Agenda packet — Madera City Council, February 4, 2026 (part 3 of 3)

Recording Requested by:

City of Madera
And When Recorded, Mail to:

City of Madera – City Clerk
205 W. 4th Street
Madera, CA 93637
_________________________________________ Space above this line for Recorder’s Use ______________________________________ Fee Waived per Section 27383 & 27388.1(a)(2)(D) of the Government Code – No Document Tax Due $ -0-

NOTICE OF COMPLETION
_____________________________________________________________________________________________________________________ NOTICE IS HEREBY GIVEN THAT:

1. The undersigned is owner of the interest or estate stated below in the property hereinafter described.

2. The full name of the undersigned is City of Madera.

3. The full address of the undersigned is 205 W. 4th Street, Madera, CA 93637.

4. The nature of the title of the undersigned is: In fee ____________________________________________ (If other than fee, strike “In fee” and insert, for example, “purchaser under contract of purchase” or “lessee”.)

5. The full name and full addresses of all persons, if any, who hold title with the undersigned as joint tenant or as tenants in common are:

Name Address
______________________________________ ___________________________________________

6. A work of improvement on the property hereinafter described was completed on

7. The name of the original contractor, if any, for such work of improvement was:
(If no contractor for work of improvements as a whole, insert “none”.)

8. The full name(s) and address(es) of the transferor(s) of the undersigned is(are):

Name Address
______________________________________ ___________________________________________

9. The property on which said work of improvement was completed is in the City of Madera, County of Madera, State of California, and is described as follows:

10. The street address of said property is
(If no street address has been officially assigned, insert “none”.) Dated Keith Brent Helmuth, P.E.

City Engineer
________________________________________________
(Signature of Owner named in Paragraph 2)
City of Madera
REV 06/2025

Page 2 of 2 ends

State of California
County of Madera
Keith Brent Helmuth, being duly sworn says: He is the City Engineer of the City of Madera, the corporation that executed the foregoing notice as owner of the aforesaid interest or estate in the property therein described; that he makes this verification on behalf of said corporation; that he has read said notice and knows the contents thereof, and that the facts herein stated are true. (Signature of Officer)
_______________________________________________________ Keith Brent Helmuth, P.E.

City Engineer
State of California
County of Madera
______________________________________________________ (Seal) Alicia Gonzales
City Clerk
The notary public or other officer completing this certificate verifies only the identity of the individual who signed the document to which this certificate is attached and not the truthfulness, accuracy or validity of that document.

Subscribed and sworn to (or affirmed) before me on the ________ day of ________________, ______ by Keith Brent Helmuth, proved to me on the basis of satisfactory evidence to be the person(s) who appeared before me.

REV 06/2025
Attachment 2
Project Map

REPORT TO CITY COUNCIL
Approved by:
_________________________________
Keith Helmuth, P.E., Department Director
_________________________________
Arnoldo Rodriguez, City Manager
SUBJECT:

Accepting all improvements associated with the Pecan Square Subdivision (Tract No. 20-S-02) RECOMMENDATION:

Adopt a Resolution:

1. Accepting improvements for the Pecan Square Subdivision (Tract No. 20-S-02)

2. Authorize the filing of the Notice of Acceptance for said subdivision improvements SUMMARY:

The Subdivider, D.R. Horton CA3, Inc., a Delaware Corporation (Subdivider), has completed the off-site public improvements associated with the Pecan Square Subdivision in accordance with the approved Improvement Agreement (Agreement), Amendment No. 1 to the Agreement (Amendment) and improvement plans. The Subdivider has paid all required fees and submitted a warranty bond for the completed improvements. It is recommended that the City Council (Council) accept the improvements completed for the Pecan Square Subdivision (Subdivision).

DISCUSSION:

The Subdivision is a 112-lot residential development generally located west of the intersection of Pecan Avenue and Madera Avenue/State Route 145. Attachment 1 illustrates a project location map. The Council approved the Agreement and Final Map on May 4, 2022. On December 21, 2022, an Amendment to the Agreement was approved by Council to incorporate park improvements for future reimbursement.

It is appropriate for the Council to accept the completed improvements, including the park, as the improvements have been completed and implemented in accordance with City Specifications and conform to current City standards and as required by the Conditions of Approval for the Subdivision. The improvements proposed for acceptance as part of the action represent the final acceptance of improvements associated with the Subdivision.

Council Meeting of: February 4, 2026
Agenda Number: ___B-8_____ _
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Acceptance of the public improvements required of the Subdivider is permitted per Section 10-

2.712.3 of the Madera Municipal Code. The Subdivider has previously paid all required fees and provided payment and performance bonds sufficient to cover uncompleted work. Performance bonds are returned following acceptance in accordance with 10-2.708.7.1 of the Madera Municipal Code. Payment bonds are returned six months following acceptance so long as no claims have been made against the bonds.

FINANCIAL IMPACT:

Acceptance of this subdivision will result in the transfer of maintenance and resulting costs from the Subdivider to the City.

ALTERNATIVES:

If Council does not accept the completed improvements, the City will not provide regular maintenance that includes street sweeping, pavement maintenance, street light maintenance, etc.

ATTACHMENTS:

1. Location Map

2. Resolution
a. Exhibit A: Notice of Acceptance
Attachment 1
Location Map

LOCATION MAP
N
S
W E
Attachment 2
Resolution
RESOLUTION NO. 26 - ___

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

CALIFORNIA, ACCEPTING IMPROVEMENTS REQUIRED TO BE INSTALLED IN CONNECTION WITH PECAN SQUARE SUBDIVISION (TRACT NO. 20-S-02),

AND AUTHORIZING THE FILING OF A NOTICE OF ACCEPTANCE FOR SUCH

IMPROVEMENTS
WHEREAS, the Subdivider, D.R. Horton CA3, Inc., a Delaware Corporation (Subdivider), has requested acceptance of the improvements associated with the Pecan Square Subdivision, and has submitted the required Warranty Bond; and
WHEREAS, the improvements consist of street, storm drain and utilities within the subdivision; and
WHEREAS, the improvements within the subdivision also include a park and associated frontage improvements; and
WHEREAS, the improvements also include off-site improvements such as the widening of Pecan Avenue and addition of approximately 1900 linear feet of parallel sewer main; and WHEREAS, the City Engineer has certified to this Council that the required improvements for Pecan Square Subdivision, have been completed.

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 subdivider has completed the improvements for Pecan Square Subdivision.

3. The improvements for Pecan Square Subdivision are accepted.

4. The City Clerk is hereby authorized and directed to record a Notice of Acceptance as required by Section 10-2.712.2 of the Madera Municipal Code. * * * * *
Exhibit A
Notice of Acceptance
Recording Requested By:

City of Madera
When Recorded, Return To:

City Clerk
City of Madera
205 W. 4th Street
Madera, CA 93637
______________________________________________________________________________________ Fee Waived Per Section 27383 of the Government Code

NOTICE OF ACCEPTANCE

OF SUBDIVISION IMPROVEMENTS
• NOTICE IS HEREBY GIVEN that on February 4, 2026, the City Council of the City of Madera confirmed the satisfactory completion of all subdivision improvements as shown on the plans for Pecan Square Subdivision (Tract No. 20-S-02) and park as shown on Tract No. 20-S-02.

Dated: ___________
By: _________________
Alicia Gonzales
City Clerk

REPORT TO CITY COUNCIL
Approved by: Council Meeting of: February 4, 2026
Agenda Number: ___________
________________________________
Joseph Hebert, Parks & Community Services Director
_________________________________
Arnoldo Rodriguez, City Manager
SUBJECT:

Acceptance of the Thaddeus Sran Playground Equipment Replacement and Installation Services RECOMMENDATION:

Staff recommend that the City Council approve Minute Order approving:

1. Acceptance of the Thaddeus Sran Playground Equipment Replacement and Installation Services, specifically located within Centennial Park at 701 E. 5th Street, Madera, CA 93638.

2. The Recording of Notice of Completion.

3. The release of retention 35 days after the recording of the Notice of Completion.

SUMMARY:

On February 5, 2025, the City Council approved the award of a Construction Agreement to (Dave Bang) for the repair and replacement of arson-damaged equipment at the Thaddeus Sran Playground in Centennial Park. The scope of work included the procurement of replacement parts, demolition, and installation of playground equipment in the amount of $207,639.75.

All parties agree that the project can be recommended for acceptance by the Council and a Notice of Completion recorded thereafter.

DISCUSSION:

In April 2024, an arsonist set fire to the Thaddeus Sran Playground at Centennial Park, causing extensive damage to a significant portion of the facility. Due to the severity of the damage, the playground was determined to be unsafe, and City staff suspended public access to the area.

Given that the damage was caused by arson, the City submitted a claim through its property B-9
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insurance program. The City’s property insurance covers replacement costs for scheduled property, including the playground.

The playground is outfitted with Playworld structures, a brand recognized for its durability, safety, and innovative design. To preserve the playground's functionality and aesthetic consistency, it was essential to replace the damaged components with parts that seamlessly integrated with the existing setup. For this reason, sole source procurement from Dave Bang, the only authorized supplier of Playworld equipment in the State, was necessary to ensure continuity and compatibility.

Resolution No. 25-23, approved by Council on February 5, 2025, authorized the Construction Agreement with Dave Bang for the procurement of replacement of parts, demolition, and installation of playground equipment in the amount of $207,639.75.

Thereafter, City staff began working with Dave Bang to order the parts needed, schedule the demolition, and ensure the installation of the new playground equipment parts. There was an extensive lead time for the parts, as they are made to order and require several weeks for assembly.

After items were delivered, on June 3, 2025, Dave Bang was on site to begin the demolition of the damaged parts. During the installation phase, Dave Bang confirmed they had sent incorrect parts and would need to correct the matter. This added additional lead times on poles and a Drop Zone play area.

As of November 17, 2025, the final parts were received and installed, with the project now being recommended for a Notice of Completion.

FINANCIAL IMPACT:

The costs of replacing the damaged equipment is being paid from the City’s Property Damage expensing org in the Insurance Reserve Fund, established to ensure damaged public facilities are repaired as expeditiously as possible. The total cost associated with the Construction Agreement did not exceed the initial amount of $207,639.75.

ALTERNATIVES:

As an alternative, the Council may elect to reject the Notice of Completion with due cause.

Rejection would result in the staff’s inability to record the Notice of Completion until addressing Council concerns, if any.

ATTACHMENTS:

1. Notice of Completion
ATTACHMENT 1
Notice of Completion

Madera Evening Lions Club Fee Waiver Request for the Annual Stride for Diabetes 5K Run/Walk Event
RECOMMENDATION:

Adopt a Resolution waiving the rental fees of the Lions Town & Country Park on April 11, 2026, related to the Annual Strides for Diabetes 5K Run/Walk event hosted by the Madera Evening Lions Club, at an anticipated rental fee of $530
SUMMARY:

The City has received a request from the Madera Evening Lions Club seeking a waiver of rental fees for the use of the Lions Town & Country Park (LT&C) to host the Running with Lions Stride for Diabetes 5K Run/Walk event. The event is scheduled for Saturday, April 11, 2026, from 6:00 a.m. to 12:00 p.m.

DISCUSSION:

The Madera Evening Lions Club has submitted a formal request to use LT&C, specifically for the Annual Strides for Diabetes 5K Run/Walk event. The event is scheduled for Saturday, April 11, 2026.

The Madera Evening Lions Club is a local community organization dedicated to providing leadership, experience, and opportunities to the youth of Madera. The Madera Evening Lions Club consists of members passionate about serving the community of Madera. Over the past several years, the Strides for Diabetes 5K Run/Walk event has become one of their more prominent events, raising awareness and providing the community with information in a fun and engaging way.

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The Madera Evening Lions Club has shared that the goal of the event is to promote diabetes awareness in a fun and engaging way, while helping the community prevent or delay the onset of type 2 diabetes. Funds raised will assist with diabetes research to improve lives and find a cure.

While staff support the request, the Madera Evening Lions Club is still required to provide insurance documentation for City facility rentals that meet City requirements.

FINANCIAL IMPACT:

The applicable costs for renting LT&C are summarized in Table 1 and would apply to this rental.

Costs are derived from the City of Madera Master Fee Schedule.

Table 1: Estimated Financial Impact Without Fee Waiver
Administrative Fee $25
Special Event Fee $100
Amphitheater $180
Picnic Area 1 & 2 $90
Redwood Area $45
Walking Track $90
Total $530
ALTERNATIVES:

The Council may elect to reject the fee waiver and require the Madera Evening Lions Club to remit any associated fees if they wish to rent LT&C for the Annual Strides for Diabetes 5K Run/Walk event for the date and time being requested.

ATTACHMENTS:

1. Resolution waiving the rental fees of the Lions Town & Country Park on April 11, 2026, related to the Annual Strides for Diabetes 5K Run/Walk event hosted by the Madera Evening Lions Club, at an anticipated rental fee of $530

2. Letter of Request Authored by Maggie Stickler, Madera Evening Lions Club 2nd Vice President
ATTACHMENT 1
Resolution waiving the rental fees of the Lions Town & Country Park on April 11, 2026, related to the Annual Strides for Diabetes 5K Run/Walk event hosted by the Madera Evening Lions Club, at an anticipated rental fee of $530
RESOLUTION NO. 26-______

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

CALIFORNIA, WAIVING THE RENTAL FEES OF THE LIONS TOWN & COUNTRY PARK ON APRIL 11, 2026, RELATED TO THE ANNUAL STRIDES FOR DIABETES 5K RUN/WALK EVENT HOSTED BY THE MADERA EVENING LIONS CLUB, AT AN ANTICIPATED RENTAL FEE OF $530
WHEREAS, the City has received a request for the waiver of fees for the rental of the Lions Town & Country Park (LT&C); and
WHEREAS, the request is from the Madera Evening Lions Club; and WHEREAS, the Madera Evening Lions Club is looking to host the Annual Strides for Diabetes 5K Run/Walk event; and
WHEREAS, the request is for rental utilization on Saturday, April 11, 2026, from 6:00 am – 12:00 pm, including setup and cleanup time; and
WHEREAS, the estimated fees for the request are calculated based on the City of Madera Master Fee Schedule; and
WHEREAS, the fees for the event are calculated at $530; and WHEREAS, the Madera Evening Lions Club organization is still subject to providing insurance documentation for City facility rentals that meets City requirements.

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

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

2. The Council finds that the waiver of fees as set forth in this resolution serves a valid public purpose in that the Madera Evening Lions Club Strides for Diabetes 5K Run/Walk event advocates for diabetes awareness in the community, and encourages youth and adults to participate in a health and fitness event, which benefits the public health and welfare.

3. The City Council does hereby waive the City rental fees of the Lions Town & Country Park on the date and time identified, subject to confirmation of insurance.

4. This resolution is effective immediately upon adoption. * * * * * *
ATTACHMENT 2
Letter of Request Authored by Maggie Stickler, Madera Evening Lions Club 2nd Vice President
Madera Evening Lions Club
To Whom It May Concern,
I hope this letter finds you well. I am writing to you on behalf of the Madera Evening Lions Club, a local community organization dedicated to providing leadership, experience, and opportunities to the youth of Madera. We are reaching out to seek your support and invite you to partner with us in our efforts to make a positive impact.

The Madera Evening Lions Club and LEO clubs consist of adults and young adults who are passionate about serving the community of Madera. We are committed to giving back by organizing volunteer projects, charitable activities, and support for those in our community who require assistance. One of our most prominent projects is the Lions Strides for Diabetes 5K run/walk event, where we bring the community together at Lions Town & Country Park to create diabetes awareness and provide information through local agencies and organizations.

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

We are requesting a fee waiver for the use of Lions Town & Country Park on April 11, 2026, from 8 AM to 12 PM for the Running with the Lions event. Our goal is to promote diabetes awareness in a fun and engaging way and help our community members prevent or delay the onset of type 2 diabetes. Funds raised will assist with diabetes research to improve lives and find a cure.

Your generosity and support are greatly appreciated and make our work possible. Together, we can create a brighter and more promising future for those in need. 501(c)(3) non-profit Federal ID: 87-2116878
Contact & Corresponding Email Addresses:
[email protected]
Most Sincerely,
Maggie Stickler
Madera Evening Lions Club 2nd Vice President

Junior Giants League Agreement for Youth Baseball (Ages 5–13) RECOMMENDATION:

Adopt a Resolution Ratifying Approval of a League Agreement between the City of Madera and the Junior Giants Organization for the 2026 Summer League season SUMMARY:

City staff and the Junior Giants Organization have engaged in months-long discussions to establish a summer youth baseball program in the City. Staff is requesting City Council approval to ratify a partnership agreement with the San Francisco Giants’ Junior Giants program to offer free recreational baseball for youth ages 5 to 13 during the months of June through August.

DISCUSSION:

This program will provide an opportunity for local youth to participate in an organized baseball league at no cost to families, removing financial barriers to participation. All registered players will receive a San Francisco Giants-branded hat, shirt, pants, and a glove (if needed), all provided by the Jr. Giants organization. In addition, Jr. Giants will supply essential league equipment, including baseballs, pitching machines, and batting tees, ensuring the program operates safely and efficiently.

The City will provide field space for practices and games, maintain insurance coverage, and oversee day-to-day operations and coordination of the league. Teams will be coached by City staff and/or volunteer coaches. There is no exchange of funds between the City and Jr. Giants as part of this agreement.

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Beyond equipment and uniforms, the Jr. Giants program also supports participating communities through coach training resources, program curriculum, and an emphasis on youth development values such as teamwork, confidence, sportsmanship, and healthy lifestyles. The program is nationally recognized for promoting equity, inclusion, and positive youth development through sports.

The Junior Giants program is structured to operate during the months of June through August, which aligns outside the primary spring season for existing Little League programs. As a result, this partnership will not interfere with or compete against current Little League operations.

Instead, the program is intended to complement existing leagues by providing an additional recreational opportunity during the summer months, keeping youth engaged in baseball when many traditional leagues are not in session.

Approval of this agreement will allow the City to expand recreational opportunities, increase youth participation in organized sports, and provide a high-quality baseball experience at no cost to residents, while leveraging a well-established partnership with a trusted community youth sports organization.

FINANCIAL IMPACT:

There is no direct fiscal impact associated with entering into a partnership with the Junior Giants organization. The City will have no financial commitment to purchase uniforms, equipment, or league supplies. All participating players will receive uniforms and any necessary equipment, including hats, jerseys, pants, gloves (if needed), baseballs, pitching machines, and tees, which will be fully provided by the Jr. Giants organization.

City resources will be limited to existing staff time used to organize the league, coordinate registrations, schedule practices and games, and manage day-to-day operations. These duties will be absorbed within current staffing levels and are consistent with existing recreational programming responsibilities. No additional staffing, materials, or budget allocations are required.

ALTERNATIVES:
▪ Ratify the Agreement as recommended. This action would formally affirm the staff approval of the League Agreement with the Junior Giants Organization for the 2026 season.
▪ Decline to ratify the Agreement. Council may choose not to ratify the Agreement. In this case, the previously approved agreement would not move forward. ▪ Request modifications or additional information. Council may direct staff to return with further details or potential revisions before ratifying the Agreement.

ATTACHMENTS:

1. Resolution Ratifying Approval of a League Agreement between the City of Madera and the Junior Giants Organization for the 2026 Summer League season a. Exhibit A: League Agreement
ATTACHMENT 1
Resolution Ratifying Approval of a League Agreement between the City of Madera and the Junior Giants Organization for the 2026 Summer League season RESOLUTION NO. 26- ______

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

CALIFORNIA, RATIFYING APPROVAL OF A LEAGUE AGREEMENT BETWEEN

THE CITY OF MADERA AND THE JUNIOR GIANTS FOR SUMMER LEAGUE 2026
WHEREAS, the City has received a request from Junior Giants Organization; and WHEREAS, the request is for a partnership to establish a youth baseball program during the summer 2026; and
WHEREAS, the summer baseball program will provide an opportunity for local youth to participate in an organized baseball league at no cost to families, removing financial barriers to participation; and
WHEREAS, the request for a partnership with the City includes the utilization of City field space; and
WHEREAS, partnership agreement was imposed under very tight line prior to the city shutdown; and
WHEREAS, the program has significant benefit to the Madera citizenry.

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

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

2. Approval of the League Agreement with Junior Giants organization Summer 2026 is attached hereto as Exhibit A, is ratified.

3. This resolution is effective immediately upon adoption. * * * * * *
Exhibit A – League Agreement
2026 Junior Giants League Agreement
Introduction
Antioch
Atwater
Brentwood
Carson City
Castroville
Chico
Citrus Heights
Clearlake
Concord
Corning
Cottonwood
Daly City
Del Norte County
East Palo Alto
Fernley
Fresno JJC
Greenfield
Half Moon Bay
Hanford
Hayward
Healdsburg
Hollister
Kelseyville
Lamont- Bear Mountain
Lathrop
Lodi
Lompoc
Los Banos
Madera
Manteca
Marin City
Marina
Medford
Merced (City)
Merced- Franklin/Beachwood
Merced- Planada
Merced- Winton
Milpitas
Modesto
Mt. Shasta
Napa
Newark
Oakland
Orangevale
Oroville

1. League *
p
Newark
Oakland
Orangevale
Oroville
Paso Robles
Patterson
Pittsburg
Pittsburg (Bay Point)
Porterville
Rancho Cordova
Rancho Tehama
Red Bluff
Redding
Redwood City
Reedley
Reno
Richmond
Riverbank
Rohnert Park
Roseville
Sacramento
Sacramento- Southgate
Salinas
San Bruno
San Francisco Rec & Park
San Francisco- Hunters Point
San Jose FMCI
San Jose PAL
San Juan Bautista
San Leandro
San Luis Obispo
San Mateo
San Pablo
San Rafael
Sanger
Santa Maria
Santa Rosa
Seaside
South Lake Tahoe
South San Francisco
Stockton
Suisun City
Tracy
Ukiah
Vacaville
Vallejo
West Sacramento
Woodland
First
Last
Bailey Rodriguez
Cassandra Hofman
Caylee Johnston
Nicole Catchatoorian/Mikayla Padilla
Contact Information
Name (first and
last)
Office phone
number
Cell phone
number
Email address

2. Your organization's full name (to be listed online/printed on fliers)*

3. Your name *

4. Your email (you'll receive a copy of your response)*

5. Junior Giants staff member *

6. Commissioner contact information *
Name (first and
last)
Email address
Phone
number
Address
City
State
Zip

7. Please note that the contact information listed above (except cell phone number) will be posted online if participants have registration questions.

If you prefer different contact information to be listed online, please enter it below. If not, you can skip this question.

8. Current league shipping address
*Please note: this is where all your materials will be delivered. * Name (first and
last)
Office phone
number
Cell phone
number
Email address

9. Anything specific we should know about shipping to your league? Examples: our offices are closed on Mondays, temporary address during construction, etc.

If not, you can skip this question.

10. Assistant Commissioner contact information
If none, you can skip this question.

Name Email
Contact
Contact
Contact

11. Please enter any other contacts you would like included on group emails from the GCF (Commissioner and Assistant Commissioner are already included).

If none, you can skip this question.

Full name
Email
Phone
How do you know
them?
Comments

12. The best way to ensure you have a good Ambassador is to recommend someone you know from your community. Do you have any recommendations of someone who could be an Ambassador in your league next season? We will reach out to them when the application goes live at the end of this year.

If not, you can skip this question. If you have more than 1, leave their info in the comments.
0 - I have enough in my current inventory that I can use. 1 2
3 4
5 6

13. How many 'AmeriCorps Serving Here' signs (8.5" x 11" with zip-ties) would you like to order?
*Please request 1 per field location where games are held, as these are meant to be attached to the field(s) where your AmeriCorps Ambassador is serving. 2025 Example (design subject to change):
*
Full name
School/agency name
School/agency city
Role at
school/agency
Email
Phone
Comments
2026 Planning

14. Do you have any local contacts who would be interested in running the Junior Giants Schools program through their afterschool program or PE classes in the spring?
If not, you can skip this question. If you have more than 1, leave their info in the comments.

Note: We will gladly take recommendations for any area, but some of our target geographic regions are Bakersfield, Carson City, Fairfield, Fresno, Klamath Falls, Oakland, San Jose, Turlock and Yuba City.

15. How many players and teams do you plan on hosting in each of the following divisions?
Please use the suggested projections for your league sent by GCF staff as a starting point.

If you don't plan on hosting a specific division, you can leave it blank or # Players # Teams
T-ball Baseball (5-6
years)
T-ball Softball (5-6
years)
Minors Baseball (7-
9 years)
Minors Softball (7-9
years)
Majors Baseball
(10-13 years)
Majors Softball (10-
13 years)
Seniors Baseball
(14-18 years)
Seniors Softball
(14-18 years)
Comments
write 0.

