Madera City Council
November 5, 2025

Update 10/31/25 1:45 p.m. Madera City Council Agenda Page 1 of 7 November 5, 2025

REGULAR MEETING OF THE MADERA CITY COUNCIL AND

SPECIAL MEETING OF THE MADERA CITY COUNCIL AS THE

GROUNDWATER SUSTAINABILITY AGENCY
205 W. 4th Street, Madera, California 93637

NOTICE AND AGENDA
Wednesday, November 5, 2025 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 5696 0661 #. Press *9 to raise your hand to comment and *6 to unmute yourself to speak. Comments will also be accepted via email at [email protected] or by regular mail at 205 W. 4th Street, Madera, CA 93637.
“Wordly” can translate into 25+ different languages. To access written translation during the meeting, please scan the QR Code or click this link: https://attend.wordly.ai/join/FTZJ-3396 “Wordly” puede traducir a más de 25 idiomas diferentes. Para acceder a la traducción durante la reunión, por favor escanee el código QR o haga clic en el enlace:
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Update 10/31/25 1:45 p.m. Madera City Council Agenda Page 2 of 7 November 5, 2025
CALL TO ORDER:

ROLL CALL: Mayor Cece Gallegos
Mayor Pro Tem Jose Rodriguez, District 2
Councilmember Rohi Zacharia, District 1
Councilmember Steve Montes, District 3
Councilmember Anita Evans, District 4
Councilmember Elsa Mejia, District 5
Councilmember Artemio Villegas, District 6
INVOCATION: Sammie Neely, Mt. Zion Missionary Baptist Church PLEDGE OF ALLEGIANCE:

APPROVAL OF AGENDA:

PRESENTATIONS:

1. Proclamation Recognizing Veterans Day
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 Ordinance Amending City Councilmember Salaries
Recommendation: Waive further Reading and Introduce an Ordinance of the City Council of the City of Madera Adjusting the Compensation for the City Council by Amending Madera Municipal Code Section 2.1.05 by Title Only (Report by Alicia Gonzales)
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 15, 2025, October 22, 2025
Recommendation: Approve the City Council Minutes of October 15, 2025, and October 22, 2025 (Report by Alicia Gonzales)
B-2 Informational Report on Register of Audited Demands Recommendation: Review Register of Audited Demands Report for October 4 to October 24, 2025 (Report by Michael Lima)
Update 10/31/25 1:45 p.m. Madera City Council Agenda Page 3 of 7 November 5, 2025
B-3 Acceptance of Insurance Proceeds for Pandemic-Related Losses and Expenses Due to COVID19 Recommendation: Adopt a Minute Order accepting $24,200.55 in insurance proceeds from the City of Madera’s (City) property insurance program, communicable disease endorsement, for losses and expenses due to COVID-19 (Report by Wendy Silva)
B-4 Adoption of updated City of Madera Salary Schedule P and Part Time Salary Schedule Recommendation: Adopt a resolution approving revised City of Madera Salary Schedule P and Part Time Salary Schedule effective January 1, 2026, to reflect changes to the California Minimum Wage (Report by Wendy Silva) B-5 Receipt of $2,384 to reimburse the City of Madera for management costs related to pursuing a COVID-19 Pandemic claim with the Federal Emergency Management Agency (FEMA) Recommendation: Adopt a minute order accepting $2,384 in Federal funds as reimbursement for City-incurred management expenses to pursue claims under FEMA Disaster 4482-DR-CA related to the COVID-19 Pandemic (Report by Wendy Silva)
B-6 Agreement with Holloway Environmental Solutions, LLC., for Sludge Hauling and Disposal Services from the Wastewater Treatment Plant
Recommendation: Adopt a Resolution approving an Agreement with Holloway Environmental Solutions, LLC, for sludge hauling and disposal services from the Wastewater Treatment Plant, at a rate of $62.00 per ton, with an annual 4 percent annual escalation effective June 30, for a five-year term (Report by Arnoldo Rodriguez)
B-7 Quarterly Board, Commission, and Committee Attendance Recommendation: This report is submitted for informational purposes only and there is no action requested from the City Council (Report by Arnoldo Rodriguez) B-8 2025 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 Friday, December 5, 2025 (Report by Alicia Gonzales) B-9 Renewal Agreement with Wordly, Inc. Translation Services Recommendation: Adopt a Resolution Approving a Renewal Agreement with Wordly, Inc. for the Continued Provision of Translation Services Powered by Artificial Intelligence at City Council Meetings (Report by Alicia Gonzales) B-10 Local Government Waste Tire Amnesty Grant Program from the California Department of Resources Recycling and Recovery
Recommendation: Adopt Resolutions:

1. Accepting the grant award in the amount of $84,490; and

2. Amending the City’s 2025/26 Budget to reflect revenues and expenditures related to the grant (Report by Giachino Chiaramonte) Update 10/31/25 1:45 p.m. Madera City Council Agenda Page 4 of 7 November 5, 2025
B-11 Surplus and Sale of a Police Canine
Recommendation: Adopt a Resolution authorizing the surplus of one drug-detection canine, with the animal to be sold back to the handler for $1,000 (Report by Giachino Chiaramonte)
B-12 Request to Waive City Fees Relating to the Downtown Christmas Parade Recommendation: Adopt a Resolution waiving the fees to cover the costs of Police, Public Works, Parks, and Engineering services relating to the Downtown Christmas Parade in the amount of $3,508 (Report by Giachino Chiaramonte)
B-13 Operational Agreement with Community Action Partnership of Madera County Recommendation: Adopt a Resolution approving an operational agreement establishing coordination of victim services with the Community Action Partnership of Madera County and authorizing the Chief of Police to execute the agreement (Report by Giachino Chiaramonte)
B-14 Madera County Behavioral Health Department Fee Waiver Request for a Staff Appreciation & Recognition Event
Recommendation: Adopt a Resolution waiving rental fees of Pan American Community Center on December 5, 2025, related to a Staff Appreciation & Recognition Celebration, hosted by Madera County Department of Behavioral Health Services, at an anticipated rental fee of $760 (Report by Joseph Hebert)
B-15 Madera Unified School District Fee Waiver Requests Recommendation: Adopt Resolutions waiving rental fees of:

1. The John Wells Youth Center on November 18, 2025, related to an Educational Services Division Meeting, hosted by Madera Unified School District, at an anticipated rental fee of $145; and

2. The John Wells Youth Center on April 23, 2026, related to a Principal Professional Learning Communities Meeting, hosted by Madera Unified School District, at an anticipated rental fee of $245; and

3. The Pan American Community Center on April 28, 2026, related to a Student and Family Support Services Division Meeting, hosted by Madera Unified School District, at an anticipated rental fee of $175 (Report by Joseph Hebert)
B-16 Grant award from the Federal Highway Administration for the Safe Streets and Roads for All Program
Recommendation: Adopt a Resolution accepting a grant award from the Federal Highway Administration in the amount of $338,520 and designating the City Manager as the Authorizing Official to accept the grant award (Report by Keith Helmuth)
Update 10/31/25 1:45 p.m. Madera City Council Agenda Page 5 of 7 November 5, 2025
B-17 Second Reading and Adoption of an Ordinance Adopting the 2025 California Building, Residential, Electrical, Mechanical, Plumbing, Energy, Wildland-Urban Interface, Historical, Fire, Existing Building, Green Building Standards, and Reference Standards Codes Recommendation: Waive Full Reading, and adopt by title only an Ordinance of the City Council of the City of Madera adopting the 2025 California Building, Plumbing, Mechanical, Electrical, Fire, Residential, Energy, and Green Building Standards Codes, including Appendix CJ of the California Residential Code, and Appendix Q of the California Building Code, by repealing Chapter 1 of Title IX, and adding Chapter 1 of Title IX of the Madera Municipal Code, with the associated CEQA Findings (Report by Rafael Magallan)
B-18 Amendment No. 2 to Agreement with CDM-Smith for Professional Engineering Design Services for Water Well 37, Project W-GW-001
Recommendation: Adopt a Resolution Approving Amendment No. 2 to the Agreement with CDM-Smith in the amount of $75,000 for professional engineering design services for Water Well No. 37, City Project No. W-GW-001 (Report by Keith Helmuth)
B-19 Award of Agreement for Medical Services
Recommendation: Adopt a resolution approving a Medical Services Agreement with COH Services, Inc. (dba Camarena Occupational Health) (Report by Wendy Silva)
B-20 Appointment to the Airport Advisory Commission
Recommendation: Adopt a resolution approving the appointment of Patrick Civiello to the Airport Advisory Commission (Report by Arnoldo Rodriguez) B-21 Madera Sunrise Rotary Club Donation of $1,000 during FY 2025/26 Recommendation: 1. Adopt a Resolution accepting a donation of $1,000 from the Madera Sunrise Rotary Club (MSRC); and

2. Adopt a Resolution Amending the City’s Fiscal Year 2025/26 Budget to recognize the related revenue and corresponding expenditure appropriation consistent with the donor’s intent (Report by Larry Pendarvis)
C. WORKSHOP: None
D. PETITIONS, BIDS, RESOLUTIONS, ORDINANCES, AND AGREEMENTS:

D-1 Domestic Well Mitigation Program (DWMP) Update and Memorandum of Understanding with Respect to the Cost Sharing in the Implementation of the Domestic Well Mitigation Program (Action on this item by the (GSA) Groundwater Sustainability Agency) Recommendation: 1. Receive update and provide direction regarding information provided as part of this report to City Council; and

2. Approve a Resolution Approving Memorandum of Understanding with Respect to the Cost Sharing in the Implementation of the Domestic Well Mitigation Program (Report by Keith Helmuth) Update 10/31/25 1:45 p.m. Madera City Council Agenda Page 6 of 7 November 5, 2025
D-2 One-Year Extension to Agreements for Professional On-Call Engineering Services Recommendation: Adopt a Resolution approving a one-year extension of the On-Call Consultant Services Agreements (Agreement) currently in effect with Akel Engineering Group, Blair Church & Flynn Consulting Engineers, AM Consulting Engineers, Peters Engineering Group, Provost & Pritchard Engineering Group, Yamabe & Horn Engineering, and TJKM Consultants, with a not to exceed amount of $400,000 per Agreement (Report by Keith Helmuth)
D-3 Construction Agreement with Taylor Backhoe Service, Inc., dba TBS Contractors, for IFB 202425-22B James Taubert Park Construction Rebid
Recommendation: Adopt Resolutions:

1. Awarding a Construction Services Agreement under Invitation for Bid 202425-22B for the James Taubert Park Construction Rebid for $1,858,228.50 to Taylor Backhoe Service, Inc. dba TBS Contractors, with a construction contingency of 10 percent ($185,822.85)

2. Amending the Fiscal Year (FY) 2025/26 Budget, approving related expenditure line items for the execution of the Construction Services Agreement with Taylor Backhoe Service, Inc. dba TBS Contractors (Report by Joseph Hebert)
E. ADMINISTRATIVE REPORTS:

E-1 Parks & Community Services Department Fiscal Year 2025/26 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 2025/26 Quarter 1 Recap (Report by Joseph Hebert) E-2 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 (Report by Michael Lima) E-3 Informational Report on the City’s Finances
Recommendation: This report is submitted for informational purposes and there is no action requested from the City Council (Report by Michael Lima) E-4 Airport Advisory Commission (AAC) Rules of Procedure Recommendation: This item is being presented at the request of the City Council for discussion and information purposes only. No formal action is requested at this time (Report by Arnoldo Rodriguez)
F. COUNCILMEMBER REPORTS/ANNOUNCEMENTS/FUTURE AGENDA ITEMS:

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

G. CLOSED SESSION: None
Update 10/31/25 1:45 p.m. Madera City Council Agenda Page 7 of 7 November 5, 2025
FUTURE MEETING DATES:
 Wednesday, November 19, 2025
 Wednesday, December 3, 2025
ADJOURNMENT:
 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 details 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.
 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 5, 2025, near the front entrances of City Hall and on the City’s website www.madera.gov at 1:45 p.m. on October 31, 2025. _______________________
Alicia Gonzales, City Clerk

REPORT TO CITY COUNCIL
Approved by: Council Meeting of: November 5, 2025
_________________________________ Agenda Number: ___________ Alicia Gonzales, City Clerk
_________________________________
Arnoldo Rodriguez, City Manager
SUBJECT:

Ordinance Amending City Councilmember Salaries
RECOMMENDATION:

Waive further Reading and Introduce an Ordinance of the City Council of the City of Madera Adjusting the Compensation for the City Council by Amending Madera Municipal Code Section

2.1.05 by Title Only
SUMMARY:

The City’s Municipal Code (MMC) authorizes City Council salaries to be set in accordance with California Government Code §36516, which bases compensation primarily on:
 A city’s population.
 Requires adoption of a local ordinance.
 Effective date: Any salary adjustment adopted by the City Council would only take effect at the beginning of the next new term of office. The next general municipal election is scheduled for November 3, 2026. Based on the City’s population of approximately 68,000, Councilmembers may be compensated up to $800 per month.  Applicability: Only applies to General Law cities. Charter cities may set their own compensation per their respective charters. Madera is a General Law city.

In February 2014, to comply with California Government Code §36516, the City Council adopted an ordinance adjusting Councilmember salaries from $345 to $500 per month, as reflected in Madera Municipal Code Section §2-1.05. City Council salaries have not been adjusted since March 2014.

Under California Government Code §36516, which governs General Law cities, the City Council may adopt an ordinance to increase the current salary. However, any increase would not take A-1

RETURN TO AGENDA
effect until after the next general municipal election, when the new term of office for any Councilmember begins.

DISCUSSION:

While adjusting Councilmember salaries is not mandated by either the Madera Municipal Code (§2-1.05) or State of California Government Code (§36516), periodic adjustments help maintain the value of compensation by keeping pace with inflation and reducing the likelihood of significant, controversial increases. Regular adjustments ensure fairness, support recruitment and retention, and provide predictable budgeting.

Councilmembers’ commitment often includes meeting with constituents, attending evening and weekend meetings, and participating in events outside traditional work hours, which can take them away from their businesses, jobs, or families. Therefore, it is reasonable that they receive compensation, albeit minimal. Additionally, not adjusting salaries may discourage candidates from serving and create perceived inequities compared to comparable cities.

Today, Councilmembers are also eligible to receive medical benefits comparable to those provided to City employees and no changes to this are proposed as part of this item.

Process of establishing Council salaries:

As it relates to the City, California Government Code §36516 allows the City Council to enact an ordinance establishing salaries for Councilmembers, with a maximum limit based on population size. Senate Bill (SB) 329, approved on June 29, 2023 by Governor Newsome, amended Government Code §36516, increasing the maximum allowable salary of Councilmembers in General Law cities which had not been adjusted since 1984. One goal of SB 329 is to help keep City Councils more diverse by allowing people from different income levels to serve and continue to support their families.

SB 329 amended the salary from $500 per month up to $1,600 per month for cities with a population between 50,000 and 75,000 which Madera falls within.

SB 329 also allows Councilmember salaries to increase beyond the specified maximum, provided the increase does not exceed:

A. An amount equal to 5 percent for each calendar year from the operative date of the last adjustment of the salary in effect when the ordinance or amendment is enacted. or
B. An amount equal to inflation since January 1, 2024, based upon the California Consumer Price Index, which shall not exceed 10 percent for each calendar year.

Potential Options:

The City’s Municipal Code authorizes that City Council salaries be set in accordance with State law, the Council may choose to:

1. Make no changes to the current compensation. Under this scenario, Councilmembers will continue to receive a monthly stipend $500 per month.

2. Increase compensation by 5 percent for each calendar year from the operative date of the last adjustment of the salary, which would increase the monthly salary to $800 per month per Table 1.

Table 1: Historical and Projected Council
Compensation Adjustments (Assuming 5% Annual
Increase)
Year Salary %
Increase
Cumulative
Increase from 2014
2014 $500 - Base Year
2015 $525 5% $25
2016 $550 5% $50
2017 $575 5% $75
2018 $600 5% $100
2019 $625 5% $125
2020 $650 5% $150
2021 $675 5% $175
2022 $700 5% $200
2023 $725 5% $225
2024 $750 5% $250
2025 $775 5% $275
2026 $800 5% $300

3. Increase compensation by a lower amount as decided by the Council.

Why can’t Council set its salary at $1,600 per month?
California Government Code §36516 allows cities of Madera’s size to compensate Councilmembers up to $1,600 per month. Both State law and the City’s Municipal Code (MMC §2-1.05) place general limitations of a 5 percent increase for each calendar year since the last adjustment. Further, unless this amount is actually implemented annually (which is unusual as automatic salary increases are not allowed) as a practical matter this 5 percent is not compounded. Instead, the 5 percent increase is calculated by multiplying the maximum adjustment of 5 percent by the number of calendar years that have elapsed since the last compensation adjustment. What this means is that as a practical matter actual compensation adjustments of no more than 5 percent is actually less than if that amount had been received every year. Additionally, inflation has exceeded 5 percent in recent years. As a result, State law was recently amended to allow for an alternate calculation to include an amount equal to inflation from January of 2024, based on the California Consumer Price Index, which cannot exceed 10 percent per year. It is possible to increase compensation more than the 5 percent per year increase or CPI not to exceed 10%, but only through voter approval as contemplated by Government Code §36516.

Can Salaries be Automatically Adjusted in the Future?
Local government ordinances, such as Madera’s, cannot provide for automatic adjustments in Councilmember salaries. More specifically, Government Code §36516(a)(5) states “[N]o ordinance shall be enacted or amended to provide automatic future increases in salary.” Effective Date:

Should the Council approve an amendment to the salary schedule, per MMC § 2-1.06:
“[T]he salary of Council members when increased or decreased shall become payable only on and after the date upon which one or more members of the Council become eligible therefor by virtue of beginning a new term of office following the next succeeding general municipal election held in the city.” Thus, the new salaries will not be effective until after the results of the November 2026 municipal election are certified in December 2026 and the new terms of elected Councilmembers begin.

FINANCIAL IMPACT:

If approved, there would be a financial impact to the City beginning in December 2026. The following is a financial summary per option:

Option 1: Councilmembers currently receive a monthly stipend of $500. Selecting this option would maintain the existing rate, resulting in no additional financial impact.

The stipend amount has remained unchanged since 2014.

Option 2: Under Option 2, salary adjustments would take effect following each district’s next scheduled election in November 2026.

Option 3: Council may elect to adjust the salary less than the amount outlined in the Government Code.

ALTERNATIVES:

Council may direct staff to return with additional information to consider amending the current ordinance relevant to Councilmember compensation.

ATTACHMENTS:

1. Proposed Ordinance amending §2-1.05 of Title II of the Madera Municipal Code relating to Council Salaries
1 ORDINANCE NO. ___

AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF MADERA ADJUSTING THE

COMPENSATION FOR THE CITY COUNCIL BY AMENDING MADERA MUNICIPAL CODE SECTION

2.1.05 WHEREAS, in 2014 Madera Municipal Code Section 2.1.05 was adopted which set City Councilmember compensation at $500 per month; and
WHEREAS, despite the passage of over a decade, Councilmember compensation has not been adjusted; and
WHEREAS, Government Code Sections 36516 and 36516.5 authorize the City to adjust the base compensation of the Councilmembers, including the Mayor, in accordance with a statutory formula; provided, however, that any change shall not become effective until one or more Councilmembers commences a new term; and
WHEREAS, the offices of the Mayor and Councilmember require officeholders to commit significant personal time to carry out the duties of each respective office, including, but not limited to, attendance at City events, participation in the governing bodies of outside boards and commissions, performing ceremonial roles, and other important activities on behalf of the City; and
WHEREAS, adjusting compensation will make it easier for the average City resident to serve in the offices of Mayor and/or Councilmember due to inflation and increased costs of living; and
WHEREAS, based upon the forgoing, the City Council desires to adjust the compensation of the Mayor and Councilmembers in accordance with the Government Code.

NOW THEREFORE, the City Council of the City of Madera does ordain as follows:

SECTION 1. The above recitals are hereby incorporated by reference.

SECTION 2. This Ordinance is exempt from the California Environmental Quality Act (“CEQA”) under Section 15061(b)(3) of the CEQA Guidelines, which provides that CEQA only applies to projects that have the potential for causing a significant effect on the environment.

Where, as here, it can be seen with certainty that there is no possibility that the activity in question would have a significant effect on the environment, the activity is not subject to CEQA.

SECTION 3. Section 2-1.05 of Chapter 1 of Title II of the Madera Municipal Code is hereby amended to read in its entirety as follows:
§ 2-1.05 COUNCIL SALARIES.

From and after January 1, 2026, each member of the City Council shall receive a salary in the amount of $800 per month as authorized in Cal. Gov't Code § 36516 2 for cities up to 75,000 in population, and which authorizes a 5% increase for each calendar year since the last enactment of this section, which was 2014, which shall be payable at the same time and in the same manner as salaries paid to other officers and employees of the city. Beginning in January of 2026 and in every fourth year thereafter, the City Council shall, at its first regularly held meeting in the month of January, conduct a review of Council salaries to determine whether the salary level is appropriate.

SECTION 4: If any article, section, sentence, clause or phrase of this Chapter is for any reason held to be invalid or unconstitutional by a decision of any court of competent jurisdiction, such decision shall not affect the validity of the remaining portion of this Chapter. The Council hereby declares that it would have adopted this chapter and adopted each article, section, sentence, clause or phrase thereof, irrespective of the fact that any one or more articles, sections, subsections, sentences, clauses or phrases be declared invalid or unconstitutional.

SECTION 5: This ordinance shall take effect and be in full force and effect from and after thirty (30) calendar days after its final passage and adoption. Within fifteen (15) calendar days after its adoption, the ordinance, or a summary of the ordinance, shall be published once in a newspaper of general circulation.
* * * * * * *
Minutes of a Regular Meeting of the Madera City Council and Minutes of a Special Meeting of the Madera City Council as the Groundwater Sustainability Agency Wednesday, October 15, 2025 Council Chambers
6:00 p.m. City Hall
The Madera City Council meetings are open to the public. The meeting was available for public viewing and participation through Zoom. Members of the public were able to observe the live-streamed meeting on the City’s website and were able to comment on agenda items at the meeting, remotely through an electronic meeting via phone, via email and by regular mail. Mayor Pro Tem Rodriguez participated via teleconference at The Pines Resort, Resort Lobby, 54432 Road 432, Bass Lake, CA 93604. All votes during the meeting were made by roll call.

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

ROLL CALL:

Present: Mayor Cece Gallegos
Mayor Pro Tem Jose Rodriguez, District 2 (Teleconference) Councilmember Rohi Zacharia, District 1
Councilmember Steve Montes, District 3
Councilmember Anita Evans, District 4
Councilmember Elsa Mejia, District 5
Councilmember Artemio Villegas, District 6
Others present were City Manager Arnoldo Rodriguez, City Clerk Alicia Gonzales, City Attorney Shannon L. Chaffin, Chief Building Official Rafael Magallan, City Engineer Keith Helmuth, Community Development Director Will Tackett, Director of Financial Services Michael Lima, Division Fire Chief Larry Pendarvis, 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, Senior Planner Robert Smith, and Water & Sewer Operations Manager John Botwright.

INVOCATION: Pastor Sam Alvarado III, Grace Point Ministries PLEDGE OF ALLEGIANCE: Mayor Gallegos
APPROVAL OF AGENDA:

ON MOTION BY COUNCILMEMBER EVANS AND SECONDED BY COUNCILMEMBER MONTES, THE AGENDA WAS APPROVED UNAIMOUSLY BY A 7/0 VOTE WITH ITEM B-6 PULLED.

THE MOTION PASSED WITH THE FOLLOWING VOTE:

YES: (7) MAYOR GALLEGOS

COUNCILMEMBER ZACHARIA

MAYOR PRO TEM RODRIGUEZ
Item: B-1
Minutes for: 10/15/2025
Adopted: 11/05/2025

RETURN TO AGENDA
City of Madera City Council Minutes
205 W. 4th Street October 15, 2025
Madera, CA 93637 Page 2 of 12

COUNCILMEMBER MONTES

COUNCILMEMBER EVANS

COUNCILMEMBER MEJIA

COUNCILMEMBER VILLEGAS
PRESENTATIONS:

1. Proclamation Recognizing Breast Cancer Awareness Month

2. Proclamation Recognizing Indigenous People’s Day

3. Proclamation Recognizing Disability Awareness Month

4. Proclamation Recognizing Domestic Violence Awareness Month

5. Senator Anna Caballero’s Young Legislator Program (YLP) 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. 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.

Harlan Rippetoe, founder of the Big Valley Horseshoe League, asked Council to support, fund and build eight additional horseshoe courts at Rotary Park. They may be able to hold state tournaments with the additional horseshoe courts. The people at the events would utilize local hotels and restaurants and stores for shopping.

Yolanda Contreras, a Madera resident, spoke in favor of having a splash pad in the city. She stated she got to meet Assemblywoman Soria at a “Meet and Greet” event and Assemblywoman Soria showed support of a splash pad and would be willing to meet with Council regarding that topic. Ms. Conteras stated she participated in the Old Timers’ Day Parade. Their float won the “best overall” entry at the parade. She asked to get a picture with Council. City Attorney Shannon L. Chaffin advised Council that they are limited on what they can do as this is Public Comment.

Maurice asked for an update on the Airport Advisory Committee.

City Clerk Alicia Gonzales stated that Council received one written comment. A copy of the comment was made available to Council prior to the meeting, and a copy of the written comment was on the podium and available to the public.

Written Comment by Tina Hernandez:

I am writing to express my deepest gratitude for the Madera Splash Pad Project's relentless efforts in promoting this vital initiative. As a steadfast advocate for families within our community, they have demonstrated unwavering dedication. As a parent of two young children who would greatly benefit from this exceptional outdoor recreational facility, I am particularly grateful for their efforts, especially during the hot summer months. We have driven to nearby cities to enjoy their splash pads but would prefer to stay in our own city when we have one, as the cost and time could be saved tremendously. My youngest daughter, who has special needs, thoroughly enjoys sensory play and spending time outdoors, making this facility an ideal destination for her, as well as children of all ages. As non-swimmers, the splash pad's safety features are especially reassuring.

City of Madera City Council Minutes
205 W. 4th Street October 15, 2025
Madera, CA 93637 Page 3 of 12
Written Comment by Maleah Sumner:

I hope this message finds you well. I am writing as a resident of Madera to express my strong support for the development of a community splash pad in our city. Madera is a growing community, and families like mine deeply value safe, affordable, and family-friendly recreational spaces. A splash pad would provide a much-needed place for children to play and cool off during the hot summer months, while also offering parents a safe environment to gather and connect with one another. Unlike traditional pools, splash pads require less maintenance, reduce drowning risks, and can be enjoyed by children of all ages and abilities.

For me personally, the addition of a splash pad would mean having a safe and fun space right here in our city where my family and neighbors could spend quality time together. It would also strengthen our sense of community, give local children a healthy outdoor activity, and reflect the city’s commitment to investing in spaces that improve the quality of life for residents. I truly believe this project would be an incredible benefit to Madera and a lasting resource for families.

I hope the council will consider allocating resources or exploring grants to make a splash pad a reality for our community. Thank you for your time and for your continued dedication to improving our city.

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

A. PUBLIC HEARINGS:

A-1 Consideration of adoption of the 2025 California Building, Residential, Electrical, Mechanical, Plumbing, Energy, Wildland-Urban Interface, Historical, Fire, Existing Building, Green Building Standards, and Reference Standards Codes
Recommendation: Waive full reading and introduce by title only an Ordinance of the City Council of the City of Madera adopting the 2025 California Building, Residential, Electrical, Mechanical, Plumbing, Energy, Wildland-Urban Interface, Historical, Fire, Existing Building, Green Building Standards, and Reference Standards Codes including Appendix CJ of the California Residential Code, and Appendix Q of The California Building Code by Repealing Chapter 1 of Title IX, and adding Chapter 1 of Title IX of the Madera Municipal Code, with the associated CEQA findings. (Report by Rafael Magallan)

ON MOTION BY COUNCILMEMBER EVANS AND SECONDED BY COUNCILMEMBER VILLEGAS, ITEM A-1 WAS APPROVED BY A 6/1 VOTE. ABSENT: COUNCILMEMBER MEJIA THE MOTION PASSED WITH THE FOLLOWING VOTE:

YES: (6) MAYOR GALLEGOS

COUNCILMEMBER ZACHARIA

MAYOR PRO TEM RODRIGUEZ

COUNCILMEMBER MONTES

COUNCILMEMBER EVANS

COUNCILMEMBER VILLEGAS
ABSENT: (1) COUNCILMEMBER MEJIA

INTRO ORD AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF MADERA ADOPTING THE 2025 CALIFORNIA BUILDING, RESIDENTIAL, ELECTRICAL,

MECHANICAL, PLUMBING, ENERGY, WILDLAND-URBAN INTERFACE, City of Madera City Council Minutes
205 W. 4th Street October 15, 2025
Madera, CA 93637 Page 4 of 12

HISTORICAL, FIRE, EXISTING BUILDING, GREEN BUILDING STANDARDS,

AND REFERENCE STANDARDS CODES INCLUDING APPENDIX CJ OF THE

CALIFORNIA RESIDENTIAL CODE, AND APPENDIX Q OF THE CALIFORNIA BUILDING CODE BY REPEALING CHAPTER 1 OF TITLE IX, AND ADDING CHAPTER 1 OF TITLE IX OF THE MADERA MUNICIPAL CODE, WITH THE ASSOCIATED CEQA FINDINGS.

A-2 Initiation of Proceedings for the Annexation of the Tract 25-S-01 Tozer III Subdivision into Community Facilities District 2005-1
Recommendation: Adopt a Resolution Declaring Its Intention to Annex Territory (Tract 25-S 01/TSM 2024-05, Tozer III Subdivision) to the City of Madera Community Facilities District No. 2005-1 (Public Services), to Authorize the Levy of Special Taxes Therein, and Setting Public Hearing (Annexation No. 17) (Report by Will Tackett)

ON MOTION BY COUNCILMEMBER EVANS AND SECONDED BY COUNCILMEMBER VILLEGAS, ITEM A-2 WAS APPROVED UNANIMOUSLY BY A 7/0 VOTE.

THE MOTION PASSED WITH THE FOLLOWING VOTE:

YES: (7) MAYOR GALLEGOS

COUNCILMEMBER ZACHARIA

MAYOR PRO TEM RODRIGUEZ

COUNCILMEMBER MONTES

COUNCILMEMBER EVANS

COUNCILMEMBER MEJIA

COUNCILMEMBER VILLEGAS
RES 25-196 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MADERA,

CALIFORNIA, DECLARING ITS INTENTION TO ANNEX TERRITORY (TRACT 25-S-01/TSM 2024-05, TOZER III SUBDIVISION) TO THE CITY OF MADERA COMMUNITY FACILITIES DISTRICT NO. 2005-1 (PUBLIC SERVICES), TO

AUTHORIZE THE LEVY OF SPECIAL TAXES THEREIN, AND SETTING PUBLIC HEARING (ANNEXATION NO. 17)
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 COUNCILMEMBER VILLEGAS, THE CONSENT CALENDAR WAS APPROVED UNANIMOUSLY BY A 7/0 VOTE.

THE MOTION PASSED WITH THE FOLLOWING VOTE:

YES: (7) MAYOR GALLEGOS

COUNCILMEMBER ZACHARIA

MAYOR PRO TEM RODRIGUEZ

COUNCILMEMBER MONTES

COUNCILMEMBER EVANS

COUNCILMEMBER MEJIA

COUNCILMEMBER VILLEGAS
City of Madera City Council Minutes
205 W. 4th Street October 15, 2025
Madera, CA 93637 Page 5 of 12
B-1 Minutes – September 17, 2025
Recommendation: Approve the City Council Minutes of September 17, 2025 (Report by Alicia Gonzales)
B-2 Informational Report on Register of Audited Demands Recommendation: Review Register of Audited Demands Report for September 6 to October 3, 2025 (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 Porsche Club of America Special Activity Permit for Autocross Events at the Madera Municipal Airport
Recommendation: Adopt a Resolution Approving a Special Activity Permit for the use of Designated Areas of the Madera Municipal Airport for Porsche Club of America Autocross Events (Report by Wendy Silva)
RES 25-197 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MADERA,

CALIFORNIA, RAFIFYING APPROVAL OF A SPECIAL ACTIVITY PERMIT FOR

THE USE OF DESIGNATED AREAS OF THE MADERA MUNICIPAL AIRPORT FOR THE 2025-2026 PORSCHE CLUB OF AMERICA AUTOCROSS EVENTS B-5 Adoption of Updated City of Madera Full Time Salary Schedules Recommendation: Adopt a Resolution Approving Revised City of Madera Full Time Salary Schedules Effective September 6, 2025 (Report by Wendy Silva) RES 25-198 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MADERA

ADOPTING THE CITY OF MADERA FULL TIME SALARY SCHEDULE
EFFECTIVE SEPTEMBER 6, 2025
B-6 Retirement, Surplus, and Sale of Police Canines
Recommendation: Adopt a Resolution Authorizing the Retirement of One Apprehension Canine and the Surplus of One Drug-detection Canine, with both Animals to be Sold Back to their Respective Handlers for the amounts of $1 and $1,000, Respectively (Report by Giachino Chiaramonte)
This item was pulled off the agenda.

B-7 Facility Use Agreements with Community Action Partnership of Madera County Recommendation: Adopt a Resolution Authorizing the City Manager to Execute Facility Use Agreements for the City’s use of Community Action Partnership of Madera County facilities (Report by Giachino Chiaramonte) RES 25-199 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MADERA

AUTHORIZING THE CITY MANAGER TO EXECUTE FACILITY USE

AGREEMENTS WITH COMMUNITY ACTION PARTNERSHIP OF MADERA
COUNTY
City of Madera City Council Minutes
205 W. 4th Street October 15, 2025
Madera, CA 93637 Page 6 of 12
B-8 Madera Unified School District Attendance Recovery Camp Consultant Services Agreement for School Year 2025-2026
Recommendation: Adopt a Resolution Approving a Consultant Services Agreement between the City of Madera and Madera Unified School District for the Attendance Recovery Camp for School Year 2025-2026, not to exceed $11,274 (Report by Joseph Hebert)
RES 25-200 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MADERA,

CALIFORNIA, RATIFYING APPROVAL OF A CONSULTANT SERVICES

AGREEMENT BETWEEN THE CITY OF MADERA AND MADERA UNIFIED

SCHOOL DISTRICT FOR THE ATTENDANCE RECOVERY CAMP FOR SCHOOL YEAR 2025-2026, NOT TO EXCEED $11,274
B-9 Reject Bids for the Invitation for Bid (IFB) 202526-01 Asphalt Concrete Patching and Slurry Seal Type II Application On- Call Services
Recommendation: Approve a Minute Order Rejecting the Bids Received for IFB 202526-01 Asphalt Concrete Patching and Slurry Seal Type II Application On-Call Services (Report by Arnoldo Rodriguez)
B-10 Piggyback Purchase Agreements for Fleet Division-related Purchases Recommendation: Adopt a Resolution approving Sourcewell piggyback agreement with National Auto Fleet Group for the purchase of three replacement Police patrol vehicles for $154,358.70 (Report by Michael Lima) RES 25-201 RESOLUTION APPROVING SOURCEWELL PIGGYBACK AGREEMENT WITH

NATIONAL AUTO FLEET GROUP FOR THE PURCHASE OF THREE POLICE PATROL VEHICLES IN THE AMOUNT OF $154,358.70
B-11 Colett-Martin Subdivision (Tract No. 24-S-02) Final Map and Improvement Agreement and Initiation of Annexation Proceedings into Landscape Maintenance District (LMD) Zone 51 Recommendation: 1. Adopt Resolution:
a. Approving the Final Map for the Colett-Martin Subdivision. b. Approving Improvement Agreement for the Colett-Martin Subdivision (Tract No. 24-S-02).
c. Authorizing staff to record the Final Map and Improvement Agreement.
d. Accepting the Dedication of Land for Public Use

2. Adopt Resolution Initiating Proceedings Pursuant to the Landscaping and Lighting Act of 1972 for the Annexation of Property into City of Madera Landscape Maintenance District Zone of Benefit 51, to Review the Improvements and Assessments for Fiscal year 2026/27, and Setting a Public Hearing (Report by Keith Helmuth)
RES 25-202 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MADERA,

CALIFORNIA, APPROVING THE FINAL MAP FOR THE COLETT-MARTIN SUBDIVISION (TRACT NO. 24-S-02) AND IMPROVEMENT AGREEMENT (AGREEMENT) AND ACCEPTING DEDICATIONS FOR PUBLIC USE
RES 25-203 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MADERA,

CALIFORNIA INITIATING PROCEEDINGS PURSUANT TO THE LANDSCAPING City of Madera City Council Minutes
205 W. 4th Street October 15, 2025
Madera, CA 93637 Page 7 of 12
AND LIGHTING ACT OF 1972 FOR THE ANNEXATION OF PROPERTY INTO

CITY OF MADERA LANDSCAPE MAINTENANCE DISTRICT (LMD) ZONE OF BENEFIT 51, TO REVIEW THE IMPROVEMENTS AND ASSESSMENTS FOR FISCAL YEAR 2026/2027, AND SETTING A PUBLIC HEARING
B-12 Community and Park Facilities Parking Lot Surface Rehabilitation, City Project No. PK-81 CDBG Block Grant
Recommendation: Adopt a Minute Order Approving:

1. Acceptance of the Community and Park Facilities Parking Lot Surface Rehabilitation, City Project No. PK-81 CDBG Block Grant

2. Recording of Notice of Completion

3. Release of retention 35 days after the recording of the Notice of Completion (Report by Keith Helmuth)
B-13 Request to Waive City Fees Relating to Madera High School’s Homecoming Parade Recommendation: Adopt the Resolution waiving the fees to cover the costs of City fees and services relating to the Madera High School Homecoming Parade in the amount of $2,136 (Report by Giachino Chiaramonte)
RES 25-204 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MADERA WAIVING

THE FEES TO COVER THE COSTS OF POLICE, PUBLIC WORKS AND

ENGINEERING SERVICES AND FEES RELATING TO THE MADERA HIGH SCHOOL HOMECOMING PARADE IN THE AMOUNT OF $2,136.00
B-14 Madera Elks Lodge Fee Waiver Request for the Annual Hoop Shoot Event Recommendation: Adopt a Resolution waiving the rental fees of the John Wells Youth Center on November 22, 2025, related to a Hoop Shoot Contest hosted by the Madera Elks Lodge #1918, at an anticipated rental fee of $425 (Report by Joseph Hebert)
RES 25-205 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MADERA,

CALIFORNIA WAIVING THE RENTAL FEES OF THE JOHN WELLS YOUTH CENTER ON NOVEMBER 22, 2025, RELATED TO A HOOP SHOOT CONTEST HOSTED BY THE MADERA ELKS LODGE #1918, AT AN ANTICIPATED FEE RENTAL OF $425
B-15 Madera Unified School District Fee Waiver Request for a Safe Routes to School Event Recommendation: Adopt a Resolution waiving rental fees of Maple Court Park on October 21, 2025, related to a Safe Routes to School Event, hosted by Madera Unified School District, at an anticipated rental fee of $275 (Report by Joseph Hebert)
RES 25-206 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MADERA,

CALIFORNIA, WAIVING THE RENTAL FEES OF MAPLE COURT PARK ON OCTOBER 21, 2025, RELATED TO A SAFE ROUTES TO SCHOOL EVENT,

HOSTED BY MADERA UNIFIED SCHOOL DISTRICT, AT AN ANTICIPATED RENTAL FEE OF $275
City of Madera City Council Minutes
205 W. 4th Street October 15, 2025
Madera, CA 93637 Page 8 of 12
B-16 Professional Services Agreement with Mountain Valley Environmental Services, Inc.

Recommendation: Adopt a Resolution approving a Professional Services Agreement with Mountain Valley Environmental Services, Inc., for temporary Chief Plant Operator services at the Wastewater Treatment Plant (Report by Wendy Silva)
RES 25-207 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

MADERAAPPROVING AN AGREEMENT FOR PROFESSIONAL SERVICES

BETWEEN THE CITY OF MADERA AND MOUNTAIN VALLEY
ENVIRONMENTALSERVICES, INC.

B-17 Central Valley Regional Center Fee Waiver Request for the “Passport to the World:

Celebrating Our Global Villages” Event
Recommendation: Adopt a Resolution waiving the rental fees of the Pan American Community Center on November 8, 2025, related to a “Passport to the World: Celebrating Our Global Villages” event hosted by the Central Valley Regional Center, at an anticipated rental fee of $1,445 (Report by Joseph Hebert)
RES 25-208 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MADERA,

CALIFORNIA, WAIVING THE RENTAL FEES OF THE PAN AMERICAN COMMUNITY CENTER ON NOVEMBER 8, 2025, RELATED TO A “PASSPORT TO THE WORLD: CELEBRATING OUR GLOBAL VILLAGES” EVENT HOSTED

BY THE CENTRAL VALLEY REGIONAL CENTER, AT AN ANTICIPATED RENTAL FEE OF $1,445
C. WORKSHOP: None
D. PETITIONS, BIDS, RESOLUTIONS, ORDINANCES, AND AGREEMENTS:

D-1 Piggyback Purchase Agreement for New Hydro-Excavator Recommendation: Adopt a Resolution ratifying the City Manager’s decision to enter into a Sourcewell piggyback agreement with The Charles Machine Works, Inc. (Ditch Witch Division) for the purchase of a new HX30 hydro-excavator for $80,934.95, and adopt a budget amendment for $84,990 (Report by Michael Lima)

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

THE MOTION PASSED WITH THE FOLLOWING VOTE:

YES: (7) MAYOR GALLEGOS

COUNCILMEMBER ZACHARIA

MAYOR PRO TEM RODRIGUEZ

COUNCILMEMBER MONTES

COUNCILMEMBER EVANS

COUNCILMEMBER MEJIA

COUNCILMEMBER VILLEGAS
RES 25-209 RESOLUTION APPROVING A SOURCEWELL PIGGYBACK AGREEMENT WITH THE CHARLES MACHINE WORKS, INC. (DITCH WITCH DIVISION) FOR THE City of Madera City Council Minutes
205 W. 4th Street October 15, 2025
Madera, CA 93637 Page 9 of 12

PURCHASE OF A NEW PUBLIC WORKS HYDRO-EXCAVATOR IN THE
AMOUNT OF $80,934.95 AND APPROVE A BUDGET AMENDMENT IN THE AMOUNT OF $84,990 TO FUND THIS PURCHASE
D-2 Water Well Preventative Maintenance, Rehabilitation, and On-Call Repair Services Recommendation: Adopt a Resolution approving a Contractor Services Agreement with Madera Pumps, Inc., for Water Well Preventative Maintenance, Rehabilitation, And On-Call Repair Services and a Class 1 (Existing Facilities) Categorical Exemption under the California Environmental Quality Act (CEQA) (Report by Arnoldo Rodriguez)

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

THE MOTION PASSED WITH THE FOLLOWING VOTE:

YES: (7) MAYOR GALLEGOS

COUNCILMEMBER ZACHARIA

MAYOR PRO TEM RODRIGUEZ

COUNCILMEMBER MONTES

COUNCILMEMBER EVANS

COUNCILMEMBER MEJIA

COUNCILMEMBER VILLEGAS
RES 25-210 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MADERA,

CALIFORNIA, APPROVING A CONTRACTOR SERVICES AGREEMENT WITH MADERA PUMPS, INC., FOR WATER WELL PREVENTATIVE MAINTNANCE,

REHABILITATION, AND ON-CALL REPAIR SERVICES
D-3 Award of Contract and Budget Amendment the Airport Apron A2 and Hangar Taxilane Rehabilitation Project
Recommendation: Adopt a Resolution:

1. Awarding the construction contract for the Apron A2 and Hangar Taxilane Rehabilitation Project to Terra West Construction, Inc. for $2,199,805.00

2. Amending the Fiscal Year 2025-26 Operating Budget, and

3. Adopting a Class 2 (Replacement or Reconstruction) Categorical Exemption under the California Environmental Quality Act (CEQA) (Report by Arnoldo Rodriguez)

ON MOTION BY COUNCILMEMBER VILLEGAS AND SECONDED BY COUNCILMEMBER ZACHARIA, ITEM D-3 WAS APPROVED UNANIMOUSLY BY A 7/0 VOTE.

THE MOTION PASSED WITH THE FOLLOWING VOTE:

YES: (7) MAYOR GALLEGOS

COUNCILMEMBER ZACHARIA

MAYOR PRO TEM RODRIGUEZ

COUNCILMEMBER MONTES

COUNCILMEMBER EVANS

COUNCILMEMBER MEJIA

COUNCILMEMBER VILLEGAS
City of Madera City Council Minutes
205 W. 4th Street October 15, 2025
Madera, CA 93637 Page 10 of 12
RES 25-211 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MADERA, CALIFORNIA, AWARDING IFB NO. 202425-24 TO TERRA WEST
CONSTRUCTION IN THE AMOUNT OF $2,199,805.00 FOR THE
REHABILITATION OF APRON A2 AND HANGAR TAXILANES AT THE

MADERA MUNICIPAL AIRPORT, CONTINGENT UPON RECEIPT OF FEDERAL

AVIATION ADMINISTRATION GRANT FUNDING, AND APPROVING A
BUDGET AMENDMENT OF $911,922 FOR THE SAME
D-4 Sole Source Purchase from Aqua-Metric Sales Company for Replacement of Two Base Stations Supporting the City’s Automatic Water Meter Reading System Recommendation: Adopt a Resolution approving a sole source purchase from Aqua-Metric Sales Company for the replacement of two base stations that support the City’s automatic water meter reading system, consistent with the City’s existing contractual relationship with Sensus Metering Systems (Report by Arnoldo Rodriguez)

ON MOTION BY COUNCILMEMBER EVANS AND SECONDED BY COUNCILMEMBER VILLEGAS, ITEM D-4 WAS APPROVED UNANIMOUSLY BY A 7/0 VOTE.

THE MOTION PASSED WITH THE FOLLOWING VOTE:

YES: (7) MAYOR GALLEGOS

COUNCILMEMBER ZACHARIA

MAYOR PRO TEM RODRIGUEZ

COUNCILMEMBER MONTES

COUNCILMEMBER EVANS

COUNCILMEMBER MEJIA

COUNCILMEMBER VILLEGAS
RES 25-212 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MADERA, CALIFORNIA, APPROVING A SOLE SOURCE PURCHASE FROM AQUAMETRIC SALES COMPANY FOR THE REPLACEMENT OF TWO BASE STATIONS SUPPORTING THE CITY’S AUTOMATIC WATER METER READING SYSTEM
E. ADMINISTRATIVE REPORTS:

E-1 Selecting Recipients for November Proclamations
Recommendation: Request for Council’s Selection of Recipients for the following Proclamations: Veteran’s Day and Small Business Saturday (Report by Alicia Gonzales)
Local veteran commander Frank Pajarillo and Imogene Ollison were nominated to receive Veterans Day proclamations. Rancho San Miguel, Sanchez Bros. Tires, Midland Tractor, La Estrella Market and Sabor a Oaxaca Restaurante were nominated to receive the Small Business Saturday proclamation. Mayor Gallegos asked her colleagues if they wanted to select one business or approve all businesses. By consensus, Council agreed that all nominations should receive a proclamation.

ON MOTION BY COUNCILMEMBER MONTES AND SECONDED BY COUNCILMEMBER EVANS, ITEM E-1 NOMINATIONS AS NOTED ABOVE WAS APPROVED UNANIMOUSLY BY A 7/0 VOTE.

City of Madera City Council Minutes
205 W. 4th Street October 15, 2025
Madera, CA 93637 Page 11 of 12
THE MOTION PASSED WITH THE FOLLOWING VOTE:

YES: (7) MAYOR GALLEGOS

COUNCILMEMBER ZACHARIA

MAYOR PRO TEM RODRIGUEZ

COUNCILMEMBER MONTES

COUNCILMEMBER EVANS

COUNCILMEMBER MEJIA

COUNCILMEMBER VILLEGAS
E-2 Domestic Well Mitigation Program (DWMP) Update
Recommendation: Receive update and provide direction regarding information provided as part of this report to City Council (Action on this item by the (GSA) Groundwater Sustainability Agency) (Report by Keith Helmuth)

ON MOTION BY COUNCILMEMBER MONTES AND SECONDED BY COUNCILMEMBER VILLEGAS, ITEM E-2 AS PRESENTED WAS APPROVED UNANIMOUSLY BY A 7/0 VOTE.

THE MOTION PASSED WITH THE FOLLOWING VOTE:

YES: (7) MAYOR GALLEGOS

COUNCILMEMBER ZACHARIA

MAYOR PRO TEM RODRIGUEZ

COUNCILMEMBER MONTES

COUNCILMEMBER EVANS

COUNCILMEMBER MEJIA

COUNCILMEMBER VILLEGAS
F. COUNCILMEMBER REPORTS/ANNOUNCEMENTS/FUTURE AGENDA ITEMS:

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

Mayor Pro Tem (MPT) Rodriguez stated he was not physically present at tonight’s meeting as he is attending a San Joaquin Valley Air Pollution Control District Study Session on mitigating air quality within the San Joaquin Valley. He extended his congratulations to tonight’s proclamation recipients and the youth program. MPT Rodriguez congratulated Chief Building Official Rafael Magallan and Water/Sewer Operations Manager John Botwright. He mentioned that Maurice (Public Comment) has reported several times that the Airport Advisory Commission (AAC) has not been able to meet due to not having a quorum of members present.

MPT Rodriguez reminded his colleagues that he has asked that this item be brought to Council for discussion on reconfiguring/restructuring the commission so that airport related items can be discussed and/or vetted through that commission and he would like that added to the next agenda. MPT Rodriguez would also like the Splash Pad program to attend a Council meeting, so that the Old Timers Day Parade organizers can present the Splash Pad with the proclamation they were awarded the day of the parade.

Mayor Gallegos asked City Manager Arnoldo Rodriguez if the Airport Advisory Commission item could be added to the November 5th Council meeting. Mr. Rodriguez stated the item could be added to the agenda for discussion and direction from Council. Council gave a unanimous consensus to add the AAC item to the November 5th agenda. Council also had a consensus for City of Madera City Council Minutes
205 W. 4th Street October 15, 2025
Madera, CA 93637 Page 12 of 12
the Splash Pad to receive their Old Timers’ Day Parade proclamation at the November 5th meeting.

Councilmember Villegas had nothing to report.

Councilmember Mejia stated she participated in the League of California Cities (LoCC) Annual Expo & Conference. She heard and met Erin Brockovich, a consumer advocate and environmental activist while at the conference and found her to be inspiring. Councilmember Mejia attended the Old Timers’ Day Parade, the Boots in the Park event, and toured Madera County’s award-winning museum. She also mentioned that today was the last day of Hispanic Heritage Month. Councilmember Mejia then gave her report in Spanish.

Councilmember Evans stated she attended the LoCC along with Councilmembers Zacharia, Mejia and Villegas. City Manager Arnoldo Rodriguez also attended. Councilmember Evans mentioned that she joined the Latino Coalition. She asked and received unanimous consensus from her colleagues to add Senator Anna Caballero or her representative to the November 5th agenda to present a certificate to the family of Sergeant Luther Slack. Councilmember Evans stated that there is still not a traffic light near the Pan Am Center, but she will report on it when it occurs.

Councilmember Zacharia stated he attended the LoCC. He also announced that he is a new uncle as his sister-in-law just had a child.

Councilmember Montes stated that CAPMC is selling tickets to the 23rd Soup Bowl Event which focuses on Domestic Violence awareness. The event will be held on October 24th. He stated that Food Bank Volunteer Days will be held at the Fairgrounds on November 15th and December 20th. There is an online registration portal for any who would like to volunteer on those days.

Mayor Gallegos mentioned that recently, the city had its first rain of the season, and no street flooding occurred. She thanked staff for that. She encouraged people to wear purple in observance of Domestic Violence Awareness and post pictures on their social media. Mayor Gallegos, police officers, Fire Chief and Fire Station 56 fire staff attended a dinner event in support of the Rescue Mission.

G. CLOSED SESSION: None
FUTURE MEETING DATES:
 Wednesday, November 5, 2025
 Wednesday, November 19, 2025
ADJOURNMENT: Meeting was adjourned at 8:05 p.m.
_____________________________________ ___________________________________ ALICIA GONZALES, City Clerk CECELIA K. GALLEGOS, Mayor
_____________________________________

MINUTES PREPARED BY
ZELDA LEÓN, Deputy City Clerk
Minutes of a Special Meeting of the Madera City
Wednesday, October 22, 2025 Council Chambers
6:00 p.m. City Hall
The Madera City Council meetings are open to the public. The meeting was available for public viewing and participation through Zoom. Members of the public were able to observe the meeting on the City’s website at www.mader.gov/live immediately after the meeting and were able to comment on agenda items at the meeting, remotely through an electronic meeting via phone, via email and by regular mail.

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

ROLL CALL:

Present: Mayor Cece Gallegos
Mayor Pro Tem Jose Rodriguez, District 2
Councilmember Rohi Zacharia, District 1
Councilmember Steve Montes, District 3
Councilmember Anita Evans, District 4
Councilmember Elsa Mejia, District 5
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, Deputy City Engineer Ellen Bitter, and Senior Civil Engineer Jonathan Gramajo.

INVOCATION: Councilmember Evans
PLEDGE OF ALLEGIANCE: Mayor Pro Tem Rodriguez
APPROVAL OF AGENDA:

ON MOTION BY COUNCILMEMBER EVANS AND SECONDED BY COUNCILMEMBER VILLEGAS, THE AGENDA WAS APPROVED UNANIMOUSLY BY A 7/0 VOTE.

PUBLIC COMMENT:

Members of the public shall have an opportunity to address the City Council regarding matters on this Agenda at the time the agenda item is called. Speakers should limit their comments to three (3) minutes.

No Public Comment was presented. Public Comment was closed.

A. CONSENT CALENDAR:

A-1 Granting an Easement Deed, offered by the City of Madera to Pacific Gas and Electric Company (PG&E) and Authorizing the City Clerk to Execute and Cause to Be Recorded the Granting of Said Easement (East of 1030 S. Gateway Drive) Recommendation: Approve a Resolution:

1. Granting the Easement Deed to Pacific Gas and Electric Company (PG&E); and
Item: B-1
Minutes for: 10/22/2025s
Adopted: 11/05/2025

RETURN TO AGENDA
City of Madera City Council Minutes
205 W. 4th Street October 22, 2025
Madera, CA 93637 Page 2 of 2

2. Authorizing the City Clerk to Execute the Grant of Easement for Said Deed and Cause it to be Recorded (Report by Keith Helmuth)

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

RES 25-213 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MADERA,

CALIFORNIA GRANTING PACIFIC GAS AND ELECTRIC COMPANY (PG&E) AN EASEMENT DEED (EAST SIDE OF 1030 SOUTH GATEWAY DRIVE) B. PETITIONS, BIDS, RESOLUTIONS, ORDINANCES, AND AGREEMENTS:

B-1 Water Main Replacement Project, City Project No. W-43 Rebid Recommendation: Adopt a Resolution approving the contract award for the Water Main Replacement Project City Project No. W-43 Rebid in the amount of $4,970,222 to Rolfe Construction Inc., authorize the City Manager to amend the agreement as needed in an amount not to exceed a contingency of 20 percent, and adopt a Categorical Exemption per California Environmental Quality Act (CEQA ) Guidelines Section 15302 (Replacement or Reconstruction) (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 25-214 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MADERA,

CALIFORNIA APPROVING THE CONTRACT AWARD FOR WATER MAIN
REPLACEMENT PROJECT, CITY PROJECT W-43 IN THE AMOUNT OF $4,970,222 TO ROLFE CONSTRUCTION, INC. AND AUTHORIZING

CONSTRUCTION CONTINGENCIES RELATING TO THE CONTRACT
FUTURE MEETING DATES:
 Wednesday November 5, 2025
 Wednesday, November 19, 2025
ADJOURNMENT: Meeting was adjourned at 6:11 p.m.
_____________________________________ ___________________________________ ALICIA GONZALES, City Clerk CECELIA K. GALLEGOS, Mayor
_____________________________________

MINUTES PREPARED BY
ZELDA LEÓN, Deputy City Clerk

REPORT TO CITY COUNCIL
Approved by:
_________________________________
Council Meeting of: November 5, 2025
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 4 to October 24, 2025 SUMMARY:

The Register of Audited Demands for the City covering obligations paid during the period of October 4 to October 24, 2025, is summarized in the following tables. Attachment A contains Warrants while Table 2 is a summary of the wire transfers.

Table 1: Warrant Distribution Summary
Description Check #’s Amount
General Warrants 43762 – 43876 $2,656,736.39
Table 2: Wire Transfer Summary
Description Vendor Amount
Payroll and Taxes US Bank $1,346,749.31
SDI EDD $6,320.05
CalPERS Payment CalPERS $160,614.39
DISCUSSION:

Warrant requests are processed weekly based on the Fiscal Year 2025/2026 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

RETURN TO AGENDA
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 2025/2026 Adopted Budget.

ALTERNATIVES:

Informational only.

ATTACHMENTS:

Register of Audited Demands

CHECK PAY DATE DEPARTMENT PAID FROM ORG ISSUED TO DESCRIPTION AMOUNT 43762 10/10/2025 PARKS ADMINISTRATION Sports Programs J & D MANUFACTURING BASKETBALL MEDALS 102.68 43763 10/10/2025 PD OPERATIONS PD Operations DIEBERTS CREATIVE COPY INC BUSINESS CARDS - PD 227.33 43764 10/10/2025 INFORMATION SERVICES COMPUTER MAINT AMAZON.COM USB DRIVE 89.84 43764 10/10/2025 INFORMATION SERVICES COMPUTER MAINT AMAZON.COM PICTURE FRAME 20.55 43764 10/10/2025 INFORMATION SERVICES COMPUTER MAINT AMAZON.COM PHONE CORDS - PD DISPATCH 30.24 43764 10/10/2025 INFORMATION SERVICES COMPUTER MAINT AMAZON.COM SCREEN WIPES 42.61 43764 10/10/2025 INFORMATION SERVICES Computer Replacement AMAZON.COM SERVER RACK 1,225.37 43764 10/10/2025 INFORMATION SERVICES Computer Replacement AMAZON.COM SERVER HARD DRIVES 225.11 43764 10/10/2025 INFORMATION SERVICES Computer Replacement AMAZON.COM USB HUBS 18.29 43764 10/10/2025 INFORMATION SERVICES Computer Replacement AMAZON.COM SERVER HARD DRIVE 225.11 43764 10/10/2025 INFORMATION SERVICES Computer Replacement AMAZON.COM CONSOLE CABLES 25.97 43764 10/10/2025 INFORMATION SERVICES Computer Replacement AMAZON.COM SCADA REPLACEMENT MONTIOR 437.99 43765 10/10/2025 ENGINEERING Water Mtnc/Operations DAVIDS ENGINEERING, INC. PROFESSIONAL ENG SERVICES 1,898.03 43766 10/10/2025 PARKS ADMINISTRATION Parks ELITE MAINTENANCE AND TREE SERVICE CITYWIDE LANDSCAPE MAINTENANCE 7,415.73 43766 10/10/2025 PARKS ADMINISTRATION MEDIAN LANDS ELITE MAINTENANCE AND TREE SERVICE CITYWIDE LANDSCAPE MAINTENANCE 16,454.82 43766 10/10/2025 PARKS ADMINISTRATION Parking Dist Operation ELITE MAINTENANCE AND TREE SERVICE CITYWIDE LANDSCAPE MAINTENANCE 667.58 43767 10/10/2025 PLANNING Planning HINDERLITER, DE LLAMAS AND ASSOCIATES CANNABIS MGMT CONSULTING 2,500.00 43768 10/10/2025 HR/RISK MGT HR/RISK MGT ALLIANT INSURANCE SERVICES, INC. CONSULTING SERVICES 3,750.00 43769 10/10/2025 WATER QUALITY CONT Water Quality Control BACKFLOW SOLUTIONS INC ANNUAL BSI ONLINE SUBSCRIPTION 495.00 43770 10/10/2025 PARKS ADMINISTRATION Comm & Rec Centers FACILITY DESIGNS INC OFFICE CHAIRS - JWYC 2,806.36 43771 10/10/2025 ENGINEERING LTF - Streets THE MADERA MAIL DROP PLAN & SPECS PRINTING 395.70 43771 10/10/2025 ENGINEERING Water Capital Outlay THE MADERA MAIL DROP PLAN & SPECS PRINTING 956.40 43772 10/10/2025 FIRE Fire ADVANCED AUTOMOTIVE LLC CEHICLE REPAIRS - E-656 5,718.81 43772 10/10/2025 FIRE Fire ADVANCED AUTOMOTIVE LLC VEHICLE REPAIRS - B-50 2,494.45 43773 10/10/2025 FINANCE Central Admin PRUDENTIAL OVERALL SUPPLY UNIFORM SERVICES 08/25 112.00 43773 10/10/2025 FINANCE Comm & Rec Centers PRUDENTIAL OVERALL SUPPLY UNIFORM SERVICES 08/25 490.00 43773 10/10/2025 FINANCE COMPUTER MAINT PRUDENTIAL OVERALL SUPPLY UNIFORM SERVICES 08/25 14.00 43773 10/10/2025 FINANCE Engineering PRUDENTIAL OVERALL SUPPLY UNIFORM SERVICES 08/25 82.00 43773 10/10/2025 FINANCE Facilities Maintenance PRUDENTIAL OVERALL SUPPLY UNIFORM SERVICES 08/25 832.67 43773 10/10/2025 FINANCE Fleet Maintenance PRUDENTIAL OVERALL SUPPLY UNIFORM SERVICES 08/25 489.52 43773 10/10/2025 FINANCE Parks PRUDENTIAL OVERALL SUPPLY UNIFORM SERVICES 08/25 1,099.97 43773 10/10/2025 FINANCE STREETS PRUDENTIAL OVERALL SUPPLY UNIFORM SERVICES 08/25 952.33 43773 10/10/2025 FINANCE Sewer Mtnc/Operations PRUDENTIAL OVERALL SUPPLY UNIFORM SERVICES 08/25 361.36 43773 10/10/2025 FINANCE Street Cleaning PRUDENTIAL OVERALL SUPPLY UNIFORM SERVICES 08/25 92.41 43773 10/10/2025 FINANCE UB - Water PRUDENTIAL OVERALL SUPPLY UNIFORM SERVICES 08/25 36.00 43773 10/10/2025 FINANCE Water Mtnc/Operations PRUDENTIAL OVERALL SUPPLY UNIFORM SERVICES 08/25 444.85

CITY OF MADERA
REGISTER OF AUDITED DEMANDS FOR BANK #1 - US BANK GENERAL ACCOUNT November 5, 2025

CHECK PAY DATE DEPARTMENT PAID FROM ORG ISSUED TO DESCRIPTION AMOUNT

CITY OF MADERA
REGISTER OF AUDITED DEMANDS FOR BANK #1 - US BANK GENERAL ACCOUNT November 5, 2025
43773 10/10/2025 FINANCE Water Quality Control PRUDENTIAL OVERALL SUPPLY UNIFORM SERVICES 08/25 170.65 43773 10/10/2025 FINANCE WWTP PRUDENTIAL OVERALL SUPPLY UNIFORM SERVICES 08/25 745.24 43773 10/10/2025 FINANCE PD Operations PRUDENTIAL OVERALL SUPPLY UNIFORM SERVICES 08/25 118.00 43774 10/10/2025 INFORMATION SERVICES Computer Replacement AMS.NET, INC. STORAGE/SERVER REFRESH PROJECT 46,860.90 43774 10/10/2025 INFORMATION SERVICES Computer Replacement AMS.NET, INC. STORAGE/SERVER REFRESH PROJECT 3,480.00 43775 10/10/2025 FACILITIES Deferred Maintenance ULINE, INC. LOCK STORAGE & KEY MACHINE TOOL 3,584.62 43776 10/10/2025 FACILITIES PD Operations R & H WHOLESALE SUPPLY, INC. DOOR LOCK - PD DISPATCH 1,323.95 43776 10/10/2025 FACILITIES Deferred Maintenance R & H WHOLESALE SUPPLY, INC. SPARE DEADBOLT 298.74 43776 10/10/2025 FACILITIES Deferred Maintenance R & H WHOLESALE SUPPLY, INC. DOOR LOCK - PD DISPATCH 1,323.95 43777 10/10/2025 HR/RISK MGT INS/RISK MGT RESCUE ONE TRAINING FOR LIFE, INC. AEDS 28,285.60 43778 10/10/2025 PARKS ADMINISTRATION Comm & Rec Centers BOVEE ENVIRONMENTAL MANAGEMENT ABESTOS INSPECTION . 1,050.00 43779 10/10/2025 WATER QUALITY CONT Water Quality Control DELLAVALLE LABORATORY,INC. QUARTERLY MONITORING 139.00 43779 10/10/2025 WATER QUALITY CONT Water Quality Control DELLAVALLE LABORATORY,INC. WEEKLY SAMPLING 1,216.00 43779 10/10/2025 WATER QUALITY CONT Water Quality Control DELLAVALLE LABORATORY,INC. SPECIAL SAMPLES 68.00 43779 10/10/2025 WATER QUALITY CONT Water Quality Control DELLAVALLE LABORATORY,INC. STAGE 2 DBP MONITORING 610.00 43780 10/10/2025 FINANCE Comm & Rec Centers AT&T 08/25 CALNET SERVICE 9391026396 266.85 43780 10/10/2025 FINANCE Finance AT&T 08/25 CALNET SERVICE 9391068734 61.77 43780 10/10/2025 FINANCE Sewer Mtnc/Operations AT&T 09/25 CALNET SERVICE 9391031570 192.11 43780 10/10/2025 FINANCE Sr Citizen Community ServiceAT&T 08/25 CALNET SERVICE 9391026403 34.15 43780 10/10/2025 FINANCE Sr Citizen Community ServiceAT&T 08/25 CALNET SERVICE 9391026398 31.41 43780 10/10/2025 FINANCE PD Operations AT&T 08/25 CALNET SERVICE 9391026401 31.41 43780 10/10/2025 FINANCE PD Operations AT&T 08/25 CALNET SERVICE 9391059143 2,018.19 43780 10/10/2025 FINANCE PD Operations AT&T 09/25 CALNET SERVICE 9391020514 155.40 43780 10/10/2025 PD OPERATIONS PD Operations AT&T 09/25 CALNET SERVICE 9391064552 285.94 43781 10/10/2025 ENGINEERING Engineering AKEL ENGINEERING GROUP, INC. PROFESSIONAL ENGINEERING SVS 17,442.75 43781 10/10/2025 ENGINEERING Measure T -LTP Suppl Sts.Maint AKEL ENGINEERING GROUP, INC. PROFESSIONAL ENGINEERING SVS 82,684.25 43782 10/10/2025 ENGINEERING Engineering AMERICAN BUSINESS MACHINES PRINTER FINANCE CHARGE 9.50 43783 10/10/2025 ENGINEERING MEAS T - RTP BEDROCK ENGINEERING, INC. PROFESSIONAL ENGINEERING SVS 2,015.00 43784 10/10/2025 PD OPERATIONS PD Operations CA DEPARTMENT OF JUSTICE BLOOD ALCOHOL ANALYSIS 1,120.00 43785 10/10/2025 PURCHASING AIRPORT OPS CANON FINANCIAL SERVICES COPIER CHARGES 09/25 36.81 43785 10/10/2025 PURCHASING Building CANON FINANCIAL SERVICES COPIER CHARGES 09/25 90.74 43785 10/10/2025 PURCHASING City Clerk's Office CANON FINANCIAL SERVICES COPIER CHARGES 09/25 41.95 43785 10/10/2025 PURCHASING Engineering CANON FINANCIAL SERVICES COPIER CHARGES 09/25 260.88 43785 10/10/2025 PURCHASING Finance CANON FINANCIAL SERVICES COPIER CHARGES 09/25 414.60 43785 10/10/2025 PURCHASING HR/RISK MGT CANON FINANCIAL SERVICES COPIER CHARGES 09/25 111.24 43785 10/10/2025 PURCHASING Parks Administration CANON FINANCIAL SERVICES COPIER CHARGES 09/25 293.36

CHECK PAY DATE DEPARTMENT PAID FROM ORG ISSUED TO DESCRIPTION AMOUNT

CITY OF MADERA
REGISTER OF AUDITED DEMANDS FOR BANK #1 - US BANK GENERAL ACCOUNT November 5, 2025
43785 10/10/2025 PURCHASING Planning CANON FINANCIAL SERVICES COPIER CHARGES 09/25 204.60 43785 10/10/2025 PURCHASING Sewer Mtnc/Operations CANON FINANCIAL SERVICES COPIER CHARGES 09/25 41.14 43785 10/10/2025 PURCHASING SOLID WASTE CANON FINANCIAL SERVICES COPIER CHARGES 09/25 41.14 43785 10/10/2025 PURCHASING TRANS - FIXED CANON FINANCIAL SERVICES COPIER CHARGES 09/25 41.95 43785 10/10/2025 PURCHASING TRANS - DAR CANON FINANCIAL SERVICES COPIER CHARGES 09/25 41.95 43785 10/10/2025 PURCHASING Water Mtnc/Operations CANON FINANCIAL SERVICES COPIER CHARGES 09/25 41.14 43785 10/10/2025 PURCHASING PD Operations CANON FINANCIAL SERVICES COPIER CHARGES 09/25 299.55 43786 10/10/2025 HR/RISK MGT AIRPORT OPS CSJVRMA Q2 WORKERS COMP, LIABILITY, & TRAVEL ACCIDENT 19,982.49 43786 10/10/2025 HR/RISK MGT Animal Control CSJVRMA Q2 WORKERS COMP, LIABILITY, & TRAVEL ACCIDENT 2,247.08 43786 10/10/2025 HR/RISK MGT Aquatics Programs CSJVRMA Q2 WORKERS COMP, LIABILITY, & TRAVEL ACCIDENT 3,857.59 43786 10/10/2025 HR/RISK MGT Building CSJVRMA Q2 WORKERS COMP, LIABILITY, & TRAVEL ACCIDENT 5,244.82 43786 10/10/2025 HR/RISK MGT CDBG ADMIN CSJVRMA Q2 WORKERS COMP, LIABILITY, & TRAVEL ACCIDENT 952.18 43786 10/10/2025 HR/RISK MGT Central Admin CSJVRMA Q2 WORKERS COMP, LIABILITY, & TRAVEL ACCIDENT 11,208.78 43786 10/10/2025 HR/RISK MGT City Clerk's Office CSJVRMA Q2 WORKERS COMP, LIABILITY, & TRAVEL ACCIDENT 1,568.94 43786 10/10/2025 HR/RISK MGT City Council CSJVRMA Q2 WORKERS COMP, LIABILITY, & TRAVEL ACCIDENT 5,126.77 43786 10/10/2025 HR/RISK MGT Code Enforcement CSJVRMA Q2 WORKERS COMP, LIABILITY, & TRAVEL ACCIDENT 5,811.07 43786 10/10/2025 HR/RISK MGT Comm & Rec Centers CSJVRMA Q2 WORKERS COMP, LIABILITY, & TRAVEL ACCIDENT 12,163.83 43786 10/10/2025 HR/RISK MGT COMPUTER MAINT CSJVRMA Q2 WORKERS COMP, LIABILITY, & TRAVEL ACCIDENT 4,086.74 43786 10/10/2025 HR/RISK MGT DRAINAGE CSJVRMA Q2 WORKERS COMP, LIABILITY, & TRAVEL ACCIDENT 4,240.42 43786 10/10/2025 HR/RISK MGT Engineering CSJVRMA Q2 WORKERS COMP, LIABILITY, & TRAVEL ACCIDENT 13,908.94 43786 10/10/2025 HR/RISK MGT Facilities Maintenance CSJVRMA Q2 WORKERS COMP, LIABILITY, & TRAVEL ACCIDENT 8,076.93 43786 10/10/2025 HR/RISK MGT Finance CSJVRMA Q2 WORKERS COMP, LIABILITY, & TRAVEL ACCIDENT 5,786.03 43786 10/10/2025 HR/RISK MGT Fire CSJVRMA Q2 WORKERS COMP, LIABILITY, & TRAVEL ACCIDENT 16,039.76 43786 10/10/2025 HR/RISK MGT Fleet Maintenance CSJVRMA Q2 WORKERS COMP, LIABILITY, & TRAVEL ACCIDENT 5,035.47 43786 10/10/2025 HR/RISK MGT Fleet Motor Pool CSJVRMA Q2 WORKERS COMP, LIABILITY, & TRAVEL ACCIDENT 752.83 43786 10/10/2025 HR/RISK MGT GRANT OVERSIGHT CSJVRMA Q2 WORKERS COMP, LIABILITY, & TRAVEL ACCIDENT 329.51 43786 10/10/2025 HR/RISK MGT GRAFFITI ABATE CSJVRMA Q2 WORKERS COMP, LIABILITY, & TRAVEL ACCIDENT 828.32 43786 10/10/2025 HR/RISK MGT Home Program Income CSJVRMA Q2 WORKERS COMP, LIABILITY, & TRAVEL ACCIDENT 183.16 43786 10/10/2025 HR/RISK MGT HR/RISK MGT CSJVRMA Q2 WORKERS COMP, LIABILITY, & TRAVEL ACCIDENT 2,929.71 43786 10/10/2025 HR/RISK MGT INTERMODAL BLDG CSJVRMA Q2 WORKERS COMP, LIABILITY, & TRAVEL ACCIDENT 1,353.98 43786 10/10/2025 HR/RISK MGT LMD Services CSJVRMA Q2 WORKERS COMP, LIABILITY, & TRAVEL ACCIDENT 5,581.87 43786 10/10/2025 HR/RISK MGT Parks CSJVRMA Q2 WORKERS COMP, LIABILITY, & TRAVEL ACCIDENT 62,897.83 43786 10/10/2025 HR/RISK MGT Parks Administration CSJVRMA Q2 WORKERS COMP, LIABILITY, & TRAVEL ACCIDENT 2,548.84 43786 10/10/2025 HR/RISK MGT Planning CSJVRMA Q2 WORKERS COMP, LIABILITY, & TRAVEL ACCIDENT 4,145.50 43786 10/10/2025 HR/RISK MGT STREETS CSJVRMA Q2 WORKERS COMP, LIABILITY, & TRAVEL ACCIDENT 55,205.24 43786 10/10/2025 HR/RISK MGT Recreation CSJVRMA Q2 WORKERS COMP, LIABILITY, & TRAVEL ACCIDENT 3,959.16

CHECK PAY DATE DEPARTMENT PAID FROM ORG ISSUED TO DESCRIPTION AMOUNT

CITY OF MADERA
REGISTER OF AUDITED DEMANDS FOR BANK #1 - US BANK GENERAL ACCOUNT November 5, 2025
43786 10/10/2025 HR/RISK MGT Sewer Mtnc/Operations CSJVRMA Q2 WORKERS COMP, LIABILITY, & TRAVEL ACCIDENT 96,117.65 43786 10/10/2025 HR/RISK MGT SOLID WASTE CSJVRMA Q2 WORKERS COMP, LIABILITY, & TRAVEL ACCIDENT 578.58 43786 10/10/2025 HR/RISK MGT Sports Programs CSJVRMA Q2 WORKERS COMP, LIABILITY, & TRAVEL ACCIDENT 2,529.98 43786 10/10/2025 HR/RISK MGT Sr Citizen Community Svcs CSJVRMA e Q2 WORKERS COMP, LIABILITY, & TRAVEL ACCIDENT 2,116.61 43786 10/10/2025 HR/RISK MGT Street Cleaning CSJVRMA Q2 WORKERS COMP, LIABILITY, & TRAVEL ACCIDENT 4,432.26 43786 10/10/2025 HR/RISK MGT Tire Clean Up CSJVRMA Q2 WORKERS COMP, LIABILITY, & TRAVEL ACCIDENT 366.10 43786 10/10/2025 HR/RISK MGT TRANS - FIXED CSJVRMA Q2 WORKERS COMP, LIABILITY, & TRAVEL ACCIDENT 7,077.56 43786 10/10/2025 HR/RISK MGT TRANS - DAR CSJVRMA Q2 WORKERS COMP, LIABILITY, & TRAVEL ACCIDENT 1,743.24 43786 10/10/2025 HR/RISK MGT UB - Garbage CSJVRMA Q2 WORKERS COMP, LIABILITY, & TRAVEL ACCIDENT 1,157.16 43786 10/10/2025 HR/RISK MGT UB - Sewer CSJVRMA Q2 WORKERS COMP, LIABILITY, & TRAVEL ACCIDENT 1,157.16 43786 10/10/2025 HR/RISK MGT UB - Water CSJVRMA Q2 WORKERS COMP, LIABILITY, & TRAVEL ACCIDENT 2,307.05 43786 10/10/2025 HR/RISK MGT WATER CONSERV CSJVRMA Q2 WORKERS COMP, LIABILITY, & TRAVEL ACCIDENT 1,464.86 43786 10/10/2025 HR/RISK MGT Water Mtnc/Operations CSJVRMA Q2 WORKERS COMP, LIABILITY, & TRAVEL ACCIDENT 42,112.79 43786 10/10/2025 HR/RISK MGT Water Quality Control CSJVRMA Q2 WORKERS COMP, LIABILITY, & TRAVEL ACCIDENT 1,903.82 43786 10/10/2025 HR/RISK MGT WWTP CSJVRMA Q2 WORKERS COMP, LIABILITY, & TRAVEL ACCIDENT 58,189.50 43786 10/10/2025 HR/RISK MGT MEAS K - PD CSJVRMA Q2 WORKERS COMP, LIABILITY, & TRAVEL ACCIDENT 9,887.44 43786 10/10/2025 HR/RISK MGT City Manager CSJVRMA Q2 WORKERS COMP, LIABILITY, & TRAVEL ACCIDENT 1,977.53 43786 10/10/2025 HR/RISK MGT Fleet Acquisition CSJVRMA Q2 WORKERS COMP, LIABILITY, & TRAVEL ACCIDENT 109.76 43786 10/10/2025 HR/RISK MGT Purchasing CSJVRMA Q2 WORKERS COMP, LIABILITY, & TRAVEL ACCIDENT 1,043.99 43786 10/10/2025 HR/RISK MGT Special Events CSJVRMA Q2 WORKERS COMP, LIABILITY, & TRAVEL ACCIDENT 564.04 43786 10/10/2025 HR/RISK MGT PD Operations CSJVRMA Q2 WORKERS COMP, LIABILITY, & TRAVEL ACCIDENT 276,359.05 43786 10/10/2025 HR/RISK MGT Successor Agency Admin CSJVRMA Q2 WORKERS COMP, LIABILITY, & TRAVEL ACCIDENT 347.23 43786 10/10/2025 HR/RISK MGT Prop 64 Health & Pub Safe CSJVRMA ety Q2 WORKERS COMP, LIABILITY, & TRAVEL ACCIDENT 732.43 43786 10/10/2025 HR/RISK MGT PD Tire Amnesty Grant CSJVRMA Q2 WORKERS COMP, LIABILITY, & TRAVEL ACCIDENT 234.30 43786 10/10/2025 HR/RISK MGT COPS Hiring Grant CSJVRMA Q2 WORKERS COMP, LIABILITY, & TRAVEL ACCIDENT 2,929.71 43786 10/10/2025 HR/RISK MGT PW Safe & Clean Initiative CSJVRMA Q2 WORKERS COMP, LIABILITY, & TRAVEL ACCIDENT 2,197.29 43786 10/10/2025 HR/RISK MGT MUSD Agreements CSJVRMA Q2 WORKERS COMP, LIABILITY, & TRAVEL ACCIDENT 300.20 43786 10/10/2025 HR/RISK MGT MCDPH Agreements CSJVRMA Q2 WORKERS COMP, LIABILITY, & TRAVEL ACCIDENT 124.53 43786 10/10/2025 HR/RISK MGT DAP Program Income CSJVRMA Q2 WORKERS COMP, LIABILITY, & TRAVEL ACCIDENT 109.76 43786 10/10/2025 HR/RISK MGT Special Investigation Unit CSJVRMA Q2 WORKERS COMP, LIABILITY, & TRAVEL ACCIDENT 1,464.86 43786 10/10/2025 HR/RISK MGT PD Opioid Settlement CSJVRMA s Q2 WORKERS COMP, LIABILITY, & TRAVEL ACCIDENT 732.43 43786 10/10/2025 HR/RISK MGT Schools Policing CSJVRMA Q2 WORKERS COMP, LIABILITY, & TRAVEL ACCIDENT 2,197.29 43786 10/10/2025 HR/RISK MGT PD Housing Authority CSJVRMA Q2 WORKERS COMP, LIABILITY, & TRAVEL ACCIDENT 732.43 43786 10/10/2025 HR/RISK MGT Abandoned Vehicle Abate CSJVRMA ent Q2 WORKERS COMP, LIABILITY, & TRAVEL ACCIDENT 534.72 43786 10/10/2025 HR/RISK MGT Golf Operations CSJVRMA Q2 WORKERS COMP, LIABILITY, & TRAVEL ACCIDENT 2,763.34 43786 10/10/2025 HR/RISK MGT Parking Dist Operation CSJVRMA Q2 WORKERS COMP, LIABILITY, & TRAVEL ACCIDENT 351.56

CHECK PAY DATE DEPARTMENT PAID FROM ORG ISSUED TO DESCRIPTION AMOUNT

CITY OF MADERA
REGISTER OF AUDITED DEMANDS FOR BANK #1 - US BANK GENERAL ACCOUNT November 5, 2025
43787 10/10/2025 HR/RISK MGT HR/RISK MGT OCCUPATIONAL HEALTH CENTERS OF CALIFORNIA, A MEDIC PRE-EMPLOYMENT SERVICES 217.00 43788 10/10/2025 FACILITIES PD Operations CUMMINS PACIFIC LLC BACKUP BENSET BATTERIES 1,693.83 43789 10/10/2025 ENGINEERING Engineering DIAMOND COMMUNICATIONS SERVICE CALL - ENG 188.52 43789 10/10/2025 ENGINEERING Engineering DIAMOND COMMUNICATIONS ALARM SERVICES - ENG 30.00 43789 10/10/2025 GRANTS INTERMODAL BLDG DIAMOND COMMUNICATIONS FIRE ALARM MONITORING - TRANSIT 80.00 43789 10/10/2025 PARKS ADMINISTRATION Comm & Rec Centers DIAMOND COMMUNICATIONS FIRE ALARM MONITORING - PANAM 81.00 43789 10/10/2025 PARKS ADMINISTRATION Comm & Rec Centers DIAMOND COMMUNICATIONS FIRE ALARM MONITORING - JWYC 157.00 43789 10/10/2025 PARKS ADMINISTRATION Comm & Rec Centers DIAMOND COMMUNICATIONS MONTHLY REPORT - FBSC 45.00 43790 10/10/2025 FLEET ACQUISITION Fleet Acquisition DOWNTOWN FORD SALES 2025 FORD MAVERICK #1553 32,657.66 43791 10/10/2025 ENGINEERING Engineering FEDERAL EXPRESS EXPRESS SHIPPING FEE 4.00 43792 10/10/2025 GRANTS INTERMODAL BLDG GUARDIAN WESTERN SWEEPING INC. POWER SWEEPING 09/25 434.50 43792 10/10/2025 GRANTS Parking Dist Operation GUARDIAN WESTERN SWEEPING INC. POWER SWEEPING 09/25 434.50 43793 10/10/2025 FACILITIES Facilities Maintenance JAM SERVICES INC TRAFFIC SIGNAL PED PUSH BUTTONS 1,234.05 43793 10/10/2025 FACILITIES Facilities Maintenance JAM SERVICES INC TRAFFIC SIGNAL CONFLICT MONITOR REPLACEMENTS 4,871.25 43793 10/10/2025 FACILITIES Facilities Maintenance JAM SERVICES INC 12IN TRAFFIC SIGNAL RED ARROWS 441.66 43794 10/10/2025 PD OPERATIONS PD Operations LANGUAGE LINE SERVICES, INC. INTERPRETATION SERVICES 976.12 43795 10/10/2025 PD OPERATIONS Animal Control MADERA ANIMAL HOSPITAL VETERINARY SERVICES 4,011.61 43796 10/10/2025 PD OPERATIONS Animal Control MADERA ANIMAL HOSPITAL VETERINARY SERVICES 111.20 43797 10/10/2025 FINANCE PD Operations MADERA COUNTY TREASURER COUNTY'S PORTION PARKING PENALTIES PAID 08/25 724.50 43798 10/10/2025 FINANCE PAYROLL TRUST MADERA COUNTY TREASURER DUPLICATE PAYMENT - 01209841 22,596.53 43799 10/10/2025 FINANCE Madera Downtown BID MADERA DOWNTOWN ASSOC. FY 24/25 QTR #4 ASSESSMENTS 5,026.20 43800 10/10/2025 GRANTS Permanent Local Housing MADERA RESCUE MISSION, INC. lloca PLHA INVOICE 08/25 7,542.67 43801 10/10/2025 GRANTS CDBG ADMIN MADERA TRIBUNE PUBLIC NOTICE - COMMENT CAPER 435.50 43801 10/10/2025 HR/RISK MGT HR/RISK MGT MADERA TRIBUNE JOB ADVERSTISEMENT 148.20 43801 10/10/2025 STREETS STREETS MADERA TRIBUNE REQUEST FOR BID 1,163.50 43802 10/10/2025 PARKS ADMINISTRATION Aquatics Programs MAMMOTH OXYGEN CO2 FOR POOL 527.47 43803 10/10/2025 CITY ADMIN DRAINAGE MID VALLEY DISPOSAL INC. WASTE DISPOSAL SVS 792.99 43803 10/10/2025 CITY ADMIN STREETS MID VALLEY DISPOSAL INC. WASTE DISPOSAL SVS 4,923.89 43803 10/10/2025 CITY ADMIN Street Cleaning MID VALLEY DISPOSAL INC. WASTE DISPOSAL SVS 20,830.06 43803 10/10/2025 CITY ADMIN WWTP MID VALLEY DISPOSAL INC. WASTE DISPOSAL SVS 2,751.50 43803 10/10/2025 CITY ADMIN PW Safe & Clean Initiative MID VALLEY DISPOSAL INC. WASTE DISPOSAL SVS 5,926.77 43804 10/10/2025 ENGINEERING AFFORDABLE HOUSING O'DELL ENGINEERING, INC. DESIGN SERVICES R-000094 BID PACKAGE 3 6,235.25 43805 10/10/2025 GRANTS CDBG ADMIN ODP BUSINESS SOLUTIONS, LLC OFFICE SUPPLIES - TRANSIT 23.35 43805 10/10/2025 GRANTS GRANT OVERSIGHT ODP BUSINESS SOLUTIONS, LLC OFFICE SUPPLIES - TRANSIT 23.36 43805 10/10/2025 GRANTS TRANS - FIXED ODP BUSINESS SOLUTIONS, LLC OFFICE SUPPLIES - TRANSIT 23.35 43806 10/10/2025 SEWER MTNC/OPS Sewer Mtnc/Operations S OMEGA INDUSTRIAL SUPPLY, INC. DISINFECTANTS & LUBRICANTS - SEWER 856.13

CHECK PAY DATE DEPARTMENT PAID FROM ORG ISSUED TO DESCRIPTION AMOUNT

CITY OF MADERA
REGISTER OF AUDITED DEMANDS FOR BANK #1 - US BANK GENERAL ACCOUNT November 5, 2025
43806 10/10/2025 WATER MTNC/OPERATIONSWater Mtnc/Operations OMEGA INDUSTRIAL SUPPLY, INC. FOOD SAFE GREASE & LUBRICANT 765.99 43807 10/10/2025 FINANCE Comm & Rec Centers PACIFIC GAS & ELECTRIC 08/25 SERVICE 9920095153-3 961.43 43807 10/10/2025 FINANCE Comm & Rec Centers PACIFIC GAS & ELECTRIC 08/25 SERVICE 8307681856-2 697.38 43807 10/10/2025 FINANCE Comm & Rec Centers PACIFIC GAS & ELECTRIC 09/25 SERVICE 8307681856-2 1,366.56 43807 10/10/2025 FINANCE Engineering PACIFIC GAS & ELECTRIC 09/25 SERVICE 2000655655-7 3,548.04 43807 10/10/2025 FINANCE Facilities Maintenance PACIFIC GAS & ELECTRIC 08/25 SERVICE 8178280304-3 169.22 43807 10/10/2025 FINANCE Facilities Maintenance PACIFIC GAS & ELECTRIC 08/25 SERVICE 2000655655-7 3,149.37 43807 10/10/2025 FINANCE Facilities Maintenance PACIFIC GAS & ELECTRIC 08/25 SERVICE 3352588453-3 165.15 43807 10/10/2025 FINANCE Facilities Maintenance PACIFIC GAS & ELECTRIC 08/25 SERVICE 1715785853-5 3,325.98 43807 10/10/2025 FINANCE Facilities Maintenance PACIFIC GAS & ELECTRIC 08/25 SERVICE 9787342989-4 175.21 43807 10/10/2025 FINANCE Facilities Maintenance PACIFIC GAS & ELECTRIC 09/25 SERVICE 1619119913-8 138.81 43807 10/10/2025 FINANCE Facilities Maintenance PACIFIC GAS & ELECTRIC 09/25 SERVICE 8178280304-3 213.69 43807 10/10/2025 FINANCE Facilities Maintenance PACIFIC GAS & ELECTRIC 09/25 SERVICE 3352588453-3 186.79 43807 10/10/2025 FINANCE Fire PACIFIC GAS & ELECTRIC 08/25 SERVICE 2173157566-4 3,590.45 43807 10/10/2025 FINANCE Fire PACIFIC GAS & ELECTRIC 09/25 SERVICE 2173157566-4 3,224.99 43807 10/10/2025 FINANCE Water Mtnc/Operations PACIFIC GAS & ELECTRIC 08/25 SERVICE 9172110863-6 31,543.18 43807 10/10/2025 FINANCE Water Mtnc/Operations PACIFIC GAS & ELECTRIC 08/25 SERVICE 9651992016-7 202.18 43807 10/10/2025 FINANCE Water Mtnc/Operations PACIFIC GAS & ELECTRIC 08/25 SERVICE 9109225160-1 614.64 43807 10/10/2025 FINANCE Water Mtnc/Operations PACIFIC GAS & ELECTRIC 09/25 SERVICE 9651992016-7 227.85 43807 10/10/2025 FINANCE Water Mtnc/Operations PACIFIC GAS & ELECTRIC 09/25 SERVICE 9172110863-6 34,551.69 43807 10/10/2025 FINANCE Water Mtnc/Operations PACIFIC GAS & ELECTRIC 09/25 SERVICE 9109225160-1 754.59 43808 10/10/2025 FINANCE AIRPORT OPS PACIFIC GAS & ELECTRIC 08/25 SERVICE 3819620697-3 88.32 43808 10/10/2025 FINANCE AIRPORT OPS PACIFIC GAS & ELECTRIC 08/25 SERVICE 8126770647-1 84.35 43808 10/10/2025 FINANCE AIRPORT OPS PACIFIC GAS & ELECTRIC 09/25 SERVICE 3819620697-3 107.05 43808 10/10/2025 FINANCE AIRPORT OPS PACIFIC GAS & ELECTRIC 09/25 SERVICE 8126770647-1 96.39 43808 10/10/2025 FINANCE Facilities Maintenance PACIFIC GAS & ELECTRIC 08/25 SERVICE 3499945233-6 116.19 43808 10/10/2025 FINANCE Facilities Maintenance PACIFIC GAS & ELECTRIC 08/25 SERVICE 7928098441-4 52.68 43808 10/10/2025 FINANCE Facilities Maintenance PACIFIC GAS & ELECTRIC 08/25 SERVICE 5237156686-1 49.11 43808 10/10/2025 FINANCE Facilities Maintenance PACIFIC GAS & ELECTRIC 08/25 SERVICE 1013877191-9 69.73 43808 10/10/2025 FINANCE Facilities Maintenance PACIFIC GAS & ELECTRIC 08/25 SERVICE 1598348280-1 93.24 43808 10/10/2025 FINANCE Facilities Maintenance PACIFIC GAS & ELECTRIC 08/25 SERVICE 5207933925-6 88.39 43808 10/10/2025 FINANCE Facilities Maintenance PACIFIC GAS & ELECTRIC 09/25 SERVICE 6690755760-8 130.91 43808 10/10/2025 FINANCE Facilities Maintenance PACIFIC GAS & ELECTRIC 09/25 SERVICE 7928098441-4 62.95 43808 10/10/2025 FINANCE Facilities Maintenance PACIFIC GAS & ELECTRIC 09/25 SERVICE 3499945233-6 124.01 43808 10/10/2025 FINANCE Facilities Maintenance PACIFIC GAS & ELECTRIC 09/25 SERVICE 4318089701-9 23.89 43808 10/10/2025 FINANCE Facilities Maintenance PACIFIC GAS & ELECTRIC 09/25 SERVICE 5237156686-1 46.90

CHECK PAY DATE DEPARTMENT PAID FROM ORG ISSUED TO DESCRIPTION AMOUNT

CITY OF MADERA
REGISTER OF AUDITED DEMANDS FOR BANK #1 - US BANK GENERAL ACCOUNT November 5, 2025
43808 10/10/2025 FINANCE Facilities Maintenance PACIFIC GAS & ELECTRIC 09/25 SERVICE 1013877191-9 71.40 43808 10/10/2025 FINANCE Parks PACIFIC GAS & ELECTRIC 08/25 SERVICE 8675479583-8 60.81 43808 10/10/2025 FINANCE Water Mtnc/Operations PACIFIC GAS & ELECTRIC 08/25 SERVICE 3642526071-2 74.21 43808 10/10/2025 FINANCE Water Mtnc/Operations PACIFIC GAS & ELECTRIC 09/25 SERVICE 3642526071-2 86.92 43808 10/10/2025 FINANCE WWTP PACIFIC GAS & ELECTRIC 09/25 SERVICE 1902328695-8 24.64 43809 10/10/2025 FINANCE Facilities Maintenance PACIFIC GAS & ELECTRIC 08/25 SERVICE 7949615676-5 20.63 43809 10/10/2025 FINANCE Facilities Maintenance PACIFIC GAS & ELECTRIC 08/25 SERVICE 4318089701-9 23.05 43809 10/10/2025 FINANCE Facilities Maintenance PACIFIC GAS & ELECTRIC 08/25 SERVICE 5225647713-5 15.77 43809 10/10/2025 FINANCE Facilities Maintenance PACIFIC GAS & ELECTRIC 09/25 SERVICE 7949615676-5 22.73 43809 10/10/2025 FINANCE Parks PACIFIC GAS & ELECTRIC 08/25 SERVICE 8788837242-9 11.21 43809 10/10/2025 FINANCE Parks PACIFIC GAS & ELECTRIC 09/25 SERVICE 8788837242-9 10.71 43809 10/10/2025 FINANCE Zone 34B Activities PACIFIC GAS & ELECTRIC 08/25 SERVICE 0443905948-8 11.57 43809 10/10/2025 FINANCE Zone 39 Activities PACIFIC GAS & ELECTRIC 08/25 SERVICE 6948316261-1 22.98 43810 10/10/2025 FINANCE Finance PHOENIX GROUP INFO SYS CITATIONS 08/25 146.89 43810 10/10/2025 FINANCE Parking Dist Operation PHOENIX GROUP INFO SYS CITATIONS 08/25 218.16 43811 10/10/2025 ENGINEERING Water Capital Outlay PROVOST & PRITCHARD CONSULTING ON-CALL ENG SVS 2,650.00 43812 10/10/2025 PARKS ADMINISTRATION Parks SERGIO'S WELDING LTC PARK - FIELD 2 STAIRCASE IMPROVEMENTS 3,370.74 43813 10/10/2025 ENGINEERING RSTP - FED EX TECHNICON ENGINEERING SVCS., INC. LAB TESTING - TS-35 923.00 43814 10/10/2025 GRANTS INTERMODAL BLDG TECH. MASTER PEST MANAGEMENT SQUIRREL CONTROL - TRANSIT 300.00 43815 10/10/2025 PD OPERATIONS SUPP LAW ENF THE RADAR SHOP RECERTIFIED RADAR/LIDAR UNITS 907.00 43816 10/10/2025 ENGINEERING LTF - Streets TJKM TRANSPORTATION CONSULTANTS CONSULTING SERVICES 863.60 43817 10/10/2025 FLEET MAINTENANCE MEAS K - PD TORRES BODY SHOP #6027 REPAIRS 4,781.24 43818 10/10/2025 PD OPERATIONS PD Operations TRANSUNION RISK & ALTERNATIVE DATA DATABASE ACCESS 08/25 . 210.40 43819 10/10/2025 FINANCE Building VERIZON WIRELESS CITY CELL PHONE CHARGES 08/11/25-09/10/25 77.70 43819 10/10/2025 FINANCE City Council VERIZON WIRELESS CITY CELL PHONE CHARGES 08/11/25-09/10/25 38.01 43819 10/10/2025 FINANCE Facilities Maintenance VERIZON WIRELESS CITY CELL PHONE CHARGES 08/11/25-09/10/25 38.85 43819 10/10/2025 FINANCE HR/RISK MGT VERIZON WIRELESS CITY CELL PHONE CHARGES 08/11/25-09/10/25 38.01 43819 10/10/2025 FINANCE STREETS VERIZON WIRELESS CITY CELL PHONE CHARGES 08/11/25-09/10/25 13.84 43819 10/10/2025 FINANCE PD Operations VERIZON WIRELESS CITY CELL PHONE CHARGES 08/11/25-09/10/25 266.07 43820 10/10/2025 ENGINEERING Engineering YAMABE & HORN ENGINEERING MAP & PLAN CHECK 9,120.00 43821 10/10/2025 UB - WATER Water Fund AR REFUNDS UB TERM REFUND 4103004 49.96 43822 10/10/2025 UB - WATER Water Fund AR REFUNDS UB TERM REFUND 5804054 12.32 43823 10/10/2025 UB - WATER Water Fund AR REFUNDS UB TERM REFUND 9907534 199.03 43824 10/10/2025 UB - WATER SOLID WASTE AR REFUNDS UB TERM REFUND 9895008 456.70 43825 10/10/2025 UB - WATER Water Fund AR REFUNDS UB TERM REFUND 9917927 136.33 43826 10/10/2025 UB - WATER Water Fund AR REFUNDS UB TERM REFUND 5205101 73.64

CHECK PAY DATE DEPARTMENT PAID FROM ORG ISSUED TO DESCRIPTION AMOUNT

CITY OF MADERA
REGISTER OF AUDITED DEMANDS FOR BANK #1 - US BANK GENERAL ACCOUNT November 5, 2025
43827 10/10/2025 UB - WATER Water Fund AR REFUNDS UB TERM REFUND 9895091 687.56 43828 10/10/2025 UB - WATER Water Fund AR REFUNDS UB TERM REFUND 9926249 124.41 43829 10/10/2025 UB - WATER Water Fund AR REFUNDS UB TERM REFUND 6809032 209.43 43830 10/10/2025 UB - WATER Water Fund AR REFUNDS UB TERM REFUND 5915173 13.54 43831 10/10/2025 UB - WATER Water Fund AR REFUNDS UB TERM REFUND 9916276 154.09 43832 10/10/2025 UB - WATER Water Fund AR REFUNDS UB TERM REFUND 9913939 44.65 43833 10/10/2025 UB - WATER Water Fund AR REFUNDS UB TERM REFUND 9920492 103.07 43834 10/10/2025 UB - WATER Water Fund AR REFUNDS UB TERM REFUND 9919381 158.52 43835 10/10/2025 UB - WATER Water Fund AR REFUNDS UB TERM REFUND 9904833 166.92 43836 10/10/2025 UB - WATER Water Fund AR REFUNDS UB TERM REFUND 9922605 268.85 43837 10/10/2025 ENGINEERING General Trust Fund BOND ENCROACH REFUND DEPOSIT - SANTA FE 38,412.81 43838 10/10/2025 FINANCE General Trust Fund BOND ENCROACH REFUND DEPOSIT - COTTONWOOD II 3,000.00 43839 10/10/2025 PARKS ADMINISTRATION General Trust Fund OTP- PARKS REFUNDS REFUND DEPOSIT - LTC BALL FIELD 50.00 43840 10/10/2025 PARKS ADMINISTRATION General Trust Fund OTP- PARKS REFUNDS DEPOSIT REFUND - PANAM PICINC SHELTER 50.00 43841 10/10/2025 PARKS ADMINISTRATION General Trust Fund OTP- PARKS REFUNDS REFUND DEPOSIT - ROTARY PAVILION 50.00 43842 10/10/2025 PARKS ADMINISTRATION General Trust Fund OTP- PARKS REFUNDS REFUND DEPOSIT - ROTARY PAVILION 50.00 43843 10/10/2025 PARKS ADMINISTRATION Sports Programs OTP- PARKS REFUNDS ACTIVITY WITHDRAWAL REFUND 50.00 43844 10/10/2025 FINANCE Water Utility OTP- UB REFUNDS UB TERM REFUND - 9900634-505337 1,316.56 43845 10/10/2025 FINANCE Water Utility OTP- UB REFUNDS UB OVERPAYMENT - 9920685-556861 275.60 43846 10/10/2025 FINANCE SOLID WASTE OTP- UB REFUNDS UB TERM REFUND 9908513-558559 20.90 43846 10/10/2025 FINANCE Water Utility OTP- UB REFUNDS UB TERM REFUND 9908513-558559 137.16 43846 10/10/2025 FINANCE Sewer Fund OTP- UB REFUNDS UB TERM REFUND 9908513-558559 18.06 43846 10/10/2025 FINANCE Drainage Sys Operations OTP- UB REFUNDS UB TERM REFUND 9908513-558559 0.88 43847 10/14/2025 PD OPERATIONS PD Operations ANAYA, CHRIS PER DIEM - TRAINING ADMINISTRATOR COURSE 185.00 43848 10/22/2025 HR/RISK MGT PD Operations VASQUEZ, RYAN TUITION REIMBURSEMENT 459.00 43849 10/22/2025 WWTP WWTP TERRAFORM POWER, LLC. SOLAR ELECTRIC UTILITIES 09/25 29,930.34 43850 10/22/2025 PD OPERATIONS MEAS K - PD HARRY D. WILSON INC. SERVICE BMW - #6608 160.37 43850 10/22/2025 PD OPERATIONS MEAS K - PD HARRY D. WILSON INC. SERVICE BMW - #6609 577.61 43851 10/22/2025 FINANCE PD Operations CALIFORNIA BANK & TRUST COMMERCIAL LOAN PMT ACCT: 0014006086530001 62,450.08 43852 10/22/2025 PD OPERATIONS PD Operations RAUL R. HERRERA JR. POLYGRAPHS 250.00 43853 10/22/2025 PARKS ADMINISTRATION Sports Programs J & D MANUFACTURING ADULT BASKETBALL SHIRTS 286.81 43853 10/22/2025 PARKS ADMINISTRATION Special Events J & D MANUFACTURING GOLF SIGN 162.38 43854 10/22/2025 PD OPERATIONS PD Operations LEATHAM FAMILY, LLC PD BADGE ORDER 1,693.28 43855 10/22/2025 FINANCE WWTP CHRIS GATEWOOD INDUSTRIES, INC. CENTRITEK - RENTAL FEE & DEPOSIT 20,000.00 43855 10/22/2025 FINANCE WWTP CHRIS GATEWOOD INDUSTRIES, INC. CENTRITEK - RENTAL FEE 14,000.00 43856 10/22/2025 PD OPERATIONS PD Operations TRILOGY MEDWASTE WEST LLC REUSABLE TUB - MEDICAL WASTE 84.07

CHECK PAY DATE DEPARTMENT PAID FROM ORG ISSUED TO DESCRIPTION AMOUNT

CITY OF MADERA
REGISTER OF AUDITED DEMANDS FOR BANK #1 - US BANK GENERAL ACCOUNT November 5, 2025
43857 10/22/2025 PD OPERATIONS PD Operations VIDEGAIN, ALICIA PER DIEM - SWAT COMMANDER COURSEE 494.50 43858 10/22/2025 HR/RISK MGT HR/RISK MGT ROOTED NUTRITION HEALTH FAIR REFRESHMENTS 525.00 43859 10/22/2025 HR/RISK MGT HR/RISK MGT MARIA Y SOLIS CATERING - EMPLOYEE EVENT 2,598.00 43860 10/22/2025 FINANCE AIRPORT OPS CCS FACILITY SERVICES - FRESNO, INC. JANITORIAL SERVICES 08/25 803.00 43860 10/22/2025 FINANCE AIRPORT OPS CCS FACILITY SERVICES - FRESNO, INC. JANITORIAL SERVICES 09/25 803.00 43860 10/22/2025 FINANCE AIRPORT OPS CCS FACILITY SERVICES - FRESNO, INC. JANITORIAL SERVICES 10/25 803.00 43860 10/22/2025 FINANCE Central Admin CCS FACILITY SERVICES - FRESNO, INC. JANITORIAL SERVICES 08/25 2,175.00 43860 10/22/2025 FINANCE Central Admin CCS FACILITY SERVICES - FRESNO, INC. JANITORIAL SERVICES 09/25 2,175.00 43860 10/22/2025 FINANCE Central Admin CCS FACILITY SERVICES - FRESNO, INC. JANITORIAL SERVICES 10/25 2,175.00 43860 10/22/2025 FINANCE Comm & Rec Centers CCS FACILITY SERVICES - FRESNO, INC. JANITORIAL SERVICES 08/25 7,815.00 43860 10/22/2025 FINANCE Comm & Rec Centers CCS FACILITY SERVICES - FRESNO, INC. JANITORIAL SERVICES 09/25 7,815.00 43860 10/22/2025 FINANCE Comm & Rec Centers CCS FACILITY SERVICES - FRESNO, INC. JANITORIAL SERVICES 10/25 7,815.00 43860 10/22/2025 FINANCE COMPUTER MAINT CCS FACILITY SERVICES - FRESNO, INC. JANITORIAL SERVICES 08/25 256.75 43860 10/22/2025 FINANCE COMPUTER MAINT CCS FACILITY SERVICES - FRESNO, INC. JANITORIAL SERVICES 09/25 256.75 43860 10/22/2025 FINANCE COMPUTER MAINT CCS FACILITY SERVICES - FRESNO, INC. JANITORIAL SERVICES 10/25 256.75 43860 10/22/2025 FINANCE Engineering CCS FACILITY SERVICES - FRESNO, INC. JANITORIAL SERVICES 08/25 1,522.00 43860 10/22/2025 FINANCE Engineering CCS FACILITY SERVICES - FRESNO, INC. JANITORIAL SERVICES 09/25 1,522.00 43860 10/22/2025 FINANCE Engineering CCS FACILITY SERVICES - FRESNO, INC. JANITORIAL SERVICES 10/25 1,522.00 43860 10/22/2025 FINANCE Finance CCS FACILITY SERVICES - FRESNO, INC. JANITORIAL SERVICES 08/25 256.75 43860 10/22/2025 FINANCE Finance CCS FACILITY SERVICES - FRESNO, INC. JANITORIAL SERVICES 09/25 256.75 43860 10/22/2025 FINANCE Finance CCS FACILITY SERVICES - FRESNO, INC. JANITORIAL SERVICES 10/25 256.75 43860 10/22/2025 FINANCE INTERMODAL BLDG CCS FACILITY SERVICES - FRESNO, INC. JANITORIAL SERVICES 08/25 893.00 43860 10/22/2025 FINANCE INTERMODAL BLDG CCS FACILITY SERVICES - FRESNO, INC. JANITORIAL SERVICES 09/25 893.00 43860 10/22/2025 FINANCE INTERMODAL BLDG CCS FACILITY SERVICES - FRESNO, INC. JANITORIAL SERVICES 10/25 893.00 43860 10/22/2025 FINANCE Parks CCS FACILITY SERVICES - FRESNO, INC. JANITORIAL SERVICES 08/25 85.00 43860 10/22/2025 FINANCE Parks CCS FACILITY SERVICES - FRESNO, INC. JANITORIAL SERVICES 09/25 85.00 43860 10/22/2025 FINANCE Parks CCS FACILITY SERVICES - FRESNO, INC. JANITORIAL SERVICES 10/25 85.00 43860 10/22/2025 FINANCE Sewer Mtnc/Operations CCS FACILITY SERVICES - FRESNO, INC. JANITORIAL SERVICES 08/25 250.00 43860 10/22/2025 FINANCE Sewer Mtnc/Operations CCS FACILITY SERVICES - FRESNO, INC. JANITORIAL SERVICES 09/25 250.00 43860 10/22/2025 FINANCE Sewer Mtnc/Operations CCS FACILITY SERVICES - FRESNO, INC. JANITORIAL SERVICES 10/25 250.00 43860 10/22/2025 FINANCE SOLID WASTE CCS FACILITY SERVICES - FRESNO, INC. JANITORIAL SERVICES 08/25 1,901.00 43860 10/22/2025 FINANCE SOLID WASTE CCS FACILITY SERVICES - FRESNO, INC. JANITORIAL SERVICES 09/25 1,901.00 43860 10/22/2025 FINANCE SOLID WASTE CCS FACILITY SERVICES - FRESNO, INC. JANITORIAL SERVICES 10/25 1,901.00 43860 10/22/2025 FINANCE TRANS - FIXED CCS FACILITY SERVICES - FRESNO, INC. JANITORIAL SERVICES 08/25 864.50 43860 10/22/2025 FINANCE TRANS - FIXED CCS FACILITY SERVICES - FRESNO, INC. JANITORIAL SERVICES 09/25 864.50 43860 10/22/2025 FINANCE TRANS - FIXED CCS FACILITY SERVICES - FRESNO, INC. JANITORIAL SERVICES 10/25 864.50

CHECK PAY DATE DEPARTMENT PAID FROM ORG ISSUED TO DESCRIPTION AMOUNT

CITY OF MADERA
REGISTER OF AUDITED DEMANDS FOR BANK #1 - US BANK GENERAL ACCOUNT November 5, 2025
43860 10/22/2025 FINANCE TRANS - DAR CCS FACILITY SERVICES - FRESNO, INC. JANITORIAL SERVICES 08/25 864.50 43860 10/22/2025 FINANCE TRANS - DAR CCS FACILITY SERVICES - FRESNO, INC. JANITORIAL SERVICES 09/25 864.50 43860 10/22/2025 FINANCE TRANS - DAR CCS FACILITY SERVICES - FRESNO, INC. JANITORIAL SERVICES 10/25 864.50 43860 10/22/2025 FINANCE UB - Garbage CCS FACILITY SERVICES - FRESNO, INC. JANITORIAL SERVICES 08/25 256.75 43860 10/22/2025 FINANCE UB - Garbage CCS FACILITY SERVICES - FRESNO, INC. JANITORIAL SERVICES 09/25 256.75 43860 10/22/2025 FINANCE UB - Garbage CCS FACILITY SERVICES - FRESNO, INC. JANITORIAL SERVICES 10/25 256.75 43860 10/22/2025 FINANCE UB - Water CCS FACILITY SERVICES - FRESNO, INC. JANITORIAL SERVICES 08/25 256.75 43860 10/22/2025 FINANCE UB - Water CCS FACILITY SERVICES - FRESNO, INC. JANITORIAL SERVICES 09/25 256.75 43860 10/22/2025 FINANCE UB - Water CCS FACILITY SERVICES - FRESNO, INC. JANITORIAL SERVICES 10/25 256.75 43860 10/22/2025 FINANCE WWTP CCS FACILITY SERVICES - FRESNO, INC. JANITORIAL SERVICES 08/25 1,106.00 43860 10/22/2025 FINANCE WWTP CCS FACILITY SERVICES - FRESNO, INC. JANITORIAL SERVICES 09/25 1,106.00 43860 10/22/2025 FINANCE WWTP CCS FACILITY SERVICES - FRESNO, INC. JANITORIAL SERVICES 10/25 1,106.00 43860 10/22/2025 FINANCE MEAS K - PD CCS FACILITY SERVICES - FRESNO, INC. JANITORIAL SERVICES 08/25 1,061.00 43860 10/22/2025 FINANCE MEAS K - PD CCS FACILITY SERVICES - FRESNO, INC. JANITORIAL SERVICES 09/25 1,061.00 43860 10/22/2025 FINANCE MEAS K - PD CCS FACILITY SERVICES - FRESNO, INC. JANITORIAL SERVICES 10/25 1,061.00 43860 10/22/2025 FINANCE PD Operations CCS FACILITY SERVICES - FRESNO, INC. JANITORIAL SERVICES 08/25 4,387.00 43860 10/22/2025 FINANCE PD Operations CCS FACILITY SERVICES - FRESNO, INC. JANITORIAL SERVICES 09/25 4,387.00 43860 10/22/2025 FINANCE PD Operations CCS FACILITY SERVICES - FRESNO, INC. JANITORIAL SERVICES 10/25 4,387.00 43861 10/22/2025 ENGINEERING CDBG Public ImprovementsVSS INTERNATIONAL, INC. PK-81 COMMUNITY & PARKING LOT REHABILITATION 96,000.84 43861 10/22/2025 ENGINEERING Engineering VSS INTERNATIONAL, INC. PK-81 COMMUNITY & PARKING LOT REHABILITATION 17,358.94 43862 10/22/2025 CITY ADMIN AIRPORT OPS WORLD OIL ENVIRONMENTAL SERVICES WASTE OIL DISPOSAL 153.00 43863 10/22/2025 PD OPERATIONS Health and Wellness MICHAEL W. REGIER TRAINING SESSION 3,000.00 43864 10/22/2025 GRANTS Home Program Income MEADOWS MOBILE HOME PARK SPACE RENTAL #19 11/25 933.55 43865 10/22/2025 GRANTS Home Program Income MEADOWS MOBILE HOME PARK SPACE RENTAL #23 11/25 894.12 43866 10/22/2025 GRANTS Home Program Income MEADOWS MOBILE HOME PARK SPACE RENTAL #86 11/25 886.60 43867 10/22/2025 BUILDING Building FIRE SAFETY SOLUTIONS, INC. REVIEW & INSPECTION SVS 09/16/25-09/30/2510,485.00 43867 10/22/2025 BUILDING Building FIRE SAFETY SOLUTIONS, INC. REVIEW & INSPECTION SVS 10/01/25-10/15/25 7,485.00 43868 10/22/2025 WWTP WWTP POLYDYNE INC. SLUDGE DEWATERING POLYMER 29,587.00 43869 10/22/2025 FLEET MAINTENANCE DRAINAGE ROCKWELL ENG. & EQ. CO.,INC. REPLACEMENT CONTROL MODULE #5505 5,829.89 43870 10/22/2025 FLEET MAINTENANCE Fleet Maintenance SCHOETTLER TIRE, INC. TIRES #4702 4,862.36 43871 10/22/2025 CITY ADMIN Sewer Mtnc/Operations STATE WATER RESOURCES CONTROL BOARDAPPLICATION D3 - BARKER 90.00 43872 10/22/2025 CITY ADMIN Sewer Mtnc/Operations STATE WATER RESOURCES CONTROL BOARDCERTIFICATION RENEWAL GRADE T2 - MENDOZA 60.00 43873 10/22/2025 BUILDING Building OTP - FINANCE PER DIEM - CALBO EDUCATION WEEK 258.00 43874 10/22/2025 PD OPERATIONS Code Enforcement OTP - FINANCE PER DIEM - CACEO ANNUAL SEMINAR 215.00 43875 10/22/2025 BUILDING Building OTP - FINANCE PER DIEM - CALBO EDUCATION WEEK 258.00 43876 10/22/2025 BUILDING Building OTP - FINANCE PER DIEM - CALBO EDUCATION WEEK 193.50

CHECK PAY DATE DEPARTMENT PAID FROM ORG ISSUED TO DESCRIPTION AMOUNT

CITY OF MADERA
REGISTER OF AUDITED DEMANDS FOR BANK #1 - US BANK GENERAL ACCOUNT November 5, 2025
810 10/07/2025 FINANCE PAYROLL TRUST NAVIA BENEFIT SOLUTIONS INC FSA SECTION 125 DISBURSEMENT 10/07/25 1,522.48 811 10/07/2025 HR/RISK MGT City Clerk's Office BENEFIT & RISK MANAGEMENT SERVICES BENEFIT PREMIUMS 10/25 1,013.00 811 10/07/2025 HR/RISK MGT INS/RISK MGT BENEFIT & RISK MANAGEMENT SERVICES BENEFIT PREMIUMS 10/25 82.82 811 10/07/2025 HR/RISK MGT PAYROLL TRUST BENEFIT & RISK MANAGEMENT SERVICES BENEFIT PREMIUMS 10/25 439,814.49 811 10/07/2025 HR/RISK MGT PD Operations BENEFIT & RISK MANAGEMENT SERVICES BENEFIT PREMIUMS 10/25 1,613.00 812 10/10/2025 FINANCE PAYROLL TRUST CA DEPARTMENT OF CHILD SUPPORT CHILD SUPPORT DEDUCTIONS FOR 10/10/25 PAYROLL 1,412.22 813 10/10/2025 FINANCE PAYROLL TRUST NAVIA BENEFIT SOLUTIONS INC SECTION 125 PLAN YEAR FEE & PARTICIPANT FEE 152.00 814 10/10/2025 FINANCE PAYROLL TRUST COLONIAL LIFE & ACCIDENT INSURANCE CO #E700482 FOR 10/10/2025 PAYROLL 758.56 815 10/10/2025 FINANCE PAYROLL TRUST MISSION SQUARE - 302351 PLAN #302351 CONTRIBS FOR 10/10/25 PAYROLL 35,530.95 816 10/14/2025 FINANCE PAYROLL TRUST JOANN COOK SPOUSAL SUPPORT 525.00 817 10/14/2025 FINANCE PAYROLL TRUST NPC-ORCHARD TRUST COMPANY PLAN #340227-01 FOR 10/10/25 16,002.50 817 10/14/2025 FINANCE PAYROLL TRUST NPC-ORCHARD TRUST COMPANY PLAN #340227-02 FOR 10/10/25 2,244.66 818 10/15/2025 INFORMATION SERVICES Computer Replacement UBIQUITI INC. UNAS PRO STORAGE 5,751.18 819 10/21/2025 FINANCE PAYROLL TRUST NAVIA BENEFIT SOLUTIONS INC FSA SECTION 125 DISBURSEMENT 10/21/25 3,668.11 820 10/21/2025 HR/RISK MGT City Clerk's Office BENEFIT & RISK MANAGEMENT SERVICES BENEFIT PREMIUMS 11/25 1,013.00 820 10/21/2025 HR/RISK MGT INS/RISK MGT BENEFIT & RISK MANAGEMENT SERVICES BENEFIT PREMIUMS 11/25 80.77 820 10/21/2025 HR/RISK MGT PAYROLL TRUST BENEFIT & RISK MANAGEMENT SERVICES BENEFIT PREMIUMS 11/25 421,713.35 820 10/21/2025 HR/RISK MGT PD Operations BENEFIT & RISK MANAGEMENT SERVICES BENEFIT PREMIUMS 11/25 1,613.00 BANK #1 - US BANK GENERAL ACCOUNT TOTAL $ 2,656,736.39

REPORT TO CITY COUNCIL
Approved by: Council Meeting of: November 5, 2025
_________________________________ Agenda Number: ___________ Wendy Silva, Director of Human Resources
_________________________________
Arnoldo Rodriguez, City Manager
SUBJECT:

Acceptance of Insurance Proceeds for Pandemic-Related Losses and Expenses Due to COVID-19 RECOMMENDATION:

Adopt a Minute Order accepting $24,200.55 in insurance proceeds from the City of Madera’s (City) property insurance program, communicable disease endorsement, for losses and expenses due to COVID-19.

SUMMARY:

On July 30, 2020, staff submitted a claim to the City’s insurance carrier for business interruption losses which included transient occupancy tax (TOT), sales tax, recreational program revenue, and rental revenue as well as pandemic-related costs not eligible for reimbursement under the parallel claim with the Federal Emergency Management Agency (FEMA). The estimated losses and costs submitted to the insurance company amounted to $1,480,235. However, due to policy limits, the amount allocated to the City was $24,200.55.

DISCUSSION:

The COVID-19 Pandemic caused multiple years of worldwide economic disruption which the City experienced first-hand. Due to mandates to slow the spread of the virus, the City was required to close indoor venues, parks, and discontinue recreational activities offered by the City’s Parks and Community Services Department (PCS), which resulted in revenue declines. Many businesses within the City also experienced economic interruptions, especially non-essential industries such as travel and food service. While these industries lost revenue, the City experienced the secondary effects of reduced sales tax and TOT. Additionally, the City incurred costs related to the pandemic that it would not have otherwise had to purchase such as equipment for remote work.

B-3

RETURN TO AGENDA
The City is a member of the Central San Joaquin Valley Risk Management Authority (CSJVRMA), a joint powers authority (JPA) that pools for various insurance products. At the time of the pandemic, the City participated in the Alliant Property Insurance Program (APIP) within the CSJVRMA. As part of APIP, the City is covered by a Communicable Disease Endorsement with a combined limit for all CSJVRMA cities of $500,000. The endorsement was triggered when the State of California issued an executive order declaring a state of emergency due to the threat of COVID-19. This allowed the City to submit a claim for business interruption and expense costs.

However, as APIP includes approximately 10,000 public entities across 45 states, the claims related to communicable disease losses reached the $10 million policy aggregate limit for the APIP program. As such, the program was required to review claims data and determine allocation of the policy maximum across all claims. To this end, a CPA firm was retained by APIP to review losses and determine the coverage between the multiple claimants.

Specific to the CSJVRMA, 20 member cities within the program submitted initial claims, with 10 member cities providing the subsequently requested information to substantiate their claims. In June 2025, the CSJVRMA received payment of $113,044.77 to disperse amongst the 10 members that submitted claims. On August 28, 2025, the CSJVRMA’s Executive Committee approved payment to the City in the amount of $24,200.55. The $113,044.77 received was allocated to the 10 entities with approved claims based on total scheduled values within the APIP program.

Table 1 below shows the categories of losses (actual and estimated) attributed to the pandemic through the date of claim submission (July 30, 2020).

Table 1: Business Interruption and Pandemic Expenses
Type of Loss Department Amount % of Total
TOT General Fund $177,130 12.0%
Sales Tax General Fund $1,136,835 76.8%
COVID-19 Supplies and Expenses General Fund $23,688 1.6% Rentals and Recreational Activities PCS $142,582 9.6%
Total $1,480,235 100%
Because the City was provided with only a portion of the total claimed amount, the funds received have been credited as indicated in Table 2 based on the percentage spread of lost revenue.

Table 2: Prorated Distribution of Insurance Proceeds
Category Percent Amount
General Fund 90.37% $21,869.46
PCS 9.63% $2,331.09
Total 100% $24,200.55
FINANCIAL IMPACT:

Due to the volume of claims and time needed to review documentation and determine the proration of the limited funds among multiple claimants, the City is just now being issued payment for these losses. The insurance proceeds will primarily go to the unrestricted general fund, with a small portion going back to PCS for their lost revenue related to facility/park rental closures and cancelation of PCS activities. If the funds attributed to PCS are not appropriated in the current fiscal year for expenditure, they will be credited to the unrestricted general fund at the close of the year.

ALTERNATIVES:

Staff could be directed to withdraw the insurance claim and return the insurance proceeds or to allocate the proceeds differently.

ATTACHMENTS:

None.

REPORT TO CITY COUNCIL
Approved by: Council Meeting of: November 5, 2025
_________________________________ Agenda Number: ___________ Wendy Silva, Director of Human Resources
_________________________________
Arnoldo Rodriguez, City Manager
SUBJECT:

Adoption of updated City of Madera Salary Schedule P and Part Time Salary Schedule RECOMMENDATION:

Adopt a resolution approving revised City of Madera Salary Schedule P and Part Time Salary Schedule effective January 1, 2026, to reflect changes to the California Minimum Wage SUMMARY:

The City of Madera (City) employs part-time workers depending on the time of year and needs of the City. City of Madera Salary Schedule P (Schedule P) was adopted in 2007 and provides a series of pay ranges to be utilized for the majority of part time positions. Due to changes in the California Minimum Wage (Minimum Wage) to be effective January 1, 2026, Schedule P must be updated and a revised Part Time Salary Schedule must be adopted in compliance with the California Government Code (Government Code). Staff has prepared revisions to both Schedule P and the City of Madera Part Time Salary Schedule to reflect the 40-cent increase in Minimum Wage that will be effective January 1, 2026.

DISCUSSION:

The City employs approximately nine percent (9%) of its workforce on a part-time basis depending on the time of year and needs of the City. Part-time employees do not receive benefits other than those provided by law, are paid on an hourly basis only for actual hours worked, and their employment is at-will. Schedule P was adopted in 2007 and provides a series of pay ranges to be utilized for part time positions. Schedule P is different than the full time salary schedule in two ways:

1. Each range consists of 5 steps, rather than 6 as found on the full time schedule; and

2. Steps within a range increase by 50 cent increments, rather than by percent.

B-4

RETURN TO AGENDA
Several of the City’s part time positions pay Minimum Wage. Since Schedule P’s adoption in 2007, Minimum Wage increases have matched increments available on the adopted Schedule P.

Effective January 1, 2026, Minimum Wage will increase by 40 cents, which necessitates adjustment to Schedule P, as opposed to movement within ranges on Schedule P, to provide a pay rate for part time positions equal to Minimum Wage. Staff has prepared a revised Schedule P with all ranges adjusted by 40 cents and an updated City of Madera Part Time Salary Schedule to be effective January 1, 2026, in compliance with the new Minimum Wage.

While Schedule P applies to the majority of the City’s part time workforce, it does not apply to positions that are tied to full time classifications. For example, the City has a job classification of Public Works Maintenance Worker I. If the City hires a part time Public Works Maintenance Worker I, the employee is paid the hourly equivalent of the full time pay rate but does not receive any benefits or additional pay afforded full time employees. This practice ensures that individuals performing substantially similar assignments and tasks receive the same pay rate. For this reason, the Code Enforcement Consultant classification listed on prior iterations of the Part Time Salary Schedule has been removed from the proposed Part Time Salary Schedule. The grant-funded position still exists, however will be hired as a Part Time Code Enforcement Officer I to ensure pay parity. As the part time position is not subject to Civil Service, it is not adopted into the City’s classification plan; no further action is needed to effectuate the transition beyond removing the title from the published Part Time Salary Schedule.

Specific to pay rates and salary schedules, the City is required by Government Code Section 37206 and the California Code of Regulations, title 2, §570.5 to publicly adopt its pay schedule for employees. The requested action will maintain compliance with these requirements.

FINANCIAL IMPACT:

The requested action is to adopt a consolidated public pay schedule for part time positions tied to the increase in Minimum Wage. Part time salaries are projected in the operating budget based on a lump sum for anticipated hours; individual department directors are responsible for managing hours and the resulting expense within their department’s appropriated funds.

ALTERNATIVES:

Council may direct staff to modify the City’s full time or part time salary schedules or provide different range assignments for positions on the Part Time Salary Schedule.

ATTACHMENTS:

1. Resolution
Exhibit A. Schedule P effective 1/1/2026
Exhibit B. City of Madera Part Time Salary Schedule effective 1/1/2026 Resolution No.

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MADERA ADOPTING

CITY OF MADERA SALARY SCHEDULE P AND THE CITY OF MADERA PART TIME SALARY SCHEDULE, BOTH EFFECTIVE JANUARY 1, 2026
WHEREAS, the City of Madera maintains published salary schedules for both full and part time employees; and
WHEREAS, California Minimum Wage will increase effective January 1, 2026, by 40 cents, to $16.90 per hour; and
WHEREAS, this 40-cent increase by the State of California does not coincide with any pay range on the existing City of Madera Salary Schedule P; and WHEREAS, a revised City of Madera Salary Schedule P and City of Madera Part Time Salary Schedule has been prepared to comply with the January 1, 2026, change to California Minimum Wage.

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

1. The above recitals are true and correct.

2. Effective January 1, 2026, the City of Madera Salary Schedule P attached as Exhibit A and incorporated herein is approved.

3. Effective January 1, 2026, the City of Madera Part Time Salary Schedule attached hereto as Exhibit B and incorporated herein is approved.

4. Effective January 1, 2026, all part time employees active at that time whose pay rate is set by the City of Madera Part Time Salary Schedule will be placed on the updated schedule at the step that provides a 40-cent increase for their position consistent with the change to California Minimum Wage.

5. This resolution is effective immediately upon adoption. * * * * * * * * * * * * * *
Exhibit A
City of Madera Salary Schedule P effective 1/1/2026
City of Madera Salary Schedule P: Part Time Hourly Pay Rates Effective 1/1/2026

A B C D E
17 16.90 17.40 17.90 18.40 18.90
18 17.40 17.90 18.40 18.90 19.40
19 17.90 18.40 18.90 19.40 19.90
20 18.40 18.90 19.40 19.90 20.40
21 18.90 19.40 19.90 20.40 20.90
22 19.40 19.90 20.40 20.90 21.40
23 19.90 20.40 20.90 21.40 21.90
24 20.40 20.90 21.40 21.90 22.40
25 20.90 21.40 21.90 22.40 22.90
26 21.40 21.90 22.40 22.90 23.40
27 21.90 22.40 22.90 23.40 23.90
28 22.40 22.90 23.40 23.90 24.40
29 22.90 23.40 23.90 24.40 24.90
30 23.40 23.90 24.40 24.90 25.40
31 23.90 24.40 24.90 25.40 25.90
32 24.40 24.90 25.40 25.90 26.40
33 24.90 25.40 25.90 26.40 26.90
34 25.40 25.90 26.40 26.90 27.40
35 25.90 26.40 26.90 27.40 27.90
36 26.40 26.90 27.40 27.90 28.40
37 26.90 27.40 27.90 28.40 28.90
38 27.40 27.90 28.40 28.90 29.40
39 27.90 28.40 28.90 29.40 29.90
40 28.40 28.90 29.40 29.90 30.40
41 28.90 29.40 29.90 30.40 30.90
42 29.40 29.90 30.40 30.90 31.40
43 29.90 30.40 30.90 31.40 31.90
44 30.40 30.90 31.40 31.90 32.40
45 30.90 31.40 31.90 32.40 32.90
46 31.40 31.90 32.40 32.90 33.40
47 31.90 32.40 32.90 33.40 33.90
48 32.40 32.90 33.40 33.90 34.40
49 32.90 33.40 33.90 34.40 34.90
50 33.40 33.90 34.40 34.90 35.40
51 33.90 34.40 34.90 35.40 35.90
52 34.40 34.90 35.40 35.90 36.40
53 34.90 35.40 35.90 36.40 36.90
54 35.40 35.90 36.40 36.90 37.40
55 35.90 36.40 36.90 37.40 37.90
56 36.40 36.90 37.40 37.90 38.40
57 36.90 37.40 37.90 38.40 38.90
58 37.40 37.90 38.40 38.90 39.40
59 37.90 38.40 38.90 39.40 39.90
60 38.40 38.90 39.40 39.90 40.40
Step
Range
Adopted 11.5.25 Page 1 of 5
City of Madera Salary Schedule P: Part Time Hourly Pay Rates Effective 1/1/2026

A B C D E
Step
Range
61 38.90 39.40 39.90 40.40 40.90
62 39.40 39.90 40.40 40.90 41.40
63 39.90 40.40 40.90 41.40 41.90
64 40.40 40.90 41.40 41.90 42.40
65 40.90 41.40 41.90 42.40 42.90
66 41.40 41.90 42.40 42.90 43.40
67 41.90 42.40 42.90 43.40 43.90
68 42.40 42.90 43.40 43.90 44.40
69 42.90 43.40 43.90 44.40 44.90
70 43.40 43.90 44.40 44.90 45.40
71 43.90 44.40 44.90 45.40 45.90
72 44.40 44.90 45.40 45.90 46.40
73 44.90 45.40 45.90 46.40 46.90
74 45.40 45.90 46.40 46.90 47.40
75 45.90 46.40 46.90 47.40 47.90
76 46.40 46.90 47.40 47.90 48.40
77 46.90 47.40 47.90 48.40 48.90
78 47.40 47.90 48.40 48.90 49.40
79 47.90 48.40 48.90 49.40 49.90
80 48.40 48.90 49.40 49.90 50.40
81 48.90 49.40 49.90 50.40 50.90
82 49.40 49.90 50.40 50.90 51.40
83 49.90 50.40 50.90 51.40 51.90
84 50.40 50.90 51.40 51.90 52.40
85 50.90 51.40 51.90 52.40 52.90
86 51.40 51.90 52.40 52.90 53.40
87 51.90 52.40 52.90 53.40 53.90
88 52.40 52.90 53.40 53.90 54.40
89 52.90 53.40 53.90 54.40 54.90
90 53.40 53.90 54.40 54.90 55.40
91 53.90 54.40 54.90 55.40 55.90
92 54.40 54.90 55.40 55.90 56.40
93 54.90 55.40 55.90 56.40 56.90
94 55.40 55.90 56.40 56.90 57.40
95 55.90 56.40 56.90 57.40 57.90
96 56.40 56.90 57.40 57.90 58.40
97 56.90 57.40 57.90 58.40 58.90
98 57.40 57.90 58.40 58.90 59.40
99 57.90 58.40 58.90 59.40 59.90
100 58.40 58.90 59.40 59.90 60.40
101 58.90 59.40 59.90 60.40 60.90
102 59.40 59.90 60.40 60.90 61.40
103 59.90 60.40 60.90 61.40 61.90
104 60.40 60.90 61.40 61.90 62.40
Adopted 11.5.25 Page 2 of 5
City of Madera Salary Schedule P: Part Time Hourly Pay Rates Effective 1/1/2026

A B C D E
Step
Range
105 60.90 61.40 61.90 62.40 62.90
106 61.40 61.90 62.40 62.90 63.40
107 61.90 62.40 62.90 63.40 63.90
108 62.40 62.90 63.40 63.90 64.40
109 62.90 63.40 63.90 64.40 64.90
110 63.40 63.90 64.40 64.90 65.40
111 63.90 64.40 64.90 65.40 65.90
112 64.40 64.90 65.40 65.90 66.40
113 64.90 65.40 65.90 66.40 66.90
114 65.40 65.90 66.40 66.90 67.40
115 65.90 66.40 66.90 67.40 67.90
116 66.40 66.90 67.40 67.90 68.40
117 66.90 67.40 67.90 68.40 68.90
118 67.40 67.90 68.40 68.90 69.40
119 67.90 68.40 68.90 69.40 69.90
120 68.40 68.90 69.40 69.90 70.40
121 68.90 69.40 69.90 70.40 70.90
122 69.40 69.90 70.40 70.90 71.40
123 69.90 70.40 70.90 71.40 71.90
124 70.40 70.90 71.40 71.90 72.40
125 70.90 71.40 71.90 72.40 72.90
126 71.40 71.90 72.40 72.90 73.40
127 71.90 72.40 72.90 73.40 73.90
128 72.40 72.90 73.40 73.90 74.40
129 72.90 73.40 73.90 74.40 74.90
130 73.40 73.90 74.40 74.90 75.40
131 73.90 74.40 74.90 75.40 75.90
132 74.40 74.90 75.40 75.90 76.40
133 74.90 75.40 75.90 76.40 76.90
134 75.40 75.90 76.40 76.90 77.40
135 75.90 76.40 76.90 77.40 77.90
136 76.40 76.90 77.40 77.90 78.40
137 76.90 77.40 77.90 78.40 78.90
138 77.40 77.90 78.40 78.90 79.40
139 77.90 78.40 78.90 79.40 79.90
140 78.40 78.90 79.40 79.90 80.40
141 78.90 79.40 79.90 80.40 80.90
142 79.40 79.90 80.40 80.90 81.40
143 79.90 80.40 80.90 81.40 81.90
144 80.40 80.90 81.40 81.90 82.40
145 80.90 81.40 81.90 82.40 82.90
146 81.40 81.90 82.40 82.90 83.40
147 81.90 82.40 82.90 83.40 83.90
148 82.40 82.90 83.40 83.90 84.40
Adopted 11.5.25 Page 3 of 5
City of Madera Salary Schedule P: Part Time Hourly Pay Rates Effective 1/1/2026

A B C D E
Step
Range
149 82.90 83.40 83.90 84.40 84.90
150 83.40 83.90 84.40 84.90 85.40
151 83.90 84.40 84.90 85.40 85.90
152 84.40 84.90 85.40 85.90 86.40
153 84.90 85.40 85.90 86.40 86.90
154 85.40 85.90 86.40 86.90 87.40
155 85.90 86.40 86.90 87.40 87.90
156 86.40 86.90 87.40 87.90 88.40
157 86.90 87.40 87.90 88.40 88.90
158 87.40 87.90 88.40 88.90 89.40
159 87.90 88.40 88.90 89.40 89.90
160 88.40 88.90 89.40 89.90 90.40
161 88.90 89.40 89.90 90.40 90.90
162 89.40 89.90 90.40 90.90 91.40
163 89.90 90.40 90.90 91.40 91.90
164 90.40 90.90 91.40 91.90 92.40
165 90.90 91.40 91.90 92.40 92.90
166 91.40 91.90 92.40 92.90 93.40
167 91.90 92.40 92.90 93.40 93.90
168 92.40 92.90 93.40 93.90 94.40
169 92.90 93.40 93.90 94.40 94.90
170 93.40 93.90 94.40 94.90 95.40
171 93.90 94.40 94.90 95.40 95.90
172 94.40 94.90 95.40 95.90 96.40
173 94.90 95.40 95.90 96.40 96.90
174 95.40 95.90 96.40 96.90 97.40
175 95.90 96.40 96.90 97.40 97.90
176 96.40 96.90 97.40 97.90 98.40
177 96.90 97.40 97.90 98.40 98.90
178 97.40 97.90 98.40 98.90 99.40
179 97.90 98.40 98.90 99.40 99.90
180 98.40 98.90 99.40 99.90 100.40
181 98.90 99.40 99.90 100.40 100.90
182 99.40 99.90 100.40 100.90 101.40
183 99.90 100.40 100.90 101.40 101.90
184 100.40 100.90 101.40 101.90 102.40
185 100.90 101.40 101.90 102.40 102.90
186 101.40 101.90 102.40 102.90 103.40
187 101.90 102.40 102.90 103.40 103.90
188 102.40 102.90 103.40 103.90 104.40
189 102.90 103.40 103.90 104.40 104.90
190 103.40 103.90 104.40 104.90 105.40
191 103.90 104.40 104.90 105.40 105.90
192 104.40 104.90 105.40 105.90 106.40
Adopted 11.5.25 Page 4 of 5
City of Madera Salary Schedule P: Part Time Hourly Pay Rates Effective 1/1/2026

A B C D E
Step
Range
193 104.90 105.40 105.90 106.40 106.90
194 105.40 105.90 106.40 106.90 107.40
195 105.90 106.40 106.90 107.40 107.90
196 106.40 106.90 107.40 107.90 108.40
197 106.90 107.40 107.90 108.40 108.90
198 107.40 107.90 108.40 108.90 109.40
199 107.90 108.40 108.90 109.40 109.90
200 108.40 108.90 109.40 109.90 110.40
201 108.90 109.40 109.90 110.40 110.90
202 109.40 109.90 110.40 110.90 111.40
203 109.90 110.40 110.90 111.40 111.90
204 110.40 110.90 111.40 111.90 112.40
205 110.90 111.40 111.90 112.40 112.90
206 111.40 111.90 112.40 112.90 113.40
207 111.90 112.40 112.90 113.40 113.90
208 112.40 112.90 113.40 113.90 114.40
209 112.90 113.40 113.90 114.40 114.90
210 113.40 113.90 114.40 114.90 115.40
211 113.90 114.40 114.90 115.40 115.90
212 114.40 114.90 115.40 115.90 116.40
213 114.90 115.40 115.90 116.40 116.90
214 115.40 115.90 116.40 116.90 117.40
215 115.90 116.40 116.90 117.40 117.90
216 116.40 116.90 117.40 117.90 118.40
217 116.90 117.40 117.90 118.40 118.90
218 117.40 117.90 118.40 118.90 119.40
219 117.90 118.40 118.90 119.40 119.90
220 118.40 118.90 119.40 119.90 120.40
221 118.90 119.40 119.90 120.40 120.90
222 119.40 119.90 120.40 120.90 121.40
223 119.90 120.40 120.90 121.40 121.90
224 120.40 120.90 121.40 121.90 122.40
225 120.90 121.40 121.90 122.40 122.90
226 121.40 121.90 122.40 122.90 123.40
227 121.90 122.40 122.90 123.40 123.90
228 122.40 122.90 123.40 123.90 124.40
229 122.90 123.40 123.90 124.40 124.90
230 123.40 123.90 124.40 124.90 125.40
231 123.90 124.40 124.90 125.40 125.90
232 124.40 124.90 125.40 125.90 126.40
233 124.90 125.40 125.90 126.40 126.90
Adopted 11.5.25 Page 5 of 5
Exhibit B
City of Madera Part Time Salary Schedule effective 1/1/2026 City of Madera
Part-Time Salary Schedule effective 1/1/2026
Position
Schedule P
Range Step A Step B Step C Step D Step E
Program Leader I 17 16.90 17.40 17.90 18.40 18.90
Parking Enforcement Officer 17 16.90 17.40 17.90 18.40 18.90 Custodian 17 16.90 17.40 17.90 18.40 18.90
Park Aide 17 16.90 17.40 17.90 18.40 18.90
Facility Aide 17 16.90 17.40 17.90 18.40 18.90
Public Works Maintenance Aid 17 16.90 17.40 17.90 18.40 18.90 Lifeguard/Swim Instructor 18 17.40 17.90 18.40 18.90 19.40 Facility Aide, Certified Pool Operator 18 17.40 17.90 18.40 18.90 19.40 Head Lifeguard 20 18.40 18.90 19.40 19.90 20.40
Program Leader II 21 18.90 19.40 19.90 20.40 20.90
Pool Manager 21 18.90 19.40 19.90 20.40 20.90
Community Service Supervisor 22 19.40 19.90 20.40 20.90 21.40 Intern 22 19.40 19.90 20.40 20.90 21.40
Graphic Information Systems (GIS) Technician 40 28.40 28.90 29.40 29.90 30.40 Project Development Coordinator (Unlicensed) 70 43.40 43.90 44.40 44.90 45.40 Project Development Coordinator (Licensed) 86 51.40 51.90 52.40 52.90 53.40 Special Transportation Projects Director 106 61.40 61.90 62.40 62.90 63.40 Soccer Official 66 41.40 41.90 42.40 42.90 43.40
Softball Umpire (one official) 36 26.40 26.90 27.40 27.90 28.40 Softball Umpire (two officials) 26 21.40 21.90 22.40 22.90 23.40 Adult Basketball Referee 36 26.40 26.90 27.40 27.90 28.40 Youth Basketball Referee 26 21.40 21.90 22.40 22.90 23.40 Hourly Pay Rate
Per Game Pay Rate
Adopted 11.5.25

REPORT TO CITY COUNCIL
Approved by: Council Meeting of: November 5, 2025
_________________________________ Agenda Number: ___________ Wendy Silva, Director of Human Resources
_________________________________
Arnoldo Rodriguez, City Manager
SUBJECT:

Receipt of $2,384 to reimburse the City of Madera (City) for management costs related to pursing a COVID-19 Pandemic claim with the Federal Emergency Management Agency (FEMA) RECOMMENDATION:

Adopt a minute order accepting $2,384 in Federal funds as reimbursement for City-incurred management expenses to pursue claims under FEMA Disaster 4482-DR-CA related to the COVID19 Pandemic SUMMARY:

The City of Madera pursued reimbursement through a FEMA Public Assistance Grant for expenses related to the COVID-19 Pandemic. When claims are pursued and approved under a Federal disaster, the management costs associated with administering the claim are also eligible for reimbursement. In this case, the City was eligible for up to five percent (5%) of the total approved claims in management costs, equal to $2,384. Staff submitted appropriate records to claim the full amount the City was eligible to recover and payment has been received.

DISCUSSION:

Under Federal disaster 4482-DR-CA related to the COVID-19 Pandemic, the City pursued claims for eligible expenses including the procurement of sneeze guards and plexiglass barriers; hand sanitizer; personal protective equipment such as face masks, isolation gowns, gloves, and face shields; signage for facility closures and to support social distancing; and sanitizing equipment, supplies, and services. The City’s claims were approved for a total reimbursement of $47,151.32.

Staff tracked efforts and time required to compile and submit the claim documentation. This information was submitted under a Category Z: Management Costs claim. The City was eligible for up to five percent (5%) of the total reimbursement in management costs, or $2,384, which was approved by FEMA and has been received. This represents the final payment the City expects under Disaster 4482-DR-CA.

B-5

RETURN TO AGENDA
FINANCIAL IMPACT:

Funds have been credited to expensing departments based on payroll allocations for staff who participated in the claim preparation according to the total time spent on said tasks. Table 1 provides a summary by expensing org of the reimbursement credits.

Table 1. Summary of Reimbursement Credits by Expensing Org Expensing Org
Number Expensing Org Description
Amount
(US Dollars)
10201010 City Clerk’s Office 34.57
10201210 Purchasing 101.32
10201500 Human Resources 2,165.99
10203010 Public Works – Streets 9.51
10206230 Aquatics Programs 4.90
10206240 Community & Recreation Centers 9.80
10206270 Special Events 4.90
20303800 Water Maintenance/Operations 32.51
20403400 Sewer Maintenance/Operations 9.51
20403410 Wastewater Treatment Plant 9.51
30710000 Facilities Maintenance 1.50
Total $2,384.00
ALTERNATIVES:

At this time, reimbursement has been sought for all known eligible expenses and monies have been credited to the original source of payment. To comply with federal auditing standards regarding these funds, staff does not propose an alternative credit methodology.

ATTACHMENTS:

None

REPORT TO CITY COUNCIL
Approved by: Council Meeting of: November 5, 2025
_________________________________ Agenda Number: ___________ Arnoldo Rodriguez, City Manager
SUBJECT:

Agreement with Holloway Environmental Solutions, LLC., for Sludge Hauling and Disposal Services
RECOMMENDATION:

Adopt a Resolution approving an Agreement with Holloway Environmental Solutions, LLC. for sludge hauling and disposal services from the Wastewater Treatment Plant, at a rate of $62 per ton, with an annual 4 percent annual escalation effective June 30, for a 5-year term SUMMARY:

The Wastewater Treatment Plant (WWTP) generates biosolids (treated sludge) that must be transported to an off-site facility for further processing and beneficial reuse. The City’s existing sludge hauling and disposal contract, originally awarded in 2020, has reached the end of its allowable extensions. To ensure continued compliance with federal and State regulatory requirements and to maintain uninterrupted service, staff issued a Request for Proposals (RFP No. 202526-02) seeking qualified Vendors for a new five-year agreement.

Following a competitive bidding processincluding evaluation, Holloway Environmental Solutions, LLC. was determined to be the highest-ranked and lowest-cost proposer. Staff recommends awarding the contract accordingly.

DISCUSSION:

The WWTP operates year-round, producing up to 250 tons of Class B biosolids per month. These biosolids must be handled and disposed of in compliance with the U.S. Environmental Protection Agency’s Title 40 CFR Part 503 Biosolids Rule and the City’s Waste Discharge Requirements (WDR) permit issued by the California Regional Water Quality Control Board. The City’s sludge management system includes conditioning and loading facilities, three heated anaerobic B-6

RETURN TO AGENDA
digesters, and two dewatering centrifuges. The hauled material is transported to an off-site facility for compliant processing and beneficial reuse.

The scope of work includes providing all labor, equipment, materials, tools, supplies, and coordination necessary to perform comprehensive biosolids management services in accordance with the contract to be awarded.

As part of the agreement, the vendor:
 Shall cooperate with the City to ensure the safe and efficient performance of all work, including adhering to directions from facility personnel, complying with all established rules and procedures, respecting and coordinating with other contractors, and protecting City facilities and assets throughout the course of operations.  Will be responsible for managing, directing, and overseeing the facilities used to further treat, process, apply, use, handle, store, or dispose of biosolids. This includes all related site development, permitting, construction, operation, and maintenance activities.  Must comply with all applicable laws, rules, and regulations governing the hauling, handling, and reuse or disposal of biosolids, including all required reporting and notification obligations associated with contractor site operations and biosolids management.

Procurement Process
The RFP was released on August 7, 2025, and closed on September 8, 2025. It was advertised on the City’s electronic bidding platform, PlanetBids, which notified 21 pre-registered vendors and 250 regional vendors through participating agencies. Additionally, staff directly contacted 17 other qualified firms to ensure broad outreach. A total of 20 vendors expressed interest, and 4 proposals were submitted by the deadline. Submissions were rated by an evaluation committee composed of City staff.

Scoring criteria included:
 Cost of Services (30%)  Equipment and Resources (30%)  Experience and Qualifications (30%)  Technical Approach and Methodology (10%) In accordance with City Ordinance No. 1015 C.S., Section 2-4-10, the RFP process is generally the preferred method for project-based procurement where the scope of services is clearly defined and cost is significant, although not an exclusive factor in the selection process. Table 1 summarizes the evaluation results, presenting the proposals in order of their weighted total scores.

Table 1: Proposals Received
Rank Firm Weighted
Totals Cost Per Ton Monthly Cost per Container
1 Holloway Environmental Solutions,
LLC.

87.50 $62.00 Included
2 Synagro-WWT, Inc. 82.67 $64.97 $1,200.00
3 Brisco Enterprises 77.33 $70.00 $700.00
4 Clean Harbors Environmental Svcs, Inc. 51.58 $302.25 $690.00 Holloway Environmental Solutions, LLC. received the highest overall score based on its proven experience, technical capability, and competitive pricing. Its proposal offers the lowest total cost of service and no additional container fees, representing the best overall value to the City.

FINANCIAL IMPACT:

The proposed rate of $62.00 per ton is less than the current contracted rate of approximately $65.00 per ton. Holloway has proposed a 4% annual cost escalation, which aligns with prevailing market conditions, increases in transportation and disposal costs, and general inflationary trends within the wastewater services industry. All expenditures associated with this agreement will be funded through the Sewer Maintenance and Operations budget.

The Sewer Budget includes an allocation of $190,000 for sludge hauling and disposal services, which is sufficient to cover the anticipated annual costs under the new agreement. Future years will be dependent on the amount of services but will be presented to Council as part of the budget process.

ALTERNATIVES:

Should Council choose not to award the contract to Holloway Environmental Solutions, LLC., it may direct staff to:

1. Reject all proposals and reissue the RFP to seek additional proposals.

2. Take no action, which may result in a lapse of service and potential noncompliance with wastewater regulatory requirements.

ATTACHMENTS:

1. Resolution Approving an Agreement with Holloway Environmental Solutions, LLC. a. Exhibit 1: Consultant Services Agreement for Sludge Hauling and Disposal Services
i. Exhibit A - Scope of Services

1. Attachment 1: Work Plan provided by Vendor
ii. Exhibit B - Schedule of Compensation
iii. Exhibit C - Insurance Requirements
iv. Exhibit D – Conflict of Interest Form
RESOLUTION NO. 25-______

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MADERA

APPROVING A CONSULTANT SERVICES AGREEMENT WITH HOLLOWAY ENVIRONMENTAL SOLUTIONS, LLC. FOR SLUDGE HAULING AND DISPOSAL

SERVICES FOR THE WASTEWATER TREATMENT PLANT
WHEREAS, the City of Madera Wastewater Treatment Plant (WWTP) generates biosolids (treated sludge) that must be transported to an approved off-site facility for further processing and beneficial reuse in compliance with federal and state regulatory requirements, including Title 40 Code of Federal Regulations (CFR) Part 503 and the City’s Waste Discharge Requirements permit issued by the California Regional Water Quality Control Board; and WHEREAS, the City’s existing contract for biosolids hauling and disposal services, originally awarded in 2020, has reached the end of its allowable extensions; and WHEREAS, to ensure uninterrupted and compliant operations, the City issued Request for Proposals (RFP) No. 202526-02 seeking qualified vendors to provide biosolids hauling and disposal services for a new five-year term; and
WHEREAS, four proposals were received and evaluated by an interdepartmental committee based on criteria outlined in the RFP; and
WHEREAS, Holloway Environmental Solutions, LLC., Inc. received the highest overall evaluation score and submitted the lowest cost proposal, offering the most advantageous combination of experience, capability, and value to the City; and WHEREAS, the City wishes to enter into a Consultant Services Agreement with Holloway Environmental Solutions, LLC., Inc., for biosolids hauling and disposal services; and WHEREAS, an agreement has been prepared that is in the best interests of the City and Holloway Environmental Solutions, LLC., Inc.; and
WHEREAS, all expenditures associated with the contract will be funded through the Sewer Maintenance and Operations budget, with no impact to the General Fund, and sufficient appropriations are available in the Fiscal Year 2025-26 budget.

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 City Council of the City of Madera hereby accepts the four proposals received for this project, finds that Holloway Environmental Solutions, LLC., submitted the lowestcost and highest-ranked proposal, representing the most advantageous offer to the City, and awards a Consultant Services Agreement for RFP No. 202526-02, Biosolids Hauling and Disposal Services for the City of Madera Wastewater Treatment Plant. Said agreement is attached hereto as Exhibit 1 and incorporated herein by reference.

3. This Resolution is effective immediately upon adoption. *******
Exhibit 1

CONSULTANT SERVICES AGREEMENT BETWEEN THE CITY OF MADERA AND HOLLOWAY ENVIRONMENTAL SOLUTIONS, LLC., INC.

FOR SLUDGE HAULING AND DISPOSAL SERVICES FOR

THE WASTEWATER TREATMENT PLANT
This Consultant Services Agreement, (hereinafter referred to as the "Agreement"), effective November 6, 2025, is entered between the City of Madera, a municipal corporation of the State of California, (hereinafter referred to as "City"), and Holloway Environmental Solutions, LLC., Inc., (hereinafter referred to as "Vendor").

RECITALS
A. The City is in need of Biosolids (“Sludge”) Hauling and Disposal (“Services”) and has issued a Request for Proposals (RFP) for qualified professional vendors for said Services.

B. Vendor is a firm specializing in providing Biosolids Hauling and Disposal services with the necessary experience and qualifications to provide desired Services and submitted a proposal to the City.

C. After conducting an RFP process for Sludge Hauling and Disposal Services and after evaluation and consideration, City desires to retain Vendor to provide said services, on the terms and conditions set forth in this Agreement.

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

TERMS AND CONDITIONS

1. Term. The term of this Agreement shall commence upon approval of this Agreement by the City Council and continue through June 30, 2030, unless otherwise terminated by the City.

2. Scope of Services. Vendor shall provide Services described in Exhibit A which is attached and incorporated by reference.

2.1. Vendor acknowledges and agrees that any Services he/she/they provides to City shall be on a non-exclusive basis.

2.2. The parties acknowledge and agree that the Vendor, in the performance of this Agreement and the authority delegations provided for in this Agreement and Exhibit A hereto, shall exercise his/her/their independent judgment and shall not take direction, directly or indirectly, in connection therewith from the City Manager, the Mayor, the City Council (or any member thereof), or any other person.

2.3. Vendor represents and warrants that he/she/they are qualified to provide services described in Exhibit A meeting all experience, training, and current requirements thereunder.

3. Compensation. City shall pay Vendor as follows:

3.1. Vendor shall be compensated in accordance with Exhibit B which is attached and incorporated by reference.

3.2. Vendor shall bill City monthly and submit billing to City within five business days from the end of each month. Billings submitted to City must be itemized and facilitate an efficient review of charges. Items should be billed as described on the Fee Schedule in Exhibit B.

3.3. Any billing disputes brought forth by the City must be submitted within fourteen (14) calendar days of the receipt of the billing statement. Such disputes will be submitted by electronic mail (email) to the billing contact provided by Consultant in section 3.5 below.

3.4 Payment of undisputed invoiced amounts shall be made directly by the City to Vendor within thirty (30) days of receipt of billing.

3.5 Billing Contacts
Vendor shall direct all invoices and billing-related communications to the City’s designated Billing Contact:

Public Works Operations Director
City of Madera
205 W. Fourth Street
Madera, CA 93637
The City shall direct all invoices, payments, and billing-related communications to the Vendor’s designated Billing Contact:

Holloway Environmental Solutions, LLC.

Attn: Jeremy Bowman
5060 California Ave.

Suite 100
Bakersfield, CA 93309
Either party may update their contact information, including but not limited to mailing address, email address, or phone number, at any time by providing written notice to the other party in accordance with the notice provisions set forth in this Agreement.

Such updates shall take effect upon the other party's receipt of the written notice unless a later effective date is specified in the notice.

4. Termination. Remedies and Force Majeure.

4.1. This Agreement shall terminate without any liability of City to Vendor upon thirty (30) business days prior written notice by City to Vendor.

4.2. This Agreement may be terminated by Vendor without any liability of Vendor to City upon ninety (90) business days prior written notice by Vendor to City.

4.3. In the event of such termination, Vendor shall be paid for all services provided to the City to date of termination.

4.4. Upon any termination or expiration of the Agreement, City may (i) exercise any right, remedy (in contract, law, or equity), or privilege which may be available to it under applicable laws of the State of California or any other applicable law; (ii) proceed by appropriate court action to enforce the terms of the Agreement; and/or (iii) recover all direct, indirect, consequential, economic, and incidental damages for the breach of the Agreement.

4.5. Vendor shall be liable for default unless nonperformance is caused by an occurrence beyond the reasonable control of Vendor and without its fault or negligence, such as: acts of God or the public enemy; acts of City in its contractual capacity; fires; floods; epidemics; quarantine restrictions; strikes; unusually severe weather; and delays of common carriers. Vendor shall notify City Manager in writing as soon as it is reasonably possible after the commencement of any excusable delay, setting forth the full particulars in connection therewith, and shall remedy such occurrence with all reasonable dispatch, and shall promptly give written notice to City Manager of the cessation of such occurrence.

5. Indemnification and Insurance.

5.1. Indemnification and Defense. Vendor shall indemnify, defend, and hold harmless the City, its officers, employees, agents and volunteers (“City indemnitees”), from and against any and all causes of action, claims, liabilities, obligations, judgments, or damages, including reasonable legal counsels’ fees and costs of litigation (“claims”), arising out of the Vendor’s performance of its obligations under this agreement or out of the operations conducted by Vendor, except for such loss or damage arising from the sole negligence or willful misconduct of the City. In the event the City indemnitees are made a party to any action, lawsuit, or other adversarial proceeding arising from Vendor’s performance of this agreement, the Vendor shall provide a defense to the City indemnitees, or at the City’s option, reimburse the City indemnitees their costs of defense, including reasonable legal counsels’ fees, incurred in defense of such claims.

5.2. Insurance. Vendor shall obtain and maintain in full force and effect during the term of this Agreement the insurance policies set forth in Exhibit C attached hereto and incorporated herein by this reference. All insurance policies shall be subject to City approval as to form and content. Vendor shall provide City with copies of required certificates of insurance upon request.

5.3 The provision will survive expiration or termination of this Agreement.

6. Conflict of Interest. Prior to City’s execution of this Agreement, Vendor shall complete a City of Madera Conflict of Interest Disclosure Statement. Said Statement is attached hereto as Exhibit D and incorporated herein by reference. During the term of this Agreement, Vendor shall have the obligation and duty to immediately notify City in writing of any change to the information provided by Vendor on Exhibit D.

6.1. Vendor shall not employ or retain the services of any person while such person either is employed by City or is a member of the City Council, any City commission, board, committee, or similar City body. This requirement may be waived in writing by the City Manager if no actual or potential conflict is involved.

6.2. Vendor shall comply with all applicable laws, rules, regulations, and professional canons/requirements governing avoidance of impermissible client conflicts, including without limitation the requirements of the California Political Reform Act (Government Codes Section 87100 et seq.) and the regulations of the Fair Political Practices Commission concerning disclosure and disqualification (2 California Code of Regulations Section 18700 et seq.).

6.3. Vendor represents and warrants that as of the effective date hereof, he/she/they represent no client whose interests are adverse to the City's.

6.4. This Section 6 shall survive expiration or termination of this Agreement.

7. Nondiscrimination. Vendor shall not employ discriminatory practices in the provision of services, employment of personnel, or in any other respect on the basis of race, color, creed, religion, sex, sexual preference, national origin, ancestry, ethnicity, age, marital status, status as a disabled veteran or veteran of the Vietnam era, medical condition, or physical or mental disability. During the performance of this Agreement, Vendor will comply with all laws and regulations, as applicable. Specifically, no person in the United States shall, on the grounds of race, color, creed, religion, sex, sexual preference, national origin, ancestry, ethnicity, age, marital status, status as a disabled veteran or veteran of the Vietnam era, medical condition, or physical or mental disability be excluded from participation in, be denied the benefits of, or be subject to discrimination under any program or activity made possible by or resulting from this Agreement.

8. Invalid Provisions. The provisions of this Agreement are severable. In the event any term, covenant, condition or provision of the Agreement, or the application thereof to any person, entity, or circumstance, shall to any extent be held by a court of competent jurisdiction to be invalid, void or unenforceable, the remainder of the terms, covenants, conditions or provisions of this Agreement, or the application thereof to any person, entity, or circumstance, shall remain in full force and effect and shall in no way be affected, impaired or invalidated, provided that such invalidity, voiding or unenforceability of such covenant, condition or provision does not materially prejudice either party in its respective rights and obligations contained in the then remaining valid covenants, conditions or provisions of this Agreement.

9. Independent Contractor. Vendor is and throughout this Agreement shall be an independent contractor and not an employee, partner, or agent of the City. However, City shall retain the right to verify that Vendor is performing his respective obligations in accordance with the terms hereof.

9.1. Because of his status as an independent contractor, Vendor shall have absolutely no right to employment rights and benefits available to City employees. Vendor shall be solely liable and responsible for all payroll and tax withholding and for providing to, or on behalf of, its employees all employee benefits including, without limitation, health, welfare, and retirement benefits. In addition, together with his other obligations under this Agreement, Vendor shall be solely responsible for all matters relating to employment and tax withholding for and payment of Vendor's employees, including, without limitation, (i) compliance with Social Security and unemployment insurance withholding, payment of workers compensation benefits, and all other laws and regulations governing matters of employee withholding, taxes and payment; and (ii) any claim of right or interest in City employment benefits, entitlements, programs and/or funds offered employees of City whether arising by reason of any common law, de facto, leased, or co- employee rights or other theory. It is acknowledged that during the term of this Agreement, Vendor may be providing services to others unrelated to City or to this Agreement.

10. Partnership/Joint Venture. This Agreement does not evidence a partnership or joint venture between Vendor and City. Unless specifically provided for herein, the Vendor shall have no authority to bind the City absent City’s express written consent. Except to the extent otherwise provided in this Agreement, Vendor shall bear his own costs/expenses in pursuit hereof.

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

To City: Public Works Operations Director
City of Madera
205 W. Fourth Street
Madera, CA 93637
To Consultant: Holloway Environmental Solutions, LLC.

Attn: Jeremy Bowman
5060 California Ave. Suite 100
Bakersfield, CA 93309
Notice shall be deemed effective on the date personally delivered or transmitted, or if mailed, three (3) days after deposit of the same in the custody of the United States Postal Service.

Either party may update their contact information, including but not limited to mailing address, email address, or phone number, at any time by providing written notice to the other party in accordance with the notice provisions set forth in this Agreement. Such updates shall take effect upon the other party's receipt of the written notice unless a later effective date is specified in the notice.

12. Assignment. Neither this Agreement nor any duties or obligations hereunder shall be assignable by Vendor without the prior written consent of City. In the event of an assignment to which City has consented, the assignee shall agree in writing to personally assume and perform the covenants, obligations, and agreements herein contained. In addition, Vendor shall not assign the payment of any monies due Vendor from City under the terms of this Agreement to any other individual, corporation, or entity. City retains the right to pay any and all monies due to Vendor directly to Vendor.

13. Non-Solicitation. Vendor represents and warrants that he has not paid or agreed to pay any compensation, contingent or otherwise, to solicit or procure this Agreement or any rights/benefits hereunder.

14. Compliance with Law. In providing the services required under this Agreement, Vendor shall at all times comply with all applicable laws of the United States, the State of California and City, and with all applicable regulations promulgated by federal, state, regional, or local administrative and regulatory agencies, now in force and as they may be enacted, issued, or amended during the term of this Agreement.

