposed agreement with Kingsburg Media Foundation for the services listed in the Master Services Agreement and authorize the City Manager to execute the agreement.

POLICY ALTERNATIVE(S)

1. Council could ask staff to seek other vendors to provide this service.

STRATEGIC INITIATIVE

1. Community Safety

2. Community Engagement

FINANCIAL INFORMATION

PRIOR ACTION/REVIEW
The city has an existing contract with Kingsburg Media Foundation that is outdated in scope of services provided.

BACKGROUND INFORMATION
See Executive Summary.

ATTACHED INFORMATION

1. Proposed Master Services Agreement

2. Quote for Services

3. Unity Agreement – City of Reedley
FISCAL IMPACT:

1. Is There A Fiscal Impact? Yes

2. Is it Currently Budgeted? Yes

3. If Budgeted, Which Line? Respective Departments
Managed IT Services Agreement
Agreement Start Date ___________ Agreement Number ___________ This document, including each of the Appendices, Exhibits and Schedules set forth on the following Table of Contents
(collectively, the “Agreement”), is confidential and
proprietary property of Kingsburg Media Foundation, and it shall not be disclosed or duplicated, in whole or in part, without the expressed, prior written consent of Kingsburg Media Foundation.

MSA NUMBER__________, Kingsburg Media Foundation 2023, Cover Page CLIENT INITIALS _____
Proposal Overview........…................................................................... 1 Kingsburg Media Foundation Overview......................................... 2 Support Model.......…........................................................................... 3 Schedule A - Service Offering............….............................................4 Client Responsibilities….........…...........................................................4-5 Change Requests......………...................................................................6 Schedule B - Excluded Services...........………….................................7-8 Schedule C - Fees……………..................................................................9 Appendix A - Schedule Levels Targets and Escalation
Details.....................................................................................................10 Appendix B - Service Offering
Details..............…....................................................................................11-15 Appendix C - Client Specific Terms .................................................16 Appendix C - Agreement
Details.........…….......................................................................................17-25 Signature Page ......................................................................................26 Table of Contents
MSA NUMBER__________, Kingsburg Media Foundation 2023, Table of Contents CLIENT INITIALS _____
MSA NUMBER__________, Kingsburg Media Foundation 2023, Page #1 CLIENT INITIALS _____
Proposal Overview
City of Kingsburg realized their need to realign their Information Technology (IT) assets, infrastructure, and overall support procedures in order to meet. their business needs. As such, City of Kingsburg has invited Kingsburg Media Foundation (KBMF) to help guide these efforts through its Managed IT Services offering.

In the following sections KBMF proposes a support model that matches with the priorities discussed with City of Kingsburg's authorized representative.

Kingsburg Media Overview
Kingsburg Media Foundation is one of the regions premier information technologies companies and internet providers. Since 2012, Kingsburg Media Foundation has remained a technical resource for the business entities of the central valley. KBMF has extensive knowledge and experience in assessing, implementing, and managing the most complex voice and data networks.

Kingsburg Media Foundation is a community betterment organization. We provide Internet, Voice, and IT to non-profits and community organizations at a dramatically reduced rate. strategic partnerships allow KBMF to partner with organizations to better our communities.

To KBMF you are more than a customer, you are a partner. We make it our top priority to ensure that your needs are met so your business is always running at one hundred percent.

MSA NUMBER__________, Kingsburg Media Foundation 2023, Page #2 CLIENT INITIALS _____
MSA NUMBER__________, Kingsburg Media Foundation 2023, Page #4 CLIENT INITIALS _____
Schedule A
Service Offering
Below are the components that make up the support agreement provided by Kingsburg Media Foundation. For a more detailed listing on the technologies and services covered within this agreement, please refer to Appendix B.

Network Security:

KBMF takes your security seriously. We provide protection through AI driven antivirus (MDR - managed detection and response) and network hardening to keep your company safe. Our MDR is run by a security team 24/7 that will detect, kill, and remediate malicious files and ransomware on your PC.

Infrastructure Management:

KBMF manages and maintains the infrastructure including Servers, Storage, LAN, and WAN to ensure maximum uptime and reliability in systems.

Included in this offering:
• 24/7 monitoring and alerting on critical servers and infrastructure • LAN/WAN Support (including interface with telecommunication providers)
• Server & Storage Management
• Backup & Restore Management and Remediation
• VoIP Phone support (if using our VoIP)
End Point Management:

Managing PCs presents a problem for many organizations today. Organizations look to increase employee productivity while securing all data and thus a constant need for upkeep and support on these devices exists. Kingsburg Media Foundation provides easy, secure, and reliable support of all Servers and PCs on the local network.

MSA NUMBER__________, Kingsburg Media Foundation 2023, Page #5 CLIENT INITIALS _____
Strategic Planning:

Most organizations overlook IT investments necessary to support a new r existing business. KBMF is on your team. We are not only interested in taking care of your everyday IT needs, but we also care about your future.

Kingsburg Media Foundation's team of engineers and technical account managers will work hand-in-hand with City of Kingsburg to ensure that the IT budget is invested wisely and predictably.

Included in this offering:
• Virtual CIO/IT Director role
• Future Proofing
• Emerging technologies research
• Procurement Assistance
Client Responsibilities
Although KBMF strives to be able to service our client’s entire IT needs, certain responsibilities remain with City of Kingsburg staff. Among those responsibilities is warranty support on all devices under management. Due to the complexity and wide variety of technologies in any environment, it is crucial to keep manufacturer warranties current and with appropriate support levels. Further client responsibilities are as follows (unless equipment is owned or provided by KBMF):
• To notify KBMF of any changes initiated by Client within covered systems • Maintenance and updates of Business Continuity Plan
• Line of Business application support
MSA NUMBER__________, Kingsburg Media Foundation 2023, Page #6 CLIENT INITIALS _____
Change Requests
On occasion City of Kingsburg may need an infrastructure change (Major or Minor) that KBMF can quickly resolve. A Change is defined as an Add/Change/Remove to an existing component/environment. All change requests require client approval whether covered by the monthly contract or not. All Minor Change Requests (any change requests needing less than 4
hours of continuous engineering time) are included in this contract. Examples of Minor Change Requests are but not limited to as follows:
• Installation of up to four (4) new PCs per month
• Adding printers to networked PCs
• Remote rollout of software or upgrades
• Adding switch ports to a VLAN
• Editing VoIP extensions
MSA NUMBER__________, Kingsburg Media Foundation 2023, Page #7 CLIENT INITIALS _____
Schedule B - Excluded Services
Projects:

On occasion City of Kingsburg may need an infrastructure upgrade or project in which KBMF can participate or provide competitive pricing. A Project is defined as a short-term initiative with a defined start and end that produces a unique output (product/service/capability); this includes significant expansion of the current environment. All projects are considered out of scope and billable separate from the monthly contract at an agreed upon fee with a fixed deliverable. Examples include:
• Major software version upgrade (Windows 2019 to Windows 2022; Windows 10 to Windows 11)
• New server setup (virtual or physical)
• New software implementation
• New Branch Office/Location
• New VLAN Implementation
Change Requests (Major):

All change requests require City of Kingsburg approval whether covered by the monthly contract or not. Change requests taking longer than 4 hours at one time are considered Major Change Requests and are out of scope. Out of scope Change Requests will be billed based on the resource level needed at the rates listed on the next page.

MSA NUMBER__________, Kingsburg Media Foundation 2023, Page #8 CLIENT INITIALS _____
Emergency Support:

City of Kingsburg may need support for end users on an emergency basis and outside the normal business hours covered by the Kingsburg Media Foundation IT Team. This after-hours emergency support will be redirected to the appropriate resources and will be handled on a best effort basis. A Kingsburg Media Foundation engineer responds to the emergency system 24 hours a day, 7 days a week.

The standard Kingsburg Media Foundation “IT Team” hours of operation for providing the Services are between the hours of 8 a.m. and 4 p.m.

Monday through Friday, excluding holidays (“Standard Service Desk Hours”). Excluded Services outside the Standard Service Desk Hours are subject to the After-hours Rate of 1.5x Discounted Rate.

Expertise
Technician
Engineer
Expertise $120.00 $95.00
$175.00 $150.00
Standard Rate Discounted Rate
Description Cost/Month Qty. Total
Network Security N/A All Included
Infrastructure N/A All Included
End Point Management N/A All Included
Strategic Planning N/A All Included
Monthly Fee
One-Time Charge
Onboarding Fee Waived
MSA NUMBER__________, Kingsburg Media Foundation 2023, Page #9 CLIENT INITIALS _____
Schedule C - Fees
Monthly Management Services
Note:
1) Fees are up to 6: Physical/Virtual Servers
106: Desktops/Laptops/
Infrastructure
7 Locations
____ Apply Appendix C
terms
$0
See Quote
Trouble Priority Response
Time
Service NOT available during normal
business hours (all users and functions
unavailable)
1 Within 30 minutes
Significant degradation of service during
normal business hours
(Large number of users or business critical
functions affected)
2 Within 2
hours
Limited degradation of service during
normal business hours
(Limited number of users affected, business
process can continue)
3 Within 4
hours
Small service degradation during normal
business hours (business process can continue,
1 user affected)
4 Within 8
hours
MSA NUMBER__________, Kingsburg Media Foundation 2023, Page #10 CLIENT INITIALS _____
Service Levels Targets and Escalation Deatails
Appendix A
The following table shows the target of response and resolution times for each priority level.

Support Tier Description
Tier 1 Support
All support incidents begin in Tier 1, where the initial trouble is created, the issue is identified and clearly documented, and basic hardware/software troubleshooting is initiated.

Tier 2 Support
All support incidents that cannot be resolved with Tier 1 Support are escalated to Tier 2, where more complex support on hardware/software issues can be provided by more experienced engineers.

Tier 3 Support
Support incidents that cannot be resolved by Tier 2 support are escalated to Tier 3, where support is provided by the most qualified and experienced engineers who have the ability to collaborate with 3rd party (Vendor) support engineers to resolve the most complex issues.

Description Frequency
Apply necessary Firewall firmware updates As needed
Apply critical firmware updates to switches/Aps As needed Adjust Firewall rules As needed
Domain whitelisting for Web filter As needed
Monitor firewall licensing As needed
Check firewall logs for errors As needed
Check Web Filter logs for erors As needed
Anti-virus version and definition update Real-Time
End point scanning/threat monitoring/ransomware detection and prevention Real-Time
MSA NUMBER__________, Kingsburg Media Foundation 2023, Page #11 CLIENT INITIALS _____
Appendix B
Service offering detail
Network Security
Description Frequency
Microsoft Active Directory (add/change/delete/unlock
users or groups)
Microsoft 365
Update or create users for:

As needed
Review and adjust resources for VMs As needed
Monitor Microsoft Application Event Log As needed
Identify potential hardware/device issues As needed
Monitor disk space usage Real-time
Monitor CPU percentage utilization to identify potential issues Real-time Perform disk cleanup operations Weekly
Perform patching (approved before deployment) Weekly
Reboot servers As needed
Create /change group policy objects As needed
Monitor server backups Real-time
Perform test file data restore from backup As requested MSA NUMBER__________, Kingsburg Media Foundation 2023, Page #12 CLIENT INITIALS _____
Infrastructure Management
Description - continued Frequency
Virus infection/outbreak
Potential data corruption
Potential hard drive failure
Hard drive running out of disk space
Low availability memory
Network connectivity errors
System or Application events that may result in service disruption
General backup failure
Significant inconsistency of backups due to any issues
Alert client to dangerous conditions:

As needed
Stay up to date with client's network and technology to improve workflows and efficiency Ongoing
Troubleshoot and resolve network outages As needed
Create/Update network documentation Yearly/As needed
Scan for vulnerable applications on the network and update them Not included
Liaison for vendor/client software issues As needed
MSA NUMBER__________, Kingsburg Media Foundation 2023, Page #13 CLIENT INITIALS _____
Infrastructure Management
Description Frequency
End user workstation set-up As needed
Run disk cleanup/temporary file cleanup Weekly
Reboot workstations As needed
Help desk calls As needed
KBMF will attempt to resolve all incidents remotely before onsite is needed As needed
Ticket reporting Included
Alert client to condition impacting performance-user in need of training, inadequate computer As needed
Triage tickets by priority and user As needed
PC software support- PC desktop settings (i.e., e-mail, network, printer, monitor)
PC Desktop Hardware Support (assisting with PC
hardware issues, support with peripheral devices, etc.) User Administration - Add/Change/Delete/Unlock or
password reset
VPN assistance
KBMF service desk supported tasks
As needed
MSA NUMBER__________, Kingsburg Media Foundation 2023, Page #14 CLIENT INITIALS _____
End Point Management
Description Frequency
Participation in meetings related to IT Quarterly
Executive Strategy Meetings As needed
Emerging technologies research Ongoing
IT project planning for budgeting Annually
Client software/hardware implementation project planning As needed Participation Regulatory/Compliance meetings As needed
MSA NUMBER__________, Kingsburg Media Foundation 2023, Page #15 CLIENT INITIALS _____
Strategic Planning
Description Frequency
MSA NUMBER__________, Kingsburg Media Foundation 2023, Page #16 CLIENT INITIALS _____
Client Specific Needs
Appendix C
Additional Client specific terms
MSA NUMBER__________, Kingsburg Media Foundation 2023, Page #17 CLIENT INITIALS _____
Appendix D
Agreement Details

1. SERVICES. During the Term (defined below), KBMF will provide Client with the Managed IT Services (“Services”) set forth on the attached Schedule A (“Service Offerings”) and, if requested and agreed to by Kingsburg Media Foundation and Client, the “Excluded Services” set forth in the preceding Schedule B.

2. DUTIES OF THE PARTIES.

A. Duties of Kingsburg Media Foundation. Kingsburg Media Foundation agrees to use commercially reasonable efforts to timely deliver and support the Services for Client in accordance with industry standards.

B. Duties of Client. Client agrees to (i) timely submit all payments to Kingsburg Media Foundation at KBMF’s place of business; (ii) provide Kingsburg Media Foundation with access to Client’s facilities, including access to Client’s computer systems, according to the Client’s procedures which are provided to Kingsburg Media Foundation in writing and in advance, and adequate and suitable facilities and space for KBMF’s personnel to work at the Client’s facility and on such computer systems. If Kingsburg Media Foundation determines that the Services require Kingsburg Media Foundation to remotely access Client’s computer systems, Client agrees that it shall also provide Kingsburg Media Foundation with all the information reasonably requested by Kingsburg Media Foundation for KBMF to remotely access Client’s computer systems. Client also acknowledges and agrees that the providing of the Services may in some circumstances result in the disruption of services at Client’s facility or on Client’s computer systems or loss or damage to software or hardware.

MSA NUMBER__________, Kingsburg Media Foundation 2023, Page #18 CLIENT INITIALS _____

3. PRICING AND PAYMENT.

A. Pricing. The fees (“Fees”) for Service Offerings are set forth in the preceding Schedule C. The hourly rates for Excluded Services agreed to by Kingsburg Media Foundation and Client are set forth in the preceding Schedule B.

B. Payment. Kingsburg Media Foundation will invoice Client on a monthly basis per the Fees set forth on the attached Schedule A for Service Offerings. Payments for all Service Offerings shall be made and are due in advance on or before the fifth (5th) day of the applicable month. All Excluded Services provided to Client by Kingsburg Media Foundation are due upon receipt of Kingsburg Media Foundations written invoice(s) for such Excluded Services. Kingsburg Media Foundation reconciles client accounts quarterly and adjusts monthly invoices as needed, with fee increases subject to Client’s written approval. Kingsburg Media Foundation will have no obligation to perform any services for Client, whether included in this Agreement or otherwise, unless all charges, fees, and taxes for Services rendered under this agreement have been paid in full by Client when due. In the event of non-payment of any sum due and owing under this Agreement, Kingsburg Media Foundation shall have the right to suspend or immediately terminate the providing of all Services, without notice, and Kingsburg Media Foundation may determine whether or not to reinstate any Services upon receipt of payment in full of all sums owed. Any payment not received by Kingsburg Media Foundation on or before thirty (30) days following the due date shall bear interest from the due date until paid in full at the lesser of one and percent (1%) per month or the maximum rate allowed by applicable law. Fees are subject to an increase of up to three (3) percent per year. All amounts shall be payable by Client to Kingsburg Media Foundation without right of setoff, deduction, or demand.

MSA NUMBER__________, Kingsburg Media Foundation 2023, Page #19 CLIENT INITIALS _____

4. TERM AND TERMINATION. This Agreement shall be effective for three (3) years, commencing on the date this Agreement is executed by Client and accepted and executed by Kingsburg Media Foundation (“Effective Date”), and shall automatically renew for additional one-year periods on each anniversary of the Effective Date. The initial three-year period and each one-year period of this Agreement (or such shorter or longer period of effectiveness as mutually agreed to by Kingsburg Media Foundation and Client) is referred to as an “Effective Period” and collectively all of the Effective Periods of this Agreement are referred to as the “Term”. Either party may terminate this Agreement at any time by providing at least three (3) months (“Notice Period”) prior written notice to the other party. Client acknowledges and agrees that Client is responsible to pay monthly Fees for Service Offerings during the Notice Period, regardless if Client requests not to receive such Service Offerings during the Notice Period, at the same monthly amount as the average of the three (3) month period immediately preceding the notice of termination.

Kingsburg Media Foundation may immediately terminate this Agreement upon written notice to Client if Client (i) fails to make any payment to Kingsburg Media Foundation when due and such failure continues for a period of five (5) labor days following written notice of such failure by KBMF to Client; or (ii) breaches any other provision of this Agreement. Immediately upon the expiration or termination of this Agreement, or upon the earlier request of one of the parties, the other party shall (i) return to the other any and all equipment provided by the other party; and (ii) discontinue the use of and permanently delete from the party’s computer systems any and all of the other party’s software and other computer programs installed or provided by the other party.

5. OWNERSHIP. All materials, including all copyrights, trademarks, logos and other identifying marks (collectively “Materials”) of each party are and shall remain the exclusive property of that party, and except as otherwise specifically set forth in this Agreement, no license to use such Materials is granted pursuant to this Agreement. All Materials are proprietary and may not be reproduced, duplicated or disseminated for any purpose. All non-third party software installed or provided by one of the parties for the other party’s use is proprietary software and the exclusive property of installing party.

MSA NUMBER__________, Kingsburg Media Foundation 2023, Page #20 CLIENT INITIALS _____

6. CONFIDENTIAL INFORMATION.

A. Pursuant to providing the Services, either party may gain access to the other party’s Confidential Information. Each party will adopt commercially reasonable measures to protect the other party’s Confidential Information provided pursuant to this Agreement. For purposes of this Agreement, “Confidential Information” means:
(i) All inventions, processes, designs, trade secrets, formulas and formulations, methods, know-how, samples, test, technology, standard operating procedure and other data, and other information relating to the preclinical, clinical and pharmaceutical development, analysis, regulatory files and correspondence, manufacturing and packaging in whatever form (written, oral, visual, electronic);
(ii) All sales and marketing plans, future plans, business plans, financial information, results of consultancies, contracts, customer lists and relationships, and other information which may be needed to be disclosed by each party to the other in relation to business negotiations in whatever form (written, oral, visual, electronic); and
(iii) Any kind of information identified by one of the parties as Confidential Information
B. Confidential Information does not include information which: (i) the recipient can demonstrate in writing to be rightfully known to recipient at the time it receives the information; (ii) has become publicly known through no wrongful act of the recipient; (iii) the recipient can demonstrate in writing to have been rightfully received by recipient from a third party authorized to make such communication without restriction; or (iv) has been approved for release by written authorization of the discloser. A recipient may disclose Confidential Information if required by court or government action to be disclosed; provided, however, the recipient must first provide the discloser with reasonable prior, written notice of such disclosure so that the discloser may attempt to prevent such disclosure, and that the Confidential Information shall continue to be treated as Confidential Information for all other purposes.

MSA NUMBER__________, Kingsburg Media Foundation 2023, Page #21 CLIENT INITIALS _____
C. Each party undertakes to hold any and all Confidential Information in confidence and to use it exclusively for the purposes set forth in this Agreement. Neither party shall, directly or indirectly, make use of the Confidential Information of the other party without the other party’s prior, written consent.

D. Kingsburg Media Foundation and Client agree, except as otherwise set forth in this Agreement and unless otherwise required by law or compelled by a court of competent jurisdiction, not to disclose to a third party, without the prior written consent of the other party, the Confidential Information, including the terms and/or conditions of this Agreement, including, without limitation, not disclosing or sharing a copy of this Agreement with any third party. Kingsburg Media Foundation agrees to protect the confidentiality of Client’s Confidential Information provided to Kingsburg Media Foundation per terms of Kingsburg Media Foundation’s standard Confidentiality Policy.

7. HIRING OF KINGSBURG MEDIA FOUNDATION’S EMPLOYEES. In the absence of Kingsburg Media Foundation’s prior written consent, and for a period of twelve (12) months following the expiration or termination of this Agreement, for any reason whatsoever, Client agrees not to hire or engage, directly or indirectly, any person who, at any time during the twelve (12) months immediately preceding such hiring or engagement, was an employee of Kingsburg Media Foundation employed to perform the Services or other services similar to the Services for any customer of Kingsburg Media Foundation. Kingsburg Media Foundation and Client agree that the damages from a breach of this Section would be difficult to ascertain.

Therefore, in the event Client breaches this provision, Client agrees to pay Kingsburg Media Foundation, as liquidated damages and not as a penalty, a sum equal to twenty-four (24) months pay for each former employee of Kingsburg Media Foundation hired by Client, at the rate paid by Kingsburg Media Foundation for the last full month of such employee’s employment with Kingsburg Media Foundation. In addition, Kingsburg Media Foundation shall be entitled to temporary and permanent injunctions in order to prevent or restrain any such violation of this Section by the Client or its partners, agents, representatives, servants, employers, employees and any and all persons directly or indirectly acting for or with the Client. These remedies shall be in addition to, and not in limitation of, any other rights or remedies afforded to Kingsburg Media Foundation under this Agreement or available to Kingsburg Media Foundation at law or in equity.

MSA NUMBER__________, Kingsburg Media Foundation 2023, Page #22 CLIENT INITIALS _____

8. FORCE MAJEURE. Except for payment obligations, the parties shall not be responsible for failure to render any obligation due to causes beyond its reasonable control, including, but not limited to, work stoppages, fires, civil disobedience, riots, rebellions, floods, war, acts of terrorism, delays in transportation, accident, failure of Client to provide a suitable operating environment for Kingsburg Media Foundation, hardware malfunctions caused by defects in software or otherwise, failure of Client to allow Kingsburg Media Foundation access to its computer system, acts of God and other similar occurrences. The obligations and rights of the parties shall be extended on a day-to-day basis for the duration of excusable delay.

9. REPRESENTATIONS AND WARRANTIES. Each party represents and warrants to the other party that (i) it has the full right, power and authority to enter into and to perform this Agreement; (ii) the execution, delivery and performance of this Agreement has been duly authorized by all necessary corporate action; (iii) this Agreement constitutes a valid and binding obligation of such party, enforceable against it in accordance with its terms, subject to applicable bankruptcy, insolvency, reorganization, moratorium and other laws affecting the rights of creditors generally; and (iv) the execution, delivery and performance of this Agreement does not or will not violate or cause a breach or default under (a) the governing corporate or company documents of such party; (b) any agreement, lease, mortgage, license or other contract to which such party is a party; or (c) any law, rule, regulation, order, decree or consent action by which such party is bound or to which it is subject.

10. DISCLAIMER OF WARRANTIES. KINGSBURG MEDIA FOUNDATION DOES

NOT WARRANT THE UNINTERRUPTED OR ERROR-FREE OPERATION OR

PROVISION OF THE SERVICES, THAT THE SERVICES WILL BE FREE FROM

INTERRUPTION, THE SERVICES WILL BE SECURE FROM UNAUTHORIZED

ACCESS, THAT THE SERVICES WILL DETECT EVERY SECURITY OR OTHER VULNERABILITY OF CLIENT’S COMPUTER SYSTEMS, OR THAT RESULTS

GENERATED BY THE SERVICES WILL BE ERROR-FREE, ACCURATE OR COMPLETE. ALL INFORMATION, MATERIALS AND SERVICES ARE PROVIDED TO CLIENT “AS IS”. EXCEPT AS SPECIFICALLY SET FORTH IN THIS AGREEMENT,

KINGSBURG MEDIA FOUNDATION HEREBY DISCLAIMS ALL

REPRESENTATIONS AND WARRANTIES, EXPRESS OR IMPLIED, INCLUDING,

BUT NOT LIMITED TO, WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE AND NONINFRINGEMENT.

MSA NUMBER__________, Kingsburg Media Foundation 2023, Page #23 CLIENT INITIALS _____
The Services may become unavailable due to any number of factors, including, without limitation, scheduled or unscheduled maintenance, technical failure of the software, telecommunications infrastructure, or the unavailability or interruption of access to the Internet. The disclaimers set forth in this Section shall apply regardless of whether (i) Kingsburg Media Foundation determines that Client’s computer systems are deemed “secure”, (ii) Client performs such modifications to its computer systems as Kingsburg Media Foundation reasonably suggests in order for Client’s computer systems to be deemed “secure”, or (iii) otherwise.

11. LIMITATION OF LIABILITY. KINGSBURG MEDIA FOUNDATION WILL NOT

BE LIABLE TO CLIENT OR ANY THIRD PARTY FOR ANY OF THE FOLLOWING ARISING OUT OF THIS AGREEMENT AND/OR THE SERVICES: ANY SPECIAL,

INDIRECT, INCIDENTAL, PUNITIVE OR CONSEQUENTIAL DAMAGES, WHETHER

BASEDUPON BREACH OF WARRANTY, BREACH OF CONTRACT, NEGLIGENCE,

STRICT TORT OR ANY OTHER LEGAL THEORY, AND WHETHER OR NOT

KINGSBURG MEDIA FOUNDATION IS ADVISED OF THE POSSIBILITY OF SUCH

DAMAGES, INCLUDING, BUT NOT LIMITED TO, DAMAGES FOR ANY LOSS OF PROFITS, LOSS OF DATA, EQUIPMENT DOWNTIME, OR LOSS OF GOODWILL.

CLIENT ACKNOWLEDGES AND AGREES THAT KINGSBURG MEDIA
FOUNDATION’S AGGREGATE LIABILITY TO CLIENT FOR ANY DAMAGES,

LOSSES, FEES, CHARGES, EXPENSES AND/OR LIABILITIES ARISING OUT OF

WITH THIS AGREEMENT AND/OR THE SERVICES SHALL NOT EXCEED THE FEES PAID BY CLIENTPURSUANT TO THIS AGREEMENT FOR THE SIX (6) MONTH

PERIOD IMMEDIATELY PRIOR TO THE FIRST OCCURRENCE OF THE APPLICABLE DAMAGES, LOSSES, FEES, CHARGES, EXPENSES AND/OR LIABILITIES.

Client acknowledges that the limitations on liability were specifically bargained for and are acceptable to Client. Client’s willingness to agree to the limitations of liability set forth in this Section was material to Kingsburg Media Foundation’s decision to enter into this Agreement. The limitations on liability set forth in this Section shall be enforceable to the maximum extent permitted by applicable law.

MSA NUMBER__________, Kingsburg Media Foundation 2023, Page #24 CLIENT INITIALS _____
The parties reserve the right to maintain an executed copy of this Agreement in electronic form only, and agree that a print-out of such electronic form of this Agreement will be deemed an original for all purposes relating to the enforceability of the terms and conditions of this Agreement.

13. NOTICES. All notices required pursuant to this Agreement shall be written and shall be delivered by (i) hand-delivery; (ii) nationally recognized overnight delivery service (such as FedEx, UPS, DHL, or USPS Express Mail); or (iii) electronic mail with verification of receipt. All such notices and other communications shall be addressed to the other party at the address set forth in this Agreement or to such other address as a party may designate by notice complying with the terms of this Section. Each such notice shall be deemed delivered (i) on the date delivered if by hand-delivery; (ii) on the date delivered or the date delivery is refused by the recipient, if by nationally recognized overnight delivery service; or (iii) upon verification of receipt if by electronic mail.

14. DISPUTE RESOLUTION. Except as otherwise specifically set forth in this Agreement, the parties hereby agree to resolve any and all controversies, claims and/or disputes arising out of this Agreement and/or any Services (each, a “Dispute”) solely pursuant to the terms of this Section.

A. Management Resolution. All Disputes shall first be referred to the parties’ authorized representatives for discussion and resolution of the Dispute (“Management Resolution”), which representatives are the individuals who have executed this Agreement on behalf of their party.

B. Arbitration. If Management Resolution fails to resolve the Dispute, then the Dispute shall be resolved by final, binding arbitration (“Arbitration”) in Kingsburg, CA. administered by the American Arbitration Association (“AAA”) under the AAA’s Commercial Arbitration Rules.

C. Governing Law; Venue; Jurisdiction. This Agreement shall be governed by, and construed in accordance with, the laws of the State of CA (without giving effect to principles of conflicts of laws). For any action to compel Arbitration, enforce an Arbitration award or seek injunctive relief pursuant to this Agreement, the parties hereby expressly consent to the (i) venue of FRESNO COUNTY, CA, USA, and each party hereby expressly waives any objection to such venue based upon forum non-conveniens or otherwise; and (ii) jurisdiction of the state and/or federal courts in and/or for FRESNO COUNTY, CA, USA.