We recommend building teams to 15 players per team, so a sample breakdown would be:

T-ball Baseball: 60 players / 4 teams
Minors Baseball: 90 players / 6 teams
Minors Softball: 30 players / 2 teams
Majors Baseball: 60 players / 4 teams
We encourage all leagues to host T-ball, Minors and Majors Baseball as well as Minors Softball at a minimum.

Both Baseball and Softball are coed, but Softball is typically primarily girls.
*
Comments

16. Are you planning on running at least one softball division this season? * Yes
No

17. Why are you not planning on running softball this season? Please select all that apply and elaborate in the comments.* Not enough fields
Not enough staff
Not enough volunteers
New Commissioner for upcoming season
Don't have enough players to separate softball/baseball Don't think we could recruit enough girls
Want boys and girls to play coed baseball together
Other - Write In (Required)
*
Recruitment Materials

18. When do you think you might be able to start a softball division?* 2027
2028
2029 or later
Don't think we can start a softball division in the foreseeable future

19. RECRUITMENT MATERIALS
Contingent upon budget, we will provide printed fliers, PDF fliers and other digital resources (email templates, etc.).

If budget allows, we will also order posters (same design as fliers but larger) and/or vinyl banners.

Which of the following would you like to order? *
Printed fliers: 8.5" x 11"
Posters: 22" x 28" (same design as flier, only larger)
Vinyl Recruitment Banners: 24" x 72" (banner reads: 'Free Youth Baseball/Softball - Register to Play This Summer - gojrgiants.org') Vinyl Home of JRG Banners: 24" x 72" (banner reads: 'Home of Junior Giants - Free Youth Baseball/Softball - learn more at gojrgiants.org') None of the above: PDF fliers ONLY (no printed items)

20. How many printed fliers (8.5" x 11") would you like to order? *See 2025 example below. Look & feel will change for 2026, but general layout will remain the same. League-specific information will be printed in the white space. Fliers are double-sided with English on one side and Spanish on one side. If you do not run a softball division, you will receive a Baseball-only flier.

Note: these are contingent on our budget and will be approved later.*

21. How many printed Softball-only fliers (8.5" x 11") would you like to request?
*Please note that if you run a softball division, you will receive a Baseball/Softball combo flier, as noted in the previous question. These Softball-only fliers are additional, and intended for softball-specific recruitment. 2025 Example:

Note: these are contingent on our budget and will be approved later.*

22. How many posters (22" x 28") would you like to request? *Same design as fliers, only larger.

Note: these are contingent on our budget and will be approved later.* Name
Email
Phone number (123) 555-
1234

23. How many vinyl recruitment banners (24" x 72") would you like to request?
*See example below. Design subject to change.

Note: these are contingent on our budget and will be approved later.*

24. How many vinyl 'Home of JRG' banners (24" x 72") would you like to request?
*See example below. Design subject to change.

Note: these are contingent on our budget and will be approved later.*

25. Contact information to be printed on fliers/posters * Initial

26. All fliers/posters will be printed with the following information:

Your agency name
Sign up online starting April 1!
League starts mid-June / Ages 5-13 (will be specific to your league)
For questions, please contact:

Name, email and phone you provided
In-person registration info and any disclaimers (if applicable) *2025 Example:

Please initial below to confirm you understand: *

27. Do you have any school district or other disclaimers we should include on your fliers? *
Yes
No

28. Please paste your disclaimer(s) here:*
Language(s)
Quantity

29. Do you need fliers in another language besides English/Spanish?* Yes
No

30. What additional language do you need fliers in, and how many would you like to request? *

31. Do you need your agency's logo printed on your fliers/posters?* Yes
No

32. Please upload your agency's logo here.
*If you have any issues uploading your logo, please email it to [email protected]
Browse...

33. Do you plan on hosting any in-person registration days or offering registration assistance in your office? *
Yes
No
Days of the
week
Start time (include
AM/PM)
End time (include
AM/PM)
Start date (no earlier than April
1)
End date (no later than May
31)
Location name
Address
City

34. Which will you offer? *
Ongoing support in our office
1 or more dedicated sign-up days
Both

35. Please provide details for ongoing registration support in your office.

Example:

Monday - Friday
9:00 - 5:00 PM
April 1 - May 31
Antioch Park & Recreation Office
123 Main Street, Antioch
Note: While we can keep online registration open throughout the season, we recommend ending in-person registration by May 31 so families are motivated to sign up sooner. *
Date(s) (between April 1-May
31)
Start time (include
AM/PM)
End time (include
AM/PM)
Location name
Address
City
2026 Junior Giants League Agreement

36. Please provide details for your dedicated registration day(s).

Example:

April 10 & May 1
5:00 - 7:00 PM
Antioch Library
123 Main Street, Antioch
Note: While we can keep online registration open throughout the season, we recommend ending in-person registration by May 31 so families are motivated to sign up sooner. *

37. 2026 Season Schedule
The Organization shall ensure that its Junior Giants season will be 8 weeks in duration (including practices) and follow the Junior Giants Season & Program Schedule below:

Week of June 8: Week 1: Introduction to Junior Giants (practices only or 1 game and 1 practice for each team)
Week of June 15: Week 2: Health (practices only or 1 game and 1 practice for each team)
Week of June 22: Week 3: Strike Out Bullying (begin playing games if games have not already started. Remainder of season should consist of 1 practice and 1 game each week for each team.)
Week of June 29: Week 4: Education
Week of July 6: Week 5: Confidence
Week of July 13: Week 6: Teamwork
Week of July 20: Week 7: Leadership
Week of July 27: Week 8: Integrity
Can you adhere to this schedule? *
Yes, we can
No, we cannot
Comments *
Initial

38. When will you start your season?
Please note, if you start the season earlier than June 8, we can't guarantee that you will receive all supplies/materials in time.

Your league is still required to run for 8 weeks even if you start a week later.

Please use the comment box to explain why you need to start a week earlier or later.
*
Week of June 1 (1 week early)
Week of June 15 (1 week late)

39. You will be required to host the following trainings before your practices begin:
(1) First Pitch Meeting
(1) Volunteer Meeting
(1) Coaches Clinic
Please initial below to indicate you are aware of the following responsibilities:

Organizing the logistics behind the scenes to coordinate Promoting the dates to your league in advance
*
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40. Commissioner/Agency Responsibilities
The Acting Commissioner of the League shall virtually attend (or watch the recordings of) the mandatory Commissioners Clubhouse Chats hosted the last Wednesday of each month.

The Acting Commissioner of the League shall attend the mandatory Commissioners Camp in February.

The Commissioner(s) shall meet with Giants Community Fund staff for annual league meetings and other meetings as needed.

The Organization will provide secure, year-round storage for all equipment provided by the Giants Community Fund with the exception of equipment that is no longer safe to use.

The Organization will not use the equipment/supplies provided for other programs/leagues (with the exception of rewards from previous seasons).

The Organization will run the program according to the Junior Giants Code of Ethics.

The Organization will be responsible for the day to day operation of the league, including:

Promoting registration for players and volunteers
Booking fields for practices and games
Creating rosters and schedules
Storing supplies, distributing supplies at the beginning of the season, collecting supplies at the end of the season and completing a postseason inventory survey
Communicating with participants before, during and after the season Creating a heat plan/bad weather plan and communicating it with participants
Running practices and games day-of
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41. AmeriCorps Ambassador
The Giants Community Fund will do everything in its power to find at least one Ambassador for every league, but an Ambassador is not guaranteed.

Leagues are responsible for assisting the GCF in Ambassador recruitment.

The Commissioner(s) will make contact with the Ambassador within 2 business days of being connected via email and will schedule a sit-down meeting (in-person or via Zoom) within 1 week.

The Ambassador & Commissioner(s) will complete the Roles & Responsibilities checklist within 2 weeks of the Ambassador's term start date.

The Commissioner(s) will continue to meet with the Ambassador weekly throughout their term and will also be responsive to their questions via phone/email.

The Organization will make sure at least (1) staff member who is knowledgeable about the Junior Giants program is at the field with the Ambassador during the entirety of practice and game days.

The Commissioner(s) will conduct an exit interview with the Ambassador before their final day of service.
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42. Nondiscrimination
The Organization will refrain from discriminating on the basis of race, color, creed, national origin, gender, gender identity and expression, sexual orientation, disability, and military status in any of its activities or operations.

The Organization shall foster an inclusive and welcoming environment for all players, coaches, volunteers, and families. The Organization shall provide equal opportunities for both females and males to play and coach. * Initial
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43. Online Registration
The organization shall:

Conduct all player, coach, and team parent registration through GCF's online sports management system, LeagueApps*.

Not accept any other form of registration (i.e. paper registration).

Require each participants' parent(s)/guardian(s) to sign a Player Waiver & each volunteer to sign the Coach Waiver upon registration through LeagueApps prior to any participation in Junior Giants. *Specific platform subject to change *

44. Background Checks
The Organization will take all precautions to protect the safety of all participants in the League, including, without limitation, screening all adults who will interact with child participants in the league. The Organization will require all coaches, other volunteers affiliated with the Junior Giants program and all other adults who have contact with players to complete a background check through GCF's online sports management system, LeagueApps, prior to working with any youth (the LeagueApps background check is through Yardstik). If any coach, volunteer or other adult does not complete a background check or clear a background check, such person will not be permitted to be associated with the Junior Giants program or otherwise serve as a coach or volunteer. Under no circumstances, may a person begin volunteering for the League until he/she Initials
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has passed the LeagueApps background check.

The Organization shall not permit any adult to participate in any manner with the League if such adult's background check reveals: (i) a conviction for any crime involving or against a minor; (ii) a conviction for any violent crime; (iii) a conviction for Driving While Intoxicated if the person's services to the league would include driving; and/or (iv) the person is listed in a Sexual Offenders registry. Moreover, the League may prohibit any adult from participating in the League in any capacity if the background check reveals any information which the Head of the League determines could lead to a safety risk for the League.

All League teams shall have a background-checked adult of each gender over the age of 21 present at all times. At no time during any League activity should any adult, over 18 years of age, be alone with any member of the team, without another adult of the opposite gender present, except for his/her own child.

The Organization shall handle the results of all background checks with confidentiality and respect.

Only the Commissioner of the League and his/her designees with a need to know may be informed of the results of the background checks.

The GCF may immediately suspend or terminate the league's affiliation in the Junior Giants program for failure to comply with the Background Check requirements described in this section. * Initials
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AmeriCorps Host Site Agreement

45. Volunteer Shirts/Supplies
The Organization will not pass out any supplies to volunteers before they have cleared their background check. This includes, but is not limited to, a volunteer shirt, incentives, baseball/softball equipment, etc.

The Organization will ensure that volunteers wear their volunteer shirt at every game, practice and Junior Giants event to signify to parents at the field that they have passed their background check. *

46. The Host Site (League) will:

1. Assist Junior Giants AmeriCorps Program in meeting the program goals as set out by the Grantor (California Volunteers): 100% enrollment of AmeriCorps Ambassador slots; 85% retention of enrolled AmeriCorps Ambassadors; meet performance targets as outlined in the AmeriCorps grant.

2. Provide enough service opportunities for AmeriCorps Ambassador(s) to accumulate the minimum required service hours over the grant year.

3. Provide adequate resources to fulfill the individual goals and program

3. Provide adequate resources to fulfill the individual goals and program objectives of the AmeriCorps Ambassadors, as well as the goals of the Giants Community Fund and AmeriCorps.

4. Identify a Site Supervisor (i.e. Commissioner) to provide direct supervision of the AmeriCorps Ambassador(s).

Attendance on monthly Commissioners Clubhouse Chats;
Participating in at least one League Meeting with the Regional Coordinators/Manager/Director during the grant year;
Providing site-specific training necessary for the AmeriCorps Ambassadors to successfully provide service that is above and beyond the training provided by Junior Giants AmeriCorps Program including, but not limited to, Host Site orientation for new AmeriCorps Ambassadors and introductions to Host Site staff and explanation of Host Site policies; Providing supervision and assistance to AmeriCorps Ambassadors to assure that they are making adequate progress toward their individual and direct service and AmeriCorps Ambassador development objectives; Act as an informational relay between Giants Community Fund and the Host Site, and assuring that AmeriCorps Ambassadors in violation of the terms of their Member Service Agreement are disciplined in a manner consistent with that agreement. All disciplinary actions (verbal or written) must be handled in conjunction with the Regional
Coordinator/Manager/Director, documented, with the documentation to be kept in the AmeriCorps Ambassador’s file with the Giants Community Fund. All disciplinary actions MUST involve the GCF
Coordinator/Manager/Director. Host Sites cannot terminate AmeriCorps Ambassadors for any reason.

5. The Site Supervisor and the Host Site are responsible for direct supervision of the AmeriCorps Ambassador(s) during their service hours on site. The host site is responsible for ensuring that the AmeriCorps Ambassador(s) participate in safe, productive and appropriate activities that will insure no undue harm comes to the AmeriCorps Ambassador(s) or host site clients and staff.

6. Permit AmeriCorps Ambassadors to attend all training sessions required by the Giants Community Fund, including but not limited to weekly calls with by the Giants Community Fund, including but not limited to weekly calls with Giants Community Fund staff. Permit AmeriCorps Ambassadors to attend other Sub Grantee/Organization meetings as necessary.

7. Ensure that AmeriCorps Ambassadors will not engage or participate in any of the following prohibited activities during their service hours:

Attempting to influence legislation;
Organizing or engaging in protests, petitions, boycotts, or strikes; Assisting, promoting or deterring union organizing;
Impairing existing contracts for services or collective bargaining agreements;
Engaging in partisan political activities or other activities designed to influence the outcome of an election to any public office; Participating in, or endorsing events or activities that are likely to include advocacy for or against political parties, political candidates, political platforms, proposed legislation, or elected officials;
Engaging in religious instruction; conducting worship services; providing instruction as part of a program that includes mandatory religious instruction or worship; constructing or operating facilities devoted to religious instruction or worship; maintaining facilities primarily or inherently devoted to religious instruction or worship; or engaging in any form of religious proselytizing;
Providing a direct benefit to a for-profit entity, a labor union, a partisan political organization, an organization engaged in the religious activities described in the preceding sub-clause unless Grant funds are not used to support the religious activities, or a non-profit that engages in lobbying, a non-profit entity that fails to comply with the restrictions contained in section 501(c)(3) of U.S. Code Title 26;
Voter registration drives by AmeriCorps Ambassadors is an unacceptable service activity. In addition, Corporation funds may not be used to conduct a voter registration drive;
Other activities as the Corporation determines will be prohibited, upon notice to Sub Grantee/Organization AmeriCorps Program.

8. Ensure that AmeriCorps Ambassadors are not assigned to activities that would result in displacement for a paid worker, or that would normally be done by a paid worker.

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9. Ensure that AmeriCorps Ambassadors are provided with meaningful service opportunities and if there are administrative or clerical activities assigned, they are directly related to the AmeriCorps Ambassadors direct service activities as described in the position description (i.e. data collection/entry, email communication, etc.).

10. The Host Site acknowledges its responsibility to ensure that AmeriCorps Ambassadors are not engaged in any activities that are outside the approved position description of the AmeriCorps Ambassador.

11. The Host Site acknowledges that AmeriCorps Ambassadors cannot transport clients or community members in their personal vehicles. Host Site will ensure that AmeriCorps Ambassadors do not drive agency vehicles or provide transportation to clients in their personal vehicles.

12. Ensure that AmeriCorps Ambassadors do not participate in the following fundraising activities:

Raising funds for his/her living allowance.

Raising funds for an organization’s operating expenses or endowment.

Writing grant applications for AmeriCorps funding or for any other funding provided by the Corporation for National and Community Service.

Writing grant applications for funding provided by any other federal agencies.

13. If the Junior Giants AmeriCorps Program releases an AmeriCorps Ambassador from service for any reason the AmeriCorps position may remain vacant for the remainder of the term.

14. Ensure that AmeriCorps Ambassadors are treated as equal members of the staff and receive the appropriate respect. *
Use of Marks (Liability & Indemnification)

47. The GCF grants the League a non-exclusive, non-transferable limited license to use the trademarks, service marks and copyright rights belonging to the GCF (the "GCF/Junior Giants Marks") subject to the terms and conditions of this Agreement. The Organization will not alter the GCF/Junior Giants Marks in any manner, without the prior written approval of the GCF. The League acknowledges that it cannot associate the name of a local sponsor with the GCF/Junior Giants Marks without the prior written approval of the GCF. No approval will be granted where a local sponsor is in a category that is competitive to a Giants sponsor.

Prior to any publication, distribution or display by the Organization of any GCF/Junior Giants Marks other than for its intended usage, the Organization shall furnish a written proposal identifying such usage to the GCF for its prior written approval. The Organization must not publish, distribute or display any GCF/Junior Giants Marks without first receiving written approval from the GCF. Following receipt of the GCF's approval, the Organization must not alter the GCF/Junior Giants Marks. The Organization shall seek GCF's prior written authorization in the event it desires to use the GCF/Junior Giants Marks other than as provided herein.

The Organization shall not use the GCF/Junior Giants Marks in any way that:
(a) advertises, promotes, expresses or implies endorsement of any third party, cause, belief product or service by the GCF or the San Francisco Giants; (b) advertises, promotes or expresses endorsement or sponsorship of the league by any third party, product or service without the prior written approval of the GCF; or (c) reflects adversely on the reputation of the San Francisco Giants or the GCF. In addition, the Organization shall not, without the prior written permission of the GCF, use the GCF/Junior Giants Marks in connection with any event or in any manner other than in connection with the League. any event or in any manner other than in connection with the League.

With respect to profiles, commentary, writings, photographs, images, logos, and audio or video files (collectively "Content") posted on social media outlets including, but not limited to, Facebook, Instagram, Twitter, blogs, podcasts, message boards and websites (collectively "Social Media"), the Organization/League hereby agrees that it shall: (a) obtain prior written consent from the GCF before using the GCF/Junior Giants Marks on any Social Media outlet or linking to any website on any Social Media outlet; (b) refrain from displaying Content via Social Media that could be reasonably construed as an official GCF, Giants and/or Junior Giants communication; (c) refrain from posting any false or misleading Content on any Social Media outlet relating to the GCF, the Junior Giants program and/or the Giants; and (d) (i) accept any Facebook "Favorite Pages" request from the GCF; (ii) "Like" the GCF Organizational Page on Facebook; (iii) accept any GCF request to follow League's Twitter account; and (iv) accept any request from the GCF to connect to any other Social Media that represents the League.

The Organization hereby acknowledges the proprietary nature of the GCF/Junior Giants Marks and any other trademarks, service marks and copyright rights provided to the League by the GCF in connection with the GCF or the San Francisco Giants (collectively, "Giants Rights"). The League represents that it has not made and will not make any unauthorized use of the Giants Rights and agrees that during or after the term of this Agreement, it will make no such use of any Giants Rights, other than as provided in this Agreement, without the prior written consent of the GCF. Any use the Organization has made or will make of such Giants Rights has not conferred or will not confer any rights or benefits upon it whatsoever, and any rights created by such use shall inure to the benefit of the GCF and the Giants. The Organization further acknowledges that for purposes of this Paragraph, use shall include, but is not be limited to, trademark, fair, incidental, descriptive or functional uses.

The Organization must obtain all necessary licenses, consents or releases permitting it to use any third party proprietary material not furnished by the GCF including, but not limited to any: (a) name, likeness or voice of any individual (including, without limitation, Major League Baseball (“MLB”) Initial
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Organization Shall Not Profit
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players, coaches, managers, broadcasters and announcers); (b) name, likeness or voice of any individual in the League, including players, coaches and managers; and (c) any copyright, trademark or other property or identifications other than the GCF/Junior Giants Marks. The Organization shall be solely responsible for determining which licenses, consents and releases must be obtained.
*

48. Our organization acknowledges and agrees that the Giants Community Fund has no obligation to make any payment directly to our organization for any purpose. *
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Insurance

49. Our organization will not earn a financial profit from items provided by the Giants Community Fund. This includes, but is not limited to, Giants or Minor League affiliate tickets, giveaway items and incentives, and equipment. *

50. The Organization will not charge a fee for participants to play in the League, including any type of Organization membership fee. The Organization will not ask participants to fundraise in order to play in the League.

If a picture day is offered, there must be free options for players to receive their photo (players must receive a free printed photo or photos must be available for download at no charge). *

51. 2026 Giants Community Fund Insurance Requirements
Each organization must secure and continuously maintain, at its own expense, the following coverage:

1. Workers’ Compensation Insurance in compliance with state or provincial laws, covering employees, volunteers, temporary workers and leased workers, including Employers’ Liability with minimum limits of:
$1,000,000 Each Accident;
$1,000,000 Disease - Each Employee;
$1,000,000 Disease - Policy Limit.

2. An Insurance Services Office (or equivalent) occurrence based Commercial General Liability Insurance Policy, providing coverage for bodily injury and property damage and personal and advertising injury including but not limited to contractual liability, participant liability, products/completed operations liability and Abuse & Molestation coverage with minimum limits of:
$2,000,000 Each Occurrence;
$4,000,000 General Aggregate;
$2,000,000 Abuse & Molestation Aggregate;
$2,000,000 Products/Completed Operations Aggregate.

3. Automobile Liability Insurance, covering owned, non-owned, leased or hired automobiles, with a minimum combined single limit of $2,000,000 Each Accident.

The required limits may be satisfied through a combination of primary and follow form umbrella policies. All insurance policies must be issued by an admitted insurance carrier with an A.M. Best rating of A-8 or better. Major League Baseball Youth Foundation, the Office of the Commissioner of Baseball, its Bureaus, Committees, Subcommittees and Councils, MLB Advanced Media, L.P., Major League Baseball Properties, Inc., The MLB Network, LLC, the Clubs of Major League Baseball, and each of their subsidiaries or affiliated entities, any entity which, now or in the future, controls, is controlled by, or is under common control with the Major League Clubs or the Office of the Commissioner of Baseball, and its and their directors, officers and employees (“Additional Insureds”) must be named as Additional Insureds under the Commercial General Liability and Commercial Automobile Liability and, if applicable, Umbrella Liability Policies. All liability insurance policies must provide cross liability coverage (separation of insureds or severability of interest provisions). Further, coverage for the Additional Insureds shall apply on a primary and noncontributory basis irrespective of any other insurance available to the Additional Insureds, whether collectible or not. The Commercial General Liability policy shall include no third-party-over action exclusions or similar endorsements or limitations. Provided coverage remains commercially available and economically feasible as deemed by MLB, the Commercial General Liability & Umbrella Liability policies shall include no exclusions for CTE or similar or related brain trauma or injuries. No policy shall contain a self-insured retention. No policy shall contain a deductible in Initial
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Term of Agreement: Right to Discontinue
injuries. No policy shall contain a self-insured retention. No policy shall contain a deductible in excess of $25,000 and any/all deductibles shall be the sole responsibility of the Organization and shall not apply to the Additional Insureds. All policies shall be endorsed to provide a waiver of subrogation in favor of the Additional Insureds. All policies shall be endorsed to provide that in the event of cancellation, non-renewal or material modification MLB shall receive at least thirty (30) days written notice thereof. Organization shall furnish MLB with certificates of insurance evidencing compliance with all insurance provisions noted above prior to the commencement of the Term and annually at least ten (10) days prior to the expiration of each required insurance policy.

Organization shall provide MLB with copies of its insurance policies and/or endorsements upon request. If any of the required policies are written on a claims made basis, Organization shall maintain such coverage for a period of three (3) years after termination of the Agreement and provide evidence of such coverage on an annual basis during the three (3) year period. The insurance requirements set forth will in no way modify, reduce, or limit the indemnification obligations required herein by Organization. Any actions, errors or omissions that may invalidate coverage for Organization shall not invalidate or prohibit coverage available to the Additional Insureds. Receipt by MLB of a certificate of insurance, endorsement or policy of insurance which is more restrictive than the contracted for insurance shall not be construed as a waiver or modification of the insurance requirements above or an implied agreement to modify same, nor is any verbal agreement to modify same permissible or binding.