15. Governing Law and Venue. This Agreement shall be governed by, and construed and enforced in accordance with, the laws of the State of California. Venue for purposes of the filing of any case, controversy or proceeding regarding the enforcement or interpretation of this Agreement and any rights and duties hereunder shall be Madera County, California.

16. Attorney's Fees. If either party is required to commence any proceeding or legal action to enforce 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 attorney's fees and legal expenses in addition to any other relief to which such party may be entitled.

17. Waiver. The waiver by either party of a breach by the other of any provision of this Agreement shall not constitute a continuing waiver or a waiver of any subsequent breach of either the same or a different provision of this Agreement. No provisions of this Agreement may be waived unless in writing and signed by all parties to this Agreement.

Waiver of any one provision herein shall not be deemed to be a waiver of any other provision herein.

18. Cumulative Remedies. No remedy or election hereunder shall be deemed exclusive but shall, wherever possible, be cumulative with all other remedies at law or in equity.

19. General Provisions.

19.1. Once this Agreement is signed by all parties, it shall be binding upon, and shall inure to the benefit of, all parties, and each parties' respective heirs, successors, assigns, transferees, agents, servants, employees, and representatives.

19.2. The section headings in this Agreement are for convenience and reference only and shall not be construed or held in any way to explain, modify, or add to the interpretation or meaning of the provisions of this Agreement.

19.3. The parties acknowledge that this Agreement in its final form is the result of the combined efforts of the parties and that, should any provision of this Agreement be found to be ambiguous in any way, such ambiguity shall not be resolved by construing this Agreement in favor of or against either party, but rather by construing the terms in accordance with their generally accepted meaning.

19.4. In the event of any conflict between the body of this Agreement and any Exhibit or Attachment hereto, the terms and conditions of the body of this Agreement shall control and take precedence over the terms and conditions expressed within the Exhibit or Attachment. Furthermore, any terms or conditions contained within any Exhibit or Attachment hereto which purport to modify the allocation of risk between the parties, provided for within the body of this Agreement, shall be null and void.

19.5. The rights, interests, duties, and obligations defined within this Agreement are intended for the specific parties hereto as identified in the preamble of this Agreement. Notwithstanding anything stated to the contrary in this Agreement, it is not intended that any rights or interests in this Agreement benefit or flow to the interest of any third parties.

20. Final Agreement. This Agreement and any documents, instruments and materials referenced and incorporated herein represents the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior agreements between City and Vendor. This Agreement may be modified only by written instrument duly authorized and executed by both City and Vendor.
[SIGNATURES ON FOLLOWING PAGE]
IN WITNESS WHEREOF, the parties have executed this Agreement at Madera, California, the day, and year first above written.

CITY
City Of Madera
a municipal corporation
By:

Cecelia Gallegos, Mayor
Date:

VENDOR
Holloway Environmental Solutions, LLC.

By:

Jeremy Bowman, Senior Vice President,
Director of Environmental Operations
Date:

ATTEST:

By:

Alicia Gonzales, City Clerk
Date:

APPROVED AS TO FORM
By:

Shannon L. Chaffin, City Attorney Date:

Exhibits:

Exhibit A - Scope of Services
i. Work Plan Submitted by Vendor
Exhibit B - Schedule of Compensation
Exhibit C- Insurance Requirements
Exhibit D - Conflict of Interest Disclosure Form
EXHIBIT A: SCOPE OF SERVICES
A. Biosolids Collection:
1) The vendor shall collect biosolids from designated storage facilities at the City’s WWTP during normal business hours at the WWTP, 6:00 am to 4:00 pm Sunday through Saturday. 2) Collection shall occur on a regular schedule, to be determined in coordination with WWTP’s Chief Plant Operator, but no less frequently than twice per week. 3) The vendor shall provide all necessary equipment for biosolids collection, including pumps, hoses, trailers and/or roll-off bins, and connections compatible with the plant's existing infrastructure.

B. Transportation:
1) The vendor shall provide appropriate vehiclesfor the safe transportation of biosolids, in compliance with all applicable local, state, and federal regulations. 2) Vehicles must be properly maintained, cleaned, and deodorized to minimize environmental impact and public nuisance.
3) The vendor shall ensure that all drivers are properly licensed and trained in the handling and transportation of wastewater biosolids.
4) The vendor shall be responsible for any spills or accidents that occur during transportation and shall have an approved spill response plan in place.

C. Disposal:
1) The vendor shall dispose of the collected biosolids at a disposal facility that is approved and permitted by the California State Water Resources Control Board (CSWRCB). 2) The vendor shall provide documentation of proper disposal, including weight tickets and disposal manifests, for each load with billing.
3) The disposal method must comply with all applicable environmental regulations and be approved by California State Water Resources Control Board (CSWRCB) and/or County Environmental Health Department prior to implementation.

D. Reporting and Documentation:
1) The Vendor shall comply with the required Code of Federal Regulations (CFR) Part 503, CSWRCB, and Madera County disposal regulations; including all necessary reporting and biosolids constituent data monitoring.
2) Proposer shall provide documentation that the proposed disposal site is an approved CSWRCB Class B biosolids disposal site; approved composting facility, and/or a landfill that will accept Class B biosolids.
3) The vendor shall maintain accurate records of all biosolids collection, transportation, and disposal activities.
4) Monthly reports shall be submitted to the City’s WWTP Chief Plant Operator, detailing:
 Dates and times of collection
 Volumes of biosolids collected
 Disposal locations and methods
 Any incidents or issues encountered
5) The vendor shall provide copies of all required permits and licenses annually or upon renewal.

E. Equipment and Facilities:
1) Vendor will provide trailers orroll-off bins (minimum capacity of 55 cu. yds.)to place under the centrifuge dewatering system, with a minimum of three bins or trailers on site at all times. The City will call to have the bins hauled for disposal, with one- or two-days’ notice.

The City has been averaging three trailers per week.
2) The vendor shall provide and maintain all necessary equipment for biosolids hauling and disposal, including but not limited to:
 Tanker trucks or trailers
 Pumps and hoses
 Personal protective equipment for staff
3) Vendor shall be responsible for keeping all equipment in good working order and in compliance with current safety and environmental standards.

F. Compliance and Safety:
1) The vendor shall comply with all applicable local, state, and federal regulations regarding biosolids handling, transportation, and disposal. 2) The vendor shall develop and maintain a comprehensive safety program, including regular training for all staff involved in biosolids handling operations. 3) The vendor shall provide the City’s WWTP Chief Plant Operator with copies of all required safety certifications and training records upon request.

G. Emergency Response:
1) The vendor shall provide 24/7 emergency response capabilities for biosolids-related incidents.
2) An emergency contact number shall be provided to the City for use in urgent situations.
3) The vendor shall respond to emergency calls within one (1) hour of notification.

H. Quality Control:
1) The vendor shall implement a quality control program to ensure consistent and reliable service.
2) Vendor shall conduct and document regular inspections of equipment, procedures, and disposal sites.
3) The vendor shall cooperate with any audits or inspections conducted by the City or regulatory agencies.

I. Proposers must meet or exceed all specifications outlined in this RFP. Any proposed variances must be described in detail and justified based on potential benefits to the City, and clearly marked as “proposal Variance” in the proposal.

J. Invoices must be made monthly to City. Payment by the City forservicesrendered will be made within 30 days of receipt of a billing which details the charges.

ATTACHMENT 1
Work Plan Submitted by Vendor
Vendor warrants and represents, and shall provide and comply with, the following:

Holloway will provide employees, equipment, and proper permitting to load, transport and dispose of biosolids from the location listed in the Request for Proposals No. 202526-02. Ensure timely, reliable, and safe removal of Biosolids from the facilities, as scheduled by City staff, with capability to work seven days per week, 365 days per year.

The scope includes providing all labor, equipment, materials, tools, supplies, and coordination necessary to perform Biosolids management services in accordance with the contract to be awarded. Cooperate with the City staff in safely performing the work, including adhering to directions from center staff, complying with rules and procedures, respecting, and cooperating with other contractors, and protecting facilities and assets. Manage, direct, and oversee the Facility/Facilities that further treat, process, apply, use, handle, store, or dispose of Biosolids, including site development, permitting, construction, operation, and maintenance. Comply with all laws, rules, and regulations applicable to hauling of biosolids, Contractor site operations, and future biosolids reuse or disposal, including reporting and notification requirements.

Holloway has sufficient available capacity and can easily accommodate at least over 4,000 tons of biosolids annually from the City. Currently the landfill facility is permitted for 2,000 tons per day.

The current average daily throughput of the landfill is 1,300 tons per day.

Holloway Environmental Solutions, LLC.:

Holloway’s open pit gypsum mine, located at Lost Hills, California, has existed for ninety-three (93) years, our corporate office is located at 5060 California Ave, Bakersfield, Ca 93309 and currently has 72 employees. The mining and disposal facilities are located at 14045 Holloway Road, Lost Hills, California, 93249. As of September 20, 2019, approximately 22,913,000 tons of processed gypsum ore for agricultural use has been removed from the mine’s open pits, creating several large depressions or natural receptacles between forty- five (45) and fifty-five (55) feet deep, each comprising a combined area of 331 acres.

Description of Process (Disposal):

The Holloway Landfill is owned and operated by Lost Hills Environmental LLC an affiliate company of Holloway Environmental Solutions LLC (“Holloway”), which is a Class III Non-hazardous Industrial Waste Landfill facility. The existing Holloway Landfill operates under an approved Conditional Use Permit (CUP) 9, Map 28, a Waste Discharge Requirements (WDRs) Order No. 97- 078, and a Solid Waste Facility Permit (SWIS 15-AA-0308- 010-A) issued by the Lead Enforcement Agency (LEA) (Kern County Environmental Health Services Division), which allows for a Class III non-hazardous waste landfill to be located within the depleted surface mine or pits within the identified landfill facility. The backfilling of the first pits created from mining gypsum began in 1995 with the limited disposal of inert waste streams. The Landfill currently conducts disposal activities on two (2) contiguous “pit areas” known as Pits G and Pit F, by backfilling them with alternating equal lifts or a blend of approved imported non-hazardous waste streams and native soils, for a maximum daily landfilled material rate of 2,000 tons/day. Reclaiming the exhausted mining pits is considered an environmentally friendly alternative disposal of biosolids (not that this does not qualify as beneficial reuse or diversion). This operation is presently a non-classified disposal site for a limited number of approved non-hazardous industrial waste streams. The facility is not open to the public.

Due to Holloway’s extensive mining operations, more than 5 million cubic yard of native overburden soil has been strategically stockpiled around all depleted mine pits for the potential use in existing and future landfill operations as daily cover and closure/post-closure requirements.

This is a quantity of cover material abundance not commonly found with most landfills. The depleted pits are essentially very fine disposal receptacles that were prepared by the gypsum mining operations. Subsequent site characterization studies completed for each pit area indicated a composition for the pit floors and walls that consists of 25 to 60 consecutive feet calcite-flocculated or cemented, very low permeability clays and clay-rich silt.

The SWFP footprint and its surrounding area have a total vertical section of 125 to 350 feet of such geology, making these approved disposal pits essentially natural clay vaults. Because of the dynamics of past mining activity, another +700 acres of open pit area exist for future permitted landfill operations, a figure that is continually increasing along with the stockpiled overburdened soil.

Trucks deliver imported waste streams to designated areas within each approved pit, based on (1) the type of material, and (2) the sources of the material. Standard delivery areas for class A & B biosolids waste are commonly 70- by 30-foot areas located on the top of the pit, and generally offset from the actual final disposal area. Unloading of solid wastes is confined to as small an area as possible to accommodate the number of vehicles using the area without resulting in traffic, personnel, or safety hazards. A landfill Operations Safety Plan for Heterogeneous Wastes has also been developed by Holloway to provide for worker safety and protection measures when handling the permitted waste streams. Personal Protection Equipment (PPE) used by Holloway employees, contractors, and subcontractors will be worn/used in accordance with guidelines established in Holloway Injury and Illness Prevention Plan.

Per the current WDRs, truckloads of approved waste streams are dumped onto the top of the designated areas within the approved receiving pits. The pits designated for biosolids have been separated from the rest of the receptacles with an earthen berm. Each waste pit has a dedicated ingress and egress plan that prevents the potential track out of waste and cross contamination from the biosolids receptacle. The waste streams are spread into compacted layers or lifts of six inches to two feet thick, immediately overlain by an equivalent compacted thickness of blended on-site soils, fly ash, and other approved cover materials (an approximate 1:1 ratio by volume).

As an alternative method, Holloway also hasthe option to pre-blend the approved waste streams with soil (at a volumetric ration of 1:1) into a homogeneous mixture, prior to deposition. All waste stream blending, spreading and initial compaction is accomplished by D-6 bulldozers. Very fine grained or textured materials such as fly ash is deposited in discrete short windrows on the pit’s floor for processing.

When necessary, such windrows are immediately sprayed with water and blended with native soil, which creates a protective outer crust that will minimize wind erosion and reduce the chances of air pollution. All waste streams will be buried within 24 hours of delivery. Note that except during periods of inclement weather, which prevents equipment from operating due to wet and muddy conditions, current regulations require that imported waste streams be processed and buried within 24 to 72 hours of delivery to the Landfill.

Landfill operating hoursfor disposal operations are 6:00 am to 4:00 pm, Monday through Sunday seven days a week 365 days per/year, however we can accept loads after hours upon special agreement.

Landfill Map:

Landfill Summary:

Approximate Approximate Projected
Pits Waste Streams Size/Average Depth Capacity (Cubic Yards) Pit F Treated auto shredder waste, lime
cake & other inert, non-hazardous
waste
45-50 feet 20 acres, ±2,782,826 CY
remaining capacity
Pit G Class A & B biosolids, fly ash, and
other non-hazardous, organic waste
45-50 feet 71 acres, ±2,990,093 CY
remaining capacity
Total Remaining Capacity: ±5,694,144 CY
Operating Capacity During Inclement Weather
During inclement weather, when heavy equipment use may be limited, delivered materials will be temporarily deposited in marshaling areas within the pit floor and covered with soil daily, until they can be properly spread and buried in their designated depositional areas.

Additionally, dewatered Class A and B biosolids will either be processed and discharged to the Pit G disposal area by the end of the day or covered with 6 inches of soil cover in the event of inclement weather conditions. No back-up facility will be required – Holloway will continue to accept materials during all inclement weather.

Personnel Requirements:

Holloway has seven (7) Heavy Equipment Operators, two (2) scale operators and two (2) supervisors assigned to landfill operations.

Comparison with Existing Practice
Holloway is fully permitted to receive biosolids from Publicly Operated Treatment Work (POTWs) at our site in Lost Hills, CA, and has been operating for several years. The Holloway site has all required permits from the local and State agencies needed for the receipt of biosolids including Air District, Water Boards, Solid Waste, and Conditional Use Permit. The biosolids are handled properly in accordance with the permit and all applicable environmental regulations to minimize the impact to the surrounding environment.

Holloway has a leachate collection system, and landfill gas control system in place and operation in accordance with the permits. In contrast to other methods of bio-solids disposal or handling, the Holloway Landfill provided the highest level of environment protection for this material. As an example, land application of biosolids does not require any of the permits listed above due to the use in mainly agricultural fields, where the use of the biosolids is mostly unregulated. In that case the biosolids are allowed to vent emissions to the atmosphere, shed runoff onto the adjacent land, and are exposes pathogens and vectors such as E. coli and flies. Therefore, the potential for impacts to the environment are likely greater for a land application site versus the Holloway site.

Contingency Plan/Nuisance Mitigation Plan
Due to the potential for health and safety exposures, odor generation, and vectors, additional consideration is being provided for this waste stream. Delivery vehicles are rinsed off at the vehicle rinsing facility, after their loads are discharged, prior to returning to Holloway Road. Off-road disposal equipment that must leave the dewatered Class A and B biosolids disposal area for maintenance and repairs shall also be rinsed off at this facility, prior to leaving the disposal site to access the repair facilities at the headquarters complex located across Holloway Road. A worker changing facility will also be provided.

Additionally, dewatered Class A and B biosolids will either be processed and discharged to the Pit G disposal area by the end of the day or covered with 6 inches of soil cover in the event of inclement weather conditions. If inclement weather conditions are such that the operations need to be suspended, then an area of stock-piled soil will be set aside and covered with a tarp(s) and used for such an occasion.

Permitting
All permits listed below are available in their entirety upon request. The Lost Hills Environmental Waste Facility operates a class III landfill governed by the following permits:

1. LEA – Kern County Environmental Health, Solid Waste Facility Permit, SWIS No. 15-AA0308, issued 12/20/2021

2. Kern County Planning & Natural Resources Department, Conditional Use Permit (CUP) No.9, Map 28, amended 8/26/2021

3. San Joaquin Valley Air Pollution Control District (SJVAPCD), Permit to Operate, No. S7754 1-4, issued 7/15/2025

4. Central Valley Regional Water Quality Control Board - Waste Discharge Requirements, No. R5-2023-0009, issued 04/27/2023.

Emergency Call Out
Holloway Environmental Solutions will provide 24 Hour Emergency call out services.

Primary Contact Person: Giselle Valdovinos, Account Manager 661-337-2702 (cell) Secondary Contact Person: Jeremy Bowman, Senior Vice President – Operations 661-246- 8653 (cell)
Restrictions
Holloway is limited to accepting 2,000 tons per day (tpd) of and 90 truck trips per day (ttpd) of waste to the landfill, in addition, the waste streams identified below can be taken all together as part of the 2,000 tpd. The waste streams taken for disposal will depend on market forces.

Permitted Waste Materials:
 Dewatered Class A, B and sub-class B biosolids
 Poultry waste (non-manure)
 Treated Auto shredder waste
 Digestates
 Cogeneration Ash (fly ash)
 Industrial sand-based waste
 Spent sandblast media
 Shredded PVC pipe
 Lime filter cake
 Dead animals
 Drill cuttings
 Non-friable asbestos
 Granulated silica
 Wastewater sloughing
 Compost-derived waste
 Slag
 Wastewater grit
Utilities
The Holloway landfill has the necessary utilities at the maintenance and office facilities located at the Environmental yard and office located at 14045 Holloway Road adjacent to the landfill “pit” area. This includes power from PG&E and dust water provided through a long-term agreement that is delivered through Berrenda Mesa Water District infrastructure. Aside from portable lighting to accommodate dumping at night, Holloway does not require additional utilities within the landfill site. Holloway will not toned to extend or construct utilities to accommodate the additional biosolids load addressed in this RFP. Additionally, Holloway has two certified truck scales on site.

Fail-Safe Backup Biosolids Management
Holloway does not anticipate the need for a fail-safe backup biosolids management plan.

Our existing permit authorizes a daily capacity of 2,000 tons, with current operations averaging approximately 1,300 tons per day. This provides ample capacity to accommodate any additional tonnage from the City.

Holloway is equipped to receive material 365 days a year, including during periods of inclement weather. Our landfill operations are fully independent of external utility services, ensuring uninterrupted operations in the event of utility outages. To date, Holloway has not required rerouting of disposal from the landfill for any customer.

Holloway Logistics LLC:

Holloway Logistics (HL) is an affiliate company of Holloway Environmental Solutions LLC. It was established in 2017 and provides transport of Holloway products to include agricultural gypsum and waste materials to our waste facility. HL has provided its sister company Holloway Environmental Solutions with biosolids hauling services from LACSD Carson, LACSD Valencia, Cities of Fresno, Wasco, Oxnard, Moulton Nigel Water District and many others. Covered truck trailers, or other leak-proof vehicles, are used to haul biosolids. All necessary measures are taken to keep biosolids contained.

Equipment Maintenance:

Holloway Logistics LLC (HL) maintains all equipment in good operating condition. HL is solely responsible for the condition of its equipment. The agency may inspect all equipment provided by HL and may reject any equipment found to be in an unsatisfactory condition. HL will not clean or service its equipment (except for minor emergency repairs) on company site. Loaded trucks, properly licensed operators, fuel, insurance, and all associated labor, equipment, and appurtenances are the sole responsibility of HL and their cost is included in the price per wet ton. HL will incur all costs associated with traffic violations incurred as a result of transporting operations for the duration of the Contract.

The transportation yard includes an onsite maintenance shop staffed and stocked with inventory and spares that are necessary for the repairs and maintenance of all equipment.

This capacity ensures proper maintenance and high availability of equipment. It also allows HL to minimize downtime and respond quickly when downtime does occur. The mechanical maintenance schedule of truck tractors follows the manufacturer’s recommendations. All truck maintenance records are made available upon request.

Unloading and Washing:

Holloway trailers shall have less than 150 pounds of internal residual biosolids. There is a wash rack available to use for all haulers after disposal. Exterior biosolids are cleaned off before leaving any facility.

EXHIBIT B

SCHEDULE OF COMPENSATION
Vendor will deliver to and provide biosolids hauling and disposal services for the City of Madera, Department of Public Works, Wastewater Treatment Plant, 13048 Road 21 ½, Madera, California, 93637, in accordance with the published specifications, for the following prices. Services shall include all materials, labor, equipment, transportation, overhead, travel, profit, insurance, delivery, taxes, incidentals, and all other related costs necessary to provide services in accordance with the published specifications in RFP 202526-

02. Rates shall be as follows:

Item Description
Rate
(Through
06/30/2026)
Rate
(07/01/2026 -
06/30/2027)
Rate
(07/01/2027 -
06/30/2028)
Rate
(07/01/2028 -
06/30/2029)
Rate
(07/01/2029 -
06/30/2030)
1 Cost Per Ton of Biosolids to Haul $38.00 $39.52 $41.10 $42.74 $44.45 2 Cost Per Ton of Biosolids for Disposal $24.00 $24.96 $25.96 $27.00 $28.08 3 Cost per Container - Minimum 55 Cubic Yards (monthly rental) $0 $0 $0 $0 $0 4 Additional Fees (totals on this line and details below) N/A N/A N/A N/A N/A

EXHIBIT C

INSURANCE REQUIREMENTS
Without limiting Vendor’sindemnification of City, and priorto commencement of Work, Vendor shall obtain, provide, and continuously maintain at its own expense during the term of the Agreement, and shall require any and all Subcontractors and Subconsultants of every Tier to obtain and maintain, policies of insurance of the type and amounts described below and in form satisfactory to the City.

Minimum Scope and Limits of Insurance
Consultant shall maintain limits no less than:
 $2,000,000 General Liability (including operations, products and completed operations) per occurrence, $4,000,000 general aggregate, for bodily injury, personal injury, and property damage, including without limitation, blanket contractual liability. Coverage shall be at least as broad as Insurance Services Office (ISO) Commercial General Liability coverage form CG 00

01. General liability policies shall be endorsed using ISO form CG 20 10 that the City and its officers, officials, employees, and agents shall be additional insureds under such policies.  $2,000,000 Automobile Liability combined single limit per accident for bodily injury or property damage at least as broad as ISO Form CA 00 01 for all activities of Consultant arising out of or in connection with Work to be performed under this Agreement, including coverage for any owned, hired, non-owned or rented vehicles. Automobile Liability policies shall be endorsed to provide that the City and its officers, officials, employees, and agents shall be additional insureds under such policies.
 Worker’s Compensation as required by the State of California and $1,000,000 Employer’s Liability per accidentfor bodily injury or disease. Consultantshallsubmitto the City, along with the certificate of insurance, a Waiver of Subrogation endorsement in favor of the City, its officers, agents, employees, and volunteers.
 $1,000,000 Pollution Liability per claim. Coverage shall be provided on a Contractor’s Pollution Liability form or other form acceptable to the City providing coverage for liability arising out of sudden, accidental, or gradual pollution and remediation. Such insurance shall also include but shall not be limited to any coverage required to meet all State and Federal requirements relating to the removal, transfer, use, or other activity involving hazardous or contaminated materials. The City, its officials, officers, agents, and employees shall be included insureds under the policy.

Maintenance of Coverage
Consultant shall procure and maintain, for the duration of the contract, insurance against claims for injuries to persons or damages to property, which may arise from or in connection with the performance of the Work hereunder by Consultant, its agents, representatives, employees, subcontractors or subconsultants as specified in this Agreement.

Proof of Insurance
Consultant shall provide to the City certificates of insurance and endorsements, as required, as evidence of the insurance coverage required herein, along with a waiver of subrogation endorsement for workers’ compensation. Insurance certificates and endorsements must be approved by the City prior to commencement of performance. Current evidence of insurance shall be kept on file with the City at all times during the term of this Agreement. Agency reserves the right to require complete, certified copies of all required insurance policies, at any time.

Acceptable Insurers
All insurance policies shall be issued by an insurance company currently authorized by the Insurance commissioner to transact business of insurance in the State of California, with an assigned policyholders’ Rating of A- (or higher) and a Financial Size Category Class VII (or larger), in accordance with the latest edition of Best’s Key Rating Guide.

Waiver of Subrogation
All insurance coverage maintained or procured pursuant to this agreement shall be endorsed to waive subrogation against the City, its elected or appointed officers, agents, officials, employees, and volunteers, or shall specifically allow Consultant, or others providing insurance evidence in compliance with these specifications, to waive their right of recovery prior to a loss. Consultant hereby waives its own right of recovery against the City and shall require similar written express waivers and insurance clauses from each of its subconsultants or subcontractors.

Enforcement of Contract Provisions (non estoppel)
Consultant acknowledges and agrees that any actual or alleged failure on the part of the Agency to inform Consultant of non-compliance with any requirement imposes no additional obligations on the City, nor does it waive any rights hereunder.

Specifications not Limiting
Requirements of specific coverage features, or limits contained in this Section are not intended as a limitation on coverage, limits or other requirements, or a waiver of any coverage normally provided by any insurance. Specific reference to a given coverage feature is for purposes of clarification only as it pertains to a given issue and is not intended by any party or insured to be all inclusive, orto the exclusion of other coverage, or a waiver of any type. If Consultant maintains higher limits than the minimums required above, the entity shall be entitled to coverage at the higher limits maintained by Consultant.

Notice of Cancellation
Consultant agreesto oblige itsinsurance agent or broker and insurersto provide to the City with thirty (30) calendar days’ notice of cancellation (except for nonpayment for which ten (10) calendar days’ notice is required) or nonrenewal of coverage for each required coverage.

Self-insured Retentions
Any self-insured retentions must be declared to and approved by the City. The City reserves the right to require that self-insured retentions be eliminated, lowered, or replaced by a deductible. Selfinsurance will not be considered to comply with these specifications unless approved by the City’s Risk Manager.

Timely Notice of Claims
Consultant shall give the City prompt and timely notice of claims made or suits instituted that arise out of or result from Consultant’s performance under this Agreement, and that involve or may involve coverage under any of the required liability policies.

Additional Insurance
Consultant shall also procure and maintain, at its own cost and expense, any additional kinds of insurance, which in its own judgement may be necessary for its proper protection and prosecution of the Work
Explanation:

Signature
(name)
(address)
(city state zip)

EXHIBIT D

DISCLOSURE OF CONFLICT OF INTEREST
YES* NO
1 Are you currently in litigation with the City of Madera or any of its agents?
2 Do you represent any firm, organization or person who isin litigation with the City of Madera?
3 Do you currently represent or perform work for any clients who do business with the City of Madera?
4 Are you or any of your principals, managers or professionals, owners or investors in a business which does business with the City of Madera, or in a business which is in litigation with the City of Madera?
5 Are you or any of your principals, managers, or professionals, related by blood or marriage to any City of Madera employee who has any significant role in the subject matter of this service? 6 Do you or any of your subcontractors have, or expect to have, any interest, direct or indirect, in any other contract in connection with this Project?
* If the answer to any question is yes, please explain in full below. □ Additional page(s) attached.

REPORT TO CITY COUNCIL
Approved by:
_________________________________
Arnoldo Rodriguez, City Manager
SUBJECT:

Quarterly Board, Commission, and Committee Attendance
RECOMMENDATION:

This report is submitted for informational purposes only and there is no action requested from the City Council.

SUMMARY:

This report offers an overview of attendance by appointed members to City boards, commissions, and committees for the third quarter of 2025. The purpose is to promote transparency and provide the City Council with insight into participation levels of their appointees.

BACKGROUND:

The City Council appoints individuals to serve on various boards, commissions, and committees to represent the community and provide input on key policies and programs. Regular attendance is crucial for these entities to effectively conduct business and achieve their objectives.

Monitoring attendance ensures accountability and informs the Council about member engagement levels. This report is intended to provide information on the various appointees for active commissions, commissions and boards for the third quarter of 2025 (Q3).

DISCUSSION:

The 2025 Annual Local Appointments List is attached, providing a comprehensive overview of current appointees, including their appointment date, term expiration, and required qualifications. This list serves as a reference for identifying appointees, their nominating district, and any existing vacancies.

For this report, attendance records have been updated to include third-quarter (Q3) data, providing a detailed account of member participation, including the number of meetings Council Meeting of: November 5, 2025
Agenda Number: B-7

RETURN TO AGENDA
attended by each appointee and their corresponding attendance percentages. The tables below have been refreshed to illustrate attendance trends throughout the calendar year. These records cover the following boards, commissions, and committees, excluding those classified as “inactive:”
 Civil Service Commission
 Americans with Disability Act Advisory Council (ADA)
 Planning Commission
 Airport Advisory Commission
 Community Development Block Grant (CDBG) Commission
 Golf Course Advisory Committee
 Transit Advisory Board
Inactive Commissions:
 Youth Commission
 Beautification Committee
 Loan Review Committee
Civil Service Commission
Mayor District 1 District 2 District 3 District 4 District 5 District 6 Commissioner Dennis Smith Nick Salinas Stephani Perez
(Appointed 5/7/2025) Saim Mohammad Shawn Griffin Gloria Toscano (Appointed 3/19/2025) Mattie Mendez
(Appointed 5/7/2025
Meeting Date
3/3/2025 Yes Yes N/A Yes Yes N/A N/A
4/7/2025 Absent Yes N/A Yes Yes Yes N/A
5/5/2025 Yes Yes N/A Absent Yes Yes N/A
6/2/2025 Yes Yes Yes Yes Yes Absent Yes
7/7/2025 Yes Absent Yes Absent Yes Absent Yes
8/4/2025 Yes Yes Yes Absent Yes Absent Yes
9/2/2025 Yes Absent Yes Vacant Yes Yes Yes
Attendance: 86% 71% 100% 50% 100% 50% 100%
Note: District 3 Commissioner, Saim Mohammad resigned on 8/29/2025.

ADA Advisory Council
Mayor District 1 District 2 District 3 District 4 District 5 District 6 Commissioner DJ Becker Jack Porter Cynthia Ortegon Saim Mohammad Sipho Munyaradzi Gladys Marroquin Diana Robbins Meeting Date
1/21/2025 Absent Yes Absent Absent Yes Absent Yes
Revised Appts Jack Porter Vacant Cynthia Ortegon Saim Mohammad Sipho Munyaradzi Gladdys Marroquin Diana Robbins 2/18/2025 Yes Vacant Absent Absent Yes Absent Yes
3/18/2025 Yes Vacant Yes Absent Yes Absent Yes
4/15/2025 Cancelled
5/20/2025 Yes Vacant Yes Absent Yes Absent Yes
6/17/2025 Yes Vacant Yes Yes Yes Absent Yes
7/15/2025 Yes Vacant Yes Yes Yes Absent Yes
Attendance: 100% N/A 67% 33% 100% 0% 100%
Note: At the July 15th meeting, Commissioners voted to change to a quarterly meeting schedule.

Planning Commission
Mayor District 1 District 2 District 3 District 4 District 5 District 6 Commissioner Bobby Sheikh Robert Gran Jr. Rohi Zacharia Saim Mohammad Balwinder Singh Jose Chavez Ramon Lopez Meeting Date
1/14/2025 Yes Yes Yes Yes Absent Absent Yes
2/11/2025 Removed Yes
Ineligible due to
Council appt. Yes Yes Absent Yes
Revised Appts Tim Riche Robert Gran Jr. Abel Perez Saim Mohammad Balwinder Singh Jose Chavez Ramon Lopez 3/11/2025 Cancelled
4/8/2025 Yes Yes Yes Yes Yes Yes Yes
5/13/2025 Absent Yes Yes Yes Yes Yes Yes
6/10/2025 Cancelled
7/8/2025 Absent Yes Yes Yes Yes Yes Absent
8/12/2025 Yes Yes Yes Yes Yes Absent Yes
9/9/2025 Cancelled
10/14/2025 Yes Yes Yes Yes Yes Yes Yes
Attendance: 60% 100% 100% 100% 86% 57% 86%
Note: September 2025 meeting was cancelled due to lack of agenda items.

Airport Advisory Board
Mayor District 1 District 2 District 3 District 4 District 5 District 6 Commissioner Miguel Gonzalez Jerry Holiday Issa Zacharia Johanna Torres Stanley Mackey Vacant Ramon Lopez Meeting Date
1/14/2025 Absent Yes Yes Absent Absent Vacant Yes
Revised Appts Jerry Holiday Vacant Issa Zacharia Vacant Stanley Mackey Vacant Ramon Lopez 4/8/2025 Yes Vacant Absent Vacant Absent Vacant Yes
7/8/2025 Yes Vacant Yes Vacant Absent Vacant Absent
Revised Appts Jerry Holiday Vacant Issa Zacharia Vacant Vacant Vacant Ramon Lopez 10/14/2025 No Quorum Available
Attendance: 100% N/A 67% N/A 0% N/A 67%
Note: The Airport Advisory Commission has been unable to establish a quorum since January 2022. The District 3 seat was vacated prior to the April 8, 2025, meeting, and the District 4 seat has also since become vacant. Following an anticipated organizational change, staff will work with the remaining commissioners to identify future meeting dates that better accommodate their availability.

Note: The August 2025 meeting was rescheduled to September 2, 2025. At that meeting, staff received attendance confirmation from five of the seven Commissioners; however, two Commissioners were unable to attend. No action items were considered, and the meeting consisted solely of discussion items. District 3 Commissioner, Stephanie Nathan vacated her seat prior to the September 2nd meeting.

CDBG Block Grant Commission
Mayor District 1 District 2 District 3 District 4 District 5 District 6 Commissioner Gabriela Gonzalez-Gutierrez Candy Talley Alyssia Arredondo Stephanie Nathan DJ Becker Olga Garcia Dulce Arredondo Meeting Date
1/29/2025 Absent Yes Yes Absent Yes Yes Absent
Revised Appts Candy Talley Vacant Alyssia Arredondo Stephanie Nathan Cesar Villegas Olga Garcia Diana Mosqueda 3/10/2025 Yes Vacant Yes Absent Yes Absent Absent
Revised Appts Candy Talley Vacant Alyssia Arredondo Stephanie Nathan Cesar Villegas Stevie Wright Diana Mosqueda 5/20/2025 Yes Vacant Yes Absent Yes Yes Yes
8/19/2025 Rescheduled
9/2/2025 Yes Vacant Yes Vacant Yes Absent Absent
Attendance: 100% N/A 100% N/A 100% 50% 33%
Golf Course Advisory Committee
Transit Advisory Board
Mayor District 1 District 2 District 3 District 4 District 5 District 6 Commissioner Cynthia Ortegon Andrew Albonico Vacant Marie Luna Patricia Carreon Otilia Morales Vacant Meeting Date
1/28/2025 Yes Absent Vacant Yes Absent Yes Vacant
Revised Appts Andrew Albonico Jack Porter Vacant Marie Luna Tonyce Givens Otilia Morales Cynthia Ortegon 4/22/2025 Yes Absent Vacant Yes Yes Yes Absent
6/9/2025 (Special) Absent Yes Vacant Yes Absent Yes Yes Revised Appts Andrew Albonico Jack Porter Vacant Marie Luna Sipho
Munyaradzi Otilia Morales Cynthia Ortegon
7/22/2025 Yes Absent Vacant Yes Yes Yes Yes
9/23/2025 Yes Yes Vacant Yes Absent Yes Yes
Attendance: 60% 50% N/A 100% 50% 100% 80%
Note: Since the most recent Council Meeting held on June 18, 2025, District 4 has undergone a subsequent appointment revision. The seat is now held by Sipho Munyaradzi.

City Council Parks Director SGM Representative Service
Organization Rep.

Golfer/At-Large
Community Member
Food/Beverage
Representative
Non-Golfer/At-Large
Community Member
Commissioner Jose Rodriguez Joseph Hebert Dan Bacci Karla Gran Chito Romero Lisa Gill Edward McIntyre Meeting Date
1/21/2025 Yes Yes Yes Yes Yes Absent Yes
2/18/2025 Cancelled
3/24/2025 Yes Yes Yes Absent Yes Yes Yes
5/19/2025 Yes Yes Yes Yes Yes Yes Yes
6/23/2025 Absent Yes Yes Yes Yes Yes Absent
7/21/2025 Yes Yes Yes Yes Absent Absent Absent
8/18/2025 Cancelled
Revised Appts Jose Rodriguez Joseph Hebert Dan Bacci Dan Riley Edward McIntyre Lisa Gill Andy Medellin 9/22/2025 Yes Yes Yes Yes Absent Yes Absent
Attendance: 83% 100% 100% 100% 50% 67% 0%
FINANCIAL IMPACT:

There is no financial impact associated with this report, apart from the staff time required to prepare it. Members of the various City boards, commissions, and committees serve on a voluntary basis and are not compensated for their contributions.

ALTERNATIVES:

None as this item is for informational purposes only.

ATTACHMENTS:

1. 2025 Local Appointments List

2. Commission, Board and Committee Application

LOCAL APPOINTMENT LIST
(Pursuant to California Government Code Section 54972)
- 1 -
On or before December 31 of each year, each legislative body shall prepare an appointments list of all regular and ongoing boards, commissions, and committees which are appointed by the legislative body of the local agency. This list shall be known as the Local Appointments List. The list shall contain the following information: (a) A list of all appointive terms which will expire during the next calendar year, with the name of the incumbent appointee, the date of appointment, the date the term expires, and the necessary qualifications for the position, (b) A list of all boards, commissions, and committees whose members serve at the pleasure of the legislative body, and the necessary qualifications for each position.

The City of Madera encourages residents to apply for service on City Boards, Commissions and Committees that are currently vacant or that will have vacancies. To obtain an application or request additional information, please contact the City of Madera, Office of the City Clerk at (559) 661-5405; by visiting the City Clerk Department page at www.madera.gov; or by email at [email protected].

District Committee Member Date Appointed Term Expires
Americans with
Disabilities Act
(ADA) Advisory
Council
Mayor Jack Porter 02/05/25 12/01/28
District 1 Vacant ---- 12/01/26
District 2 Cynthia Ortegon 01/16/19 12/01/28
District 3 Saim Mohammad 05/04/22 12/01/26
District 4 Sipho Munyaradzi 01/15/25 12/01/28
District 5 Gladys Marroquin 08/24/22 12/01/26
District 6 Diana Robbins 01/06/21 12/01/28
Airport Advisory
Commission
Mayor Jerry Holiday 02/05/25 12/01/28
District 1 Vacant ---- 12/01/26
District 2 Issa Zacharia 05/16/18 12/01/28
District 3 Vacant ---- 12/01/26
District 4 Vacant ---- 12/01/28
District 5 Vacant ---- 12/01/26
District 6 Ramon Lopez-Maciel 01/06/21 12/01/28
Beautification
Committee
Mayor Miguel Gonzalez 02/03/21 12/01/24
District 1 Karen Huerta 02/07/18 12/01/26
District 2 Vacant ---- 12/01/28
District 3 Debra M. Basila 03/17/21 12/01/26
District 4 Robert Gonzalez 05/19/21 12/01/28
District 5 Agapita Rocha 01/16/19 12/01/26
District 6 Cynthia MorenoProcopio03/17/21 12/01/28
Civil Service
Commission
Mayor Dennis Smith 02/05/25 12/01/28
District 1 Nick Salinas 02/02/22 12/01/26
District 2 Stephani Perez 05/07/25 12/01/28
District 3 Vacant ---- 12/01/26
District 4 Shawn Griffin 01/17/24 12/01/28
District 5 Gloria Toscano 03/19/25 12/01/26
District 6 Mattie Mendez 05/07/25 12/01/28

LOCAL APPOINTMENT LIST
(Pursuant to California Government Code Section 54972)
- 2 -
District Committee Member Date Appointed Term Expires
CDBG Block
Grant
Commission
Mayor Candace Talley 02/05/25 12/01/28
District 1 Vacant ---- 12/01/26
District 2 Alyssia Arredondo 03/01/17 12/01/28
District 3 Vacant ---- 12/01/26
District 4 Cesar Villegas 02/05/25 12/01/28
District 5 Stevie Wright 04/02/25 12/01/26
District 6 Diana Mosqueda 02/19/25 12/01/28
Golf Course
Advisory
Committee
Varies. Includes
At-Large
Appointments
by Type and
Appointments
by Category
Jose Rodriguez
(Councilmember) 09/06/23 12/01/28
Joseph Hebert (Parks
Director) 09/06/23 Continual
Dan Bacci (SGM Rep.) 09/06/23 Continual
Dan Riley (Service
Organization Rep.) 08/20/25 08/20/27
Edward McIntyre
(Golfer/At-Large
Community Member) 08/20/25 08/20/27
Lisa Gill (Food and
Beverage Rep.) 09/06/23 Continual
Andy Medellin (NonGolfer/At-Large
Community Member) 08/20/25 08/20/27
Loan Review
Committee
At-Large
Appointment
Elvin Martin 03/1/06 N/A
John Molina 03/1/06 N/A
Vacant ---- N/A
Matilda Villafan 02/20/19 N/A
Johanna Torres 09/21/22 N/A
Planning
Commission
Mayor Timothy Riche 02/05/25 12/01/28
District 1 Robert Gran Jr. 01/16/19 12/01/26
District 2 Abel Perez 03/05/25 12/01/28
District 3 Saim Mohammad 05/04/22 12/01/26
District 4 Balwinder Singh 06/02/21 12/01/28
District 5 Jose E. Chavez Garcia 05/04/22 12/01/26
District 6 Ramon Lopez-Maciel 01/06/21 12/01/28
Transit Advisory
Board
Mayor Andrew Albonico 02/05/25 12/01/28
District 1 Jack Porter 03/05/25 12/01/26
District 2 Vacant ---- 12/01/28
District 3 Marie Luna 02/20/19 12/01/26
District 4 Sipho Munyaradzi 06/18/25 12/01/28
District 5 Otilia Morales 02/20/19 12/01/26
District 6 Cynthia Ortegon 02/19/25 12/01/28
Youth
Commission
Mayor Vacant ---- ----
District 1 Vacant ---- ----

LOCAL APPOINTMENT LIST
(Pursuant to California Government Code Section 54972)
- 3 -
District 2 Vacant ---- ----
District 3 Vacant ---- ----
District 4 Vacant ---- ----
District 5 Vacant ---- ----
District 6 Vacant ---- ----

LOCAL APPOINTMENT LIST
(Pursuant to California Government Code Section 54972)
- 4 -

GENERAL DESCRIPTION OF BOARDS / COMMITTEES / COMMISSIONS ADA ADVISORY COUNCIL: Four-year term. The ADA Council is composed of seven members. Appointees shall be residents of the City of Madera. Regular meetings are held the third Tuesday of each month at 3:30 p.m. Each member of the City Council makes a nomination to be considered for appointment by the Mayor.

