- Install (9) Dell PC monitors to replace personal monitors at the board member desks. - Install QSC Core 24F, Tripp Lite PDU, Netgear PoE switch, QSC NV-21 units, and Crestron HDMI splitter in the AV rack.
- Install QSC touchscreen controller at the new clerk desk location. - Install new Q-SYS amplifier in the AV rack.
- Install QSC NV32 in the AV rack.
- Install (4) new in-ceiling speakers in the existing speaker locations. - Deinstall the PC from the existing clerk desk and relocate it to the customer-approved new location. - Install (2) Dell PC monitors at the clerk station.
- Connect the clerk monitors to the clerk PC using 25 ft HDMI patch cables. - Deploy the wireless keyboard and mouse at the clerk station. - Existing Shure wired gooseneck microphones to remain in place. - Existing wireless microphones to remain.
- Patch the existing microphones into the newly installed Core 24F. - Patch the personal viewing monitors to the Crestron HDMI DA using the 25 ft HDMI patch cables. - Patch the AV rack NV32 to the Tripp Lite HDMI DA using a 6 ft HDMI patch cable. - Patch the Core 24F to the PoE switch using a premade Cat6 patch cable. - Patch the clerk PC to the Core 24F using the USB-C patch cable. - Install (2) QSC PTZ cameras on the back wall facing the board members. - Mount cameras using the included hardware.
- Install (1) NV-21 behind each wall-mounted display.
- Install (1) NV-21 behind the Overflow existing display - Patch HDMI out of the NV32 to the Inogeni capture card using an HDMI patch cable. - Patch the clerk PC to the Inogeni using a USB-A to USB-B 3.0 cable. - Patch the NV-21 units to the Samsung wall-mounted displays using a 6 ft HDMI cable and DB9 control cable. - Pull Cat6 cable from the PoE switch location to each PTZ camera and each NV-21 receiver location. - Patch the C2G input plate to the NV32 using an HDMI patch cable. - Patch the CoVID HDMI receiver to the NV32.
- Patch the HDMI output of the PC to the NV32 using a 6 ft HDMI patch cable. - Install the CoVID wireless 4K receiver for BYOD connectivity. - Use the USB-C transmitter for BYOD content delivery into the AV system. - Install Middle Atlantic 1U Decora mount in the AV rack. - Install C2G HDMI pass-through plate in the Middle Atlantic Decora mount. - Patch the BYOD device to the input plate using a 25 ft HDMI patch cable. - Program the QSC cameras to follow the active microphone speaker. - Patch the Core output to the existing QSC amplifier.
- Program the QSC touchscreen for camera control and input switching. - Perform full system testing with the clerk to confirm they can stream directly to YouTube from the clerk PC using all peripherals on the QSC system.
- Clean the work area.
- Dispose of trash in on-site containers.
- Provide up to one hour of staff training on system operation.
Provisions:
- Existing Speaker cable, anticipated to be in good
working order.
- Should EKC be delayed at any time in the progress of the work, by material changes ordered in the work, by labor disputes, fire, unusual delay in deliveries, construction delays, increased cost due to tariffs, unavoidable casualties or causes beyond EKC’s control, the agreed upon time for completion shall be extended by Change Order for such reasonable time as the Project manager may determine.
- Such Change Orders may include charges to cover additional costs incurred by EKC due to the delay.
- The market for building materials is considered to be volatile and sudden price increases and a delay of shipment could occur. EKC will use our best efforts to obtain the lowest possible prices but should there be an increase after execution of the contract then EKC would request to be compensated for the increase. Any claim Madera City Hall-Counsel Chambers AV Upgrade
11/19/2025
manager may determine.
- Such Change Orders may include charges to cover additional costs incurred by EKC due to the delay.
- The market for building materials is considered to be volatile and sudden price increases and a delay of shipment could occur. EKC will use our best efforts to obtain the lowest possible prices but should there be an increase after execution of the contract then EKC would request to be compensated for the increase. Any claim for cost increase shall require written notice stating the increased cost and shall be supported by invoices. -Services not specified in this SOW are considered out of scope and will be addressed with a separate SOW or Change Order.
-Any defective product discovered during installation, that will cause additional labor and/or material rental costs due to a return trip, will be addressed on a change order.
Out of Scope:
- Voice and data infrastructure and systems.
- Necessary sheet rock replacement and or repair.
- Necessary ceiling tile or T-bar modifications, replacement, and/or repair. - All mill work, moldings, trim, etc., or modifications to project mill work necessary to accommodate the installation of the audiovisual equipment unless otherwise noted in this proposal.
