All body and components shall then be primed, thoroughly sanded, and meticulously inspected for any imperfections; which shall be properly corrected..
All surfaces shall then be painted with a base coat of premium paint following the guidelines as established by the paint manufacturer. The body shall be painted using a single color to match the cab primary color, and then shall be buffed to a high gloss finish.
INTERIOR COMPARTMENT FINISH
The interior wall, floor and ceiling surfaces of compartments shall be finished with Rust-Oleum brand Multispec color flecked paint.
The specified compartment(s) shall be coated with Gray Stone colored Multi-Spec paint.
TOUCH-UP PAINT
Touch-up paint shall be furnished with the completed truck at final delivery.
VALVE PAINTING
All exposed valves shall be painted to match the color of the exterior body.
BRONZE STRIPING PACKAGE
Examples of graphics that can be covered under this package:
· Rear chevron
2.5" Suction Options Package
SUCTION HOSE
Two (2) 2.5” x 7 foot lengths of Kochek PVC flexible suction hose shall be provided and equipped with lightweight couplings.
SUCTION HOSE
One (1) 2.5” x 8 foot length of Kochek PVC flexible suction hose shall be provided and equipped with lightweight couplings.
STRAINER
One (1) barrel strainer shall be provided on the apparatus. . The strainer shall be equipped with a 2.5" female rocker lug coupling.
WHEEL CHOCKS
10042-0007 10/29/25
Two (2) Zico Model AC-1, aluminum wheel chocks shall be provided on the apparatus. 5# DRY CHEMICAL FIRE EXTINGUISHER
One (1) 5# ABC dry chemical fire extinguisher and mounting bracket shall be provided on the apparatus. The extinguisher shall have a pressure gauge and shall be filled with a dry chemical extinguishing agent.
HYDRAULIC JACK
One (1) hydraulic jack shall be provided. The jack shall be designed for lifting capacity of twelve (12) tons.
LUG WRENCH
There shall be one (1) lug wrench provided and shipped loose with the completed apparatus.
REFLECTOR
A set of three (3) triangular reflectors shall be provided.
JROGHQVWDWHĆUHFRP
PRODUCT
WARRANTIES
Exhibit “C”
4 WE ARE WILDLAND
www.bmefire.com | 800.445.8342
GENERAL WARRANTY PROVISIONS
All materials and workmanship herein specified, including all equipment furnished, shall be guaranteed for a period of one (1) year after the acceptance date of the apparatus, unless otherwise noted, with the exception of any normal maintenance services or adjustments which shall be required. Under this warranty, BME Fire Trucks, LLC. shall be responsible for the costs of repairs to the apparatus that have been caused by defective workmanship or materials during this period.
This warranty shall not apply to the following:
Any component parts or trade accessories such as chassis, engines, tires, pumps, valves, signaling devices, batteries, electric lights, bulbs, alternators, and all other installed equipment and accessories, in as much as they are usually warranted separately by their respective manufacturers, or are subject to normal wear and tear.
Failures resulting from the apparatus being operated in a manner or for a purpose not recommended by the apparatus manufacturer.
Loss of time or use of the apparatus, inconvenience, or other incidental expenses.
Any apparatus which has been repaired or altered outside of the apparatus manufacturer's factory in any way that affects its stability, or which has been subject to misuse, negligence, or accident.
Delivery of the apparatus to repair site.
DISCLAIMER
No warranties are given beyond those described herein. This warranty is in lieu of all other warranties, expressed or implied. The company specifically disclaims warranties of merchantability and fitness for a particular purpose, all other representations to the user/purchaser and all other obligations or liabilities. Further, the company excludes liability for consequential and incidental damages, on the part of the company or seller. No person is
WE ARE WILDLAND
www.bmefire.com | 800.445.8342
made or assumed in writing by the seller; and no other person is authorized to give any warranties s made or assumed in writing by the seller.
OBTAINING SERVICE
Return the vehicle to any BME Fire Trucks, LLC. dealer/authorized service center; Return the vehicle to BME Fire Trucks, LLC. or contact BME Fire Trucks, LLC. BME Fire Trucks, LLC. shall be solely responsible for determining the extent of repair under the terms of the warranty.
Transportation costs shall be the responsibility of the purchaser.
BODY AND STRUCTURAL WARRANTY
BME Fire Trucks, LLC. shall warrant each new apparatus body, if used in a normal and reasonable manner, against structural defects caused by defects in material, design or workmanship for a period of ten (10) years, covering parts & labor to the original purchaser which shall start on day of acceptance.
This warranty shall not apply to:
Normal maintenance services or adjustments
To any vehicle which will have been repaired or altered outside of our factory in any way so as, in the judgment of BME Fire Trucks, LLC., to affect its stability, nor which has been subject to misuse, negligence, or accident, nor to any vehicle made by us which will have been operated to a speed exceeding the factory rated speed, or loaded beyond the factory rated load capacity.
Commercial chassis and associated equipment furnished with chassis, signaling devices, generators, batteries, or other trade accessories as they are usually warranted separately by their respective manufacturers.
Shipping costs of parts or apparatus for purposes of repair or replacement of parts. This warranty is in lieu of all other warranties, expressed or implied. All other representations as to the original purchaser and all other obligations or liabilities, including for incidental or consequential damage on the company's behalf unless made in writing by the company.
WE ARE WILDLAND
www.bmefire.com | 800.445.8342
PLUMBING WARRANTY
The stainless-steel fire pump plumbing shall carry a ten (10) year parts and labor warranty against defects in workmanship and perforation corrosion.
PAINT WARRANTY
BME Fire Trucks, LLC. shall provide a pro-rated limited paint warranty which shall cover peeling and/or de-lamination of the topcoat and other layers of paint, cracking or checking, loss of gloss caused by cracking, checking or chalking, and any paint failure caused by defective paint materials Topcoat Durability & Appearance: Gloss, Color Retention & Cracking 0-72 months 100%
73-96 months 50%
97-120 months 25%
Corrosion: Dissimilar Metal and Crevice
0-36 months 100%
37-48 months 50%
49-72 months 25%
73-120 months 10%
Integrity of Coating System: Adhesion, Blistering/Bubbling 0-36 months 100%
37-84 months 50%
85-120 months 25%
Corrosion Perforation
0-120 months 100%
This limited warranty applies only to exterior paint. Paint on the vehicle’s interior is warranted only under the BME Fire Trucks LLC Basic One Year Limited Warranty.
LETTERING AND STRIPING WARRANTY
The manufacturer shall provide a three (3) year lettering and striping warranty. The provisions of this warranty shall be detailed in the completed apparatus documentation.
WE ARE WILDLAND
www.bmefire.com | 800.445.8342
WARRANTY REGISTRATION
This form has been provided for you to register your new fire apparatus in the BME Fire Trucks Warranty Program. (This does not constitute acceptance of your Fire Apparatus per Specifications or Contract requirements.) Please complete the information below and mail this form back to BME.
The warranty period begins thirty (30) calendar days after delivery unless otherwise noted.
