Madera City Council
November 20, 2024

Update 11/14/2024 at 8:30 p.m. Madera City Council Agenda Page 1 of 6 November 20, 2024

REGULAR MEETING OF THE MADERA CITY COUNCIL
205 W. 4th Street, Madera, California 93637

NOTICE AND AGENDA
Wednesday, November 20, 2024 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: 825 7119 6760 #. 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 Cece Gallegos, District 1
Councilmember Jose Rodriguez, District 2
Councilmember Steve Montes, District 3
Councilmember Anita Evans, District 4
Councilmember Elsa Mejia, District 5
Councilmember Artemio Villegas, District 6
INVOCATION: Pastor Roger Leach, Valley West Christian Center PLEDGE OF ALLEGIANCE:

APPROVAL OF AGENDA:

PRESENTATIONS:

1. Proclamation Recognizing Madera Cleaners and Laundry for Small Business Saturday

2. Proclamation Recognizing Plaza Flower Shop for Small Business Saturday

3. Proclamation Recognizing The Vineyard Restaurant for Small Business Saturday

4. Proclamation Recognizing Taco Express for Small Business Saturday

5. Proclamation Recognizing Casa de Tacos Neza for Small Business Saturday

6. Recognition of Ismael Hernandez, Public Works Director Update 11/14/2024 at 8:30 p.m. Madera City Council Agenda Page 2 of 6 November 20, 2024
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.

A. PUBLIC HEARINGS:

A-1 Reallocation of Community Development Block Grant (CDBG) program funds from program years 2020 - 2023 in the amount of $225,936.54
Recommendation: Adopt a Minute Order Initiating the Reallocation process, which proposes to:

1. Approve the reallocation of $65,172.23 to the 2023/24 Frank Bergon Senior Center Improvement Project; and

2. Approve the reallocation of $160,764.31 to the 2023/24 Clinton Street Sewer and Water Improvement Project; and

3. Approve the amendment of the 2023/24 CDBG Annual Action Plan to increase the allocations for the Frank Bergon Senior Center Improvement Project and the Clinton Street Sewer and Water Improvement Project; and

4. Set a public Hearing for January 15, 2025 (Report by Michael Lima) 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 – October 30, 2024
Recommendation: Approve the City Council Minutes of October 30, 2024 (Report by Alicia Gonzales)
B-2 Informational Report on Register of Audited Demands Recommendation: Review Register of Audited Demands Report for October 19, 2024 to November 8, 2024 (Report by Michael Lima)
B-3 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) (Report by Wendy Silva) B-4 Madera County Department of Behavioral Health Services Fee Waiver Request for the Annual Staff Appreciation and End of the Year Celebration
Recommendation: Adopt a Resolution waiving the rental fees of the Pan American Center on Friday, December 6, 2024, related to an Annual Staff Appreciation and End of the Year Celebration hosted by the Madera County Department of Update 11/14/2024 at 8:30 p.m. Madera City Council Agenda Page 3 of 6 November 20, 2024
Behavioral Health Services Staff Activities Committee, at an anticipated fee rental of $910.00 (Report by Joseph Hebert)
B-5 Madera County Master Gardeners Fee Waiver Request for the Annual Tea Party Recommendation: Adopt a Resolution waiving the rental fees of the Frank Bergon Senior Center on Saturday, January 25, 2025, related to an Annual Tea Party hosted by the Madera County Master Gardeners, at an anticipated fee rental of $565.00 (Report by Joseph Hebert)
B-6 Madera Omega LEO Club Fee Waiver Request for Exhibition Game at the John Wells Youth Center
Recommendation: Adopt a Resolution waiving the rental fees of the John Wells Youth Center on Saturday, November 23, 2024, related to a Basketball Exhibition Game, between the Madera Omega LEO Club and the Valley Children’s Adaptive Sports Fresno Wheelers at an anticipated fee rental of $425 (Report by Joseph Hebert)
B-7 Improvement Agreement Amendment No. 3 for the Iveywood I Subdivision (Tract No. 19 S03) Allowing Reimbursement of Expenses Incurred to Date Recommendation: Adopt a Resolution Approving Amendment No. 3 to the Improvement Agreement Authorizing Reimbursement of Expenses Incurred to Date (Report by Keith Helmuth)
B-8 Consultant Services Agreement with Madera Unified School District for Fiscal Year 2024/2025 Winter Camp
Recommendation: 1. Adopt a Resolution approving the Consultant Services Agreement with the Madera Unified School District (MUSD) for the Fiscal Year (FY) 2024/2025 Winter Enrichment STEAM Camp not to exceed $27,552.50; and

2. Adopt a Resolution Amending the City’s FY 2024/25 Operating Budget approving related revenue and expenditure line items related to the execution of the MUSD FY 2024/2025 Winter Enrichment STEAM Camp (Report by Joseph Hebert)
B-9 Request by Steven King for Connection to the City’s Water System Recommendation: Adopt a Resolution Approving an Agreement for Outside City Limits Water Connection for 16250 N Lake Street (APN 038-090-034) (Report by Keith Helmuth)
B-10 Purchase of Video Wall Display for Police Department Communications Center Recommendation: Adopt Resolutions:

1. Approving the purchase of Samsung monitors for Police Department communications center video wall display from Zones LLC for $7,013.15; and

2. Approving a Budget Amendment to the Fiscal Year 2024/25 Operating Budget to appropriate Supplemental Law Enforcement fund balance funds for the purchase of Samsung monitors (Report by Giachino Chiaramonte)
Update 11/14/2024 at 8:30 p.m. Madera City Council Agenda Page 4 of 6 November 20, 2024
B-11 Electric Vehicle Training and Grant Application
Recommendation: Adopt a Resolution approving training with the Kingsburg Truck Center for Electrical Vehicle Maintenance Training and submittal of an application to the San Joaquin Valley Air Pollution Control District for reimbursement of this training through the Remove II Program (Report by Michael Lima)
B-12 Accepting Donation of $4,000 from Force of Nature Activist Union for the Fire Department Recommendation: Adopt a Resolution accepting $4,000 from Force of Nature Activist Union and deposit of said monies into the Fire Department Fiscal Year 2024/25 Budget (Report by Justin Macomb)
C. WORKSHOP: None
D. PETITIONS, BIDS, RESOLUTIONS, ORDINANCES, AND AGREEMENTS:

D-1 Law Enforcement Services Agreement with the Madera Unified School District Recommendation: Adopt a Resolution approving a Law Enforcement Services Agreement between the Madera Unified School District and the City (Report by Giachino Chiaramonte)
D-2 Piggyback purchase agreement for Police Department Mobile Command Post Recommendation: Adopt a Resolution approving Houston-Galveston Area Council (H-GAC) piggyback agreement AM10-23 for the purchase of a Mobile Command Post from Braun Northwest, Inc. for $580,595.84 (Report by Giachino Chiaramonte)
D-3 Agreement with California Conservation Corps for Fresno River Clean-up Assistance Recommendation: Adopt a Resolution Approving an Agreement with California Conservation Corps for the Fresno River Clean-up Assistance (Report by Joseph Hebert) D-4 Contract Award for Lake & Sherwood Traffic Signal City Project No. TS-35 Recommendation: Adopt a Resolution approving the contract award for the Lake and Sherwood Traffic Signal, City Project No. TS-35 in the amount of $664,690.40 to C3 Electric, Inc. (Report by Keith Helmuth) D-5 Fifth Amendment to the City Clerk At-Will Employment Agreement Recommendation: This report has been prepared at the direction of the City Council (Council), therefore there is no staff recommendation provided. Council is asked to consider and determine whether to adopt the Resolution approving a Fifth Amendment to the City Clerk At-Will Employment Agreement (Report by Wendy Silva)
E. ADMINISTRATIVE REPORTS:

E-1 Mid Valley Disposal Annual Update
Recommendation: This report is submitted for informational purposes only and there is no action requested from the City Council (Council) (Report by Mid Valley Disposal)
Update 11/14/2024 at 8:30 p.m. Madera City Council Agenda Page 5 of 6 November 20, 2024
E-2 Informational Report on Downtown Holiday Decorations Recommendation: This report is submitted for informational purposes. Staff will receive comments and direction from the City Council (Council) as may be offered. (Report by Arnoldo Rodriguez)
E-3 Parks & Community Services Department Fiscal Year 2024/25 Quarter 1 Recap Recommendation: This report is submitted to provide the City Council with an informational report on the status of the Parks & Community Services (PCS) Department Fiscal Year 2024/25 Quarter 1 Recap (Report by Joseph Hebert) E-4 Informational Report on Potential Splash Pad Project at Lions Town & Country Park Recommendation: This report is submitted for informational purposes. Staff will receive comments and direction as may be offered from the City Council (Council) (Report by Joseph Hebert)
E-5 Code Enforcement Staffing Update
Recommendation: This report is submitted for informational purposes only and there is no action requested from the City Council (Report by Giachino Chiaramonte) E-6 Informational Report on the Madera Metro Transit System Recommendation: This report is submitted for informational purposes and there is no action requested from the City Council (Council) (Report by Michael Lima) F. FUTURE AGENDA ITEMS:

This portion of the meeting is reserved (i) to initiate new matters and to request updates, and (ii) and to initiate new agenda items. No single item may exceed one minute. All votes shall be conducted electronically, with the results announced by the Chair. If voting is not available by electronic methods, another method may be used by the Chair unless otherwise determined by a majority of the Councilmembers present. Under this section the Council may take action only on items specifically agendized and which meet other requirements for action G. COUNCILMEMBER COMMUNICATIONS (REPORTS/ANNOUNCEMENTS):

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, and (ii) to make announcements.

H. CLOSED SESSION: None
H-1 Conference with Labor Negotiators pursuant to Government Code §54957.6 Agency Designated Representatives: Arnoldo Rodriguez and Wendy Silva Employee Organizations: Mid Management Employee Group and Law Enforcement Mid Management Employee Group
Unrepresented Employee: Planning Manager
UPCOMING MEETING DATES:
 Wednesday, December 4, 2024
 Wednesday, December 18, 2024
ADJOURNMENT:

Update 11/14/2024 at 8:30 p.m. Madera City Council Agenda Page 6 of 6 November 20, 2024
 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 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.
 Any writings or documents provided to a majority of the City Council within 72 hours of the meeting regarding any item on this agenda will be made available for public inspection at the City Clerk’s office located at 205 W. 4th Street, Madera, CA 93637 and on the City website at www.madera.gov  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 November 20, 2024, near the front entrances of City Hall and on the City’s website www.madera.gov at 8:30 p.m. on November 14, 2024. _______________________
Alicia Gonzales, City Clerk

REPORT TO CITY COUNCIL
Approved by: Council Meeting of: November 20, 2024
_________________________________ Agenda Number: ___________ Michael Lima, Director of Financial Services
_________________________________
Arnoldo Rodriguez, City Manager
SUBJECT:

Reallocation of Community Development Block Grant (CDBG) program funds from program years 2020 - 2023 in the amount of $225,936.54
RECOMMENDATION:

Adopt a Minute Order initiating the Reallocation process, which proposes to:

1. Approve the reallocation of $65,172.23 to the 2023/24 Frank Bergon Senior Center Improvement Project

2. Approve the reallocation of $160,764.31 to the 2023/24 Clinton Street Sewer and Water Improvement Project

3. Approve the amendment of the 2023/24 CDBG Annual Action Plan to increase the allocations for the Frank Bergon Senior Center Improvement Project and the Clinton Street Sewer and Water Improvement Project

4. Set a public hearing for January 15, 2025.

SUMMARY:

As part of the ongoing management and monitoring of the City’s CDBG awards, staff calculated that the City has $225,936.54 of previously awarded CDBG funds unspent. These funds come from Program Years 2020 through 2023. The City’s Program Year (PY) 2023 Annual Action Plan (AAP) includes $617,500 for the Clinton Street Sewer and Water Improvement Project and $148,386 for the Frank Bergon Senior Center Improvement Project. City staff managing these projects anticipate project costs will exceed the original CDBG allocations. CDBG guidelines allow for the reallocation of previously allocated CDBG proceeds, provided the recipient agency follows requirements of the Citizen Participation Plan (CPP), which includes issuing a public notice, holding a public hearing about the proposed change, and providing the public 30 days to review and comment on the proposed funding change. Staff is recommending that Council initiate the A-1
reallocation process for the purpose of moving unspent/unobligated CDBG funds to both the Clinton Sewer and Water project and the Frank Bergon Senior Center Improvement project.

DISCUSSION:

The City is a CDBG entitlement jurisdiction which receives an annual funding allocation with the submission of an AAP. The AAP, in part, describes the projects approved for funding with the current year’s allocation. As funds are expended and projects are completed, there are instances where some of the awarded funding is not entirely used. Reasons for this under-expenditure include actual prices for programs coming in under initial estimates, and a project not being completed due to unforeseen circumstances. If the initially funded project cannot use all the CDBG funds they were awarded, the funds become unobligated and may be moved to another CDBG eligible project.

Staff reviewed previous CDBG grant awards and determined there are unobligated grant balances eligible for repurposing. Table 1 provides detail related to unexpended CDBG grant award balances.

Table 1: Unexpended CDBG Award Balances
Program Year (PY) Award Remaining
PY 2020/21 $73,495.46
PY 2021/22 $48,759.98
PY 2022/23 $48,581.47
PY 2023/24 $55,099.63
Total $225,936.54
City staff recently determined that project costs for the Clinton Street sewer and water project are projected to be higher than initially anticipated. City staff also indicated that both the initially allocated CDBG amount of $617,500 for this project and any additional CDBG funding received could be expended during PY 2024, thus helping the City meet timeliness of expenditure requirements associated with CDBG funding.

As part of the CPP, staff included the request to reallocate CDBG funding on the agenda for the Block Grant Commission (BGC) meeting held on October 9, 2024. During this meeting, City staff presented the need for additional funding for the Clinton Street sewer and water project. The BGC approved the proposal to seek Council approval for the reallocation of previously unexpended CDBG funds to this project.

After the BGC meeting, staff determined that the Frank Bergon Senior Center Improvement project is anticipated to exceed the original CDBG allocation of $148,386. The additional funding request will allow for the completion of the perimeter fence which was included in the original scope of work for the project. City staff estimates that $65,172.23 is required to complete the project.

Part of the process to reallocate funds includes amending the AAP associated with each project.

Both projects were funded in the 2023 AAP. A major amendment to the AAP requires a 30-day public review and comment period. As stated in the City’s CPP:
“…a change in the Annual Action Plan will be considered major whenever actual costs will exceed the project’s allocation by the greater of $25,000 or 15 percent.”
Staff is recommending Council approval to initiate the 30-day public review and hearing process to comply with the citizen participation process for the amendment of the 2023/24 CDBG Annual Action Plan to reallocate $225,936.54 of unobligated CDBG funds to the Clinton Street sewer and water project and the Frank Bergon Senior Center Improvement project.

FINANCIAL IMPACT:

The amendment of the City’s PY 2023 AAP has no financial impact to the City’s General Fund.

There is no additional new CDBG funding being provided. This action involves only unspent previously allocated funds. City staff may include budget amendments for these reallocated CDBG funds at the time when the contracts for these projects are brought to Council for award.

It is important to note that if the reallocation of CDBG funds is not approved, City staff may have to solicit additional funding, which will impact the City’s Fiscal Year 2024/25 budget.

ALTERNATIVES:

As an alternative, Council may:

1. Decline the recommendation and direct staff to provide additional information on the reallocation of CDBG funds.

2. Initiate reallocation of the monies to some other CDBG eligible project.

ATTACHMENTS:

None

Minutes of a Regular Meeting of the Madera City
October 30, 2024 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: 841 3065 3465 #. 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 Cece Gallegos, District 1
Councilmember Jose Rodriguez, District 2
Councilmember Steve Montes, District 3
Councilmember Anita Evans, District 4
Councilmember Elsa Mejia, District 5 (Arrived at 6:12 p.m.) Councilmember Artemio Villegas, District 6
Others present were City Manager Arnoldo Rodriguez, City Clerk Alicia Gonzales, City Attorney Shannon L. Chaffin, City Engineer Keith Helmuth, Community Development Director Will Tackett, Director of Financial Services Michael Lima, Director of Human Resources Wendy Silva, Director of Information Technology Gary Price, Director of Parks and Community Services Joseph Hebert, Chief of Police Giachino Chiaramonte, Public Works Director Ismael Hernandez, Senior Civil Engineer Steve Bettencourt, Administrative Analyst I (Engineering) Nicole Say, (Parks) Project Manager Fernando Castillo Duran and Communication Specialist Joseph Carrello.

INVOCATION: Jim Garrison, United Methodist Church
PLEDGE OF ALLEGIANCE: Councilmember Evans
APPROVAL OF AGENDA:

ON MOTION BY COUNCILMEMBER VILLEGAS AND SECONDED BY COUNCILMEMBER EVANS, THE AGENDA WAS APPROVED BY A 6/0 VOTE. ABSENT: COUNCILMEMBER MEJIA PRESENTATIONS: None
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.

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.

Item: B-1
Minutes for: 10/30/2024
Adopted: 11/20/2024
City of Madera City Council Minutes
205 W. 4th Street October 30, 2024
Madera, CA 93637 Page 2 of 9
Maurice Johnson, a member of the public stated that he attended the most recent Airport Advisory Commission and only one (1) commissioner attended. He has been informed that this commission has not had a quorum in quite some time and wanted to bring that to Council’s attention, so that they are aware. He asked that Council bring in individuals that are motivated to support this commission, so that Council can help this commission be effective. He stated he is interested in being a part of the Airport Advisory Commission. Mayor Garcia asked that Mr. Johnson give his contact information to City Clerk Alicia Gonzales.

Mina Mendoza of American Friends Service Committee Pan Valley Institute invited Council to attend the Day of the Dead/Día de los Muertos event at Courthouse Park this Friday from 12 noon to 8:30 p.m.

Kate Denise, a 12-year old representing Youth of Madera and Madera Homeschool Kids requested that Council put in a splash pad at Lions Town and Country Park, so that kids can keep cool and have somewhere free to go during the summer. Miss Denise asked that a water fountain at Lions Town and Country Park be fixed as it doesn’t work. She also asked that the swimming pool extend its hours. Mayor Garcia pointed her to Director of Parks and Community Services Joseph Hebert and asked that she tell him the location of the non-working water fountain.

No further Public Comment was presented. Public Comment was closed.

A. PUBLIC HEARINGS:

A-1 Public Hearing Relating to Annexation of Certain Properties into Zone of Benefit 1 and Zone of Benefit 51 to the City of Madera Landscape Maintenance District (LMD) Zone for Fiscal Year 2024/25
Recommendation: Adopt Resolutions Approving Annexation of Certain Properties to Citywide Lighting and Landscaping Assessment Districts:

1. Adopt a Resolution Approving Annexation No. 2024-08 for annexation of APN 013-050-006 (Full Throttle Suspension); and APN 013-050-011 (Specialty Crop); into Zone of Benefit 1; Confirming the Diagram and Assessment for LMD Zone of Benefit 1 for Fiscal Year (FY) 2024/25; and Authorizing the City Clerk to File the Diagram and Assessment with the Madera County Auditor; and

2. Adopt a Resolution Approving Annexation No. 2024-09 for Annexation of APN 006-390-033 (In-N-Out); APN(s) 013-200-012 and 013-200-013 (California Custom Processing); APN 013-200-005 (Amon World Phase I); APN 013-200-004 (Amon World Phase II); APN 003-250-028 (Fast Track Car Wash); and APN 013-210-009 (Fresno Madera Farm Credit) into Zone of Benefit 51; Confirming the Diagram and Assessment for LMD Zone of Benefit 51 for Fiscal Year (FY) 2024/25; and Authorizing the City Clerk to File the Diagram and Assessment with the Madera County Auditor (Report by Keith Helmuth)

ON MOTION BY COUNCILMEMBER EVANS AND SECONDED BY COUNCILMEMBER VILLEGAS, ITEM A-1 WAS APPROVED UNANIMOUSLY BY A 7/0 VOTE.

RES 24-161 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MADERA, CALIFORNIA, APPROVING ANNEXATION NO. 2024-08 FOR ANNEXATION OF APN: 013-050-006 (FULL THROTTLE SUSPENSION}, AND APN: 013-050- 011 (SPECIALTY CROP) INTO ZONE OF BENEFIT 1; CONFIRMING THE City of Madera City Council Minutes
205 W. 4th Street October 30, 2024
Madera, CA 93637 Page 3 of 9

DIAGRAM AND ASSESSMENT FOR CITY OF MADERA LANDSCAPE
MAINTENANCE DISTRICT ZONE OF BENEFIT 1 FOR FISCAL YEAR (FY) 2024/25; AND AUTHORIZING THE CITY CLERK TO FILE THE DIAGRAM AND

ASSESSMENT WITH THE MADERA COUNTY AUDITOR
RES 24-162 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MADERA, CALIFORNIA, APPROVING ANNEXATION NO. 2024-09 FOR ANNEXATION OF APN 006-390-033 (IN-N-OUT); APN 013-200-012 AND APN 013-200- 013 (CALIFORNIA CUSTOM PROCESSING); APN 013-200-005 (AMON WORLD PHASE I) ; APN 013-200-004 (AMON WORLD PHASE 2); APN 003- 250-028 (FAST TRACK CAR WASH); AND APN 013-210-009 (FRESNO MADERA FARM CREDIT) INTO ZONE OF BENEFIT 51; CONFIRMING THE

DIAGRAM AND ASSESSMENT FOR CITY OF MADERA LANDSCAPE
MAINTENANCE DISTRICT ZONE OF BENEFIT 51 FOR FISCAL VEAR (FY) 2024/25; AND AUTHORIZING THE CITY CLERK TO FILE THE DIAGRAM AND

ASSESSMENT WITH THE MADERA COUNTY AUDITOR
B. CONSENT CALENDAR:

Matters listed under the Consent Calendar are considered routine and will be enacted by one motion and one vote.

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

B-1 Minutes – October 2, 2024
Recommendation: Approve the City Council Minutes of October 2, 2024 (Report by Alicia Gonzales)
B-2 Informational Report on Register of Audited Demands Recommendation: Review Register of Audited Demands Report for September 21, 2024 to October 18, 2024 (Report by Michael Lima)
B-3 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) (Report by Wendy Silva) B-4 Informational Report on Contract City Attorney Services and Litigation Expenditures Recommendation: This report is submitted for informational purposes only and there is no action requested from the City Council (Report by Arnoldo Rodriguez) B-5 Resolution Supporting Proposition 4, The Safe Drinking Water, Wildfire Prevention, Drought Preparedness, and Clean Air Bond Act of 2024
Recommendation: Staff recommends that Council review the details of Proposition 4, the Safe Drinking Water, Wildfire Prevention, Drought Preparedness, and Clean Air Bond Act of 2024, and consider adopting a resolution in support of this measure (Report by Arnoldo Rodriguez)
RES 24-163 A RESOLUTION AFFIRMING THE CITY OF MADERA'S SUPPORT FOR PROPOSITION 4: THE SAFE DRINKING WATER, WILDLIFE PREVENTION, DROUGHT PREPAREDNESS, AND CLEAN AIR BOND ACT OF 2024
City of Madera City Council Minutes
205 W. 4th Street October 30, 2024
Madera, CA 93637 Page 4 of 9
B-6 Settlement of Insurance Claim for Repair of Battalion 51 Recommendation: Adopt a Minute Order Authorizing the City Manager to execute a Master Final Proof of Loss in the amount of $14,539.63 for the repair of Battalion 51 and to submit and execute any further related documents to finalize the insurance claim (Report by Wendy Silva)
B-7 2024 Downtown Christmas Light Parade Event Entries
Recommendation: Approve a Minute Order Authorizing the City Manager to execute documents necessary for any City entries in the Downtown Christmas Parade scheduled Thursday, December 5, 2024 (Report by Alicia Gonzales)
B-8 Madera Unified School District Fee Waiver Request for the Third Annual Battle of the Books Event
Recommendation: Adopt a Resolution waiving the rental fees of the John Wells Youth Center on Thursday, March 27, 2025, related to the Madera Unified School District Third Annual Battle of the Books event, at an anticipated fee rental of $3,629.92 (Report by Joseph Hebert)
RES 24-164 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MADERA,

CALIFORNIA WAIVING THE RENTAL FEES OF THE JOHN WELLS YOUTH CENTER FOR MARCH 27, 2025, RELATED TO MADERA UNIFIED SCHOOL

DISTRICT'S THIRD ANNUAL BATTLE OF THE BOOKS EVENT, AT AN ANTICIPATED FEE RENTAL OF $3,629.92
B-9 Piggyback Purchase Agreement Change Order for Fleet Division-Related Purchase Recommendation: Adopt a Resolution Approving the Sourcewell piggyback agreement change order in the amount of $10,272.98 with Altec Industries for the purchase of Facilities Altec bucket truck (Report by Michael Lima) RES 24-165 RESOLUTION APPROVING THE SOURCEWELL PIGGYBACK AGREEMENT

CHANGE ORDER FOR THE PURCHASE OF AN ALTEC BUCKET TRUCK
B-10 Piggyback Purchase Agreements for Fleet Division-related Purchases Recommendation: Adopt Resolutions Approving Piggyback Purchase Agreements as follows:

1. Adopt a Resolution Approving Sourcewell Piggyback Agreements for the Purchase of:
a. A tractor for the Safe and Clean team from Pioneer Equipment for $104,230
b. A tractor for the Parks Department from Pioneer Equipment for $54,773
c. A trailer for the Streets Division from Pape Machinery for $39,162 d. A street sweeper from Municipal Maintenance Equipment for $336,372; and

2. Adopt a Resolution Approving the State of California Piggyback Agreement for Purchase of five Ford pickup trucks from Downtown Ford of Sacramento for $227,079 (Report by Michael Lima) RES 24-166 RESOLUTION APPROVING SOURCEWELL PIGGYBACK AGREEMENTS FOR I)

PURCHASE FROM PIONEER EQUIPMENT OF A SAFE AND CLEAN TRACTOR City of Madera City Council Minutes
205 W. 4th Street October 30, 2024
Madera, CA 93637 Page 5 of 9
IN THE AMOUNT OF $104,230, II) PURCHASE FROM PIONEER EQUIPMENT OF A PARKS TRACTOR IN THE AMOUNT OF $54,733, Ill) PURCHASE FROM PAPE MACHINERY OF A TRAILER IN THE AMOUNT OF $39,162, IV)

PURCHASE FROM MUNICIPAL MAINTENANCE EQUIPMENT OF A STREET SWEEPER IN THE AMOUNT OF $336,372
RES 24-167 RESOLUTION APPROVING STATE OF CALIFORNIA PIGGYBACK

AGREEMENT FOR PURCHASE FROM DOWNTOWN FORD OF

SACRAMENTO OF FIVE FORD PICKUP TRUCKS IN THE AMOUNT OF
$227,079
B-11 Accepting Improvements for the Iveywood II Subdivision (Tract No. 21S-01) Recommendation: Adopt a Resolution:

1. Accepting the Improvements for the Iveywood II Subdivision (Tract No. 21-S-01); and

2. Authorize the filing of the Notice of Acceptance for said subdivision improvements (Report by Keith Helmuth)
RES 24-168 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MADERA,

CALIFORNIA, ACCEPTING IMPROVEMENTS REQUIRED TO BE INSTALLED

IN CONNECTION WITH IVEYWOOD II SUBDIVISION, AND AUTHORIZING

THE FILING OF A NOTICE OF ACCEPTANCE FOR SUCH IMPROVEMENTS B-12 Reimbursement to Joseph Crown Construction Inc, a California Corporation for Improvements Associated with Iveywood I Subdivision
Recommendation: Adopt a Resolution Approving a budget amendment increase of $25,583 for the purpose of reimbursing for improvements completed in connection to the Improvement Agreement for Iveywood I Subdivision (Agreement) (Report by Keith Helmuth)
RES 24-169 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MADERA,

CALIFORNIA APPROVING A BUDGET AMENDMENT TO ALLOW FOR

REIMBURSEMENT OF SUBDIVISON IMPROVEMENTS ASSOCIATED WITH

THE IVEYWOOD I SUBDIVISION
B-13 Accepting Improvements for Rancho Santa Fe Subdivision (Tract No. 19-S-06) Recommendation: Adopt a Resolution:

1. Accept Improvements of Rancho Santa Fe Subdivision (Tract No. 19- S-06); and

2. Authorize the filing of Notice of Acceptance for said subdivision improvements (Report by Keith Helmuth)
RES 24-170 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MADERA,

CALIFORNIA, ACCEPTING IMPROVEMENTS REQUIRED TO BE INSTALLED

IN CONNECTION WITH RANCHO SANTA FE SUBDIVISION, AND

AUTHORIZING THE FILING OFA NOTICE OF ACCEPTANCE FOR SUCH

IMPROVEMENTS
B-14 Pipeline Crossing Agreement with Union Pacific Railroad Company for W-43 Water Main Replacement project
City of Madera City Council Minutes
205 W. 4th Street October 30, 2024
Madera, CA 93637 Page 6 of 9
Recommendation: Adopt a Resolution Approving a Pipeline Crossing Agreement between Union Pacific Railroad (UPRR) Company and City of Madera for the Yosemite Avenue portion of the W-43 Watermain Replacement Project (Report by Keith Helmuth)
RES 24-171 A RESOLUTION OF THE COUNCIL OF THE CITY OF MADERA, CALIFORNIA

APPROVING A PIPELINE CROSSING AGREEMENT BETWEEN UNION

PACIFIC RAILROAD (UPRR) COMPANY AND THE CITY OF MADERA FOR THE YOSEMITE AVENUE PORTION OF THE W-43 WATERMAIN REPLACEMENT

PROJECT
B-15 Request by John G. Cazares and Norma Cazares for connection to the City’s water system Recommendation: Adopt a Resolution Approving an Agreement for Outside City Limits Water Connection for 27277 Ellis Street (APN 037-040-006) (Report by Keith Helmuth)
RES 24-172 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MADERA,

CALIFORNIA, APPROVING AGREEMENT FOR OUTSIDE CITY LIMITS WATER CONNECTION FOR 27277 ELLIS STREET (APN 037-040-006)
C. WORKSHOP: None
D. PETITIONS, BIDS, RESOLUTIONS, ORDINANCES, AND AGREEMENTS:

D-1 Contract Award for the 2024 Water Meter Project, City Project W-32, Phase I Recommendation: Adopt a Resolution Approving the contract for the 2024 Water Meter Project, City Project W-32, Phase I in the amount of $ 1,144,950 to West Valley Construction Company, Inc. (Report by Keith Helmuth)

ON MOTION BY COUNCILMEMBER EVANS AND SECONDED BY COUNCILMEMBER VILLEGAS, ITEM D-1 WAS APPROVED UNANIMOUSLY BY A 7/0 VOTE.

RES 24-173 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MADERA, CALIFORNIA APPROVING THE CONTRACT AWARD FOR THE 2024 WATER METER PROJECT, CITY PROJECT NO. W-32, PHASE I IN THE AMOUNT OF $1,144,950.00 TO WEST VALLEY CONSTRUCTION COMPANY, INC, AND

AUTHORIZING CONSTRUCTION CONTINGENCIES RELATING TO THE

CONTRACT
D-2 Lease Agreement for Facilities at the Millview Community Center with Community Action Partnership of Madera County
Recommendation: Adopt a Resolution Approving the Lease Agreement for Facilities at the Millview Community Center with the Community Action Partnership of Madera County, Inc. (CAPMC) through May 31, 2027 (Report by Joseph Hebert)

ON MOTION BY COUNCILMEMBER MONTES AND SECONDED BY COUNCILMEMBER MEJIA, ITEM D-2 WAS APPROVED UNANIMOUSLY BY A 7/0 VOTE.

RES 24-174 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MADERA,

CALIFORNIA APPROVING A LEASE AGREEMENT FOR FACILITIES AT THE City of Madera City Council Minutes
205 W. 4th Street October 30, 2024
Madera, CA 93637 Page 7 of 9

MILLVIEW COMMUNITY CENTER WITH THE COMMUNITY ACTION
PARTNERSHIP OF MADERA COUNTY, INC. THROUGH MAY 31, 2027 D-3 Award of Sole Source Contract for Repair and Replacement of Arson-damaged Equipment at Thaddeus Sran Playground at Centennial Park
Recommendation: 1. Adopt a Resolution Approving a sole source Construction Agreement with Dave Bang Associates, Inc., for the procurement of replacement parts, demolition, and installation of equipment damaged of $215,750.32; and

2. Adopt a Resolution authorizing a Class1 (Existing Facilities) and Class 2 (Replacement or Reconstruction) exemption under the California Environmental Quality Act, which states that projects are exempt when they involve the replacement of features with the same purpose and capacity as before, and for repair of existing facilities (Report by Joseph Hebert)

ON MOTION BY COUNCILMEMBER RODRIGUEZ AND SECONDED BY MAYOR PRO TEM GALLEGOS, ITEM D-3 WITH REVISED COST TOTAL OF $218,126.15 WAS APPROVED UNANIMOUSLY BY A 7/0 VOTE.