MSA NUMBER__________, Kingsburg Media Foundation 2023, Page #25 CLIENT INITIALS _____
D. Prevailing Party Attorney’s Fees. In the event of any Arbitration, action to compel Arbitration, action to enforce an Arbitration award or action to seek injunctive relief pursuant to this Agreement, the prevailing party in such proceeding shall be entitled to an award of their reasonable attorneys’ fees and costs for each such proceeding, including the Arbitration, trial and for all levels of appeal.

E. Injunctive Relief; Cumulative Remedies. Each party agrees that a violation or breach of any of the ownership or non-disclosure provisions of this Agreement could cause irreparable harm t o the non-breaching party for which monetary damages may be difficult to ascertain or an inadequate remedy. Therefore, each party will have the right, in addition to its other rights and remedies, to seek and obtain injunctive relief for any violation of the ownership or non-disclosure provisions of this Agreement, and each party hereby expressly waives any objection, in any such equitable action, that the other party may have an adequate remedy at law. The rights and remedies set forth in this Agreement are cumulative and concurrent and may be pursued separately, successively or together.

MSA
MSA NUMBER__________, Kingsburg Media Foundation 2023, Page #26 CLIENT INITIALS _____
IN WITNESS WHEREOF, Clients Name and Kingsburg Media Foundation have duly authorized, executed and entered in this Managed IT Services Agreement upon the later of the dates set forth below.

Signature:___________________________________________
Print Name: ________________________________________
Title: ______________________ Date: _________________
Address: _____________________________________________
Email: _______________________________________________
Signature:___________________________________________
Print Name: ________________________________________
Title: ______________________ Date: _________________
Address: _____________________________________________
Email: _______________________________________________
Service start date: __________________________________
We have prepared a quote for you
City of Kingsburg Services Contract
Quote # 000151
Version 1
Prepared for:

City of Kingsburg
Alexander Henderson
[email protected]
1440 California St
STE A
Kingsburg, CA 93631
https://www.kbmf.org
5594199046
Tuesday, April 23, 2024
City of Kingsburg
Alexander Henderson
1401 Draper Street
Kingsburg, CA 93631
[email protected]
Dear Alexander,
Below is the departmental break down based on the new quote numbers.

Department Internet Phones Email MSP TOTAL
City Hall $200.00 $485.00 $388.00 $1150.00 $2223.00
Fire $300.00 $380.00 $526.00 $1050.00 $2256.00
Police $400.00 $465.00 $10.00 $1700.00 $2575.00
Public Works $325.00 $110.00 $161.00 $450.00 $1046.00
Community
Services $200.00 $155.00 $92.00 $400.00 $847.00
City Council $0.00 $0.00 $89.00 $400.00 $489.00
Building and
Planning $0.00 $145.00 $92.00 $250.00 $487.00
I was able to reduce the bandwidth costs across the board based on the amount The City is using verses the part of it that KBMF is using. I propose that we do the following with the MSP rates (Note that the current MSP rate in this quote is at the 50% discount). Once contact is signed: Remainder of 2024 50% discount, 2025 25% discount, and 2026 full price. During that time we will work with department heads to mitigate the number of connected devices. Important note is any computer connected to The City's network needs to have our management and threat control software on it for use to be able to guarantee the security of your network. We can talk about additional control measures to ensure that security is held to industry standards. I am attaching the ticket report from 2023 for you reference on the usage of our services. Device licenses are approximately $40 a month each @76 devices. That means a labor value of only $53.00/hr verses our standard rate of $120.00/hr for a savings of $35,933 over the year based on the discount for 2024.

Side note: Based on the current take rate The City would receive $712.50 in return.

Reggie Gierke
Kingsburg Media Foundation
Quote #000151 v1 Page: 2 of 8
1440 California St
STE A
Kingsburg, CA 93631
https://www.kbmf.org
5594199046
Software
Description Recurring Qty Ext. Recurring
Gov E-1 Gov E-1 Email Hosting City Hall $10.00 2 $20.00 Gov E-3 Email
Hosting
Gov E-3 Email Hosting City Hall $23.00 16 $368.00
Gov E-1 Gov E-1 Email Hosting Fire Department $10.00 2 $20.00 Gov E-3 Email
Hosting
Gov E-3 Email Hosting Fire Department $23.00 22 $506.00 Gov E-1 Gov E-1 Email Hosting Police Department $10.00 1 $10.00 Gov E-1 Gov E-1 Email Hosting City Council $10.00 2 $20.00 Gov E-3 Email
Hosting
Gov E-3 Email Hosting City Council $23.00 3 $69.00
Gov E-3 Email
Hosting
Gov E-3 Email Hosting Public Works $23.00 7 $161.00
Gov E-3 Email
Hosting
Gov E-3 Email Hosting Building and Planning $23.00 4 $92.00 Gov E-3 Email
Hosting
Gov E-3 Email Hosting Parks and Rec $23.00 4 $92.00
Monthly Subtotal: $1,358.00
Managed Services
Description Recurring Qty Ext. Recurring
MSP Server Managed Services - Server Level (City Hall) $150.00 2 $300.00 MSP Device Managed Services - Device Level (City Hall) $100.00 12 $1,200.00 MSP Device Managed Services - Device Level (City Hall) ($50.00) 12 ($600.00) MSP Network Managed Services - Network Level (City Hall) $50.00 5 $250.00 MSP Server Managed Services - Server Level (Police Department) $150.00 1 $150.00 MSP Device Managed Services - Device Level (Police Department) $100.00 21 $2,100.00 MSP Device Managed Services - Device Level (Police Department) ($50.00) 21 ($1,050.00) Quote #000151 v1 Page: 3 of 8
1440 California St
STE A
Kingsburg, CA 93631
https://www.kbmf.org
5594199046
Managed Services
Description Recurring Qty Ext. Recurring
MSP Network Managed Services - Network Level (Police Department) $50.00 10 $500.00 MSP Device Managed Services - Device Level (Fire Department) $100.00 17 $1,700.00 MSP Device Managed Services - Device Level (Fire Department) ($50.00) 17 ($850.00) MSP Network Managed Services - Network Level (Fire Department) $50.00 4 $200.00 MSP Device Managed Services - Device Level (Public Works Department) $100.00 7 $700.00 MSP Device Managed Services - Device Level (Public Works Department) ($50.00) 7 ($350.00) MSP Network Managed Services - Network Level (Public Works Department) $50.00 2 $100.00 MSP Device Managed Services - Device Level (Senior Center) $100.00 4 $400.00 MSP Device Managed Services - Device Level (Senior Center) ($50.00) 4 ($200.00) MSP Network Managed Services - Network Level (Senior Center) $50.00 2 $100.00 MSP Device Managed Services - Device Level (City Pool) $100.00 1 $100.00 MSP Device Managed Services - Device Level (City Pool) ($50.00) 1 ($50.00) MSP Network Managed Services - Network Level (City Pool) $50.00 1 $50.00 MSP Device Managed Services - Device Level (City Council) $100.00 7 $700.00 MSP Device Managed Services - Device Level (City Council) ($50.00) 7 ($350.00) MSP Network Managed Services - Network Level (City Council) $50.00 1 $50.00 MSP Device Managed Services - Device Level (Building and Planning) $100.00 4 $400.00 MSP Device Managed Services - Device Level (Building and Planning) ($50.00) 4 ($200.00) MSP Network Managed Services - Network Level (Building and Planning) $50.00 1 $50.00 Monthly Subtotal: $5,400.00
Monthly Services
Description Recurring Price Qty Ext. Recurring Ext. Price Ultra Business
Internet
1000/1000 City Hall $400.00 $0.00 1 $400.00 $0.00
Quote #000151 v1 Page: 4 of 8
1440 California St
STE A
Kingsburg, CA 93631
https://www.kbmf.org
5594199046
Monthly Services
Description Recurring Price Qty Ext. Recurring Ext. Price Ultra Business
Internet
1000/1000 City Hall ($200.00) $0.00 1 ($200.00) $0.00
VoIP Service -
Seats
VoIP Advanced Extensions City Hall $30.00 $0.00 15 $450.00 $0.00 VoIP Service -
DIDs
VoIP DIDs City Hall $5.00 $0.00 7 $35.00 $0.00
Ultra Business
Internet
1000/1000 Police Department $400.00 $0.00 1 $400.00 $0.00 VoIP Service -
Seats
VoIP Advanced Extensions Police
Department
$30.00 $0.00 5 $150.00 $0.00
VoIP Service -
Seats
VoIP Basic Extensions Police Department $20.00 $0.00 15 $300.00 $0.00 VoIP Service -
DIDs
VoIP DIDs Police Department $5.00 $0.00 3 $15.00 $0.00
Ultra Business
Internet
1000/1000 Fire Station 1 $400.00 $0.00 1 $400.00 $0.00
Ultra Business
Internet
1000/1000 Fire Station 1 ($200.00) $0.00 1 ($200.00) $0.00 VoIP Service -
Seats
VoIP Advanced Extensions Fire Station 1 $30.00 $0.00 3 $90.00 $0.00 VoIP Service -
Seats
VoIP Basic Extensions Fire Station 1 $20.00 $0.00 9 $180.00 $0.00 VoIP Service -
DIDs
VoIP DIDs Fire Station 1 $5.00 $0.00 5 $25.00 $0.00
Deluxe Business
Internet
500/500 Fire Station 2 $200.00 $0.00 1 $200.00 $0.00
Deluxe Business
Internet
500/500 Fire Station 2 ($100.00) $0.00 1 ($100.00) $0.00 VoIP Service -
Seats
VoIP Extension Fire Station 2 $20.00 $0.00 4 $80.00 $0.00 Quote #000151 v1 Page: 5 of 8
1440 California St
STE A
Kingsburg, CA 93631
https://www.kbmf.org
5594199046
Monthly Services
Description Recurring Price Qty Ext. Recurring Ext. Price VoIP Service -
DIDs
VoIP DIDs Fire Station 2 $5.00 $0.00 1 $5.00 $0.00
Ultra Business
Internet
1000/1000 Public Works $400.00 $0.00 1 $400.00 $0.00
Ultra Business
Internet
1000/1000 Public Works ($300.00) $0.00 1 ($300.00) $0.00 VoIP Service -
Seats
VoIP Extensions Public Works $20.00 $0.00 5 $100.00 $0.00 VoIP Service -
DIDs
VoIP DIDs Public Works $5.00 $0.00 2 $10.00 $0.00
Deluxe Business
Internet
500/500 Water Well Sites $200.00 $0.00 9 $1,800.00 $0.00 Deluxe Business
Internet
500/500 Water Well Sites ($175.00) $0.00 9 ($1,575.00) $0.00 Deluxe Business
Internet
500/500 Senior Center $200.00 $0.00 1 $200.00 $0.00
Deluxe Business
Internet
500/500 Senior Center ($100.00) $0.00 1 ($100.00) $0.00 VoIP Service -
Seats
VoIP Extensions Senior Center $20.00 $0.00 5 $100.00 $0.00 VoIP Service -
DIDs
VoIP DIDs Senior Center $5.00 $0.00 2 $10.00 $0.00
Deluxe Business
Internet
500/500 City Pool $200.00 $0.00 1 $200.00 $0.00
Deluxe Business
Internet
500/500 City Pool ($100.00) $0.00 1 ($100.00) $0.00
VoIP Service -
Seats
VoIP Service City Pool $20.00 $0.00 2 $40.00 $0.00
VoIP Service -
DIDs
VoIP DIDs City Pool $5.00 $0.00 1 $5.00 $0.00
Quote #000151 v1 Page: 6 of 8
1440 California St
STE A
Kingsburg, CA 93631
https://www.kbmf.org
5594199046
Monthly Services
Description Recurring Price Qty Ext. Recurring Ext. Price VoIP Service -
Seats
VoIP Service Building and Planning $25.00 $0.00 5 $125.00 $0.00 VoIP Service -
DIDs
VoIP DIDs Building and Planning $5.00 $0.00 4 $20.00 $0.00 VoIP Service -
Seats
$0.00 $0.00 1 $0.00 $0.00
Monthly Subtotal: $3,165.00
Subtotal: $0.00
Quote #000151 v1 Page: 7 of 8
1440 California St
STE A
Kingsburg, CA 93631
https://www.kbmf.org
5594199046
City of Kingsburg Services Contract
Prepared by: Prepared for: Quote Information:

Kingsburg Media Foundation City of Kingsburg Quote #: 000151 Reggie Gierke
[email protected]
1401 Draper Street
Kingsburg, CA 93631
Alexander Henderson
(559) 897-5821
[email protected]
Version: 1
Delivery Date: 04/23/2024
Expiration Date: 04/30/2024
Quote Summary
Description Amount
Monthly Services $0.00
Total: $0.00
Monthly Recurring Summary
Description Amount
Software $1,358.00
Managed Services $5,400.00
Monthly Services $3,165.00
Monthly Total: $9,923.00
Taxes, shipping, handling and other fees may apply. We reserve the right to cancel orders arising from pricing or other errors.

Kingsburg Media Foundation City of Kingsburg
Signature:

Name: Reggie Gierke
Title:

Date: 04/23/2024
Signature:

Name: Alexander Henderson
Date:

Quote #000151 v1 Page: 8 of 8
Managed IT Service Proposal
Prepared for:

City of Reedley
Paul Melikian
[email protected]
Monthly Subtotal $7,315.00
Unity IT
2565 Alluvial Ave STE 132
Clovis, CA 93611
United States
T: 559-297-1007
Quote # 300530 v2
Date February 10, 2023
Expires March 12, 2023
Contact Kip Haroldsen
Prepared for City of Reedley
Paul Melikian
845 G Street
Reedley, CA 93654
United States
T: 559-637-4200
E: [email protected]
Managed IT Service Proposal
IT Services
Monthly Fees
Category Item Qty Price Total
Services Encompass - Managed Server (City) 11 $0.00 $0.00 †
Services Encompass - Managed Server (PD) 3 $0.00 $0.00
†
Services Encompass - Exchange Server (City) 1 $0.00 $0.00 †
Services Encompass - Managed Network Device (City) 31 $0.00 $0.00 †
Services Encompass - Managed Network Device (PD) 30 $0.00 $0.00 †
Services Encompass - Managed Network Attached Storage (City) 2 $0.00 $0.00 †
Services Encompass - Managed Workstation (City) 91 $55.00 $5,005.00 †
Services Encompass - Managed Workstation (PD) 27 $55.00 $1,485.00 †
Services Encompass - Non Agent Workstation (PD) 15 $55.00 $825.00 †
* Recurring fees billed monthly with 0 upfront payment(s).

Data Protection Subscription
Monthly Fees
Category Item Qty Price Total
Data
Protection
Data Protection - Virtual Server - Unlimited Storage (City) 8 $50.00 $400.00 †
Data
Protection
Data Protection - Virtual Server - Unlimited Storage (PD) 2 $50.00 $100.00 †
* Recurring fees billed monthly with 0 upfront payment(s).

Unity IT - Quote # 300530 v2 2 / 7
Monthly Subtotal $500.00
Monthly Subtotal $380.00
Monthly Subtotal $159.50
† Non-taxable item
Please contact us if you have any questions.

Total Monthly $8,354.50 USD
Email Protection Subscription
Monthly Fees
Category Item Qty Price Total
Email
Protection
Proofpoint - Business 190 $2.00 $380.00
†
* Recurring fees billed monthly with 0 upfront payment(s).

Endpoint Protection Subscription
Monthly Fees
Category Item Qty Price Total
Endpoint
Protection
Sophos Intercept X Advanced for Workstations 2 $7.00 $14.00 †
Endpoint
Protection
Endpoint Security 97 $1.50 $145.50
†
* Recurring fees billed monthly with 0 upfront payment(s).

Summary
Cost Breakdown
Category Monthly Fees
Services $7,315.00
Data Protection $500.00
Email Protection $380.00
Endpoint Protection $159.50
Total $8,354.50 USD
Terms and Conditions
Unity IT - Quote # 300530 v2 3 / 7

MASTER SERVICE AGREEMENT

GENERAL TERMS
This MASTER SERVICE AGREEMENT (the "Agreement") is entered into as of 04/01/2023 (Effective Date) between UNITY IT LLC, a Managed Services Provider (“MSP”) and City of Reedley (“Customer”).

1. SCOPE OF AGREEMENT. This Agreement serves as a master agreement and applies to Customer's and its Affiliates’ purchases from MSP, or any of its Affiliates, of services (“Services”), as well as licenses for software, hardware, support and maintenance services, and/or subscription services (collectively, "Product"). For purposes of this Agreement, "Affiliate" means any entity that, directly or indirectly through one or more intermediaries, controls or is controlled by or under common control with Customer or MSP, as the case may be. No Product or Services will be provided under this Agreement alone, but may require the execution of a written or electronic order form, or other mutually acceptable order documentation (including, without limitation, Statements of Work for Products and Services as further described below) (each, an "Order"), which contains terms relating to this Agreement, each of which must be executed by both parties and, upon such execution, is deemed incorporated in this Agreement for all purposes. The parties hereby further agree that the parties may execute multiple Orders and Statements of Work under this Agreement. In the event of any conflict between the terms of the Statement of Work and those of this Agreement, the terms of the Statement of Work will prevail.

2. Term and Termination. This Agreement will begin on the Effective Date and will continue until 3/31/2028 with an option to extend for an additional 24 months. Annual escalation of 2.5% will begin on 7/1/2024. MSP may: (a) terminate a specific Order if Customer fails to pay any applicable fees due for that Order within 30 days after receipt of written notice from MSP of non-payment; and/or (b) terminate this Agreement or an Order if Customer commits any other material breach of this Agreement and fails to cure such breach within thirty (30) days after receipt of written notice from MSP. Upon any termination of the right to use a Product, Customer will immediately uninstall (if the Product is software) and cease to use the terminated Product and, upon MSP's written request, immediately return such Product to MSP, together with all related documentation, and copies thereof. Upon written request of MSP, Customer will promptly certify in writing to MSP that all copies of the Product have been returned, and that any copies not returned have been destroyed. If an Order for Services is terminated, Customer will promptly pay MSP for Services rendered, and expenses incurred through the termination date. MSP may terminate any license granted for a Deliverable (as defined below) if (i) Customer does not pay MSP for that Deliverable in accordance with this Agreement, or (ii) if Customer materially breaches any part of Section 4 of this Agreement.

3. Payment AND DELIVERY. Customer will pay MSP all fees due upon receipt of an invoice specifying the amounts due (" Fees"). All Fees payable under this Agreement are exclusive of sales, use, VAT, customs duties, excise, and any other applicable transaction taxes, which Customer will pay (excluding taxes based upon the net income of MSP). If payment is not received on or before any invoice due date, interest shall begin to accrue and be payable at the lesser of the maximum rate permitted under applicable law or at the rate of one and one-half percent (1.5%) per month from the date due until paid in full. Customer shall pay all expenses, including actual attorneys’ fees, incurred by MSP or its representatives in enforcing its rights under this Agreement, provided that MSP is successful on the merits. Customer’s obligation to pay undisputed amounts due for Services and MSP’s right to all such amounts are absolute and unconditional. Customer is not entitled to setoff of such amounts. All Product is FOB shipping point. All Fees will be detailed in an Order. Unless otherwise stated in a Statement of Work, Customer agrees to pay or reimburse MSP for all actual, necessary, and reasonable expenses incurred by MSP in performance of such Statement of Work, which are capable of verification by receipt. MSP will submit invoices to Customer for such fees and expenses either upon completion of the Services, or at stated intervals, in accordance with the applicable Statement of Work.

4. Proprietary Rights and Confidentiality.

4.1. Proprietary Rights. MSP, or its Affiliates or licensors, retains all right, title and interest in any and all intellectual property, informational, industrial property and moral rights in the Product, and copies thereof. MSP neither grants nor otherwise transfers any rights of ownership in the Product to Customer. The Product is protected by applicable copyright and trade secrets laws, and other forms of intellectual property, informational and industrial property protection.

4.2. Product. Customer may only use and disclose Product in accordance with the terms of this Agreement and applicable Order. MSP reserves all rights in and to the Product not expressly granted in this Agreement. Customer may not disassemble or reverse engineer any software Product, or decompile or otherwise attempt to derive any software Product's source code from executable code, except to the extent expressly permitted by applicable law despite this limitation, or provide a third party with the results of any functional evaluation, or benchmarking or performance tests on the Products, without MSP’s prior written approval. Except as expressly authorized in this Agreement or an Order, Customer may not (a) distribute the Product to any third party (whether by rental, lease, sublicense or other transfer), or (b) operate the Product in an outsourcing or service provider business to process the data of third parties. Additional usage restrictions may apply to certain third-party files or programs embedded in the Product - applicable installation instructions or release notes will contain the relevant details.

4.3. Services Deliverables licensed under this Agreement. (a) License. Subject to the terms of this Agreement, MSP grants Customer a perpetual, non-exclusive, non-transferable license to use and modify all programming, documentation, reports, and any other deliverables provided as part of the Services (“Deliverables”) solely for its own internal use.

Unity IT - Quote # 300530 v2 4 / 7
(b) Pre-Existing License Agreements. Any software product provided to Customer by MSP as a reseller for a third party, which is licensed to Customer under a separate software license agreement with such third party (such agreement, an “SLA”), will continue to be governed by the SLA. The fulfillment of the Services will not relieve or alter the obligations or responsibilities of either party or of any third party in regards to the software product licensed under the SLA.
(c) Ownership. MSP owns all right, title and interest in the Deliverables, including all intellectual property rights embodied therein. Nothing in this Agreement is intended to or will have the effect of vesting in or transferring to Customer rights in MSP’s or its affiliates’ or its or their suppliers’ software, methods, know-how or other intellectual property, regardless of whether such intellectual property was created, used or first reduced to practice or tangible form in the course of performance of the Services, whether solely by MSP or jointly with Customer.

4.4 Mutual Confidentiality. This Section sets out the terms for identification of information which is considered confidential and proprietary by a party (the “Discloser”), and restrictions against use and disclosure of such Confidential Information after disclosure to the other party (the “Recipient”).
(a) Definition. The term “Confidential Information” means all proprietary or confidential information that is disclosed to the Recipient by the Discloser, and includes, among other things (i) any and all information relating to products or services provided by a Discloser, its customerrelated and financial information, source and executable code, flow charts, drawings, techniques, specifications, development and marketing plans, strategies, forecasts, and sales and marketing materials; (ii) the Product; and (iii) the terms of this Agreement. Confidential Information does not include information that Recipient can show: (A) was rightfully in Recipient’s possession without any obligation of confidentiality before receipt from the Discloser; (B) is or becomes a matter of public knowledge through no fault of Recipient; (C) is rightfully received by Recipient from a third party without violation of a duty of confidentiality; or (D) is or was independently developed by or for Recipient. (b) Disclosure Restrictions. Recipient may not disclose Confidential Information of Discloser to any third party without the prior written consent of Discloser. (c) Proprietary Legends. Recipient may not remove, obscure, or alter any proprietary legend relating to the Discloser’s rights on or from any form of Confidential Information of the Discloser, without the prior written consent of the Discloser, except as expressly authorized in an Order.

5. ALLOCATION OF RISK

5.1. Disclaimer of Damages. EXCEPT FOR VIOLATIONS OF SECTION 4, NEITHER PARTY, NOR ITS AFFILIATES AND LICENSORS, ARE liable to the other party, or its affiliates or licensors, for ANY SPECIAL, indirect, incidental, PUNITIVE or consequential damages ARISING OUT OF OR RELATING TO THIS AGREEMENT OR THE PRODUCT (INCLUDING WITHOUT LIMITATION lost profits, lost computer USAGE, AND damage or loss of USE OF data), EVEN IF THAT PARTY HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES, and irrespective of the negligence of either party or WHETHER SUCH DAMAGES RESULT FROM A CLAIM ARISING UNDER TORT or CONTRACT law.

5.2. Limitation of Liability. EXCEPT FOR violations of SECTION 4, MSP's LIABILITY FOR DIRECT DAMAGES ARISING OUT OF OR RELATING TO THIS AGREEMENT IS LIMITED TO the GREATER OF THE amount PAID OR PAYABLE by Customer for THE APPLICABLE Product.

5.3. Injunctive Relief. Both parties acknowledge that their violation of Section 4 may cause the other party immediate and irreparable harm. In the event of such breach, the breaching party agrees that the other party may seek, in addition to any and all other remedies available at law, an injunction, specific performance or other appropriate relief.

6. SERVICES-SPECIFIC TERMS.

6.1. All Necessary Rights. If, as part of MSP’s performance of Services, MSP is required to use, copy or modify any third party system (hardware, software or other technology) provided or licensed to Customer, then prior to MSP’s performance of such Services, Customer will acquire all rights necessary for MSP to perform such Services.

6.2. Limited Warranty. MSP warrants that the Services performed will be of a quality conforming to generally accepted practices that are standard within the software services industry for a period of ninety (90) days from completion of the Services under the applicable Statement of Work. Customer’s exclusive remedy and MSP’s entire liability under this warranty will be for MSP to re-perform any non-conforming portion of the Services within a reasonable period of time, or if MSP cannot remedy the breach during such time period then refund the portion of the fee attributable to such non-conforming portion of the Services. This warranty will not apply to the extent Customer, its contractors or agents have modified any Deliverable, unless otherwise authorized by MSP in writing. THIS WARRANTY AND CONDITION IS IN LIEU OF ALL OTHER WARRANTIES AND CONDITIONS. THERE ARE NO OTHER EXPRESS OR IMPLIED WARRANTIES OR CONDITIONS, INCLUDING THE IMPLIED WARRANTY OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE.

6.3. Intellectual Property Indemnity
(a) Infringement Claims. If a third party asserts a claim against Customer asserting that the Deliverables and/or MSP’s performance of the Services in accordance with the terms of this Agreement violates a patent, trade secret or copyright (an “Intellectual Property Right”) owned by Unity IT - Quote # 300530 v2 5 / 7
that third party (“Infringement Claim”), then MSP will, at its own expense: (a) defend or settle the Infringement Claim; and (b) indemnify Customer for any damages finally awarded against Customer, but only if Customer promptly notifies MSP of any Infringement Claim, MSP retains sole control of the defense of any Infringement Claim and all negotiations for its settlement or compromise, and Customer provides all reasonable assistance requested by MSP. MSP will not be liable for any expenses or settlements incurred by Customer without MSP's prior written consent. (b) Remedies. If an injunction or order is obtained against MSP performing the Services for Customer and/or Customer using the Deliverables by reason of the allegations of infringement, or if in MSP’s opinion the Services and/or Deliverables may violate a third party's proprietary rights, then MSP will, at its expense: (a) procure for Customer the right to continue to receive the Services and/or use the Deliverables; (b) modify or replace the Services and/or Deliverables with a compatible, functionally equivalent substitute; or (c) if neither (a) nor (b) are commercially practical, terminate this Agreement and release Customer from its obligation to make future payments for the Services and/or Deliverables. Sections 5.1 and 5.2 contain Customer's exclusive remedies and MSP's sole liability for claims of infringement.

6.4. Independent Contractor. Nothing in this Agreement will be construed to make either party an employer, employee, agent or partner of the other, and this Agreement will not be construed to create rights, express or implied, on behalf of or for the use of any party other than MSP and Customer. All of the Services performed by MSP will be performed as an independent contractor. MSP will perform such Services under the general direction of Customer, but MSP will have sole discretion to determine the manner, method and means of performing such Services subject to the provisions of this Agreement and applicable Statement of Work. Neither party will have any authority to make any contract in the name of or otherwise to bind the other party. MSP will be responsible for and will pay all unemployment, social security and other payroll taxes, and all worker's compensation claims, worker's compensation insurance premiums and other insurance premiums, with respect to MSP and MSP's employees.

6.5. Mutual Non-Solicitation. During the term of this Agreement, and for a period of six (6) months thereafter, neither party will solicit for employment any employees of the other party or its affiliates who, within six (6) months prior to such solicitation: (a) directly performed under this Agreement, (b) had substantial contact with the hiring party in relation to this Agreement, or (c) the hiring party became aware of due to, or derived from information learned through the performance of, this Agreement. For this purpose, "solicitation" does not include contact resulting from indirect means such as public advertisement, placement firm searches or similar means not directed specifically at the employee to which the employee responds on his or her own initiative. Notwithstanding the foregoing, either party may at any time, directly or indirectly, solicit and hire any employee of the other party if such employee did not resign but was terminated by the other party. The parties acknowledge and agree that a breach of this “Non-Solicitation” clause will not give rise to a right of termination of this Agreement; the party not in breach will only have the right to seek and recover direct damages from the breaching party.

6.6. Mutual Indemnity. Each party will indemnify, defend and hold harmless the other party from all claims, liabilities or expenses for physical damage to real property or tangible personal property and bodily injury, including death, to the extent caused by the gross negligence or willful misconduct of the indemnifying party’s employees or contractors arising out of this Agreement and while at the Customers premises. The foregoing indemnities are contingent upon the party seeking indemnity giving prompt written notice to the indemnifying party of any claim, demand or action, and cooperating with the indemnifying party in the defense or settlement of any such claim, demand or action.

