Agenda packet, regular meeting — Madera City Council, June 21, 2023 (part 1 of 4)

Update 06/15/23 at 10:45 p.m. Madera City Council Agenda Page 1 of 6 June 21, 2023

Regular Meeting of the Madera City Council
205 W. 4th Street, Madera, California 93637

NOTICE AND AGENDA
Wednesday, June 21, 2023 Council Chambers
6:00 p.m. City Hall
The Madera City Council meetings are open to the public. This meeting will also be available for public viewing and participation through Zoom. Members of the public may also observe the live streamed meeting on the City’s website at www.madera.gov/live. Members of the public may comment on agenda items at the meeting or remotely through an electronic meeting via phone by dialing (669) 900- 6833 enter ID: 861 1206 5188#. Comments will also be accepted via email at [email protected] or by regular mail at 205 W. 4th Street, Madera, CA 93637.

CALL TO ORDER:

ROLL CALL: Mayor Santos Garcia
Mayor Pro Tem Elsa Mejia, District 5
Councilmember Cece Gallegos, District 1
Councilmember Jose Rodriguez, District 2
Councilmember Steve Montes, District 3
Councilmember Anita Evans, District 4
Councilmember Artemio Villegas, District 6
INVOCATION: Pastor Joe Alicea, Awaken Church of God
PLEDGE OF ALLEGIANCE:

APPROVAL OF AGENDA:

PUBLIC COMMENT:

The first 15 minutes of the meeting are reserved for members of the public to address the Council on items which are within the subject matter jurisdiction of the Council. Speakers shall be limited to three minutes.

Speakers will be asked, but are not required, to identify themselves and state the subject of their comments. If the subject is an item on the Agenda, the Mayor has the option of asking the speaker to hold the comment until that item is called. Comments on items listed as a Public Hearing on the Agenda should be held until the hearing is opened. The Council is prohibited by law from taking any action on matters discussed that are not on the agenda, and no adverse conclusions should be drawn if the Council does not respond to public comment at this time.

WRITTEN COMMUNICATIONS: None
Update 06/15/23 at 10:45 p.m. Madera City Council Agenda Page 2 of 6 June 21, 2023
PRESENTATIONS: None
INTRODUCTIONS: None
A. WORKSHOP: None
B. CONSENT CALENDAR:

Matters listed under the Consent Calendar are considered routine and will be enacted by one motion and one vote. There will be no separate discussion of these items. If discussion is desired, a member of the public or a member of the Council may request an item be removed from the Consent Calendar and it will be considered separately.

B-1 Minutes – 5/17/23
Recommendation: Approve the City Council Minutes of May 17, 2023 (Report by Alicia Gonzales)
B-2 Informational Report on Register of Audited Demands Recommendation: Review Register of Audited Demands Report for May 27, 2023 to June 9, 2023 (Report by Michael Lima)
B-3 Informational Report on Personnel Activity
Recommendation: No Action Required. (Report by Wendy Silva) B-4 Local State of Emergency Related to the Closure of Madera Community Hospital Recommendation: Adopt a Resolution Continuing to Support Madera County’s Proclamation of a Local Emergency due to the Closure of Madera Community Hospital for 30 days (Report by Arnoldo Rodriguez) B-5 Board of State and Community Corrections (BSCC) Organized Retail Theft Prevention Grant Program Grant Application
Recommendation: Adopt a Resolution Authorizing the Submittal of a Grant Application to BSCC for the Organized Retail Theft Prevention Grant Program Designed to Assist Law Enforcement Agencies in Reducing Retail, Motor Vehicle, and Cargo Theft (Report by Dino Lawson)
B-6 Acceptance of the Proposition 64 Public Health & Safety Grant Cohort 3 from the Board of State and Community Corrections
Recommendation: Adopt a Resolution Accepting the Grant Award in the Amount of $605,887 and Approving a Standard Agreement with State of California Department of General Services (Report by Dino Lawson)
B-7 Project List for Fiscal Year (FY) 2023/24 Funded by Senate Bill (SB 1) Road Maintenance and Rehabilitation Account (RMRA) – Local Streets and Roads Funding Program Recommendation: Adopt a Resolution Approving the City Project List for FY 2023/24 Funded by the SB 1 RMRA Account of the Local Streets and Roads Funding Program (Report by Keith Helmuth)
B-8 Amendment No. 1 to Reimbursement Agreement with Origo Cold Madera Phase I LLC for Public Improvements
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Recommendation: Adopt a Resolution Approving Amendment No. 1 to the Reimbursement Agreement with Origo Cold Madera Phase I LLC and the City (Report by Keith Helmuth)
B-9 Amendment No. 1 to the Contract with The Pun Group for Auditing Services Recommendation: Adopt a Resolution Approving Amendment No. 1 to the Auditing Services Contract with the Pun Group in the Amount of $8,240 (Report by Michael Lima)
B-10 Change Order in the amount of $6,544.80 for Safety and Operational Updates made to the New Rosenbauer Type 1 Fire Engine
Recommendation: Adopt a Resolution Approving a Change Order with Rosenbauer LLC. for Updated Safety and Operational Requirements for $6,544.80, including a Budget Amendment to Allow for Payment of the Change Order (Report by Ralph Duran)
B-11 Informational report on Emergency Repairs for Water Well No. 33 Recommendation: This report is submitted for informational purposes only and there is no action requested from the City Council (Council) (Report by Ismael Hernandez)
C. PUBLIC HEARINGS:

C-1 Public Hearing to Consider Declaration of Nuisances and Abatement Order for Overgrown Weeds
Recommendation: Conduct a Public Hearing to Consider any Objections to the Proposed Removal of Overgrown Weeds and Adopt a Resolution Ordering the Abatement of Weed Nuisances in the City (Report by Dino Lawson) C-2 Public Hearing & Consideration Of A Resolution Confirming the Assessments For City Wide Landscape And Lighting Assessment District Zones Of Benefit 1, 2, 3, 4, 6-A, 6-B, 7, 8, 9, 10- A, 10-B, 10-C, 10-D, 10-E, 10-F, 10-G, 10-H,10-I, 12, 13, 14, 15, 15-B, 15-C, 16, 17-A, 17-B, 17- C, 17-D, 18, 20-A, 20-B, 20-C, 21-A, 21-B, 21-C, 21-D, 23, 24, 25-C, 25-D, 26, 26-B, 26-C,26-D, 27, 27-B, 28, 28-B, 29, 29-B, 29-C, 29-D, 29-E, 30, 31-A, 31-B, 32-A, 32-B, 33, 34, 34-B, 34-C, 35, 36-A, 36-B, 36-C, 37, 39, 40, 41, 43-A, 43-C, 43-D, 43-E, 44, 45-A, 46, 50 & 51 And Authorizing The City Engineer To File The Diagram And Assessment With The Auditor Of Madera County
Recommendation: 1. Conduct the Public Hearing and Receive any Public Comments

2. Adopt Resolution:
a. Confirming the Diagram and Assessments as set forth in said Engineer’s Report for the Landscape and Lighting District of the City of Madera, as the same may be modified for Zones of Benefit 1, 2, 3, 4, 6-A, 6-B, 7, 8, 9, 10-A, 10-B, 10-C, 10-D, 10- E, 10-F, 10-G, 10-H, 10-I, 12, 13, 14, 15, 15-B, 15-C, 16, 17-A, 17-B, 17-C, 17-D, 18, 20-A, 20-B, 20-C, 21-A, 21-B, 21-C, 21-D, 23, 24, 25-C, 25-D, 26, 26-B, 26-C, 26-D, 27, 27-B, 28, 28-B, 29, 29-B, 29-C, 29-D, 29-E, 30, 31-A, 31-B, 32-A, 32-B, 33, 34, 34-B, 34-C, 35, 36-A, 36-B, 36-C, 37, 39, 40, 41, 43-A, 43-C, 43-D, 43-E, 44, Update 06/15/23 at 10:45 p.m. Madera City Council Agenda Page 4 of 6 June 21, 2023
45-A, 46, 50, and 51 of the City Wide Landscape and Lighting Assessment District; and
b. Levying the Assessments as set forth in said report of the Engineer for Fiscal Year 2023/2024; and
c. Authorizing and Directing the City Clerk to file the Diagram and Assessments with the Madera County Auditor’s Office; and d. Authorizing the City Engineer in consultation with City Clerk and City Attorney to make any clerical corrections (Report by Keith Helmuth)
D. PETITIONS, BIDS, RESOLUTIONS, ORDINANCES, AND AGREEMENTS:

D-1 Approval of Final Map and Improvement Agreement and Initiation of Annexation Proceedings into Landscape Maintenance District (LMD) for a Subdivision (Tract No. 21-S-01) Recommendation: 1. Adopt Resolution
a. Approving the Final Map for the Iveywood II Subdivision; and b. Approving Improvement Agreement for the Iveywood II
Subdivision (Tract No. 21-S-01); and
c. Authorizing staff to record the Final Map and Improvement Agreement; and
d. Accepting the Dedication of Land for Public Use

2. Adopt a Resolution Initiating Proceedings Pursuant to the Landscaping and Lighting Act of 1972 for the Annexation of Property into City of Madera Landscape Maintenance District Zone of Benefit 51, to Review the Improvements and Assessments for Fiscal year 2023/24, and Setting a Public Hearing (Report by Keith Helmuth) D-2 Ninth Amendment to the Madera Municipal Golf Course Operation and Management Lease Agreement with SGM Inc. dba Sierra Golf Management, Inc.

Recommendation: Adopt a Resolution Approving the Ninth Amendment to the Madera Municipal Golf Course Operation and Management Lease Agreement with SGM Inc. dba Sierra Golf Management, Inc. (Report by Joseph Hebert)
D-3 Agreement with Michael Baker International for Preparation of the City of Madera 6th Cycle Housing Element Update and California Environmental Quality Act (CEQA) Documentation Recommendation: Adopt a Resolution Approving the Professional Services Agreement with Michael Baker International for Preparation of the City of Madera 6th Cycle Housing Element Update and California Environmental Quality Act (CEQA) Documentation for a cost of $326,650 (Report by Will Tackett) D-4 Consultant Services Agreement with Madera Unified School District for the After School Program FY 2023/2024
Recommendation: Adopt a Resolution approving a Consultant Services Agreement in the amount not to exceed $323,671 with Madera Unified School District Update 06/15/23 at 10:45 p.m. Madera City Council Agenda Page 5 of 6 June 21, 2023
(MUSD) for the Administration of the District’s Academic Year 2023-2024 After School Program (ASP) (Report by Joseph Hebert)
D-5 Agreement with SNF Polydyne Inc. for Sludge Dewatering Polymers Recommendation: Adopt a Resolution Approving a two-year Agreement with SNF Polydyne Inc. to Provide Sludge Dewatering Polymers for use at the Wastewater Treatment Plant for $17.758 per gallon, costing $223,751 per year (Report by Ismael Hernandez)
E. ADMINISTRATIVE REPORTS:

E-1 Consider Draft of City Council Protocols Guidebook
Recommendation: 1. Consider and provide direction on pursuing the preparation of a City Council Protocols Guidebook for future Council action

2. Consider and provide direction on Rules of Procedure for Conducting City Council Meetings for future Council action

3. Consider and provide direction on Ceremonial Documents (Proclamations, Certificates)

4. Consider and provide direction on Use of City Facilities

5. Consider and provide direction on Council Sponsorship and Support of Special Events Policy for future Council action (Report by Arnoldo Rodriguez)
E-2 2023/24 Budget Update and Request for Direction
Recommendation: Budget Update for Council Consideration, Discuss, and Provide Direction to Staff (Report by Michael Lima)
F. COUNCILMEMBER REPORTS/ANNOUNCEMENTS/FUTURE AGENDA ITEMS:

This portion of the meeting is reserved for the Mayor and Councilmembers (i) to make brief reports on boards, committees, and other public agencies, and at public events, (ii) to request updates, (iii) to initiate future agenda items., and (iv) to take action on matters initiated under this section of the agenda. Under this section the Council may take action only on items specifically agendized and which meet other requirements for action.

G. CLOSED SESSION:

G-1 Public Employment Pursuant to Government Code §54957 (b)(1) Position Title: City Attorney
ADJOURNMENT:

UPCOMING MEETING DATES:
 Wednesday, July 19, 2023
 Wednesday, August 2, 2023

 The meeting room is accessible to the physically disabled. Requests for accommodations for persons with disabilities such as signing services, assistive listening devices, or alternative format agendas and reports needed to assist participation in this public meeting may be made by calling the City Clerk’s Office at (559) 661-5405 or emailing [email protected] . Those who are hearing impaired may Update 06/15/23 at 10:45 p.m. Madera City Council Agenda Page 6 of 6 June 21, 2023
call 711 or 1-800-735-2929 for TTY Relay Service. Requests should be made as soon as practicable as additional time may be required for the City to arrange or provide the requested accommodation.

Requests may also be delivered/mailed to: City of Madera, Attn: City Clerk, 205 W. 4th Street, Madera, CA 93637. At least seventy-two (72) hours’ notice prior to the meeting is requested but not required.

When making a request, please provide sufficient detail that the City may evaluate the nature of the request and available accommodations to support meeting participation. Please also provide appropriate contact information should the City need to engage in an interactive discussion regarding the requested accommodation.
 The services of a translator can be made available. Please contact the City Clerk’s Office at (559) 661- 5405 or emailing [email protected] to request translation services for this meeting. Those who are hearing impaired may call 711 or 1-800-735-2929 for TTY Relay Service. Requests should be submitted in advance of the meeting to allow the City sufficient time to provide or arrange for the requested services. At least seventy-two (72) hours’ notice prior to the meeting is requested but not required.
 Please silence or turn off cell phones and electronic devices while the meeting is in session.  Regular meetings of the Madera City Council are held the 1st and 3rd Wednesday of each month at 6:00 p.m. in the Council Chambers at City Hall.
 A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (559) 661-5405 or by email at [email protected] .
 Questions regarding the meeting agenda or conduct of the meeting, please contact the City Clerk’s Office at (559) 661-5405.
 Para asistencia en español sobre este aviso, por favor llame al (559) 661-5405.

I, Alicia Gonzales, City Clerk for the City of Madera, declare under penalty of perjury that I posted the above agenda for the Regular Meeting of the Madera City Council for June 21, 2023, near the front entrances of City Hall and on the City’s website www.madera.gov at 10:45 p.m. on June 15, 2023. _______________________
Alicia Gonzales, City Clerk

Minutes of a Regular Meeting of the Madera City Council May 17, 2023 Council Chambers
6:00 p.m. City Hall
The Madera City Council meetings are open to the public. This meeting will also be available for public viewing and participation through Zoom. Members of the public may also observe the live streamed meeting on the City’s website at www.madera.gov/live. Members of the public may comment on agenda items at the meeting or remotely through an electronic meeting via phone by dialing (669) 900-6833 enter ID: 899 3525 5118 #. Comments will also be accepted via email at [email protected] or by regular mail at 205 W. 4th Street, Madera, CA 93637.

CALL TO ORDER: Meeting was called to order at 6:00 p.m.

ROLL CALL:

Present: Mayor Santos Garcia
Mayor Pro Tem Elsa Mejia, District 5
Councilmember Cece Gallegos, District 1
Councilmember Jose Rodriguez, District 2
Councilmember Steve Montes, District 3
Councilmember Anita Evans, District 4 (Arrived at 6:02 p.m.) Councilmember Artemio Villegas, District 6
Others present were City Manager Arnoldo Rodriguez, City Clerk Alicia Gonzales, City Attorney Hilda Cantu Montoy, City Engineer Keith Helmuth, Chief Building Official Rafael Magallan, Community Development Director Will Tackett, Director of Financial Services Mike Lima, Fire Battalion Chief Ralph Duran, Grants Administrator Marcela Zuniga, Director of Human Resources Wendy Silva, Director of Parks and Community Services Joseph Hebert, Planning Manager Gary Conte, Chief of Police Dino Lawson, Public Works Director Ismael Hernandez, Deputy City Engineer Randy Bell, Senior Civil Engineer Steve Bettencourt, Assistant Engineer Alexis Raymundo, Assistant Engineer Jonathan Gramajo, Senior Planner Robert Smith, Administrative Analyst (P/W) Sergio Martinez Orozco, Administrative Analyst (Engineering) Nicole Say and Assistant Planner Adileni Rueda.

INVOCATION: Pastor Roger Leach, Valley West Christian Center PLEDGE OF ALLEGIANCE: Councilmember Villegas
APPROVAL OF AGENDA:

ON MOTION BY COUNCILMEMBER GALLEGOS AND SECONDED BY COUNCILMEMBER RODRIGUEZ, THE

AGENDA AS AMENDED TO REMOVE THE CLOSED SESSION ITEM WAS APPROVED UNANIMOUSLY BY A 7/0 VOTE. NOES: NONE. ABSENT: NONE. ABSTAIN: NONE.

PUBLIC COMMENT:

Speakers will be asked, but are not required, to identify themselves and state the subject of their Item: B-1
Minutes for: 05/17/2023
Adopted: 06/21/2023
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Madera, CA 93637 Page 2 of 12
comments. If the subject is an item on the Agenda, the Mayor has the option of asking the speaker to hold the comment until that item is called. Comments on items listed as a Public Hearing on the Agenda should be held until the hearing is opened. The Council is prohibited by law from taking any action on matters discussed that are not on the agenda, and no adverse conclusions should be drawn if the Council does not respond to public comment at this time.

No Public Comment was presented. Public Comment was closed.

WRITTEN COMMUNICATIONS: None
PRESENTATIONS: 1) Recognition of MadTown Robotics Team 1323 – World Champions 2) Proclamation Recognizing Educator of the Year - Blanca Bishop INTRODUCTIONS: None
A. WORKSHOP:

A-1 Capital Improvement Program (CIP) – Streets, Active Transportation and Storm Drainage for Fiscal Year (FY) 2023/24 to FY 2027/28
Recommendation: Consider the information presented and provide input and direction on the 5-year CIP for streets, active transportation (including multi-modal projects), and storm drainage projects (Report by Keith Helmuth) B. CONSENT CALENDAR:

It was noted that on Item B-10 Stantec, the completion and contract expiration dates in the staff report indicate June 20, 2023. The correct date should be June 30, 2024 as stated in the resolution and staff will make that correction on the contract.

ON MOTION BY COUNCILMEMBER MONTES AND SECONDED BY COUNCILMEMBER GALLEGOS, THE CONSENT CALENDAR WAS APPROVED UNANIMOUSLY BY A 7/0 VOTE.

NOES: NONE. ABSENT: NONE. ABSTAIN: NONE.

B-1 Minutes – April 5, 2023
Recommendation: Approve the City Council Minutes of April 5, 2023 (Report by Alicia Gonzales)
B-2 Informational Report on Register of Audited Demands Recommendation: Review Register of Audited Demands Report for April 22, 2023 to May 5, 2023 (Report by Michael Lima)
B-3 Informational Report on Personnel Activity
Recommendation: No Action Required. (Report by Wendy Silva) B-4 Acceptance of Payment from City’s Own Insurance Pool for Water Damage to the Frank Bergon Senior Center
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Madera, CA 93637 Page 3 of 12
Recommendation: Adopt a Minute Order Accepting an Insurance Payment from the City’s Own Insurance Pool for Water Damage Repairs to the Frank Bergon Senior Center in the amount of $39,824.31 (Report by Wendy Silva) B-5 Outside City Limits Water Connection for 16385 North D Street (APN 038-082-002) Recommendation: Adopt a Resolution Approving an Agreement between the City and Carol D. Moore, Carl Armentrout, and Terry Armentrout for connection to the City’s Water System (Report by Keith Helmuth)
RES 23-63 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MADERA,

CALIFORNIA, APPROVING AGREEMENT FOR OUTSIDE CITY LIMITS WATER CONNECTION FOR 16385 NORTH D STREET (APN 038-082-002) B-6 Local State of Emergency Related to the Closure of Madera Community Hospital Recommendation: Adopt a Resolution Continuing to Support Madera County’s Proclamation of a Local Emergency due to the Closure of Madera Community Hospital for 30 days (Report by Arnoldo Rodriguez) RES 23-64 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MADERA SUPPORTING THE COUNTY’S PROCLAMATION OF THE EXISTENCE OF A

LOCAL EMERGENCY DUE TO THE CLOSURE OF MADERA COMMUNITY
HOSPITAL FOR A PERIOD OF 30 DAYS
B-7 Piggyback Purchase Agreements for Transit and Fleet Division-related Purchases Recommendation: Adopt Resolutions Approving Piggyback Purchase Agreements as follows:
1) Approving Sourcewell Piggyback Agreements for the Purchases from:
a. Mohawk Lifts of four post lifts for mechanic shop for $153,000 b. Schwarze Industries, Inc. of a street sweeper for $381,000 c. 72 Hour LLC dba National Auto Fleet Group for a Police pickup for $36,000
d. Kubota Tractor Corporation through Pioneer Tractor for $91,000; and
e. ALTEC Industries of Aerial Truck for $142,000
2) The State of California piggyback agreement for the purchases from:
a. Downtown Ford of Sacramento of three Ford utility trucks for $230,000
b. Cappo Management dba Freeway Toyota of one Police sedan for $36,000
c. Folsom Lake Ford of three patrol vehicles for $165,000, and d. Cappo Management dba Freeway Toyota of two pickups for Sewer and Water Maintenance for $60,000
3) The Los Angeles County Sheriff’s Office piggyback agreement for the purchase from RCA Investments of three motorcycles for $93,000 (Report by Michael Lima)
RES 23-65 RESOLUTION APPROVING SOURCEWELL PIGGYBACK AGREEMENTS FOR

I) PURCHASE FROM MOHAWK LIFTS OF FOUR POST LIFTS FOR
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Madera, CA 93637 Page 4 of 12
MECHANIC SHOP FOR $153,000, II) PURCHASE FROM SCHWARZE
INDUSTRIES, INC. OF A STREET SWEEPER FOR $381,000, III) PURCHASE FROM 72 HOUR LLC DBA NATIONAL AUTO FLEET GROUP OF POLICE PICKUP FOR $36,000, IV) PURCHASE FROM KUBOTA TRACTOR
CORPORATION THROUGH PIONEER OF TRACTOR FOR $91,000 AND V) PURCHASE FROM ALTEC INDUSTRIES OF AERIAL TRUCK FOR $142,000 RES 23-66 RESOLUTION APPROVING STATE OF CALIFORNIA PIGGYBACK

AGREEMENTS FOR I) PURCHASE FROM DOWNTOWN FORD OF

SACRAMENTO OF THREE FORD UTILITY TRUCKS FOR VARIOUS CITY DEPARTMENTS FOR $230,000, II) PURCHASE FROM FREEWAY TOYOTA OF A POLICE SEDAN FOR $36,000, III) PURCHASE FROM FOLSOM LAKE FORD OF THREE POLICE PATROL VEHICLES FOR $165,000, IV) PURCHASE

FROM FREEWAY TOYOTA OF TWO PICKUP TRUCKS FOR VARIOUS CITY DEPARTMENTS FOR $60,000
RES 23-67 RESOLUTION APPROVING THE LOS ANGELES COUNTY SHERIFF’S OFFICE

PIGGYBACK AGREEMENT FOR PURCHASE FROM RCA INVESTMENTS OF THREE POLICE MOTOTCYCLES FOR $93,000
B-8 Award of Three-Year Contract, with the Option of Two One-Year Extensions, with the PUN Group for Professional Auditing Services
Recommendation: Adopt a Resolution Approving a Three-year Contract with the PUN Group for Professional Auditing Services in the amount of $168,763, with Two Optional One-year Extensions (Report by Michael Lima)
RES 23-68 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MADERA, CALIFORNIA, APPROVING A THREE-YEAR CONRACT WITH TWO ONEYEAR OPTIONS WITH THE PUN GROUP FOR PROFESSIONAL AUDITING SERVICES IN THE AMOUNT OF $168,763
B-9 Accepting a Portion of the Improvements for Iveywood Subdivision Recommendation: Adopt a Resolution:
1) Accepting a Portion of the Improvements for Iveywood I Subdivision; and
2) Authorizing the Filing of the Notice of Acceptance for Said Subdivision Improvements (Report by Keith Helmuth)
RES 23-69 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MADERA,

CALIFORNIA, ACCEPTING A PORTION OF THE IMPROVEMENTS

REQUIRED TO BE INSTALLED IN CONNECTION WITH IVEYWOOD I

SUBDIVISION, AND AUTHORIZING THE FILING OF A NOTICE OF PARTIAL

ACCEPTANCE FOR SUCH IMPROVEMENTS
B-10 Amendment to Agreement with Stantec Architectural, Inc. for Design Services in the amount of $15,000 for the Design of an Entrance Canopy at the Madera Transit Center (MTC) Recommendation: Adopt a Resolution:
1) Approving Amendment No. 2 to the Agreement for Professional Architectural and Engineering Services for a New Entrance Canopy at the Madera Transit Center for $15,000; and
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2) Approving the Extension of the Contract Term through June 30, 2024 (Report by Michael Lima)
RES 23-70 A RESOLUTION OF THE CITY COUNCIL, OF THE CITY OF MADERA,

CALIFORNIA, APPROVING A SECOND AMENDMENT TO AGREEMENT
STANTEC ARCHITECTURE, INC. FOR PROFESSIONAL SERVICES TO THE

CITY OF MADERA FOR NEW ENTRANCE CANOPY AT THE MADERA

TRANSIT CENTER AND EXTENDING THE TIME OF COMPLETION
B-11 Second Reading and Adoption of an Ordinance to Rezone Property Located on 308 N. C Street (REZ 2023-01)
Recommendation: The Planning Commission and staff recommend the City Council hold a public hearing, make the necessary findings, and take actions as follows:
1) Waive full reading and adopt an Ordinance adopting a Finding of Exemption under California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines Section 15061(b)(3) (Common Sense Exemption) and rezoning the approximately 0.17 acres of property located at 308 N. C Street (APN: 007-081-014) from the C1 (Light Commercial) zone district to the R1 (Residential, one unit for each 6,000 square feet) zone district (Report by Will Tackett) ORD 1000 C.S. AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF MADERA

AMENDING THE OFFICIAL CITY OF MADERA ZONING MAP TO REZONE APPROXIMATELY 0.17 ACRES OF PROPERTY LOCATED AT 308 NORTH C STREET (APN: 007-081-014) FROM THE C1 (LIGHT COMMERICAL) TO THE R1 (RESIDENTIAL, ONE UNIT FOR EACH 6,000 SQAURE FEET) ZONE

DISTRICT
B-12 Second Reading and Adoption of an Ordinance for the Arc Fresno/Madera Counties Project Prezone (REZ 2022-02) for Purposes of Facilitating Annexation to the City of Madera in Accordance with Annexation Application ANX 2022-03.

Recommendation: 1) Waive full reading and adopt an Ordinance of the City Council approving REZ 2022-02 amending the official City of Madera Zoning Map to prezone the approximately 242 acre “Arc Annexation Area” generally bound by Martin Avenue on the north, North D Street on the East, Adell and Ellis Streets on the south, and the existing United States Bureau of Reclamation Canal and Road 26 on the west; and 2) Adopt a Resolution of the City Council initiating an application to the Madera Local Agency Formation Commission (LAFCo) for a change of organization of territory in accordance with Annexation ANX 2022- 03 (Report by Will Tackett)
ORD 1001 C.S. AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF MADERA APPROVING REZ 2022-02 AMENDING THE OFFICIAL CITY OF MADERA ZONING MAP TO PREZONE THE APPROXIMATELY 242 ACRE “ARC
ANNEXATION AREA” BOUNDED BY MARTIN STREET ON THE NORTH,

NORTH D STREET ON THE EAST, SOUTH TO ELLIS STREET AND A

PORTION FURTHER SOUTH TO ADELL STREET, AND WEST BY THE
UNITED STATES BUREAU OF RECLAMATION CANAL AND ROAD 26
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Madera, CA 93637 Page 6 of 12
RES 23-71 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MADERA

INITIATING ANNEXATION AND REQUESTING THE LOCAL AGENCY

FORMATION COMMISSION TO TAKE PROCEEDINGS FOR THE CHANGE

OF ORGANIZATION FOR THE ARC FRESNO/MADERA COUNTIES PROJECT (ANNEXATION NO. ANX 2022-03)
C. PUBLIC HEARINGS:

C-1 Public Hearing Regarding Proposed Annexation No. 14 to Community Facilities District No. 2005-1 (CVI Subdivision) and Related Actions
Recommendation: 1) Hold the Public Hearing; and
2) Adopt a Resolution of the City Council (Council) of the City of Madera Authorizing Annexation (Annexation No. 14) of Territory (22-S02/TSM 2017-02 Subdivision) to Community Facilities District No. 2005-1 (Public Services); Authorizing the Levy of Special Taxes; and Submitting the Levy of Tax to the Qualified Electors; and 3) Conduct the Election of the Qualified Electors of Annexation No. 14; and
4) Adopt a Resolution Making Certain Findings, Declaring and Certifying the Results of an Election, and Adding the Territory Identified as Annexation No. 14 to CFD 2005-1 (Public Services) Annexation No. 14 (Report by Will Tackett)
No Public Comment was presented. Public Comment was closed.

ON MOTION BY COUNCILMEMBER EVANS AND SECONDED BY COUNCILMEMBER GALLEGOS, ITEM C-1 (2) WAS APPROVED UNANIMOUSLY BY A 7/0 VOTE. NOES: NONE. ABSENT: NONE.

ABSTAIN: NONE.

RES 23-72 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MADERA,

CALIFORNIA, AUTHORIZING THE ANNEXATION OF TERRITORY
(ANNEXATION NO. 14) TO COMMUNITY FACILITIES DISTRICT NO. 2005- 1 (PUBLIC SERVICES), AUTHORIZING THE LEVY OF A SPECIAL TAX, AND

SUBMITTING THE LEVY OF TAX TO THE QUALIFIED ELECTORS

ON MOTION BY COUNCILMEMBER MONTES AND SECONDED BY COUNCILMEMBER RODRIGUEZ, ITEM C-1 (4) WAS APPROVED UNANIMOUSLY BY A 7/0 VOTE. NOES: NONE.

ABSENT: NONE. ABSTAIN: NONE.

RES 23-73 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MADERA,

CALIFORNIA, MAKING CERTAIN FINDINGS, DECLARING AND

CERTIFYING THE RESULTS OF A SPECIAL ELECTION, AND ADDING THE TERRITORY IDENTIFIED AS ANNEXATION NO. 14 TO COMMUNITY
FACILITIES DISTRICT NO. 2005-1 (PUBLIC SERVICES)
C-2 Public hearing to approve the Community Development Block Grant (CDBG) 2023/24 Annual Action Plan final funding allocations and sub-recipient agreements Recommendation: Conduct a public hearing to receive final public input on the 2023/24 Annual Action Plan and adopt Resolutions:

City of Madera City Council Minutes
205 W. 4th Street May 17, 2023
Madera, CA 93637 Page 7 of 12
1) Adopt a Resolution Approving a 2023/24 CDBG Subrecipient Agreement for Services ($176,346) with City of Madera 23-24 CDBG Administration; and
2) Adopt a Resolution Approving a 2023/24 CDBG Subrecipient Agreement for Services ($20,000) with Community Action
Partnership of Madera County; and
3) Adopt a Resolution Approving a 2023/24 CDBG Subrecipient Agreement for Services ($26,032) with Madera Coalition for Community Justice; and
4) Adopt a Resolution Approving a 2023/24 CDBG Subrecipient Agreement for Services ($5,527) with Project Run Madera; and 5) Adopt a Resolution Approving a 2023/24 CDBG Subrecipient Agreement for Services ($35,000) with Madera Rescue Mission; and
6) Adopt a Resolution Approving a 2023/24 CDBG Subrecipient Agreement for Services ($15,700) with O.L.I.V.E. Charitable Organization; and
7) Adopt a Resolution Approving a 2023/24 CDBG Subrecipient Agreement for Services ($10,000) with Community Action
Partnership of Madera County; and
8) Adopt a Resolution Approving a 2023/24 CDBG Subrecipient Agreement for Services ($25,000) with Madera County
Association of Realtors; and
9) Adopt a Resolution Approving a 2023/24 CDBG Subrecipient Agreement for Services ($30,000) with City of Madera, Parks & Community Services Department; and
10) Adopt a Resolution Approving a 2023/24 CDBG Subrecipient Agreement for services ($617,500) with City of Madera
Engineering Department; and
11) Adopt a Resolution Approving a 2023/24 CDBG Subrecipient Agreement for Services ($215,000) with City of Madera, Parks & Community Services Department; and
12) Adopt a Resolution Approving a 2023/24 CDBG Subrecipient Agreement for Services ($148,386) with City of Madera, Parks & Community Services Department (Report by Michael Lima)
No Public Comment was presented. Public Comment was closed.

ON MOTION BY COUNCILMEMBER GALLEGOS AND SECONDED BY COUNCILMEMBER MONTES, ITEM C-2 (1, 2, 10, 11 AND 12) WAS APPROVED UNANIMOUSLY BY A 7/0 VOTE.

NOES: NONE. ABSENT: NONE. ABSTAIN: NONE.

COUNCILMEMBER RODRIGUEZ RECUSED HIMSELF AT 7:47 P.M.

City of Madera City Council Minutes
205 W. 4th Street May 17, 2023
Madera, CA 93637 Page 8 of 12

ON MOTION BY COUNCILMEMBER GALLEGOS AND SECONDED BY COUNCILMEMBER VILLEGAS, ITEM C-2 (3, 4, 5, 6, 7, 8 AND 9) WAS APPROVED BY A 6/0 VOTE. NOES: NONE.