RES 24-175 RESOLUTION APPROVING A SOLE SOURCE CONSTRUCTION AGREEMENT WITH DAVE BANG ASSOCIATES, INC., FOR THE PROCUREMENT OF

REPLACEMENT PARTS, DEMOLITION, AND INSTALLATION OF EQUIPMENT

DAMAGED BY ARSON AT THE THADDEUS SRAN PLAYGROUND FOR
$218,126.15
RES 24-176 RESOLUTION APPROVING A CLASS 1 (EXISTING FACILITIES) AND CLASS 2 (REPLACEMENT OR RECONSTRUCTION) EXEMPTION UNDER THE

CALIFORNIA ENVIRONMENTAL QUALITY ACT, WHICH STATES THAT

PROJECTS ARE EXEMPT IF THEY INVOLVE REPLACEMENT OF FEATURES

WITH THE SAME PURPOSE AND CAPACITY, AND FOR REPAIR OF EXISTING FACILITIES.

D-4 Contract Award for Janitorial Services to One Main Janitorial, Inc.

Recommendation: Adopt a Resolution Approving Award of Agreement with One Main Janitorial, Inc., to Provide Professional Janitorial Services for City Facilities (Report by Ismael Hernandez)

ON MOTION BY MAYOR PRO TEM GALLEGOS AND SECONDED BY COUNCILMEMBER MONTES, ITEM D-4 WAS APPROVED UNANIMOUSLY BY A 7/0 VOTE.

RES 24-177 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MADERA,

CALIFORNIA, AWARDING A CONTRACT FOR JANITORIAL SERVICES IN RESPONSE TO REQUEST FOR PROPOSALS (RFP) NO. 202324-01 TO ONE MAIN JANITORIAL, INC.

E. ADMINISTRATIVE REPORTS: None
F. FUTURE AGENDA ITEMS:

This portion of the meeting is reserved (i) to initiate new matters and to request updates, and (ii) and to initiate new agenda items.

City of Madera City Council Minutes
205 W. 4th Street October 30, 2024
Madera, CA 93637 Page 8 of 9
Councilmember Rodriguez asked that a discussion about a possible splash pad at Lions Town and Country Park be added to a future agenda. Council voted unanimously to add this item to a future agenda.

Councilmember Rodriguez asked for a discussion to see if there are sufficient Code Enforcement staff to handle the Municipal Code violations. He also asked for a discussion to see if there are sufficient Public Works staff in the division that deals with fixing water leaks.

All of Council except for Councilmember Villegas who didn’t vote, voted to put the Code Enforcement discussion on a future agenda and to include the Public Works as an informational item on the agenda.

Councilmember Mejia asked about getting more cleanup done in downtown and bringing back an agenda item regarding decorating for Christmas with Christmas lights, etc. especially prior to the Christmas Light Parade. Council voted unanimously to add these items to a future agenda.

G. COUNCILMEMBER COMMUNICATIONS (REPORTS/ANNOUNCEMENTS):

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, and (ii) to make announcements.

Mayor Pro Tem Gallegos gave a shout out to the Police Department, Sheriff’s Department and Probation Department on their participation at tonight’s National Night Out event.

Councilmember Rodriguez stated that he attended the Cal LAFCO conference where they were educated on what LAFCO is all about. He congratulated Public Works Director Ismael Hernandez on his new endeavor. He wished everyone a Happy Halloween and Happy Día de los Muertos.

Councilmember Montes thanked staff for all that they do. He stated that the League of CA Cities (LOCC) sessions were very informative. He thanked Public Works Director Ismael Hernandez for serving this community and wished him the best in his future endeavors. He also wished everyone a good Halloween and Día de los Muertos.

Councilmember Evans thanked City staff and everyone who is at the event tonight. She asked that everyone be cautious of children crossing the streets during events. She stated that she went to LOCC conference, the Los Angeles NAACP conference and the California Hawaiian Conference. Councilmember Evans congratulated Public Works Director Ismael Hernandez on his new position.

Councilmember Mejia congratulated Public Works Director Ismael Hernandez on his new position and wished him well in future endeavors. She stated that the second Guelaguetza event took place on October 13th. On behalf of the Comité Guelaguetza Madera, she thanked the community and all the service clubs who assisted in making the event a success. She reminded everyone that the Día de los Muertos event is this Friday at Courthouse Park from 12 noon through 8:00 p.m.

Councilmember Villegas stated he attended many workshops during the LOCC conference. He thanked Public Works Director Ismael Hernandez for his service and bid him farewell.

Mayor Garcia stated he attended the groundbreaking ceremony for the King Hussein Elementary School, the Cesar Chavez Elementary book reading, and the vigil for Victims of City of Madera City Council Minutes
205 W. 4th Street October 30, 2024
Madera, CA 93637 Page 9 of 9
Domestic Violence at St. Joachim’s Catholic Church. He congratulated Public Works Director Ismael Hernandez on his new employment and thanked him for his service.

H. CLOSED SESSION: None
ADJOURNMENT: Meeting was adjourned at 7:03 p.m.
__________________________________________ _________________________________________ ALICIA GONZALES, City Clerk SANTOS GARCIA, Mayor
__________________________________________

MINUTES PREPARED BY
ZELDA LEÓN, Deputy City Clerk

REPORT TO CITY COUNCIL
Approved by:
_________________________________
Council Meeting of: November 20, 2024
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 October 19, 2024 to November 8, 2024 SUMMARY:

The Register of Audited Demands for the City covering obligations paid during the period of October 19, 2024 to November 8, 2024 is summarized in the following tables. Attachment A details the warrants issued, while Table 2 is a summary of the wire transfers.

Table 1: Warrant Distribution Summary
Description Check #’s Amount
General Warrants 40774 – 40919 $2,581,062.79
Table 2: Wire Transfer Summary
Description Vendor Amount
Payroll and Taxes US Bank $1,564,735.42
SDI EDD $5,326.14
CalPERS Payment CalPERS $0
DISCUSSION:

Warrant requests are processed weekly based on the Fiscal Year 2024/2025 Adopted 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 Fiscal Year 2024/2025 Adopted Budget.

ALTERNATIVES:

Informational only.

ATTACHMENTS:

Register of Audited Demands

CHECK PAY DATE DEPARTMENT PAID FROM ORG ISSUED TO DESCRIPTION AMOUNT 40774 10/24/2024 FIRE Fire MUNICIPAL EMERGENCY SERVICES INC. CARABINER MOUNT & THERMAL IMAGER 3,359.89 40775 10/24/2024 FLEET MAINTENANCE Fleet Maintenance TURF STAR, INC. #4010 MOWER HARNESS REPAIRS 8,021.31 40776 10/24/2024 PW ADMIN AIRPORT OPS SERVICEMASTER BY J&C BROWN JANITORIAL SERVICES 10/24 375.65 40776 10/24/2024 PW ADMIN Central Admin SERVICEMASTER BY J&C BROWN JANITORIAL SERVICES 10/24 3,977.86 40776 10/24/2024 PW ADMIN Comm & Rec Centers SERVICEMASTER BY J&C BROWN JANITORIAL SERVICES 10/24 7,667.01 40776 10/24/2024 PW ADMIN Engineering SERVICEMASTER BY J&C BROWN JANITORIAL SERVICES 10/24 2,731.42 40776 10/24/2024 PW ADMIN Finance SERVICEMASTER BY J&C BROWN JANITORIAL SERVICES 10/24 237.47 40776 10/24/2024 PW ADMIN INTERMODAL BLDG SERVICEMASTER BY J&C BROWN JANITORIAL SERVICES 10/24 568.33 40776 10/24/2024 PW ADMIN Parks SERVICEMASTER BY J&C BROWN JANITORIAL SERVICES 10/24 250.00 40776 10/24/2024 PW ADMIN Sewer Mtnc/Operations SERVICEMASTER BY J&C BROWN JANITORIAL SERVICES 10/24 733.72 40776 10/24/2024 PW ADMIN SOLID WASTE SERVICEMASTER BY J&C BROWN JANITORIAL SERVICES 10/24 733.72 40776 10/24/2024 PW ADMIN TRANS - FIXED SERVICEMASTER BY J&C BROWN JANITORIAL SERVICES 10/24 948.94 40776 10/24/2024 PW ADMIN TRANS - DAR SERVICEMASTER BY J&C BROWN JANITORIAL SERVICES 10/24 948.94 40776 10/24/2024 PW ADMIN UB - Garbage SERVICEMASTER BY J&C BROWN JANITORIAL SERVICES 10/24 237.46 40776 10/24/2024 PW ADMIN UB - Sewer SERVICEMASTER BY J&C BROWN JANITORIAL SERVICES 10/24 237.47 40776 10/24/2024 PW ADMIN UB - Water SERVICEMASTER BY J&C BROWN JANITORIAL SERVICES 10/24 474.92 40776 10/24/2024 PW ADMIN Water Quality Control SERVICEMASTER BY J&C BROWN JANITORIAL SERVICES 10/24 237.43 40776 10/24/2024 PW ADMIN WWTP SERVICEMASTER BY J&C BROWN JANITORIAL SERVICES 10/24 1,057.84 40776 10/24/2024 PW ADMIN MEAS K - PD SERVICEMASTER BY J&C BROWN JANITORIAL SERVICES 10/24 636.68 40776 10/24/2024 PW ADMIN PD Operations SERVICEMASTER BY J&C BROWN JANITORIAL SERVICES 10/24 4,618.22 40777 10/24/2024 HR/RISK MGT PD Operations BIANCHI, BRANDON TUITION REIMBURSEMENT 918.00 40778 10/24/2024 PARKS ADMINISTRATIONSports Programs J & D MANUFACTURING SOFTBALL PRIZES 324.70 40778 10/24/2024 PARKS ADMINISTRATIONSports Programs J & D MANUFACTURING TROPHY ENGRAVING 21.65 40779 10/24/2024 GRANTS TRANS - FIXED MV TRANSPORTATION, INC. TRANSIT OPERATOR 09/24 100,330.75 40779 10/24/2024 GRANTS TRANS - DAR MV TRANSPORTATION, INC. TRANSIT OPERATOR 09/24 71,445.31 40780 10/24/2024 FLEET MAINTENANCE Fleet Maintenance O'REILLY AUTOMOTIVE STORES, INC. MISC REPAIR PARTS MISC REPAIR PARTS 1,649.01 40781 10/24/2024 FINANCE Finance MV CHENG & ASSOCIATES, INC. CONSULTING SERVICES: INTERIM FINANCE DIRECTOR 2,562.50 40782 10/24/2024 WATER QUALITY CONTROL Water Quality Control RYAN PROCESS INC CHLORINE GENERATOR REPAIR PART 2,559.86 40783 10/24/2024 PARKS ADMINISTRATIONParks ELITE MAINTENANCE AND TREE SERVICE GROUP 2 NON-MEDIAN MAINTENANCE 10/24 5,678.40 40783 10/24/2024 PARKS ADMINISTRATIONMEDIAN LANDS ELITE MAINTENANCE AND TREE SERVICE GROUP 3 MEDIAN MAINTENANCE 10/24 12,560.80 40783 10/24/2024 PARKS ADMINISTRATIONParking Dist Operation ELITE MAINTENANCE AND TREE SERVICE GROUP 1 DOWNTOWN MAINTENANCE 10/24 509.60 40784 10/24/2024 FIRE MEAS K - FIRE BAUER COMPRESSORS, INC SBCA FLOW TESTING 3,175.80 40785 10/24/2024 HR/RISK MGT HR/RISK MGT SIJ HOLDINGS LLC RECRUITMENT ADS 7,144.75 40786 10/24/2024 HR/RISK MGT HR/RISK MGT ALLIANT INSURANCE SERVICES, INC. CONSULTING SERVICES - HEALTH AND WELFARE BENEFITS 3,750.00 40787 10/24/2024 FLEET MAINTENANCE Fleet Maintenance ADVANCED AUTOMOTIVE LLC SMOG CHECK - #317 48.00 40787 10/24/2024 FLEET MAINTENANCE Fleet Maintenance ADVANCED AUTOMOTIVE LLC SMOG CHECK - #383 48.00 40788 10/24/2024 GRANTS CDBG Public Services OLIVE CHARITABLE ORGANIZATION CDBG 24/25 - BENNET HOUSE Q1 2,128.82 40789 10/24/2024 HR/RISK MGT HR/RISK MGT GOVERNMENTJOBS.COM, INC. EMPLOYEE SOFTWARE & MODULES 38,299.30 40790 10/24/2024 INFORMATION SERVICESComputer Replacement SECURITAS TECHNOLOGY CORPORATION PD - SECURITY GATE 576.67 40791 10/24/2024 FLEET MAINTENANCE Fleet Maintenance DL BATTY, INC. SHOP - ROLL UP DOOR REPLACEMENT 94,144.23 40792 10/24/2024 CITY ADMIN City Attorney ALESHIRE & WYNDER LLP CONSULTING SVS CITY ATTORNEY 42,835.58 40793 10/24/2024 BUILDING Building RAFAEL MAGALLAN PER DIEM - CALBO EDUCATION WEEK 699.04 40794 10/24/2024 PARKS ADMINISTRATIONSr Citizen Community Service SAMI MURPHY AGING CONTRACTED SERVICES 240.00 40795 10/24/2024 HR/RISK MGT HR/RISK MGT MARIA Y SOLIS CATERING HEALTH FAIR 3,125.72 40796 10/24/2024 WATER QUALITY CONTROL Water Quality Control DELLAVALLE LABORATORY,INC. MONTHLY SAMPLING 576.00 40796 10/24/2024 WATER QUALITY CONTROL Water Quality Control DELLAVALLE LABORATORY,INC. WEEKLY SAMPLING 608.00 40796 10/24/2024 WATER QUALITY CONTROL Water Quality Control DELLAVALLE LABORATORY,INC. REPEAT SAMPLING 36.00 40797 10/24/2024 FINANCE Building AT&T 09/24 FIRSTNET SVS 287302656036 150.39 40797 10/24/2024 FINANCE City Clerk's Office AT&T 09/24 FIRSTNET SVS 287302656036 90.18 40797 10/24/2024 FINANCE City Council AT&T 09/24 FIRSTNET SVS 287302656036 281.68 40797 10/24/2024 FINANCE Code Enforcement AT&T 09/24 FIRSTNET SVS 287302656036 45.09 40797 10/24/2024 FINANCE COMPUTER MAINT AT&T 09/24 FIRSTNET SVS 287302656036 893.81 40797 10/24/2024 FINANCE Engineering AT&T 09/24 FIRSTNET SVS 287302656036 240.76 40797 10/24/2024 FINANCE Facilities Maintenance AT&T 09/24 FIRSTNET SVS 287302656036 932.04 40797 10/24/2024 FINANCE Finance AT&T 09/24 FIRSTNET SVS 287302656036 185.59 40797 10/24/2024 FINANCE Fleet Maintenance AT&T 09/24 FIRSTNET SVS 287302656036 45.09 40797 10/24/2024 FINANCE GRANT OVERSIGHT AT&T 09/24 FIRSTNET SVS 287302656036 95.22 40797 10/24/2024 FINANCE HR/RISK MGT AT&T 09/24 FIRSTNET SVS 287302656036 50.13 40797 10/24/2024 FINANCE Parks AT&T 09/24 FIRSTNET SVS 287302656036 363.77 40797 10/24/2024 FINANCE Planning AT&T 09/24 FIRSTNET SVS 287302656036 90.18 40797 10/24/2024 FINANCE STREETS AT&T 09/24 FIRSTNET SVS 287302656036 50.13 40797 10/24/2024 FINANCE UB - Garbage AT&T 09/24 FIRSTNET SVS 287302656036 11.27 40797 10/24/2024 FINANCE UB - Sewer AT&T 09/24 FIRSTNET SVS 287302656036 11.27 40797 10/24/2024 FINANCE UB - Water AT&T 09/24 FIRSTNET SVS 287302656036 22.55 40797 10/24/2024 FINANCE WWTP AT&T 09/24 FIRSTNET SVS 287302656036 50.13 40797 10/24/2024 FINANCE City Manager AT&T 09/24 FIRSTNET SVS 287302656036 90.37 40797 10/24/2024 FINANCE PD Operations AT&T 09/24 FIRSTNET SVS 287302656036 6,854.53 40798 10/24/2024 FACILITIES Facilities Maintenance CONSOLIDATED ELECTRICAL DISTRIBUTORS, INC. STREET LAMP POST TOP BOLT 115.94 40798 10/24/2024 FACILITIES Facilities Maintenance CONSOLIDATED ELECTRICAL DISTRIBUTORS, INC. STREET LAMP POST TOPS 3,564.56 40799 10/24/2024 GRANTS Home Program Income MEADOWS MOBILE HOME PARK SPACE RENTAL #19 11/24 876.33 40800 10/24/2024 GRANTS Home Program Income MEADOWS MOBILE HOME PARK SPACE RENTAL #23 11/24 838.78 40801 10/24/2024 GRANTS Home Program Income MEADOWS MOBILE HOME PARK SPACE RENTAL #86 11/24 817.30 40802 10/24/2024 HR/RISK MGT HR/RISK MGT CA DEPARTMENT OF JUSTICE PRE-EMPLOYMENT SVS 192.00 40803 10/24/2024 FINANCE PAYROLL TRUST COLONIAL LIFE & ACCIDENT INSURANCE CO #E700482-3 FOR 10/11/2024 PAYROLL 888.13 40804 10/24/2024 FINANCE PD Operations COMCAST 10/24 SVS 8155500320092096 192.28 40805 10/24/2024 GRANTS CDBG Public Services COMMUNITY ACTION PRTNRSHP OF MADERA CDBG FY 24/25 CAPMC HOUSING STABILIZATION Q1 2,942.43 40805 10/24/2024 GRANTS CDBG Public Services COMMUNITY ACTION PRTNRSHP OF MADERA CDBG FY 24/25 CAPMC FMCOC Q1 1,027.01 40806 10/24/2024 GRANTS CDBG Public Services COMMUNITY ACTION PRTNRSHP OF MADERA CDBG FY 24/25 Q1 CAPMC HOUSING STABILIZATION CV3 51.38 40807 10/24/2024 HR/RISK MGT HR/RISK MGT OCCUPATIONAL HEALTH CENTERS OF CALIFORNIA, A MEDIC PRE-EMPLOYMENT SERVICES 105.00

CITY OF MADERA
REGISTER OF AUDITED DEMANDS FOR BANK #1 - UNION BANK GENERAL ACCOUNT November 20, 2024

CHECK PAY DATE DEPARTMENT PAID FROM ORG ISSUED TO DESCRIPTION AMOUNT 40808 10/24/2024 BUILDING Building COOK, DANIEL PER DIEM - CALBO EDUCATION WEEK 193.50 40809 10/24/2024 FIRE MEAS K - FIRE DIAMOND COMMUNICATIONS FIRE ALARM MONITORING - FIRE #58 35.00 40809 10/24/2024 FIRE MEAS K - FIRE DIAMOND COMMUNICATIONS FIRE ALARM MONITORING - FIRE #58 859.50 40809 10/24/2024 GRANTS INTERMODAL BLDG DIAMOND COMMUNICATIONS FIRE ALARM MONITORING - TRANSIT 80.00 40809 10/24/2024 PARKS ADMINISTRATIONComm & Rec Centers DIAMOND COMMUNICATIONS SECURITY ALARM MONITORING - PANAM 567.00 40809 10/24/2024 PARKS ADMINISTRATIONComm & Rec Centers DIAMOND COMMUNICATIONS FIRE ALARM MONITORING - JWYC 471.00 40809 10/24/2024 PARKS ADMINISTRATIONComm & Rec Centers DIAMOND COMMUNICATIONS UPDATED SECURITY CODES - FBSC 30.00 40809 10/24/2024 PARKS ADMINISTRATIONComm & Rec Centers DIAMOND COMMUNICATIONS UPDATED SECURITY CODES - PANAM 30.00 40810 10/24/2024 FLEET ACQUISITION Fleet Acquisition DOWNTOWN FORD SALES 2024 FORD PICKUP #1543 2024 41,319.82 40810 10/24/2024 FLEET ACQUISITION Fleet Acquisition DOWNTOWN FORD SALES 2024 FORD PICKUP #1542 2024 41,319.82 40811 10/24/2024 INFORMATION SERVICESCOMPUTER MAINT ESRI ESRI SOFTWARE RENEWAL 21,237.53 40812 10/24/2024 FLEET ACQUISITION Fleet Acquisition FOLSOM LAKE FORD 2025 EXPLORER-POLICE INTERCEPTOR UTILITY 169,912.37 40813 10/24/2024 GRANTS INTERMODAL BLDG GUARDIAN WESTERN SWEEPING INC. 10/24 POWER SWEEPING 402.50 40813 10/24/2024 GRANTS Parking Dist Operation GUARDIAN WESTERN SWEEPING INC. 10/24 POWER SWEEPING 402.50 40814 10/24/2024 INFORMATION SERVICESComputer Replacement INSIGHT PUBLIC SECTOR APC UPS - 2700W 4,274.66 40814 10/24/2024 INFORMATION SERVICESComputer Replacement INSIGHT PUBLIC SECTOR UPS B/U 4,274.66 40815 10/24/2024 FACILITIES Facilities Maintenance JAM SERVICES INC TRAFFIC COUNTDOWN SIGNS 746.93 40816 10/24/2024 FLEET ACQUISITION Fleet Acquisition LEHR AUTO ELECTRIC PD UPFIT PARTS #6037 - #6041 12,469.60 40817 10/24/2024 PARKS ADMINISTRATIONAquatics Programs CHARLES LUECKER, AUTHORIZED SIGNER CHLORINE FOR POOL 2,138.04 40818 10/24/2024 FINANCE WATER CONSERV CITY OF MADERA TOILET REBATE - 9925007 160.00 40818 10/24/2024 GRANTS INTERMODAL BLDG CITY OF MADERA 10/24 UTILITY SERVICE 3040421 52.46 40818 10/24/2024 GRANTS INTERMODAL BLDG CITY OF MADERA 10/24 UTILITY SERVICE 3040431 93.09 40818 10/24/2024 GRANTS INTERMODAL BLDG CITY OF MADERA 10/24 UTILITY SERVICE 3040441 377.44 40819 10/24/2024 GRANTS Permanent Local Housing Alloca MADERA RESCUE MISSION, INC. PLHA INVOICE 09/24 8,089.56 40820 10/24/2024 HR/RISK MGT HR/RISK MGT MADERA TRIBUNE JOB ADVERSTISEMENT 76.00 40821 10/24/2024 PARKS ADMINISTRATIONAquatics Programs MAMMOTH OXYGEN CO2 FOR POOL 451.69 40822 10/24/2024 PW ADMIN STREETS MID VALLEY DISPOSAL INC. WASTE DISPOSAL 3,573.95 40822 10/24/2024 PW ADMIN Street Cleaning MID VALLEY DISPOSAL INC. WASTE DISPOSAL 4,419.22 40822 10/24/2024 PW ADMIN WWTP MID VALLEY DISPOSAL INC. WASTE DISPOSAL 1,328.25 40822 10/24/2024 PW ADMIN PW Safe & Clean Initiative MID VALLEY DISPOSAL INC. WASTE DISPOSAL 1,888.00 40823 10/24/2024 ENGINEERING LTF - Streets NATIONAL DATA & SURVEYING SERVICES TRAFFIC COUNTS - N LAKE ST & E CENTRAL/E 4TH 940.00 40824 10/24/2024 ENGINEERING LTF - Streets NICHOLS CONSULTING ENGINEERS, CHTD. ENGINEERING CONSULTING SVS 6,900.00 40825 10/24/2024 FINANCE AIRPORT OPS PACIFIC GAS & ELECTRIC 09/24 SERVICE 9920095153-3 8.11 40825 10/24/2024 FINANCE Central Admin PACIFIC GAS & ELECTRIC 09/24 SERVICE 9920095153-3 53.28 40825 10/24/2024 FINANCE Comm & Rec Centers PACIFIC GAS & ELECTRIC 09/24 SERVICE 9920095153-3 4,264.49 40825 10/24/2024 FINANCE DRAINAGE PACIFIC GAS & ELECTRIC 09/24 SERVICE 9920095153-3 394.09 40825 10/24/2024 FINANCE Facilities Maintenance PACIFIC GAS & ELECTRIC 09/24 SERVICE 9920095153-3 6,877.53 40825 10/24/2024 FINANCE Fire PACIFIC GAS & ELECTRIC 09/24 SERVICE 9920095153-3 96.52 40825 10/24/2024 FINANCE Parks PACIFIC GAS & ELECTRIC 09/24 SERVICE 9920095153-3 178.31 40825 10/24/2024 FINANCE Recreation PACIFIC GAS & ELECTRIC 09/24 SERVICE 9920095153-3 34.64 40825 10/24/2024 FINANCE Sewer Mtnc/Operations PACIFIC GAS & ELECTRIC 09/24 SERVICE 9920095153-3 26.70 40825 10/24/2024 FINANCE SOLID WASTE PACIFIC GAS & ELECTRIC 09/24 SERVICE 9920095153-3 8.79 40825 10/24/2024 FINANCE Sr Citizen Community Service PACIFIC GAS & ELECTRIC 09/24 SERVICE 9920095153-3 9.91 40825 10/24/2024 FINANCE Water Mtnc/Operations PACIFIC GAS & ELECTRIC 09/24 SERVICE 9920095153-3 62,748.51 40825 10/24/2024 FINANCE Zone 24 Activities PACIFIC GAS & ELECTRIC 09/24 SERVICE 9920095153-3 71.08 40825 10/24/2024 FINANCE Zone 26 Activities PACIFIC GAS & ELECTRIC 09/24 SERVICE 9920095153-3 10.79 40825 10/24/2024 FINANCE Zone 31A Activities PACIFIC GAS & ELECTRIC 09/24 SERVICE 9920095153-3 19.72 40825 10/24/2024 FINANCE PD Operations PACIFIC GAS & ELECTRIC 09/24 SERVICE 9920095153-3 9,303.97 40825 10/24/2024 FINANCE Parking Dist Operation PACIFIC GAS & ELECTRIC 09/24 SERVICE 9920095153-3 87.27 40826 10/24/2024 PARKS ADMINISTRATIONGolf Course Capital SIERRA GOLF MANAGEMENT CAPITAL IMPROVEMENTS FY 23/24 & 24/25 86,168.51 40827 10/24/2024 GRANTS INTERMODAL BLDG TECH. MASTER PEST MANAGEMENT SQUIRREL CONTROL - TRANSIT 150.00 40828 10/24/2024 PW ADMIN Facilities Maintenance UNDERGROUND SERVICE ALERT MEMBERSHIP FEE FY 24/25 1,041.56 40828 10/24/2024 PW ADMIN STREETS UNDERGROUND SERVICE ALERT MEMBERSHIP FEE FY 24/25 1,041.55 40828 10/24/2024 PW ADMIN Sewer Mtnc/Operations UNDERGROUND SERVICE ALERT MEMBERSHIP FEE FY 24/25 1,041.56 40828 10/24/2024 PW ADMIN Water Mtnc/Operations UNDERGROUND SERVICE ALERT MEMBERSHIP FEE FY 24/25 1,041.56 40829 10/24/2024 PARKS ADMINISTRATIONINTERMODAL BLDG VILLA GARDENING SERVICE INC 09/24 LAWN SERVICES 500.00 40829 10/24/2024 PARKS ADMINISTRATIONParks VILLA GARDENING SERVICE INC TREE TRIMMINGTREE 450.00 40830 10/24/2024 PARKS ADMINISTRATIONParks WEST COAST ARBORISTS, INC. CITY WIDE TREE TRIMMING 41,400.00 40831 10/24/2024 PD OPERATIONS SUPP LAW ENF OTP - FINANCE REIMBURSEMENT - MOTORCYCLE TRAINING 395.00 40832 10/24/2024 PW ADMIN STREETS OTP - FINANCE REIMBURSEMENT - DOT FEES 120.50 40833 10/24/2024 FINANCE Finance OTP - FINANCE PER DIEM - 2024 CALPERS EDUCATIONAL FORUM 161.25 40834 10/24/2024 PD OPERATIONS SUPP LAW ENF OTP - FINANCE REIMBURSEMENT - MOTORCYCLE TRAINING 395.00 40835 10/24/2024 FINANCE TRANS - FIXED OTP - FINANCE PER DIEM - FTA, PSR, & FMO WORKSHOPS 207.00 40835 10/24/2024 FINANCE TRANS - DAR OTP - FINANCE PER DIEM - FTA, PSR, & FMO WORKSHOPS 207.00 40836 10/24/2024 PD OPERATIONS General Trust Fund ASSET FORFEITURE/OTHER PD REIMBURSEMENT - 17M-04685 75.00 40837 10/24/2024 PARKS ADMINISTRATIONGeneral Trust Fund OTP- PARKS REFUNDS DEPOSIT REFUND - POOL 100.00 40838 10/24/2024 PARKS ADMINISTRATIONGeneral Trust Fund OTP- PARKS REFUNDS DEPOSIT REFUND - POOL 100.00 40839 10/24/2024 PARKS ADMINISTRATIONGeneral Trust Fund OTP- PARKS REFUNDS DEPOSIT REFUND - POOL 100.00 40840 10/24/2024 PARKS ADMINISTRATIONGeneral Trust Fund OTP- PARKS REFUNDS DEPOSIT REFUND - POOL 100.00 40841 10/24/2024 PARKS ADMINISTRATIONParks OTP- PARKS REFUNDS DEPOSIT REFUND - LTC BALL FIELD 7 & 8 110.00 40842 10/24/2024 PARKS ADMINISTRATIONGeneral Trust Fund OTP- PARKS REFUNDS DEPOSIT REFUND - POOL 100.00 40843 10/24/2024 PARKS ADMINISTRATIONParks OTP- PARKS REFUNDS DEPOSIT REFUND - LTC BALL FIELD 3, 4, & 5 863.75 40844 10/24/2024 PARKS ADMINISTRATIONGeneral Trust Fund OTP- PARKS REFUNDS DEPOSIT REFUND - POOL 100.00 40845 10/24/2024 PARKS ADMINISTRATIONGeneral Trust Fund OTP- PARKS REFUNDS DEPOSIT REFUND - POOL 100.00 40846 10/24/2024 PARKS ADMINISTRATIONParks OTP- PARKS REFUNDS DEPOSIT REFUND - LTC BALL FIELD 1 93.75 40847 10/24/2024 PARKS ADMINISTRATIONGeneral Trust Fund OTP- PARKS REFUNDS DEPOSIT REFUND - POOL 100.00 40848 10/24/2024 PARKS ADMINISTRATIONGeneral Trust Fund OTP- PARKS REFUNDS DEPOSIT REFUND - POOL 100.00 40849 10/24/2024 PARKS ADMINISTRATIONGeneral Trust Fund OTP- PARKS REFUNDS DEPOSIT REFUND - LTC PAVILLION 50.00 40850 10/24/2024 PARKS ADMINISTRATIONGeneral Trust Fund OTP- PARKS REFUNDS DEPOSIT REFUND - LTC BALL FIELD 7 50.00 40851 10/24/2024 PARKS ADMINISTRATIONGeneral Fund OTP- PARKS REFUNDS CANCELLATION REIMBUREMENT 50.00 40851 10/24/2024 PARKS ADMINISTRATIONParks OTP- PARKS REFUNDS CANCELLATION REIMBUREMENT 111.56 40852 10/24/2024 PARKS ADMINISTRATIONParks Administration OTP- PARKS REFUNDS DEPOSIT REFUND - PANAM GYM 15.00