7. MISCELLANEOUS/OTHER PROVISIONS.

7.1. Severability. Should any provision of this Agreement be invalid, or unenforceable, the remainder of the provisions will remain in effect. In the event of a dispute, the prevailing party in any litigation or arbitration will be entitled to recover its attorneys’ fees and cost incurred from the other party.

7.2. Notices. Unless otherwise provided, notices to either party will be in writing to the address indicated above, or as later amended, and deemed effective when received.

7.3. Verification. Upon MSP’s written request, Customer will provide MSP with a certification signed by an officer of Customer verifying that Product is being used pursuant to the terms of this Agreement, including without limitation the licensed capacity of the Product. MSP may, at its expense, audit Customer's use of Product to confirm Customer’s compliance with this Agreement. Any such audit will be conducted during regular business hours at Customer’s facilities and will not unreasonably interfere with Customer’s business activities. If an audit reveals that Customer has underpaid Fees to MSP, Customer will pay such underpaid Fees. If the underpaid Fees exceed five percent (5%) of the Fees paid, then Customer will also pay MSP’s reasonable costs of conducting the audit.

7.4. Assignment. Customer may not assign this Agreement or any rights granted in this Agreement to any third party, except with the prior written consent of MSP.

7.5. No Waivers. Failure of a party to require performance by the other party under this Agreement will not affect the right of such party to require performance in the future. A waiver by a party of any breach of any term of this Agreement will not be construed as a waiver of any continuing or succeeding breach.

7.6. Force Majeure. Any delay or failure of any party to perform any obligation under this Agreement caused by governmental restrictions, labor disputes, storms or natural disasters, emergency, or other causes beyond the reasonable control of the party, will not be deemed a Unity IT - Quote # 300530 v2 6 / 7

DATE: March 14, 2023

REEDLEY CITY COUNCIL
IZ] Consent
D Regular Item
D Workshop
D ClosedSession
D Public Hearing
D Receive/Review
ITEM NO: ~
TITLE: APPROVE AND AUTHORIZE THE CITY MANAGER TO SIGN A FIVE-YEAR

SUCCESSOR SERVICES AGREEMENT WITH AN OPTIONAL TWO-YEAR
EXTENSION WITH UNITY IT, LLC BEGINNING APRIL 1, 2023 FOR ONGOING

CITYWIDE INFORMATION TECHNOLOGY SERVICES
APPROVED: Nicole R. Zieba, City Manager

RECOMMENDATION
That the City Council approve and authorize the City Manager to execute a five-year Services Agreement with a possible two-year extension with Unity IT, LLC for ongoing citywide information technology services.

EXECUTIVE SUMMARY
The City uses Unity IT, LLC to provide its primary information technology (IT) support services, including, but not limited to, network maintenance and desktop computer support. Staff recommends continuing with Unity IT as they provide quality services at a reasonable price. In addition, the company has built up a tremendous body of specialized knowledge for maintaining critical City IT infrastructure and systems.

BACKGROUND
In March 2018, the City Council authorized the City Manager to sign a services agreement with Unity IT, LLC beginning April 1, 2018 and ending March 31, 2023.

Network Providers opened their doors in 2004 and started working for the Reedley Police Department shortly thereafter. In January 2006 they changed their name from Network Providers to Fresno Networks, LLC. The first invoice to the City under Fresno Networks is dated January 2006. In January 2016, Fresno Networks changed their company name to Unity IT. The original agreement with the City was approved in November 2008, after an RFP was completed.

FISCAL IMPACT
The current support rates for Reedley have been in place since 2013; in other words, rates have not increased in approximately 10 years. The proposed rates reflect a one-time cost increase of 10% ($725 per month) beginning July 1, 2023. If approved, the monthly cost will be $8,354.50, or $100,254 annually.

The successor services agreement also includes a 2.5% annual increase in the agreement for subsequent years.

ATTACHMENTS
Master Service Agreement with Unity IT, LLC

CITY COUNCIL MEETING STAFF REPORT
REPORT TO: Mayor Pursell Jr. & City Council
REPORT FROM: Alexander J. Henderson, City Manager; ICMA-CM REVIEWED BY: AP AGENDA ITEM: 1% Public Safety Sales Tax - Measure E Overview ACTION REQUESTED: ___Ordinance ___Resolution ___Motion _____Receive/File

EXECUTIVE SUMMARY
As we continue our development of the annual budget, staff will be providing an overview of activity related to the voter-approved 1% public safety sales tax (Measure E). Measure E was approved by 72% of voters during the June 5, 2018, election. As such, the City receives monthly installments from the California Department of Tax and Fee Administration (CDTFA).
"Local Tax" is the general term for sales and use taxes imposed under the Bradley-Burns Uniform Sales and Use Tax Law. The basic statewide sales and use tax rate is 7.25% and is divided as follows:
• 6.00% State
• 1.00% Local Jurisdiction (City or county of place of sale or use) • 0.25% Local Transportation Fund (County of place of sale or use) "District Taxes" are imposed locally under the Transactions and Use Tax Law. The total tax rate in Kingsburg is

8.975%, which includes the statewide 7.25% plus the following:
• 1.00% Public Safety District Tax (Measure E)
• 0.725% Fresno County
Measure E is considered a transaction and use tax, which are allocated to the jurisdiction where the taxed product is received or registered (as in the case of a motor vehicle purchase). Because of this, Measure E 1% revenue collections are higher than the 1% local jurisdiction place of sale or use. For example, if a consumer purchases a new motor vehicle and registers it in Kingsburg (place of residence), the city receives the 1% sales tax for that vehicle for the purposes of Measure E. The same theory applies with destination-based purchases, which is especially relevant for online activity, which saw a sharp increase during the pandemic.

Some important factors have shaped revenues and expenditures during the first few years of Measure E. Examples include:
• After adoption in June 2018, the measure officially took effect in October 2018. The first fiscal “year” consisted of 9 months (Oct. 1, 2018 – June 30, 2019). Initial expenditures included mostly new equipment with limited employee hiring until staff could gauge revenue receipts. • The first full fiscal year was July 1, 2019 – June 30, 2020. Revenues outpaced initial budget projections by ~30%. Because of the additional revenues, fund balance also increased. • For FY21, the city conservatively adopted a budget based upon unknowns given the early months of the pandemic and the potential for long-term revenue shortages. Consumers moved heavily to online Meeting Date: 05/15/2024
Agenda Item: 6.1

purchases in the earlier months, buoying Measure E receipts. Federal and State stimulus legislation may have also contributed to additional spending.
• For FY22, collections continued to outpace original budget projections. Actual revenues collected inf FY22 were 19% higher than FY21.
• For FY23, we are projecting revenues to decline slightly (-0.2%) based upon figures provided by Avenu Insights, our sales tax consultant.
• For FY24, returns are trending lower than anticipated at the same time last year.

Both Police and Fire Dept. summary presentations are included in this packet. Police Chief Dadian and Interim Fire Chief Binaski will give overviews and be available for questions.

RECOMMENDED ACTION BY CITY COUNCIL

1. Informational only. No action required.

POLICY ALTERNATIVE(S)

1. NA

STRATEGIC INITIATIVE

1. Financial Stability

2. Community Safety

FINANCIAL INFORMATION

PRIOR ACTION/REVIEW
Measure E was approved by 72% of voters during the June 5, 2018, election.

BACKGROUND INFORMATION
See Executive Summary.

ATTACHED INFORMATION

1. Measure E Fund Balance & Budget Worksheets

2. Measure E Revenue Forecast

3. KPD Measure E Overview

4. KFD Measure E Overview
FISCAL IMPACT:

1. Is There A Fiscal Impact? Yes

2. Is it Currently Budgeted? Yes

3. If Budgeted, Which Line? 106 – Measure E Fund
Measure E Measure E
Police Fire Total
Actual Fund Balance, June 30, 2023 1,088,856
Estimated Fund Balance, June 30, 2024 309,961
Revenues:

Measure E (1% Voter Approved Tax) 2,727,000
Transfers from Other Funds 168,754
Fire Marshal Services -
Total Revenue 2,895,754
Expenses:

Wages & Benefits 1,489,301 876,976 2,366,277
Departmanent Tools & Supplies 31,400 45,000 76,400
Communications 9,000 - 9,000
Vehicle Maintenance 11,000 - 11,000
Fuels 35,000 24,000 59,000
Repairs & Maintenance 2,000 - 2,000
Insurance 72,050 37,472 109,522
Professional Services 9,000 64,000 73,000
Training & Education 50,000 12,000 62,000
Total Maintenance & Operations 1,708,751 1,059,448 2,768,199 Capital Outlay Projects:

Capital Outlay-Engine - 100,000 100,000
Police Patrol Cars 48,000 - 48,000
Police Department Remodel - - -
Emergency Operations Plan - 20,000 20,000
Body Worn Camaras 80,000 80,000
Radios/Communications - - -
SCBA Refilling Station - - -
Protective Clothing - 15,000 15,000
Facility-Overhead Doors/HVAC - - -
Admin Vehicle - - -
Fire Hose - 5,000 5,000
Roof/Floor Improvement - - -
Hiring Software - - -
Total Capital Oulay 128,000 140,000 268,000
Transfers to Other Funds 51,000 - 51,000
Total Expenses 1,887,751 1,199,448 3,087,199
Net Result (191,445)
Projected Fund Balance, June 30, 2025 $118,515 118,515
Measure E Fund
City of Kingsburg
Summary of Special Revenue-Public Safety Funds
2024-25 Fiscal Year Budget
$1,088,856
$309,961
$2,727,000
$168,754
$2,895,754
($191,445)
$0
FY 20/21 FY 21/22 FY 22/23 FY 23/24 As of FY 23/24 FY 24/25 % ACCOUNT NUMBER ACCOUNT DESCRIPTION ACTUAL ACTUAL ACTUA ADOPTED 4/2/2024 PROJECTED PROPOSED Change

MEASURE E - REVENUES
106-0000-404-0400 MEASURE E TAX $ 2,313,063 $ 2,755,717 $ 2,676,961 $ 2,796,000 $ 1,541,535 $ 2,668,000 $ 2,697,000 -3.54% 106-0000-451-0101 INTEREST $ 3,334 $ 5,851 $ 34,228 $ 12,000 $ 38,321 $ 45,000 $ 30,000 150.00% 106-0000-462-0100 MISCELLANEOUS $ - $ 5,366 $ - $ - $ 14,020 $ 14,020 $ - 106-0000-404-0401 TRANSFER TO MEASURE E $ - $ - $ - $ 60,000 $ - $ 37,555 $ 168,754 106-0000-404-0402 FIRE MARSHAL SERVICES $ - $ - $ - $ - $ - $ - $ - TOTAL MEASURE E REVENUE 2,316,396.96 $ 2,766,934 $ 2,711,189 $ 2,868,000 $ 1,593,876 $ 2,764,575 $ 2,895,754 0.97% Revenues $ 2,316,397 $ 2,766,934 $ 2,711,189 $ 2,868,000 $ 1,593,876 $ 2,764,575 $ 2,895,754 0.97% Expenses $ 1,557,387 $ 2,274,701 $ 3,479,507 $ 3,537,938 $ 2,344,310 $ 3,519,450 $ 3,087,199 -12.74% $ 759,010 $ 492,233 $ (768,318) $ (669,938) $ (750,435) $ (754,875) $ (191,445) -71.42%

CITY OF KINGSBURG

SPECIAL REVENUE-PUBLIC SAFETY FUND

BUDGET PREPARATION WORKSHEET - REVENUES
FOR FISCAL YEAR 2024-25
FY 20/21 FY 21/22 FY 22/23 FY 23/24 As of FY 23/24 FY 24/25 Percent ACCOUNT NUMBER ACCOUNT DESCRIPTION ACTUAL ACTUAL ACTUAL ADOPTED 4/2/2024 PROJECTED PROPOSED Change

MEASURE E POLICE
106-3400-549-5101 SALARIES $ 182,935 $ 489,643 $ 845,688 $ 950,286 $ 774,838 $ 1,033,118 $ 900,926 -5.19% 106-3400-549-5102 OVERTIME $ 25,192 $ 46,383 $ 58,592 $ 80,000 $ 49,739 $ 70,000 $ 60,000 -25.00% 106-3400-549-5106 SPECIAL PROJECT OT $ 2,324 $ 52,587 $ 42,554 $ 50,000 $ 11,155 $ 40,000 $ 50,000 0.00% 106-3400-549-5121 FICA $ 16,073 $ 40,145 $ 71,705 $ 82,642 $ 63,061 $ 87,449 $ 77,336 -6.42% 106-3400-549-5122 PERS-UAL $ 1,946 $ 89,074 $ 115,312 $ 90,321 $ 67,741 $ 90,321 $ 98,819 9.41% 106-3400-549-5123 PERS-PAYROLL $ 21,914 $ 58,956 $ 121,593 $ 125,992 $ 110,828 $ 125,992 $ 148,042 17.50% 106-3400-549-5125 MEDICAL $ 7,038 $ 39,461 $ 77,166 $ 80,353 $ 61,096 $ 80,353 $ 73,491 -8.54% 106-3400-549-5127 WORKERS COMP $ 18,573 $ 21,625 $ 24,217 $ 72,806 $ 52,745 $ 72,806 $ 71,942 -1.19% 106-3400-549-5129 UNIFORM ALLOWANCE $ 3,614 $ 2,933 $ 5,595 $ 10,200 $ 7,057 $ 10,200 $ 8,200 -19.61% 106-3400-549-5131 EAP $ 25 $ 52 $ 121 $ 161 $ 117 $ 161 $ 140 -13.04% 106-3400-549-5133 LIFE INSURANCE $ 99 $ 261 $ 381 $ 429 $ 307 $ 429 $ 405 -5.59% TOTAL WAGES & BENEFITS $ 279,733 $ 841,120 $ 1,362,925 $ 1,543,190 $1,198,683 $ 1,610,828 $ 1,489,301 -3.49% 106-3400-549-5201 OFFICE SUPPLIES $ - $ 3,134 $ 4,690 $ 6,600 $ 4,145 $ 6,600 $ 5,400 -18.18% 106-3400-549-5208 SAFETY EQUIPMENT $ 12,303 $ 5,914 $ 9,770 $ 12,000 $ 10,691 $ 12,000 $ 20,600 71.67% 106-3400-549-5209 SCREENING PERSONNEL $ 6,317 $ 10,301 $ 19,992 $ 6,000 $ 1,268 $ 6,000 $ 9,000 50.00% 106-3400-549-5210 DEPT TOOLS $ 1,290 $ 3,687 $ 7,213 $ 6,600 $ 6,522 $ 6,600 $ 5,400 -18.18% 106-3400-549-5216 COMMUNICATIONS $ 492 $ 3,867 $ 16,047 $ 11,000 $ 6,483 $ 11,000 $ 9,000 -18.18% 106-3400-549-5222 VEHICLE MAINTENANCE $ 1,880 $ 7,187 $ 3,955 $ 10,000 $ 695 $ 10,000 $ 11,000 10.00% 106-3400-549-5224 FUELS $ 7,090 $ 22,323 $ 30,973 $ 34,000 $ 23,179 $ 34,000 $ 35,000 2.94% 106-3400-549-5226 EQUIPMENT MAINTENANCE $ - $ 212 $ 275 $ 2,000 $ - $ 2,000 $ 2,000 0.00% 106-3400-549-5261 LIABILITY INSURANCE $ 2,668 $ 6,926 $ 19,076 $ 25,528 $ 18,576 $ 25,528 $ 36,407 42.62% 106-3400-549-5262 PROPERTY INSURANCE $ 593 $ 2,166 $ 6,668 $ 9,093 $ 6,617 $ 9,093 $ 16,211 78.28% 106-3400-549-5263 VEHICLE INSURANCE $ 2,297 $ 3,182 $ 3,066 $ 14,076 $ 2,923 $ 14,076 $ 14,834 5.39% 106-3400-549-5264 ERMA $ 744 $ 2,101 $ 4,699 $ 4,018 $ 10,166 $ 4,018 $ 4,013 -0.12% 106-3400-549-5265 RISK MGT/RMA ADMIN FEES $ 175 $ 102 $ 31 $ 380 $ 277 $ 380 $ 585 53.95% 106-3400-549-5296 TRAINING & EDUCATION $ 7,365 $ 15,572 $ 21,685 $ 50,000 $ 27,864 $ 50,000 $ 50,000 0.00% TOTAL MAINT. & OPERATIONS $ 43,214 $ 86,674 $ 148,139 $ 191,295 $ 119,407 $ 184,695 $ 219,450 14.72% 106-3400-549-5701 CAPITAL OUTLAY $ 76,318 $ 202,879 $ - $ - $ - $ - $ - 106-3400-549-5713 PD REMODEL $ - $ - $ 301,343 $ 145,000 $ 152,281 $ - $ - 106-3400-549-5714 EMERGENCY OPERATIONS PLAN $ - $ 1,232 $ 27,952 $ - $ - $ - $ - 106-3400-549-5715 POLICE PATROL CARS $ 240,719 $ 5,748 $ 253,915 $ 270,000 $ - $ 288,000 $ 48,000 -82.22% 106-3400-549-5716 DUAL BAND RADIO UPGRADES $ - $ - $ 104,088 $ 9,000 $ 3,954 $ - $ - -100.00% 106-3400-549-5717 BODY WORN CAMERAS $ - $ - $ - $ 80,000 $ 80,000 $ 80,000 $ 80,000 0.00% 106-3400-549-5753 COMPUTERS-MONITORS/TABLETS $ - $ 15,000 $ - $ - $ - $ - $ - TOTAL CAPITAL OUTLAY $ 317,037 $ 224,859 $ 687,297 $ 504,000 $ 236,235 $ 368,000 $ 128,000 -74.60% 106-3400-549-5505 DEBT SERVICE TO GF $ - $ - $ - $ - $ - $ 51,000 $ 51,000 TOTAL, POLICE EXP $ 639,983 $ 1,152,653 $ 2,198,362 $ 2,238,485 $1,554,325 $ 2,214,523 $ 1,887,751 -15.67%

MEASURE E FIRE
106-6200-549-5101 SALARIES $ 249,557 $ 291,554 $ 404,917 $ 412,738 $ 325,111 $ 423,057 $ 452,343 9.60% 106-6200-549-5102 OVERTIME $ 90,284 $ 56,126 $ 107,694 $ 90,000 $ 80,292 $ 92,000 $ 90,000 0.00% 106-6200-549-5106 PARTTIME RESERVES $ 99,920 $ 56,955 $ 32,728 $ 50,000 $ 25,257 $ 50,000 $ 28,000 -44.00%

CITY OF KINGSBURG

SPECIAL REVENUE-PUBLIC SAFETY FUNDS

BUDGET PREPARATION WORKSHEET - EXPENSES
FOR FISCAL YEAR 2024-25
FY 20/21 FY 21/22 FY 22/23 FY 23/24 As of FY 23/24 FY 24/25 Percent ACCOUNT NUMBER ACCOUNT DESCRIPTION ACTUAL ACTUAL ACTUAL ADOPTED 4/2/2024 PROJECTED PROPOSED Change

CITY OF KINGSBURG

SPECIAL REVENUE-PUBLIC SAFETY FUNDS

BUDGET PREPARATION WORKSHEET - EXPENSES
FOR FISCAL YEAR 2024-25
106-6200-549-5121 FICA $ 29,335 $ 27,277 $ 40,567 $ 42,284 $ 32,495 $ 43,227 $ 43,631 3.19% 106-6200-549-5122 PERS-UAL $ 38,039 $ 44,769 $ 49,154 $ 39,199 $ 26,133 $ 39,199 $ 39,614 1.06% 106-6200-549-5123 PERS-PAYROLL $ 37,153 $ 36,019 $ 58,999 $ 79,657 $ 53,258 $ 79,657 $ 87,981 10.45% 106-6200-549-5125 MEDICAL $ 53,350 $ 71,451 $ 52,660 $ 52,732 $ 54,708 $ 72,944 $ 69,631 32.05% 106-6200-549-5127 WORKERS COMP $ 29,119 $ 33,904 $ 37,968 $ 35,589 $ 22,919 $ 35,589 $ 61,557 72.97% 106-6200-549-5129 UNIFORM ALLOWANCE $ 13,124 $ 4,391 $ 8,657 $ 3,000 $ 3,500 $ 3,500 $ 4,000 33.33% 106-6200-549-5131 EAP $ 44 $ 62 $ 70 $ 85 $ 64 $ 85 $ 87 2.35% 106-6200-549-5133 LIFE INSURANCE $ 132 $ 130 $ 155 $ 168 $ 134 $ 168 $ 132 -21.36% TOTAL WAGES & BENEFITS $ 640,057 $ 622,637 $ 793,569 $ 805,452 $ 623,870 $ 839,425 $ 876,976 8.88% 106-6200-549-5210 DEPT TOOLS & SUPPLIES $ 29,042 $ 37,147 $ 34,656 $ 40,000 $ 24,876 $ 40,000 $ 45,000 12.50% 106-6200-549-5224 FUELS $ 20,575 $ 16,065 $ 12,717 $ 25,000 $ 18,031 $ 23,000 $ 24,000 -4.00% 106-6200-549-5261 LIABILITY INSURANCE $ 4,693 $ 8,188 $ 11,038 $ 13,656 $ 10,242 $ 13,656 $ 22,822 67.12% 106-6200-549-5262 PROPERTY INSURANCE $ 1,044 $ 2,561 $ 3,858 $ 4,864 $ 3,648 $ 4,864 $ 10,163 108.94% 106-6200-549-5263 VEHICLE INSURANCE $ 2,297 $ 3,182 $ 3,066 $ 3,128 $ 1,612 $ 3,128 $ 1,604 -48.72% 106-6200-549-5264 ERMA $ 1,308 $ 2,484 $ 2,719 $ 2,149 $ 2,346 $ 2,149 $ 2,516 17.08% 106-6200-549-5265 RISK MGT/RMA ADMIN FEES $ 308 $ 120 $ 18 $ 204 $ 153 $ 204 $ 367 79.90% 106-6200-549-5270 PROFESSIONAL SERVICES $ 36,858 $ 42,439 $ 62,661 $ 60,000 $ 55,166 $ 60,000 $ 64,000 6.67% 106-6200-549-5296 TRAINING & EDUCATION $ 10,408 $ 10,039 $ 11,964 $ 13,500 $ 6,653 $ 12,500 $ 12,000 -11.11% TOTAL MAINT. & OPERATIONS $ 106,532 $ 122,226 $ 142,697 $ 162,501 $ 122,727 $ 159,501 $ 182,472 12.29% 106-6200-549-5701 CAPITAL OUTLAY $ 117,547 $ 283,126 $ - $ - $ - $ - $ 100,000 0.00% 106-6200-549-5710 RADIOS/COMMUNICATIONS $ 17,179 $ 44,773 $ 43,368 $ 30,000 $ 21,445 $ 30,000 $ - -100.00% 106-6200-549-5711 SCBA REFILLING STATION $ 20,395 $ - $ - $ 75,000 $ - $ 70,000 $ - 106-6200-549-5712 PROTECTIVE CLOTHING $ 15,694 $ 48,055 $ 43,839 $ 20,000 $ - $ 20,000 $ 15,000 -25.00% 106-6200-549-5713 ICE MACHINE $ - $ - $ 9,595 $ - $ - $ - 0.00% 106-6200-549-5714 EMERGENCY OPERATIONS PLAN $ - $ 1,232 $ 27,952 $ 30,000 $ - $ 10,000 $ 20,000 -33.33% 106-6200-549-5715 ADMIN VEHICLE $ - $ - $ 76,208 $ - $ - $ - 0.00% 106-6200-549-5716 FIRE HOSE $ - $ - $ 44,192 $ - $ - $ - $ 5,000 0.00% 106-6200-549-5717 ROOF & FLOOR IMPROVEMENT $ - $ - $ 65,975 $ - $ - $ - $ - 0.00% 106-6200-549-5718 HIRING SOFTWARE $ - $ - $ 5,353 $ - $ - $ - $ - 0.00% 106-6200-549-5719 FACILITIES MAINTENANCE $ - $ - $ 28,398 $ 76,500 $ 21,944 $ 76,000 $ - -100.00% TOTAL CAPITAL OUTLAY $ 170,815 $ 377,185 $ 344,880 $ 231,500 $ 43,389 $ 206,000 $ 140,000 -39.52% 106-6200-549-5505 TRANSFER TO FIRE ENTERPRISE FUND $ - $ - $ - $ - $ - $ - $ - 0.00% 106-6200-549-5506 TRANSFER TO ENGINE DEPOSIT FUND $ - $ - $ - $ 100,000 $ - $ 100,000 $ - 0.00% TOTAL, FIRE/EMS EXP $ 917,404 $ 1,122,048 $ 1,281,145 $ 1,299,453 $ 789,986 $ 1,304,926 $ 1,199,448 -7.70% TOTAL, MEASURE E EXPENSES $ 1,557,387 $ 2,274,701 $ 3,479,507 $ 3,537,938 $2,344,310 $ 3,519,450 $ 3,087,199 -12.74% Revenues $ 2,316,397 $ 2,766,934 $ 2,711,189 $ 2,868,000 $1,593,876 $ 2,764,575 $ 2,895,754 0.97% Expenses $ 1,557,387 $ 2,274,701 $ 3,479,507 $ 3,537,938 $2,344,310 $ 3,519,450 $ 3,087,199 -12.74% $ 759,010 $ 492,233 $ (768,318) $ (669,938) $ (750,435) $ (754,875) $ (191,445) -71.42%

MEASURE E PUBLIC SAFETY TAX
Measure E 2020-21 2021-22 2022-23 2023-24 2023-24 2024-25 % ACTUAL ACTUAL ACTUAL ADOPTED PROJECTED PROPOSED Change

REVENUE
1% Voter Approved Tax $ 2,313,063 $ 2,755,717 $ 2,676,961 $ 2,796,000 $ 2,668,000 $ 2,697,000 -3.54% Interest $ 3,334 $ 5,851 $ 34,228 $ 12,000 $ 35,000 $ 30,000 150.00% From Other Funds $ - $ 5,760 $ - $ 60,000 $ 37,555 $ 168,754 From Fire Marshal Services $ - $ - $ - $ - $ - $ -
TOTAL REVENUES $ 2,316,397 $ 2,767,328 $ 2,711,189 $ 2,868,000 $ 2,740,555 $ 2,895,754 0.97%

POLICE EXPENDITURES
Wages and Benefits $ 279,733 $ 841,120 $ 1,362,925 $ 1,543,190 $ 1,610,828 $ 1,489,301 -3.49% Maintenance and Operation $ 35,849 $ 71,102 $ 126,454 $ 141,295 $ 134,695 $ 169,450 19.93% Debt Service $ - $ - $ - $ - $ 51,000 $ 51,000
Capital Outlay $ 317,037 $ 224,859 $ 687,297 $ 504,000 $ 368,000 $ 128,000 -74.60% Training $ 7,365 $ 15,572 $ 21,685 $ 50,000 $ 50,000 $ 50,000 0.00% Total Police $ 639,983 $ 1,152,653 $ 2,198,362 $ 2,238,485 $ 2,214,523 $ 1,887,751 -15.67%

FIRE/EMS EXPENDITURES
Wages and Benefits $ 640,057 $ 622,637 $ 793,569 $ 805,452 $ 839,425 $ 876,976 8.88% Maintenance and Operation $ 96,124 $ 112,186 $ 130,733 $ 149,001 $ 147,001 $ 170,472 14.41% Debt Service $ - $ - $ - $ - $ - $ -
Capital Outlay $ 170,815 $ 377,185 $ 344,880 $ 231,500 $ 206,000 $ 140,000 -39.52% Training $ 10,408 $ 10,039 $ 11,964 $ 13,500 $ 12,500 $ 12,000 -11.11% Transfer to Engine Deposit Fund $ - $ - $ - $ 100,000 $ 100,000 $ - Total Fire/EMS $ 917,404 $ 1,122,048 $ 1,281,145 $ 1,299,453 $ 1,304,926 $ 1,199,448 -7.70% TOTAL EXPENDITURES $ 1,557,387 $ 2,274,701 $ 3,479,507 $ 3,537,938 $ 3,519,450 $ 3,087,199 -12.74% Net Revenue/(Expenditures) $ 759,010 $ 492,627 $ (768,318) $ (669,938) $ (778,895) $ (191,445) -71.42% Changes in Fund Balance $ 395 $ (397) $ -
Net Increase/(Decrease) in Fund Balance $ 759,405 $ 492,230 $ (768,318) $ (669,938) $ (778,895) $ (191,445) -71.42% Beginning Fund Balance July 1 $ 605,539 $ 1,364,944 $ 1,857,174 $ 1,088,856 $ 1,088,856 $ 309,961 -71.53% Ending Fund Balance June 30 $ 1,364,944 $ 1,857,174 $ 1,088,856 $ 418,918 $ 309,961 $ 118,515 -71.71% $-
$500,000
$1,000,000
$1,500,000
$2,000,000
$2,500,000
$3,000,000
$3,500,000
$4,000,000
2021-22 2022-23 2023-24 2024-25

REVENUE & EXPENSE TREND

TOTAL REVENUES TOTAL EXPENDITURES
Description: Kingsburg voters approved a 1% sales and use tax on June 5, 2018. Revenues can only be used for the purpose of public safety related activities (police, fire/EMS & related admin).