ABSENT: NONE. ABSTAIN: NONE. RECUSED: COUNCILMEMBER RODRIGUEZ RES 23-74 A RESOLUTION OF THE CITY COUNCIL, OF THE CITY OF MADERA, CALIFORNIA, APPROVING A 2023/24 COMMUNITY DEVELOPMENT
BLOCK GRANT SUBRECIPIENT AGREEMENT FOR SERVICES ($176,346)

WITH CITY OF MADERA, FINANCE DEPARTMENT
RES 23-75 A RESOLUTION OF THE CITY COUNCIL, OF THE CITY OF MADERA, CALIFORNIA, APPROVING A 2023/24 COMMUNITY DEVELOPMENT
BLOCK GRANT SUBRECIPIENT AGREEMENT FOR SERVICES ($20,000)

WITH COMMUNITY ACTION PARTNERSHIP OF MADERA COUNTY
RES 23-76 A RESOLUTION OF THE CITY COUNCIL, OF THE CITY OF MADERA, CALIFORNIA, APPROVING A 2023/24 COMMUNITY DEVELOPMENT
BLOCK GRANT SUBRECIPIENT AGREEMENT FOR SERVICES ($26,032)

WITH MADERA COALITION FOR COMMUNITY JUSTICE
RES 23-77 A RESOLUTION OF THE CITY COUNCIL, OF THE CITY OF MADERA, CALIFORNIA, APPROVING A 2023/24 COMMUNITY DEVELOPMENT
BLOCK GRANT SUBRECIPIENT AGREEMENT FOR SERVICES ($5,527)

WITH PROJECT RUN MADERA
RES 23-78 A RESOLUTION OF THE CITY COUNCIL, OF THE CITY OF MADERA, CALIFORNIA, APPROVING A 2023/24 COMMUNITY DEVELOPMENT
BLOCK GRANT SUBRECIPIENT AGREEMENT FOR SERVICES ($35,000)

WITH MADERA RESCUE MISSION
RES 23-79 A RESOLUTION OF THE CITY COUNCIL, OF THE CITY OF MADERA, CALIFORNIA, APPROVING A 2023/24 COMMUNITY DEVELOPMENT
BLOCK GRANT SUBRECIPIENT AGREEMENT FOR SERVICES ($15,700) WITH O.L.I.V.E. CHARITABLE ORGANIZATION
RES 23-80 A RESOLUTION OF THE CITY COUNCIL, OF THE CITY OF MADERA, CALIFORNIA, APPROVING A 2023/24 COMMUNITY DEVELOPMENT
BLOCK GRANT SUBRECIPIENT AGREEMENT FOR SERVICES ($10,000)

WITH COMMUNITY ACTION PARTNERSHIP
RES 23-81 A RESOLUTION OF THE CITY COUNCIL, OF THE CITY OF MADERA, CALIFORNIA, APPROVING A 2023/24 COMMUNITY DEVELOPMENT
BLOCK GRANT SUBRECIPIENT AGREEMENT FOR SERVICES ($25,000)

WITH MADERA COUNTY ASSOCIATION OF REALTORS
RES 23-82 A RESOLUTION OF THE CITY COUNCIL, OF THE CITY OF MADERA, CALIFORNIA, APPROVING A 2023/24 COMMUNITY DEVELOPMENT
BLOCK GRANT SUBRECIPIENT AGREEMENT FOR SERVICES ($30,000)

WITH CITY OF MADERA PARKS DEPARTMENT
RES 23-83 A RESOLUTION OF THE CITY COUNCIL, OF THE CITY OF MADERA, CALIFORNIA, APPROVING A 2023/24 COMMUNITY DEVELOPMENT
BLOCK GRANT SUBRECIPIENT AGREEMENT FOR SERVICES ($617,500)

WITH CITY OF MADERA ENGINEERING DEPARTMENT
City of Madera City Council Minutes
205 W. 4th Street May 17, 2023
Madera, CA 93637 Page 9 of 12
RES 23-84 A RESOLUTION OF THE CITY COUNCIL, OF THE CITY OF MADERA, CALIFORNIA, APPROVING A 2023/24 COMMUNITY DEVELOPMENT
BLOCK GRANT SUBRECIPIENT AGREEMENT FOR SERVICES ($215,000)

WITH CITY OF MADERA PARKS DEPARTMENT
RES 23-85 A RESOLUTION OF THE CITY COUNCIL, OF THE CITY OF MADERA, CALIFORNIA, APPROVING A 2023/24 COMMUNITY DEVELOPMENT
BLOCK GRANT SUBRECIPIENT AGREEMENT FOR SERVICES ($148,386)

WITH CITY OF MADERA PARKS DEPARTMENT
D. PETITIONS, BIDS, RESOLUTIONS, ORDINANCES, AND AGREEMENTS:

D-1 1) Engineer’s Report For City Wide Landscape And Lighting Assessment District Zones Of Benefit 1, 2, 3, 4, 6-A, 6-B, 7, 8, 9, 10-A, 10-B, 10-C, 10-D, 10-E, 10-F, 10-G, 10-H,10-I, 12, 13, 14, 15, 15-B, 15-C, 16, 17-A, 17-B, 17-C, 17-D, 18, 20-A, 20-B, 20-C, 21-A, 21-B, 21-C, 21-D, 23, 24, 25-C, 25-D, 26, 26-B, 26-C,26-D, 27, 27-B, 28, 28-B, 29, 29-B, 29-C, 29-D, 29- E, 30, 31-A, 31-B, 32-A, 32-B, 33, 34, 34-B, 34-C, 35, 36-A, 36-B, 36-C, 37, 39, 40, 41, 43-A, 43-C, 43-D, 43-E, 44, 45-A, 46, 50 & 51 For Fiscal Year (FY) 2023/24 2) Resolution of Intention to Levy and Collect Annual Assessments for City Wide Landscape and Lighting Assessment District Zones of Benefit 1, 2, 3, 4, 6-A, 6-B, 7, 8, 9, 10-A, 10-B, 10-C, 10-D, 10-E, 10-F, 10-G, 10-H,10-I, 12, 13, 14, 15, 15-B, 15-C, 16, 17-A, 17-B, 17-C, 17- D, 18, 20-A, 20-B, 20-C, 21-A, 21-B, 21-C, 21-D, 23, 24, 25-C, 25-D, 26, 26-B, 26-C,26-D, 27, 27-B, 28, 28-B, 29, 29-B, 29-C, 29-D, 29-E, 30, 31-A, 31-B, 32-A, 32-B, 33, 34, 34-B, 34-C, 35, 36-A, 36-B, 36-C, 37, 39, 40, 41, 43-A, 43-C, 43-D, 43-E, 44, 45-A, 46, 50 & 51 for FY 2023/24 and Setting Date for Public Hearing
Recommendation: 1) Adopt a Minute Order Approving the Engineer’s Report as Filed or with Modifications as Identified by the City Council (Council) During this Meeting; and
2) Adopt a Resolution of Intention to Levy and Collect Proposed Annual Assessments for all City-Wide Landscape and Lighting District Zones of Benefit Referenced in the Engineer’s Report for FY 2023/2024 or as may be Amended and set June 7, 2023, as the Public Hearing date to Consider the Proposed FY 2023/2024 Assessments for City Wide Landscape and Lighting District Zones of Benefit (Report by Keith Helmuth)
No Public Comment was presented. Public Comment was closed.

ON MOTION BY COUNCILMEMBER EVANS AND SECONDED BY COUNCILMEMBER MONTES, ITEM D-1 (1 & 2) WAS APPROVED UNANIMOUSLY BY A 7/0 VOTE. NOES: NONE. ABSENT:

NONE. ABSTAIN: NONE.

RES 23-86 A RESOLUTION OF INTENTION OF THE CITY COUNCIL OF THE CITY OF

MADERA, CALIFORNIA, TO LEVY AND COLLECT ANNUAL ASSESSMENTS

FOR CITY WIDE LANDSCAPE AND LIGHTING DISTRICT ZONES OF
BENEFIT 1, 2, 3, 4, 6-A, 6-B, 7, 8, 9, 10-A, 10-B, 10-C, 10-D, 10-E, 10-F, 10-G, 10-H, 10-1, 12, 13, 14, 15, 15-B, 15-C, 16, 17-A, 17-B, 17-C, 17-D, 18, 20-A, 20-B, 20-C, 21-A, 21-B, 21-C, 21-D, 23, 24, 25-C, 25-D, 26, 26- B, 26-C, 26-D, 27, 27-B, 28, 28-B, 29, 29-B, 29-C, 29-D, 29-E, 30, 31-A, 31-B, 32-A, 32-B, 33, 34, 34-B, 34-C, 35, 36-A, 36-8, 36-C, 37, 39, 40, 41, 43-A, 43-C, 43-D, 43-E, 44, 45-A, 46, 50 & 51 for FY 2023/24 AND City of Madera City Council Minutes
205 W. 4th Street May 17, 2023
Madera, CA 93637 Page 10 of 12

SETTING DATE FOR PUBLIC HEARING
D-2 Agreement with RRM Design Group for Architectural and Engineering (A/E) Design Services on the Intermodal Transit Center
Recommendation: Adopt a Resolution approving an agreement with RRM Design Group to provide engineering and architectural services for the Madera Intermodal Transit Center renovation (Report by Michael Lima) No Public Comment was presented. Public Comment was closed.

ON MOTION BY COUNCILMEMBER GALLEGOS AND SECONDED BY COUNCILMEMBER VILLEGAS, ITEM D-2 WAS APPROVED UNANIMOUSLY BY A 7/0 VOTE. NOES: NONE. ABSENT:

NONE. ABSTAIN: NONE.

RES 23-87 A RESOLUTION OF THE CITY COUNCIL, OF THE CITY OF MADERA,

CALIFORNIA, APPROVING AN AGREEMENT FOR ARCHITECTURAL AND

ENGINEERING DESIGN SERVICES FOR THE RENOVATION OF THE

INTERMODAL TRANSIT CENTER WITH RRM DESIGN GROUP IN THE
AMOUNT OF $285,961 AND 10% CONTINGENCY AMOUNT FOR

POTENTIAL EXTRA SERVICES
E. ADMINISTRATIVE REPORTS:

E-1 Yosemite Avenue Landscaping and Project Update
Recommendation: This report is submitted for City Council (Council) as an update of the Caltrans State Route 145 Yosemite Avenue (Project) and consideration and direction relative to various items for the Project (Report by Keith Helmuth)
No Public Comment was presented. Public Comment was closed.

ON MOTION BY MAYOR GARCIA AND SECONDED BY COUNCILMEMBER EVANS, ITEM E-1 TO

DO A COMBINATION OF TREES ALONG WITH DROUGHT RESISTANT VEGETATION ALONG YOSEMITE AVENUE WAS APPROVED BY A 4/3 VOTE. NOES: COUNCILMEMBERS GALLEGOS, RODRIGUEZ AND MONTES. ABSENT: NONE. ABSTAIN: NONE.

THE MOTION PASSED WITH THE FOLLOWING VOTE:

YES: 4 - COUNCILMEMBER EVANS

MAYOR PRO TEM MEJIA

COUNCILMEMBER VILLEGAS

MAYOR GARCIA
NO: 3 - COUNCILMEMBER GALLEGOS

COUNCILMEMBER RODRIGUEZ

COUNCILMEMBER MONTES
E-2 Set date(s) for City Attorney interviews
Recommendation: Request for direction regarding date(s) for interviewing City Attorney candidates (Report by Wendy Silva)
Staff was directed to schedule interviews on June 26th, 28th, and/or 29th after 1:00 p.m.

City of Madera City Council Minutes
205 W. 4th Street May 17, 2023
Madera, CA 93637 Page 11 of 12
F. COUNCILMEMBER REPORTS/ANNOUNCEMENTS/FUTURE AGENDA ITEMS:

Councilmember Gallegos requested additional information on criteria for Educator of the Year.

She expressed appreciation to Assemblywoman Esmeralda Soria, who has advocated strongly for Madera Community Hospital (MCH) and helped in the passage of new legislation which will provide financial assistance to struggling hospitals in California. She thanked City staff and departments for their support and sharing their condolences for the passing of her mother.

Councilmember Montes attended the Relay for Life event and presented a City Council Recognition for the work they do in spreading awareness for cancer-related research and funding.

Councilmember Rodriguez requested clarification on rules and procedures for Council regarding the matter of motions.

Councilmember Evans attended the Law Enforcement Memorial Ceremony hosted by Madera County, in which attendees paid tribute to those who lost their lives in the line of duty. She is scheduled to attend a NAACP State Conference in Sacramento, to encourage civic participation of local branches. She mentioned her work involving affordable housing discussions in Madera.

Mayor Pro Tem Mejia also asked for clarification on motions during Council meeting and as well as a formalization of the Proclamation process in terms of criteria for the recipients. She also expressed her appreciation for Assemblywoman Soria for visiting MCH, speaking with constituents and working purposefully to request relief funding for the Hospital. She attended a community survey and presentation regarding MCH and its impacts on the community. The Domingo Velasco Soccer League honored Mayor Pro Tem Mejia and Councilmember Montes for their service to their community. She mentioned the Planet Fitness kick-off party, in which the gym is offering discounts to young athletes in Madera.

Councilmember Villegas mentioned the Arts Fest hosted by Madera County Superintendent of Schools and thanked Senator Anna Caballero and Assemblywoman Soria for their help in advancing legislation to help financially stressed hospitals.

Mayor Garcia visited a 1st grade class at Pershing Elementary and participated in a Q&A session with students. He highlighted Shirley James of the Madera Tribune, who celebrated 40 years of service with the newspaper. He presented Ms. James with a Mayor’s certificate for her decades of service to the community. He also mentioned Planet Fitness and its summer passes for high school students. Mayor Garcia attended the annual Prayer Breakfast and the Veterans of Foreign Wars events. He addressed Senate Bill 112 and said it is a step in the right direction in terms of opening Madera Community Hospital; however, he reminded the public that the process could be long and arduous. He mentioned the Memorial Day celebration on Monday, May 29, 2023 at Courthouse Park.

G. CLOSED SESSION:

City of Madera City Council Minutes
205 W. 4th Street May 17, 2023
Madera, CA 93637 Page 12 of 12
G-1 Conference with Legal Counsel – Existing Litigation Pursuant to Government Code Section 54956.9(d) (1)
Name of Case: Madera v. Lopez
During agenda approval, City Attorney Hilda Cantu Montoy removed this item from the agenda.

ADJOURNMENT: Meeting was adjourned at 9:05 p.m.

UPCOMING MEETING DATES:
 Wednesday, June 7, 2023
 Wednesday, June 21, 2023

ALICIA GONZALES, City Clerk SANTOS GARCIA, Mayor
_______________________________________

MINUTES PREPARED BY
ZELDA LEÓN, Deputy City Clerk

REPORT TO CITY COUNCIL
Approved by:
_________________________________
Council Meeting of: June 21, 2023
Agenda Number: B-2
Michael Lima, Director of Financial Services
_________________________________
Arnoldo Rodriguez, City Manager
SUBJECT:

Informational Report on Register of Audited Demands
RECOMMENDATION:

Review Register of Audited Demands Report for May 27, 2023 to June 9, 2023 SUMMARY:

The Register of Audited Demands for the City covering obligations paid during the period of May 27, 2023 to June 9, 2023 is summarized in the following tables. Attachment A contains Warrants while Table 2 is a summary of the wire transfers.

Table 1: Warrant Distribution Summary
Description Check #’s Amount
General Warrants 36497 – 36635 $4,423,382.63
Table 2: Wire Transfer Summary
Description Vendor Amount
Payroll and Taxes Union Bank $622,314.08
SDI EDD $2,037.54
CalPERS Payment CalPERS $801.44
DISCUSSION:

Warrant requests are processed weekly based on the adopted Fiscal Year 2022/2023 budget and released for payment every Monday. Each demand has been audited and the Finance Director hereby certifies as to their accuracy and that there were sufficient funds for their payment. Per the request of City Council, we have included the departments from which each of the respective warrants were requested as well as the fund/division description from which they were paid.

FINANCIAL IMPACT:

Demands for payments are made within the constraints of the approved 2022/2023 budget.

ALTERNATIVES:

Informational only.

ATTACHMENTS:

CHECK PAY DATE DEPARTMENT PAID FROM ORG ISSUED TO DESCRIPTION AMOUNT 36497 06/01/2023 PD OPS PD OPS KER'S GAS & LUBE, INC. 04/23 PD CAR WASHES 690.00 $ 36498 06/01/2023 WATER QUALITY WATER QUALITY CONTROL THIRKETTLE CORPORATION 520M SINGLE PORT SMARTPOINT 15,347.14 $ 36499 06/01/2023 PLANNING PLANNING ACRO SERVICE CORPORATION CONSULTING SERVICES - PLANNING 2,850.00 $ 36499 06/01/2023 INFO SERVICES COMPUTER MAINT ACRO SERVICE CORPORATION TEMP SERVICES - INFORMATION SERVICES 05/14/23 3,200.00 $ 36499 06/01/2023 INFO SERVICES COMPUTER MAINT ACRO SERVICE CORPORATION TEMP SERVICES - INFORMATION SERVICES 05/21/23 3,200.00 $ 36500 06/01/2023 FLEET MAINT PROP 1B PTMISEA LAWRENCE CERVANTES 2 WAY RADIO INSTALLATIONS 1,800.00 $ 36500 06/01/2023 FLEET MAINT PROP 1B PTMISEA LAWRENCE CERVANTES CUSTOM 3 CAMERA INSTALLATIONS 3,900.00 $ 36500 06/01/2023 FLEET MAINT FIXED RT - CAPITAL OUTLAY LAWRENCE CERVANTES 2 WAY RADIO INSTALLATIONS 900.00 $ 36500 06/01/2023 FLEET MAINT FIXED RT - CAPITAL OUTLAY LAWRENCE CERVANTES CUSTOM 3 CAMERA INSTALLATIONS 1,950.00 $ 36501 06/01/2023 PD OPS SUPP LAW ENF ZAK'S ENTERPRISES LLC SECURITY SERVICES 04/30/23 194.25 $ 36502 06/01/2023 PD OPS CODE ENF DIEBERTS CREATIVE COPY INC BUSINESS CARDS - PD 75.78 $ 36503 06/01/2023 CITY ADMIN CITY ATTORNEY MONTOY LAW CORPORATION CITY ATTORNEY SERVICES FOR MARCH 2023 16,914.00 $ 36503 06/01/2023 CITY ADMIN CITY ATTORNEY MONTOY LAW CORPORATION CITY ATTORNEY SERVICES FOR APRIL 2023 26,938.17 $ 36504 06/01/2023 PD OPS PD OPS CRISCOM PUBLIC RELATIONS, INC. GRANT RESEARCH & WRITING SERVICES - JUNE 2023 4,000.00 $ 36505 06/01/2023 FINANCE CENTRAL ADMIN THE PUN GROUP PROFESSIONAL AUDITING SERVICE 8,000.00 $ 36506 06/01/2023 PD OPS PD OPS TRILOGY MEDWASTE WEST LLC RMW WORK 04/20/23 72.45 $ 36507 06/01/2023 ENGINEERING WATER OPS DAVIDS ENGINEERING, INC. PROFESSIONAL SERVICES APRIL 2023 112.68 $ 36508 06/01/2023 HR INS/RISK MGT EMPLOYEE BENEFIT SPECIALISTS, INC. FINANCIAL SERVICES - 2022 ACA REPORTING 7,500.00 $ 36509 06/01/2023 PD OPS PD OPS LAW DOG K9 APRIL 2023 MONTHLY K9 TRAINING 300.00 $ 36510 06/01/2023 PD OPS PD OPS CINTAS CORPORATION MEDICAL SUPPLIES 109.36 $ 36511 06/01/2023 PD OPS CODE ENF O&E TRANSPORTATION LLC RIVER CLEAN UP MAY 2023 6,325.00 $ 36511 06/01/2023 PD OPS CODE ENF O&E TRANSPORTATION LLC RIVER CLEAN UP APRIL 2023 6,325.00 $ 36512 06/01/2023 STREETS STREETS POTTERS INDUSTRIES LLC STANDARD HIGHWAY SAFETY MARKING SPHERES 5,929.94 $ 36513 06/01/2023 ENGINEERING TRANS IMPACT FEE CORNERSTONE STRUCTURAL ENG GROUP, INC. B-02 DESIGN SERVICES FOR WESTBERRY BRIDGE 47,211.26 $ 36514 06/01/2023 PD OPS SUPP LAW ENF BRENDA D LINMAN DVM VET SERVICES FOR PD K-9 BUUS 47.25 $ 36515 06/01/2023 WATER QUALITY WATER QUALITY CONTROL DELLAVALLE LABORATORY,INC. WEEKLY SAMPLING 1,710.00 $ 36515 06/01/2023 WATER QUALITY WATER QUALITY CONTROL DELLAVALLE LABORATORY,INC. REPEAT WATER SAMPLING 120.00 $ 36516 06/01/2023 FINANCE MEAS K - FIRE AT&T 04/23 CALNET 3 SVS 9391068734 49.49 $ 36516 06/01/2023 FINANCE SEWER OPS AT&T 05/23 CALNET 3 SVS 9391031570 196.20 $ 36516 06/01/2023 FINANCE PD OPS AT&T 05/23 CALNET 3 SVS 9391020514 154.88 $ 36516 06/01/2023 PD OPS PD OPS AT&T 04/23 CALNET 3 SVS 9391031566 154.88 $ 36516 06/01/2023 PD OPS PD OPS AT&T 04/23 CALNET 3 SVS 9391031578 164.17 $ 36517 06/01/2023 ENGINEERING SEWER CAPITAL OUTLAY AKEL ENGINEERING GROUP, INC. AVENUE 13 SEWER REPAIR 1,708.00 $ 36517 06/01/2023 ENGINEERING SEWER CAPITAL OUTLAY AKEL ENGINEERING GROUP, INC. AVENUE 13 ON-GOING SUPPORT 1,874.25 $ 36518 06/01/2023 PD OPS MEAS K - PD CA DEPARTMENT OF JUSTICE 04/23 FINGERPRINT APPS 232.48 $ 36518 06/01/2023 PD OPS MEAS K - PD CA DEPARTMENT OF JUSTICE 04/23 BLOOD ALCOHOL ANALYSIS 910.00 $ 36518 06/01/2023 PD OPS PD OPS CA DEPARTMENT OF JUSTICE 04/23 FINGERPRINT APPS 379.52 $ 36519 06/01/2023 PD OPS MEAS K - PD CALIFORNIA FORENSIC INSTITUTE PRE-EMPLOYMENT EXAM 1,800.00 $

CITY OF MADERA
REGISTER OF AUDITED DEMANDS FOR BANK #1 - US BANK GENERAL ACCOUNT June 21, 2023

CHECK PAY DATE DEPARTMENT PAID FROM ORG ISSUED TO DESCRIPTION AMOUNT 36520 06/01/2023 PD OPS PD OPS CHIARAMONTE, GIACHINO PER DIEM - CAL CHIEF'S BOARD MEETING 203.50 $ 36521 06/01/2023 HR HR/RISK MGT CONCENTRA MEDICAL CENTERS PRE-EMPLOYMENT PHYSICALS 422.00 $ 36522 06/01/2023 FIRE MEAS K - FIRE COOK'S COMMUNICATIONS REMOTE MOUNT - FIRE TRUCK 4,513.44 $ 36523 06/01/2023 PD OPS CODE ENF CORELOGIC INFORMATION SOLUTIONS INC REALQUEST SERVICES 04/23 87.50 $ 36523 06/01/2023 PD OPS UB - GARBAGE CORELOGIC INFORMATION SOLUTIONS INC REALQUEST SERVICES 04/23 21.88 $ 36523 06/01/2023 PD OPS UB - SEWER CORELOGIC INFORMATION SOLUTIONS INC REALQUEST SERVICES 04/23 21.88 $ 36523 06/01/2023 PD OPS UB - WATER CORELOGIC INFORMATION SOLUTIONS INC REALQUEST SERVICES 04/23 43.74 $ 36524 06/01/2023 FIRE FIRE DEPARTMENT OF FORESTRY AND FIRE 2ND QTR ACTUAL BILLING FOR CITY CONTRACT FY 22/23 1,480,531.36 $ 36525 06/01/2023 PARKS COMM & REC ENVIRO CLEAN FLOOR MACHINE CLEANER REPAIR 240.00 $ 36526 06/01/2023 PD OPS PD OPS CITY OF FRESNO FIREARMS INSTRUCTOR CLASS - RANGE FEES 432.00 $ 36527 06/01/2023 PD OPS PD OPS FRESNO CITY COLLEGE REGISTRATION FEE - DISPATCHER ACADEMY 337.00 $ 36528 06/01/2023 HR INS/RISK MGT LIEBERT CASSIDY WHITMORE LEGAL FEES 77.40 $ 36529 06/01/2023 FINANCE COMMUNITY PROMO MADERA COUNTY TRANSPORTATION COMMISSION FY 22/23 MEMBER ASSESSMENT FEE 41,756.00 $ 36530 06/01/2023 CITY ADMIN COMMUNITY PROMO MADERA COUNTY E D C EDC 2ND QTR CONTRIBUTION FOR FY 22/23 44,857.25 $ 36531 06/01/2023 WATER OPS WATER OPS MADERA PUMPS, INC. SPRING PUMP TESTS 3,400.00 $ 36531 06/01/2023 WATER OPS WATER OPS MADERA PUMPS, INC. WINTER PUMP TESTS 3,200.00 $ 36532 06/01/2023 CITY CLERK CITY CLERK MADERA TRIBUNE PUBLICATION OF ORDINANCE 999 CS 331.50 $ 36532 06/01/2023 HR HR/RISK MGT MADERA TRIBUNE JOB ADVERSTISEMENT - CONSTRUCTION INSPECTOR 110.20 $ 36533 06/01/2023 PD OPS PD OPS MADERA UNIFIED SCHOOL DISTRICT CUSTODIAL FEES 122.64 $ 36534 06/01/2023 PW ADMIN STREETS MID VALLEY DISPOSAL INC. WASTE DISPOSAL 6,648.73 $ 36534 06/01/2023 PW ADMIN WWTP MID VALLEY DISPOSAL INC. WASTE DISPOSAL 1,262.49 $ 36534 06/01/2023 SEWER OPS SEWER OPS MID VALLEY DISPOSAL INC. WASTE DISPOSAL 880.69 $ 36535 06/01/2023 PD OPS MEAS K - PD OCCU-MED, LTD. EXAM SERVICES 3,326.00 $ 36536 06/01/2023 WWTP WWTP POLYDYNE INC. SLUDGE DEWATERING POLYMER 18,822.52 $ 36537 06/01/2023 PD OPS SUPP LAW ENF SJVAPCD AIR QUALITY PERMITS - PD 577.00 $ 36538 06/01/2023 FINANCE BUILDING VERIZON WIRELESS CITY CELL PHONE CHARGES 04/11/23-05/10/23 103.73 $ 36538 06/01/2023 FINANCE CITY COUNCIL VERIZON WIRELESS CITY CELL PHONE CHARGES 04/11/23-05/10/23 38.01 $ 36538 06/01/2023 FINANCE FACILITIES MAINT VERIZON WIRELESS CITY CELL PHONE CHARGES 04/11/23-05/10/23 51.88 $ 36538 06/01/2023 FINANCE FIRE VERIZON WIRELESS CITY CELL PHONE CHARGES 04/11/23-05/10/23 152.04 $ 36538 06/01/2023 FINANCE FLEET MAINT VERIZON WIRELESS CITY CELL PHONE CHARGES 04/11/23-05/10/23 1.59 $ 36538 06/01/2023 FINANCE HR/RISK MGT VERIZON WIRELESS CITY CELL PHONE CHARGES 04/11/23-05/10/23 38.01 $ 36538 06/01/2023 FINANCE PARKS VERIZON WIRELESS CITY CELL PHONE CHARGES 04/11/23-05/10/23 1.59 $ 36538 06/01/2023 FINANCE PLANNING VERIZON WIRELESS CITY CELL PHONE CHARGES 04/11/23-05/10/23 51.88 $ 36538 06/01/2023 FINANCE STREETS VERIZON WIRELESS CITY CELL PHONE CHARGES 04/11/23-05/10/23 13.59 $ 36538 06/01/2023 FINANCE SEWER OPS VERIZON WIRELESS CITY CELL PHONE CHARGES 04/11/23-05/10/23 1.59 $ 36538 06/01/2023 FINANCE STREET CLEANING VERIZON WIRELESS CITY CELL PHONE CHARGES 04/11/23-05/10/23 1.62 $ 36538 06/01/2023 FINANCE WATER OPS VERIZON WIRELESS CITY CELL PHONE CHARGES 04/11/23-05/10/23 143.77 $ 36538 06/01/2023 FINANCE WATER QUALITY CONTROL VERIZON WIRELESS CITY CELL PHONE CHARGES 04/11/23-05/10/23 38.01 $ 36538 06/01/2023 FINANCE WWTP VERIZON WIRELESS CITY CELL PHONE CHARGES 04/11/23-05/10/23 75.58 $ 36538 06/01/2023 FINANCE PD OPS VERIZON WIRELESS CITY CELL PHONE CHARGES 04/11/23-05/10/23 494.39 $ 36539 06/01/2023 PW ADMIN WATER CONSERV OTP- REBATES TURF REPLACEMENT REBATE 1,305.00 $

CHECK PAY DATE DEPARTMENT PAID FROM ORG ISSUED TO DESCRIPTION AMOUNT 36540 06/01/2023 PLANNING PLANNING BLDING/PLAN REFNDS REIMBURSE SPR FEES 2,924.25 $ 36541 06/01/2023 PLANNING PLANNING BLDING/PLAN REFNDS REIMBURSE ZAP FEES 792.50 $ 36542 06/01/2023 PARKS GENERAL TRUST OTP- PARKS REFUNDS DEPOSIT REFUND - LTC PAVILION 50.00 $ 36543 06/01/2023 PARKS GENERAL TRUST OTP- PARKS REFUNDS DEPOSIT REFUND - SUNRISE ROTARY PAVILION 50.00 $ 36544 06/01/2023 PARKS GENERAL TRUST OTP- PARKS REFUNDS DEPOSIT REFUND - ROTARY PAVILION 50.00 $ 36545 06/01/2023 PARKS GENERAL TRUST OTP- PARKS REFUNDS DEPOSIT REFUND - ROTARY PAVILION 50.00 $ 36546 06/01/2023 PARKS GENERAL TRUST OTP- PARKS REFUNDS DEPOSIT REFUND - SUNRISE ROTARY PAVILION 50.00 $ 36547 06/01/2023 PARKS GENERAL TRUST OTP- PARKS REFUNDS DEPOSIT REFUND - LTC PAVILION 50.00 $ 36548 06/01/2023 PARKS GENERAL TRUST OTP- PARKS REFUNDS DEPOSIT REFUND - ROTARY PAVILION 50.00 $ 36549 06/01/2023 PARKS GENERAL TRUST OTP- PARKS REFUNDS DEPOSIT REFUND - LTC PAVILION 50.00 $ 36550 06/01/2023 PARKS COMM & REC OTP- PARKS REFUNDS CANCELLATION REFUND - PANAM GYM 735.00 $ 36550 06/01/2023 PARKS GENERAL TRUST OTP- PARKS REFUNDS CANCELLATION REFUND - PANAM GYM 200.00 $ 36551 06/01/2023 PARKS GENERAL TRUST OTP- PARKS REFUNDS DEPOSIT REFUND - LTC PAVILION 50.00 $ 36552 06/01/2023 FINANCE WATER UTILITY OTP- UB REFUNDS UB TERM REFUND 9925521-513814 51.64 $ 36553 06/06/2023 PD OPS PD OPS LEIGHTON'S JEWELERS OF MADERA INC. CITIZENS ACADEMY COINS 200.00 $ 36554 06/06/2023 PD OPS PD OPS HARRY D. WILSON INC. BMW R 1250 - REPLACE TIRE 321.14 $ 36555 06/06/2023 FLEET MAINT TRANS - FIXED GLENCASS SIGNS, INC. GRAPHICS FOR BUSES 1,513.33 $ 36555 06/06/2023 FLEET MAINT TRANS - DAR GLENCASS SIGNS, INC. GRAPHICS FOR BUSES 270.67 $ 36556 06/06/2023 PD OPS MEAS K - PD RAUL R. HERRERA JR. POLYGRAPHS 3,250.00 $ 36557 06/06/2023 PD OPS MEAS K - PD TIM J LAW EMPLOYMENT BACKGROUND 2,800.00 $ 36558 06/06/2023 FIRE MEAS K - FIRE ALLSTAR FIRE EQUIPMENT NOZZLES FOR E-57 6,749.97 $ 36558 06/06/2023 FIRE MEAS K - FIRE ALLSTAR FIRE EQUIPMENT NEW HOSES E-57 14,173.38 $ 36558 06/06/2023 FIRE MEAS K - FIRE ALLSTAR FIRE EQUIPMENT THERMAL IMAGE CAMERA FOR NEW E-57 7,040.89 $ 36559 06/06/2023 ENGINEERING SEWER CAPITAL OUTLAY RMA GEOSCIENCE, INC. AVE 13 EMERGEMCY REPAIR TESTING LAB 7,144.00 $ 36560 06/06/2023 PD OPS SUPP LAW ENF PACIFIC STORAGE COMPANY SHREDDING SERVICES 368.00 $ 36561 06/06/2023 PARKS PARKING DIST OPS ELITE MAINTENANCE AND TREE SERVICE 05/23 DOWNTOWN MAINTENANCE GROUP 1 509.60 $ 36561 06/06/2023 PARKS PARKS ELITE MAINTENANCE AND TREE SERVICE 05/23 NON-MEDIAN MAINTENANCE GROUP 2 5,678.40 $ 36561 06/06/2023 PARKS MEDIAN LANDS ELITE MAINTENANCE AND TREE SERVICE 05/23 MEDIAN MAINTENANCE GROUP 3 12,560.80 $ 36562 06/06/2023 PLANNING PLANNING HINDERLITER, DE LLAMAS AND ASSOCIATES CANNABIS MGMT CONSULTING 625.00 $ 36563 06/06/2023 FINANCE AIRPORT OPS VAN DE POL ENTERPRISES, INC. FUEL CITY VEHICLES - 05/01/23-05/15/23 99.49 $ 36563 06/06/2023 FINANCE ANIMAL CONTROL VAN DE POL ENTERPRISES, INC. FUEL CITY VEHICLES - 05/01/23-05/15/23 283.26 $ 36563 06/06/2023 FINANCE BUILDING VAN DE POL ENTERPRISES, INC. FUEL CITY VEHICLES - 05/01/23-05/15/23 210.38 $ 36563 06/06/2023 FINANCE CODE ENF VAN DE POL ENTERPRISES, INC. FUEL CITY VEHICLES - 05/01/23-05/15/23 203.38 $ 36563 06/06/2023 FINANCE COMPUTER MAINT VAN DE POL ENTERPRISES, INC. FUEL CITY VEHICLES - 05/01/23-05/15/23 48.13 $ 36563 06/06/2023 FINANCE DRAINAGE VAN DE POL ENTERPRISES, INC. FUEL CITY VEHICLES - 05/01/23-05/15/23 1,459.36 $ 36563 06/06/2023 FINANCE ENGINEERING VAN DE POL ENTERPRISES, INC. FUEL CITY VEHICLES - 05/01/23-05/15/23 232.74 $ 36563 06/06/2023 FINANCE FACILITIES MAINT VAN DE POL ENTERPRISES, INC. FUEL CITY VEHICLES - 05/01/23-05/15/23 232.33 $ 36563 06/06/2023 FINANCE FLEET MAINT VAN DE POL ENTERPRISES, INC. FUEL CITY VEHICLES - 05/01/23-05/15/23 126.97 $ 36563 06/06/2023 FINANCE FLEET MOTOR POOL VAN DE POL ENTERPRISES, INC. FUEL CITY VEHICLES - 05/01/23-05/15/23 43.52 $ 36563 06/06/2023 FINANCE GRAFFITI ABATE VAN DE POL ENTERPRISES, INC. FUEL CITY VEHICLES - 05/01/23-05/15/23 340.87 $ 36563 06/06/2023 FINANCE PARKS VAN DE POL ENTERPRISES, INC. FUEL CITY VEHICLES - 05/01/23-05/15/23 2,954.00 $