Department Name: ______________________________________________________________________ Address: _______________________________________________________________________________ Dept. Contact Name: ____________________________________________________________________ Title: ________________________________________ Phone Number: ___________________________ Apparatus Description:
Serial #: _____________________________________________ Delivery Date: ___________________ Chassis Mfg: __________________________________________________________________________ Chassis Serial #: _______________________________________________________________________ Pump Mfg: _______________________________________ Pump Serial #: _______________________ Engine Mfg: ______________________________________ Engine Serial #: ______________________ Tank Mfg: _________________________________________ Tank Serial #: _______________________ Foam System Mfg: _______ _________________________ Foam System Serial #: ________________ Name & Model: ____________________________________ Mfg & Serial #: ______________________ Other Components (list each):
Date: ______________________
JROGHQVWDWHĆUHFRP
DEALER SUPPLIED
PRODUCTS SERVICES
Exhibit “D”
5 AND
/OR
1 PROPOSAL INTRDUCTION
With over three decades of industry expertise, Golden State Fire Apparatus, Inc. (GSFA) proudly stands as the premier authorized dealership for top-tier fire apparatus in Central and Northern California. Our steadfast commitment to detail and customer satisfaction has earned us a trusted reputation among first responders.
We sincerely appreciate the opportunity to present this comprehensive proposal for a BME FIRE TRUCKS, LLC. DODGE 5500 “PONDEROSA” TYPE 6 ENGINE. Your consideration of this proposal is greatly valued, and we are eager for the opportunity to support your department with the highest level of excellence and professionalism.
DEALER-SUPPLIED PRODUCTS AND SERVICES
Golden State Fire Apparatus Inc. (GSFA) will furnish the following items and/or services before final delivery so that all necessary components and support are in place, contributing to an efficient final delivery process. Please refer to the detailed list below for a comprehensive overview of the products and/or services included:
AUTHORIZED MANUFACTURER
In accordance with the State of California Vehicle Code, specifically Section 11701, it is mandated that "every manufacturer of a vehicle subject to registration shall make application to the Department of Motor Vehicles (DMV) for a license containing a general distinguishing number." The manufacturer, as of the proposal submission, holds a valid license in compliance with this requirement and is prepared to furnish a copy upon request. This adherence to regulatory standards ensures that the manufacturer maintains a current and official status, promoting transparency and compliance with legal requirements throughout the duration of the proposal and subsequent processes.
AUTHORIZED DEALERSHIP
In compliance with the State of California Vehicle Code, specifically Section 11701, it is mandated that "a dealer in vehicles of a type subject to registration shall make application to the Department of Motor Vehicles (DMV) for a license containing a general distinguishing number." Golden State Fire Apparatus, Inc. possesses a valid license at the time of the bid, as detailed above, and can promptly provide a copy upon request. This adherence to regulatory standards ensures that the dealership maintains a current and official status, promoting transparency and compliance with legal requirements throughout the duration of the proposal and subsequent processes.
AUTHORIZED SALES REPRESENTATIVE
In accordance with the State of California Vehicle Code, specifically Section 11800, it is expressly prohibited for any individual to function as a vehicle salesperson without obtaining a license issued by the Department of Motor Vehicles (DMV). The representative, at the time of 2 proposal, holds a valid vehicle salesperson's license and is ready to furnish a copy upon request.
This adherence to regulatory standards ensures that the sales representative maintains a current and official status, promoting transparency and compliance with legal requirements throughout the bidding process and subsequent phases.
VEHICLE REGISTRATION
In adherence to the State of California Vehicle Code Section 11739, it is mandated that the "dealer of a new motor vehicle sale is responsible for applying for the title, securing vehicle registration, and obtaining license plates for the Customer" through the Department of Motor Vehicles (DMV). Being a factory-authorized dealer of the vehicle being sold, Golden State Fire Apparatus, Inc. is duly authorized to register the vehicle with the State of California as a new vehicle manufacturer.
GSFA is committed to facilitating an excellent vehicle ownership experience for the customer.
As such, we will manage all necessary applications and complete all transfer papers, including the application for California Exempt "E" license plates. This approach ensures compliance with regulatory requirements and a hassle-free registration process for our valued customers.
WEEKLY PROGRESS PHOTOGRAPHS
GSFA is committed to ensuring transparency and comprehensive reporting throughout the construction process of the apparatus. To achieve this, GSFA will provide weekly photographs capturing various stages of the apparatus or major components under construction.
Commencing from the initiation of the manufacturing process, the photographic documentation will extend throughout the entire production phase by the manufacturer. These weekly reports will offer a visual representation of the ongoing progress of the apparatus, highlighting key milestones and showcasing unique features and aspects as construction unfolds.
Our focus is to provide customers with a clear and detailed insight into the evolution of the apparatus, fostering a deeper understanding of the craftsmanship and distinct elements incorporated during the construction process. This commitment to regular, visual updates aims to enhance communication and transparency regarding the progress of the apparatus.
CONTINGENCY RESERVE FUND
A Contingency Reserve Fund amounting to $15,000 per unit is incorporated into the quotation to address potential change orders, unforeseen items, or necessary work that may arise during the contract. The utilization of this reserve fund is at the sole discretion of the Customer. It is essential to note that this reserve fund is not an estimate for the aforementioned contingencies, and the actual costs associated with change orders, unforeseen items, or required work may surpass the reserved amount depending on their nature.
3 Any unused portion of the Contingency Reserve Fund will be credited back on the final invoice.
Alternatively, if not credited, the remaining funds will be promptly returned to the Customer in the form of a check following the completion of the final invoicing process. This approach guarantees financial transparency and effective management throughout the project.
PRE-CONSTRUCTION, FACTORY VISIT
A pre-construction trip to the manufacturing facility is included for three (3) Customer representatives. The primary objective of review and finalize, in detail, the specifications prior to the start of production. The pre-construction trip is anticipated to span three (3) days and two (2) nights, with scheduling details collaboratively determined between GSFA and the Customer.
GSFA will cover the costs associated with airfare, lodging, meals, and ground transportation during the stay at the manufacturer's location. Air travel will be arranged from one of the following airports: Fresno, Sacramento, San Francisco, or San Jose.
It is important to note that certain costs, including Customer ground transportation within California, airport parking, luggage fees, and incidental expenses during travel to the factory, fall within the responsibility of the Customer. Furthermore, flight reservations are nonrefundable, and in the event of a cancellation post-booking, the Customer will bear all associated costs, encompassing not only the original ticket cost but also any change or cancellation fees levied by the airline and/or travel agency. Additionally, flight reservations are non-transferable. This delineation aims to establish clarity and transparency regarding the allocation of responsibilities and potential costs associated with the pre-construction trip.
FINAL INSPECTION, FACTORY VISIT
A final inspection trip to the manufacturing facility is included for three (3) Customer representatives. The primary objective of this visit is to ensure the adherence of the apparatus to specifications and promptly identify any potential deficiencies. The final inspection trip is anticipated to span three (3) days and two (2) nights, with scheduling details collaboratively determined between GSFA and the Customer.
GSFA will cover the costs associated with airfare, lodging, meals, and ground transportation during the stay at the manufacturer's location. Air travel will be arranged from one of the following airports: Fresno, Sacramento, San Francisco, or San Jose.
It is important to note that certain costs, including Customer ground transportation within California, airport parking, luggage fees, and incidental expenses during travel to the factory, fall within the responsibility of the Customer. Furthermore, flight reservations are nonrefundable, and in the event of a cancellation post-booking, the Customer will bear all associated costs, encompassing not only the original ticket cost but also any change or 4 cancellation fees levied by the airline and/or travel agency. Additionally, flight reservations are non-transferable. This delineation aims to establish clarity and transparency regarding the allocation of responsibilities and potential costs associated with the final inspection trip.
DELIVERY TO AUTHORIZED SERVICE FACILITY
GSFA will deliver the apparatus to our Northern California facility located in Sacramento for a comprehensive dealer preparation inspection. This service, conducted at the expense of GSFA, aims to have the apparatus in optimal condition at the time of final delivery.