CHECK PAY DATE DEPARTMENT PAID FROM ORG ISSUED TO DESCRIPTION AMOUNT 40853 10/24/2024 PARKS ADMINISTRATIONParks OTP- PARKS REFUNDS DEPOSIT REFUND - SUNRISE ROTARY FIELD 1, 2, & 3 120.00 40854 10/24/2024 PARKS ADMINISTRATIONGeneral Trust Fund OTP- PARKS REFUNDS DEPOSIT REFUND - LTC PAVILLION 50.00 40855 10/24/2024 PARKS ADMINISTRATIONGeneral Trust Fund OTP- PARKS REFUNDS DEPOSIT REFUND - LTC PAVILLION 50.00 40856 10/24/2024 PARKS ADMINISTRATIONParks OTP- PARKS REFUNDS DEPOSIT REFUND - SUNRISE ROTARY FIELD 3 23.75 40857 10/24/2024 PARKS ADMINISTRATIONGeneral Trust Fund OTP- PARKS REFUNDS DEPOSIT REFUND - POOL 100.00 40858 10/24/2024 PARKS ADMINISTRATIONGeneral Trust Fund OTP- PARKS REFUNDS DEPOSIT REFUND - POOL 100.00 40859 10/24/2024 PARKS ADMINISTRATIONGeneral Trust Fund OTP- PARKS REFUNDS DEPOSIT REFUND - POOL 100.00 40860 10/24/2024 PARKS ADMINISTRATIONGeneral Trust Fund OTP- PARKS REFUNDS DEPOSIT REFUND - POOL 100.00 40861 10/24/2024 PARKS ADMINISTRATIONGeneral Trust Fund OTP- PARKS REFUNDS DEPOSIT REFUND - POOL 100.00 40862 10/24/2024 FINANCE Sewer Fund OTP- UB REFUNDS UB CREDIT REFUND - 9915542-508641 18,618.87 40862 10/24/2024 FINANCE Drainage Sys Operations OTP- UB REFUNDS UB CREDIT REFUND - 9915542-508641 2,660.00 40863 10/24/2024 UB - WATER Water Fund OTP- UB REFUNDS UB TERM REFUND 9897117 110.77 40864 10/24/2024 UB - WATER Water Fund OTP- UB REFUNDS UB TERM REFUND 9915584 410.50 40865 10/24/2024 UB - WATER Water Fund OTP- UB REFUNDS UB TERM REFUND 10000646 65.77 40866 10/24/2024 UB - WATER Water Fund OTP- UB REFUNDS UB TERM REFUND 9911133 89.87 40867 10/24/2024 UB - WATER Water Fund OTP- UB REFUNDS UB TERM REFUND 9920059 358.17 40868 10/24/2024 UB - WATER Water Fund OTP- UB REFUNDS UB TERM REFUND 9920651 228.67 40869 10/24/2024 UB - WATER Water Fund OTP- UB REFUNDS UB TERM REFUND 5700 233.12 40870 10/24/2024 UB - WATER Water Fund OTP- UB REFUNDS UB TERM REFUND 9896169 825.28 40871 10/24/2024 UB - WATER Water Fund OTP- UB REFUNDS UB TERM REFUND 9926063 70.26 40872 10/24/2024 UB - WATER Water Fund OTP- UB REFUNDS UB TERM REFUND 9904108 27.12 40873 10/24/2024 UB - WATER Water Fund OTP- UB REFUNDS UB TERM REFUND 6127041 177.92 40874 10/24/2024 UB - WATER Water Fund OTP- UB REFUNDS UB TERM REFUND 9916604 211.79 40875 10/30/2024 PARKS ADMINISTRATIONSpecial Events NICHOLAS AVILA BOUNCE HOUSE RENTAL 3,200.00 40876 10/30/2024 FINANCE Madera Groundwater JPA CommittZOOM VIDEO COMMUNICATIONS, INC. 1 YEAR MEMBERSHIP 159.90 40877 10/30/2024 FLEET ACQUISITION Fleet Acquisition 72 HOUR LLC 2024 DODGE DURANGO 110,085.54 40878 10/30/2024 FINANCE Madera Groundwater JPA CommittJACOB T ROBERSON MRWM CONSULTING 500.00 40878 10/30/2024 FINANCE Madera Groundwater JPA CommittJACOB T ROBERSON MRWM CONSULTING - 10/23 2,362.00 40878 10/30/2024 FINANCE Madera Groundwater JPA CommittJACOB T ROBERSON MRWM CONSULTING - 11/23 2,362.00 40878 10/30/2024 FINANCE Madera Groundwater JPA CommittJACOB T ROBERSON MRWM CONSULTING - 12/23 2,362.00 40878 10/30/2024 FINANCE Madera Groundwater JPA CommittJACOB T ROBERSON MRWM CONSULTING - 01/24 2,362.00 40878 10/30/2024 FINANCE Madera Groundwater JPA CommittJACOB T ROBERSON MRWM CONSULTING - 02/24 2,362.00 40878 10/30/2024 FINANCE Madera Groundwater JPA CommittJACOB T ROBERSON MRWM CONSULTING - 03/24 2,362.00 40878 10/30/2024 FINANCE Madera Groundwater JPA CommittJACOB T ROBERSON MRWM CONSULTING - 04/24 2,362.00 40878 10/30/2024 FINANCE Madera Groundwater JPA CommittJACOB T ROBERSON MRWM CONSULTING - 05/24 2,362.00 40878 10/30/2024 FINANCE Madera Groundwater JPA CommittJACOB T ROBERSON MRWM CONSULTING - 06/24 2,362.00 40879 10/30/2024 FINANCE Madera Groundwater JPA CommittMADERA COUNTY FARM BUREAU 2016 PROP 1 IRWM DAC INVOLVEMENT GRANT 15,267.40 40880 10/30/2024 FINANCE General Fund CALTECH WEB LLC WEB DESIGN & MAINTENANCE - 03/10/24-04/10/24 99.00 40880 10/30/2024 FINANCE Madera Groundwater JPA CommittCALTECH WEB LLC WEB DESIGN & MAINTENANCE - 12/10/23-01/10/24 99.00 40880 10/30/2024 FINANCE Madera Groundwater JPA CommittCALTECH WEB LLC WEB DESIGN & MAINTENANCE - 01/10/24-02/10/24 99.00 40880 10/30/2024 FINANCE Madera Groundwater JPA CommittCALTECH WEB LLC WEB DESIGN & MAINTENANCE - 02/10/24-03/10/24 99.00 40880 10/30/2024 FINANCE Madera Groundwater JPA CommittCALTECH WEB LLC WEB DESIGN & MAINTENANCE - 04/10/24-05/10/24 99.00 40880 10/30/2024 FINANCE Madera Groundwater JPA CommittCALTECH WEB LLC WEB DESIGN & MAINTENANCE - 05/10/24-06/10/24 99.00 40880 10/30/2024 FINANCE Madera Groundwater JPA CommittCALTECH WEB LLC WEB DESIGN & MAINTENANCE - 06/10/24-07/10/24 99.00 40880 10/30/2024 FINANCE Madera Groundwater JPA CommittCALTECH WEB LLC WEB DESIGN & MAINTENANCE - 07/10/24-08/10/24 99.00 40880 10/30/2024 FINANCE Madera Groundwater JPA CommittCALTECH WEB LLC WEB DESIGN & MAINTENANCE - 08/10/24-09/10/24 99.00 40880 10/30/2024 FINANCE Madera Groundwater JPA CommittCALTECH WEB LLC WEB DESIGN & MAINTENANCE - 09/10/24-10/10/24 99.00 40880 10/30/2024 FINANCE Madera Groundwater JPA CommittCALTECH WEB LLC WEB DESIGN & MAINTENANCE - 10/10/24-11/10/24 99.00 40881 10/30/2024 FINANCE PAYROLL TRUST COLONIAL LIFE & ACCIDENT INSURANCE CO #E700482-3 FOR 10/25/2024 PAYROLL 888.13 40882 10/30/2024 BUILDING Building FIRE SAFETY SOLUTIONS, LLC FIRE PROTECTION SVS 09/01/24-09/15/24 9,015.00 40882 10/30/2024 BUILDING Building FIRE SAFETY SOLUTIONS, LLC FIRE PROTECTION SVS 09/16/24-09/30/24 13,755.00 40882 10/30/2024 BUILDING Building FIRE SAFETY SOLUTIONS, LLC FIRE PROTECTION SVS 10/01/24-10/15/24 15,120.00 40883 10/30/2024 FINANCE PAYROLL TRUST M.C.E.A. MONTHLY DUES 10/24 310.00 40884 10/30/2024 FINANCE PAYROLL TRUST M P O A MONTHLY DUES 10/24 8,405.44 40885 10/30/2024 PARKS ADMINISTRATIONSpecial Events PETTY CASH - PARKS DEPT. PETTY CASH - POMEGRANATE FESTIVAL 800.00 40886 10/30/2024 ENGINEERING MEAS T - ENVIRO SEAL RITE PAVING ASPHALT PAVING/PATCHING 46,490.10 40887 10/30/2024 UB - WATER Water Fund OTP- UB REFUNDS UB TERM REFUND 9902187 177.68 40888 10/30/2024 UB - WATER Water Fund OTP- UB REFUNDS UB TERM REFUND 9921201 59.12 40889 10/30/2024 UB - WATER Water Fund OTP- UB REFUNDS UB TERM REFUND 9920956 260.70 40890 10/30/2024 UB - WATER Water Fund OTP- UB REFUNDS UB TERM REFUND 9921953 60.15 40891 10/30/2024 UB - WATER Water Fund OTP- UB REFUNDS UB TERM REFUND 9918706 117.12 40892 10/30/2024 UB - WATER Water Fund OTP- UB REFUNDS UB TERM REFUND 10001110 137.51 40893 10/30/2024 UB - WATER Water Fund OTP- UB REFUNDS UB TERM REFUND 9897453 2,269.84 40894 10/30/2024 UB - WATER Water Fund OTP- UB REFUNDS UB TERM REFUND 9894241 305.50 40895 11/07/2024 PD OPERATIONS Code Enforcement CORTEZ, FABELA PER DIEM - 2024 CODE CONFERENCE 301.00 40896 11/07/2024 PD OPERATIONS MEAS K - PD GONZALES, RICHARD PER DIEM - MPD SUPERVISOR'S RETREAT 322.50 40897 11/07/2024 PD OPERATIONS MEAS K - PD VASQUEZ, RYAN PER DIEM - MPD SUPERVISOR'S RETREAT 322.50 40897 11/07/2024 PD OPERATIONS PD Operations VASQUEZ, RYAN PER DIEM - CNOA ANNUAL TRAINING 365.50 40898 11/07/2024 PD OPERATIONS MEAS K - PD BOEHM, STEVEN PER DIEM - MPD SUPERVISOR'S RETREAT 322.50 40899 11/07/2024 PD OPERATIONS MEAS K - PD FADLEY, SHAWN PER DIEM - MPD SUPERVISOR'S RETREAT 322.50 40900 11/07/2024 PD OPERATIONS PD Operations JARED MACIEL PER DIEM - CNOA ANNUAL TRAINING 365.50 40901 11/07/2024 PD OPERATIONS MEAS K - PD SMITH, JEREMY PER DIEM - MPD SUPERVISOR'S RETREAT 322.50 40902 11/07/2024 PD OPERATIONS MEAS K - PD VIDEGAIN, ALICIA PER DIEM - MPD SUPERVISOR'S RETREAT 322.50 40903 11/07/2024 PD OPERATIONS MEAS K - PD BLAKE SHORT PER DIEM - MPD SUPERVISOR'S RETREAT 322.50 40904 11/07/2024 PD OPERATIONS MEAS K - PD SARAH SARQUIZ PER DIEM - MPD SUPERVISOR'S RETREAT 322.50 40905 11/07/2024 PD OPERATIONS MEAS K - PD CELIA GARNICA PER DIEM - MPD SUPERVISOR'S RETREAT 322.50 40906 11/07/2024 PD OPERATIONS MEAS K - PD KAYLA BIANCHI PER DIEM - MPD SUPERVISOR'S RETREAT 322.50 40907 11/07/2024 PD OPERATIONS MEAS K - PD ADAMS, MARK PER DIEM - MPD SUPERVISOR'S RETREAT 322.50 40908 11/07/2024 PD OPERATIONS MEAS K - PD GARCIA, VICTORIA PER DIEM - MPD SUPERVISOR'S RETREAT 322.50 40909 11/07/2024 PD OPERATIONS MEAS K - PD ANAYA, CHRIS PER DIEM - MPD SUPERVISOR'S RETREAT 322.50 40910 11/07/2024 PD OPERATIONS MEAS K - PD ARNOLD, JOSIAH PER DIEM - MPD SUPERVISOR'S RETREAT 322.50 40911 11/07/2024 PD OPERATIONS MEAS K - PD CHIARAMONTE, GIACHINO PER DIEM - MPD SUPERVISOR'S RETREAT 322.50

CHECK PAY DATE DEPARTMENT PAID FROM ORG ISSUED TO DESCRIPTION AMOUNT 40912 11/07/2024 PD OPERATIONS MEAS K - PD CEDERQUIST, BRENT PER DIEM - MPD SUPERVISOR'S RETREAT 322.50 40913 11/07/2024 PD OPERATIONS MEAS K - PD GONZALEZ, FELIX PER DIEM - MPD SUPERVISOR'S RETREAT 322.50 40914 11/07/2024 PD OPERATIONS Code Enforcement HERNANDEZ, MARIBEL PER DIEM - 2024 CODE CONFERENCE 301.00 40915 11/07/2024 PD OPERATIONS MEAS K - PD MENDOZA, CLAUDIA PER DIEM - MPD SUPERVISOR'S RETREAT 322.50 40916 11/07/2024 PD OPERATIONS MEAS K - PD ROSEL, JOHN PER DIEM - MPD SUPERVISOR'S RETREAT 322.50 40917 11/07/2024 PD OPERATIONS MEAS K - PD WEBSTER, NICHOLAS PER DIEM - MPD SUPERVISOR'S RETREAT 322.50 40918 11/07/2024 HR/RISK MGT HR/RISK MGT OTP - FINANCE PER DIEM - CALPELRA ANNUAL CONFERENCE 184.00 40919 11/07/2024 FINANCE Finance OTP - FINANCE PER DIEM - 2024 CALPERS FORUM FUEL REIMBURSEMENT 73.11 571 10/22/2024 FINANCE PAYROLL TRUST NAVIA BENEFIT SOLUTIONS INC FSA SECTION 125 DISBURSEMENT 10/22/2024 50.00 572 11/05/2024 FINANCE PAYROLL TRUST NAVIA BENEFIT SOLUTIONS INC FSA SECTION 125 DISBURSEMENT 11/05/2024 522.03 573 11/06/2024 FINANCE SOLID WASTE MID VALLEY DISPOSAL INC. WASTE DISPOSAL SVS 07/24 645,759.22 574 11/07/2024 FINANCE SOLID WASTE MID VALLEY DISPOSAL INC. WASTE DISPOSAL SVS 08/24 645,965.00 BANK #1 - US BANK GENERAL ACCOUNT TOTAL $ 2,581,062.79

REPORT TO CITY COUNCIL
Approved by: Council Meeting of: November 20, 2024
_________________________________ 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 an informational update on employment matters, including new hires, transfers, and terminations. This report represents activity since the prior report submitted on the October 30, 2024, City Council agenda.

DISCUSSION:

The Civil Service Commission (Commission) met on November 5, 2024, and approved eligibility lists for the following positions:
▪ Lead Electrician
▪ Combination Building Inspector
▪ Records Clerk
▪ Facilities Maintenance Technician
▪ Police Officer Trainee
B-3
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
Oscar Calderon Park Aide Parks & Community
Services
PT 11/6/24
Veronica Duran Park Aide Parks & Community
Services
PT 11/6/24
*Status: FT = Full Time, PT = Part Time, RA = Retired Annuitant The following promotions, transfers, or assignment changes occurred since our last report.

Table 2. Promotions, Transfers, or Assignment Changes
Name Old Position New Position Effective
Date
Oscar Garcia Water System Worker III Water System Technician 11/4/24 Miguel Ramirez Maintenance Technician Public Works Equipment Operator 11/4/24
Jerardo Arce
Mendez
Public Works Maintenance
Worker II
Parks Worker II 11/6/24
The following employees separated from employment since our last report.

Table 3. Separations
Name Position Department Status* Effective
Date
Noemi Dulce
Ceja
Lifeguard/Program
Leader I
Parks & Community
Services PT 7/26/24
Asareel Jesua
Martinez
Solorzano
Lifeguard/Program
Leader I
Parks & Community
Services PT 9/28/24
Miguel Palacios Parks Worker II Parks & Community
Services FT 10/31/24
Monica Estrada Program Leader II Parks & Community
Services PT 11/1/24
*Status: FT = Full Time, PT = Part Time, RA = Retired Annuitant 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: November 20, 2024
Agenda Number: ___________
________________________________
Joseph Hebert, Parks & Community Services Director
_________________________________
Arnoldo Rodriguez, City Manager
SUBJECT:

Madera County Department of Behavioral Health Services Fee Waiver Request for the Annual Staff Appreciation and End of the Year Celebration
RECOMMENDATION:

Adopt a Resolution waiving the rental fees of the Pan American Center on Friday, December 6, 2024, related to an Annual Staff Appreciation and End of the Year Celebration hosted by the Madera County Department of Behavioral Health Services Staff Activities Committee, at an anticipated fee rental of $910.00
SUMMARY:

The City received a formal inquiry from the Madera County Department of Behavioral Health Services (BHS) Staff Activities Committee requesting waiving rental fees for using the Pan American Center (Pan-Am) to host an Annual Staff Appreciation and End of the Year Celebration. The event will take place on Friday, December 6, 2024, from 1:00 pm – 6:00 pm, including setup and cleanup time.

DISCUSSION:

BHS has submitted a formal request in writing to use Pan-Am to host an Annual Staff Appreciation and End of the Year Celebration. The request comes specifically from BHS’s Staff Activities Committee. The Committee has been fundraising all year in hopes of holding an engaging and appreciative all-staff meeting. The event is estimated to have approximately 150 employees participate.

The Annual Staff Appreciation and End of the Year Celebration will cover such items as a recognition ceremony for staff members, yearly accomplishments, goals for the upcoming year, and a meal will be provided.

B-4
The Committee has shared they do not have access to any other space that would allow them to gather all 150 employees. The Committee has stated that other rental spaces are outside of their price range.

FINANCIAL IMPACT:

The applicable costs associated with the rental of Pan-Am, with the space as requested, are summarized in Table 1 that would be applicable for this rental. Costs are derived from the City of Madera Master Fee Schedule.

Table 1: Estimated Financial Impact Without Fee Waiver
Administrative Fee $25
Deposit $200
Gym $550
Kitchen $135
Total $910
The total applicable cost for the rental of Pan-Am, would be $910.00.

ALTERNATIVES:

The Council may elect to reject the fee waiver and require BHS to remit any associated fees if they wish to rent Pan-Am for the Annual Staff Appreciation and End of the Year Celebration, set to take place Friday, December 6, 2024.

ATTACHMENTS:

1. Resolution – Waiving the rental fees of the Pan-American Center for Friday, December 6, 2024, related to Madera County Department of Behavioral Health Services’ Annual Staff Appreciation and End of the Year Celebration, at an anticipated fee rental of $910.00

2. Request Authored by Madera County Department of Behavioral Health Services Staff Activities Committee
ATTACHMENT 1
Resolution – Waiving the rental fees of the Pan-American Center for Friday, December 6, 2024, related to the Madera County Department of Behavioral Health Services Annual Staff Appreciation and End of Year Celebration, at an anticipated fee rental of $910.00 RESOLUTION NO. 24-______

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

CALIFORNIA WAIVING THE RENTAL FEES OF THE PAN-AMERICAN CENTER FOR FRIDAY, DECEMBER 6, 2024, RELATED TO THE MADERA COUNTY

DEPARTMENT OF BEHAVIORAL HEALTH SERVICES ANNUAL STAFF

APPRECIATION AND END OF THE YEAR CELEBRATION, AT AN
ANTICIPATED FEE RENTAL OF $910.00
WHEREAS, the City has received a request for waiving of fees for the rental of the PanAmerican Center; and WHEREAS, the request is from the Madera County Department of Behavioral Health Services (BHS) Staff Activities Committee; and
WHEREAS, BHS is looking to host an Annual Staff Appreciation and End of the Year Celebration; and
WHEREAS, the request is for rental utilization on Friday, December 6, 2024, from 1:00 pm – 6:00 pm, including setup and cleanup time; and
WHEREAS, the estimated fees for the request are calculated based on the City of Madera Master Fee Schedule; and
WHEREAS, the fees for the event are calculated at $910.00; and WHEREAS, BHS is still subject to providing insurance documentation for City facility rentals that meet City requirements.

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

1. The foregoing recitals are true and correct and incorporated herein by reference.

2. The Council finds that the waiver of fees as set forth in this resolution serves a valid public purpose in that the Madera County Department of Behavioral Health Services Annual Staff Appreciation and End of the Year Celebration promotes Madera County employee engagement, and appreciation, and confirms the City of Madera is a community partner to the County of Madera.

3. The City Council does hereby waive the City fees for Rental Fees of the Pan American Center on the date and time identified, subject to confirmation of insurance.

4. This resolution is effective immediately upon adoption. * * * * * * *
ATTACHMENT 2
Request Letter Authored by Madera County Department of Behavioral Health Services Staff Activities Committee
Madera County Department of
Behavioral Health Services – Staff Activities Committee 207 E 7th Street
Madera, CA 93638
10/09/2024
Mayor and City Council of Madera
205 W 4th Street
Madera, CA 3637
Dear Mayor and City Council of Madera:

With the end of the 2024 year approaching soon, Madera County Department of Behavioral Health Services Staff Activities Committee would like to request a fee waiver to help us hold our Annual Staff Appreciation and End of the Year Celebration at Pan American Community Center this December 6, 2024, from 1pm -6pm. Our committee members are, Andy Camarillo-Arzola (Administrative Analyst II/HR Liaison/Committee Head Lead, Melissa Torres (Executive Assistant/Head Lead), Tricia Soto (Administrative Assistant/Treasure), Jessica Fearer (Senior Behavioral Health Case Manager/Member), Misael Velazquez (Behavioral Health Clinician I/Member), Michelle Miramontes (Office Assistant I/Member), and Alicia Sanchez (Behavioral Health Case Manage/ Member).

This committee along with the members was created at the beginning of the 2024 year by our former Director and Leadership team in hopes of helping our department boost morale and staff engagement. Committee Head Leaders work alongside members to come up with ideas for staff engagement and boost moral by having fundraisers and fun staff activities. Fundraisers are held monthly, and Fun Fridays are held every first Friday of the month. Activities such as wear your favorite jersey day, department potlucks, donut day, etc.… were some of the activities we have done. The purpose of helping staff engagement and boosting moral is to fulfill the area in our established department’s Recruitment and Retention Plan that was created to help our department become greater than it is.

Our committee has worked all this year to raise funds in hopes of being able to hold an engaging and appreciative all staff meeting. Unfortunately, our department has no space available to host an event for all our staff to attend to, also spaces available in our area are out of our price range to afford. We would like for you to consider us in receiving a fee waiver to reserve an area to host our celebration this year. The celebration will cover items such as a recognition ceremony for staff members, yearly accomplishments, goals for the upcoming year, and a meal will be provided. Our goal is to have all staff members participating and engage with other co-workers within our department as we have 4 different locations, and it is often difficult for all 150 employees to network as one department. In appreciation to being considered and approved for the waiver our committee will ensure to include the City of Madera’s logo and name of Mayor and City Council member names in our flyers we will be sending staff of the event and as well in our end of the year video that is created and sent out to staff to recap all events of the year. Our department is also open for City of Madera to set up a resource booth at our event for staff to stop by and receive informational materials.

Thank you so much for your time and we hope to hear from you all soon.

Sincerely,
MCDBHS Staff Activities Committee
(559)395-0451 Ext.1212
[email protected]

REPORT TO CITY COUNCIL
Approved by: Council Meeting of: November 20, 2024
Agenda Number: ___________
________________________________
Joseph Hebert, Parks & Community Services Director
_________________________________
Arnoldo Rodriguez, City Manager
SUBJECT:

Madera County Master Gardeners Fee Waiver Request for the Annual Tea Party RECOMMENDATION:

Adopt a Resolution waiving the rental fees of the Frank Bergon Senior Center on Saturday, January 25, 2025, related to an Annual Tea Party hosted by the Madera County Master Gardeners, at an anticipated fee rental of $565.00
SUMMARY:

The City received an inquiry from the Madera County Master Gardeners (MCMG) requesting waiving rental fees for using the Frank Bergon Senior Center (FBSC) to host an Annual Tea Party.

The event will take place on Saturday, January 25, 2025, from 8:00 am – 4:00 pm, including setup and cleanup time.

DISCUSSION:

The MCMG has submitted a formal request in writing to use FBSC to host an Annual Tea Party.

The request comes specifically from current president of the Madera County Master Gardeners.

The MCMG oversee a two-acre demonstration garden, known as the 3 Sisters Garnde, on the campus of the Madera Community College. The garden is open and available to the public.

To support the garden, a foundation has been established, Friends of 3 Sisters, which holds a non-profit status. To help fund the foundation, the MCMG host two fundraisers, one being the Annual Tea Party in January, and a Glorious Garden Tour in April. The group is requesting a waiver of fees, as savings would go towards the continuous maintenance and development of the 3 Sisters Garden, as a benefit to the community.

B-5
Council last approved a fee waiver for the Annual Tea Party, on November 15, 2023. Action memorialized with Resolution No. 23-191. The last Annual Tea Party hosted at the FBSC took place on January 27, 2024.

FINANCIAL IMPACT:

The applicable costs associated with the rental of FBSC, with the space as requested, are summarized in Table 1 that would be applicable for this rental. Costs are derived from the City of Madera Master Fee Schedule.

Table 1: Estimated Financial Impact Without Fee Waiver
Administrative Fee $25
Deposit $100
Multi-Purpose Room $400
Kitchen $40
Total $565
The total applicable cost for the rental of FBSC, would be $565.

ALTERNATIVES:

The Council may elect to reject the fee waiver and require the Madera County Master Gardeners to remit any associated fees if they wish to rent FBSC for the Annual Tea Party, set to take place on Saturday, January 25, 2025.

ATTACHMENTS:

1. Resolution – Waiving the rental fees of the Frank Bergon Senior Center for Saturday, January 25, 2025, related to Madera County Master Gardeners Annual Tea Party, at an anticipated fee rental of $565.00

2. Request Authored by Madera County Master Gardeners President, Candy Talley ATTACHMENT 1
Resolution Waiving the rental fees of the Frank Bergon Senior Center for Saturday, January 25, 2025, related to Madera County Master Gardeners Annual Tea Party, at an anticipated fee rental of $565.00
RESOLUTION NO. 24-______

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

CALIFORNIA WAIVING THE RENTAL FEES OF THE FRANK BERGON SENIOR CENTER FOR SATURDAY, JANUARY 25, 2025, RELATED TO THE MADERA

COUNTY MASTER GARDENERS ANNUAL TEA PARTY, AT AN ANTICIPATED FEE RENTAL OF $565.00
WHEREAS, the City has received a request for waiving of fees for the rental of the Frank Bergon Senior Center; and
WHEREAS, the request is from the Madera County Master Gardeners; and WHEREAS, the Madera County Master Gardeners is looking to host an Annual Tea Party; and
WHEREAS, the request is for rental utilization on Saturday, January 25, 2025, from 8:00 am – 4:00 pm, including setup and cleanup time; and
WHEREAS, the estimated fees for the request are calculated based on the City of Madera Master Fee Schedule; and
WHEREAS, the fees for the event are calculated at $565.00; and WHEREAS, Madera County Master Gardeners are still subject to providing insurance documentation for City facility rentals that meet City requirements.

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

1. The foregoing recitals are true and correct and incorporated herein by reference.

2. The Council finds that the waiver of fees as set forth in this resolution serves a valid public purpose in that the Madera County Master Gardeners Annual Tea Party promotes the 3 Sisters Garden, which is a community garden open to the public.

3. The City Council does hereby waive the City fees for Rental Fees of the Frank Bergon Senior Center on the date and time identified, subject to confirmation of insurance.

4. This resolution is effective immediately upon adoption. * * * * * * *
ATTACHMENT 2
Request Authored by Madera County Master Gardeners President, Candy Talley ·- ( Friends of Three Sisters Garden
August 5, 2024
To whom it may concern,
623 Park Lane
Madera, CA 93637
My name is Candy Talley and I am the current president of the Madera County Master Gardeners. As Master Gardeners, our mission is to enrich our community through education and promoting the value of horticulture in our lives. As part our community education, we have developed and maintain a two-acre demonstration garden, The 3 Sisters Garden, on the campus of the Madera Community College that is open and available to the public.

To support our garden, we established a foundation, Friends of 3 Sisters. The Friends of 3 Sisters is a 501 (c)(3)- Tax ID 27-3979073 non-profit. To fund the foundation, we have two fundraisers, our Tea Party in January and Glorious Garden Tour in April. In the past, we have held our annual Tea Party at the Bergon Center, and the rental fee has been waived. We are requesting the fee be waived for our Tea Party on Sat. January, 25, 2025 from 8 to 4. We are requesting the fee be waived so that the money we would have to pay towards rental can go towards maintenance and continued development of The 3 Sisters Garden for the benefit of our community.

Thank you for your consideration,
Candy Talley
Friends of Three Sisters Garden is a 501(c)(3) non-profit organization.

Our mission Is to enrich our community through education and promoting the value of horticulture in our lives.

REPORT TO CITY COUNCIL
Approved by: Council Meeting of: November 20, 2024
Agenda Number: ___________
________________________________
Joseph Hebert, Parks & Community Services Director
_________________________________
Arnoldo Rodriguez, City Manager
SUBJECT:

Madera Omega LEO Club Fee Waiver Request for Exhibition Game at the John Wells Youth Center RECOMMENDATION:

Adopt a Resolution waiving the rental fees of the John Wells Youth Center on Saturday, November 23, 2024, related to a Basketball Exhibition Game, between the Madera Omega LEO Club and the Valley Children’s Adaptive Sports Fresno Wheelers at an anticipated fee rental of $425
SUMMARY:

The City received a formal inquiry from the Madera Omega LEO Club (LEO Club) requesting waiving rental fees for using the John Wells Youth Center (JWYC) to host a basketball exhibition game, between the LEO Club and the Valley Children’s Adaptive Sports Fresno Wheelers basketball team. The event will take place on Saturday, November 23, 2024, from 9:00 am – 1:00 pm, including setup and cleanup time.

DISCUSSION:

The LEO Club has submitted a formal request in writing to use JWYC to host a basketball exhibition game, between the LEO Club and the Valley Children’s Adaptive Sports Fresno Wheelers basketball team. The request comes specifically from the LEO Club’s President, Perla Jimenez.

For additional context, Valley Children’s Adaptive Sports Program provides free recreational and athletic experiences for those with physical disabilities or mobility impairments. The only one of its kind in Central California, the program is designed for individuals with conditions ranging from cerebral palsy to spinal cord injuries and amputations. Through hard work and determination, B-6
the children learn it is possible to participate in athletics, exceed expectations, and achieve their dreams.

The Fresno Wheelers have been hard at work, practicing, improving their skills, and making great progress. Now they are ready for competitive play against the LEO Club members. The exhibition game will consist of a friendly scrimmage game between the two teams.

FINANCIAL IMPACT:

The applicable costs associated with the rental of JWYC, with the space as requested, are summarized in Table 1 that would be applicable for this rental. Costs are derived from the City of Madera Master Fee Schedule.

Table 1: Estimated Financial Impact Without Fee Waiver
Administrative Fee $25
Deposit $200
Gym $200
Total $425
The total applicable cost for the rental of JWYC would be $425.

ALTERNATIVES:

The Council may elect to reject the fee waiver and require the LEO Club to remit any associated fees if they wish to rent JWYC for the basketball exhibition game, between the LEO Club and the Fresno Wheelers set to take place Saturday, November 23, 2024.

ATTACHMENTS:

1. Resolution – Waiving the rental fees of the John Wells Youth Center for Saturday, November 23, 2024, related to a basketball exhibition game, between the LEO Club and the Valley Children’s Adaptive Sports Fresno Wheelers at an anticipated fee rental of $425

2. Request Authored by Madera Omega LEO Club President, Perla Jimenez ATTACHMENT 1
Resolution – Waiving the rental fees of the John Wells Youth Center for Saturday, November 23, 2024, related to a basketball exhibition game, between the LEO Club and the Valley Children’s Adaptive Sports Fresno Wheelers at an anticipated fee rental of $425 RESOLUTION NO. 24-______

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

CALIFORNIA WAIVING THE RENTAL FEES OF THE JOHN WELLS YOUTH CENTER FOR SATURDAY, NOVEMBER 23, 2024, RELATED TO A

BASKETBALL EXHIBITION GAME, BETWEEN THE LEO CLUB AND THE VALLEY CHILDREN’S ADAPTIVE SPORTS FRESNO WHEELERS AT AN ANTICIPATED FEE RENTAL OF $425
WHEREAS, the City has received a request for waiving of fees for the rental of the John Wells Youth Center; and
WHEREAS, the request is from the Madera Omega LEO Club (LEO Club); and WHEREAS, the LEO Club is looking to host a basketball exhibition game between the LEO Club and the Valley Children’s Adaptive Sports Fresno Wheelers; and WHEREAS, the request is for rental utilization on Saturday, November 23, 2024, from 9:00 am – 1:00 pm, including setup and cleanup time; and
WHEREAS, the estimated fees for the request are calculated based on the City of Madera Master Fee Schedule; and
WHEREAS, the fees for the event are calculated at $425; and WHEREAS, the LEO Club is still subject to providing insurance documentation for City facility rentals that meet City requirements.

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

1. The foregoing recitals are true and correct and incorporated herein by reference.

2. The Council finds that the waiver of fees as set forth in this resolution serves a valid public purpose in that the Madera Omega LEO Club, is a local community organization dedicated to providing leadership, experience, and opportunities to the youth of Madera, and this event further promotes a community event, and charitable activity, making a positive impact in the lives of community members. In addition, the Valley Children’s Adaptive Sports Program serves a community need, serving children of the community in crucial times and helping them participate in memorable experiences.

3. The City Council does hereby waive the City fees for Rental Fees of the John Wells Youth Center on the date and time identified, subject to confirmation of insurance.

4. This resolution is effective immediately upon adoption. * * * * * *
ATTACHMENT 2
Request Authored by Madera Omega LEO Club President, Perla Jimenez Madera Omega LEO Club
To whom it may concern,
I hope this letter finds you well. I am writing to you on behalf of Madera Omega LEO Club, a local community organization dedicated to providing leadership, experience, and opportunities to the youth of Madera. We are reaching out to seek your support and to invite you to become a partner in our efforts to make a positive impact.

The Omega LEO Club is composed of college aged young adults who are passionate about serving the community of Madera. We are committed to giving back by organizing volunteer projects, charitable activities and support for those in our community who require assistance.

One of our most prominent projects is the Omega closet, where we set up closets with free hygiene products and clothing at the three middle schools in town.

At the Madera Omega LEO Club, we believe that a brighter future is possible when individuals and organizations come together to create positive change. To continue our mission and expand our reach, we rely on the generosity of individuals and businesses like yours. Your support can make a real difference in the lives of those we serve.

This is a fee waiver request for the use of the John W. Wells youth center on 11/23/2024 from 9am to 1pm for the use of a friendly exhibition game. The Valley Children’s Adaptive Sports Fresno Wheelers basketball team has been hard at work, practicing, improving their skills, and making great progress. Now they are ready for competitive play against our Madera Omega LEO club.

Your generosity and support are greatly appreciated and make our work possible. Together, we can create a brighter and more promising future for those in need. 501(c)(3) non-profit Federal ID: 87-2116878
Contact & Corresponding Email Addresses:
[email protected]
Most Sincerely,
Perla Jimenez, President
Madera Omega LEO Club
OMEGA

REPORT TO CITY COUNCIL
Approved by: Council Meeting of: November 20, 2024
_________________________________ Agenda Number: ___________ Keith Helmuth, P.E., Department Director
_________________________________
Arnoldo Rodriguez, City Manager
SUBJECT:

Improvement Agreement Amendment No. 3 for the Iveywood I Subdivision (Tract No. 19 S-03) Allowing Reimbursement of Expenses Incurred to Date
RECOMMENDATION:

Adopt a Resolution Approving Amendment No. 3 to the Improvement Agreement Authorizing Reimbursement of Expenses Incurred to Date
SUMMARY:

On April 9, 2019, the City’s Planning Commission approved Tentative Subdivision Map No. TSM 2019-02 for the Iveywood I Subdivision (Map). On February 17, 2021, the City Council (Council) approved Resolution 21-31, accepting the Final Map and approving the Improvement Agreement (Agreement) for the Iveywood I Subdivision (Tract No. 19-S-03). On November 16, 2022, Council approved Amendment No. 1 to allow for the reimbursement of the construction of a park within the limits of the subdivision. On July 19, 2023, Council approved Amendment No. 2 to allow for the reimbursement for the construction of a storm drainage basin. On October 4, 2024, the subdivision improvements were accepted by Council. This final acceptance was preceded by several partial acceptances.

As a result of the Subdivider’s understanding of actions and direction from staff as noted in the staff report associated with Amendment No. 1, the Subdivider initiated the design of a park within the physical boundaries of the Iveywood I subdivision under the expectation that such improvements would be reimbursed. In recognition that the Subdivider did not, in fact have authorization in accordance with Madera Municipal Code, Amendment No. 1 to the Agreement was brought before the Council to authorize construction of the park and allow reimbursement for this work from the City.
for
B-7
DISCUSSION:

At the time Amendment No. 1 was approved, staff had determined that the park location was ideally suited for an application to receive an Outdoor Recreation Legacy Grant. The goal of pursuing this grant was to offset a portion of the park cost while also dramatically enhancing the original design by the Subdivider through construction of additional amenities such as a half basketball court, pickleball court, child size soccer field, turf volleyball court.

As a result of grant requirements, the Subdivider was asked to dedicate the park site to the City in advance of the grant application. This dedication was in advance of typical practices in which the dedication would not occur until the park improvements were completed and accepted by the City. At the time of dedication, the park design was completed or substantially so and some equipment for use in constructing the park had already been purchased. Park improvements had not, however, commenced.

As the Council is aware, the grant was successful. While this success will result in the enhanced park, it does remove the ability of the Subdivider to complete the design and construction as was originally planned and agreed to as a result of Amendment No. 1. This is because the design of the park with the enhanced amenities must be awarded to a design consultant that is selected in a manner that adheres to the City’s purchasing policy. Additionally, the contractor retained to construct the park will be required to bid on the project in the same manner that other Capital Improvement Program projects are awarded. Of note, the original design engineer and developer do not appear to be precluded from competing for the chance to design and later construct the park if they so desire.

FINANCIAL IMPACT:

Proposed reimbursements would be paid for with funds from the City’s Development Impact Fee (DIF) Program. It is unclear at this time how this would impact funding of the revised design, whether that be a General Fund Match or DIF.

ALTERNATIVES:

Not approve Amendment No. 3 to the Agreement or provide direction to staff. If Council does not approve the amendment, the Subdivider cannot be reimbursed for design, previously purchased equipment or other efforts associated with the design of the park.

ATTACHMENTS:

1. Project Location Map

2. Resolution
Exhibit A - Amendment No. 3 to Improvement Agreement Iveywood I Subdivision (TRACT NO. 19-S-03)
Attachment 1
Project Location Map
Project Location Map
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Attachment 2
Resolution
RESOLUTION NO. 24-___

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MADERA, CALIFORNIA, APPROVING AMENDMENT NO. 3 TO THE IMPROVEMENT

AGREEMENT AUTHORIZING REIMBURSEMENT OF EXPENSES INCURRED

TO DATE
WHEREAS, the Planning Commission on April 9, 2019, considered and approved Tentative Subdivision TSM 2019-02 (Project); and
WHEREAS, the Staff Report for the Iveywood I Subdivision as part of Tentative Subdivision TSM 2019-02 identified a requirement for parkland dedication of 1.69 acres in conformance with the City’s parkland acquisition ordinance
WHEREAS, Joseph Crown Construction and Development, a California Corporation (Subdivider) of said subdivision entered into and executed an agreement between the City and Subdivider for said subdivision which is on file in the office of the City Clerk entitled, “Improvement Agreement Iveywood I Subdivision (Final Map. No. 19-S-03)," wherein the Subdivider, in consideration of the approval of said map by the City and the acceptance by the City of the dedication of lands for public use therein contained, agreed to construct and complete within the time specified in said Improvement Agreement (Agreement) all street and other improvements required of Subdivider under the provisions of Chapter 2 of Title 10 of the Madera Municipal Code relating to regulations and standards for the subdivision of lands in the City and the preparation of maps thereof, and 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 Iveywood I Subdivision is on file in the office of the City Engineer; and WHEREAS, an amendment to the Agreement was necessary as the entire written record on this Project was silent as to any requirement for Subdivider to construct park improvements or be reimbursed for park improvements by the City; and WHEREAS, the City and Subdivider memorialized the requirement for Subdivider to construct the park improvements and for City to reimburse Subdivider in Amendment No. 1; and WHEREAS, dedication of the park site to the City in advance of acceptance of a completed park resulted in the Subdivider and City’s inability to honor the terms and conditions of Amendment No. 1: and
WHEREAS, a new amendment is necessary to reimburse Subdivider for efforts taken and equipment purchased in good faith up to the point that it was determined those efforts needed to cease.

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. 3 to the “Improvement Agreement Iveywood I Subdivision (Tract No. 19-S-03)” authorizing reimbursement of expenses incurred to date 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. This resolution is effective immediately upon adoption. * * * * * * * * * * *
Exhibit A
Amendment No. 3
Improvement Agreement Iveywood I Subdivision (TRACT NO. 19-S-03) AMENDMENT NO. 3
IMPROVEMENT AGREEMENT IVEYWOOD I SUBDIVISION (TRACT NO. 19-S-03) This Amendment No. 3 to the Improvement Agreement Iveywood I Subdivision (Tract 19-S-03) (“Amendment No. 3”) is entered between the City of Madera, a Municipal Corporation (“City”), and Joseph Crown Construction and Development, a California Corporation (“Subdivider”)

RECITALS
WHEREAS, on February 17, 2021, City and the Subdivider entered into an agreement related to the Iveywood I Subdivision (“Agreement”); and
WHEREAS, on November 16, 2022, City and the Subdivider entered into Amendment No. 1 to the Agreement with the intent of allowing Subdivider the ability to construct the park; and WHEREAS, on July 19, 2023, City and the Subdivider entered into Amendment No. 2 to the agreement; and
WHEREAS, satisfaction of Amendment No. 1 is found to be impossible given dedication of the park site to the City and Capital Improvement Program requirements associated with design and construction; and
WHEREAS, Amendment No. 3 is necessary to allow for reimbursement of expenses incurred by Subdivider prior to a determination that efforts to design and construct the parks must cease; and
WHEREAS, City and Subdivider wish to amend certain terms of the Agreement to allow reimbursement without satisfying terms of Amendment No. 1 that required park construction;

AGREEMENT
In consideration of the recitals listed above and the mutual obligations of the parties herein, City and Subdivider agree that the Agreement between the City and the Subdivider shall be amended as follows:

A. Section “II – REIMBURSEMENTS TO BE PROVIDED TO SUBDIVIDER” Subsection 4 is amended in its entirety to read:

4. Park Improvements – All expenses, including park equipment, incurred up to and including the point at which the City determined that design and ultimate construction of the park must cease in lieu of a separate project to be managed by the City for new or revised design and construction at same park location. Said expenses are eligible for reimbursement through the City's Impact Fee Program, subject to the availability of funds.

Expenses associated with frontage improvements such as
gutter, streetlights, street paving, water, sewer, and storm drain are not eligible for reimbursement.

B. Except as amended by this Amendment No. 3, all other terms and conditions of the Agreement remain in full force and effect.

C. This Amendment No. 3 to the Agreement shall be effective upon full execution by both parties.
(SIGNATURES ON NEXT PAGE)
IN WITNESS WHEREOF, the parties duly executed this Covenant.

CITY OF MADERA:

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

By: _______________________
Shannon L. Chaffin, City Attorney
ATTEST:

By: _____________________
Alicia Gonzales, City Clerk
APPROVED:

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

By: __________________________
Joseph Crown, President

NOTARY ACKNOWLEDGEMENT

REQUIRED

REPORT TO CITY COUNCIL
Approved by:
________________________________
Joseph Hebert, Parks & Community Services Director
_________________________________
Arnoldo Rodriguez, City Manager
SUBJECT:

Consultant Services Agreement with Madera Unified School District for Fiscal Year 2024/2025 Winter Camp
RECOMMENDATION:

1. Adopt a Resolution approving the Consultant Services Agreement with the Madera Unified School District (MUSD) for the Fiscal Year (FY) 2024/2025 Winter Enrichment STEAM Camp not to exceed $27,552.50

2. Adopt a Resolution Amending the City’s FY 2024/25 Operating Budget approving related revenue and expenditure line items related to the execution of the MUSD FY 2024/2025 Winter Enrichment STEAM Camp
SUMMARY:

Beginning in 2017, the City has partnered with MUSD to provide enrichment activities through camps for students. This year, the City has continued this partnership through a summer camps held in July 2024. MUSD recently reached out to the City with a proposal of a one-week camp winter camp to be hosted at the John Wells Youth Center (JWYC) during January 2025.

The proposed program would be hosted by Parks and Community Services (PCS) Department staff. The program will focus on science, technology, engineering, art, and math (STEAM) curriculum, as well as providing recreational/sports activities for approximately 70 students.

As both revenues and appropriations associated with this program were not included in the FY 2024/2025 Adopted Budget, a budget amendment is recommended for adoption in order to recognize and appropriate adequate funding for the program.

Council Meeting of: November 20, 2024
Agenda Number: ___B-8_____ _
DISCUSSION:

The City and MUSD have partnered for several years to provide meaningful programs to youth during critical out-of-school hours in the form of camps. These programs are designed to serve MUSD’s most vulnerable students by providing students and families with a network of support during extended school breaks.

MUSD would like to offer a winter camp to district students from kindergarten to sixth grade during January 2025, when school is out of session for the winter break. MUSD has sought out the City to collaborate on making a winter camp possible for district students.

In response, the City has prepared a proposal for a STEAM-focused camp that intends to provide students with a well-rounded and enriching experience. The camp will offer hands-on learning, physical activity, and creative expression. Students will develop new skills, build confidence, and make lasting memories in a supportive and inclusive environment.

The camp would be for 5 days, from January 6 – 10, 2025. Camp would commence at 8:00 am and end at 3:30 pm. Some of the deliverables to be achieved include:
 Physical Activities: Participation in physical activities offers numerous benefits for youth, promoting physical, social, emotional, and cognitive development, and contributing to their overall health, well-being, and success in life.
 STEAM Activities: STEAM activities are important for youth as they provide a holistic and interdisciplinary approach to learning, preparing them to thrive in a complex and rapidly changing world. They cultivate essential skills, foster creativity, and innovation, and empower youth to become lifelong learners and problem-solvers.  Arts and Crafts: Arts and crafts activities play a vital role in youth development by nurturing creativity, promoting emotional well-being, building confidence, and fostering social connections. They provide valuable skills and experiences that contribute to the holistic growth and flourishing of young individuals.

Camp will be broken up into three groups:
 Transitional Kindergarten (TK) and Kinder
 First Grade – Third Grade
 Fourth Grade – Sixth Grade
MUSD will provide the meals for the students, which will consist of a breakfast and lunch meal.

MUSD will also organize the outreach and enrollment. The City will be responsible for staffing and training of program staff.

FINANCIAL IMPACT:

The total value of the Agreement is not to exceed $27,552.50. The value of the agreement covers staffing costs, materials, and an administrative fee. As a result, the contract will provide General Fund relief for the activities borne from this Agreement.

To have adequate appropriations for the winter camp before it is held in January 2025, the expenses and revenue generated from the Agreement will need an amendment to the Fiscal Year 2024/2025 Operating Budget, specifically in the Parks Grants Fund #4109-6360. The identified budget has funds for materials and personnel costs for part-time staff.

Table 1: MUSD FY 2024/2025 Winter Camp Budget
Item Amount
Staffing – Program Leaders $12,042
Staffing – Coordinator $7,000
Materials $3,000
25% Administrative Fee $5,510.50
Total $27,552.50
ALTERNATIVES:

As an alternative, the Council may also elect to request additional information be brought forth at the next meeting to make a more informed decision. Council may also elect to not enter into the Consultant Services Agreement with MUSD for the FY 2024/2025 winter camp programming.

ATTACHMENTS:

1. Resolution approving the Consultant Services Agreement with the Madera Unified School District (MUSD) for the Fiscal Year (FY) 2024/2025 Winter Enrichment STEAM Camp not to exceed $27,552.50
a. Exhibit A: Consultant Services Agreement

2. Resolution Amending the City’s Fiscal Year 2024/25 Operating Budget approving related revenue and expenditure line items related to the execution of the MUSD FY 2024/2025 Winter Enrichment STEAM Camp
a. Exhibit A: Budget Amendment
ATTACHMENT 1
Resolution approving the Consultant Services Agreement with the Madera Unified School District (MUSD) for the Fiscal Year (FY) 2024/2025 Winter Enrichment STEAM Camp not to exceed $27,552.50
RESOLUTION NO. 24-______

RESOLUTION APPROVING A CONSULTANT SERVICES AGREEMENT WITH MADERA UNIFIED SCHOOL DISTRICT FOR THE FISCAL YEAR 2024/2025

WINTER ENRICHMENT STEAM CAMP PROGRAM NOT TO EXCEED
$27,552.50
WHEREAS, since 2017, the City has entered into several Consultant Services Agreement with Madera Unified School District (MUSD) to provide Enrichment Camp programming; and WHEREAS, MUSD would like to enter into a Consultant Services Agreement with the City for a Fiscal Year (FY) 2024/2025 winter camp programming; and WHEREAS, the FY 2024/2025 winter camp programming will run from January 6, 2025, through January 10, 2025; and
WHEREAS, the program will take place at the John W. Wells Youth Center; and WHEREAS, the total value of the agreement is not to exceed $27,552.50.

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

1. The above recitals are true and correct.

2. The Consultant Services Agreement with Madera Unified School District for the FISCAL Year 2024/2025 Winter Enrichment STEAM Camp not to exceed $27,552.50, attached hereto as Exhibit A, is hereby approved.

3. This Resolution is effective immediately upon adoption. * * * * * * * *
Exhibit A: Consultant Services Agreement

City of Madera Mayor, Santos Garcia
94-6000365
ATTACHMENT 2
Resolution Amending the City’s Fiscal Year 2024/25 Operating Budget approving related revenue and expenditure line items related to the execution of the MUSD FY 2024/2025 Winter Enrichment STEAM Camp
RESOLUTION NO. 24 - __________

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
MADERA,CALIFORNIA AMENDING THE FISCAL YEAR 2024/25 OPERATING

BUDGET APPROVING RELATED REVENUE AND EXPENDITURE LINE ITEMS

RELATING TO THE CONSULTANT SERVICES AGREEMENT BETWEEN

MADERA UNIFIED SCHOOL DISTRICT AND THE CITY FOR A WINTER

ENRICHMENT STEAM CAMP
WHEREAS, the City Council previously Operating a City-wide Budget for 2024/25 Fiscal Year; and
WHEREAS, Madera Unified School District (MUSD) has prepared a Consultant Services Agreement which will provide the City $27,552.50 towards a winter enrichment camp; and
WHEREAS, an amendment to the City’s Adopted Budget for the 2024/25 Fiscal Year, listed in Exhibit A, attached hereto, is necessary to account for related revenue and expenditures pertaining to the execution of the Consultant Services Agreement.

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

1. The above recitals are true and correct.

2. The appropriations for the items listed in Exhibit A, attached hereto, are approved.

3. A signed copy of this Resolution shall be placed on file in the office of the Director of Financial Services, who shall prepare the entries necessary to reflect budget changes identified in the City's accounting system.

4. This Resolution is effective immediately upon adoption. *****
Exhibit A: Budget Amendment

ORG OBJECT
FUND CODE CODE DESCRIPTION (+) (-)
Parks Grant Fund 41096360 4683 Program Revenue $ 27,553 41096360 5005 Salaries/Part Time 24,553
41096360 6480 Materials 3,000
$ 27,553 $ 27,553

EXHIBIT A

CITY OF MADERA
Budget Appropriations: Res. 24-______
Budget Adjustments for Fiscal Year 2024/25
1 REPORT TO CITY COUNCIL
Approved by: Council Meeting of: November 20, 2024
_________________________________ Agenda Number: ___________ Keith Helmuth, Department Director
_________________________________
Arnoldo Rodriguez, City Manager
SUBJECT:

Request by Steven King for connection to the City’s water system RECOMMENDATION:

Adopt a Resolution approving an Agreement for Outside City Limits Water Connection for 16250 North Lake Street (APN 038-090-034)
SUMMARY:

The City has a policy wherein properties located outside the City Limits, but proximate to the City water and sewer systems, may, under certain conditions, apply for and receive City utility services. If approved by Council, this Agreement will be documented and recorded on the property's title, ensuring that future transactions involving the property, such as its sale, will entail the Agreement being listed in the Title Report. This provision ensures that all stakeholders involved in property transactions are made aware of the Agreement's existence and terms.

DISCUSSION:

The property owner, Steven King (Owner), has five existing single-family residences on a 1.71- acre parcel located on the west side of Lake Street, between Adell Street and Ellis Street. The Owner has made a request to connect to the existing 8-inch City water main in Lake Street due to the failure of their well, which previously served their water needs. They have emphasized the urgency of this matter as the lack of potable water leaves them with limited options, potentially requiring reliance on bottled water or incurring expenses for water delivery services.

Importantly, all expenses associated with the water service lateral installation and subsequent charges will be borne by the Owner, including:
for
B-9
 Water Service Lateral: Up to an eight-inch service lateral as may be directed by the City Engineer, backflow preventer and five water meters will be installed. This metered installation will follow the standard procedure for all new City connections.  A Public Utility Easement deed will be granted to the City for access to and maintenance of the five required water meters.
 Development Impact Fees (DIF): A DIF of $845.67, designed for one house, will be collected for each house on the property prior to permitting the water connection for a total of five. This fee aligns with the City's development policies and is a standard procedure for new connections.
 Infrastructure payback fee will be collected in the amount of $2,281.83, representing 50% of the cost to install the 8-inch water main located in Lake Street.  Encroachment Permit Fee: An encroachment permit fee of $279.00 will be levied on the customers. This fee covers administrative expenses related to the installation process.  Volumetric Charges: Once connected, the customers will be subject to volumetric charges, akin to existing customers. These charges are consumption-based and will be reflective of their water usage.

The Local Agency Formation Commission (LAFCO) has approved the connection of the five homes on this parcel to City water service outside the current City limits. This Agreement will be recorded on the title and will outline specific terms and conditions pertinent to the provided services. The Agreement serves as a critical document delineating the terms of service for the subject property and includes the Owners' covenant not to protest annexation. This covenant signifies the property owners' agreement not to oppose or protest potential future annexation efforts by the City.

FINANCIAL IMPACT:

In consideration of the request for the outside city limits water connection, it is important to note that approving this request incurs no additional expense to the City, the Water Enterprise Fund, or the General Fund. All costs associated with the physical construction of the water lateral and meter will be solely borne by the Owners.

This arrangement ensures that the financial burden of the physical installation of the water lateral and meter, as well as the applicable DIF fees, falls entirely upon the property Owners.

There is no direct impact on the City's financial resources or utility funds due to this approval.

ALTERNATIVES:

The denial of this Agreement could impact the residents of the specified property, leading them to face unforeseen challenges. Without the approved water connection, the residents may encounter difficulties in obtaining access to potable water. This could prompt them to seek alternative and potentially costly measures to meet their basic water needs. Such alternatives might include reliance on bottled water or the expense of arranging water delivery services.

ATTACHMENTS:

1. Location Map

2. Resolution
Exhibit A – Agreement
Attachment 1
Location Map
16250 N LAKE STREET
ELLIS • STl3E~T'
\,
Attachment 2
Resolution
RESOLUTION NO. 24-_____

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

CALIFORNIA, APPROVING AGREEMENT FOR OUTSIDE CITY LIMITS WATER CONNECTION FOR 16250 N LAKE STREET (APN 038-090-034)
WHEREAS, Steven King owns the property located at 16250 N Lake Street (“Property”) and desires to connect the Property to the City water system; and WHEREAS, the Property is located in the unincorporated territory of the County of Madera; and
WHEREAS, the City Council is willing to authorize said connection to the City’s water system, subject to certain conditions; and
WHEREAS, all costs to connect to the City water system will be borne by the Property owner.

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. The Council approves the Agreement for Outside City Limits Water Connection for 16250 N Lake Street (APN 038-090-034) which is attached to this resolution as Exhibit A and incorporated by reference.

3. The City Engineer and City Clerk with concurrence of the City Attorney are authorized to make any clerical and non-material corrections to this resolution and the Agreement.

4. Staff is hereby directed to record the Agreement.

5. This resolution is effective immediately upon adoption. * * * * * * * * * * * * *
Exhibit A
Agreement

RECORDED AT THE REQUEST OF
AND WHEN RECORDED MAIL TO:

CITY CLERK

CITY OF MADERA
205 W. 4TH STREET
MADERA, CA 93637
Presented for Recordation by the City of Madera
Fee Waived Per Sections 27383 & 27388.1(a)(2)(D) of the Government Code………No Fee Due Address: 16250 N Lake Street, Madera, California
APN: 038-090-034

AGREEMENT FOR OUTSIDE CITY LIMITS WATER CONNECTION
FOR 16250 N Lake Street (APN 038-090-034)
This AGREEMENT FOR OUTSIDE CITY LIMITS WATER CONNECTION FOR 16250 N Lake Street (“Agreement”), is made and entered into this 20th day of November 2024, by and between the CITY OF MADERA, a municipal corporation of the State of California, hereinafter called “CITY”, and STEVEN KING, hereinafter called “OWNER”.

RECITALS
A. OWNER is the record owner of that certain real property located at 16250 N Lake Street, in the County of Madera, California and more particularly described below.

B. The Property consists of 1.71 acres, more or less, located on the west side of Lake Street, between Adell Street and Ellis Street, known as 16250 N Lake Street, in the unincorporated territory of Madera County (the “Subject Property”).

C. OWNER desires a water connection to serve five single-family dwellings on the Subject Property.

D. CITY is willing to authorize said water connection subject to conditions as set forth in this Agreement.

D. Owner recognizes that suitability of the on-site system when connected to the City system and backflow preventer is Owner’s responsibility to confirm.

AGREEMENT
In consideration of the recitals above, which are incorporated herein, and the mutual promises contained herein, the Parties agree as follows:

1. Authority to Connect to City Water. CITY hereby authorizes OWNER to connect to the 8-inch water main on Lake Street to serve five dwellings for domestic residential (no commercial or agricultural) uses only on the Subject Property located at 16250 N Lake Street, which property is more particularly described as follows:

All that portion of Lot one hundred fifty-two (152) of Miller & Lux’s Subdivision of Lands at Madera, in section twelve (12), in Township eleven (11) South, Range seventeen (17) East, MDB&M, according to map entitled, “Map of Miller and Lux's Subdivision of Lands at Madera, Fresno County, Cal.”, filed and recorded in the office of the County Recorder of the County of Madera, State of California, February 2, 1895, in Vol. 1 of maps at pages 10 and 11, bounded and described as follows:

Beginning at The northwest corner said Lot 152, thence along the west line of said lot, southerly 165.35 feet; thence easterly and parallel to the north line of said lot, a distance of 526.87 feet, more or less to a point on the east Iine of said lot and center line of a 60 foot county road; thence along said east line of lot and centerline of road northerly 165.35 feet, more or less, to a point which is the northeast corner of said lot 152; thence along the north Iine of said lot, westerly 526.87 feet to the point of beginning.

APN: 038-090-034
OWNER shall install an 8-inch lateral, or a smaller diameter if authorized by the City Engineer, to connect to the 8-inch water main.

2. Payment of Fees. Prior to any such water connection, APPLICANT shall pay to CITY water impact fees which total $4,228.35 or that which may be in effect at the time fees are paid.

Impact fees are based on five single family residences on a single parcel. Any additional development on the Subject Property will be subject to additional CITY impact fees. OWNERS shall also pay the CITY connection, permit, inspection or other fees as required, and 50% of the cost to install the 8-inch water main located in Lake Street, in the amount of $2,281.83. On and after connection of OWNERS’ property to the CITY water system, OWNER shall pay to CITY the monthly water service charges as determined by the Director of Finance.

3. Municipal Service Application and Service Rates. In addition to this Agreement, OWNER agrees to complete a Municipal Service Application to apply for water and agree to pay the water rates applicable to City residents which will be billed in accordance with City billing of City residents. As a new water service connection, OWNER is required to install a water meter for each residence and a reduced pressure back flow prevention device at property line in accordance with CITY Standard Specifications and destroy any existing well onsite or disconnect from any community well in accordance with the Madera County and California Department of Health Standards.

4. Discontinuance of Utilities. The parties acknowledge that one result of the utility billing method of payment is to allow City to use the non-judicial remedy of discontinuing all utility services in the event of a default by OWNER in the performance of its duties and obligations pursuant to the Agreement.

5. No Assignment; Agreement Runs with the Land. The rights and obligations of the parties shall not be assigned or transferred to others without the prior written consent of the other party. This Agreement shall be binding upon and insure to the benefit of the parties’ successors or assigns. The burdens and benefits of this Agreement shall run with the land identified in Exhibit A attached hereto. This Agreement shall be executed in recordable form.

6. Notices. All notices to be given under this Agreement shall be in writing and either:
(a) Sent by certified mail, return receipt requested, in which case notice shall be deemed delivered three (3) business days after deposit, postage prepaid in the United States Mail,
(b) Sent by a nationally recognized overnight courier, in which case notice shall be deemed delivered one (1) business day after deposit with this courier, or (c) By telecopy or similar means, if a copy of the notice is also sent by United States Certified Mail, in which case notice shall be deemed delivered on transmittal by telecopier or other similar means provided that a transmission report is generated by reflecting the accurate transmission of the notices, as follows:

TO OWNER: Steven King
7081 N Marks Ave #104
Fresno CA 93711

TO CITY: CITY OF MADERA
Attn: City Manager
205 W. 4th Street
Madera, CA 93637
These addresses may be changed by written notice to the other party, provided that no notice of a change of address shall be effective until actual receipt by the parties of the notice.

Copies of notices are for informational purposes only, and a failure to give or receive copies of any notice shall not be deemed a failure to give notice.

7. Limitation on Use of City Water. OWNER agrees that the water provided by the CITY shall be used only for domestic water service to the Subject Property. Any future water connection for property development purposes is subject to CITY approval.

8. LAFCo Approval. The Subject Property is located outside the corporate limits of the City of Madera but within the City’s Sphere of Influence. Due to this, the CITY must obtain authorization from the Madera Local Agency Formation Commission (LAFCo) to extend and/or connect utility services to the subject property. LAFCo authorization requires the submittal of an application for review. The CITY has prepared and submitted the required application, and LAFCo has authorized the extension and/or connection of utility services to the Subject Property.

9. Annexation. In accordance with Government Code Section 56133 (b) and LAFCo’s approval of the application to extend and/or connect utility services to the Subject Property, OWNER agrees not to protest the future annexation of the subject property into the City of Madera, if such annexation is not subject to conditions, excluding the facts pertaining to the annexation itself or the extension of water or sanitary sewer service, which might materially prejudice those holding interest in the Subject Property.

10. Attorney’s Fees. If either party commences an action against the other to enforce this Agreement, or because of the breach by either party of this Agreement, the prevailing party in this action shall be entitled to recover attorney fees and costs incurred in connection with the prosecution or defense of this action, including any appeal of the action, in addition to all other relief. Prevailing party within the meaning of this Section shall include, without limitation, a party who successfully brings an action against the other party for sums allegedly due or performance of covenants allegedly breached, or that party who obtains substantially the relief sought in the action.

11. Entire Agreement. This Agreement contains the entire agreement between the parties as to the subject matter hereof. This Agreement shall not be construed to relieve OWNER from properly maintaining improvements on OWNERS’ property as required by any existing site plan or conditional use permit, to excuse compliance with any law or regulation of general application, or to address any developmental requirements that may be applied to any future development of OWNERS’ property. Without limitation of the foregoing, OWNER acknowledges that the Development Impact Fees paid as provided herein are for the existing residence only, and any additional residences or other uses or additional improvements will require the payment of additional Development Impact Fees as may be applicable to such additional residences, uses or improvements.

No promise, representation, warranty, or covenant not included in this Agreement has been or is relied on by either party. Each party has relied upon his own examination of this Agreement, the counsel of his own advisors, and the warranties, representations, and covenants in the Agreement itself. The failure or refusal of either party to read the Agreement or other documents, or to obtain legal or other advice relevant to this transaction constitutes a waiver of any objection, contention, or claim that might have been based on such reading, inspection, or advice.

12. Time of the Essence. Time is of the essence for each condition, term, and provision in this Agreement.

13. Counterpart Signatures. This Agreement may be executed in one or more counterparts. Each shall be deemed an original and all taken together shall constitute one and the same instrument. The execution of this Agreement is deemed to have occurred, and this Agreement shall be enforceable and effective only on the complete execution of this Agreement by the parties.

14. Severance. If any term or provision of this Agreement shall, to any extent, be held invalid or unenforceable, the remainder of this Agreement shall not be affected.

15. No Waiver. A waiver or breach of a covenant or provision in this Agreement shall not be deemed a waiver of any other covenant or provision in this Agreement, and no waiver shall be valid unless in writing and executed by the waiving party. An extension of time for performance of any obligation or act shall not be deemed an extension of the time for performance of any other obligation or act.

16. Headings. Headings at the beginning of each section and subsection are solely for the convenience of the parties and are not a part of and shall not be used to interpret this Agreement. The singular form shall include the plural and vice versa. This Agreement shall not be construed as if it had been prepared by one of the parties, but rather as if both parties have prepared it. Unless otherwise indicated, all references to sections are to this Agreement. All exhibits referred to in this Agreement are attached to it and incorporated to it by this reference.

17. Applicable Law. This Agreement shall be governed and construed in accordance with California law. This Agreement concerns real property located in Madera, California and each party agrees that a court of competent jurisdiction for the judicial district including Madera, California would be the most appropriate court for any litigation that might arise in connection with this Agreement.

18. Authority to Sign. Each party signing below certifies that he or she is authorized to execute this Agreement and thereby obligate the party on whose behalf such signature is made. The authority of each signer was, if necessary, granted by appropriate corporate action.

19. Amendments to Agreement. This Agreement may be modified or amended only by a writing duly authorized and executed by both parties. It may not be amended or modified by oral agreements or understanding between the parties. This Agreement and any modification or amendment thereto shall only be effective if authorized by the City Council of the City of Madera.

20. Limitation on Use of City Water. OWNER agrees that the water provided by the CITY shall be used only for domestic use and residential landscape irrigation use. No use of CITY water for agricultural irrigation or other use atypical of residential use shall be allowed.

IN WITNESS WHEREOF, the parties hereto have executed this Agreement the day and year hereinabove first written.

CITY OF MADERA OWNER
By: ___________________________ By: ___________________________ Keith B. Helmuth, City Engineer Steven King
By: ___________________________
Santos Garcia, Mayor

ATTACH NOTARY ACKNOWLEDGEMENTS
ATTEST:

By: ____________________________
Alicia Gonzales, City Clerk
APPROVED AS TO LEGAL FORM:

By: ____________________________
Shannon L. Chaffin, City Attorney

REPORT TO CITY COUNCIL
Approved by:
_________________________________
Giachino Chiaramonte, Chief of Police
_________________________________
Arnoldo Rodriguez, City Manager
SUBJECT:

Purchase of Video Wall Display Monitors for the Police Department’s Communications Center RECOMMENDATION:

Adopt Resolutions:

1. Approving the purchase of Samsung monitors for Police Department communications center video wall display from Zones LLC for $7,013.15

2. Approving a Budget Amendment to the Fiscal Year 2024/25 Operating Budget to appropriate Supplemental Law Enforcement fund balance funds for the purchase of Samsung monitors
SUMMARY:

The Madera Police Department (MPD) utilizes a citywide camera system to monitor various high traffic and crime areas throughout the City. Part of this system includes a four-monitor video wall located in the MPD’s communication center. These monitors are used by dispatchers to display live footage of the citywide camera system and sensitive areas of the police station. Five years ago, the City purchased monitors with the understanding they would have a lifespan greater than what has been observed. Due to equipment failure, staff recommends that the City invest in new monitors to ensure the City has functional technology for the safety of staff and the public.

DISCUSSION:

Five years ago, the four-monitor video wall was implemented as an integral part of the Police Department’s communications center. After five years of continuous 24/7 use, lagging, glitches, and intermittent blackouts in the picture display are significantly disrupting its functionality. The video wall is the main access point to view the city-wide camera system. With constant disruptions, staff has been unable to effectively utilize its full capabilities, including the following:

HUEY CENTRll
Council Meeting of: November 20, 2024
Agenda Number: B-10
 Live video feed from all city-wide camera locations
 Live video feed from the Police Department’s secured facility locations  High resolution images from cameras to assess officer involved situations in real time  Advanced zoom in and out abilities during real time monitoring Selection of Equipment
While there are numerous makers of large display monitors, staff evaluated vital features, including existing infrastructure, cost, functionality, and lifespan. In addition, as only two monitors of the four-monitor video wall are at end of life, staff weighed the option of replacing only the malfunctioning monitors. However, upon extensive research staff was informed that the monitors feed off each other and would not operate properly without replacing all four monitors.

With the assistance of industry experts and the City’s Information Services Department, the following brand options were identified:
 Samsung  Planar  NEC
The monitors supplied by these brands have distinct differences in:
 Picture Quality  Warranty options
 Price  Longevity
In short:
 NEC provides the lowest price but provides the lowest quality of monitor  Samsung and Planar are essentially identical in monitor functionality but differ in price.  Samsung provides competitive pricing compared to Planar and was deemed by staff as the best option available.

Table 1 provides a comparison of the prices of the three brands.

Table 1: Summary of monitor brands cost per monitor
Brand Cost Cost for 4
Samsung $1,430 $5,720
Planar $2,376 $9,504
NEC $870 $3,480
It is important to note that the totals in Table 1 are not exhaustive as they do not include warranty and other fees such as taxes and shipping.

Evaluation of Best Price Option
Of the available monitor brands, staff recommends purchasing Samsung monitors based on existing infrastructure, cost, functionality, and lifespan. Table 2 provides a cost summary of available vendors supplying the Samsung monitors, including equipment, warranty, taxes, and shipping.

Table 2: Summary of purchase options
Equipment Provider Cost (1)
Zones LLC $7,013
CDWG $8,857
Gov Connection $9,135
(1) Rounded to the nearest dollar
Based on the City’s purchasing policy, staff recommends the City purchase the monitors from Zones LLC.

Installation
With the infrastructure currently available from the initial install, City staff believes they are fully equipped to perform the installation of the new monitors. Staff has opted to perform the installation inhouse upon revelation that installation services from outside vendors would cost an additional $7,000. If unforeseen challenges arise during the installation phase, staff may have to return to the City Council (Council) to authorize additional funds to cover installation services.

However, staff believes the installation will be a seamless process resulting in the upmost success.

FINANCIAL IMPACT:

This expenditure is not reflected in the adopted budget as staff did not anticipate the failure of the monitors. The monitors represent a crucial piece of the Police Department’s communication center and finds it in the best interest of the City for the Council to appropriate funds to cover the purchase. Exhibit A to the second resolution contemplated with this report represents the requested budget amendment appropriating additional funds to the Fiscal Year 2024/25 Supplemental Law Enforcement operating costs from the available Supplemental Law Enforcement fund balance. With a clearer understanding of monitor lifespan, staff plans to include this expense in future budgets when replacement becomes necessary.

ALTERNATIVES:

Council may request staff return with additional information or request staff purchase a different brand of monitors.

ATTACHMENTS:

1. Resolution approving purchase of Samsung monitors

2. Resolution approving budget amendment

3. Exhibit A: Budget Amendment

4. Exhibit B: Quotes from vendors
RESOLUTION NO. 24-______

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MADERA

APPROVING THE PURCHASE OF SAMSUNG MONITORS FOR POLICE

DEPARTMENT COMMUNICATIONS CENTER VIDEO WALL DISPLAY FROM ZONES LLC FOR $7,013.15
WHEREAS, the City of Madera Police Department utilizes a four-monitor video in its communication center as part of the city-wide camera system; and WHEREAS, the City’s current communication center monitors have reached end of life; and
WHEREAS, the City desires to purchase new monitors to ensure communication center equipment functions properly and efficiently; and
WHEREAS, after a review of available monitors on the market, Samsung monitors were determined to be the best quality product option for the City; and WHEREAS, the City, in compliance with the City’s purchasing policy, has determined to purchase four new monitors from Zones LLC for $7,013.15.

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

1. The above recitals are true and correct.

2. The purchase of four Samsung monitors from Zones LLC for $7,013.15 is approved.

3. This resolution is effective immediately upon adoption. * * * * * * * *
RESOLUTION NO. 24-______

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MADERA

AUTHORIZING AND APPROVING AN AMENDMENT TO THE CITY OF
MADERA FISCAL YEAR 2024/2025 BUDGET TO APPROPRIATE

SUPPLEMENTAL LAW ENFORCEMENT FUNDS FOR THE PURCHASE OF
SAMSUNG MONITORS FOR THE POLICE DEPARTMENT’S

COMMUNICATION CENTER
WHEREAS, the City Council has authorized the purchase of Samsung monitors from Zones LLC in the amount of $7,013.15; and
WHEREAS, the amendment to the City of Madera Fiscal Year 2024/2025 Budget, listed in Exhibit A, attached hereto, is necessary to appropriate funds for the expenditure of the monitors.

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

1. The above recitals are true and correct.

2. Funds shall be appropriated in the Fiscal Year 2024/25 operating budget in the amount of $7,013.15 from available Supplemental Law Enforcement fund balance in the Supplemental Law Enforcement maintenance and other supplies account to fund the purchase of 4 Samsung monitors in accordance with Exhibit A, attached hereto and incorporated by reference herein.

3. The City Clerk is authorized and directed to forward a copy of the resolution to the Director of Financial Services who is authorized to take such action as necessary to implement the terms of this resolution.

4. This resolution is effective immediately upon adoption. * * * * * * * *

ORG OBJECT
FUND CODE CODE DESCRIPTION (+) (-)

GENERAL FUND
4770 47700000 4900 Budgetary Carryover 7,013.15
4770 47700000 7000 Vehicles & Equipment 7,013.15
TOTALS 7,013.15 7,013.15

EXHIBIT A
CITY OF MADERA FISCAL YEAR 2024/25 BUDGET APPROPRIATION

FOR THE POLICE DEPARTMENT'S COMMUNICATION CENTER VIDEO WALL DISPLAY 1 EXHIBIT B
10/02/2024
Bill To :

CITY OF MADERA
205 W 4TH ST
MADERA,CA 93637
Phone : (559) 661-5400
Ship To:

ARI ADAMS

CITY OF MADERA
330 S C ST
MADERA,CA,93638-3727,USA
Account#0071039792
Quote :K3014811
PO# :

Software prices subject to change
Hardware quotes are valid for 7 business days
Memory Prices are valid for 24 hours only, call for verification REMIT PAYMENT TO:

ZONES LLC
PO Box 737040
DALLAS TX 75373-7040

PLEASE SEND PURCHASE

ORDERS DIRECTLY TO YOUR

ZONES LLC ACCOUNT MANAGER

VIA FAX OR EMAIL
Ahsan Khan
Senior Account Executive
Phone(800) 570-2410
Fax:(253) 205-3862
Email:[email protected]
Item # Qty. Mfr.Name Description Manufacturers Part # Unit Price Total A 00344272 4 CA ELECTRONIC WASTE RECYCLING
FEE 35IN OR MORE
A 00344272 USD 6.00 USD 24.00
009721557-NEW 4 SAMSUNG

ELECTRONICS

AMERICA
55INCH/ULTRA-NARROW BEZEL

COMMERCIAL LED LCD DISPLAY
VM55B-U USD 1,430.00 USD 5,720.00
A 03010922 4 SAMSUNG

ELECTRONICS

AMERICA
2YR EXTENDED WARR 46IN CX-2 / FP2 / DX-2 / UX-2 S
P-LM-2N2X46H USD 150.00 USD 600.00
As per our vendor, these items are
currently in stock.

Standard ground shipping charges are
for the following address:
330 S C St, Madera, CA 93638

ASK US ABOUT
Installation Services
On-site Technical Services and Hourly Service Rates
Remote Help Desk and Remote Network OS Support
Sub-Total: USD 6,344.00
Estimated Sales Tax: USD 486.93
Shipping: USD 182.22
Grand Total: USD 7,013.15
Visit us on the web:http://www.zones.com Numerous Financing & Leasing Options Available ZONES.

ZONES LLC

ZONES LLC
1102 15th Street S.W., Suite 102
Auburn, USA 98001
Phone: (800) 419-9663
IN THE EVENT THAT YOU HAVE AN AGREEMENT ("AGREEMENT") IN PLACE WITH ZONES, LLC, THAT GOVERNS THE SALE ASSOCIATED HEREWITH, SUCH AGREEMENT SHALL GOVERN; OTHERWISE THE TERMS AND CONDITIONS OF SALE SET FORTH ON THE WEB PAGE LINKED AT WWW.ZONES.COM\TERMSOFSALE ("TERMS AND CONDITIONS"), SHALL GOVERN. ZONES EXPRESSLY LIMITS THE TERMS AND CONDITIONS OF THIS

SALE TO SUCH AGREEMENT OR THE TERMS AND CONDITIONS, AS APPLICABLE, AND ZONES EXPRESSLY OBJECTS TO, DISCLAIMS, AND REJECTS ANY DIFFERENT OR ADDITIONAL TERMS SET.

WE APPRECIATE THIS OPPORTUNITY TO EARN YOUR BUSINESS, AND LOOK FORWARD TO SERVING YOU SOON! THANK YOU! CERTIFIED as an NMBC

MINORITY BUSINESS

ENTERPRISE
by the NMSDC
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Quote # Quote Date Quote Reference Customer #
PCTG026 09/30/2024 SAMSUNG W WARRANTY 5938745
Order Details
Item Qty CDW # Unit Price Ext. Price
Samsung 55" Video wall
Display
Mfg. Part#: VM55B-U
Contract: National IPA
Technology Solutions (2018011)
6904534
4 6904534 $1,827.58 $7,310.32
CDW 5 Year Standard
Product ProtectionTelevision-Value
$1700-$1999.99
Mfg. Part#:

CDW2000TVSTESP60D
Electronic distribution - NO
MEDIA
Contract: National IPA
Technology Solutions (2018011)
6027508
4 6027508 $235.82 $943.28
Subtotal $8,253.60
Sales Tax $603.10
Grand Total $8,856.70
10/2/24, 4:41 PM SPS Quote Confirmation
https://view.cdwemail.com/?qs=7b2e59956e9bcc4250ac0b329c8692c37e9750ee3339a77f503822a65fe67aedfc276f95f66ab9355bc9b24639da5101e… 1/2 CDW
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Shipping Details
Shipped To:

City Of Madera ATTN: Information Systems
205 W 4th St, Madera, CA 93637-3588
Shipping Method Expeditors Deferred 3-5 Days
Payment Terms Net 30 Days-Govt State/Local
Sales Contact Info
Brian Clouser | (866) 339-4119 | [email protected]
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My Account Support Call 800.800.4239
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SPS-QC:001 | SPS 1 | Customer#: 5938745 | SPS5af18433-5b8e-4b3b-9ab2-ed0555a683b3 10/2/24, 4:41 PM SPS Quote Confirmation
https://view.cdwemail.com/?qs=7b2e59956e9bcc4250ac0b329c8692c37e9750ee3339a77f503822a65fe67aedfc276f95f66ab9355bc9b24639da5101e… 2/2 Anywhere You Go, CDW·G is There with You (NM
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Account Executive: Wayne Patton
Phone:

Fax:

Email: [email protected] Date: 9/26/2024
Valid Through: 10/15/2024
Account #:

Customer Contact: Ari Adams Phone: (559) 675-4277
Email: [email protected] Fax:

DELIVERY FOB SHIP VIA SHIP WEIGHT TERMS CONTRACT ID#
Destination Heavy Weight Ground 324.00 lbs Net 30 SOURCEWELL #121923
* Line # Qty Item # Mfg. Part # Description Mfg. Price Ext 1 4 41409382 VM55B-U
55" VM55B-U Full HD LED-LCD Video
Wall Display
Samsung Monitors
-
Samsung Monitors $ 1,637.53 $ 6,550.12
2 4 12270075 P-LM-2N1X57A
5-year Fast Track NBD Exch 52-65"
Samsung/Services
-
Samsung/Services $ 341.11 $ 1,364.44
3 1 4779541 4779541
Inside Delivery Service
Merrimack Service Handling Fees
-
Merrimack Service
Handling Fees $ 80.00 $ 80.00
4 1 4779533 4779533
Liftgate Service
Merrimack Service Handling Fees
-
Merrimack Service
Handling Fees $ 100.00 $ 100.00
Subtotal $ 8,094.56
Fee $ 0.00
Shipping and
Handling $ 500.00
Tax $ 540.38
Total $ 9,134.94
US
(559) 661-5400 (559) 675-4277
5-30 Days A/R/O
Important Notice: --- THIS QUOTATION IS SUBJECT TO THE FOLLOWING Terms of Sale: All purchases from GovConnection, Inc. are subject to the Terms and Conditions of our Sourcewell Contract # 121923. Any Order accepted by GovConnection for the items included in this Quotation is expressly limited to those Terms and Conditions; any other terms and conditions referenced or appearing in your Purchase Order are considered null and void. No other terms and conditions shall apply without the written consent of GovConnection, Inc. Please refer to our Quote Number in your order.

SALES QUOTE
GovConnection, Inc. # 25685607.01
732 Milford Road PLEASE REFER TO THE ABOVE
Merrimack, NH 03054 QUOTE # WHEN ORDERING

CITY OF MADERA
US
330 SOUTH C STREET
QUOTE PROVIDED TO: SHIP TO:

AB#: 1260551 AB#: 23626602

CITY OF MADERA

ACCOUNTS PAYABLE-FINANCE MADERA POLICE DEPARTMENT
205 W 4TH STREET
MADERA, CA 93637 MADERA, CA 93638

C6nnection· PUBLIC SECTOR SOLUTIONS
we solve IT°

ORDERING INFORMATION
GovConnection, Inc. DBA Connection
SOURCEWELL Contract # 121923
Contract Expiration: 27 February 2028
Please contact your account manager with questions.

Ordering Address
GovConnection, Inc.
732 Milford Road
Merrimack, NH 03054
Remittance Address
GovConnection, Inc.

PO Box 536477
Pittsburgh, PA 15253-5906
Please reference the Contract # on all purchase orders.

TERMS & CONDITIONS
Payment Terms: NET 30 (subject to approved credit)
FOB Point: DESTINATION (within Continental US)
Maximum Order Limitation: NONE
Delivery Time: 1-30 DAYS ARO
FEIN: 52-1837891
DUNS Number: 80-967-8782
Cage Code: OGTJ3
Business Size: LARGE
WARRANTY: Manufacturer’s Standard Commercial Warranty
NOTE: It is the end user's responsibility to review, understand and agree to the terms of any End User License Agreement (EULA).

Important Notice: --- THIS QUOTATION IS SUBJECT TO THE FOLLOWING Terms of Sale: All purchases from GovConnection, Inc. are subject to the Terms and Conditions of our Sourcewell Contract # 121923. Any Order accepted by GovConnection for the items included in this Quotation is expressly limited to those Terms and Conditions; any other terms and conditions referenced or appearing in your Purchase Order are considered null and void. No other terms and conditions shall apply without the written consent of GovConnection, Inc. Please refer to our Quote Number in your order.

If you require a hard copy invoice for your credit card order, please visit the link below and click on the Proof of Purchase/Invoice link on the left side of the page to print one: https://www.govconnection.com/web/Shopping/ProofOfPurchase.htm Notice on Tariff Tax Impacts: Please be aware that the pricing shown in this quote is potentially subject to change at time of order placement due Federal Government tax law changes resulting in increases in Tariff’s assessed on imports and exports, which are outside our control and the control of our suppliers. Please confirm pricing with your Account Manager prior to order placement.

We apologize for this inconvenience.

Please forward your Contract or Purchase Order to:

[email protected]
QUESTIONS: Call 800-800-0019
FAX: 603.683.0374
c 6mectionN PUBLIC SECTOR SOLUTIONS
we solve Ir

REPORT TO CITY COUNCIL
Approved by:
_________________________________
Council Meeting of: November 20, 2024
Agenda Number: B-11
Michael Lima, Director of Financial Services
_________________________________
Arnoldo Rodriguez, City Manager
SUBJECT:

Electric Vehicle Training and Grant Application
RECOMMENDATION:

Adopt a Resolution approving training with the Kingsburg Truck Center for Electrical Vehicle Maintenance Training and submittal of an application to the San Joaquin Valley Air Pollution Control District for reimbursement of this training through the Remove II Program SUMMARY:

With the State of California’s mandate to convert vehicles from gas-powered to electric-powered, the need has arisen to train staff on maintaining electric vehicles. The Kingsburg Truck Center (KTC) offers classes that will provide specialized electric vehicle maintenance training for five City mechanics and operators on the recently purchased Workhorse all-electric vehicle. This training, for the maintenance and operation of the City’s first all-electric truck, is available at a cost of $3,000 per City employee and funding for this training is eligible for reimbursement, up to $15,000, through a grant from the San Joaquin Valley Air Pollution Control District (SJVAPCD) Remove II program. Staff further recommends City Council approve the application for reimbursement from SJVAPCD to offset these training costs.

DISCUSSION:

Council approved purchase of a new all-electric utility truck to replace an aging vehicle in the Fiscal Year 2023/2024 budget. An all-electric vehicle presents new technology for the City’s fleet, which requires the development of new operating and maintenance procedures. As such, mechanic and operator training are essential for safe, reliable operation and maintenance of this new truck. Additionally, this training is essential for the City mechanics to ensure they have the knowledge and skills required to safely work on the new electric vehicles being mandated by the California Air Resources Board Truck and Bus Regulation. KTC has partnered with the manufacturer, Workhorse, to provide the necessary operator and mechanic training for this vehicle. The training will be held over two-days (January 2 and 3, 2025) at Fresno City College.

Cost of the training will be $3,000 per attendee.

The cost of this training is eligible to be fully offset by a grant from the SJVAPCD through its Remove II program. The grant provides up to $15,000 of funding for the training of up to 5 individuals. Training covers alternative fuel engines, fueling practices, vehicle fuel systems, fuel station components, operational safety procedures, technical/mechanic training, and alternative fuel technology. KTC will prepare the grant application for the City assuming Council approves participation in this training.

Staff is recommending sending a total of 5 City employees (made up of Fleet mechanics and Facilities vehicle users) to the training at a cost of $15,000.

FINANCIAL IMPACT:

There will be no cost to the City for the training as long as the Remove II grant is approved by Council and the SJVAPCD. In the unlikely event that this grant is not awarded by the SJVAPCD, the $15,000 would be paid through existing appropriations within the FY 2024/25 Adopted Equipment Operating Fund budget.

ALTERNATIVES:

As an alternative, Council may direct staff to find training from other sources with fees that may or may not be covered by the SJVAPCD Remove II grant.

ATTACHMENTS:

1. Resolution approving an training with Kingsburg Truck Center for Electrical Vehicle Training and submittal of an application to the San Joaquin Valley Air Pollution Control District (SJVAPCD) for reimbursement through the Remove II Program.

2. Remove II grant application
RESOLUTION NO. _______

RESOLUTION APPROVING TRAINING WITH KINGSBURG TRUCK CENTER

FOR ELECTRICAL VEHICLE TRAINING AND SUBMITTAL OF AN

APPLICATION TO THE SAN JOAQUIN VALLEY AIR POLLUTION CONTROL

DISTRICT FOR REIMBURSEMENT FOR ABOVE TRAINING THROUGH THE

REMOVE II PROGRAM
WHEREAS, the City of Madera is purchasing an all-electric truck for the Facilities department; and
WHEREAS, the City Council (‘Council’) approved the purchase in the Fiscal Year 2023/2024 budget; and
WHEREAS, an all-electric vehicle presents new technology for the City’s fleet, which requires the development of new operating and maintenance procedures; and WHEREAS, Kingsburg Truck Center (KTC) is providing electric vehicle maintenance training for mechanics and operators on the new Workhorse all-electric vehicle purchased by the City; and
WHEREAS, training covers alternative fuel engines, fueling practices, operational safety procedures, and technical/mechanic training; and
WHEREAS, cost of the training will be $3,000 per attendee; and WHEREAS, this training is reimbursable up to $15,000 through a grant from the San Joaquin Valley Air Pollution Control District (SJVAPCD) Remove II program.

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

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

2. The Council approves sending five City staff to the Kingsburg Truck Center for Electrical Vehicle Training.

3. The Council approves expenditure of $15,000 for the training.

4. The Council approves submittal of an application to the San Joaquin Valley Air Pollution Control District (SJVAPCD) for reimbursement through the Remove II Program and authorizes the City Manager to sign all related documents relative to the grant and program.

5. This Resolution shall take effect immediately upon its adoption. * * *
Revised 01/12/06

ALTERNATIVE FUEL VEHICLE MECHANIC TRAINING

INCENTIVE COMPONENT

REMOVE II PROGRAM APPLICATION
pplication to the San Joaquin Valley Air Pollution Control District (SJVAPCD) for incentive funds for the training of mechanics, technicians and related personnel in the proficiency of alternative fuels vehicle or fueling infrastructure technology.

Please provide the following information regarding your proposed training and application. Additional information may be requested during the review process if needed. Applicant acknowledges that award of cash incentive is conditional upon approval of the SJVAPCD and must meet the minimum eligibility criteria.

The applicant will be informed as to whether or not the application meets the minimum qualifications. If the application does not meet the minimum qualifications SJVAPCD staff will provide the applicant with a list of deficiencies. If you have any questions regarding the application process, please contact the SJVAPCD’s central region office:

Please submit applications to the following location only. Applications will not be accepted at any other location.

San Joaquin Valley Air Pollution Control District
1990 E. Gettysburg Avenue
Fresno, CA 93726-0244
Central Region
Fresno
(559) 230-5800
¸ CHECK LIST FOR APPLICATION ITEMS ¸
Be sure the following items are included with your application submittal. Check each applicable box below to indicate inclusion of material.
r Completed Applicant Information Form.
r Course description or outline of the training in alternative fuel technology provided by the instructional coordinator. Include the cost analysis list or breakdown of training fees. r Co-funding information (other public grants or funding sources). r Other ________________________________________________________________________ A
Alternative Fuel Mechanic Training Component
REMOVE II Program Application
2 Revised 01/12/06
¸ CHECK LIST FOR ELIGIBILITY CRITERIA ¸
Please check each applicable box to indicate eligibility of proposed alternative fuels training. r The training course program is specifically for the training in the mechanics, operational safety and maintenance of alternative fuels vehicle technology or alternative fuels infrastructure technology. r The training components in alternative fuels technology include:
r Compressed Natural Gas (CNG)
r Liquid Natural Gas (LNG)
r Electric (EV)/Hybrid Vehicle Technology (Heavy-Duty)
r Hydrogen Fuel Cell (HFC) Technology
r Fueling Infrastructure (fueling station, storage systems, fuel delivery systems, etc.) r Other: ____________________________________________________________________ r The technicians, operational staff and related personnel to participate in the training include:
r Vehicle or Facility Mechanics
r Vehicle or Facility Fuelers
r Vehicle Drivers or System Operators
r Maintenance Technicians
r Facility Engineers
r Department Managers or Trainers
r Other: _____________________________________________________________________ r The college or institution that will provide the training in alternative fuel technology:
r California Community Colleges Advanced Transportation Technologies:
___________________________________________________________________________ r Natural Gas Vehicle Institute
r Other: _____________________________________________________________________ r The alternative fuels technology training course includes:
r Vehicle or Infrastructure Fuel Systems
r Alternative Fuel Engine Systems
r Fueling Practices and Procedures
r Fueling Station Components
r Operational Safety
Alternative Fuel Mechanic Training Component
REMOVE II Program Application
Revised 01/12/06 3
r Driver Training or Operator Training
r Mechanic Training
r Maintenance Procedures and Practices
r General Alternative Fuels Technology Overview
r Other: ___________________________________________________________________ r The training and equipment location:
r In-house Training Site Option (operator’s site)
r College/Institutional Training Site Option
r Other: ____________________________________________________________________ r The training program duration:
r Workshop Course up to ten (10) consecutive days
r Semester course
r Other: _____________________________________________________________________ r Provide a Cost Analysis List stating the separate fees for the course program, instructional materials, equipment and facility costs relative to the number of individuals in the training group. r Provide a detailed course description or outline provided by the training coordinator. r Provide a description of the current training needs of the mechanics and operational technicians. r Provide a description of the organization’s alternative fuel fleet and infrastructure composition. r Provide an explanation of how the training will contribute to the development and transition to the incorporation of alternative fuels technology in the fleet or infrastructure operations. r The organization or agency is based within the geographic area of the SJVAPCD and the operational activities of the fleet or infrastructure is within the boundaries of the SJVAPCD. r The organization is actively pursuing measures for the development and transition to alternative fuel technology:
r The organization is conducting its first major transitional action for the incorporation of alternative fuel technology (first time purchase of alternative fuel vehicles, modification of infrastructure, etc.).
r The organization is making a substantial incremental change to increase or expand the existing alternative fuel technology in the current fleet or infrastructure operations (purchase additional alternative fuel vehicles, modification/retrofit technology, infrastructure equipment/components, etc.).

Alternative Fuel Mechanic Training Component
REMOVE II Program Application
4 Revised 01/12/06
Incentive Amounts
Program incentive for alternative fuels technology training will be evaluated on the following standards:
· Training program proposal or course outline description for alternative fuels technology. · Improvement in the fleet or infrastructure operations for the development and transition to alternative fuel technology. · Need of the training for mechanics, technicians and related personnel. · Not to exceed $15,000 per application. In addition, the maximum incentive is $15,000 per fiscal year to an organization.

Alternative Fuel Mechanic Training Component
REMOVE II Program Application
Revised 01/12/06 5

ALTERNATIVE FUELS MECHANIC TRAINING

REMOVE II PROGRAM APPLICATION
A. APPLICANT INFORMATION
Organization:

Contact name:

Person with contract signing authority:

Street/mailing address:

City: State: Zip code:

Phone: ( ) Fax: ( )
E-mail: Mobile Phone: ( )
Geographic area served by organization:

Geographic area to be served by the alternative fuels technology training (if different than above):

I hereby certify that all information provided in this application and any attachments are true and correct to the best of my knowledge, and that I have read the separate Guidelines, Policies and Procedures document for this program component.

Printed Name of Responsible Party: Title:

Signature of Responsible Party:
(Must sign in BLUE INK ONLY)
Date:

II
Alternative Fuel Mechanic Training Component
REMOVE II Program Application
6 Revised 01/12/06

INFORMATION ABOUT THE TRAINING PROGRAM
All requested information below must be provided.

B. GENERAL INFORMATION ABOUT TRAINING PROGRAM

1. Funding dollars requested ($): 2. Total project cost:

3. Educational institution or college training program and address (street address, city, state, zip, and phone number):

4. Course training topics and description:

5. Training coordinator contact information (street address, city, state, zip, and phone number) such as course instructors and/or program director:

4. Total number of technicians to be trained: 5. Cost per technician (student) to be trained:

6. Provide the address location (street address, city, state, zip, and phone number) for the training and identify if the course will be conducted from on-site business operations or from educational facility:

Alternative Fuel Mechanic Training Component
REMOVE II Program Application
Revised 01/12/06 7

7. Date of the scheduled course and the duration of the training (workshop days or semester):

8. Additional funding sources solicited and amounts, if available:

C. INFORMATION OF THE FLEET AND INFRASTRUCTURE

1. Number and description of alternative fuel vehicles currently in the fleet:

2. Proposed expansion or modification to the current alternative fuel fleet:

3. Description of current alternative fuel infrastructure:

Alternative Fuel Mechanic Training Component
REMOVE II Program Application
8 Revised 01/12/06

4. Proposed expansion or modification to the current alternative fuels infrastructure:

Alternative Fuel Vehicle Mechanic Training Incentive Component - Remove II Program Application
Provide a Cost Analysis List stating the separate fees for the course program, instructional materials, equipment and facility costs relative to the number of individuals in the training group.

Budget Item Cost per Applicant Total
Course Program Fees $2,500.00 x5 $12,500.00
Instructional Materials $500.00 x5 $2,500.00
Equipment Costs $ Included $ Included
Facility Costs $ Included $ Included
Total Costs —--------------------- $15,000.00
Provide a detailed course description or outline provided by the training coordinator.