CHECK PAY DATE DEPARTMENT PAID FROM ORG ISSUED TO DESCRIPTION AMOUNT 36563 06/06/2023 FINANCE STREETS VAN DE POL ENTERPRISES, INC. FUEL CITY VEHICLES - 05/01/23-05/15/23 2,006.77 $ 36563 06/06/2023 FINANCE SEWER OPS VAN DE POL ENTERPRISES, INC. FUEL CITY VEHICLES - 05/01/23-05/15/23 1,060.65 $ 36563 06/06/2023 FINANCE STREET CLEANING VAN DE POL ENTERPRISES, INC. FUEL CITY VEHICLES - 05/01/23-05/15/23 1,431.74 $ 36563 06/06/2023 FINANCE TRANS - FIXED VAN DE POL ENTERPRISES, INC. FUEL CITY VEHICLES - 05/01/23-05/15/23 3,413.72 $ 36563 06/06/2023 FINANCE TRANS - DAR VAN DE POL ENTERPRISES, INC. FUEL CITY VEHICLES - 05/01/23-05/15/23 3,105.98 $ 36563 06/06/2023 FINANCE WATER OPS VAN DE POL ENTERPRISES, INC. FUEL CITY VEHICLES - 05/01/23-05/15/23 2,221.91 $ 36563 06/06/2023 FINANCE WATER QUALITY CONTROL VAN DE POL ENTERPRISES, INC. FUEL CITY VEHICLES - 05/01/23-05/15/23 293.05 $ 36563 06/06/2023 FINANCE PD OPS VAN DE POL ENTERPRISES, INC. FUEL CITY VEHICLES - 05/01/23-05/15/23 6,675.43 $ 36563 06/06/2023 FIRE FIRE VAN DE POL ENTERPRISES, INC. FUEL CDF - 04/16/23-04/30/23 890.75 $ 36563 06/06/2023 FIRE FIRE VAN DE POL ENTERPRISES, INC. FUEL CDF - 05/01/23-05/15/23 496.34 $ 36563 06/06/2023 FIRE MEAS K - FIRE VAN DE POL ENTERPRISES, INC. FUEL CDF - BULK DIESEL 2,624.19 $ 36563 06/06/2023 PD OPS MEAS K - PD VAN DE POL ENTERPRISES, INC. PROPANE - PD DUI CHECK POINT 32.46 $ 36564 06/06/2023 ENGINEERING WATER OPS HOUSTON ENGINEERING INC PROFESSIONAL ENG SERVICES - HEI#R009512-0001 3,695.27 $ 36565 06/06/2023 FIRE MEAS K - FIRE MADERA COUNTY FLEET FIRE SERVICE COMMAND VEHICAL UPFITTING 4,967.10 $ 36566 06/06/2023 PD OPS SUPP LAW ENF LAW DOG K9 K9 VENDOR TRAINING 300.00 $ 36567 06/06/2023 FINANCE AIRPORT OPS PRUDENTIAL OVERALL SUPPLY 04/23 UNIFORM SERVICES 124.12 $ 36567 06/06/2023 FINANCE CENTRAL ADMIN PRUDENTIAL OVERALL SUPPLY 04/23 UNIFORM SERVICES 125.58 $ 36567 06/06/2023 FINANCE COMM & REC PRUDENTIAL OVERALL SUPPLY 04/23 UNIFORM SERVICES 702.18 $ 36567 06/06/2023 FINANCE COMPUTER MAINT PRUDENTIAL OVERALL SUPPLY 04/23 UNIFORM SERVICES 16.20 $ 36567 06/06/2023 FINANCE ENGINEERING PRUDENTIAL OVERALL SUPPLY 04/23 UNIFORM SERVICES 91.53 $ 36567 06/06/2023 FINANCE FACILITIES MAINT PRUDENTIAL OVERALL SUPPLY 04/23 UNIFORM SERVICES 421.89 $ 36567 06/06/2023 FINANCE FLEET MAINT PRUDENTIAL OVERALL SUPPLY 04/23 UNIFORM SERVICES 612.05 $ 36567 06/06/2023 FINANCE PARKS PRUDENTIAL OVERALL SUPPLY 04/23 UNIFORM SERVICES 666.58 $ 36567 06/06/2023 FINANCE STREETS PRUDENTIAL OVERALL SUPPLY 04/23 UNIFORM SERVICES 1,054.14 $ 36567 06/06/2023 FINANCE SEWER OPS PRUDENTIAL OVERALL SUPPLY 04/23 UNIFORM SERVICES 288.70 $ 36567 06/06/2023 FINANCE UB - WATER PRUDENTIAL OVERALL SUPPLY 04/23 UNIFORM SERVICES 41.90 $ 36567 06/06/2023 FINANCE WATER OPS PRUDENTIAL OVERALL SUPPLY 04/23 UNIFORM SERVICES 559.92 $ 36567 06/06/2023 FINANCE WATER QUALITY CONTROL PRUDENTIAL OVERALL SUPPLY 04/23 UNIFORM SERVICES 175.64 $ 36567 06/06/2023 FINANCE WWTP PRUDENTIAL OVERALL SUPPLY 04/23 UNIFORM SERVICES 588.58 $ 36567 06/06/2023 FINANCE PD OPS PRUDENTIAL OVERALL SUPPLY 04/23 UNIFORM SERVICES 127.31 $ 36568 06/06/2023 PD OPS SUPP LAW ENF EVANS FEED & LIVESTOCK SUPPLY, INC. SALT ON A ROPE 6.99 $ 36568 06/06/2023 PD OPS SUPP LAW ENF EVANS FEED & LIVESTOCK SUPPLY, INC. FLY MASK 28.13 $ 36569 06/06/2023 FINANCE FINANCE BRENDA MENDEZ PER DIEM - TYLER CONNECT 2023 42.91 $ 36570 06/06/2023 PARKS SR CITIZEN COMM MADERA COUNTY FOOD BANK FOOD PRODUCTS 58.00 $ 36571 06/06/2023 PD OPS SUPP LAW ENF US PUBLIC SAFETY GROUP, INC. MEDALS FOR OFFICER AWARDS 3,570.00 $ 36572 06/06/2023 ENGINEERING WATER CAPITAL OUTLAY AKEL ENGINEERING GROUP, INC. ON-CALL ENG HYDROGEOLOGIC - WELL 37 61,263.30 $ 36573 06/06/2023 PD OPS MEAS K - PD CA DEPARTMENT OF JUSTICE MISCELLANEOUS SERVICES 01/23-03/23 1,876.98 $ 36574 06/06/2023 PD OPS MEAS K - PD CALIFORNIA FORENSIC INSTITUTE PRE-EMPLOYMENT EXAM 900.00 $ 36575 06/06/2023 FINANCE COMPUTER MAINT COMCAST 05/23 SVS 8155500320322006 88.13 $ 36576 06/06/2023 HR HR/RISK MGT CONCENTRA MEDICAL CENTERS PRE-EMPLOYMENT PHYSICAL 776.50 $ 36577 06/06/2023 ENGINEERING ENGINEERING DIAMOND COMMUNICATIONS ALARM MONITORING - ENG 180.00 $

CHECK PAY DATE DEPARTMENT PAID FROM ORG ISSUED TO DESCRIPTION AMOUNT 36577 06/06/2023 PARKS COMM & REC DIAMOND COMMUNICATIONS SECURITY ALARM MONITORING - FBSC 213.00 $ 36577 06/06/2023 PARKS COMM & REC DIAMOND COMMUNICATIONS FIRE ALARM MONITORING - PAC 36.00 $ 36578 06/06/2023 BUILDING BUILDING INTERNATIONAL CODE COUNCIL INC 2023 CA CODE BOOKS 503.78 $ 36579 06/06/2023 FINANCE WATER CONSERV CITY OF MADERA DISHWASHER REBATE - 9901032 200.00 $ 36579 06/06/2023 FINANCE WATER CONSERV CITY OF MADERA SMART IRR CONTROLLER REBATE - 9915908 114.89 $ 36580 06/06/2023 CITY CLERK CITY COUNCIL MADERA CHAMBER OF COMMERCE MADERA PRAYER BREAKFAST 60.00 $ 36580 06/06/2023 CITY CLERK COMMUNITY PROMO MADERA CHAMBER OF COMMERCE MADERA PRAYER BREAKFAST 15.00 $ 36580 06/06/2023 CITY CLERK ENGINEERING MADERA CHAMBER OF COMMERCE MADERA PRAYER BREAKFAST 15.00 $ 36580 06/06/2023 CITY CLERK PARKS ADMIN MADERA CHAMBER OF COMMERCE MADERA PRAYER BREAKFAST 30.00 $ 36580 06/06/2023 CITY CLERK PLANNING MADERA CHAMBER OF COMMERCE MADERA PRAYER BREAKFAST 15.00 $ 36581 06/06/2023 FINANCE PD OPS MADERA COUNTY TREASURER 04/23 COUNTY'S PORTION OF PARKING PENALTIES PAID 472.00 $ 36582 06/06/2023 PD OPS ANIMAL CONTROL MADERA COUNTY ANIMAL SERVICES FY 22/23 11 OF 12 13,781.25 $ 36582 06/06/2023 PD OPS ANIMAL CONTROL MADERA COUNTY ANIMAL SERVICES FY 22/23 12 OF 12 13,781.25 $ 36583 06/06/2023 HR HR/RISK MGT MADERA TRIBUNE JOB ADVERSTISEMENT - CE 68.40 $ 36583 06/06/2023 HR HR/RISK MGT MADERA TRIBUNE JOB ADVERSTISEMENT - DEPUTY CITY ENGINEER 76.00 $ 36584 06/06/2023 PD OPS SUPP LAW ENF MADERA UNIFORM & ACCESSORIES UNIFORM ACCESSORIES 348.29 $ 36584 06/06/2023 PD OPS MEAS K - PD MADERA UNIFORM & ACCESSORIES UNIFORM ACCESSORIES 3,501.90 $ 36584 06/06/2023 PD OPS PD OPS MADERA UNIFORM & ACCESSORIES UNIFORM ACCESSORIES 79.94 $ 36585 06/06/2023 ENGINEERING AFFORDABLE HOUSING O'DELL ENGINEERING, INC. DESIGN SVS - SIDEWALK IMPROVEMENT 18,626.75 $ 36585 06/06/2023 PARKS ADMIN PARKS O'DELL ENGINEERING, INC. PARKS DESIGN SERVICES - OLIVE PARK 5,197.12 $ 36586 06/06/2023 PD OPS CODE ENF ODP BUSINESS SOLUTIONS, LLC OFFICE SUPPLIES - CODE ENFORCEMENT 487.41 $ 36587 06/06/2023 FINANCE FINANCE PHOENIX GROUP INFO SYS 04/23 CITATIONS 283.85 $ 36588 06/06/2023 ENGINEERING WATER CAPITAL OUTLAY PROVOST & PRITCHARD CONSULTING PROFESSIONAL ENGINEERING SERVICES 1,138.00 $ 36589 06/06/2023 FIRE MEAS K - FIRE TECH. MASTER PEST MANAGEMENT EXTERIOR DUSTING 200.00 $ 36590 06/06/2023 PARKS COMM & REC TK ELEVATOR CORPORATION YC ELEVATOR MAINTENANCE 304.51 $ 36591 06/06/2023 PD OPS PD OPS WEBSTER, NICHOLAS PER DIEM - SLI SESSION 1 258.75 $ 36592 06/06/2023 PW ADMIN WATER CONSERV OTP- REBATES TURF REPLACEMENT REBATE 2,337.00 $ 36593 06/06/2023 BUILDING BUILDING BLDING/PLAN REFNDS JOB CANCELLED - REIMBURSE FEE 64.38 $ 36594 06/06/2023 PARKS GENERAL TRUST OTP- PARKS REFUNDS DEPOSIT REFUND - ROTARY PAVILION 50.00 $ 36595 06/06/2023 PARKS GENERAL TRUST OTP- PARKS REFUNDS DEPOSIT REFUND - LTC PICNIC AREA 1 50.00 $ 36596 06/06/2023 PARKS GENERAL TRUST OTP- PARKS REFUNDS DEPOSIT REFUND - LTC PAVILION 50.00 $ 36597 06/06/2023 PARKS GENERAL TRUST OTP- PARKS REFUNDS DEPOSIT REFUND - ROTARY PAVILION 50.00 $ 36598 06/06/2023 PARKS SPORTS PROGRAMS OTP- PARKS REFUNDS ACTIVITY CANCELLATION REFUND 60.00 $ 36599 06/06/2023 PARKS SPORTS PROGRAMS OTP- PARKS REFUNDS ACTIVITY CANCELLATION REFUND 60.00 $ 36600 06/06/2023 PARKS GENERAL TRUST OTP- PARKS REFUNDS PARK DEPOSIT REFUND - MCNALLY SHELTER 50.00 $ 36601 06/06/2023 PARKS SPORTS PROGRAMS OTP- PARKS REFUNDS ACTIVITY CANCELLATION REFUND 60.00 $ 36602 06/06/2023 PARKS GENERAL TRUST OTP- PARKS REFUNDS DEPOSIT REFUND - SUNRISE ROTARY PAVILION 50.00 $ 36603 06/06/2023 PARKS SPORTS PROGRAMS OTP- PARKS REFUNDS ACTIVITY CANCELLATION REFUND 60.00 $ 36604 06/06/2023 PARKS GENERAL TRUST OTP- PARKS REFUNDS DEPOSIT REFUND - LTC PAVILION 50.00 $ 36605 06/06/2023 PARKS GENERAL TRUST OTP- PARKS REFUNDS DEPOSIT REFUND - SUNRISE ROTARY PAVILION 50.00 $ 36606 06/06/2023 PARKS GENERAL TRUST OTP- PARKS REFUNDS DEPOSIT REFUND - LTC PAVILION 50.00 $

CHECK PAY DATE DEPARTMENT PAID FROM ORG ISSUED TO DESCRIPTION AMOUNT 36607 06/06/2023 PARKS GENERAL TRUST OTP- PARKS REFUNDS DEPOSIT REFUND - LTC PAVILION 50.00 $ 36608 06/06/2023 PARKS GENERAL TRUST OTP- PARKS REFUNDS DEPOSIT REFUND - ROTARY PAVILION 50.00 $ 36609 06/06/2023 PARKS GENERAL TRUST OTP- PARKS REFUNDS DEPOSIT REFUND - SUNRISE ROTARY PAVILION 50.00 $ 36610 06/06/2023 PARKS GENERAL TRUST OTP- PARKS REFUNDS DEPOSIT REFUND - SUNRISE ROTARY PAVILION 50.00 $ 36611 06/06/2023 PARKS GENERAL TRUST OTP- PARKS REFUNDS DEPOSIT REFUND - ROTARY PAVILION 50.00 $ 36612 06/06/2023 PARKS SPORTS PROGRAMS OTP- PARKS REFUNDS ACTIVITY CANCELLATION REFUND 60.00 $ 36613 06/06/2023 UB - WATER WATER FUND OTP- UB REFUNDS UB TERM REFUND 9924433 141.63 $ 36614 06/06/2023 UB - WATER WATER FUND OTP- UB REFUNDS UB TERM REFUND 9923606 18.61 $ 36615 06/06/2023 UB - WATER WATER FUND OTP- UB REFUNDS UB TERM REFUND 10000590 156.56 $ 36616 06/06/2023 UB - WATER WATER FUND OTP- UB REFUNDS UB TERM REFUND 9922791 153.85 $ 36617 06/06/2023 UB - WATER WATER FUND OTP- UB REFUNDS UB TERM REFUND 4966009 148.58 $ 36618 06/06/2023 UB - WATER WATER FUND OTP- UB REFUNDS UB TERM REFUND 9923170 164.46 $ 36619 06/06/2023 UB - WATER WATER FUND OTP- UB REFUNDS UB TERM REFUND 9923816 147.41 $ 36620 06/06/2023 UB - WATER WATER FUND OTP- UB REFUNDS UB TERM REFUND 10000322 20.68 $ 36621 06/06/2023 UB - WATER WATER FUND OTP- UB REFUNDS UB TERM REFUND 9923590 109.09 $ 36622 06/06/2023 UB - WATER WATER FUND OTP- UB REFUNDS UB TERM REFUND 9925831 111.74 $ 36623 06/06/2023 UB - WATER WATER FUND OTP- UB REFUNDS UB TERM REFUND 9915121 167.65 $ 36624 06/06/2023 UB - WATER WATER FUND OTP- UB REFUNDS UB TERM REFUND 9899994 204.76 $ 36625 06/06/2023 UB - WATER WATER FUND OTP- UB REFUNDS UB TERM REFUND 9902887 88.16 $ 36626 06/06/2023 UB - WATER WATER FUND OTP- UB REFUNDS UB TERM REFUND 9924113 126.53 $ 36627 06/06/2023 UB - WATER WATER FUND OTP- UB REFUNDS UB TERM REFUND 9400141 145.72 $ 36628 06/06/2023 UB - WATER WATER FUND OTP- UB REFUNDS UB TERM REFUND 9921012 96.50 $ 36629 06/06/2023 UB - WATER WATER FUND OTP- UB REFUNDS UB TERM REFUND 9926259 320.22 $ 36630 06/06/2023 UB - WATER WATER FUND OTP- UB REFUNDS UB TERM REFUND 10000341 108.93 $ 36631 06/06/2023 UB - WATER WATER FUND OTP- UB REFUNDS UB TERM REFUND 9922756 146.28 $ 36632 06/06/2023 UB - WATER WATER FUND OTP- UB REFUNDS UB TERM REFUND 9915694 130.99 $ 36633 06/06/2023 UB - WATER WATER FUND OTP- UB REFUNDS UB TERM REFUND 9923920 58.86 $ 36634 06/06/2023 UB - WATER WATER FUND OTP- UB REFUNDS UB TERM REFUND 9923920 70.18 $ 36635 06/06/2023 PARKS AQUATICS PROGRM REED, EDDIE C POOL PUMP REPLACEMENT 2,496.34 $ 262 06/07/2023 FINANCE PAYROLL TRUST NAVIA BENEFIT SOLUTIONS INC FSA SECTION 125 DISBURSEMENT 05/17/2023 152.32 $ 263 06/07/2023 FINANCE PAYROLL TRUST NPC-ORCHARD TRUST COMPANY PLAN #340227-02 FOR 05/17/2023 PAYROLL 2,413.64 $ 264 06/07/2023 FINANCE GENERAL CAPITAL PROJECTS BANC OF AMERICA PUBLIC CAPITAL CORP ENGIE SOLAR PROJECT 247,000.90 $ 265 06/07/2023 ENGINEERING SEWER CAPITAL OUTLAY MAGGIORA BROS. DRILLING, INC. WELL INSTALLATION #WWTP20-01 150,665.25 $ 266 06/07/2023 FINANCE PAYROLL TRUST NAVIA BENEFIT SOLUTIONS INC FSA SECTION 125 DISBURSEMENT 05/16/2023 1,142.99 $ 267 06/07/2023 FINANCE PAYROLL TRUST NPC-ORCHARD TRUST COMPANY PLAN #340227-01 FOR 05/12/2023 PAYROLL 9,868.39 $ 268 06/07/2023 FINANCE WWTP BOND ADMIN BANK OF NEW YORK MELLON 2015 WASTEWATER REV REF BOND PMT 230,305.83 $ 269 06/07/2023 FINANCE PAYROLL TRUST M A C E A 08/22 & 12/22 MONTHLY DUES 4,127.50 $ 270 06/07/2023 FINANCE SOLID WASTE MID VALLEY DISPOSAL INC. WASTE DISPOSAL 1,536,176.97 $ 271 06/07/2023 FINANCE AIRPORT OPS US BANK CORPORATE PAYMENT SYSTEMS 04/23 CALCARD CHARGES 3,096.31 $ 271 06/07/2023 FINANCE AQUATICS PROGRM US BANK CORPORATE PAYMENT SYSTEMS 04/23 CALCARD CHARGES 447.40 $ 271 06/07/2023 FINANCE BUILDING US BANK CORPORATE PAYMENT SYSTEMS 04/23 CALCARD CHARGES 45.41 $

CHECK PAY DATE DEPARTMENT PAID FROM ORG ISSUED TO DESCRIPTION AMOUNT 271 06/07/2023 FINANCE CDBG ADMIN US BANK CORPORATE PAYMENT SYSTEMS 04/23 CALCARD CHARGES 11.75 $ 271 06/07/2023 FINANCE CENTRAL ADMIN US BANK CORPORATE PAYMENT SYSTEMS 04/23 CALCARD CHARGES 3,585.73 $ 271 06/07/2023 FINANCE CITY CLERK US BANK CORPORATE PAYMENT SYSTEMS 04/23 CALCARD CHARGES 667.76 $ 271 06/07/2023 FINANCE CITY COUNCIL US BANK CORPORATE PAYMENT SYSTEMS 04/23 CALCARD CHARGES 3,604.07 $ 271 06/07/2023 FINANCE CODE ENF US BANK CORPORATE PAYMENT SYSTEMS 04/23 CALCARD CHARGES 1,210.49 $ 271 06/07/2023 FINANCE COMM & REC US BANK CORPORATE PAYMENT SYSTEMS 04/23 CALCARD CHARGES 4,856.48 $ 271 06/07/2023 FINANCE COMMUNITY PROMO US BANK CORPORATE PAYMENT SYSTEMS 04/23 CALCARD CHARGES 7,057.44 $ 271 06/07/2023 FINANCE COMPUTER MAINT US BANK CORPORATE PAYMENT SYSTEMS 04/23 CALCARD CHARGES 3,856.10 $ 271 06/07/2023 FINANCE DRAINAGE US BANK CORPORATE PAYMENT SYSTEMS 04/23 CALCARD CHARGES 20.48 $ 271 06/07/2023 FINANCE ENGINEERING US BANK CORPORATE PAYMENT SYSTEMS 04/23 CALCARD CHARGES 137.26 $ 271 06/07/2023 FINANCE FACILITIES MAINT US BANK CORPORATE PAYMENT SYSTEMS 04/23 CALCARD CHARGES 6,883.48 $ 271 06/07/2023 FINANCE FINANCE US BANK CORPORATE PAYMENT SYSTEMS 04/23 CALCARD CHARGES 735.26 $ 271 06/07/2023 FINANCE FIRE US BANK CORPORATE PAYMENT SYSTEMS 04/23 CALCARD CHARGES 8,615.65 $ 271 06/07/2023 FINANCE FLEET MAINT US BANK CORPORATE PAYMENT SYSTEMS 04/23 CALCARD CHARGES 9,652.70 $ 271 06/07/2023 FINANCE GENERAL FUND US BANK CORPORATE PAYMENT SYSTEMS 04/23 CALCARD CHARGES 13,799.32 $ 271 06/07/2023 FINANCE GENERAL TRUST US BANK CORPORATE PAYMENT SYSTEMS 04/23 CALCARD CHARGES 2,346.42 $ 271 06/07/2023 FINANCE GRANT OVERSIGHT US BANK CORPORATE PAYMENT SYSTEMS 04/23 CALCARD CHARGES 44.99 $ 271 06/07/2023 FINANCE GRAFFITI ABATE US BANK CORPORATE PAYMENT SYSTEMS 04/23 CALCARD CHARGES 317.06 $ 271 06/07/2023 FINANCE HR/RISK MGT US BANK CORPORATE PAYMENT SYSTEMS 04/23 CALCARD CHARGES 2,955.24 $ 271 06/07/2023 FINANCE INS/RISK MGT US BANK CORPORATE PAYMENT SYSTEMS 04/23 CALCARD CHARGES 3,258.95 $ 271 06/07/2023 FINANCE INTERMODAL BLDG US BANK CORPORATE PAYMENT SYSTEMS 04/23 CALCARD CHARGES 82.68 $ 271 06/07/2023 FINANCE LMD SERVICES US BANK CORPORATE PAYMENT SYSTEMS 04/23 CALCARD CHARGES 50.26 $ 271 06/07/2023 FINANCE MEAS K - FIRE US BANK CORPORATE PAYMENT SYSTEMS 04/23 CALCARD CHARGES 6,859.14 $ 271 06/07/2023 FINANCE PARKS US BANK CORPORATE PAYMENT SYSTEMS 04/23 CALCARD CHARGES 11,305.14 $ 271 06/07/2023 FINANCE PARKS ADMIN US BANK CORPORATE PAYMENT SYSTEMS 04/23 CALCARD CHARGES 589.82 $ 271 06/07/2023 FINANCE PLANNING US BANK CORPORATE PAYMENT SYSTEMS 04/23 CALCARD CHARGES 3,173.24 $ 271 06/07/2023 FINANCE STREETS US BANK CORPORATE PAYMENT SYSTEMS 04/23 CALCARD CHARGES 19,774.51 $ 271 06/07/2023 FINANCE RECREATION US BANK CORPORATE PAYMENT SYSTEMS 04/23 CALCARD CHARGES 863.16 $ 271 06/07/2023 FINANCE SEWER OPS US BANK CORPORATE PAYMENT SYSTEMS 04/23 CALCARD CHARGES 2,195.05 $ 271 06/07/2023 FINANCE SPORTS PROGRAMS US BANK CORPORATE PAYMENT SYSTEMS 04/23 CALCARD CHARGES 208.85 $ 271 06/07/2023 FINANCE SR CITIZEN COMM US BANK CORPORATE PAYMENT SYSTEMS 04/23 CALCARD CHARGES 312.91 $ 271 06/07/2023 FINANCE STREET CLEANING US BANK CORPORATE PAYMENT SYSTEMS 04/23 CALCARD CHARGES 4,647.93 $ 271 06/07/2023 FINANCE SUPP LAW ENF US BANK CORPORATE PAYMENT SYSTEMS 04/23 CALCARD CHARGES 3,554.20 $ 271 06/07/2023 FINANCE TIRE CLEAN UP US BANK CORPORATE PAYMENT SYSTEMS 04/23 CALCARD CHARGES 973.35 $ 271 06/07/2023 FINANCE TRANS - FIXED US BANK CORPORATE PAYMENT SYSTEMS 04/23 CALCARD CHARGES 5,579.84 $ 271 06/07/2023 FINANCE TRANS - DAR US BANK CORPORATE PAYMENT SYSTEMS 04/23 CALCARD CHARGES 1,286.76 $ 271 06/07/2023 FINANCE WATER OPS US BANK CORPORATE PAYMENT SYSTEMS 04/23 CALCARD CHARGES 12,128.90 $ 271 06/07/2023 FINANCE WATER QUALITY CONTROL US BANK CORPORATE PAYMENT SYSTEMS 04/23 CALCARD CHARGES 1,422.61 $ 271 06/07/2023 FINANCE WWTP US BANK CORPORATE PAYMENT SYSTEMS 04/23 CALCARD CHARGES 9,293.15 $ 271 06/07/2023 FINANCE MEAS K - PD US BANK CORPORATE PAYMENT SYSTEMS 04/23 CALCARD CHARGES 1,918.05 $ 271 06/07/2023 FINANCE CITY MANAGER US BANK CORPORATE PAYMENT SYSTEMS 04/23 CALCARD CHARGES 844.79 $

CHECK PAY DATE DEPARTMENT PAID FROM ORG ISSUED TO DESCRIPTION AMOUNT 271 06/07/2023 FINANCE PURCHASING US BANK CORPORATE PAYMENT SYSTEMS 04/23 CALCARD CHARGES 232.37 $ 271 06/07/2023 FINANCE SPECIAL EVENTS US BANK CORPORATE PAYMENT SYSTEMS 04/23 CALCARD CHARGES 372.49 $ 271 06/07/2023 FINANCE PD OPS US BANK CORPORATE PAYMENT SYSTEMS 04/23 CALCARD CHARGES 7,471.43 $ 272 06/07/2023 FINANCE PAYROLL TRUST MISSION SQUARE - 302351 PLAN #302351 CONTRIBS FOR 05/12/23 PAYROLL 30,358.49 $ BANK #1 - US BANK GENERAL ACCOUNT TOTAL $ 4,423,382.63

REPORT TO CITY COUNCIL
Approved by: Council Meeting of: June 21, 2023
_________________________________ Agenda Number: ___________ Wendy Silva, Director of Human Resources
_________________________________
Arnoldo Rodriguez, City Manager
SUBJECT:

Informational Report on Personnel Activity
RECOMMENDATION:

This report is submitted for informational purposes only and there is no action requested from the City Council (Council)
SUMMARY:

The purpose of this report is to provide the Council a monthly informational update on employment matters, including new hires, transfers, and terminations.

DISCUSSION:

The Civil Service Commission (Commission) met June 6, 2023, and approved eligibility lists for the following:
▪ Wastewater Treatment Plant Operator-in-Training (revised) ▪ Public Works Maintenance Worker II
▪ Public Safety Dispatcher
▪ Neighborhood Preservation Specialist I
▪ Police Officer Trainee
The following employees began employment with the City since our last report.

Table 1: New Hires and Re-hires
Name Position Department Status* Effective
Date
David Contreras Park Aide Parks & Community
Services
PT 5/22/23
B-3
Table 1: New Hires and Re-hires, continued
Name Position Department Status* Effective
Date
Victoria Gonzales Public Works
Maintenance Worker I
Public Works – Safe
& Clean Team
PT 5/22/23
Daniel Mercado Ortiz Park Aide Parks & Community
Services
PT 5/22/23
Nicolas Elizondo Public Works
Maintenance Worker I
Public Works – Safe
& Clean Team
PT 5/22/23
Xochitl Villasenor Program Manager –
Grants
Finance FT 5/22/23
Jose Luis Hernandez Park Aide Parks & Community
Services
PT 5/22/23
Jason Razo Corona Lifeguard Parks & Community
Services
PT 5/22/23
Irvin Arroyo Parking Enforcement
Officer
Police Department PT 5/22/23
Joseph Velasquez Lifeguard Parks & Community
Services
PT 5/22/23
Alize Heather Lifeguard Parks & Community
Services
PT 5/22/23
Sonia Pompa Lifeguard Parks & Community
Services
PT 6/5/23
*Status: PT = Part Time, FT = Full Time
The following employees separated from employment since our last report.

Table 2: Separations
Name Position Department Status* Effective
Date
Damian Bispham Program Leader I /
Lifeguard
Parks & Community
Services
PT 2/25/23
Jaden Martinez Program Leader I Parks & Community
Services
PT 5/18/23
Table 2: Separations, continued
Name Position Department Status* Effective
Date
Victoria Gonzales Public Works
Maintenance Worker I
Public Works – Safe
& Clean Team
PT 5/25/23
Nicolas Elizondo Public Works
Maintenance Worker I
Public Works – Safe
& Clean Team
PT 6/2/23
William Bell Deputy City Engineer Engineering FT 6/3/23 *Status: PT = Part Time, FT = Full Time
FINANCIAL IMPACT:

Funding for positions and employees to fill those positions is contemplated annually by the Council in the budget process. During the course of any given fiscal year, individual employees filling specific positions may change due to a number of various circumstances. All hiring and termination decisions are subject to the approval of the City Manager.

ALTERNATIVES:

This report is for informational purposes only.

ATTACHMENTS:

None

REPORT TO CITY COUNCIL
Approved by: Council Meeting of: June 21, 2023
_________________________________ Agenda Number: ___________ Arnoldo Rodriguez, City Manager
SUBJECT:

Local state of emergency related to the closure of Madera Community Hospital RECOMMENDATION:

Adopt a Resolution continuing to support Madera County’s Proclamation of a local emergency due to the closure of Madera Community Hospital for 30 days SUMMARY:

On January 18, 2023, the Council adopted a resolution supporting a Madera County Proclamation of the existence of a local emergency due to the closure of Madera Community Hospital (MCH) and formalizing the City’s stance on the local emergency. Furthermore, the approval of the Resolution demonstrates support for any requests for state and federal funding to reopen MCH or for alternative healthcare options for the residents of Madera. Legislative bodies are required by the Office of Emergency Services to approve a Resolution to extend the state of emergency every 30 days until termination. Council last approved a Resolution extending this State of Emergency on May 17, 2023.

BACKGROUND:

During a Public Comment portion of the August 3, 2022, Council meeting, Madera Community Hospital (MCH) informed the Council of the financial hardship it faced as a result of operating during the COVID-19 pandemic and requested $1 million in American Rescue Plan Act (ARPA) to allow continued operations while its affiliation with St. Agnes Medical Center/Trinity Health was under consideration with the State Attorney General. MCH accrued millions of dollars in debt due to labor cost inflation, costly treatment, and shouldering the cost of intensive care services for COVID-19 cases. The Hospital attributes the years of accumulated liability to its high census of Medi-Cal patients and low reimbursement rates.

Subsequently, at Council’s direction, relief funding was revisited for further consideration on September 21, 2022, where MCH provided additional details that justified the request for $1 B-4
million in ARPA funds. Considering that 100 percent of ARPA funds received by the City were previously allocated to the City’s Sewer and Water Enterprise Funds for public infrastructure projects to lower utility rates, and that any reallocation of monies would not sustain a long-term solution for MCH, the Council elected to sponsor the MCH/Trinity Health affiliation with a Letter of Support in lieu of reallocating ARPA funding.

In the interim, City Staff facilitated meetings with MCH and local, regional, and state officials to identify alternative funding options MCH may either apply for or be entitled to, which included:
 MCH was owed $23 million from the State to which Senator Caballero’s office is intervening to expedite these funds.
 If additional funding was not received, MCH had funding to operate until mi November.  The requested allocation of $1 million from the City would have allowed the hospital to operate for an additional 1-2 weeks.
 Potential Federal Emergency Management Agency (FEMA) funding for COVID relief had not been previously sought by MCH when these funds were made available for application. Congressman Jim Costa’s office recommended that MCH urgently apply, as the Hospital had not tapped into this funding source.
 $5 million in state funding secured by Assemblyman Bigelow and Senator Caballero for immediate debt relief.
 MCH received a loan of $15 million from Trinity Health to ensure continued operations while the merger was under consideration.

MCH entered into discussions of an affiliation agreement with Trinity Health/St. Agnes Medical Center to alleviate its financial burden and to provide continuity of care for its patients. Under State law, the affiliation agreement was subject to the California Attorney General’s approval.

Attorney General Rob Bonta conditionally approved the agreement; however, based on the conditions set forth, Trinity Health Corporation elected to abandon the affiliation, causing MCH to cease operations and close its facilities indefinitely.

Upon this decision, MCH advised their agency partners that they would file for Chapter 11 bankruptcy. The Hospital’s closure leaves approximately 160,000 Madera County residents and surrounding communities without full-service healthcare facilities, including a 24-hour emergency room, surgical facilities, radiology services, and inpatient critical care. Specifically, the closure of MCH poses numerous challenges to the delivery of public health services to the community. These include, but are not limited to, the following:

1. Mandated services to the medically indigent;

2. Medical facility for 72-hour crisis holds for adults and children;

3. Delays in response times for Emergency Medical Services Personnel;

4. Strain to surrounding healthcare facilities and increased patient volume;

5. Rerouting of local law enforcement from other matters of public safety to health-care related emergencies;

6. Overall negative impact on health outcomes for all residents.

In response to the immediate risk to public health and safety, Council adopted a resolution supporting the County’s declaration of a Local State of Emergency and authorized City resources and staff time for a partnership with Madera County to evaluate potential healthcare options. As required by the California Office of Emergency Services (OES), declarations of local emergencies must be approved by Resolution every 30 days until terminated. Due to the absence of a fullservice hospital and life-saving services outlined above, Staff finds reason to continue the local emergency and support the need for state and federal funding. Staff recommends Council adopt a resolution supporting the local public health emergency declared upon the closure of Madera Community Hospital, extending the period for an additional 30 days.

DISCUSSION:

Upon the closure of MCH, Sherriff Pogue proclaimed a local state of emergency in his role as Director of Emergency Services for Madera County. The Madera County Board of Supervisors (BOS) ratified the Sherriff's action on January 3, 2023. At the BOS meeting on January 10, 2023, County staff received direction to study potential options and alternatives for providing emergency and hospital medical services for the citizens of Madera. Council also adopted a Resolution supporting the County’s Proclamation, recognizing the existence of a local Emergency in Madera on January 18, 2023. In addition, Council authorized the City Manager to allocate staff time and up to $60,000 in resources to partner with the County in evaluating potential options for healthcare and emergency medical care services for Madera residents.

It should be noted that the closure of MCH had an immediate regional effect on neighboring hospitals and health care facilitiesthat struggled to treat the overflow of patients. To that extent, on January 3, 2023, the Fresno County Board of Supervisors (FCBOS) proclaimed the existence of a local emergency, partly due to the closure of MCH, which compounded an already overextended public health crisis caused by ongoing COVID-19, flu, and respiratory illness outbreaks. Shortly thereafter, Congressman Costa and Congressman-elect Duarte co-authored a letter to the US Department of Health and Human Services and Centers for Medicare and Medicaid Services to highlight the dire situation and request that the agencies give the current medical crisis in Madera their full attention and evaluate options to provide emergency relief.

The County of Fresno elected to terminate the local state of emergency regarding its hospitals on February 7, 2023, however, Madera residents continue to lack essential medical services and resources to travel to the nearest hospital.

Since its closure, MCH has attempted to secure new affiliation partners and alternative funding options; however, these efforts have yet to come to fruition. As a result, MCH filed for Chapter 11 bankruptcy in early March and continues to undergo bankruptcy proceedings to date. Upon the closure and bankruptcy filing, state representatives, public agencies and private citizens drew widespread attention to the lack of medical resources in Madera, and as a result, on May 15, 2023, Governor Gavin Newsom signed Assembly Bill 112. AB 112 established the new, $150 million Distressed Hospital Loan Program to provide zero-interest cash flow loans to nonprofit or public hospitals experiencing extreme financial distress. Following this, MCH has released a statement, stating that in order to apply for AB 112 funds, it must first submit a corrective plan, but lacks resources to hire a consulting firm for this endeavor. Assuming MCH will apply for the Distressed Hospital Loan Program, there remains no anticipated date of reopening or apparent avenues to resume regular hospital operations in the near future. Patients with acute or emergency medical conditions are left with limited to no options within the city in which they reside. Staff feels this presents a dire situation necessitating the need to continue declaring a health emergency at a local level.

FINANCIAL IMPACT:

Council authorized the City Manager to allocate staff time and up to $60,000 for collaboration with County leaders and staff to evaluate and identify a path forward concerning the Hospital and alternative medical care.

ALTERNATIVES:

Alternatively, Council may elect to terminate the existing Resolution supporting the County’s local emergency proclamation.

ATTACHMENTS:

1. Resolution supporting the County’s Proclamation of Local Emergency extending the period for an additional 30 days.

RESOLUTION NO. ______

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MADERA

SUPPORTING THE COUNTY'S PROCLAMATION OF THE EXISTENCE OF A

LOCAL EMERGENCY DUE TO THE CLOSURE OF MADERA COMMUNITY
HOSPITAL FOR A PERIOD OF 30 DAYS
WHEREAS, on December 29, 2022, the Madera County Sheriff/Madera County Director of Emergency Services declared a local emergency based on an imminent and proximate threat to public safety in Madera County caused by the sudden and unexpected closure of Madera Community Hospital, the City's only general acute care hospital and emergency room that provided services to both adults and children; and
WHEREAS, the Madera County Board of Supervisors ratified the declaration of a local emergency on January 3, 2023, related to the closure of Madera Community Hospital; and WHEREAS, the City Council of the City of Madera hereby finds that there continues to exist an imminent and proximate threat to public health and safety from the closure of Madera Community Hospital; and
WHEREAS, conditions of disaster or of extreme peril to the safety of persons within the City have resulted from and continue due to the sudden termination of emergency and other medical services at Madera Community Hospital, thereby causing significant and unanticipated strain and depletion of local resources and the conditions warrant and necessitate supporting the declaration of a local emergency; and
WHEREAS, the closure of Madera Community Hospital came at a time when the region's healthcare network was already significantly strained by ongoing cases of COVID-19, flu, and respiratory viruses; and
WHEREAS, the Fresno County Board of Supervisors declared an emergency on January 3, 2023, related to the current healthcare crisis affecting medical facilities in their County, compounded by the closure of Madera Community Hospital.

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF MADERA HEREBY RESOLVES AS FOLLOWS:

Section 1. The above recitals are true and correct and are incorporated herein by this reference.

Section 2. The City Council finds that the state of emergency conditions related to the closure of Madera Community Hospital set forth in the Madera County Sheriff's Proclamation of Emergency are ongoing and are recognized as an imminent threat to our citizens. ---
Section 3. The City Council hereby recognizes and affirms the existence and conditions of a state of emergency as proclaimed by the Madera County Board of Supervisors and the City affirms, authorizes, and acknowledges the existence of a local emergency throughout the City.

Section 4. The City Council further requests that the Governor make available any State assistance programs and seek additional Federal assistance programs to provide relief to the public agencies and private individuals that have been or will be harmed by this emergency.

Section 5. The City Council supports the proclamation issued by Sherriff Pogue on December 29, 2022, ratified by the Madera County Board of Supervisors on January 3, 2023.

Section 6. The City Clerk is directed to provide a certified copy of this resolution to Madera County, Fresno County, and all state and federal legislative representatives for the City of Madera.

Section 7. This resolution is effective immediately upon adoption. * * * *
..

REPORT TO CITY COUNCIL
Approved by: Council Meeting of: June 21, 2023
_________________________________
Dino Lawson, Chief of Police
Agenda Number: ___________
_________________________________
Arnoldo Rodriguez, City Manager
SUBJECT:

Board of State and Community Corrections (BSCC) Organized Retail Theft Prevention Grant Program Grant Application
RECOMMENDATION:

Adopt a Resolution authorizing the submittal of a grant application to BSCC for the Organized Retail Theft Prevention Grant Program designed to assist law enforcement agencies in reducing retail, motor vehicle, and cargo theft
SUMMARY:

The State Budget Act of 2022 (Senate Bill 154, Chapter 43, Statutes of 2022) established the Organized Retail Theft Prevention Grant Program. Funding is available to municipal law enforcement departments, including police, sheriff, and probation departments, to support local law enforcement agencies in preventing and responding to organized retail theft, motor vehicle or motor vehicle accessory theft, or cargo theft. The proposed resolution permits the City to apply for the grant.

DISCUSSION:

The grant program provides over $242 million to law enforcement agencies. Permissible uses of grant funds include but are not limited to the purchase of technology or other equipment to help deter strategies for preventing or responding to crime. These funds shall supplement and not supplant existing funds for these activities.

Applicants must propose activities, strategies, or programs that address a minimum of one of the following Program Purpose Areas (PPAs):
▪ PPA 1: Organized Retail Theft
B-5
▪ PPA 2: Motor Vehicle or Motor Vehicle Accessory Theft ▪ PPA 3: Cargo Theft
Applicants may implement new activities, strategies, or programs or expand existing activities, strategies, or programs without supplanting funds. The grant outlines two funding categories, medium and large. The maximum funding request for a medium-scope proposal is $6,125,000, and $15,650,000 for a large-scope proposal. As the application deadline is July 7, 2023, staff has yet to determine the scale of the City’s proposed project; however, the City’s proposal will likely be considered a medium-scope project.

Proposals selected for funding will be under agreement from October 1, 2023, to June 1, 2027.

The grant agreement service period covers October 1, 2023, ending on December 31, 2026.

However, an additional six months, between January 1, 2027, to June 30, 2027, will be included in the term of the grant agreement for the sole purposes of finalizing and submitting a required Local Evaluation Report and finalizing and submitting a required financial audit.

FINANCIAL IMPACT:

The submittal of grant applications would not impact the General Fund. The grant application, if awarded, would provide funds for future fiscal years, thus having no impact on the current city operating budget.

ALTERNATIVES:

Council may decline the grant application or may request additional information.

ATTACHMENTS:

1. Resolution authorizing submittal of the grant application

2. Grant Program Instruction Packet
RESOLUTION NO. 23-______

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MADERA,

CALIFORNIA, AUTHORIZING THE SUBMITTAL OF A GRANT APPLICATION

FOR THE ORGANIZED RETAIL THEFT PREVENTION GRANT PROGRAM WHEREAS, the State Budget Act of 2022 has allocated over $242 million to assist law enforcement agencies in preventing and responding to organized retail theft, motor vehicle or motor vehicle accessory theft, or cargo theft; and
WHEREAS, the Board of Community Corrections (BSCC) is authorized to administer the Organized Retail Theft Prevention Grant Program; and
WHEREAS, the Madera Police Department desires to apply for the Organized Retail Theft Prevention Grant Program; and
WHEREAS, BSCC grant application procedures require, among other things, an applicant’s governing body to declare by resolution certain authorizations related to the administration of BSCC grant.

NOW, THEREFORE, THE COUNCIL OF THE CITY OF MADERA hereby resolves, finds, and orders as follows:

1. The Council approves the submittal of the Organized Retail Theft Prevention Grant Program application by the Madera Police Department, as the Lead Public Agency, on behalf of the City.

2. The Chief of Police is authorized and empowered to execute in the name of the City of Madera all grant-related documents necessary for the purposes of securing grant funds to implement and carry out the program specified in the grant applications.

3. This resolution is effective immediately upon adoption. * * * * * * *
Organized Retail Theft Prevention
Grant Program
Release Date: April 14, 2023
Letter of Intent due: May 15, 2023
Proposals Due: July 7, 2023
Proposal Instruction Packet

STATE OF CALIFORNIA

BOARD OF STATE AND COMMUNITY CORRECTIONS
2590 VENTURE OAKS WAY, STE 200 SACRAMENTO CA 95833 WWW.BSCC.CA.GOV This page intentionally left blank
Table of Contents | Page 1
Part I: Grant Information
Background Information................................................................................................. 1 Contact Information........................................................................................................ 1 Proposal Due Date and Submission Instructions........................................................... 1 Virtual Bidders’ Conference ........................................................................................... 2 Notice of Intent to Apply................................................................................................. 2 Scoring Panel ................................................................................................................ 3 Description of the Grant................................................................................................. 3 Funding Information..................................................................................................... 10 Data Collection, Reporting, and Evaluation Requirements .......................................... 12 General Grant Requirements....................................................................................... 13 Overview of the RFP Process...................................................................................... 17 Part II: Proposal Instructions
Proposal Narrative Instructions.................................................................................... 20 Proposal Budget Instructions ....................................................................................... 24 Part III: Appendixes
Appendix A: Senate Bill 154 ........................................................................................ 27 Appendix B: Project Work Plan.................................................................................... 30 Appendix C: Glossary of Terms ................................................................................... 32 Appendix D: Grantee Assurance for Non-Governmental Organizations ...................... 35 Appendix E: Local Impact Letter(s).............................................................................. 37 Appendix F: Letter(s) of Commitment .......................................................................... 38 Appendix G: Certification of Compliance with BSCC Polices on Debarment, Fraud, Theft and Embezzlement ...................................................................................................... 39 Appendix H: Governing Board Resolution ................................................................... 40 Table of Contents
Proposal Instruction Packet | Page 1
Background Information
The State Budget Act of 2022 (Senate Bill 154, Chapter 43, Statutes of 2022) established the Organized Retail Theft Prevention Grant Program. Funding is available to California city police departments, sheriff departments, and probation departments to support local law enforcement agencies in preventing and responding to organized retail theft, motor vehicle or motor vehicle accessory theft, or cargo theft.

Contact Information
This Request for Proposal (RFP) Instruction Packet provides the necessary information to prepare a proposal to the Board of State and Community Corrections (BSCC) for the Organized Retail Theft Prevention Grant Program.

The BSCC staff cannot assist the applicant or its partners with the preparation of the proposal. Any questions concerning this RFP, the proposal process, or the submission process must be submitted by email to: [email protected].

The BSCC will accept and respond to written questions until June 12, 2023. A frequently asked questions and answers (FAQs) document will be posted to the BSCC website and periodically updated through June 16, 2023.

Proposal Due Date and Submission Instructions
Organized Retail Theft Prevention Grant Program proposals must be received by 5:00 P.M. (PST) on Friday, July 7, 2023.

Submission Instructions
Applications for the Organized Retail Theft Prevention Grant Program must be submitted through the BSCC-Submittable Application portal. The BSCC-Submittable Application portal, Organized Retail Theft Prevention Grant Program Application, and all required attachments are available on the BSCC website.

To apply for this funding opportunity, applicants must create a free Submittable account OR use an existing Submittable account when prompted. After an account is established, applicants may proceed with the application process. As part of the submission process, applicants will be required to download mandatory forms that must be completed, signed, and uploaded to the BSCC-Submittable Application portal. All required documents are available on the BSCC website.

The BSCC-Submittable Application will not allow submissions after 5:00 p.m. (PST) on July 7, 2023. Please allow sufficient time to begin and submit your application. If the BSCC does not receive a submission by 5:00 p.m. (PST) on July 7, 2023, the proposal will not be considered for funding. Applicants are strongly advised to submit proposals well in advance of the due date and time to avoid disqualification.

PART I: GRANT INFORMATION
Proposal Instruction Packet | Page 2
Once you have successfully submitted your application and all required attachments, you will receive an email acknowledging your application has been received. If you experience challenges with your submission, please email the BSCC at: [email protected]. Be advised that applicants contacting the BSCC at the close of the submission due date/time may not receive timely responses. Please allow sufficient time for BSCC staff to provide technical assistance.

Virtual Bidders’ Conference
Prospective applicants are invited to attend a virtual Bidders’ Conference. Attendance at the virtual Bidders’ Conference is not a requirement. The purpose of this Bidders’ Conference is to answer technical questions from prospective bidders (applicants) and provide clarity on RFP instructions. Topics may include, but are not limited to, proposal submission instructions, eligibility, funding, and an overview of the rating factors. Bidders’ Conference details are listed below:

Organized Retail Theft Prevention Grant Program
Virtual Bidders’ Conference
Thursday, May 11, 2023, at 10:00 A.M.

Public access options for this meeting include:

Join by Zoom:
• https://us02web.zoom.us/j/86328175681?pwd=M0hTVVJ2SCtTbWFRUWxiW mtXRVRLQT09
• Meeting ID: 863 2817 5681| Passcode: 959280
Call In:
• 1-669-900-9128
• Meeting ID: 863 2817 5681| Passcode: 959280
Notice of Intent to Apply
Prospective applicants are asked (but not required) to submit a non-binding letter indicating their intent to apply. These letters aid the BSCC in planning for the proposal evaluation process. Please submit your letter in Microsoft Word or as a PDF.

There is no formal template for the letter, but it should include the following information:

1. Name of the applicant entity;

2. Name of a contact person; and

3. A brief statement indicating the applicant’s intent to submit a proposal.

Failure to submit a Letter of Intent is not grounds for disqualification. Prospective applicants that submit a Letter of Intent and decide later not to apply will not be penalized.

Proposal Instruction Packet | Page 3
Please email your non-binding Letter of Intent to Apply by Monday, May 15, 2023. Please identify the email subject line as “ORT Letter of Intent” and submit the letter to:

[email protected].

Scoring Panel
To ensure successful program design and implementation, the BSCC uses Executive Steering Committees (ESC) and Scoring Panels to inform decision making related to the Board’s programs. The BSCC’s ESCs and Scoring Panels are composed of subject matter experts, community partners, and interested parties representing both the public and private sectors. The BSCC makes every attempt to include diverse representation on its ESCs and Scoring Panels, in breadth of experience, geography and demographics.

The Organized Retail Theft Prevention Grant Program will convene a Scoring Panel. The Scoring Panel will read and rate submissions and develop funding recommendations for the Board. The Board may approve, reject, or revise those recommendations. Members of the Scoring Panel are not paid for their time but are reimbursed for travel expenses incurred to attend meetings. If the BSCC is unable to convene a full Scoring Panel, BSCC staff may rate proposals. Please check the BSCC website for updated information on the Scoring Panel.

Conflicts of Interest
Existing law prohibits any grantee, subgrantee, partner, or like party participating on the Organized Retail Theft Prevention Grant Program Scoring Panel from receiving funds from the grants awarded under this RFP. Applicants who are awarded grants under this RFP are responsible for reviewing the Scoring Panel membership roster and ensuring that no grant dollars are passed through to any entity represented by any member of the Scoring Panel.

Description of the Grant
The Organized Retail Theft Prevention Grant Program was established in Senate Bill 154 (SB 154) (Appendix A). Per SB 154:

Grant funds shall be used to support local law enforcement agencies in preventing and responding to organized retail theft, motor vehicle or motor vehicle accessory theft, or cargo theft. Permissible uses of grant funds include, but are not limited to, purchase of technology or other equipment to help deter strategies for preventing or responding to crime. These funds shall be used to supplement and not supplant existing funds for these activities.

All entities receiving grant funding shall be required to comply with all applicable privacy laws and regulations.

Grants shall be made on a competitive basis to localities that can demonstrate, using data, that organized retail theft, motor vehicle or motor Proposal Instruction Packet | Page 4
vehicle accessory theft, or cargo theft pose a significant problem in their jurisdictions.

An applicant shall submit a proposal, in a form prescribed by the Board of State and Community Corrections, which shall include, but not be limited to, the following:
a) Data demonstrating the nature and scale of the specific crime problem, which the applicant proposes to address using grant funds. b) Clearly defined and measurable objectives for this grant. c) A description of how the applicant proposes to use the grant funds to achieve the stated objectives, including any plans to coordinate or collaborate with other entities such as public agencies, community organizations, or retailers.
d) A discussion of research or other evidence indicating that the proposed activities would likely achieve the intended objectives. e) A discussion of how the applicant plans to sustain the proposed activities after grant funds expire or an explanation of why proposed activities are limited term in nature.
f) A description of existing or proposed policies to limit racial bias in utilizing these funds.
g) If proposing an investment in surveillance technologies, a description of existing or proposed policies to govern the use of those technologies, including how the applicant will comply with applicable privacy laws and secure any data collected or stored.

The Board of State and Community Corrections shall post to its public website all applications received.

In awarding grants, the Board of State and Community Corrections shall give preference to applicants whose grant proposals demonstrate the greatest need for additional resources and likelihood of success in reducing organized retail theft, motor vehicle or motor vehicle accessory theft, and cargo theft.

In support of these efforts, each applicant will develop a Project Work Plan that identifies measurable project goals, objectives, and commensurate timelines (Appendix B). Please reference the Glossary of Terms (Appendix C) to view key definitions for this RFP.

Eligibility to Apply
Eligible applicants are California police departments, sheriff departments, and probation departments.

Applications must be submitted by the City Council, Board of Supervisors, or the Chief County Administrative Officer. Eligible applicants may not submit more than one (1) proposal for funding consideration. However, two (2) or more applicants may submit a Proposal Instruction Packet | Page 5
collaborative proposal (e.g., multi-agency proposal). The agencies and jurisdictions comprising the collaborative application are not required to be contiguous.

Lead Public Agency
All applicants are required to designate a Lead Public Agency (LPA) to serve as the coordinator for all grant activities. The LPA is a governmental agency with local authority within the applicant city or county. The applicant may choose to fill the role of LPA itself or it may designate a department, agency, or office under its jurisdiction to serve as the LPA. The role of the LPA is to coordinate with local government agencies and nongovernmental organizations to ensure successful implementation of the grant program.

The LPA is responsible for data collection and management, invoices, meeting coordination (virtual and/or in-person) and will serve as the primary point of contact with the BSCC.

Eligible Activities
Applicants must propose activities, strategies, or programs that address a minimum of one (1) of the following Program Purpose Areas (PPAs):
• PPA 1: Organized Retail Theft
• PPA 2: Motor Vehicle or Motor Vehicle Accessory Theft • PPA 3: Cargo Theft
Applicants may implement new activities, strategies, or programs, OR expand existing activities, strategies, or programs (without supplanting funds - see supplanting definition in the General Grant Requirements).

Organized Retail Theft Prevention Grant - Program Purpose Areas (PPA) PPA 1: Organized Retail Theft
For the purposes of the PPA, the definition of organized retail theft is adopted from Penal Code section 490.4.

Organized Retail Theft is defined as acting in concert with one or more persons to steal merchandise from one or more merchant’s premises or online marketplace with the intent to sell, exchange, or return the merchandise for value, acting in concert with 2 or more persons to receive, purchase, or possess merchandise knowing or believing it to have been stolen, acting as the agent of another individual or group of individuals to steal merchandise from one or more merchant’s premises or online marketplaces as part of a plan to commit theft, or recruiting, coordinating, organizing, supervising, directing, managing, or financing another to undertake acts of theft.

All proposed activities, strategies, or programs must have a link to the Organized Retail Theft Prevention Grant Program as described in the authorizing legislation and this RFP.

Proposal Instruction Packet | Page 6
For the purposes of this PPA, eligible activities, strategies, or programs, include but are not limited to:
• Programs that promote collaboration and coordination between law enforcement and retailers to reduce organized retail theft.
• Programs that promote collaboration and coordination between law enforcement and District Attorney Offices to prosecute organized retail theft. • Development of organized retail theft policies and procedures, memorandum of understanding (MOU), and/or formal agreements between law enforcement and retailers.
• Deployment of law enforcement officers and taskforces to combat organized retail theft.
• Use of proactive approaches to minimize organized retail theft risks (e.g., anti-theft devices, use of cameras and security systems).
• Use of databases, equipment, software, and technology to combat organized retail theft.

PPA 2: Motor Vehicle or Motor Vehicle Accessory Theft
For purposes of this PPA, the definition of motor vehicle theft shall have the same meaning as California Vehicle Code section 10851, which defines vehicle theft or the unlawful taking of a vehicle as when any person who drives or takes a vehicle not his or her own, without the consent of the owner thereof, and with intent either to permanently or temporarily deprive the owner thereof of his or her title to or possession of the vehicle, whether with or without intent to steal the vehicle, or any person who is a party or an accessory to or an accomplice in the driving or unauthorized taking or stealing. Motor vehicle theft may also include violations of Penal Code section 487, subdivision (d)(1).

Motor vehicle accessory theft may include the theft of any part of the vehicle or accessory thereof, including, but not limited to, violations of Penal Code sections 487 and 488.

For the purposes of this PPA, eligible activities, strategies, or programs, include but are not limited to:
• Investigations of motor vehicle and motor vehicle accessory theft. • Motor vehicle theft prevention public awareness campaigns. • Programs that deter motor vehicle or motor vehicle accessory theft. • Use of databases, equipment, software, and technology to track stolen motor vehicles and/or motor vehicle accessories to combat organized retail theft.

PPA 3: Cargo Theft
For purposes of this PPA, cargo theft shall mean the unlawful taking of any cargo including, but not limited to, goods, chattels, money, or baggage that constitutes, in whole or in part, a commercial shipment of freight moving in commerce, from any pipeline system, railroad car, motor truck, or other vehicle, or from any tank or storage facility, station house, platform, or depot, or from any vessel or wharf, or from any aircraft, air terminal, airport, aircraft terminal or air navigation facility, or from any intermodal container, intermodal chassis, trailer, container freight station, warehouse, freight distribution facility, or freight consolidation facility. For purposes of this definition, cargo shall be deemed as moving in commerce at all points between the point of origin and the Proposal Instruction Packet | Page 7
final destination, regardless of any temporary stop while awaiting transshipment or otherwise. Cargo theft shall also include violations of Penal Code section 487h.

For the purposes of this PPA, eligible activities, strategies, or programs, include but are not limited to:
• Investigations of cargo theft.
• Programs that promote collaboration and coordination between law enforcement and commercial cargo operators (trains, truck, busses, etc.) to reduce organized cargo theft.
• Programs that promote collaboration and coordination between commercial cargo operators and District Attorney Offices to prosecute organized cargo theft. • Use of databases, equipment, software, and technology to prevent and track stolen cargo.

Grant Period
Proposals selected for funding will be under agreement from October 1, 2023 to June 1, 2027 with the BSCC. The grant agreement service period covers October 1, 2023 and ends on December 31, 2026. However, an additional six (6) months (January 1, 2027, to June 1, 2027) will be included in the term of the grant agreement for the sole purposes of finalizing and submitting a required Local Evaluation Report and finalizing and submitting a required financial audit.

A visual illustration of the grant agreement period is provided below:

October 1, 2023 to June 1, 2027
Implementation Service Delivery Service Delivery Service Delivery Data Evaluation/ Closeout
Up to 6-Months Year 1 Year 2 Year 3 Up to 6-Months
October 1, 2023 -
April 1, 2024
Start Date -
December 31, 2024
January 1, 2025 -
December 31, 2025
January 1, 2026 -
December 31, 2026
January 1, 2027, -
June 1, 2027
Implementation
period for hiring,
procurement, and
other activities that
facilitate a timely
start.

Grantees who do not
need the full
implementation
period can begin
service delivery at
any time once under
contract.

Service delivery and data collectionService delivery and data collectionService delivery and data collection Data analysis and
evaluation period to
analyze data
gathered during the
service delivery
period.

Only expenses
incurred for
evaluation efforts
may be incurred in
this period.

Proposal Instruction Packet | Page 8
Criteria for Non-Governmental Organizations
Applicants for the Organized Retail Theft Prevention Grant Program may elect to partner, contract, or establish agreements with non-governmental organizations (NGOs)1 in the implementation of their program. All NGOs must adhere to terms described on the following page.

All applicants must complete, sign, and submit the BSCC Grantee Assurance for NonGovernmental Organizations (Appendix D). Once under contract, grantees must submit an updated Grantee Assurance for Non-Governmental Organizations throughout the life of the grant agreement for any additional NGOs that receive funds through subcontracts after awards are made. The BSCC will not reimburse for costs incurred by NGOs that do not meet the BSCC’s requirements.
1 For the purposes of this RFP, NGOs include nonprofit and for-profit community-based organizations, faith-based organizations, evaluators (except government institutions such as universities), grant management companies, and any other non-governmental agency or individual.

Eligibility Criteria for Non-Governmental Organizations Providing Services with BSCC Grant Funds
Any non-governmental organization that receives Organized Retail Theft Prevention Grant Program funds (as either a subgrantee or subcontractor) must:
• Have been duly organized, in existence, and in good standing for at least six (6) months prior to the effective date of its fiscal agreement with the BSCC or with the Organized Retail Theft Prevention Grant Program grantee; o Non-governmental entities that have recently reorganized or have merged with other qualified non-governmental entities that were in existence prior to the six (6) month date are also eligible, provided all necessary agreements have been executed and filed with the California Secretary of State prior to the start date of the grant agreement with the BSCC or the start date of the grantee subcontractor fiscal agreement; • Be registered with the California Secretary of State’s Office, if applicable; • Have a valid Employer Identification Number (EIN) or Taxpayer ID (if sole proprietorship);
• Have a valid business license, if applicable;
• Have no outstanding civil judgments or liens;
• Have any other state or local licenses or certifications necessary to provide the services requested (e.g., facility licensing by the Department of Health Care Services), if applicable; and
• Have a physical address within California. (An agent for service of process with a California address is insufficient.)
Proposal Instruction Packet | Page 9
Local Impacts
The Organized Retail Theft Prevention Grant Program encourages collaboration, communication, and innovation to combat organized retail theft. In supporting this approach, proposed projects may have impacts on retailers and local government agencies that prevent projects from operating as intended (e.g., increased law enforcement presence in retail spaces, increased referrals to the District Attorney’s Office, overlapping or duplicative public awareness campaigns, etc.) As a part of the application, each Lead Agency will be required to acknowledge any anticipated impacts from the implementation of the proposed project (Attachment E).

Written Agreement from Key Partners
If the success of the applicant’s proposed activity, strategy, or program relies on the participation of an outside agency or organization (i.e., an entity other than the applicant or LPA), the applicant must include a Letter of Commitment. Letter(s) of Commitment should reflect that the outside agency or organization is aware of the proposed project, is committed to ensuring the success of the project, their role, and agrees to participate.

Examples of key roles played by outside entities could include the following:
• Data Collection Partnerships
• Referral Sources
• Service Delivery Location
A Letter of Commitment must include the name of the outside entity, be signed by the executive officer, department head, or other authorized representative, and be dated within three (3) months of the proposal submission to the BSCC. Outdated letters or letters that speak to a partnership or grant activities outside of the activities listed in this proposal, will not be accepted. See Appendix F for a sample Letter of Commitment.

A Letter of Commitment is not required if the applicant has determined that an outside agency or organization is not critical to the launch or ongoing implementation of the proposed program.

Policies Limiting Racial Bias
Applicants must provide a description of existing or proposed policies to limit racial bias when utilizing these funds. Applicants will be required to upload existing or proposed policies in a Microsoft Word Document or PDF via the BSCC-Submittable Application portal. (Appendix A, Provision 5(f).)
Policies on Surveillance Technology
Applicants proposing an investment in surveillance technologies must provide a description of existing or proposed policies to govern the use of those technologies, including how the applicant will comply with applicable privacy laws and secure any data collected or stored. Applicants will be required to upload existing or proposed policies in a Microsoft Word Document or PDF via the BSCC-Submittable Application portal. (Appendix A, Provision 5(g).)
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Organizational Capacity and Coordination
Applicants will be rated, in part, on how well they demonstrate they have the experience, a staffing plan, and any partnerships necessary to implement the proposed strategy. If an applicant is unable to identify staff and/or subcontractors until after the grant is awarded, the applicant should explain, at a minimum, the process and criteria by which they will select staff and/or subcontractors after the award. Distinct from administrative staff and partners, applicants must also demonstrate how they plan to ensure that the staff who deliver the services have backgrounds and experience that are relevant to the proposed strategy and/or target population.

Funding Information
This RFP makes $242,250,0002 available competitively to city police, county sheriffs’ departments, and probation departments to support local law enforcement agencies in preventing and responding to organized retail theft, motor vehicle or motor vehicle accessory theft, or cargo theft.

Funding Categories
Recognizing that applicants have different capacities, resources, and needs, there are two categories within which applicants will compete. An applicant may apply in either the Medium or Large Scope Category. This means Medium Scope Projects will compete against other Medium Scope Projects and Large Scope Projects will compete against other Large Scope Projects for funding.

The maximum an applicant may apply for is up to $6,125,000 in the Medium Scope category OR up to $15,650,000 in the Large Scope category. Applicants may apply for any dollar amount up to and including the maximum grant amount identified in each category. An illustration of the funding categories, maximum grant award, and total available funding by category is provided below:

Funding Categories Maximum Grant Award Total Available Funding Medium Scope Up to $6,125,000 $85,750,000
Large Scope Up to $15,650,000 $156,500,000
Total Funding Available for Competitive Grants: $242,250,000 *NOTE: Funding must last for the entirety of the grant (October 1, 2023 to June 1, 2027).* Multi-Agency Partnerships
Applicants may apply for funding as part of a multi-agency partnership (two or more agencies). The agencies and jurisdictions comprising the collaborative application are not required to be contiguous. One (1) Lead Public Agency must be identified on behalf of the partnership.
2 Provided funding is appropriated in the FY 2023-2024 and 2024-25 State Budget Acts.

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Multi-agency partnerships (Medium Scope or Large Scope) may apply for up to the maximum grant award in that category multiplied by the number of partnering applicants.

For Example:
• Four (4) eligible applicants in the Medium Scope category may submit one application for up to $24,500,000
o $6,125,000 (Medium Scope Max) x 4 (# of Agencies) = $24,500,000 • Two (2) eligible applicants in the Large Scope category may submit one application for up to $31,300,000
o $15,650,000 (Large Scope Max x 2 (# of Agencies) = $31,300,000 Funding Decisions
Applicants will compete for funds within the Medium or Large Scope Category. Proposals will be evaluated, scored, and a ranked list of all scored proposals will be generated. The BSCC will move down the ranked lists to fund all qualified applicants in each of the two funding categories until all funds in that category are exhausted. Applicants that fall at the cut-off point may be offered a partial award if there are not sufficient remaining funds to make a full award.

If funding remains in one or more categories, the following will occur:
• Funds remaining in the Medium Scope Category after all qualified applicants in that category have been fully funded, will be used to fund any additional qualified applicants in the Large Scope Category.
• Funds remaining in the Large Scope Category after all qualified applicants in that category have been fully funded, will be used to fund any additional qualified applicants in the Medium Scope Category.

If an applicant or grantee relinquishes an award, BSCC has authority to offer that award to the next qualifying applicant(s) on the ranked list.

Eligible Funding Activities
Organized Retail Theft Prevention Grant Program funds must address at least one (1) Program Purpose Areas (PPAs) as identified in the Eligible Activities section. To support local law enforcement agencies in preventing and responding to organized retail theft, motor vehicle or motor vehicle accessory theft, or cargo theft, eligible expenses for this RFP include, but are not limited to, the following:
• Automated License Plate Readers
• Cameras
• Case Management Systems
• Computers/Laptops/Tablets
• Databases
• Investigative Software
• Online and Print Advertising
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• RFI Tracker/Tracking Devices
• Routers/Modems/Hotspots
• Staff expenses, including overtime
• Vehicles
Please note, the above list is not intended to be exhaustive. All proposed expenses must have a link to the Organized Retail Theft Prevention Grant Program as described in the authorizing legislation and this RFP.

Match Requirement
No match is required for the Organized Retail Theft Prevention Grant Program.

Data Collection, Reporting, and Evaluation Requirements Projects selected for funding will be required to submit a Local Evaluation Plan and Local Evaluation Report. Applicants are encouraged, but not required, to use outside evaluators to ensure objective and impartial evaluations. This may include, but is not limited to, community colleges, universities, and research organizations.

Required Set-Aside for Evaluation Efforts
Grantees are required to set aside at least $75,000 but not more than 5% percent of the total grant award for data collection and evaluation efforts, including data collection for the Quarterly Progress Reports and statewide evaluation (see below) and the development of the Local Evaluation Plan and Local Evaluation Report.

Local Evaluation Plan
The purpose of the Local Evaluation Plan is to ensure that projects funded by the BSCC can be evaluated. Grantees will be expected to include a detailed description of how the applicant will assess the effectiveness of the proposed program in relationship to each of its goals and objectives identified in the proposal. A relationship between the goals and objectives identified in the proposal should be apparent in the Local Evaluation Plan.

The Local Evaluation Plan should describe the evaluation design or model that will be used to evaluate the effectiveness of the project component(s), with the project goals and the project objectives clearly stated. Applicants should also address process and outcome evaluations. Once submitted, any modifications to the Local Evaluation Plan must be approved in advance by the BSCC. More detailed instructions on the Local Evaluation Plan will be made available to successful applicants. The Local Evaluation Plan is due no later than April 1, 2024.

Local Evaluation Report
Following project completion, grantees are required to complete a Local Evaluation Report. The Local Evaluation Report must be in a format prescribed by the BSCC. The purpose of the Local Evaluation Report is to determine whether the overall project (including each individual component) was effective in meeting the goals laid out in the Local Evaluation Plan.

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To do this, the grantee must assess and document the effectiveness of the activities that were implemented within each individual project component. These activities should have been identified in the previously submitted Local Evaluation Plan. More detailed instructions on the Local Evaluation Report will be made available to successful applicants. The Local Evaluation Report is due no later than June 1, 2027.

Statewide Evaluation
BSCC Research will conduct a statewide evaluation of the impact of the initiatives supported by the grant funding including the outcomes and objectives that were achieved.

The evaluator will: develop the research methodology for the statewide evaluation; design and develop instruments for collecting and evaluating data from grantees; provide ongoing technical assistance to grantees for data collection and evaluation activities; compile, screen and analyze data obtained from grantees; and develop a final report on the impact of the program. As a condition of award, grantees agree to collect data requested for the evaluation (this may include standardized Quarterly Progress Report format with specified baseline, output, and/or outcome measures) and fully cooperate and share information within timelines set for the evaluation.

General Grant Requirements
Audit Requirements
Grantees are required to provide the BSCC with a financial audit that covers the service delivery period of the grant (October 1, 2023 - December 31, 2026). The audit report will be due no later than June 1, 2027. The financial audit shall be performed by a Certified Public Accountant or a participating county or city auditor that is organizationally independent from the participating county or city’s project financial management functions. Expenses for the final audit may be reimbursed for actual costs up to $25,000.

In addition, the BSCC reserves the right to call for a program or financial audit at any time between the execution of the grant agreement and three (3) years following the end of the grant period. The Department of General Services, the California State Auditor, the Department of Finance, or their designated representative shall have the right to review and to copy any records and supporting documentation pertaining to the performance of this grant.

BSSC Grant Agreement
Applicants approved for funding by the BSCC Board are required to enter into a Grant Agreement with the BSCC. Grantees must agree to comply with all terms and conditions of the Grant Agreement. A sample Grant Agreement for the Organized Retail Theft Prevention Grant Program is available on the BSCC website.

The Grant Agreement start date is expected to be October 1, 2023. Grant Agreements are considered fully executed only after they are signed by both the grantee and the BSCC and the BSCC is in receipt of all required attachments including documentation of signing authority. Work, services, and encumbrances cannot begin prior to the Grant Agreement start date. Any work, services and encumbrances that occur after the start Proposal Instruction Packet | Page 14
date but prior to Grant Agreement execution may not be reimbursed. Grantees and all subgrantees are responsible for maintaining their Grant Agreement, all invoices, records, and relevant documentation for the life of the grant cycle plus three (3) years after the final payment under the contract.

Debarment, Fraud, Theft or Embezzlement
It is the policy of the BSCC to protect grant funds from unreasonable risks of fraudulent, criminal, or other improper use. As such, the Board will not enter into contracts or provide reimbursement to applicants that have been:

1. Debarred by any federal, state, or local government entities during the period of debarment; or

2. Convicted of fraud, theft, or embezzlement of federal, state, or local government grant funds for a period of three years following conviction.

Furthermore, the BSCC requires grant recipients to provide an assurance that there has been no applicable debarment, disqualification, suspension, or removal from a federal, state, or local grant program on the part of the grantee at the time of application and that the grantee will immediately notify the BSCC should such debarment or conviction occur during the term of the Grant contract.

BSCC also requires that all grant recipients include, as a condition of award to a subgrantee or subcontractor, a requirement that the subgrantee or subcontractor will provide the same assurances to the grant recipient. If a grant recipient wishes to consider a subgrantee or subcontractor that has been debarred or convicted, the grant recipient must submit a written request for exception to the BSCC along with supporting documentation. All applicants must complete an assurance certifying they are compliant with the BSCC’s policies on debarment, fraud, theft, and embezzlement (Appendix G).

Governing Board Resolution
Successful applicants will be required to submit a Resolution from their Governing Board before the grant award can be finalized and funds awarded. A signed resolution is not required at the time of proposal submission, but applicants are advised that no financial invoices will be processed for reimbursement until the Governing Board Resolution has been received by the BSCC. A sample Governing Board Resolution can be found in (Appendix H).

Grantee Orientation
Following the start of the grant period, BSCC staff will conduct a Virtual Grantee Orientation (October 2023, date to be determined). The purpose of this mandatory session is to review the program requirements, invoicing, and budget modification processes, data collection and reporting requirements, as well as other grant management and monitoring activities. Typically, the Project Director, Financial Officer, and Day-to-Day Contact must attend. Grantees are also strongly encouraged to include the individual tasked with Data Collection and Evaluation. Award recipients will be provided additional details regarding the Grantee Orientation in October 2023.

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Invoices
Disbursement of grant funds occurs on a reimbursement basis for costs incurred during a reporting period. The State Controller’s Office (SCO) will issue the warrant (check) to the individual designated on the Applicant Information Form as the Financial Officer for the grant. Grantees must submit invoices to the BSCC on either a monthly or quarterly basis through an online process no later than 45 days following the end of the invoicing period. Grantees will make their choice between monthly or quarterly invoicing prior to grant agreement execution.

Grantees must maintain adequate supporting documentation for all costs claimed on invoices. BSCC staff will conduct a desk review, which requires grantees to submit electronic documentation to support all grant funds claimed during the invoicing period.

In addition, BSCC staff may conduct on-site monitoring visits that include a review of documentation maintained as substantiation for project expenditures with grant funds.

Additional information about invoicing can be found in the BSCC Grant Administration Guide.

Monitoring
The BSCC staff will monitor each project to assess whether the project is in compliance with grant requirements and making progress toward grant objectives. As needed, monitoring visits may also occur to provide technical assistance on fiscal, programmatic, evaluative, and administrative requirements. For your reference, a Comprehensive Monitoring Visit checklist can be found on the Corrections Planning and Grants Program website.

Quarterly Progress Reports
Grant award recipients are required to submit quarterly progress reports to the BSCC.

Progress reports are a critical element in BSCC’s monitoring and oversight process.

Grantees who are unable to demonstrate that they are making sufficient progress toward project goals and objectives and that funds are being spent in accordance with the Grant Agreement could be subject to the withholding of funds. Once grants are awarded, BSCC will work with grantees to create custom progress reports.

Supplanting
Supplanting is the deliberate reduction in the amount of federal, state, or local funds being appropriated to an existing program or activity because grant funds have been awarded for the same purposes. Supplanting is strictly prohibited for all BSCC grants. Organized Retail Theft Prevention Grant Program funds shall be used to support new program activities or to augment or expand existing program activities but shall not be used to replace existing funds. It is the responsibility of the grantee to ensure that supplanting does not occur. The grantee must keep clear and detailed financial records to show that grant funds are used only for allowable costs and activities.

Travel
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Travel is usually warranted when personal contact by project staff is the most appropriate method of conducting project-related business. Travel to and from training conferences may also be allowed. The most economical method of transportation, in terms of direct expenses to the project and the employee's time away from the project, must be used.

Projects are required to include sufficient per diem and travel allocations for project related personnel, as outlined in the Grant Award, to attend any mandated BSCC training conferences or workshops outlined in the terms of the program. • Units of Government
Units of government may follow either their own written travel and per diem policy or the State’s policy. Units of government that plan to use cars from a state, county, city, district carpool, or garage may budget either the mileage rate established by the carpool or garage, or the state mileage rate, not to exceed the loaning agency rate.
• Non-Governmental Organizations (NGOs)
An NGO receiving BSCC funds must use the California State travel and per diem policy, unless the Grantee’s written travel policy is more restrictive than the State's, in which case it must be used. Reimbursement is allowed for the cost of commercial carrier fares, parking, bridge, and road tolls, as well as necessary taxi, bus, and streetcar fares.
• Out-of-State Travel
Out-of-state travel is restricted and only allowed in exceptional situations. Grantees must receive written BSCC approval prior to incurring expenses for out-of-state travel. Even if previously authorized in the Grant Award, Grantees must submit to the BSCC a separate formal request (on Grantee letterhead) for approval. Out-ofstate travel requests must include a detailed justification and budget information.

In addition, California prohibits travel, except under specified circumstances, to states that have been found by the California Attorney General to have discriminatory laws. The BSCC will not reimburse for travel to these states unless the travel meets a specific exception under Government Code section 11139.8, subdivision (c). For additional information, please see: https://oag.ca.gov/ab1887.

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Overview of the RFP Process
Confirmation of Receipt of Proposal
Upon submission of a proposal, applicants will receive a confirmation email from the BSCC stating that the proposal has been received.

Disqualification
Disqualification - PLEASE REVIEW CAREFULLY
The following will result in an automatic disqualification:
• Submission is not received by 5:00 P.M. (PST) on Friday, July 7, 2023 • Applicant does not meet the Eligibility Criteria
• Application, and all required attachments, are not submitted via the BSCCSubmittable Application portal • Budget Attachment is incomplete (e.g., impacted fields are not completed) • Funding request exceeds allowable amount in the Medium or Large Scope category
• Attachment(s) are illegible
• Attachment(s) will not open, or the file(s) are corrupted NOTE: Disqualification means that the proposal will not move forward to the Scoring Panel for the Proposal Rating Process, and, therefore, will NOT be considered for funding.

Proposal Rating Process
Unless disqualified, proposals will advance to the Scoring Panel for funding consideration.

Proposals will be evaluated in accordance with the BSCC’s Grant Proposal Evaluation Process (link) and as described below. The Scoring Panel will read and assign ratings to each proposal in accordance with the prescribed rating factors listed in the table below.

Scoring Panel members will base their ratings on how well an applicant addresses the criteria listed under each rating factor within the Proposal Narrative and Budget Sections.

Scoring Panel ratings, once submitted to the BSCC, will be final.

At the conclusion of this process, applicants will be notified of the Board’s funding recommendations. It is anticipated that the Board will act on the recommendations at its meeting on September 14, 2023. Applicants and their partners are not to contact members of the Scoring Panel or the BSCC Board to discuss proposals.

Rating Factors
The Rating Factors that will be used and the maximum points allocated to each rating factor are shown in the table below. Applicants are asked to address each of these rating factors as a part of their proposal. A percent of total value is assigned to each Rating Factor, correlating to its importance within the overall project (see Percent of Total Value column).

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Rating Factors Point
Range
Percent of Total
Value
Weighted Rating
Factor Score
1 Project Need 0-5 20% 40
2 Project Description 0-5 35% 70
3 Project Organizational
Capacity and Coordination 0-5 15% 30
4 Project Evaluation and
Monitoring 0-5 10% 20
5 Project Budget 0-5 20% 40
Maximum Proposal Score: 100% 200
Raters will rate an applicant’s response to each Rating Factor on a scale from 0 to 5, according to the Six-Point Rating Scale shown below. For each Rating Factor, the rating point received is then weighted according to the “Percent of Total Value” column associated with the Rating Factor to arrive at the final Weighted Rating Factor Score. The Weighted Rating Factor Scores are then added together for a final overall proposal score.

The maximum possible proposal score is 200.

Senate Bill 154 requires the BSCC to give preference to applicants whose grant proposals demonstrate the greatest need for additional resources and likelihood of success in reducing organized retail theft, motor vehicle or motor vehicle accessory theft, and cargo theft. In fulfillment of this request, 110 out of a total of 200 points is allocated between the Project Need and Project Description categories.

Six Point Rating Scale
Not Responsive
0 Poor
1 Fair
2 Satisfactory
3 Good
4 Excellent
5 The response
fails to
address the
criteria.

The response
addresses the
criteria in a
very
inadequate
way.

The response
addresses the
criteria in a
non-specific or
unsatisfactory
way.

The
response
addresses
the criteria in
an adequate
way.

The response
addresses the
criteria in a
substantial
way.

The response
addresses the
criteria in an
outstanding
way.

Summary of Key Dates
The following table shows the key dates for the Organized Retail Theft Prevention Grant Program.

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Activity Date
Present the RFP for BSCC Board approval April 13, 2023
Release the RFP April 14, 2023
Bidders’ Conference May 11, 2023
Letter of Intent Due to the BSCC May 15, 2023
Proposals Due to the BSCC July 7, 2023
Proposal Rating Process and Development of
Funding Recommendations
July-August 2023
BSCC Board Considers Funding Recommendations September 14, 2023 Notices to Applicants September 15, 2023
Grant Period Begins October 1, 2023
Mandatory New Grantee Orientation October 2023
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This document/section contains the necessary information for completing the Organized Retail Theft Prevention Grant Program Application. The Application and all required attachments are provided on the BSCC website.

Proposal Narrative and Budget Sections
The five rating factors that will be addressed in the Proposal Narrative and the Proposal Budget sections, are shown below
Rating Factor Percent
Value Addressed In:
1 Project Need 20%
Proposal
Narrative
2 Project Description 35%
3 Project Organizational Capacity and
Coordination 15%
4 Project Evaluation and Monitoring 10%
5 Project Budget 20% Proposal
Budget
Proposal Narrative Instructions
Applicants will complete the Proposal Narrative by accessing the BSCC-Submittable application portal and responding to a series of prompts. The Proposal Narrative must address the Project Need, Project Description, Project Organizational Capacity and Coordination, and Project Evaluation and Monitoring Rating Factors. Please do not include website links, charts, tables, or graphs when responding.

Each Rating Factor has a character limit as shown below:

Rating Factor Total
Characters
Microsoft Word
Equivalent*
1 Project Need 6,711 Up to 3 (Three) Pages
2 Project Description 11,185 Up to 5 (Five) Pages
3 Project Organizational Capacity
and Coordination 4,474 Up to 2 (Two) Pages
4 Project Evaluation and Monitoring 4,474 Up to 2 (Two) Pages *Assumes text is in a Microsoft Word document in Arial 12-point font with one-inch margins on all four sides and at 1.5-line spacing.

PART II: PROPOSAL INSTRUCTIONS
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Character Counter
The BSCC-Submittable application portal includes an automatically enabled character counter. This feature shows the number of characters used and the remaining number of characters before the limit is met. If the limit is exceeded, a red prompt will appear with the message "You have exceeded the character limit". Applicants are prohibited from submitting the Organized Retail Theft Prevention Grant Program Application until they comply with all character limit requirements.

Bibliography
Applicants may, but are not required to, include a bibliography containing citations, using either the Modern Language Association (MLA) or American Psychological Association (APA) style in the “OPTIONAL Bibliography” field on the BSCC-Submittable application page. The bibliography may not exceed 2,218 total characters (includes punctuation, numbers, spaces, and any text). In Microsoft Word, this is approximately one (1) page in Arial 12-point font with one-inch margins on all four sides and at 1.5-line spacing.

Required Attachments
In addition to addressing the Proposal Narrative criteria, the following attachments must be completed and uploaded in the identified fields in the BSCC-Submittable application portal at the time of submission:
• Project Work Plan (Appendix B).
• Grantee Assurance for Non-Governmental Organizations (Appendix D). • Local Impact Letter(s) If Applicable (Appendix E)
• Letter(s) of Commitment If Applicable (Appendix F)
• Certification of Compliance with BSCC Policies on Debarment, Fraud, Theft, and • Embezzlement (Appendix G)
• Governing Board Resolution Optional (Appendix H)
Proposal Narrative Rating Factors
Section 1: Project Need (Percent Value – 20%)
Within this section, address the criteria that defines the Project Need Rating Factor (see table below) in a cohesive, comprehensive, and concise narrative format.

Project Need: The applicant described a need that is pertinent to the intent of the grant. The elements that comprise this Rating Factor are listed below. Addressing each element does not in itself merit a high rating; rather, although each element is to be addressed (when applicable), it is the quality of the response to each that will be evaluated. The response will be evaluated with a single rating based on a scale of 0-

5. 1.1 Describe the need(s) to be addressed, the process used to determine the need(s), and how the need is related to the intent of the grant program.

1.2 Identify the conditions or elements that contribute to the need (e.g., service gaps, geographic location, accessibility).

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1.3 Use relevant local qualitative and/or quantitative data with citations to demonstrate the nature and scale of the specific theft problem (organized retail, motor vehicle, motor vehicle accessory, and/or cargo) and provide a compelling justification for grant funds.

Section 2: Project Description (Percent Value – 35%)
Within this section address the criteria that defines the Project Description Rating Factor (see table below) in a cohesive, comprehensive, and concise narrative format.

Project Description: The applicant provided a description of the project that is related to the identified need and the intent of the grant. The elements that comprise this Rating Factor are listed below. Addressing each element does not in itself merit a high rating; rather, although each element is to be addressed (when applicable), it is the quality of the response to each that will be evaluated. The response will be evaluated with a single rating based on a scale of 0-5.

2.1 Describe the proposed project that will address the need(s) identified in the Project Need section. The description should include:
• the proposed activities/services/interventions of the project including how they will be delivered and the length and duration.
• the target area and/or population which will be the focus of the project, including how and why it was selected.
• how the proposed activities/services/interventions will address the Project Need and the intent of the grant program.
• plans to coordinate or collaborate with other entities, if any, such as public agencies (e.g., law enforcement, non-law enforcement, prosecutors’ offices), community organizations, or retailers.

2.2 Describe the proposed project’s goals, objectives, and impact that includes a relationship to the identified need(s) and intent of the grant program. • The completed Project Work Plan (Appendix B) is appropriate for the proposed project aligning with the identified need(s) and intent of the grant program.
• The completed Project Work Plan identifies the top goals and objectives (see Appendix C for definitions) and how those will be achieved in terms of the activities, responsible staff/partner agencies, process and outcome measures, data sources, and start and end dates.

2.3 Describe the rationale for the proposed activities/services/interventions including research or other evidence indicating that the intended goals and objectives are likely to be achieved.

2.4 Describe existing or proposed policies to:
• govern the use of surveillance technology (if applicable) including complying with applicable privacy laws/regulations and securing any data collected or stored.

2.5 Describe existing or proposed policies to:
• limit racial bias.

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Section 3: Project Organizational Capacity & Coordination (Percent Value – 15%) Within this section, address the criteria that define the Project Organizational Capacity and Coordination Rating Factor (see table below) in a cohesive, comprehensive, and concise narrative format.

Project Organizational Capacity and Coordination: The applicant described their organization’s ability to implement the proposed project. The elements that comprise this Rating Factor are listed below. Addressing each element does not in itself merit a high rating; rather, although each element is to be addressed (when applicable), it is the quality of the response to each that will be evaluated. The response will be evaluated with a single rating based on a scale of 0-5.

3.1 Describe the applicant’s ability to administer the proposed project. In the descriptions include:
• the applicant’s staffing required and available to operate the project including staff qualifications and training.
• the extent to which existing staff resources will be utilized. • project management and oversight to ensure the proposed project is implemented as intended.

3.2 Describe any partner agency(ies) or coordination with other agencies necessary to implement the proposed project. If partners are to be selected after the grant is awarded, specify the process and criteria for selecting the partner agency(ies). The description of partners should include:
• their involvement/role that is aligned with the proposed project. • their credentials, involved personnel, experience and capability to conduct the project, and the value the partners add to the proposed project.
• the plan to coordinate with these partners.
• key partners’ letters of commitment provided as attachments (Attachment G).

3.3 Describe the timeline for the execution of contracts or memorandums of understanding with any partner agency(ies) and the implementation of involvement/role to provide services or activities such that they are in a reasonable timeframe to support the project. Include a description of the readiness to proceed, if funded.

3.4 Describe the management structure and decision-making process for the proposed project.

3.5 Describe the plans to sustain the proposed project after grant funds expire or why the proposed project is limited in term.

Section 4: Project Evaluation and Monitoring (Percent Value – 10%) Within this section, address the criteria that define the Project Evaluation and Monitoring Rating Factor (see table below) in a cohesive, comprehensive, and concise narrative format.

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Project Evaluation and Monitoring: The applicant described how it will monitor and evaluate the effectiveness of the proposed project. The elements that are to comprise this Rating Factor are listed below. Addressing each element does not itself merit a high rating; rather, although each element is to be addressed, it is the quality of the response to each that is to be evaluated. The response will be evaluated with a single rating based on a scale of 0-5.

4.1 Describe the plan to determine the qualified internal staff and/or external partner or entity that will conduct the project evaluation and how monitoring activities will be incorporated in the various phases of the project (e.g., start-up, implementation, service delivery period).

4.2 Identify and define the process measures and outcome measures that are quantifiable and are in line with the intent of the proposed project and the objectives listed in the Work Plan.

4.3 Describe the preliminary plan for monitoring the project to ensure the project components are implemented as intended.

4.4 Describe the preliminary plan for collecting and evaluating data, including baseline data, related to the process measures and outcome measures identified in 4.2. Describe a plan for entering into data sharing agreements, if necessary.

4.5 Describe the research design or methodology that will allow for an assessment of whether the strategy implemented achieved the intended outcomes.

Proposal Budget Instructions
As part of the application process, applicants are required to complete and upload a Proposal Budget Table and Budget Narrative (Budget Attachment) in the budget section of the BSCC-Submittable application page. The Budget Attachment is provided on the BSCC website.

Applicants should be aware that budgets will be subject to review and approval by the BSCC staff to ensure all proposed costs listed within the budget narrative are allowable and eligible for reimbursement. Regardless of any ineligible costs that may need to be addressed post award, the starting budget for the reimbursement invoices and the total amount requested will be the figures used for the Standard Grant Agreement.

Applicants are solely responsible for the accuracy and completeness of the information entered in the Proposal Budget Table and Budget Narrative. Detailed instructions for completing the Budget Attachment are listed on the Instructions tab of the Excel workbook. All project costs must be directly related to the objectives and activities of the project. The Budget Table must cover the entire grant period.

For additional guidance related to grant budgets, refer to the BSCC Grant Administration Guide.

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Proposal Budget Rating Factor
Section 5: Project Budget (Percent Value – 15%)
The following items are rated as part of this section and must be addressed by the applicant in the Budget Attachment.

Project Budget: The applicant provided a complete Budget Attachment (Budget Table and Budget Narrative) for the proposed project. The elements against which the Budget Attachment will be rated are listed below. Addressing each element does not in itself merit a high rating; rather, although each element is to be addressed (when applicable), it is the quality of the response to each that will be evaluated. The response will be evaluated with a single rating based on a scale of 0-5.

5.1 Provide complete and detailed budget information in the Budget Attachment (Budget Table and Budget Narrative) that for each section:
• includes a brief explanation justifying each expense. • ensures expenses are appropriate for the grant’s intent, the project’s goals, and planned activities.

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Appendixes
This section includes the following appendixes:
• Appendix A: Senate Bill 154
• Appendix B: Project Work Plan
• Appendix C: Glossary of Terms
• Appendix D: Grantee Assurance for Non-Governmental Organizations • Appendix E: Local Impact Letter(s)
• Appendix F: Letter(s) of Commitment
• Appendix G: Certification of Compliance with BSCC Policies on Debarment, Fraud, Theft, and Embezzlement
• Appendix H: Governing Board Resolution
PART III: APPENDIXES
Proposal Instruction Packet | Page 27
Appendix A: Senate Bill 154
5227-117-0001—For local assistance, Board of State and Community Corrections ........................ 85,000,000
Schedule:
(1)
4945-Corrections Planning
and Grant Programs
........................ 85,000,000
Provisions:

1. The amount appropriated in this item shall be for competitive grants for city police, county sheriffs’ departments, and probation departments. These law enforcement agencies may apply
individually or on behalf of a group of entities that includes other law enforcement agencies or non-law-enforcement entities, including, but not limited to, community-based organizations or prosecutors’ offices.

2. Grant funds shall be used to support local law enforcement agencies in preventing and responding to organized retail theft, motor vehicle or motor vehicle accessory theft, or cargo theft.

Permissible uses of grant funds include, but are not limited to, purchase of technology or other equipment to help deter strategies for preventing or responding to crime. These funds shall be used to supplement and not supplant existing funds for these activities.

3. All entities receiving grant funding shall be required to comply with all applicable privacy laws and regulations.

4. Grants shall be made on a competitive basis to localities that can demonstrate, using data, that organized retail theft, motor vehicle or motor vehicle accessory theft, or cargo theft pose a significant problem in their jurisdictions.

5. An applicant shall submit a proposal, in a form prescribed by the Board of State and Community Corrections, which shall include, but not be limited to, the following:
(a)
Data demonstrating the nature and scale of the specific crime problem, which the applicant proposes to address
using grant funds.

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(b) Clearly defined and measurable objectives for this grant. (c)
A description of how the applicant proposes to use the grant funds to achieve the stated objectives, including any plans to coordinate or collaborate with other entities such as public agencies, community organizations, or retailers.
(d)
A discussion of research or other evidence indicating that the proposed activities would likely achieve the intended
objectives.
(e)
A discussion of how the applicant plans to sustain the
proposed activities after grant funds expire or an explanation of why proposed activities are limited term in nature.
(f)
A description of existing or proposed policies to limit racial bias in utilizing these funds.
(g)
If proposing an investment in surveillance technologies, a description of existing or proposed policies to govern the use of those technologies, including how the applicant will comply with applicable privacy laws and secure any data collected or stored.

6. The Board of State and Community Corrections shall post to its public website all applications received.

7. In awarding grants, the Board of State and Community Corrections shall give preference to applicants whose grant proposals demonstrate the greatest need for additional resources and likelihood of success in reducing organized retail theft, motor vehicle or motor vehicle accessory theft, and cargo theft.

8. Each grantee shall report to the Board of State and Community Corrections, in a form and at intervals prescribed by the board, their progress in achieving the grant objectives.

9. The Board of State and Community Corrections shall, by no later than 90 days following the close of each grant cycle, prepare and submit a report to the Legislature in compliance with Section 9795 of the Government Code regarding the impact of the initiatives supported by the grant. This report, at minimum, shall include: (a) Grant recipients and the amount awarded to each; (b) How the funding was used; (c) What outcomes and objectives were achieved.

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10. Upon order of the Director of Finance, up to 5 percent of the amount appropriated in Schedule (1) shall be transferred to Schedule (1) of Item 5227-001-0001 for costs to administer the grant program. Funds transferred pursuant to this provision are available for encumbrance or expenditure until June 30, 2027.

11. Any unspent funds identified in Schedule (1) shall revert to the General Fund as of June 30, 2027.

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Applicants must complete a Project Work Plan. This Project Work Plan identifies measurable goals and objectives, process and outcome measures, activities and services, responsible parties for those activities and services, data sources and estimated timelines. Completed plans should (1) identify the project’s top goals and objectives; (2) identify how the goal(s) will be achieved in terms of the activities, responsible staff/partners, and start and end dates, process and outcome measures; and (3) provide goals and objectives with a clear relationship to the need and intent of the grant. As this grant term is for three (3) years, the Project Work Plan must attempt to identify activities/services and estimate timelines for the entire grant term. A minimum of one goal and corresponding objectives, process measures, etc. must be identified.

Applicants must use the Project Work Plan provided below. You will be prompted to upload this document to the BSCC-Submittable Application.
(1) Goal: >
Objectives (A., B., etc.) >
Process Measures and
Outcome Measures:
>
Project activities that support the identified goal and objectives: Responsible staff/partners Timeline Start Date End Date
> > > >
List data and sources to be used to measure outcomes: > Appendix B: Project Work Plan
_J
_J
_J _J _J
Proposal Instruction Packet | Page 31
(2) Goal: >
Objectives (A., B., etc.) >
Process Measures and
Outcome Measures:
>
Project activities that support the identified goal and objectives: Responsible staff/partners Timeline Start Date End Date
> > > >
List data and sources to be used to measure outcomes: > (3) Goal: >
Objectives (A., B., etc.) >
Process Measures and
Outcome Measures:
>
Project activities that support the identified goal and objectives: Responsible staff/partners Timeline Start Date End Date
> > > >
List data and sources to be used to measure outcomes: > I
_J
_J
_J _J _J
Proposal Instruction Packet | Page 32
Appendix C: Glossary of Terms
Case Management
A collaborative process which assesses, plans, implements, coordinates, monitors, and evaluates the options and services required to meet an individual's health needs.3 Community-Based Organization
For this RFP, a Community-Based Organization is an organization located in the State of California that has been determined by the IRS to have 501(c)(3) status (i.e., nonprofit).

Evaluations (Process and Outcomes)
Process Evaluation4
The purpose of the process evaluation is to assess how program activities are being carried out in accordance with goals and objectives. Process measures are designed to answer the question: “What is the program actually doing and is this what we planned it to do?”
Examples of process measures could include:
• Project staff have been recruited, hired, and trained according to the proposal. • Activities/strategies have been implemented on time according to the proposal. • Number of interagency agreements entered into by the program compared to the number planned.
• Number of trainings conducted.
• Number of neighborhood meetings conducted.

Outcome Evaluation5
The purpose of the outcome evaluation is to identify whether the program “worked” in terms of achieving its goals and objectives. Outcome measures are designed to answer the question: “What results did the program produce?”
Examples of outcome measures include:
• Results of pre/post surveys (e.g., changes in the reported confidence/trust in law enforcement among community members).
• Implementation of regular, ongoing community forums where community dialogue takes place.
• Changes in policies at the Lead Agency level to reflect procedural justice principles.

In an evidence-based practice approach, outcome evaluations must include not only the measures but also analysis of the extent to which the measured results can be attributed to the program rather than to coincidence or alternative explanations. 3 Source: National Institute of Health 4 Justice Research and Statistics Association, Juvenile Justice Evaluation Center. (2003, June). Juvenile Justice Program Evaluation: An overview (Second Edition) p. 7. Retrieved from http://www.jrsa.org/njjec/publications/program-evaluation.pdf 5 Id at pp. 7-8.

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Evidence-based / Promising Practices
Evidence-based practices are programs and strategies that have been found effective at improving outcomes, using rigorous scientific research methods. Programs and strategies may be evidence-based across all populations, or only for particular cultures and identities.

Promising practices are programs and strategies that have shown some positive results and potential for improving outcomes. They may have evidence from use in real-world settings, a strong theoretical framework, and/or expert opinion, but have not been fully replicated in scientific studies. Depending on the level of scientific evidence, these are sometimes referred to as “evidence-informed,” "research-supported," or “emerging” practices.

Financial Audit
A financial audit provides assurances that an organization’s financial statements are free of material misstatement based upon the application of generally accepted accounting principles.

Goals and Objectives
Goals and objectives are terms in common use, sometimes used interchangeably because both refer to the intended results of program activities. Goals are longer-term than objectives, more broadly stated and govern the specific objectives to which program activities are directed.

In proposals, goals are defined by broad statements of what the program intends to accomplish, representing the long-term intended outcome of the program.6 Examples of goal statements:7
• To reduce the number of serious and chronic juvenile offenders. • To divert nonviolent juvenile offenders from state juvenile correctional institutions. • To restore the losses suffered by the victims of crimes.

Objectives are defined by statements of specific, measurable aims of program activities.8 Objectives detail the tasks that must be completed to achieve goals.9 Descriptions of objectives in the proposals should include three elements:10

1. Direction – the expected change or accomplishment (e.g., improve, maintain);

2. Timeframe – when the objective will be achieved; and 6 Justice Research and Statistics Association, Juvenile Justice Evaluation Center. (2003, June). Juvenile Justice Program Evaluation: An overview (Second Edition). Retrieved from http://www.jrsa.org/njjec/publications/program-evaluation.pdf. See also New York State Division of Criminal Justice Services. A Guide to Developing Goals and Objectives for Your Program. Retrieved from . 7 Id. at p. 4.
8 National Center for Justice Planning. Overview of Strategic Planning. Where Do We Want to Be? Goals and Objectives. Retrieved from http://ncjp.org/strategic-planning/overview/where-do-we-want-be/goals-objectives. 9 Id.; see supra fn 1. 10 Justice Research and Statistics Association, Juvenile Justice Evaluation Center. (2003, June). Juvenile Justice Program Evaluation: An overview (Second Edition) p. 5. Retrieved from http://www.jrsa.org/njjec/publications/program-evaluation.pdf.

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3. Target Population– who is affected by the objective.

Examples of program objectives:11
• By the end of the program, young, drug-addicted juveniles will recognize the longterm consequences of drug use. o To place eligible juveniles in an intensive supervision program within two weeks of adjudication to ensure offender accountability and community safety.
o To ensure that juvenile offenders carry out all the terms of the mediation agreements they have worked out with their victims by program completion.

Qualitative Data
Data/information that is based on written or spoken narratives. The purpose of qualitative data/information is to explain and gain insight and understanding of events through collection of narrative data/information.

Quantitative Data
Data/information that is based on numbers and mathematical calculations. The purpose of quantitative data is to explain, predict, and/or control events through focused collection of numerical data.
11 Id.

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Appendix D: Grantee Assurance for Non-Governmental Organizations The Organized Retail Theft Prevention Grant Program Request for Proposals (RFP) includes requirements that apply to non-governmental organizations (NGOs)12 providing services with grant funds. Grantees are responsible for ensuring that all contracted third parties continually meet these requirements as a condition of receiving funds. The RFP describes these requirements as follows:

Any non-governmental organization that receives Organized Retail Theft Prevention Grant Program funds (as either a subgrantee or subcontractor) must:
• Have been duly organized, in existence, and in good standing for at least six (6) months prior to the effective date of its fiscal agreement with the BSCC or with the Organized Retail Theft Prevention Grant Program grantee;
o Non-governmental entities that have recently reorganized or have merged with other qualified non-governmental entities that were in existence prior to the six (6) month date are also eligible, provided all necessary agreements have been executed and filed with the California Secretary of State prior to the start date of the grant agreement with the BSCC or the start date of the grantee subcontractor fiscal agreement;
• Be registered with the California Secretary of State’s Office, if applicable; • Have a valid Employer Identification Number (EIN) or Taxpayer ID (if sole proprietorship); • Have a valid business license, if applicable;
• Have no outstanding civil judgments or liens;
• Have any other state or local licenses or certifications necessary to provide the services requested (e.g., facility licensing by the Department of Health Care Services), if applicable; and
• Have a physical address within California. (An agent for service of process with a California address is insufficient.)
Completing the NGO Assurance (Following Page)

1. Provide the name of the Applicant Agency (the Grantee),

2. List all contracted parties (if known),

3. Check Yes or No to indicate if each contracted part meets the requirements

4. Sign and Submit to the BSCC
NOTE: If the name of the contracted party is unknown or if there will be no contracted parties.

Write N/A in the “Name of Contracted Party” field and sign the document. 12 For the purposes of this RFP, NGOs include nonprofit and for-profit community-based organizations, faith-based organizations, evaluators (except government institutions such as universities), grant management companies, and any other non-governmental agency or individual.

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Organized Retail Theft Prevention Grant Program
Non-Governmental Organization Assurances
Name of Applicant:

Name of Contracted Party Address Email / Phone Meets All Requirements
Yes ☐ No ☐
Yes ☐ No ☐
Yes ☐ No ☐
Yes ☐ No ☐
*Grantees are required to update this list and submit it to BSCC any time a new third-party contract is executed after the initial assurance date. Grantees shall retain (on-site) applicable source documentation for each contracted party that verifies compliance with the requirements listed in the RFP. The BSCC will not reimburse for costs incurred by any third party that does not meet the requirements listed above and for which the BSCC does not have a signed grantee assurance on file.

A signature below is an assurance that all requirements listed above have been met.

AUTHORIZED SIGNATURE
This document must be signed by the person who is authorized to sign the Grant Agreement.

NAME OF AUTHORIZED OFFICER TITLE TELEPHONE NUMBER

EMAIL ADDRESS

STREET ADDRESS CITY STATE

ZIP CODE
APPLICANT’S SIGNATURE (Blue Ink Only) DATE
Proposal Instruction Packet | Page 37
The Organized Retail Theft Prevention Grant Program encourages collaboration, communication, and innovation to combat organized retail theft. In supporting this approach, proposed projects may have impacts on retailers and local government agencies that prevent projects from operating as intended (e.g., increased law enforcement presence in retail spaces, increased referrals to the District Attorney’s Office, overlapping or duplicative public awareness campaigns, etc.)
To acknowledge any anticipated impacts, each Lead Public Agency is required to:
• Identify each agency agency(ies) that reasonably could be expected to be impacted by this grant project;
• Submit a Letter of Agreement signed by both the Lead Public Agency and the impacted agency agency(ies) that includes the following:
o The name of the Organized Retail Theft Prevention Grant Program project and a brief project description;
o A description of how the Organized Retail Theft Prevention Grant Program project might impact retailers and local government agencies; and o An explanation of how the Lead Public Agency and the impacted agency(ies) will work together to address stated impacts.

Note: If the Lead Public Agency concludes that the Organized Retail Theft Prevention Grant Program project will not impact any other agency agency(ies), the Lead Public Agency must include a letter to that effect.

Appendix E: Local Impact Letter(s)
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If the success of the applicant’s proposed activity, strategy, or program relies on the participation of an outside agency or organization (i.e., an entity other than the applicant or LPA), the applicant must include a Letter of Commitment. Letter(s) of Commitment should reflect that the outside agency or organization is aware of the proposed project, is committed to ensuring the success of the project, their role, and agrees to participate. [To be submitted on letterhead of the OUTSIDE ENTITY]
To: Board of State and Community Corrections
Re: The Organized Retail Theft Prevention Grant Program Date: [must be within 3 months of proposal submission]
This letter is being submitted to document that [NAME OF THE OUTSIDE ENTITY] agrees to partner on the Organized Retail Theft Prevention Grant Program proposal being submitted by [NAME OF APPLICANT].

As a part of this grant, [NAME OF OUTSIDE ENTITY] agrees to [DESCRIBE THE NATURE OF THE PARTNERSHIP, I.E. WHAT THE OUTSIDE ENTITY IS AGREEING TO DO, ETC.].

Signed by,
Name, Title
[must be the Executive Officer, Department Head, or other Authorized Representative of the Outside Entity]
Appendix F: Letter(s) of Commitment
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Appendix G: Certification of Compliance with BSCC Polices on Debarment, Fraud, Theft and Embezzlement
It is the policy of the BSCC to protect grant funds from unreasonable risks of fraudulent, criminal, or other improper use. As such, the Board will not enter into contracts or provide reimbursement to applicants that have been:

1. debarred by any federal, state, or local government entities during the period of debarment; or

2. convicted of fraud, theft, or embezzlement of federal, state, or local government grant funds for a period of three years following conviction.

Furthermore, the BSCC requires grant recipients to provide an assurance that there has been no applicable debarment, disqualification, suspension, or removal from a federal, state or local grant program on the part of the grantee at the time of application and that the grantee will immediately notify the BSCC should such debarment or conviction occur during the term of the Grant contract.

By checking the following boxes and signing below, applicant affirms that:
[ ] I/We are not currently debarred by any federal, state, or local entity from applying for or receiving federal, state, or local grant funds.
[ ] I/We have not been convicted of any crime involving theft, fraud, or embezzlement of federal, state, or local grant funds within the last three years. We will notify the BSCC should such debarment or conviction occur during the term of the Grant contract. [ ] I/We will hold subgrantees and subcontractors to these same requirements.

A grantee may make a request in writing to the Executive Director of the BSCC for an exception to the debarment policy. Any determination made by the Executive Director shall be made in writing.

AUTHORIZED SIGNATURE
This document must be signed by the person who is authorized to sign the Grant Agreement.

NAME OF AUTHORIZED OFFICER TITLE TELEPHONE NUMBER

EMAIL ADDRESS

STREET ADDRESS CITY STATE

ZIP CODE
APPLICANT’S SIGNATURE (Blue Ink Only)
X
DATE
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Before grant funds can be reimbursed, a grantee must either (1) submit a resolution from its Governing Board that delegates authority to the individual authorized to execute the grant agreement or (2) provide sufficient documentation indicating that the prospective grantee has been vested with plenary authority to execute grant agreements (e.g., County Board of Supervisors delegating such authority to an Agency head).

Below is assurance language that, at a minimum, must be included in the resolution submitted to the Board of State and Community Corrections.

WHEREAS the (insert name of Local Government) desires to participate in the Organized Retail Theft Prevention Grant Program funded through the State Budget Act and administered by the Board of State and Community Corrections (hereafter referred to as the BSCC).

NOW, THEREFORE, BE IT RESOLVED that the (insert title of designated official) be authorized on behalf of the (insert name of Governing Board) to submit the grant proposal for this funding and sign the Grant Agreement with the BSCC, including any amendments thereof.

BE IT FURTHER RESOLVED that grant funds received hereunder shall not be used to supplant expenditures controlled by this body.

BE IT FURTHER RESOLVED that the (insert name of Local Government) agrees to abide by the terms and conditions of the Grant Agreement as set forth by the BSCC.

Passed, approved, and adopted by the (insert name of Governing Board) in a meeting thereof held on (insert date) by the following:

Ayes:

Notes:

Absent:

Signature: _______________________________________ Date: _________________ Typed Name and Title: ___________________________________________________ ATTEST: Signature: _______________________________ Date: _________________ Typed Name and Title: ___________________________________________________ Appendix H: Governing Board Resolution

REPORT TO CITY COUNCIL
Approved by: Council Meeting of: June 21, 2023
_________________________________ Agenda Number: ___________ Dino Lawson, Chief of Police
_________________________________
Arnoldo Rodriguez, City Manager
SUBJECT:

Acceptance of the Proposition 64 Public Health & Safety Grant Cohort 3 from the Board of State and Community Corrections
RECOMMENDATION:

Adopt a Resolution accepting the grant award in the amount of $605,887 and approving a Standard Agreement with State of California Department of General Services SUMMARY:

The Proposition 64 Public Health & Safety Grant Program is designed to provide counties and cities that have not banned both indoor and outdoor commercial cannabis cultivation or retail sale of marijuana or marijuana products with funding to provide education to the youth and community regarding the dangers and risks of cannabis use. Due to the recently adopted cannabis ordinance, the City is eligible to receive funding from this grant. The City applied for the grant and was awarded $605,887.

DISCUSSION:

The California voters passed Proposition 64 in November of 2016, legalizing the nonmedical use of cannabis by adults 21 and older. Since the legalization of cannabis for recreational purposes there has been an increase in cannabis use among youth. The Board of State and Community Corrections recently allocated $150 million available to municipalities for projects that address local impacts due to the legalization of cannabis. According to Madera County’s Substance Order Plan, 17 percent of 7th graders, 30 percent of 9th graders, and 42 percent of 11th graders have used marijuana. It was reported that Madera youth consume cannabis at a higher rate in comparison to the State average. For this reason, staff applied for this grant to help educate and build meaningful relationships with our youth to help combat and reduce the use of cannabis.

B-6
Staff proposes to utilize the funds awarded to hire a Police Officer to run an outreach program to inform both youth and adults of the risks and dangers of cannabis use. The officer will present in the middle and high schools within the Madera Unified School District and work with the Parks Department on sports camps throughout the year. The presentations and camps will focus on providing our youth with tools to overcome peer pressure, provide mental and physical addiction resources, education on the dangers of driving under the influence of cannabis, and education on the overall risks of cannabis use.

Funding is for five years and requires strict reporting per the Board of State and Community Corrections.

FINANCIAL IMPACT:

The City was awarded a total of $605,887 for five years. The City anticipates spending these funds outside the current Fiscal Year. For this reason, staff is requesting Council accept the grant funds on behalf of the City.

Table 1: Budget Detail
Salaries and Benefits $595,887
Services and Supplies $5,000
Equipment/Fixed Assets $2,500
Other (travel & training costs) $2,500
Total $605,887
The Grant will fund one full-time sworn officer's salary and fringe benefits for five years. Table 2 provides a summary of each year.

Table 2: Salary and Benefit-cost of the Grant Officer
Year 1 Year 2 Year 3 Year 4 Year 5 Total
$104,264 $111,179 $118,545 $126,574 $135,325 $595,887
ALTERNATIVES:

If Council elects not to adopt the Resolution, the grant with the Proposition 64 Public Health & Safety Grant Program will not be executed, and the City will not be eligible to receive $605,887.

ATTACHMENTS:

1. Resolution accepting the Proposition 64 Public Health & Safety Grant Program in the amount of $605,887

2. Exhibit 1 to Resolution: Standard Agreement
Exhibit A: Scope of Work
Exhibit B: Budget Detail and Payment Provisions
Exhibit C: General Terms and Conditions
Exhibit D: Special Terms and Conditions
RESOLUTION NO. 23-______

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MADERA,

CALIFORNIA, ACCEPTING GRANT AWARD FROM THE BOARD OF STATE AND COMMUNITY CORRECTIONS IN THE AMOUNT OF $605,887 AND

APPROVING STANDARD AGREEMENT WITH STATE OF CALIFORNIA

DEPARTMENT OF GENERAL SERVICES
WHEREAS, the City of Madera Police Department is responsible for the safety of the citizens of the community; and
WHEREAS, the Police Department spends considerable resources in its efforts to provide education and positive opportunities to our youth; and
WHEREAS, the Board of State and Community Corrections has allocated $150 million through the Proposition 64 Public Health & Safety Grant Program to be used for education and programs designed to educate and prevent cannabis/marijuana use amongst the youth in our community; and
WHEREAS, the City applied for funding to fund a Police Officer; and WHEREAS, the City was awarded $605,887 from the Proposition 64 Public Health & Safety Grant Program to fund a Police Officer for five years; and WHEREAS, the State of California Department of General Services requires the execution of a Standard Agreement in order to receive the grant monies.

NOW, THEREFORE, THE COUNCIL OF THE CITY OF MADERA hereby resolves, finds, and orders as follows:

1. The foregoing recitals are true and correct.

2. The City accepts the grant award in the amount of $605,887 from the Proposition 64 Public Health & Safety Grant Program administered by the Board of State and Community Corrections is accepted.

3. The Council approves the Standard Agreement with the State of California Department of General Services as set forth in Exhibit 1 to this resolution and which is incorporated by reference.

4. The Chief of Police is authorized to sign the Agreement.

5. This resolution shall be effective immediately upon adoption. * * * * * * * *
STATE OF CALIFORNIA DEPARTMENT OF GENERAL SERVICES SCO ID: 5227-BSCC90522 STANDARD AGREEMENT AGREEMENT NUMBER PURCHASING AUTHORITY NUMBER (If Applicable) STD 213 (Rev 03/2019) BSCC 905-22 BSCC-5227

1. This Agreement is entered into between the Contracting Agency and the Contractor named below:

CONTRACTING AGENCY NAME

BOARD OF STATE AND COMMUNITY CORRECTIONS

CONTRACTOR NAME

CITY OF MADERA

2. The term of this Agreement is:

START DATE
MAY 1, 2023

THROUGH END DATE
OCTOBER 31, 2028

3. The maximum amount of this Agreement is:
$605,887.00

4. The parties agree to comply with the terms and conditions of the following exhibits and attachments, which are by this reference made a part of the Agreement.

EXHIBITS TITLE PAGES
Exhibit A Scope of Work 4
Exhibit B Budget Detail and Payment Provisions 5
Exhibit C General Terms and Conditions (04/2017) 4
Exhibit D Special Terms and Conditions 5
Attachment 1* Proposition 64 Public Health & Safety (Prop 64 PH&S) Grant Request for Proposals * Attachment 2 Proposition 64 PH&S Grant Program Cohort 3 Application for Funding 16 Appendix A Proposition 64 PH&S Grant Program Cohort 3 Scoring Panel Roster 1 Appendix B Criteria for Non-Governmental Organizations Receiving BSCC Funds (attached separately) 2 * This item is hereby incorporated by reference and can be viewed at:
http://www.bscc.ca.gov/proposition-64-public-health-safety-grant-program/ IN WITNESS WHEREOF, THIS AGREEMENT HAS BEEN EXECUTED BY THE PARTIES HERETO.

CONTRACTOR
CONTRACTOR NAME (if other than an individual, state whether a corporation, partnership, etc.)

CITY OF MADERA

CONTRACTOR BUSINESS ADDRESS CITY STATE ZIP
330 South C Street Madera CA 93638

PRINTED NAME OF PERSON SIGNING TITLE
DINO LAWSON Chief of Police

CONTRACTOR AUTHORIZED SIGNATURE DATE SIGNED


STATE OF CALIFORNIA

CONTRACTING AGENCY NAME

BOARD OF STATE AND COMMUNITY CORRECTIONS

CONTRACTING AGENCY ADDRESS CITY STATE ZIP
2590 Venture Oaks Way, Ste 200 Sacramento CA 95833

PRINTED NAME OF PERSON SIGNING TITLE
RICARDO GOODRIDGE Deputy Director

CONTRACTING AGENCY AUTHORIZED SIGNATURE DATE SIGNED

CALIFORNIA DEPARTMENT OF GENERAL SERVICES APPROVAL: EXEMPT PER SCM, VOLUME 1, CH. 4.06 I I
I I
City of Madera
BSCC 905-22

Page 1 of 4 ends

EXHIBIT A

SCOPE OF WORK

1. GRANT AGREEMENT – Proposition 64 Public Health & Safety Grant This Grant Agreement is between the State of California, Board of State and Community Corrections (hereafter referred to as BSCC) and City of Madera (hereafter referred to as the Grantee).

2. PROJECT SUMMARY AND ADMINISTRATION
A. The Prop 64 PH&S Grant Program is funded by a portion of tax revenue generated from the cultivation and retail sale of legal adult-use cannabis or cannabis products. $150,000,000 is available from the combination of the Fiscal Year 2023-24 State Budget appropriation and prior fiscal year Budget Act appropriations for local assistance grants for the Proposition 64 Public Health and Safety (Prop 64 PH&S) Cohort 3 Grant Program, administered by the BSCC.

The purpose of this grant program is to fund projects that assist with law enforcement efforts, fire protection efforts, or other local projects addressing public health and safety associated with the implementation of the Control, Regulate and Tax Adult Use of Marijuana Act (AUMA)
B. Grantee agrees to administer the project in accordance with Attachment 1: Proposition 64 PH&S Grant Program Cohort 3 Request for Proposals (incorporated by reference) and Attachment 2: Proposition 64 PH&S Grant Program Cohort 3 Application for Funding which is attached and hereto and made part of this agreement.

3. PROJECT OFFICIALS
A. The BSCC's Executive Director or designee shall be the BSCC's representative for administration of the Grant Agreement and shall have authority to make determinations relating to any controversies that may arise under or regarding the interpretation, performance, or payment for work performed under this Grant Agreement.

B. The Grantee’s project officials shall be those identified as follows:

Authorized Officer with legal authority to sign:

Name: Dino Lawson
Title: Chief of Police
Address: 330 South C Street, Madera, Ca, 93638
Phone: 559-675-4201
Email: [email protected]
City of Madera
BSCC 905-22

Page 2 of 4 ends

EXHIBIT A

SCOPE OF WORK
Designated Financial Officer authorized to receive warrants:

Name: Michael Lima
Title: Finance Director
Address: 205 West 4th Street, Madera, Ca, 93637
Phone: 559-661-5453
Email: [email protected]
Project Director authorized to administer the project:

Name: Alicia Videgain
Title: Police Lieutenant
Address: 330 South C Street, Madera, Ca, 93638
Phone: 559-675-4236
Email: [email protected]
C. Either party may change its project representatives upon written notice to the other party.

D. By signing this Grant Agreement, the Authorized Officer listed above warrants that they have full legal authority to bind the entity for which they sign.

4. DATA COLLECTION
Grantees will be required to comply with all data collection and reporting requirements as described in Attachment 1: Prop 64 PH&S Grant Program Cohort 3 Request for Proposals and Attachment 2: Proposition 64 PH&S Grant Program Cohort 3 Application for Funding.

5. REPORTING REQUIREMENTS
A. Grantee will submit quarterly progress reports in a format prescribed by the BSCC. These reports, which will describe progress made on program objectives and include required data, shall be submitted according to the following schedule:

Progress Report Periods Due no later than:

1. May 1, 2023 to June 30, 2023 August 15, 2023

2. July 1, 2023 to September 30, 2023 November 15, 2023

3. October 1, 2023 to December 31, 2023 February 15, 2024

4. January 1, 2024 to March 31, 2024 May 15, 2024

5. April 1, 2024 to June 30, 2024 August 15, 2024

6. July 1, 2024 to September 30, 2024 November 15, 2024

7. October 1, 2024 to December 31, 2024 February 15, 2025

8. January 1, 2025 to March 31, 2025 May 15, 2025

9. April 1, 2025 to June 30, 2025 August 15, 2025

10.July 1, 2025 to September 30, 2025 November 15, 2025 City of Madera
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SCOPE OF WORK

11.October 1, 2025 to December 31, 2025 February 15, 2026

12.January 1, 2026 to March 31, 2026 May 15, 2026

13.April 1, 2026 to June 30, 2026 August 15, 2026

14.July 1, 2026 to September 30, 2026 November 15, 2026

15.October 1, 2026 to December 31, 2026 February 15, 2027

16.January 1, 2027 to March 31, 2027 May 15, 2027

17.April 1, 2027 to June 30, 2027 August 15, 2027

18.July 1, 2027 to September 30, 2027 November 15, 2027

19.October 1, 2027 to December 31, 2027 February 15, 2028

20.January 1, 2028 to March 31, 2028 May 15, 2028

21.April 1, 2028 to April 30, 2028 June 15, 2028
Note: Service delivery period ends April 30, 2028. The period of May 1, 2028 to October 31, 2028 is for completion of Local Evaluation Report and financial audit only.

B. Evaluation Documents Due no later than:

1. Local Evaluation Plan September 30, 2023

2. Final Local Evaluation Report October 31, 2028
C. Other Due no later than:

Financial Audit October 31, 2028
Grantees shall submit all other reports and data as required by the BSCC.

6. PROJECT RECORDS
A. The Grantee shall establish an official file for the project. The file shall contain adequate documentation of all actions taken with respect to the project, including copies of this Grant Agreement, approved program/budget modifications, financial records and required reports.

B. The Grantee shall establish separate accounting records and maintain documents and other evidence sufficient to properly reflect the amount, receipt, and disposition of all project funds, including grant funds and any matching funds by the Grantee and the total cost of the project. Source documentation includes copies of all awards, applications, approved modifications, financial records, and narrative reports.

C. Personnel and payroll records shall include the time and attendance reports for all individuals reimbursed under the grant, whether they are employed full-time or part-time.

Time and effort reports are also required for all subcontractors and consultants.

D. The grantee shall maintain documentation of donated goods and/or services, including the basis for valuation.

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E. Grantee agrees to protect records adequately from fire or other damage. When records are stored away from the Grantee’s principal office, a written index of the location of records stored must be on hand and ready access must be assured.

F. All Grantee records relevant to the project must be preserved a minimum of three (3) years after closeout of the grant project and shall be subject at all reasonable times to inspection, examination, monitoring, copying, excerpting, transcribing, and auditing by the BSCC or designees. If any litigation, claim, negotiation, audit, or other action involving the records has been started before the expiration of the three-year period, the records must be retained until the completion of the action and resolution of all issues which arise from it or until the end of the regular three-year period, whichever is later.

7. CONFLICT OF INTEREST
A. Existing law prohibits any grantee, subgrantee, partner or like party who participated on the Prop 64 PH&S Cohort 3 Scoring Panel (See Appendix A) from receiving funds awarded under the Prop 64 PH&S Cohort 3 RFP. Applicants who are awarded grants under this RFP are responsible for reviewing the Prop 64 PH&S Cohort 3 Scoring Panel membership roster (see Appendix A) and ensuring that no grant dollars are passed through to any entity represented by the members of the Prop 64 PH&S Cohort 3 Scoring Panel.

B. In cases of an actual conflict of interest with a Prop 64 PH&S Cohort 3 Scoring Panel member, the Board may revoke the grant award and legal consequences could exist for the parties involved, including, but not limited to, repayment of the grant award.

8. FINANCIAL AUDIT
Grantees are required to provide the BSCC with a financial audit no later than the end of the contract term, October 31, 2028. The financial audit shall be performed by a Certified Public Accountant or a participating county or city auditor that is organizationally independent from the participating county’s or city’s project financial management functions. Expenses for this final audit may be reimbursed for actual costs up to $25,000.

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EXHIBIT B

BUDGET DETAIL AND PAYMENT PROVISIONS

1. INVOICING AND PAYMENTS
A. The Grantee shall be paid quarterly in arrears by submitting an invoice (Form 201) to the BSCC that outlines actual expenditures claimed for the invoicing period.

Quarterly Invoicing Periods: Due No Later Than:

1. May 1, 2023 to June 30, 2023 August 15, 2023

2. July 1, 2023 to September 30, 2023 November 15, 2023

3. October 1, 2023 to December 31, 2023 February 15, 2024

4. January 1, 2024 to March 31, 2024 May 15, 2024

5. April 1, 2024 to June 30, 2024 August 15, 2024

6. July 1, 2024 to September 30, 2024 November 15, 2024

7. October 1, 2024 to December 31, 2024 February 15, 2025

8. January 1, 2025 to March 31, 2025 May 15, 2025

9. April 1, 2025 to June 30, 2025 August 15, 2025

10.July 1, 2025 to September 30, 2025 November 15, 2025

11.October 1, 2025 to December 31, 2025 February 15, 2026

12.January 1, 2026 to March 31, 2026 May 15, 2026

13.April 1, 2026 to June 30, 2026 August 15, 2026

14.July 1, 2026 to September 30, 2026 November 15, 2026

15.October 1, 2026 to December 31, 2026 February 15, 2027

16.January 1, 2027 to March 31, 2027 May 15, 2027

17.April 1, 2027 to June 30, 2027 August 15, 2027

18.July 1, 2027 to September 30, 2027 November 15, 2027

19.October 1, 2027 to December 31, 2027 February 15, 2028

20.January 1, 2028 to March 31, 2028 May 15, 2028

21.April 1, 2028 to April 30, 2028 June 15, 2028
Final Invoicing Periods*: Due no later than:

1. May 1, 2028 to June 30, 2028 August 15, 2028

2. July 1, 2028 to October 31, 2028 December 15, 2028
*Note: Service delivery period ends April 30, 2028. The period of May 1, 2028 to October 31, 2028 is for completion of Local Evaluation Report and financial audit only.

B. All grant project expenditures (excluding costs associated with the completion of the Final Local Evaluation Report and the financial audit) must be incurred by the end of the grant project service period, April 30, 2028, and included on the final invoice City of Madera
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BUDGET DETAIL AND PAYMENT PROVISIONS
due no later than June 15, 2028. Project costs incurred after April 30, 2028 will not be reimbursed/eligible for contribution.

C. The Final Local Evaluation Report is due to BSCC by October 31, 2028.

Expenditures incurred solely for the completion of the Final Local Evaluation Report during the period of May 1, 2028 to October 31, 2028 must be submitted during the Final Expenditure Periods, with the final invoice due no later than December 15, 2028. Supporting fiscal documentation will be required for all expenditures claimed during the Final Invoicing Periods and must be submitted with the final invoice.

D. The financial audit is due to BSCC by October 31, 2028. Expenditures incurred solely for the completion of the financial audit during the period of May 1, 2028 to October 31, 2028 must be submitted during the Final Expenditure Periods, with the final statement of expenditure due no later than December 15, 2028. Supporting fiscal documentation will be required for all expenditures claimed during the Final Invoicing Periods and must be submitted with the final invoice.

E. Grantee shall submit an invoice to the BSCC each invoicing period, even if grant funds are not expended or requested during the invoicing period.

F. Supporting documentation must be submitted for expenditures upon BSCC’s request. All supporting documentation must be maintained by the grantee on site and be readily available for review during BSCC site visits.

2. GRANT AMOUNT AND LIMITATION
A. In no event shall the BSCC be obligated to pay any amount in excess of the grant award. Grantee waives any and all claims against the BSCC, and the State of California on account of project costs that may exceed the sum of the grant award.

B. Under no circumstance will a budget item change be authorized that would cause the project to exceed the amount of the grant award identified in this Grant Agreement.

3. BUDGET CONTINGENCY CLAUSE
A. This grant agreement is valid and enforceable only if sufficient funds are made available through the Proposition 64 Initiative (the Control, Regulate and Tax Adult Use of Marijuana Act) via the State and Local Government Law Enforcement Account. On or before July 15th of each fiscal year, the State Controller shall deposit funds derived from Proposition 64 taxes into the State and Local Government Law Enforcement Account pursuant to Revenue and Taxation Code section 34019, subdivision (f)(3). The grantee agrees that the BSCC’s obligation to pay any sum to the grantee under any provision of this agreement is contingent upon the availability City of Madera
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EXHIBIT B

BUDGET DETAIL AND PAYMENT PROVISIONS
of sufficient funding made available to the BSCC pursuant to Revenue and Taxation Code section 34019, subdivision (f)(3)(C).

B. If Prop 64 PH&S funding is reduced or falls below estimates contained within the Prop 64 PH&S Request for Proposals Cohort 3, the BSCC shall have the option to either cancel this Grant Agreement with no liability occurring to the BSCC or offer an amendment to this agreement to the Grantee to reflect a reduced amount.

C. If BSCC cancels the agreement pursuant to Paragraph 3(B) or Grantee does not agree to an amendment in accordance with the option provided by Paragraph 3(B), it is mutually agreed that the Grant Agreement shall have no further force and effect.

In this event, the BSCC shall have no liability to pay any funds whatsoever to Grantee or to furnish any other considerations under this Agreement and Grantee shall not be obligated to perform any provisions of this Grant Agreement except that Grantee shall be required to maintain all project records required by Paragraph 6 of Exhibit A for a period of three (3) years following the termination of this agreement.

4. PROJECT COSTS
A. Grantee is responsible for ensuring that actual expenditures are for eligible project costs. “Eligible” and “ineligible” project costs are set forth in the July 2020 BSCC Grant Administration Guide, which can be found under Quick Links here:
https://www.bscc.ca.gov/s_correctionsplanningandprograms/ The provisions of the BSCC Grant Administration Guide are incorporated by reference into this agreement and Grantee shall be responsible for adhering to the requirements set forth therein. To the extent any of the provisions of the BSCC Grant Administration Guide and this agreement conflict, the language in this agreement shall prevail.

B. Grantee is responsible for ensuring that statements of expenditures submitted to the BSCC claim actual expenditures for eligible project costs.

C. Grantee shall, upon demand, remit to the BSCC any grant funds not expended for eligible project costs or an amount equal to any grant funds expended by the Grantee in violation of the terms, provisions, conditions, or commitments of this Grant Agreement.

D. Grant funds must be used to support new program activities or to augment existing funds that expand current program activities. Grant funds shall not replace (supplant) any federal, state and/or local funds that have been appropriated for the same purpose. Violations can result in recoupment of monies provided under this grantor suspension of future program funding through BSCC grants.

5. PROMPT PAYMENT CLAUSE
Payment will be made in accordance with, and within the time specified in, Government Code Chapter 4.5, commencing with Section 927.

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BUDGET DETAIL AND PAYMENT PROVISIONS

6. WITHHOLDING OF GRANT DISBURSEMENTS
A. The BSCC may withhold all or any portion of the grant funds provided by this Grant Agreement in the event the Grantee has materially and substantially breached the terms and conditions of this Grant Agreement.

B. At such time as the balance of state funds allocated to the Grantee reaches five percent (5%), the BSCC may withhold that amount as security, to be released to the Grantee upon compliance with all grant provisions, including:
1) submittal and approval of the final invoice;
2) submittal and approval of the final progress report; and 3) submittal and approval of any additional required reports, including but not limited to the Final Local Evaluation Report and the financial audit.

C. The BSCC will not approve grantee expenditures for costs identified as ineligible for grant funding. If grant funds have been provided for costs subsequently deemed ineligible, the BSCC may either withhold an equal amount from future payments to the Grantee or require repayment of an equal amount to the State by the Grantee.

D. In the event that grant funds are withheld from the Grantee, the BSCC’s Executive Director or designee shall notify the Grantee of the reasons for withholding and advise the Grantee of the time within which the Grantee may remedy the failure or violation leading to the withholding.

7. EXECUTIVE ORDER N-6-22 – RUSSIA SANCTIONS
On March 4, 2022, Governor Gavin Newsom issued Executive Order N-6-22 (the EO) regarding Economic Sanctions against Russia and Russian entities and individuals. “Economic Sanctions” refers to sanctions imposed by the U.S. government in response to Russia’s actions in Ukraine, as well as any sanctions imposed under state law. The EO directs state agencies to terminate contracts with, and to refrain from entering any new contracts with, individuals or entities that are determined to be a target of Economic Sanctions. Accordingly, should the State determine Contractor is a target of Economic Sanctions or is conducting prohibited transactions with sanctioned individuals or entities, that shall be grounds for termination of this agreement. The State shall provide Contractor advance written notice of such termination, allowing Contractor at least 30 calendar days to provide a written response. Termination shall be at the sole discretion of the State.

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EXHIBIT B

BUDGET DETAIL AND PAYMENT PROVISIONS

8. PROJECT BUDGET
Budget Line Items Grant Funds

1. Salaries and Benefits $595,887

2. Services and Supplies $5,000

3. Professional Services $0

4. Non-Governmental Organization (NGO) Subcontracts $0

5. Indirect Costs / Administrative Overhead
(may not exceed 10% of grant award) $0

6. Equipment / Fixed Assets $2,500

7. Data Collection / Enhancement $0

8. Program Evaluation $0

9. Sustainability Planning $0

10. Other (include travel & training costs) $2,500

11. Financial Audit $0
TOTALS $605,887
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EXHIBIT C

GENERAL TERMS AND CONDITIONS
General Terms and Conditions – GTC 04/2017

1. APPROVAL: This Agreement is of no force or effect until signed by both parties and approved by the Department of General Services, if required. Contractor may not commence performance until such approval has been obtained.

2. AMENDMENT: No amendment or variation of the terms of this Agreement shall be valid unless made in writing, signed by the parties and approved as required. No oral understanding or Agreement not incorporated in the Agreement is binding on any of the parties.

3. ASSIGNMENT: This Agreement is not assignable by the Contractor, either in whole or in part, without the consent of the State in the form of a formal written amendment.

4. AUDIT: Contractor agrees that the awarding department, the Department of General Services, the Bureau of State Audits, or their designated representative shall have the right to review and to copy any records and supporting documentation pertaining to the performance of this Agreement. Contractor agrees to maintain such records for possible audit for a minimum of three (3) years after final payment, unless a longer period of records retention is stipulated. Contractor agrees to allow the auditor(s) access to such records during normal business hours and to allow interviews of any employees who might reasonably have information related to such records. Further, Contractor agrees to include a similar right of the State to audit records and interview staff in any subcontract related to performance of this Agreement. (Gov. Code §8546.7, Pub. Contract Code §10115 et seq., CCR Title 2, Section 1896).

5. INDEMNIFICATION: Contractor agrees to indemnify, defend and hold harmless the State, its officers, agents and employees from any and all claims and losses accruing or resulting to any and all contractors, subcontractors, suppliers, laborers, and any other person, firm or corporation furnishing or supplying work services, materials, or supplies in connection with the performance of this Agreement, and from any and all claims and losses accruing or resulting to any person, firm or corporation who may be injured or damaged by Contractor in the performance of this Agreement.

6. DISPUTES: Contractor shall continue with the responsibilities under this Agreement during any dispute.

7. TERMINATION FOR CAUSE: The State may terminate this Agreement and be relieved of any payments should the Contractor fail to perform the requirements of this Agreement at the time and in the manner herein provided. In the event of such termination the State may proceed with the work in any manner deemed proper by the State. All costs to the State shall be deducted from any sum due the Contractor under this Agreement and the balance, if any, shall be paid to the Contractor upon demand.

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GENERAL TERMS AND CONDITIONS

8. INDEPENDENT CONTRACTOR: Contractor, and the agents and employees of Contractor, in the performance of this Agreement, shall act in an independent capacity and not as officers or employees or agents of the State.

9. RECYCLING CERTIFICATION: The Contractor shall certify in writing under penalty of perjury, the minimum, if not exact, percentage of post-consumer material as defined in the Public Contract Code Section 12200, in products, materials, goods, or supplies offered or sold to the State regardless of whether the product meets the requirements of Public Contract Code Section 12209. With respect to printer or duplication cartridges that comply with the requirements of Section 12156(e), the certification required by this subdivision shall specify that the cartridges so comply (Pub. Contract Code §12205).

10.NON-DISCRIMINATION CLAUSE: During the performance of this Agreement, Contractor and its subcontractors shall not deny the contract’s benefits to any person on the basis of race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, age, sexual orientation, or military and veteran status, nor shall they discriminate unlawfully against any employee or applicant for employment because of race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, age, sexual orientation, or military and veteran status. Contractor shall insure that the evaluation and treatment of employees and applicants for employment are free of such discrimination.

Contractor and subcontractors shall comply with the provisions of the Fair Employment and Housing Act (Gov. Code §12900 et seq.), the regulations promulgated thereunder (Cal. Code Regs., tit. 2, §11000 et seq.), the provisions of Article 9.5, Chapter 1, Part 1, Division 3, Title 2 of the Government Code (Gov. Code §§11135-11139.5), and the regulations or standards adopted by the awarding state agency to implement such article. Contractor shall permit access by representatives of the Department of Fair Employment and Housing and the awarding state agency upon reasonable notice at any time during the normal business hours, but in no case less than 24 hours’ notice, to such of its books, records, accounts, and all other sources of information and its facilities as said Department or Agency shall require to ascertain compliance with this clause. Contractor and its subcontractors shall give written notice of their obligations under this clause to labor organizations with which they have a collective bargaining or other agreement. (See Cal. Code Regs., tit. 2, §11105.) Contractor shall include the nondiscrimination and compliance provisions of this clause in all subcontracts to perform work under the Agreement.

11.CERTIFICATION CLAUSES: The CONTRACTOR CERTIFICATION CLAUSES contained in the document CCC 04/2017 (https://www.dgs.ca.gov/OLS/Resources/PageContent/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language) are hereby incorporated by reference and made a part of this Agreement by this reference as if attached hereto.

12.TIMELINESS: Time is of the essence in this Agreement.

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GENERAL TERMS AND CONDITIONS

13.COMPENSATION: The consideration to be paid Contractor, as provided herein, shall be in compensation for all of Contractor's expenses incurred in the performance hereof, including travel, per diem, and taxes, unless otherwise expressly so provided.

14.GOVERNING LAW: This contract is governed by and shall be interpreted in accordance with the laws of the State of California.

15.ANTITRUST CLAIMS: The Contractor by signing this agreement hereby certifies that if these services or goods are obtained by means of a competitive bid, the Contractor shall comply with the requirements of the Government Codes Sections set out below.

A. The Government Code Chapter on Antitrust claims contains the following definitions:
1) "Public purchase" means a purchase by means of competitive bids of goods, services, or materials by the State or any of its political subdivisions or public agencies on whose behalf the Attorney General may bring an action pursuant to subdivision (c) of Section 16750 of the Business and Professions Code.
2) "Public purchasing body" means the State or the subdivision or agency making a public purchase. Government Code Section 4550.

B. In submitting a bid to a public purchasing body, the bidder offers and agrees that if the bid is accepted, it will assign to the purchasing body all rights, title, and interest in and to all causes of action it may have under Section 4 of the Clayton Act (15 U.S.C. Sec. 15) or under the Cartwright Act (Chapter 2 (commencing with Section 16700) of Part 2 of Division 7 of the Business and Professions Code), arising from purchases of goods, materials, or services by the bidder for sale to the purchasing body pursuant to the bid.

Such assignment shall be made and become effective at the time the purchasing body tenders final payment to the bidder. Government Code Section 4552.

C. If an awarding body or public purchasing body receives, either through judgment or settlement, a monetary recovery for a cause of action assigned under this chapter, the assignor shall be entitled to receive reimbursement for actual legal costs incurred and may, upon demand, recover from the public body any portion of the recovery, including treble damages, attributable to overcharges that were paid by the assignor but were not paid by the public body as part of the bid price, less the expenses incurred in obtaining that portion of the recovery. Government Code Section 4553.

D. Upon demand in writing by the assignor, the assignee shall, within one year from such demand, reassign the cause of action assigned under this part if the assignor has been or may have been injured by the violation of law for which the cause of action arose and (a) the assignee has not been injured thereby, or (b) the assignee declines to file a court action for the cause of action. See Government Code Section 4554.

16.CHILD SUPPORT COMPLIANCE ACT: For any Agreement in excess of $100,000, the contractor acknowledges in accordance with Public Contract Code 7110, that:

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GENERAL TERMS AND CONDITIONS
A. The contractor recognizes the importance of child and family support obligations and shall fully comply with all applicable state and federal laws relating to child and family support enforcement, including, but not limited to, disclosure of information and compliance with earnings assignment orders, as provided in Chapter 8 (commencing with section 5200) of Part 5 of Division 9 of the Family Code; and
B. The contractor, to the best of its knowledge is fully complying with the earnings assignment orders of all employees and is providing the names of all new employees to the New Hire Registry maintained by the California Employment Development Department.

17.UNENFORCEABLE PROVISION: In the event that any provision of this Agreement is unenforceable or held to be unenforceable, then the parties agree that all other provisions of this Agreement have force and effect and shall not be affected thereby.

18.PRIORITY HIRING CONSIDERATIONS: If this Contract includes services in excess of $200,000, the Contractor shall give priority consideration in filling vacancies in positions funded by the Contract to qualified recipients of aid under Welfare and Institutions Code Section 11200 in accordance with Pub. Contract Code §10353.

19.SMALL BUSINESS PARTICIPATION AND DVBE PARTICIPATION REPORTING REQUIREMENTS:

A. If for this Contract Contractor made a commitment to achieve small business participation, then Contractor must within 60 days of receiving final payment under this Contract (or within such other time period as may be specified elsewhere in this Contract) report to the awarding department the actual percentage of small business participation that was achieved. (Gov. Code § 14841.)
B. If for this Contract Contractor made a commitment to achieve disabled veteran business enterprise (DVBE) participation, then Contractor must within 60 days of receiving final payment under this Contract (or within such other time period as may be specified elsewhere in this Contract) certify in a report to the awarding department: (1) the total amount the prime Contractor received under the Contract; (2) the name and address of the DVBE(s) that participated in the performance of the Contract; (3) the amount each DVBE received from the prime Contractor; (4) that all payments under the Contract have been made to the DVBE; and (5) the actual percentage of DVBE participation that was achieved. A person or entity that knowingly provides false information shall be subject to a civil penalty for each violation. (Mil. & Vets. Code § 999.5(d); Govt. Code § 14841.)

20.LOSS LEADER: If this contract involves the furnishing of equipment, materials, or supplies then the following statement is incorporated: It is unlawful for any person engaged in business within this state to sell or use any article or product as a “loss leader” as defined in Section 17030 of the Business and Professions Code. (PCC 10344(e).) City of Madera
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EXHIBIT D

SPECIAL TERMS AND CONDITIONS

1. GRANTEE’S GENERAL RESPONSIBILITY
A. Grantee agrees to comply with all terms and conditions of this Grant Agreement. Review and approval by the BSCC are solely for the purpose of proper administration of grant funds and shall not be deemed to relieve or restrict the Grantee’s responsibility.

B. Grantee is responsible for the performance of all project activities identified in Attachment 1: Proposition 64 PH&S Cohort 3 Grant Program Cohort 3 Request for Proposals and Attachment 2: Proposition 64 PH&S Grant Program Cohort 3 Application for Funding.

C. Grantee shall immediately advise the BSCC of any significant problems or changes that arise during the course of the project.

D. Grantee shall immediately notify the BSCC if there is change in circumstances so that grantee no longer meets the eligibility criteria of the Proposition 64 PH&S Cohort 3 Program Request for Proposals. Grantee must immediately notify the BSCC if there is a change in grantee’s nonprofit status or loss of good standing in the State of California (e.g., suspension or rescission of legal status by the Secretary of State for any reason, including but not limited to, failing to file forms, paying required fees, or making tax payments).

2. GRANTEE ASSURANCES AND COMMITMENTS
A. Compliance with Laws and Regulations
This Grant Agreement is governed by and shall be interpreted in accordance with the laws of the State of California. Grantee shall at all times comply with all applicable State laws, rules and regulations, and all applicable local ordinances.

B. Fulfillment of Assurances and Declarations
Grantee shall fulfill all assurances, declarations, representations, and statements made by the Grantee in Attachment 1: Proposition 64 PH&S Grant Program Cohort 3 Request for Proposal and Attachment 2: Proposition 64 PH&S Grant Program Cohort 3 Application for Funding, documents, amendments, approved modifications, and communications filed in support of its request for grant funds.

C. Permits and Licenses
Grantee agrees to procure all permits and licenses necessary to complete the project, pay all charges and fees, and give all notices necessary or incidental to the due and lawful proceeding of the project work.

3. POTENTIAL SUBCONTRACTORS
A. In accordance with the provisions of this Grant Agreement, the Grantee may subcontract for services needed to implement and/or support program activities. Grantee agrees that in the event of any inconsistency between this Grant Agreement and Grantee’s agreement with a subcontractor, the language of this Grant Agreement will prevail.

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SPECIAL TERMS AND CONDITIONS
B. Nothing contained in this Grant Agreement or otherwise, shall create any contractual relation between the BSCC and any subcontractors, and no subcontract shall relieve the Grantee of his responsibilities and obligations hereunder. The Grantee agrees to be as fully responsible to the BSCC for the acts and omissions of its subcontractors and of persons either directly or indirectly employed by any of them as it is for the acts and omissions of persons directly employed by the Grantee. The Grantee's obligation to pay its subcontractors is an independent obligation from the BSCC's obligation to make payments to the Grantee. As a result, the BSCC shall have no obligation to pay or to enforce the payment of any moneys to any subcontractor.

C. Grantee shall ensure that all subcontractors comply with the eligibility requirements stated in the Prop 64 PH&S Grant Cohort 3 RFP and described in Appendix B.

D. Grantee assures that for any subcontract awarded by the Grantee, such insurance and fidelity bonds, as is customary and appropriate, will be obtained.

E. Grantee agrees to place appropriate language in all subcontracts for work on the project requiring the Grantee’s subcontractors to:
1) Books and Records
Maintain adequate fiscal and project books, records, documents, and other evidence pertinent to the subcontractor’s work on the project in accordance with generally accepted accounting principles. Adequate supporting documentation shall be maintained in such detail so as to permit tracing transactions from the invoices, to the accounting records, to the supporting documentation. These records shall be maintained for a minimum of three (3) years after the acceptance of the final grant project audit under the Grant Agreement, and shall be subject to examination and/or audit by the BSCC or designees, state government auditors or designees, or by federal government auditors or designees.
2) Access to Books and Records
Make such books, records, supporting documentations, and other evidence available to the BSCC or designee, the State Controller’s Office, the Department of General Services, the Department of Finance, California State Auditor, and their designated representatives during the course of the project and for a minimum of three (3) years after acceptance of the final grant project audit. The Subcontractor shall provide suitable facilities for access, monitoring, inspection, and copying of books and records related to the grant-funded project.

4. PROJECT ACCESS
Grantee shall ensure that the BSCC, or any authorized representative, will have suitable access to project activities, sites, staff and documents at all reasonable times during the grant period including those maintained by subcontractors. Access to program records will be made available by both the grantee and the subcontractors for a period of three (3) years following the end of the grant period.

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SPECIAL TERMS AND CONDITIONS

5. ACCOUNTING AND AUDIT REQUIREMENTS
A. Grantee agrees that accounting procedures for grant funds received pursuant to this Grant Agreement shall be in accordance with generally accepted government accounting principles and practices, and adequate supporting documentation shall be maintained in such detail as to provide an audit trail. Supporting documentation shall permit the tracing of transactions from such documents to relevant accounting records, financial reports and invoices.

B. Grantees are required to provide the BSCC with a financial audit within no later than the end of the contract term (October 31, 2028). The financial audit shall be performed by a Certified Public Accountant or a participating county or city auditor that is organizationally independent from the participating county’s or city’s project financial management functions. Expenses for this final audit may be reimbursed for actual costs up to $25,000.

C. The BSCC reserves the right to call for a program or financial audit at any time between the execution of this Grant Agreement and three years following the end of the grant period. At any time, the BSCC may disallow all or part of the cost of the activity or action determined to not be in compliance with the terms and conditions of this Grant Agreement or take other remedies legally available.

6. DEBARMENT, FRAUD, THEFT OR EMBEZZLEMENT
It is the policy of the BSCC to protect grant funds from unreasonable risks of fraudulent, criminal, or other improper use. As such, the Board will not enter into contracts or provide reimbursement to grantees that have been:

1. debarred by any federal, state, or local government entities during the period of debarment; or

2. convicted of fraud, theft, or embezzlement of federal, state, or local government grant funds for a period of three years following conviction.

All Grantees must have on file with the BSCC a completed and signed Certification of Compliance with BSCC Policies on Debarment, Fraud, Theft and Embezzlement (Required as Appendix F of the original Proposal Package).

City of Madera
BSCC 905-22

Page 4 of 5 ends

EXHIBIT D

SPECIAL TERMS AND CONDITIONS

7. MODIFICATIONS
No change or modification in the project will be permitted without prior written approval from the BSCC. Changes may include modification to project scope, changes to performance measures, compliance with collection of data elements, and other significant changes in the budget or program components contained in the Attachment 1: Proposition 64 PH&S Grant Program Cohort 3 Request for Proposals and Attachment 2: Proposition 64 PH&S Grant Program Cohort 3 Application for Funding. Changes shall not be implemented by the project until authorized by the BSCC.

8. TERMINATION
A. This Grant Agreement may be terminated by the BSCC at any time after grant award and prior to completion of project upon action or inaction by the Grantee that constitutes a material and substantial breech of this Grant Agreement. Such action or inaction includes but is not limited to:
1) substantial alteration of the scope of the grant project without prior written approval of the BSCC;
2) refusal or inability to complete the grant project in a manner consistent with Attachment 1: Proposition 64 PH&S Grant Program Cohort 3 Request for Proposals and Attachment 2: Proposition 64 PH&S Grant Program Cohort 3 Application for Funding, or approved modifications;
3) failure to meet prescribed assurances, commitments, recording, accounting, auditing, and reporting requirements of the Grant Agreement; and
4) if grantee no longer meets the criteria of an eligible applicant. A grantee no longer meets the criteria of an eligible applicant if grantee’s nonprofit status changes or grantee is no longer in good standing with the State of California. A loss of good standing may include suspension or rescission of legal status by the California Secretary of State for any reason, including but not limited to, failing to file forms, pay required fees, or making tax payments.

B. Prior to terminating the Grant Agreement under this provision, the BSCC shall provide the Grantee at least 30 calendar days written notice stating the reasons for termination and effective date thereof. The Grantee may appeal the termination decision in accordance with the instructions listed in Exhibit D: Special Terms and Conditions, Number 9.

Settlement of Disputes.

9. SETTLEMENT OF DISPUTES
A. The parties shall deal in good faith and attempt to resolve potential disputes informally. If the dispute persists, the Grantee shall submit to the BSCC Corrections Planning and Grant Programs Division Deputy Director a written demand for a final decision regarding the disposition of any dispute between the parties arising under, related to, or involving this Grant Agreement. Grantee’s written demand shall be fully supported by factual City of Madera
BSCC 905-22

Page 5 of 5 ends

EXHIBIT D

SPECIAL TERMS AND CONDITIONS
information. The BSCC Corrections Planning and Grant Programs Division Deputy Director shall have 30 days after receipt of Grantee’s written demand invoking this Section “Disputes” to render a written decision. If a written decision is not rendered within 30 days after receipt of the Grantee’s demand, it shall be deemed a decision adverse to the Grantee’s contention. If the Grantee is not satisfied with the decision of the BSCC Corrections Planning and Grant Programs Division Deputy Director, the Grantee may appeal the decision, in writing, within 15 days of its issuance (or the expiration of the 30- day period in the event no decision is rendered), to the BSCC Executive Director, who shall have 45 days to render a final decision. If the Grantee does not appeal the decision of the BSCC Corrections Planning and Grant Programs Division Deputy Director, the decision shall be conclusive and binding regarding the dispute and the Contractor shall be barred from commencing an action in court, or with the Victims Compensation Government Claims Board, for failure to exhaust Grantee’s administrative remedies.

B. Pending the final resolution of any dispute arising under, related to or involving this Grant Agreement, Grantee agrees to diligently proceed with the performance of this Grant Agreement, including the providing of services in accordance with the Grant Agreement.

Grantee’s failure to diligently proceed in accordance with the State’s instructions regarding this Grant Agreement shall be considered a material breach of this Grant Agreement.

C. Any final decision of the State shall be expressly identified as such, shall be in writing, and shall be signed by the Executive Director, if an appeal was made. If the Executive Director fails to render a final decision within 45 days after receipt of the Grantee’s appeal for a final decision, it shall be deemed a final decision adverse to the Grantee’s contentions. The State’s final decision shall be conclusive and binding regarding the dispute unless the Grantee commences an action in a court of competent jurisdiction to contest such decision within 90 days following the date of the final decision or one (1) year following the accrual of the cause of action, whichever is later.

D. The dates of decision and appeal in this section may be modified by mutual consent, as applicable, excepting the time to commence an action in a court of competent jurisdiction.

10.WAIVER
The parties hereto may waive any of their rights under this Grant Agreement unless such waiver is contrary to law, provided that any such waiver shall be in writing and signed by the party making such waiver.

SECTION I -

APPLICANT

INFORMATION
This section requires information about the applicant (County/City), grant funds being requested, proposed project synopsis and project officials.

Name of Applicant
('Name' County or
City of 'Name')
City of Madera
Tax Identification
Number
94-6000365
Grant Funds
Requested - Whole
dollars only
605,887
Applicant's Physical
Address
205 West 4th Street
Madera
CA
93637
US
Applicant's Mailing
Address (if different
than physical
address)
n/a
Mailing Address For
Reimbursement
Payments
205 West 4th Street
Madera
CA
93637
US
Project Title City of Madera BSCC Plan
Project Summary If funding is awarded, the City of Madera Police Department’s Youth Outreach Project involving Crime Prevention and Marijuana Education will support one full-time Police Officer with the goal of preventing local youth from using cannabis as well as having a wellinformed community that is aware of the dangers and risks of cannabis use. The Officer will provide education to teens on the dangers and risks of cannabis use. One of the ways the Officer will engage with the youth would be through sports. Said Officer will build relationships with its local youth through school and City activities during engagement in outdoor activities involving sports, education, and leadership development. The Officer will also prepare and direct student and parent educational presentations at school events regarding the short and long-term impacts of cannabis use.

Proposed Project
County/City Size for
Funding Distribution
Small-sized county or a city within a small-sized county Project Purpose
Areas (PPAs)
PPA 1: Youth Development/Youth Prevention and Intervention PPA 2: Public Health
Lead Public Agency
(LPA) Information
This sub-section requires information about the governmental agency with local authority of or within the county or city that will be acting as the LPA. Additionally, this section requires names and contact information for the individuals identified as the Project Director, Financial Officer, Day-to-Day Project Contact, Day-to-Day Fiscal Contact, and the Authorized Officer with signing authority.

Lead Public Agency
(LPA)
Madera Police Department
Project Director Alicia
Videgain
Project Director's
Title
Police Lieutenant
Project Director's
Physical Address
330 South C Street
Madera
CA
93637
US
Project Director's
Mailing Address (if
different than
physical address)
n/a
Project Director's
Email Address
[email protected]
Project Director's
Phone Number
+15596754236
Financial Officer Kingsley
Okereke
Financial Officer's
Title
Interim Finance Director
Financial Officer's
Physical Address
205 West 4th Street
Madera
CA
93637
US
Financial Officer's
Mailing Address (if
different than
physical address)
n/a
Financial Officer's
Email Address
[email protected]
Financial Officer's
Phone Number
+15596615453
Day-To-Day Program
Contact
Alicia
Videgain
Day-To-Day Program
Contact's Title and
Agency/Department/Organization
Police Lieutenant/Madera Police Department
Day-To-Day Program
Contact's Physical
Address
330 South C Street
Madera
CA
93638
US
Day-To-Day Program
Contact's Email
Address
[email protected]
Day-To-Day Program
Contact's Phone
Number
+15596754236
Day-To-Day Fiscal
Contact
Anthony
Forestiere
Day-To-Day Fiscal
Contact's Title with
Agency/Department/Organization
Financial Services Manager/City of Madera
Day-To-Day Fiscal
Contact's Physical
Address
205 West 4th Street
Madera
CA
93637
US
Day-To-Day Fiscal
Contact's Email
Address
[email protected]
Day-To-Day Fiscal
Contact's Phone
Number
+15596615443
Name of Authorized
Officer*
Dino
Lawson
I hereby certify I am
vested by the
Applicant with the
authority to enter into
contract with the
BSCC, and the
grantee and any
subcontractors will
abide by the laws,
policies, and
procedures
governing this
funding.
checked
Date of Assurance 12/2/2022
Authorized Officer's
Title and
Agency/Department
Chief of Police/Madera Police Department
Authorized Officer's
Physical Address
330 South C Street
Madera
CA
93738
US
Authorized Officer's
Email Address
[email protected]
Authorized Officer's
Phone Number
+15596754201

SECTION II -

PROPOSAL

ABSTRACT
The Proposal Abstract should provide a brief summary of the proposed project. This section will not be included in the rating of the proposal.

PROPOSAL

ABSTRACT
The Madera Police Department will use funds awarded from the is grant opportunity to hire an Officer to run an outreach program to inform and educate both youth and adults of the risks and dangers of cannabis use. The Grant Officer will work with the Madera Parks Department on a sports camp/program to engage youth, to bond with and trust Madera Police Department to ensure they will heed the warnings of cannabis use. Not only will Madera Police Department engage with youth through the Parks Department, they will also attend school events and speak on various middle and high school campuses within the City of Madera and Madera Unified School District. The Madera Police Department will also engage the general public, both adults and youth, at community events and on social media, to inform the public on the dangers and risks of cannabis use, in order to educate the public to warn and advise on the choices they're making.

SECTION III -

PROPOSAL

NARRATIVE
This section requires responses
Proposal Narrative
Instructions
The Proposal Narrative section must address the following Rating Factors- Project Need, the Project Description, and the Project Evaluation - as outlined in the Prop 64 Cohort 3 RFP Information Packet, beginning on page 18 of the Prop 64 Cohort 3 RFP Instruction Packet. Narrative in this section must clearly identify and delineate each Factor Section (i.e., Project Need, the Project Description, and the Project Evaluation) when responding. Sources cited must be included within Proposal Narrative or may be referenced within the optional RFP- Additional Information attachment . It is up to the applicant to determine how best to use the total character limit in addressing each section (i.e., Project Need, the Project Description, and the Project Evaluation) . However, the Applicant may use the percent of total point value for each section as a guide. The Rating Factors and weighted value are provided in the Prop 64 Cohort 3 RFP Instruction Packet (Page 15). The Project Work Plan must also be uploaded to this Section as it is rated under the Project Description Rating Factor (2.6).

Proposal Narrative Project Need:

The State of California was the first state to legalize the use of cannabis for medical purposes in 1996. Twenty years later the state legalized cannabis for recreational purposes. As a result of this, there has been an increase in the use of cannabis products along with cannabis related disciplinary issues, which has also increased opportunities for cannabis amongst youth. According to a study done by University of California San Diego, once a state legalizes recreational cannabis, those too young to legally consume, do so anyway. Youth as young as 12 years old begin to use cannabis. In UCSD’s study, of the 6,925 youth and 14,938 adults tracked, nearly 18% of those using were ages 12 to 20.

According to Madera County’s Substance Use Disorder (SUD) Prevention Plan, 17% of 7th graders, 30% of 9th graders, and 42.3% of 11th graders reported having used marijuana in their lifetime. In addition, 8.5% of 7th graders, 15.6% of 9th graders, and 23.4% of 11th graders reported having smoked marijuana in the past month. It was also reported that youth in Madera County are consuming cannabis/marijuana at rates higher than the State rate.

Studies have also shown there is an increase in juvenile crimes during the warmer months and periods where youth are out of school. Given the extended daylight hours through the summer, this offers juveniles more opportunities of delinquencies and transgressions. Common examples of such wrongdoing include the use of cannabis, which can result in theft, driving under the influence, and alcohol consumption, just to name a few.

Since 2016 the Madera Police Department has seen an increase of cannabis users being arrested for DUI, as well as an increase in youth being in possession of cannabis. Most adults and youth are not familiar with DUI laws as they relate to Proposition 64 and the use of cannabis. A great number of individuals believe they are not impaired by the use of cannabis, therefore, educating our public, both youth and adult, is imperative.

Project Description:

Target Groups
The Madera Police Department will focus cannabis presentations and educational materials on the following groups.

1. Youth between the ages of 5 and 18 years
• Madera Unified School District – 19,941 Students

2. City of Madera Residents
• Outreach to 53,991 adults through social media posts, community events, etc.

PPA 1- Youth Development/Youth Prevention and Intervention Many youths believe that cannabis is not as harmful as alcohol or tobacco and a lesser crime comparatively since the enactment of Proposition 64. This misinformation is influencing our youth and contributing to the normalization of cannabis use and has become a growing trend.

The Madera Police Department will focus on youth outreach and intervention by way of a sports camp summer program combined with various other sports camps throughout the year during breaks students have from school, such as winter and spring break. In addition, Madera PD will also focus on regular visits and presentations at various school campuses through Madera Unified School District. Currently cannabis education within the local schools and community is very limited. The police department will be expanding current cannabis related work to improve our prevention efforts throughout the school district and the community.

The Madera Police Department will conduct crime prevention and cannabis outreach to local youth through sports and other extracurricular activities that have been observed to reduce delinquent behaviors in youth. The grant officer will facilitate activities and sports that are not currently offered through the Madera Parks Department and focus on periods where local youth are out of school.

The grant officer will conduct in classroom educational cannabis presentations to students in middle and high schools. The presentations and number of students present will be documented on BSCC Grant Stats form. Presentation information covers the following topics:
• Proposition 64 and related laws
• Dangers of cannabis use by youth
• Driving under the influence of cannabis
• Peer pressure and effective ways to say no
• Information on mental & addiction resources
Presentations will be given three times per year at 10 of the high schools and middle schools within Madera Unified School District for a total of 30 times. The presentations offered will be approximately fifteen minutes long and will include informational materials to be passed out to the students. Said materials which will include flyers, pamphlets, brochures, and/or web links will ensure that students have access to information when they need it after the presentations have been concluded. Madera Police Department anticipates serving up to 10,000 students per year through these presentations.

The grant officer will reach 150 to 200 local youth through sports programs and cannabis information/awareness activities per year, for a total of 750 to 1,000 youth. All activities and participants will be documented through the Parks Department application form and survey. The Grant officer will keep detailed stats on the participants and documented on the BSCC grant stats form. The Parks
Department form collects the following information:
• Name, Address, and Age
• Parents names and phone numbers
• School and grade
• Parent and Student Survey
PPA 2- Public Health
The myth that cannabis is not harmful has been pushed, and more and more youth and adults believe this myth. More frequently, vaping nicotine as increased to cannabis in record numbers. As mentioned above, more youth and those under the legal age limit of 21 are vaping. The fact that vaping is easy to conceal and hide from parents and teachers makes this problem very prevalent.

Cannabis products are the most used illegal substance in the U.S. and the numbers are on the rise, with youth, adults and even pregnant women. Given this increase, the truth about the harms and risks of cannabis use is on the decline, as a large number of the population consider cannabis use as normal given the legal status of the product in many states. The current use of cannabis is stronger than ever.

The following are the points which Madera Police Department will educate the public about:
• Brain health: cannabis can cause permanent IQ loss of as much as 8 points when people start using it at a young age. These IQ points do not come back, even after quitting cannabis.
• Mental health: Studies link cannabis use to depression, anxiety, suicide planning, and psychotic episodes. It is not known, however, if cannabis use is the cause of these conditions.
• Athletic Performance: Research shows that cannabis affects timing, movement, and coordination, which can harm athletic performance. • Driving: People who drive under the influence of cannabis can experience dangerous effects: slower reactions, lane weaving, decreased coordination, and difficulty reacting to signals and sounds on the road.
• Baby’s health and development: cannabis use during pregnancy may cause fetal growth restriction, premature birth, stillbirth, and problems with brain development, resulting in hyperactivity and poor cognitive function. Tetrahydrocannabinol (THC) and other chemicals from cannabis can also be passed from a mother to her baby through breast
milk, further impacting a child’s healthy development.
• Daily life: Using Cannabis can affect performance and how well people do in life. Research shows that people who use marijuana are more likely to have relationship problems, worse educational outcomes, lower career achievement, and reduced life satisfaction.

The Madera Police Department Grant Officer will set up booths to distribute information at local community and school events. The Grant Office will also conduct educational presentations at schools.

The Madera Department anticipates 20 presentations to occur annually: 6 presentations at community events, 10 presentations school events, and 4 other community events as needed. The information provided at these presentations will be the above bulletpoint information, which will be provided in print and digital formats to ensure that residents and students can have quick and easy access at any time. The grant officer will document the number of informational booths and educational presentations on the BSCC Grants Stats form. The grant officer will also attempt to collect signatures of all residents in each location who approach the booth and receive materials. The data collected will be used to estimate the total impact of this outreach. However, the Madera Police Department understands a large number of residents might not likely want to provide their signature but will take the provided information. During the school events, a component of the pre-survey will ask students if they’ve received this information elsewhere and will determine whether or not a student received it at school or at one of the community events. If the participant replies “yes” and note they received the information at school, that number will not be included twice in the overall headcount. However, educational materials will be given to student’s multiple times to reenforce the chances that student will make the decision to discontinue using, or not use, cannabis. Repeated information will help solidify concepts in a young person’s mind, according to studies on the effects of memorable strategies to enhance the learning of young people. The more youth interact with the Madera Police Department and create a trust and bond, while also receiving information, the better the chances are this information will stay with them.

Evaluation of PPA Goals and Objectives:

The Madera Police Department will measure PPA through a correlational research design using student pre- and postassessment survey data, sign-in sheets (used at community events where participation is not mandatory) police department stats, and cannabis education records and participant sign in sheets. This formative assessment will guide programmatic changes throughout the project period. Data will be added into the BSCC Grant Stats form for final, summative evaluation at the end of the grant period. The mixed methods of quantitative and qualitative data will be used to assess change in cannabis perceptions among local youth. The objective of PPA 1 is to increase knowledge of cannabis dangers among local youth, reduce crime, and lower the cannabis use rate among local youth by at least ten percent. The evaluation of PPA 1 relies on quantitative data that will ultimately show if we have met our goals and objectives. Qualitative data will be sourced from pre- and post-survey data collected from
students and will focus on student’s perceived effectiveness of the program. For example, one assessment question will be “do you think that school presentations like this help youth make more informed decisions on cannabis use?” The survey will also include open-ended questions intended to collect qualitative data on how best the Madera Police Department could conduct outreach to youth, what activities youth would like to see implemented, and how often they would like to be contacted. The Evaluation Committee will review both qualitative and quantitative data as part of its formative approach to program improvement.

The Madera Police Department will measure the objective of PPA 2 through participant sign-in sheets and number of informational booths, presentations, and improved outreach regarding the safety of cannabis and its legal uses as captured by sign-in data over the duration of the project. The Grant Officer will also monitor comments and interaction on the Social Media posts. These tools will allow the Grant Officer and Department to make a reasonable assumption that the general public has been offered education tools and information that will allow them to make a well-informed decision on whether or not they still choose to use cannabis projects. In addition, the Department will utilize DUI statistics and records that will provide quantifiable data on whether or not these outreach efforts have actually had an impact in reducing these DUI stats, which of course is the ultimate goal of this program. This PPA will utilize qualitative data; no pre-and post-assessments will be utilized for this PPA; therefore, not qualitative data is anticipated.

All qualitative and quantitative data will be assessed by the Grant Officer and an Evaluation Committee on a regular basis. At quarterly meetings, the committee will review up-to-date quantitative data as they relate to the project’s objectives and discuss progress on objective completion. The Grant Officer and committee will also review qualitative data as results from pre- and post-assessments and open-ended questions. This data will be used to guide programmatic changes that will improve the project’s ability to meet its objectives.

Participant success is defined through two measures: pre- and postassessments (qualitative and quantitative data) of youth and resulting qualitative data sourced from Madera Police Department statistics of anticipated crime reduction. Using baseline data from 2021-2022, when no interventions or treatments were in place to combat illegal cannabis usage and educate on legal cannabis usage, any improvements in data over the baseline for the 5-year duration of this BSCC grant.
1 Applicants must complete a Project Work Plan. This Project Work Plan identifies measurable goals and objectives, activities and services, responsible parties for those activities and services, and estimated timelines. Completed plans should (1) identify the project’s top goals and objectives; (2) identify how the top goals will be achieved in terms of the activities, responsible staff/partners, and start and end dates; and (3) provide goals and objectives with a clear relationship to the need and intent of the grant. As this grant term is for five (5) years, the Project Work Plan must attempt to identify activities/services and estimate timelines for the entire grant term. Include data and sources that will be used to measure project outcomes.

Applicants must use the Project Work Plan provided below. You will be prompted to upload this document to the BSCC-Submittable Application. (1) Goal: > Youth Prevention and Intervention Sports Program Objectives
(A., B., etc.)
> For all youth involved in the City of Madera Parks Department sports program to understand the risks and dangers of using cannabis. A survey will be developed by Madera Police Department which will include pre- and post-assessment to measure the effectiveness of presentations and grant activities.

Process &
Outcome
Measures:
> A survey will be given to all youth involved in the sports program at the beginning of the year. A similar surveyt will be given at the end of the year. The answers to the questions will determine if said youth have a better understanding of the risks and dangers of cannabis use.

Project activities/services that support the identified goal and objectives:
> Within the sports program through the City of Madera Parks Department, build a bond and trust with the youth involved in the sports camp and thereby reduce the chances of cannabis by encouraging them to make healthy lifestyle choices through outreach, presentations, and educational materials. Materials will include informational flyers, brochures, and online materials accessible by cellphone and will have information regarding the risks and dangers of cannabis.

Responsible
staff/ partners
Timeline
Start Date End Date
> Grant Officer > >
List data and sources to be used to measure outcomes: > A Survey will be developed and implimented at the start of each session, and the end of each session to measure the effectiveness of the program. (2) Goal: > Youth Prevention and Intervention Educational Presentations Objectives
(A., B., etc.)
> Provide students within Madera Unified School Distrcit with information regarding the dangers and risks of cannabis use in order to reduce youth involvement in crimes and cannabis use.

Process &
Outcome
Measures:
> By the end of 2023, reduce the reported used of cannabis from 17.8 (2019/20 baseline data) by 20% for students reporting using cannabis in the last 30 days per survey; By the end of 2024, reduce the reported used of cannabis from the previous year's baseline by 30% for students reporting using cannabis in the last 30 days per survey; By the end of 2025, reduce the reported used of cannabis from the previous year's baseline by 40% for students reporting using cannabis in the last 30 days per survey; By the end of 2026, reduce the reported used of cannabis from the previous year's baseline by 50% for students reporting using cannabis in the last 30 days per survey.

By the end of 2027, reduce the reported used of cannabis from the previous year's baseline by 60% for students reporting using cannabis in the last 30 days per survey.

Project activities/services that support the identified goal and objectives:
> Madera Police Department will visit school campuses within Madera Unified School District and impliment presentations regarding the Responsible
staff/ partners
Timeline
Start Date End Date
> Grant Officer > >
Prop 64 PH&S Grant Program
Project Work Plan
2 dangers and risks of cannabis use. Materials will include informational flyers, brochures, and online materials accessible by cellphone.

List data and sources to be used to measure outcomes: > A Survey will be developed and implimented at the start of each session, and the end of each session to measure the effectiveness of the program. (3) Goal: > Public Health
Objectives
(A., B., etc.)
> To inform and educate youth as well as adults regarding the risks and dangers of cannabis use.

Once the public has a chance to gain a better understanding of these risks, this will reduce the amount of people being arrested for DUI involving cannabis measure by stats. Each year, the arrests should be reduced by 10% incriments; 2023 by 10%; 2024 by 20%; 2025 by 30%; 2026 by 40% and 2027 by 50%.

Process &
Outcome
Measures:
> Compare the number of DUI arrests each year from baseline numbers beginning in 2022.

Project activities/services that support the identified goal and objectives:
> Educate the public regarding the dangers and risks of cannabis use, as well as DUI laws and regulations relating to the legal use of cannabis through social media posts, presentations at various public and school events, as well as informational booths at different community events.

Responsible
staff/ partners
Timeline
Start Date End Date
> Grant officer > >
List data and sources to be used to measure outcomes: > Arrest records (4) Goal: >
Objectives
(A., B., etc.)
>
Process &
Outcome
Measures:
>
Project activities/services that support the identified goal and objectives:
>
Responsible
staff/ partners
Timeline
Start Date End Date
> > >
List data and sources to be used to measure outcomes: > Grant Funds
$595,887
$5,000
$0
$0
$2,500
$0
$0
$0
$2,500
$0
$0
$605,887
Grant Funds
$26,352
$45,000
$104,264
$111,179
$118,545
$126,574
$135,325
$595,887
Salaries and Benefits Narrative:

Grant Funds
$87,500
$5,000
$5,000
Printing for brochures, flyers, pamphlets, etc. $1000 per year x 5 years TOTAL
TOTAL
Example: Supportive Services (bus passes, gas
cards, office supplies, uniforms)
Grant Officer Salary, plus uniform, plus CalPERS benefits

2. Services and Supplies
Description of Services or Supplies Calculation for Expenditure $350 x 50 Participants for each of the 5 years
Grant Officer Year 4
Grant Officer Year 5
Grant Officer Year 1
Grant Officer Year 2
Grant Officer Year 3
Salary, uniform, payroll tax, disability, medical insurance, etc.

Salary, uniform, payroll tax, disability, medical insurance, etc.