To ensure the proper break-in of all components while still under warranty, the apparatus will be delivered under its own power. The use of rail or truck freight for transportation is deemed unacceptable in order to uphold the highest standards of quality assurance during the delivery process. This approach not only aligns with warranty considerations but also emphasizes the commitment to delivering a fully operational apparatus to our valued customers.
PRE-DELIVERY SERVICE
Before reaching its final destination, the apparatus undergoes a pre-delivery service conducted by Golden State Emergency Vehicle Service, Inc. This service is designed to tap into the expertise of an external source, providing an experienced perspective that enhances the thoroughness of your final inspection. Our pre-delivery service covers the following areas:
1. Engine Compartment and Undercarriage:
• Inspect for broken mounting brackets.
• Inspect and identify locations of any fluid leaks.
• General inspection of hoses, wiring, and linkage, focusing on potential wear points. • Verify correct fluid capacities for engine oil, coolant, power steering fluid, washer reservoir fluid, transmission fluid, rear-end fluid, pump transmission oil, and primer oil if applicable.
• Re-torque U-bolts to OEM specifications if equipped with leaf spring suspension (Pierce Custom chassis only).
2. Interior:
• Confirm proper operation of doors, windows, and locks, ensuring accurate adjustment.
• Confirm proper operation of seatbelt alarms.
• Confirm proper operation of all compartment door alarms, as well as hose bed cover, ladder rack, light tower, and deck gun alarms.
• Ensure functionality of auxiliary power points, interior lighting, mirror, and seat controls, and if applicable - headsets and radios.
• Inspect upholstery for quality and condition.
5 3. Exterior:
• Address reasonable paint scratches or chips.
• Tighten any loose hardware.
• Inspect tires and wheels, ensure proper pressure.
• Check compartment doors for proper operation and latch fit. • Lubricate compartment door locks if applicable.
4. Road Test:
• Conduct a road test with a full water tank (if applicable), covering approximately twenty miles on both city and highway roads.
• Perform a DOT compliant brake test to verify the system is holding air. • Inspect brake condition, wheel seals, and ensure drive train components reach optimal operating temperatures.
• Conduct an Allison Transmission self-diagnostic to verify fluid level, fluid and filter life, and check for fault codes.
5. Electrical:
• Verify the operation of all lights, sirens, and other electrical accessories.
6. Pump:
• Operate the Pressure Governor or Relief Valve, transfer valve, and check pump shift. • Inspect water tank, pump and plumbing for leaks and calibrate the water level gauge.
• Ensure smooth operation of all discharge, suction, and drain valves.
7. Pierce Husky™ Foam System:
• If applicable, draft and inject clean water to ensure proper operation of the foam pump.
8. Fuel and DEF Tanks:
• Fill the fuel tank and DEF tank prior to final delivery.
9. Wash:
• Thoroughly wash the apparatus prior to final delivery.
This pre-delivery service assists the apparatus to meet our high standards of quality and operational efficiency before reaching its final destination. 6 FINAL DELIVERY (CUSTOMER LOCATION)
GSFA will deliver the completed Product, inclusive of any relevant equipment, spare parts, and supplies, to the Customer's specified address at GSFA's expense.
In preparation for the Product's delivery, the Customer is required to furnish GSFA with proof of liability and physical damage insurance. GSFA will withhold the release of the Product until such proof of insurance is provided.
To ensure a timely delivery process, it is incumbent upon the Customer to settle any outstanding balance owed to GSFA before or at the time the Product is completed and ready for delivery. In the event of delayed payment or delivery, GSFA reserves the right to impose a late fee and daily storage charge as outlined in the Standard Terms and Conditions until payment is received.
For compliance with insurance liability considerations, the Product will only be delivered upon full acceptance and full payment, or through a prior written agreement mutually reached between the Customer and GSFA. This ensures a secure and efficient finalization of the delivery process, aligning with both parties' obligations and safeguarding against potential liabilities.
COMPREHENSIVE SALES AND SERVICE SUPPORT
At GSFA, we understand that immediate response is essential - and the service and support of your apparatus should be no different. Since our founding in 1989, our mission has been to provide first responders with the highest quality, most reliable fire and emergency apparatus from top-tier manufacturers. We specialize in guiding our customers through the entire process - from apparatus evaluation and customization to final inspection - and ensuring years of reliable service through our Golden State Emergency Vehicle Service (GSEVS) division.
Golden State Emergency Vehicle Service (GSEVS)
Established in 2014, GSEVS is committed to building long-term, collaborative relationships by providing exceptional warranty and technical support. Our services cover a wide range of needs, including chassis, electrical systems, pump, aerial, routine maintenance, equipment mounting, and pump testing - with priority given to new units sold by GSFA. Our goal is to deliver prompt, professional service and unwavering support for your apparatus.
Sacramento Facility
Our Sacramento location features a 33,814-square-foot facility with 14 working bays and a 4,500- square-foot, two-story parts distribution department. Conveniently located near Highway 99 with easy access to Interstates 80 and 50, we are positioned to serve you efficiently.
Tracy Facility (Opening Fall 2025)
Our second location in Tracy will expand our service capacity with a 49,634-square-foot facility featuring 21 working bays and a parts department equal in size to our Sacramento facility. Strategically located 7 within the "Tracy Triangle" - bordered by I-580, I-205, and I-5 - this facility will enhance our ability to serve customers in the Bay Area and beyond.
Certified and Experienced Technicians
Our service team includes factory-trained professionals certified by Pierce, ASE, and EVT. They undergo regular training to stay current on chassis, electrical systems, and aerial devices, ensuring expert handling of any challenge. Whether it's routine maintenance or complex diagnostics, you can count on expert care and precision with every visit.
Parts
At Golden State, we’re dedicated to keeping your apparatus fully operational and mission-ready. That’s why we maintain a robust inventory of both Pierce and non-Pierce parts—ready for immediate deployment when you need them most. If a part isn’t in stock, we expedite orders directly from the manufacturer to minimize downtime and get your unit back in service without delay.
To make the process even more efficient, our digital Parts Request Portal offers a streamlined, userfriendly experience. It provides 24/7 access to submit requests, monitor order status, and communicate directly with our team—ensuring transparent updates and quicker turnaround times every step of the way.
Mobile Service
To minimize emergency apparatus downtime, we offer a robust mobile service program for on-site repairs and maintenance.
Pre-Delivery Inspection (PDI) Process
We employ a dedicated team of Pre-Delivery Inspection (PDI) technicians solely focused on ensuring your apparatus arrives in peak condition. Before your new custom unit is delivered, it undergoes a thorough, multi-point inspection to verify quality, performance, and compliance with all specifications.
Our team handles every detail of the acceptance and delivery process—so you can take ownership with complete confidence and peace of mind.
Your Single Source for Sales and Service
With Golden State Fire, you have a single point of contact for sales, service, and support - all under one roof, with two strategically located facilities to serve you better. We are confident that our combination of expertise, customer service, and product support is unmatched by any other fire and emergency apparatus dealership in California.
END OF EXHIBIT “D”
Exhibit B: Budget Amendment
ORG OBJECT PROJECT
FUND CODE CODE CODE DESCRIPTION (+) (-)
Measure K - Fire
10262500 4900 Budgetary Carryover $ 461,481
10262500 7000 Vehicles and Equipment 461,481
$ 461,481 $ 461,481
EXHIBIT B
CITY OF MADERA
Budget Appropriations: Res. 25-______
Budget Transfer & Amendment for Fiscal Year 2025/26
1 Attachment 2: Photo of the City’s existing Engine 656 Attachment 2. Photo of the City’s existing Engine 656
Attachment 3: Photo of the model proposed for purchase per this report
Attachment 3. Photo & diagram of the model proposed for purchase Model of the City of Merced Type 6 Engine
Similar engine that is proposed as part of this item, except the color pattern will be similar to Engine 57.