- Painting, patching or finishing of architectural surfaces. - Core drilling and/or concrete saw cutting.
- Ceiling, roof, firewall, and/or floor penetration(s). - Removal or patching, of fire stopping.
- Removal of any existing AV equipment in the room
- Any subscription services, cabling, and equipment.
- Provision and configuration of client furnished computers and software. - Acquisition of permits.
- Any and all electrical work
Item Details
Madera City Hall-Counsel Chambers AV Upgrade
11/19/2025
Equipment: $3,884.79
Open Market Items Total
Labor: $8,254.04
$12,138.83
Open Market Items
Unit Price Price
1 C2G CG39710, HDMI Pass Through Decorative Wall Plate - White $33.86 $33.86 1 COVID ECW-200, Wireless USB-C To HDMI Extender Set, 4K $618.30 $618.30 10 Dell P2725H, Dell 27" P2725H Monitor $292.95 $2,929.50 1 EKC Enterprises B0895H5TNH, 48V 2A Power Supply Adapter AC $37.77 $37.77 100-240V to DC 48V 2A Power Adapter Chager Interface 5.5 x
2.5mm Plug
1 Logitech 920-008219, MK850 Performance Wireless Keyboard and $117.44 $117.44 Mouse Combo
1 Middle Atlantic DECP-1X1, 1Space Panel with (1)Decora Op Bk $34.78 $34.78 3 Tripp Lite N200-006-BL, Tripp Lite 6ft Cat6 Gigabit Molded Patch $10.37 $31.11 Cable RJ45 M/M 550MHz 24 AWG Blue
3 Tripp Lite P520-006, Tripp Lite 6' DB9 Serial Extension Cable Straight $6.67 $20.01 Through M/F RS232 6ft
7 Tripp Lite P568-006, Tripp Lite High Speed HDMI Cable w/ Audio $8.86 $62.02 UHD 4Kx2K M/M 6
EDU Priced Items
Unit Price Price
4 QSC AD-C6T-ZB-WH, 6.5'' Two-way In-Ceiling Zero-Bezel Speaker - $224.25 $897.00 White
Madera City Hall-Counsel Chambers AV Upgrade
11/19/2025
Equipment: $23,667.40
EDU Priced Items Total
Labor: $4,314.74
$27,982.14
1 QSC CORE24F-NA, Q-SYS Core Processor with 24 local audio I/O $1,932.00 $1,932.00 channels, 160x160 total network I/O channels with 8x8 Softwarebased Dante license included, USB AV bridging, dual Ethernet ports for network redundancy plus two auxiliary Ethernet ports, two RS232 ports, 8x8 GPIO, 24 next-generation AEC processors, 1RU. 1 QSC CORE24F-SW, SOFTWARE, CORE24F, PRODUCT OS (MUST BE $1,794.00 $1,794.00 ORDERED TOGETHER W/ CORE24F-NA)
2 QSC NC-12X80, Network camera with motorized PTZ, 12x optical $3,415.50 $6,831.00 zoom and 80 field-of view
3 QSC NV-21-HU, Video, NV-21-Hu, SMB, Network Video Endpoint $1,656.00 $4,968.00 1 QSC NV-32-H (Core Capable), Video, NV-32-H (Core Capable), $3,077.40 $3,077.40 Network Video Endpoint
1 QSC SPA-QF60X4-NA, 4-Channel Flex Amplifier LO-Z/HI-Z $1,293.75 $1,293.75 1 QSC TSC-101-G3, High Definition Touch Screen Controller $2,277.00 $2,277.00 1 QSC TSC-710t-G3, Table Top Mounting Accessory For Tsc-70-G3 And $409.91 $409.91 Tsc-101-G3
1 Tripp Lite PDU1215, Tripp Lite PDU Basic 120V 15A 5-15R 13 Outlet $159.94 $159.94 5-15P Horizontal 1URM
1 Tripp Lite U322-006-BK, Tripp Lite 6ft USB 3.0 SuperSpeed Cable USB $7.98 $7.98 Type-A to USB Type-B M/M Black
1 Tripp Lite U428-006, USB-C to USB-A Cable (M/M), USB 3.1 Gen 1 (5 $19.42 $19.42 Gbps), Thunderbolt 3 Compatible, 6 feet
CMAS Items
Unit Price Price
2 Chief FHB5147, Hardware Kit $16.77 $33.54
Madera City Hall-Counsel Chambers AV Upgrade
11/19/2025
Equipment: $9,013.22
CMAS Items Total
Labor: $3,636.96
$12,650.18
1 Crestron Electronics HD-DA8-4KZ-E, 1:8 HDMI Distribution Amplifier $770.00 $770.00 w/4K60 4:4:4 & HDR Support
1000 General Cable 7133800, GenSPEED 6 Category 6 Pull Pac II Non- $0.24 $240.00 Plenum Cable - Blue
1 INOGENI 4K2USB3, $489.92 $489.92
1 Netgear GSM4230UP-100NAS, 24x1G PoE++ 1,440W 2x1G and $2,641.62 $2,641.62 4xSFP Managed Switch (Americas)
2 Samsung Pro AV QE75T, 75" Direct-Lit 4K Crystal UHD LED Display $2,257.70 $4,515.40 for Business
11 Tripp Lite P568-025, Tripp Lite 25ft High Speed HDMI Cable Digital $29.34 $322.74 A/V 4K x 2K UHD Gold M/M 25'
Equipment Subtotal:
Labor Subtotal:
Project Subtotal: $52,771.15
$36,565.41
$16,205.74
Madera City Hall-Counsel Chambers AV Upgrade
11/19/2025
Payment Terms
Pricing Summary
City of Madera
Accepted by
EKC Enterprises
Date Date
CSLB# 916095
EKC Enterprises
*All material will be invoiced upon shipping notification from supplier. Tracking will be supplied upon request. **Purchase orders recevied without or in lieu of a signed quote will assume acceptance of all terms and condtions set forth herein.
***Client accepts this Quote inclusive of its Scope of Work, Pricing and Payment Terms. Contractor agrees to furnish the equipment and materials listed and perform the work in an expedient, workmanlike and professional manner. Please submit all purchase orders to [email protected]. *******************************************Quote is Valid for 30 days************************************************ Equipment: $36,565.41
Labor: $16,205.74
Sales Tax: $3,016.65
Shipping: $828.52
Grand Total: $56,616.32
Payment Schedule Amount Billing Date
Payment $0.00
Madera City Hall-Counsel Chambers AV Upgrade
11/19/2025
Exhibit C:
Links to CMAS contracts with ECK Enterprises
3-19-70-3654A Contract.pdf
3-21-07-1044 Contract.pdf
3-23-12-1031 Contract.pdf
3-24-11-1012 Contract.pdf
3-24-11-1015 Contract.pdf
3-24-11-1017 Contract.pdf
3-24-11-1028 Contract.pdf
REPORT TO CITY COUNCIL
Approved by: Council Meeting of: December 3, 2025
_________________________________ Agenda Number: ___________ Alicia Gonzales, City Clerk
_________________________________
Arnoldo Rodriguez, City Manager
SUBJECT:
Consideration of Selection of Mayor Pro Tem to serve a one-year term RECOMMENDATION:
Approve a Minute Order Accepting the nomination for Mayor Pro-Tem and making the appointment of Mayor Pro Tem to serve a one-year term
SUMMARY:
Resolution No. 12-210 delineates the protocol for the City Council to appoint one of its members to serve as Mayor Pro Tem. It specifies that this appointment shall take place during the Council's first regular meeting in December.
In addition to setting the timing, the Resolution outlines guidelines and procedural details to ensure a consistent and transparent process for selecting the Mayor Pro Tem. These provisions provide clarity and structure to the appointment process, aligning with established Council practices.
DISCUSSION:
The process for selection of Mayor Pro Tem is outlined in attached Resolution No. 12-210. Priority is given to members who have not served as Mayor Pro Tem. Councilmember Rohi Zacharia has not yet served as Mayor Pro Tem; therefore, this qualifies him to serve.
Table 1: History of Mayor Pro Tem
District Mayor Pro Tem Year Served
1 Councilmember Gallegos 2017
2 Councilmember Rodriguez 2018
3 Councilmember Montes 2019
5 Councilmember Garcia 2020
E-1
Return to Agenda
6 Councilmember Villegas 2021
4 Councilmember Evans 2022
5 Councilmember Mejia 2023
1 Councilmember Gallegos 2024
2 Councilmember Rodriguez 2025
FINANCIAL IMPACT:
The position of Mayor Pro Tem does not alter the standard monthly stipend received by Councilmembers, which is $500 per month. The role does not introduce any additional financial benefits or compensation beyond what is already allocated to all Councilmembers.
As a result, the selection of a Mayor Pro Tem does not create any changes or financial impact to the City's budgetary considerations. The allocation for Councilmember stipends remains consistent and aligned with the City's approved budget.
ALTERNATIVES:
There is no alternative action.
ATTACHMENTS:
1. Exhibit A - Resolution 12-210
RESOLUTION NO. 12-210
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MADERA,
CALIFORNIA ESTABLISHING A TERM FOR THE OFFICE OF, AND A
SELECTION PROCESS FOR MAYOR PRO TEMPORE AND REPEALING
RESOLUTION NO. 98-90
WHEREAS, Government Code section 36801 requires forth that cities shall, after declaration of election results and installation of elected officials, select a Mayor and Mayor Pro Tempore; and
WHEREAS, the City Council adopted Resolution No. 98-90 setting forth the method and criteria for selecting the Mayor and Mayor Pro Tempore; and WHEREAS, Section 2-1.22 of the Madera Municipal Code was added on May 19, 2010, setting forth that the mayor shall be elected by the voters of the city at large; and WHEREAS, the selection procedure identified in Resolution No. 98-90, which includes a selection procedure for the mayor, is obsolete in part, and is in need of updating; and WHEREAS, the City Council now wishes establish a procedure for the selection of a Mayor Pro Tempore.
NOW THEREFORE, THE COUNCIL OF THE CITY OF MADERA does hereby find, resolve, and order:
1. The above recitals are true and correct.
2. Commencing the month of December of 2012, the City Council shall, at its first regular meeting in the month of December, meet and choose one of its members as Mayor Pro Tempore. The Council Member selected as Mayor Pro Tempore shall be chosen from such members of the Council who have not previously served as Mayor Pro Tempore unless all members have so served.
3. Where all Council Members have served a term as Mayor Pro Tempore, the person to be selected as Mayor Pro Tempore shall be the Council Member who has not served as Mayor Pro Tempore for the longest period of time. If the Council Member who has not served as Mayor Pro Tempore for the longest period of time declines the position, then the Council Member who has not served as Mayor Pro Tempore for the longest period of time other than the declining Council Member shall be selected.
4. When a selection of Mayor Pro Tempore is to be made from a Council Member who has not yet served as Mayor Pro Tempore, the person who is otherwise qualified and has served on the Council the longest without being Mayor Pro Tempore shall be selected as Mayor Pro Tempore. In the case where two or more Council Members qualified to be selected Mayor Pro Tempore have served the same amount of time without being selected, the Council Member to be selected shall be the person who received the most votes at their initial election. In the event that no Council Member who is otherwise eligible to be Mayor Pro Tempore has received the most votes at their initial election, then the selection from the eligible Council Members shall be made by drawing lots.
5. The Council Member selected to serve as Mayor Pro Tempore shall serve a one year term ending upon the selection of a new Mayor Pro Tempore at the first City Council meeting in December of the following year.
6. Resolution No. 98-90 entitled, "A Resolution of the City Council of the City of Madera, California Establishing a Term of the Office of, and a Selection Process for Mayor and Mayor Pro Tempore," is hereby repealed in its entirety.
7. This resolution shall be effective immediately upon adoption. * * * * * * * * * * * *
Res. 12-210
PASSED AND ADOPTED by the City Council of the City of Madera this 5th day of December, 2012 by the following vote:
AYES: Council Members Poythress, Holley, Robinson, Bomprezzi, Svanda, Frazier, Medellin.
NOES: None.
ABSTENTIONS: None.
ABSENT: None.
ROBERT
~~IZ~ L. POYTHRfs·s, Mayor
ATTEST:
SONIAALVARE~ ~~
APPROVED AS TO LEGAL FORM:
CITY ATTORNEY
~?
r"---7~---~
By: BRENT RICHARDSON
REPORT TO CITY COUNCIL
Approved by:
_________________________________ Council Meeting of: December 3, 2025 Alicia Gonzales, City Clerk Agenda Number: ___________
_________________________________
Arnoldo Rodriguez, City Manager
SUBJECT:
Seek Direction Regarding the Regular City Council Meetings Scheduled for 2026 RECOMMENDATION:
Deliberation and Direction Given from Council
DISCUSSION:
The City Council (Council) typically meets on the 1st and 3rd Wednesday evenings of each month.
Attachment 1 provides the tentative Council meeting dates for 2026. A few items worth highlighting:
The first regular Council meeting in 2026 falls on Wednesday, January 7, 2026. The City is a member of the League of California Cities which hosts various conferences.
A couple of conferences that Council members commonly attend include:
o Mayors and Councilmembers Academy: January 21-23, 2026 o City Leaders Summit: April 22-24, 2026
o Annual Conference & Expo: September 23-26, 2026
Madera Unified School District - Jr. High and Alternative High School, and High School Graduations: June 2-5, 2026
Tuesday, November 3, 2026 – General Municipal Election E-2
Return to Agenda
Potential Schedule Conflicts
Some meeting dates conflict with other events, while others stem from holidays, school vacations, or proximity to events. Similar to prior years, these situations create natural scheduling overlaps. Possible options include:
Holiday Closure- January 7, 2026:
o While the City will be open, it will be closed the week prior. Potential options include:
Staff is requesting to conduct a special meeting on Wednesday, January 14, 2026, following the Housing Authority meeting, or another Special Meeting date.
Mayors & Councilmembers Academy, Sacramento, CA: January 21-23, 2026 o Cancel the meeting, resulting in one scheduled meeting in January. o Conduct a special meeting on Wednesday, January 28, 2026, the 5th Wednesday of the month, or select another suitable Special Meeting date. Spring Recess: April 1, 2026
o Madera Unified School District, Spring Break March 30 – April 3, 2026. o The cancellation of the April 1, 2026, City Council meeting would provide staff with an opportunity for a short interval to reset over the Easter holiday period. o Cancel the meeting, resulting in one scheduled meeting in April. o Conduct the meeting as scheduled.
City Leaders Summit, Sacramento, CA: April 22-24, 2026 o No anticipated conflicts
Annual Conference & Expo: Anaheim, CA: September 23-25, 2026 o No anticipated conflicts
Madera Unified School District – Jr. High and Alternative High School, and High School Graduations: June 2-5, 2026
o Cancel the meeting, thus only having one meeting in June o Conduct the meeting as scheduled
Tuesday, November 3, 2026, General Election
o Cancel the meeting, thus only having one meeting in November o Conduct the meeting as scheduled
FINANCIAL IMPACT:
There are no financial impacts associated with the number of Council meetings. Councilmembers receive a fixed stipend of $500 per month, regardless of the number of meetings held.
ALTERNATIVES:
Council may direct staff to conduct additional research and bring the item back to Council at a future meeting.
ATTACHEMENT:
1. 2026 Draft City Council Meeting Schedule
City Council
2026 Meeting Schedule
DRAFT
January February March
S M T W T F S S M T W T F S S M T W T F S
1 2 3 1 2 3 4 5 6 7 1 2 3 4 5 6 7
4 5 6 7 8 9 10 8 9 10 11 12 13 14 8 9 10 11 12 13 14
11 12 13 14 15 16 17 15 16 17 18 19 20 21 15 16 17 18 19 20 21 18 19 20 21 22 23 24 22 23 24 25 26 27 28 22 23 24 25 26 27 28 25 26 27 28 29 30 31 29 30 31
April May June
S M T W T F S S M T W T F S S M T W T F S
1 2 3 4 1 2 1 2 3 4 5 6
5 6 7 8 9 10 11 3 4 5 6 7 8 9 7 8 9 10 11 12 13
12 13 14 15 16 17 18 10 11 12 13 14 15 16 14 15 16 17 18 19 20 19 20 21 22 23 24 25 17 18 19 20 21 22 23 21 22 23 24 25 26 27 26 27 28 29 30 24 25 26 27 28 29 30 28 29 30
31 July August September
S M T W T F S S M T W T F S S M T W T F S
1 2 3 4 1 1 2 3 4 5
5 6 7 8 9 10 11 2 3 4 5 6 7 8 6 7 8 9 10 11 12
12 13 14 15 16 17 18 9 10 11 12 13 14 15 13 14 15 16 17 18 19 19 20 21 22 23 24 25 16 17 18 19 20 21 22 20 21 22 23 24 25 26 26 27 28 29 30 31 23 24 25 26 27 28 29 27 28 29 30
30 31
October November December
S M T W T F S S M T W T F S S M T W T F S
1 2 3 1 2 3 4 5 6 7 1 2 3 4 5
4 5 6 7 8 9 10 8 9 10 11 12 13 14 6 7 8 9 10 11 12
11 12 13 14 15 16 17 15 16 17 18 19 20 21 13 14 15 16 17 18 19 18 19 20 21 22 23 24 22 23 24 25 26 27 28 20 21 22 23 24 25 26 25 26 27 28 29 30 31 29 30 27 28 29 30 31
Meetings are held on the 1st & 3rd Wednesday of the month at 6 PM in the Council Chambers at City Hall, 205 W. 4th St., Madera City Council Meeting LOCC – Mayors & Council Academy 1/21-1/23/26 ½ day closure (Good Friday, Dec. 24/31) LOCC – City Leaders Summit 4/22-4/24/26 City Holiday LOCC – 2026 Annual Conference & Expo 9/23-9/25/26 Holiday Closure Dec. 26 - 31, 2026 Potential Schedule Conflict Dates