Responsibilities: Serves in an advisory capacity to the City Council and staff on ADA matters including: promote pedestrian safety and access to all public streets; ensure that all public buildings and facilities, services, programs and activities are in compliance with ADA regulations; promote inclusion of the disabled community in the City’s emergency and disaster preparedness plans; develop disability awareness and educational outreach programs; work with the various City of Madera departments to ensure that all public buildings and facilities, remodeled and newly constructed are in compliance with current laws guaranteeing access for all people with disabilities; promote affordable and accessible housing in the community; make recommendations regarding unmet transit needs; and ensure grievance procedures are followed and enforced as described in the ADA bylaws.

AIRPORT ADVISORY COMMISSION: Four-year term. The Commission is composed of seven members. Appointees shall be residents of the City of Madera. Meetings are held the second Tuesday of each quarter per calendar year at 10:00 a.m. Each member of the City Council makes a nomination to be considered for appointment by the Mayor.

Responsibilities: Oversee, review, and make recommendations regarding the airport’s annual budget for operational and capital improvement purposes, Airport operations and services, master planning and land use.

BEAUTIFICATION COMMITTEE: Four–year term. The Committee is composed of seven members. Appointees shall be residents of the City of Madera. Regular meetings of the Committee are held every second Thursday of the month at 5:30 p.m. Each member of the City Council makes a nomination to be considered for appointment by the Mayor.

Responsibilities: Serves in an advisory capacity to the City Council and staff on community beautification matters including: develop and formulate programs and projects to enhance the aesthetic appearance of the community; develop an ordinance which will establish landscape standards for new development projects; develop and recommend practices and policies which will enhance and upgrade existing properties; and coordinate periodic community clean up campaigns and encourage public participation therein.

CIVIL SERVICE COMMISSION: Four-year term, with holdovers until new appointment is made. The Commission is composed of seven members, each member of the City Council makes a nomination to be considered for appointment by the Mayor. Appointees shall be residents of the City of Madera. Commissioners shall not be employed with the City nor shall they be under the direct supervision of any existing Council Member. Meetings, as needed, are usually held on the first Tuesday of each month at 5:00 p.m.

Responsibilities: Certification of eligibility lists for hiring employees in the classified service at regularly scheduled meetings; conducts appeal hearings regarding disciplinary action or alleged violations of Civil Service rules and at the request of the City Council or Administrator; special meetings for hearings are scheduled as needed and my require multiple evenings to complete.

CDBG BLOCK GRANT COMMISSION: The Commission is composed of seven members; each member of the City Council makes a nomination to be considered for appointment by the Mayor. Meets during a weekday evening as required. Serves in an advisory capacity to staff and the City Council on matters pertaining to the use of CDBG funds allocated to the City of Madera to benefit persons of low and moderate income, disabled and elderly persons, minority groups, homeless persons, or persons at risk of homelessness and CDBG-funded activities in eligible Census Tracts where CDBG program activities are proposed. Accepts testimony from City staff and applicants presenting proposals to request CDBG funds. Evaluates proposals and recommends CDBG funding allocations consistent with policies, goals and priorities established by the City’s CDBG Consolidated Plan and the Vision Madera 2025 Action Plan. Receives testimony from staff and provides comments about the City’s CDBG-funded programs and projects overall annual outcomes and accomplishments. Promotes public participation in the CDBG planning process and any amendments.

LOCAL APPOINTMENT LIST
(Pursuant to California Government Code Section 54972)
- 5 -
Golf Course Advisory Committee: The committee consists of a 7-member body and is comprised of the following representatives: City Councilmember serves for Council Term,Parks Director – Continual Term, SGM Representative - Continual Term, Golfer/At-Large Community Member – Two-year Term, Food & Beverage Director/Representative – Continual Term, Non-Golfer/At-Large Community Member – Two-year Term, Service Organization Representative - Two-year Term. This position also has an additional caveat that the service organizations eligible are those that regularly meet at the Course, those being currently the Madera Evening Lions Club and the Morning Rotary Club.

These service clubs will rotate representation, with the Madera Evening Lions Club having the initial representative.

Should additional service organizations meet at the Course, they would be eligible to be added to the rotation of appointments. The Committee meets on the third Monday of the month at the Madera Municipal Golf Course.

Meeting times and location may differ.

Responsibilities: Serve in an advisory capacity to the City Council and staff on local golf course matters including:
providing feedback and input on matters related to the golf course operations, improvements, and maintenance; serve as a representative of the local community including golfers, residents, and other stakeholders, to ensure inclusion in decision-making process; serve as a communication channel between the golf course and the community; address and help resolve issues or concerns raised by golfers or community regarding the golf course; offer recommendations for improvements such as upgrades to facilities, landscaping, course layout, or other amenities; provide input on budgetary matters; and contribute to the development of policies and guidelines governing the use and management of the golf course.

LOAN REVIEW COMMITTEE: This committee consists of five members appointed by the City Council comprised of at least three residents of the City of Madera. Members shall possess backgrounds in residential mortgage lending, real estate or the building trades industry. Members do not serve specific terms, nor do they receive compensation/benefits. Meetings of the committee are held as needed to provide for the review of loan and grant applications for first time homebuyer down payment assistance and owner-occupied rehabilitation programs funded by State, Federal and local funds awarded to the City of Madera and from the Successor Agency to the Former Redevelopment Agency. Failure by a Committee member to attend three consecutive meetings shall be deemed an automatic resignation. A significant pattern of absences shall also be considered grounds for removal from the committee. Conflict of interest provisions apply as applicable to committee appointees serving the City of Madera or the Successor Agency to the Former Redevelopment Agency.

PLANNING COMMISSION: Four-year term. The Commission is composed of seven members, each member of the City Council makes a nomination to be considered for appointment by the Mayor. Appointees must reside within the City limits. Meetings are held on the second Tuesday of each month beginning at 6:00 p.m.

Responsibilities: Develop, maintain and amend the General Plan and Specific Plans as deemed appropriate; discretionary approval of development proposals, including subdivisions, use permits, and variances; discuss overall planning for the City, including ordinances, special studies, zoning, subdivisions and signs, with recommendations to the City Council.

TRANSIT ADVISORY BOARD: Four-year term. The Board consists of seven members appointed from a cross section of the community (general public, children, elderly, disabled, students, social service agencies, and minority family).

The Board is composed of seven members, each member of the City Council makes a nomination to be considered for appointment by the Mayor. Appointees shall be residents of the City of Madera. Meetings are held quarterly in January, April, July, and September at a time and public place set by the advisory board.

Responsibilities: Recommend to the City Council a five (5) year transit and equipment plan; review, modify transit system proposals.

YOUTH COMMISSION: Two-year term. The Commission is composed of seven members, each member of the City Council makes a nomination to be considered for appointment by the Mayor. The Commission meets on the second Wednesday of each month at 5:00 p.m.

Responsibilities: Serves in an advisory capacity to the City Council about public safety, job opportunities for youth, recreation activities for youth, opportunities for effective participation by youth in governmental process, and changes in city regulations that are necessary to improve the social, economic, educational, recreational advantages, health and well-being of youth.

City Clerk Page 1 of 2
Update 09/19/23

CITY OF MADERA

COMMISSION, BOARD, AND COMMITTEE

APPLICATION
I hereby request that I be considered as a nominee for the following City of Madera Commission, Board, or Committee:

PLEASE CHECK ONE OR MORE:
_____ ADA Advisory Council _____ Airport Advisory Commission _____ Beautification Committee _____ Civil Service Commission _____ CDBG Block Grant Commission _____ Loan Review Committee _____ Planning Commission _____ Transit Advisory Board
_____ Other: ____________________
Please type or print in ink.
_________________________________________________________________________________________________________ LAST NAME FIRST NAME M.I.
______________________________________________________________________________________

HOME ADDRESS CITY, STATE, ZIP HOME PHONE
______________________________________________________________________________________

MAILING ADDRESS CITY, STATE ZIP E-MAIL ADDRESS
______________________________________________________________________________________

EMPLOYER JOB TITLE BUSINESS PHONE
Length of residence in the City of
Madera:

Years _________ Months ________
Have you ever been convicted of
a felony?
Yes _________ No ________
Are you 18 years of age or
older?
Yes ______ No ________
Educational background:
_______________________________________________________________________________ _______________________________________________________________________________ _______________________________________________________________________________ _______________________________________________________________________________ City Clerk Page 2 of 2
Update 09/19/23
Please list any organizations of which you are a member and any offices you have held in those organizations:
_______________________________________________________________________________ _______________________________________________________________________________ _______________________________________________________________________________ _______________________________________________________________________________ Please list any appointed public boards or commissions on which you have served, dates of service, and any chairmanship or office held:
_______________________________________________________________________________ _______________________________________________________________________________ _______________________________________________________________________________ _______________________________________________________________________________ I am interested in serving for the following reasons:
_______________________________________________________________________________ _______________________________________________________________________________ _______________________________________________________________________________ _______________________________________________________________________________ References (optional):
_______________________________________________________________________________ _______________________________________________________________________________ _______________________________________________________________________________ _______________________________________________________________________________ ________________________________ _________________________________________ Date Signature
Please return completed application to:

CITY OF MADERA

OFFICE OF THE CITY CLERK
205 West 4th Street, Madera, CA 93637
[email protected]
(559) 661-5405

REPORT TO CITY COUNCIL
Approved by:
_________________________________
Alicia Gonzales, City Clerk
_________________________________
Arnoldo Rodriguez, City Manager
SUBJECT:
2025 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 Friday, December 5, 2025 SUMMARY:

The City Council and various City Departments have traditionally participated in the Christmas Parade, is of the community’s cherished traditional holiday traditions. This year’s parade will take place on Friday, December 5, 2025. To ensure participation, Councilmembers and City departments are required to submit event applications and execute hold harmless agreements.

Additionally, an entry fee is charged per entry and the City typically submits several entries, including emergency response vehicles, a youth group, and elected officials.

DISCUSSION:

The 2025 Downtown Madera Christmas Light Parade is scheduled for the evening of Friday, December 5, 2025. This annual event is a long-standing tradition in the community, and the City Council, along with various City departments, have historically participated. To participate in the parade, applications and hold harmless agreements must be submitted to event organizers. The requested action is to authorize the City Manager to execute all necessary documentation, including event applications and hold harmless agreements, on behalf of the City for the Council and departmental entries. This would streamline the process and ensure the City's participation, which typically includes entries such as emergency response vehicles, youth groups, and elected officials.

Council Meeting of: November 5, 2025
Agenda Number: _____ B-8

RETURN TO AGENDA
FINANCIAL IMPACT:

The parade entry fee of $50 per entry is a budgeted expense. It is noted that the City has multiple entries.

ALTERNATIVES:

The Council may direct staff not to participate in the parade.

ATTACHMENTS:

1. Parade Entry Form and Hold Harmless Agreement

D o w n t o w n M a d e r a C h ri s t m a s L i g h t P a r a d e H o l d H a r m l e s s A g r e e m e n t Fo r m
I n s u b m i t t i n g t h i s a p p l i c a t i o n , t h e A p p l i c a n t a n d i t s a g e n t s a n d a s s i g n s , _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ A p p l i c a n t
a g r e e s t o r e l e a s e a n d h o l d t h e , M a d e r a D o w n t o w n A s s o c i a t i o n , C i t y o f M a d e r a , a n d t h e M a d e r a E v e n i n g L i o n s C l u b , a n d t h e i r d i r e c t o r s , m e m b e r s , e m p l o y e e s , a n d o t h e r r e p r e s e n t a t i v e s h a r m l e s s , a n d t o p r o m p t l y i n d e m n i f y s a m e f r o m a n d a g a i n s t a n y a n d a l l c l a i m s , a c t i o n s , d a m a g e s , l i a b i l i t y o f e v e r y t y p e a n d n a t u r e , i n c l u d i n g a l l c o s t s a n d l e g a l e x p e n s e s i n c u r r e d b y t h e A p p l i c a n t o r a n y o t h e r p a r t y, b y r e a s o n o f a n y a c t i v i t y a r i s i n g u n d e r o r i n c o n n e c t i o n w i t h t h e a p p l i c a n t ’ s p a r t i c i p a t i o n i n t h e D o w n t o w n M a d e r a C h r i s t m a s L i g h t Pa r a d e e v e n t , i n c l u d i n g b u t n o t l i m i t e d t o l o s s o f l i f e , p e r s o n a l i n j u r y a n d / o r d a m a g e t o p r o p e r t y a r i s i n g f r o m o r o u t o f a n y o c c u r r e n c e , o m i s s i o n o r a c t i v i t y t o s u c h p a r t i c i p a t i o n . I n t h e e v e n t t h e M a d e r a D o w n t o w n A s s o c i a t i o n , t h e C i t y o f M a d e r a , a n d t h e M a d e r a E v e n i n g L i o n s C l u b s h a l l b e m a d e a p a r t y t o a n y l i t i g a t i o n c o m m e n c e d b y o r a g a i n s t t h e A p p l i c a n t , t h e n t h e A p p l i c a n t s h a l l h o l d t h e M a d e r a D o w n t o w n A s s o c i a t i o n , t h e C i t y o f M a d e r a , a n d t h e M a d e r a E v e n i n g L i o n s C l u b , h a r m l e s s a n d s h a l l p a y a l l c o s t s , e x p e n s e s a n d a t t o r n e y f e e ’ s i n c u r r e d o r p a i d b y t h e m i n c o n n e c t i o n w i t h s u c h l i t i g a t i o n . I n s i g n i n g b e l o w, I v e r i f y t h a t i n c o n s i d e r a t i o n o f y o u r a c c e p t i n g t h i s e n t r y, I i n t e n d t o b e l e g a l l y b o u n d f o r m y s e l f, m y h e i r s , e x e c u t o r s & a d m i n i s t r a t o r s , w a i v e a n d r e l e a s e a n y a n d a l l r i g h t s I m a y h a v e a g a i n s t t h e M a d e r a D o w n t o w n A s s o c i a t i o n , t h e C i t y o f M a d e r a , a n d t h e M a d e r a E v e n i n g L i o n s C l u b , a n d a l l o t h e r a s s o c i a t e d s p o n s o r s , p r o m o t e r s , a n d a g e n t s f o r a n y a n d a l l i n j u r i e s s u f f e r e d b y m e i n c o n j u n c t i o n w i t h a n d / o r a r i s i n g i n a n d o u t o f m y t r a v e l i n g t o , p a r t i c i p a t i o n i n , a n d r e t u r n i n g f r o m t h e C a n d l e l i g h t C h r i s t m a s Pa r a d e o f L i g h t s e v e n t .

B y s i g n i n g t h i s d o c u m e n t , t h e A p p l i c a n t c e r t i f i e s t h a t t h e y h a v e r e a d , u n d e r s t a n d a n d w i l l c o m p l y w i t h t h e D o w n t o w n M a d e r a C h r i s t m a s L i g h t Pa r a d e R u l e s & R e g u l a t i o n s . T h e A p p l i c a n t f u r t h e r c e r t i f i e s t h a t a l l m e m b e r s p a r t i c i p a t i n g i n t h e u n i t i d e n t i f i e d i n t h e a p p l i c a t i o n h a v e b e e n a d v i s e d o f a n d a r e k n o w l e d g e a b l e o f s a i d r u l e s a n d r e g u l a t i o n s a n d h a v e a g r e e d t o c o m p l y w i t h t h e m . T h e A p p l i c a n t f u r t h e r a g r e e s t o h o l d h a r m l e s s , t h e M a d e r a D o w n t o w n A s s o c i a t i o n , t h e C i t y o f M a d e r a , a n d t h e M a d e r a E v e n i n g L i o n s C l u b a n d i t s d e s i g n a t e d r e p r e s e n t a t i v e s , v o l u n t e e r s , a n d s p o n s o r s , f o r a l l c l a i m s , d a m a g e s a n d l i a b i l i t i e s a r i s i n g f r o m a n y i n j u r y a s s o c i a t e d w i t h t h e p a r a d e i n a n y m a n n e r.

S i g n e d : _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ D a t e : _ _ _ _ _ _ _ _ _ _ _ T H I S H O L D H A R M L E S S AG R E E M E N T M U S T B E S I G N E D.

I a g r e e t o t h e H o l d H a r m l e s s A g r e e m e n t .

N a m e o f A U T H O R I Z E D R E P R E S E N TAT I V E TO G I V E C O N S E N T: ( P L E A S E P R I N T ) :

S i g n a t u r e o f A U T H O R I Z E D R E P R E S E N TAT I V E TO G I V E C O N S E N T:
_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ D a t e : _ _ _ _ _ _ _ _ _ _ _ _ 22002255 PPaarraaddee PPaacckkeett PPaaggee 55
22002255 PPaarraaddee PPaacckkeett PPaaggee 66

P A R A D E S C R I P T & A N N O U N C E M E N T S
T h e f o l l o w i n g i n f o r m a t i o n w i l l b e g i v e n t o o u r p a r a d e a n n o u n c e r s .

T h e b e s t d e s c r i p t i o n s a r e b r i e f a n d l i v e l y , f o c u s i n g o n w h o y o u a r e , y o u r p u r p o s e i n t h e p a r a d e , a n d a n y n o t a b l e a c h i e v e m e n t s .

Organization Name: ____________________________________________________________________________ Organization Mission/Goal: _____________________________________________________________________________ Entry Type: Float Band Cars Tractors Dance/Drill Team Walking Group Horse/Animal Other:

Entry Theme: _________________________________________________________________________________ Special People or Characters: ___________________________________________________________________ Do you have music with your entry? Yes: Live (Band) Pre-Recorded (Sound by You) No (Please keep in mind that music and sound for the parade are only provided at the announcer’s stage) Entry Script: This is what you want our announcers to read aloud and share for your entry. Be specific, fun, and include details. Include WHO you are, WHAT you do, DESCRIBE your entry/group, and your MESSAGE for the community.

Here are some examples to guide you:

Float entry for "Candy Cane Christmas Parade"
"Here comes the Sugar Plum Fairies Float from the Main Street Dance Academy! The dancers on board range in age from 5 to 17 and perform in our town's annual Nutcracker ballet. They are celebrating 20 years of teaching dance to the community! Give them a wave and a cheer as they celebrate the magic of the holidays." Marching band entry for "Harvest Festival Parade"
"Representing their school with pride, it’s the North Valley High School Marching Band! Under the direction of Ms.

Amy Chen, this award-winning band is performing their musical selection from their fall show, "Autumn's Anthem." Give a huge round of applause for these talented students and their hard work!" ______________________________________________________________________________________________ ______________________________________________________________________________________________ ______________________________________________________________________________________________ ______________________________________________________________________________________________ ______________________________________________________________________________________________ ______________________________________________________________________________________________ ______________________________________________________________________________________________

REPORT TO CITY COUNCIL
Approved by:
________________________________
Alicia Gonzales, City Clerk
_________________________________
Arnoldo Rodriguez, City Manager
SUBJECT:

Renewal Agreement with Wordly, Inc. Translation Services RECOMMENDATION:

Adopt a Resolution Approving a Renewal Agreement with Wordly, Inc. for the Continued Provision of Translation Services Powered by Artificial Intelligence at City Council Meetings SUMMARY:

The City remains committed to ensuring that all residents can participate in local government and understand City Council proceedings, regardless of language. To support this goal, the City implemented the use of Wordly in 2024, an AI-powered platform that provides real-time translation in multiple languages, including Spanish and Punjabi.

The initial one-year agreement with Wordly is set to expire on December 22, 2025, and staff recommends renewal for continued service. The renewal agreement maintains the annual cost of $9,450 for 70 hours of translation service and ensures uninterrupted access to multilingual communication during City Council meetings.

BACKGROUND:

In December 2024, the City entered into an agreement with Wordly to provide translation services to enhance public engagement and accessibility. Since its implementation, the City has utilized Wordly to support both regular and special City Council meetings, allowing attendees to follow discussions in their preferred language via personal devices.

Council Meeting of: November 5, 2025
Agenda Number: ____ B-9

RETURN TO AGENDA
DISCUSSION:

The renewal agreement with Wordly, Inc. continues with the same level of service as the original contract, providing up to 70 hours of translation annually at an annual cost of $9,450.

This will ensure consistent access to live translation for Regular and Special City Council meetings.

Wordly continues to meet the City’s needs by providing real-time translation in Spanish and Punjabi and integrating seamlessly with the City’s existing meeting and audio systems.

Staff has monitored usage throughout the year to assess participation and effectiveness. The table below summarizes attendee usage and selected translation languages during City Council meetings. Table 1: Wordly Usage Summary
Meeting
Date
Attendees
Using Wordly
Languages Accessed
1/15/25 12 English (9), Spanish (3)
2/05/25 11 English (5), Spanish (4), French (1), Italian (1) 2/19/25 9 English
3/05/25 6 English
3/19/25 2 English
4/02/25 6 English (5), Spanish (1)
4/16/25 2 English
5/07/25 1 English
5/21/25 3 English (2), Italian (1)
6/11/25 1 English
6/18/25 8 English (7), Spanish (1)
6/25/25 1 English
7/02/25 1 English
7/16/25 4 English
8/13/25 1 English
8/20/25 1 English
8/22/25 1 English
9/03/25 1 English
10/15/25 8 English
10/22/25 2 English (1), Spanish (1)
FINANCIAL IMPACT:

The annual renewal cost of $9,450 would come from existing budgeted dollars; there is no request for additional appropriation of funds.

ALTERNATIVES:

Should the Council require additional information, analysis, or research, staff can provide further details on translation services. Options include:

1. Reassess the frequency or format of translation services.

2. Discontinue AI translation and return to in-person as-needed translation practices.

3. Direct staff to identify other firms to provide a similar service or provide real-time translation services.

ATTACHMENTS:

1. Resolution Approving an Agreement with Wordly, Inc.
a. Exhibit A: Wordly, Inc. Agreement
b. Exhibit B: Wordly, Inc. Privacy Policy
c. Exhibit C: Wordly, Inc. Terms of Service
Attachment 1
Resolution
RESOLUTION NO. _______

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MADERA APPROVING A RENEWAL AGREEMENT WITH WORDLY, INC. FOR AI TRANSLATION SERVICES AT

CITY COUNCIL MEETINGS
WHEREAS, the City of Madera recognizesthat effective communication and engagement with all members of the community is a priority for the City; and WHEREAS, the City currently provides artificial intelligence-powered translation services during City Council meetings; and
WHEREAS, the City of Madera seeks to continue to provide language accessibility by renewing an agreement with Wordly, Inc. to continue to provide AI-powered translation services at City Council meetings; and
WHEREAS, the City, in compliance with the City’s purchasing policy, has determined to renew an agreement with Wordly for $9,450.

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

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

2. The agreement with Wordly, Inc. for $9,450 is approved.

3. This resolution is effective immediately.
* * * * * * **
Exhibit A
Wordly Agreement
City of Madera - 70-Hour Renewal for December 23rd, 2025 to December 22nd, 2026 term
City of Madera
205 W 4th St
Madera, CA 93637
United States
Gary Price
[email protected]
Arnoldo Rodriguez
[email protected]
(559) 661-5402
Alicia Gonzales
[email protected]
5596615409
Reference: 20251003-145858108
Quote created: October 3, 2025
Quote expires: December 9, 2025
Quote created by: Brandon Carter
Sales Manager, West
[email protected]
About Wordly
Wordly provides AI-powered translation for attendees at in-person, virtual, hybrid, and webinar events. The Wordly platform provides remote, real-time, simultaneous translation without the use of human interpreters, making it faster, easier, and more affordable to collaborate across multiple languages at once. Wordly empowers organizations to unlock the potential of their multilingual teams and global markets by removing language barriers, increasing inclusivity, engagement, and productivity.

Wordly has been used by over 3 million attendees and 1,500+ organizations for a wide range of use cases, including industry conferences, customer webinars, sales kickoff meetings, partner training, employee onboarding, city council meetings, church services, and much more. Attendees join using their own device (mobile phone, tablet, or computer), can select from dozens of languages, and listen to live audio or read captions in the language of their choice. Organizers can also display the Wordly output on monitors in the meeting rooms. Wordly is available on-demand, 24/7 and all sessions include a text transcript which can also be translated.

For more information, please review the following resources:

Overview Presentation
Overview Video
Wordly Features
Products & Services
Item & Description SKU Quantity
(Hours)
Unit Price
(USD)
Unit
Discount
Total Price
(USD)
Wordly Small All Wordly Languages WORDLY-SUL-P70 $150.00 10% $9,450.00 One-time subtotal $9,450.00
Total (USD) $9,450.00
Wordly Small Software-as-a-Service for up to 50
Wordly Users, Use of Wordly with all Wordly
languages
after 10%
discount
for 1 year after $1,050.00 discount
Solution Description
Attendees will access Wordly through one of several options, including the Wordly web app or integrations through other platforms such as Zoom. They will access directly on their own devices, using their own headsets or through a display showing Wordly results.

From their own devices, attendees will both be able to see and hear the live translation in over 60 languages, including: Arabic, Bengali, Chinese (Simplified & Traditional), Czech, Dutch, English, French, German, Hebrew, Hindi, Italian, Japanese, Korean, Polish, Portuguese, Romanian, Russian, Spanish, Swedish, Tagalog, Tamil, Thai, and Vietnamese.

See the full list of Wordly languages.

Wordly works on all modern browsers, operating systems, and devices.

Start Date: December 23, 2025
End Date: December 22, 2026
Payment is due prior to agreement start date
Purchase Terms

1. This quotation is for services delivered in support of City of Madera.

2. Wordly and customer understand that there is no warranty or SLA for translation accuracy.

3. Wordly is requesting feedback of usage; setup, ease of use, quality of translation and attendee response.

4. Use of Wordly is restricted to this contract. For the period of time spanning this contract, there will be no restrictions to the use of Wordly within the hours and number of users contracted. Contract begins on the date of purchase, unless specified otherwise. The contract period is the time period defined in the specific line item in this quotation from the contract start date. The contract period is for 12 months unless otherwise specified. Subscriptions do not automatically renew.

5. Customer is responsible for providing access to good quality audio to Wordly either via the mobile application or streaming audio to Wordly.

6. Customer is responsible for selecting languages and switching between languages for bilingual or multilingual conversations. Wordly does not automatically switch languages.

7. Customer is responsible for testing set-up and configuration prior to meetings or events.

8. Customer is purchasing Wordly for up to a specific number of simultaneous attendees. Wordly reserves the right to limit the number of attendees using Wordly during a session to the purchased limit. Customer can upgrade hours to a larger number of simultaneous attendees by contacting Wordly sales, additional fees apply.

9. If customer purchases an option with a limited number of languages, Wordly reserves the right to limit the use of the Wordly product to the specific languages, or charge the client if they use more languages than contracted.

10. Unused Wordly credits will be rolled over if future purchase of Wordly occurs within subscription period at the same tier or higher.

11. If customer exceeds the contracted hours, the customer will be responsible for paying for overage at the hourly rate. Overage is rounded-up to the nearest hour.

12. Customer owns the data they enter when using Wordly as well as the output data generated by using Wordly services (e.g., transcriptions and translations). Wordly will not use that data to train speech recognition and translation models and will keep that data confidential, including not sharing that data with any third parties. Customers can delete their data they have entered into the Wordly system at any time. Deleted data will be promptly removed from all production systems. Copies of the data may exist in Wordly system backups for disaster recover for up to 30 days.

13. If the customer is not fully satisfied with Wordly and has used Wordly for less than 10% of the purchased hours or 2 hours, whichever is fewer hours, and has participated in an onboarding session, they can receive a refund for their purchase. To exercise this refund, the customer must have procured and participated in a Wordly onboarding session and the request for refund must be made within 30 calendar days of signing this agreement or issuing a Purchase Order for Wordly.

14. There is a 3.0% processing fee for payment by Credit Card.

15. Customers is responsible for paying full amount in USD and are responsible for all wire transfer fees, other transaction fees or any changes in exchange rates

16. Customer acknowledges that failure to renew the subscription before, or on, the mutually agreed upon end date established on the Wordly quote/contract may result in loss of access to Wordly services. The company will make commercially reasonable efforts to notify the customer of upcoming renewal dates at least 60 days in advance. After 14-days of non-renewal, Wordly has the authority to pause the account's service.

17. The customer is responsible for any applicable sales tax, use tax, or value-added tax imposed on the goods or services purchased.

Prices listed on this quote do not include taxes. Appropriate tax will be calculated and added to your order total during invoicing as required by law.

18. Wordly Privacy policy: https://www.wordly.ai/privacy-policy

19. Wordly Software Terms of Service: https://www.wordly.ai/wordly-inc-terms-of-service Signature
Signature Date
Printed name
Questions? Contact me
Brandon Carter
Sales Manager, West
[email protected]
+19714206900
Wordly
175 S. San Antonio Road
Suite #102
Los Altos, CA 94022
United States
Exhibit B
Wordly Privacy Policy
Privacy Policy
Last Updated October 25, 2025
Introduction
This privacy policy (“Privacy Policy”) applies to the personal information that Wordly processes in connection with Wordly apps, websites, software, and related services (the “Services”), that link to or reference this Privacy Policy. The Services enable you to get real-time captions and/or translations for spoken conversations (audio input).

Data Controller: The Services are provided and controlled by Wordly, Inc., with its registered address in the USA (“we” or “us”). If you have any questions about how we use your personal data, please contact [email protected] or click the “Contact” link on the website.

Please be informed that the processing rules for personal information collected from end users when accessing downstream systems or applications developed by developers using our Application Programming Interfaces (APIs) are not covered by this privacy policy. The developer operating the application, as the controller of the personal information processing activity, should disclose the relevant personal information protection policies to the end users.

Wordly adheres to the EU-U.S. DPF Principles with regard to personal data transferred from the European Union and the United Kingdom and the Swiss-U.S. DPF Principles with regard to personal data transferred from Switzerland.

What Information We Collect
We collect your personal information in three ways: Information You Provide, Automatically Collected Information, and Information From Other Sources. More detail is provided below.

Information You Provide
When you create an account, input content, contact us directly, or otherwise use the Services, you may provide some or all of the following information:

Account information. We collect information that you provide when you set up an account, such as your name (where applicable), email address, and password.

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User Input. When you subscribe to our services, we collect your name, email address, mailing address, and other contact information so we can keep you informed about updates to our product.

Information When You Contact Us. When you contact us, we collect the information you send us, such as contact details, feedback or inquiries about your use of the Services or information.

Automatically Collected Information
We automatically collect certain information from you when you use the Services, including internet or other network activity information such as your IP address, unique device identifiers, and cookies.

Device and Network Information. We collect certain device and network connection information when you access the Services. This information includes your device model, operating system, IP address, device identifiers and system language. We also collect service-related, diagnostic, and performance information, including crash reports and performance logs. We automatically assign you a device ID and user ID. Where you log in from multiple devices, we use information such as your device ID and user ID to identify your activity across devices to give you a seamless login experience and for security purposes.

Log Information. We collect information regarding your use of the Services, such as the features you use and the actions you take.

Location Information. We automatically collect information about your approximate location based on IP address.

Cookies & Similar Technologies. We use cookies and similar tracking technologies to operate and provide the Service. For example, we use cookies to remember your language preferences, and for security purposes. We will obtain your consent to our use of cookies where required by law. To learn more about our use of cookies, please see our Cookie Policy.

Information from Other Sources
We may receive the information described in this Privacy Policy from other sources, such as:

Login, Signup, or Linked Services. Where available, if you choose to sign up for or log into the Services using a third-party service such as Zoom, Apple, or Google, or link your account to a thirdparty service, we may collect information from the service, such as an access token.

Security Information. We receive information from our trusted partners, such as security partners, to protect against fraud, abuse, and other security threats to our Services.

How We Use Your Information
We use your information to administer, operate, and provide the Services, including for the following purposes.

To provide, administer and maintain the Services, and to enforce our terms, conditions, and policies.

This includes creating the accounts, delivering a fast and convenient login experience, enabling you to communicate with Wordly and provide user support.

To communicate with you, including to notify you about changes to the Platform, provide customer support to you and send you other service-related messages.

To promote the safety, security, and stability of the Platform, such as by preventing and detecting abuse, fraud, and illegal activity on the Platform and by conducting troubleshooting, data analysis, testing, and research.

To comply with our legal obligations, or as necessary to perform tasks in the public interest, or to protect the vital interests of our users and other people. This could include providing law enforcement agencies or emergency services with information in urgent situations to protect health or life.

If you refuse to allow us to process the data in the manner described above, you may provide feedback through [email protected].

How We Share Your Information
Wordly does not share data with third parties.

The Security of Your Information
The security of your information is important to us. We maintain commercially reasonable technical, administrative, and physical security measures that are designed to protect your information from unauthorized access, theft, disclosure, modification, or loss. We regularly review our security measures to consider available new technology and methods.

How Long Do We Keep Your Information
We retain your account information for as long as the account is active as it is necessary to provide our Services and for the other purposes set out in this Privacy Policy. We also retain information when necessary to comply with contractual and legal obligations.

Your personal data will be deleted upon request when you choose to no longer use the Services. Usage data and/or transaction data will remain in our system for accounting reasons.

Where We Store Your Information
The personal information we collect from you is stored on a server located in the United States.

How to Access Your Personal Data
You can view your activity in the Wordly Portal under Activity. Personal information, such as name, email address, and your preferences and settings can be found under your Profile in the Wordly Portal.

Privacy Policy Updates
We may update this Privacy Policy from time to time as required by law. When we update the Privacy Policy, we will notify you by updating the “Last Updated” date at the top of the new Privacy Policy, posting the new Privacy Policy, or by providing any other notice required by applicable law. We recommend that you review the Privacy Policy each time you access our Services to stay informed of our privacy practices.

Contact Us
Questions, comments and requests regarding this policy should be addressed to [email protected] or click the “Contact” link on the website.

Supplemental Terms - Jurisdiction-Specific
The Federal Trade Commission has jurisdiction over Wordly’s compliance with the EU-U.S. Data Privacy Framework (EU-U.S. DPF) and the UK Extension to the EU-U.S. DPF, and the Swiss-U.S. Data Privacy Framework (Swiss-U.S. DPF).

European Economic Area (“EEA”), Switzerland, and UK
If you are using the Services in the EEA, Switzerland or the UK (the “European Region”), the following additional terms apply:

Legal bases for processing.

We use your personal data only as permitted by law. Our legal bases for processing your personal data described in this Policy are described in the table below.

Please be aware that we collect your personal data for the purposes set out in the table below. You may choose not to provide some of the personal data fields, but this may affect the services you are able to use from us.

Purpose of processing Personal information
categories Legal bases
To provide, administer and
maintain the Services, and to
enforce our terms, conditions
and policies. This includes
creating the accounts,
delivering realtime
captioning and translations
by Wordly and providing user
support.

Account Information
Information When You
Contact Us
Device and Network
Information
Log Information
Cookies
Performance of a contract
with you when we provide
and maintain our services. To
take steps that you request
prior to signing up for an
account to use the Platform.

Your consent when we ask
for it to process your
personal data for a specific
purpose to help you create
accounts.

To communicate with you,
including to notify you about
changes to the Platform,
Account Information
Information When You
Performance of a contract
with you when we provide
and maintain our services.
provide customer support to
you and send you other
service-related messages.

Contact Us
Location Information
Your consent when we ask
for it to process your
personal data for a specific
purpose to communicate
with you.

Commitment to comply with the EU-U.S. DPF and the UK Extension to the EU-U.S. DPF, and the Swiss-U.S. DPF
Wordly complies with the EU-U.S. Data Privacy Framework (EU-U.S. DPF) and the UK Extension to the EUU.S. DPF, and the Swiss-U.S. Data Privacy Framework (Swiss-U.S. DPF) as set forth by the U.S. Department of Commerce. Wordly has certified to the U.S. Department of Commerce that it adheres to the EU-U.S.

Data Privacy Framework Principles (EU-U.S. DPF Principles) with regard to the processing of personal data received from the European Union and the United Kingdom in reliance on the EU-U.S. DPF and the UK Extension to the EU-U.S. DPF. Wordly has certified to the U.S. Department of Commerce that it adheres to the Swiss-U.S. Data Privacy Framework Principles (Swiss-U.S. DPF Principles) with regard to the processing of personal data received from Switzerland in reliance on the Swiss-U.S. DPF. If there is any conflict between the terms in this privacy policy and the EU-U.S. DPF Principles and/or the Swiss-U.S. DPF Principles, the Principles shall govern. To learn more about the Data Privacy Framework (DPF) Program, and to view our certification, please visit https://www.dataprivacyframework.gov/ In compliance with the EU-U.S. DPF and the UK Extension to the EU-U.S. DPF and the Swiss-U.S. DPF, Wordly commits to cooperate and comply respectively with the advice of the panel established by the EU data protection authorities (DPAs) and the UK Information Commissioner’s Office (ICO) and the Swiss Federal Data Protection and Information Commissioner (FDPIC) with regard to unresolved complaints concerning our handling of human resources data received in reliance on the EU-U.S. DPF and the UK Extension to the EU-U.S. DPF and the Swiss-U.S. DPF in the context of the employment relationship.

Data Subject rights
The European Union’s General Data Protection Regulation (GDPR) and other countries’ privacy laws provide certain rights for data subjects. Data Subject rights under GDPR include the following:

Right to be informed
Right of access
Right to rectification
Right to erasure
Right to restrict processing
Right of data portability
Right to object
Rights related to automated decision making including profiling This Privacy Notice is intended to provide you with information about what personal data Wordly Inc. collects about you and how it is used.

If you wish to confirm that Wordly Inc. is processing your personal data, or to have access to the personal data Wordly Inc. may have about you, please contact us.

You may also request information about: the purpose of the processing; the categories of personal data concerned; who else outside Wordly Inc. might have received the data from Wordly Inc.; what the source of the information was (if you didn’t provide it directly to Wordly Inc.); and how long it will be stored. You have a right to correct (rectify) the record of your personal data maintained by Wordly Inc. if it is inaccurate. You may request that Wordly Inc. erase that data or cease processing it, subject to certain exceptions. You may also request that Wordly Inc. cease using your data for direct marketing purposes. In many countries, you have a right to lodge a complaint with the appropriate data protection authority if you have concerns about how Wordly Inc. processes your personal data. When technically feasible, Wordly Inc. will—at your request—provide your personal data to you.

Reasonable access to your personal data will be provided at no cost. If access cannot be provided within a reasonable time frame, Wordly Inc. will provide you with a date when the information will be provided. If for some reason access is denied, Wordly Inc. will provide an explanation as to why access has been denied.

Wordly will arbitrate claims and follow the terms as set forth in Annex I of the DPF Principles, provided that an individual has invoked binding arbitration by delivering notice to your organization and following the procedures and subject to conditions set forth in Annex I of Principles.

If in the future Wordly does transfer personal information to a third party acting as an agent on Wordly’s behalf, Wordly shall remain liable under the DPF Principles if its agent processes such personal information in a manner inconsistent with the DPF Principles, unless Wordly proves that it is not responsible for the event giving rise to the damage.

For questions or complaints concerning the processing of your personal data, you can email us at [email protected]. Alternatively, if you are located in the European Union, you can also have recourse to the European Data Protection Supervisor or with your nation’s data protection authority.

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Exhibit C
Wordly Terms of Service
Wordly, Inc Terms of Service

TERMS OF SERVICE
Last updated: June 20, 2024

1. Introduction
Welcome to the Wordly, Inc (“Company”, “we”, “our”, “us”, “Wordly”) Terms of Service. Please read through the following information prior to using Wordly.

These Terms of Service (“Terms”, “Terms of Service”) govern your use of the Wordly Service (“Service”, “Services”), which includes all Wordly affiliated websites, Wordly Mobile Applications, Wordly Web Applications, Wordly Portal, Wordly APIs, and Wordly Documentation.

Your agreement with us includes these Terms (“Agreements”). You acknowledge that you have read and understood Agreements, and agree to be bound by them.

If you do not agree with (or cannot comply with) Agreements, then you may not use the Service. These Terms apply to all visitors, users and others who wish to access or use Service.

Thank you for being a responsible user.

2. Communications
By creating an Account on Service, you agree to subscribe to newsletters, marketing or promotional materials and other information Company may send. You may opt out of receiving any, or all of these communications from Company by using the unsubscribe link or by emailing Company at [email protected].

3. Subscriptions
Some parts of Service are billed on a subscription basis (“Subscription(s)”). You will be billed in advance on a recurring and periodic basis (“Billing Cycle”). Billing cycles are set either on a monthly or annual basis, depending on the type of subscription plan you select when purchasing a Subscription.

At the end of each Billing Cycle, your Subscription may automatically renew under the exact same conditions unless you cancel it or Wordly cancels it. You may cancel your Subscription renewal either through your online account management page or by contacting Wordly Customer Support.

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A valid payment method, including credit card or ACH bank payment commitment, is required to process the payment for your subscription. You shall provide Wordly with accurate and complete billing information including full name, address, state, zip code, telephone number, and valid payment method information. By submitting such payment information, you automatically authorize Wordly to charge all Subscription fees incurred through your account to any such payment instruments.

Should automatic billing fail to occur for any reason, Wordly will issue an electronic invoice indicating that you must proceed manually, within a certain deadline date, with the full payment corresponding to the billing period as indicated on the invoice.

4. Free Trial
Wordly may, at its sole discretion, offer a Subscription with a free trial for a limited period of time (“Free Trial”).

You may be required to enter your billing information in order to sign up for Free Trial.

If you do enter your billing information when signing up for Free Trial, you will not be charged by Wordly until Free Trial has expired. On the last day of Free Trial period, unless you canceled your Subscription, you will be automatically charged the applicable Subscription fees for the type of Subscription you have selected.

At any time and without notice, Wordly reserves the right to (i) modify Terms of Service of Free Trial offer, or (ii) cancel such Free Trial offer.

5. Fee Changes
Wordly, in its sole discretion and at any time, may modify Subscription fees for the Subscriptions. Any Subscription fee change will become effective at the end of the then-current Billing Cycle.

Wordly will provide you with a reasonable prior notice of any change in Subscription fees to give you an opportunity to terminate your Subscription before such change becomes effective.

Your continued use of Service after Subscription fee change comes into effect constitutes your agreement to pay the modified Subscription fee amount.

6. Content
Content found on or through this Service are the property of Wordly. You may not distribute, modify, transmit, reuse, download, repost, copy, or use said Content, whether in whole or in part, for commercial purposes or for personal gain, without express advance written permission from us.

7. Prohibited Uses
You may use Service and Documentation only for lawful purposes and in accordance with Terms. You agree not to use Service for the following items:
(a) In any way that violates any applicable national or international law or regulation. (b) For the purpose of exploiting, harming, or attempting to exploit or harm minors in any way by exposing them to inappropriate content or otherwise.
(c) To transmit, or procure the sending of, any advertising or promotional material, including any “junk mail”, “chain letter,” “spam,” or any other similar solicitation. (d) To impersonate or attempt to impersonate Company, a Company employee, another user, or any other person or entity.
(e) In any way that infringes upon the rights of others, or in any way is illegal, threatening, fraudulent, or harmful, or in connection with any unlawful, illegal, fraudulent, or harmful purpose or activity. (f)  To engage in any other conduct that restricts or inhibits anyone’s use or enjoyment of Service, or which, as determined by us, may harm or offend Company or users of Service or expose them to liability. (g) Use Service in any manner that could disable, overburden, damage, or impair Service or interfere with any other party’s use of Service, including their ability to engage in real time activities through Service. (h) Use any robot, spider, or other automatic device, process, or means to access Service for any purpose, including monitoring or copying any of the material on Service. (i) Use any manual process to monitor or copy any of the material on Service or for any other unauthorized purpose without our prior written consent. (j) Use any device, software, or routine that interferes with the proper working of Service. (k) Introduce any viruses, trojan horses, worms, logic bombs, or other material which is malicious or technologically harmful.
(l) Attempt to gain unauthorized access to, interfere with, damage, or disrupt any parts of Service, the server on which Service is stored, or any server, computer, or database connected to Service. (m) Attack Service via a denial-of-service attack or a distributed denial-of-service attack. (n) Take any action that may damage or falsify Company reputation or rating. (o) Attempt to interfere with the proper working of Service. (p) Alter, modify or create any derivative works of the Services, the underlying source code, or the Documentation in any way.
(q) Use Service for benchmarking purposes or otherwise to analyze its workings and features for competitive purposes or in a manner that imposes unusual demands on Service outside of normal functions and operations - without explicit authorization and approval from Wordly. Furthermore, no Service benchmarking data can be published for public review without authorization and approval from Wordly.
(r) Modify or remove Wordly branding, marks, or logo from any Services without explicit permission from Company.

8. No Use By Minors
Service is intended only for access and use by individuals at least eighteen (18) years old. By accessing or using any Company Services, you warrant and represent that you are at least eighteen (18) years of age and with the full authority, right, and capacity to enter into this agreement and abide by all of the terms and conditions of Terms. If you are not at least eighteen (18) years old, you are prohibited from both the access and usage of Service.

9. Accounts
When you create an account with Company, you guarantee that you are above the age of 18, and that the information you provide Company is accurate, complete, and current at all times. Inaccurate, incomplete, or obsolete information may result in the immediate termination of your account on Service.

You are responsible for maintaining the confidentiality of your account and password, including but not limited to the restriction of access to your computer and/or account. You agree to accept responsibility for any and all activities or actions that occur under your account and/or password, whether your password is with Service or a third-party service. You must notify us immediately upon becoming aware of any breach of security or unauthorized use of your account.

You may not use as a username the name of another person or entity or that is not lawfully available for use, a name or trademark that is subject to any rights of another person or entity other than you, without appropriate authorization. You may not use as a username any name that is offensive, vulgar or obscene.

We reserve the right to refuse service, terminate accounts, remove or edit content, or cancel orders at our sole discretion.

10. Intellectual Property
Service and its original content (excluding Content provided by users), features and functionality are and will remain the exclusive property of Wordly and its licensors. Service is protected by copyright, trademark, and other laws of the United States. Our trademarks and trade dress may not be used in connection with any product or service without the prior written consent of Wordly.

11. Copyright Policy
We respect the intellectual property rights of others. It is our policy to respond to any claim that Content posted on Service infringes on the copyright or other intellectual property rights (“Infringement”) of any person or entity.

If you are a copyright owner, or authorized on behalf of one, and you believe that the copyrighted work has been copied in a way that constitutes copyright infringement, please submit your claim via email to [email protected], with the subject line: “Copyright Infringement” and include in your claim a detailed description of the alleged Infringement as detailed below, under “DMCA Notice and Procedure for Copyright Infringement Claims”
You may be held accountable for damages (including costs and attorneys’ fees) for misrepresentation or bad-faith claims on the infringement of any Content found on and/or through Service on your copyright.

12. DMCA Notice and Procedure for Copyright Infringement Claims You may submit a notification pursuant to the Digital Millennium Copyright Act (DMCA) by providing our Copyright Agent with the following information in writing (see 17 U.S.C 512(c)(3) for further detail):
(a) an electronic or physical signature of the person authorized to act on behalf of the owner of the copyright’s interest;
(b) a description of the copyrighted work that you claim has been infringed, including the URL (i.e., web page address) of the location where the copyrighted work exists or a copy of the copyrighted work; (c) identification of the URL or other specific location on Service where the material that you claim is infringing is located;
(d) your address, telephone number, and email address;
(e) a statement by you that you have a good faith belief that the disputed use is not authorized by the copyright owner, its agent, or the law;
(f) a statement by you, made under penalty of perjury, that the above information in your notice is accurate and that you are the copyright owner or authorized to act on the copyright owner’s behalf.

You can contact our Copyright Agent via email at [email protected]

13. Error Reporting and Feedback
You may provide us directly at [email protected] with information and feedback concerning errors, suggestions for improvements, ideas, problems, complaints, and other matters related to our Service (“Feedback”). You acknowledge and agree that: (i) you shall not retain, acquire or assert any intellectual property right or other right, title or interest in or to the Feedback; (ii) Company may have development ideas similar to the Feedback; (iii) Feedback does not contain confidential information or proprietary information from you or any third party; and (iv) Company is not under any obligation of confidentiality with respect to the Feedback. In the event the transfer of the ownership to the Feedback is not possible due to applicable mandatory laws, you grant Company and its affiliates an exclusive, transferable, irrevocable, free-of-charge, sub-licensable, unlimited and perpetual right to use (including copy, modify, create derivative works, publish, distribute and commercialize) Feedback in any manner and for any purpose.

14. Links To Other Web Sites
Our Service may contain links to third party web sites or services that are not owned or controlled by Company.

Company has no control over, and assumes no responsibility for the content, privacy policies, or practices of any third party web sites or services. We do not warrant the offerings of any of these entities/individuals or their websites.

You acknowledge and agree that Company shall not be responsible or liable, directly or indirectly, for any damage or loss caused or alleged to be caused by or in connection with use of or reliance on any such content, goods or services available on or through any such third party web sites or services.

We advise you to read the terms of service and privacy policies of any third party web sites or services that you visit.

15. Disclaimer Of Warranty
These services are provided by Company on an “as is” and “as available” basis. Company makes no representations or warranties of any kind, express or implied, as to the operation of their Services, or the information, content or materials included therein. You expressly agree that your use of these services, their content, and any Services or items obtained from us is at your sole risk.

Neither Company nor any person associated with Company makes any warranty or representation with respect to the completeness, security, reliability, quality, accuracy, or availability of the services. Without limiting the foregoing, neither Company nor anyone associated with Company represents or warrants that the services, their content, or any services or items obtained through the Services will be accurate, reliable, error-free, or uninterrupted, that defects will be corrected, that the Services or the server that makes it available are free of viruses or other harmful components or that the services or any Services or items obtained through the Services will otherwise meet your needs or expectations.

Company hereby disclaims all warranties of any kind, whether express or implied, statutory, or otherwise, including but not limited to any warranties of merchantability, non-infringement, and fitness for particular purpose.

The foregoing does not affect any warranties which cannot be excluded or limited under applicable law.

16. Limitation Of Liability
Except as prohibited by law, you will hold us and our officers, directors, employees, and agents harmless for any indirect, punitive, special, incidental, or consequential damage, however it arises (including attorneys’ fees and all related costs and expenses of litigation and arbitration, or at trial or on appeal, if any, whether or not litigation or arbitration is instituted), whether in an action of contract, negligence, or other tortious action, or arising out of or in connection with this agreement, including without limitation any claim for personal injury or property damage, arising from this agreement and any violation by you of any federal, state, or local laws, statutes, rules, or regulations, even if Company has been previously advised of the possibility of such damage. Except as prohibited by law, if there is liability found on the part of Company, it will be limited to the amount paid for the products and/or services, and under no circumstances will there be consequential or punitive damages. Some states do not allow the exclusion or limitation of punitive, incidental or consequential damages, so the prior limitation or exclusion may not apply to you.

17. Termination
We may terminate or suspend your account and bar access to Service immediately, without prior notice or liability, under our sole discretion, for any reason whatsoever and without limitation, including but not limited to a breach of Terms.

If you wish to terminate your account, you may simply discontinue using Service.

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

Local Government Waste Tire Amnesty Grant Program from the California Department of Resources Recycling and Recovery
RECOMMENDATION:

Adopt Resolutions:

1. Accepting the grant award in the amount of $84,490

2. Amending the City’s 2025/26 Budget to reflect revenues and expenditures related to the grant
SUMMARY:

On October 8, 2025, the California Department of Resources Recycling and Recovery (CalRecycle) notified the City that it had been awarded $84,490 under the Local Government Waste Tire Amnesty Grant Program (Tire Amnesty Grant). The funding will support a series of community events that allow residents to properly dispose of waste tires, reducing illegal dumping, and promoting environmental sustainability.

DISCUSSION:

CalRecycle administers several grant programs to assist local agencies in cleaning up and properly recycling waste tires. The Tire Amnesty Grant, offered in two-year cycles, reimburses eligible costs related to staff time, tire collection, transportation, handling, and recycling.

The City has participated in CalRecycle’s waste tire programs in prior years with notable success.

During the Fiscal Year 2023/24 grant cycle, approximately 20,000 waste tires were collected countywide, resulting in a measurable reduction in illegal tire dumping. Under the Tire Amnesty Grant, residents may dispose of up to 20 waste tires per event at no cost; however, tires from Council Meeting of: November 5, 2025
Agenda Number: B-10

RETURN TO AGENDA
commercial haulers or waste tire–generating businesses are not accepted. The events are datespecific and open to the public.

Waste Tire Cleanup Grant vs. Tire Amnesty Grant
It is noted that the City has two distinct programs to combat the illegal dumping of tires. They include:

1. Waste Tire Cleanup Grant

2. Tire Amnesty Grant (this item)
Under the Waste Tire Cleanup grant, City staff proactively collect illegally dumped tires found often on the side of the road while under the Tire Amnesty program, the City will organize events where members of the public can bring their used or unwanted tires for proper disposal.

Residents may dispose of 20 waste tires per event. The goal is to provide a convenient and responsible avenue for the community to dispose of tires, promoting environmental sustainability and reducing the occurrence of improperly discarded tires in public spaces. Under the Waste Tire Cleanup Grant, staff collects up to 9 waste tires per address when tires are illegally dumped on a property. Under this scenario, City staff travel to the site to collect the tires; however, someone may occasionally drop them off at the City’s Corporation Yard.

Regional Cooperation
For the current grant cycle, the City opted to apply as part of a regional team with the County of Madera and the City of Chowchilla. Under this partnership, the City of Madera will serve as the lead agency, responsible for overall coordination, bookkeeping, and required state reporting.

Partner agencies will submit reimbursement requests to the City for their eligible expenses, including staff time and associated operational costs. The regional team anticipates hosting approximately five tire amnesty events over the two-year grant period.

FINANCIAL IMPACT:

Acceptance of the Tire Amnesty Grant has no impact on the City’s General Fund. The $84,490 in funding will fully support personnel costs, event operations, and educational outreach related to the proper disposal of waste tires. Table 1 provides a detailed breakdown of the grant budget over a two-year period.

Table 1: Budget Detail
Personnel $28,976
Contracted Services $40,500
Education Materials $7,516
Equipment $6,125
Miscellaneous Supplies $1,373
Total $84,490
Personnel costs include staff time from the City and its partner agencies. The average cost per event is estimated at $17,000, allowing for approximately five community tire collection events during the grant term. To help minimize costs, the City also anticipates partnering with a nonprofit organization to provide manual labor and equipment support such as trailers.

ALTERNATIVES:

Potential alternatives may include:

1. The Council may choose to request additional information.

2. Instead of City staff serving as the lead agency, the Council may opt to request an external agency to take on the lead role for the grant.

3. Council may elect not to accept the grant, returning the funds.

ATTACHMENTS:

1. Resolution – Accepting the Grant

2. Resolution – Authorizing Budget
Amendment
a. Exhibit A – Budget Amendment

3. Grant Agreement
RESOLUTION NO. 25- ____

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

CALIFORNIA ACCEPTING THE CALIFORNIA DEPARTMENT OF RESOURCES

RECYCLING AND RECOVERY LOCAL GOVERNMENT WASTE TIRE AMNESTY GRANT IN THE AMOUNT OF $84,490
WHEREAS, the City of Madera Code Enforcement is responsible for the health and safety of the City in relation to code violations and blight; and WHEREAS, the California Department of Resources Recycling and Recovery (CalRecycle) has allocated $1,500,000 to help agencies administer tire disposal events for their community members; and
WHEREAS, the City applied as a regional team with the County of Madera and the City of Chowchilla; and
WHEREAS, the City was awarded $84,490 from the Local Government Waste Tire Amnesty Grant Program to fund approximately five tire amnesty events; and WHEREAS, CalRecycle requires authorization from the governing body to execute an agreement among the agencies to receive the grant monies.

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 City accepts the grant in the amount of $84,490 from the Local Government Waste Tire Amnesty Grant Program administered by the California Department of Resources Recycling and Recovery.

3. The Council approves the Grant Agreement with State of California Department of Resources and Recycling and Recovery.

4. The City Manager, or their designee, is authorized to sign the Grant Agreement.

5. This resolution is effective immediately upon adoption. ******
RESOLUTION NO. 25- ____

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

CALIFORNIA, AUTHORIZING AND APPROVING AMENDMENTS TO THE CITY OF MADERA FISCAL YEAR 2025/2026 BUDGET
WHEREAS, the City Council has authorized the City Manager to accept a grant award in the amount of $84,490 from the State of California State of California Department of Resources and Recycling and Recovery; and
WHEREAS, the amendments to the City of Madera Fiscal Year 2025/2026 Budget, listed in Exhibit A, attached hereto, are necessary to account for receipt of the grant funds and related expenditures.

NOW THEREFORE, THE COUNCIL OF THE CITY OF MADERA hereby resolves, finds and order 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. 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. The resolution is effective immediately upon adoption. ******

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

TIRE AMNESTY GRANT
4781 47813013 4434 Grants 51,134
4781 47813013 5000 Salaries/Full-time 11,277
4781 47813013 5100 Salaries/Overtime 1,384
4781 47813013 5110 Salaries/Uniform Pay 12
4781 47813013 5302 Long Term Disability Insurance 21
4781 47813013 5303 Life Insurance Premiums 8
4781 47813013 5304 Workers Compensation Insurance 1,162 4781 47813013 5305 Medicare Tax 114
4781 47813013 5308 Deferred Compensation/Full-time 313
4781 47813013 5309 Unemployment Insurance 24
4781 47813013 5310 Section 125 Benefits 2,875
4781 47813013 6412 Advertising/Other 2,700
4781 47813013 6418 Postage / Other Mailing Charge 1,680 4781 47813013 6440 Contracted Services 27,975
4781 47813013 6518 Other Supplies 1,589
TOTALS 51,134 51,134

EXHIBIT A
CITY OF MADERA FISCAL YEAR 2025/26 BUDGET APPROPRIATION

FOR LOCAL GOVERNMENT WASTE TIRE AMNESTY GRANT PROGRAM
1

TA8-25-0010
City of Madera
State of California - California Environmental
Protection Agency
CalRecycle 110 (Rev 10/19)
Department of Resources Recycling and
Recovery (CalRecycle)
Grant Agreement Cover Sheet
Grant Number
TA8-25-0010
Name of Grant Program
2025-26 Local Government Waste Tire Amnesty Grant
Grantee Name
City of Madera
Taxpayer's Federal Employer Identification Number
94-6000365
Total Grant not to Exceed
$84,490.00
Start of Grant Term
Notice to Proceed Email Date
End of Grant Term
October 28, 2027
The Department of Resources Recycling and Recovery (CalRecycle) and City of Madera (the “Grantee”), in mutual consideration of the promises made herein, agree to comply with the provisions of this Agreement, which consists of this Grant Agreement Cover Sheet and the following Exhibits, which are incorporated by this reference and made a part of this Agreement as if attached hereto:

Exhibit A – Terms and Conditions
Exhibit B – Procedures and Requirements
Exhibit C – Application with revisions, if any, and any amendments This Agreement is of no force or effect until signed by both parties. Grantee shall not commence performance until it receives written approval from CalRecycle. In witness whereof, the parties hereto have executed this Agreement as of the dates entered below.

TA8-25-0010
City of Madera
Grantee Payment Address
City of Madera
330 South C Street
Madera, CA 93638
Revised Grantee Payment Address (if needed)
Department/Grantor Name Grantee Name
CalRecycle City of Madera
Signature of CalRecycle’s Authorized
Signatory
Signature of Grantee’s Authorized Signatory
(as authorized in Resolution, Letter of
Commitment, or Letter of Designation)
X
Printed Name of CalRecycle’s Authorized
Signatory
Printed Name of Grantee’s Authorized
Signatory
Title Title
Date Date

TA8-25-0010
City of Madera
Certification of Funding
Amount Encumbered by
this Agreement
Prior Amount Encumbered for
this Agreement
Total Amount
Encumbered to Date
$84,490.00 $84,490.00
Grant Year/Program Chapter Statute Year
2025-26 Local Government
Waste Tire Amnesty Grant 4 2025
Org Code Reference Fund
3970 101 0226

Enactment Year Fiscal Year Fund Title
2025 2025-26 TIRE
Fi$Cal Expenditure Information
Reporting Structure Program (PGM-SUB-TSK) Account/Alt Account 39705330 3700000217 5432000
I hereby certify upon my own personal knowledge that budgeted funds are available for the period and purpose of the expenditure stated above.

Signature of CalRecycle Budget Office Date
Jacqueline Fulkerson Digitally signed by Jacqueline Fulkerson Date: 2025.10.08 13:41:03 -07’00’ 10/08/2025
CalRecycle’s Competitive Grant Terms and Conditions – Revised 6/21/2022 1 Exhibit A
Terms and Conditions
Local Government Waste Tire Amnesty Grant
Program Fiscal Year 2025–26
The following terms used in this Grant Agreement (Agreement) have the meanings given to them below, unless the context clearly indicates otherwise:
• "CalRecycle" means the Department of Resources Recycling and Recovery. • "Director" means the Director of CalRecycle or his or her designee. • "Grant Agreement" and "Agreement" means all documents comprising the agreement between CalRecycle and the Grantee for this Grant.
• "Grant Manager" means CalRecycle staff person responsible for monitoring the grant. • "Grantee" means the recipient of funds pursuant to this Agreement. • "Program" means the Local Government Waste Tire Amnesty Grant Program. • "State" means the State of California, including, but not limited to, CalRecycle and/or its designated officer.

Air or Water Pollution Violation
The grantee shall not be:
(a) In violation of any order or resolution not subject to review promulgated by the State Air Resources Board or an air pollution control district.
(b) Out of compliance with any final cease and desist order issued pursuant to Water Code Section 13301 for violation of waste discharge requirements or discharge prohibitions. (c) Finally determined to be in violation of provisions of federal law relating to air or water pollution.

Amendment
No amendment or variation of the terms of this Agreement shall be valid unless made in writing, signed by the parties, and approved as required. No oral understanding or agreement not incorporated into this Agreement is binding on any of the parties. This Agreement may be amended, modified or augmented by mutual consent of the parties, subject to the requirements and restrictions of this paragraph.

Americans with Disabilities Act
The grantee assures the state that it complies with the Americans with Disabilities Act of 1990 (ADA)(42 U.S.C.§ 12101 et seq.), which prohibits discrimination on the basis of disability, as well as all applicable regulations and guidelines issued pursuant to the ADA.

Assignment, Successors, and Assigns
(a) This Agreement may not be assigned by the grantee, either in whole or in part, without CalRecycle’s prior written consent.

CalRecycle’s Competitive Grant Terms and Conditions – Revised 6/21/2022 2 (b) The provisions of this Agreement shall be binding upon and inure to the benefit of CalRecycle, the grantee, and their respective successors and assigns.

Audit/Records Access
The grantee agrees that CalRecycle, the Department of Finance, the Bureau of State Audits, or their designated representative(s) shall have the right to review and to copy any records and supporting documentation pertaining to the performance of this Agreement. The grantee agrees to maintain such records for possible audit for a minimum of three (3) years after final payment date or grant term end date, whichever is later, unless a longer period of records retention is stipulated, or until completion of any action and resolution of all issues which may arise as a result of any litigation, dispute, or audit, whichever is later. The grantee agrees to allow the designated representative(s) access to such records during normal business hours and to allow interviews of any employees who might reasonably have information related to such records. Further, the grantee agrees to include a similar right of the State to audit records and interview staff in any contract or subcontract related to performance of this Agreement.
[It may be helpful to share the Terms and Conditions and Procedures and Requirements with your finance department, contractors and subcontractors. Examples of audit documentation include, but are not limited to: expenditure ledger, payroll register entries and time sheets, personnel expenditure summary form, travel expense log, paid warrants, contracts, change orders, invoices, and/or cancelled checks.]
Authorized Representative
The grantee shall continuously maintain a representative vested with signature authority authorized to work with CalRecycle on all grant-related issues. The grantee shall, at all times, keep the Grant Manager informed as to the identity and contact information of the authorized representative.

Availability of Funds
CalRecycle's obligations under this Agreement are contingent upon and subject to the availability of funds appropriated for this grant.

Bankruptcy/Declaration of Fiscal Emergency Notification If the grantee files for protection under Chapter 9 of the U.S. Bankruptcy Code (11 U.S.C. §901 et seq.) or declares a fiscal emergency at any time during the Grant Term, the grantee shall notify CalRecycle within 15 days of such filing or declaration, pursuant to the procedures set forth in the section entitled “Communications” herein.

Charter Cities
If the grantee is a charter city, a joint powers authority that includes one or more charter cities, or the regional lead for a regional program containing one or more charter cities, the grantee shall not receive any grant funding if such funding is prohibited by Labor Code section 1782. If it is determined that Labor Code section 1782 prohibits funding for the grant project, this Agreement will be terminated and any disbursed grant funds shall be returned to CalRecycle.

CalRecycle’s Competitive Grant Terms and Conditions – Revised 6/21/2022 3 Child Support Compliance Act
For any agreement in excess of $100,000, the grantee acknowledges that:
(a) The grantee recognizes the importance of child and family support obligations and shall fully comply with all applicable state and federal laws relating to child and family support enforcement, including, but not limited to, disclosure of information and compliance with earnings assignment orders, as provided in Family Code Section 5200 et seq.; and (b) The grantee, to the best of its knowledge, is fully complying with the earnings assignment orders of all employees, and is providing the names of all new employees to the New Hire Registry maintained by the California Employment Development Department.

Communications
All communications from the grantee to CalRecycle shall be directed to the Grant Manager.

All notices, including reports and payment requests, required by this Agreement shall be given in writing by email, letter, or fax to the Grant Manager as identified in the Procedures and Requirements (Exhibit B). If an original document is required, prepaid mail or personal delivery to the Grant Manager is required following the email or fax.

Compliance
The grantee shall comply fully with all applicable federal, state, and local laws, ordinances, regulations, and permits. The grantee shall provide evidence, upon request, that all local, state, and/or federal permits, licenses, registrations, and approvals have been secured for the purposes for which grant funds are to be expended. The grantee shall maintain compliance with such requirements throughout the Grant Term. The grantee shall ensure that the requirements of the California Environmental Quality Act are met for any approvals or other requirements necessary to carry out the terms of this Agreement. The grantee shall ensure that all of grantee’s contractors and subcontractors have all local, state, and/or federal permits, licenses, registrations, certifications, and approvals required to perform the work for which they are hired. Any deviation from the requirements of this section shall result in nonpayment of grant funds.

Conflict of Interest
The grantee needs to be aware of the following provisions regarding current or former state employees. If the grantee has any questions on the status of any person rendering services or involved with this Agreement, CalRecycle must be contacted immediately for clarification.

Current State Employees (Pub. Contract Code, § 10410):
(a) No officer or employee shall engage in any employment, activity, or enterprise from which the officer or employee receives compensation or has a financial interest and which is sponsored or funded by any state agency, unless the employment, activity, or enterprise is required as a condition of regular state employment. (b) No officer or employee shall contract on his or her own behalf as an independent contractor with any state agency to provide goods or services.

Former State Employees (Pub. Contract Code, § 10411):

CalRecycle’s Competitive Grant Terms and Conditions – Revised 6/21/2022 4 (a) For the two-year period from the date he or she left state employment, no former state officer or employee may enter into a contract in which he or she engaged in any of the negotiations, transactions, planning, arrangements or any part of the decision-making process relevant to the contract while employed in any capacity by any state agency. (b) For the twelve-month period from the date he or she left state employment, no former state officer or employee may enter into a contract with any state agency if he or she was employed by that state agency in a policy-making position in the same general subject area as the proposed contract within the twelve month period prior to his or her leaving state service.

If the grantee violates any provisions of above paragraphs, such action by the grantee shall render this Agreement void. (Pub. Contract Code, § 10420).

Contractors/Subcontractors
The grantee will be entitled to make use of its own staff and such contractors and subcontractors as are mutually acceptable to the grantee and CalRecycle. Any change in contractors or subcontractors must be mutually acceptable to the parties. Immediately upon termination of any such contract or subcontract, the grantee shall notify the Grant Manager.

Nothing contained in this Agreement or otherwise, shall create any contractual relation between CalRecycle and any contractors or subcontractors of grantee, and no agreement with contractors or subcontractors shall relieve the grantee of its responsibilities and obligations hereunder. The grantee agrees to be as fully responsible to CalRecycle for the acts and omissions of its contractors and subcontractors and of persons either directly or indirectly employed by any of them as it is for the acts and omissions of persons directly employed by the grantee. The grantee's obligation to pay its contractors and subcontractors is an independent obligation from CalRecycle’s obligation to make payments to the grantee.

As a result, CalRecycle shall have no obligation to pay or to enforce the payment of any moneys to any contractor or subcontractor.

Copyrights
Grantee retains title to any copyrights or copyrightable material produced pursuant to this Agreement. Grantee hereby grants to CalRecycle a royalty-free, nonexclusive, transferable, world-wide license to reproduce, translate, and distribute copies of any and all copyrightable materials produced pursuant this Agreement, for nonprofit, non-commercial purposes, and to have or permit others to do so on CalRecycle’s behalf. Grantee is responsible for obtaining any necessary licenses, permissions, releases or authorizations to use text, images, or other materials owned, copyrighted, or trademarked by third parties and for extending such licenses, permissions, releases, or authorizations to CalRecycle pursuant to this section.

Corporation Qualified to do Business in California
When work under this Agreement is to be performed in California by a corporation, the corporation shall be in good standing and currently qualified to do business in the State. "Doing business" is defined in Revenue and Taxation Code Section 23101 as actively engaging in any transaction for the purpose of financial or pecuniary gain or profit.

CalRecycle’s Competitive Grant Terms and Conditions – Revised 6/21/2022 5 Discharge of Grant Obligations
The grantee's obligations under this Agreement shall be deemed discharged only upon acceptance of the final report by CalRecycle. If the grantee is a non-profit entity, the grantee’s Board of Directors shall accept and certify as accurate the final report prior to its submission to CalRecycle.

Disclaimer of Warranty
CalRecycle makes no warranties, express or implied, including without limitation, the implied warranties of merchantability and fitness for a particular purpose, regarding the materials, equipment, services or products purchased, used, obtained and/or produced with funds awarded under this Agreement, whether such materials, equipment, services or products are purchased, used, obtained and/or produced alone or in combination with other materials, equipment, services or products. No CalRecycle employees or agents have any right or authority to make any other representation, warranty or promise with respect to any materials, equipment, services or products, purchased, used, obtained, or produced with grant funds. In no event shall CalRecycle be liable for special, incidental or consequential damages arising from the use, sale or distribution of any materials, equipment, services or products purchased or produced with grant funds awarded under this Agreement.

Discretionary Termination
The Director shall have the right to terminate this Agreement at his or her sole discretion at any time upon 30 days written notice to the grantee. Within 45 days of receipt of written notice, grantee is required to:
(a) Submit a final written report describing all work performed by the grantee. (b) Submit an accounting of all grant funds expended up to and including the date of termination.
(c) Reimburse CalRecycle for any unspent funds.

Disputes
In the event of a dispute regarding performance under this Agreement or interpretation of requirements contained therein, the grantee may, in addition to any other remedies that may be available, provide written notice of the particulars of such dispute to the Branch Chief of Financial Resources Management Branch, Department of Resources Recycling and Recovery, PO Box 4025, Sacramento, CA 95812-4025. Such written notice must contain the grant number.

Unless otherwise instructed by the Grant Manager, the grantee shall continue with its responsibilities under this Agreement during any dispute.

Drug-Free Workplace Certification
The person signing this Agreement on behalf of the grantee certifies under penalty of perjury under the laws of California, that the grantee will comply with the requirements of the DrugFree Workplace Act of 1990 (Gov. Code, § 8350 et seq.) and will provide a drug-free workplace by taking the following actions:

CalRecycle’s Competitive Grant Terms and Conditions – Revised 6/21/2022 6 (a) Publish a statement notifying employees that unlawful manufacture, distribution, dispensation, possession or use of a controlled substance is prohibited and specifying actions that will be taken against employees for violations. (b) Establish a drug-free awareness program to inform employees about all of the following:
(1) The dangers of drug abuse in the workplace.
(2) The grantee's policy of maintaining a drug-free workplace. (3) Any available counseling, rehabilitation, and employee assistance programs. (4) Penalties that may be imposed upon employees for drug abuse violations. (c) Require that each employee who works on the grant:
(1) Receive a copy of the drug-free policy statement of the grantee. (2) Agrees to abide by the terms of such statement as a condition of employment on the grant.

Failure to comply with these requirements may result in suspension of payments under the Agreement or termination of the Agreement or both and grantee may be ineligible for award of any future state agreements if CalRecycle determines that the grantee has made a false certification, or violated the certification by failing to carry out the requirements as noted above.

Effectiveness of Agreement
This Agreement is of no force or effect until signed by both parties.

Entire Agreement
This Agreement supersedes all prior agreements, oral or written, made with respect to the subject hereof and, together with all attachments hereto, contains the entire agreement of the parties.

Environmental Justice
In the performance of this Agreement, the grantee shall conduct its programs, policies, and activities that substantially affect human health or the environment in a manner that ensures the fair treatment of people of all races, cultures, and income levels, including minority populations and low-income populations of the state.

Expatriate Corporations
The person signing this Agreement on behalf of the grantee certifies under penalty of perjury under the laws of California, that the grantee is not an expatriate corporation or subsidiary of an expatriate corporation within the meaning of Public Contract Code Sections 10286 and 10286.1, and is eligible to contract with the State of California.

Failure to Perform as Required by this Agreement
CalRecycle will benefit from the grantee's full compliance with the terms of this Agreement only by the grantee's:
(a) Investigation and/or application of technologies, processes, and devices which support reduction, reuse, and/or recycling of wastes.
(b) Cleanup of the environment.
(c) Enforcement of solid waste statutes and regulations, as applicable.

CalRecycle’s Competitive Grant Terms and Conditions – Revised 6/21/2022 7 Therefore, the grantee shall be in compliance with this Agreement only if the work it performs results in:
(a) Application of information, a process, usable data or a product which can be used to aid in reduction, reuse, and/or recycling of waste.
(b) The cleanup of the environment.
(c) The enforcement of solid waste statutes and regulations, as applicable.

If the Grant Manager determines that the grantee has not complied with the Grant Agreement, the grantee may forfeit the right to reimbursement of any grant funds not already paid by CalRecycle, including, but not limited to, the 10 percent withhold.

In addition to forfeiture of grant funds, failure to perform as required by this Agreement may impact Grantee’s eligibility for future grants offered by CalRecycle.

Force Majeure
Neither CalRecycle nor the grantee, its contractors, vendors, or subcontractors, if any, shall be responsible hereunder for any delay, default, or nonperformance of this Agreement, to the extent that such delay, default, or nonperformance is caused by an act of God, weather, accident, labor strike, fire, explosion, riot, war, rebellion, sabotage, flood, or other contingencies unforeseen by CalRecycle or the grantee, its contractors, vendors, or subcontractors, and beyond the reasonable control of such party.

Forfeit of Grant Funds/Repayment of Funds Improperly
Expended
If grant funds are not expended, or have not been expended, in accordance with this Agreement, or if real or personal property acquired with grant funds is not being used, or has not been used, for grant purposes in accordance with this Agreement, the Director, at his or her sole discretion, may take appropriate action under this Agreement, at law or in equity, including requiring the grantee to forfeit the unexpended portion of the grant funds, including, but not limited to, the 10 percent withhold, and/or to repay to CalRecycle any funds improperly expended.

Generally Accepted Accounting Principles
The grantee is required to use Generally Accepted Accounting Principles in documenting all grant expenditures.

Grant Manager
The Grant Manager’s responsibilities include monitoring grant progress, and reviewing and approving Grant Payment Requests and other documents delivered to CalRecycle pursuant to this Agreement. The Grant Manager may monitor grantee performance to ensure that the grantee expends grant funds appropriately and in a manner consistent with the terms and conditions contained herein. The Grant Manager does not have the authority to approve any deviation from or revision to the Terms and Conditions (Exhibit A) or the Procedures and Requirements (Exhibit B), unless such authority is expressly stated in the Procedures and Requirements (Exhibit B).

CalRecycle’s Competitive Grant Terms and Conditions – Revised 6/21/2022 8 Grantee Accountability
The grantee is ultimately responsible and accountable for the manner in which the grant funds are utilized and accounted for and the way the grant is administered, even if the grantee has contracted with another organization, public or private, to administer or operate its grant program. In the event an audit should determine that grant funds are owed to CalRecycle, the grantee is responsible for repayment of the funds to CalRecycle.

Grantee's Indemnification and Defense of the State
The grantee agrees to indemnify, defend and save harmless the state and CalRecycle, and their officers, agents and employees from any and all claims and losses accruing or resulting to any and all contractors, subcontractors, suppliers, laborers, and any other person, firm or corporation furnishing or supplying work services, materials, or supplies in connection with the performance of this Agreement, and from any and all claims and losses accruing or resulting to any person, firm or corporation who may be injured or damaged by the grantee as a result of the performance of this Agreement.

Grantee's Name Change
A written amendment is required to change the grantee's name as listed on this Agreement.

Upon receipt of legal documentation of the name change, CalRecycle will process the amendment. Payment of Payment Requests presented with a new name cannot be paid prior to approval of the amendment.

In Case of Emergency
In the event of an emergency, or where there is an imminent threat to public health and safety or the environment, the grantee may choose, at its own risk, to incur grant-eligible expenses not previously included in the approved Budget, subject to subsequent approval by the Grant Manager of both the Budget change and the need to implement the Budget change on an emergency basis. The grantee shall notify the Grant Manager of the emergency and the Budget change at the earliest possible opportunity. CalRecycle reserves the right to accept or reject the grantee’s determination that the circumstances constituted an emergency or a threat to public health and safety or the environment. If the Grant Manager determines that the circumstances did not constitute an emergency or a threat to public health or safety, the Budget change will be disallowed.

Limited Waiver of Sovereign Immunity and Consent to
Jurisdiction
The Grantee expressly and irrevocably waives sovereign immunity (and any defenses based thereon) in favor of CalRecycle, but not as to any other person or entity, as to any dispute which specifically arises under this Agreement and not as to any other action, matters or disputes.

The Grantee does not waive its sovereign immunity with respect to (i) actions by third parties, except for parties acting on behalf of, under authorization from the Grantee or CalRecycle, or (ii) disputes between the Grantee and CalRecycle which do not specifically arise under this Agreement. The Grantee further agrees that exhaustion of tribal administrative remedies, CalRecycle’s Competitive Grant Terms and Conditions – Revised 6/21/2022 9 including before any tribal court, shall not be required prior to proceeding to filing a complaint in the appropriate court of law; and
The Grantee and CalRecycle agree that any monetary damages awarded or arising under this Agreement shall be exclusively limited to actual direct damages incurred based on obligations contained in this Agreement that have been demonstrated with substantial certainty and which do not, in any event, exceed the total amount of the award under this Agreement. The Grantee and CalRecycle agree not to assert any claim for damages, injunctive, or other relief which is not consistent with the provisions of this Agreement; and The Grantee and CalRecycle may seek, and the Grantee may seek after it has exhausted any available remedy through the Government Claims Program and the Program so approves, judicial review for breach of contract in the State Superior Court for Sacramento County, including any appellate proceedings. The Grantee and CalRecycle expressly consent to the jurisdiction of such Court, provided that:
(a) No person or entity other than the Grantee and CalRecycle is a party to the action, unless failure to join a third party would deprive the court of jurisdiction; provided, however, that nothing herein shall be construed to constitute a waiver of the sovereign immunity of the Grantee or CalRecycle in respect to any such third party. (b) The judgment so entered has the same force and effect as, and is subject to all the provisions of law relating to, a judgment in a civil action, and may be enforced like any other judgment of the court in which it is entered.

Nothing in this Agreement shall be construed to constitute a waiver of the sovereign immunity of the Grantee with respect to intervention by any additional party not deemed an indispensable party to the proceeding. Unless otherwise agreed by the Grantee and CalRecycle, any dispute resolution meetings or communications, or mediation, shall be in the context of a settlement discussion to potential litigation and remain confidential to the extent not prohibited by applicable law.

National Labor Relations Board Certification
The person signing this Agreement on behalf of the grantee certifies under penalty of perjury that no more than one final unappealable finding of contempt of court by a federal court has been issued against the grantee within the immediately preceding two-year period because of the grantee's failure to comply with an order of a federal court which orders the grantee to comply with an order of the National Labor Relations Board. This section is not applicable if the grantee is a public entity.

No Agency Relationship Created/Independent Capacity
The grantee and the agents and employees of grantee, in the performance of this Agreement, shall act in an independent capacity and not as officers or employees or agents of CalRecycle.

No Waiver of Rights
CalRecycle shall not be deemed to have waived any rights under this Agreement unless such waiver is given in writing and signed by CalRecycle. No delay or omission on the part of CalRecycle in exercising any rights shall operate as a waiver of such right or any other right.

CalRecycle’s Competitive Grant Terms and Conditions – Revised 6/21/2022 10 A waiver by CalRecycle of a provision of this Agreement shall not prejudice or constitute a waiver of CalRecycle’s right otherwise to demand strict compliance with that provision or any other provision of this Agreement. No prior waiver by CalRecycle, nor any course of dealing between CalRecycle and grantee, shall constitute a waiver of any of CalRecycle’s rights or of any of grantee’s obligations as to any future transactions. Whenever the consent of CalRecycle is required under this Agreement, the granting of such consent by CalRecycle in any instance shall not constitute continuing consent to subsequent instances where such consent is required and in all cases such consent may be granted or withheld in the sole discretion of CalRecycle.

Non-Discrimination Clause
(a) During the performance of this Agreement, grantee and its contractors shall not unlawfully discriminate, harass, or allow harassment against any employee or applicant for employment on the bases enumerated in Government Code Section 12900 et seq. (b) The person signing this Agreement on behalf of the grantee certifies under penalty of perjury under the laws of California that the grantee has, unless exempted, complied with the nondiscrimination program requirements (Gov. Code, § 12990, subd. (a-f) and California Code of Regulations, Title 2, Section 8103). (Not applicable to public entities.) Order of Precedence
The performance of this grant shall be conducted in accordance with the Terms and Conditions, Procedures and Requirements, Project Summary/Statement of Use, Work Plan, and Budget of this Agreement, or other combination of exhibits specified on the Grant Agreement Coversheet attached hereto (collectively referred to as “Terms”). Grantee’s CalRecycle-approved Application (Grantee’s Application) is hereby incorporated herein by this reference. In the event of conflict or inconsistency between the articles, exhibits, attachments, specifications or provisions that constitute this Agreement, the following order of precedence shall apply:
(a) Grant Agreement Coversheet and any Amendments thereto (b) Terms and Conditions
(c) Procedures and Requirements
(d) Project Summary/Statement of Use
(e) Budget
(f) Work Plan
(g) Grantee’s Application
(h) All other attachments hereto, including any that are incorporated by reference.

Ownership of Drawings, Plans, and Specifications
The grantee shall, at the request of CalRecycle or as specifically directed in the Procedures and Requirements (Exhibit B), provide CalRecycle with copies of any data, drawings, design plans, specifications, photographs, negatives, audio and video productions, films, recordings, reports, findings, recommendations, and memoranda of every description or any part thereof, prepared under this Agreement. Grantee hereby grants to CalRecycle a royalty-free, nonexclusive, transferable, world-wide license to reproduce, translate, and distribute copies of any and all such materials produced pursuant this Agreement, for nonprofit, noncommercial purposes, and to have or permit others to do so on CalRecycle’s behalf.

CalRecycle’s Competitive Grant Terms and Conditions – Revised 6/21/2022 11 Payment
(a) The approved Budget, if applicable, is attached hereto and incorporated herein by this reference and states the maximum amount of allowable costs for each of the tasks identified in the Work Plan, if applicable, which is attached hereto and incorporated herein by this reference. CalRecycle shall reimburse the grantee for only the work and tasks specified in the Work Plan or the Grantee’s Application at only those costs specified in the Budget and incurred in the term of the Agreement.
(b) The grantee shall carry out the work described in the Work Plan or in the Grantee’s Application in accordance with the approved Budget, and shall obtain the Grant Manager’s written approval of any changes or modifications to the Work Plan, approved project as described in the Grantee’s Application or the approved Budget prior to performing the changed work or incurring the changed cost. If the grantee fails to obtain such prior written approval, the Director, at his or her sole discretion, may refuse to provide funds to pay for such work or costs.
(c) The grantee shall request reimbursement in accordance with the procedures described in the Procedures and Requirements.
(d) Ten percent will be withheld from each Payment Request and paid at the end of the grant term, when all reports and conditions stipulated in this Agreement have been satisfactorily completed. Failure by the grantee to satisfactorily complete all reports and conditions stipulated in this Agreement may result in forfeiture of any such funds withheld pursuant to CalRecycle’s 10 percent retention policy.
(e) Lodgings, Meals and Incidentals: Grantee’s Per Diem eligible costs are limited to the amounts authorized in the California State Administrative Manual (contact the Grant Manager for more information).
(f) Payment will be made only to the grantee.
(g) Reimbursable expenses shall not be incurred unless and until the grantee receives a Notice to Proceed as described in the Procedures and Requirements (Exhibit B).

Personal Jurisdiction
The grantee consents to personal jurisdiction in the State of California for all proceedings concerning the validity and operation of this Agreement and the performance of the obligations imposed upon the parties. Native American Tribal grantees expressly waive tribal sovereign immunity as a defense to any and all proceedings concerning the validity and operation of this Agreement and the performance of the obligations imposed upon the parties.

Personnel Costs
If there are eligible costs pursuant to Exhibit B, Procedures and Requirements, any personnel expenditures to be reimbursed with grant funds must be computed based on actual time spent on grant-related activities and on the actual salary or equivalent hourly wage the employee is paid for his or her regular job duties, including a proportionate share of any benefits to which the employee is entitled, unless otherwise specified in the Procedures and Requirements (Exhibit B).

Real and Personal Property Acquired with Grant Funds
(a) All real and personal property, including equipment and supplies, acquired with grant funds shall be used by the grantee only for the purposes for which CalRecycle approved CalRecycle’s Competitive Grant Terms and Conditions – Revised 6/21/2022 12 their acquisition for so long as such property is needed for such purposes, regardless of whether the grantee continues to receive grant funds from CalRecycle for such purposes.

In no event shall the length of time during which such property, including equipment and supplies, acquired with grant funds, is used for the purpose for which CalRecycle approved its acquisition be less than five (5) years after the end of the grant term, during which time the property, including equipment and supplies, must remain in the State of California.
(b) Subject to the obligations and conditions set forth in this section, title to all real and personal property acquired with grant funds, including all equipment and supplies, shall vest upon acquisition in the grantee. The grantee may be required to execute all documents required to provide CalRecycle with a security interest in any real or personal property, including equipment and supplies, and it shall be a condition of receiving this grant that CalRecycle shall be in first priority position with respect to the security interest on any such property acquired with the grant funds, unless pre-approved in writing by the Grant Manager that CalRecycle will accept a lower priority position with respect to the security interest on the property. Grantee shall inform any lender(s) from whom it is acquiring additional funding to complete the property purchase of this grant condition. (c) The grantee may not transfer Title to any real or personal property, including equipment and supplies, acquired with grant funds to any other entity without the express authorization of CalRecycle. Grantee’s violation of this provision shall result in Grantee’s reimbursement to CalRecycle of the amount of grant funds used to purchase said equipment and supplies.
(d) CalRecycle will not reimburse the grantee for the acquisition of equipment that was previously purchased with CalRecycle grant funds, unless the acquisition of such equipment with grant funds is pre-approved in writing by the Grant Manager. In the event of a question concerning the eligibility of equipment for grant funding, the burden will be on the grantee to establish the pedigree of the equipment.

Reasonable Costs
A cost is reasonable if, in its nature or amount, it does not exceed that which would be incurred by a prudent person under the circumstances prevailing at the time the decision was made to incur the cost. Consideration will be given to:
(a) Whether the cost is of a type generally recognized as ordinary and necessary for the performance of the grant.
(b) The restraints or requirements imposed by such factors as generally accepted sound business practices, arms-length bargaining, federal and state laws and regulations, and the terms and conditions of this Agreement.
(c) Whether the individuals concerned acted with prudence in the circumstances, considering their responsibilities to the organization, its members, employees, clients, and the public at large.
(d) Significant deviations from the established practices of the organization which may unjustifiably increase the grant costs.

Recycled-Content Paper
All documents submitted by the grantee must be printed double-sided on recycled-content paper containing 100 percent post-consumer fiber. Specific pages containing full color photographs or other ink-intensive graphics may be printed on photographic paper.

CalRecycle’s Competitive Grant Terms and Conditions – Revised 6/21/2022 13 Reduction of Waste
In the performance of this Agreement, grantee shall take all reasonable steps to ensure that materials purchased or utilized in the course of the project are not wasted. Steps should include, but not be limited to: the use of used, reusable, or recyclable products; discretion in the amount of materials used; alternatives to disposal of materials consumed; and the practice of other waste reduction measures where feasible and appropriate.

Reduction of Waste Tires
Unless otherwise provided for in this Agreement, in the performance of this Agreement, for all purchases made with grant funds, including, but not limited to equipment and tire-derived feedstock, the grantee shall purchase and/or process only California waste tires and California waste tire-derived products. As a condition of final payment under this Agreement, the grantee must provide documentation substantiating the source of the tire materials used during the performance of this Agreement to the Grant Manager.

Reimbursement Limitations
Under no circumstances shall the grantee seek reimbursement pursuant to this Agreement for a cost or activity that has been or will be paid for through another funding source. The grantee shall not seek reimbursement for any costs used to meet cost sharing or matching requirements of any other CalRecycle funded program.

All costs charged against the Agreement shall be net of all applicable credits. The term “applicable credits” refers to those receipts or reductions of expenditures that operate to offset or reduce expense items that are reimbursable under this Agreement. Applicable credits may include, but are not necessarily limited to, rebates or allowances, discounts, credits toward subsequent purchases, and refunds. Grantee shall, where possible, deduct the amount of the credit from the amount billed as reimbursement for the cost, or shall deduct the amount of the credit from the total billed under a future invoice.

Reliable Contractor Declaration
Prior to authorizing any contractor or subcontractor to commence work under this Grant, the grantee shall submit to CalRecycle a Reliable Contractor Declaration (CalRecycle 168) from the contractor or subcontractor, signed under penalty of perjury, disclosing whether of any of the events listed in Section 17050 of Title 14, California Code of Regulations, Natural Resources (https://www.calrecycle.ca.gov/laws/regulations/title14), Division 7, has occurred with respect to the contractor or subcontractor within the preceding three (3) years. If a contractor is placed on CalRecycle’s Unreliable List after award of this Grant, the grantee may be required to terminate that contract.

Remedies
Unless otherwise expressly provided herein, the rights and remedies hereunder are in addition to, and not in limitation of, other rights and remedies under this Agreement, at law or in equity, and exercise of one right or remedy shall not be deemed a waiver of any other right or remedy.

CalRecycle’s Competitive Grant Terms and Conditions – Revised 6/21/2022 14 Self-Dealing and Arm’s Length Transactions
All expenditures for which reimbursement pursuant to this Agreement is sought shall be the result of arm’s-length transactions and not the result of, or motivated by, self-dealing on the part of the grantee or any employee or agent of the grantee. For purposes of this provision, “arm’s-length transactions” are those in which both parties are on equal footing and fair market forces are at play, such as when multiple vendors are invited to compete for an entity’s business and the entity chooses the lowest of the resulting bids. “Self-dealing” is involved where an individual or entity is obligated to act as a trustee or fiduciary, as when handling public funds, and chooses to act in a manner that will benefit the individual or entity, directly or indirectly, to the detriment of, and in conflict with, the public purpose for which all grant monies are to be expended.

Severability
If any provisions of this Agreement are found to be unlawful or unenforceable, such provisions will be voided and severed from this Agreement without affecting any other provision of this Agreement. To the full extent, however, that the provisions of such applicable law may be waived, they are hereby waived to the end that this Agreement be deemed to be a valid and binding agreement enforceable in accordance with its terms.

Site Access
The grantee shall allow the state to access sites at which grant funds are expended and related work being performed at any time during the performance of the work and for ninety (90) days after completion of the work, or until all issues related to the grant project have been resolved.

Stop Work Notice
Immediately upon receipt of a written notice from the Grant Manager to stop work, the grantee shall cease all work under this Agreement.

Termination for Cause
CalRecycle may terminate this Agreement and be relieved of any payments should the grantee fail to perform the requirements of this Agreement at the time and in the manner herein provided. In the event of such termination, CalRecycle may proceed with the work in any manner deemed proper by CalRecycle. All costs to CalRecycle shall be deducted from any sum due the grantee under this Agreement. Termination pursuant to this section may result in forfeiture by the grantee of any funds retained pursuant to CalRecycle’s 10 percent retention policy.

Time is of the Essence
Time is of the essence to this Agreement.

Tolling of Statute of Limitations
The statute of limitations for bringing any action, administrative or civil, to enforce the terms of this Agreement or to recover any amounts determined to be owing to CalRecycle as the CalRecycle’s Competitive Grant Terms and Conditions – Revised 6/21/2022 15 result of any audit of the grant covered by this Agreement shall be tolled during the period of any audit resolution, including any appeals by the grantee to the Director.

Union Organizing
By signing this Agreement, the grantee hereby acknowledges the applicability of Government Code Sections 16645, 16645.2, 16645.8, 16646, 16647, and 16648 to this Agreement and hereby certifies that:
(a) No grant funds disbursed by this grant will be used to assist, promote, or deter union organizing by employees performing work under this Agreement. (b) If the grantee makes expenditures to assist, promote, or deter union organizing, the grantee will maintain records sufficient to show that no state funds were used for those expenditures, and that grantee shall provide those records to the Attorney General upon request.

Venue/Choice of Law
(a) All proceedings concerning the validity and operation of this Agreement and the performance of the obligations imposed upon the parties hereunder shall be held in Sacramento County, California. The parties hereby waive any right to any other venue.

The place where the Agreement is entered into and place where the obligation is incurred is Sacramento County, California.
(b) The laws of the State of California shall govern all proceedings concerning the validity and operation of this Agreement and the performance of the obligations imposed upon the parties hereunder.

Waiver of Claims and Recourse against the State
The grantee agrees to waive all claims and recourse against the state, its officials, officers, agents, employees, and servants, including, but not limited to, the right to contribution for loss or damage to persons or property arising out of, resulting from, or in any way connected with or incident to this Agreement. This waiver extends to any loss incurred attributable to any activity undertaken or omitted pursuant to this Agreement or any product, structure, or condition created pursuant to, or as a result of, this Agreement.

Work Products
Grantee shall provide CalRecycle with copies of all final products identified in the Work Plan.

Grantee shall also provide CalRecycle with copies of all public education and advertising material produced pursuant to this Agreement.

Workers’ Compensation/Labor Code
The grantee is aware of Labor Code Section 3700, which requires every employer to be insured against liability for Workers’ Compensation or to undertake self-insurance in accordance with the Labor Code, and the grantee agrees to comply with such provisions before commencing the performance of the work of this Agreement.

Procedures and Requirements
Local Government Waste Tire Amnesty Grant Program, TA8 (FY 2025–26) 1 March 2025
Department of Resources Recycling and Recovery
Exhibit B
Procedures and Requirements Local
Government Waste Tire Amnesty Grant
Program
Cycle 8 (TA8) Fiscal Year 2025–26
Copies of these Procedures and Requirements must be shared with both the Finance Department and the staff responsible for implementing the grant activities.

Procedures and Requirements
Local Government Waste Tire Amnesty Grant Program, TA8 (FY 2025–26) 2 Table of Contents
Introduction ................................................................................................................... 3 Grants Management System (GMS)............................................................................. 3 Accessing the Grant .................................................................................................... 3 Contact Updates.......................................................................................................... 4 Prior to Commencing Work.......................................................................................... 5 Reliable Contractor Declaration................................................................................... 5 Waste & Used Tire Hauler and End Use and Disposal Facilities ................................. 5 Waste Tire Hauling Limits ............................................................................................ 6 Maximum Tires Per Individual...................................................................................... 6 Grant Term ..................................................................................................................... 7 Eligible Costs............................................................................................................... 7 Ineligible Costs ............................................................................................................ 8 Modifications................................................................................................................ 8 Acknowledgements...................................................................................................... 9 Reporting Requirements............................................................................................ 10 Electronic Signatures................................................................................................. 10 Progress Report......................................................................................................... 11 Final Report ............................................................................................................... 11 Grant Payment Information........................................................................................ 11 Payment Request and Documentation................................................................... 11 Audit Considerations.................................................................................................. 13 Procedures and Requirements
Local Government Waste Tire Amnesty Grant Program, TA8 (FY 2025–26) 3 Introduction
The Department of Resources Recycling and Recovery (CalRecycle) administers the Local Government Waste Tire Amnesty Grant Program. These Procedures and Requirements describe project and reporting requirements, report due dates, report contents, grant payment conditions, eligible and ineligible project costs, project completion and closeout procedures, and records and audit requirements.

In a Regional Grant, the term “grantee” used throughout this document refers to the Lead Participant (Lead). The Lead is designated to act on behalf of all Non-Lead Participant(s). In a Regional, the Lead manages the grant, is responsible for the performance of the grant and all required documentation and administers the grant funds to its Non-Lead Participants on its behalf.

This document is attached to, and incorporated by reference, into the Grant Agreement.

Milestones
Notice to Proceed Date: Grant Term Begins on the date that CalRecycle emails the Notice to Proceed.

Each Payment Request: Progress Report Due
October 28, 2027: Final Report and Final Payment Request Due October 28, 2027: Grant Term End
Grants Management System (GMS)
GMS is CalRecycle’s web-based grant application and Grants Management System.

Access to GMS is secure; grantees must log in using a WebPass. WebPass accounts are tied to a specific email address. If an email address changes, or if it becomes inactive, the grantee must create a new WebPass account to continue accessing GMS.

Establish or manage a WebPass at CalRecycle’s WebPass page (https://secure.calrecycle.ca.gov/WebPass/).

Accessing the Grant
Grantees must log in to GMS (https://secure.calrecycle.ca.gov/Grants) using their WebPass. After logging in, locate the grant in the My Awarded/Open Grants table and select the Grant Management link. The Grant Management Module includes the following sections:
• Summary tab: Shows approved budget, paid and remaining amounts. (This section is available to the grantee in read-only mode.) • Payment Request tab: Grantee requests reimbursement.
• Reports tab: Grantee uploads required reports.
• Documents tab: Grantee uploads all other grant documents that are not supporting documents to a payment request or a report. This section also provides access to documents that were uploaded within other sections of GMS. • Sites tab: Shows amnesty event locations.

Procedures and Requirements
Local Government Waste Tire Amnesty Grant Program, TA8 (FY 2025–26) 4 Follow the instructions in GMS to work in the system. The following sections describe the reports, transactions, and supporting documents CalRecycle requires.

Contact Updates
Access to the grant is limited to those listed in the Contacts tab of the Application Module with the “Allow Access” check box marked. A contact may be listed but not granted access by not checking the box. Please note, if a contact is granted access to a grant, they will be able to edit contacts, submit payment requests, upload reports, and view all documents. Those with access may update contact information for all contact types except Signature Authority. Email the assigned Grant Manager regarding any changes to Signature Authority information.

Procedures and Requirements
Local Government Waste Tire Amnesty Grant Program, TA8 (FY 2025–26) 5 Prior to Commencing Work
Prior to commencing work under this grant, the grantee’s Grant Manager or primary contact and authorized grant Signature Authority should review the Terms and Conditions (Exhibit A) and the Procedures and Requirements (Exhibit B) to identify key grant administrative requirements. Evaluation of the grantee’s compliance with these requirements is a major focus of grant audits.

Reliable Contractor Declaration
Prior to authorizing a contractor or subcontractor to commence work under this grant, the grantee shall submit to the Grant Manager a declaration from the contractor or subcontractor, signed under penalty of perjury, stating that within the preceding three (3) years, none of the events listed in section 17050 of Title 14 (https://www.calrecycle.ca.gov/Laws/Regulations/Title14/), California Code of Regulations, Natural Resources, Division 7, has occurred with respect to the contractor or subcontractor. The grantee must submit this form for each contractor and subcontractor working under the grant.

If a contractor or subcontractor is placed on the CalRecycle Unreliable Contractor List (https://www.calrecycle.ca.gov/Funding/Unreliability/) after award of this grant, the grantee may be required to terminate the contract. Obtain the Reliable Contractor Declaration form (CalRecycle 168) from CalRecycle’s Application and Grant Management Tools webpage (https://calrecycle.ca.gov/funding/tools/ The grantee must upload a scanned copy of each signed Reliable Contractor Declaration form in GMS. To upload the form:

1. Go to the Reports tab.

2. Click on Reliable Contractor Declaration under Report Type.

3. Click the Add Document button.

4. Select Reliable Contractor Declaration in the Document Type drop down box, enter a document title, click the Browse button to search and upload the document, and then Save.

5. Click on the Submit Report button.

For further instructions regarding GMS, including login directions, see the “Grants Management System” section (above).

Waste & Used Tire Hauler and End Use and Disposal
Facilities
CalRecycle has specific requirements for the tracking of used and waste tires remediated with grant funds. To be reimbursed for the cost of tire collection, Grantees and their contractors must use a waste/used tire hauler that is registered with CalRecycle, unless it is exempt pursuant to Public Resources Code section 42954.

Furthermore, the tires must be transported to a facility that is permitted, excluded, exempted, or otherwise authorized by CalRecycle, by statute, or by regulation, to accept waste and used tires, or to a facility that lawfully accepts waste and used tires for reuse or disposal.

Procedures and Requirements
Local Government Waste Tire Amnesty Grant Program, TA8 (FY 2025–26) 6 When planning for an amnesty event, the Grantee shall contact the CalRecycle Tire Management Program Hotline at (866) 896-0600 (toll free) to verify that the used tire hauler (tire hauler) and end use facility (facility) it intends to use are in compliance with applicable laws and regulations. The name and address of the tire hauler and the facility are necessary for verification.

A Tire Program Identification (TPID) Number will need to be obtained, by calling the Hotline number listed above for each amnesty event location.

Waste Tire Hauling Limits
The Grantee must comply with the hauling and manifest requirements set forth in Title 14, California Code of Regulations, sections 18461(b)(2) and (3). For purposes of amnesty events, these regulations provide that:
• The Grantee may accept up to 9 waste tires at amnesty events from individuals who are not registered waste tire haulers.
• The Grantee may accept 10-20 waste tires if the individual has a waiver from the Local Enforcement Agency (LEA).
o If the individual does not have a waiver from the LEA to haul more than 9 tires, the Grantee may accept the tires, but must report this information on the Unregistered Hauler & Comprehensive Trip Log Substitution Form (Unregistered Hauler Trip Log) (CalRecycle 204) and submit the form to CalRecycle within 30 days of acceptance of the tires.
o If the Grantee accepts more than 20 waste tires from an individual, the Grantee must report this information on the Unregistered Hauler Trip Log and submit the form to CalRecycle within 30 days of acceptance of the tires.
o The Unregistered Hauler Trip Logs should be sent to the following:

By mail: CalRecycle, Tire Hauler Compliance Unit, 10th Floor P.O. Box 4025
Sacramento, CA 95812
Email: [email protected]
Fax: (916) 319-7605
• The Grantee may also accept waste tires from farmers and small businesses that generated the tires in the normal course of operations and are not a tire changing business. Grantee must provide a manifest to this type of customer.

In addition, Senate Bill 230 (Cogdill, Chapter 41, Statutes of 2009) sets forth the following additional requirements:
• Any person transporting waste or used tires that were illegally dumped onto their property to an amnesty event must have written authorization from the LEA, which includes, dates and documentation that a police report has been filed for the illegally dumped tires.

Maximum Tires Per Individual
An individual should be limited to a maximum of 40 tires per amnesty event, or 40 tires per month if a permanent location.

Procedures and Requirements
Local Government Waste Tire Amnesty Grant Program, TA8 (FY 2025–26) 7 Grant Term
The Grant Term begins on the date of the Notice to Proceed (NTP) email, which is the formal notification from CalRecycle authorizing the grantee to begin the grant project and ends on October 28, 2027. The grantee must make all grant-eligible program expenditures and incur all grant-eligible costs within this period. Expenditures made or costs incurred prior to the NTP date or after the end date are not eligible for reimbursement.

The Final Report and final Payment Request are due on October 28, 2027. CalRecycle recommends reserving the period from September 1, 2027 to October 28, 2027 exclusively for the preparation of the Final Report and Final Payment Request, though they may be completed earlier.

Eligible Costs
Grantees may incur eligible costs only during the Grant Term, which starts when the grantee receives a Notice to Proceed from CalRecycle and ends on October 28, 2027.

See “Grant Term” for additional information. All grant expenditures must be for activities, products, and costs specifically included in the approved Work Plan and approved Budget. To be eligible for reimbursement, costs must be incurred after receiving a Notice to Proceed and before the end of the Grant Term. All services must be provided, and goods received during this period in order to be eligible costs.

Invoices for goods and services must be paid by the grantee prior to the inclusion of those goods or services on a payment request.

Eligible costs are limited to the following:
• Cost of loading tires into transporting vehicles/trailers at the waste tire amnesty events.
• Cost of transporting waste tires by a waste tire hauler, registered or exempted by CalRecycle, to a permitted, excluded, or exempted waste tire storage facility, or other solid waste facility.
• Cost of transporting waste tires for a specific end-use to a CalRecycle approved end-use facility. Waste tires must be transported by a CalRecycle approved waste tire hauler to a CalRecycle approved end-use facility. • Cost of disposing of waste tires at a permitted, excluded, or exempted waste tire storage facility or disposal site.
• Any salaries and benefits for personnel directly involved in the administration and supervision of amnesty events, including the preparation of payment requests and final reports, incurred prior to the grant term end date. • Any salaries and benefits for personnel directly involved in event planning, creation of educational materials and advertisements in support of amnesty events and working at the amnesty events.
• Costs associated with outreach, such as the production/media purchases for educational materials such as flyers, brochures and radio and newspaper advertisements in support of the amnesty events, not to exceed 15 percent of the approved Budget.
• Supplies necessary for the events such as gloves, traffic cones and clipboards. • Tires generated from agricultural operations and small businesses that do not change tires on customer vehicles.

Procedures and Requirements
Local Government Waste Tire Amnesty Grant Program, TA8 (FY 2025–26) 8 • Costs of loading and transporting tires collected from specific cleanup days such as beach and river cleanups.
• Mileage of up to $0.70 per mile (or the rate identified on the CalHR website (https://www.calhr.ca.gov/employees/Pages/travel-reimbursements.aspx) at the time the cost was incurred) for travel to amnesty events. • Overtime costs for local government staffing during specially scheduled evening or weekend events when pre-approved in writing by the Grant Manager when law or labor contracts require overtime compensation.

Ineligible Costs
Any costs not specifically included in the approved Budget and not directly related to waste tire amnesty events and the approved grant project are ineligible for reimbursement. The grantee should contact the Grant Manager if clarification is needed. Ineligible costs include, but are not limited to:
• Costs incurred prior to the date that CalRecycle sends the Notice to Proceed email or after October 28, 2027.
• Personnel time for the preparation of a Waste Tire Amnesty Grant Application. • Any costs that are not consistent with local, state, and federal laws, guidelines, and regulations.
• Personnel costs incurred while an employee assigned to the grant project is not working on the grant (e.g., use of accrued time such as sick leave, vacation, etc.).
• Costs covered by, or incurred under, another CalRecycle-funded loan, grant, grant cycle or contract.
• Overhead (costs for accounting/budget/finance staff, rental/lease of space, utilities, copying, office supplies, etc.).
• Costs for obtaining necessary permits and licenses.
• Fines or penalties due to violation of federal, state, or local laws, ordinances, or regulations.
• Personnel travel or per diem costs, unless preapproved in writing by the Grant Manager.
• Cameras, cell phones, electronic personal data devices, pagers, and other similar electronic devices.
• Costs connected with contractor claims against the grantee. • Cost of collecting waste tires from waste tire generating businesses (those that change tires on customer vehicles) and/or waste tire haulers. • Cost of collecting waste tires from businesses that are responsible for contracting with registered waste tire haulers for the removal of their waste tires. o If it is determined that the Grantee has used grant funds for this purpose, costs incurred will be deemed ineligible and disbursed grant funds associated with these costs must be returned to CalRecycle.

Any costs that are unrelated to the grant project or unreasonable as determined by the Grant Manager.

Modifications
The grantee must submit any proposed revision(s) to the Work Plan and/or Budget in writing to the Grant Manager. The grantee may not incur costs or make expenditures based on the revision without first receiving the Grant Manager’s written approval.

Proposed revisions must be clearly marked on the Work Plan and/or Budget and must Procedures and Requirements
Local Government Waste Tire Amnesty Grant Program, TA8 (FY 2025–26) 9 be accompanied by a summary of proposed changes or modifications, including justification for the proposed changes. If approved, the Grant Manager will upload the final revised Work Plan and/or Budget to GMS and notify the grantee. The grantee may submit proposed revisions in conjunction with a Progress Report, but they cannot be submitted as part of the Progress Report. The grantee should retain the approval document(s) for audit purposes. See the “Audit Record/Access” section of the Terms and Conditions (Exhibit A).

To request a budget modification:
• Complete the Budget Modification form with proposed changes. • Email the Budget Modification form as an attachment to the Grant Manager.

Include a specific justification for the request in the email. • If the change involves adding a new line item to the budget, a narrative justification must also be included.

A link to the TA8 Budget Modification form is provided on the Summary Tab in GMS.

Acknowledgements
The grantee shall acknowledge CalRecycle’s support each time a project funded, in whole or in part, by this Agreement is publicized in any medium, including news media, brochures, or other types of promotional materials. The acknowledgement of CalRecycle’s support must incorporate the CalRecycle logo. Initials or abbreviations for CalRecycle shall not be used. The Grant Manager may approve deviation from this requirement on a case-by-case basis where such deviation is consistent with CalRecycle’s Communication Strategy and Outreach Plan. Contact your Grant Manager for the CalRecycle logo.

Any publicity or advertisement must clearly state:
• Tires will be accepted at no charge
• Whether tires on rims are accepted
• No tires from waste tire generating businesses will be accepted • The number of tires allowed
o Up to 9 tires without an exemption
o Between 10 and 20 tires with an exemption from the Local Enforcement Agency (LEA). If allowed, a contact number for the LEA should be provided. • Acknowledgement of CalRecycle’s support along with the CalRecycle logo.

Initials or abbreviations for CalRecycle may not be used. o The Grant Manager may approve deviation from this requirement on a caseby-case basis where such deviation is consistent with CalRecycle’s Communication Strategy and Outreach Plan. Contact your Grant Manager for the CalRecycle logo.

An advertisement for an amnesty event may be combined on the same publication with other advertising and a portion of the cost charged to the amnesty grant accordingly.

Preapproval of public education materials is not required, however, if one or more of the required elements above are not included, the CalRecycle Grant Manager may only Procedures and Requirements
Local Government Waste Tire Amnesty Grant Program, TA8 (FY 2025–26) 10 approve part, or none of the expenditure. A copy of all public education materials paid for with grant funds must be included when reimbursement is requested.

Reporting Requirements
The Grant Agreement requires a Progress Report and a Final Report; however, the Grant Manager may require additional Progress Reports at any time during the Grant Term. Failure to submit the Final Report with appropriate documentation by the due date may result in rejection of the Payment Request and/or forfeiture by the grantee of claims for costs incurred that might otherwise have been eligible for grant funding.

The grantee must upload all reports in GMS. For further instructions regarding GMS, including login directions, see the “Grants Management System” section (above).

To upload a report:

1. Go to the Reports tab.

2. Click on the appropriate Report Type.

3. Click on the Add Document button.

4. Choose the Document Type, enter a document title, click the Browse button to search and upload the document, and then Save.
• Select the Back button to upload another document and continue the process until all required documents as listed below are uploaded. • The maximum allowable file size for each document is 35MB.

5. Click the Submit Report button to complete your report submittal. The Submit Report button will not be enabled until all required reporting documents are uploaded.

Grant Managers will only approve reports with current information that include all required sections and documents. Grant Managers will only process Payment Requests after report approval.

Failure to comply with the specified reporting requirements may be considered a breach of the Grant Agreement and may result in the termination of the Grant Agreement, rejection of the Payment Request, and/or forfeiture by the grantee of claims for costs incurred that might otherwise have been eligible for grant funding. The grantee must report any problems or delays immediately to the Grant Manager.

Electronic Signatures
CalRecycle requires a certified e-Signature on documents or forms that certify legally binding information.

Note: E-signatures must include the first and last name of the Signature Authority, be in the Adobe Digital ID format (or through another certified digital signature program) and cannot be completed using the “Fill and Sign” function within Adobe. Any document using the “Fill and Sign” method is considered incomplete and may be sent back to the grantee.

If you have questions, email [email protected].

Procedures and Requirements
Local Government Waste Tire Amnesty Grant Program, TA8 (FY 2025–26) 11 Progress Report
The grantee must submit a Progress Report with each Payment Request. These reports should cover grant activities that occurred within the specified reporting period.

Final Report
The Final Report is due October 28, 2027. This report should cover grant activities from the Notice to Proceed through October 28, 2027. The grantee must include the following items in the Final Report:
• The Grant Number, grantee’s name, and Grant Term.
• The following disclaimer statement on the cover page:
“The statements and conclusions of this report are those of the grantee and not necessarily those of the Department of Resources Recycling and Recovery (CalRecycle), its employees, or the State of California. The state makes no warranty, express or implied, and assumes no liability for the information contained in the succeeding text.”
Grant Payment Information
• Payment to the grantee for eligible grant expenses is made on a reimbursement basis only, and only for those materials and services specified in the approved grant application.
• The grantee must submit the required Progress Report/Final Report prior to, or concurrent with, submission of the Grant Payment Request. No reimbursement is made prior to Grant Manager approval of the report.
• The grantee must submit a completed Grant Payment Request and provide supporting documentation as described in the “Payment Request and Documentation” section.
• CalRecycle will make grant payments to only the grantee. It is the grantee’s responsibility to pay all contractors and subcontractors for purchased goods and services.
• CalRecycle will withhold and retain 10 percent of each approved Grant Payment Request amount until all conditions stipulated in the Agreement, including submission and Grant Manager approval of the Progress and Final Reports, have been satisfied.
• CalRecycle will make payments to the grantee as promptly as fiscal procedures permit. The grantee can typically expect payment approximately 45 days from the date the grantee submits a complete Grant Payment Request. • The grantee must provide a Reliable Contractor Declaration form (CalRecycle 168) (https://www2.calrecycle.ca.gov/Docs/Web/127824) signed under penalty of perjury by the grantee’s contractors and subcontractors in accordance with the “Reliable Contractor Declaration” section of the Terms and Conditions (Exhibit A).

The declaration must be received and approved by the Grant Manager prior to commencement of work. See the “Reliable Contractor Declaration” section in Terms and Conditions (Exhibit A) for more information.

Payment Request and Documentation
Failure to submit the final Payment Request with appropriate documentation by the due date may result in rejection of the Payment Request and/or forfeiture by the grantee of claims for costs incurred that might otherwise have been eligible for grant funding.

Procedures and Requirements
Local Government Waste Tire Amnesty Grant Program, TA8 (FY 2025–26) 12 The grantee must submit payment requests in GMS. For further instructions regarding GMS, including login directions, see the “Grants Management System” section (above).

To submit a Grant Payment Request:

1. Go to the Payment Request tab.

2. Click on the Create a Payment Request button.
a. Choose Reimburse for the Transaction Type and enter the amount spent in each budget subcategory.
b. When the transaction is complete, click the Save button. c. After the transaction is saved, the Upload Supporting Documents button will appear in the lower right corner.

3. Click the Upload Supporting Documents button.
a. Choose the Document Type, enter a document title, click the Browse button to search and upload the document, and then Save. b. Select the Back button to upload another document and continue this process until all required supporting documents as listed below are uploaded.
c. The maximum allowable file size for each document is 35MB.

4. Click the Submit Transaction button, located on the transaction page, to complete your payment request. The Submit Transaction button will not be enabled until all required supporting documents are uploaded. a. Note: Once a transaction is saved, select the transaction number from the Payment Request tab to access it again. Please do not create multiple transactions for the same requested funds.

Supporting Documentation
• Grant Payment Request form (CalRecycle 87)
o A scanned copy with the signature of the signatory or his/her designee, as authorized by grantee’s Resolution or Letter of Commitment, must be uploaded to GMS.
 Note: A designee may sign on behalf of the grantee if a) authorized by the Resolution or Letter of Commitment, and b) a Letter of Designation has been provided to the Grant Manager.
• Cost and Payment Documentation
o Acceptable cost and payment documentation must include at least one of each of the following.
 Invoices, receipts, or purchase orders must include the vendor’s name and telephone number, address, description of goods or services purchased, amount due, and date. The claimed expenses should be highlighted and identified with applicable task number on each invoice.
o Proof of payment may include:
 Copy of cancelled check(s) that shows an endorsement from the banking institution
 Invoice(s) showing a zero balance, or stamped “paid” with a check number, date paid, and initials
 Accounting system report from local government if it contains the vendor’s name, date of invoice, invoice number, check number or internal ID, and date amount was paid
 Bank statement(s) along with a copy of the endorsed check or invoice showing the check number
 Copy of an electronic funds transfer confirmation
Procedures and Requirements
Local Government Waste Tire Amnesty Grant Program, TA8 (FY 2025–26) 13  Copy of a credit card statement(s)
o The Grant Manager may require additional cost and payment documentation as necessary to verify eligible costs.
• Expenditure Itemization Summary (CalRecycle 755)
Use this form to document grant expenses, arranged in the same budget categories as the approved Budget. Include only those expenditures authorized in the grant budget. Provide sufficient detail to allow the Grant Manager to match supporting documentation to each expenditure.
• Personnel Expenditure Summary (CalRecycle 165)
Use this form for all grantee claimed personnel expenses. A grantee may use their own personnel expenditure summary form if it includes all the same components as CalRecycle 165. Personnel hours and costs on the Personnel Expenditure Summary must be summarized and totaled by task and staff. It is not necessary to submit timesheets; however, they must be readily available should the Grant Manager, or an auditor, request them. Time must be computed on actual time spent on grant related activities and must be the actual amount paid to the employee. If the Summary shows time spent on additional projects, highlight the entries applicable to the grant. If you are not claiming personnel costs, it is not necessary to submit a Personnel Expenditure. • Waste Tire Manifests
Grantee must provide documentation showing the transportation of all waste tires to an eligible facility. This can be in the form of waste tire manifest copies, or a spreadsheet approved by the Grant Manager. Provide justification if tires were hauled, but manifests are not included.
• Public Education/Advertising Artwork
Include a copy of all artwork paid for with grant funding during the reporting period, if applicable.

Payment Requests will be reviewed for accuracy and cost eligibility. The Grant Manager may request additional documentation and will adjust, as necessary.

Payments will be approved when the Grant Manager determines that the request is accurate, complete, eligible, and accompanied by all required documentations. All costs and activities claimed for reimbursement must be approved in the Budget. If the Grant Manager determines that an activity or cost is ineligible, inappropriate, excessive, unreasonable, or not related to the Grant, reimbursement will be adjusted accordingly.

All forms listed above are available on the CalRecycle Application and Grant Management Tools webpage (https://calrecycle.ca.gov/Funding/tools/).

Audit Considerations
The grantee agrees to maintain records and supporting documentation pertaining to the performance of this grant subject to possible audit for a minimum of three (3) years after final payment date or Grant Term end date, whichever is later. CalRecycle may stipulate a longer period of records retention in order to complete any action and/or resolution of all issues which may arise as a result of any litigation, dispute, or audit, whichever is later.

Examples of audit documentation include, but are not limited to, competitive bids, grant amendments if any relating to the Budget or Work Plan, copies of any agreements with Procedures and Requirements
Local Government Waste Tire Amnesty Grant Program, TA8 (FY 2025–26) 14 contractors or subcontractors if utilized, expenditure ledger, payroll register entries, time sheets, personnel expenditure summary form, travel expense log, paid warrants, contracts and change orders, samples of items and materials developed with grant funds, invoices, and cancelled checks. Please refer to the Terms and Conditions (Exhibit A) for more information.

Application
Application Information
Applicant: City of Madera
Cycle Name: Local Government Waste Tire Amnesty Grant Application Due Date: 4/8/2025 Cycle Code: TA8 Secondary Due Date: 5/8/2025
Grant ID: 32726
Grant Funds Requested: $84,490.00
Matching Funds: $0.00 (if applicable)
Awarded Funds: $84,490.00
Project Summary: At least 5 events over the two year grant term. The amount of waste tires estimated to be collected over the grant period is 24,000. The Waste tires will be transported to a permitted facility for recycling purposes.

Applicant/Participant
Name: City of Chowchilla Lead:

Federal Tax ID: Jurisdiction: Chowchilla
County: Madera
Name: City of Madera Lead: X
Federal Tax ID: 94-6000365 Jurisdiction: Madera
County: Madera
Name: Madera County Lead:

Federal Tax ID: 94-6000518 Jurisdiction: Madera-Unincorporated County: Madera
Contacts
Prime Second Auth Cnslt
Claudia Mendoza Title: Neighborhood Preservation Supervisor X X Madera Police Department
330 South C Street
Madera, CA 93638
Phone: 5596615113
Fax:

Email: [email protected]
Mark Adams Title: Lieutenant X

330 South C Street
Madera, CA 93638
Phone: 5596754292
Fax:

Email: [email protected]
Budget
Category Name Amount
Contract $40,500.00
Education $7,516.00
Equipment $6,125.00
Materials $1,373.00
Personnel $28,976.00
Site Information
Madera District Fairgrounds

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Generated By: Cathy Aggergaard
Grants Management System (GMS)