REPORT TO CITY COUNCIL
Approved by: Council Meeting of: November 19, 2025
_________________________________ Agenda Number: ___________ Arnoldo Rodriguez, City Manager
SUBJECT:
Amendment No. 1 to Agreement with Stantec Consulting Services, Inc. for the Wastewater Treatment Facility Improvement Project for Additional Engineering Services during Construction and Design of a new Influent Pump Station (IPS) wet well RECOMMENDATION:
Adopt a Resolution approving the Amendment No. 1 to the Agreement with Stantec Consulting Services, Inc. for the Madera Wastewater Treatment Plant (WWTP) Improvements Project, authorizing additional construction-phase engineering support and the design of a new IPS wet well, for a total not-to-exceed amount of $160,000
SUMMARY:
The City is in the midst of constructing a new headworks project at the WWTP as initially approved by Council at its December 4, 2024, meeting. Throughout the first eight months of construction, Stantec Consulting Services (Stantec) has provided significantly more engineering support than initially anticipated in the February 2024 Agreement, including reviewing nearly triple the number of submittals, responding to additional Requests for Information (RFIs), and attending more progress meetings than included in the prior scope of work.
In addition, a structural evaluation of the existing IPS wet well, conducted in June 2025, identified severe deterioration due to hydrogen sulfide gas, including concrete loss and corroded or missing rebar. The IPS wet well is a below-grade concrete chamber that receives raw wastewater (sewage) as it first enters the treatment plant. All incoming flows collect in this basin before being pumped into the next stage of the treatment process. It provides a steady, controlled flow to the WWTP, especially during peak periods (morning/evening, storms, etc.).
Following coordination with City staff, the latter determined that the existing IPS wet well requires removal and replacement due to its poor condition. Given Stantec’s extensive knowledge of the project, City staff requested that the firm submit a proposal (Contract D-2
Return to Agenda
Amendment No. 1) to perform additional design work, including engineering services through September 2026 and completion of the design for a replacement IPS wet well.
If approved, this amendment will allow construction to proceed without delay, ensure continued engineering support, and provide the necessary design documents for the new IPS wet well.
DISCUSSION:
The WWTP Improvements Project (Project 202324-19) has been in construction since February 2025. Under the existing Engineering Services Agreement, Stantec was responsible for a defined level of submittal review, RFI responses, meeting participation, and support during construction.
Due to the complexity of the project and the contractor’s increased volume of technical submittals, Stantec has already exceeded the originally authorized level of service:
76 submittals reviewed (original scope: 25)
33 RFIs reviewed (original scope: 20)
28 progress meetings attended (original scope: 10)
To maintain adequate support through the remaining ten months of construction, additional engineering services are required.
Condition of the IPS Wet Well:
It should be noted that in the report to the Council on December 4, 2024, staff indicated that additional work might be necessary because the condition of the IPS wet well had not yet been fully assessed. At that time, staff explained that the existing wet well was several decades old, had limited documentation regarding its condition, and could only be fully evaluated once excavation and exploratory work were performed. As a result, the scope of rehabilitation or replacement could not be confirmed during the initial phase of the project. In that report, staff stated:
“Early in the construction phase, the contractor is tasked to investigate the existing condition of the IPS wet well by providing bypass pumping of the headworks so the wet well can be drained and fully examined. This information will be used to identify the scope of necessary repairs and rehabilitation to be performed either as part of this project or as separate capital improvement project.” In June 2025, Stantec completed a structural observation of the existing IPS wet well and influent junction box. Findings included:
Missing or severely deteriorated concrete
Corroded and missing reinforcement steel
Structural instability in the upper 10 feet of the wet well Existing concrete foundation already at the end of its service life Following months of coordination with City staff, two alternatives were evaluated:
A. Alternative 1: Repair in Kind
a. Remove deteriorated concrete/rebar and replace with new concrete b. Does not address deteriorating foundation
c. Does not meet the long-term needs of a 10.1 MGD facility d. Cost less than Alternative 2
B. Alternative 2: Full Removal and Replacement (Recommended) a. Construct a new wet well to contemporary building standards b. Designed for 10.1 MGD future capacity
c. Includes new level sensors, odor control integration, new coating system, safety features, and structural improvements
d. Provides a new 50-year design life
e. Cost more than Alternative 1
City staff support proceeding with Alternative No. 2, complete Removal and Replacement.
Proposed Scope of Work (Amendment No. 1)
1. Task 5.08 – Additional Construction Services
a. Stantec will:
i. Review 30 additional submittals
ii. Respond to 30 additional RFIs
iii. Participate in 40 additional progress meetings
iv. Provide general engineering support through September 2026
2. Task 5.09 – New IPS Wet Well Design
a. Stantec will prepare stamped drawings and specifications for:
i. Demolition of the existing wet well
ii. Construction of a new reinforced concrete wet well
iii. Remediation of the common wall between the wet well and the dry well iv. New level instrumentation
v. Corrosion-resistant lining
vi. Raised operating water level
vii. Integration with existing pumps and odor control
This agreement also includes one onsite inspection during demolition by Stantec.
FINANCIAL IMPACT:
The total cost for the additional services is $160,000, funded through the Sewer Enterprise Fund, which has sufficient budget capacity to proceed with the work. The amendment will modify the Engineering Services Agreement No. 202324-19.
It is noted that the design of the IPS wet well, this item, is only one component of the overall project, as Stantec has been tasked with preparing the complete design for a new wet well. Once Stantec completes that design work, the City would return to the contract with Gateway Pacific Constructors, Inc. for potential construction of the improvements. As part of the Council’s action on December 4, 2024, a contingency of $1,310,729, or 15 percent, was approved to account for several unknown conditions, including the condition of the IPS wet well. Upon completion of Stantec’s design, the City will have a clearer understanding of the anticipated construction cost and whether the previously approved contingency is sufficient. If it is not, staff would return to the City Council for further consideration and possible action.
ALTERNATIVES:
Council may choose not to approve this amendment or request additional information on the matter.
ATTACHMENTS:
1. Resolution
2. Amendment No. 1 to Agreement with Stantec Consulting Services, Inc. for Professional Engineering Consulting Services for Wastewater Treatment Plant Improvements a. Exhibit A: Scope of Work
b. Exhibit B: Fee Estimate
3. Agreement with Stantec Consulting Services for the Madera Wastewater Treatment Facility Improvement Project
Attachment 1
RESOLUTION NO. ____________
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MADERA
APPROVING AMENDMENT NO. 1 TO AGREEMENT WITH STANTEC
CONSULTING SERVICES, INC. FOR THE MADERA WASTEWATER
TREATMENT FACILITY (WWTF) IMPROVEMENTS PROJECT, AUTHORIZING
ADDITIONAL CONSTRUCTION-PHASE ENGINEERING SUPPORT AND THE
DESIGN OF A NEW INFLUENT PUMP STATION (IPS) WET WELL, FOR A TOTAL NOT-TO-EXCEED AMOUNT OF $160,000.
WHEREAS, the City of Madera entered into an agreement on February 7, 2024 with Stantec Consulting Services (Consultant) for professional engineering design services for Wastewater treatment Plant Improvements (Agreement); and WHEREAS, the City requested additional services to be provided by the Consultant related to the design of a new wet well and additional construction management services; and WHEREAS, it is necessary to extend the term of the Agreement to complete the scope of work as defined in the Agreement.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF MADERA hereby finds, orders, and resolves as follows:
1. The recitals listed above are true and correct.
2. The City approves Amendment No. 1 to the Agreement with Stantec for Professional Engineering Design Services Agreement, a copy of which is attached hereto and incorporated by reference.