Budget Highlights: Revenues are based upon forecasts provided by the City's third party sales tax consultant.

NOTE: The charts below reflect 2024-2025 proposals.
78%
13%
9% EXPENSES
Wages and Benefits
Maintenance and Operation
Capital Outlay 93.91%

5.88% 0.21% REVENUES
1% Voter Approved
Tax
Other
Interest
Voter Approved FY 22 - 23 FY 23 - 24 FY 24 - 25 FY 25 - 26 FY 26 - 27 FY 27 - 28 FY 28 - 29 FY 29 - 30 Cash Projection 2,677,000 2,668,000 2,697,000 2,773,000 2,850,000 2,924,000 2,995,000 3,062,000 Percent Change -2.9% -0.3% 1.1% 2.8% 2.8% 2.6% 2.4% 2.2% Kingsburg T&UT 1% Sales & Use Tax Forecast Summary
Accrual through August Clean-up 1,144,000 1,900,0002,313,000 2,756,000
2,677,000
2,668,000
2,697,000
2,773,000
2,850,000
2,924,000
2,995,000
3,062,000
FY 18 - 19 FY 19 - 20 FY 20 - 21 FY 21 - 22 FY 22 - 23 FY 23 - 24 FY 24 - 25 FY 25 - 26 FY 26 - 27 FY 27 - 28 FY 28 - 29 FY 29 - 30 Non-Confidential Avenu Insights & Analytics

KINGSBURG POLICE DEPARTMENT
Kingsburg Police
Measure E Oversight Committee 2024
Measure E Recap FY 23/24
Measure E Spending Plan FY 24/25
Presented by
Neil G. Dadian
Chief of Police

KINGSBURG POLICE DEPARTMENT
Spending Plan FY 23/24
Capital Outlay
Remodel Police Station Work completed
• $350,000
Emergency Operations Plan Work completed
• $30,000 (PD Share)
Body Worn Cameras/Dash Mounted Cameras (BWC/DMC) Completed • $80,000 (Approximate $400,000 subscription over 5 years) Vehicles On order
• 3 vehicles – $180,000 (carryover from 22/23, 23/24)
Safety Equipment/Tools/Software
• $125,000
• Motorola APX 8000 Duel Band Radios w/Mics Purchased
complete
• Personnel Management Software Purchased

KINGSBURG POLICE DEPARTMENT
Spending Plan FY 23/24
Training Plan
Peace Officer Skills & Specialty Training On-going
Individual Assignment and Investigative Training On-going Technical/Investigative Conferences Complete
Supervisory and Leadership Conferences Complete
Women’s Leadership and Development Complete
New Laws/Regulation Training Complete

KINGSBURG POLICE DEPARTMENT
Spending Plan FY 23/24
Training (Partial list)
Peace Officer Specialty Training
• Tactical Breacher
• Tactical Building Searches
• Arrest and Control Instructor Update
• Gracie Ju Jitsu Instructor
• Digital Evidence Recovery
• Pistol Optics Instructor
• Sig Sauer Armorer
• Surveillance Fundamentals
• Interviewing School Age Children
• Homeless Liaison Officer
• National Association of School Resource Officers (NASRO)

KINGSBURG POLICE DEPARTMENT
Spending Plan FY 23/24
Training (Partial list)
Peace Officer Specialty Training (Continued)
• Leadership Training (Several different courses/trainings) • Supervisory Leadership Training
• Central California’s Women’s Conference
• Women Leaders in Law Enforcement (WLLE)
All training includes sworn and professional staff

KINGSBURG POLICE DEPARTMENT
Summary FY 23/24
Personnel
During FY 23/24, Measure E provided:
1 Police Services Technician

9.25 Sworn
.25 Police Chief
2 Police Lieutenant
1 Police Sergeant
6 Police Officer
10 Fulltime Measure E funded positions
.25 Partial Measure E funded positions
With General and other Third-Party Funds, KPD staffing is be:
4 Professional Staff
27 Sworn
31 Fulltime Employees

KINGSBURG POLICE DEPARTMENT
Spending Plan FY 24/25

KINGSBURG POLICE DEPARTMENT
Spending Plan FY 24/25
Personnel
Measure E Continued Funding
Professional staff
1 Police Services Technician
Sworn staff
.25 Police Chief
2 Police Lieutenant
1 Police Sergeant
5 Police Officer

9.25 Measure E funded positions
1 Police Officer position deleted from the Measure E budget from FY 23/24.

KINGSBURG POLICE DEPARTMENT
Spending Plan FY 24/25
Personnel
Measure E Funded

9.25 Positions
1 Police Services Technician
.25 Police Chief
2 Police Lieutenant
1 Police Sergeant
6 Police Officer
With General and other Third-Party Funds, KPD staffing will be:
4 Professional Staff
26 Sworn
30 Fulltime Employees

KINGSBURG POLICE DEPARTMENT
Spending Plan FY 24/25
Capital Outlay
Body Worn Cameras/Dash Mounted Cameras (BWC/DMC)
• $80,000 (also seeking grant funding) 2of 5 year
subscription
Vehicles
• 3 vehicles – $288k (carryover from past FY and possibly into next FY)
Safety Equipment
• $20,600
• Equipment Replacement
• Ballistic vests, ammunition, helmets, restraints, PPE, firearms, etc.
• Taser Subscription

KINGSBURG POLICE DEPARTMENT
Spending Plan FY 24/25
Training Plan
$50,000
• Peace Officer Specialty Training
• Individual Assignment and Investigative Training
• Technical/Investigative Conferences
• Supervisory and Leadership Conferences
• Women’s Leadership and Development
• Women's Leadership in Law Enforcement (WLLE)
• 6 scheduled to attend
• New Laws/Regulation Training
• Liebert Cassidy Whitmore (LCW)
• Central San Joaquin Valley Risk Management Association (CSJVRMA)

KINGSBURG POLICE DEPARTMENT
Spending Plan FY 24/25
Measure E Funded Positions
Materials & Services Budgeted $76,800
• Office Supplies
• Screening Personnel
• Department Tools
• Communications
• Vehicle Maintenance
• Fuels
• Equipment Maintenance

KINGSBURG POLICE DEPARTMENT
Spending Plan FY 24/25
Contract Police Officer
High School District School Resource Officer
Materials & Services Budgeted $10,400
• Safety Equipment
• Department Tools
• Communications
• Vehicle Maintenance
• Fuels
• Training & Education

KINGSBURG POLICE DEPARTMENT
Spending Plan FY 24/25
Contract Police Officer
Elementary School District School Resource Officer
Materials & Services Budgeted $10,400
• Safety Equipment
• Department Tools
• Communications
• Vehicle Maintenance
• Fuels
• Training & Education

KINGSBURG POLICE DEPARTMENT
Summary
2024 Measure E Oversight Committee
Thank you for your time and attention, and
for your civic participation on the
Measure E Oversight Committee
Neil G. Dadian
Chief of Police
Kingsburg Fire Department
Measure E
May 14, 2024
Presented by: John Binaski, Fire Chief
Measure E - FY 23/24 Expenditures
 Fire Personnel
◦ 3 – Fire Captains
◦ 1 – Full-Time Administrative Assistant
◦ 1 – Part-Time Administrative Assistant
 City Finance Personnel
◦ 50% of 1 – Account Clerk (split with
KPD)
◦ 17% of Account Clerk (split between
KFD, KPD and PW)
Measure E - FY 23/24 Expenditures
 $13,500 for Fire Department Training
◦ Apparatus Engineer, Company Officer, Fire
Prevention and Rescue courses.
 $30,000 for upcoming strategic plan and
department master plan
 $75,000 – Station 1 repairs of overhead door
openers and A/C replacements
Measure E - FY 23/24 Expenditures
 $30,000 – for radio
communication upgrades.

This was the last year of
the radio upgrade,.
 $20,000 – for protective
clothing (PPE) and the
new requirements for
testing.
 $70,000 – for SCBA
Rapid Intervention Packs,
flow testing machine and
new cylinders.

Measure E Proposed FY 24/25
Expenditures
 Fire Personnel *
◦ 3 – Fire Captains
◦ 1 – Fire Apparatus Engineer
◦ 1 – Part-Time Administrative Assistant
 City Finance Personnel
◦ 50% of 1 – Account Clerk (split with KPD)
◦ 17% of Account Clerk (split between KFD,
KPD and PW)
*This change in personnel is to better reflect actual
fire protection costs and improvements.

Measure E Proposed FY 24/25
Expenditures
 Recurring $100,000 for new fire
engine. (20-year life span)
 $15,000 – PPE testing as
required by OSHA
 Recurring $28,500 for command
vehicle replacement. (10-year
life span)
 $5,000 – Hose replacement after
testing and end of life.

CITY COUNCIL MEETING STAFF REPORT
REPORT TO: Mayor Pursell Jr. & City Council
REPORT FROM: Alexander J. Henderson, City Manager; ICMA-CM REVIEWED BY: AP AGENDA ITEM: 2024/2025 DRAFT Capital Improvement Plan
ACTION REQUESTED: ___Ordinance ___Resolution ___Motion _____Receive/File

EXECUTIVE SUMMARY
Included with this report is a DRAFT capital improvement project plan for FY2024. The projects have been selected based upon priority as outlined by respective Department Heads. Also included with this report is a summary of the selection process for identifying projects for the coming year.

For FY2025, staff has identified 40 projects, totaling ~$5.6M from various funding sources. For comparison purposes, in FY24, a total of 51 projects totaling ~$6.6M were approved. It should be noted that some of the projects are carryovers from the previous year.

Staff is bringing this item for discussion and input. Please note, it is very likely this list will be modified as we continue to work through internal budget meetings. We are presenting this DRAFT information to consider public and Council input as we continue to finalize budget figures. The final CIP will be considered as part of the budget adoption by Council in June.

As part of the CIP discussion, we will also be reviewing the proposed street improvement plan for the upcoming year. The City maintains a Pavement Management System (PMS) which identifies the condition of City streets and provides as a guide for annual maintenance activities. Utilizing the PMS, staff has identified several streets for inclusion as a maintenance project in the upcoming Budget.

PCI Range Treatment Strategy
100-70 Slurry Seal
69-50 Overlay/Base Repair
49-25 2.5” HMA/Pavement Recycling/Base Repair
24-0 Complete Reconstruction
Staff has provided initial recommendations as part of this report for street projects for the upcoming year. The improvements will be funded through local funds, grants, and federal projects. In addition to overall condition assessment, consideration is given to roads that are the most highly trafficked (18th Ave.) and the expected increased deterioration.

Roadway Limits PCI Repair Type Cost
Meeting Date: 05/03/2023
Agenda Item: 6.2

15th/16th/17th
Ave.

Stroud to Lennar Tract 43 Pavement
Replacement
$679,000
Mariposa St. 6th – 10th Ave 32 Reconstruct $345,000
Draper St. California St. to Sierra St. 64 Mill & Overlay $650,000 All of the projects above will utilize local funding from transportation allocations, including LTF 8, Gas Tax, Measure C, SB1 funds. The Mariposa St. project will include the use of Community Development Block Grant funds, as directed by Council.

The Draper St. as it combines funding with the Transportation Oriented Development grant we received through Fresno Council of Governments. This will allow us to take advantage of grant funding to minimize local costs to upgrade Draper St., one of our most visible and highly trafficked streets, which is also slated to get designated bike lanes. This work will occur after waterline work is done in May/June of 2024.

The City is employing a strategy of repairing the streets in most disrepair but also pursuing preventative maintenance on streets to prolong their longevity. This approach has proven to be the most cost effective in maintaining city streets.

RECOMMENDED ACTION BY CITY COUNCIL

1. Informational only. Council members may provide input on proposed projects. The final CIP will be considered/adopted with the recommended FY25 budget.

POLICY ALTERNATIVE(S)

1. N/A

STRATEGIC INITIATIVE

1. Financial Stability

2. Community Engagement

3. Preserve the Kingsburg Experience

FINANCIAL INFORMATION

PRIOR ACTION/REVIEW
The Finance Committee discussed the item at their May 7, 2024, meeting and requested a breakdown of American Rescue Plan Fund to date. That information is included in your packet.

BACKGROUND INFORMATION
See Executive Summary.

ATTACHED INFORMATION

1. DRAFT 2024-2025 Capital Improvement Plan

2. 2023-2024 Capital Improvement Plan & Progress Update

3. American Rescue Plan Act Fund Summary

4. New Fire Engine Fund Breakdown of Funding Sources

5. Capital Improvement Plan Selection Process
FISCAL IMPACT:

1. Is There A Fiscal Impact? Yes

2. Is it Currently Budgeted? N/A

3. If Budgeted, Which Line? N/A
Department Strategic Goal Met Type of Request Item Description Purpose Cost Funding Source All All Planning Building Design/Space Analysis Provide Space Needs Assessment for Municipal Complex $75,000 General Gov. Impact Fees Ambulance Community Safety Equipment Ambulance Replacement Deposit Funding for Replacement Ambulance $100,000 Ambulance Community Development Support Businesses Incentive Façade/Alley Program Grant Program for Façade/Alley $30,000 Economic Development/GF Community Development Support Businesses Incentive Econ. Development - Property Tax Forgivable Loan Program; GSM Project $300,000 Forgivable Loan Fund Community Development Community Safety Vehicle New Vehicle Replacement Vehicle for Building Official $42,000 Air District Grant/State Solar Grant/GF Council All Planning Impact Fee Nexus Study Developer Impact Fee Nexus Study Update; State Mandated Update $60,000 Various Impact Fee FundsCouncil All Planning General Plan Update General Plan Update; Consultant Year 2 $136,515 ARPA Council/Committee Community Safety Infrastructure Funding Request For Improvements Public Safety Committee Request $10,000 General Fund Engineering/PW Financial Stability Planning Master Planning EV Fleet and Public Charging Master Plan $18,000 ARPA Engineering/PW Preserve the Kingsburg Experience Infrastructure TOD Intersection Improvements Phase 1 TOD Grant Improvements & Draper St. Mill & Overlay $650,000 TOD Grant & SB1 Funds Engineering/PW Community Safety Infrastructure Road Repair 15th Ave./16th Ave./17th Ave; Stroud Ave. to Lennar Tract $679,000 Local Transportation Funds Engineering/PW Community Safety Planning Road Repair FY2026 Design Costs for Road Projects $130,000 Local Transportation Funds Engineering/PW Community Safety Infrastructure Road Repair Mariposa St. (6th Ave. to 10th St.) $295,000 CDBG Funds Fire All Equipment Engine Replacement Fire Engine Replacement $950,000 Measure E/State Grant/Fire Fund/ARPAFire Community Safety Planning Planning Document Strategic Plan/Standard of Cover $20,000 Measure E Fire/Amb Community Safety Equipment Radios/Communications Year 5/5; Phased Communications Upgrades $30,000 Measure E Parks Preserve the Kingsburg Experience Infrastructure Laurel St. Dog Park Project Construction Improvements for Laurel St. Dog Park $1,244,000 Prop. 68 State Grant Parks Preserve the Kingsburg Experience Planning Parks Master Plan Parks Master Plan Update; Fresno State $35,000 ARPA Parks Community Engagement Facilities Park Signage New Signage for New Parks $25,000 CFDs Police Community Safety Equipment Body Worn Cameras Outfit Officers with BWC and Dash Cameras; Year 2 $80,000 Measure EPolice All Vehicle New Vehicles New Patrol Vehicles; 1 New Vehicles $96,000 Measure E/GF Public Works All Facilities Building Repairs Paint Public Works Buiding & Replace Gutters; Building Maint. $35,000 ARPA Public Works Community Safety Facilities Hazardous Waste Disposal Clean-Up; Disposal of HHW at Float Barn $30,000 ARPA Public Works Community Safety Equipment Replace Aging Barricades/Signs Work Safety Signage Replacement; LEDs $35,000 Local Transportation Funds PW/Solid Waste Ensure Financial Stability Materials SB1383 Requirement SB1383 Procurement & Tire Amnesty $45,000 Solid Waste Fund Water Enterprise Community Safety Planning Urban Water Management Plan Update Urban Water Management Plan; 2025 Required Update $12,000 Water Impact Fee Funds Water Enterprise All Infrastructure Water Main Projects 2'' & 4'' New Water Main; Improve Fire Flows (15th & 16th Ave, Draper St.) $304,000 Water Enterprise & Impact Fee Funds Water Enterprise Community Engagement Infrastructure Water Conservation Turf Replacement (City and Residential Conversions) $15,000 Water EnterpriseWater Enterprise Community Safety Infrastructure Hydrant Replacement Hydrant Replacements $20,000 Water EnterpriseWater Enterprise Financial Stability Planning Rate Study Analysis Water Rate Study $45,000 Water Impact Fee FundsWater Enterprise Community Safety Infrastructure Flow Meter Replacements Update Flow Meters at Wells (9, 10, 12, 14, 16) $25,000 Water Enterprise Total Capital Improvement Plan $5,571,515
DRAFT Capital Improvement Projects 2024‐2025
Department Strategic Goal Met Type of Request Item Description Purpose Cost Funding Source Status Update All All Infrastructure 5-Year Strategic Plan Update Update Existing Strategic Plan Document; Carryover from FY23 $25,000 Multi-Dept. Funded Complete Community Development Promote Sustainable Development/Increase Retail Opportunities Incentive Façade/Alley Program Grant Program for Façade/Alley $35,000 Economic Development/GF Ongoing; 2 grants awarded YTD Community Development Promote Sustainable Development/Increase Retail Opportunities Incentive Econ. Development - Property Tax Forgivable Loan Program; Anticipated Agreements $375,000 Forgivable Loan Fund Ongoing; 2 grants awarded in FY24 Community Development Promote Sustainable Development/Increase Retail Opportunities Incentive Economic Development Incentive Upper Floor Loan Program $100,000 Economic Stabilization Fund Complete; 1 grant awarded in FY24 Council All Planning Impact Fee Nexus Study Developer Impact Fee Nexus Study Update; State Mandated Update $50,000 Various Impact Fee Funds IP; RFP Being DevelopedCouncil All Facilities Council Chamber Upgrades Microphones/Meeting Space Improvement $30,000 General Fund/Water Enterprise CompleteCouncil All Planning General Plan Update General Plan Update; Consultant (multi-year) $86,000 ARPA IP; Process UnderwayCouncil All Planning Compensation Study Organizational Compensation Study (carryover) $45,000 General Fund/Water Enterprise Complete Council/Committee Improve Public Safety Infrastructure Funding Request For Improvements Public Safety Committee Request $10,000 General Fund IP Engineering/PW Improve Public Safety Infrastructure TOD Intersection Improvements Phase 1 TOD Grant Improvements, Intersections and Bike Lanes $445,000 TOD Grant; Fresno COG IP; Construction Planned for SummerEngineering/PW Improve Public Safety Infrastructure Parking Lot Construction Smith St. Parking Lot; Final Parking Lot Update; FCRTA Partnership $75,000 Measure C IP; Seeking additional grant fundsEngineering/PW Improve Public Safety Infrastructure Sidewalk Installation 12th Ave Sidewalk (Stroud to Aslan); Construction $65,350 CMAQ Grant; 11.4 % Measure C Local Share CompleteEngineering/PW Improve Public Safety Infrastructure Sidewalk Installation 18th Ave Sidewalk (Stroud to Klepper); Construction $120,400 CMAQ Grant; 11.4% LTF 3 Local Share CompleteEngineering/PW Improve Public Safety Infrastructure Sidewalk Installation 18th Ave Sidewalk (Tulare St. to Stroud); Construction $168,831 CMAQ Grant; 11.4% LTF 3 Local Share Complete Engineering/PW Improve Public Safety Planning LRSP Update Local Road Safety Plan; New Mandate - Required to Apply for Federal Transportation Grants $45,000 Traffic Impact Fees In Progress Engineering/PW Improve Public Safety Infrastructure Road Repair 15th Ave./16th Ave./17th Ave; Stroud Ave. to Lennar Tract $885,000 Local Transportation Funds IP; Construction Planned for SummerEngineering/PW Improve Public Safety Infrastructure Road Repair Riverside Ave.; Base repair and repavement (21st to 22nd) $130,000 Local Transportation Funds CompleteEngineering/PW Improve Public Safety Infrastructure Road Repair Draper St. (California St. to Sierra St.); With TOD Project $150,000 Measure C IP; Construction Planned for Summer Engineering/PW Improve Public Safety Infrastructure Road Repair Mariposa St. (6th Ave. to 10th St.) $295,000 SB1 IP; Construction Planned for Summer Fire Improve Public Safety Equipment Engine Replacement Fire Engine Year 2 Deposit $100,000 Measure E Complete; Engine on OrderFire Improve Public Safety Equipment SCBA Equipment Self Contained Breathing Apparatus Testing/Equipment $75,000 Measure E In Progress Fire/Amb Improve Public Safety Equipment Radios/Communications Year 4/5; Phased Communications Upgrades $30,000 Measure E In ProgressFire/Amb Improve Public Safety Facilities HVAC Replace Aging HVAC Units (2) $26,500 Measure E CompleteFire/Amb Improve Public Safety Equipment PPE Testing PPE Testing; New NFPA Requirement $25,000 Measure E IP; Order PendingFire/Amb Improve Public Safety Facilities Overhead Door Operation Replace 4 Overhead Door Operators; Station #1 $50,000 Measure E IP; 3 of 4 Replaced Parks Provide Recreation Opportunities for All Ages Infrastructure Laurel St. Dog Park Project Construction Improvements for Laurel St. Dog Park $1,244,000 Prop. 68 State Grant IP; Construction Planned for SummerParks Provide Recreation Opportunities for All Ages Infrastructure Prop. 68 Funds Athwal Park Restroom Installation; Phase 2 $210,000 Prop 68 (non-competitive)/Park Impact Fees Complete Parks Provide Recreation Opportunities for All Ages Facilities Tree Removal Removal Problem Trees in Public Right of Way (contract work) $20,000 General Fund Complete Police Improve Public Safety Equipment Body Worn Cameras Outfit Officers with BWC and Dash Cameras; Year 1 $80,000 Measure E IP; Training UnderwayPolice Improve Public Safety Equipment Radios Dual Band Radio; HS SRO $9,000 Measure E Not Yet StartedPolice Improve Public Safety Facilities Generator Maintenance Load Test/Generator Repairs @KPD $10,000 Measure E CompletePolice Improve Public Safety Vehicle New Vehicles New Patrol Vehicles; 3 New Vehicles $270,000 Measure E IP; Vehicles Remain on BackorderPolice Improve Public Safety Vehicle New Vehicles One New Patrol Vehicle; One Carryover from FY23 (on order); Upfit $180,000 1 General Fund, 1 Equipment Reserve IP; Vehicles Remain on Backorder Pool Provide Recreation Opportunities for All Ages Facilities CO2 Tanks Install CO2 Tanks to Replace Muriatic Acid; Provides long-term cost savings $5,000 Pool Complete Pool Provide Recreation Opportunities for All Ages Infrastructure Shade Structure Replace Shade Structure (North end) $42,000 Pool IP; Ordered; Install in May Public Works Ensure Financial Stability Facilities HVAC Replacement HVAC Replacements (2 4-ton units @KPD) $35,000 General Fund CompletePublic Works Improve Public Safety Facilities Comms. Equipment Room Climate Control for Communication Room $10,000 General Fund Complete PW/Solid Waste Ensure Financial Stability Materials SB1383 Requirement SB1383 Procurement Requirement $20,000 Solid Waste Fund Ongoing Water Enterprise Improve Public Safety Infrastructure Water Main Projects 2'' & 4'' Water Main Replacements; Improve Fire Flows (15th & 16th Ave, Draper St.) $440,000 Water Enterprise IP; Construction in Summer Water Enterprise Ensure Financial Stability Infrastructure Water Conservation Turf Replacement (City and Residential Conversions) $60,000 Water Enterprise OngoingWater Enterprise Improve Public Safety Facilities Generator Maintenance Load Test/Generator Repairs $15,000 Water Enterprise CompleteWater Enterprise Improve Public Safety Infrastructure Hydrant Replacement Hydrant Replacements $20,000 Water Enterprise CompleteWater Enterprise Ensure Financial Stability Software Water Billing Software Update Water Billing Software Update $15,000 Water Enterprise CompleteWater Enterprise All Infrastructure Flow Meter Replacements Update Flow Meters at Wells (9, 10, 12, 14, 16) $25,000 Water Enterprise In Progress Total Capital Improvement Plan $6,152,081
Capital Improvement Projects 2023‐2024

AMERICAN RESCUE PLAN ACT (ARPA)
ARPA FUND 2020‐21 2021‐22 2022‐23 2023‐24 2023‐24 2024‐25 % ACTUAL ACTUAL ACTUAL ADOPTED PROJECTED PROPOSED Change

REVENUE
ARPA Funds - $ 2,896,491 $ - $ - $ - $ - $
Interest earned - $ 6,582 $ 69,623 $ 64,870 $ 77,844 $ 40,000 $ TOTAL REVENUES $ ‐ $ 2,903,073 $ 69,623 $ 64,870 $ 77,844 $ 40,000

EXPENDITURES
Hazard Payroll - $ 194,991 $ - $ - $ - $ - $
Senior Center Nutrition - $ 50,000 $ - $ - $ - $ - $
Fiber Optic Project $ - - $ 1,000,000 $ - $ - $ - $
Professional Services-Grants consulting - $ - $ 48,750 $ 78,000 $ 78,000 $ 78,000 $ Professional Services-General Plan Update 220,000 $ 85,080 $ 136,515 $ Capital Outlay $ - - $ - $ - $ - $ 183,000 $
TOTAL EXPENDITURES ‐ $ $ 244,991 $ 1,048,750 $ 298,000 $ 163,080 $ 397,515 Net Revenue/(Expenditures) - $ 2,658,082 $ (979,127) $ (233,130) $ (85,236) $ (357,515) $ Changes in Fund Balance - $ - $ - $ - $ - $
Net Increase/(Decrease) in Fund Balance $ 2,658,082 - $ (979,127) $ (233,130) $ (85,236) $ (357,515) $ Beginning Fund Balance, July 1 - $ - $ 2,658,082 $ 1,678,954 $ 1,678,954 $ 1,593,718 $ Ending Fund Balance, June 30 $ ‐ $ 2,658,082 $ 1,678,954 $ 1,445,824 $ 1,593,718 $ 1,236,203 Description: This fund is designated for the ARPA Program funds for the city to mitigate the fiscal effects of the COVID‐19 emergency.

The State is required to disburse allocation to non‐entitlement units of local government (NEU). Kingsburg received $2,896,491 (50% received in July 2021, 50% received June 2022).

Budget Highlights: ARPA funds have been spent on hazard pay for employees, purchases to support Senior meals, a $1M fiber optic grant to support the community fiber project, and efforts related to grant writing, lobbying consultant services and General Plan Update.
$‐
$500,000
$1,000,000
$1,500,000
$2,000,000
$2,500,000
$3,000,000
$3,500,000
2020‐21 2021‐22 2022‐23 2023‐24 2024‐25

REVENUE & EXPENSE TREND

TOTAL REVENUES TOTAL EXPENDITURES
New Engine Funds
$ 200,000 GF Subsidy to Fire
$ 200,000 Measure E (106)
$ 350,000 State Grant (320)
$ 100,000 ARPA
$ 100,000 Equipment Reserve
$ 950,000
*Staff is exploring a short-term bond that would lessen capital expenditures to assist with fund balances
Annually, the City uses a needs-driven approach to develop its initial CIP. The proposed organizational process for developing the CIP involves the following steps:

Step 1: Organize the Process
Staff met to establish the administrative and policy framework within which the CIP process would operate. Individual department heads develop capital requests based upon the City’s adopted Strategic Planning goals. Council adopts an annual budget schedule that outlines the key dates for budget development.

Step 2: Develop Project Requests
All department heads submit proposed capital improvement projects. Forms were made available that allowed for the required criteria to be submitted in a standard format. The department heads developed the proposed projects based on a realistic assessment of need.

Because the City does not have sufficient funding capacity to meet all the capital needs, priorities are set. Departments that submit proposals typically will rank their own projects.

A project’s desirability depends on several factors – not only the project itself, but also on how it’s accomplished, where it may be located, how much it costs and its funding source.

Step 3: Present Departmental Projects
The objective is to put together a CIP that is sensitive to the policies that have been adopted and contained projects that related to organizational objectives.

Step 4: Screen, Evaluate and Prioritize Projects
The most difficult task for staff normally occurs when evaluating and prioritizing the projects submitted for approval. This is a critical component of the CIP process. Project selection must correspond to the amount of money assumed available for capital spending.