This comprehensive training program is designed to provide fleet operators, mechanics, and administrative staff with the essential skills and knowledge needed to successfully transition to electric vehicle (EV) technology. Each module builds on key concepts and practical skills that are critical for managing and maintaining an EV fleet. Through these targeted modules, participants will gain the skills and confidence needed to adopt and manage EV technology efficiently, supporting the transition to sustainable fleet operations.

Course Modules:

Module 1: Introduction to Electric Vehicles
a. The difference between Miles Per Gallon and Cost per KWH i. How to understand the Total Cost of Ownership from your original ICE vehicle to Electric vehicle
ii. Real world examples
iii. How to calculate this for your fleet
b. Intro to Electricity for EV’s
i. Amps vs Volts
ii. Alternating Current and Direct Current
iii. Regenerative braking

1. Why this is important

2. How to optimize your SOC through regenerative braking c. Charging & Infrastructure
i. What is a handshake?
ii. Making sure your charger can handshake with your choice of EV iii. Level 1, 2 & 3 charging
iv. Public vs Private Charging

1. What suits your fleet the best
v. Different brands and types of chargers

1. Performance reports on chargers
vi. How much power do you have at your site?

1. Who is your provider and what to expect for an infrastructure upgrade

2. Alternative charging options while you wait for you site upgrade d. Navigating steep grades

2. Module 2:
a. Seeing the physical chargers, identifying charging ports and plugs i. J1772, CCS1, CHDMO and Tesla Chargers
b. Regenerative braking training in the vehicle
i. Introduction to 1 pedal driving
ii. Understanding how to maximize regenerative braking while driving c. Hands on Driving - We will utilize 5 vehicles and take one person out at a time

3. Module 3: Introduction to Safety with Electric Vehicles a. What are the risks and dangers of maintenance on EV’s b. Practicing good safety habits, proper safety procedures on EV’s c. Identifying proper PPE (Personal Protective Equipment) for vehicles in your fleet d. Testing your equipments
e. Identifying the components of an electric vehicle
f. Understanding the battery
g. What is SOC
h. Safety in the shop
i. How and where to train your staff

4. Module 4: Safety
a. A full-length hands on training and step by step guide on the above safety protocols and best practices for operating and maintaining electric vehicles

5. Module 5: Introduction to ACF Rules and Funding for EV’s a. Current ACF Rules and Regulations
i. Identifying fleet size
ii. MIlestone vs Model Year Schedule
iii. High Priority Fleets, Local State and Government Fleets, Federal Fleets Provide a description of the current training needs of the mechanics and operational technicians.

The City of Madera’s transition to a zero-emission vehicle (ZEV) fleet has created critical training needs for mechanics and operational technicians to ensure the effective and safe maintenance of these vehicles. As the city integrates more alternative fuel vehicles, especially electric and potentially fuel cell vehicles, mechanics and technicians require specialized training in several key areas:

Key Training Needs:

1. Driver Training:
● Understanding the fundamental differences between internal combustion engine (ICE) vehicles and EVs.
● Learning techniques for efficient driving and energy conservation. ● Familiarity with EV-specific features such as regenerative braking and one-pedal driving.

2. Mechanic Maintenance Knowledge:
● Technical training on EV maintenance and repair.
● Safety protocols for working with high-voltage systems and components. ● Diagnostic procedures for EV-specific issues.

3. Administrative Knowledge:
● Planning and managing EV charging infrastructure.
● Navigating regulatory requirements and incentives.
● Cost analysis and total cost of ownership calculations for fleet managers.

Provide a description of the organization’s alternative fuel fleet and infrastructure composition.

The City of Madera currently operates a Workhorse W4CC electric vehicle as part of its initial steps toward building an alternative fuel fleet. This vehicle supports the city’s commitment to meeting California’s alternative fuel and zero-emission fleet regulations, aimed at reducing greenhouse gas emissions and enhancing environmental sustainability. To further comply with these regulations, Madera is actively working toward expanding its EV fleet by purchasing additional electric vehicles that will gradually replace older, internal combustion engine vehicles in the city’s operations.

Currently, Madera relies on public and limited in-house charging infrastructure to support its single Workhorse W4CC, but as the fleet grows, the city plans to invest in additional charging stations. This expanded infrastructure will likely include a mix of Level 2 and potentially Level 3 fast chargers, enabling the city to efficiently meet the charging demands of a larger EV fleet. Through these efforts, Madera is building a more sustainable and resilient transportation system that aligns with California’s regulatory goals and supports cleaner air and lower emissions in the region.

Provide an explanation of how the training will contribute to the development and transition to the incorporation of alternative fuels technology in the fleet or infrastructure operations.

This comprehensive training, tailored to the needs of our drivers, mechanics, and administrative staff, is crucial to ensure our team’s safety and readiness. It will equip our maintenance technicians with the skills and confidence needed to perform safe and effective repairs, prepare primary operators to conduct daily inspections, and guide the city in acquiring the appropriate tools and equipment for EV maintenance.

By participating in this training, Madera will be well-prepared to integrate EVs into our fleet operations, enabling us to meet California’s regulatory standards, improve operational efficiency, reduce costs, and contribute to environmental sustainability. As part of our commitment to supporting California’s goals of reducing greenhouse gas emissions and improving air quality—especially in the San Joaquin Valley—this training will empower our team to expand and manage our alternative fuel fleet confidently. This marks an important step toward building a cleaner, healthier, and more resilient transportation system for our community.

Class 4-5 Work Truck EV Training; Instructor Credentials Tim Dunsmore
Tim Dunsmore brings a wealth of experience in electric vehicle technology to his role as a training instructor. With 37 years in the automotive industry, Tim has specialized in advanced electric vehicle systems since 2011 when he received training in battery electric vehicles (BEVs). He has also been hybrid vehicle-trained since 2007, demonstrating an extensive background in alternative fuel vehicles. Since joining Workhorse in 2017, Tim has leveraged his expertise to support the company's electric vehicle initiatives, further strengthened by his Advanced ASE L1 and L3 certifications and high standards in electrical safety, underscored by his NFPA 70E certification and Underwriter Laboratories Professional certification earned in 2022.

Bryan Dicus
Bryan Dicus, with over 20 years in the automotive industry, has developed significant expertise in electric vehicle technology, particularly since joining Workhorse in 2018. He became certified in high-voltage electrical safety levels 1 and 2, addressing essential safety practices for electric vehicles. His ASE certifications, along with specialized training in hybrid vehicles since 2015 and battery electric vehicles since 2018, position him as a knowledgeable instructor in both vehicle maintenance and safe handling of high-voltage systems.

Steve Conrad
Steve Conrad brings over a decade of direct experience with electric vehicle training, having designed, developed, and implemented comprehensive training programs for operators and technicians of both hybrid and fully electric vehicles. In his role as Manager of Customer Success and Training at Workhorse Technologies, Steve has also created user manuals and video guides specifically for EV operators, helping to build essential resources that facilitate EV adoption and safe operation. His hands-on experience extends to establishing companywide safety standards and emergency procedures, making him a valuable leader in ensuring safety and compliance in electric vehicle operations.

Wes Lowe
As Owner and Partner at Kingsburg Truck Center since 2009, Wesley Lowe has spearheaded numerous projects focused on electric vehicle (EV) technology and zero-emission commercial transportation. His expertise spans the development of Class 4-6 electric utility service trucks, equipped with innovative features like battery-operated compressors and welders, which showcase his commitment to advancing sustainable vehicle solutions. Over the past two years, Wesley has dedicated himself to pioneering zero-emission vehicle options for the commercial sector, working closely with municipalities, utility companies, and local businesses to implement EV technologies effectively.

Wesley's hands-on experience in designing, marketing, and deploying electric vehicles and his participation in over 70 public events focused on zero-emission technology underline his leadership in the EV space. His deep industry knowledge and practical understanding of EV infrastructure and applications provide a solid foundation for training future EV operators and mechanics.

Each instructor combines practical expertise in electric vehicle technology with specialized training in safety and high-voltage systems, bringing invaluable insights and instruction to the training program.

REPORT TO CITY COUNCIL
Approved by:

Justin Macomb
Council Meeting of: November 20,2024
Agenda Number: B-12
Assistant Chief Justin Macomb
_________________________________
Arnoldo Rodriguez, City Manager
SUBJECT:

Accepting Donation of $4,000 from Force of Nature Activist Union for the Fire Department RECOMMENDATION:

Adopt a Resolution accepting $4,000 from Force of Nature Activist Union and deposit of said monies into the Fire Department Fiscal Year 2024/25 Budget SUMMARY:

The Fire Department received a donation of $4,000 from Force of Nature Activist Union.

Staff recommends appropriating the funds into the Fire Department Fiscal Year 2024/25 budget for expenditure.

DISCUSSION:

On October 8, 2024, Councilwoman Mejia was contacted by Jaden Randhawa, President of the student-led non-profit Force of Nature Activist Union (FONA), with an offer to donate $4,000 to the City’s Fire Department. FONA is dedicated to advancing environmental issues and community engagement to promote improved environmental policies.

On November 6, 2024, Fire Station 56 hosted Mr. Randhawa, members of FONA, and other respected community members for an official check presentation. Mr. Randhawa, currently a junior at Livermore High School, has shown exemplary dedication and hard work through this donation, demonstrating a deep commitment to community values. The City and the Fire Department are both grateful and humbled by this generous act of kindness.

FONA has placed no restrictions on the use of these funds. While no specific plans have been identified at this time, staff anticipates utilizing the funds for community-related activities, such as purchasing stickers, bikes, swag for children, backpacks, or other items that could be used at community events. The Fire Department requests that the $4,000 be deposited into a designated account for future use in ways that will benefit the community through charitable action.

FINANCIAL IMPACT:

This amendment aims to formally recognize the corresponding revenue of $4,000. The funds will be deposited into the Fire Department FY 24/25 Budget account 10202500-4301 to be used at a future date for a community chartable action.

ALTERNATIVES:

1. Council may choose to provide specific direction on how the $4,000 donation from FONA should be utilized to benefit the community.

2. Council may elect not to accept the donation. Should this option be chosen, staff will initiate the process of returning the funds to the Force of Nature Activist Union (FONA).

ATTACHMENTS:

1. Resolution - Accepting Donation Amount of $4,000 by Force of Nature Activist Union

2. Resolution -Budget Adjustment
a. Exhibit A Budget Amendment
RESOLUTION NO. ____________

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MADERA, CALIFORNIA, ACCEPTING $4000 IN DONATION FUNDS FROM FORCE OF

NATURE ACTIVIST UNION
WHEREAS, Force of Nature Activist Union has donated $4,000.00 to the Fire Department; and
WHEREAS, The City supports the Fire Department in accepting these funds; and WHEREAS, Force of Nature Activist seeks to improve the environment through community engagement; and
WHEREAS, the monies would be used for community chartable action; NOW, THEREFORE, THE COUNCIL OF THE CITY OF MADERA hereby resolves, finds, determines and orders as follows:

1. The above recitals are true and correct.

2. The $4,000 donation provided by Force of Nature Activist Union is accepted.

3. This resolution is effective immediately upon adoption. * * * * * * *
RESOLUTION NO. 24 - __________

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MADERA, CALIFORNIA AMENDING THE FISCAL YEAR 2024/25 BUDGET APPROVING

RELATED REVENUE AND EXPENDITURE LINE ITEMS RELATING TO THE $4,000 DONATION MADE BY FORCE OF NATURE ACTIVIST UNION
WHEREAS, the City Council previously adopted a City-wide Budget for 2024/25 Fiscal Year; and
WHEREAS, the City of Madera has received a donation of $4,000; and
WHEREAS, the donation is from Force of Nature Activist Union; and WHEREAS, the donation will be used towards community charitable activities, as directed by the Fire Department.

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

1. The above recitals are true and correct.

2. The appropriations for the donation are approved.

3. The donation shall be deposited according to Exhibit A.

4. A signed copy of this Resolution shall be placed on file in the office of the Director of Financial Services, who shall prepare the entries necessary to reflect budget changes identified in the City's accounting system.

5. This Resolution is effective immediately upon adoption. *****

EXHIBIT A

CITY OF MADERA
Budget Appropriations: Res. 24-______
Budget Adjustments for Fiscal Year 2024/25

ORG OBJECT
FUND CODE CODE DESCRIPTION (+) (-)
General Fund 10202500 4301 Donations $ 4,000
10202500 6470 Funding to Outside Agencies 4,000
$ 4,000 $ 4,000

REPORT TO CITY COUNCIL
Approved by: Council Meeting of: November 20, 2024
_________________________________ Agenda Number: ___________ Giachino Chiaramonte, Chief of Police
_________________________________
Arnoldo Rodriguez, City Manager
SUBJECT:

Law Enforcement Services Agreement with the Madera Unified School District RECOMMENDATION:

Adopt a Resolution approving a Law Enforcement Services Agreement between the Madera Unified School District and the City
SUMMARY:

The Madera Unified School District (MUSD) and the City have maintained a collaborative relationship to ensure law enforcement services are provided to MUSD campuses. The previous agreement covered the period from August 25, 2020, through the last day of the 2023-2024 MUSD school year. MUSD seeks to extend this arrangement for an additional three years. Under the proposed Law Enforcement Services Agreement, MUSD will reimburse the City for the salary, benefits, and overtime of three assigned officers.

DISCUSSION:

The action contemplated herein is a continuation of previous agreements, in which MUSD reimbursed the City the salary and benefits, along with vehicle maintenance and replacement costs, of three sworn officers assigned to provide law enforcement services to MUSD schools within the City limits. MUSD has requested to continue the partnership with the City.

The proposed Agreement contains minimal adjustments from the previous agreement. In the previous agreement the City had the option to provide a third officer to MUSD. The proposed agreement includes:
 A third officer throughout the term of the agreement.

D-1
HUEY CENTRll
 Language related to use MUSD facilities for Police Department training. The current process for using MUSD facilities requires the City to acknowledge and accept the Rules and Regulations Governing the Use of MUSD (Facilities Use Agreement) for each individual facility request. Including it in the proposed Agreement will streamline the approval process for City staff. The Facilities Use Agreement is provided as Exhibit B to the proposed Agreement.

The proposed Agreement term is July 1, 2024, through June 30, 2027, comprised of three, oneyear periods of July 1 to June 30. Table 1 provides a summary of the existing agreement and the proposed Agreement.

Table 1: Comparison of agreements between the City and MUSD Item Existing
agreement
Proposed
Agreement
# of Police Officers 2, plus an option
for a 3rd
3 Full Salary & Benefits included? Yes Yes
Estimated payment from MUSD to City $416,403 $426,000
Administrative overhead costs included? No No
Vehicle maintenance and replacement costs
included?
Partial. 50% Partial. 50%
Vehicle fuel included? No No
Equipment included? No No
As shown in Table 1, MUSD will reimburse the City 50 percent of annual vehicle maintenance costs and vehicle replacement costs of the vehicles utilized by the assigned officers. Only half of vehicle maintenance and replacement costs are covered by MUSD due to the marked patrol vehicles being utilized in other capacities by the City. Marked patrol vehicles utilized by the assigned officers are also used during weekend and night shifts, resulting in half of the maintenance and replacement costs falling under the responsibility of the City. Furthermore, as noted in Table 1, MUSD will not reimburse the City for vehicle fuel or equipment. In addition, it is important to note that the agreement does not include administrative overhead, resulting in some costs being absorbed by the City.

Officer’s Duties
The assigned sworn officers are responsible for providing a specific presence during normal school hours and events to prevent and deter criminal activity on and near school campuses. In addition, they often assume the duties of mentoring and building positive relationships with the youth. MUSD, the City, and the community have experienced positive outcomes through the assignment of officers to school campuses including, enhanced safety, increased emergency response and preparedness, and increased school zone traffic safety.

FINANCIAL IMPACT:

MUSD reimburses the City for the actual cost of salary, benefits, and school organized overtime for the assigned officers and therefore does not burden the City financially. However, it is important to note that MUSD only covers 50 percent of vehicle maintenance and replacement costs for marked patrol vehicles utilized by the assigned officers. In addition, MUSD does not cover administrative overhead, resulting in these costs being absorbed by the City.

Table 2 provides a summary of historical payments collected by the City under the previous agreement compared to the anticipated revenue in the first year of the proposed Agreement.

Table 2: Historical reimbursement payments from MUSD to the City FY 2020/21 FY 2021/22 FY 2022/23 FY 2023/24
$276,305 $483,203 $578,044 $416,403
All figures in the table above represent total reimbursement provided to the City since the inception of the existing agreement. Total reimbursement fluctuates year to year based on the actual salary and benefits of an assigned officer, the amount of overtime hours worked, and vehicle maintenance and replacements costs. Under the proposed Agreement, staff estimates the cost of salary and benefits for 3 assigned officers at $426,000. Regardless of estimations, MUSD will reimburse the City the actual cost of the assigned officers, including school organized overtime events, and 50 percent of vehicle maintenance and replacement costs of marked vehicles utilized by assigned officers.

ALTERNATIVES:

Council may decline the proposed Agreement, ceasing the City’s partnership with MUSD.

Furthermore, Council may request additional information.

ATTACHMENTS:

1. Resolution approving an Agreement with MUSD

2. Exhibit A – Law Enforcement Services Agreement

3. Exhibit B – Facilities Use Agreement
RESOLUTION NO. 24- ____

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MADERA

APPROVING A LAW ENOFORCEMENT SERVICES AGREEMENT BETWEEN

THE MADERA UNIFIED SCHOOL DISTRICT AND THE CITY OF MADERA WHEREAS, the Madera Unified School District (MUSD) has sought law enforcement services for school campuses within MUSD and the City’s jurisdiction; and WHEREAS, the City is equipped with the personnel and resources to provide 3 assigned officers to MUSD; and
WHEREAS, MUSD will reimburse the City for law enforcement services provided to MUSD; and
WHEREAS, the agreement is comprised of three, one-year periods of July 1 to June 30; and
WHEREAS, the City and MUSD have drafted a Law Enforcement Services Agreement that is in the best interest of both parties.

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

1. The foregoing recitals are true and correct.

2. The Law Enforcement Services Agreement with MUSD, a copy of which is attached hereto as Exhibit A, is approved.

3. The Madera Unified School District Facilities Use Agreement, a copy of which is attached hereto as Exhibit B, is approved

4. The City Manager is authorized to execute the Agreement.

5. This resolution is effective immediately upon adoption. ******

EXHIBIT A

LAW ENFORCEMENT SERVICES AGREEMENT BETWEEN THE MADERA UNIFIED SCHOOL

DISTRICTAND THE CITY OF MADERA
_________________________________________
This Law Enforcement Services Agreement ("Agreement”) is entered into between the MADERA UNIFIED SCHOOL DISTRICT, an independent public agency (“DISTRICT”) and the CITY OF MADERA, a California general law city (“City”). The District and the City are collectively referred to as the “Parties”. This Agreement shall be effective on the date signed by MADERA UNIFIED SCHOOL DISTRICT which shall occur after execution by City (“Effective Date”).

RECITALS
A. District desires to obtain Law Enforcement Services from the City.

B. City is able to perform the requested Services and is engaged in the business of furnishing such services.

NOW, THEREFORE, in consideration of the promises and mutual agreements herein, District and City agree as follows:

DEFINITIONS
“Additional Officers”: Sworn Law Enforcement personnel not otherwise assigned to Madera Unified Law Enforcement activities
“Assigned Officer”: Sworn Police Officer designated to Madera Unified Law Enforcement activities “Extended Duration Absence”: Absence of Assigned Officer for more than forty (40) consecutive work hours
“Short Duration Absence”: Absence of Assigned Officer not to exceed forty (40) consecutive work hours
“Substitute Officer”: Sworn Police Officer designated to Madera Unified Law Enforcement activities in the absence of Assigned Officer

AGREEMENT

1. Scope of Services. City shall perform, to the satisfaction of the District in accordance with this Agreement, the Services described in the “Scope of Services”. City shall at all times faithfully, competently and to the best of its ability, experience, and talent, perform all services described herein.
(a) Assigned Officer. The City agrees to assign three (3) police officers to provide law enforcement services to the District at school sites within the Madera Police Department’s jurisdictional boundaries for the Contract Term as defined in Section 2 of this agreement.

City agrees that the services rendered by the Assigned Officers under this contract are in addition to baseline police services provided through City’s normal service delivery. (b) Selection of Assigned Officers. The Parties agree to work cooperatively to select appropriate officers to fulfill the duties set forth in this Agreement. The Parties agree that the City Police Chief and District Superintendent, or his/her designee, are the designated personnel to select the Assigned Officers to perform under this Agreement. The Parties further agree that the District shall be able to request the replacement of any Assigned Officer. Such a request shall be made by the District Superintendent, or his/her designee.

The City Police Chief shall review any such request from the District to replace the Assigned Officers and will advise the District Superintendent of his/her decision. (c) Duties and Responsibilities. Duties and responsibilities of the Assigned Officers shall include, but not be limited to, the following:
(i) Prevention and deterrence of criminal activity on and/or near school campuses;
(ii) Investigation of alleged criminal offenses occurring, in or near school campuses;
(iii) Provision of technical and informational assistance to schools and personnel relative to law enforcement activity and crime prevention; (iv) Reporting relevant contacts with pupils, parents, staff and community members to the District on a regular basis through verbal and or written communication; and
(v) Other law enforcement and public relations duties as reasonably appropriate, subject to approval by the Police Chief.
(d) Direction and Supervision by District. The Assigned Officers shall receive only general direction from the Districts’ Executive Director of Student and Family Support Services, or his/her designee, including assignment for coverage of specific school functions, or specific school sites, at specific times, at any school site within the City of Madera Police Department’s jurisdictional boundaries.
(e) Assigned Officer’s Schedule. The Parties agree to work cooperatively to create and maintain a schedule of work hours for the Assigned Officers. (i) Adjustments or modifications to an Assigned Officer's schedule which are necessary to carry out or accommodate various assignments shall be made in advance by at least five (5) days notice, with agreement from both the District and City Police Commander not unreasonably withheld.
(ii) In order to ensure the minimal response time to engage in law enforcement activities for the safety of the District’s personnel and students, the Assigned Officers shall at all times, unless otherwise expressly permitted herein, remain on or near a District site during his or her scheduled time.
(f) Absence.
(i) Short Duration Absence. It is understood that the City will not provide a Substitute Officer in the event of a short duration absence of an Assigned Officer resulting from routine training, illness, vacation and other leave authorized by the police department. The Assigned Officer shall provide the District with sufficient notice in writing of a short duration absence in order to facilitate District activities. (ii) Extended Duration Absence. In the event of an extended duration absence, the City shall provide a Substitute Officer to fulfill the Assigned Officer's duties contemplated by this Agreement for the period of time that the Assigned Officer is unavailable. In the event that sufficient personnel do not permit this assignment as determined by the Police Chief, the District shall not be obligated to compensate the City as otherwise provided in Section 3. The Assigned Officer shall provide the District with sufficient notice in writing, when feasible, of an extended duration absence.
(iii) Officer Use for Training, Mutual Aid Requirements, and Extraordinary Situations and Emergencies. The District recognizes that the Assigned Officer may occasionally be away from his or her regular assignment due to training requirements or to fulfill law enforcement mutual aid requirements, including for extraordinary situations and emergencies. The Parties agree that the City shall retain the ability to use the services of the Assigned Officer at the District’s expense to fulfill these law enforcement mutual aid requirements, for extraordinary situations and emergencies, and for other than normal and routine duties requested by and associated with District business.
(g) Compliance with Law and Policies. In all circumstances, the Assigned Officer and any Substitute Officer shall follow all applicable federal, state, and local legal requirements, as well as the policies and procedures of the City and City of Madera Police Department. (h) Conditions of Employment. Except as specifically included in this Agreement, the City retains full authority and responsibility for conditions of employment, including but not limited to appropriate disposition of citizen complaints, disciplinary actions and evaluation of performance and agreement of schedules to be worked. All public complaints of inappropriate Assigned Officer or Substitute Officer conduct and behavior shall be referred directly to the City Police Commander.
(i) District Evaluation of Assigned Officer's Performance. Notwithstanding Paragraph (h) above, the District shall provide the City Police Commander with its own written evaluation of an Assigned Officer's performance at his/her request. The District shall also immediately report to the City Police Commander any behavior or conduct by an Assigned Officer or Substitute Officer that appears to violate the terms and conditions, or the spirit and intent, of this Agreement. The City may request mid-year performance reports and will provide at least two weeks (2 weeks) notice of such requests for input. (j) Use of Additional Officers. In some instances, the District may require one or more Additional Officer(s) for planned events and/or activities associated with other District services or events ("Events"). The Parties understand that, should such Events arise, the District shall request the support of an Additional Officer or Officers from the City in a timely manner. The City will provide the Additional Officer(s) so long as such personnel is available at the time of the request.

2. Commencement of Services; Term of Agreement. This Agreement shall be effective after being adopted by the Madera Unified Board of Education and the Madera City Council and executed by the City and District. The Contract Term shall be July 1, 2024, to June 30, 2027, comprised of three one-year periods of July 1 to June 30. Each one-year period is also referenced as “Contract Year” under this Agreement. If a new agreement is not in effect on July 1, 2027, the District Superintendent may make a written request to the Police Chief to extend the agreement on a month-to-month basis, not to exceed six, one-month extensions.

3. Compensation for Services. Pursuant to this Agreement, the District shall pay the City for the following costs associated with the provision of law enforcement services during the Term and each subsequent Contract Year, unless modified in writing and agreed to by both the City and District:
(a) Pay and Benefits of Assigned Officers, Substitute Officers, Additional Officers. The District shall reimburse the City for the Assigned Officer's, Substitute Officer’s, Additional Officers’ (collectively “Officers”) actual pay, including Overtime and benefits provided by the City to the Officers as provided by law or through any applicable labor agreement. The total cost to the District for the actual pay and benefits of the three (3) currently Assigned Officer’s for the first Contract Year is currently estimated to be four hundred and twentysix thousand dollars ($426,000). However, cost associated with the Assigned Officers, Substitute Officers, or Additional Officers will be dependent on individual Officers compensation rates and reimbursement will be at actual cost. Changes to the compensation of the Officers, pursuant to Madera Police Officer’s Association Memorandum of Understanding (MPOA MOU) or applicable wage and hour law, shall be reflected in the total cost billed to the District.
(i) The City will notify the District by June 1st of each year of this agreement of the anticipated annual cost for the Assigned Officers for the upcoming Contract Year.
(ii) The City will provide notification to the District of any changes to the anticipated annual cost as soon as is practicable should the compensation be adjusted mid-Contract Year through collective bargaining or legal mandates. (iii) Overtime eligible hours and compensation are defined pursuant to the MPOA MOU. Overtime hours accrued as Compensatory Time Off but not paid to the Officers shall be reimbursed by the District at such time as the Officers take the accrued time as compensation. Parties acknowledge that these banked hours are used at the discretion of the officer and cashed out once each year pursuant to the MPOA MOU.
(b) Marked Patrol Vehicles. The District shall pay fifty percent (50%) of the annual fiscal year costs, as determined by the City, to provide vehicle maintenance for a marked patrol vehicle to be used by the Assigned Officers, Substitute Officers, or Additional Officers in his/her performance of this Agreement. The District shall also pay fifty percent (50%) of the cost of replacement, excluding equipment, for the marked patrol vehicle to be used by the Assigned Officers, Substitute Officers, or Additional Officers in his/her duties for the District, as determined by the City and based upon the most recent vehicle purchase price, so long as the City continues to provide the marked patrol vehicle for District purposes. (c) Accounting of Costs. The City shall provide the District with an accounting of all costs contemplated in Section 3 on a quarterly basis. The invoice for services shall be sent to the District Superintendent. If the District Superintendent identifies a discrepancy, the District Superintendent shall contact the City Police Chief within ten (10) days of the date of the invoice.
(d) Liability for Additional Costs. The District shall not be liable for any expenses or costs incurred by the City except as specifically provided for in this Agreement, unless prior approval for such expenditure(s) is obtained, in writing, from the District Superintendent.

Similarly, the City shall not be liable for any expenses or costs incurred by the District and not specifically set forth in this Agreement, unless prior approval for such expenditure(s) is obtained, in writing, from the City Police Chief.
(e) Invoices, How and When Payable. District shall make payment no later than thirty (30) days after receipt of invoice from the City. Payment shall be made to City Finance Department as indicated on said invoice.

4. City Use of District Facilities for Training. District agrees that during the Term of Agreement, City may request use of District facilities for staff training purposes. (i) City will provide requests for use of facilities at least fourteen (14) days in advance of requested use by email to the District’s Deputy Superintendent.

Requests will include the specific facility requested, date(s) of use, start and stop time of use, and any special facility needs.
(ii) City acknowledges and accepts Rules and Regulations Governing the Use of Madera Unified School District Facilities, provided as Exhibit A and incorporated herein.
(iii) City will provide District proof of General Liability insurance for facility use for training during the Term of the Agreement listing District as additional insured. Said policy will provide not less than $2,000,000 per occurrence, naming Madera Unified School District and its employees as Additional Insureds for facility use. Such coverage will be primary and noncontributory. Additionally, City will provide District with proof of Worker’s Compensation coverage as required by California law, including waiver of subrogation. District recognizes that City is self-insured through a Joint Powers Authority (JPA) and certificates will be issued by the JPA to confirm coverage as described herein.

5. Independent Contractor Status. City shall perform the Services as independent contractors and not as officers, employees, agents, or volunteers of District. Nothing contained in this Agreement shall be deemed to create any contractual relationship between District and City’s employees, nor shall anything contained in this Agreement be deemed to give any third party, including but not limited to City’s employees, any claim or right of action against District. Neither the District nor any of its employees shall have any control over the manner, mode, or means by which City or its agents or employees perform the services under this Agreement.

6. Qualifications, and Professional Standards. City represents and warrants that it has the qualifications, experience, and facilities necessary to properly perform the services required under this Agreement in a thorough, competent, and professional manner. In meeting its obligations under this Agreement, City shall employ, at a minimum, generally accepted standards and practices utilized by persons engaged in providing services similar to those required of City under this Agreement. City also expressly represents that City are now and will be throughout their performance of the Services under this Agreement, properly licensed or otherwise qualified and authorized to perform the Services required and contemplated by this Agreement. City shall utilize the standard of care and skill customarily exercised by members of their profession, shall use reasonable diligence and best judgment while performing the Services, and shall comply with and keep themselves informed of all applicable laws and regulations.

7. Conflicts of Interest. City warrants that neither City nor any of its employees have an interest, present or contemplated, which would conflict in any manner with the interests of the District, or which would in any way hinder City’s performance of services under this Agreement.

City covenants that no person having any such interest shall perform the Services under this Agreement.

8. Termination of Agreement. This Agreement may be terminated as follows:

(a) Termination by City. City may terminate this agreement at any time with thirty (30) days written notice to District Superintendent.
(b) Termination by District. District shall provide written notice to City Police Chief by March 1 of any Contract Year should District desire to terminate services for the next Contract Year.
(c) For Breach of Either Party. If for any cause either party fails to fulfill in a timely and proper manner its obligations under this Agreement (the “breaching party”), the other party (the “terminating party”) shall have the right to terminate the Agreement by giving not less than five (5) working days’ written notice to the breaching party of the intent to terminate and specifying the effective date thereof. The terminating party shall, however, provide the breaching party with a detailed statement of the grounds for termination. This statement shall include, as appropriate, references to specific provisions of this Agreement, dates, dollar amounts and other information relevant to the decision to terminate for cause. (d) Compensation to City Upon Termination. In the event termination is not due to fault attributable to City and provided all other conditions for payment have been met, City shall be paid compensation for services performed prior to notice of termination. As to any phase partially performed but for which the applicable portion of City's compensation has not become due, City shall be paid the reasonable value of its services provided. However, in no event shall such payment when added to any other payment due under the applicable part of the work exceed the total compensation of such part as specified in Section 3 herein. In the event of termination due to City’s failure to perform in accordance with the terms of this Agreement through no fault of District, District may withhold an amount that would otherwise be payable as an offset to District’s damages caused by such failure.

9. Insurance. It is understood and agreed that District and City maintain insurance policies or self-insurance programs to fund their respective liabilities.