3. The Resolution is effective immediately upon adoption. * * * * * * * * * * *
Attachment 2
Amendment No. 1
AMENDMENT NO. 1 TO AGREEMENT WITH STANTEC CONSULTING SERVICES, INC. FOR THE
MADERA WASTEWATER TREATMENT FACILITY (WWTF) IMPROVEMENTS PROJECT,
AUTHORIZING ADDITIONAL CONSTRUCTION-PHASE ENGINEERING SUPPORT AND THE DESIGN
OF A NEW INFLUENT PUMP STATION (IPS) WET WELL FOR A TOTAL NOT-TO-EXCEED AMOUNT OF $160,000
This Amendment No. 1 to the Professional Engineering Services Agreement (“Amendment No. 1”) is entered between the City of Madera, a Municipal Corporation (“City”), and STANTEC CONSULTING SERVICES, INC., located in Roseville CA, (“Consultant”).
R E C I T A L S
WHEREAS, on February 7, 2024, City and the Consultant entered into an Agreement for professional engineering services for design of the Madera Wastewater Treatment Facility (WWTF) Improvements Project (“Agreement”); and
WHEREAS, CITY and Consultant wish to modify the Scope of Work required to complete this project; and
WHEREAS, CITY and Consultant wish to amend the Agreement to add consultant participation during the construction phase of the work which will include submittal review, attending construction progress meetings and review of contractor change orders, site visits, and preparation of record drawings and additional consulting services for the design of a new IPS Wet Well.
A G R E E M E N T
Based on the foregoing recitals, the Parties hereto mutually agree as follows:
A. SECTION 2. SCOPE OF WORK. The parties agree that CITY has requested additional services outlined in Exhibit A, dated November 13, 2025, attached hereto and incorporated by reference.
B. SECTION 5. COMPENSATION. The Parties agree that the Agreement is amended to provide that the compensation to be paid for the additional service as provided in Section 2 shall not exceed $160,000 in accordance with the Fee and Billing Rates in Exhibit A and Exhibit B “Rate Table”.
C. SECTION 11. TIME OF COMPLETION. Subsection D is amended as follows: The Expiration Date of the Agreement is extended to March 1, 2027.
D. Except as amended by this Amendment No. 1, all other terms, and conditions of the Agreement, as amended, remain in full force and effect.
E. This Amendment No. 1 to Agreement shall be effective upon full execution by both Parties.
(SIGNATURES ON NEXT PAGE)
CITY OF MADERA
A municipal corporation of
the State of California
By: _________________________________
Cecelia K. Gallegos, Mayor
Date: _______________________________
STANTEC CONSULTING SERVICES, INC.
By: _________________________________
By: _________________________________
Date: _______________________________
ATTEST:
By: _________________________________
Alicia Gonzales, City Clerk
Date: _______________________________
APPROVED AS TO FORM:
By: _________________________________
Shannon L. Chaffin, City Attorney
Date: _______________________________
Exhibits:
Exhibit A – Scope of Work
Exhibit B – Fee Schedule
Exhibit A - Scope of Work
Consultant shall perform the additional work:
Task 5.08: Additional Construction Services
Consultant shall review an additional 30 equipment/material submittals, respond to an additional 30 contractor RFIs, and attend an additional 40 progress meetings.
Task 5.09: Design New IPS Wet well
Consultant will prepare stamped and signed drawings and specifications associated with the demolition of the existing IPS wet well, construction of a new wet well, and remediation of the exiting influent junction box. This includes one site in inspection when the wet well is demolished for the purposes of a final inspection on the remaining conjoined wall and to verify integrity prior to final mitigation.
Submittals and RFIs related to the IPS will be reviewed under Task 5.08.
The new IPS wet well design shall include:
the same footprint as the existing wet well (but shall not have the fillets at the bottom of the tank- to increase the working volume of the tank) and shall serve the future design capacity of 10.1MGD average daily flow (based on design standards ANSI.HI-9.8-2018, section
9.8.3.14)
remediation measures for the common wall (shared between the new wet well and the existing IPS dry well)
the water level shall be raised to 213.0 (Currently, 212) to increase the working volume of the wet well and to decrease the excess H2S release from cascading waterfall the wet well shall remain connected to the existing odor control system and existing IPS pumps
concrete shall be lined or coated to protect from corrosion top slab shall be near grade with two SST access hatches and safety grates the wet well shall have new level floats and level sensors shall be designed in accordance with 2022 CBC
PROJECT BUDGET AND TASK SUMMARY REPORT
The following table provides a breakdown of budgetary costs needed to complete the engineering services during construction of the wet well identified above.
Principal-in-Charge PM & Process Engineer Lead E&I Engineer Process Engineer EIT Senior Designer ODCs Capstone Name Beck, Steven Cohen, Beth Hoang, Long Padilla, Mitchell Bartos, Andy Project Summary Hours Labour Expense Subs Total Project Billing Rate
(T&M) $302.00 $301.00 $292.00 $219.00 $231.00 $1.00 $1.10 Fixed Fee 0.00 $0.00 $0.00 $0.00 $0.00 Total Units (T&M) 27.00 80.00 60.00 194.00 40.00 331.80 50,000.00 Time & Material 401.00 $104,668.20 $331.80 $55,000.00 $160,000.00 Fee (T&M) $8,154.00 $24,080.00 $17,520.00 $42,486.00 $9,240.00 $331.80 $55,000.00 Total 401.00 $104,668.20 $331.80 $55,000.00 $160,000.00 Escalation (T&M) $256.17 $756.52 $550.43 $1,334.78 $290.30 $0.00 $0.00 Total Fee (T&M) $8,410.17 $24,836.52 $18,070.43 $43,820.78 $9,530.30 $331.80 $55,000.00 Task Code Task Name Start Date End Date Units Task Type Hours Labour Expense Subs Total 5 Engineering Services During Construction 2025-10-20 2026-09-29 Time & Material 401.00 $104,668.20 $331.80 $55,000.00 $160,000.00
5.08 Additional Meetings, Submittals, RFIs 2025-10-20 2026-09-29 20.00 60.00 60.00 174.00 69.25 17,000.00 Time & Material 314.00 $82,230.75 $69.25 $18,700.00 $101,000.00
5.09 Design New IPS Wetwell 2025-10-20 2026-09-29 7.00 20.00 20.00 40.00 262.55 33,000.00 Time & Material 87.00 $22,437.45 $262.55 $36,300.00 $59,000.00 Exhibit B
Fee Schedule - For Additional Scope of Work
RESOLUTION NO. 24-23
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MADERA,
CALIFORNIA, AWARDING A CONTRACT FOR ENGINEERING SERVICES AT
THE WASTEWATER TREATMENT FACILITY IN RESPONSE TO REQUEST FOR PROPOSAL (RFP) NO. 202324-19 TO STANTEC CONSULTING SERVICES, INC.
WHEREAS, In November 2023, the City published a Request for Proposal (RFP) No. 202324-19 for Design and Engineering Services for Wastewater Treatment Facility (WWTF) Improvements; and
WHEREAS, the City desires to improve the daily capacity of the WWTF to meet the demands of future growth while conforming to State guidelines; and WHEREAS, two bids were received and Stantec Consulting Services, Inc., is the City's selection to perform the services; and
WHEREAS, the federal stimulus funds provided via The American Rescue Plan Act of 2021 (ARPA) are available for water and sewer infrastructure investments; and WHEREAS, the City desires to use ARPA funds to finance the capital improvement project.