To the extent any U.S. military sites are self-insured they will be exempt from this requirement upon submission of evidence of such self-insurance. *
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Signature
First Name
Last Name
Organization
Title
Date

52. Unless earlier terminated and/or discontinued in accordance with this paragraph, this Agreement shall be in effect until December 31, 2026. The GCF reserves the right to discontinue the Junior Giants program or any aspect of the program or require that the Organization disassociate itself from Junior Giants and the GCF at any time and for any reason. In addition, the GCF may suspend or discontinue the program in its entirety at any time for any reason. *

53. The foregoing terms accurately set forth the terms of our understanding and agreement.

AGREED AND ACCEPTED BY: *

54. Please use your mouse to sign in the box below.*
Signature of
Sign name using mouse or touch pad
Clear

Madera Unified School District Fee Waiver Request for the Battle of the Books Event RECOMMENDATION:

Adopt a Resolution waiving the rental fees of the John Wells Youth Center on Wednesday, March 18, 2026, related to the Madera Unified School District Battle of the Books event, at an anticipated rental fee of $2,176
SUMMARY:

The City received an inquiry from the Madera Unified School District (MUSD) requesting waiving the rental fees for using the John Wells Youth Center (JWYC) to host their annual Battle of the Books event. The reservation would take place on Wednesday, March 18, 2026, from 7:00 am – 1:30 pm, including setup and cleanup time.

DISCUSSION:

MUSD has submitted a formal request in writing to use the JWYC to host their annual Battle of the Books event. The Battle of the Books is a “national and district-wide reading competition that brings together students from across MUSD to celebrate literature, test their knowledge, and compete in a friendly environment.” The event promotes literacy, teamwork, and academic excellence among students.

The event is estimated to have approximately 180 students participate, supported by approximately 36 MUSD employees, and possibly some family spectators. Total attendance is expected to be less than 250 people.

B-12
Return to Agenda
To accommodate the total number of expected participants and attendees of the event, MUSD is requesting to reserve various spaces at the JWYC. This includes the rental of the following spaces for the event:
 Downstairs Conference Room  Craft Room
 Computer Lab  Gym
 Recreation Room  Patio/Lobby
 Teen Lounge  Snack Bar
Note that MUSD is also requesting equipment rental, including tables and chairs.

While staff supports the request, MUSD is still required to provide insurance documentation for City facility rentals that meet City requirements.

FINANCIAL IMPACT:

The applicable costs associated with the rental of the John Wells Youth Center, with the various spaces as requested, are summarized in Table 1 that would be applicable for this rental. Costs are derived from the City of Madera Master Fee Schedule.

Table 1: Estimated Financial Impact Without Fee Waiver
Administrative Fee $25
Downstairs Conference Room $130
Computer Lab $487.50
Recreation Room $260
Teen Lounge $260
Craft Room $260
Gym $325
Special Event Fee $100
Rental of Chairs $153.50
Rental of Tables $175
Total $2,176
ALTERNATIVES:

The Council may reject the fee waiver and require MUSD to remit any associated fees if they wish to rent the John Wells Youth Center for the Battle of the Books event on Wednesday, March 18, 2026.

ATTACHMENTS:

1. Resolution – Waiving the rental fees of the John Wells Youth Center for Wednesday, March 18, 2026, related to the Madera Unified School District Battle of the Books event, at an anticipated rental fee of $2,176

2. Request Letter Authored by Nicole Guerriero, Director – Elementary Curriculum, Instruction, and Assessment
ATTACHMENT 1
Resolution – Waiving the rental fees of the John Wells Youth Center for Wednesday, March 18, 2026, related to the Madera Unified School District Battle of the Books event, at an anticipated rental fee of $2,176
RESOLUTION NO. 26-______

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

CALIFORNIA WAIVING THE RENTAL FEES OF THE JOHN WELLS YOUTH CENTER FOR WEDNESDAY, MARCH 18, 2026, RELATED TO THE MADERA

UNIFIED SCHOOL DISTRICT BATTLE OF THE BOOKS EVENT, AT AN ANTICIPATED RENTAL FEE OF $2,176
WHEREAS, the City has received a request for the waiver of fees for the rental of the John Wells Youth Center; and
WHEREAS, the request is from Madera Unified School District (MUSD); and WHEREAS, MUSD is looking to host the annual Battle of the Books event on March 18, 2026; and
WHEREAS, the request is for rental utilization from 7:00 am – 1:30 pm, including setup and cleanup time; and
WHEREAS, the requests include various space utilization at the John Wells Youth Center; and
WHEREAS, the estimated fees for the request are calculated based on the City of Madera Master Fee Schedule; and
WHEREAS, the fees for the event are calculated at $2,176; and WHEREAS, MUSD is still subject to providing insurance documentation for City facility rentals that meet City requirements.

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

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

2. The Council finds that the waiver of fees as set forth in this resolution serves a valid public purpose in that the Madera Unified School District annual Battle of the Books event promotes literacy, teamwork, and academic excellence among students in the community.

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

4. This resolution is effective immediately upon adoption. * * * * * * *
ATTACHMENT 2
Request Letter Authored by Nicole Guerriero, Director – Elementary Curriculum, Instruction, and Assessment

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

Black Saints United Fee Waiver Request for the Black History Month Celebration Event RECOMMENDATION:

Adopt a Resolution waiving the rental fees of the Pan American Community Center on February 15, 2026, related to a Black History Month Celebration hosted by Black Saints United, at an anticipated fee rental of $1,255
SUMMARY:

The City has received a request from Black Saints United seeking a waiver of rental fees for the use of the Pan American Community Center (PACC) to host the annual Black History Month Celebration. The reservation would be for Sunday, February 15, 2026, from 8:00 a.m. to 8:00 p.m., inclusive of setup and cleanup time.

DISCUSSION:

Black Saints United has submitted a formal request to use the PACC, specifically in the gym area, for their annual Black History Celebration event. The event is planned for Sunday, February 15, 2026.

February is Black History Month, an annual celebration of achievements by African Americans and a time for recognizing their central role in U.S. history. Since 1976, every U.S. president has officially designated the month of February as Black History Month. Black History Month was created to focus attention on the contributions of African Americans to the United States. It honors all Black people from all periods of U.S. history.

Council Meeting of: February 4, 2026
Agenda Number: B-13
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While staff supports the request, Black Saints United is still required to provide insurance documentation for City facility rentals that meet City requirements.

FINANCIAL IMPACT:

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

Table 1: Estimated Financial Impact Without Fee Waiver
Administrative Fee $25
Gym Rental at Pan-American $1,045
Kitchen Access $135
Early Access Fee $50
Total $1,255
ALTERNATIVES:

The Council may elect to reject the fee waiver and require the Black Saints United to remit any associated fees if they wish to rent PACC for the Black History Month Celebration event.

ATTACHMENTS:

1. Resolution – Waiving the rental fees of the Pan American Community Center on February 15, 2026, related to a Black History Month Celebration hosted by Black Saints United, at an anticipated fee rental of $1,255

2. Request Letter Authored by Councilmember Anita Evans ATTACHMENT 1
Resolution – Waiving the rental fees of the Pan American Community Center on February 15, 2026, related to a Black History Month Celebration hosted by Black Saints United, at an anticipated fee rental of $1,255
RESOLUTION NO. 26-______

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

CALIFORNIA WAIVING THE RENTAL FEES OF THE PAN AMERICAN
COMMUNITY CENTER ON FEBRUARY 15, 2026, RELATED TO A BLACK

HISTORY MONTH CELEBRATION HOSTED BY BLACK SAINTS UNITED, AT AN ANTICIPATED FEE RENTAL OF $1,255
WHEREAS, the City has received a request for waiving of fees for the rental of the Pan American Community Center (PACC); and
WHEREAS, the request is from Black Saints United; and
WHEREAS, Black Saints United are looking to host a Black History Month Celebration event; and
WHEREAS, the request is for rental utilization on Sunday, February 15, 2026, from 8:00 am – 8:00 pm, including setup and cleanup time; and
WHEREAS, the estimated fees for the request are calculated based on the City of Madera Master Fee Schedule; and
WHEREAS, the fees for the event are calculated at $1,255; and WHEREAS, Black Saints United are still subject to providing insurance documentation for City facility rentals that meet City requirements.

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

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

2. The Council finds that the waiver of fees as set forth in this resolution serves a valid public purpose in that Black Saints United is a local community organization, and this event provides the opportunity for the community to celebrate Black History Month, created to focus attention on the contributions of African Americans to the United States.

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

4. This resolution is effective immediately upon adoption. * * * * * * *
ATTACHMENT 2
Request Letter Authored by Councilmember Anita Evans
From: Anita Evans <[email protected]>
Sent: Thursday, January 22, 2026 5:39:04 PM
To: Nicki Rincon <[email protected]>
Subject:

Madera City Council,
I would like to submit a request for a Fee Waiver for the use of the Pan Am Center on Sherwood Way, Madera, CA. Date: Sunday. February 15, 2026. Event: Black History Month Celebration, hosted by the Black Saints United and the City of Madera.

Thank you,
Councilwoman Anita Evans
City of Madera
District #4
903-305-1965
Sent from my Verizon, Samsung Galaxy smartphone
Get Outlook for Android

REPORT TO CITY COUNCIL
Approved by: Council Meeting of: February 4, 2026
_________________________________ Agenda Number: ___________ Harpiar Gandhi, Public Works Ops Director
_________________________________
Arnoldo Rodriguez, City Manager
SUBJECT:

Extension to Ground Lease Agreement at Madera Municipal Airport with DMP Development RECOMMENDATION:

Adopt a Resolution approving the First Amendment to the ground lease agreement between the City and DMP Development Corporation for property at Madera Municipal Airport SUMMARY:

DMP Development Corporation has been an established tenant at the Madera Municipal Airport since the approval of its long-term ground lease in 2004. The company constructed its hangar shortly thereafter and has maintained continuous aviation use of the facility in accordance with lease requirements and Airport operating standards. The tenant has now requested a lease term extension to support long-range planning and continued investment in the facility, prompting the proposed amendment for Council consideration.

DISCUSSION:

The City previously entered into an Airport Property Lease Agreement in on January 7, 2004 with DMP Development Corporation to construct a 70' x 100' aircraft storage hangar located between the former Berry hangar and the Bill Newburn hangar at the City’s Airport. The facility continues to serve as a secure storage and light maintenance location for aircraft owned or leased by DMP Development Corporation. The site is not intended for Fixed Base Operator (FBO) services or commercial aircraft maintenance activities, and the limited apron frontage aligns with this restricted operational use.

DMP Development Corporation has remained a long-standing aviation tenant in good standing and has maintained active hangar operations consistent with the approved aeronautical purposes. The tenant is now requesting an amendment to extend the original 30-year lease term to a total of 40 years, which would amend the termination date to January 7, 2044. The City has entered into 40 year ground leases, particularly when privately financed improvements revert to B-14
Return to Agenda
City ownership at the end of the lease term. Table 1 illustrates those tenants with current ground leases, including tenants that hold 40-year lease terms. Considering this, staff finds the extension request compatible with past precedent and supportive of long-term airport development and investment objectives.

Table 1: Land leases at the airport
Tenant Property Term (Years)
David L. Berry Property 1 40
David L. Berry Property 2 40
Madera Aviation Group LLC. Property 1 40
Madera Aviation Group LLC. Property 2 40
4160 & 4170 Aviation Drive, LLC Property 1 40
LNP LLC. Property 1 40
DMP Development1 Property 1 30
David E. Wood Property 1 30
Chris Tharp dba Barber Aviation Property 1 30
WSD, LLC Property 1 29.5
Lowell Merriam Property 1 28
Michael Bode, DBA Bode Enterprises Property 1 13
Berry Construction Property 1 10
Mark A Diaz/Shauna B. Diaz Property 1 7
1 Subject item
FINANCIAL IMPACT:

Under the original 2004 lease terms, the ground lease rate commenced at $0.14 per square foot per year for the 12,771 square-foot leasehold, resulting in an initial rent of approximately $149 per month, with rent adjustments applied every five years based on the Consumer Price Index (CPI). The tenant is currently paying $187.19 monthly which reflects a $0.18 per square foot, which yields an annual revenue of $2,246.28. Upon approval, staff will facilitate any CPI rate adjustment that apply, pursuant to the terms listed in the agreement. Continued lease revenues will provide ongoing airport enterprise-fund income with no adverse General Fund impact. Upon expiration of the extended lease term, the hangar will continue to revert to City ownership at no cost, thereby providing a long-term asset without capital expenditure.

ALTERNATIVES:

The City Council may consider the following alternatives:

1. Deny the Request: Decline the extension and allow the existing lease to conclude on January 7, 2034, at which time the hangar reverts to the City at no cost.

2. Request Modifications or Further Information: Direct staff to return with revised lease terms, or additional details before taking final action.

ATTACHMENTS:

1. Resolution
a. Exhibit A: First Amendment to the Least Agreement for DMP Development Corporation

2. Original Agreement with DMP Development Corporation, dated January 7, 2004 RESOLUTION NO._____

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MADERA

APPROVING THE FIRST AMENDMENT TO THE GROUND LEASE

AGREEMENT WITH DMP DEVELOPMENT CORPORATION FOR PROPERTY

LOCATED AT THE MADERA MUNICIPAL AIRPORT
WHEREAS, the City of Madera and DMP Development Corporation entered into a Ground Lease Agreement dated January 7, 2004, for the purpose of constructing and maintaining a 70’ x 100’ aircraft storage hangar at the Madera Municipal Airport; and WHEREAS, under the terms of the original Agreement, the 30-year lease term is set to expire on January 7, 2034, at which time ownership of the hangar facility reverts to the City of Madera at no cost; and
WHEREAS, DMP Development Corporation has remained a tenant in good standing and has formally requested a lease extension to allow for a 40-year total term; and WHEREAS, the City has historically issued airport ground lease terms of similar duration when privately constructed improvements revert to City ownership at termination; and WHEREAS, the requested extension is consistent with prior Council approvals, supports continued aeronautical use of the hangar facility, and maintains revenue stability to the Airport enterprise fund; and
WHEREAS, approval of the amendment will extend the lease expiration date to January 7, 2044, while maintaining all other provisions of the existing Agreement unless expressly modified.

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

1. The recitals are incorporated herein as if set forth in full.

2. The City Council approves an amendment to the Lease Agreement – Airport Property with DMP Development to extend the term by an additional 10 years, resulting in a revised expiration date of January 7, 2044. The City Manager is authorized to enter into said First Amendment the Ground Lease, and to make any non-material updates to the same, subject to approval as to legal form by the City Attorney.

3. This resolution shall become effective immediately.
* * * * *
Exhibit A: First Amendment to the Least Agreement for DMP Development Corporation

FIRST AMENDMENT TO THE GROUND LEASE AGREEMENT WITH DMP DEVELOPMENT CORPORATION FOR PROPERTY LOCATED AT THE MADERA MUNICIPAL AIRPORT.

This First Amendment to Ground Lease Agreement (“First Amendment”) is entered into by and between the City of Madera, a municipal corporation (“City”), and DMP Development Corporation, a California corporation (“Lessee”), and is effective as of February 4, 2026.

RECITALS
A. The City and Lessee entered into that certain Ground Lease Agreement dated January 7, 2004 (“Lease”), pursuant to which the City leased to Lessee certain real property located at the Madera Municipal Airport for the construction and operation of an aircraft storage hangar.

B. Under the Lease, Lessee constructed a privately financed aircraft hangar and has continuously used and maintained the premises for approved aeronautical purposes in compliance with the Lease, applicable Airport rules and regulations, and federal aviation requirements.

C. The original Lease established a thirty (30) year lease term, with improvements reverting to City ownership upon expiration of the Lease.

D. Lessee has requested, and the City desires to approve, an extension of the Lease term to support long-range planning, continued investment, and the ongoing aviation use of the facility.

E. The City Council has determined that extending the Lease term is consistent with the City’s past airport leasing practices, the Airport Layout Plan, and applicable Federal Aviation Administration requirements.

NOW, THEREFORE, in consideration of the mutual covenants and agreements herein, the parties agree as follows:

1. Amendment to Lease Term
Section 2 of the Lease Agreement, entitled “Term,” is hereby amended to read as follows:
“The term of this Lease shall be forty (40) years from the original Commencement Date of January 7, 2004, unless sooner terminated in accordance with the provisions of this Lease. The amended expiration date of the Lease shall be January 7, 2044.” Except as expressly modified herein, all provisions governing termination, default, and reversion of improvements shall remain in full force and effect.

2. No Expansion of Authorized Use
This First Amendment does not authorize any change or expansion in the permitted use of the leased premises. The premises shall continue to be used solely for:
• Aircraft storage; and
• Limited, incidental maintenance of aircraft owned or leased by Lessee, and shall not be used for Fixed Base Operator (FBO) services, commercial aircraft maintenance, or other non-aeronautical purposes unless expressly approved by the City in writing and in compliance with all applicable FAA requirements.

3. Compliance with Federal Aviation Requirements
Lessee acknowledges and agrees that the Lease, as amended, remains subject to all applicable:
• Federal Aviation Administration grant assurances;
• Airport rules, regulations, and minimum standards; and • Airport Layout Plan and Airport Master Plan provisions.

Nothing in this First Amendment shall be construed to obligate the City to take any action inconsistent with its obligations as an airport sponsor.

4. No Other Modifications
Except as expressly amended by this First Amendment, all other terms, covenants, and conditions of the Lease remain unchanged and in full force and effect. In the event of a conflict between the Lease and this First Amendment, the terms of this First Amendment shall control.

5. Authority
The individuals executing this First Amendment represent and warrant that they have full authority to bind their respective parties. Signatures transmitted electronically or by PDF shall be deemed original signatures.

SIGNATURES ON FOLLOWING PAGE

CITY OF MADERA
a municipal corporation
By: Arnoldo Rodriguez____________
Title: City Manager_______________
Signature: ______________________
Date: __________________________

DMP DEVELOPMENT CORPORATION
By: _______________________________
Tenant:_DMP Development Corporation__
Signature: __________________________
Date: ______________________________
Agreement with DMP Development Corporation

REPORT TO CITY COUNCIL
MEETING DATE: January 7, 2004
AGENDA ITEM: ------- B-16
Submitted: .� .f�L
Sam Scheider
Approved: � DaviR. Tooley
SUBJECT: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MADERA,

CALIFORNIA APPROVING AN AGREEMENT BETWEEN CITY OF MADERA AND DMP

DEVELOPMENT CORPORATION FOR LEASE OF PROPERTY AT MADERA MUNICIPAL

AIRPORT AND AUTHORIZING THE MAYOR TO EXECUTE THE AGREEMENT ON

BEHALF OF THE CITY
RECOMMENDATION:

Staff recommends that the Council approve the lease agreement between City of Madera and DMP Development Corp., for property at Madera Municipal airport, and authorize the Mayor to execute the agreement on behalf of the City.

SUMMARY:

DMP Development Corporation desires to build a 70' x 100' steel aircraft storage hangar at Madera airport. Michael A. Pistoresi, DMP Vice President, will represent DMP Development Corp. for this project.

The building site is located between the former Berry hangar and the Bill Newburn hangar.

Plans and Specifications are subject to City approval.

Lease term is 30 years. Hangar ownership will revert to City at end of term at no cost to City.

DISCUSSION:

DMP Development Corporation desires to build a hangar on the site located between the former Berry hangar and the Bill Newburn hangar. The hangar will be used for the storage and routine maintenance and service of aircraft that DMP Development Corp. might own or lease.

The apron area in front of the site is limited. However, the site suits DMP Development because they do not plan to conduct Fixed Base Operations for the maintenance and repair of aircraft for the public.

FINANCIAL IMPACT
Rent for the site will start at $.14 per square foot per year for the first five years. The leasehold is 12,771 square feet. Starting monthly rent will be $149.00. Five-year CPI adjustments will apply.

ATTACHMENT 2

REPORT TO CITY COUNCIL
Council Meeting of: February 4, 2026
Agenda Number: ___________
Keith Helmuth, Department Director
Arnoldo Rodriguez, City Manager
SUBJECT:

Agreement for Management Services Between Madera Irrigation District GSA, City of Madera GSA and Madera Water District GSA for the Domestic Well Mitigation Program RECOMMENDATION:

1. Receive update and provide direction regarding information provided as part of this report to City Council and,

2. Approve a Resolution Approving Agreement for Management Services Between Madera Irrigation District GSA, City of Madera GSA and Madera Water District GSA for the Domestic Well Mitigation Program (Agreement)
SUMMARY:

During the City Council (Council) meeting of November 5, 2025, Council received a brief status update relative to the Domestic Well Mitigation Program (DWMP) process leading to approval of a Memorandum of Understanding with Respect to the Cost Sharing in the Implementation of the Domestic Well Mitigation Program (MOU). Following that Council meeting, staff met with MID and MWD to discuss management of the DWMP and draft materials including an Agreement proposed for use in management activities.

DISCUSSION:

In recent months, Council has considered the question of a DWMP. Consideration of the DWMP originally focused on attempts by the GSA Coordination Workgroup (Workgroup) to develop a program that included all GSAs within the Madera Subbasin. As the discussions between GSAs continued, it became clear that a DWMP that included all GSAs would not be possible.

Approved by:

Groundwater Sustainability Agency
D-1
Return to Agenda
Alternatives for a DWMP with other GSAs that included the County, MID and MWD GSAs eventually coalesced into a DWMP that included the City, MID and MWD GSA. The first actions taken to form that DWMP included the MOU relative to cost sharing. This next action includes a formal Agreement between the GSAs.

The Agreement provided as Exhibit A, does two things:
 It states that the Madera Irrigation District (MID) will manage the Domestic Well Mitigation Program (DWMP). This includes securing consultants as will be needed for intake of applications for well mitigation and other tasks that may arise in the future.  It states MID will not receive reimbursements from GSAs such as the City. Rather, the GSAs have already agreed to share costs through the MOU. MID has not yet requested its first share cost payment.

City staff met with MID and MWD on December 5, 2025. As part of this meeting, multiple draft documents necessary for management of the DWMP were presented for discussion. The documents included:
 DWMP Program Summary and Summary Flyer (See Attachment 2) These documents describe the program and application process to the degree necessary for landowners to understand whether they are eligible and how they might proceed if they find that their well is failing.
 Well Owner Program Application (See Attachment 3)
The application asks for sufficient details of the failing well to determine if it qualifies for the Program.
 Well Owner Agreement
This document has not yet been completed
 Request for Qualifications for MID GSA, City GSA MWD GSA Madera Subbasin Domestic Well Installation Services (RFQ) (Attachment 4)
The RFQ, now in final form since the meeting, is used to establish a list of well drillers that meet the minimum qualifications necessary to drill a new well. Landowners can then utilize one of the pre-qualified well drillers rather than being placed in a position to determine qualifications on their own. This RFQ is now active.  Pre-Approved Well Driller Agreement (Attachment 5)
These documents, when taken as a whole, provide the tools to implement a DWMP. The documents are primarily included as part of this staff report to illustrate to Council how quickly the effort of setting up the DWMP is proceeding. Next steps will be to begin accepting applications from well drillers and landowners.

The Workgroup has not met since October 9, 2025. The last action was to agree upon a simple letter signed by the Madera Subbasin Point of Contact. The final version of the letter titled as Madera Subbasin (5-022.06 Madera) – Domestic Well Mitigation Program Implementation, which was also verbally approved by Council on November 5, 2025, was submitted to the Department of Water Resources (DWR) on November 21, 2025. The letter provides an update of recent activities in the Madera Subbasin and progress towards ensuring that domestic wells impacted by declining groundwater levels as a function of Groundwater are both timely and appropriately mitigated
FINANCIAL IMPACT:

It is not anticipated there would be any immediate impacts to the General Fund so long as cost of mitigation is built into the Water Fund as part of the next rate study.

ALTERNATIVES:

None - This report does not include topics of discussion that might be subject to alternatives.