3. Professional Services

4. Non-Governmental Organizations (NGO) Contracts

5. Equipment / Fixed Assets
Title
Example (Hourly): Fiscal Manager
Example (FTE): Counselor

1. Salaries and Benefits

6. Data Collection / Enhancement

7. Program Evaluaiton

11. Indirect Costs/Administrative Overhead (Costs may be charged at an amount not to exceed ten percent (10%) of the actual total direct project costs.) TOTAL
(% FTE or Hourly Rate) & Benefits
$60/hour x 10 hours/month x 3 years = $21,600 + benefits @ 22% = $4,752 .25 FTE @ $60,000 x 3 years = $45,000

8. Sustainability Planning

9. Other (include any travel and/or training costs)

10. Financial Audit (Up to $25,000 may be allocated for an end of project financial audit.) Request for Proposals Section IV: Project Budget and Budget Narrative Proposition 64 Grant Program Cohort 3 Applicant: City of Madera Project Budget: Enter estimated costs for reimbursement for the full five (5) year grant term.

Note: This top table will auto-populate based on the information entered in the sections below.

Budget Line Item

1. Salaries and Benefits

2. Services and Supplies
CORRECTIONSC PG p PLANNING AND GRANT PROGRAMS
Description of Professional Service(s) Grant Funds
$110,000
$0
Description of Subcontract Grant Funds
$18,000
$0
Description of Equipment/Fixed Asset Grant Funds
$85,000
$2,500
$2,500
Grant Funds
$10,329
$0
Data Collection / Enhancement Narrative:

TOTAL

6. Data Collection / Enhancement
Equipment/Fixed Assets Narrative:

Description
Example: Data ad hoc reporting and upgrades for BSCC Quarterly Progress Report measures TOTALS
Example: Purchase of Vehicle
Pop-up tents, chairs, etc.
4x4 Truck and tow package as available (Market Value)
Calculation for Expense
Pop-up tents, chairs, etc. for community events outreach Non-Governmental Organizations (NGO) Subcontracts Narrative:

5. Equipment/Fixed Assets
TOTALS

4. Non-Governmental Organizations (NGO) Subcontracts
Example: NGO Contract- To be identified
Calculation for Expenditure
Cannabis Prevention Classes $150 x 24 classes per year (x 5 years) Professional Services Narrative:

TOTAL
Services and Supplies Narrative:

3. Professional Services
Example: Contract with Social Marketing Firm to
design content for website, social media channels
and support.

Calculation for Expenditure
Initial year $50,000 for design and implementation
Each subsequent year technical support and ongoing monitoring/maintenance for website. $15,000 per year for 4 years
Grant Funds
$25,750
$0
Grant Funds
$8,575
$0
Grant Funds
$7,500
$2,500
$2,500
Grant Funds
$25,000
$0
Grant Funds
TOTAL
Financial Audit Narrative:

Example: Room rental for quarterly strategic planning meeting for community & gov't partners to continue services post-award.

TOTAL
Sustainability Planning Narrative:

Example: Training Classes for Enforcement Officers
TOTAL
Description: Indirect costs may be charged at an amount not to exceed ten percent (10%) of the actual total direct project costs.

7. Program Evaluation
Description
Example: Contract with ABC Researchers to develop Evaluation Plan, Final Report, and assist with Quarterly Progress Reports TOTAL
Program Evaluation Narrative:

8. Sustainability Planning
Description

9. Other (Travel, Training, etc.)
Indirect Costs Narrative:

Description
Training classes for Enforcement Officer
Other (Travel, Training, etc.) Narrative:

TOTAL

11. Indirect Costs

10. Financial Audit
Description
Example: Contract with XYZ Certified Public Accountant to provide final fiscal audit Calculation for Expense
$2,500/partipant x 3 participants; includes training costs, travel, and per diem.

One officer, includes training cost, travel, per diem, etc.

I
I
Madera City Hall, 205 W 4th Street, Madera, CA 93637
PHONE: (559) 661-5400 • www.madera.gov

December 2, 2022
Board of State and Community Corrections (BSCC)
Venture Oaks Way Suite 200
Sacramento, CA 95833
SUBJECT: City of Madera Proposition 64 Public Health & Safety Grant Program - Cohort 3
Dear BSCC:

The City of Madera Parks and Community Services Department is fully committed to partnering with the Madera Police Department with reference to the above grant application. If awarded this grant opportunity, our department will work closely with Madera PD to ensure the success of educating our youth, as well as our adult population, on the dangers and risks of cannabis use.

Thank you for the opportunity to apply for this grant.

Very truly yours,
Joseph Hebert
Director, City of Madera Parks and Community Services Department [email protected]
(559) 661-5491
City of Madera
BSCC 905-22

Page 1 of 1 ends

APPENDIX A
PROPOSITION 64 PH&S GRANT PROGRAM COHORT 3

SCORING PANEL ROSTER
Name Title Organization
1 Guillermo Viera Rosa
(Chair)
BSCC Board Member
Director, Div. of Adult
Parole
CA Department of Corrections
and Rehabilitation
2 Devin Gray Policy Research Department of Cannabis Control – Policy and Research Division
3 Jim Keddy Director Youth Forward
4 Ata Khan Planning Manager City of Pomona – Development Services
5 Charles Smith Commander Department of Cannabis Control – Law Enforcement Division
6 America Velasco Pre-Trial Services
Coordinator Solano County Superior Court
City of Madera
BSCC 905-22

Page 1 of 2 ends

APPENDIX B

CRITERIA FOR NON-GOVERNMENTAL ORGANIZATIONS RECEIVING
PROPOSITION 64 PUBLIC HEALTH AND SAFETY GRANT FUNDS
The Proposition 64 Public Health and Safety (Prop 64 PH&S) Grant Program Cohort 3 Request for Proposals (RFP) includes requirements that apply to non-governmental, community-based organizations. Grantees are responsible for ensuring that all contracted third parties continually meet these requirements as a condition of receiving Prop 64 PH&S Cohort 3 funds. The RFP describes these requirements as follows:

The Prop 64 PH&S Grant Program Cohort 3 RFP includes requirements that apply to non-governmental organizations that receive funds under this grant. All grantees are responsible for ensuring that any contracted third parties continually meet these requirements as a condition of receiving Prop 64 PH&S Grant Program Cohort 3 funds.

The RFP describes these requirements as follows.

Any non-governmental organization that receives Prop 64 PH&S Grant Program Cohort 3 funds (as either subgrantee or subcontractor) must:
• Have been duly organized, in existence, and in good standing for at least six months prior to the effective date of its fiscal agreement (i.e., December 1, 2022) with the BSCC or with the Prop 64 PH&S grantee. Non-governmental entities that have recently reorganized or have merged with other qualified non-governmental entities that were in existence prior to the six-month date are also eligible, provided all necessary agreements have been executed and filed with the California Secretary of State prior to the start date of the grant agreement with the BSCC or the start date of the grantee-subcontractor fiscal agreement. • Be registered with the California Secretary of State’s Office, if applicable; • Have a valid business license, Employer Identification Number (EIN), and/or Taxpayer ID (if sole proprietorship);
• Have any other state or local licenses or certifications necessary to provide the services requested (e.g., facility licensing by the Department of Health Care Services), if applicable; and
• Have a physical address.

Non-Governmental Organizations (NGOs) include: community-based organizations (CBOs), faith-based organizations (FBOs), nonprofit organizations/501(c)(3)s, evaluators (except government institutions such as universities), grant management companies and any other non-governmental agency or individual. Note: These criteria do not apply to government organizations (e.g., counties, cities, school districts, etc.).

City of Madera
BSCC 905-22

Page 2 of 2 ends

APPENDIX B

CRITERIA FOR NON-GOVERNMENTAL ORGANIZATIONS RECEIVING
PROPOSITION 64 PUBLIC HEALTH AND SAFETY GRANT FUNDS
In the table below, provide the name of the Grantee and list all contracted parties.

Grantee: City of Madera
Grantees are required to update this list and submit it to BSCC any time a new third-party contract is executed after the initial assurance date. Grantees shall retain (on-site) applicable source documentation for each contracted party that verifies compliance with the requirements listed in the Prop 64 PH&S Grant Program Cohort 3 RFP. These records will be subject to the records and retention language found in Appendices A and C of the Standard Agreement.

The BSCC will not disburse or reimburse for costs incurred by any third party that does not meet the requirements listed above and for which the BSCC does not have a signed grantee assurance on file.

A signature below is an assurance that all requirements listed above have been met.

AUTHORIZED SIGNATURE
(This document must be signed by the person who is authorized to sign the Grant Agreement.)

NAME OF AUTHORIZED OFFICER TITLE TELEPHONE

STREET ADDRESS CITY STATE ZIP CODE

EMAIL ADDRESS
SIGNATURE (Blue Ink Only or E-signature) DATE
x
Name of Contracted Party Address Email / Phone Meets All Requirements
Yes ☐ No ☐
Yes ☐ No ☐
Yes ☐ No ☐
Yes ☐ No ☐

REPORT TO CITY COUNCIL
Approved by: Council Meeting of: June 21, 2023
_________________________________ Agenda Number: ___________ Keith Helmuth, City Engineer
_________________________________
Arnoldo Rodriguez, City Manager
SUBJECT:

Project List for Fiscal Year (FY) 2023/24 Funded by Senate Bill (SB 1) Road Maintenance and Rehabilitation Account (RMRA) – Local Streets and Roads Funding Program RECOMMENDATION:

Staff recommends that the City Council (Council) adopt a resolution approving the City project list for FY 2023/24 funded by the SB 1 RMRA account of the Local Streets and Roads funding program
SUMMARY:

On April 28, 2017 the Governor of the State of California signed SB 1, known as the Road Repair and Accountability Act of 2017, to address basic road maintenance, rehabilitation, and critical safety needs on both the State Highway and local streets and road system.

The State Controller (Controller) deposits portions of funding from increases to certain fuel excise and sales taxes and vehicle registration fees into the RMRA Account of which a percentage is apportioned by the Controller to eligible cities and counties.

Streets and Highways Code Section 2034(a)(1) requires that prior to receiving an apportionment of RMRA funds, an eligible municipality shall submit to the California Transportation Commission (CTC) a list of eligible projects proposed to be funded with RMRA funds pursuant to an adopted resolution by the applicable Council or County Board of Supervisors at a regular meeting. The list of projects must include a description and the location of each proposed project, a proposed schedule for the project’s completion, and the estimated useful life of the improvement. for
B-7
DISCUSSION:

FY 2023/24 marks the 7th year that the City is receiving SB 1 funding. This funding enables the City to continue essential road maintenance and rehabilitation projects, safety improvements and the repair of aging bridges. The City anticipates receiving approximately $1,595,479.00 in the upcoming FY; an increase of 9 percent over the amount projected in the previous year.

The City uses Pavement Management System (PMS) software to validate that expenditures on road maintenance are made in the most cost-effective manner. The PMS was utilized to develop the project list exclusively for arterial and collector streets. This is because local/residential streets have yet to be added in the PMS. Local and residential streets will be added into the PMS once the City’s consultant surveys the streets later in the year. The portion of the list that reflects local/residential streets was generated by the staff was based on the same philosophy to select the most cost-effective projects. Upon generation of the list, projects are inspected by staff to confirm that the optimum technologies are selected to extend the life of streets and to reduce future maintenance costs.

The FY 2023/24 RMRA funds will be split between arterial/ collector streets and local/residential streets and the most appropriate treatment will be selected to extend the life of the pavement to its maximum potential. Exhibit A, attached to the resolution, identifies the streets and roads that will be submitted to the CTC for consideration. A map of said improvements is provided in Exhibit B. The list of streetsegments anticipated to be addressed as part of the FY 2023/24 RMRA cycle is also shown below on Table 1.

Table 1: RMRA List of Projects FY 2023/24
Project Location
Granada Dr (From Pamela Drive to Cleveland Ave)
H Street (From 4th Street to 2nd Street)
Pine Street (From 3rd Street to Central Ave)
N Gateway Drive (From W 3rd Street to Central Ave)
Santa Cruz Street (From Maple Street to Olive Ave)
Rotan Ave (From Howard Road to W 5th Street)
Maple Street (From Stadium Road to Santa Cruz St)
The RMRA guidelines allow for modifications to the list (for example, if there are not enough funds to complete this list) as long as the final expenditure report reflects the actual completed streets. The City, upon expending program funds, is required to submit documentation to the CTC that details the expenditure of RMRA funds. This documentation includes a description and location, the amount of funds expended on the project, the completion date, and the estimated useful life of the improvement. The submittal of the project list and reporting process is done through the CalSmart website provided by CTC.

Staff is hereby recommending that Council approve the project list as presented .

FINANCIAL IMPACT:

There is no fiscal impact to the City’s General Fund as part of this action. The project, when awarded through a separate action, will be funded by revenues generated by the SB1 RMRA and other local transportation funds if needed with no General Fund impact.

ALTERNATIVES:

Should the Council elect to not approve the resolution adopting the City of Madera project list for FY 2023/24 funded by the SB 1 Road Maintenance and Rehabilitation account, then the following alternatives can be considered:

1. Provide guidance to staff to modify the project list. The City has 90 days following the July 1 deadline to submit a list.

2. Elect not to approve the project list and become ineligible for SB 1 RMRA funds.

ATTACHMENTS:

1. Resolution
Exhibit A – Project List

2. Project Location Map
ATTACHMENT 1
Resolution
RESOLUTION NO. 23 -

RESOLUTION ADOPTING THE CITY OF MADERA PROJECT LIST FOR FISCAL YEAR (FY) 2023/24 FUNDED BY SENATE BILL (SB 1) ROAD MAINTENANCE AND REHABILITATION ACCOUNT (RMRA) – LOCAL STREETS AND ROADS

FUNDING PROGRAM
WHEREAS, Senate Bill 1 (SB 1), the Road Repair and Accountability Act of 2017 (Chapter 5, Statutes of 2017) was passed by the Legislature and Signed into law by the Governor in April 2017 in order to address the significant multi-modal transportation funding shortfalls statewide; and
WHEREAS, SB 1 includes accountability and transparency provisions that will ensure the residents of the City of Madera are aware of the projects proposed for funding in our community and which projects have been completed each fiscal year; and WHEREAS, the City of Madera must adopt by resolution a list of all projects proposed to receive funding from the RMRA, created by SB 1, which must include a description and the location of each proposed project, a proposed schedule for the project’s completion, and the estimated useful life of the improvement; and
WHEREAS, the City of Madera, is anticipated to receive an estimated $1,595,495 in RMRA funding in FY 2023/2024 from SB 1; and
WHEREAS, this is the seventh year in which the City of Madera is receiving SB 1 funding and will enable the City of Madera to continue essential road maintenance and rehabilitation projects, safety improvements, repairing and replacing of aging bridges, and increasing access and mobility options for the traveling public that would not have otherwise been possible without SB 1; and
WHEREAS, the City of Madera used a Pavement Management System to develop the SB 1 project list to ensure revenues are being used on the most cost-effective projects that also meet the community’s priorities for transportation investment; and WHEREAS, funding from SB 1 will help the City of Madera maintain and rehabilitate various streets/roads throughout the City of Madera this year and hundreds of similar projects into the future; and
WHEREAS, the 2021 California Statewide Local Streets and Roads Needs Assessment found that the City of Madera’s streets and roads are in an “at-risk” condition and this revenue will help us increase the overall quality of our road system and over the next decade will bring our streets and roads into an improved condition; and
WHEREAS, maintaining and preserving the local street and road system in good condition will reduce drive times and traffic congestion, improve bicycle safety, and make the pedestrian experience safer and more appealing, which leads to reduce vehicle emissions helping the State achieve its air quality and greenhouse gas emissions reductions goals; and WHEREAS, the SB 1 project list and overall investment in our local streets and roads infrastructure with a focus on basic maintenance and safety, investing in complete streets infrastructure, and using cutting-edge technology, materials and practices, has significant positive co-benefits citywide.

NOW, THEREFORE IT IS HEREBY RESOLVED, ORDERED AND FOUND by the City Council of the City of Madera, State of California, as follows:

1. The foregoing recitals are true and correct.

2. The City Council approves the FY 2023/2024 SB 1 Project List planned to be funded with RMRA revenues attached in Exhibit A.

3. This resolution is effective immediately upon adoption. * * * * * * * * * * *
Exhibit A
Project List
Agency Name County Project Title Project Description Project Location Pre-Construction Completion
Construction
Completion
Useful Life Minimum
(yr)
Useful Life
Maximum (yr)
Granada Dr (From Pamela Dr - Cleveland Ave)
H Street (From 4th Street to 2nd Street)
Pine Street (From W 3rd Street to Olive Ave)
N Gateway Dr (From W 3rd Street to Central Ave)
Santa Cruz Street (From Maple St to Olive Ave)
Rotan Ave (From Howard Rd to W 5th Street)
Maple Street (From Stadium Rd to Santa Cruz St)

EXHIBIT A
2023/24 RMRA List of Projects
City of Madera Madera RMRA Seals/Overlays
2023-24
Preliminary engineering and preparation of plans specifications and estimates. Scope of contract work includes varying
pavement repair, restoration and rehabilitation strategies, ADA access ramp upgrades as needed, striping and pavement markings, spot curb and gutter replacement for improved drainage
Janurary 2024 July 2024 5 to 20 5 to 20
ATTACHMENT 2
Project Location Map
Sources: Esri, HERE, Garmin, Intermap, increment P Corp., GEBCO, USGS, FAO, NPS, NRCAN, GeoBase, IGN, Kadaster NL, Ordnance Survey, Esri Japan, METI,

LOCATION MAP
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REPORT TO CITY COUNCIL
Approved by: Council Meeting of: June 21, 2023
_________________________________ Agenda Number: ___________ Keith Helmuth, P.E., Department Director
_________________________________
Arnoldo Rodriguez, City Manager
SUBJECT:

Amendment No. 1 to Reimbursement Agreement with Origo Cold Madera Phase I LLC for Public Improvements
RECOMMENDATION:

Adopt a Resolution Approving Amendment No. 1 to the Reimbursement Agreement with Origo Cold Madera Phase I LLC and the City
SUMMARY:

On March 8, 2022, the Planning Commission approved Site Plan Review (SPR 2021-41) and Environmental Assessment 2021-61 (ENV 2021-61) for Origo Cold Madera (Project) for a 250,000 square foot cold storage building just north of Fire Station 58. The project was subsequently affirmed and approved by the City Council on appeal on May 8, 2022. On December 7, 2022, the City Council (Council) approved the Reimbursement Agreement (Agreement) between the City and the property owner regarding the Amond World Cold Storage Warehouse Project.

DISCUSSION:

During the construction of the offsite improvements, wet soil was observed along Condor Road.

Upon further investigation, it became apparent that the existing 12-inch water line was leaking.

Attempts to repair the water line exposed additional compromised areas of the structure. This water line, constructed in 1984 using an asbestos cement pipe, was found to have multiple joint failures resulting in extensive leakage.

As part of the project’s approval conditions, the developer is conditioned to confirm the existence of the 12-inch water line along Condor Road from Aviation Drive to Yeager Drive. In the event the “water line does not exist”, the developer was required to construct it between Aviation Drive and Yeager Drive.
for
B-8
Here, the damaged water line belongs to the City. However, because the existing water line is within the eventual paved area, City staff requested that the developer replace it within the paved area to preserve the new roadway construction and to prevent future cuts into the newly installed pavement. This additional work was not initially considered within this project’s scope; however, as conditions in the field developed during construction, staff determined that replacing the affected portion of the water line was prudent. The remaining sections of this pipeline are within unpaved areas of Condor Road and will be replaced with a future Capital Project.

Typically, off-site improvements for commercial projects are the direct result of conditions of approval placed upon a project through the entitlement process in which the Site Plan Review is approved. The Conditions include improvements eligible for reimbursement and are referenced directly in the Agreement. The Agreement, when approved by Council, allows for reimbursement of those improvements. Given that the water line was previously constructed with no known concerns regarding its integrity, replacement was not previously appropriate. After the discovery of the compromised water line, the pipe was determined to require replacement, as utilizing the existing infrastructure was no longer feasible given its unreliable nature. As a result of the Agreement not expressly providing a condition for the construction of a new water main, an amendment is necessary to allow for reimbursement.

This replacement is not eligible for reimbursement through the use of Development Impact Fees, and as a result, the Water Fund must be utilized to provide reimbursement. This is appropriate given that the City would utilize Water Funds if the replacement were part of a Capital Improvement Program project.

FINANCIAL IMPACT:

The reimbursement will be based on the actual cost of construction; the estimated cost of construction is $164,514.00. This action will not impact the City’s General Fund as Water Funds will be utilized.

ENVIRONMENTAL REVIEW:

The construction of a 12-inch water line along Condor Road from Aviation Drive to Yeager Drive was assessed by ENV 2021-61 (mitigated negative declaration) and approved by the Council on May 8, 2022. As a result, the construction and replacement of a portion of the same at the site and having the same capacity was likewise already environmentally assessed as part of the mitigated negative declaration. Further, none of the conditions in CEQA Guidelines Section 15164 have occurred. As a result, the replacement of the 12-inch water line has already been environmentally assessed, and no further review under CEQA is required.

ALTERNATIVES:

Council may not approve Amendment No. 1 to the reimbursement agreement or may provide alternate direction to staff. If Council does not approve the amendment, the Owner would not be able to be reimbursed and could seek legal action against the City.

ATTACHMENTS:

1. Resolution
Exhibit A - Amendment No. 1 to Improvement Agreement Origo Cold Madera Phase I LLC

2. Project Location Map
Attachment 1
Resolution
RESOLUTION NO. 23-___

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MADERA, CALIFORNIA, APPROVING AMENDMENT NO. 1 TO THE REIMBURSEMENT

AGREEMENT BETWEEN CITY OF MADERA AND ORIGO COLD MADERA

PHASE I LLC
WHEREAS, the Planning Commission on March 8, 2022, considered and approved Site Plan Review (SPR 2021-41) for Origo Cold Madera (Owner) and the City Council approved the Reimbursement Agreement on December 7, 2022; and
WHEREAS, the conditions of approval for SPR 2021-41 identified the construction of certain offsite improvements; and
WHEREAS, field conditions during construction of those offsite improvements required the replacement of a portion of a failing 12-inch water main; and WHEREAS, Owner of said project entered into and executed an agreement between the City and Owner for said project which is on file in the office of the City Clerk entitled, “Reimbursement Agreement between City of Madera and Origo Cold Madera Phase I LLC" (“Agreement”) wherein the Owner, in consideration of the approval of said Amendment by the City, such street or other improvements designated or mentioned in said Agreement and/or set forth in the plans and specifications for the improvements for the Amond World Cold Storage are reimbursable; and
WHEREAS, the Agreement and the entire written record on this Project are silent as to any requirement for Owner to replace an existing 12-inch water main or to be reimbursed for the water main by the City; and
WHEREAS, the City and Owner wish to memorialize the requirement for Owner to replace a portion of a 12-inch water main and provide an allowance for the City to reimburse Owner; and NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF MADERA hereby finds, orders and resolves as follows:

1. The above recitals are true and correct.

2. Based on the recitals set forth hereinabove, Amendment No. 1 to the “Reimbursement Agreement Between City of Madera and Origo Cold Madera Phase I LLC (Site Plan Review No. 2021-41)” for and allowing for reimbursement thereof by City is approved and attached as Exhibit “A.” A copy of the Amendment shall be kept on file in the office of the City Clerk.

3. The City Council finds that the construction of a 12-inch water line along Condor Road from Aviation Drive to Yeager Drive was already fully assessed by ENV 2021- 61 (mitigated negative declaration) approved by the City Council on May 8, 2022.

As a result, the construction and replacement of a portion of the same at the site and having the same capacity was likewise already environmentally assessed as part of the mitigated negative declaration. Further, none of the conditions in CEQA Guidelines Section 15164 have occurred. As a result, the replacement of the 12- inch water line has already been environmentally assessed, and no further review under CEQA is required.

4. This resolution is effective immediately upon adoption. * * * * * * * * * * *
Exhibit A
Amendment No. 1
Reimbursement Agreement Between the City of Madera and
Origo Cold Madera Phase 1 LLC
(Site Plan Review No. 2021-41)
AMENDMENT NO. 1

REIMBURSEMENT AGREEMENT BETWEEN CITY OF MADERA AND

ORIGO COLD MADERA PHASE I LLC
(SITE PLAN REVIEW NO. 2021-41)
This Amendment No. 1 to the Reimbursement Agreement Between City of Madera and Origo Cold Madera Phase I LLC (“Amendment No. 1”) is entered between the City of Madera, a Municipal Corporation (“City”), and Origo Cold Madera Phase 1 LLC (“Owner”) regarding the Amond World Cold Storage Warehouse Project.

RECITALS
WHEREAS, on December 7, 2022, City and the Owner entered into an Agreement entitled “Reimbursement Agreement Between City of Madera and Origo Cold Madera Phase I LLC” related to Site Plan Review No. 2021-41(“Agreement”); and WHEREAS, the Agreement does not include certain provisions that relate to the replacement of a portion of a 12-inch water main approximately 520 feet long on Condor Road including reimbursement for construction of the water main; and
WHEREAS, City and Owner wish to amend certain terms of the Agreement to address proposed replacement of approximately 520 feet of 12-inch water main and reimbursement by City of costs associated with construction of said water main; and WHEREAS, the Agreement includes provisions that obligate the Owner to address all applicable provisions of water main construction similar to other off-site improvements associated with the Amond World Cold Storage Warehouse Project by Origo Cold Madera Phase I LLC including but not limited to payment of fees and bonding.

AGREEMENT
In consideration of the recitals listed above and the mutual obligations of the parties herein, City and Owner agree as follows:

A. Section “GG – REIMBURSEMENTS TO BE PROVIDED TO OWNER” of the Agreement is amended to add the following:
iv. Water Main Replacement - Owner shall replace approximately 520 linear feet of 12-inch water main on Condor Road along the frontage from Aviation Drive to Yeager Drive, which is considered reimbursable through the use of Water Fund funds.

B. Except as amended by this Amendment No. 1, all other terms and conditions of the Agreement remain in full force and effect.

C. This Amendment No. 1 to the Agreement shall be effective upon full execution by both parties.

IN WITNESS WHEREOF, the parties duly executed this Covenant.

CITY OF MADERA:

By: ______________________
Santos Garcia, Mayor
APPROVED AS TO FORM:

By: _______________________
Hilda Cantú Montoy, City Attorney
ATTEST:

By: _____________________
Alicia Gonzales, City Clerk
APPROVED:

By: _____________________
Keith B. Helmuth, P.E., City Engineer
OWNER:

Origo Cold Madera Phase I LLC
By: __________________________
Adam Hayner , President

NOTARY ACKNOWLEDGEMENT

REQUIRED
Attachment 2
Location Map
LOCATION l\ifAP
Approx. Limits o water
main replacement

AVIATION DR

CITY OF MADERA
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KENNEDY ST

ENGINEBRING DEPARTMENT
426 E. YOSEMITE AVE
MADERA, CA 93636

AMOND WORLD
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DATE: 6/ 01 {23
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REPORT TO CITY COUNCIL
Approved by: Council Meeting of: June 21, 2023
_________________________________ Agenda Number: ________ Michael Lima, Director of Financial Services
_________________________________
Arnoldo Rodriguez, City Manager
SUBJECT:

Amendment No. 1 to the Contract with The Pun Group for Auditing Services RECOMMENDATION:

Adopt the Resolution Approving Amendment No. 1 to the Auditing Services Contract with The Pun Group in the Amount of $8,240
SUMMARY:

In February 2023, the City issued a Request for Proposal (RFP) for Audit Services. This RFP process resulted in the City entering into a three-year agreement with The Pun Group, which was ratified by a vote of the Council on May 17, 2023. Subsequent to the issuance of the RFP, the City was notified that it would also need to facilitate the audits of the Measure T and Transportation Development Act (TDA) funds. Staff determined that going out to RFP for audit services on these funds would not be cost-effective. Thus, staff approached The Pun Group about modifying their contract to add the auditing of these funds. The Pun Group returned with a proposal costing $8,240. This cost will be fully reimbursed by the Madera County Transportation Commission (MCTC).

DISCUSSION:

The City’s contract for Audit Services reached the end of its term with the completion of the Fiscal Year 2021/22 Annual Comprehensive Financial Report (ACFR). Shortly after the contract reached its termination date, the City issued an RFP for Audit Services. As a result of the RFP process, the City entered into a three-year agreement with The Pun Group for audit services. The first-year cost of this agreement was $54,600.

Subsequent to the issuance of the RFP, the City was approached by the MCTC to take over the auditing function for the City’s portion of Measure T and TDA funds. The MCTC is the agency that B-9
oversees the distribution of Measure T and TDA funds throughout Madera County, including to the City. Historically, the MCTC was responsible for auditing all Measure T and TDA funds. In discussions with City staff, the MCTC indicated it believed it should be the City’s responsibility to administer the auditing of both Measure T and TDA funds the City received. MCTC indicated it would pay the cost of the audits up to $4,500 per fund should the City take on the administration of these audits.

After evaluating MCTC’s request, staff concluded that issuing an RFP for auditing services associated with these fundings sources would not be an effective use of resources. Staff then reached out to The Pun Group to gauge if they would be amenable to taking on the additional work. The Pun Group indicated they would be willing to audit these funds at a cost of $4,120 per fund or $8,420 in total. These audits will be completed at the same time as the City’s ACFR audit is completed, which is estimated to be December 2023.

As these audits are an addition to both the scope and the price of the recently approved auditing services contract, City procurement policy requires this change order be approved by Council.

FINANCIAL IMPACT:

The cost for auditing the City’s Measure T and TDA allocations is $8,240. This cost will be fully covered by the MCTC, resulting in no net cost to the City. Appropriations for these audits will be included in the Fiscal Year 2023/24 budget.

ALTERNATIVES:

As an alternative, Council may:

1. Not approve the change order, which will result in these funding streams not having an identified provider for their audit.

2. Direct staff to issue an RFP for these audits, which will not result in the selection of a firm until after the City’s ACFR audit is complete.

ATTACHMENTS:

1. Attachment – Resolution Approving Amendment # 1 to Auditing Services Contract a. Exhibit A – Amendment #1
b. Exhibit A-1 – Auditing Services Contract Amendment Proposal RESOLUTION NO.

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MADERA, CALIFORNIA, APPROVING CHANGE ORDER #1 TO THE CONTRACT WITH

THE PUN GROUP FOR PROFESSIONAL AUDITING SERVICES IN THE AMOUNT OF $8,240
WHEREAS, the City of Madera (the “City”) has a fiduciary responsibility to have its financial records and transactions audited each fiscal year by an independent Certified Public Accounting firm; and
WHEREAS, the City awarded a contract to The Pun Group for professional auditing services on May 17, 2023; and
WHEREAS, the Madera County Transportation Commission (MCTC) requested that the City administer the audit for the City’s share of Measure T and Transportation Development Act funds; and
WHEREAS, The Pun Group has agreed to perform these audits within the timeframe of the original contract and within the funding limits set by the MCTC; and.

WHEREAS, the City’s procurement policy states that a change in a contract’s scope of duties or price must be approved by a vote of Council.

NOW THEREFORE, THE COUNCIL OF THE CITY OF MADERA does hereby resolve, find, and order as follows:

1. The above recitals are true and correct.

2. Amendment No. 1 to the agreement with The Pun Group, a copy of which is attached hereto as Exhibit A, is approved.

3. This resolution is effective immediately upon adoption * * * * * *
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Exhibit A
AMENDMENT NO. 1 TO AGREEMENT FOR PROFESSIONAL SERVICES
This Amendment No. 1 to Agreement for Professional Auditing Services is made by and between the CITY OF MADERA, a California municipal corporation, (“City”) and The Pun Group (“Consultant”), both hereinafter collectively referred to as “the Parties.”

RECITALS
A. City and Consultant entered into an agreement on May 17, 2023, to contract for professional auditing services in accordance with the terms of a Request for Proposal for Professional Auditing Services(“RFP”); and
B. The Parties wish to amend the Agreement to add additional auditing services not contemplated by the RFP.

AMENDMENT
In consideration of the mutual covenants herein contained, the City and Consultant agree that the Agreement for Professional Services shall be amended as follows:

SECTION 1. Section 1 of the Agreement titled “Term of Agreement” is amended by adding the following paragraph at the end of said Section 1:

In addition to the Scope of Services described in Exhibit A of the Agreement, Consultant shall also perform the Scope of Services described in Exhibit A-1.

SECTION 2. Subsection (a) of Section 3 of the Agreement entitled “Compensation for services is amended to read as follows:
(a) Subject to any limitations set forth in this Agreement, City agrees to pay Consultant by the amounts specific in the Schedule of Compensation described in Exhibit B of the Agreement and Exhibit A-1 which are incorporated by reference.

SECTION 3. Except as amended by this No. 1 Amendment, all terms and conditions of the Agreement, as amended by the First Amendment thereto, shall continue in full force and effect.

SECTION 4. This No. 1 Amendment to the Agreement for Professional Services shall be effective on June 21, 2023.

IN WITNESS WHEREOF, the parties hereto have executed this Amendment No. 1 to Agreement for Professional Services at Madera, California, on the dates set forth below.

CITY OF MADERA THE PUN GROUP
A municipal corporation
By: ___________________________ By: _____________________________ Santos Garcia, Mayor Kenneth H. Pun, The Pun Group
Date: _________________________ Date: ___________________________ APPROVED AS TO FORM ATTEST:

By: ___________________________ By: _____________________________ Hilda Cantu Montoy, City Attorney Alicia Gonzales, City Clerk 200 E. Sandpointe Avenue, Suite 600
Santa Ana, California 92707
June 5, 2023
City of Madera
Mike Lima
Finance Director
205 W. 4th Street
Madera, California 93637
Dear Mr. Lima:

We would like to take this opportunity to thank you for the confidence and support the City of Madera (the “City”) has provided to us over the past year and our recent discussion with you regarding the additional services requested by the City, not included in the original contract, to be provided by The Pun Group, LLP (Firm). Presented for your consideration are the following additional services to be provided in accordance with auditing standards generally accepted in the United States of America and the standards applicable to financial audits contained in Government Auditing Standards, issued by the Comptroller General of the United States to the City:
 An audit of the Transportation Development Act Funds (TDA Funds) of the City, as of and for the year ended June 30, 2023, and the related notes to the financial statements, which collectively comprise the TDA Funds’ financial statements.
 An audit of the Measure “T” Fund (Measure “T” Fund) of the City, as of and for the year ended June 30, 2023, and the related notes to the financial statements, which collectively comprise the Measure T Fund financial statements.

In accordance with our Professional Services Agreement with the City effective May 17, 2022, we have evaluated Section 3, Changes, and our last Engagement Letter with you dated June 1, 2023 and submit this letter as our written notification of the change order to incorporate the additional scope of services and fees to the Professional Services Agreement to provide for the above audits.

1. Compensation.

Additional Scope of Services
Proposed
All-Inclusive Fee
Annual financial statement audit of the Measure “T” Fund for the year ending June 30, 2023.
$ 4,120
Annual financial statement audit of the Transportation Development Act (“TDA”) Funds for the year ending June 30, 2023.
4,120
Total Change Order No.1 – All-Inclusive Proposed Fee 8,240 Original Contract Amount – For Year Ended June 30, 2023 54,600 Revised Contract Amount – For Year Ended June 30, 2023 $ 62,840 Exhibit A-1
www.pungroup.cpa
ORANGE COUNTY • SAN DIEGO • SACRAMENTO • WALNUT CREEK • LAS VEGAS • PHOENIX 000 City of Madera
June 5, 2023

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Madera City CouncilJune 21, 2023

Madera City Council
June 21, 2023