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.
2. The City Council approves awarding a contract for engineering services to Stantec Consulting Services, Inc.
3. The Mayor of the City of Madera is authorized to execute the contract and all documents necessary to effectuate the contract in behalf of the City.
4. The resolution is effective immediately upon adoption. ********
Attachment 3
PASSED AND ADOPTED by the City Council of the City of Madera this 7th day of February 2024 by the following vote:
AYES:
NOES:
ABSTENTIONS:
ABSENT:
ATTEST:
Mayor Garcia, Councilmembers Gallegos, Rodriguez, Montes, Mejia and Villegas.
None.
None.
Councilmember Evans.
APPROVED:
CIA, Mayor
REPORT TO CITY COUNCIL
Approved by:
_________________________________
Council Meeting of: November 19, 2025
Agenda Number:
Arnoldo Rodriguez, City Manager
SUBJECT:
Airport Advisory Commission (AAC) Rules of Procedure
RECOMMENDATION:
Adopt a resolution approving revised Airport Advisory Commission (AAC) Rules of Procedure SUMMARY:
During the November 5, 2025, City Council meeting, the Council directed staff to update the Airport Advisory Commission (AAC) Rules of Procedure regarding the composition of the Commission. Currently, one of the challenges has been establishing meeting quorums and identifying community members interested in serving. The goal of the updated Rules of Procedure is to allow non-City residents, within defined parameters, to serve at the will of the Council while maintaining strong ties to the airport and aviation community.
DISCUSSION:
Composition & Appointments
The Airport Advisory Commission (AAC) is comprised of seven members who serve in an advisory capacity to Council on matters related to the operation, maintenance, and development of the Municipal Airport. Commission members are appointed pursuant to Section 2-3.101 of the Municipal Code, which was adopted by the City Council on March 2, 2022. This action formally established the structure, membership, and purpose of the Commission.
Airport Land Use Commission
In addition to the City’s Airport Advisory Commission (AAC), which advises the Council on matters directly related to airport operations, maintenance, and development, land use issues surrounding the airport are reviewed by the Airport Land Use Commission (ALUC). The ALUC is a county-administered body responsible for ensuring that proposed land uses within the Airport Influence Area are compatible with airport operations and consistent with the adopted Airport Land Use Compatibility Plan. The ALUC’s primary role is to prevent potential conflicts between D-3
Return to Agenda
airport activities and surrounding land uses to promote public safety and preserve the long-term viability of the airport.
Rules of Procedures
In an effort to improve meeting attendance and ensure adequate representation, the City Council directed staff to update the AAC Rules of Procedure to broaden eligibility for appointment. One of the challenges has been identifying individuals with aeronautical experience or familiarity with airport operations who are also City residents.
To address this issue, the Council directed staff to revise the Rules of Procedure to allow the appointment of non-City residents under specific conditions, as permitted by Section 2-3.101 of the Municipal Code. The proposed revisions authorize the City Council to appoint non-City residents subject to the following:
1. Airport Lessee: The appointee is a lessee at the Municipal Airport and is in good standing with all lease obligations.
2. Employee of Airport Lessee: The appointee is a full-time employee of a lessee at the airport, provided the lessee is in good standing.
3. Licensed or Retired Pilot: The appointee is a licensed or retired pilot residing within Madera County.
4. Federal Aviation Employee: The appointee is an active or retired Federal Aviation Administration (FAA) employee residing within Madera County.
5. Armed Forces: The appointee is an active or retired member of the United States armed forces with associated experience with aviation operations residing within Madera County.
In addition, the revised guidelines clarify that:
▪ The AAC shall establish its meeting dates and times.
▪ Specify that members shall be deemed to have automatically resigned after three consecutive absences.
▪ Notes that the Chair may not serve for more than two consecutive years. ▪ Further defines the role of the AAC by excluding recommendations on land use matters, as those responsibilities fall under the jurisdiction of the Airport Land Use Commission (ALUC).
FINANCIAL IMPACT:
There is no financial impact associated with the rules of procedure revisions. Furthermore, members of the AAC serve on a voluntary basis and do not receive any form of compensation for their service.
ATTACHMENTS:
1. Resolution
a. Exhibit A: Revised Rules of Procedure (clean)
b. Exhibit B: Revised Rules of Procedure (track changes)
2. Report to the City Council dated June 15, 2022
RESOLUTION NO. _____
A RESOLUTION OF THE CITY COUNCIL OF MADERA, CALIFORNIA APPROVING
RULES OF PROCEDURE REVISIONS TO AIRPORT ADVISORY COMMISSION (AAC)
RULES OF PROCEDURE
WHEREAS, the City Council has made rules of procedure recommendations regarding membership, term of office, officers, and meetings; and WHEREAS, these changes need to be made in order to stay in compliance with the Madera Municipal Code for commissions; and
WHEREAS, these revisions are being implemented to establish meeting dates, institute dates for officer elections, and to add language specifying who may serve on the AAC; and WHEREAS, Exhibit A is draft rules of procedures and Exhibit B is a draft including track changes.
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 approves the AAC rules of procedure revisions per Exhibit A.
3. This resolution is effective immediately upon adoption. * * * * * * * * * *
Adopted by City Council on 10/6/75; Revised 3/6/96-Res. No. 96-26; Revised 7/2/97-Res. No. 97-101; Revised 10/15/14-Res. No. 14-189; Revised 6/15/2022-Res. 22-82
City of Madera
Airport Advisory Commission (AAC)
Rules of Procedure
1. Appointment:
A. The Airport Advisory Commission (AAC) of the City shall consist of seven (7) members who shall be appointed in accordance with Section 2-3.101 of the Municipal Code.
B. The City Council may appoint non-City residents pursuant to Section 2-3.101 of the Municipal Code, subject to the following qualifications:
a. Airport Lessee: The appointee is a lessee at the Municipal Airport and is in good standing with all lease obligations.
b. Employee of Airport Lessee: The appointee is a full-time employee of a lessee at the airport, provided the lessee is in good standing. c. Licensed or Retired Pilot: The appointee is a licensed or retired pilot residing within Madera County.
d. Federal Aviation Employee: The appointee is an active or retired Federal Aviation Administration (FAA) employee residing within Madera County. e. Armed Forces: The appointee is an active or retired member of the United States armed forces with associated experience with aviation operations residing within Madera County.
2. Term of Office: The term of each AAC member shall be in accordance with Section 2-3.101 of the Municipal Code.
3. Officers:
a. Elections shall to be held the first regular meeting of the calendar year. By a majority vote of a quorum present, the following officers will be elected to serve a one-year term: Chair and Vice Chair.
b. No member may serve as Chair for more than two consecutive years
4. Meetings:
A. Date and Time: Meetings of the Commission shall be held quarterly at a date and time as determined by a vote of the AAC.
B. Location: Madera Municipal Airport Lobby, 4020 Aviation Drive C. Special meetings may be called by:
Adopted by City Council on 10/6/75; Revised 3/6/96-Res. No. 96-26; Revised 7/2/97-Res. No. 97-101; Revised 10/15/14-Res. No. 14-189; Revised 6/15/2022-Res. 22-82
a. The Chair, subject to staff’s availability
b. City staff
5. Attendance Requirements: Failure to attend three consecutive regular, as opposed to special meetings, shall be considered as automatic resignation
6. Compensation: Members shall serve without compensation
7. Duties and Responsibilities: It is the intention of the City Council that the Commission will serve in an advisory capacity to the City Council and staff on matters involving the Municipal Airport. These duties shall include the following:
A. Budget - Review annually the airport financial status pertaining both to general operations and capital projects and recommend an annual budget for operational and capital improvement purposes.