ATTACHMENTS:

1. Resolution
a. Exhibit A - Agreement for Management Services Between Madera Irrigation District GSA, City of Madera GSA and Madera Water District GSA for the Domestic Well Mitigation Program

2. DWMP Program Summary and Summary Flyer

3. Well Owner Application Process

4. Request for Qualifications for MID GSA, City GSA MWD GSA Madera Subbasin Domestic Well Installation Services

5. Pre-Approved Well Driller Agreement
Attachment 1
Resolution
RESOLUTION NO. 26-

A RESOLUTION OF THE CITY OF MADERA AND THE CITY OF MADERA,

GROUNDWATER SUSTAINABILITY AGENCY BOARD APPROVING THE

AGREEMENT FOR MANAGEMENT SERVICES BETWEEN MADERA

IRRIGATION DISTRICT GSA, CITY OF MADERA GSA AND MADERA WATER

DISTRICT GSA FOR THE DOMESTIC WELL MITIGATION PROGRAM
WHEREAS, the California Legislature passed a statewide framework for sustainable groundwater management, known as the Sustainable Groundwater Management Act (“SGMA”), in California Water Code §10720 et seq., pursuant to Senate Bill 1168, Senate Bill 1319, and Assembly Bill 1739, which was approved by the Governor and Chaptered by the Secretary of State on September 16, 2014; and
WHEREAS, SGMA requires that each groundwater basin be managed by a Groundwater Sustainability Agency (“GSA”), or multiple GSAs, and that such management be pursuant to an approved Groundwater Sustainability Plan (“GSP”), or multiple GSPs; and WHEREAS, each Party overlies the Madera Groundwater Subbasin (“Madera Subbasin”), as its boundaries are recognized by California’s Department of Water Resources (“DWR”), and may be modified from time to time in accordance with Water Code section 10722.2; and,
WHEREAS, each Party is either a GSA, is authorized to become a GSA, or may participate in a GSA under SGMA; and,
WHEREAS, the Parties, in partnership with Madera County Groundwater Sustainability Agency, have jointly prepared the Madera Subbasin Joint GSP; and WHEREAS, the Parties entered into a Memorandum of Understanding with Respect to the Cost Sharing in the Implementation of the Domestic Well Mitigation Program (“DWMP”) (“MOU”) to allocate the costs related to the implementation of the DWMP effective on December 16, 2025.

WHEREAS, the Parties agree that the MID GSA shall be the managing agency for the MID, City MWD DWMP.

WHEREAS, funding associated with the DWMP is available in the Water Utility Fund, 20303800-6440.

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

1. The above recitals are true and correct.

2. The Agreement entitled “Agreement for Management Services Between Madera Irrigation District GSA, City of Madera GSA and Madera Water District GSA for the Domestic Well Mitigation Program” is approved and attached as Exhibit “A.” A copy of the Agreement shall be kept on file in the office of the City Clerk.

3. The Mayor is authorized to execute the Agreement.

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

EXHIBIT A
Agreement for Management Services Between Madera Irrigation District GSA, City of Madera GSA and Madera Water District GSA for the Domestic Well Mitigation Program

AGREEMENT FOR MANAGEMENT SERVICES BETWEEN

MADERA IRRIGATION DISTRICT GSA, CITY OF MADERA GSA, AND

MADERA WATER DISTRICT GSA FOR THE DOMESTIC WELL

MITIGATION PROGRAM
This Agreement for Management Services (“Agreement”) is entered into on (the “Effective Date”), by and among the CITY OF MADERA GROUNDWATER SUSTAINABILITY AGENCY (“COM GSA”), MADERA IRRIGATION DISTRICT GROUNDWATER SUSTAINABILITY AGENCY (“MID GSA”), and MADERA WATER DISTRICT SUSTAINABILITY AGENCY (“MWD GSA”) collectively hereinafter referred to as the “Parties”.

A. WHEREAS, on September 16, 2014, the Governor of the State of California signed SGMA into law, consisting of Senate Bills 1168 and 1319, and Assembly Bill 1739 collectively, codified at Water Code Sections 10720 et seq.; and B. WHEREAS, SGMA requires that Califomia groundwater basins and subbasins be managed by a Groundwater Sustainability Agency (“GSA”) or multiple GSAs, and that such management be implemented pursuant to an approved Groundwater Sustainability Plan (“GSP”) or multiple coordinated GSPs; and
C. WHEREAS, each Party overlies the Madera Groundwater Subbasin (“Madera Subbasin”), as its boundaries are recognized by California’s Department of Water Resources (“DWR”), and may be modified from time to time in accordance with Water Code section 10722.2; and,
D. WHEREAS, each Party is either a GSA, is authorized to become a GSA, or may participate in a GSA under SGMA; and,
E. WHEREAS, the Parties, in partnership with Madera County Groundwater Sustainability Agency, have jointly prepared the Madera Subbasin Joint GSP; and F. WHEREAS, the Parties entered into a Memorandum of Understanding with Respect to the Cost Sharing in the Implementation of the Domestic Well Mitigation Program (“DWMP”) (“MOU”) to allocate the costs related to the implementation of the DWMP effective on December l6, 2025.

G. WHEREAS, the MID GSA is the managing agency for the MID GSA, COM GSA, and MWD GSA DWMP.

NOW, THEREFORE, in consideration of the mutual promises, covenants and conditions contained herein and these Recitals, which are hereby incorporated herein by this reference, it is agreed by and among the Parties as follows:

NOW THEREFORE, in consideration of the foregoing recitals, which are specifically incorporated into the body of this Agreement, the mutual promises contained herein and other good and valuable consideration, the receipt of which is hereby acknowledged, the Parties agree as follows:

A. Management Services to be Performed by the MID GSA. Between the Effective Date and the Termination of this Agreement (the "Term"), the MID GSA shall provide management services for the Madera Irrigation District Groundwater Sustainability Agency, City of Madera Groundwater Sustainability Agency, and Madera Water District Groundwater Sustainability Agency DWMP as needed including contracting with consultants for administration services and recordation of the One-Time DWMP Agreements on behalf of the agencies.

B. Reimbursement to MID for DWMP. The MID GSA will not receive any reimbursement for acting as the managing agency. However, Parties have previously agreed to sharing costs for implementation of the DWP per the MOU referenced above.

C. Indemnification. Subject to the terms and conditions above, the City of Madera and the COM GSA hereby agree to defend, indemnify, and hold harmless Madera Irrigation District and MID GSA and its directors, officers, employees, staff, consultants, attorneys, and agents (collectively, the “MID Indemnitees") from and against all claims in any way relating to or arising nom MID’s performance of the Management Services, and any other work related to the Management Services for the City of Madera and the COM GSA, including but not limited t0 any investigations, negotiations, analyses, drafting of documents, development, approval, implementation, and other work encompassed within the Management Services (collectively, the "Claims”), except for any Claims arising from the active negligence or willful misconduct of any of the MID Indemnitees. Subject to the terms and conditions above, Madera Water District and the MWD GSA hereby agree to defend, indemnify, and hold harmless the MID Indemnitees from and against all Claims in any way relating to or arising from MID’s performance of the Management Services, and any other work related to the Management Services for Madera Water District and the MWD GSA, including but not limited to any investigations, negotiations, analyses, drafting of documents, development, approval, implementation, and other work encompassed within the Management Services, except for Claims arising hem the active negligence or willful misconduct of any of the MID Indemnitees. If the City of Madera, COM GSA, Madera Water District, and MWD GSA are obligated to defend the MID GSA Indemnitees under this Section C, such obligation shall include, without limitation, (i) the obligation to reimburse MID for its reasonable attorney’s fees and costs incurred in any Claim or action asserted or filed against MID GSA; and (ii) in the event of an award of reasonable attomey’s fees and costs against MID GSA, whether by court determination or settlement, the obligation to pay such fees and costs; provided, however, that MID shall not agree to any settlement requiring payment of fees and attorneys’ costs without the express written consent ofthe City of Madera, COM GSA, Madera Water District, and MWD GSA.

D. Termination. This Agreement shall be effective as of the Effective Date, and shall remain in effect until terminated by all of the Parties.

E. Non-Assignment. This Agreement is personal to each of the respective Parties, and neither Party shall assign, subcontract or deliver its rights or obligations under this Agreement to any other person or entity without the prior written consent of the other Party.

F. Binding on Successors. This Agreement shall inure to the benefit of and be binding upon the heirs, executors, administrators, successors, and permitted assigns of the Parties.

G. Governing Law. This Agreement is governed by and interpreted in accordance with the laws of the State of California, without regard to principles of conflicts of laws.

H. Interpretation. Headings in this Agreement are used for convenience only and shall have no force 0r effect regarding its interpretation or construction. The Parties have each participated in the negotiation, preparation, and drafting of this Agreement. None of the Parties hereto shall be deemed to be the author of this Agreement. This Agreement shall be given a fair and reasonable construction and interpretation in accordance with the intention of the parties and without regard to, or aid of, Section 1654 of the Civil Code.

I. Headings. The headings of each paragraph are for purposes of convenience and should not be construed as part of the text or considered in the construction or interpretation of this Agreement.

J. Severabilitv. If for any reason any provision of this Agreement is held invalid, illegal, or unenforceable in whole or in part in any jurisdiction, then that provision shall be ineffective only to the extent of the invalidity, illegality or unenforceability and in that jurisdiction only, without in any manner affecting the validity, legality or enforceability of the unaffected portion and the remaining provisions in that jurisdiction or any provision in any other jurisdiction.

K. Entire Agreement. This Agreement contains the entire agreement of the Parties, and no other agreement, statement, or promise made by any Party that is not contained herein is binding. This Agreement represents the entire understanding of the Parties and supersedes all other prior or contemporaneous written or oral agreements pertaining to the subj ect matter of this Agreement. This Agreement may be modified only in writing signed by the authorized representatives of the Parties.

L. Modification. This Agreement may be modified or amended only by a written instrument duly executed by the Parties.

M. Waiver. The waiver by any Party of the breach of any term, covenant, or condition herein contained will not be deemed to be a waiver of any subsequent breach of the same or any other term, covenant, or condition herein contained.

N. Attornevs’ Fees and Costs. In the event of any controversy, claim, or dispute relating to this Agreement or the breach thereof, the prevailing party shall be entitled to recover from the losing party the prevailing party’s costs and expenses, including, without limitation, reasonable attomeys’ fees.

O. Counterparts. This Agreement may be executed in counterparts, each of which will be deemed an original (including copies sent to a party by facsimile or email transmission) as 3 against the party signing such counterpart, but which together will constitute one and the same instrument.

P. Notice or Delivery. Any notice, payment, demand, offer, or communication required or permitted to be given to any Party by any provision of this Agreement shall be in writing, and delivered as follows:

To City of Madera:

City of Madera
City Manager
205 W. Fourth Street
Madera, CA 93637
559-661—5400
To Madera Irrigation District:

Madera Irrigation District
General Manager
12152 Rd 28 1A
Madera, CA 93637
559-673—35 14
To Madera Water District:

Madera Water District
General Manager
16943 Rd 26, Suite 103
Madera, CA 93637
559—674—4944
Notice shall be delivered (1) personally, including by messenger-or courier, or (2) by certified mail, retum receipt requested, postage prepaid. The Parties shall send a courtesy copy of any Notice hereunder by email. Notices shall be deemed to have been duly given (a) if delivered personally, on the date of delivery; (b) if transmitted by certified mail, on the earlier of (i) the second (2nd) business day after the date of such mailing, or (ii) the date of receipt. The addresses and addressees may be changed by giving written notice of such change in the manner provided herein for giving notice. Unless and until such written notice is received, the last address and addressee as stated by written notice, or as provided herein if no written notice or change has been sent or received, shall be deemed to continue in effect for all purposes hereunder.

Q. No Third Party Beneficiary Intended. This Agreement is made solely for the benefit of the parties to this Agreement and their respective permitted successors and assigns, and no other person or entity shall have or acquire any right by Virtue of this Agreement.

R. Warranty of Authority. Each party represents and warrants to the other that it has the right, power and legal capacity and authority to enter into and execute this Agreement, and that 4 the person or persons executing this Agreement on its behalf are authorized to do so and that no approval or consent of any person or entity other than those persons executing this Agreement on its behalf are necessary in connection with each parties' obligations hereunder.

IN WITNESS WHEREOF, the undersigned, have executed this Agreement, effective as of the date first written above.

City of Madera GSA
By:

Name:

Title: Title:

Madera Water District GSA
:xTOI/M é Cff
Title: éiv
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Attachment 2
DWMP Program Summary and Summary Flyer
MID GSA - CITY OF MADERA GSA – MWD GSA

DOMESTIC WELL MITIGATION PROGRAM (DWMP)

PROGRAM SUMMARY
WHO IS ELIGIBLE?
The DWMP referenced here is for landowners within the boundaries of the Madera Irrigation District Groundwater Sustainability Agency (MID GSA), the City of Madera Groundwater Sustainability Agency (COM GSA), and the Madera Water District Groundwater Sustainability Agency (MWD GSA) only. The DWMP is to mitigate domestic wells that have gone dry due to declining water levels. Participants must be the landowner of record on the deed of the property.

Renters are encouraged to contact the landowner if they would like to participate, applications will only be accepted from the landowner.

Please visit www.madera-id.org to determine if you are in one of these GSAs and eligible for this program.

HOW DOES THE PROGRAM WORK?
Participation in the Domestic Well Mitigation Program (DWMP) occurs in four phases:

PHASE 1 – APPLICATION
Submit a complete application and all required documents to the DWMP Administrator (Davids Engineering) for approval. The application is available online at www.madera-id.org or at the MID, City of Madera, or MWD offices. A non-refundable $100 application fee and a site visit by the DWMP Administrator will be required.

Prior to submission of the application, the landowner shall complete an Initial Well Assessment Form (provided by the DWMP) using a driller on the “Pre-Approved Driller List”. The Initial Well Assessment Form must clearly identify and document the current or anticipated operational issue(s) associated with the well for which mitigation is being sought, any cost associated with this initial assessment will be the responsibility of the landowner. The Initial Well Assessment Form must be completed within 45 calendar days prior to the application submittal date.

PHASE 2 – APPROVAL
The Landowner Approval Process Form will be signed by the DWMP Administrator and provided to the landowner. The DWMP Approval Date begins the start of the timeline. Within 30 calendar days of the DWMP Approval Date landowner will sign the Landowner Approval Form and the One-Time DWMP Agreement at the MID office. Once documents are signed, the landowner will contact a well driller from the “Pre-Approved Driller List” and provide the driller with approval documentation. (Driller must sign the Landowner Approval Process Form prior to work beginning).

PHASE 3 – CONSTRUCTION & FINAL INSPECTION
Construction must begin within 180 calendar days from DWMP Approval Date. When the well is complete, the driller will provide “Well Driller Documents” to landowner. The landowner will contact the DWMP Administrator and provide the required documents for final inspection within 15 calendar days of completion. Failure to contact and provide the DWMP Administrator with the signed paperwork in the timeframe could result in forfeiture of the approved amount (up to $35,000 per well) and removal from the DWMP.

PHASE 4 – PAYMENT
The DWMP will directly pay the well driller up to $35,000 for the drilling of a new well (only).

All additional costs above that amount or in addition to the drilling of the well itself will be the sole responsibility of the landowner. Additional costs not covered by this DWMP include, but are not limited to, drilling cost in excess of $35,000, costs for pump installation, abandonment of old well, water testing, electrical work, trenching, piping, or other related components.

The well must be completed and all paperwork received by the DWMP within 195 calendar days of the DWMP Approval Date in Phase 2. If this does not occur, the approval will expire. Approved funding could be lost and reapplication to the DWMP could be required by the landowner with no guarantee of future funding. Landowners are STRONGLY encouraged to complete the process within the 195 calendar days timeframe.

REQUIREMENTS & ELIGIBILITY
• The replacement or modification of a domestic well located in the Madera Irrigation District Groundwater Sustainability Agency (MID GSA), the City of Madera Groundwater Sustainability Agency (COM GSA), and the Madera Water District Groundwater Sustainability Agency (MWD GSA) only.
• The applicant identified on the application must be the landowner of record on the deed of the property.
• A domestic well can only be mitigated one-time as part of the DWMP. The landowner must agree to the recordation of the One-Time DWMP Agreement against the title of the property. This recordation runs with the property.
• The DWMP reserves the right to determine if another method of mitigation would be more appropriate for a parcel including, but not limited to, connection to the City of Madera, a County Service Area, or another domestic water supplier. If this determination is made, the DWMP will work with the landowner to determine the cost and funding amount. • This DWMP is administered only through Davids Engineering as the DWMP Administrator and the well drillers identified on the “Pre-Approved Drillers List”. Failure of a landowner to work with the DWMP Administrator or a driller from the “Pre-Approved Drillers List” will result in immediate removal from the DWMP and no contribution of costs from the program, no exceptions.
• The landowner cannot be delinquent on any billing for any of the participating agencies including the Madera Irrigation District, City of Madera, and Madera Water District. If a delinquency exists, it must be paid in full prior to submittal of the application. • The eligibility of the landowner to participate in the program is at the sole discretion of the DWMP.
• The DWMP does not guarantee funding will be available. Funding will be based on availability, the approval process, and any other criteria determined by the agencies. • The DMWP does not provide any warranty for the well, should an issue arise it is the responsibility of the landowner to contact the well driller for warranty information.

Additionally, the DWMP does not provide the landowner any assurance of future groundwater levels or access to groundwater.

For questions regarding the DWMP, please contact the DWMP Administrator.

This DWMP is for landowners within the boundaries of the Madera Irrigation District Groundwater Sustainability Agency (MID GSA), the City of Madera Groundwater Sustainability Agency (COM GSA), and the Madera Water District Groundwater Sustainability Agency (MWD GSA) only.

The program is to mitigate domestic wells that have gone dry due to declining water levels.

Participants must be the landowner of record on the deed of the property. Renters are encouraged to contact the landowner if they would like to participate, applications will only be accepted from the landowner.

The DWMP will directly pay the well driller up to $35,000 for the drilling of a new well ONLY.

MID GSA - CITY OF MADERA GSA -

MWD GSA

DOMESTIC WELL MITIGATION PROGRAM (DWMP)

PARTICIPATION IN THE DOMESTIC WELL MITIGATION
PROGRAM OCCURS IN 4 PHASES:

APPLICATION
PHASE 1 PHASE 2 PHASE 3 PHASE 4

APPROVAL

CONSTRUCTION
&
FINAL

INSPECTION

PAYMENT
For more information, scan the QR code or visit www.madera-id.org The DWMP will directly pay the well driller up to
$35,000 for the drilling of a new well ONLY
All additional costs above that amount or in addition
to the drilling itself will be the sole responsibility of the landowner
The well must be completed and all paperwork
received by the DWMP Administrator within 195 days
of approval or approval will expire
PHASE 4 -

PAYMENT
When the well is complete, the driller will provide all required “Well Driller Documents”
Landowner will contact DWMP Administrator for final
inspection within 15 days of completion
Failure to provide documentation and schedule final
inspection within timeframe could result in loss of the approved amount and removal from the DWMP
PHASE 3 -

CONSTRUCTION
& FINAL

INSPECTION
PHASE 2 -

APPROVAL
PHASE 1 -

APPLICATION
Complete an Initial Well Assessment Form using a
driller on the “Pre-Approved Driller List”
Submit a completed application and all required
documents
Pay $100 non-refundable application fee and
schedule a site visit
Approval will be provided by DWMP Administrator on
the Landowner Approval Process Form
Once approved contact a well driller on the “PreApproved Driller List” Driller must sign the Landowner Approval Process
Form prior to beginning work
Please visit www.madera-id.org or scan the QR Code for
Requirements and Eligibility of DWMP
Attachment 3
Well Owner Application Process
MID GSA - CITY OF MADERA GSA – MWD GSA

DOMESTIC WELL MITIGATION PROGRAM (DWMP)

PROGRAM APPLICATION
Instructions: The DWMP referenced here is for landowners within the boundaries of the Madera Irrigation District Groundwater Sustainability Agency (MID GSA), the City of Madera Groundwater Sustainability Agency (COM GSA), and the Madera Water District Groundwater Sustainability Agency (MWD GSA) only. The DWMP is to mitigate domestic wells that have gone dry due to declining water levels only.

The landowner cannot be delinquent on any billing for any of the participating agencies including the Madera Irrigation District, City of Madera, and Madera Water District. If a delinquency exists, it must be paid in full prior to application submittal.

Initial well assessment: Prior to submission of the application, the landowner shall complete an Initial Well Assessment Form (provided by the DWMP) using a driller on the “Pre-Approved Driller List”.

The initial well assessment must clearly identify and document the current or anticipated operational issue(s) associated with the well for which mitigation is being sought, any cost associated with this initial assessment will be the responsibility of the landowner. The Initial Well Assessment Form must be completed within 45 calendar days prior to the application submittal date.

One-time Fee: Costs associated with determining DWMP eligibility shall be covered by the landowner through a one-time non-refundable fee of $100 via cash or check only.

Payable to:

Madera Irrigation District
Delivered to:
12152 Road 28 ¼
Madera, CA 93637
Domestic Well Mitigation Program Application
(Only COMPLETE and LEGIBLE applications will be reviewed)

1. Applicant Information
Last Name: First Name: Middle:

Mailing Address: City: State:

CA
ZIP:

Property Address: City: State:

CA
ZIP:

Phone: Secondary Phone: County:

E-mail Address: Date:

2. Property Information
Parcel Number: Do you live on
Property?
☐ Yes
☐ No
Number of Occupants in Home:

Well Primary Purpose isto
Meet Domestic Needs?
☐ Yes
☐ No
Well completion
report and any
other well
construction
information
attached?
☐ Yes
☐ No
Have you participated in the
program previously for this well?
☐ Yes
☐ No
Initial Well Assessment Completed?
☐ Yes
☐ No
Initial Well Assessment Form Received?
☐ Yes
☐ No
If known: Status of Well?
☐ Producing
☐ Not Producing
Depth of Well: Depth to Water: Age of Well: PumpCapacity in GPM:

Reasonsfor Current or Anticipated Dry Well:

Groundwater Conditions (if known):

Static Water level: ft
Pumping level: ft
Water Level Records:
 Yes
 No
Have you contacted Self-Help? If yes, what programs are you utilizing?  Yes _______________________________________________ (Self-Help Program)  No
 Documentation from Self-Help (attached)
Landowner Signature Print Name Date
For DWMP Administrator Use Only:

Initial Well Assessment Completed:
☐ Yes
☐ No
Driller:_____________________
Deed / Landowner Verification:
☐ Yes
☐ No
$100 Application Fee Received:
☐ Yes Date: _________________
☐ No
Cash: _______ Check: ________
Initial Site Visit Completed:
☐ Yes Date: _________________
☐ No
Delinquent with MID?
☐ Yes
☐ No
Delinquent with City of Madera?
☐ Yes
☐ No
Delinquent with MWD?
☐ Yes
☐ No
☐ APPROVED
☐ NOT APPROVED
Signed:___________________________________________ Date: ________________________________ DWMP Administrator
Attachment 4
Request for Qualifications for MID GSA, City GSA MWD GSA Madera Subbasin Domestic Well Installation Services

REQUEST FOR QUALIFICATIONS
FOR

MADERA IRRIGATION DISTRICT GSA, CITY OF MADERA GSA, MADERA WATER DISTRICT GSA

DOMESTIC WELL INSTALLATION SERVICES

ANNOUNCEMENT
It is the objective of this Request for Qualifications (RFQ) for Madera Irrigation District Groundwater Sustainability Agency (GSA), City of Madera GSA, and Madera Water District GSA in the Madera Subbasin to develop a list of qualified local Contractors to provide well drilling for domestic well installation services on an as needed basis as part of the Madera Subbasin Domestic Well Mitigation Program (Program). As the contracting entity, the Madera Irrigation District GSA may select Contractors to provide domestic well installation services for qualified well owners based on qualifications, experience, completion of a comprehensive Statement of Qualifications (SOQs), and cost.

DATE OF ADVERTISEMENT: January 20, 2026
DEADLINE FOR SUBMITTAL: February 18, 2026

1. PROJECT BACKGROUND
The Program is a cooperative effort funded and implemented by the Groundwater Sustainability Agencies (GSAs) in the Madera Subbasin (Subbasin), within each of the GSAs jurisdictional boundaries. This RFQ only applies to the jurisdictional boundaries of the Madera Irrigation District GSA, City of Madera GSA, and Madera Water District GSA. Collectively, and consistent with the Sustainable Groundwater Management Act (SGMA), the GSAs in the Madera Subbasin have agreed to mitigate for domestic well impacts resulting from declining groundwater levels through the creation and implementation of this Program.

Program applicants approved for inclusion in the Program will receive funding to support installation of a new domestic well, in which the driller will be paid directly by the Madera Irrigation District GSA.

Funding of up to $35,000 is available per well, for qualified applicants. Any costs over $35,000 or costs not eligible under the Program will need to be paid by the landowner in a separate contract between the driller and the landowner. To receive funding support, only well drilling contractors approved by the Madera Irrigation District GSA, City of Madera GSA, and Madera Water District GSA, may be used for new well installation.

2. PROJECT INFORMATION
The purpose of this RFQ is to develop a list of pre-qualified well drilling contractors to provide domestic well design and installation services for well owners located within the Madera Irrigation District GSA, City of Madera GSA, or Madera Water District GSA, determined eligible for the Program.

3. REQUIRED SCOPE OF SERVICES
Well installation Contractors shall demonstrate their expertise and experience to provide all the services required to site, design, permit, drill, construct, develop, and leave the well structure and site ready for the installation of pumping equipment and connection to the existing site distribution system. Typical scope of services required for a domestic well include:
• Preparation of well designs that consider the design of the well to be replaced, current water levels, and projected water levels as determined by well driller and accepted by landowner • Preparation of detailed work plans and cost estimates to install a new well per the requirements of this RFQ
• Provide an itemized invoice clearly delineating costs eligible for mitigation under the Program and those to be paid by the landowner (if any)
• Well siting consistent with all applicable state and local laws and ordinances • Obtaining well location clearance from USA North 811
• Obtaining all required permits to drill and install a new domestic well • Keeping a daily record of all project activities
• Mobilization and demobilization of all required workers, equipment, and materials to and from the project site
• Drilling a borehole using the direct rotary method of drilling • Collection of drill cuttings for inspection for every 10-feet of hole drilled and • Conducting downhole geophysical surveys (e-log). Surveys shall include Single Point, 16 and 64- inch Resistivity, Natural Gamma, and Spontaneous Potential. An e-log will be required for each well that is installed
• Preparation of final well design with either 6-inch diameter PVC or steel blank casing and screen • Installation of well casing
• Installation of a gravel envelope via tremie pipe
• Installation of a sand/cement grout annular seal via tremie pipe. Seal depth must comply with all State and local requirements
• Development of the well via airlifting and pumping until the water produced is clear (5 NTU or less) and sand free
• Installing a concrete pad at the surface around the well casing • Site cleanup/restoration
• Submission of Water Well Completion Report (WCR) to the California Department of Water Resources and appropriate County
• Delivery of daily project records, WCR, as-built well diagram, and copies of project permits to the well owner within the required timeframe
All work must be done in accordance with California Department of Water Resources Well Standards Bulletin 74-81/Supplement 74-90 or latest applicable edition/revision and all local ordinances and laws. This project falls under prevailing wage requirements in accordance with California labor law.

Contractors will be required to comply with all applicable provisions of the California Labor Code.

4. CONTRACTOR QUALIFICATIONS AND EXPERIENCE
Contractors shall have the following qualifications:
• California Contractor with a C-57 license in good standing with the California Contractors State Licensing Board
• Over 5 years providing domestic well installation services • Knowledgeable of hydrogeologic conditions (static and pumping water levels, groundwater level trends) within the Madera Subbasin
• Experience with domestic water well design, drilling, and construction • Successful completion of 25 domestic wells in the last 5-years in and in the vicinity of the Madera Subbasin
• Ability to respond to requests in a timely manner

5. STATEMENT OF QUALIFICATIONS (SOQ) FORMAT AND CONTENT

5.1 General Statement of Qualifications Requirements
a. The Madera Irrigation District GSA, City of Madera GSA, and Madera Water District GSA, discourage lengthy and costly submittals. SOQs should be prepared simply and economically and provide a concise description of the Responding Contractor’s capabilities in completing the requirements of this RFQ.
b. Responding Contractor’s must follow all formatting and address all portions of the SOQ requirements outlined in this section.
c. Responding Contractor’s must respond to every section under the SOQ and Fee Schedule sections below. Respondents must clearly label each response to RFQ requirements with the section and section numbers associated with the subject requirements. d. Submittals shall be prepared on 8 ½” by 11” paper.
e. Responding Contractors must submit their SOQs by the Deadline for Submitting an SOQ in the RFQ schedule of events.

5.2 Statement of Qualifications (SOQ)
The SOQ shall be stylized and formatted using headings that clearly identify the required sections. The sections of the response shall follow the order given below. No material other than that listed in this Section shall be included in the response. The required sections are outlined below:
a) Cover Letter - A cover letter (limited to one page) indicating the interest in providing well installation services to qualified well owners and a statement on why the Contractor should be approved to provide these services.
b) Qualifications - Up to five (5) pages, for resumes of the person(s) designing, drilling, and constructing the domestic wells including drillers, tool pushers, and Project Manager. The resumes shall include a description of projects providing services similar to those identified in the scope of services and will identify individuals’ roles and responsibilities on those projects.
c) Project Understanding and Approach – Up to three (3) pages, summary of the approach to be taken for the project. Identify and include all tasks not under the Contractor's control and provide estimated time to complete well installations based upon prior experience and project requirements. List any information expected from the qualified well owner. Any information or tasks needed to complete well installations but not listed is the responsibility of the Contractor.
d) Project Experience, Success, and References - Up to five (5) pages, a description of projects providing services similar to those identified in the scope of services. The emphasis shall be given to the projects in the Madera Subbasin and surrounding area AND the tasks performed by the persons identified in the Response. Include in the project descriptions (a) the scope of services provided; (b) the type of contract (pro bono, retainer, project-based fee, other); (c) specific accomplishments, if any; and (d) a contact name, phone number and e-mail address for each client to serve as a reference.

All costs for preparations of SOQs shall be borne by the submitting Contractor.

6. RFQ SCHEDULE OF EVENTS
The following RFQ Schedule of Events represents the Madera Irrigation District, City of Madera GSA, and Madera Water District GSA, best estimate of the schedule that shall be followed during the contracting process. Unless otherwise specified, the time of day for the following events should be between 8:00 a.m. and 4:00 p.m., Pacific Time.

Event Date
Madera Irrigation District Issues RFQ 1/20/2026
Deadline for Written Questions 1/30/2026
Responses to Written Questions (estimated) 2/09/2026
Deadline for Responding Contractors to Submit SOQs 2/18/2026 Anticipated Noticing Date 2/27/2026
Deadline for Driller to sign DWMP Pre-approved Driller
Agreement (no edits will be accepted)
3/09/2026

1. All responses must be received via email to Nancy Navarro on or before 02/18/2026 before 4pm.

Responses can be submitted via email to:
[email protected]

2. Any email submission that is received after the due date and time will receive a reply that the submittal cannot be accepted.

7. GENERAL REQUIREMENTS AND INFORMATION

1. In addition to other requirements stated in this RFQ, to be eligible to respond to this RFQ, the Contractor must have successfully completed, within the past five years, twenty-five (25) domestic well installation projects similar to those described in this RFQ in and in the vicinity of the Madera Subbasin. Each Contractor shall meet all legal, technical, and professional requirements for providing the requested services.

2. The Madera Irrigation District GSA, City of Madera GSA, and Madera Water District GSA reserves the right to make investigations of the Contractors' qualifications or any of its sub-contractors and to contact former clients to confirm qualifications as it deems appropriate.

3. Multiple contractors may be selected and approved to provide well installation services.

4. Well installation services will be on an on-call basis. It is anticipated that during a dry year, approximately 20 to 40 wells within the Madera Irrigation District GSA, City of Madera GSA, and Madera Water District GSA will be eligible under this Program, but there is no guarantee that any services will be requested of the Contractor. The landowner will select the well driller, the GSAs will not be responsible for choosing a well driller. Drillers will enter contracts for services directly with landowner, not the GSAs.

5. Review and acknowledgement of the terms and conditions in the DWMP Pre-approved Driller Agreement included in this RFQ as Appendix A.

6. The Madera Irrigation District GSA, City of Madera GSA, and Madera Water District GSA intend to enter into agreements with multiple qualified well drilling contractors to support the implementation of the Domestic Well Mitigation Program.

8. QUESTIONS AND RESPONSES

1. Written requests regarding information or clarification in reference to this RFQ must be submitted, electronically to the person below, within the timeframe identified. Send all questions by e-mail by January 30, 2026 at 4:00 p.m. PT to:

Nancy Navarro
[email protected]

2. Contractors must clearly understand that the only official answer or position of the Madera Irrigation District GSA, City of Madera GSA, and Madera Water District GSA will be the one stated in writing. Questions seeking clarification or interpretation of the RFQ must be made in writing via email to the contact person listed above. No inquiries received after the deadline will be considered. The question asked, along with any written response made thereto by the Madera Irrigation District GSA, will available on the MID website (www.madera-id.org) after the response date. However, the Madera Irrigation District GSA is not obligated to respond to any question asked, and the Madera Irrigation District GSAs’ failure to respond to any such question will not relieve the Contractor of any obligations or conditions imposed by this RFQ.

3. If the Madera Irrigation District GSA, City of Madera GSA, and Madera Water District GSA finds it necessary to add to, or amend this document prior to the Response submittal deadline, the Madera Irrigation District GSA, City of Madera GSA, and Madera Water District GSA will issue written addenda/addendum and post on the MID website (www.madera-id.org)..

9. EVALUATION AND SELECTION

1. The Madera Irrigation District GSA, City of Madera GSA, and Madera Water District GSA may select one or more firms for the outlined Scope of Service on the basis of qualifications, experience, and cost. The Madera Irrigation District GSA, City of Madera GSA, and Madera Water District GSA will review and evaluate SOQs against the following criteria:
# Description Points
1 Qualifications: Do the qualifications of key personnel to be assigned to working on the Project Scope demonstrate sufficient experience and expertise?
25 2 Understanding and Approach: Based on the information provided and other available information, does the submitter understand the needs and goals and the obligation to minimize costs while at the same time achieving optimum results?
25 3 Project Experience and Success: Has the submitting firm demonstrated that they, or the staff assigned to the engagement, successfully completed services, similar to those specified in the Scope of Services section of this RFQ?
25 4 References: Are the firm’s references from the past clients and associates favorable?
25 2. Madera Irrigation District GSA, City of Madera GSA, and Madera Water District GSA staff will review the SOQs and select those Contactors that they believe are most advantageous to the Madera Irrigation District GSA, City of Madera GSA, and Madera Water District GSA.

3. The Madera Irrigation District GSA, City of Madera GSA, and Madera Water District GSA may elect to conduct an oral interview with shortlisted Contractors. Additional details on interviews will be provided to the shortlisted Contractors.

4. Madera Irrigation District GSA, City of Madera GSA, and Madera Water District GSA reserve the right to select the Contractor(s) that, in the sole judgment of the Madera Irrigation District GSA, City of Madera GSA, and Madera Water District GSA, can best accomplish the desired results.

Selection criteria include, but are not limited to, consideration of the Contractor's qualifications and experience, the Contractor's understanding of and approach to the project, and the negotiated fee for services.

5. This request does not constitute an offer of employment or guarantee to contract for services.

6. The Madera Irrigation District GSA, City of Madera GSA, and Madera Water District GSA reserve the option to reject any or all SOQs received in response to this Request for Qualifications, wholly or in part.

7. The Madera Irrigation District GSA, City of Madera GSA, and Madera Water District GSA reserve the right to retain all SOQs, whether selected or rejected.

8. The successful Contractor will be expected to enter into a contract of substantially the same format as the attached sample agreement.

10. INSURANCE
Insurance coverage for proposed services shall include Commercial General Liability with minimum limits of $2,000,000 per occurrence, Workers’ Compensation Insurance in accordance with California law with Employer’s Liability with limit no less than $1,000,000 per accident, and Automobile Liability with limit of no less than $1,000,000 for bodily injury and property damage for each accident.

The selected firm shall provide within ten (10) calendar days after the notice of award is issued a copy of their existing liability insurance certificate naming the Madera Irrigation District GSA, City of Madera GSA, and Madera Water District GSA and its officers and employees as an additionally named insured on said policies. Such insurance coverage shall be maintained in full force and effect for the duration of the Contract and must be in a form satisfactory to the Madera Irrigation District GSA, City of Madera GSA, and Madera Water District GSA.
5 Local Preference: Does the firm have an address within Madera, Merced, or Fresno County?
10 Attachment 5
Pre-Approved Well Driller Agreement
01/013/2026

DOMESTIC WELL MITIGATION PROGRAM

PRE-APPROVED WELL DRILLER AGREEMENT
The following requirements apply to all well drillers (“Drillers”) seeking to participate in the Madera Irrigation District Groundwater Sustainability Agency (“MID GSA”), City of Madera Groundwater Sustainability Agency (“COM GSA”), and Madera Water District Groundwater Sustainability Agency (“MWD GSA”); together with MID and COM, the “Participating Agencies”) Domestic Well Mitigation Program (“DWMP”). Adherence to these requirements is mandatory for a Driller to be placed and remain on the “Pre-Approved Driller List” for the DWMP.

By signing this agreement (“Agreement”), the Driller acknowledges and agrees to comply with all DWMP rules, standards, and obligations as a condition of eligibility for payment under the DWMP. Driller also acknowledges and agrees its eligibility for payment under the DWMP is contingent on the Driller’s compliance with all State and Local laws, ordinances, and regulations applicable to the work performed.

I. ELIGIBILITY AND SCOPE

1. The Driller must be a California-licensed C-57 Well Drilling Contractor in good standing with the Contractors State License Board (“CSLB”).

2. The Driller must be registered Public Works Contractor in good standing with the California Department of Industrial Relations (“DIR”).

3. The Driller must notify the DWMP Administrator (Davids Engineering) immediately of any change in license status, including suspension, expiration, or revocation.

4. Participation in the DWMP authorizes the Driller to perform domestic well drilling services for eligible property owners, subject to all applicable State and Local laws, ordinances, and regulations applicable to the work performed. DWMP work does not include pump installation, trenching, electrical work, abandonment of old wells, water testing, or other components that are not expressly covered by the DWMP rules.

II. PROGRAM PAYMENT CONDITIONS

1. The Driller understands that DWMP funding only applies to qualifying domestic well drilling costs and is capped at a maximum of $35,000 per well.

2. Any costs exceeding the DWMP funding cap are the sole responsibility of the landowner and must be agreed upon directly between the Driller and the landowner. 01/013/2026
It is recommended that the Driller has a written agreement with the landowner prior to work commencing.

3. Payment from DWMP funds is contingent upon:
• Pre-approval by the DWMP Administrator;
• Submission of all required documentation;
• Verification of compliance with DWMP requirements;
• Compliance with all State and Local laws, ordinances, and regulations; and • Availability of DWMP funds.

4. The Driller agrees that, regardless of circumstance, the DWMP Administrator and Participating Agencies shall have no financial obligation to the Driller above the approved DWMP maximum amount of $35,000 for the drilling of each well.

Driller Initials ________
III. DOMESTIC WELL MITIGATION PROGRAM STANDARDS

1. The Driller agrees to perform all DWMP-related work in compliance with all applicable legal requirements:
• California Department of Water Resources (“DWR”) Well Construction Standards;
• All applicable City and County permitting requirements; • All applicable groundwater sustainability agency permitting and approval requirements;
• California Water Code and other water rights laws;
• Prevailing wage requirements in the California Labor Code (including, but not limited to, Sections 1771, 1771.1, and/or 1776) and all related regulations; and
• DWMP technical and procedural guidelines as may be amended from time to time.

2. The Driller shall coordinate with DWMP Administrator on all site-specific requirements, including groundwater basin conditions and any mitigation 01/013/2026
requirements, but under no circumstances shall DWMP Administrator be held liable.

IV. WARRANTY

1. The Driller warrants that all work will meet professional standards and be free of defects in workmanship and materials for a period of one (1) year from the date work on the well is complete.

2. The Driller agrees to repair or correct, at no cost to the DWMP Administrator, Participating Agencies, or the landowner, any defects identified during the warranty period.

3. The Driller acknowledges that the DWMP Administrator and Participating Agencies will have no responsibilities related to the well and its functioning.

V. INSURANCE REQUIREMENTS

1. The Driller must maintain, for the entire duration of their participation in the DWMP:
• Commercial General Liability Insurance with minimum coverage of $2,000,000 per occurrence or the full per occurrence limits of the policies available, whichever is greater;
• Workers’ Compensation Insurance in accordance with California law with Employer’s Liability with limit no less than $1,000,000 per accident for bodily injury or disease; and
• Automobile Liability with limit of no less than $1,000,000 for bodily injury and property damage for each accident.

2. Certificates of insurance must be provided to the DWMP Administrator upon registration as a Pre-Approved Driller and upon each renewal.

VI. REPORTING AND DOCUMENTATION

1. Within fifteen (15) days of well completion, the Driller must submit to the landowner the:
• Well Completion Report (DWR Form 188);
• GPS coordinates of the well;
01/013/2026
• Final well depth, casing details, and construction specifications; • Itemized invoice of eligible drilling costs; and
• Any other forms or documentation required by the DWMP.

2. Within fifteen (15) days of well completion, the Driller must submit all forms and documentation required by the DIR, California Labor Code, and other applicable regulations.

3. The Driller must retain all project-related records for at least three (3) years following completion of the well and provide to DWMP Administrator and/or 3rd party as may be requested.

4. The Driller understands that the agreement for services is between the Driller and the landowner and that the payment of up to $35,000 from one of the Participating Agencies for the drilling of the well will only be paid once the DWMP Administrator receives all required documentation from the landowner.

Failure of a landowner to submit all required documents within the timeframe will result in the Driller not receiving payment from the DWMP. The Driller will not hold the DWMP, DWMP Administrator, or Participating Agencies liable for any non-payment due to landowners’ actions. The Driller will be required to seek remedies from and against the landowners only.

Driller Initials ________

5. The Driller shall encourage and aid the landowner in submitting all required documentation within the DWMP’s timeframes.

VII. TERMINATION FROM THE DOMESTIC WELL MITIGATION PROGRAM

1. The DWMP Administrator may remove the Driller from participation in the DWMP at any time for:
• Non-compliance with DWMP requirements;
• Poor workmanship;
• Failure to maintain required insurance;
• Misrepresentations;
• Fraudulent documentation;
• Failure to submit required reports or paperwork;
01/013/2026
• Violations of applicable statutes, ordinances, or regulations; and • Any other actions that violate the DWMP rules.

VIII. INDEMNIFICATION

1. To the greatest extent allowed by law, the Driller shall indemnify and hold harmless the DWMP Administrator, the Participating Agencies, and each of their directors, officers, employees, consultants, agents, successors, volunteers, and assigns (collectively, “Indemnitees”) from and against any claims, costs, liabilities, debts, demands, suits, actions, causes of action, proceedings, damages, judgments, liens, losses, expenses, or obligations of whatever nature, including attorneys’ fees and costs, all other professional costs, and all court, arbitration, or other dispute resolution costs arising out of or in connection with the Driller’s work or conduct under the DWMP. The foregoing indemnity shall apply to any negligence of Indemnitees but shall not apply to the extent any such costs are ultimately established by a court of competent jurisdiction to have been caused by the Indemnitees’ gross negligence or willful misconduct.

IX. INDEPENDENT CONTRACTOR STATUS

1. The Driller acknowledges they are an independent contractor and not an agent, employee, or representative of the DWMP Administrator or any Participating Agencies.

X. GENERAL TERMS

1. These requirements are governed by the laws of the State of California.

2. The DWMP Administrator may modify DWMP requirements at any time; continued participation by the Driller following notice of such modifications constitutes acceptance of updated requirements.

3. Any provisions of these requirements which are determined to be invalid, void, or illegal by a court of competent jurisdiction shall in no way affect, impair, or invalidate any other provision hereof.
[SIGNATURES ON FOLLOWING PAGE]
01/013/2026

DRILLER ACKNOWLEDGMENT AND AGREEMENT
I, the undersigned Driller, hereby acknowledge that I have read, understand, and agree to comply with all Domestic Well Mitigation Program requirements listed above, which may be updated from time to time. I understand that failure to comply may result in removal from the Domestic Well Mitigation Program’s Pre-Approved Driller List and/or denial of payment for any work performed.

Driller Name: ____________________________________________________________ C-57 License Number: ______________________________________________________ Public Works Contractor Registration Number: ____________________________________ Signature: __________________________________________________________________ Name and Title: ____________________________________________________________ Date: ________________________________________________________________________

DWMP ADMINISTRATOR ACKNOWLEDGEMENT
Name: __________________________________________________________________ Signature: __________________________________________________________________ Date: __________________________________________________________________

REPORT TO CITY COUNCIL
Submitted by: Council Meeting of: February 4, 2026
_________________________________ Agenda Number: ___________ Wendy Silva, Director of Human Resources
SUBJECT:

First Amendment to the City Manager At-Will Employment Agreement RECOMMENDATION:

This report has been prepared at the direction of the City Council (Council), therefore there is no staff recommendation provided. Council is asked to consider and determine whether to adopt the Resolution approving a First Amendment (Amendment) to the City Manager At-Will Employment Agreement (Agreement).

Public Announcement - Pursuant to Government Code § 54953 (d) (3), prior to taking action on this item, the Council must orally report a summary of the action being considered. If approved, the proposed Amendment to the City Manager’s Agreement will modify the existing agreement as follows:
▪ Extend the term of the agreement one (1) additional year ▪ Provide a 3% cost-of-living (COLA) increase effective January 24, 2026 ▪ Provide a 3-tier longevity pay program for continued City service ▪ Add Juneteenth as a recognized City holiday
▪ Provide a $1,500 Retention Bonus to be paid February 2026 ▪ Set the City’s contribution to health benefits equal to the Core + Vision + Dental for 2026 and 2027 plan years, with no automatic increases thereafter without amendment to the agreement
▪ Update family sick leave and bereavement provisions to comply with California law for designated person, leave duration, and reproductive loss leave D-2
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SUMMARY:

The Council approved new Memorandums of Understanding (MOUs) with its four (4) recognized bargaining units, adopted updated Standard Terms & Conditions for Unrepresented Department Heads (Standard Terms & Conditions), and amended the City Clerk At-Will Employment Agreement in 2025 that provided economic and ancillary benefits to employees. The parties wish to amend the City Manager’s Agreement to provide similar economic and ancillary benefits to the unrepresented City Manager.

DISCUSSION:

The City Manager is a direct report of the City Council and the terms and conditions of his employment are set in an Agreement between the Council and the employee. The current City Manager’s Agreement was negotiated and approved in October 2024, with the terms effective December 3, 2024.

In mid-2025, Council approved new MOUs with each of the four (4) recognized bargaining units that provided a core economic package over Fiscal Years (FYs) 2025/26 and 2026/27. This same economic package was also approved for unrepresented department head positions and the unrepresented City Clerk.

The proposed Amendment to the City Manager’s Agreement provides employment terms and benefits consistent to those approved for other employees, with the exception that the COLA adjustment and retention bonus will be limited to the current year only (FY 2025/26). Any COLA or retention bonus to be paid in FY 2026/27 will be subject to future negotiation. The proposed Amendment will provide the following.
▪ Term: The term of the agreement will be extended by one (1) year to December 2030. ▪ Salary: Employee will receive a three percent (3%) COLA effective the pay period beginning January 24, 2026, with paycheck date February 13, 2026. ▪ Health Insurance: For benefit premium years 2026 and 2027, the City’s contribution to health insurance will be calculated as follows. No adjustments will be made for future contributions after 2027 without Council action. At this time, the existing employment agreement for the City Manager automatically ties the health benefit contribution to Mid Management. If no action is taken to modify the language, this “me too” provision will continue. The proposed language will not change the City’s existing obligation at this time, but potentially limit the City’s obligation in the future should Council desire. ▪ For Anthem Core and Anthem Buy-up plans, the City contribution will be equal to the Anthem Core + Dental + Vision premiums at each enrollment level. ▪ For Kaiser Core and Kaiser Buy-up plans, the City contribution will be equal to the Kaiser Core + Dental + Vision premiums at each enrollment level. ▪ There is no change to the waiver amount; it will remain $450 per month. ▪ Longevity Pay: In recognition of continuous full-time City service, employee will be eligible for Longevity Pay as follows. Specific to the City Manager, eligibility for the first tier (10 years of service) will not take effect until 2028.

Table 2: Longevity Pay Program
Years of Service Pay Incentive
10 2.5%
15 5.0%
20 7.5%
▪ Retention Bonus: Employee will be eligible for a $1,500 lump sum retention bonus to be paid in February 2026.
▪ Holidays: Juneteenth will be a recognized City holiday with business offices closed.

Columbus Day will be replaced by Indigenous Peoples Day. ▪ Bereavement Leave: Language is provided to comply with current California law regarding the duration of bereavement leave (up to 5 days). Language has also been added to comply with requirements for reproductive loss leave.
▪ Family Sick Leave: Language has been added to comply with California law regarding the ability to use Family Sick Leave for a Designated Person who may not be a blood or legal relation.
▪ Health Benefit Contribution: When an employee is terminated for cause or convenience by the City, health benefit contributions will be continued for the current benefit month regardless of paid status. This provision recognizes that City benefits are administered in whole month increments.

FINANCIAL IMPACT:

The estimated additional cost for the proposed amendment is provided in Table 3. These estimated costs include roll-ups to provide total estimated cost. The proposed language regarding City contribution to health insurance does not provide a greater benefit than currently received, so is not calculated as a cost added in the agreement; the language caps the City contribution at plan year 2027 unless additional compensation is negotiated for this item. The City Manager position is funded across all funds, including the General Fund, enterprise funds, and special funds.

Table 3: FY 2025/26 estimated costs for modifications to Agreement (rounded to nearest dollar)
Compensation Element
Estimated
Cost
3% COLA (effective pay period beginning 1/24/26; pay date 2/13/26) $2,705 Longevity (employee not eligible) -
Lump Sum Payment $1,573
Total FY 2025/26 $4,278
ALTERNATIVES:

If the Council does not take action on the resolution, the existing agreement terms will continue.

Council may also determine to conduct further negotiations on the Employment Agreement.

ATTACHMENTS:

1. Resolution approving First Amendment to the City Manager At-Will Employment Agreement
a. Exhibit A: First Amendment to City Manager At-Will Employment Agreement.

2. City Manager Employment Agreement
Attachment 1: Resolution
RESOLUTION NO.

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MADERA APPROVING A

FIRST AMENDMENT TO THE CITY MANAGER AT-WILL EMPLOYMENT

AGREEMENT
WHEREAS, the City of Madera and Arnoldo Rodriguez entered a City Manager At-Will Employment Agreement (“Agreement”) effective December 3, 2024; and WHEREAS, the City Council and City Manager desire to amend the Agreement to reflect terms and benefits recently provided to represented employees, unrepresented department heads, and the City Clerk.

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. The City Council approves the First Amendment to the City Manager At-Will Employment Agreement, attached hereto as Exhibit A and incorporated by reference.

3. This resolution is effective immediately upon adoption. ********************
Exhibit A: First Amendment to the City Manager At-Will Employment Agreement

Page 1 of 4 ends

FIRST AMENDMENT TO

CITY MANAGER AT-WILL EMPLOYMENT AGREEMENT
This First Amendment to City Manager At-Will Employment Agreement (“First Amendment”) is entered into by and between the City of Madera, State of California, a municipal corporation ("Employer" or “City”), and Arnoldo Rodriguez ("Employee") as follows:

RECITALS
A. City and Employee entered into an At-Will Employment Agreement (“Agreement”) effective December 3, 2024.

B. The City and Employee desire to modify the Agreement relating to salary, term, and benefits as described herein.

AGREEMENT
In consideration of the mutual covenants herein contained, the parties agree as follows:

SECTION 1. Section 1 of the Agreement titled “Term” is amended by replacing subsection A with the following:

The term of this Agreement shall be six (6) years from December 3, 2024. The Employer will provide written notice to the Employee on or before September 4, 2030, of its intent to offer to extend, renew, or otherwise not renew this contract for an additional term. If the Employer chooses to extend the Agreement, the Employer will inform the Employee of the newly proposed term at the time of its offer to renew. The Employee must respond to an offer to extend or renew the Agreement within 45 days of the offered extension or renewal.

SECTION 2. Section 5 of the Agreement titled “Salary” is amended by adding the following paragraph at the end of said Section 5:

Effective the pay period beginning January 24, 2026, with paycheck date February 13, 2026, Employee will receive a cost-of-living adjustment base wage increase of 3%.

SECTION 3. Section 6, subsection B3 of the Agreement titled “Family Sick Leave” is amended by adding the following to the list of eligible family members:

3.1.7 Designated Person (Employee may designate 1 Designated Person per 12-month period)
SECTION 4. Section 6, subsection B5 of the Agreement titled “Holidays” is amended by replacing the first paragraph with the following:

Page 2 of 4 ends

The following (8) hour days are established as holidays with pay: New Year's Day, Martin Luther King's Birthday, President's Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Indigenous Peoples Day, Veteran's Day, Thanksgiving Day, Day After Thanksgiving, and Christmas Day.

SECTION 5. Section 6, subsection C of the Agreement titled “Disability, Health, and Life Insurance” is amended by replacing paragraph 2 with the following:

Employer agrees to provide a monthly health benefit allowance for the employee to purchase health insurance (including medical, dental and vision coverage of the Employee and family) through an IRS Section 125 Cafeteria Plan. The City’s defined contribution towards health insurance will be capped using the following formula. At no time will the City’s contribution exceed the combined premium for medical, dental and vision insurance at each enrollment level.
 The City contribution towards Kaiser Core and Buy-up plans will be the Kaiser Core plan premium + Vision premium + Dental premium
 The City contribution towards Anthem Core and Buy-up plans will be the Anthem Core plan premium + Vision premium + Dental premium
 Waiver will be $450 per month and is subject to proof of other group coverage.

The above formula will apply for rates for the 2026 and 2027 benefit plan years. The City’s defined contribution for health insurance will be set at the January 2027 core rates going forward until such time that this agreement is modified through amendment or restatement. There will be no other automatic increases in the City’s contributions unless specifically agreed to by the parties.

Because the City’s benefit plans are administered in whole month increments, when an employee is terminated for cause or convenience by the City, benefit contributions as defined above will continue for the current coverage month regardless of paid status.

SECTION 6. Section 6, subsection E of the Agreement titled “Bereavement Leave” is amended by adding the following at the end of said Section 6, subsection E:

Employee may request use of other leave (vacation, sick or floating holiday) if additional time off is desired in excess of three (3) days.

When a death occurs in the immediate family of an employee, the employee shall be granted up to five (5) days leave for the death. Such time will be charged to sick leave, vacation leave, administrative leave or floating holiday at the employee’s discretion.

The immediate family is defined as current spouse, registered domestic partner, child, parent, brother, sister, mother-in-law, father-in-law, brother-in-law, sister-in-law and grandparents.

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In accordance with government code 12945.6, employees employed for 30 days or more with the City may take up to five (5) days of leave for a reproductive loss event.

Reproductive loss leave is not required to be taken consecutively but must be completed within three (3) months of the loss. If an employee experiences more than one loss in a year, they are entitled to no more than twenty (20) days of reproductive loss leave in that one-year period. Employees may use any of their available accrued time off (vacation, sick or compensatory time off) to cover their reproductive loss leave.

If an employee does not have any accrued leave time, they may be approved for unpaid leave.

SECTION 7. Section 6 of the Agreement is amended by addition of a new subsection I titled “Longevity Pay” as follows:

In recognition of continuous full-time City employment, Employee will be eligible for longevity pay as follows. For any employee approved for rehire under the reinstatement provision of the City’s Personnel Rules & Regulations, years of service will be calculated using the adjusted Service Date, calculated as Rehire Date + prior fulltime continuous service. This is the same adjusted Service Date used for benefit accrual calculations for reinstated employees.

Employee will be eligible for Longevity Pay based on the following table. If Employee becomes eligible for a new Longevity Pay rate in the future based on years of service, the pay will be effective the first whole pay period following the applicable anniversary date.

Years of Service Percent of Base Salary
10 2.5%
15 5.0%
20 7.5%
SECTION 8. Section 6 of the Agreement is amended by addition of a new subsection J titled “Retention Bonus” as follows:

Employee will receive a retention bonus payment in the amount of $1,500 to be paid in the February 13, 2026, paycheck.

SECTION 9. Except as otherwise specifically modified by this First Amendment, all other terms and provisions of the City Manager At-Will Employment Agreement shall remain in full force and effect
SECTION 10. This First Amendment to the City Manager At-Will Employment Agreement shall be effective on February 4, 2026.
[Signatures on Next Page]

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IN WITNESS WHEREOF, the City of Madera has caused this First Amendment to the City Manager At-Will Employment Agreement to be signed and executed on its behalf by the Mayor of the City of Madera and duly attested by its City Clerk, and Arnoldo Rodriguez has signed and executed this First Amendment to the City Manager At-Will Employment Agreement.

EMPLOYEE CITY OF MADERA
Arnoldo Rodriguez Cecelia K. Gallegos, Mayor
Date: Date:

ATTEST APPROVED AS TO LEGAL FORM
Alicia Gonzales, City Clerk Shannon Chaffin, City Attorney Attachment 2: City Manager At-Will Employment Agreement

Consultant Services Agreement with Westwood Professional Services, Inc., for Sunset Park Design and Engineering Services
RECOMMENDATION:

Adopt Resolutions:

1. Adopt a Resolution awarding a Consultant Services Agreement with Westwood Professional Services, Inc. under Request for Qualifications 202425-29 Sunset Park Design & Engineering Services for $174,405

2. Amending the Fiscal Year 2025/26 Budget, approving related expenditure line items for the execution of the Consultant Services Agreement with Westwood Professional Services, Inc.

SUMMARY:

The City owns approximately one acre of undeveloped property located on the north side of Sunset Avenue, between Westberry Boulevard and Liberty Lane. The subject site was designated for open space as part of the subdivision development to the north in 2007.

On April 7, 2025, the City released Request for Qualifications (RFQ) 202425-29 for Sunset Park Design & Engineering Services. On May 5, 2025, the City received 6 statements of qualification from interested contractors vying for the opportunity to provide the professional design and engineering services for Sunset Park.

After evaluation of the statements, staff is recommending awarding RFQ 202425-29 to Westwood Professional Services, Inc. (Westwood) in the amount of $174,405.

D-3
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DISCUSSION:

As mentioned, the City owns undeveloped property located on the north side of Sunset Avenue, between Westberry Boulevard and Liberty Lane. Since its designation as open space, as part of the neighboring subdivision, staff recommends moving forward with preparation of plans for a park.

This park differentiates itself from the recently built, or soon-to-be-built, new parks in the City, in that this park space is not being funded by a grant, rather Sunset Park is proposed to be funded by Development Impact Fees (DIF). There would be no grant performance timelines, funding guidelines, or funding restrictions associated with the park development and the precise costs is unknown until a design is prepared.

On September 18, 2024, staff brought before Council an informational report summarizing the intent to proceed with the development of Sunset Park. The following steps at the time included contracting out professional design and construction services to bring the park to fruition. Staff committed to returning to the Council with updates as the project progresses and as contracts are prepared for consideration.

On April 7, 2025, the City released RFQ 202425-29 for Sunset Park Design & Engineering Services.

The scope of work/services to be requested would include tasks such as:
 Development of conceptual plans based on community feedback for desired amenities.  Surveying and documenting existing conditions for environmental purposes.  Site design preparation.
 Finalizing a final design concept.
 Producing Engineer’s Estimates of probable construction costs.  Producing bid-ready engineering drawings and specifications, incorporating industry best practices and standards.
 Assistance through bidding and construction phases of the project.

A unique aspect of this RFQ, compared to request for design services of parks funded by grants, is that the selected firm would be committing to helping to lead and gather community feedback on the park design. The consultant will facilitate community meetings to discuss potential design amenities, investigate existing conditions, and garner consensus on the project by the community. The consultant will then refine aspects of the project into two feasible conceptual design alternatives, cost estimates for those conceptual designs, summarize ongoing maintenance expenses, garner consensus on preferred alternative, and provide an update to Council. This aspect will ensure the community, and Council, will be involved in a more personalized manner throughout the design process of the park.

Regarding RFQ 202425-29, the bid documents were published on Monday, April 7, 2025. The RFQ requested statements from licensed professional consultant firms, experienced in architecture and engineering, who demonstrate that they possess the knowledge and organizational, functional, and technical capabilities to provide design and engineering services for the creation of a park.

On May 5, 2025, the City received 6 statements of qualification from interested contractors.

Review Process
The Procurement Manager reviewed the 6 qualifications statements initially for compliance with requirements, completeness, and responsiveness. A committee of City staff independently reviewed the proposals submitted.

The committee members’ evaluation included reviewing the following criteria, per RFQ process:
 Overall Experience and Qualifications in Park Design and Construction-Related Projects – Maximum points of 25
 Experience and Availability of Key Personnel – Maximum points of 25  Quality of Understanding and Project Approach- Maximum points of 25 From these categories, the total score and ranking of each firm were provided and sent to the Procurement Manager by each of the independent reviewers. The Procurement Manager completed the reference checks. References carried a maximum point total of 25 points.

The 6 proposals evaluated listed in Table 1, along with their weighted totals & rank:

Table 1: Firms Submitting Statement of Qualification
Name of Firm Rank Weighted Total
Westwood Professional Services, Inc. 1 78.10
QK Inc. 2 71.90
Gates & Associates 3 70.53
Interwest Consulting Gorup, Inc. 4 63.73
Melton Design Group 5 63.50
4Creeks 6 61.23
With Westwood ranked as the most qualified firm, staff proceeded to negotiate with the firm for the service fees. The final negotiated amount for services was set at $174,405.

Westwood was ranked the highest by the review committee out of the 6 proposals, representing the best value for the City. The firm would bring the following value to the City:
 Established in 1972, Westwood is a full-service, multi-disciplinary professional design and engineering firm providing services to public and private clients.  With over 1,900 staff members located across the United States and registrations in most states, Westwood is recognized as one of the top design and engineering firms in the country.
 In California, Westwood currently employs over 95 professionals with offices in Fresno, Merced, Modesto, and Pleasanton.
 Westwood has been able to support public parks and recreation projects in Madera and the greater Fresno area since 2015, with experience on more than 100 projects.  Local experience includes Centennial Park, Knox Park, the Frank Bergon Senior Center Fence Installation, McNally Park Basketball Courts, Madera Sidewalk Improvements, Valley Children’s Hospital Park, and over 15 parks and recreation spaces for the City of Fresno.
 Their statement of qualification presented a clear understanding of the project scope and what is being asked of them.

Westwood is a firm that the City has previously and currently works with. It is to be noted that, during prior and current agreements with Westwood, they have performed satisfactorily and without issues. They are punctual, complete work as requested, and work closely with the City, communicating and responding to inquiries promptly.

FINANCIAL IMPACT:

Funding for the design and construction of Sunset Park will be sourced from DIF funds. The current available balance of the DIF fund is $4.2M; although nearly $3M is encumbered. This funding will cover the costs associated with the design phase and, subsequently, the construction of the park; however, DIF may not be used for ongoing park maintenance.

It should be noted that while the City has recently been proactive in enhancing its open spaces, the vast majority of funding for these projects has been secured through grants rather than DIF.

Table 2 shows a breakdown of encumbered DIF totals for various park projects.

Table 2: Development Impact Fees (DIF) Balance & Projects Capital Improvement Projects – Parks Total
Sunset Park (estimate; to be designed) $620,000
Tozer Park (City must match State grant) $356,640
Rancho Santa Fe (estimate; pending receipt of final invoice) $1,068,435 Pecan Park (estimate; pending receipt of final invoice) $286,081 Taubert Park (additional funds to cover construction costs) $303,389 Total Encumbered $2,634,545
Balance as of Jan. 2026 $4,267,297
The cost of actual construction services for Sunset Park will be determined based on findings from the design phase, community feedback, and available funds. Once the design is complete, the anticipated expenditure is expected to align with the costs of similar parks and amenities developed over the past months.

ALTERNATIVES:

Staff has carefully considered the statements of qualifications received for the project. An alternative course of action involves rejecting all statements. This could potentially lead to several consequences that need to be taken into account.

Rebidding the project introduces uncertainties that may impact the project's overall cost. There is a possibility of receiving higher proposals or encountering a lack of additional bids in a subsequent bidding process. This scenario could prolong the timeline for selecting a consultant, which extends the timeframe to design and construct Sunset Park.

ATTACHMENTS:

2. Amending the Fiscal Year 2025/26 Budget, approving related expenditure line items for the execution of the Consultant Services Agreement with Westwood Professional Services, Inc.
a. Exhibit A - Budget Amendment
ATTACHMENT 1
Resolution Awarding a Consultant Services Agreement with Westwood Professional Services, Inc. under Request for Qualifications 202425-29 Sunset Park Design & Engineering Services for $174,405
Exhibit 1 – Consultant Services Agreement
RESOLUTION NO. 26 - _______

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

CALIFORNIA APPROVING RESOLUTION AWARDING A CONSULTANT
SERVICES AGREEMENT WITH WESTWOOD PROFESSIONAL SERVICES, INC.

UNDER REQUEST FOR QUALIFICATIONS 202425-29 SUNSET PARK DESIGN & ENGINEERING SERVICES FOR $174,405
WHEREAS, the City of Madera released a Request for Qualifications (RFQ) 202425-29 calling for Sunset Park Design and Engineering Services; and WHEREAS, the RFQ No. 202425-29 was released on April 7, 2025; and WHEREAS, the RFQ No. 202425-29 was duly noticed and published accordingly; and WHEREAS, there were 6 responsive statements of qualifications received as of May 5, 2025; and
WHEREAS, the 6 bids were evaluated for completeness and responsiveness; and WHEREAS, Westwood Professional Services, Inc. submitted the most responsive, responsible, and complete proposal at $174,405; and
WHEREAS, the City wishes to enter into a Consultant Services Agreement with Westwood Professional Services, Inc. for the design and engineering services of Sunset Park.

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 does hereby accept the six statements of qualification received for this project, finds that Westwood Professional Services, Inc. is the most responsive and responsible bidder, and awards a consultant contract for the RFQ 202425-29 Design and Engineering Services for Sunset Park in the amount of$174,405. Said contract is attached hereto as Exhibit 1.

3. This Resolution is effective immediately upon adoption. *******
Exhibit 1 – Consultant Services Agreement

AGREEMENT FOR CONSULTANT SERVICES

BETWEEN

CITY OF MADERA
AND
WESTWOOD PROFESSIONAL SERVICES, INC.

This Agreement for Design and Engineering Services for Sunset Park, Request for Qualifications (RFQ) No. 202425-29 (“Agreement”) is made and entered into this 4th day of February 2026, between the City of Madera, a municipal corporation of the State of California, hereinafter called “CITY”, and Westwood Professional Services, Inc. hereinafter called “CONSULTANT."

RECITALS
WHEREAS, CITY plans to obtain Design and Engineering Services for Sunset Park, (‘Project’); and
WHEREAS, CONSULTANT is qualified and certified to provide the required professional design and engineering services and is knowledgeable of the principals and practices of the industry associated with design and engineering; and
WHEREAS, CITY desires to enter this Agreement with CONSULTANT for such professional design and engineering services.

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

AGREEMENT

1. SERVICES OF CONSULTANT:

CONSULTANT will provide professional design and engineering services as set forth herein in connection with the Project. Said work to be performed pursuant to this agreement is more particularly described in the Scope of Work.

2. SCOPE OF WORK:

CONSULTANT shall provide the professional architectural and engineering management services as set forth in Exhibit A, “Proposal of Service,” dated July 28, 2025, attached hereto and incorporated herein by reference.

CONSULTANT accepts full responsibility for the scope of services provided by subconsultants necessary for delivery of the project. CONSULTANT shall comply with applicable City of Madera design standards and requirements as directed by the CITY and applicable State and Federal requirements.

3. PROGRESS MEETINGS:

CONSULTANT shall communicate and meet with CITY staff at project progress meetings at intervals mutually agreed to between CITY and CONSULTANT to verify, refine and complete the project requirements and review the progress of the project. Such meetings shall be as set forth in the Scope of Work which is attached and incorporated by reference as EXHIBIT A.

4. CITY'S OBLIGATIONS:

The CITY shall provide the CONSULTANT with the following:
a. Provide a Project Manager to work with CONSULTANT;
b. Review all submittals timely;

5. COMPENSATION:

The total compensation for the work tasks itemized in EXHIBIT A, “Proposal of Services, Section E. Fee Proposal,” attached hereto and incorporated herein by reference is $174,405.

CITY and CONSULTANT agree on the rates shown in EXHIBIT A and agree that they will remain in effect until the date of expiration of Agreement indicated in Section 11. It is understood and agreed by both parties that all expenses incidental to CONSULTANT’S performance of services, including travel expenses, are included in the basic fee shown in EXHIBIT A.

6. PAYMENT:

Payments for all undisputed portions of each invoice as provided for hereunder shall be made within 30 days of receipt and approval of CONSULTANT’S monthly invoices for the work performed specified herein. CONSULTANT’S invoice shall specify the billed hours and hourly rates for each employee classification. The sub-consultants work shall be included on CONSULTANT'S invoice with a copy of the sub-consultant’s invoice attached. A report on summary of costs to date for each component of the work shall accompany the invoice. This summary shall also estimate the percentage of the work completed for each component and the balance remaining in each component.

7. EXTRA SERVICES:

CITY agrees to pay CONSULTANT for extra services not contemplated hereunder as set forth in the Scope of Work or for such services as may be specifically requested by CITY through the Project Managerin writing and agreed to by CONSULTANT for an agreed-to fixed fee or hourly rate of compensation or for necessary expenses over that listed in the Budget; provided, however, the Project Manager authority is limited to expenditures not to exceed the amount of $174,405.

8. AUDITS AND INSPECTIONS ACCESS:

CONSULTANT shall, upon reasonable notice and at any time during regular business hours, and as often as CITY may deem necessary, make available to the CITY or its authorized representative for examination, all of its books, records, and data with respect to matters covered by this Agreement. CONSULTANT shall permit CITY to audit and inspect all invoices, materials, payrolls, records of personnel, conditions of employment, and other data relating to matters covered by this Agreement.

9. LIABILITY INSURANCE:

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

The provision will survive expiration or termination of this Agreement.

10. OWNERSHIP OF DOCUMENTS:

All original papers, documents, reports, drawings, and other work product of CONSULTANT are instruments of service. All reports and legal documents shall include the professional’s registration number and be stamped, signed, and dated. All instruments of service shall, upon payment in full to CONSULTANT, become the property of the CITY whether the project for which they are prepared is executed or not. CONSULTANT shall be permitted to retain copies, including reproducible copies, of the instruments of service for information and reference. The instruments of service shall not be used by the CONSULTANT on other projects, except by agreement in writing by the CITY. In the event the CITY reuses such instruments of service, CONSULTANT shall be released and held harmless by the CITY from any and all liability, including legal costs and attorneys’ fees, with respect to the reuse of such instruments of service.

Reuse of documents for any purpose other than as intended under this Agreement shall be at CITY'S sole risk. CITY shall indemnify CONSULTANT for any damages incurred as a result of such reuse, including use of incomplete documents.

11. TIME OF COMPLETION:

A. Based on an agreed upon Notice to Proceed date, CONSULTANT shall complete the work as shown in EXHIBIT A, which is attached and incorporated herein by reference.

B. CONSULTANT shall not be held responsible for delays caused by CITY review or by reasons beyond CONSULTANT’S control. Also, CONSULTANT shall not stop his work, including work unrelated to any extra services request, unless it can be shown that the project work cannot proceed while a claim or request for extra services is being evaluated.

C. CONSULTANT shall perform its services as expeditiously as is consistent with such professional skill and care and the orderly progress of the project. Failure of CONSULTANT to comply with the above time schedule by more than fourteen (14) calendar days, unless the delay is not attributable to CONSULTANT or is attributable to CITY, is sufficient cause to terminate this Agreement, at the option of CITY, in accordance with Section 12.

D. CONSULTANT shall complete all services required under this Agreement and this Agreement on or before December 31, 2026 (‘Expiration Date’). The term may be extended by the City Manager in writing, if extension limited to term only, and if mutually agreed to at least 30-days in advance of expiration, for a period not to exceed one additional six-month extension.

Any extension requiring increased compensation will require approval by the City Council.

12. TERMINATION OF AGREEMENT:

A. This Agreement may be terminated at any time by either party upon fifteen (15) calendar days written notice. In the event the Agreement is terminated by either party, CONSULTANT shall be compensated for services performed to the date of termination based upon the compensation rates and subject to the maximum amounts payable agreed to together with such additional services performed after termination which are authorized by the CITY representative to wind up the work performed to date of termination.

B. CITY may immediately suspend or terminate this Agreement in whole or in part by written notice where, in the determination of CITY, there is:

1. An illegal use of funds by CONSULTANT.

2. A failure by CONSULTANT to comply with any material term of this Agreement.

3. A substantially incorrect or incomplete report submitted by CONSULTANT to CITY.

In no event shall any payment by CITY or acceptance by CONSULTANT constitute a waiver by such party of any breach of this Agreement or any default which may then exist on the part of either party. Neither shall such payment impair or prejudice any remedy available to either party with respect to such breach or default. CITY shall have the right to demand of CONSULTANT the repayment to CITY of any funds disbursed to CONSULTANT under this Agreement which, as determined by the appropriate court or arbitrator, were not expended in accordance with the terms of this Agreement.

13. APPROVAL:

CITY will give reasonably prompt consideration to all matters submitted by CONSULTANT for approval to the end that there will be no significant delays in CONSULTANT’S program of work.

An approval, authorization or request to CONSULTANT given by CITY will only be binding upon CITY under the terms of this Agreement if in writing and signed on behalf of CITY by a CITY representative or designee.

14. HOLD HARMLESS:

Indemnity for Professional Liability: When the law establishes a professional standard of care for Consultant’s Services, to the fullest extent permitted by law, Consultant shall indemnify, protect, and hold harmless but shall not defend CITY and any and all of its officials and employees from and against any and all losses, liabilities, damages, costs, and expenses, including reasonable legal counsel’s fees and costs but only to the extent caused by the negligent act, errors, and omission of the Consultant (and its Subconsultants) under this Agreement.

Consultant (and its Subconsultants) are responsible for such damages, liabilities and costs on a comparative basis of fault between the Consultant (and its Subconsultants) and the CITY in the performance of professional services under this Agreement. Consultant shall not be obligated to indemnify CITY for its own negligence or for the negligence of others.

Indemnity for Other Than Professional Liability: Other than in the performance of professional services and to the full extent permitted by law, Consultant shall indemnify, defend, and hold harmless CITY, and any and all of its employees, officials and agents from and against any liability (including liability for claims, suits, actions, arbitration proceedings, administrative proceedings, regulatory proceedings, losses, expenses or costs of any kind, whether actual, alleged or threatened, including legal counsel’s fees and costs, court costs, interest, defense costs, and expert witness fees), where the same arise out of, are a consequence of, or are in any way attributable to, in whole or in part, the performance of this Agreement by Consultant or by any individual or CITY for which Consultant is legally liable, including, but not limited to, officers, agents, employees, or subcontractors of Consultant.

15. RESPONSIBILITY FOR OTHERS:

CONSULTANT shall be responsible to CITY for its services and the services of its subconsultants. CONSULTANT shall not be responsible for the acts or omissions of other parties engaged by CITY nor for their construction means, methods, techniques, sequences, or procedures, or their health and safety precautions and programs.

16. CONFLICT OF INTEREST:

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

Consultant 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.

Consultant 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.).

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

This Section 16 shall survive expiration or termination of this Agreement.

PROFESSIONAL RESPONSIBILITY:

CONSULTANT shall be obligated to comply with applicable standards of professional care in the performance of the Services. CONSULTANT recognizes that opinions relating to environmental, geologic, and geotechnical conditions are based on limited data and that actual conditions may vary from those encountered at the times and locations where the data are obtained, despite the use of due professional care.

17. PARTIES BOUND BY AGREEMENT:

This Agreement shall be binding upon CITY, CONSULTANT, and their successors in interest, legal representatives, executors, administrators and assigns with respect to all covenants as set forth herein. CONSULTANT shall not subcontract, assign, or transfer any of the work except as otherwise provided for in this agreement.

18. COMPLETE AGREEMENT OF PARTIES:

This Agreement, including attachments incorporated herein by reference, represents the entire Agreement and understanding between the parties. Any modifications of this Agreement shall be in writing and signed by authorized representatives of the parties. One or more waivers of any term, condition or covenant by either party shall not be construed as a waiver of any other term, condition, or covenant.

19. ASSIGNMENT WITH APPROVAL:

It is understood that neither party shall assign, sublet, subcontract, or transfer its rights or obligation under this Agreement without the prior express, written consent of the other party.

20. INDEPENDENT CONTRACTOR:

In performance of the work, duties and obligations assumed by CONSULTANT under this Agreement, it is mutually understood and agreed that CONSULTANT, including any and all of CONSULTANT’S officers, agents and employees will, at all times, be acting and performing as an independent contractor, and shall act in an independent capacity and not as an officer, agent, servant, employee, joint venture, partner, or associate of CITY. Furthermore, CITY shall have no right to control or supervise or direct the manner or method by which CONSULTANT shall perform its work and function. However, CITY shall retain the right to administer this Agreement so as to verify that CONSULTANT is performing its obligations in accordance with the terms and conditions hereof. CONSULTANT and CITY shall comply with all applicable provisions of law and the rules and regulations, if any, of governmental authorities having jurisdiction over the subject matter hereof.

Because of its status as an independent contractor, CONSULTANT shall have absolutely no right to employment rights and benefits available to CITY employees. CONSULTANT shall be solely liable and responsible for providing to, or on behalf of, its employees all legally required employee to others unrelated to CITY or to this Agreement.

21. GOVERNING LAW:

Any controversy or claim arising out of, or relating to, this Agreement which cannot be amicably settled without court action shall be litigated either in the appropriate State court for Madera County, California, or as appropriate in the U. S. District Court for the Eastern District of California, located in Fresno, CA. The rights and obligations of the parties and all interpretations and performance of this Agreement shall be governed in all respects by the laws of the State of California.

22. AMENDMENTS:

Any changes to this Agreement requested either by CITY or CONSULTANT may only be affected if mutually agreed upon in writing by duly authorized representatives of the parties hereto. This Agreement shall not be modified or amended or any rights of a party to it waived except by such in writing.

23. COMPLIANCE WITH LAWS AND WAGE RATES:

CONSULTANT shall comply with all Federal, State, and local laws, ordinances, regulations, and provisions applicable in the performance of CONSULTANT’S services. CONSULTANT may use professional practices and standards regarding the interpretation of these laws.

Wherever reference is made in this Agreement to standards or codes in accordance with which work is to be performed or tested, the edition or revision of the standards or codes current on the effective date of this Agreement shall apply, unless otherwise expressly stated.

24. CONSULTANT'S LEGAL AUTHORITY:

Each individual executing or attesting this Agreement on behalf of CONSULTANT hereby covenants and represents: (i) that he or she is duly authorized to execute or attest and deliver this Agreement on behalf of such corporation in accordance with a duly adopted resolution of the corporation's board of directors and in accordance with such corporation’s articles of incorporation or charter and by-laws; (ii) that this Agreement is binding upon such corporation; and (iii) that CONSULTANT is a duly organized and legally existing corporation in good standing in the State of California.

25. NOTICES:

Any and all notices or other communications required or permitted by this Agreement or by law to be served on or given to either party to this Agreement by the other party shall be in writing, and shall be deemed duly served and given when personally delivered to the party to whom it is directed or any managing employee or that party or, in lieu or personal service, when deposited in the United States mail, first class postage prepaid, addressed as follows:

CITY OF MADERA CONSULTANT
City of Madera Westwood Professional Services, Inc.

Att: Arnoldo Rodriguez Att: Chad Kennedy
205 W. 4th Street 1165 Scenic Drive, Suite A
Madera, CA 93637 Modesto, CA 95350
Phone: 559-661-5400 Phone: (209) 571-1765
Email: [email protected] Email: [email protected]

26. SOLE AGREEMENT:

This instrument constitutes the sole and only agreement between CONSULTANT and CITY respecting the Project and correctly sets the obligations of the CONSULTANT and CITY to each other as of this date. Any agreements or representations respecting the above project, not expressly set forth in this instrument are null and void. ///
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed as of the day and year first above written.
* * * * * * * * * * *

CITY OF MADERA
a municipal corporation
By: ______
Cecelia K. Gallegos, Mayor
Date: _______________________________

CONSULTANT
By: ______
__________________
Taxpayer I.D. Number
Date: _______________________________
ATTEST:

By:

Alicia Gonzales, City Clerk

APPROVED AS TO FORM
By:

Shannon L. Chaffin, City Attorney
Date: ____________________________
Exhibits:

Exhibit A – Proposal of Service
Exhibit B – Insurance Requirements for Consultants
Exhibit C – Disclosure of Conflict of Interest

EXHIBIT A

PROPOSAL OF SERVICE
Consultant shall perform to the satisfaction of City, in accordance with this Agreement, the Services described below. All references to “Westwood Professional Services,” “Westwood Professional Services, Inc.,” “design team,” “we,” “us” or “our” shall refer to “Consultant.” “Deliverables” are obligations of Consultant to deliver to the City, and “Tasks” are obligations of the Consultant to perform as described. Forecasts and the schedule of project deliverable timelines are obligations to complete as set out in this Scope of Services contingent upon requested data and documents being provided by the City within a reasonable period of time, and subject to timing at the City’s discretion as noted in the Project Schedule. Timelines may be subject to any extensions of time granted in writing by the City’s Director of Parks at the Director’s sole discretion given at the request of Consultant for unforeseen delays. Time is of the essence for the purposes of this Agreement.

CITY OF MADERA
Proposal of Services
Sunset Park Design and Engineering Services
July 28, 2025
A. Refined Scope of Services
Project Understanding
Madera is a growing, diverse community with a need for additional green, recreational spaces that will benefit users of all ages by promoting holistic healthy activities. Sunset Park, a proposed neighborhood park, is planned for development on an approximately 1-acre parcel located at the intersection of Sunset Avenue, Liberty Lane, and Westberry Boulevard. The City is committed to proactively engaging the community in the design process and plans to host at least two public meetings to gather inputs from local residents and potential park users. The project has an approved total budget of $725,000 as part of the City’s FY 2024–2025 Capital Improvement Plan, which includes $150,000 for professional services, $25,000 for environmental service, and $550,000 for construction contracts.

The neighborhood includes single-family homes, senior living, a daycare, and Lincoln Elementary School. Surrounded on three sides by open roadway, the site enjoys good visibility. The north side residences are separated by a sound wall, some of which have swimming pools. Careful consideration will need to be given to the design of this perimeter park edge for screening and safety. Pedestrian walkability and easy access from the adjacent bus stop, and bicycle routes are all important design considerations also.

Scope of Services Statement
TASK
01 PROJECT KICK-OFF/SITE ANALYSIS/DATA COLLECTION & REVIEW This task will involve gathering, reviewing, and assessing existing data and reports relative to the project and conducting necessary investigations and analyses required to identify key project issues that could impact or be impacted by the project including:

TASK 1.1 CITY KICK-OFF MEETING
We will meet with the City to review programming options at a location of the City’s choice. This may include a site walk at the City’s discretion. The following typical items will be discussed:
y Introduce City staff and project partners to the design consulting team. y Review key objectives of the project, the scope of services, deliverable expectations, the project schedule, and broad milestones.
y Confirm project parameters and limits of work.
y Obtain and review existing record drawings, utility information, City standard specifications and details, and other available materials.
y Establish a broad meetings schedule.
y Establish communication channels with all parties involved. y Review the available construction budget and contingencies. y Review vendor options available through the National Cooperative Purchasing Alliance, allowing for consideration of procurement of preferred products at lower prices than typically available through normal purchasing processes.

TASK 1.2 SCHEDULE UPDATES
Samir (as Project Manager) will create an overall schedule for the project, identifying milestones such as project submittals and meeting dates, including coordination time with the City and design team. This schedule will be updated at each phase of work and communicated to the City.

TASK 1.3 TOPOGRAPHIC SURVEY AND UTILITY RESEARCH AND MAPPING Surveying services in support of this project will include topographic surveying of the existing site, hardscape, and on-site and off-site utilities as needed for points of connection. Surveyors will locate and document surface-visible utility features and improvements, such as signs, utilities, drainage structures, lights, USA markings. We will review data available including existing maps, GIS data, as built and improvement plans from utility operators. With this information, surveyors will show existing subsurface infrastructure with the project limits. A base file in AutoCAD will be provided to the design team for use in preparing a site base. .

A. Refined Scope of Ser vices
Proposal of Ser vices Sunset Par k Design and Engineering Ser vices TASK
01 PROJECT KICK-OFF/SITE ANALYSIS/DATA COLLECTION & REVIEW

DELIVERABLES
y Preliminary
Site
Assessment
Report
y Topographic
Survey
TASK
02 PUBLIC OUTREACH/CONCEPTUAL DESIGN

PUBLIC OUTREACH
After the data gathering, geotechnical investigations, and the topographic survey work is complete, the team will prepare for an initial public meeting to gather initial inputs on program elements that the community desires for this park. Once the broad program is established and confirmed with the City, we will commence efforts towards generating two (2) conceptual designs for the park.

This task will also include close collaboration, reviews, and discussions with the City as the design progresses. The scope of work in this phase would include:

TASK 2.1 PUBLIC MEETING PREPARATION
Prepare public meeting materials such as imagery for various amenities, and site furnishing options, planting and theming imagery. Meet with the City to review contents prior to presenting at the public meeting.

TASK 2.2 PUBLIC MEETINGS
Present amenity options and themes for the park to the public in two (2) separate meetings. Gather inputs from the community, which are then collated and documented.

TASK 2.3 CITY REVIEW MEETING
Meet with the City to review public inputs and options for the final park design.

TASK 2.4 CONCEPTUAL DESIGN
Following site analysis, the design team will prepare two (2) revised conceptual designs based on the original concept plan, including information regarding amenities and material options for new walks and social gathering areas, play surfacing and play equipment, site furnishings, and structures in the project. Stormwater management locations and utility tie-ins will be considered. City selected materials for play equipment and park elements will be incorporated into the space.

TASK 1.4 GEOTECHNICAL INVESTIGATIONS
Subsurface exploration may be provided including three to four borings and laboratory soils testing. A geotechnical report summarizing the results and providing recommendations may be prepared, providing valuable information for use in engineering of various park components such as shade structures, restroom building, walkways, soil infiltration information or sports courts recommendations.

TASK 1.5 SITE ANALYSIS & REVIEW EXISTING DATA
This task will begin with a site visit to assess the existing conditions firsthand and to photodocument the current state of the site. We will conduct a thorough analysis of existing elements to inform and guide the design direction. This will include evaluating factors such as access, prevailing winds, sun angles, soil types, local demographics, established circulation patterns, as-built drawings, and existing utilities.

TASK 1.6 PRELIMINARY SITE ASSESSMENT REPORT
A brief report will be prepared to document the findings and analysis discovered in previous tasks.

A. Refined Scope of Services
City of Madera
TASK
02 PUBLIC OUTREACH/CONCEPTUAL DESIGN
TASK 2.5 CONCEPT RENDERINGS
Preliminary Renderings for each of the two concepts will be prepared.

DELIVERABLES
y Final
Conceptual
Park Plan with
Supporting
Documentation
Such As
Preliminary
Renderings and
Cost Estimates
Awesome Spot Playground | Modesto, CA
Awesome Spot Playground | Modesto, CA
TASK 2.6 PRELIMINARY COST ESTIMATES
A Rough Order of Magnitude (ROM) style of cost estimate will be prepared for each of the two conceptual designs to aid in decision-making. Pricing available through National Cooperative Purchasing Alliance (NCPA) may be included as well.

TASK 2.7 PUBLIC OUTREACH #2 (OPTIONAL)
Present the two concept plans to the community in a public forum. Westwood will prepare updated presentation materials suitable to support this effort. This could be an supplemented online survey or polling on the City’s website, if needed.

TASK 2.8 PRESENTATION MEETING
Meet with the City to review the two final concept plans and gather feedback.

A. Refined Scope of Ser vices
Proposal of Ser vices Sunset Par k Design and Engineering Ser vices TASK
02 PUBLIC OUTREACH/CONCEPTUAL DESIGN
TASK 2.9 FINAL CONCEPT PLAN (REFINED)
The design team will finalize the chosen concept plan and refine the associated cost estimate. The Final Conceptual Site Plan will include:
y Conceptual layout with location of key amenities, considering adjacencies as needed. y Conceptual grading including stormwater management strategies. y Conceptual planting, with general size and type of plant material noted, including trees.

TASK 2.10 SCHEDULE UPDATE
The project schedule will be updated, if needed, and distributed to the City and the design team.

TASK 2.11 FINAL SUBMITTAL
The design team will gather the documents and provide a final conceptual design submittal package to the City in desired formats.

TASK
03 DESIGN DEVELOPMENT TO 50% COMPLETION
Upon City approval and acceptance of the conceptual design and associated costs, the team will commence with the design development phase of the project. The design development package includes drawings to convey general engineering and design concepts. This phase of work shall refine the design and identify key construction systems and methods for landscape, civil engineering, and electrical engineering elements and materials, as well as critical coordination issues. This task would also include regular coordination and discussions with the City, with key tasks during this phase including:

TASK 3.1 PREPARATION OF DESIGN DEVELOPMENT PLANS
Design development plans will include:
y Cover Sheet
y Existing Conditions and Demolition Plans
y Grading, Drainage, Utility, and Signage Plan
» Involves coordination of the site design with civil engineering/ grading design and documentation. Civil engineers will review and collaborate closely on final design.

Stormwater management strategies will also be documented. y Site Features and Finishes Plans providing product and vendor information y Planting Plan including species and sizes
y Irrigation Plan including hydrozones and equipment
y Exterior Lighting Plans and Details
» Involves proposed electrical service and assisting with coordination with PG&E as applicable. Preliminary light fixture selections and layouts will be included. y Construction Details
» Involves the inclusion of construction, planting, and irrigation details including City standard details where appropriate. Identification of key project specific details will also be reflected in the package.

TASK 3.2 DESIGN TEAM COORDINATION MEETING
This task would involve close team coordination and updating information and drawings among different disciplines.

TASK 3.3 SITE LIGHTING PHOTOMETRIC STUDY
This task involves modeling the site lighting and creating a two-dimensional photometrical analysis map.

TASK 3.4 TECHNICAL SPECIFICATIONS
A list of anticipated outline technical specification sections will be prepared.

DELIVERABLES
y Design
Development
PS&E Set
A. Refined Scope of Services
City of Madera
TASK
03 DESIGN DEVELOPMENT TO 50% COMPLETION
TASK 3.5 COST ESTIMATE
A detailed cost estimate will be prepared, reflecting the refinements achieved during the development of the design and engineering in this phase.

TASK 3.6 QA/QC
The internal Quality Control Manager will thoroughly review the plans and specifications and recommend further coordination items for the design team.

TASK 3.7 SCHEDULE UPDATE
The project schedule will be updated, if needed, and distributed to the City and the design team.

TASK
04 CONSTRUCTION DOCUMENTS (90% & 100% PS&E)
Upon City approval and acceptance of the design development package and associated costs, the team will commence with the final construction documents phase of the project. This will include routine information normally required by governing agencies and preparation of final plans, specifications, construction details and cost estimates for permitting and bidding. The scope of work will include two packages: 90% construction documents (with draft technical specifications), and 100% documents (including final technical specifications). 90% PS&E
TASK 4.1 CITY MEETING
This phase will begin with a meeting with city staff to review City comments on the Design Development submittal.

TASK 4.2 DESIGN TEAM COORDINATION MEETING
This task will involve team coordination and updating information per design team manufacturers or vendors coordination.

TASK 4.3 PLANS PREPARATION
Prepare design construction documents to a 90% level of completion. The key deliverables during this phase will include:
y Cover Sheet
y General Notes and Conditions
y Existing Conditions and Demolition Plan
y Utility Plan
y Grading and Drainage Plan
y Signage Plan
y Site Features and Finishes Plan
y Horizontal Control Plan
y Irrigation Plan and Water Use Calculations
y Planting Plan
y Electrical Engineering and Site Lighting Plans:
y New electrical service and assistance with coordination with PG&E. y Site lighting plans for the park site.
y Construction Details
y Updated Construction Quantities and Estimates
Note: Erosion Control Plans, Storm Water Pollution Plan (SWPPP), and NPDES permit coordination are not currently included and assumed to be provided by the Contractors.

A. Refined Scope of Ser vices
Proposal of Ser vices Sunset Par k Design and Engineering Ser vices TASK
04 CONSTRUCTION DOCUMENTS (90% & 100% PS&E)
TASK 4.4 DRAFT TECHNICAL SPECIFICATIONS
Prepare draft technical specifications for City review and comments.

TASK 4.5 COST ESTIMATE
The detailed cost estimate will be updated reflecting the refinements achieved during the further development of the design and engineering.

TASK 4.6 QUALITY ASSURANCE/QUALITY CONTROL (QA/QC)
The internal Quality Control Manager will thoroughly review the plan set and specifications and recommend further coordination items for the design team.

TASK 4.7 SCHEDULE UPDATE
The project schedule will be updated, as needed, and distributed to the City and the design team. 100% PS&E
TASK 4.8 CITY STAFF MEETING
This phase would begin with a staff conference to respond to and address comments on the 90% PS&E submittal so the documents can be finalized.

TASK 4.9 DESIGN TEAM COORDINATION MEETING
This task would involve coordinating and updating information and drawings among different disciplines.

TASK 4.10 FINAL PLAN PREPARATION
100% Level of Completion—Key deliverables during this phase will include:
y Cover Sheet
y Notes and Conditions
y Existing Conditions and Demolition Plan
y Utility Plan
y Grading and Drainage Plan
y Signage Plan
y Site Features and Finishes Plan
y Horizontal Control Plan
y Irrigation Plan and Water Use Calculations
y Planting Plan
y Electrical Engineering Plan including:
» Proposed electrical service and assistance with coordination with PG&E. » Site lighting plans for the entire site.
» Title 24 calculations.
» Power to the irrigation controller.
y Construction details
TASK 4.11 FINAL TECHNICAL SPECIFICATIONS
Prepare final technical specifications for City review and comment.

TASK 4.12 COST ESTIMATE
The detailed cost estimate will be updated reflecting the refinements achieved during the further development of the design and engineering.

TASK 4.13 QUALITY ASSURANCE/QUALITY CONTROL
The internal Quality Control Manager will thoroughly review the plan set and specifications and recommend any outstanding final coordination items for the design team.

DELIVERABLES
y Construction
Documents
90% Submittal
to Include:

Drawings,
Technical
Specifications,
Bid Items and
Engineer’s
Estimates
y Construction
Documents
100%
Submittal/Bid
Set to Include:

Final Drawings,
Technical
Specifications,
Bid Items and
Engineer’s
Estimates
A. Refined Scope of Services
City of Madera
TASK 4.14 SCHEDULE UPDATE
The project schedule will be updated, if needed, and distributed to the City and the design team.

TASK 4.15 100% CONSTRUCTION DOCUMENTS/BID PACKAGE
Considering final review and any plan check comments from staff, the design team will revise the construction documents, and furnish signed reproducible copies of the bid documents (plans, technical specifications, and final estimates) ready for reproduction and binding for bidding. The bid package will include:
y Final Stamped and Signed Plans
y Final Stamped and Signed Technical Specifications (Front End Specifications to be Prepared by City Staff)
y Engineer’s Estimate
y Bid Items and Bid Descriptions
TASK
04 CONSTRUCTION DOCUMENTS (90% & 100% PS&E)
TASK
05 BIDDING AND CONSTRUCTION SUPPORT ALLOWANCE

DELIVERABLES
y Field Reports,
Submittal
Reviews, RFI
Responses,
and Addenda
During the bidding and construction phases of work, the team will provide design support including assisting the City’s Construction Project Manager in responding to requests for information (RFI) from the contractors, as well as review of submittals called for in the bid documents. The design team, including landscape architects, electrical, and civil engineers, will also visit the site periodically to review the progress of the work and quality of construction and determine if the construction is proceeding in accordance with the project design intent and construction documents. The design team may also recommend to the City the rejection of any contractor work failing to conform to the contract documents. Key tasks during this phase will include:

TASK 5.1 BIDDING AND CONSTRUCTION SUPPORT
This task would support as-needed assistance for items like pre-bid meeting coordination, issuance of addenda, review of shop drawings, RFIs, and submittals and periodic site visits during construction.
*In the event the hourly allowance is exhausted, the contract for this task will need to be extended for continued support.

A. Refined Scope of Ser vices
Proposal of Ser vices Sunset Par k Design and Engineering Ser vices TASK
6 PLAYGROUND SAFETY INSPECTIONS
Westwood can provide additional services that are not specifically requested in the RFP but may be desired by City staff at a later date. These include:

OPTIONAL TASK 6.1 PERFORM PLAYGROUND SAFETY INSPECTIONS Westwood’s in-house CPSIs (Certified Playground Safety Inspectors) are trained to perform playground inspections for safety hazards and ensure that they satisfy current national industry standards set by the American Society for Testing and Materials (ASTM) and the Consumer Product Safety Commission (CPSC). Services that may be provided at City’s request are inspection of the playground and issuance of one report.

Kat Lewis, PLA,
CPSI, one of our
Certified Playground
Inspectors, is seen here
completing a playground audit.

We closely evaluate fall zones,
safety surfacing, coordination
with grading, trip hazards,
accessible paths of travel,
and risks/hazards in
every inspection.

A. Refined Scope of Services
City of Madera
y Kick-Off Meeting with City
Staff
y Project Progress Meetings
y Final Schedule/Work Plan
y Topographical Survey
y Geotechnical Investigations
Preliminary Site Assessment
Report
y 50% Drawings
y 50% Estimates and Quantities
y Technical Specifications TOC
y Updated Project Schedule
y 50% Submittal Meeting and
Review with City
MONTH 1
Develop Conceptual
Site Design Options
Create Public Outreach
Materials and Facility
Public Meetings
C. Project Schedule
General Schedule & Key Milestones
The schedule shown below is a preliminary schedule with deliverables based on the project understanding and scope. It may be revised pending specific dates and needs of the City of Madera once the project commences.

Develop Final Site
Design and 3D
Renderings
y Public Meetings
y Refined Site Plan and 3D
Renderings
y Preliminary Cost Estimate and
Quantities
y Presentation Meeting
MONTHS 4–5
Kick-Off Scoping
Meeting With the
City
Schedule Refinement
and Work Plan
Strategy for Project
Completion
Conduct Site Analysis
and Site Investigations
Develop Preliminary
Cost Estimates for
Selected Conceptual
Site Design
Topographical Survey
Incorporate Staff
Comments into 50%
Drawings
Update Cost Estimates
for the Construction/
Delivery of Site Items
Develop Construction
Documentation,
Details, and
Specifications to
Realize Built Project
Conduct Regular
Meetings with City
y 90% & 100% Drawings
y 90% & 100% Estimates and
Quantities
y Technical Specifications Final
y Updated Project Schedule
y 90% & 100% Submittal
Meeting and Review with City
As Needed Assistance For:
y Pre-Bid Meeting Agenda &
Minutes
y Submittal & RFI Responses
y Plan Revisions
y Pre-Construction Meeting Minutes
y Site Observation Memos
y Supplemental Instructions
y As-Built Drawings
MONTHS 6-8 MONTH 9
Incorporate Staff
Comments Into 90%
& 100% Drawings
Update Cost Estimates
for the Construction/
Delivery of Site Items
Formally Submit Plans
to City
Construction
Management through
Completion/Opening
Pre-Bid Meeting
Guidance and
Management Through
Bidding Process
Incorporate Staff
Comments into 100%
Drawings
Conduct Regular
Meetings with City
Develop Final Bid
Package
Respond to RFIs and
Issue Addenda
Punch Walk
MONTHS 2–3
Perform Geotechnical
Engineering
Investigations
Task 1
Project Kick-Off/
Site Analysis/Data
Collection & Review
Task 2
Public Outreach/
Conceptual Design
Task 3
Design Development
(50% Design)
Task 4
90% and 100% Design
Task 5
Bid Package &
Construction
Oversight
Proposal of Ser vices Sunset Par k Design and Engineering Ser vices C. Project Schedule
E. Fee Proposal
Principal
(Chad Kennedy)
Senio Civil Engineer
(Kristen Scheidt)
Engineer 1
(Nick Villalobos)
Engineering Tech
(Gilbert Gomez)
Senior Landscape Architect 2
(Samir Khanna)
Senior Landscape Architect 2
(Karen Folsom)
Landscape Architect 2
(Wanyi Song)
Landscape Designer 1
(TBD)
Senior Electrical Engineer
(Doug Mutcher)
Electrical Tech
(TBD)
Senior Land Surveyor
(Scott Roberts)
Senior Surveyor 2
(TBD)
Surveyor 2
(TBD)
Survey Crew 2-man (Prevailing Wage)
(TBD)
Admin
(TBD)
Geotechnical Engineer
(Zac Crawford, ENGEO)
Reimbursables
& Reproduction Costs
Hours, Total
Task Subtotal
Task Total Fee
$330.00 $275.00 $160.00 $110.00 $230.00 $210.00 $190.00 $150.00 $305.00 $110.00 $250.00 $190.00 $190.00 $230.00 $120.00

TASK/DESCRIPTION
TASK 1 - PROJECT KICK-OFF/SITE ANALYSIS/DATA COLLECTION & REVIEW 1 1 1 0 8 0 13 6 3 1 9 4 30 8 0 155 $43,750.00 $47,680.00 Task Timeline: Week 1 - Week 4, Duration: 1 Month

1.1 M City Kick-Off Meeting 1 1 1 $500.00 3 $1,225.00 $1,300.00

1.2 Schedule Updates 2 2 $460.00 $460.00

1.3 Topographic Survey & Utilities Research & Mapping 1 2 9 4 30 8 54 $11,160.00 $11,160.00

1.4 Geotechnical Investigations 70 70 $25,700.00 $29,555.00

1.5 Site Analysis & Review Existing Data 0.5 0.5 6 1 1 9 $1,772.50 $1,772.50

1.6 Preliminary Site Assessment Report 1 0.5 0.5 4 4 6 1 17 $3,432.50 $3,432.50 TASK 2 - PUBLIC OUTREACH/CONCEPTUAL DESIGN 1.5 0.5 0 0 22 2 40 52 5 12 0 0 0 0 0 135 $24,857.50 $24,932.50 Task Timeline: Week 5 - Week 12, Duration: 2 Months

2.1 Public Meeting Preparation 8 $500.00 8 $1,700.00 $1,775.00

2.2 M Public Outreach #1 - Public Meetings 6 6 12 $2,520.00 $2,520.00

2.3 M City Review Meetings 1 2 3 $610.00 $610.00

2.4 Two Conceptual Designs 1 0.5 4 8 4 2 4 23.5 $4,557.50 $4,557.50

2.5 Conceptual Renderings & 3D's 2 4 12 18 $3,020.00 $3,020.00

2.6 Preliminary Cost Estimates 1 1 2 4 1 2 11 $1,945.00 $1,945.00

2.7 Op Public Outreach #2 - Survey (Optional) 1 1 8 10 $1,620.00 $1,620.00

2.8 M Presentation Meeting 1 1 4 6 $1,020.00 $1,020.00

2.9 Final Concept Plan (Refined) 0.5 1 1 4 8 1 2 17.5 $3,090.00 $3,090.00

2.10 Schedule Update 1 2 3 $530.00 $530.00

2.11 Final Submittal 4 12 2 1 4 23 $4,245.00 $4,245.00
TASK 3 - DESIGN DEVELOPMENT/CDS TO 50% COMPLETION 2.5 10 20 20 5.5 4 29 38 7.5 17 0 0 0 0 0 153.5 $26,947.50 $27,022.50 Task Timeline: Week 13 - Week 20, Duration: 2 Months

3.1 Preparation of Design Development Plans 1 2 8 16 2 24 32 4 12 $500.00 101 $16,780.00 $16,855.00

3.2 M Design Team Coordination Meeting 2 4 1 1 1 9 $1,915.00 $1,915.00

3.3 Site Lighting Photometric Study 1 1 2 4 $855.00 $855.00

3.4 Technical Specifications List 2 4 0.5 1 7.5 $1,452.50 $1,452.50

3.5 Cost Estimate 0.5 2 4 4 4 6 0.5 2 23 $3,827.50 $3,827.50

3.6 QA/QC 2 2 4 0.5 8.5 $2,002.50 $2,002.50

3.7 Schedule Update 0.5 0.5 $115.00 $115.00
TASK 4 - CONSTRUCTION DOCUMENTS (90% & 100% PS&E) 3 25 45 56 24 6 66 57 10.5 30 0 0 0 0 4 326.5 $56,577.50 $56,652.50 Task Timeline: Week 21 - Week 32, Duration: 3 Months

4.1 M 90% PS&E City Meeting 5 5 1 11 $2,405.00 $2,405.00

4.2 M 90% PS&E Design Team Coordination Meeting 1 1 1 1 1 5 $1,110.00 $1,110.00

4.3 90% PS&E Plan Preparation 1 6 16 32 2 8 32 2 16 $500.00 115 $17,710.00 $17,785.00

4.4 90% PS&E Draft Technical Specifications 2 6 1 8 1 2 4 24 $4,265.00 $4,265.00

4.5 90% PS&E Cost Estimate 1 4 4 2 8 8 0.5 1 28.5 $4,797.50 $4,797.50

4.6 90% PS&E QA/QC 4 2 1 7 $1,825.00 $1,825.00

4.7 90% PS&E Schedule Update 1 1 $230.00 $230.00

4.8 M 100% PS&E City Meeting 1 1 2 $420.00 $420.00

4.9 M 100% PS&E Design Team Coordination Meeting 2 1 1 1 0.5 0.5 6 $1,337.50 $1,337.50

4.10 100% PS&E Plan Preparation 1.5 4 12 16 1 8 16 1.5 4 64 $10,322.50 $10,322.50

4.11 100% PS&E Final Technical Specifications 2 2 1 8 4 17 $3,060.00 $3,060.00

4.12 100% PS&E Cost Estimate 1 2 4 1 8 0.5 0.5 17 $2,992.50 $2,992.50

4.13 100% PS&E QA/QC 1 2 4 2 0.5 9.5 $2,107.50 $2,107.50

4.14 100% PS&E Schedule Update 1 1 $230.00 $230.00

4.15 100% PS&E 100% Construction Documents/Bid Package 0.5 1 2 4 8 1 1 1 18.5 $3,765.00 $3,765.00 TASK 5 - BIDDING AND CONSTRUCTION SUPPORT 0.5 4 6 0 24 0 24 4 4 14 0 0 0 0 0 80.5 $16,165.00 $16,240.00

5.1 Bidding & Construction Support Allowance (Pre-Bid Meeting, Prepare Bid Addenda as Needed, Pre-Construction Meeting, Submittals and Shop Drawings, RFIs and Change Orders, Site Observation Reviews and Prepare Field Reports etc.

0.5 4 6 24 24 4 4 14
$500.00 80.5 $16,165.00 $16,240.00

8.5 40.5 72 76 83.5 12 172 157 30 74 9 4 30 8 4 70 $2,500.00 851 $2,805 $11,138 $11,520 $8,360 $19,205 $2,520 $32,680 $23,550 $9,150 $8,140 $2,250 $760 $5,700 $1,840 $480 $25,700 $2,805 $11,138 $11,520 $8,360 $19,205 $2,520 $32,680 $23,550 $9,150 $8,140 $2,250 $760 $5,700 $1,840 $480 $29,555 $2,875 $172,527.50 OPTIONAL TASK 6 - PLAYGROUND SAFETY INSPECTIONS 7 $1,840.00 $1,877.50

6.1 Op Playground Safety Inspections (Optional) 1 1 4 1 $250.00 7 $1,840.00 $1,877.50 1 0 0 0 1 4 1 0 0 0 0 0 0 0 0 0 7
$330 $0 $0 $0 $230 $840 $190 $0 $0 $0 $0 $0 $0 $0 $0 $0 $330 $0 $0 $0 $230 $840 $190 $0 $0 $0 $0 $0 $0 $0 $0 $0 $288 $174,405.00

TOTAL COSTS
GRAND TOTAL W/OPTIONAL TASK (Includes 15% mark-up on subconsultant/reimbursables) Westwood Professional Services
Tasks

TOTAL HOURS

TOTAL COSTS
SUB TOTAL (Includes 15% mark-up on subconsultant/reimbursables)

TOTAL OPTIONAL HOURS
E. Fee Proposal

SUNSET PARK DESIGN AND ENGINEERING SERVICES

PROPOSAL OF SERVICES

EXHIBIT B

INSURANCE REQUIREMENTS FOR CONSULTANTS
Without limiting Consultant’s indemnification of City, and prior to commencement of Work, Consultant 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 accident for bodily injury or disease. Consultant shall submit to 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 Professional Liability (Errors & Omissions) per claim and in the aggregate.

Consultant shall maintain professional liability insurance that insures against professional errors and omission that may be made in performing the Services to be rendered in connection with this Agreement. Any policy inception date, continuity date, or retroactive date must be before the effective date of this Agreement, and Consultant agrees to maintain continuous coverage through a period no less than three years after completion of the services required by this Agreement. The cost of such insurance shall be included in Consultant’s bid.

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, or to the exclusion of other coverage, or a waiver of any type.

Notice of Cancellation
Consultant agrees to oblige its insurance agent or broker and insurers to 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.

Self-insurance 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.

EXHIBIT C

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 is in 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.

Explanation:

Signature

(name)

(address)

(city state zip)
ϒ Additional page(s) attached.

ATTACHMENT 2
Resolution Amending the Fiscal Year 2025/26 Budget, approving related expenditure line items for the execution of the Consultant Services Agreement with Westwood Professional Services, Inc.

RESOLUTION NO. 26 -____

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MADERA, CALIFORNIA AMENDING THE FISCAL YEAR 2025/26 BUDGET, APPROVING

RELATED EXPENDITURE LINE ITEMS FOR THE EXECUTION OF THE CONSULTANT SERVICES AGREEMENT WITH WESTWOOD PROFESSIONAL SERVICES, INC.

WHEREAS, the City Council previously approved Operating City-wide Budget for 2025/26 Fiscal Year; and
WHEREAS, the City wishes to enter into a Consultant Services Agreement with Westwood Professional Services, Inc. for the design and engineering services of Sunset Park; and
WHEREAS, an amendment to the City’s Adopted Budget for the 2025/26 Fiscal Year, listed in Exhibit A, attached hereto, is necessary to account for related expenditures pertaining to the execution of the contract, totaling $174,405.

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

1. The above recitals are true and correct.

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

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

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

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

PARKS DIF
40880000 6800 Developer Reimbursment $ 174,405
40880000 8200 Transfer Out
174,405
$ 174,405 $ 174,405
Budget Amendment

PARKS GRANTS
41096364 4355 Transfer-In $ 174,405
41096364 7050 Construction/Infrastructure 174,405
$ 174,405 $ 174,405

EXHBIT A

CITY OF MADERA
Budget Appropriations: Res. 26-______
Budget Transfer & Amendment for Fiscal Year 2025/26
1 REPORT TO THE MADERA CITY COUNCIL
Council Meeting of: February 4, 2026
Agenda Number: E-1
To: Honorable Mayor and City Councilmembers
From: Kristina Gallagher, Executive Director
Madera County Economic Development Commission
SUBJECT:

City contribution towards the Madera County Economic Development Commission (EDC) for Fiscal Year (FY) 2026/27 in the amount of $194,268.22
RECOMMENDATION:

The EDC recommends the City Council (Council) adopt a minute order approving the 2026/27 Basic Service Level Budget as submitted.

SUMMARY:

The City, along with the County of Madera and the City of Chowchilla, established a Joint Powers Authority (JPA) in 1968 to create an agency with the expressed purpose of attracting and establishing industry in the region. The EDC is seeking funding to continue with its core mission for the upcoming fiscal year.

DISCUSSION:

History & Board Composition
The EDC was created by the County of Madera and the cities of Madera and Chowchilla through a JPA in 1968. On an annual basis, the EDC approaches each respective agency and outlines budget needs and contribution amounts. In an effort to identify needs, EDC staff works collaboratively with its Board of Commissioners, comprised of 13 members from local chambers, industry and public utility to plan the upcoming year’s strategy and efforts. Budget needs are more narrowly defined by the EDC Executive Committee, which is comprised of 5 of the 13 aforementioned Board of Commissioners.

Role of the EDC
The EDC, in partnership with the City, works tirelessly on:

1. Attracting new businesses, particularly job creation

2. Assisting existing businesses to expand, including identifying and providing loans

3. Retention of existing businesses that are seeking and relocating outside of the region

4. Serving as a liaison between the City and businesses Return to Agenda
As part of these efforts, the EDC:
 Attends trade shows, mission trips and conferences
 Communicates with corporate site selectors to identify needs  Highlights local business on social media and electronic newsletter  Identifies key personnel at public utility companies (e.g. PG&E, AT&T, Comcast)  Generates data on market conditions
 Attends ribbon cuttings, ground breakings, and networking events  Keeps website updated to reflect new listings and updates on new developments  Develops and maintains on-going relationships with State and Federal elected officials  Provides legislative updates as they relate to economic development Additionally, EDC is actively working on attracting other businesses; however, due to confidential guidelines, specific details cannot be shared at this time.

Table 1: Highlights
North Fork Mono
Casino
Madera County Food
Bank
Ultra Gro
Madera Community
Hospital
Imperial Jewelry La Belle Medical Spa
7-Eleven Travel
Center/Truck Stop
California Custom
Processing
Freedom Industrial Park
King Husein School Camerena Health WHSE Partners
California Central Valley EDC
While the EDC represents the JPA agencies, it is also part of a six-county wide economic consortium, the California Central Valley Economic Development Corporation (CCVEDC). Nationally recognized, the CCVEDC supports the EDC by connecting key decision-makers, generating proprietary research and data, and organizing site tours with corporate site selectors. Membership provides EDC access to CCVEDC’s prospects and leads.

Regional EDC
Worth noting is that EDC also serves on a county-wide basis for several agencies, organizations and programs, including:

A. The Eastern Madera County Foundation
B. Workforce Development Board of Madera County
C. The Greater Madera County Industrial Association
D. Recycling Market Development Zone (Zone administrator working with CalRecyle and Madera County businesses that use recycled materials to prevent adding to the landfill) E. The Madera County and City of Madera Revolving Loan Fund programs F. MCEDC acted as a partner with the County of Madera on their CARES Act Funding and ARPA Funding for the Microbusiness Grant programs
The EDC is also a leader in promoting Madera with ongoing press releases, social media, blogs, the Real Estate Update, Annual Report and the MCEDC Marketing Packet.

Current Request
The proposed total budget for Fiscal Year (FY) 2026/27 is $475,448.40 for the MCEDC. The contribution amounts are proportionally based on population. Sponsorships to the EDC vary annually, in FY 2024/25, the EDC received $15,000 in event sponsorships between the Economic Summit and the State of the County. Additionally, in FY 2024/25 MCEDC received $10,000 in sponsorship funds from PG&E. PG&E notified MCEDC that for FY 2025/26, they will be sending $10,000. While the sponsorships do help fill in gaps in the Basic Service Level Budget, they are not a steady source of funding, vary annually and are used as a rainy day fund or for backfilling funding gaps for events.

For the upcoming year, EDC staff, along with the Board of Commissioners, determined the following contribution amounts:

Table 2: Contribution Amounts
County City of Madera Chowchilla Total
Contribution $241,337.61 $194,268.22 $39,842.58 $475,448.40 Population % 50.76% 40.86% 8.38% 100%
The FY 2026/27 Basic Service Level Budget reflects a $346.29 decrease over the FY 202/26 budget. Per the JPA agreement, each jurisdiction contributes a pro-rated share of the EDC Basic Service Level Budget based on population. The EDC conducts an annual review of the most recent population numbers from the State of California Department of Finance (DOF).

The City of Madera experienced a 117 decrease in population, resulting in a slight decrease in its proportional share. According to the DOF data, the City of Madera population represents 40.86 % of the County’s population. This equates to $194,268.22 for the 2026/27 fiscal year, a decrease of $346.29 from the previous year. Table 3 provides an overview of the City’s contribution for the last several years, including the proportional share from the City.

Table 3: The City’s Contribution Amounts and Proportional Share $ contribution Population % of the County
FY 2026/27 $194,268.22 40.86%
FY 2025/26 (current) $194,614.51 41.77%
FY 2024/25 $186,081.37 41.44%
FY 2023/24 $181,437.86 41.83%
FY 2022/23 $179,428.99 41.75%
It should also be noted that the EDC has experienced slight increases in its operational expenses, including salary adjustments, increases in insurance and overhead expenses.

FINANCIAL IMPACT:

This request will have an impact on the General Fund in the amount of $194,268.22. While this request is being made as the City is preparing its FY 2026/27 Annual Operating budget, it is done so given that the current JPA agreement states the following on Page 7 of the contract: “One PARTY may withdraw from the Agreement, if written notice of withdrawal is given to the other PARTIES by March 1 of any given year.”
ATTACHMENTS:

1. Exhibit A: Summary of Staff Time

2. Exhibit B: EDC Projected Budget
Summary of Staff Time EXHIBIT A
*Based on population County of City of City of
Madera Madera Chowchilla TOTAL
Business Assistance/Office Manager 50.76% 40.86% 8.38% 100% ** 5% to CDBG
Business Assistance/Office Manager **CDBG 5%
Salary $65,515.58 $31,592.92 $25,431.18 $5,215.70 $62,239.80 $3,275.78 Retirement $4,913.67 $2,369.47 $1,907.34 $391.18 $4,667.99 $245.68 Employer Taxes $5,011.94 $2,416.86 $1,945.48 $399.00 $4,761.34 $250.60 Workers Comp. $350.00 $168.78 $135.86 $27.86 $332.50 $17.50 Medical $21,474.22 $10,355.30 $8,335.65 $1,709.56 $20,400.51 $1,073.71 Dental $500.00 $241.11 $194.09 $39.81 $475.00 $25.00
Vision $100.00 $48.22 $38.82 $7.96 $95.00 $5.00
Life/LTD $350.00 $168.78 $135.86 $27.86 $332.50 $17.50
$47,361.44 $38,124.28 $7,818.93 $93,304.64 $4,910.77
Business Development/Mkting Manager
Salary $53,812.50 $27,315.23 $21,987.79 $4,509.49 $53,812.50 Retirement $4,035.93 $2,048.64 $1,649.08 $338.21 $4,035.93 Employer Taxes $4,116.66 $2,089.62 $1,682.07 $344.98 $4,116.66 Workers Comp $300.00 $152.28 $122.58 $25.14 $300.00
Medical $15,406.52 $7,820.35 $6,295.10 $1,291.07 $15,406.52 Dental $350.00 $177.66 $143.01 $29.33 $350.00
Vision $75.00 $38.07 $30.65 $6.29 $75.00
Life/LTD $300.00 $152.28 $122.58 $25.14 $300.00
$39,794.12 $32,032.85 $6,569.64 $78,396.61
Executive Director
Salary $148,511.96 75,384.67 $ 60,681.99 $ 12,445.30 $ $148,511.96 Retirement $11,138.40 5,653.85 $ 4,551.15 $ 933.40 $ $11,138.40 Employer Taxes $11,361.17 5,766.93 $ 4,642.17 $ 952.07 $ $11,361.17 Workers Comp $2,500.00 1,269.00 $ 1,021.50 $ 209.50 $ $2,500.00 Medical $20,285.62 10,296.98 $ 8,288.70 $ 1,699.93 $ $20,285.62 Dental $500.00 253.80 $ 204.30 $ 41.90 $ $500.00
Vision $100.00 50.76 $ 40.86 $ 8.38 $ $100.00
Life/LTD $600.00 304.56 $ 245.16 $ 50.28 $ $600.00
$98,980.55 $79,675.84 $16,340.76 $194,997.15
$186,136.11 $149,832.97 $30,729.33 $366,698.40
EDC Projected Expenses County City City
(Exhibit B) of Madera of Madera of Chowchilla TOTAL
Staff Salaries/Other Compensation 134,292.82 108,100.96 22,170.48 264,564.26 Staff Benefits/Taxes 51,843.29 41,732.01 8,558.84 102,134.14 Subtotal 186,136.11 149,832.97 30,729.33 366,698.40
Operating Expenses % to be applied 50.76% 40.86% 8.38% 100% Audit 5,700 2,893.32 2,329.02 477.66 5,700.00
Auto Expense/Travel 3,500 1,776.60 1,430.10 293.30 3,500.00 Conference/Training 3,500 1,776.60 1,430.10 293.30 3,500.00 Staff Expense 2,500 1,269.00 1,021.50 209.50 2,500.00
Insurance/Surety Bonds 2,350 1,192.86 960.21 196.93 2,350.00 Office Supplies 2,000 1,015.20 817.20 167.60 2,000.00
Office Rent 26,000 13,197.60 10,623.60 2,178.80 26,000.00 Organizational Dues 1,500 761.40 612.90 125.70 1,500.00 Postage 250 126.90 102.15 20.95 250.00
Newsletter 2,000 1,015.20 817.20 167.60 2,000.00
Printing 250 126.90 102.15 20.95 250.00
Publications/Directories 1,700 862.92 694.62 142.46 1,700.00 Repairs/Maintenance 3,500 1,776.60 1,430.10 293.30 3,500.00 Telephone 3,500 1,776.60 1,430.10 293.30 3,500.00
Utilities 5,300 2,690.28 2,165.58 444.14 5,300.00
Commission Expense 200 101.52 81.72 16.76 200.00
Equipment Rental 3,000 1,522.80 1,225.80 251.40 3,000.00 Marketing 42,000 21,319.20 17,161.20 3,519.60 42,000.00 108,750.00 55201.5 44435.25 9,113.25 108,750.00
TOTAL Fiscal Year 26/27 241,337.61 194,268.22 39,842.58 475,448.40 County of Madera City of Madera City of Chowchilla
Madera City Council Meeting
February 4, 2026
Agenda Item E-2
E-2 Selecting Recipient for February Proclamation
Recommendation: Request for Council’s Selection of a
Recipient for the Proclamation Recognizing
Black History Month (Report by Alicia
Gonzales)
There is no written report for this item.

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Madera City CouncilFebruary 4, 2026

Madera City Council
February 4, 2026