10. Indemnity and Defense. Indemnity. The District shall indemnify, defend, and hold harmless the City, its officers, officials, employees, and volunteers from and against any and all liability, claims, damage, cost, expenses, awards, fines, judgments, and expenses of litigation (including, without limitation, costs, attorney fees, expert witness fees and prevailing party fees and cost) of every nature arising out of or in connection with the assigned officer’s performance of work or his or her failure to comply with any of its obligations contained in the Agreement, except such loss or damage which was caused by the active negligence by the City, or the gross or willful misconduct of the assigned officer.

The City shall indemnify, defend, and hold harmless the District, its officers, officials, employees, and volunteers from and against any and all liability, claims, damage, cost, expenses, awards, fines, judgments, and expenses of litigation (including, without limitation, costs, attorney fees, expert witness fees and prevailing party fees and cost) of every nature arising out of the active negligence by the City or the gross or willful misconduct of the assigned officer during the performance of work hereunder.

In the event of concurrent negligence on the part of District or any of its officers, directors, trustees, employees, agents or volunteers, and City or any of its officers, officials, employees, agents or volunteers, the liability for any and all such claims, demands and actions in law equity for such losses, fines, penalties, forfeiture, costs and damages shall be apportioned under the State of California's theory of comparative negligence as presently established or as may be modified hereafter.

If the District rejects a tender of defense by the City and/or the assigned officer under this Agreement, and it is later determined that the City and/or the officer breached no duty of care and/or was immune from liability, the District shall reimburse the City and/or officer for any and all litigation expenses (including, without limitation, costs, attorney fees, expert witness fees and prevailing party fees and cost). A duty of care or immunity determination may be made by a jury or a court, including a declaratory relief determination by a court after the City and/or officer settles a liability claim, with or without participation by the District.

The Parties acknowledge that it is not the intent of the Agreement to create a duty of care by the City or its assigned officer that they would not owe in the absence of the Agreement. The Agreement does not create an affirmative duty of care (including, without limitation, a duty to protect, a duty to deter and/or a duty to intervene) by the City or the assigned officer and the absence of the assigned officer and/or the patrol vehicle is not a material breach of this Agreement. The Parties further acknowledge that by entering into this Agreement neither the City nor its assigned officer intends to waive any immunities to which they would be entitled in the absence of the Agreement.

11. Compliance with All Laws. City shall be familiar with and shall comply with all City, State, and Federal laws and regulations applicable to the work to be performed under this Agreement. In providing the services required under this Agreement, City shall at all times comply with all applicable laws, regulations, and resolutions of the United States, the State of California, and the City of Madera now in force and as they may be enacted, issued, or amended during the term of this Agreement.

12. Form and Service of Notices. All notices required or permitted to be given under this Agreement shall be in writing and shall be personally delivered, or sent by certified mail, postage prepaid and return receipt requested, addressed as follows:

To District: Todd Lile, Superintendent
Madera Unified School District
1902 Howard Road
Madera, CA 93637
Email: [email protected]
To City: Arnoldo Rodriguez, City Manager
City of Madera
205 West Fourth
Madera, CA 93637
Email: [email protected]
Giachino Chiaramonte, Chief of Police
Madera Police Department
330 South C Street
Madera, CA 93638
Email: [email protected]
Josiah Arnold, Police Commander
Madera Police Department
330 South C Street
Madera, CA 93638
Email: [email protected]
Notice shall be deemed effective on the date personally delivered or transmitted by facsimile, or if mailed, three (3) days after deposit of the same in the custody of the United States Postal Service.

13. Entire Agreement. This Agreement, including the attachments and exhibits, represents the entire Agreement between District and City, and supersedes all prior negotiations, representations, or agreements, either written or oral with respect to the subject matter herein.

This Agreement may be amended or modified only by the mutual written agreement of the Parties. This Agreement is invalid unless approved by the legislative body of each Party, although it may be executed by an authorized agent of each Party. An authorized agent of the City shall be a person specifically authorized by the legislative body of the City to execute this Agreement, at the level of City Manager or City Attorney or equivalent. The indemnity sections shall survive termination or expiration of this Agreement. This Agreement may be amended only by written instrument signed by both District and City.

14. Successors and Assigns. This Agreement shall be binding upon and shall inure to the benefit of the parties hereto and their respective successors and assigns.

15. District. The signatories to this Agreement warrant and represent that they have the legal right, power, and authority to execute this Agreement and bind their respective entities.

16. Severability. In the event any term or provision of this Agreement is declared to be invalid or illegal for any reason, this Agreement will remain in full force and effect and will be interpreted as though such invalid or illegal provision were not a part of this Agreement. The remaining provisions will be construed to preserve the intent and purpose of this Agreement and the parties will negotiate in good faith to modify any invalidated provisions to preserve each party’s anticipated benefits.

17. Applicable Law and Interpretation and Venue. This Agreement shall be interpreted in accordance with the laws of the State of California. The language of all parts of this Agreement shall, in all cases, be construed as a whole, according to its fair meaning, and not strictly for or against either party. This Agreement is entered into by District and City in the County of Madera, California. Thus, in the event of litigation, venue shall only lie with the appropriate state or federal court in Fresno County.

18. Attorneys Fees. If either party is required to commence any proceeding or legal action to enforce or interpret any term, covenant, or condition of this Agreement, the prevailing party in such proceeding or action shall be entitled to recover from the other party its reasonable attorneys’ fees and legal expenses.

19. Amendments and Waiver. This Agreement shall not be modified or amended in any way, and no provision shall be waived, except in writing signed by the parties hereto. No waiver of any provision of this Agreement shall be deemed, or shall constitute, a waiver of any other provision, whether or not similar, nor shall any such waiver constitute a continuing or subsequent waiver of the same provision. Failure of either party to enforce any provision of this Agreement shall not constitute a waiver of the right to compel enforcement of the remaining provisions of this Agreement.

20. Third Party Beneficiaries. Nothing in this Agreement shall be construed to confer any rights upon any party not a signatory to this Agreement.

21. Execution in Counterparts. This Agreement may be executed in counterparts such that the signatures may appear on separate signature pages. A copy or an original, with all signatures appended together, shall be deemed a fully executed Agreement.

22. Non-Discrimination. City shall not discriminate on the basis of any protected class under federal or State law in the provision of the Services or with respect to any City employees or applicants for employment. A protected class includes, but is not necessarily limited to race, color, national origin, ancestry, religion, age, sex, sexual orientation, marital status, and disability. [SIGNATURES ON FOLLOWING PAGE]
IN WITNESS WHEREOF, the City and City have executed this Agreement on the date(s) set forth below.

MADERA UNIFIED SCHOOL DISTRICT
By: _________________________________
Lucy Salazar, Board President
Date: _______________________________
___________________________
Federal Tax I.D. No.

CITY OF MADERA
By: _________________________________
Santos Garcia, Mayor
Date: _______________________________
ATTEST:

By: __________________________________
Alicia Gonzales, City Clerk
Date: ________________________________
APPROVED AS TO FORM:

By: __________________________________
Shannon L. Chaffin, City Attorney
Date: ________________________________

EXHIBIT B
MADERA UNIFIED SCHOOL DISTRICT 1205 S. Madera Avenue, Madera, CA 93637 • Phone (559) 675-4548 • FAX (559) 675-4608 Approved: □ Yes □ No
Permit Applications must be completed two (2) weeks in advance and approved by the Facilities Planning Department.

PERMIT APPLICATION FOR USE OF SCHOOL FACILITIES
Name of Applicant/Organization: _________________________________________________________________________________ Billing Address: _____________________________________ City: ____________________ State: ___________ Zip:______________ Email: ________________________________________________________ Phone: _________________________________________ Non-Profit □ Yes □ No Non-Profit ID: _________________________________________________ School Site Requested: ____________________________ Facility/Rooms Requested: ______________________________________ (Please list each room desired)
Will kitchen or Snack Bar be used □ Yes □ No Start Time: _____________ AM / PM End Time: _____________ AM / PM (Times should include arrival to departure time)
A District assigned Child Nutrition staff member will be assigned for kitchen use.

Type of Activity/Meeting: _________________________________________ Estimated Number Attending: _____________________ Donations Solicited: □ Yes □ No Admission/Registration Fees Charged: □ Yes □ No Single Date requested: ______________________________ Start Time: ___________ AM / PM End Time: ___________ AM / PM (Month/Day/Year) (Times should include arrival to departure time) Recurring Schedule - Start Date: ________________________ End Date: _______________________________ (Month/Day/Year) (Month/Day/Year)

Start Time: ______________AM / PM End Time: ____________________ AM / PM (Times should include arrival to departure time)
□ Weekly □ Monthly: □ Mon □ Tues □ Wed □ Thur □ Fri □ Sat □ Sun Notes:_______________________________________ Multiple Dates and Times:
_____________________________________________________________________________________________________________ _____________________________________________________________________________________________________________ Special Set-up Needs or Instructions (audio, video, tables, chairs, etc.):
_____________________________________________________________________________________________________________ _____________________________________________________________________________________________________________

Statement of Information -
The undersigned, as duly authorized representative for _______________________________________________________________________________ states that, to the best of his/her knowledge, the school property for use of which application is hereby made will not be used for the commission of any crime or any act which is prohibited by law.

The undersigned further declares that _____________________________________________, the organization on whose behalf he/she is applying for the use of school facilities/property, upholds and defends the Constitution of the United States of America and the State of California.

The undersigned applying for the use of school facilities/property on behalf of any society , group or organization, shall be a member of such applicant group and have authorization from the applicant group to make request for such use.

It is further agreed, User will conform to all the “Rules and Regulations Governing the Use of School Facilities” as contained herein. (Page 2) Signature: ________________________________________________ Date: _____________________________________

DISTRICT USE ONLY
Facility Available □ Yes □ No Site Administrator: ___________________________________________ Date: __________________ Custodian: □ Open/Close □ Duration of Event Security: □ Yes □ No # of Officers __________ Times: ___________________________ Custodian: ____________________________________________________ Security: __________________________________________________ Facility Director: _____________________________________________________________ Date: _________________________________________

RULES AND REGULATIONS GOVERNING THE USE OF MADERA UNIFIED SCHOOL DISTRICT FACILITIES

1. All school facilities are governed by Board Policy 1330.

2. Applications for the use of school facilities shall be made in writing at least fourteen (14) days prior to the proposed date of meeting or event. Applications must be signed by the person authorized to represent the group or organization, and must be filled out completely in order to be processed for approval. With the approval of the application, an authorized permit will be issued.

3. Organizations and groups will be assigned accommodations suitable to the size of the group. Permits will be issued for specific rooms or areas in school buildings and/or site. It shall be the responsibility of the organization or group to see that the remainder of the building or site is not entered. The User shall not use buildings, grounds, or other facilities for any activities other than those designated. Children must be kept under adult supervision at all times. Such items as microphones, projectors, blackboards, etc., are not furnished unless permission is obtained. All kitchen equipment is the property of the school district; kitchen equipment, utensils, etc., cannot be used for any other purpose. Cooking or the preparation of food by outside groups is prohibited unless approved by Facilities with proper permits, insurance, and assignment of Child Nutrition staff.

4. All permits will be issued for specific hours. At the conclusion of which time, the organization must leave the premises. No permit will be issued to extend later than 12:00 a.m.

5. When a rental charge is made, it must be in conformance with the schedule adopted by the Governing School Board. This schedule is subject to change at the will of the Board. All fees shall be paid in advance. Permission for post-use billing can be approved by the Facilities Planning Department only.

6. No school furniture or apparatus may be removed or displaced by any person or organization, without permission from, and under the supervision of the Site Administrator. Any furniture or apparatus so displaced, must be replaced to the satisfaction of the Site Administrator by the party, parties, or organization responsible for the removal thereof before their departure from the school facility.

7. School property must be protected from damage or mistreatment and each group must be responsible for the condition in which they leave the school building. In case school property is damaged, same shall be paid by the organization, its agents, officers, members, and/or employees which have use of the site.

8. It shall not be permitted, within the precincts of school property, use of alcohol, illegal drugs, expectorating on floors, profane language, quarreling, fighting, or gambling. Smoking is NOT permitted on school premises or in school buildings. The use of any tobacco products are prohibited by law. It shall be the responsibility of the organization to whom a permit has been granted, to ensure that there are no violations of this regulation. No candles or open flames of any kind are allowed in school facilities.

9. No permit will be issued for a longer period than one school year. At the expiration of all permits, written application must be made for renewal.

10. Permits for the use of school buildings at which there will be a discussion of civic/political problems, shall be open to all that desire to attend.

11. Should an organization need to cancel a permit, the office of Facilities Planning (559-675-4548) must be notified at least twenty-four (24) hours prior to the time for which the permit has been granted. If cancellation notice is not given at least twenty-four hours prior to the event, charges may be incurred. Failure to give such notice may result in the refusal or revocation of future permits.

12. Permits will be granted for use of school buildings on holidays only on unusual occasions. Permits issued over a period of time for the use of school facilities and which fall upon a holiday are automatically cancelled on the particular day or evening of the holiday, unless previously arranged with the Facilities Planning Department. It will not be necessary to renew the permit for subsequent meetings.

13. Any regular school organization, whether day or continuation, evening or afternoon in any school facility, has the preferential right to the use of the rooms in such facility. No permit will granted which in any way interferes with the program of regular school work. Any meeting for which a permit has been granted must give way to the regular and/or special school activities.

14. It shall be the duty of the Site Administrator to see that there are no violations of these regulations on the part of any individual or group. All organizations or groups involving juveniles seeking to use school facilities must provide adequate adult sponsorships and supervision. The Site Administrator shall report to the Director of Facilities Planning, all violations of these regulations.

15. Permits may be revoked by the Site Administrator or the Director of Facilities Planning without previous notice whenever the use of the school or school facilities may interfere with regular school use or where there has been a violation of these regulations.

16. Any person applying for the use of school buildings, sites or other facilities on behalf of any society, group or organization, shall be a member of such applicant group and unless he/she is an officer of such group, must present written authorization from the applicant group to make request for such use.

17. The permit which is granted to any group or organization for the use of school buildings, sites or other facilities, shall not be assigned to any other group or organization without the prior written consent of the District. A Facilities Use Permit may not be assigned to any other group or organization without the written consent of the School District.

18. User shall comply will the applicable laws, regulations and ordinances , and shall secure any and all permits which may be required by any governmental agency having jurisdiction to require the same for the intended use of said property.

19. The School District shall have the right to enter the premises or any part or portion thereof for the purposes of inspection or for making such repairs or alterations as may be necessary for the preservation thereof in safe condition.

20. No painting or alterations shall be done to any part or portion of the building site or other facility by putting up or changing any partition(s), door(s), window(s). No nailing, boring, drilling, stapling to the walls; or screwing into the woodwork, masonry, metalwork, or plastering shall be done without the express written consent of the School District.

21. User agrees that it will not construct, place, or permit to be constructed or placed, signs, awnings, marquees, or other structures projecting from the exterior of the premises without School District’s written consent thereto.

______________________ Initial ________________________ Date 2 3

AGREEMENT TO INDEMNIFY AND PROVIDE INSURANCE
_____________________________________ (User) and Madera Unified School District have agreed that Madera Unified School District will permit ______________________________________(User) to use/occupy ____________________________ (Facility)at ______________________________ (Site) to ______________________________________ (Describe Activity) from ____________________ to___________________. In connection with this agreement , ___________________________ (User) and Madera Unified School District agree as follows:
___________________________________ (User) shall indemnify and hold harmless Madera Unified School District and its agents and employees, from any and all claims, lawsuits, loss, attorney fees, costs or expense of any kind resulting from any personal injury, death, property damage, economic loss and damage of any kind, caused by, arising out of or in any way connected with the use of the facility described above, regardless of the source or cause of such personal injury, property damage, death, economic loss or damage of any kind and regardless of whether such personal injury, property damage, death, economic loss or other damage be caused, in whole or in part, by the passive negligence, active negligence, gross negligence, reckless or fault of any kind by Madera Unified School District or any of its employees or agents.
_________________________________ (User) shall also carry a commercial general liability insurance policy or its equivalent with a reputable insurance company with a minimum limit of liability not less than $2,000,000 per occurrence. Said liability insurance policy shall name Madera Unified School District and its employees as Additional Insureds on said policy. Such coverage shall be primary and non-contributory insurance and the limit of the liability available to Madera Unified School District shall be the full limits of the ____________________________ (User) insurance policy and shall not be limited, reduced, or restricted by any endorsement which limits the available limit of liability to the additional Insureds to the minimum amount required in a written contract. The Additional Insured coverage shall be provided using ISO forms CG 2010 and CG 2037 with an edition date of 07 04 or equivalent. The policy shall be endorsed to include a waiver of subrogation by User’s insurer in favor of Madera Unified School District. This waiver shall be in the form of ISO CG 2404 05 09, CG 20 01 04 13, 461-0479 12 12, or equivalent. The policy shall provide that coverage shall not be cancelled, materially changed, or permitted to expire without a thirty (30) day prior written notice to Madera Unified School District. Failure to obtain and maintain the insurance required by this agreement on the part of ____________________________________ (User) shall constitute a breach of this Agreement. ____________________________________ (User) shall furnish a certificate of insurance regarding such coverage from its insurance company as proof of said liability coverage.

Date: _____________________________ Date:________________________________ by________________________________ by___________________________________ for Madera Unified School District for______________________________(User) By:_______________________________ By:__________________________________ (Print name and title) (Print name and title)

REPORT TO CITY COUNCIL
Approved by: Council Meeting of: November 20, 2024
_________________________________ Agenda Number: ___________ Giachino Chiaramonte, Chief of Police
_________________________________
Arnoldo Rodriguez, City Manager
SUBJECT:

Piggyback purchase agreement for Police Department Mobile Command Post RECOMMENDATION:

Adopt a Resolution approving Houston-Galveston Area Council (H-GAC) piggyback agreement AM10-23 for the purchase of a Mobile Command Post from Braun Northwest, Inc. for $580,595.84
SUMMARY:

The Madera Police Department (MPD) continuously seeks out the investment of innovative solutions and equipment to enhance operational efficiency. One of these identified investments was the need to upgrade the Police Department’s ability to effectively deploy resources during critical incidents, community events, and Driving Under the Influence (DUI) checkpoints by purchasing a Mobile Command Post (MCP). The Police Department currently has a travel trailer that has limited functionality. Staff recommends replacing the Police Department’s travel trailer with a MCP to enhance officer resources.

DISCUSSION:

In 2010, the MPD acquired its current command post using Office of Traffic Safety grant funds, specifically for DUI checkpoint operations. Initially, the command post was a personal travel trailer, known as a "toy hauler," which was subsequently converted by staff into a functional command post. The trailer is pulled by a 2011 Ford F-350 Crew Cab 1 Ton pickup truck. The trailer is expected to be sold via surplus. However, the pickup truck will not be sold via surplus as the mileage is relatively low and continues to serve as MPD’s primary hauler of the range trailer during quarterly range trainings.

Over the years, the existing command post has served as the primary base for the crisis negotiation team during critical incidents and has also been used at community events, such as D-2
HUEY CENTRll
the county fair, and at DUI checkpoints. However, this tow-behind trailer has experienced significant use and deterioration with respect to aesthetics and furnished equipment. In addition, it lacks the functionality needed for current operational demands. Upgrading to a MCP would offer several improvements over the existing trailer, including:
 Independent mobility
 Enhanced terrain navigation
 Dedicated workstations for staff
 Conference room for briefings and strategic discussions  Communication and internet technology for staff to access police department databases in the field
 Expanded storage capacity for equipment
 Enhanced tools for negotiation during critical incidents  Amenities for staff, including break areas and a refrigerator Mobile Command Post Build-Out
Over recent months, staff has performed due diligence by visiting police departments across the Central Valley that utilize MCP’s. Based on this research, staff determined the MCP would be 33 feet in length, incorporating the following specifications:
 2025 Ford F-650 Chassis that does not require a Class A driver’s license  Two fixed workstations with the option to add two additional stations  Permanent storage space for essential equipment
 A conference room accommodating six to eight personnel  Three smart TV’s, including one exterior display for operation planning and live drone feed
 Built in crisis negotiator throw phone
 Lights and Siren equipped
 Two awnings for outdoor usability and comfort in inclement weather A key component of the build worth highlighting is the built in throw phone. A throw phone is used during critical incidents to allow officers to communicate with persons during negotiation situations. This throw phone will replace the MPD’s currently dated throw phone to ensure officers are equipped with the latest technology for their safety and that of the public. As MCP’s are customized to each agency’s specific needs, there is typically a one-year timeline for project completion. Staff anticipates that project completion will occur by the end of 2025 or early 2026.

Table 1 provides an overview of the facility and equipment enhancements in comparison to the Police Department’s current travel trailer.

Table 1: Comparison of travel trailer and a Mobile Command Post (MCP) Item Existing Trailer Proposed MCP
Workstations available? Yes Yes
Locations for permanent equipment storage? No Yes
Conference room available? No Yes
Built in throw phone? No Yes
Advanced technology and communication
equipment available?
No Yes
Purchasing Policy Procedures
The City Council (Council) approved Ordinance 996 C.S. on December 21, 2022, which amended the City’s Municipal Code by adding Title II, Section 4 - Purchasing Procedures. This section allows the City to utilize piggyback purchasing procedures through the Procurement Services Manager to purchase supplies, equipment, or services without completing the City’s bidding or proposal process. A piggyback contract can be executed via another entity’s agreement when the items or services have already been bid by other governmental agencies or special cooperative agreements, provided such contracts are the result of a competitive bidding process, that the competitive bidding process used and all terms and conditions are substantially the same as those used by the City, and that the competitive bidding process and terms and conditions contain a clause allowing piggybacking by other public agencies.

After reviewing the available purchase options for these purchases, staff determined that using piggyback purchase agreements between public agencies represents the most advantageous purchasing strategy. Procuring the item above with a Request for Proposal (RFP) would require significant City resources. This strategy ensures the City receives excellent pricing with efficient use of staff time and resources.

H-GAC provides purchasing methods like piggybacking to meet the needs of governmental entities. Benefits include free access and usage of pre-negotiated, completed, ready-to-use contracts for products and services from reliable suppliers. In the case of piggyback agreement AM10-23, Braun Northwest was awarded the contract from the H-GAC. Braun Northwest has provided the City with a quoted price of $580,595.84 based on pricing from the piggyback agreement.

FINANCIAL IMPACT:

With the support of Senator Anna Caballero, the City was allocated $950k as part of the State’s Fiscal Year 2023 Budget. Of the allocated funds, $300k was earmarked for the purchase of a MCP.

These funds will offset the cost applied to the City’s Operating Budget. The remaining amount of the purchase was included in the Fiscal Year 2024/25 Budget, specifically under the Measure K Fund. Table 2 provides a summary of funding sources for the MCP.

Table 2: Summary of funding sources
Funding Source Amount
State allocation $300,000.00
Measure K $280,595.84
Total funds $580,595.84
It is important to note that the quoted price includes a contingency of $10,000. This allows staff to make changes during the build out process if an unforeseen need becomes apparent. With the relatively small dollar amount of a contingency clause, changes would be minor details such as indoor lighting, type of materials used, or small equipment.

ALTERNATIVES:

Alternatively, the Council may direct staff to prepare a Request for Proposals (RFP) to solicit quotes from vendors. While this approach is feasible, this alternative would necessitate dedicated staff resources. Additionally, there is no certainty that the prices obtained through the RFP process would be more advantageous than those secured through the existing piggybacking arrangement. The potential benefits of cost savings and administrative efficiency achieved through piggybacking should be carefully considered in the decision-making process, ensuring a balanced assessment of both alternatives.

Council may request additional information or clarification or deny the purchase.

ATTACHMENTS:

1. Resolution approving H-GAC piggyback purchase from Braun Northwest a. Exhibit A: Piggyback agreement AM10-23

2. Price quote from Braun Northwest

3. Specification sheet of MCP build

4. MCP build diagrams

5. Pictures of existing trailer that is proposed to be replaced RESOLUTION NO. 24-______

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MADERA

APPROVING HOUSTON-GALVESTON AREA COUNCIL PIGGYBACK
AGREEMENT AM10-23 FOR THE PURCHASE OF A MOBILE COMMAND
POST FROM BRAUN NORTHWEST, INC. FOR $580,595.84
WHEREAS, a piggyback contract can be executed via another entity’s agreement when the items or services have already been bid by other governmental agencies or special cooperative agreements, provided such contracts are the result of a competitive bidding, and that the competitive bidding process used and all terms and conditions are substantially the same as the City’s competitive bidding process and terms and conditions; and WHEREAS, the City Council (Council) approved Ordinance 996 C.S. on December 21, 2022, which amended the City’s Municipal Code, adding Title II Section 4 Purchasing Procedures; and WHEREAS, Ordinance 996 C.S. allows the City to utilize piggyback purchasing procedures through the Procurement Services Managerto purchase supplies, equipment, orservices without completing the City’s bidding or proposal process, from any supplier who offers the goods or services at the same or better price, terms, and/or conditions as the supplier previously offered to another public; and
WHEREAS, staff has conducted a due diligence and determined that piggyback purchases through H-GAC best meet the City’s interests.

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

1. The above recitals are true and correct.

2. The Council findsthat the use of piggyback purchases per Council approved Ordinance 996 C.S. amending the City’s Municipal Code, adding Title II Section 4 Purchasing Procedures is appropriate.

3. The Council approves an agreement with Braun Northwest, Inc., for the purchase of a Mobile Command Post in the amount of $580,595.84 and consistent with the material terms of the H-GAC agreement attached as Exhibit A. The City Manager is authorized to take all necessary steps to enter into such an agreement, and is authorized to make any non-material changes to terms subject to approval as to legal form by the City Attorney.

4. The Chief of Police is authorized to execute any required documents to complete the purchase.

5. This resolution is effective immediately upon adoption. * * * * * * *

EXHIBIT A
H-GAC
Houston-Galveston Area Council
P.O. Box 22777 · 3555 Timmons · Houston, Texas 77227-2777 Cooperative Agreement - Contract - Braun Northwest, Inc. - Public Services - ID: 11091

MASTER GENERAL PROVISIONS
This Master Agreement is made and entered into, by and between the Houston-Galveston Area Council hereinafter referred to as H-GAC having its principal place of business at 3555 Timmons Lane, Suite 120, Houston, Texas 77027 and Braun Northwest, Inc., hereinafter referred to as the Contractor, having its principal place of business at 150 North Star Drive, Chehalis, WA 98532.

WITNESSETH:

WHEREAS, H-GAC hereby engages the Contractor to perform certain services in accordance with the specifications of the Master Agreement; and
WHEREAS, the Contractor has agreed to perform such services in accordance with the specifications of the Master Agreement;
NOW, THEREFORE, H-GAC and the Contractor do hereby agree as follows:

ARTICLE 1: LEGAL AUTHORITY
The Contractor warrants and assures H-GAC that it possesses adequate legal authority to enter into this Master Agreement. The Contractor's governing body, where applicable, has authorized the signatory official(s) to enter into this Master Agreement and bind the Contractor to the terms of this Master Agreement and any subsequent amendments hereto.

ARTICLE 2: APPLICABLE LAWS
The Contractor agrees to conduct all activities under this Master Agreement in accordance with all federal laws, executive orders, policies, procedures, applicable rules, regulations, directives, standards, ordinances, and laws, in effect or promulgated during the term of this Master Agreement, including without limitation, workers’ compensation laws, minimum and maximum salary and wage statutes and regulations, and licensing laws and regulations. When required, the Contractor shall furnish H-GAC with satisfactory proof of its compliance therewith.

ARTICLE 3: PUBLIC INFORMATION
Except as stated below, all materials submitted to H-GAC, including any attachments, appendices, or other information submitted as a part of a submission or Master Agreement, are considered public information, and become the property of H-GAC upon submission and may be reprinted, published, or distributed in any manner by H-GAC according to open records laws, requirements of the US Department of Labor and the State of Texas, and H-GAC policies and procedures. In the event the Contractor wishes to claim portions of the response are not subject to the Texas Public Information Act, it shall so; however, the determination of the Texas Attorney General as to whether such information must be disclosed upon a public request shall be binding on the Contractor. H-GAC will request such a determination only if Contractor bears all costs for preparation of the submission. H-GAC is not responsible for the return of creative examples of work submitted. H-GAC will not be held accountable if material from submissions is obtained without the written consent of the contractor by parties other than H-GAC, at any time during the evaluation process.

ARTICLE 4: INDEPENDENT CONTRACTOR
The execution of this Master Agreement and the rendering of services prescribed by this Master Agreement do not change the independent status of H-GAC or the Contractor. No provision of this Master Agreement or act of HGAC in performance of the Master Agreement shall be construed as making the Contractor the agent, servant, or employee of H-GAC, the State of Texas, or the United States Government. Employees of the Contractor are DocuSign Envelope ID: E4D77477-E07A-45AE-A42F-916BF5C46EDC

subject to the exclusive control and supervision of the Contractor. The Contractor is solely responsible for employee related disputes and discrepancies, including employee payrolls and any claims arising therefrom.

ARTICLE 5: ANTI-COMPETITIVE BEHAVIOR
Contractor will not collude, in any manner, or engage in any practice which may restrict or eliminate competition or otherwise restrain trade.

ARTICLE 6: SUSPENSION AND DEBARMENT
Debarment and Suspension (Executive Orders 12549 and 12689) – A contract award (2 CFR 180.220) must not be made to parties listed on the government-wide exclusions in the System for Award Management (SAM), in accordance with the OMB guidelines at 2 CFR 180 that implement Executive Orders 12549 (3 CFR Part 1966 Comp. p. 189) and 12689 (3 CFR Part 1989 Comp. p. 235), “Debarment and Suspension.” SAM Exclusions contains the names of parties debarred, suspended, or otherwise excluded by agencies, as well as parties declared ineligible under statutory or regulatory authority other than Executive Order 12549.

Pursuant to the Federal Rule above, Respondent certifies that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation by any federal department or agency or by the State of Texas and at all times during the term of the Contract neither it nor its principals will be debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation by any federal department or agency or by the State of Texas Respondent shall immediately provide the written notice to H-GAC if at any time the Respondent learns that this certification was erroneous when submitted or has become erroneous by reason of changed circumstances. H-GAC may rely upon a certification of the Respondent that the Respondent is not debarred, suspended, ineligible, or voluntarily excluded from the covered contract, unless the H-GAC knows the certification is erroneous.

ARTICLE 7: GOAL FOR CONTRACTING WITH SMALL AND MINORITY BUSINESSES, WOMEN’S BUSINESS ENTERPRISES, AND LABOR SURPLUS AREA FIRMS (if subcontracts are to be let) H-GAC’s goal is to assure that small and minority businesses, women's business enterprises, and labor surplus area firms are used when possible in providing services under a contract. In accordance with federal procurements requirements of 2 CFR §200.321, if subcontracts are to be let, the prime contractor must take the affirmative steps listed below:

1. Placing qualified small and minority businesses and women’s business enterprises on solicitation lists;

2. Assuring that small and minority businesses and women’s business enterprises are solicited whenever they are potential sources;

3. Dividing total requirements, when economically feasible, into smaller task or quantities to permit maximum participation by small and minority businesses, and women’s business enterprises;

4. Establishing delivery schedules, where the requirement permits, which encourage participation by small and minority businesses, and women’s business enterprises;

5. Using the services and assistance as appropriate, of such organizations as the Small Business Administration and the Minority Business Development Agency of the Department of Commerce.

6. Nothing in this provision will be construed to require the utilization of any firm that is either unqualified or unavailable. The Small Business Administration (SBA) is the primary reference and database for information on requirements related to Federal Subcontracting https://www.sba.gov/federal-contracting/contracting-guide/primesubcontracting NOTE: The term DBE as used in this solicitation is understood to encompass all programs/business enterprises such as: Small Disadvantaged Business (SDB), Historically Underutilized Business (HUB), Minority Owned Business Enterprise (MBE), Women Owned Business Enterprise (WBE) and Disabled Veteran Business Enterprise (DVBE) or other designation as issued by a certifying agency.

Contractor agrees to work with and assist HGACBuy customer in meeting any DBE targets and goals, as may be required by any rules, processes, or programs they might have in place. Assistance may include compliance with reporting requirements, provision of documentation, consideration of Certified/Listed subcontractors, provision of documented evidence that an active participatory role for a DBE entity was DocuSign Envelope ID: E4D77477-E07A-45AE-A42F-916BF5C46EDC

considered in a procurement transaction, etc.

ARTICLE 8: SCOPE OF SERVICES
The services to be performed by the Contractor are outlined in an Attachment to this Master Agreement.

ARTICLE 9: PERFORMANCE PERIOD
This Master Agreement shall be performed during the period which begins Oct 01 2023 and ends Sep 30 2027. All services under this Master Agreement must be rendered within this performance period, unless directly specified under a written change or extension provisioned under Article 21, which shall be fully executed by both parties to this Master Agreement.

ARTICLE 10: PAYMENT OR FUNDING
Payment provisions under this Master Agreement are outlined in the Special Provisions. H-GAC will not pay for any expenses incurred prior to the execution date of a contract, or any expenses incurred after the termination date of the contract.

ARTICLE 11: PAYMENT FOR WORK
The H-GAC Customer is responsible for making payment to the Contractor upon delivery and acceptance of the goods or completion of the services and submission of the subsequent invoice.

ARTICLE 12: PAYMENT TERMS/PRE-PAYMENT/QUANTITY DISCOUNTS If discounts for accelerated payment, pre-payment, progress payment, or quantity discounts are offered, they must be clearly indicated in the Contractor’s submission prior to contract award. The applicability or acceptance of these terms is at the discretion of the Customer.

ARTICLE 13: REPORTING REQUIREMENTS
If the Contractor fails to submit to H-GAC in a timely and satisfactory manner any report required by this Master Agreement, or otherwise fails to satisfactorily render performances hereunder, H-GAC may terminate this Master Agreement with notice as identified in Article 29 of these General Provisions. H-GAC has final determination of the adequacy of performance and reporting by Contractor. Termination of this Master Agreement for failure to perform may affect Contractor’s ability to participate in future opportunities with H-GAC. The Contractor's failure to timely submit any report may also be considered cause for termination of this Master Agreement. Any additional reporting requirements shall be set forth in the Special Provisions of this Master Agreement.

ARTICLE 14: INSURANCE
Contractor shall maintain insurance coverage for work performed or services rendered under this Master Agreement as outlined and defined in the attached Special Provisions.

ARTICLE 15: SUBCONTRACTS AND ASSIGNMENTS
Except as may be set forth in the Special Provisions, the Contractor agrees not to assign, transfer, convey, sublet, or otherwise dispose of this Master Agreement or any right, title, obligation, or interest it may have therein to any third party without prior written approval of H-GAC. The Contractor acknowledges that H-GAC is not liable to any subcontractor or assignee of the Contractor. The Contractor shall ensure that the performance rendered under all subcontracts shall result in compliance with all the terms and provisions of this Master Agreement as if the performance rendered was rendered by the Contractor. Contractor shall give all required notices, and comply with all laws and regulations applicable to furnishing and performance of the work. Except where otherwise expressly required by applicable law or regulation, H-GAC shall not be responsible for monitoring Contractor's compliance, or that of Contractor’s subcontractors, with any laws or regulations.

ARTICLE 16: AUDIT
Notwithstanding any other audit requirement, H-GAC reserves the right to conduct or cause to be conducted an independent audit of any transaction under this Master Agreement, such audit may be performed by the H-GAC local government audit staff, a certified public accountant firm, or other auditors designated by H-GAC and will be DocuSign Envelope ID: E4D77477-E07A-45AE-A42F-916BF5C46EDC

conducted in accordance with applicable professional standards and practices. The Contractor understands and agrees that the Contractor shall be liable to the H-GAC for any findings that result in monetary obligations to HGAC.

ARTICLE 17: TAX EXEMPT STATUS
H-GAC and Customer members are either units of government or qualified non-profit agencies, and are generally exempt from Federal and State sales, excise or use taxes. Respondent must not include taxes in its Response. It is the responsibility of Contractor to determine the applicability of any taxes to an order and act accordingly.

Exemption certificates will be provided upon request.

ARTICLE 18: EXAMINATION OF RECORDS
The Contractor shall maintain during the course of the work complete and accurate records of all of the Contractor's costs and documentation of items which are chargeable to H-GAC under this Master Agreement. HGAC, through its staff or designated public accounting firm, the State of Texas, and United States Government, shall have the right at any reasonable time to inspect, copy and audit those records on or off the premises by authorized representatives of its own or any public accounting firm selected by H-GAC. The right of access to records is not limited to the required retention period, but shall last as long as the records are retained. Failure to provide access to records may be cause for termination of the Master Agreement. The records to be thus maintained and retained by the Contractor shall include (without limitation): (1) personnel and payroll records, including social security numbers and labor classifications, accounting for total time distribution of the Contractor's employees working full or part time on the work, as well as cancelled payroll checks, signed receipts for payroll payments in cash, or other evidence of disbursement of payroll payments; (2) invoices for purchases, receiving and issuing documents, and all other unit inventory records for the Contractor's stocks or capital items; and (3) paid invoices and cancelled checks for materials purchased and for subcontractors' and any other third parties' charges.

Contractor agrees that H-GAC will have the right, with reasonable notice, to inspect its records pertaining to purchase orders processed and the accuracy of the fees payable to H-GAC. The Contractor further agrees that the examination of records outlined in this article shall be included in all subcontractor or third-party Master Agreements.

ARTICLE 19: RETENTION OF RECORDS
The Contractor and its subcontractors shall maintain all records pertinent to this Master Agreement, and all other financial, statistical, property, participant records, and supporting documentation for a period of no less than seven (7) years from the later of the date of acceptance of the final payment or until all audit findings have been resolved.

If any litigation, claim, negotiation, audit or other action involving the records has been started before the expiration of the retention period, the records shall be retained until completion of the action and resolution of all issues which arise from it, or until the end of the seven (7) years, whichever is later, and until any outstanding litigation, audit, or claim has been fully resolved.

ARTICLE 20: DISTRIBUTORS, VENDORS, RESELLERS
Contractor agrees and acknowledges that any such designations of distributors, vendors, resellers or the like are for the convenience of the Contractor only and the awarded Contractor will remain responsible and liable for all obligations under the Contract and the performance of any designated distributor, vendor, reseller, etc. Contractor is also responsible for receiving and processing any Customer purchase order in accordance with the Contract and forwarding of the Purchase Order to the designated distributor, vendor, reseller, etc. to complete the sale or service.

H-GAC reserves the right to reject any entity acting on the Contractor’s behalf or refuse to add entities after a contract is awarded.

ARTICLE 21: CHANGE ORDERS AND AMENDMENTS
A. Any alterations, additions, or deletions to the terms of this Master Agreement, which are required by changes in federal or state law or by regulations, are automatically incorporated without written amendment hereto, and shall become effective on the date designated by such law or by regulation.

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B. To ensure the legal and effective performance of this Master Agreement, both parties agree that any amendment that affects the performance under this Master Agreement must be mutually agreed upon and that all such amendments must be in writing. After a period of no less than 30 days subsequent to written notice, unless sooner implementation is required by law, such amendments shall have the effect of qualifying the terms of this Master Agreement and shall be binding upon the parties as if written herein.

C. Customers have the right to issue a change order to any purchase orders issued to the Contractor for the purposes of clarification or inclusion of additional specifications, qualifications, conditions, etc. The change order must be in writing and agreed upon by Contractor and the Customer agency prior to issuance of any Change Order. A copy of the Change Order must be provided by the Contractor to, and acknowledged by, H-GAC.

ARTICLE 22: CONTRACT ITEM CHANGES
A. If a manufacturer discontinues a contracted item, that item will automatically be considered deleted from the contract with no penalty to Contractor. However, H-GAC may at its sole discretion elect to make a contract award to the next lowest Respondent for the item, or take any other action deemed by H-GAC, at its sole discretion, to be in the best interests of its Customers.

B. If a manufacturer makes any kind of change in a contracted item which affects the contract price, Contractor must advise H-GAC of the details. H-GAC may allow or reject the change at its sole discretion.

If the change is rejected, H-GAC will remove the item from its program and there will be no penalty to Contractor. However, H- GAC may at its sole discretion elect to make a contract award to the next lowest Respondent for the item, or take any other action deemed by H-GAC, at its sole discretion, to be in the best interests of its Customers.

C. If a manufacturer makes any change in a contracted item which does not affect the contract price, Contractor shall advise H-GAC of the details. If the 'new' item is equal to or better than the originally contracted item, the 'new' item shall be approved as a replacement. If the change is rejected H-GAC will remove the item from its program and there will be no penalty to Contractor. However, H-GAC may at its sole discretion elect to make a contract award to the next lowest Respondent for the item or may take any other action deemed by H-GAC at its sole discretion, to be in the best interests of its Customers.

D. In the case of specifically identified catalogs or price sheets which have been contracted as base bid items or as published options, routine published changes to products and pricing will be automatically incorporated into the contract. However, Contractor must still provide written notice and an explanation of the changes to products and pricing. H-GAC will respond with written approval.

ARTICLE 23: CONTRACT PRICE ADJUSTMENTS
Price Decreases
If Contractor’s Direct Cost decreases at any time during the full term of this award, Contractor must immediately pass the decrease on to H-GAC and lower its prices by the amount of the decrease in Direct Cost. (Direct Cost means Contractor’s cost from the manufacturer of any item or if Contractor is the manufacturer, the cost of raw materials required to manufacture the item, plus costs of transportation from manufacturer to Contractor and Contractor to H-GAC. Contractor must notify H-GAC of price decreases in the same way as for price increases set out below. The price decrease shall become effective upon H-GAC’s receipt of Contractor’s notice. If Contractor routinely offers discounted contract pricing, H-GAC may request Contractor accept amended contract pricing equivalent to the routinely discounted pricing.

Price Increase
Contractors may request a price increase for items priced as Base Bid items and Published Options. The amount of any increase will not exceed actual documented increase in Contractor’s Direct Cost and will not exceed 10% of DocuSign Envelope ID: E4D77477-E07A-45AE-A42F-916BF5C46EDC

the previous bid price. Considerations on the percentage limit will be given if the price increase is the result of increased tariff charges or other governmental actions, or other economic factors. Manufacturer price/contract changes involving the sale of motor vehicles will be considered and may be allowed during the entire contract period subject to submission and verification of the proper documentation required for a contract change as referenced in this section.

Price Changes
Any permanent increase or decrease in offered pricing for a base contract item or published option is considered a price change. Temporary increases in pricing by whatever name (e.g., ‘surcharge’, ‘adjustment’, ‘equalization charge’, ‘compliance charge’, ‘recovery charge’, etc.), are also considered to be price changes.

For published catalogs and price sheets as part of an H-GAC contract, requests to amend the contract to reflect any new published catalog or price sheet must be submitted whenever the manufacturer publishes a new document.

The request must include the new catalog or price sheet. All Products shall, at time of sale, be equipped as required under any then current applicable local, state, and federal government requirements. If, during any contract, changes are made to any government requirements which cause a manufacturer's costs of production to increase, Contractor may increase pricing to the extent of Contractor’s actual cost increase. The increase must be substantiated with support documentation acceptable to H-GAC prior to taking effect. Modifications to a Product required to comply with such requirements which become effective after the date of any sale are the responsibility of the Customer.

Requesting Price Increase/Required Documentation
Contractor must submit a written overview of changes requested and reasons for the request, stating the amount of the increase, along with an itemized list of any increased prices, showing the Contractor’s current price, revised price, the actual dollar difference and the percentage of the price increase by line item. Price change requests must be supported with substantive documentation (e.g., notices from suppliers and manufacturers of pricing changes in products, components, transportation, raw materials or commodities, and/or product availability, copies of invoices from suppliers, etc.) clearly showing that Contractor's actual costs have increased per the applicable line-item bid.

The Producer Price Index (PPI) may be used as partial justification, subject to approval by H-GAC, but no price increase based solely on an increase in the PPI will be allowed. This documentation should be submitted in Excel format to facilitate analysis and updating of the website. The letter and documentation must be sent to Lead Program Coordinator, [email protected].

Review/Approval of Requests
If H-GAC approves the price increase, Contractor will be notified in writing; no price increase will be effective until Contractor receives this notice. If H-GAC does not approve Contractor’s price increase, Contractor may terminate its performance upon sixty (60) days advance written notice to H-GAC, however Contractor must fulfill any outstanding Purchase Orders. Termination of performance is Contractor’s only remedy if H-GAC does not approve the price increase. H-GAC reserves the right to accept or reject any price change request.

ARTICLE 24: DELIVERIES AND SHIPPING TERMS
The Contractor agrees to make deliveries only upon receipt of authorized Customer Purchase Order acknowledged by H-GAC. Delivery made without such Purchase Order will be at Contractor’s risk and will leave H-GAC the option of canceling any contract awarded to the Contractor. The Contractor must secure and deliver any item within five (5) working days, or as agreed to on any corresponding customer Purchase Order.

Shipping must be Freight On Board Destination to the delivery location designated on the Customer purchase order. The Contractor will retain title and control of all goods until delivery is completed and the Customer has accepted the delivery. All risk of transportation and all related charges are the responsibility of the Contractor. The Customer will notify the Contractor and H-GAC promptly of any damaged goods and will assist the Contractor in arranging for inspection. The Contractor must file all claims for visible or concealed damage. Unless otherwise stated in the Master Agreement, deliveries must consist only of new and unused merchandise.

ARTICLE 25: RESTOCKING (EXCHANGES AND RETURNS)
There will be no restocking charge to the Customer for return or exchange of any item purchased under the terms of any award. If the Customer wishes to return items purchased under an awarded contract, the Contractor agrees DocuSign Envelope ID: E4D77477-E07A-45AE-A42F-916BF5C46EDC

to exchange, these items for other items, with no additional charge incurred. Items must be returned to Contractor within thirty (30) days from date of delivery. If there is a difference in price in the items exchanged, the Contractor must notify H-GAC and invoice Customer for increase price or provide the Customer with a credit or refund for any decrease in price per Customer’s preference. On items returned, a credit or cash refund will be issued by the Contractor to Customer. This return and exchange option will extend for thirty (30) days following the expiration of the term of the Contract. All items returned by the Customer must be unused and in the same merchantable condition as when received. Items that are special ordered may be returned only upon approval of the Contractor.

ARTICLE 26: MANUALS
Each product delivered under contract to any Customer must be delivered with at least one (1) copy of a safety and operating manual and any other technical or maintenance manual. The cost of the manual(s) must be included in the price for the Product offered.

ARTICLE 27: OUT OF STOCK, PRODUCT RECALLS, AND DISCONTINUED PRODUCTS H-GAC does NOT purchase the products sold pursuant to a Solicitation or Master Agreement. Contractor is responsible for ensuring that notices and mailings, such as Out of Stock or Discontinued Notices, Safety Alerts, Safety Recall Notices, and customer surveys, are sent directly to the Customer with a copy sent to H-GAC.

Customer will have the option of accepting any equivalent product or canceling the item from Customer’s Purchase Order. Contractor is not authorized to make substitutions without prior approval.

ARTICLE 28: WARRANTIES, SALES, AND SERVICE
Warranties must be the manufacturer's standard and inclusive of any other warranty requirements stated in the Master Agreement; any warranties offered by a dealer will be in addition to the manufacturer’s standard warranty and will not be a substitute for such. Pricing for any product must be inclusive of the standard warranty.

Contractor is responsible for the execution and effectiveness of all product warranty requests and any claims, Contractor agrees to respond directly to correct warranty claims and to ensure reconciliation of warranty claims that have been assigned to a third party.

ARTICLE 29: TERMINATION PROCEDURES
The Contractor acknowledges that this Master Agreement may be terminated for Convenience or Default.

H-GAC will not pay for any expenses incurred after the termination date of the contract.

A. Convenience
H-GAC may terminate this Master Agreement at any time, in whole or in part, with or without cause, whenever H-GAC determines that for any reason such termination is in the best interest of H-GAC, by providing written notice by certified mail to the Contractor. Upon receipt of notice of termination, all services hereunder of the Contractor and its employees and subcontractors shall cease to the extent specified in the notice of termination.

The Contractor may cancel or terminate this Master Agreement upon submission of thirty (30) days written notice, presented to H-GAC via certified mail. The Contractor may not give notice of cancellation after it has received notice of default from H-GAC.

B. Default
H-GAC may, by written notice of default to the Contractor, terminate the whole or any part of the Master Agreement, in any one of the following circumstances:
(1) If the Contractor fails to perform the services herein specified within the time specified herein or any extension thereof; or
(2) If the Contractor fails to perform any of the other provisions of this Master Agreement for any reason whatsoever, or so fails to make progress or otherwise violates the Master Agreements that completion of services herein specified within the Master Agreement term is significantly endangered, and in either of these two instances does not cure such failure within a period of ten (10) days (or such longer period of time as may be authorized by H-GAC in writing) after receiving written notice by certified mail of default from H-GAC.

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(3) In the event of such termination, Contractor will notify H-GAC of any outstanding Purchase Orders and H-GAC will consult with the End User and notify the Contractor to what extent the End User wishes the Contractor to complete the Purchase Order. If Contractor is unable to do so, Contractor may be subject to a claim for damages from H-GAC and/or the End User.

ARTICLE 30: SEVERABILITY
H-GAC and Contractor agree that should any provision of this Master Agreement be determined to be invalid or unenforceable, such determination shall not affect any other term of this Master Agreement, which shall continue in full force and effect.

ARTICLE 31: FORCE MAJEURE
To the extent that either party to this Master Agreement shall be wholly or partially prevented from the performance of any obligation or duty placed on such party by reason of or through strikes, stoppage of labor, riot, fire, flood, acts of war, insurrection, accident, order of any court, act of God, or specific cause reasonably beyond the party's control and not attributable to its neglect or nonfeasance, in such event, the time for the performance of such obligation or duty shall be suspended until such disability to perform is removed. Determination of force majeure shall rest solely with H-GAC.

ARTICLE 32: CONFLICT OF INTEREST
No officer, member or employee of the Contractor or Contractors subcontractor, no member of the governing body of the Contractor, and no other public officials of the Contractor who exercise any functions or responsibilities in the review or Contractor approval of this Master Agreement, shall participate in any decision relating to this Master Agreement which affects his or her personal interest, or shall have any personal or pecuniary interest, direct or indirect, in this Master Agreement.

A. Conflict of Interest Questionnaire: Chapter 176 of the Texas Local Government Code requires contractors contracting or seeking to contract with H-GAC to file a conflict-of-interest questionnaire (CIQ) if they have an employment or other business relationship with an H-GAC officer or an officer’s close family member.

The required questionnaire and instructions are located on the H-GAC website or at the Texas Ethics Commission website https://www.ethics.state.tx.us/forms/CIQ.pdf. H-GAC officers include its Board of Directors and Executive Director, who are listed on this website. Respondent must complete and file a CIQ with the Texas Ethics Commission if an employment or business relationship with H-GAC office or an officer’s close family member as defined in the law exists.

B. Certificate of Interested Parties Form – Form 1295: As required by Section 2252.908 of the Texas Government Code. H-GAC will not enter a Contract with Contractor unless (i) the Contractor submits a disclosure of interested parties form to H-GAC at the time the Contractor submits the contract H-GAC, or (ii) the Contractor is exempt from such requirement. The required form and instructions are located at the Texas Ethics Commission website https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm.

Respondents who are awarded a Contract must submit their Form 1295 with the signed Contract to H-GAC.

ARTICLE 33: FEDERAL COMPLIANCE
Contractor agrees to comply with all federal statutes relating to nondiscrimination, labor standards, and environmental compliance. With regards to “Rights to Inventions Made Under a Contract or Master Agreement,” If the Federal award meets the definition of “funding Master Agreement” under 37 CFR § 401.2 (a) and the recipient or subrecipient wishes to enter into a contract with a small business firm or nonprofit organization regarding the substitution of parties, assignment or performance of experimental, developmental, or research work under that “funding Master Agreement,” the recipient or subrecipient must comply with the requirements of 37 CFR Part 401, “Rights to Inventions Made by Nonprofit Organizations and Small Business Firms Under Government Grants, Contracts and Cooperative Master Agreements,” and any implementing regulations issued by the awarding agency. Contractor agrees to be wholly compliant with the provisions of 2 CFR 200, Appendix II.

Additionally, for work to be performed under the Master Agreement or subcontract thereof, including procurement of materials or leases of equipment, Contractor shall notify each potential subcontractor or supplier of the Contractor's federal compliance obligations. These may include, but are not limited to: (a) Title VI of the Civil Rights Act of 1964 (P.L. 88-352) which prohibits discrimination on the basis of race, color or national origin; (b) DocuSign Envelope ID: E4D77477-E07A-45AE-A42F-916BF5C46EDC

Title IX of the Education Amendments of 1972, as amended (20 U.S.C. §§ 1681-1683, and 1685-1686), which prohibits discrimination on the basis of sex; (c) the Fair Labor Standards Act of 1938 (29 USC 676 et. seq.), (d) Section 504 of the Rehabilitation Act of 1973, as amended (29 U.S.C. § 794), which prohibits discrimination on the basis of handicaps and the Americans with Disabilities Act of 1990; (e) the Age Discrimination in Employment Act of 1967 (29 USC 621 et. seq.) and the Age Discrimination Act of 1974, as amended (42 U.S.C. §§ 6101-6107), which prohibits discrimination on the basis of age; (f) the Drug Abuse Office and Treatment Act of 1972 (P.L. 92- 255), as amended, relating to nondiscrimination on the basis of drug abuse; (g) the Comprehensive Alcohol Abuse and Alcoholism Prevention, Treatment and Rehabilitation Act of 1970 (P.L. 91-616), as amended, relating to the nondiscrimination on the basis of alcohol abuse or alcoholism; (h) §§ 523 and 527 of the Public Health Service Act of 1912 (42 U.S.C. 290 dd-3 and 290 ee-3), as amended, relating to confidentiality of alcohol and drug abuse patient records; (i) Title VIII of the Civil Rights Act of 1968 (42 U.S.C. § 3601 et seq.), as amended, relating to nondiscrimination in the sale, rental or financing of housing; (j) any other nondiscrimination provisions in any specific statute(s) applicable to any Federal funding for this Master Agreement; (k) the requirements of any other nondiscrimination statute(s) which may apply to this Master Agreement; (l) applicable provisions of the Clean Air Act (42 U.S.C. §7401 et seq.), the Federal Water Pollution Control Act, as amended (33 U.S.C. §1251 et seq.), Section 508 of the Clean Water Act (33 U.S.C. 1368), Executive Order 11738, and the Environmental Protection Agency regulations at 40 CPR Part 15; (m) applicable provisions of the Davis- Bacon Act (40 U.S.C. 276a - 276a7), the Copeland Act (40 U.S.C. 276c), and the Contract Work Hours and Safety Standards Act (40 U.S.C. 327- 332), as set forth in Department of Labor Regulations at 20 CPR 5.5a; (n) the mandatory standards and policies relating to energy efficiency which are contained in the state energy conservation plan issued in compliance with the Energy Policy and Conservation Act (P.L. 94-163).

ARTICLE 34: PROHIBITION ON CONTRACTING WITH ENTITIES USING CERTAIN TELECOMMUNICATIONS AND VIDEO SURVEILLANCE EQUIPMENT (EFFECTIVE AUG. 13, 2020 AND AS AMENDED OCTOBER 26, 2020)
Pursuant to 2 CFR 200.216, Contractor shall not offer equipment, services, or system that use covered telecommunications equipment or services as a substantial or essential component of any system, or as critical technology as part of any system. Covered telecommunications equipment or services means 1) telecommunications equipment produced by Huawei Technologies Company or ZTE Corporation (or any subsidiary or affiliate of such entities); 2) for the purpose of public safety, security of government facilities, physical security surveillance of critical infrastructure, and other national security purposes, video surveillance and telecommunications equipment produced by Hytera Communications Corporation, Hangzhou Hikvision Digital Technology Company, or Dahua Technology Company (or any subsidiary or affiliate of such entities); 3) telecommunications or video surveillance services provided by such entities or using such equipment; or 4) telecommunications or video surveillance equipment or services produced or provided by an entity that the Secretary of Defense, in consultation with the Director of National Intelligence or the Director of the Federal Bureau of Investigation, reasonably believes to be an entity owned or controlled by, or otherwise connected to, the government of a covered foreign country. Respondent must comply with requirements for certifications. The provision at 48 C.F.R Section 52.204-26 requires that offerors review SAM prior to completing their required representations. This rule applies to all acquisitions, including acquisitions at or below the simplified acquisition threshold and to acquisitions of commercial items, including commercially available off the-shelf items.

ARTICLE 35: DOMESTIC PREFERENCE
In accordance with 2 CFR 200.322, as appropriate and to the extent consistent with law, when using federal grant award funds H-GAC should, to the greatest extent practicable, provide a preference for the purchase, acquisition, or use of goods, products, or materials produced in the United States (including but not limited to iron, aluminum, steel, cement, and other manufactured products). H-GAC must include this requirement in all subawards including all contracts and purchase orders for work or products under the federal grant award. If Contractor intends to qualify for Purchase Orders using federal grant money, then it shall work with H-GAC to provide all required certifications and other documentation needed to show compliance.

ARTICLE 36: CRIMINAL PROVISIONS AND SANCTIONS
The Contractor agrees to perform the Master Agreement in conformance with safeguards against fraud and abuse as set forth by the H-GAC, the State of Texas, and the acts and regulations of any related state or federal agency.

The Contractor agrees to promptly notify H-GAC of any actual or suspected fraud, abuse, or other criminal activity DocuSign Envelope ID: E4D77477-E07A-45AE-A42F-916BF5C46EDC

through the filing of a written report within twenty-four (24) hours of knowledge thereof. Contractor shall notify H-GAC of any accident or incident requiring medical attention arising from its activities under this Master Agreement within twenty-four (24) hours of such occurrence. Theft or willful damage to property on loan to the Contractor from H-GAC, if any, shall be reported to local law enforcement agencies and H-GAC within two (2) hours of discovery of any such act.

The Contractor further agrees to cooperate fully with H-GAC, local law enforcement agencies, the State of Texas, the Federal Bureau of Investigation, and any other duly authorized investigative unit, in carrying out a full investigation of all such incidents.

The Contractor shall notify H-GAC of the threat of lawsuit or of any actual suit filed against the Contractor pertaining to this Master Agreement or which would adversely affect the Contractor’s ability to perform services under this Master Agreement.

ARTICLE 37: INDEMNIFICATION AND RECOVERY
H-GAC’s liability under this Master Agreement, whether for breach of contract, warranty, negligence, strict liability, in tort or otherwise, is limited to its order processing charge. In no event will H-GAC be liable for any loss of use, loss of time, inconvenience, commercial loss, lost profits, or savings or other incidental, special or consequential damages to the full extent such use may be disclaimed by law. Contractor agrees, to the extent permitted by law, to defend and hold harmless H-GAC, its board members, officers, agents, officials, employees, and indemnities from any and all claims, costs, expenses (including reasonable attorney fees), actions, causes of action, judgements, and liens arising as a result of Contractor’s negligent act or omission under this Master Agreement. Contractor shall notify H-GAC of the threat of lawsuit or of any actual suit filed against Contractor relating to this Master Agreement.

ARTICLE 38: LIMITATION OF CONTRACTOR’S LIABILITY
Except as specified in any separate writing between the Contractor and an END USER, Contractor’s total liability under this Master Agreement, whether for breach of contract, warranty, negligence, strict liability, in tort or otherwise, but excluding its obligation to indemnify H-GAC, is limited to the price of the particular products/services sold hereunder, and Contractor agrees either to refund the purchase price or to repair or replace product(s) that are not as warranted. In no event will Contractor be liable for any loss of use, loss of time, inconvenience, commercial loss, loss of profits or savings or other incidental, special or consequential damages to the full extent such use may be disclaimed by law. Contractor understands and agrees that it shall be liable to repay and shall repay upon demand to END USER any amounts determined by H-GAC, its independent auditors, or any agency of State or Federal government to have been paid in violation of the terms of this Master Agreement.

ARTICLE 39: TITLES NOT RESTRICTIVE
The titles assigned to the various Articles of this Master Agreement are for convenience only. Titles shall not be considered restrictive of the subject matter of any Article, or part of this Master Agreement.

ARTICLE 40: JOINT WORK PRODUCT
This Master Agreement is the joint work product of H-GAC and the Contractor. This Master Agreement has been negotiated by H-GAC and the Contractor and their respective counsel and shall be fairly interpreted in accordance with its terms and, in the event of any ambiguities, no inferences shall be drawn against any party.

ARTICLE 41: PROCUREMENT OF RECOVERED MATERIAL
H-GAC and the Respondent must comply with section 6002 of the Solid Waste Disposal Act, as amended by the Resource Conservation and Recovery Act. The requirements of Section 6002 include: (1) procuring only items designated in guidelines of the Environmental Protection Agency (EPA) at 40 CFR part 247 that contain the highest percentage of recovered materials practicable, consistent with maintaining a satisfactory level of competition, where the purchase price of the item exceeds $10,000 or the value of the quantity acquired during the preceding fiscal year exceeded $10,000; (2) procuring solid waste management services in a manner that maximizes energy and resource recovery; and (3) establishing an affirmative procurement program for procurement of recovered materials identified in the EPA guidelines. Pursuant to the Federal Rule above, as required by the Resource Conservation and Recovery Act of 1976 (42 U.S.C. § 6962(c)(3)(A)(i)), Respondent DocuSign Envelope ID: E4D77477-E07A-45AE-A42F-916BF5C46EDC

certifies that the percentage of recovered materials content for EPA-designated items to be delivered or used in the performance of the Contract will be at least the amount required by the applicable contract specifications or other contractual requirements.

ARTICLE 42: COPELAND “ANTI-KICKBACK” ACT
Contractor shall comply with 18 U.S.C. § 874, 40 U.S.C. § 3145, and the requirements of 29 C.F.R. pt. 3 as may be applicable, which are incorporated by reference into the contract. The contractor or subcontractor shall insert in any subcontracts the clause above and such other clauses as appropriate agency instructions require, and also a clause requiring the subcontractors to include these clauses in any lower tier subcontracts. The prime contractor shall be responsible for the compliance by any subcontractor or lower tier subcontractor with all of these contract clauses. A breach of the contract clauses above may be grounds for termination of the Contract, and for debarment as a contractor and subcontractor as provided in 29 C.F.R. § 5.12.

ARTICLE 43: DISCRIMINATION
Respondent and any potential subcontractors shall comply with all Federal statutes relating to nondiscrimination.

These include, but are not limited to:
a) Title VI of the Civil Rights Act of 1964 (P.L. 88-352), which prohibits discrimination on the basis of race, color, or national origin;
b) Title IX of the Education Amendments of 1972, as amended (20 U.S.C. §§1681-1683, and 1685-1686), which prohibits discrimination on the basis of sex;
c) Section 504 of the Rehabilitation Act of 1973, as amended (29 U.S.C. §794), which prohibits discrimination on the basis of handicaps;
d) The Age Discrimination Act of 1975, as amended (42 U.S.C. §§6101- 6107), which prohibits discrimination on the basis of age;
e) The Drug Abuse Office and Treatment Act of 1972 (P.L. 92-255), as amended, relating to nondiscrimination on the basis of drug abuse;
f) The Comprehensive Alcohol Abuse and Alcoholism Prevention, Treatment and Rehabilitation Act of 1970 (P.L. 91-616), as amended, relating to nondiscrimination on the basis of alcohol abuse or alcoholism;
g) Sections 523 and 527 of the Public Health Service Act of 1912 (42 U.S.C. §§290 dd-3 and 290 ee-3), as amended, relating to confidentiality of alcohol and drug abuse patient records; h) Title VIII of the Civil Rights Act of 1968 (42 U.S.C. §§3601 et seq.), as amended, relating to nondiscrimination in the sale, rental, or financing of housing; i) Any other nondiscrimination provisions in the specific statute(s) under which application for Federal assistance is being made; and
j) The requirements of any other nondiscrimination statute(s) that may apply to the application.

ARTICLE 44: DRUG FREE WORKPLACE
Contractor must provide a drug-free workplace in accordance with the Drug-Free Workplace Act, as applicable.

For the purposes of this Section, “drug-free” means a worksite at which employees are prohibited from engaging in the unlawful manufacture, distribution, dispensation, possession, or use of a controlled substance. H-GAC may request a copy of this policy.

ARTICLE 45: APPLICABILITY TO SUBCONTRACTORS
Respondent agrees that all contracts it awards pursuant to the contract awarded as a result of this Master Agreement will be bound by the foregoing terms and conditions.

ARTICLE 46: WARRANTY AND COPYRIGHT
Submissions must include all warranty information, including items covered, items excluded, duration, and renewability. Submissions must include proof of licensing if using third party code for programming.

ARTICLE 47: DATA HANDLING AND SECURITY
It will always be the responsibility of the selected Contractor to manage data transfer and to secure all data appropriately during the project to prevent unauthorized access to all data, products, and deliverables.

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