B. Operations – Discuss and provide staff feedback on operational issues that may arise at the airport.
C. Master Planning - Review the status of the Airport Masterplan and propose periodic revisions thereto, reflective of capital expansion projects; review and recommend on special permits and proposals, as required, that deviate from the airport development plan.
D. Review and provide feedback on rate studies relative to the airport.
E. Reports - At least once each year report activities to the City Council F. Other - Perform other related duties as directed by the City Council.
Adopted by City Council on 10/6/75; Revised 3/6/96-Res. No. 96-26; Revised 7/2/97-Res. No. 97-101; Revised 10/15/14-Res. No. 14-189; Revised 6/15/2022-Res. 22-82
Proposed language is underlined. Language to be deleted has a strikethrough.
City of Madera
Airport Advisory Commission (AAC)
Rules of Procedure
1. Appointment.
A. The Airport Advisory Commission (AAC) of the City of Madera shall consist of seven (7) members who shall be appointed in accordance with Section 2-3.101 of the Madera Municipal Code. A copy of that Code section is attached and incorporated by reference as Attachment A.
B. The City Council may appoint non-City residents pursuant to Section 2-3.101 of the Municipal Code, subject to the following qualifications:
a. Airport Lessee: The appointee is a lessee at the Municipal Airport and is in good standing with all lease obligations.
b. Employee of Airport Lessee: The appointee is a full-time employee of a lessee at the airport, provided the lessee is in good standing. c. Licensed or Retired Pilot: The appointee is a licensed or retired pilot residing within Madera County.
d. Federal Aviation Employee: The appointee is an active or retired Federal Aviation Administration (FAA) employee residing within Madera County. e. Armed Forces: The appointee is an active or retired member of the United States armed forces with associated experience with aviation operations residing within Madera County.
2. Term of Office:
The term of each AAC member shall be in accordance with Section 2-3.101 of the Madera Municipal Code. See Exhibit A.
3. Officers:
a. Elections shall to be held the first regular meeting of the calendar year. By a majority vote of a quorum present, the following officers will be elected to serve a one-year term: Chair and Vice Chair.
Adopted by City Council on 10/6/75; Revised 3/6/96-Res. No. 96-26; Revised 7/2/97-Res. No. 97-101; Revised 10/15/14-Res. No. 14-189; Revised 6/15/2022-Res. 22-82
b. No member may serve as Chair for more than two consecutive years
4. Meetings:
A. Date and Time: Meetings of the Commission shall be held quarterly at a date and time as determined by a vote of the AAC. to be held the second Tuesday of each quarter per calendar year, with the meeting to be held at the B. Location: Madera Municipal Airport Lobby, 4020 Aviation Drive, Madera, CA 93637, starting at 10:00 a.m.
C. Special meetings may be called at the option of by:
a. The Chair, subject to staff’s availability
b. or upon majority decision of the Commission membership in accordance with requirements of the Brown Act.
c. City staff
5. Attendance Requirements:
A. Attendance is required and f Failure to attend three consecutive regular, as opposed to special meetings, shall be considered as automatic resignation; a significant pattern of absences may also be considered grounds for removal from the Commission.
B. Members may be excused by the Chairman for authorized absences.
C. Removal and replacement of Commission members shall be by City Council action.
6. Compensation:
All m Members of the commission will shall serve without compensation.; however, payment for any actual and necessary expenses incurred in the conduct of pertinent business may be authorized by the City Council upon proper application therefor.
7. Duties and Responsibilities:
It is the intention of the City Council that the Commission will serve in an advisory capacity only to the City Council and staff on matters involving the Madera Municipal Airport. These duties shall include the following:
A. Budget - Review annually the airport financial status pertaining both to general operations and capital projects and recommend an annual budget for operational and capital improvement purposes, including methods of financing and lease arrangements.
Adopted by City Council on 10/6/75; Revised 3/6/96-Res. No. 96-26; Revised 7/2/97-Res. No. 97-101; Revised 10/15/14-Res. No. 14-189; Revised 6/15/2022-Res. 22-82
B. Operations – Discuss and provide staff feedback on operational issues that may arise at the airport. Compile analytical data and comparative information involving the establishment or modification of airport fees, rates, charges, or fuel prices, ascertain the type of service to be rendered and keep abreast of developments in the aviation industry on all pertinent matters concerning airports, airport law, and aviation generally, and based upon the foregoing, review and recommend formal adoption of airport policies and operation procedures.
C. Master Planning - Review the status of the Airport Masterplan and propose periodic revisions thereto, reflective of capital expansion projects, possible financing methods, and to federal and state regulations; review and recommend on special permits and proposals, as required, that deviate from the airport development plan.
D. Land Use - Review and recommend action regarding land use surrounding the airport, as it effects aviation, both directly and indirectly. Review and provide feedback on rate studies relative to the airport.
E. Reports - At least once each year report activities to the City Council and make information available to other Commissions and Officials of the City, as required.
F. Other - Perform other related duties as directed by the City Council.
REPORT TO CITY COUNCIL
Approved by: Council Meeting of: June 15, 2022
_________________________________
Dan Foss, Interim Public Works Director
_________________________________
Arnoldo Rodriguez, City Manager
SUBJECT:
Revisions to Airport Advisory Commission (AAC) Rules of Procedure RECOMMENDATION:
Adopt a resolution approving revised Airport Advisory Commission (AAC) Rules of Procedure SUMMARY:
During the October 22, 2021, AAC meeting, Commissioners requested a review of the rules of procedure. One of the main concerns that spurred this review was due to issues amongst the group not being able to consistently establish a quorum during the quarterly AAC meetings.
Moreover, during the January 22, 2022 AAC meeting, the Commissioners and City staff made rules of procedure recommendations regarding the membership selection process, term of office, officers, and meetings that were also in compliance with the Madera Municipal Code for commissions.
DISCUSSION:
Upon review of the rules of procedure by the AAC, the following recommendations were made in Table 1:
Agenda Number: __________ _
B-8
Therefore, these recommendations enable the AAC rules of procedure to maintain compliance the Madera Municipal Code. Furthermore, the set meeting times were in agreement with the AAC commissioners with the hopes of maintaining a consistent quorum moving forward.
FINANCIAL IMPACT:
There is no financial impact associated with the rules of procedure revisions.
CONSISTENCY WITH THE VISION MADERA 2025 PLAN:
The proposed action is not specifically addressed as part of the Vision Plan, nor is it in conflict with the Plan.
ALTERNATIVES:
If Council chooses not to adopt these rules of procedure revisions, the AAC rules of procedure will be out of compliance with the Madera Municipal Code relating to commissions. Moreover, the AAC could continue to struggle with achieving a consistent quorum if these recommendations are not approved which will also impact the ability of the AAC to be a functioning commission.
ATTACHMENTS:
1. Resolution
2. AAC Rules of Procedure
a. Exhibit A – Ordinance NO. 986 C.S.
Table 1: Rules of Procedure recommendations
Section Recommendation
Section 1. Appointment Update per Municipal Code Section 2-3.101; Mayor makes recommendations to fill all seats
Council approves appointments
Section 2. Term of Office Update to reflect amended Municipal Code (The term of each AAC member shall be in accordance with Section 2-3.101 of the Madera Municipal Code)
Section 3. Officers Change terms to remove gender references. Election of officers to be held the first meeting of each calendar year.