Shrinking funds and rising costs incurred in maintaining and rehabilitating deteriorating infrastructure make the process of selecting the most vital capital projects even more crucial and difficult. The merits of each project must be judged against the policies and criteria of the CIP process. Does the project conform in terms of location, size, service provided, relation to its service area, effect on land use patterns, and relation to public policy and community goals? More than merely a technical process, prioritization involves value preferences, policy choices and political actions. Throughout the examination of the proposed projects, staff attempted to overcome some inherent problems in the CIP process:

A. Government projects are difficult to evaluate because of their diversity and the fact that many, essentially, are not comparable. Individual CIP project requests reflect the need to serve different constituencies and diverse community values. Staff must attempt to reconcile and balance conflicting project needs across a wide array of requests.

B. Staff must continually approach the decisions required in this process rationally and analytically. While conflicting interests within the political process are acknowledged, staff must attempt to develop a plan that provides the most benefit to the entire community.

C. It is inevitable that the number of projects requested exceeds available funding. In the endeavor to provide better service to the community, departments often propose capital projects that, unfortunately, go unfunded. These projects are not dismissed, but rather are placed in the 5-year plan that is evaluated each year.

The initial review (evaluation of project impact) takes place without regard to funding availability and focuses on policies and the objectivity and judgment based on input from staff. In addition to strategic goals, staff also considers the following impacts of projects:
• Fiscal consequences.
• Health and safety effects.
• Community economic effects.
• Environmental, aesthetic, and social
effects.
• Feasibility
• Implications of deferring the project
• Amount of uncertainty and risk.

Next, the projects are placed into the appropriate funding priority group in relation to their necessity or urgency. Staff has established the following classification system to prioritize proposed projects:

Priority A - Essential
Urgent, high-priority projects that are necessary. These include projects that are required to complete a major public improvement; projects that would address an emergency, or remedy a condition dangerous to public health, welfare, and safety, projects that would provide facilities for a critically needed community plan; projects needed to correct an inequitable distribution of public improvements in the past and projects vital to the economic stability of the City. A special effort is made to find sufficient funding for all of the projects in this group.

Priority B - Desirable
High-priority projects that should be addressed as funding becomes available. These include projects that have a justifiable benefit for the community and have the validity of planning and timing that have been credibly established.

Priority C - Acceptable
Worthwhile projects to be considered if funding is available. These are projects that are adequately planned, but not absolutely required, and could be deferred to a subsequent year if budget reductions are necessary.

Priority D - Deferrable
Low-priority projects which are desirable but not essential and can be postponed without detriment to the provision of other services.

In addition, projects may be eliminated from consideration if it is determined that they no longer provide for a valid community need or are unnecessary for City operations.

Step 5: Select Projects
In the end, the availability of funds each year, as approved by the Council upon the recommendation of the City Manager, determines the number of projects that are funded.

As with the measurement of project impacts in Step 5, placing projects in priority groupings relies on the judgment of staff, and is not a completely objective process. The criteria used are not subject to precise measurement. This judgment is not arbitrary and is done within the context of the plans, policies and the goals of the organization.

Step 6: Prepare and Adopt the CIP
In Step 2 of the process, broad criteria are established to help staff plan capital improvement projects. As the process continues, and increasingly detailed information emerges, projects may be added, altered, or abandoned. Eventually, staff arrives at a final list of projects that is submitted to the residents and Council for review. Acceptance is not a commitment to finance the approved projects. Ultimately, approval of the final budget is the policy action that allocates funding to the capital improvement plan.

CITY COUNCIL MEETING STAFF REPORT
REPORT TO: Mayor Pursell Jr. & City Council

REPORT FROM: Alexander J. Henderson, ICMA-CM REVIEWED BY: CW AGENDA ITEM: City Hall Space Needs Assessment
ACTION REQUESTED: ___Ordinance ___Resolution __ Motion ___Receive/File

EXECUTIVE SUMMARY
Kingsburg’s City Hall building is comprised of three separate spaces. This includes the main building, originally built as a bank in 1913. This space currently has finance/utilities staff, City Clerk and City Manager’s office. The adjacent space, which is our Community Development front, also includes administration, finance and support staff. And finally, the building that has Council Chamber, conference room and storage. The city owns the former bank building, the other two buildings are leased.

Currently, the buildings are fully occupied with limited options for adding staff. During the city’s most recent Strategic Planning session, council discussed the need to examine long-term options. This coincides with the city adopting a development agreement with a landowner for the exchange of 3 acres for future city use.

Staff believes a City Hall Needs Assessment is a logical starting point for determining options, including an existing conditions report, an analysis of existing operations, staff survey, 20-year population projections, and identified needs. This would also allow for public input to discuss alternative site options to match community needs.

Staff is recommending the Council authorize staff to develop an request for proposal (RFP) to solicit interested architecture/engineering firms to provide a bid for services to assess existing building conditions and potential deficiencies related to functionality, assessment of staff needs, and recommendations for future needs based upon community needs and expectations as well as current and future public service delivery models. Once developed, the Finance Committee can provide final review of the RFP prior to solicitation of proposals.

Based upon similar studies done recently, staff anticipates this to cost between $50,000 - $75,000 to complete.

Staff has included an earmark as part of the FY2025 Capital Improvement Budget. Both the Finance Committee and City Council would review the proposals, including any awarding of potential contracts for services.

The packet includes examples of RFPs from other California jurisdictions for review. Staff would craft a document that includes portions that are relevant to Kingsburg, but the documents provide a template for the proposed effort.

RECOMMENDED ACTION BY CITY COUNCIL

1. Staff recommends that the City Council direct staff to move forward with developing an RFP and authorizing the Finance Committee to approve the release of the RFP once it meets their satisfaction.

Meeting Date: 05/15/2024
Agenda Item: 6.3

POLICY ALTERNATIVE(S)

1. The Council could choose to not recommend moving forward with a space needs assessment.

REASON FOR RECOMMENDATION/KEY METRIC

1. Preserve the Kingsburg Experience

2. Community Engagement

FINANCIAL INFORMATION

PRIOR ACTION/REVIEW
The Finance Committee discussed the item at their May 7, 2024, meeting and recommended moving forward with the RFP to the Council.

BACKGROUND INFORMATION
City Council discussed a new City Hall facility as part of their 5-year Strategic Plan workshop sessions.

Previously, the property owner and the City began discussions about the potential annexation of the property into the City and prezoning the property to Highway Commercial. A potential ‘project’ was needed as part of the annexation application with Fresno LAFCo as the County, as part of the Memorandum of Understanding with Kingsburg, requires a potential use/project to be represented as 25% of the property under consideration. The City and the property owner agreed that there were mutual benefits in working together to facilitate the annexation. At the Council meeting of August 8, 2022, a staff report addressing an Agreement to develop Vacant Land was presented to Council for their review, and the following benefits for the landowner and the City were identified:

Property Owner Benefits:

1. Extension of road right-of-way, sewer, water, and ancillary utilities from Avenue B. The costs for this infrastructure would be borne by the City.

2. Annexation of the property into the City and prezoning the property to highway commercial. The annexation process would be initiated by the City.

3. Tax benefit of donation of a three (3) acre portion of the property to the City.

City Benefits:

1. Landowner donates three (3) acres of the property to the City for future use, including the potential construction of a new City Hall/Council Chamber facility.

2. Ten (10) acres of commercial property with highway frontage available for development, with the potential property tax/sales tax benefits for the City. The ten (10) acres will remain owned by the landowner.

3. Use of a Restrictive Covenant to control future use and development of the remaining ten (10) acres.

After approval and execution of the Agreement to Develop Vacant Land and related documents, Staff was directed to initiate the annexation process. An Initial Study/Mitigated Negative Declaration was prepared and was circulated and released for the required public comment period. The review period (From November 15 to December 14, 2023) was completed and the City has received one comment letter on the project, from the San Joaquin Valley Air Pollution Control District. This comment letter would not necessitate revisions to the Initial Study, and the Initial Study addresses areawide analysis of air quality issues. Any future project proposed for the property will be subject to further environmental assessment, including air quality impacts FISCAL IMPACT:

1. Is There A Fiscal Impact? Yes

2. Is it Currently Budgeted? No

3. If Budgeted, Which Line? N/A
during and after construction.

Both the City Planning Commission and Council approved moving forward with Annexation of the Parcel.

Fresno LAFCo. approved the annexation in April 2024.

ATTACHMENTS

1. Example RFP – City of Capitola, CA

2. Example RFP - City of Sonora, CA

3. Example Work Product; Capitola, CA

REQUEST FOR PROPOSALS

CITY OF CAPITOLA
City Hall Site Needs Assessment and
Alternatives Analysis Report
City of Capitola
420 Capitola Avenue
Capitola, CA 95010
ISSUE DATE:

May 15, 2023
DEADLINE FOR SUBMISSION:

July 21, 2023 at 5 pm
CONTACT:

Katie Herlihy, Community Development Director
(831) 475-7300 ext. 216
[email protected]
City of Capitola
Request for Proposals
City Hall Study
May 15, 2023
I. NOTICE OF INVITATION
The City of Capitola (City) invites proposals from qualified consultants to prepare a City Hall Site Needs Assessment and Alternatives Analysis. The City Hall site includes Capitola City Hall, Police Station, Capitola Museum, Accessory Buildings, and Upper and Lower Pac Cove Parking lots. The contract will have two phases with separate deliverable. For the first, the selected consultant will complete the Facilities Needs Assessment and present the findings to the City Council. The second phase will be initiated at the direction of the City Council following the needs analysis. The second phase includes goal setting and an alternatives analysis report.

Request for proposals may be obtained at City Hall or may be downloaded from the City’s website at www.ci.capitola.ca.us
Interested consulting firms shall submit one electronic copy in pdf format and four hard copies.

Proposals will be accepted via email. Proposals must be received by July 21, 2023, at 5:00 P.M.

No proposal will be accepted by oral communication, telephone, or facsimile transmission.

Proposals may be withdrawn prior to the time set for closing. Postmarks will not be accepted.

Any proposal received after the time set for closing will be rejected.

In order to ensure that all interested firms have access to the same information, all questions must be submitted by e-mail prior to July 7, 2023 at 5:00 to: Katie Herlihy at [email protected]. City staff will strive to provide responses to all interested firms by July 12, 2022, and post the responses on the City website.

Please email your Proposal to Community Development Director, Katie Herlihy, at [email protected].

Katie Herlihy
Community Development Director
City of Capitola
420 Capitola Avenue
Capitola, CA 95010
(831) 475-7300 ext. 216
[email protected]
All proposals must include information about project costs which will be valid for a minimum through 2024.

City of Capitola
Request for Proposals
City Hall Study
May 15, 2023
II. INTRODUCTION
The City of Capitola invites proposals from qualified firms to prepare a City Hall Site Needs Assessment and Alternatives Analysis. In case of a joint venture proposal, a primary lead consultant shall be identified. The City will not accept a proposal as responsive if it covers only a portion of the requested Scope of Work.

Interested consultants shall prepare separate costs estimate based upon the services requested in this RFP for Phase 1 and Phase 2. Each phase shall be bid at a firm, fixed price with the only variable cost being additional community meetings and public hearing beyond those outlined in the scope. Additional community meetings and public hearings shall be bid on a per-meeting cost with remote and in-person options. One consultant will be selected to complete both phases.

The deadline for submitting proposals is July 21, 2023, at 5:00 P.M.

III. BACKGROUND
The City of Capitola is a small, 1.6 square-mile seaside community located along Monterey Bay in Santa Cruz County. Soquel Creek generally bisects the community in a northwest-southeasterly direction, with residences and community and regional-serving commercial uses to the west of the creek, and a mixture of residences and small shops and businesses along the east side of the creek.

Capitola was originally founded in 1869 as California’s first seaside resort. Incorporated as a city in 1949, the village area remains California’s oldest coastal resort and includes one of the region’s most active beaches. Most of the growth in Capitola occurred in the 1970s as the community annexed surrounding land and residential growth accelerated.

Capitola’s City Hall and Police Station are located at the gateway to the Capitola Village at 420 and 421 Capitola Avenue, respectively. City Hall and the Police Station are located within the same building. The greater City Hall site includes the Capitola History Museum, City Hall, Police Station, Police Annex and the adjacent Lower and Upper Pac Cove public parking lots. The entire site is approximately seven-acres.

City Hall and the Police station are older structures that are nearing a stage where they will require significant investment to maintain their functionality. Both buildings are smaller than typical given the current staffing and needs. All structures on the seven-acre site are located in the floodplain. In 2011, the Police Station and portions of the lower level of City Hall flooded.

In 2004, the City completed the Facilities Masterplan which included a needs assessment for current and future 15-year projections (Attachment 1). Then in 2010, the Capitola City Hall Site City of Capitola
Request for Proposals
City Hall Study
May 15, 2023
Reuse Study was completed (Attachment 2). The two studies are included for informational purposes only as background information.

IV. SCHEDULE
There are two phases with separate deliverables. The first phase is the City Hall Site Needs Assessment. Following completion of the City Hall Site Needs Assessment, the second phase of the Alternatives Analysis will be initiated at the direction of the City Council.

The City Hall Site Needs Analysis must be completed by EOY 2023. This will allow the City Council to understand existing conditions and needs prior to mid-year budget review. The consultant’s proposed schedule will be an important consideration when evaluating proposals. The City’s tentative schedule for the first phase is as follows:
• RFP Released: May 15, 2023
• Deadline for RFP Questions July 10, 2023
• Proposals Due: July 21, 2023
• Consultant Selection: July 2023
• Contract Negotiation & Approval: August 2023
• Notice to Proceed: August 2023
• Completed City Hall Site Needs Assessment December 2023 • Presentation to City Council January 2024
The second phase will be completed within nine months of City Council direction to initiate phase two.

V. SCOPE OF SERVICES
There are two phases included in the request for proposals. Proposals must address the two phases independently with scope and pricing. The following list of tasks are to be completed by the consultant:

Phase 1. Facilities Need Assessment
Step One. Existing Conditions. Complete an existing conditions report for the site. The existing conditions report will include an overview of the existing site and structures, a visual assessment of the existing structures, quantitative breakdown of current uses within existing structures and relative floor area, analysis on the functionality of the buildings for the purpose they serve relative to accepted architectural standards for workspaces and community meeting space, qualitative analysis of current site’s advantages/disadvantages, and environmental constraints and hazards.

City of Capitola
Request for Proposals
City Hall Study
May 15, 2023
Step Two. 20-year Projection. Develop projections of future staffing and facility needs utilizing standards for office space and workstations. Identify staffing and space needs projections for the next 20 years. Staffing forecasts shall be based on a number of sources, including new or expanded City programs and functions, projections for housing growth, and the 5-year Capital Improvement Program.

At the time of receiving the Facilities Needs Assessment, the City Council will be asked whether or not to proceed with Phase 2 to complete an Alternatives Analysis.

Phase 2. Goal Setting and Alternatives Analysis
Step Three. Goal Setting. Based on the findings of the Facilities Needs Assessment, work with City Council, members of the public, and staff to identify goals for the City Hall Site. During this step, the consultant should plan to present at one City Council meetings and host a community input meeting.

Community Meeting. The purpose of the community input meeting is to provide the public with the findings of the City Hall Facilities Needs Assessment and gather input from the public on future goals for the City Hall site. Discussion and ideas for goals may be broader than those identified in the Facilities Needs Assessment. Consultant proposal should detail strategy for attendance and community engagement. Consultant will be expected to lead the public outreach effort and produce all necessary displays and presentations.

City Council Meeting. The purpose of the City Council meeting is to identify goals for the City Hall Site. Consultant will summarize the findings of the community outreach as an attachment to the City Council staff report. During the meeting, the consultant will present a broad list of potential goals for the City Hall site and work with the Council to narrow the goals down to direct the alternatives analysis.

Step Four. Alternatives Analysis. Utilizing the needs assessment, City Council goals, and best practices, the consultant will draft an alternatives analysis report. The alternatives analysis report will include at a minimum the following: findings of the City Hall Facilities Needs Assessment, summary of public input from community meeting; council goals for the City Hall site, site description(s); at least three alternatives for the site(s); and a recommendation. The draft alternatives shall problem solve existing issues and guide the City toward the identified goals. Each alternative shall include a written description of the alternative, a conceptual site plan, quantitative data on breakdown of area per proposed use/function, cost estimates, and qualitative analysis of alternative strength and weakness. The deliverable for step four is a City of Capitola
Request for Proposals
City Hall Study
May 15, 2023
completed Alternative Analysis Report for publication including a final presentation and recommendation to City Council.

VI. Deliverables
The deliverable for Phase 1 will be a City Hall Facilities Needs Assessment Report and presentation to City Council. The report will include at a minimum the following:

1. Site description including City Hall, Capitola Museum, Police Station, Accessory Structures, and Lower and Upper Pac Cove Parking Lots.

2. Existing conditions report including:
a. overview of the existing site and structures,
b. a visual assessment of the existing structures,
c. quantitative breakdown of current uses within existing structures and relative floor area,
d. analysis on the functionality of the buildings for the purpose they serve relative to accepted architectural standards for workspaces and community meeting space, e. qualitative analysis of current site’s advantages/disadvantages, and f. environmental constraints and hazards.

3. Projection of 20-year needs related to staffing and facility need. Identify staffing and space needs projections for the next 20 years. Staffing forecasts shall be based on a number of sources, including new or expanded City programs and functions, projections for housing growth, and the 5-year Capital Improvement Program.

4. Summary of Findings.

For the purposes of this RFP, the deliverable for Phase 2 is anticipated to include:

1. A community input meeting,

2. Attendance at two City Council Meetings

3. An Alternatives Analysis Report. The report will include at a minimum the following:
a. City Hall site description,
b. Findings of the City Hall Facilities Needs Assessment, c. Summary of public input from community meeting;
d. Council goals for the City Hall site,
e. Three alternatives for the site(s). Each alternative shall include a written description of the proposed alternative, a conceptual site plan, quantitative data on breakdown of area per proposed use/function, and cost estimates.

City of Capitola
Request for Proposals
City Hall Study
May 15, 2023
f. Comparative analysis of the three alternatives.
g. A recommended alternative.

The format for all text documents, tables, charts, and illustrations shall be 8-1/2 x 11” horizontal to compliment publication on the City’s website. Document covers for all related documents shall be coordinated so they appear as a “set”. All hard copy administrative drafts, drafts, and final documents shall be two-sided, on white or light recycled stock paper.

VII. PROPOSAL REQUIREMENTS
The proposal shall be limited to 20 pages and based on and incorporate all of the provisions identified in this Request for Proposals (RFP). The proposal should be submitted in a format that can readily be incorporated into the City’s standard form Professional Services Agreement (Appendix A) including Project Description, Scope of Services, Duties of Consultant, Duties of the City, Fees and Payment, Timing and Schedule for Completion. Generally, the proposal should include the information specified below. The consultant is encouraged to include any additional items deemed desirable or necessary.

Approach and Work Program. The consultant shall describe an overall approach to the project work program for accomplishing the project objectives, specific techniques to be used, and specific administrative and operational management expertise which would be employed.

Assumptions. Proposals should include a list of the consultant’s assumptions made in preparation of the proposal on a separate page entitled, “Assumptions Upon Which This Proposal is Based”.

This section should also specifically set forth those documents, maps, and studies which the consultant expects to be provided by the City.

Exceptions. Any exceptions to the scope of work or Professional Services agreements shall be detailed in the proposal.

Schedule. Proposals should provide a detailed schedule for the completion of services.

Timeframes should be stated in terms of the number of calendar days or weeks required to complete the specified tasks using the City’s notice to proceed as the start date. The schedule should identify the periods as the total elapsed time from the start date. The schedule should track the independent timing for each of the different documents to be developed, reviewed and adopted. The schedule should include a rough outlined of the community meetings and public hearings to be included in the process.

Costs. Proposals should include Phase 1 and Phase 2 costs estimates based upon the services requested in this RFP to complete each Phase. Each phase shall be bid at a firm, fixed price with the only variable cost being additional community meetings and public hearing beyond those City of Capitola
Request for Proposals
City Hall Study
May 15, 2023
outlined in the scope. Additional community meetings and public hearings shall be bid on a permeeting cost with remote and in-person options.

Proposals should include costs for the completion of each major task in the work program. Each task should clearly identify the consultant team member who will be primarily responsible for completing the task. This section should include billing and expense reimbursement rates.

Indicate hourly rates of individuals involved, number of hours for each component, task or product and the fee structure for additional work outside of the contract and optional items. A time and materials rate schedule should also be provided for use in negotiating any Changes in Work required during the course of the contract.

Staffing. The project manager and key personnel, including those of any subcontractor, shall be designated. The person(s) who will attend and facilitate public meetings and presentations should be identified and should be the same persons making any presentations to the Selection Committee. The geographic location of the firm and key personnel shall also be identified. Any proposed sub-consultants shall be listed. Their responsibilities should be included in the proposal, if necessary. There shall be no changes in the project manager, subconsultants or key staff without approval of the City.

Qualifications. Proposals should include consultant’s qualifications to perform the work required, and should document previous, similar work by the consultant. Brief resumes of the project manager, key personnel, and subcontractors should be included, as should three references for recent (i.e. last 3 years), comparable work.

Work Sample. One sample of a similar report prepared by the consultant and/or staff assigned to the project shall be provided in an electronic format or as a link to an online document.

Proposal Terms and Conditions. The proposal should include a statement to the effect that the proposal is a firm offer for a minimum 90-day period beginning on the application deadline. The proposal should also include a statement that all work will be performed at a not-to-exceed price.

Proposal as Sole Representation. Firms responding to the RFP must represent themselves solely by the written proposal. The proposal should also contain the name, title, address, and telephone number of the individual with authority to bind the company and also who may be contacted during the period of proposal evaluation. The proposal shall be signed by an official authorized to bind the consultant.

City of Capitola
Request for Proposals
City Hall Study
May 15, 2023
VIII. GENERAL INFORMATION
Minimum Qualifications.

In order to qualify as responsible, a prospective consultant must, in the opinion of City staff, meet the following standards as they relate to the RFP:

1. Have adequate staff, equipment, technical, and financial resources for performance, or have the ability to obtain such resources that are required for performance, including a demonstrated ability to meet work schedule time frames and deliverables.

2. Have a satisfactory record of performance.

3. Be an Equal Opportunity Employer.

Compliance with Terms and Conditions of the Professional Service Agreement.

The consultant and sub-consultants will be required to comply with all terms and conditions set forth in the City of Capitola Standard Form Professional Services Agreement including all insurance requirements (See Appendix A). Any exceptions from these terms and conditions must be specified in the proposal, and any exception may be a basis for rejection of the proposal from further consideration.

Proposal Revision and Modification. Staff may request that the consultant alter a submitted proposal when deemed necessary and appropriate to clarify that the proposal fully addresses the City’s needs. In the event that a consultant agrees to modify the proposal, a change in the cost of the services as set forth in the proposal may be made. Otherwise, the cost stated in the original proposal shall remain effective. Any additional work required beyond the scope of the contract shall be, with prior notification and contract amendments, mutually agreed to by the City and the consultant, and shall be billed on a not-to-exceed estimated time and materials basis to the City.

Contract amendments will be made only in unusual circumstances, where clearly justified by the consultant and as determined necessary by the City.

Limitations. All reports and pertinent data or materials will become the property of the City of Capitola.

The consultant will have normal access to the public records and files or local government agencies in preparations of the proposal or documents. No compilation, tabulation, or analysis of data, definition or opinion, etc. shall be anticipated by the consultant from the agencies, unless volunteered by a responsible official of these agencies.

Firms submitting a proposal for this RFP must provide a statement that nothing contained in the submitted proposal will be proprietary. All proposals shall become the property of the City of Capitola once submitted
City of Capitola
Request for Proposals
City Hall Study
May 15, 2023
A request for proposals does not commit the City to award a contract, to pay any costs incurred in the preparation of the proposal, or to procure or contract for services and supplies. The City reserves the right to accept or reject any or all proposals received as a result of this request, to negotiate with any qualified source, or to cancel in part or in its entirety this request for proposals, if it is in the best interest of the City to do so. The City may require the consultant to participate in negotiations and to submit such price, technical or other revisions of the proposal as may result from negotiations.

Contract with Consultant. The consultant selected will be asked to agree to and enter into the City’s Standard Form Professional Services Agreement (See Appendix A). It is unlikely that the City will consent to modifications of the agreement.

Contract Payment. The City will release payment to the consultant in increments based on itemized invoices submitted no more frequently than monthly as the work progresses. Contract payment shall be made on the basis of satisfactory performance by the consultant as determined by the City.

Contract Termination. The City shall have the right to terminate The Professional Services Agreement at any time upon giving ten (10) days written notice to Consultant. Consultant may terminate the Professional Services Agreement upon written notice to City should the City fail to fulfill its duties as set forth in the Agreement. In the event of termination, City shall pay the Consultant for all services performed and accepted under the Professional Services Agreement up to the date of termination.

Conflict of Interest. In the Professional Services Agreement the Consultant shall stipulate that corporately or individually, its firm, its employees and subcontractors have no financial interest in either the success or failure of any project which is, or may be, dependent on the results of the Consultant’s work product prepared pursuant to the Agreement.

VIII. SELECTION PROCESS
Selection Criteria (in random order)
▪ Completeness and responsiveness to this RFP;
▪ Qualifications and previous successful performance of the consultants on similar projects; ▪ Review of references;
▪ Local familiarity;
▪ Public participation experience working with the public; ▪ Time frame and availability of consultants;
▪ Contract fee as negotiated and ultimately agreed upon. Price is not the sole basis for selection, but may be considered in the criteria for evaluating proposals City of Capitola
Request for Proposals
City Hall Study
May 15, 2023
The top ranked firms will be selected by a Selection Committee. Consultant may be asked to provide individual presentations and be interviewed by the Selection Committee.

The City will negotiate a contract with the most qualified firm with compensation the City determines is fair and reasonable based upon the scope of work. Fee proposal from competing consultants may be used to assist City staff in determining a fair and reasonable compensation.

IX. CONTRACTUAL REQUIREMENTS
Final contract approval requires City Council approval for execution by the City Manager.

Following the final Selection Committee’s recommendation and contract negotiations the contract shall be agendized with the Council and must be approved and executed prior to any work being performed by the consultant. See Attachment 3 for Draft Standard Form Professional Services Agreement.

ATTACHMENTS:

1. 2004 Facilities Masterplan

2. 2010 Capitola City Hall Site Reuse Study

3. Draft Professional Services Agreement
City of Sonora Administration
94 N. Washington Street
Sonora, CA 95370
(209) 532-4541 (209) 532-2738 fax
sonoraca.com
Notice of Request for Proposal (RFP) for Consulting Services to Conduct Facility Needs Assessment and Perform Design-Build Management for the City of Sonora Police Facility RFP Issue Date: December 8, 2023
Closing Date: January 8, 2024
Proposed Solicitation
The City of Sonora, herein referred to as the "City," is soliciting proposals from qualified firms to provide physical operational and space needs assessment, conceptual design, cost estimates, program management services, project construction management, and government relations and lobbyist services to establish a new or upgraded police facility. The existing police facility is operationally insufficient in size and lacks the infrastructure for expansion or growth. The City seeks assistance in understanding financing opportunities and feasibility of various options, including renovating existing City-owned facilities and assessing available properties/structures to meet current operational needs and anticipated growth needs specific to providing modern and efficient law enforcement services.

The proposal shall identify the assigned Program Manager and how your firm/team will address key program management tasks, including cost control, delegation of tasks, quality control, technical review, and construction management. In particular, the City is interested in:

1. Your experience with a variety of similar projects and how you would balance the tradeoffs of public safety department training and essential function needs, initial capital costs, long-term operations and maintenance demands, regulatory requirements, and design input to guide the Police Facility project through planning, design development, and construction;

2. How your firm ensures projects are completed on time and within budget, and what management strategies you intend to utilize for efficiency;

3. How your firm envisions interacting and collaborating with City staff and other stakeholders throughout the preliminary/concept design, final design, construction, and handoff/occupancy phases of the Police Facility project, including building consensus with competing interests of City staff and stakeholders;

4. Your approach to maintaining a collaborative environment while ensuring an independent, ownercentered analysis of the issues;

5. How you propose engaging the public and decision-making authorities, and your approach to presenting tough decisions to these groups.

About the City and Police Facility
The City of Sonora was incorporated in 1851 and is a regional retail hub with a residential population of 5,144 and a daytime population exceeding 25,000. Sonora is a General Law City with one Mayor and four (4) City Council Members elected at large operating under a council-manager form of government. The City of Sonora is the only incorporated City in Tuolumne County. Services provided by the City include administration, finance, police, planning, building, engineering, public works, and fire protection. The City has 45 full-time employees. The FY 2022-2023 General Fund Budget for the City is $9.4 million.

The entire Police Department administration/operations is currently housed at 100 South Green Street, in a workspace consisting of approximately 2,418 square feet. Overflow fleet parking, the firing range, ammunition storage, and overflow property/evidence are in various off-site locations throughout the City. The existing building was constructed in the 1950s as an automotive repair shop, and in 1994, the floor plan was remodeled to house the City Police Department. With the exception of recently upgraded backup generation, all existing infrastructure systems, such as HVAC and communication, are outdated and failing. Staff security is insufficient as offices and workspaces are exposed at ground level with minimal protection from potential threats. There is a single ingress/egress point for staff and the general public, and no secure parking is available for employees. The current facility does not have an interview room, briefing room, or training area; a two-position communications PSAP/911 center is compacted into a small room that also serves as a customer service counter for the lobby; there is no public meeting space, and no room for Emergency Operations Center functions. The facility consists of various offices, a small lobby, an exposed Live-scan/fingerprint area, a small locker room, and a patrol report writing room. Evidence and property storage have been relocated into the garage.

The Police Department staffing allocation consists of fourteen sworn and twenty-five total paid employees. The agency provides an array of services for the City of Sonora, which include administration, professional services, patrol staff, detectives, 911-PSAP/Dispatch, records, animal control, parking enforcement, property and evidence, training, homeless outreach, community engagement services, and a volunteer unit.

RFP Contact
Questions regarding the RFP should be emailed to:

Melissa Eads
City Administrator
[email protected]
Proposal Due Date
Please submit one (1) electronic copy, one (1) unbound copy, and six (6) bound copies of the proposal to the address below:

City of Sonora
94 N. Washington Street
Sonora, CA 95370
Proposals must be received no later than 3:30 p.m. On January 8, 2024. Proposals should be marked "Facility Needs and Design-Build Management for The City of Sonora Police Facility." Proposals shall be delivered via US Mail, in person, or express courier to the attention of the City Administrator. Facsimile or electronic proposals will not be accepted. Proposals received after 3:30 p.m. on January 8, 2024 will be disqualified.

Incurred Costs
The City is not liable for any costs incurred by a proposer in the preparation and/or presentation of the proposal.

Rights to Submitted Materials
All quotes, inquiries, responses, or correspondence related to or in reference to this RFP and all reports, charts, displays, schedules, exhibits, and other documentation submitted by the vendor will become property of the City and a matter of public record.

Proposal Interpretations or Addenda
Any changes to this RFP by the City will be sent to each consultant or individual to whom an RFP was sent and posted on the City website. Such changes become an integral part of the RFP for incorporation into any contract awarded pursuant to the RFP. Any questions or comments regarding the RFP must be put in writing and received by the City no later than November 10, 2023, at 2:00 p.m. Correspondence shall be emailed to [email protected]. Inquiries received after the time stated will be returned to senders without response.

Schedule
Activity Anticipated Date
Questions/Clarification December 22, 2023
Deadline January 8, 2024
Project Design-Build 2024-2026
Additional Services
The general services requirements describe the minimum work to be accomplished. Upon final selection of the consultant, the scope of services may be modified and refined during negotiations with the City.

Non-Discrimination
The City maintains various policies related to contractual services. Among these is an anti-discrimination policy, which requires that contractors do not discriminate in hiring based on age, gender, race, religion, sexual orientation, or medical condition. Upon acceptance of a proposal, the City may request that the selected consultant sign a statement affirming their compliance with this policy.

The Project Scope
The City looks to a consultant to facilitate, plan, present, and complete the following:
1) Evaluate Current Facility - Physical and operational evaluation at the Police Department's current location.
a) Provide an objective evaluation of existing Police Department space, including graphic identification of code violations and areas that conflict with current recommended law enforcement design guidelines, including CALEA, an assessment of the existing police facility's seismic integrity, an evaluation of the existing building systems, and an ADA assessment. b) Verify and update current Police Department requirements, leading to a right-sizing of space requirements.
2) Needs Assessment - Perform a spatial needs assessment/architectural program for the Police Department that evaluates current and future needs (30+ year horizon) and the anticipated life cycle of the facility.
a) Conceptual design work sessions with City and Police Department personnel to develop appropriate single and multi-floor alternatives.
b) Conduct a series of interviews with the Police Department representatives to discuss current and future staffing projections and confirm organizational structure. Additional progress meetings with city staff shall be considered outside of the interviews. c) Consultants shall use a nationally recognized system of space evaluation using resources from the International Association of Chiefs of Police, CALEA, and the consultant's own experience to determine the space required for each staff member based on title, rank, and/or function. Using that system, a total space needs assessment shall be rendered for both current and future projections.
d) Focus should include a modern facility that attracts qualified applicants, fosters an environment that is conducive to expected work, and meets the Essential Services Standards. e) Space needs shall include but not be limited to public reception space, cubical/office space, locker storage, conference and training rooms, interview room (soft and hard), 911-PSAP/dispatch center, jail/holding area, break rooms, washrooms, records, property/evidence packaging and storage, information technology requirements (server room), report writing, 'crash pad'/sleeping rooms, parking/fleet area, citywide EOC, workout room, weapons and ammunition armory, livescan area, outdoor employee lunch/picnic area, general supply storage, lactation room, K9 training area, space to brief large multi-agency operations, community, meeting space, etc. f) Adjacency requirements graphically represented based on interview feedback. Adjacencies should include detailed internal division adjacencies, overall building adjacencies, and site adjacencies.
g) Design should take into consideration and incorporate future growth and build out needs to meet Department and community development.
h) Create floor plan diagrams showing the location of internal divisions of the PD, public and secure circulation, public and staff entries, and special staff support spaces (lockers, break rooms). i) Prepare site diagrams showing setback parking and access/egress requirements. j) Prepare 3-D massing diagrams showing proposed concept design alternatives. k) Prepare Building elevation and section drawings annotated with preliminary material and finish suggestions.
l) Provide conceptual design cost estimates.
3) Feasibility Study - Utilizing the approved needs assessment, establish a site feasibility study and concept plan for Design-build and approved alternatives. Consultant shall prepare all documents, assist with advertisement, and partner with the City in the selection of a Design-Build contractor team. a) Assist the City by leading the development of an RFQ and/or RFP documents for selection of the Design-Build contractor team.
b) Consultant shall prepare the development of required procedures and practices. This includes quality management, document management, scheduling systems, and project templates and forms.
c) Utilizing a collaborative approach, provide technical review and assist the City to negotiate performance guarantees to be included in the Guaranteed Maximum Price ("GMP") contract. 4) Cost estimates- Consultant will provide independent engineering project cost estimates, evaluate and validate design-build cost proposals, and assist City staff in the negotiations. a) May provide input on internal versus contract building official services for the specialized elements of the project.
5) Program Management Services - Consultant will act as the Owner's (City's) representative throughout the design and construction phase of this project and work closely with the City's engineering division to deliver the project, which will include:
a) Prepare the list of required permits, comprehensive requirements for each permit, and estimated cost of effort for each permit.
b) Provide advice and guidance to assist staff in coordination and resolution of major project, permitting, environmental, and technical issues to accomplish efficient delivery of the Project. c) As requested, Consultant shall attend, participate, and assist the City staff at Project meetings that specifically entail technical issues or need for technical issues and provide support in making decisions regarding technical matters. Consultant shall review for accuracy the minutes of such meetings prepared by either the DB Entity or others. The Consultant shall clarify and report any meeting minutes discrepancies affecting the Project to City staff. 6) Government Representation/ Lobbying - Provide Government Relations and Lobbyist Servicesto serve as the conduit for communication with elected officials and other agencies. The Consultant will provide the following:
a) Secure government affairs representation to seek funding. b) Provide legislative and regulatory lobbying as needed. c) Engage key officials (executive, legislative, and local government) and stakeholders to support the City's objectives.
d) Pursue greater public funding for the City.
e) Coordinate meetings with State Legislators and agency department leaders to allow the City to meet face-to-face with key decision-makers for funding opportunities. 7) Respondents are also encouraged to include additional services above and beyond the listed scope items. The City is committed to strategic financial initiatives and is flexible on process, design, and format. At a minimum, consultant should conduct and facilitate three (3) public presentations:
identification of goals and strategic priorities; presentation of the draft report to include review of findings, alternatives, and recommendations; and presentation of the final report. It is also expected that one-on-one interviews will be conducted with Council Members and City Department Heads.

Stakeholder interviews (number to be determined) and two (2) community-level workshops are to be conducted.
8) The project has an initial budget of $50,000; however, the budget and scope of work will be phased based upon the proposals received.

Evaluation Criteria

1. Statements of Qualifications (SOQs) shall be prepared in such a way as to provide a straightforward, concise delineation of capabilities to satisfy the requirements of this RFP.

Expensive bindings, colored displays, promotional materials, etc., are not necessary or desired.

Emphasis should be placed on completeness and clarity of content. SOQs must include sufficient information to allow the comprehensive review and analysis of the SOQs. SOQs lacking requested information will be considered incomplete and may be ineligible. The RFP shall be limited to twenty (20) pages. Resumes and company qualification brochure data may be added to the 20- page RFP, provided they are in an Appendix at the back of the RFP. The RFP must be typed and arranged/divided in the following sequence to facilitate evaluation:

2. Cover Letter -The cover letter shall: 1) confirm that all elements of this RFP have been reviewed and understood; 2) include a statement of intent to perform the services as outlined; 3) express Consultant's willingness to enter into an Agreement under the terms and conditions prescribed in this RFP and in the Sample Agreement; 4) include a brief summary of Consultant's qualifications; and 5) identify a single person for possible contact during the review process. The cover letter shall be limited to two (2) pages.

3. Statement of Understanding - This section should demonstrate an understanding of the RFP. It should describe the general approach, organization, and staffing required for the services requested, with a separate response for each respective scope. Include the estimated number of hours required to complete the scope of work. Responses shall include the Consultant's proposed schedule, including time that Consultant will be on site, and shall identify all Consultant requirements of City staff.

4. Company Information - This section shall include relevant Consultant information, including the address and telephone number for the Consultant's main office and any branch offices.

5. Team Transparency - Members of the Consultant's professional team (Managers, contact person, etc.) for this RFP should be identified by name and title and should include contact phone numbers. Include also major subcontractors, if any, and their degree of involvement in the scope. Include rates for all team members who will perform work on the scope(s) of work.

6. Qualifications and Experience -The Consultant shall provide an outline of the firm's background and qualifications to perform the requested services, including the background and qualifications of any sub-consultants needed to perform the requested services. Identify the key personnel who will be assigned to provide the requested professional services, including resumes showing their experience in performing similar professional services. List projects completed within the last five years by your firm. The proposal should clearly demonstrate the breadth of the Consultant's services and the area of expertise.

7. References - The Consultant shall provide at least three (3) references, within the past five (5) years, of clients for whom these requested services have been performed that are comparable in quality and scope to that specified in this RFP. The references shall include names, addresses, and telephone numbers of the clients for whom prior work was performed and include an explanation of the services provided. References shall be limited to one (1) page.

Evaluation Process

1. The City reserves the right to amend, withdraw, and cancel this RFP. The City also reserves the right to reject all responses to this RFP at any time prior to agreement execution. Furthermore, the City reserves the right to request or obtain additional information about any and all submittals. The RFP will be evaluated by City representatives from the City Administrator's Office and any other relevant departments. Consultants may be required to participate in an oral interview.

2. The City will award the contracts based on the final Proposal the City determines to be most advantageous. Selection Criteria upon which evaluation of the Proposals will be based include, but are not limited to:
a. Proposal Content
b. Experience of the Firm
c. Experience of the Project Managers
d. Staffing
e. Qualifications
f. Breadth of Services
g. References
h. Cost
i. Other Relevant Information

3. The City reserves the right to accept, reject, and evaluate any and all Proposals, to request additional information, and to change the scope of this RFP.

SAMPLE AGREEMENT FOR PROFESSIONAL SERVICES
This Agreement is made and entered into as of the ________, day of________, 2022, by and between the CITY OF SONORA, a municipal corporation ("City") and SAMPLE, Consultant").

RECITALS:

1. Consultant is specially trained, experienced, and competent to perform the special services which will be required by this Agreement; and

2. Consultant possesses the skill, experience, ability, background, certification, and knowledge to provide the services described in this Agreement on the terms and conditions described herein.

3. City desires to retain Consultant to render professional services as set forth in this Agreement.

AGREEMENT:

4. Scope of Services. The Consultant shall furnish the following services in a professional manner:
"Consultant shall perform the services described on Exhibit A, which is attached hereto and incorporated herein by reference. Consultant shall provide said services at the time, place, and in the manner specified in Exhibit A, subject to the direction of the City through its staff that it may provide from time to time."

2. Time of Performance. The services of Consultant are to commence upon execution of this Agreement and shall continue until all authorized work is approved by the City.

3. Compensation. Compensation to be paid to Consultant shall be no more than $SAMPLE_. In no event shall Consultant's compensation exceed $SAMPLE without additional written authorization from the City. Payment by City under this Agreement shall not be deemed a waiver of defects, even if such defects were known to the City at the time of payment.

4. Method of Payment. Consultant shall submit monthly billings to City describing the work performed during the preceding month. Consultant's bills shall include a brief description of the services performed, the date the services were performed, the number of hours spent and by whom, and a description of any reimbursable expenditures. City shall pay Consultant no later than 30 days after approval of the monthly invoice by City staff.

5. Extra Work. At any time during the term of this Agreement, City may request that Consultant perform Extra Work. As used herein, "Extra Work" means any work which is determined by City to be necessary for the proper completion of the Project but which the parties did not reasonably anticipate would be necessary at the execution of this Agreement. Consultant shall not perform, nor be compensated for, Extra Work without written authorization from City.

6. Termination. This Agreement may be terminated by the City immediately for cause or by either party without cause upon fifteen days' written notice of termination. Upon termination, Consultant shall be entitled to compensation for services performed up to the effective date of termination.

7. Ownership of Documents. All plans, studies, documents, and other writings prepared by and for Consultant, its officers, employees, agents, and subcontractors in the course of implementing this Agreement, except working notes and internal documents, shall become the property of the City upon payment to Consultant for such work, and the City shall have the sole right to use such materials in its discretion without further compensation to Consultant or to any other party. Consultant shall, at Consultant's expense, provide such reports, plans, studies, documents, and other writings to City upon written request by City. Consultant shall not be responsible for any unauthorized modification or use of such information for other than its intended purpose.

8. Consultant's Books and Records.
a. Consultant and sub-consultants shall maintain any and all ledgers, books of account, invoices, vouchers, canceled checks, and other records or documents evidencing or relating to charges for services, or expenditures and disbursements charged to City for a minimum period of three (3) years, or for any longer period required by law, from the date of final payment to Consultant to this Agreement.
b. Consultant and sub-consultants shall maintain all documents and records which demonstrate performance under this Agreement for a minimum period of three (3) years, or for any longer period required by law, from the date of termination or completion of this Agreement. c. Any records or documents required to be maintained pursuant to this Agreement shall be made available for inspection or audit at any time during regular business hours upon written request by the City Administrator, City Attorney, City Auditor, or a designated representative of these officers.

Copies of such documents shall be provided to the City for inspection at City Hall when it is practical to do so. Otherwise, unless an alternative is mutually agreed upon, the records shall be available at the Consultant's address indicated for receipt of notices in this Agreement. d. Where City has reason to believe that such records or documents may be lost or discarded due to dissolution, disbandment, or termination of Consultant's business, City may, by written request by any of the above-named officers, require that custody of the records be given to the City and that the records and documents be maintained in City Hall. Access to such records and documents shall be granted to any party authorized by Consultant, Consultant's representatives, or Consultant's successor-in-interest.

9. Independent Contractor. It is understood that Consultant, in the performance of the work and services agreed to be performed, shall act as and be an independent contractor and shall not act as an agent or employee of the City. Consultant shall obtain no rights to retirement benefits or other benefits which accrue to City's employees, and Consultant hereby expressly waives any claim it may have to any such rights.

10. Interest of Consultant. Consultant (including principals, associates and professional employees) covenants and represents that it does not now have any investment or interest in real property and shall not acquire any interest, direct or indirect, in the area covered by this Agreement or any other source of income, interest in real property or investment which would be affected in any manner or degree by the performance of Consultant's services hereunder. Consultant further covenants and represents that in the performance of its duties hereunder, no person having any such interest shall perform any services under this Agreement.

Consultant is not a designated employee within the meaning of the Political Reform Act because Consultant:
a. will conduct research and arrive at conclusions with respect to his/her rendition of information, advice, recommendation, or counsel independent of the control and direction of the City or of any City official other than normal agreement monitoring; and b. possesses no authority with respect to any City decision beyond rendition of information, advice, recommendation, or counsel. (FPPC Reg. 18700(a)(2).)

11. Professional Ability of Consultant. City has relied upon the professional training and ability of Consultant to perform the services hereunder as a material inducement to enter into this Agreement.

Consultant shall, therefore, provide properly skilled professional and technical personnel to perform all services under this Agreement. All work performed by Consultant under this Agreement shall be in accordance with applicable legal requirements and shall meet the standard of quality ordinarily to be expected of competent professionals in Consultant's field of expertise.

12. Compliance with Laws. Consultant shall use the standard of care in its profession to comply with all applicable federal, state, and local laws, codes, ordinances, and regulations.

13. Licenses. Consultant represents and warrants to City that it has all licenses, permits, qualifications, insurance, and approvals of whatsoever nature which are legally required of Consultant to practice its profession. Consultant represents and warrants to City that Consultant shall, at its sole cost and expense, keep in effect or obtain at all times during the term of this Agreement any licenses, permits, insurance, and approvals which are legally required of Consultant to practice its profession.

14. Indemnity. Consultant shall indemnify and hold harmless City, its elected and appointed officials, officers, employees, and volunteers (collectively, "City") from losses, costs, liabilities, and expenses for any damage, injury, or death (collectively, "Liability") arising directly or indirectly from or connected with the services provided under this Agreement to the extent that such Liability is caused by the negligence or willful misconduct of Consultant, its officers, employees, agents, contractors, subcontractors, consultants, or any person under its direction or control and shall make good to and reimburse City for any expenditures, including reasonable attorneys' fees, the City may incur by reason of such matters. Consultant's obligations under this Section shall exist regardless of concurrent negligence or willful misconduct on the part of the City or any other person; provided, however, that Consultant shall not be required to indemnify City for the proportion of Liability a court determines is attributable to the negligence or willful misconduct of the City. The City acknowledges that this indemnity does not require the Consultant to provide an up-front legal defense to the City. This indemnification clause shall survive the termination or expiration of this Agreement.

Consultant further agrees to provide, at Consultant's expense, reasonable assistance to the City in responding to third-party claims to the extent such claims implicate the quality of the Consultant's performance under this Agreement, which assistance shall include selection, management, and compensation of expert witnesses as necessary to substantiate or defend the quality of the Consultant's performance under this Agreement, as well as making Consultant's employees and project work product available as reasonably necessary to assist in the defense of such claims. This shall not preclude the City from recovering its reasonable attorneys' fees and defense costs in responding to third-party claims to the extent such claims are found to have been caused by the Consultant's negligence or willful misconduct.

15. Insurance Requirements.
a. Consultant, at Consultant's own cost and expense, shall procure and maintain, for the duration of the contract, the following insurance policies. i. Workers' Compensation Coverage. Consultant shall maintain Workers' Compensation Insurance and Employer's Liability Insurance for his/her employees in accordance with the laws of the State of California. In addition, Consultant shall require each subcontractor to similarly maintain Workers' Compensation Insurance and Employer's Liability Insurance in accordance with the laws of the State of California for all of the subcontractor's employees. Any notice of cancellation or non-renewal of all Workers' Compensation policies must be received by the City at least thirty (30) days prior to such change. The insurer shall agree to waive all rights of subrogation against City, its officers, agents, employees, and volunteers for losses arising from work performed by Consultant for City.
ii. General Liability Coverage. Consultant shall maintain commercial general liability insurance in an amount not less than one million dollars ($1,000,000) per occurrence for bodily injury, personal injury, and property damage. If a commercial general liability insurance form or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to the work to be performed under this Agreement or the general aggregate limit shall be at least twice the required occurrence limit. iii. Automobile Liability Coverage. Consultant shall maintain automobile liability insurance covering bodily injury and property damage for all activities of the Consultant arising out of or in connection with the work to be performed under this Agreement, including coverage for owned, hired, and non-owned vehicles, in an amount of not less than one million dollars ($1,000,000) combined single limit for each occurrence. iv. Professional Liability Coverage. Consultant shall maintain professional errors and omissions liability insurance for protection against claims alleging negligent acts, errors, or omissions which may arise from Consultant's operations under this Agreement, whether such operations be by the Consultant or by its employees, subcontractors, or sub-consultants. The amount of this insurance shall not be less than one million dollars ($1,000,000) on a claims-made annual aggregate basis or a combined single limit per occurrence basis.
b. Endorsements. Each general liability and automobile liability insurance policy shall be with insurers possessing a Best's rating of no less than A: VII and shall be endorsed with the following specific language:
i. The City, its elected or appointed officers, officials, employees, agents, and volunteers are to be covered as additional insured with respect to liability arising out of work performed by or on behalf of the Consultant, including materials, parts or equipment furnished in connection with such work or operations. ii. This policy shall be considered primary insurance as respects the City, its elected or appointed officers, officials, employees, agents, and volunteers. Any insurance maintained by the City, including any self-insured retention the City may have, shall be considered excess insurance only and shall not contribute with it. iii. This insurance shall act for each insured and additional insured as though a separate policy had been written for each, except with respect to the limits of liability of the insuring company.
iv. The insurer waives all rights of subrogation against the City, its elected or appointed officers, officials, employees, or agents.
v. Any failure to comply with reporting provisions of the policies shall not affect coverage provided to the City, its elected or appointed officers, officials, employees, agents, or volunteers.
vi. The insurance provided by this policy shall not be suspended, voided, canceled, or reduced in coverage or in limits except after thirty (30) days written notice has been received by the City.
c. Deductibles and Self-Insured Retentions. Any deductibles or self-insured retentions must be declared to and approved by the City. At the City's option, Consultant shall demonstrate financial capability for payment of such deductibles or self-insured retentions. d. Certificates of Insurance. Consultant shall provide certificates of insurance with original endorsements to City as evidence of the insurance coverage required herein. Certificates of such insurance shall be filed with the City on or before commencement of performance of this Agreement. Current certification of insurance shall be kept on file with the City at all times during the term of this Agreement.

16. Notices. Any notice required to be given under this Agreement shall be in writing and either served personally or sent prepaid, first-class mail. Any such notice shall be addressed to the other party at the address set forth below. Notice shall be deemed communicated within 48 hours from the time of mailing if mailed as provided in this section.

If to City: City of Sonora
94 N Washington Street
Sonora CA 95370
Attention: Melissa Eads, City Administrator
If to Consultant: SAMPLE

17. Entire Agreement. This Agreement constitutes the complete and exclusive statement of Agreement between the Agency and Consultant. All prior written and oral communications, including correspondence, drafts, memoranda, and representations, are superseded in total by this Agreement.

18. Amendments. This Agreement may be modified or amended only by a written document executed by both Consultant and City and approved as to form by the City special counsel.

19. Assignment and Subcontracting. The parties recognize that a substantial inducement to City for entering into this Agreement is the professional reputation, experience, and competence of Consultant.

Assignments of any or all rights, duties, or obligations of the Consultant under this Agreement will be permitted only with the express consent of the City. Consultant shall not subcontract any portion of the work to be performed under this Agreement without the written authorization of the City. If City consents to such subcontract, Consultant shall be fully responsible to City for all acts or omissions of the subcontractor. Nothing in this Agreement shall create any contractual relationship between City and subcontractor nor shall it create any obligation on the part of the City to pay or to see to the payment of any monies due to any such subcontractor other than as otherwise is required by law.

20. Waiver. Waiver of a breach or default under this Agreement shall not constitute a continuing waiver of a subsequent breach of the same or any other provision under this Agreement.

21. Severability. If any term or portion of this Agreement is held to be invalid, illegal, or otherwise unenforceable by a court of competent jurisdiction, the remaining provisions of this Agreement shall continue in full force and effect.

22. Litigation Expenses and Attorneys' Fees. If either party to this Agreement commences any legal action against the other party arising out of this Agreement, the prevailing party shall be entitled to recover its reasonable litigation expenses, including court costs, expert witness fees, discovery expenses, and attorneys' fees.

23. Mediation. The parties agree to make a good faith attempt to resolve any disputes arising out of this Agreement through mediation prior to commencing litigation. The parties shall mutually agree upon the mediator and shall divide the costs of mediation equally. If the parties are unable to agree upon a mediator, the dispute shall be submitted to JAMS/ENDISPUTE ("JAMS") or its successor in interest. JAMS shall provide the parties with the names of five qualified mediators. Each party shall have the option to strike two of the five mediators selected by JAMS, and thereafter, the mediator remaining shall hear the dispute. If the dispute remains unresolved after mediation, either party may commence litigation.

24. Execution. This Agreement may be executed in several counterparts, each of which shall constitute one and the same instrument and shall become binding upon the parties when at least one copy hereof shall have been signed by both parties hereto. In approving this Agreement, it shall not be necessary to produce or account for more than one such counterpart.

25. Authority to Enter Agreement. Consultant has all requisite power and authority to conduct its business and to execute, deliver, and perform the Agreement. Each party warrants that the individuals who have signed this Agreement have the legal power, right, and authority to make this Agreement and to bind each respective party.

26. Prohibited Interests. Consultant maintains and warrants that it has not employed nor retained any company or person, other than a bona fide employee working solely for Consultant, to solicit or secure this Agreement. Further, Consultant warrants that it has not paid, nor has it agreed to pay any company or person, other than a bona fide employee working solely for Consultant, any fee, commission, percentage, brokerage fee, gift, or other consideration contingent upon or resulting from the award or making of this Agreement. For breach or violation of this warranty, City shall have the right to rescind this Agreement without liability. For the term of this Agreement, no member, officer, or employee of City, during the term of his or her service with City, shall have any direct interest in this Agreement or obtain any present or anticipated material benefit arising therefrom.

27. Equal Opportunity Employment. Consultant represents that it is an equal opportunity employer, and it shall not discriminate against any subcontractor, employee, or applicant for employment because of race, religion, color, national origin, handicap, ancestry, sex, or age. Such non-discrimination shall include, but not be limited to, all activities related to initial employment, upgrading, demotion, transfer, recruitment or recruitment advertising, layoff, or termination. Consultant shall also comply with all relevant provisions of City's Minority Business Enterprise program, Affirmative Action Plan, or other related programs or guidelines currently in effect or hereinafter enacted.

IN WITNESS HEREOF, the parties have caused this Agreement to be executed on the date first written above.

CITY OF SONORA: SAMPLE
By: By: ______________________________
Melissa Eads, SAMPLE
City Administrator SAMPLE
ATTEST:

Tracy Skelly
City Clerk
APPROVED AS TO FORM:

Douglas White, City Attorney
City of Capitola
City Hall Facility Needs Assessment
DRAFT REPORT | 18 APRIL 2024

i CAPITOLA CITY HALL FACILITY NEEDS ASSESSMENT – DRAFT
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CONTENTS

CONTENTS
INTRODUCTION .............................................................................. 3 Executive Summary................................................................................................................4 Project Goals + Purpose........................................................................................................5 Project Participation...............................................................................................................7 EXISTING CONDITIONS ANALYSIS ...................................................... 9 Existing Conditions Report .................................................................................................10 Work Plan and Participation Plan .......................................................................................22 Analysis of Existing Operations .........................................................................................23 Staff Survey Summary ..........................................................................................................30 PROJECTIONS + NEEDS .................................................................. 35 City Hall Staff + Space Needs.............................................................................................36 Projection Metrics ...............................................................................................................40 Draft Space Needs...............................................................................................................42 Department Adjacencies ....................................................................................................44 SUMMARY + NEXT STEPS ................................................................. 45 Key Points .............................................................................................................................46 Next Steps ............................................................................................................................48 ii CAPITOLA CITY HALL FACILITY NEEDS ASSESSMENT – DRAFT PMT REVIEW DRAFT - 18 APRIL 2024

CONTENTS

INTRODUCTION
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INTRODUCTION

EXECUT I VE SUMMARY
Located just five miles south of Santa Cruz, the City of Capitola sits on the Northern coast of the Monterey Bay. The Capitola community has held a presence here for over a century, evolving to welcome shipping and fishing industries, building up an economy and a community, to become the popular beach town that is today.

Today, the City of Capitola has nearly 10,000 residents and is served by small City Hall and Police Station buildings located in Capitola Village. Because Capitola is a tight-knit community with strong roots in Santa Cruz County, it’s important that the city’s facilities be maintained and can serve the needs of city employees. The investments that Capitola makes in their City Hall facilities will work to propel the city into a new era of service.

The City of Capitola began a Facility Needs Assessment project for City Hall and the Police Station in 2023 with Group 4 Architecture in order to account for the city’s future growth and continually evolving needs. The objectives of this project included an implementation plan for the near future (1-3 years), and long term (5-10+ years). Throughout this process, the city staff of Capitola have been involved every step of the way to ensure that these findings reflect the current state of the building and accurately depict staff needs.

The thorough documentation of existing conditions helped to form a plan tailored to specific Capitola needs. The project process included site visits and tours of the City Hall and Capitola Police spaces as well as department head interviews with city staff. Over several months, both the Project Management Team (PMT) and Group 4 met to go over the findings and draft space needs to create a snap shot of Capitola City Hall today.

Located at 420 and 422 Capitola Ave, Capitola, CA 95010 with around 12,500 square feet, the two-story City Hall was built in 1976 and houses the following city departments: City Administration, Public Works, Community Development, Finance, and Police. 5 CAPITOLA CITY HALL FACILITY NEEDS ASSESSMENT – DRAFT
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INTRODUCTION
City Hall’s staff conference room on the building’s
second floor
PROJECT GOALS + PURPOSE
The goals for this planning process align with the City of Capitola’s original vision for the project and created a detailed and focused framework for the planning approach.
▪ Existing conditions report: City Staff completed an existing conditions report of the City Hall site
▪ Evaluation of the existing City Hall functionality in alignment with accepted architectural standards for workspaces and community meeting needs
▪ Develop projections for future staffing and facility needs over a 20-year period
▪ Compile and summarize findings in a comprehensive City Hall Facilities Needs Assessment report
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INTRODUCTION
STEP 1: EXISTING CONDITIONS REPORT
The first step in the Facility Needs Assessment for the Capitola City Hall was completed by the City of Capitola; an Existing Conditions Report that details the site information of City Hall, Capitola Museum, Police Station, accessory structures, and lower and upper parking lots. Additionally, the report includes the history, number of current staff, square footage of each workspace and office, and details about each structure’s integrity. This report was used by Group 4 to inform the subsequent analysis of City Hall’s existing conditions.

The Existing Conditions Report created by the City of Capitola content can be found in the “Existing Conditions” chapter on page 9.

STEP 2: EXISTING CONDITIONS ANALYSIS
The Existing Conditions Analysis focused on the functionality of the buildings and workstations on the City Hall site and whether they are adequate for the purpose they serve and whether they adhere to architectural standards for workspaces.

Additionally, Group 4 performed a qualitative analysis of the current City Hall’s site advantages and disadvantages.

STEP 3: 20-YEAR PROJECTIONS
The 20-Year Projections focused on future staffing and facility needs for the City of Capitola’s office space and workstations.

The staffing and space needs projections look out to the next 20 years and are based on several sources provided by the City of Capitola.

To consolidate all findings and analyses from the three project steps, this summary of findings report was written.
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INTRODUCTION

PROJECT PART I C I PAT I ON

PROJECT MANAGEMENT TEAM (PMT), CITY OF CAPITOLA
Katie Herlihy, Community Development Director
Jamie Goldstein, Capitola City Manager
Jessica Kahn, Director of Public Works

CONSULTANT TEAM
Group 4 Architecture, Research + Planning, Inc.
211 Linden Avenue
South San Francisco, CA 94080
Andrea Gifford, Principal
Grace Tilghman, Planner
650.871.0709 | www.g4arch.com
Public Works staff area
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INTRODUCTION
9 CAPITOLA CITY HALL FACILITY NEEDS ASSESSMENT – DRAFT
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EXISTING CONDITIONS EXISTING CONDITIONS
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EXISTING CONDITIONS

EX I ST I NG COND I T I ONS REPORT

THE SITE
The City Hall Existing Conditions Report offers a comprehensive overview of the Cityowned property situated at 420 and 422 Capitola Avenue. This property is bordered by Capitola Avenue to the east, residential areas to the north, Monterey Avenue to the west, and the rail corridor to the south. Spanning seven acres, the site encompasses two parcels: the Capitola City Hall site covering 0.93 acres, and the adjacent Pacific Cove parking lots spanning 6 acres. Presently, the City Hall site accommodates the City’s administrative offices, the police department, council chambers, a community room, the Capitola History Museum, as well as a historic cottage and changing room/ outhouse.

The current configuration of City Hall and the Police Department was constructed in 1976. Prior to 1976, the site housed a smaller City Hall and a maintenance building. The 1976 expansion resulted in the current 10,500 square feet, two-story structure, shared between City Hall (420 Capitola Avenue) and the Police Department (422 Capitola Avenue). While there is a shared wall between City Hall and the Police, there is no shared access. The City Hall and Police Department structure was constructed using concrete masonry units (CMU) on the ground level and wood frame construction on the second story. The museum, cottage, and changing room/outhouse are separate wood frame structures.
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EXISTING CONDITIONS

CITY HALL
First Story: City Hall’s first story comprises Council Chambers, two public bathrooms with two stalls each, a public lobby, an information technology (IT) room, and a community room. One employee’s office is located within the IT room.

Second Story: The second story houses individual and shared administrative offices for 20 employees, a main lobby, a staff conference room, two gender-neutral bathrooms, a storage room for records and supplies, a copy room, and a lounge/break room. 9City of Capitola City Hall Space Planning
10City of Capitola City Hall Space Planning
SPACE ANALYSIS & UTILIZATION CITY HALL 2ND FLOOR

DRAFT FOR INTERNAL USE ONLY
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EXISTING CONDITIONS

CITY HALL AREA CALCULATIONS BY DEPARTMENTS AND FUNCTION City Hall Area Calculations by Departments and Func The following tables break down the area within City Hall by department and functions. tion The following tables break down the area within City Hall by department and functions.

City Manager Department # of
Employees
Area of
Space
City Manager Office 1 280 sf
Assistant to City Manager 1 160 sf
Human Resources 1 120 sf
City Clerk Office 2 190 sf
Front Lobby 1 217 sf
IT 1 205 sf
AV 0 56 sf
Total 7 1,228 sf
Public Works Department # of
Employees
Area of
Space
Public Works Director 1 110 sf
Public Works Shared Office 4 304 sf
Total 5 414 sf
Community Development
Department
# of
Employees
Area of
Space
Community Dev. Director 1 110 sf
Planning Office 2 168 sf
Building Office 3 196 sf
Total 6 474 sf
Finance Department # of
Employees
Area of
Space
Finance Director 1 120 sf
Finance Shared Office 3 153 sf
Total 4 253 sf
Shared Staff Space Area of
Space
Staff Conference Room 210 sf
2nd story Staff Restrooms 120 sf
Copy Room 100 sf
Staff Break Room 154 sf
Storage/Records Room 172 sf
Mechanical Room 172 sf
Total 928 sf
Community Space Area of
Space
Community Room 550 sf
Council Chambers 1,660 sf
Public Restrooms 220 sf
1st story Lobby 217 sf
Total 2,647 sf
City Hall Area Calculations by Departments and Function The following tables break down the area within City Hall by department and functions.

City Manager Department # of
Employees
Area of
Space
City Manager Office 1 280 sf
Assistant to City Manager 1 160 sf
Human Resources 1 120 sf
City Clerk Office 2 190 sf
Front Lobby 1 217 sf
IT 1 205 sf
AV 0 56 sf
Total 7 1,228 sf
Public Works Department # of
Employees
Area of
Space
Public Works Director 1 110 sf
Public Works Shared Office 4 304 sf
Total 5 414 sf
Community Development
Department
# of
Employees
Area of
Space
Community Dev. Director 1 110 sf
Planning Office 2 168 sf
Building Office 3 196 sf
Total 6 474 sf
Finance Department # of
Employees
Area of
Space
Finance Director 1 120 sf
Finance Shared Office 3 153 sf
Total 4 253 sf
Shared Staff Space Area of
Space
Staff Conference Room 210 sf
2nd story Staff Restrooms 120 sf
Copy Room 100 sf
Staff Break Room 154 sf
Storage/Records Room 172 sf
Mechanical Room 172 sf
Total 928 sf
Community Space Area of
Space
Community Room 550 sf
Council Chambers 1,660 sf
Public Restrooms 220 sf
1st story Lobby 217 sf
Total 2,647 sf
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EXISTING CONDITIONS

POLICE DEPARTMENT
The Police Department is situated at 422 Capitola Avenue, directly attached to the City Hall structure via a shared wall.

This section of the structure consists of a single-story layout.

It encompasses a front lobby, office space, an interview room, two locker rooms, and storage facilities. Within the patrol office, four desks are arranged around the periphery, with a larger table positioned in the center for use as a staff meeting space. The Police Department currently does not have a break room and staff use the patrol office in place of one.
13City of Capitola City Hall Space Planning

SPACE ANALYSIS & UTILIZATION POLICE

DRAFT FOR INTERNAL USE ONLY

POLICE STORAGE POLICE OFFICES AT CITY HALL
structure through a shared wall. This portion of
the structure is a single story. The layout
includes a front lobby, break room, office space,
an interview room, two locker rooms, and
storage. The patrol office has four desks
around the periphery with a larger table in the
center utilized as a staff meeting space.

Police Department # of
Emp
Area of
Space
Chief Office 1 176 sf
Captains Office 1 1 130 sf
Captain Office 2 1 130 sf
Lobby 0 60 sf
Front Office 2 133 sf
Back Office 1 115 sf
Break Room 0 49 sf
Men's Locker Room 0 380 sf
Women’s Locker Room 0 236 sf
Patrol Office 4 390 sf
Traffic & Parking 3 200 sf
Detective Office 2 203 sf
Interview Room 0 100 sf
Storage 0 124 sf
Total 15 2,426 sf

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EXISTING CONDITIONS

CAPITOLA MUSEUM AND HISTORIC COTTAGE
The Capitola History Museum is a separate 900-square-foot building and includes a historic cottage and changing room/outhouse. The museum, cottage, and changing room/outhouse are located along the frontage of Capitola Avenue and occupy approximately one-quarter of the City Hall property. The museum and cottage are wood-framed buildings with an accessory beach/changing cabin of the same construction.

STORAGE BUILDING
This building is a manufactured mobile home that was moved to its current location after the demolition of the Lower Pac Cove mobile home park around 2012.

PARKING
There are 28 parking spaces located in front of the City Hall site along Capitola Avenue. These parking spaces are used mainly for ADA parking, the Capitola History Museum, and Police patrol vehicles.

The Upper and Low Village Parking Lots are just over 6 acres in area and include 454 parking spaces, a police storage trailer, a generator, and parking fee kiosks. The lots can be accessed from three entrances, two on Bay Avenue and one on Capitola Avenue. A ramp is located from the upper parking lot to the City Hall building that contains an elevator to the first floor.
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EXISTING CONDITIONS

VISUAL ASSESSMENT OF INTEGRITY OF BUILDING STRUCTURES
The following is a visual assessment conducted in 2023 by the Capitola Building Official of various areas within each building.

Upper Storage Room
▪ The upper storage room is significantly filled with boxes obstructing access to the mop sink and electric panel, as well as roof access.

Staff Break Room
▪ The upper floor breakroom appears to be in acceptable condition, although the cabinets are showing signs of aging and may warrant replacement. A new refrigerator was installed in 2023. Heating is provided by an aging and inefficient electric resistance heater, the status of which remains unknown regarding maintenance or replacement, but it seems to have surpassed its serviceable life.

Council Chambers:
▪ The furniture in the council chambers is outdated and worn, contributing to a generally dark and unwelcoming atmosphere.
▪ It is unclear whether the wood interior finish meets fire-resistant requirements for public buildings, and the outdated wood finishes exacerbate the dim environment. ▪ Lighting fixtures do not comply with current Electrical and Energy Code requirements for efficiency, potentially leading to increased operational costs. Replacement of incandescent and fluorescent fixtures with more efficient LED lighting is recommended. Some of the lights have been replaced over the past decade.
▪ The public restrooms do not meet accessibility requirements, necessitating significant construction to achieve compliance.
▪ The furnace serving the Community Room, Council Chambers, IT office, and restrooms is outdated and likely fails to meet Energy Code requirements for efficiency. The IT office lacks proper heating, relying on an electric space heater due to the inefficient furnace. Air balancing is necessary for the system to ensure proper heating, cooling, and airflow volumes. ▪ The carpet is approximately five years old.

Community Room:
▪ The Community Room features Wi-Fi and modern technology capabilities. ▪ The carpet and furniture is approximately five years old.

IT Office
▪ HVAC does not service the IT office. Refer to the section on the furnace for details.

The Lower-Level Electrical room
▪ The room contains computer equipment, racks, and several electric panels. ▪ An outdated air conditioning unit mounted above the door is non-functional. Currently, a portable AC room floor unit is utilized during hot weather, necessitating leaving the door open for cooling purposes. This arrangement may pose security risks and is inefficient, leading to excessive energy consumption.
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EXISTING CONDITIONS
Upstairs Offices
▪ The carpet is outdated and exhibits water damage. New carpet has been installed in the staff meeting room and copy room.
▪ Ceilings show signs of water damage from a leaking roof. ▪ Recent termite damage has been identified near the staff restrooms.

Roof
▪ Despite patching in 2023, the roof requires replacement, having last been replaced in 1996. The aging concrete tiles on the mansard walls are no longer manufactured and are deteriorating, necessitating consideration for replacement with alternative materials.

The galvanized sheet metal cap on the mansard wall is failing in multiple areas, allowing water infiltration. Due to these leaks, the base layer of plywood may be compromised, necessitating further investigation.
▪ Roof tiles from the mansard roof hang down into the undersized gutters, facilitating leaf accumulation and blockage. The drainage system, utilizing scuppers, has caused dry rot in the wood trim surrounding the gutters.
▪ Trees on the south and east ends drop leaves, contributing to gutter blockage. ▪ Vents in the roof overhangs or soffits, intended to prevent dry rot, have been painted over in many areas, reducing required ventilation and potentially leading to dry rot.

Replacement of these vents is recommended, and painting should be avoided in venting areas.

Drainage
▪ Short or disconnected downspouts can lead to water pooling on the roof and around the building, potentially causing damage and undermining walkways and the building’s foundation.

Lighting
▪ Lighting does not meet current energy efficiency standards.

HVAC
▪ The heating system, installed in 1994, is inefficient and requires frequent repairs and part replacements due to aging. The rooftop units’ ducting displays signs of degradation and rust, potentially leading to leaks. The system lacks proper balancing, necessitating modifications to accommodate the current building layout.

Fire
▪ Fire sprinklers and an automatic fire alarm system are not installed in the building. Smoke alarms are present but not in every room. A bluetooth notification system, activated by staff, is used to alert occupants in case of fire. Additional lighted EXIT signs need to be installed.
▪ A fire extinguisher is located behind the reception area in the hallway. ▪ In 2023, staff is collaborating with Central Fire to update emergency maps and identify safe meeting places during fire emergencies.
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EXISTING CONDITIONS
Water Heater
▪ The water heater in City Hall was replaced with an on-demand water heater in recent years. Compliance with flood zone requirements should be verified for systems located on the ground floor, given the building’s location in a floodplain.

Electric
▪ The condition of the electrical system cannot be fully assessed through visual inspection.

However, the panels are well marked and appear to be in reasonable condition despite their age. No issues with electric breakers have been reported to date. ▪ A new generator, installed in 2023 and located in the upper parking lot, is tied into the main panel in the electrical room.

Plumbing
▪ The sewer lateral was replaced in 2023.
▪ The staff restrooms on the upper floor were recently updated but require further modifications to comply with current accessibility requirements.

Exterior Walkway and Stairs
▪ The exterior walkway deck requires replacement of the waterproof finish. The guardrail spacing does not meet current code requirements, with intermediate pickets spaced 8” apart instead of the mandated less than 4”. Guards should be 42” in height, a standard not met by the current guardrail, posing potential liability issues for the City. Consideration should be given to upgrading for safety concerns. The stairway guardrails exhibit the same issues regarding height requirements. Additionally, the surface treatment on the second-floor exterior walkway is aging and heavily stained.

Windows
▪ Single-pane windows are installed throughout the building. Replacing them with dualpane windows would result in energy savings by reducing heat loss or gain.

Building Exterior
▪ Stucco extends below the grade line. Not compliant with California Building Code.

Weep Screed for Stucco should be minimum 2 inches above concrete or 6 inches above grade.
▪ The exterior stucco has several cracks as a result of moisture intrusion and seismic activity.
▪ Evidence of termite damage in restrooms area. May exist building wide.

Parking Areas
▪ The parking lot in front of City Hall is in poor condition with crazed and spalled asphalt.

Water collects in low spots throughout the parking lot. ▪ Lower Capitola Village parking lot was built as a temporary parking facility in 2013.

Lifespan is limited.
▪ Accessible parking needs to be updated. The parking lot in front of building needs to be repaved and re-marked with accessible spaces being marked according to current standards. The access aisle for the accessible space nearest to the museum ramp is not 18 CAPITOLA CITY HALL FACILITY NEEDS ASSESSMENT – DRAFT PMT REVIEW DRAFT - 18 APRIL 2024

EXISTING CONDITIONS
compliant with the code for accessibility. The top landing of the accessible ramp does not meet current accessibility requirements.

Elevator
▪ Substandard size
▪ The elevator is near or at it’s useful lifespan. Breaks down often. ▪ The location of the elevator on the lower floor is difficult to find do to the location at the end of a hallway.

Police Department
▪ The Police Department Building shares roofing issues with the main City Hall Building. Records indicate that the roof was last replaced in 1982, suggesting it has exceeded its useful life.
▪ The HVAC system, installed in 2008, exhibits inefficiencies in heating and cooling due to unbalanced zones. Evaluation for proper air flow requirements is recommended. All rooms currently feature both supply and return air outlets in the ceiling.
▪ Previous flooding incidents have occurred in the building, located within a flood zone. Recent termite damage has been identified, and spot treatments have been administered. Vermin infiltration remains a concern.
▪ At the time of inspecting the structure, active repairs in the women’s locker and restroom were underway due to a chronic sewer backup. A new sewer line was installed following the original observations. Other existing drain lines appear to be cast iron and are degrading. Lockers have been placed on a permanent platform to mitigate water intrusion during backups. The attic access in the women’s restroom does not meet code requirements.
▪ A 150 Amp electric panel in the PD, while serviceable, is aged. Breakers appear to be appropriately sized.
▪ An attic access panel in the patrol room is undersized and does not meet code requirements for ease of access. Attic areas were not observed during the walkthrough.
▪ The men’s locker and restroom features a water heater closet with a solid core door and full weather stripping as per current codes. Combustion air ventilation is provided, meeting installation requirements.
▪ Additional exit signs are recommended to align with the current office layout. ▪ The previously unreliable generator was decommissioned in 2023.

Police Storage Building/Parking Office
▪ This manufactured mobile home was relocated to its current position in 2012 following the demolition of a mobile home park. It is supported by a Stateapproved standard foundation consisting of jack stands attached to steel beams with clips. Concrete pier footings support specific areas. ▪ The floor in the room containing an explosive-proof safe has been reinforced with 1 ½” plywood. The underfloor access panel is secured to prevent unauthorized access.
19 CAPITOLA CITY HALL FACILITY NEEDS ASSESSMENT – DRAFT PMT REVIEW DRAFT - 18 APRIL 2024

EXISTING CONDITIONS
▪ The building appears inadequately designed to support the weight of stored files, leading to floor reinforcement in certain areas. The full extent of reinforcement remains unknown due to a lack of comprehensive assessment.
▪ Lighting does not meet current Electrical and Energy Code requirements for efficiency, potentially increasing operating costs. Upgrading to LED lighting is recommended. ▪ An accessible restroom in the building meets clearance requirements, though part of it is utilized for storage, reducing required clearances.
▪ The water closet does not comply with code requirements for the location of the flush mechanism.
▪ The larger storage trailer features exterior T1-11 Plywood finish, which is not fireresistant. According to current codes, a fire-resistant surface such as drywall would be required for storage areas.
▪ While smoke detectors are present, a fire sprinkler system is absent. Installation of a fire sprinkler system is advisable to protect stored files, as per current codes. ▪ An outdoor storage area for recovered bicycles is enclosed by chain link and slat fencing, in reasonable condition.

Museum & Cottage
▪ The museum, cottage, and changing room/outhouse are of historic significance and were relocated to the City Hall site.
▪ The Public Works Maintenance Division plans to tent the museum due to the discovery of termites.
▪ The museum lacks both a fire sprinkler system and an alarm system. ▪ Moss growth on the museum’s roof is attributed to limited sun exposure, posing a threat to the shingles’ integrity. Removal of the moss could further damage the shingles. There is no available information regarding past roofing work. ▪ Documentation regarding the placement of the cottage is unavailable in building records.
▪ The roofs of the museum, cottage, and changing room/outhouse are shaded by a redwood tree, leading to debris accumulation. Regular removal of debris is necessary to maintain the roofs, as debris buildup can lead to dry rot and attract vermin or insects around the buildings’ bases.

Structural Considerations
▪ The buildings were originally build for different purposes and prior to current building code, so while an inspection of the existing foundation/structural building elements was beyond scope of this study it is likely that there are structural components that do not meet the level of structural strength that is needed to withstand a high water level flood or certain seismic events.
▪ The existing roof structure was not originally designed to support the HVAC equipment that has been placed on it. The weight of the equipment creates a deflection in the roof deck that holds water and prevents it from draining properly 20 CAPITOLA CITY HALL FACILITY NEEDS ASSESSMENT – DRAFT PMT REVIEW DRAFT - 18 APRIL 2024

EXISTING CONDITIONS
▪ The current roof design does not allow for easy removal of debris from the surrounding trees, the debris collects and plugs the drains , and water will collect until the roof either structurally fails or starts to leak into the offices below. ▪ The building was built to its current configuration at different times. There are different building materials and styles that have been used that may create issues on how the building withstands a high seismic event. The Police Department area was built with CMU walls as is the first floor below City Hall. The second floor is wood framed and does not posses the strength that CMU walls have. Seismic review should be completed.

Floodplain
One critical concern facing the City is the location of its first responders, including the City’s Police Department, within the floodway. In the event of a flood emergency, Capitola may be unable to respond at full capacity if City Hall and the Police Department are affected by flooding.

Any redevelopment within the floodplain must adhere to federal floodplain regulations and Chapter 15.20 of the Capitola Municipal Code. Essentially, new development must be designed to avoid altering the floodplain. A no-rise study would be mandatory for any future development plans. Residential usage is prohibited within the floodplain.

Certification from a registered civil engineer or architect is required to ensure that any nonresidential structure meets the floodproofing criteria outlined in CMC Section 15.20.160(C) (2). Additions to existing structures would be permitted in accordance with floodplain management standards.

The following information is from the 2005 City of Capitola Parking Garage and Housing Feasibility Study by RBF Consulting.

ENVIRONMENTAL SETTING
Vegetation and Hydrology
Because the site is largely covered with asphalt, there are no environmental features within the current surface parking lot. Surrounding the parking lot is relatively dense vegetation consisting of tall trees and an under story native and non-native vegetation. Trees include Eucalyptus, Coastal Live Oaks and Alders that surround virtually the entire property, providing a visual buffer between adjacent uses.

The northern edge of the lower parking lot is across the street from the Noble Gulch riparian corridor. Noble Gulch extends east to west through the lower parking lot. It is located underground in a 72-inch corrugated metal pipe. Storm water collected east of Monterey Avenue travels through this pipe, eventually discharging into Soquel Creek. Given the presence of Noble Gulch, most of the lower parking lot is located within a designated floodplain. The upper parking lot is not located within the floodplain.

Topography
Most of the lower parking lot is generally flat, with a gentle slope from east to west. The elevation of the main portion of the parking lot generally ranges from between 40 and 43 ½ feet above sea level (ASL) At the east entrance off Monterey Avenue, the roadway declines into property from elevation ~64.3 ASL to elevation ~50.0 ASL (nearly 15 feet) 21 CAPITOLA CITY HALL FACILITY NEEDS ASSESSMENT – DRAFT PMT REVIEW DRAFT - 18 APRIL 2024

EXISTING CONDITIONS
before flattening out. Topography is also steeper along the western driveway to Capitola Road where the elevation drops by nearly 20 feet.

The slope between the upper parking lot and lower level (mobile home park) ranges from 50 to 60+ percent with an average change in elevation of about 20 feet. There is evidence of past instability, however, this instability is surficial involving the loose surface mantle and tree root area. To protect this instability, vegetation and retaining walls have been used.

Several small retaining structures are present, particularly along the northern slope of the narrow roadway that provides access to Monterey Avenue
Soils
Three shallow exploratory boreholes were dug to a depth of 10 feet prior to construction of the parking lot (Haro, Kasunich & Associates, May 1984). The subsurface soil generally consists of dark brown silt to file silty sand to approximately minus three feet. These materials are underlain by silty sand and/or clayey sand to the depths bored. No other soils reports are known to exist for the parking lot site. However, two nearby soil investigations are described below which provide a context for possible soil conditions on site.

James Reynolds analyzed subsurface soil conditions on the adjacent City Hall site in 1975 prior to redevelopment of the City Hall facilities. Underlying native soil stratum consists of medium dense clayey sands, which vary in thickness from six to eight feet. Below nine feet, a loose to medium dense stratum of blue-gray sand with clay binder material was encountered. At a depth of ~20 feet, a greenish-gray very dense clayey gravel with sand was encountered. The soil investigate determined that with the exception of an upper 12 to 18 inches of loose fill soils, the subsurface soils possessed adequate parameters to support the two-story city hall structures, assuming an adequate foundation, such as conventional spread footing structurally integrated with a thickened structural concrete slab-on-grade, was incorporated. The report also indicated that given the presence of loose subsoil materials located between depths of nine to 21 feet, there is a potential for liquefaction during period of strong seismic activity. Due to the depth and relatively thin interbedding of the loose soils, it was suggested that any resulting liquefaction would cause only vertical displacement or settlement and not rotational or shear failure.

A geotechnical investigation for a new single-family residence at 408 Pilgrim Drive (north of the lower parking lot) was prepared by Redwood Geotechnical Engineering in July 2002.

Borings encountered about six to 12 inches of unconsolidated surficial topsoil; up to five feet of firm native clayey soil underlain by well-consolidated silty clay and silty sand. Ground water was encountered at depths of about 11 ½ and 18 feet below surface (corresponding to approximate topographic elevation EL = +1.0) and localized seepage was observed between 7 ½ and 8 ½ feet. According to the report, seasonal seepage is common in the site vicinity and may have a significant impact on site work and foundation excavation during or following winter storms.

The Santa Cruz County geologic hazard maps indicate that the site is located within a potential liquefaction hazard zone. For future planning and design of structures for this site, obtaining a site-specific geotechnical report is recommended. Foundation type will be dependent on soil conditions as well as structure type. Conventional spread footings may be appropriate for one or two level parking structures. Structures taller than two stories will likely require pile foundations. Piles would either be drilled or driven depending upon geotechnical engineer’s recommendations.
22 CAPITOLA CITY HALL FACILITY NEEDS ASSESSMENT – DRAFT PMT REVIEW DRAFT - 18 APRIL 2024

EXISTING CONDITIONS

WORK PLAN AND PART I C I PAT I O N P L A N
Capitola’s City Hall building currently includes workstations and offices for five departments: City Administration, Public Works, Community Development, Finance, and Police. The current layout and size of the City Hall does not adequately house current employees, and cannot accommodate staff growth.

As part of the assessment process, Group 4 toured the City Hall building to confirm the City-provided floorplans and facility documents. Group 4 additionally examined the current utilization of each space and created bubble diagrams that were verified and confirmed by the Project Management Team to ensure that any completed analysis was based off of accurate department locations and needs.

In order for Group 4 to gather more detailed information, an online survey was distributed to the City’s department heads and staff. Department head interviews were then conducted to confirm survey responses and to give City employees an opportunity to elaborate on their personal workspace needs as well as overall department workspace needs.
5City of Capitola City Hall Space Planning

CAPITOLA CITY HALL SITE MAP

DRAFT FOR INTERNAL USE ONLY
Size: ~ 7 acres total
City Hall site map including the piece of land
that extends back to include public parking for
downtown Capitola. This site also encompasses
police storage and the Capitola Museum.
23 CAPITOLA CITY HALL FACILITY NEEDS ASSESSMENT – DRAFT PMT REVIEW DRAFT - 18 APRIL 2024

EXISTING CONDITIONS

ANALYS I S OF EX I ST I NG OPERAT I O N S
The City Hall building has two stories and around 12,500 square feet. Presently, City Hall includes workstations for its 20 full-time employees and 1 part-time staff on the second floor as well as one staff office, a Community Room, Council Chambers, a lobby, a public restroom, and a mechanical room on its first floor.

The second floor of the City Hall building has a second public lobby that serves the Public Works, Finance, and Community Development departments. Additionally, there is a small conference room, copy room, storage room, and break room.

The first and second floors are accessible to each other by an exterior staircase and the break room and general storage rooms can be accessed by an exterior circulation path.

Ci
f C
i
l
Ci
ll S
l
i
Police
Storage
Capitola
Museum
City Hall
(2 story)
Police
Department
City Hall breakroom.
24 CAPITOLA CITY HALL FACILITY NEEDS ASSESSMENT – DRAFT PMT REVIEW DRAFT - 18 APRIL 2024

EXISTING CONDITIONS
9City of Capitola City Hall Space Planning
SPACE ANALYSIS & UTILIZATION CITY HALL 1ST FLOOR

DRAFT FOR INTERNAL USE ONLY

PUBLIC SERVICE DESK/ LOBBY SPACE
The public service desk is on the second floor of City Hall and serves the Finance, Community Development, and Public Works departments. The service point is in the City Hall office lobby where the Customer Service Office Coordinator has a workspace.

The service desk is small. The space can only accommodate one customer at a time and lacks technology such as a public computer for visitors to use. It is important that the service desk is nearby to the offices of the departments that it serves.

SHARED SPACES (MEETING, AMENITIES):

Conference Room: The staff conference room is located next to the public lobby and across from the Public Works Director’s private office. It is on the smaller side with 210 square feet but includes updated furniture and a large monitor for meeting use.

BREAK ROOM:

City Hall staff’s break room is on the second floor, but separated from the rest of the offices. To access the break room, staff leave through the public lobby to go outside and down the exterior circulation path. The break room is located next to the exterior stairs that connect the first and second floors.

The room itself is small with only 155 square feet. The layout is awkward, and the room has a non-standard shape. It currently fits a small table, couch, and kitchenette.

The breakroom has some maintenance needs, one of the most prominent being that a piece of glass from a slatted window is missing, which lets air flow freely into the space, creating a sometimes cold and unpleasant environment. 25 CAPITOLA CITY HALL FACILITY NEEDS ASSESSMENT – DRAFT PMT REVIEW DRAFT - 18 APRIL 2024

EXISTING CONDITIONS
10City of Capitola City Hall Space Planning
SPACE ANALYSIS & UTILIZATION CITY HALL 2ND FLOOR

DRAFT FOR INTERNAL USE ONLY
CITY ADMINISTRATION DEPARTMENT:

The City Administration Department has seven employees that include the City Manager, Assistant to the City Manager, Human Resources, IT, Customer Service Office Coordinator, City Clerk, and Deputy City Clerk. All the workspaces except for IT are on the second floor; IT workspace for one employee is located on the first floor adjacent to the Community Room.

The City Manager has a large corner office that has a conference table and monitor as well as a large storage closet that is shared. This office is located next to the Assistant to the City Manager (ACM) and HR. In order to access the ACM office, staff must walk through the HR office, resulting in limited privacy and awkward circulation. The City Clerk and Deputy City Clerk have cubicles outside of the City Manager’s office.

PUBLIC WORKS DEPARTMENT:

Public Works administrative staff consists of one Public Works Director and four Public Works staff members, one of whom is part time. The director has an individual office and the staff cubicle workspaces. This department is situated in adjacency to the City Administration workstations and across from the conference room. Public Works does not currently have a space to gather for a semi-private conversation or the abatement of noise from the rest of the staff.

It is important that Public Works workspaces remain close to the public service counters due to heavy daily interaction with the public. 26 CAPITOLA CITY HALL FACILITY NEEDS ASSESSMENT – DRAFT PMT REVIEW DRAFT - 18 APRIL 2024

EXISTING CONDITIONS
11City of Capitola City Hall Space Planning

CITY HALL UTILIZATION

DRAFT FOR INTERNAL USE ONLY
30% 32% 6% 10% 23%
Office Space 30%
Community Space 32%
Meeting & Staff Amenities 6%
Storage & Building Support 10%
Circulation 23%
COMMUNITY DEVELOPMENT DEPARTMENT:

At the opposite end of the second floor workspaces, the Community Development Department has three offices.

The Community Development Director has individual space, two Planning staff share an office, and three Building staff share another. These offices are located on either side of the Director’s office.

Currently the Planners’ office has one shared workspace to layout physical plans. The Building office, which is typically occupied by three employees, is also challenged with area to review full sized plans. Shared workspace located in the planning and building offices is beneficial for collaboration between team members. Additionally, the department offices lack storage space that meets the needs of the staff.

FINANCE
The Finance Department has two offices. One office is used solely by the Finance Director and is in the back corner of the building. The three Finance staff have workstations in the office next door. The space is too small for the three staff, but most importantly was not designed to be a closed-off space and therefore does not have a door, making sound mitigation and confidential payroll-related conversations difficult.

The above chart shows the utilization of space in
the City Hall building; the percentage of Office
Space, Community Space, shared staff amenities,
storage, and circulation.
27 CAPITOLA CITY HALL FACILITY NEEDS ASSESSMENT – DRAFT PMT REVIEW DRAFT - 18 APRIL 2024

EXISTING CONDITIONS
12City of Capitola City Hall Space Planning

CITY HALL UTILIZATION

DRAFT FOR INTERNAL USE ONLY
14% 6% 7% 4% 6% 10% 32% 23%
City Administration 14%
Public Works 6%
Community Development 7%
Finance 4%
Meeting & Staff Amenities 6%
Storage & Building Support 10%
Community Space 32%
Circulation 23%
Similar to the chart on the previous page, this
chart shows the utilization of space in City Hall,
but breaks the “office space” down even further,
showing the percentage of space that is currently
dedicated to each department.
28 CAPITOLA CITY HALL FACILITY NEEDS ASSESSMENT – DRAFT PMT REVIEW DRAFT - 18 APRIL 2024

EXISTING CONDITIONS
13City of Capitola City Hall Space Planning

SPACE ANALYSIS & UTILIZATION POLICE

DRAFT FOR INTERNAL USE ONLY

POLICE STORAGE POLICE OFFICES AT CITY HALL
POLICE BUILDING :

The Police Department building is connected to City Hall and has one floor of office space, administration and public service desk areas, locker rooms, and interview spaces.

There are currently 32 Police Department staff that work out of the building, but due to the nature of Police work, many of the officers do not occupy an office or workspace in the building during the day and are out in the field. When they do come back to the station for breaks, they congregate in the Patrol Office. The Patrol Office is small and inadequate for the number of patrol officers that use it. The building is overcrowded and outdated. The building does not have secure parking for the squad cars, therefore they are accessible to the public.

The Police Department employees have outgrown the current facility both with number of staff and amount of storage. Police storage is located in a separate building that is separated by a public parking lot from the Station. The storage building is a small, portable unit that is mostly dedicated to police storage, but holds workstations for the Parking Enforcement staff members.

What works well for the Department is the proximity to City Hall and a staging area outside for press conferences and other announcements to the public. 29 CAPITOLA CITY HALL FACILITY NEEDS ASSESSMENT – DRAFT PMT REVIEW DRAFT - 18 APRIL 2024

EXISTING CONDITIONS
ANALYSIS FINDINGS: CURRENT CITY HALL BUILDING ISSUES
The analysis of the City Hall’s existing conditions resulted in a list of major building improvements and issues that should be addressed. See this list below:
▪ Lack of space and modern accommodations for all staff ▪ Staff breakroom is uncomfortable and small
▪ Public service counter and lobby size is too small and not welcoming ▪ Located within the flood plain
▪ Roof leaks for entire building
▪ Inadequate air circulation & HVAC for entire building ANALYSIS FINDINGS: CURRENT POLICE DEPARTMENT BUILDING ISSUES The analysis of the Capitola’s Police Station existing conditions resulted in a list of major building improvements and issues that should be addressed. See this list below:
▪ Inadequate locker rooms with lack of privacy; not meeting requiremenets ▪ No staff break room
▪ Public service counter and lobby size is too small and not welcoming ▪ Lacking dedicated meeting rooms that are separate from staff workspace ▪ Emergency responders’ facility located within floor plain ANALYSIS FINDINGS: CITY HALL AND POLICE STAFF EFFICIENCY The City Hall and Police Station analysis additionally helped to determine which aspects of the building should be improved to better staff efficiency. The list is detailed below:
▪ Physical layout of departments and staff could be improved ▪ Lack of department collaboration spaces and conference space ▪ Separated police storage
▪ Police cars parked in public lot
▪ Office for museum curator could be moved to City Hall 30 CAPITOLA CITY HALL FACILITY NEEDS ASSESSMENT – DRAFT PMT REVIEW DRAFT - 18 APRIL 2024

EXISTING CONDITIONS
17Capitola City Hall Space Needs Assessment

STAFF SURVEY SUMMARY
68% have a shared
office workspace
50% are at their
workstations for 6-8
hours a day
49% interact with
the public frequently
daily
68% describe their
workspace as
outdated
75% are on a video
conference call for
1-2 hours each
70% Interact with
the public at the
service counter

DRAFT FOR INTERNAL USE ONLY
18Capitola City Hall Space Needs Assessment
5%
7%
12%
27%
49%
0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100%
Monthly
Other
Weekly
Light daily
Heavy daily

STAFF SURVEY SUMMARY

DRAFT FOR INTERNAL USE ONLY
How frequent is your in-office interaction with the public?

STAFF SURVEY SUMMARY
Staff surveys were distributed to City Hall and Police staff to provide their opinions about their current workspaces. The survey asked questions about adjacencies to other departments, the type and condition of their work and shared spaces, and information about their work days in order to determine needs of the staff. 31 CAPITOLA CITY HALL FACILITY NEEDS ASSESSMENT – DRAFT PMT REVIEW DRAFT - 18 APRIL 2024

EXISTING CONDITIONS
19Capitola City Hall Space Needs Assessment
15%
15%
18%
68%
0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100%
Cubicle
Other
Private office
Shared office

STAFF SURVEY SUMMARY

DRAFT FOR INTERNAL USE ONLY
Please describe your workspace:

OTHER
• Fleet shop space
• Front desk
• Private but directly connected
to another office
• Shared office- no door
20Capitola City Hall Space Needs Assessment
3%
5%
6%
3%
0%
3%
0%
0%
0%
21%
16%
22%
19%
28%
8%
15%
5%
5%
15%
36%
32%
30%
36%
54%
21%
44%
49%
41%
26%
13%
49%
43%
39%
15%
71%
38%
46%
54%
59%
31%
Staff workspace
Meeting space
Adjacencies with other
departments/ divisions
Technology
(print/ copy station)
Storage
Entry/ public
service counter
Circulation
(corridors, aisles,
stairs, exiting)
Breakroom
Restroom
Parking
Insufficient Okay Good/ Sufficient Great

STAFF SURVEY SUMMARY

DRAFT FOR INTERNAL USE ONLY
Please indicate the condition of each area within City Hall as applicable:

OTHER
• Curator’s office is very small in
the museum. Can not
accommodate more than one
person. Office overcrowded
with work materials and there is
no curatorial workspace.
32 CAPITOLA CITY HALL FACILITY NEEDS ASSESSMENT – DRAFT PMT REVIEW DRAFT - 18 APRIL 2024

EXISTING CONDITIONS
18Capitola City Hall Space Needs Assessment
0%
0%
0%
0%
3%
3%
3%
5%
6%
21%
0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100%
Storage
Circulation
(corridors, aisles,…
Breakroom
Restroom
Technology
(print/ copy station)
Entry/ public
service counter
Staff workspace
Meeting space
Adjacencies with other
departments/ divisions
Parking
Great

STAFF SURVEY SUMMARY

DRAFT FOR INTERNAL USE ONLY
Please indicate the condition of each area within City Hall as applicable: Great 19Capitola City Hall Space Needs Assessment
5%
5%
8%
15%
15%
16%
19%
22%
28%
36%
0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100%
Circulation
(corridors, aisles,…
Breakroom
Storage
Entry/ public
service counter
Restroom
Staff workspace
Adjacencies with other
departments/ divisions
Meeting space
Technology
(print/ copy station)
Parking
Good/ Sufficient

STAFF SURVEY SUMMARY

DRAFT FOR INTERNAL USE ONLY
Please indicate the condition of each area within City Hall as applicable: Good/ Sufficient 33 CAPITOLA CITY HALL FACILITY NEEDS ASSESSMENT – DRAFT PMT REVIEW DRAFT - 18 APRIL 2024

EXISTING CONDITIONS
20Capitola City Hall Space Needs Assessment
44%
69%
73%
75%
81%
82%
85%
92%
95%
95%
0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100%
Parking
Technology
(print/ copy station)
Meeting space
Adjacencies with other
departments/ divisions
Staff workspace
Entry/ public
service counter
Restroom
Storage
Circulation
(corridors, aisles,…
Breakroom
Insufficient/ Okay

STAFF SURVEY SUMMARY

DRAFT FOR INTERNAL USE ONLY
Please indicate the condition of each area within City Hall as applicable: Insufficient/ Okay 21Capitola City Hall Space Needs Assessment
3%
3%
3%
5%
5%
10%
10%
13%
18%
20%
23%
23%
25%
28%
35%
35%
38%
43%
43%
50%
68%
0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100%
Flexible
Modern
Spacious
Attractive
Inviting
Inclusive
Natural light-filled
Comfortable during warm weather
Comfortable during cool weather
Inflexible
Dark/ limited natural light
Generally in good condition
Adequate for staff needs
Hard for staff to navigate
Uncomfortable during cool weather
Uncomfortable during warm weather
Unpleasant
Crowded
Noisy
Has significant maintenance needs
Outdated
% of Capitola City Hall Respondents

STAFF SURVEY SUMMARY

DRAFT FOR INTERNAL USE ONLY
How would you describe your current workspace?
34 CAPITOLA CITY HALL FACILITY NEEDS ASSESSMENT – DRAFT PMT REVIEW DRAFT - 18 APRIL 2024

EXISTING CONDITIONS
21Capitola City Hall Space Needs Assessment
0%
3%
10%
18%
20%
50%
0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100%
None
1-2 hours
2-4 hours
Other
4-6 hours
6-8 hours

STAFF SURVEY SUMMARY

DRAFT FOR INTERNAL USE ONLY
On average, how many hours do you work at your workstation per day? OTHER
• 10+
• 20 hours per week
22Capitola City Hall Space Needs Assessment
0%
3%
10%
18%
20%
0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100%
6-8 hours
None
4-6 hours
2-4 hours
1-2 hours

STAFF SURVEY SUMMARY

DRAFT FOR INTERNAL USE ONLY
On average, how many hours do you spend per day on the phone or on video conference meetings at your workstation?
PROJECTIONS + NEEDS
36 CAPITOLA CITY HALL FACILITY NEEDS ASSESSMENT – DRAFT PMT REVIEW DRAFT - 18 APRIL 2024
PROJECTIONS + NEEDS
C I TY HALL STAFF + SPACE NEEDS
After reviewing existing layouts, staff and department head surveys, and interview responses, Group 4 along with the PMT, developed a space needs program. These spreadsheets show City Hall’s current and future full-time employees (FTEs), amount of square footage for each employee. These numbers were presented to the City of Capitola and adjusted as necessary throughout the duration of this project step.

METHODOLOGY AND PLANNING STANDARDS
The “Current Space Use” number is determined by using usable square feet and dividing that by the amount of staff occupying a space (square feet per capita).

This number is used as a metric to determine whether enough square feet are being provided to each staff member for an adequate workspace. The standard for workplace planning is 150 square feet per staff member. As seen in the green circle above, Capitola’s City Hall currently has 111 sf/ staff. This means that the current workspaces are too small for the amount of staff in the building.

CITY HALL STAFF & SPACE NEEDS
C
Sp
1 S
Current
Space Use
111
SF/Staff
Industry
Standard
150
SF/Staff
37 CAPITOLA CITY HALL FACILITY NEEDS ASSESSMENT – DRAFT PMT REVIEW DRAFT - 18 APRIL 2024
PROJECTIONS + NEEDS

CITY HALL STAFF & SPACE NEEDS

DRAFT FOR INT

CITY HALL STAFF & SPACE NEEDS

DRAFT FOR IN
Current
Space Use
64 SF/Staff
Industry
Standard
100
SF/Staff
38 CAPITOLA CITY HALL FACILITY NEEDS ASSESSMENT – DRAFT PMT REVIEW DRAFT - 18 APRIL 2024
PROJECTIONS + NEEDS
16City of Capitola City Hall Space Planning
50% 15% 10% 25%
42% 9% 14% 35%
CITY HALL CURRENT VS NEW SPACE UTILIZATION*
Office Space Storage &
Bldg. Support
Lobby & Circulation
Current Space Utilization

I/OWNED WE/
SHARED

NON-OCCUPIABLE
Future Space Utilization

I/OWNED WE/SHARED NON-OCCUPIABLE
Meeting
Room &
Amenities
Office Space Storage &
Bldg.

Support
Meeting Room Lobby & Circulation
& Amenities
* Excluding Community Room and Council Chambers
Current Vs. New Space Utilization
In the above diagram, both the “current” and “future” space utilizations for the City Hall building are shown.

Currently, 42% of square footage is dedicated to office space, 9% to meeting rooms and staff amenities, 14% to storage and building support, and 35% to the lobby and circulation. These percentages show that the existing layout is slightly inefficient.

Typically, a lobby and building circulation will ideally only occupy 25% of space based on office space planning standards. Shown in the future space utilization, circulation will reflect this, and also increase the percentages of office space as well as meeting room and amenities. Storage and building support will decrease slightly to give square footage to occupiable spaces.

Industry Planning Standards
Industry planning standards help to identify ideal staff density in an office layout. There are several variables that dictate staff density such as remote work, desk sharing, and number of private offices needed. Because the Capitola Police work in shifts, share desks, and have work that brings them out in the field, less square footage is needed per staff member. The City Hall offices require a lower average density due to the fact that most employees are in the office every day and several staff require individual offices. Please see page 39 for further information.

Best Practices for Workplaces
Shown on page 39 are some best practices for modern workplaces. Collaborative workspace, lockers, group conference space, break hubs, efficient public service lobbies, and workplace mobility are just a few that can be implemented in the City Hall and Police Station to improve work environments. 39 CAPITOLA CITY HALL FACILITY NEEDS ASSESSMENT – DRAFT PMT REVIEW DRAFT - 18 APRIL 2024
PROJECTIONS + NEEDS
27Capitola City Hall Space Needs Assessment

INDUSTRY PLANNING STANDARDS
Mix of open cube or
desk space and
private offices.
50 100 150 200 250 300 350 400 450 500
Majority open
seating with
shared desks
and few private
offices.

Majority of the space consists of large private offices.

HIGH DENSITY AVERAGE DENSITY LOW DENSITY
Police:
• Work in shifts
• Share desks
• High amount
of field work
• Few private
offices
City Hall:
• Limited desk
sharing and
remote work
potential
• Traditional mix
of open
workstation
and private
offices
• The average office space per employee was as high as
225-325 SF/person at the beginning of the 21st Century, due to the amount of physical paper storage at the desk and size of technology.
• The amount has decrease to a range of 150-175
SF/person with the reliance of digital filing and smaller more mobile technology.
• It is predicted that square foot per person will hold and perhaps slightly reduce to 125-175 SF/person with the
increase of remote work capability.
28Capitola City Hall Space Needs Assessment

BEST PRACTICES FOR WORKPLACES

COLLABORATIVE LOCKER ROOM

WORKPLACE

GROUP CONFERENCE COMMUNITY SPACE

THE HUB (BREAK ROOM) LOBBY SMALL FOOTPRINT WORKPLACE MOBILITY 40 CAPITOLA CITY HALL FACILITY NEEDS ASSESSMENT – DRAFT PMT REVIEW DRAFT - 18 APRIL 2024
PROJECTIONS + NEEDS
29Capitola City Hall Space Needs Assessment
40 60
00-01 12-13 13-14 14-15 15-16 16-17 17-18 18-19 19-20 20-21 21-22 22-23 23-24 # OF FTE
*Projection represents early preliminary projection and is subject to significant volatility.

DRAFT FOR INTERNAL USE ONLY
~17%
Growth over the
past 10 years

METRICS CITY HALL FTE STAFF
2000-2001:

Benchmark Year
0%
Growth over the
past 23 years
Recession
staff levels
31Capitola City Hall Space Needs Assessment
10,066 10,048 9,918 9,938
10,794
10,965 11,049
12,153
10,224 10,752
12,945 13,510
1,000
3,000
5,000
7,000
9,000
11,000
13,000
15,000
1990 2000 2010 ACTUAL 2020 ACTUAL 2030

PROJECTED
2040

PROJECTED
Historic Population
AMBAG 2024 Projections
Trending Growth and Mall Redevelopment
Trending Growth (no mall redevelopment)
Capitola Housing Element Projections

POPULATION
*City of Capitola 2023-2031 AMBAG Housing Element population projections

DRAFT FOR INTERNAL USE ONLY
AMBAG
Housing Element:
~36%*
Growth next
15 years
Trending Growth +
Mall Redev.:
~23% ***
Growth next
15 years
AMBAG Metro
Transport. 2040
~11%**
Growth next
15 years
Trending Growth:
(No Mall Redev.)
~16% ****
Growth next
15 years
**AMBAG Metropolitan Transportation Plan population projections. ***City calculations based on trending growth plus mall redevelopment:
2030: 467 new units X 2.2 people per unit = +1,027 people 2040: 540 new units X 2.2 people per unit = +1,188 people **** City calculation based on trending growth with no mall redevelopment:
2030: 130 new units X 2.2 people per unit = +286 people 2040: 240 new units X 2.2 people per unit = +528 people

METRICS CAPITOLA POPULATION
41 CAPITOLA CITY HALL FACILITY NEEDS ASSESSMENT – DRAFT PMT REVIEW DRAFT - 18 APRIL 2024
PROJECTIONS + NEEDS

PROJECT I ON METR I CS
As part of the project projections for the City Hall, three metrics for Capitola were projected out 10-15 years; full-time (equivalent) City employees, Capitola’s population, and the City’s general fund/ revenue. These three metrics help the City’s administrative team determine future staffing and City needs. These projections were determined through close work between the PMT and Group 4 during project meetings.
32Capitola City Hall Space Needs Assessment
-
5,000,000
10,000,000
15,000,000
20,000,000
25,000,000
City Revenue
2006 Inflation Adjusted
Linear (2006 Inflation Adjusted)
*Projection represents early preliminary projection and is subject to significant volatility.

Projections from City of Capitola

DOLLARS

DRAFT FOR INTERNAL USE ONLY
~53%
Increase over
the past 18
years
~13%
Future
Growth over
the next 10
years
~2.6%
Average
annual
growth over
the past 18
years

METRICS REVENUE/GENERAL FUND
42 CAPITOLA CITY HALL FACILITY NEEDS ASSESSMENT – DRAFT PMT REVIEW DRAFT - 18 APRIL 2024
PROJECTIONS + NEEDS
33City of Capitola City Hall Space Planning
DRAFT SPACE NEEDS – CITY HALL

DRAFT FOR INTERNAL USE ONLY

TOTAL CITY HALL

SPACE NEEDS
Mtg Rm,
Amenities,
Support, Lobby
& Circulation
Office Needs
Community
Space & Council
Chambers
Growth
3,060 SF 7,800 SF 2,340 SF
(at 111 SF/Staff) Existing 2,400 SF
3,150 SF* 8,800 SF 3,150 SF
(at 150 SF/Staff) Right Sized 2,500 SF*
2,600 SF 3,450 SF 3,450 SF 9,500 SF 10%
Growth
2,700 SF 3,600 SF 3,600 SF 9,900 SF 15%
Growth
2,800 SF 3,750 SF 3,750 SF 10,300 SF 20%
Growth
TA
R
G
E
T
* Improve efficiency with a more flexible layout to accommodate a higher occupancy in lobby, meeting rooms and amenities

DRAFT SPACE NEEDS
The following three charts show the draft space needs for the City Hall and Police individually on page 38, and then together above. These needs were determined using office space planning standards to determine target growth. With 10%, 15%, and 20% growth, the needed square footage is shown and then divided by office space, community space, and shared staff amenity space.

Additionally, the first row in the space needs charts show the existing usable square feet per staff, and the second rows show the calculation for the “right size”, the correct amount of office space if City Hall and Police maintained the number of staff they have now. 43 CAPITOLA CITY HALL FACILITY NEEDS ASSESSMENT – DRAFT PMT REVIEW DRAFT - 18 APRIL 2024
PROJECTIONS + NEEDS
34City of Capitola City Hall Space Planning

DRAFT SPACE NEEDS - POLICE

DRAFT FOR INTERNAL USE ONLY

TOTAL POLICE

SPACE NEEDS
Mtg Rm,
Amenities,
Support, Lobby &
Circulation
Office Needs Community
Space Growth
2,520 SF 4,560 SF 2,040 SF
(at 64 SF/Staff) Existing 0 SF
3,200 SF* 6,400 SF 3,200 SF
(at 100 SF/ Staff) Right Sized 0 SF
0 SF 3,500 SF 3,500 SF 7,000 SF 10%
Growth
0 SF 3,650 SF 3,650 SF 7,300 SF 15%
Growth
0 SF 3,800 SF 3,800 SF 7,600 SF 20%
Growth
TA
R
G
E
T
* Additional space for lobby, meeting rooms, break room and locker rooms. 35City of Capitola City Hall Space Planning

DRAFT SPACE NEEDS - TOTAL

DRAFT FOR INTERNAL USE ONLY

TOTAL CITY HALL
+ POLICE SPACE
NEEDS
Mtg Rm,
Amenities,
Support, Lobby &
Circulation
Office Needs
Community
Space &
Council
Chambers
Growth
Existing 2,400 SF 4,380 SF 5,580 SF 12,360 SF
Right Size 2,500 SF 6,350 SF 6,350 SF 15,200 SF
10% Growth 2,600 SF 6,950 SF 6,950 SF 16,500 SF
15% Growth 2,700 SF 7,250 SF 7,250 SF 17,200 SF
20% Growth 2,800 SF 7,550 SF 7,550 SF 17,900 SF
TA
R
G
E
T
44 CAPITOLA CITY HALL FACILITY NEEDS ASSESSMENT – DRAFT PMT REVIEW DRAFT - 18 APRIL 2024
PROJECTIONS + NEEDS
36Capitola City Hall Space Needs Assessment

DEPARTMENT ADJACENCIES

DRAFT FOR INTERNAL USE ONLY
CITY

ADMINISTRATION

FINANCE
PUBLIC
WORKS

COMMUNITY

DEVELOPMENT
POLICE
ENTRY

COUNCIL CHAMBERS
& MEETING ROOMS

CIRCULATION &

BUILDING SUPPORT

CIRCULATION &

BUILDING SUPPORT

MEETING &
STAFF

AMENITIES
PUBLIC

SERVICE

COUNTER
PUBLIC

SERVICE

COUNTER

ESSENTIAL

IMPORTANT

MEETING &
STAFF

AMENITIES
ENTRY
PUBLIC

SERVICE

COUNTER

DEPARTMENT ADJACENC I E S
Departments function best when they are within close proximity to other departments that they work closely with to complete their work. Above, the ideal department adjacencies are shown.

Ideally, City Hall and Police would have several public service counters. Some departments have essential adjacencies, and some are labeled as important, meaning that they should be closeby, but it’s not imperative that they are placed next to eachother. Each area needs to have circulation and building support space as well as meeting and staff amenities in addition to staff workspaces.

SUMMARY + NEXT STEPS
46 CAPITOLA CITY HALL FACILITY NEEDS ASSESSMENT – DRAFT SUMMARY + NEXT STEPS PMT REVIEW DRAFT - 18 APRIL 2024

KEY POINTS
Looking to the future growth and evolution for the City of Capitola, its civic infrastructure continues to be a high priority as the City Hall and Police Department prepare for the next 20 years of community service and governance. This facility space needs assessment serves an important function and addresses the City’s various space needs and current conditions.

Alongside the Project Management Team comprised of Capitola city department heads, Group 4 took a deep dive into examining City Hall and Police Station existing conditions, population and staff projections, industry space standards, and staff survey findings. These findings paint a picture of the issues that face these existing buildings and create understanding that informs future decision-making and planning.

This report’s findings show several areas in need of improvement: the inadequacies of current City Hall and Police Department staff workspaces as well as the poor condition of these buildings and environmental concerns. Because City Hall has functionality and resilience issues currently, it’s important to look to the future and plan for growth and modern office needs.

The key findings from this assessment are detailed on the following page. 47 CAPITOLA CITY HALL FACILITY NEEDS ASSESSMENT – DRAFT SUMMARY + NEXT STEPS PMT REVIEW DRAFT - 18 APRIL 2024

BUILDING CONDITIONS
▪ City Hall and Police Stations are built in a flood plain. ▪ Staff survey results show inadequacy with the City Hall staff workspaces; examples include lack of space, poor building conditions, and inadequate space to assist the public with daily requests.
▪ Based on the existing conditions report, the building is nearing its end of life and plans should be made for either an extensive full building renovation or new construction.

SPACE STANDARDS
▪ To enhance the customer service experience for the
community at City Hall and the Police Station, it is
recommended that the lobby areas are improved.
▪ Existing conditions do not meet accepted industry standards relative to current staff levels:
▪ City Hall - 1,000 square feet below industry
standards
▪ Police Department - 1,840 square feed below
industry standards
▪ Current facilities do not provide the right balance of meeting rooms and amenities for City and Police staff.

PROJECTIONS
▪ City Hall FTE history shows that current staffing numbers have reached re-recession levels and the City Hall space is currently at capacity.
▪ Capitola’s population projections range from 11% to 36% growth in the next 20 years based on four development
models.
▪ Best practice would be to plan for future growth to
accommodate changes in staff, services, and operations. ▪ Combined City Hall and Police Station would range from 16,500 to 17,900 square feet.
48 CAPITOLA CITY HALL FACILITY NEEDS ASSESSMENT – DRAFT SUMMARY + NEXT STEPS PMT REVIEW DRAFT - 18 APRIL 2024

NEXT STEPS
Upon adoption of this report, the City of Capitola should… ▪ Identify future goals and vision for the Capitola City Hall and Police Station through community engagement.
▪ Create scenarios to meet space planning needs; future growth projections; and vision and goals through either a:
▪ Major renovation and addition of the existing City Hall and Police Station ▪ New City Hall and Police Station, either on the existing or another Cityowned site ▪ Establish conceptual budget for scenarios.
▪ Engage community to gather feedback on proposed scenarios. ▪ Identify preferred scenario for a proposed City Hall and Police Station.