Section 4. Meetings Change meetings from once per quarter to:
Second Tuesday of the first month of the quarter
Meeting location at lobby at the Municipal Airport
Meeting start time of 10:00 a.m.
RESOLUTION NO. _____
A RESOLUTION OF THE CITY COUNCIL OF MADERA, CALIFORNIA
APPROVING RULES OF PROCEDURE REVISIONS TO AIRPORT ADVISORY
COMMISSION (AAC) RULES OF PROCEDURE
WHEREAS, the AAC has made rules of procedure recommendations regarding membership, term of office, officers, and meetings; and WHEREAS, these changes need to be made in order to stay in compliance with the Madera Municipal Code for commissions; and
WHEREAS, these revisions are being implemented to establish meeting dates, institute dates for officer elections, and to remove gender specific language.
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 approves the AAC rules of procedure revisions.
3. This resolution is effective immediately upon adoption. * * * * * * * * * *
Adopted by City Council on 10/6/75; Revised 3/6/96-Res. No. 96-26; Revised 7/2/97-Res. No. 97-101; Revised 10/15/14-Res. No. 14-189
CITY OF MADERA
AIRPORT ADVISORY COMMISSION
Rules of Procedure
1. Appointment.
The Airport Advisory Commission (AAC) of the City of Madera shall consist of seven (7) members who shall be appointed in accordance with Section 2-3.101 of the Madera Municipal Code. A copy of that Code section is attached and incorporated by reference as Attachment A.
2. Term of Office:
The term of each AAC member shall be in accordance with Section 2-3.101 of the Madera Municipal Code. See Exhibit A.
3. Officers:
Elections to be held the first regular meeting of the calendar year. By a majority vote of a quorum present, the following officers will be elected to serve a one-year term: Chair and Vice Chair.
4. Meetings:
Meetings of the Commission to be held the second Tuesday of each quarter per calendar year, with the meeting to be held at the Madera Municipal Airport Lobby, 4020 Aviation Drive, Madera, CA 93637, starting at 10:00 a.m. Special meetings may be called at the option of the Chair or upon majority decision of the Commission membership in accordance with requirements of the Brown Act.
5. Attendance Requirements:
A. Attendance is required and failure to attend three consecutive regular as opposed to special meetings shall be considered as automatic resignation; a significant pattern of absences may also be considered grounds for removal from the Commission.
B. Members may be excused by the Chairman for authorized absences.
C. Removal and replacement of Commission members shall be by City Council action.
6. Compensation:
All members of the commission will serve without compensation; however, payment for any actual and necessary expenses incurred in the conduct of
Adopted by City Council on 10/6/75; Revised 3/6/96-Res. No. 96-26; Revised 7/2/97-Res. No. 97-101; Revised 10/15/14-Res. No. 14-189 pertinent business may be authorized by the City Council upon proper application therefor.
7. Duties and Responsibilities:
It is the intention of the City Council that the Commission will serve in an advisory capacity only to the City Council and staff on matters involving the Madera Municipal Airport. These duties shall include the following:
A. Budget – Review annually the airport financial status pertaining both to general operations and capital projects and recommend an annual budget for operational and capital improvement purposes, including methods of financing and lease arrangements.
B. Operations – Compile analytical data and comparative information involving the establishment or modification of airport fees, rates, charges, or fuel prices, ascertain the type of service to be rendered and keep abreast of developments in the aviation industry on all pertinent matters concerning airports, airport law, and aviation generally, and based upon the foregoing, review and recommend formal adoption of airport policies and operation procedures.
C. Master Planning – Review the status of the Airport Masterplan and propose periodic revisions thereto, reflective of capital expansion projects, possible financing methods, and to federal and state regulations; review and recommend on special permits and proposals, as required, that deviate from the airport development plan.
D. Land Use – Review and recommend action regarding land use surrounding the airport, as it effects aviation, both directly and indirectly.
E. Reports – At least once each year report activities to the City Council and make information available to other Commissions and Officials of the City, as required.
F. Other – Perform other related duties as directed by the City Council.
ORDINANCE NO. 986 C.S.
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF MADERA, CALIFORNIA AMENDING SECTION § 2-3.101 OF TITLE II, CHAPTER 3 OF
THE MADERA MUNICIPAL CODE RELATING TO APPOINTMENTS AND
TERMS TO CITY BOARDS, COMMITTEES, AND COMMISSIONS
THE CITY COUNCIL OF THE CITY OF MADERA DOES ORDAIN AS FOLLOWS:
SECTION 1. Section 2-3.101 of the Madera Municipal Code is amended to read as follows:
§2-3.101
Unless otherwise specifically provided by statute or a joint powers agreement, the members of all city boards, committees, and commissions shall be appointed and serve as provided herein notwithstanding any other provision of this code, City resolution, or City minute order.
(A) Appointment.
(1) The Mayor is authorized to make appointments to City boards, committees, and commissions subject to approval by the City Council. (2) For new boards, committees, and commissions comprised of seven members, the Mayor will seek nominations for appointments from each Council Member and the Mayor may make a direct appointment for the at-large seat for consideration by the Council.
(3) For existing boards, committees, and commissions comprised of seven members and as vacancies occur, the Mayor will seek a nomination to fill the vacancy from the Council Member for the Council District who originally nominated the person. The Mayor may also make one direct appointment for the seventh seat for consideration by the City Council.
(4) For boards, committees, and commissions comprised of less or more than seven members and as vacancies occur, a numerical rotation system based on district numbers will be utilized and the Mayor will seek a nomination to fill such vacancy from a Council Member who has not yet made or waived their opportunity to nominate a person to serve on the particular board, committee, or commission.
In other words, if the last nomination was from the Council Member for District 3, the Mayor will seek a nomination from the Council Member for District 4. (S) The Mayor is not required to appoint persons nominated by Council Members.
Exhibit A
(6) The Mayor will submit appointees to the City Council for consideration. (7) The City Council is authorized to approve or reject any appointment made by the Mayor.
(8) Council approval of any appointment shall be made by resolution adopted by four votes of the City Council. The appointment shall be for the remainder of an unexpired term or for a new term.
(9) Upon the City Council's determination not to approve a Mayor's appointee, the Mayor shall proceed to seek another nominee, make another appointment, and submit the appointee to the City Council for consideration and approval as set forth in this section.
(B) Term.
Each board, committee, or commission member appointed as set forth in Section (A) above shall serve a term of four years unless a different term is otherwise provided by law, or until the Council member who nominated such board, committee or commission member is no longer serving as a Council member, whichever period is less. Each appointed member shall serve until his or her successor is appointed and qualified.
SECTION 2. SEVERANCE. If any section, subsection, phrase, or clause of this ordinance is for any reason held to be unconstitutional or invalid, such decision shall not affect the validity of the remaining portions of this ordinance.
SECTION 3. ~- The City Council finds this ordinance is not a project under the California Environmental Quality Act because it can be seen with certainty that it will not have a significant effect or physical change to the environment. See Title 14, California Code of Regulations, Section 15061 (b) (3).
SECTION 4. PUBLICATION. This ordinance shall be published in accordance with the provisions of Government Code Section 36933.
Ord. No. 986 C.S.
The foregoing Ordinance No. 986 C.S. was introduced and given its first reading at a regular meeting of the City Council of the City of Madera held on the 16th day of February 2022 and adopted after a second reading at a regular meeting ofthe City Council held on 2nd day of March 2022 by the following vote:
AYES:
NOES:
ABSTENTIONS:
ABSENT:
ATTEST:
Mayor Garcia, Councilmembers Gallegos, Rodriguez, Montes, Evans, Mejia, and Villegas.
None.
None.
None.
APPROVED: