Agenda packet — Madera City Council, October 7, 2026

Update 10/01/26 7:30 p.m. Madera City Council Agenda Page 1 of 7 October 7, 2026

REGULAR MEETING OF THE MADERA CITY COUNCIL AND SPECIAL

MEETING OF THE MADERA CITY COUNCIL AS THE GROUNDWATER

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

NOTICE AND AGENDA
Wednesday, October 7, 2026 Council Chambers
6:00 p.m. City Hall
The City Council meetings are open to the public. The meeting may also be viewed and accessed remotely at www.zoom.us/wc/87002784359/join. Members of the public may provide comments on agenda items in person, through Zoom, or by phone at (669) 900-6833 using meeting ID: 870 0278 4359followed by the # key, or by email at [email protected]. To comment by phone, press *9 to raise your hand and *6 to unmute when called upon. Written comments may also be submitted by mail to 205 W. 4th Street, Madera, CA 93637.

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Update 10/01/26 7:30 p.m. Madera City Council Agenda Page 2 of 7 October 7, 2026
CALL TO ORDER:

ROLL CALL: Mayor Cece Gallegos
Mayor Pro Tem Rohi Zacharia, District 1
Councilmember Jose Rodriguez, District 2
Councilmember Steve Montes, District 3
Councilmember Anita Evans, District 4
Councilmember Elsa Mejia, District 5
Councilmember Artemio Villegas, District 6
INVOCATION: Pastor Daniel Martinez, 4th Street Church
PLEDGE OF ALLEGIANCE:

APPROVAL OF AGENDA:

PRESENTATIONS:

1. Proclamation Recognizing Indigenous Peoples’ Day

2. Proclamation Recognizing Disability Awareness Month

3. Assemblymember Esmeralda Soria Legislative Update
PUBLIC COMMENT:

The first 15 minutes of the meeting are reserved for members of the public to address the Council on items which are within the subject matter jurisdiction of the Council. Speakers shall be limited to three minutes.

Speakers will be asked, but are not required, to identify themselves and state the subject of their comments. If the subject is an item on the Agenda, the Mayor has the option of asking the speaker to hold the comment until that item is called. Comments on items listed as a Public Hearing on the Agenda should be held until the hearing is opened. The Council is prohibited by law from taking any action on matters discussed that are not on the agenda, and no adverse conclusions should be drawn if the Council does not respond to public comment at this time.

A. PUBLIC HEARINGS:

A-1 Consideration of Ordinance Text Amendment (OTA) 2026-04 to Amend the Provisions of Chapter 3 of Title X: Planning and Zoning of the City Municipal Code Pertaining to Exterior Colors in Commercial Zone Districts
Recommendation: Waive full reading and introduce by title only an Ordinance of the City Council of the City of Madera determining the project is exempt pursuant to Section 15061(b)(3) of the California Environmental Quality Act (CEQA) Guidelines and amending Chapter 3 of Title X: Planning and Zoning of the City Municipal Code (CMC) pertaining to Exterior Colors in Commercial Zone Districts (CMC § 10-3.419) (Report by Will Tackett) Update 10/01/26 7:30 p.m. Madera City Council Agenda Page 3 of 7 October 7, 2026
B. CONSENT CALENDAR:

Matters listed under the Consent Calendar are considered routine and will be enacted by one motion and one vote. There will be no separate discussion of these items. If discussion is desired, a member of the public or a member of the Council may request an item be removed from the Consent Calendar and it will be considered separately.

B-1 Minutes – September 16, 2026
Recommendation: Approve the City Council Minutes of September 16, 2026 (Report by Alicia Gonzales)
B-2 Informational Report on Register of Audited Demands Recommendation: Review Register of Audited Demands Report for September 5, 2026 to September 25, 2026 (Report by Michael Lima)
B-3 Memorandum of Understanding with Madera Unified School District (MUSD) for the Expanded Learning Opportunities Program Winter Camp 2027 Recommendation: 1. Adopt a Resolution Approving a Memorandum of Understanding (MOU) with MUSD for the Expanded Learning Opportunities Program (ELOP) Winter Camp 2027, not to exceed $23,181; and

2. Adopt a Resolution Amending the Fiscal Year 2026/27 Operating Budget, Approving Related Line Items for the Execution of said MOU (Report by Joseph Hebert)
B-4 Madera Elks Lodge Fee Waiver Request for the Madera Elks Hoop Shoot Event Recommendation: Adopt a Resolution Waiving the rental fees of the John Wells Youth Center (JWYC) on October 17, 2026, related to a Hoop Shoot Contest Hosted by the Madera Elks Lodge #1918, at an Anticipated Rental Fee of $425 (Report by Joseph Hebert)
B-5 Madera Coalition for Community Justice Fee Waiver Request for the Don’t Ghost Your Vote Event
Recommendation: Adopt a Resolution Waiving the Rental Fees of the Pan-American Community Center (PACC) on October 24, 2026, related to the Don’t Ghost Your Vote Event Hosted by Madera Coalition for Community Justice, at an Anticipated Rental Fee of $1,030 (Report by Joseph Hebert) B-6 Second Reading and Adoption of an Ordinance Amending the City’s Municipal Code Relating to Vacant Buildings
Recommendation: Waive Full Reading and Adopt by Title Only an Ordinance of the City Council of the City of Madera Repealing Chapter 12 of Title IX, and Adopting a New Chapter 12 of Title IX entitled “Vacant Buildings” (Report by Giachino Chiaramonte)
B-7 Request to Waive City Fees Relating to Madera High School’s Homecoming Parade Recommendation: Adopt a Resolution to Ratify Waiving the Fees to Cover the Costs of City Services Relating to the Madera High School Homecoming Parade in the amount of $2,136 (Report by Giachino Chiaramonte)
Update 10/01/26 7:30 p.m. Madera City Council Agenda Page 4 of 7 October 7, 2026
B-8 Raymond Road Street Improvements Rebid, City Project R-37, CMAQ 5157(094), Shoulder Paving and RMRA Street Rehab
Recommendation: Adopt a Minute Order Approving:

1. Acceptance of Raymond Road Street Improvements Rebid, City Project R-37, CMAQ 5157(094), Shoulder Paving and RMRA Street Rehab; and

2. Recording of Notice of Completion; and

3. Release of Retention 35 days After the Recording of the Notice of Completion (Report by Keith Helmuth)
B-9 Storey Road Shoulder Paving, City Project R-60, CMAQ 5157(114) Adopt a Minute Order Approving:

1. Acceptance of Storey Road Shoulder Paving, City Project R-60, CMAQ 5157(114); and

2. Recording of Notice of Completion; and

3. Release of Retention 35 days After the Recording of the Notice of Completion (Report by Keith Helmuth)
B-10 Westberry Bridge, City Project B-02
Recommendation: Adopt a Resolution Approving Amendment No. 1 to the Agreement with Cornerstone Structural Engineering Group (Cornerstone), Inc. for $99,825 for Additional Design and Permitting Services for the Westberry Bridge, City Project B-02 (Report by Keith Helmuth)
B-11 Amendment No. 2 to Agreement with Stantec Consulting Services, Inc. Additional Engineering Services for the Ongoing Projects at the Wastewater Treatment Plant Recommendation: Adopt a Resolution Approving Amendment No. 2 to the Agreement with Stantec Consulting Services, Inc. for the Wastewater Treatment Plant (WWTP) Improvements Project, Authorizing Additional ConstructionPhase Engineering Support through Completion of the new IPS Wet Well, for a Total Not-to-Exceed Amount of $113,000 (Report by Harpiar Gandhi)
B-12 Two Easement Deeds for Sidewalk Improvements at Various Locations City Project R-94 Bid Package 3 Phase 1 AHSC Agreement No. 19-AHSC-12761
Recommendation: Adopt a Resolution Approving an Agreement for Purchase of Easements at 944 East Yosemite Avenue, Madera, CA 93638 (APN 008-012-007) and 932 East Yosemite Avenue, Madera, CA 93638 (APN 008-012-006) (Report by Keith Helmuth)
B-13 Amendment to Engagement Agreement with Baker, Donelson, Bearman, Caldwell, & Berkowitz, PC (Baker Donelson) for Specialty Legal Services Relating to Disaster Recovery Recommendation: Adopt a Resolution Approving an Amendment to the Engagement Agreement with Baker Donelson for Limited Engagement as Legal Counsel in Support of the City’s Application for Disaster Relief Funds for the January 2023 Winter Storms Event (Report by Wendy Silva) Update 10/01/26 7:30 p.m. Madera City Council Agenda Page 5 of 7 October 7, 2026
B-14 Certificate of Recognition Honoring Madera Unified School District’s 60th Anniversary Celebration
Recommendation: Adopt a Minute Order Approving a Certificate of Recognition Honoring Madera Unified School District’s 60th Anniversary Celebration (Report by Alicia Gonzales)
B-15 Memorandum of Understanding with Respect to the Cost Sharing for Water Years 2026-2028 Madera Subbasin Groundwater Sustainability Plan (GSP) Annual Reports (Action on this Item by the Groundwater Sustainability Agency (GSA))
Recommendation: Approve a Resolution Approving Memorandum of Understanding with Respect to the Cost Sharing for Water Year 2026-2028 Madera Subbasin GSP Annual Reports (MOU) (Report by Keith Helmuth)
C. WORKSHOP:

C-1 Half Marathon Event Information
Recommendation: This report was prepared at the direction of the City Council (Council) for informational purposes. Council to provide direction, if desired (Report by Joseph Hebert)
D. PETITIONS, BIDS, RESOLUTIONS, ORDINANCES, AND AGREEMENTS:

D-1 Award of a Professional Services Agreement to The Code Group, Inc. dba VCA Code for the REAP 2.0 Downtown Mixed-Use Housing Implementation Strategy and Development Readiness Project
Recommendation: Adopt a Resolution Determining the Project is exempt from the Provisions of the California Environmental Quality Act (CEQA) Pursuant to Sections 15262 and 15061(b)(3) of the CEQA Guidelines and Approving a Professional Services Agreement with The Code Group, Inc. (dba VCA Code) for the REAP 2.0 Downtown Mixed-Use Housing Implementation Strategy and Development Readiness Project in an Amount Not to Exceed $375,545 (Report by Will Tacket)
D-2 Application for Financial Assistance for the 2.5 million-gallon Water Storage Recommendation: Adopt a Resolution Declaring the City’s intent to Reimburse Project Costs from Future Financing Proceeds for Eligible Project Expenditures Incurred Prior to Execution of the Final Financing Agreement for the 2.5 milliongallon (MG) Water Tank in Northeast Madera, City Project No. WT-0001 (Report by Keith Helmuth)
D-3 Mayor’s Christmas Concert
Recommendation: This report has been prepared at the request of the Mayor, therefore there is no staff recommendation provided. Council is asked to consider and determine whether to adopt the Resolution approving a facility use permit with Madera Unified School District and ratifying the application for PG&E grant funds (Report by Wendy Silva)
Update 10/01/26 7:30 p.m. Madera City Council Agenda Page 6 of 7 October 7, 2026
E. ADMINISTRATIVE REPORTS:

E-1 City Partnerships and Programs with Madera Unified School Districts Recommendation: This item is informational only; therefore, no Council action is required (Report by Arnoldo Rodriguez)
E-2 Selecting Recipients for November Proclamations
Recommendation: Request for Council’s Selection of Recipients for the following Proclamations: Veterans Day and Small Business Saturday (Report by Alicia Gonzales)
F. COUNCILMEMBER REPORTS/ANNOUNCEMENTS/FUTURE AGENDA ITEMS:

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

G. CLOSED SESSION: None
FUTURE MEETING DATES:
 Wednesday, October 21, 2026
 Wednesday, November 18, 2026
ADJOURNMENT:

 The meeting room is accessible to the physically disabled. Requests for accommodations for persons with disabilities such as signing services, assistive listening devices, or alternative format agendas and reports needed to assist participation in this public meeting may be made by calling the City Clerk’s Office at (559) 661-5405 or emailing [email protected] . Those who are hearing impaired may call 711 or 1-800-735-2929 for TTY Relay Service. Requests should be made as soon as practicable as additional time may be required for the City to arrange or provide the requested accommodation.

Requests may also be delivered/mailed to: City of Madera, Attn: City Clerk, 205 W. 4th Street, Madera, CA 93637. At least seventy-two (72) hours’ notice prior to the meeting is requested but not required.

When making a request, please provide sufficient details that the City may evaluate the nature of the request and available accommodations to support meeting participation. Please also provide appropriate contact information should the City need to engage in an interactive discussion regarding the requested accommodation.
 Please silence or turn off cell phones and electronic devices while the meeting is in session.  Regular meetings of the Madera City Council are held the 1st and 3rd Wednesday of each month at 6:00 p.m. in the Council Chambers at City Hall.
 Any writings or documents provided to a majority of the City Council within 72 hours of the meeting regarding any item on this agenda will be made available for public inspection at the City Clerk’s office located at 205 W. 4th Street, Madera, CA 93637 and on the City website at www.madera.gov  Questions regarding the meeting agenda or conduct of the meeting, please contact the City Clerk’s Office at (559) 661-5405.
 Para asistencia en español sobre este aviso, por favor llame al (559) 661-5405.

Update 10/01/26 7:30 p.m. Madera City Council Agenda Page 7 of 7 October 7, 2026
I, Alicia Gonzales, City Clerk for the City of Madera, declare under penalty of perjury that I posted the above agenda for the Regular Meeting of the Madera City Council for October 7, 2026, near the front entrances of City Hall and on the City’s website www.madera.gov at 7:30 p.m. on October 1, 2026. _______________________
Alicia Gonzales, City Clerk

REPORT TO THE CITY COUNCIL
Approved by: Council Meeting of: October 7, 2026
_________________________________ Agenda Number:

Will Tackett, Community Development Director
_________________________________
Arnoldo Rodriguez, City Manager

SUBJECT
Consideration of Ordinance Text Amendment (OTA) 2026-04 to Amend the Provisions of Chapter 3 of Title X: Planning and Zoning of the City Municipal Code Pertaining to Exterior Colors in Commercial Zone Districts

RECOMMENDATION
The Planning Commission and staff recommend the City Council conduct a public hearing and act as follows:

1. Waive full reading and introduce by title only an Ordinance of the City Council of the City of Madera determining the project is exempt pursuant to Section 15061(b)(3) of the California Environmental Quality Act (CEQA) Guidelines and amending Chapter 3 of Title X: Planning and Zoning of the City Municipal Code (CMC) pertaining to Exterior Colors in Commercial Zone Districts (CMC § 10-3.419).

SUMMARY:

On May 20, 2026, the City Council adopted Ordinance No. 1021, adding Section 10-3.419 Exterior Colors in Commercial Zone Districtsto Chapter 3 of Title X: Planning and Zoning of the City Municipal Code (CMC). At the same hearing, the Council also adopted accompanying Resolution No. 26-84, adopting a City-approved color palette for the painting of new buildings and repainting of existing buildings in Commercial Districts. The ordinance became effective on June 20, 2026.

Since adoption, concern of paint color on fencing has been brought to the attention of staff. The ordinance, as adopted, does not adequately address all structures, walls/fences and other vertical elements commonly found associated with commercial development, (e.g., flagpoles, ancillary buildings, solid waste enclosures, etc.).

In accordance with the provisions of CMC § 10-3.1500 et seq., staff prepared proposed amendments to the Zoning Regulations in the form of a draft ordinance. The draft was presented A-1

RETURN TO AGENDA
during a public hearing, on September 8, 2026, for consideration by the Planning Commission and a recommendation to the Council. Following the public hearing, the Commission adopted Resolution No. 2061 recommending the Council approve OTA 2026-04. Staff are presenting the ordinance proposed for adoption with minor changes to formatting and additional inclusionary language to provide better clarity respective to the areas of applicability, but which are substantially compliant and consistent with the intent and recommendation of the Commission.

ANALYSIS:

OTA 2026-04 would amend the Zoning Regulations (Chapter 3 of Title X: Planning and Zoning of the CMC), to amend standards for approval of exterior paint colors within Commercial Zones to include fences and vertical elements, including flagpoles, ancillary buildings, trash enclosures, etc.

Pursuant to Section 10-3.1502 of the City Municipal Code, an amendment to the Zoning Regulations may be initiated by the Director and referred to the Planning Commission for public hearing and recommendations to the Council. Accordingly, the Director initiated OTA 2026-02 to amend CMC § 10-3.419 Exterior Colors in Commercial Zone Districts to include all structures, walls/fences and other vertical elements commonly associated with commercial development, including flagpoles, ancillary buildings, trash enclosures, etc.

In accordance with the provisions of Sections 10-3.1507 and 10-3.1508 of the City Municipal Code (CMC), staff prepared the proposed amendments to the Zoning Regulations in the form of the draft ordinance and then scheduled a required public hearing before the Planning Commission for consideration and a recommendation to the City Council on the proposed amendment. The draft ordinance was presented to the Planning Commission on September 8, 2026. Following a public hearing, the Planning Commission adopted Resolution No. 2061, forwarding their recommendation for approval to the City Council.

In accordance with the provisions of CMC Section 10-3.1509, following receipt of the recommendation made by the Commission, the Council may adopt, revise or deny the amendment, or any part thereof, in such form as the Council may deem to be advisable.

ENVIRONMENTAL REVIEW:

The California Environmental Quality Act (CEQA) Guidelines (California Code of Regulations, Title 14, Chapter 3, Section 15000, et seq.)specify that a “project” consists of the whole of an action (i.e., not the individual pieces or components) that may have a direct or reasonably foreseeable indirect effect on the environment. This proposal qualifies as a project under CEQA because it involves an amendment to the zoning ordinance as described in CEQA Guidelines Section 15378(a)(1) but has no direct or reasonably foreseeable indirect effect on the environment.

OTA 2026-04 does not authorize any particular activity beyond what will already have been evaluated for purposes of CEQA and is being implemented to address paint color in the Commercial Zones. Staff supports a finding consistent with CEQA Guidelines Section 15061(b)(3). Under this “common sense” rule, it can be shown with certainty that the project does not have the potential to have a significant effect on the environment, and therefore it is not subject to further environmental review.

COUNCIL ACTION:

The Council will be acting on OTA 2026-04. Staff and the Planning Commission recommend that the Council hold a public hearing and:

ALTERNATIVES:

As an alternative, the Council may elect to:

1. Move to adopt, revise or deny the amendment, or any part thereof, in such form as the Council may deem to be advisable.

2. Move to refer the item back to staff and/or continue the public hearing to a future City Council meeting at a date and time certain with direction to staff to return with an updated staff report and/or Ordinance (Council to specify and articulate reasons for referral/continuance).

3. Provide staff with other alternative directives.

ATTACHMENTS:

1. Planning Commission Resolution No. 2061 (Recommendation)

2. City Council Ordinance
ATTACHMENT 1
Planning Commission Resolution No. 2061
(Recommendation)

Mohammad (M), Perez (S), Gran, Lopez-Maciel, Riche

ATTACHMENT 2
City Council Ordinance
ORDINANCE NO. __________

AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF MADERA
DETERMINING THE PROJECT IS EXEMPT PURSUANT TO SECTION 15061(B)(3)

OF THE CALIFORNIA ENVIRONMENTAL QUALITY ACT (CEQA) GUIDELINES AND AMENDING CHAPTER 3 OF TITLE X: PLANNING AND ZONING OF THE CITY

MUNICIPAL CODE (CMC) PERTAINING TO EXTERIOR COLORS IN COMMERCIAL ZONE DISTRICTS (CMC § 10-3.419)
WHEREAS, pursuant to the authority granted to the City of Madera (“City”) by Article XI, Section 7 of the California Constitution, the City has the police power to adopt regulations designed to promote public health, public morals, or public safety; and
WHEREAS, comprehensive zoning regulations and regulations upon the use of land and property within the City, including regulation of paint color, lie within the City’s police power; and WHEREAS, pursuant to the provisions of Section 10-3.1502 of the City Municipal Code (CMC) an amendment to the Zoning Regulations contained in Title X, Chapter 3 Planning and Zoning of the CMC may be initiated by the (Planning) Director whenever the public necessity, convenience, general welfare, or good zoning practices require; and
WHEREAS, in accordance with the provisions of CMC § 10-3.1502, the Community Development Director initiated the procedure for Ordinance Text Amendment (OTA) 2026-04, to amend the Zoning Regulations pertaining to the applicability of the standards for Exterior Colors in Commercial Zone Districts (CMC § 10-3.419); and
WHEREAS, a preliminary environmental assessment was performed, and the proposed project was found to be exempt pursuant to Section 15061(b)(3) (General Rule/Common Sense) of the California Environmental Quality Act (CEQA) Guidelines; and.

WHEREAS, pursuant to the provisions of Section 10-3.1500 et seq. of the CMC, the Planning Commission held a duly noticed public hearing for OTA 2026-04 on September 8, 2026, conducted a public hearing and after due consideration of all the items before it, adopted Resolution No. 2061 recommending that the Council approve OTA 2026-04; and
WHEREAS, in accordance with the provisions of CMC Section 10-3.1509, following receipt of the recommendation made by the Planning Commission, the Council shall set the matter for public hearing and may adopt the amendment, or any part thereof, set forth in the petition in such form as the Council may deem to be advisable; and
WHEREAS, the City provided notice of the Council hearing of October 7, 2026, on September 26, 2026, as required by law; and.

WHEREAS, the Council received and independently reviewed OTA 2026-04 at the regularly scheduled meeting of the Council held on October 7, 2026; and WHEREAS, at the October 7, 2026, Council meeting, a public hearing was held, the public was provided the opportunity to comment, and evidence, both written and oral, was considered by the Council; and.

WHEREAS, after due consideration of the items before it, the Council now desires to approve OTA 2026-04 and adopt this Ordinance amending Chapter 3 of Title X: Planning and Zoning of the CMC by amending Section 10-3.419 EXTERIOR COLORS IN COMMERCIAL ZONE DISTRICTS .

NOW, THEREFORE, the City Council of the City of Madera ordains as follows:

1. Recitals: The City Council hereby finds that all of the facts set forth in the recitals are true and correct and are incorporated herein.

2. CEQA: A preliminary environmental assessment was prepared for this project in accordance with the requirements of the California Environmental Quality Act (CEQA). The City Council has determined the project is exempt pursuant to Section 15061(b)(3) of the CEQA Guidelines. The activity is covered by the “Common Sense” exemption that CEQA applies only to projects which have the potential for causing a significant effect on the environment. Where it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment, the activity is not subject to CEQA. Here, OTA 2026-04 does not authorize any particular activity beyond what will already have been evaluated for purposes of CEQA and proposes amendments to local ordinance only for the purpose of implementing local policy. Any proposed future development or requests for discretionary action would be subject to CEQA analysis as mandated for project discretionary approvals. No further environmental analysis is required.

3. Approval of OTA 2026-04: The Council hereby approves OTA 2026-04, and amends Subsection (A) of Section 10-3.419 (Exterior Colors in Commercial Zone Districts) of Chapter 3 of Title X of the CMC as follows:
§ 10-3.419 EXTERIOR COLORS IN COMMERCIAL ZONE DISTRICTS This section sets standards for approval of exterior paint color for structures within Commercial Zones.
(A) Applicability. The standards of this section apply to:
(1) New buildings, structures, walls/fences and vertical elements, including but not limited to flagpoles, ancillary buildings, trash enclosures, etc.; (2) Additions or alterations to existing buildings, structures, walls/fences and vertical elements, including but not limited to flagpoles, ancillary buildings, trash enclosures, etc.; (3) Reconstruction of existing buildings, structures, walls/fences and vertical elements, including but not limited to flagpoles, ancillary buildings, trash enclosures, etc., for which destruction or demolition was caused by a natural disaster or other catastrophic event; (4) Repainting of existing buildings, structures, walls/fences and vertical elements, including but not limited to flagpoles, ancillary buildings, trash enclosures, etc.; (5) Exception: This section shall not apply to remediation of vandalism, such as graffiti, provided the paint color substantially matches the existing building color.

4. Severability. If any section, subsection, sentence, clause, phrase, or portion of this ordinance is, for any reason, held to be invalid or unconstitutional by the decision of any court of competent jurisdiction, such decision shall not affect the validity of the remaining portions of this ordinance. The City Council hereby declares that it would have adopted this ordinance and each section, subsection, sentences, clauses, phrases, or portions thereof may be declared invalid or unconstitutional.

5. Publication. The City Clerk shall certify to the passage and adoption of this Ordinance by the City Council of the City of Madera and shall cause this Ordinance to be published or posted in accordance with Government Code Section 36933 as required by law.

6. Effective Date of Ordinance: This Ordinance shall be effective and of full force and effect at 12.01 a.m. on the thirty-first day after its passage. * * * * *
Minutes of a Regular Meeting of the Madera City Council Wednesday, September 16, 2026 Council Chambers
6:00 p.m. City Hall
The Madera City Council meetings are open to the public. The meeting was available for public viewing and participation through Zoom. Members of the public were able to observe the live-streamed meeting on the City’s website and were able to comment on agenda items at the meeting, remotely through an electronic meeting via phone, via email and by regular mail.

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

ROLL CALL:

Present: Mayor Cece Gallegos
Mayor Pro Tem Rohi Zacharia, District 1
Councilmember Anita Evans, District 4
Councilmember Elsa Mejia, District 5
Councilmember Artemio Villegas, District 6

Absent: Councilmember Jose Rodriguez, District 2
Councilmember Steve Montes, District 3
Others present were City Manager Arnoldo Rodriguez, City Clerk Alicia Gonzales, City Attorney Shannon L. Chaffin, Community Development Director Will Tackett, Director of Financial Services Michael Lima, Division Fire Chief Larry Pendarvis, Grants Administrator Marcela Zuniga, Director of Information Technology Gary Price, Director of Parks and Community Services Joseph Hebert, Planning Manager David Brletic, Chief of Police Giachino Chiaramonte, Police Commander Josiah Arnold, Public Works Director Harpiar Gandhi, Deputy City Engineer Ellen Bitter, Deputy City Engineer Eric Frampton, Senior Civil Engineer Steve Bettencourt, Assistant Engineer Alexis Raymundo and Administrative Analyst (HR) Eric Battles.

INVOCATION: Pastor Tim Echevarria, Remnant Church
PLEDGE OF ALLEGIANCE: Mayor Pro Tem Zacharia
APPROVAL OF AGENDA:

ON MOTION BY MAYOR PRO TEM ZACHARIA AND SECONDED BY COUNCILMEMBER MEJIA, THE AGENDA WITH ITEM A-3 CONTINUED TO THE OCTOBER 21, 2026 MEETING WAS APPROVED BY A 5/0 VOTE.

ABSENT: COUNCILMEMBERS RODRIGUEZ AND MONTES.

PRESENTATIONS:

1. Proclamation Recognizing the Retirement of Officer Wayson Juarez

2. Proclamation Recognizing Old Timers Day – Grand Marshal Dennis Smith Item: B-1
Minutes for: 09/16/2026
Adopted: 10/07/2026

RETURN TO AGENDA
City of Madera City Council Minutes
205 W. 4th Street September 16, 2026
Madera, CA 93637 Page 2 of 8
PUBLIC COMMENT:

The first 15 minutes of the meeting are reserved for members of the public to address the Council on items which are within the subject matter jurisdiction of the Council. The Council is prohibited by law from taking any action on matters discussed that are not on the agenda, and no adverse conclusions should be drawn if the Council does not respond to public comment at this time.

Founder of Project Run Madera Alisha Brown, invited the City Council to partner with their organization for its inaugural Project RUN event, featuring a two-mile fun run/walk and a 10K race.

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

A. PUBLIC HEARINGS:

A-1 Consideration of an Ordinance Updating the Madera Municipal Code Regarding Vacant Buildings
Recommendation: Waive the First Reading and Introduce by Title Only an Ordinance of the City Council of the City of Madera Amending Chapter 12 of Title IX of the Madera Municipal Code Regarding Vacant Buildings (Report by Giachino Chiaramonte)

ON MOTION BY COUNCILMEMBER EVANS AND SECONDED BY COUNCILMEMBER VILLEGAS, ITEM A-1 WAS APPROVED BY A 5/0 VOTE. ABSENT: COUNCILMEMBERS RODRIGUEZ AND MONTES.

INTRO ORD AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF MADERA REPEALING AND REPLACING CHAPTER 12 OF TITLE IX OF THE MADERA

MUNICIPAL CODE REGARDING VACANT BUILDINGS
A-2 Public Hearing Regarding the Program Year 2025/26 Community Block Grant (CDBG) Consolidated Annual Performance and Evaluation Report (CAPER) and Financial Summary Recommendation: Conduct a Public Hearing, Invite Public Input, and Adopt a Resolution Approving the City’s Program Year 2025/26 CAPER and Financial Summary (Report by Michael Lima)

ON MOTION BY COUNCILMEMBER EVANS AND SECONDED BY COUNCILMEMBER MEJIA, ITEM A-2 WAS APPROVED BY A 5/0 VOTE. ABSENT: COUNCILMEMBERS RODRIGUEZ AND MONTES.

RES 26-162 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MADERA, CALIFORNIA APPROVING THE PROGRAM YEAR (PY) 2025/26

COMMUNITY DEVELOPMENT BLOCK GRANT CONSOLIDATED ANNUAL

PERFORMANCE AND EVALUATION REPORT AND FINANCIAL SUMMARY A-3 Ordinance Text Amendment (OTA 2026-03) for the Amendment of Chapter 3 of Title X:

Planning and Zoning of the City Municipal Code
Recommendation: Staff Recommends the City Council Act as Follows: Move to Continue the Public Hearing to the Regular Meeting of the City Council Scheduled to be held on October 21, 2026 (Report by Will Tackett)
At agenda approval, this item was continued to a future meeting.

City of Madera City Council Minutes
205 W. 4th Street September 16, 2026
Madera, CA 93637 Page 3 of 8
B. CONSENT CALENDAR:

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

ON MOTION BY MAYOR PRO TEM ZACHARIA AND SECONDED BY COUNCILMEMBER VILLEGAS, THE CONSENT CALENDAR WAS APPROVED BY A 5/0 VOTE. ABSENT: COUNCILMEMBERS RODRIGUEZ AND MONTES.

B-1 Minutes – September 2, 2026
Recommendation: Approve the City Council Minutes of September 2, 2026 (Report by Alicia Gonzales)
B-2 Informational Report on Register of Audited Demands Recommendation: Review Register of Audited Demands Report for August 22 to September 4, 2026 (Report by Michael Lima)
B-3 Informational Report on Personnel Activity
Recommendation: This report is submitted for informational purposes only and there is no action requested from the City Council (Council) (Report by Wendy Silva) B-4 Amendment to Resolution 26-135 for Fleet Division-related Purchases Recommendation: Adopt a Resolution Approving Amendment to Resolution 26-135 using Sourcewell Piggyback Agreement with National Auto Fleet Group Adding Sales Tax for the Purchase of Two Replacement Pickups (Report by Michael Lima)
RES 26-163 RESOLUTION APPROVING AMENDMENT TO RESOLUTION 26-135 USING

SOURCEWELL PIGGYBACK AGREEMENT WITH NATIONAL AUTO FLEET

GROUP ADDING SALES TAX FOR THE PURCHASE OF TWO REPLACEMENT

PICKUPS
B-5 Edward Byrne Memorial Justice Assistance Grant (JAG) Program FY26 Grant Recommendation: Adopt a Resolution Authorizing Submission of an Application to the Edward Byrne Memorial Justice Assistance Grant Program for Fiscal Year 2026, and Authorizing the City Manager (or designee) to Execute All Related Application Documents (Report by Giachino Chiaramonte) RES 26-164 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

MADERA,CALIFORNIA, AUTHORIZING THE SUBMISSION OF AN

APPLICATION FORAWARD TO THE EDWARD BYRNE MEMORIAL JUSTICE

ASSISTANCE GRANT PROGRAM
B-6 Request by Bernardo Osuna and Martha Garcia for Connection to the City’s Water System Recommendation: Adopt a Resolution Approving an Agreement for Outside City Limits Water Connection for 16454 North Lake Street (APN 038-081-052) (Report by Keith Helmuth)
RES 26-165 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MADERA,

CALIFORNIA, APPROVING AGREEMENT FOR OUTSIDE CITY LIMITS WATER CONNECTION FOR 16454 N. LAKE STREET (APN 038-081-052)
City of Madera City Council Minutes
205 W. 4th Street September 16, 2026
Madera, CA 93637 Page 4 of 8
B-7 Water Main Replacement Project City Project W-43
Recommendation: Adopt a Minute Order Approving:

1. Acceptance of the Water Main Replacement Project City Project W43; and

2. Recording of Notice of Completion; and

3. Release of Retention 35 days after the Recording of the Notice of Completion (Report by Keith Helmuth)
C. WORKSHOP: None
D. PETITIONS, BIDS, RESOLUTIONS, ORDINANCES, AND AGREEMENTS:

D-1 Change Order for the 2024 Wastewater Treatment Plant Improvement Project WWTP 24-01 for Construction of a New Influent Pump Station (IPS) Wet Well Recommendation: Adopt a Resolution:

1. Approving the Award of a Contract Change Order to Gateway Pacific Contractors, Inc. for the Wastewater Treatment Plant (WWTP) Improvement Project to Construct a New Influent Pump Station Wet Well for $3,300,000 including contingencies of up to $225,000 as approved by the City Engineer; and

2. Authorizing an Amendment to the Fiscal Year (FY) 2026/27 Sewer Fund Capital Projects Organization’s Adopted Budget Appropriating $363,000 of fund balance for the Project (Report by Keith Helmuth)

ON MOTION BY COUNCILMEMBER EVANS AND SECONDED BY COUNCILMEMBER VILLEGAS, ITEM D-1 WAS APPROVED BY A 5/0 VOTE. ABSENT: COUNCILMEMBERS RODRIGUEZ AND MONTES.

RES 26-166 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MADERA

APPROVING THE AWARD OF A CONTRACT CHANGE ORDER FOR THE

WASTEWATER TREATMENT PLANT (WWTP) FACILITY IMPROVEMENT
PROJECT IN THE AMOUNT OF $3,300,000 FOR CONSTRUCTING AN

INFLUENT PUMP STATION WET WELL INCLUDING CONTINGENCIES OF UP TO $225,000 AS APPROVED BY THE CITY ENGINEER
D-2 Award of Bid for Invitation for Bid (IFB) No. 202627-03, Fiscal Year 2026/2027 Asphalt/Concrete Patching On-Call Services
Recommendation: Adopt a Resolution Approving an On-Call Agreement to Witbro, Inc. dba Seal Rite Paving and Grading for Asphalt/Concrete Patching On-Call Services (Report by Harpiar Gandhi)

ON MOTION BY MAYOR PRO TEM ZACHARIA AND SECONDED BY COUNCILMEMBER VILLEGAS, ITEM D-2 WAS APPROVED UNANIMOUSLY BY A 7/0 VOTE. ABSENT: COUNCILMEMBERS RODRIGUEZ AND MONTES.

RES 26-167 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MADERA, CALIFORNIA, AWARDING INVITATION FOR BID (IFB) NO. 202627-03 TO WITBRO, INC. DBA SEAL RITE PAVING AND GRADING FOR FISCAL YEAR 2026/2027 ASPHALT/CONCRETE PATCHING ON-CALL SERVICES
City of Madera City Council Minutes
205 W. 4th Street September 16, 2026
Madera, CA 93637 Page 5 of 8
D-3 Award of Bid for Invitation (IFB) No. 202627-05, Road Rehabilitation Various Locations Recommendation: Adopt a Resolution:

1. Approving a Construction Agreement with Avison Construction, Inc. for the Road Rehabilitation Various Locations project, IFB No. 202627-05; and

2. Determining the Project is Categorically Exempt Pursuant to Section 15301, Class 1 (Existing Facilities) of the California Environmental Quality Act (CEQA) (Report by Harpiar Gandhi)

ON MOTION BY COUNCILMEMBER EVANS AND SECONDED BY COUNCILMEMBER VILLEGAS, ITEM D-3 WAS APPROVED BY A 5/0 VOTE. ABSENT: COUNCILMEMBERS RODRIGUEZ AND MONTES.

RES 26-168 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MADERA, CALIFORNIA, AWARDING INVITATION FOR BID (IFB) NO. 202627-05 TO AVISON CONSTRUCTION, INC. FOR ROAD REHABILITATION VARIOUS

LOCATIONS AND AUTHORIZING CONTRACT CONTINGENCIES RELATED TO

THE CONTRACT
D-4 Madera 2026 Road Rehab Bid Package 1, City Project R-80, 98, 104, 108, & 109 Recommendation: Adopt a Resolution:

1. Approving the Contract Award for Madera 2026 Road Rehab Bid Package 1, City Project R-80, 98, 104, 108, & 109 to Consolidated Engineering Inc.; and

2. Determining the Project is Categorically Exempt Pursuant to Section 15301, Class 1 (Existing Facilities) of the California Environmental Quality Act (CEQA) (Report by Keith Helmuth)

ON MOTION BY MAYOR PRO TEM ZACHARIA AND SECONDED BY COUNCILMEMBER MEJIA, ITEM D-4 WAS APPROVED BY A 5/0 VOTE. ABSENT: COUNCILMEMBERS RODRIGUEZ AND MONTES.

RES 26-169 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MADERA, CALIFORNIA APPROVING THE CONTRACT AWARD FOR MADERA 2026 ROAD REHAB BID PACKAGE 1, CITY PROJECT R-80, 98, 104, 108, & 109, IN THE AMOUNT OF $1,213,906.85 TO CONSOLIDATED ENGINEERING

INC AND AUTHORIZING CONSTRUCTION CONTINGENCIES RELATING TO

THE CONTRACT
D-5 FY 2024 Street Rehab and Reconstruction Project, City Project No. R-99 & 2021-22 SB-1 (RMRA) Seals and Overlays, City Project No. R-79
Recommendation: Adopt a Resolution:

1. Approving the Contract Award for FY 2024 Street Rehab and Reconstruction Project, City Project No. R-99 & 2021-22 SB-1 (RMRA) Seals and Overlays, City Project No. R-79 to Avison Construction, Inc.; and

2. Determining the Project is Categorically Exempt Pursuant to Section 15301, Class 1 (Existing Facilities) of the California Environmental Quality Act (CEQA) (Report by Keith Helmuth)
Mayor Gallegos briefly left the Council Chambers.

City of Madera City Council Minutes
205 W. 4th Street September 16, 2026
Madera, CA 93637 Page 6 of 8

ON MOTION BY COUNCILMEMBER EVANS AND SECONDED BY COUNCILMEMBER MEJIA, ITEM D-5 WAS APPROVED BY A 4/0 VOTE. ABSENT: MAYOR GALLEGOS AND COUNCILMEMBERS RODRIGUEZ AND MONTES.

RES 26-170 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MADERA, CALIFORNIA APPROVING THE CONTRACT AWARD FOR FY 2024 STREET REHAB AND RECONSTRUCTION PROJECT, CITY PROJECT NO. R-99 & 2021- 22 SB-1 (RMRA) SEALS AND OVERLAYS, CITY PROJECT NO. R-79, IN THE AMOUNT OF $3,059,391.50 TO AVISON CONSTRUCTION, INC. AND

AUTHORIZING CONSTRUCTION CONTINGENCIES RELATING TO THE

CONTRACT
Mayor Gallegos returned to the Council Chambers and resumed her seat.

D-6 Purchase of Rosenbauer Type-1 Custom Fire Engine and Related Budget Amendment Recommendation: Adopt a Resolution Approving a Purchase Agreement for a Rosenbauer Type-1 Fire Engine from Rosenbauer South Dakota, LLC under Sourcewell Cooperative Purchase Contract #082025- RSD and an Amendment to the Fiscal Year 2025/26 Adopted Budget Appropriating $1,263,012 for the Purchase in the Measure K Fire Budget (Report by Larry Pendarvis)

ON MOTION BY MAYOR PRO TEM ZACHARIA AND SECONDED BY COUNCILMEMBER VILLEGAS, ITEM D-6 WAS APPROVED BY A 5/0 VOTE. ABSENT: COUNCILMEMBERS RODRIGUEZ AND MONTES.

RES 26-171 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MADERA

APPROVING A PURCHASE AGREEMENT FOR A ROSENBAUER CUSTOM
TYPE 1 FIRE ENGINE A SOURCEWELL PURCHASE CONTRACT #082025-RSD; AUTHORIZING EXECUTION BY CITY MANAGER; AND AMENDING THE 2025/26 ADOPTED BUDGET APPROPRIATING $1,263,012 FOR THE

PURCHASE IN THE MEASURE K FIRE BUDGET FOR THE PURCHASE OF

EQUIPMENT
D-7 Seventh Amendment to the City Clerk At-Will Employment Agreement Recommendation: This report has been prepared at the direction of the City Council (Council), therefore there is no staff recommendation provided. Council is asked to consider and determine whether to adopt the Resolution approving a Seventh Amendment to the City Clerk At-Will Employment Agreement (Report by Wendy Silva)

ON MOTION BY COUNCILMEMBER MEJIA AND SECONDED BY COUNCILMEMBER VILLEGAS, ITEM D-7 WAS APPROVED BY A 5/0 VOTE. ABSENT: COUNCILMEMBERS RODRIGUEZ AND MONTES.

RES 26-172 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MADERA APPROVING

A SEVENTH AMENDMENT TO THE CITY CLERK AT-WILL EMPLOYMENT

AGREEMENT
City of Madera City Council Minutes
205 W. 4th Street September 16, 2026
Madera, CA 93637 Page 7 of 8
E. ADMINISTRATIVE REPORTS:

E-1 Selecting Recipients for October Proclamations
Recommendation: Request for Council’s Selection of Recipients for the following Proclamations: Breast Cancer Awareness Month, Indigenous People’s Day, Domestic Violence Awareness Month (Report by Alicia Gonzales) Carolyn Williams was selected as the recipient of the Breast Cancer Awareness Month proclamation. Porfirio Hernandez of Comunidad de San Martin Itunyoso was selected as the recipient of the Indigenous People’s Day proclamation and CAPMC was selected as the recipient of the Domestic Violence Awareness Month proclamation.

ON MOTION BY COUNCILMEMBER EVANS AND SECONDED BY COUNCILMEMBER MEJIA, ITEM E-1 WAS APPROVED AS DISCUSSED ABOVE BY A 5/0 VOTE. ABSENT: COUNCILMEMBERS RODRIGUEZ AND MONTES.

E-2 Caltrans Highway Capital Preventive Maintenance (CAPM) Project 06-0Y180 on State Route 145 (Project) Construction Update
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 the information and direction at its discretion. (Report by Keith Helmuth)
F. COUNCILMEMBER REPORTS/ANNOUNCEMENTS/FUTURE AGENDA ITEMS:

Councilmember Villegas had nothing to report.

Councilmember Mejia shared that she enjoyed attending the fair and thanked Mayor Pro Tem Zacharia for hosting the Robotics program. She wished everyone a Happy Mexican Independence Day, recognized Hispanic Heritage Month, and invited the community to attend the Guelaguetza event at the fairgrounds on October 11th from 2:00 p.m. – 7:00 p.m.

Councilmember Evans requested and received consensus to place discussion of the Project RUN event on a future agenda. She mentioned that she attended the fair and had a great time.

She shared that she attended the 9/11 event, and the presentation of a ceremonial check from Congressman Gray. She received 30 backpacks from United Way that she will be giving out two (2) a month to James Monroe Elementary students during her “Crunch with the Councilwoman” meet ups.

Mayor Pro Tem Zacharia shared that he received positive feedback regarding the fair and thanked everyone who was able to participate with the children at the fair.

Mayor Gallegos thanked City Manager Arnoldo Rodriguez for his forward-thinking plans for replacement of fire engines, equipment, and for planning Madera’s future. She thanked City Clerk Alicia Gonzales for streamlining the meetings. The Mayor mentioned that anyone who would like additional information on the roads, etc. can access the staff reports on the City’s website. She also thanked the janitorial staff, administrative support staff, and all City employees for their hard work.

City of Madera City Council Minutes
205 W. 4th Street September 16, 2026
Madera, CA 93637 Page 8 of 8
G. CLOSED SESSION:

G-1 Conference with Real Property Negotiators Pursuant to Government Code Section §54956.8 Property: 2883 Sharon Boulevard, Madera, CA 93638 (APN 013-280-002) Agency Negotiator: City Manager
Negotiating Parties: Edward J. McIntyre and Gail Hanhart McIntyre Under Negotiation: Price and Terms of an Easement
City Attorney Shannon Chaffin made the closed session announcement at 7:33 p.m. Mr.

Chaffin and Council returned from Closed Session at 7:49 p.m. Mr. Chaffin stated there was no reportable action.

FUTURE MEETING DATES:
 Wednesday, October 7, 2026
 Wednesday, October 21, 2026
ADJOURNMENT: Meeting was adjourned at 7:49 p.m.
_____________________________________ ___________________________________ ALICIA GONZALES, City Clerk CECELIA K. GALLEGOS, Mayor
_____________________________________

MINUTES PREPARED BY
ZELDA LEÓN, Deputy City Clerk

REPORT TO CITY COUNCIL
Approved by:
_________________________________
Council Meeting of: October 7, 2026
Agenda Number: B-2
Michael Lima, Director of Financial Services
_________________________________
Arnoldo Rodriguez, City Manager
SUBJECT:

Informational Report on Register of Audited Demands
RECOMMENDATION:

Review Register of Audited Demands Report for September 5 to September 25, 2026 SUMMARY:

The Register of Audited Demands for the City covering obligations paid during the period of September 5 to September 25, 2026, is summarized in the following tables. Attachment A contains Warrants while Table 2 is a summary of the wire transfers.

Table 1: Warrant Distribution Summary
Description Check #’s Amount
General Warrants 46309 – 46487 $4,883,174.12
Table 2: Wire Transfer Summary
Description Vendor Amount
Payroll and Taxes US Bank $1,627,581.66
SDI EDD $7,157.58
CalPERS Payment CalPERS $333,279.38
DISCUSSION:

Warrant requests are processed weekly based on the Fiscal Year 2026/2027 Adopted Budget and released for payment every Monday. Each demand has been audited, and the Finance Director hereby certifies as to their accuracy and that there were sufficient funds for their payment. Per

RETURN TO AGENDA
request of City Council, we have included the departments from which each of the respective warrants were requested as well as the fund/division description from which they were paid.

FINANCIAL IMPACT:

Demands for payments are made within the constraints of the Fiscal Year 2026/2027 Adopted Budget.

ALTERNATIVES:

Informational only.

ATTACHMENTS:

CHECK PAY DATE PAID FROM ORG ISSUED TO DESCRIPTION AMOUNT 46309 09/08/2026 Facilities Maintenance DIR- ELECTRICIAN CERTIFICATION FUND ELECTRICIAN CERTIFICATION RENEWAL 100.00 46310 09/11/2026 Fleet Acquisition PIONEER FARM EQUIPMENT CO. KUBOTA 72" MOWER 22,080.87 46311 09/11/2026 Sewer Capital Outlay TELSTAR INSTRUMENTS SS-06 FAIRGROUNDS LIFT STATION MODIFICATIONS 187,682.49 46312 09/11/2026 TRANS - FIXED MV TRANSPORTATION, INC. TRANSIT OPERATOR 07/26 137,119.03 46312 09/11/2026 TRANS - DAR MV TRANSPORTATION, INC. TRANSIT OPERATOR 07/26 91,567.75 46313 09/11/2026 Water Mtnc/Operations DAVIDS ENGINEERING, INC. PROFESSIONAL ENG SERVICES 423.32 46314 09/11/2026 MEAS K - PD DOOLEY ENTERPRISES, INC. AMMUNITION 4,372.15 46314 09/11/2026 PD Operations DOOLEY ENTERPRISES, INC. AMMUNITION 23,025.23 46315 09/11/2026 Sewer Capital Outlay MKN & ASSOCIATES PROFESSIONAL ENGINEERING SVS 2,599.25 46315 09/11/2026 Sewer Capital Outlay MKN & ASSOCIATES PROFESSIONAL ENGINEERING SVS 6,369.75 46316 09/11/2026 Facilities Maintenance MESA ENERGY SYSTEMS, INC HVAC MAINTENANCE - PW 1,125.00 46317 09/11/2026 FAU CMAQ JUAREZ BROTHERS GENERAL ENGINEERING INC. R-37 RAYMOND ROAD STREET IMPROVEMENTS 109,525.28 46317 09/11/2026 LTF - Streets JUAREZ BROTHERS GENERAL ENGINEERING INC. R-37 RAYMOND ROAD STREET IMPROVEMENTS 14,935.26 46317 09/11/2026 RSTP - FED EX JUAREZ BROTHERS GENERAL ENGINEERING INC. R-37 RAYMOND ROAD STREET IMPROVEMENTS 63,556.92 46319 09/11/2026 RSTP - FED EX C3 ELECTRIC, INC. TS-35 LAKE & SHERWOOD TRAFFIC SIGNAL PROJECT 34,428.29 46320 09/11/2026 LTF - Streets WESTWOOD PROFESSIONAL SERVICES, INC. DESIGN SERVICES R-000094 BID PACKAGE 3 8,887.50 46321 09/11/2026 Computer Replacement HOWARD INDUSTRIES, INC. PD- REPLACEMENT CAMERAS 4,816.04 46322 09/11/2026 SUPP LAW ENF AARDVARK KINETIC BREACHING TOOL 13,726.25 46323 09/11/2026 Computer Replacement AMERICAN FUTURE TECHNOLOGY, CORP AI PROCESSOR 6,437.93 46324 09/11/2026 RSTP - FED EX PACIFIC COAST CONSTRUCTION & LAND CO R-58 SCHNOOR AVE SIDEWALK CONSTRUCTION 143,352.35 46325 09/11/2026 CDBG Public ImprovementsHARRIS DEVELOPMENT CORP. CDBG - ROTARY BASKETBALL COURTS 14,544.79 46325 09/11/2026 Develop Impact Fee/Parks HARRIS DEVELOPMENT CORP. CDBG - ROTARY BASKETBALL COURTS 0.00 46326 09/11/2026 Sewer Capital Outlay AECOM TECHNICAL SERVICES, INC. SS-06 ONCALL FAIRGROUND LIFT STATION MODIFICATION 1,047.50 46327 09/11/2026 Water Capital Outlay BSK ASSOCIATES W-43 TESTING LAB 18,903.50 46327 09/11/2026 Sewer Capital Outlay BSK ASSOCIATES WWTP24-01 TESTING LAB 11,526.00 46328 09/11/2026 Sewer Capital Outlay BLAIR CHURCH & FLYNN SS-08 2018 MANHOLE PROJECT & SS-09 SEWER REPAIRS 662.54 46329 09/11/2026 Water Capital Outlay CDM SMITH INC. ENGINEERING SERVICES FOR WELL 37 8,813.80 46330 09/11/2026 Water Mtnc/Operations MADERA PUMPS, INC. WELL 28 CASING REPAIR 8,400.00 46331 09/11/2026 MEAS T - RTP AVISON CONSTRUCTION INC R-81: 2022-23 SB-1 SEALS & OVERLAYS 139,191.18 46331 09/11/2026 SB1-LPP (Local Partnership Pro AVISON CONSTRUCTION INC R-81: 2022-23 SB-1 SEALS & OVERLAYS 122,769.75 46332 09/11/2026 MEAS T - RTP SALEM ENGINEERING GROUP R-81 TESTING SERVICES 5,577.00 46333 09/11/2026 RSTP - FED EX PETERS ENGINEERING GROUP R-57 TASK ORDER 1033-2026 93,400.00 46334 09/11/2026 LTF - Streets PROVOST & PRITCHARD CONSULTING ON-CALL ENGINEERING FOR PROJECT B-000006 562.21 46334 09/11/2026 Water Capital Outlay PROVOST & PRITCHARD CONSULTING PROFESSIONAL ENGINEERING SVS 139.50 46334 09/11/2026 Water Capital Outlay PROVOST & PRITCHARD CONSULTING ON-CALL W-39, W-40, & W-41 WATER MAIN REPLACEMENT 54,341.47 46334 09/11/2026 Water Capital Outlay PROVOST & PRITCHARD CONSULTING DESIGN SERVICES FOR W-000009 7,050.70

CITY OF MADERA
REGISTER OF AUDITED DEMANDS FOR BANK #1 - US BANK GENERAL ACCOUNT October 07, 2026

CHECK PAY DATE PAID FROM ORG ISSUED TO DESCRIPTION AMOUNT

CITY OF MADERA
REGISTER OF AUDITED DEMANDS FOR BANK #1 - US BANK GENERAL ACCOUNT October 07, 2026
46334 09/11/2026 Water Mtnc/Operations PROVOST & PRITCHARD CONSULTING UWMP UPDATE 2025 2,818.40 46335 09/11/2026 Fleet Maintenance PUENTES, JUAN TOOL ALLOWANCE REIMBURSEMENT 300.00 46336 09/11/2026 Sewer Mtnc/Operations REGENCE BLUECROSS BLUESHIELD OF UT CITY PAID RETIREE MED BILL 10/01/26-06/30/27 1,809.00 46336 09/11/2026 Water Mtnc/Operations REGENCE BLUECROSS BLUESHIELD OF UT CITY PAID RETIREE MED BILL 10/01/26-06/30/27 1,809.00 46337 09/11/2026 Comm & Rec Centers STATE OF CALIFORNIA YOUTH CENTER ELEVATOR STATE PERMIT 675.00 46338 09/11/2026 Water Capital Outlay STEVE DOVALI CONSTRUCTION W-GW-001 MUNICIPAL WATER WELL 37 113,326.25 46339 09/11/2026 LTF - Streets TECHNICON ENGINEERING SVCS., INC. TS-32 TESTING SERVICES 923.00 46339 09/11/2026 Prop 68 Grant TECHNICON ENGINEERING SVCS., INC. LAB TESTING - TAUBERT PARK 2,153.00 46340 09/11/2026 FAU CMAQ TJKM TRANSPORTATION CONSULTANTS CONSULTING SERVICES 1,919.95 46340 09/11/2026 LTF - Streets TJKM TRANSPORTATION CONSULTANTS CONSULTING SERVICES 901.19 46340 09/11/2026 MEAS T - RTP TJKM TRANSPORTATION CONSULTANTS CONSULTING SERVICES 665.00 46341 09/11/2026 MEAS K - FIRE TYLER TECHNOLOGIES INC. INSPECTOR MOBILE - ENTERPRISE ERP 10,205.55 46342 09/11/2026 Water Capital Outlay WEST VALLEY CONSTRUCTION CO. INC. 2024 WATER METER PROJECT NO. W-32 PH.1 50,105.43 46343 09/11/2026 Engineering YAMABE & HORN ENGINEERING MAP & PLAN CHECK 6,287.98 46344 09/11/2026 Water Fund AR REFUNDS DEPOSIT REFUND - ID #6125 METER #34 1,700.00 46345 09/11/2026 Water Fund AR REFUNDS DEPOSIT REFUND - ID #6136 METER #38 1,700.00 46345 09/11/2026 Water Utility AR REFUNDS DEPOSIT REFUND - ID #6136 METER #38 (34.28) 46346 09/11/2026 Water Fund OTP- UB REFUNDS UB TERM REFUND 9926045 272.42 46347 09/11/2026 Water Fund OTP- UB REFUNDS UB 9924258 TERM REFUND 205.81 46348 09/11/2026 Water Fund OTP- UB REFUNDS UB 9918429 TERM REFUND 122.33 46349 09/11/2026 Water Fund OTP- UB REFUNDS UB TERM REFUND 9922466 156.35 46350 09/11/2026 Water Fund OTP- UB REFUNDS UB 10000077 TERM REFUND 200.16 46351 09/11/2026 Water Fund OTP- UB REFUNDS UB 10000998 TERM REFUND 141.53 46352 09/11/2026 Water Fund OTP- UB REFUNDS UB TERM REFUND 9910954 411.29 46353 09/11/2026 Water Fund OTP- UB REFUNDS UB TERM REFUND 10000763 148.32 46354 09/11/2026 Water Fund OTP- UB REFUNDS UB 9916222 TERM REFUND 98.64 46355 09/11/2026 Water Fund OTP- UB REFUNDS UB 9926361 TERM REFUND 61.84 46356 09/11/2026 Water Fund OTP- UB REFUNDS UB 10000631 TERM REFUND 98.34 46357 09/11/2026 Water Fund OTP- UB REFUNDS UB TERM REFUND 9924488 55.11 46358 09/11/2026 Water Fund OTP- UB REFUNDS UB 9907239 TERM REFUND 156.13 46359 09/11/2026 Water Fund OTP- UB REFUNDS UB 9926388 TERM REFUND 229.63 46360 09/11/2026 Water Fund OTP- UB REFUNDS UB 9919622 UB TERM REFUND 272.76 46361 09/11/2026 Water Fund OTP- UB REFUNDS UB TERM REFUND 9917698 98.77 46362 09/11/2026 Water Fund OTP- UB REFUNDS UB 9915716 TERM REFUND 139.71 46363 09/11/2026 Water Fund OTP- UB REFUNDS UB TERM REFUND 9917271 62.77 46364 09/11/2026 Water Fund OTP- UB REFUNDS UB 7060631 TERM REFUND 348.31

CHECK PAY DATE PAID FROM ORG ISSUED TO DESCRIPTION AMOUNT

CITY OF MADERA
REGISTER OF AUDITED DEMANDS FOR BANK #1 - US BANK GENERAL ACCOUNT October 07, 2026
46365 09/11/2026 Water Fund OTP- UB REFUNDS UB 10000990 TERM REFUND 70.28 46366 09/11/2026 Water Fund OTP- UB REFUNDS UB 9925647 TERM REFUND 266.33 46367 09/11/2026 Water Fund OTP- UB REFUNDS UB 9925931 TERM REFUND 103.27 46368 09/11/2026 Water Fund OTP- UB REFUNDS UB 3574008 TERM REFUND 376.27 46369 09/11/2026 Water Fund OTP- UB REFUNDS UB TERM REFUND 9917297 101.01 46370 09/11/2026 Water Fund OTP- UB REFUNDS UB TERM REFUND 9925804 67.04 46371 09/11/2026 Water Fund OTP- UB REFUNDS UB 9918062 TERM REFUND 220.48 46372 09/11/2026 Water Fund OTP- UB REFUNDS UB TERM REFUND 9925635 282.25 46373 09/11/2026 Water Fund OTP- UB REFUNDS UB 9920256 TERM REFUND 262.69 46374 09/11/2026 Water Fund OTP- UB REFUNDS UB 9922480 TERM REFUND 288.11 46375 09/11/2026 Water Fund OTP- UB REFUNDS UB TERM REFUND 10000117 211.40 46376 09/15/2026 City Council FOLEY-GALLEGOS, CECE PER DIEM - LOCC ANNUAL CONFERENCE 150.50 46377 09/15/2026 PD Operations TIM J LAW EMPLOYMENT BACKGROUND 13,600.00 46378 09/15/2026 MEAS K - PD HERNANDEZ, RUBEN PER DIEM - ADVANCED SRO COURSE TRAINING 301.00 46379 09/15/2026 LTF - Streets THE MADERA MAIL DROP PLAN & SPECS PRINTING 312.00 46379 09/15/2026 MEAS T - RTP THE MADERA MAIL DROP PLAN & SPECS PRINTING 648.30 46379 09/15/2026 Water Capital Outlay THE MADERA MAIL DROP PLAN & SPECS PRINTING 293.40 46379 09/15/2026 RMRA THE MADERA MAIL DROP PLAN & SPECS PRINTING 392.70 46380 09/15/2026 City Council EVANS, ANITA PER DIEM - LOCC ANNUAL CONFERENCE 599.34 46381 09/15/2026 City Council VILLEGAS, ARTEMIO PER DIEM - LOCC ANNUAL CONFERENCE 193.50 46382 09/15/2026 City Clerk's Office GONZALES, ALICIA PER DIEM - LOCC ANNUAL CONFERENCE 599.34 46383 09/15/2026 City Council MEJIA, ELSA PER DIEM - LOCC ANNUAL CONFERENCE 193.50 46384 09/15/2026 PD Operations JEREMY MCCOOL PER DIEM - CAHN 2026 TRAINING CONFERENCE 473.00 46385 09/15/2026 CDBG Public ImprovementsISMAEL VALENZUELA TREE REMOVAL 12,800.00 46386 09/15/2026 CDBG Public ImprovementsWESTWOOD PROFESSIONAL SERVICES, INC. CDBG - CLINTON ST WIDENING 10,291.25 46386 09/15/2026 CDBG Public ImprovementsWESTWOOD PROFESSIONAL SERVICES, INC. CDBG - HORESESHOE PITS AT ROTARY 6,626.25 46386 09/15/2026 CDBG Public ImprovementsWESTWOOD PROFESSIONAL SERVICES, INC. CDBG - ROTARY BASKETBALL COURTS 17,023.45 46386 09/15/2026 CDBG Public ImprovementsWESTWOOD PROFESSIONAL SERVICES, INC. CDBG - CENTENNIAL POOL DESIGN 1,017.90 46386 09/15/2026 OLRP GRANT WESTWOOD PROFESSIONAL SERVICES, INC. TOZER PARK ENG & DESIGN SVS 13,584.62 46386 09/15/2026 Sunset Park Grant WESTWOOD PROFESSIONAL SERVICES, INC. DESIGN SVS - SUNSET PARK 1,034.31 46387 09/15/2026 Fire KALMIKOV ENTERPRISES, INC REPAIR WORK - E58 789.48 46387 09/15/2026 MEAS K - FIRE KALMIKOV ENTERPRISES, INC REPAIR WORK - E58 3,926.18 46388 09/15/2026 Facilities Maintenance EDFR DS POWERFLEX HOLDINGS, LLC EV CHARGER SOFTWARE 3,600.00 46389 09/15/2026 Fleet Acquisition DANA SAFETY SUPPLY, INC PD UP-FIT #6045 & #6046 6,406.24 46389 09/15/2026 Insurance/Reimbursed Damages DANA SAFETY SUPPLY, INC PD UP-FIT #6047 3,203.12 46390 09/15/2026 Facilities Maintenance GARICA OROZCO ALVARO HVAC SERVICE - PANAM 455.00

CHECK PAY DATE PAID FROM ORG ISSUED TO DESCRIPTION AMOUNT

CITY OF MADERA
REGISTER OF AUDITED DEMANDS FOR BANK #1 - US BANK GENERAL ACCOUNT October 07, 2026
46390 09/15/2026 Facilities Maintenance GARICA OROZCO ALVARO HVAC SERVICE - PD DISPATCH 4,267.95 46390 09/15/2026 Facilities Maintenance GARICA OROZCO ALVARO HVAC SERVICE - PW FLEET 775.00 46390 09/15/2026 Facilities Maintenance GARICA OROZCO ALVARO HVAC SERVICE - WWTP 347.00 46390 09/15/2026 WWTP GARICA OROZCO ALVARO HVAC SERVICE - SCADA RM 195.00 46391 09/15/2026 FAU CMAQ ST FRANCIS ELECTRIC LLC TS-23 TRAFFIC SIGNAL MODIFICATION HOPYQ 9,587.80 46391 09/15/2026 LTF - Streets ST FRANCIS ELECTRIC LLC TS-23 TRAFFIC SIGNAL MODIFICATION HOPYQ 1,242.20 46393 09/15/2026 Building COMCAST CITY INTERNET CONNECTION 05/26 72.83 46393 09/15/2026 Building COMCAST CITY INTERNET CONNECTION 06/26 72.83 46393 09/15/2026 Building COMCAST CITY INTERNET CONNECTION 07/26 73.92 46393 09/15/2026 Building COMCAST CITY INTERNET CONNECTION 08/26 75.01 46393 09/15/2026 City Attorney COMCAST CITY INTERNET CONNECTION 05/26 21.55 46393 09/15/2026 City Attorney COMCAST CITY INTERNET CONNECTION 06/26 21.55 46393 09/15/2026 City Attorney COMCAST CITY INTERNET CONNECTION 07/26 21.87 46393 09/15/2026 City Attorney COMCAST CITY INTERNET CONNECTION 08/26 22.20 46393 09/15/2026 City Clerk's Office COMCAST CITY INTERNET CONNECTION 05/26 21.70 46393 09/15/2026 City Clerk's Office COMCAST CITY INTERNET CONNECTION 06/26 21.70 46393 09/15/2026 City Clerk's Office COMCAST CITY INTERNET CONNECTION 07/26 22.02 46393 09/15/2026 City Clerk's Office COMCAST CITY INTERNET CONNECTION 08/26 22.35 46393 09/15/2026 Code Enforcement COMCAST CITY INTERNET CONNECTION 05/26 154.87 46393 09/15/2026 Code Enforcement COMCAST CITY INTERNET CONNECTION 06/26 154.87 46393 09/15/2026 Code Enforcement COMCAST CITY INTERNET CONNECTION 07/26 157.19 46393 09/15/2026 Code Enforcement COMCAST CITY INTERNET CONNECTION 08/26 159.51 46393 09/15/2026 Comm & Rec Centers COMCAST CITY INTERNET CONNECTION 05/26 103.59 46393 09/15/2026 Comm & Rec Centers COMCAST CITY INTERNET CONNECTION 06/26 103.59 46393 09/15/2026 Comm & Rec Centers COMCAST CITY INTERNET CONNECTION 07/26 105.15 46393 09/15/2026 Comm & Rec Centers COMCAST CITY INTERNET CONNECTION 08/26 106.70 46393 09/15/2026 COMPUTER MAINT COMCAST CITY INTERNET CONNECTION 05/26 42.21 46393 09/15/2026 COMPUTER MAINT COMCAST CITY INTERNET CONNECTION 06/26 42.21 46393 09/15/2026 COMPUTER MAINT COMCAST CITY INTERNET CONNECTION 07/26 42.84 46393 09/15/2026 COMPUTER MAINT COMCAST CITY INTERNET CONNECTION 08/26 43.48 46393 09/15/2026 Engineering COMCAST CITY INTERNET CONNECTION 05/26 144.46 46393 09/15/2026 Engineering COMCAST CITY INTERNET CONNECTION 06/26 144.46 46393 09/15/2026 Engineering COMCAST CITY INTERNET CONNECTION 07/26 146.63 46393 09/15/2026 Engineering COMCAST CITY INTERNET CONNECTION 08/26 148.80 46393 09/15/2026 Facilities Maintenance COMCAST CITY INTERNET CONNECTION 05/26 31.81 46393 09/15/2026 Facilities Maintenance COMCAST CITY INTERNET CONNECTION 06/26 31.81

CHECK PAY DATE PAID FROM ORG ISSUED TO DESCRIPTION AMOUNT

CITY OF MADERA
REGISTER OF AUDITED DEMANDS FOR BANK #1 - US BANK GENERAL ACCOUNT October 07, 2026
46393 09/15/2026 Facilities Maintenance COMCAST CITY INTERNET CONNECTION 07/26 32.28 46393 09/15/2026 Facilities Maintenance COMCAST CITY INTERNET CONNECTION 08/26 32.76 46393 09/15/2026 Finance COMCAST CITY INTERNET CONNECTION 05/26 113.85 46393 09/15/2026 Finance COMCAST CITY INTERNET CONNECTION 06/26 113.85 46393 09/15/2026 Finance COMCAST CITY INTERNET CONNECTION 07/26 115.55 46393 09/15/2026 Finance COMCAST CITY INTERNET CONNECTION 08/26 117.26 46393 09/15/2026 Fleet Maintenance COMCAST CITY INTERNET CONNECTION 05/26 21.70 46393 09/15/2026 Fleet Maintenance COMCAST CITY INTERNET CONNECTION 06/26 21.70 46393 09/15/2026 Fleet Maintenance COMCAST CITY INTERNET CONNECTION 07/26 22.02 46393 09/15/2026 Fleet Maintenance COMCAST CITY INTERNET CONNECTION 08/26 22.35 46393 09/15/2026 GRANT OVERSIGHT COMCAST CITY INTERNET CONNECTION 05/26 42.21 46393 09/15/2026 GRANT OVERSIGHT COMCAST CITY INTERNET CONNECTION 06/26 42.21 46393 09/15/2026 GRANT OVERSIGHT COMCAST CITY INTERNET CONNECTION 07/26 42.84 46393 09/15/2026 GRANT OVERSIGHT COMCAST CITY INTERNET CONNECTION 08/26 43.48 46393 09/15/2026 HR/RISK MGT COMCAST CITY INTERNET CONNECTION 05/26 42.21 46393 09/15/2026 HR/RISK MGT COMCAST CITY INTERNET CONNECTION 06/26 42.21 46393 09/15/2026 HR/RISK MGT COMCAST CITY INTERNET CONNECTION 07/26 42.84 46393 09/15/2026 HR/RISK MGT COMCAST CITY INTERNET CONNECTION 08/26 43.48 46393 09/15/2026 Parks COMCAST CITY INTERNET CONNECTION 05/26 52.32 46393 09/15/2026 Parks COMCAST CITY INTERNET CONNECTION 06/26 52.32 46393 09/15/2026 Parks COMCAST CITY INTERNET CONNECTION 07/26 53.10 46393 09/15/2026 Parks COMCAST CITY INTERNET CONNECTION 08/26 53.89 46393 09/15/2026 Parks Administration COMCAST CITY INTERNET CONNECTION 05/26 42.06 46393 09/15/2026 Parks Administration COMCAST CITY INTERNET CONNECTION 06/26 42.06 46393 09/15/2026 Parks Administration COMCAST CITY INTERNET CONNECTION 07/26 42.69 46393 09/15/2026 Parks Administration COMCAST CITY INTERNET CONNECTION 08/26 43.32 46393 09/15/2026 Planning COMCAST CITY INTERNET CONNECTION 05/26 52.02 46393 09/15/2026 Planning COMCAST CITY INTERNET CONNECTION 06/26 52.02 46393 09/15/2026 Planning COMCAST CITY INTERNET CONNECTION 07/26 52.80 46393 09/15/2026 Planning COMCAST CITY INTERNET CONNECTION 08/26 53.58 46393 09/15/2026 STREETS COMCAST CITY INTERNET CONNECTION 05/26 52.32 46393 09/15/2026 STREETS COMCAST CITY INTERNET CONNECTION 06/26 52.32 46393 09/15/2026 STREETS COMCAST CITY INTERNET CONNECTION 07/26 53.10 46393 09/15/2026 STREETS COMCAST CITY INTERNET CONNECTION 08/26 53.89 46393 09/15/2026 Recreation COMCAST CITY INTERNET CONNECTION 05/26 62.57 46393 09/15/2026 Recreation COMCAST CITY INTERNET CONNECTION 06/26 62.57

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CITY OF MADERA
REGISTER OF AUDITED DEMANDS FOR BANK #1 - US BANK GENERAL ACCOUNT October 07, 2026
46393 09/15/2026 Recreation COMCAST CITY INTERNET CONNECTION 07/26 63.51 46393 09/15/2026 Recreation COMCAST CITY INTERNET CONNECTION 08/26 64.45 46393 09/15/2026 Sewer Mtnc/Operations COMCAST CITY INTERNET CONNECTION 05/26 37.01 46393 09/15/2026 Sewer Mtnc/Operations COMCAST CITY INTERNET CONNECTION 06/26 37.01 46393 09/15/2026 Sewer Mtnc/Operations COMCAST CITY INTERNET CONNECTION 07/26 37.56 46393 09/15/2026 Sewer Mtnc/Operations COMCAST CITY INTERNET CONNECTION 08/26 38.12 46393 09/15/2026 SOLID WASTE COMCAST CITY INTERNET CONNECTION 05/26 42.05 46393 09/15/2026 SOLID WASTE COMCAST CITY INTERNET CONNECTION 06/26 42.05 46393 09/15/2026 SOLID WASTE COMCAST CITY INTERNET CONNECTION 07/26 42.74 46393 09/15/2026 SOLID WASTE COMCAST CITY INTERNET CONNECTION 08/26 43.30 46393 09/15/2026 Sr Citizen Community ServiceCOMCAST CITY INTERNET CONNECTION 05/26 42.06 46393 09/15/2026 Sr Citizen Community ServiceCOMCAST CITY INTERNET CONNECTION 06/26 42.06 46393 09/15/2026 Sr Citizen Community ServiceCOMCAST CITY INTERNET CONNECTION 07/26 42.69 46393 09/15/2026 Sr Citizen Community ServiceCOMCAST CITY INTERNET CONNECTION 08/26 43.32 46393 09/15/2026 UB - Garbage COMCAST CITY INTERNET CONNECTION 05/26 34.48 46393 09/15/2026 UB - Garbage COMCAST CITY INTERNET CONNECTION 06/26 34.48 46393 09/15/2026 UB - Garbage COMCAST CITY INTERNET CONNECTION 07/26 35.00 46393 09/15/2026 UB - Garbage COMCAST CITY INTERNET CONNECTION 08/26 35.52 46393 09/15/2026 UB - Sewer COMCAST CITY INTERNET CONNECTION 05/26 34.48 46393 09/15/2026 UB - Sewer COMCAST CITY INTERNET CONNECTION 06/26 34.48 46393 09/15/2026 UB - Sewer COMCAST CITY INTERNET CONNECTION 07/26 35.00 46393 09/15/2026 UB - Sewer COMCAST CITY INTERNET CONNECTION 08/26 35.52 46393 09/15/2026 UB - Water COMCAST CITY INTERNET CONNECTION 05/26 67.77 46393 09/15/2026 UB - Water COMCAST CITY INTERNET CONNECTION 06/26 67.77 46393 09/15/2026 UB - Water COMCAST CITY INTERNET CONNECTION 07/26 68.79 46393 09/15/2026 UB - Water COMCAST CITY INTERNET CONNECTION 08/26 69.81 46393 09/15/2026 Water Mtnc/Operations COMCAST CITY INTERNET CONNECTION 05/26 47.26 46393 09/15/2026 Water Mtnc/Operations COMCAST CITY INTERNET CONNECTION 06/26 47.26 46393 09/15/2026 Water Mtnc/Operations COMCAST CITY INTERNET CONNECTION 07/26 47.97 46393 09/15/2026 Water Mtnc/Operations COMCAST CITY INTERNET CONNECTION 08/26 48.68 46393 09/15/2026 Water Quality Control COMCAST CITY INTERNET CONNECTION 05/26 21.70 46393 09/15/2026 Water Quality Control COMCAST CITY INTERNET CONNECTION 06/26 21.70 46393 09/15/2026 Water Quality Control COMCAST CITY INTERNET CONNECTION 07/26 22.02 46393 09/15/2026 Water Quality Control COMCAST CITY INTERNET CONNECTION 08/26 22.35 46393 09/15/2026 WWTP COMCAST CITY INTERNET CONNECTION 05/26 31.81 46393 09/15/2026 WWTP COMCAST CITY INTERNET CONNECTION 06/26 31.81

CHECK PAY DATE PAID FROM ORG ISSUED TO DESCRIPTION AMOUNT

CITY OF MADERA
REGISTER OF AUDITED DEMANDS FOR BANK #1 - US BANK GENERAL ACCOUNT October 07, 2026
46393 09/15/2026 WWTP COMCAST CITY INTERNET CONNECTION 07/26 32.28 46393 09/15/2026 WWTP COMCAST CITY INTERNET CONNECTION 08/26 32.76 46393 09/15/2026 City Manager COMCAST CITY INTERNET CONNECTION 05/26 21.55 46393 09/15/2026 City Manager COMCAST CITY INTERNET CONNECTION 06/26 21.55 46393 09/15/2026 City Manager COMCAST CITY INTERNET CONNECTION 07/26 21.87 46393 09/15/2026 City Manager COMCAST CITY INTERNET CONNECTION 08/26 22.20 46393 09/15/2026 Purchasing COMCAST CITY INTERNET CONNECTION 05/26 31.81 46393 09/15/2026 Purchasing COMCAST CITY INTERNET CONNECTION 06/26 31.81 46393 09/15/2026 Purchasing COMCAST CITY INTERNET CONNECTION 07/26 32.28 46393 09/15/2026 Purchasing COMCAST CITY INTERNET CONNECTION 08/26 32.76 46394 09/15/2026 Finance DATAPROSE, LLC BL NOTIFICATION MAILER 2,950.28 46394 09/15/2026 UB - Garbage DATAPROSE, LLC BILLING 07/26 3,116.86 46394 09/15/2026 UB - Sewer DATAPROSE, LLC BILLING 07/26 3,116.86 46394 09/15/2026 UB - Water DATAPROSE, LLC BILLING 07/26 6,233.74 46395 09/15/2026 Building FIRE SAFETY SOLUTIONS, INC. REVIEW & INSPECTION SVS 06816/26-06/31/26 9,405.00 46395 09/15/2026 Building FIRE SAFETY SOLUTIONS, INC. REVIEW & INSPECTION SVS 08/01/26-08/15/26 7,410.00 46395 09/15/2026 Building FIRE SAFETY SOLUTIONS, INC. REVIEW & INSPECTION SVS 08/16/26-08/31/26 8,265.00 46396 09/15/2026 PD Operations GAONA, JUAN PER DIEM - CAHN 2026 TRAINING CONFERENCE 473.00 46397 09/15/2026 Sewer Mtnc/Operations HAAKER EQUIPMENT CO. NOZZLES 715.05 46397 09/15/2026 Fleet Maintenance HAAKER EQUIPMENT CO. CONTROL JOYSTICK #3006 1,605.38 46397 09/15/2026 Fleet Maintenance HAAKER EQUIPMENT CO. CONTROL SWITCH #3006 1,419.83 46398 09/15/2026 Permanent Local Housing Alloca MADERA RESCUE MISSION, INC. PLHA INVOICE 06/26 8,000.57 46399 09/15/2026 City Council MONTES, STEVEN PER DIEM - LOCC ANNUAL CONFERENCE 599.34 46400 09/15/2026 Facilities Maintenance UNDERGROUND SERVICE ALERT MEMBERSHIP FEE 2026 & 2026 UNIQUE BILLABLE TICKETS 997.20 46400 09/15/2026 Facilities Maintenance UNDERGROUND SERVICE ALERT CA STATE FEE FOR REGULATORY COSTS FY 26/27 379.85 46400 09/15/2026 STREETS UNDERGROUND SERVICE ALERT MEMBERSHIP FEE 2026 & 2026 UNIQUE BILLABLE TICKETS 997.19 46400 09/15/2026 STREETS UNDERGROUND SERVICE ALERT CA STATE FEE FOR REGULATORY COSTS FY 26/27 379.85 46400 09/15/2026 Sewer Mtnc/Operations UNDERGROUND SERVICE ALERT MEMBERSHIP FEE 2026 & 2026 UNIQUE BILLABLE TICKETS 997.19 46400 09/15/2026 Sewer Mtnc/Operations UNDERGROUND SERVICE ALERT CA STATE FEE FOR REGULATORY COSTS FY 26/27 379.85 46400 09/15/2026 Water Mtnc/Operations UNDERGROUND SERVICE ALERT MEMBERSHIP FEE 2026 & 2026 UNIQUE BILLABLE TICKETS 997.19 46400 09/15/2026 Water Mtnc/Operations UNDERGROUND SERVICE ALERT CA STATE FEE FOR REGULATORY COSTS FY 26/27 379.84 46401 09/15/2026 MEAS K - PD OTP - FINANCE PER DIEM - ADVANCED SRO COURSE TRAINING 301.00 46402 09/15/2026 City Council OTP - FINANCE PER DIEM - LOCC ANNUAL CONFERENCE 193.50 46403 09/15/2026 WATER CONSERV OTP- REBATES TURF REBATE - 10000786-55618 2,760.00 46404 09/15/2026 WATER CONSERV OTP- REBATES TURF REBATE - 9923553-554698 1,426.00 46405 09/15/2026 WATER CONSERV OTP- REBATES TURF REBATE - 1000225-551068 969.00

CHECK PAY DATE PAID FROM ORG ISSUED TO DESCRIPTION AMOUNT

CITY OF MADERA
REGISTER OF AUDITED DEMANDS FOR BANK #1 - US BANK GENERAL ACCOUNT October 07, 2026
46406 09/15/2026 WATER CONSERV OTP- REBATES TURF REBATE - 9899761-505208 2,760.00 46407 09/15/2026 WATER CONSERV OTP- REBATES TURF REBATE - 9912637-507844 1,950.00 46408 09/15/2026 WATER CONSERV OTP- REBATES TURF REBATE - 71990003-501687 1,850.00 46409 09/15/2026 Airport Oper Fund AR REFUNDS HANGER DEPOSIT REFUND - #80 22.00 46410 09/15/2026 General Trust Fund OTP- PARKS REFUNDS DEPOSIT REFUND - LTC PAVILION 50.00 46411 09/15/2026 General Trust Fund OTP- PARKS REFUNDS ACTIVITY WITHDRAWAL REFUND - MAD-KIDS SUMMER CAMPA 35.00 46411 09/15/2026 Parks Administration OTP- PARKS REFUNDS ACTIVITY WITHDRAWAL REFUND - MAD-KIDS SUMMER CAMPA 5.00 46412 09/15/2026 General Trust Fund OTP- PARKS REFUNDS ACTIVITY WITHDRAWAL REFUND - MAD-KIDS SUMMER CAMPA 35.00 46413 09/21/2026 PAYROLL TRUST MADERA CO SHERIFF-CIVIL DIVISION SHERIFF GARN. ORDER FOR 08/28/26 PAYROLL 946.17 46413 09/21/2026 PAYROLL TRUST MADERA CO SHERIFF-CIVIL DIVISION SHERIFF GARN. ORDER FOR 09/11/26 PAYROLL 180.00 46414 09/21/2026 Prop 68 Grant WESTWOOD PROFESSIONAL SERVICES, INC. CONSULTING SERVICES 3,844.84 46414 09/21/2026 CDBG Public ImprovementsWESTWOOD PROFESSIONAL SERVICES, INC. CDBG - ROTARY BASKETBALL COURTS 17,728.30 46415 09/21/2026 City Clerk's Office GLADWELL GOVERNMENTAL SERVICES, INC. FY 2025/26 RECORDS RETENTION CONSULTANT 7,200.00 46416 09/21/2026 Computer Replacement BIT DIRECT INC COMPUTER SOFTWARE 43,597.34 46417 09/21/2026 AIRPORT OPS AT&T 06/26 FIRSTNET SERVICE 287302656036 91.04 46417 09/21/2026 AIRPORT OPS AT&T 07/26 FIRSTNET SERVICE 287302656036 210.02 46417 09/21/2026 Building AT&T 06/26 FIRSTNET SERVICE 287302656036 237.97 46417 09/21/2026 Building AT&T 07/26 FIRSTNET SERVICE 287302656036 356.94 46417 09/21/2026 City Clerk's Office AT&T 06/26 FIRSTNET SERVICE 287302656036 91.04 46417 09/21/2026 City Clerk's Office AT&T 07/26 FIRSTNET SERVICE 287302656036 210.02 46417 09/21/2026 City Council AT&T 06/26 FIRSTNET SERVICE 287302656036 285.18 46417 09/21/2026 City Council AT&T 07/26 FIRSTNET SERVICE 287302656036 285.18 46417 09/21/2026 Code Enforcement AT&T 06/26 FIRSTNET SERVICE 287302656036 45.52 46417 09/21/2026 Code Enforcement AT&T 07/26 FIRSTNET SERVICE 287302656036 105.01 46417 09/21/2026 Comm & Rec Centers AT&T 06/26 FIRSTNET SERVICE 287302656036 50.57 46417 09/21/2026 Comm & Rec Centers AT&T 07/26 FIRSTNET SERVICE 287302656036 110.06 46417 09/21/2026 COMPUTER MAINT AT&T 06/26 FIRSTNET SERVICE 287302656036 805.17 46417 09/21/2026 COMPUTER MAINT AT&T 07/26 FIRSTNET SERVICE 287302656036 1,071.39 46417 09/21/2026 Engineering AT&T 06/26 FIRSTNET SERVICE 287302656036 237.97 46417 09/21/2026 Engineering AT&T 07/26 FIRSTNET SERVICE 287302656036 475.93 46417 09/21/2026 Facilities Maintenance AT&T 06/26 FIRSTNET SERVICE 287302656036 319.18 46417 09/21/2026 Facilities Maintenance AT&T 07/26 FIRSTNET SERVICE 287302656036 616.63 46417 09/21/2026 Finance AT&T 06/26 FIRSTNET SERVICE 287302656036 96.09 46417 09/21/2026 Finance AT&T 07/26 FIRSTNET SERVICE 287302656036 215.06 46417 09/21/2026 Fleet Maintenance AT&T 06/26 FIRSTNET SERVICE 287302656036 50.57 46417 09/21/2026 Fleet Maintenance AT&T 07/26 FIRSTNET SERVICE 287302656036 110.05

CHECK PAY DATE PAID FROM ORG ISSUED TO DESCRIPTION AMOUNT

CITY OF MADERA
REGISTER OF AUDITED DEMANDS FOR BANK #1 - US BANK GENERAL ACCOUNT October 07, 2026
46417 09/21/2026 GRANT OVERSIGHT AT&T 06/26 FIRSTNET SERVICE 287302656036 50.57 46417 09/21/2026 GRANT OVERSIGHT AT&T 07/26 FIRSTNET SERVICE 287302656036 110.06 46417 09/21/2026 HR/RISK MGT AT&T 06/26 FIRSTNET SERVICE 287302656036 50.57 46417 09/21/2026 HR/RISK MGT AT&T 07/26 FIRSTNET SERVICE 287302656036 110.06 46417 09/21/2026 LMD Services AT&T 06/26 FIRSTNET SERVICE 287302656036 50.57 46417 09/21/2026 LMD Services AT&T 07/26 FIRSTNET SERVICE 287302656036 110.06 46417 09/21/2026 Parks AT&T 06/26 FIRSTNET SERVICE 287302656036 96.09 46417 09/21/2026 Parks AT&T 07/26 FIRSTNET SERVICE 287302656036 215.07 46417 09/21/2026 Parks Administration AT&T 06/26 FIRSTNET SERVICE 287302656036 91.31 46417 09/21/2026 Parks Administration AT&T 07/26 FIRSTNET SERVICE 287302656036 150.80 46417 09/21/2026 Planning AT&T 06/26 FIRSTNET SERVICE 287302656036 101.14 46417 09/21/2026 Planning AT&T 07/26 FIRSTNET SERVICE 287302656036 220.12 46417 09/21/2026 STREETS AT&T 06/26 FIRSTNET SERVICE 287302656036 167.70 46417 09/21/2026 STREETS AT&T 07/26 FIRSTNET SERVICE 287302656036 308.11 46417 09/21/2026 Recreation AT&T 06/26 FIRSTNET SERVICE 287302656036 45.52 46417 09/21/2026 Recreation AT&T 07/26 FIRSTNET SERVICE 287302656036 105.01 46417 09/21/2026 Sewer Mtnc/Operations AT&T 06/26 FIRSTNET SERVICE 287302656036 92.54 46417 09/21/2026 Sewer Mtnc/Operations AT&T 07/26 FIRSTNET SERVICE 287302656036 201.41 46417 09/21/2026 Sports Programs AT&T 06/26 FIRSTNET SERVICE 287302656036 45.52 46417 09/21/2026 Sports Programs AT&T 07/26 FIRSTNET SERVICE 287302656036 105.01 46417 09/21/2026 Sr Citizen Community ServiceAT&T 06/26 FIRSTNET SERVICE 287302656036 60.52 46417 09/21/2026 Sr Citizen Community ServiceAT&T 07/26 FIRSTNET SERVICE 287302656036 120.01 46417 09/21/2026 Water Mtnc/Operations AT&T 06/26 FIRSTNET SERVICE 287302656036 87.49 46417 09/21/2026 Water Mtnc/Operations AT&T 07/26 FIRSTNET SERVICE 287302656036 411.43 46417 09/21/2026 Water Quality Control AT&T 06/26 FIRSTNET SERVICE 287302656036 141.61 46417 09/21/2026 Water Quality Control AT&T 07/26 FIRSTNET SERVICE 287302656036 105.01 46417 09/21/2026 WWTP AT&T 06/26 FIRSTNET SERVICE 287302656036 45.52 46417 09/21/2026 WWTP AT&T 07/26 FIRSTNET SERVICE 287302656036 105.01 46417 09/21/2026 City Manager AT&T 06/26 FIRSTNET SERVICE 287302656036 141.88 46417 09/21/2026 City Manager AT&T 07/26 FIRSTNET SERVICE 287302656036 201.37 46417 09/21/2026 Purchasing AT&T 06/26 FIRSTNET SERVICE 287302656036 45.52 46417 09/21/2026 Purchasing AT&T 07/26 FIRSTNET SERVICE 287302656036 105.01 46417 09/21/2026 PD Operations AT&T 06/26 FIRSTNET SERVICE 287302656036 50.58 46417 09/21/2026 PD Operations AT&T 07/26 FIRSTNET SERVICE 287302656036 110.05 46417 09/21/2026 PD Operations AT&T 06/26 FIRSTNET SERVICE 287302656036 6,650.98 46417 09/21/2026 PD Operations AT&T 07/26 FIRSTNET SERVICE 287302656036 11,344.94

CHECK PAY DATE PAID FROM ORG ISSUED TO DESCRIPTION AMOUNT

CITY OF MADERA
REGISTER OF AUDITED DEMANDS FOR BANK #1 - US BANK GENERAL ACCOUNT October 07, 2026
46418 09/21/2026 PD Operations CHIARAMONTE, GIACHINO PER DIEM - CPCA BOARD MEETING 215.00 46419 09/21/2026 Fire DEPARTMENT OF FORESTRY AND FIRE Q4 ACTUAL BILLING FOR CITY CONTRACT 1,168,446.86 46419 09/21/2026 MEAS K - FIRE DEPARTMENT OF FORESTRY AND FIRE Q4 ACTUAL BILLING FOR CITY CONTRACT 584,253.43 46420 09/21/2026 PAYROLL TRUST M.C.E.A. MONTHLY DUES 08/26 235.00 46421 09/21/2026 PAYROLL TRUST M P O A MONTHLY DUES 08/26 7,994.68 46422 09/21/2026 CDBG Public ImprovementsMADERA TRIBUNE REQUEST FOR BID - IFB 202526-28 1,332.50 46423 09/21/2026 AIRPORT OPS PACIFIC GAS & ELECTRIC 06/26 SERVICE 9920095153-3 8.65 46423 09/21/2026 AIRPORT OPS PACIFIC GAS & ELECTRIC 07/26 SERVICE 9920095153-3 7.84 46423 09/21/2026 Central Admin PACIFIC GAS & ELECTRIC 06/26 SERVICE 9920095153-3 52.69 46423 09/21/2026 Central Admin PACIFIC GAS & ELECTRIC 07/26 SERVICE 9920095153-3 44.75 46423 09/21/2026 Comm & Rec Centers PACIFIC GAS & ELECTRIC 06/26 SERVICE 9920095153-3 1,741.66 46423 09/21/2026 Comm & Rec Centers PACIFIC GAS & ELECTRIC 07/26 SERVICE 9920095153-3 32,495.66 46423 09/21/2026 DRAINAGE PACIFIC GAS & ELECTRIC 06/26 SERVICE 9920095153-3 404.79 46423 09/21/2026 DRAINAGE PACIFIC GAS & ELECTRIC 07/26 SERVICE 9920095153-3 345.21 46423 09/21/2026 Facilities Maintenance PACIFIC GAS & ELECTRIC 06/26 SERVICE 9920095153-3 7,827.23 46423 09/21/2026 Facilities Maintenance PACIFIC GAS & ELECTRIC 07/26 SERVICE 9920095153-3 35,283.29 46423 09/21/2026 Fire PACIFIC GAS & ELECTRIC 06/26 SERVICE 9920095153-3 86.86 46423 09/21/2026 Fire PACIFIC GAS & ELECTRIC 07/26 SERVICE 9920095153-3 83.32 46423 09/21/2026 Parks PACIFIC GAS & ELECTRIC 06/26 SERVICE 9920095153-3 255.61 46423 09/21/2026 Parks PACIFIC GAS & ELECTRIC 07/26 SERVICE 9920095153-3 205.54 46423 09/21/2026 Sewer Mtnc/Operations PACIFIC GAS & ELECTRIC 06/26 SERVICE 9920095153-3 31.32 46423 09/21/2026 Sewer Mtnc/Operations PACIFIC GAS & ELECTRIC 07/26 SERVICE 9920095153-3 26.35 46423 09/21/2026 SOLID WASTE PACIFIC GAS & ELECTRIC 06/26 SERVICE 9920095153-3 10.85 46423 09/21/2026 SOLID WASTE PACIFIC GAS & ELECTRIC 07/26 SERVICE 9920095153-3 8.77 46423 09/21/2026 Sr Citizen Community Serv PACIFIC GAS & ELECTRIC e 06/26 SERVICE 9920095153-3 8.65 46423 09/21/2026 Sr Citizen Community Serv PACIFIC GAS & ELECTRIC e 07/26 SERVICE 9920095153-3 8.10 46423 09/21/2026 Water Mtnc/Operations PACIFIC GAS & ELECTRIC 06/26 SERVICE 9920095153-3 17,844.41 46423 09/21/2026 Water Mtnc/Operations PACIFIC GAS & ELECTRIC 07/26 SERVICE 9920095153-3 69,286.47 46423 09/21/2026 Zone 24 Activities PACIFIC GAS & ELECTRIC 06/26 SERVICE 9920095153-3 66.75 46423 09/21/2026 Zone 24 Activities PACIFIC GAS & ELECTRIC 07/26 SERVICE 9920095153-3 76.34 46423 09/21/2026 Zone 26 Activities PACIFIC GAS & ELECTRIC 06/26 SERVICE 9920095153-3 10.52 46423 09/21/2026 Zone 26 Activities PACIFIC GAS & ELECTRIC 07/26 SERVICE 9920095153-3 9.53 46423 09/21/2026 Zone 31A Activities PACIFIC GAS & ELECTRIC 06/26 SERVICE 9920095153-3 21.34 46423 09/21/2026 Zone 31A Activities PACIFIC GAS & ELECTRIC 07/26 SERVICE 9920095153-3 19.34 46423 09/21/2026 PD Operations PACIFIC GAS & ELECTRIC 06/26 SERVICE 9920095153-3 359.34 46423 09/21/2026 PD Operations PACIFIC GAS & ELECTRIC 07/26 SERVICE 9920095153-3 256.33

CHECK PAY DATE PAID FROM ORG ISSUED TO DESCRIPTION AMOUNT

CITY OF MADERA
REGISTER OF AUDITED DEMANDS FOR BANK #1 - US BANK GENERAL ACCOUNT October 07, 2026
46423 09/21/2026 Parking Dist Operation PACIFIC GAS & ELECTRIC 06/26 SERVICE 9920095153-3 85.18 46423 09/21/2026 Parking Dist Operation PACIFIC GAS & ELECTRIC 07/26 SERVICE 9920095153-3 77.82 46424 09/21/2026 Water Capital Outlay ROLFE CONSTRUCTION INC. W-43 WATER MAIN REPLACEMENT PROJECT 153,923.02 46425 09/21/2026 PAYROLL TRUST STATE OF CALIFORNIA FRANCHISE TAX DEDUCTIONS FOR 09/11/26 PAYROLL 787.60 46426 09/21/2026 Facilities Maintenance TESCO CONTROLS, INC. TRAFFIC SIGNAL BATTERIES 3,052.65 46427 09/21/2026 Water Fund OTP- UB REFUNDS UB 9913545 UB TERM REFUND 407.69 46428 09/24/2026 Water Capital Outlay MOORE TWINING ASSOCIATES, INC WELL 37 TESTING SERVICES 10,224.89 46429 09/24/2026 WWTP TERRAFORM POWER, LLC. SOLAR ELECTRIC UTILITIES 07/25 33,491.40 46430 09/24/2026 Water Quality Control TELSTAR INSTRUMENTS WELL 26 - CHLORINE MOTOR 2,502.92 46431 09/24/2026 CalTrans Grant ANDREW J. MEDELLIN CCEP - OUTREACH BANNERS 2,420.47 46432 09/24/2026 WWTP ANDERSON PUMP COMPANY WWTP - PUMP RECOVERY 3,000.38 46432 09/24/2026 WWTP ANDERSON PUMP COMPANY EMERGENCY PURCHASE WELL #2E 44,949.00 46433 09/24/2026 Deferred Maintenance PRESTIGE CUSTOM GLASS REPLACE DOOR/GLASS - PAN AM 5,997.05 46434 09/24/2026 Parks Administration AMAZON.COM OFFICE SUPPLIES - PARKS 71.43 46434 09/24/2026 COMPUTER MAINT AMAZON.COM OFFICE SUPPLIES - IT 42.29 46434 09/24/2026 Computer Replacement AMAZON.COM OFFICE SUPPLIES - IT 7,111.82 46435 09/24/2026 HR/RISK MGT ALLIANT INSURANCE SERVICES, INC. CONSULTING SERVICES - HEALTH & WELFARE BENEFITS 3,750.00 46436 09/24/2026 Engineering PLANETBIDS, INC. PLANET BIDS SOFTWARE 3,242.45 46436 09/24/2026 Purchasing PLANETBIDS, INC. PLANET BIDS SOFTWARE 3,242.45 46437 09/24/2026 AIRPORT OPS EAGLESHIELD PEST CONTROL PEST CONTROL SERVICES 07/26 39.00 46437 09/24/2026 Central Admin EAGLESHIELD PEST CONTROL PEST CONTROL SERVICES 07/26 39.00 46437 09/24/2026 Comm & Rec Centers EAGLESHIELD PEST CONTROL PEST CONTROL SERVICES 07/26 351.00 46437 09/24/2026 Engineering EAGLESHIELD PEST CONTROL PEST CONTROL SERVICES 07/26 78.00 46437 09/24/2026 Fire EAGLESHIELD PEST CONTROL PEST CONTROL SERVICES 07/26 117.00 46437 09/24/2026 INTERMODAL BLDG EAGLESHIELD PEST CONTROL PEST CONTROL SERVICES 07/26 78.00 46437 09/24/2026 Parks EAGLESHIELD PEST CONTROL PEST CONTROL SERVICES 07/26 39.00 46437 09/24/2026 Sewer Mtnc/Operations EAGLESHIELD PEST CONTROL PEST CONTROL SERVICES 07/26 19.49 46437 09/24/2026 WATER CONSERV EAGLESHIELD PEST CONTROL PEST CONTROL SERVICES 07/26 4.88 46437 09/24/2026 Water Mtnc/Operations EAGLESHIELD PEST CONTROL PEST CONTROL SERVICES 07/26 9.75 46437 09/24/2026 Water Quality Control EAGLESHIELD PEST CONTROL PEST CONTROL SERVICES 07/26 4.88 46437 09/24/2026 WWTP EAGLESHIELD PEST CONTROL PEST CONTROL SERVICES 07/26 39.00 46437 09/24/2026 PD Operations EAGLESHIELD PEST CONTROL PEST CONTROL SERVICES 07/26 39.00 46438 09/24/2026 Dick's Sport. Goods Grant FENCE FACTORY RENTALS TEMPORARY FENCE RENTAL 156.00 46439 09/24/2026 Madera Groundwater JPA JACOB T ROBERSON ommitt MRWM CONSULTING - 06/01/26-06/30/26 2,362.00 46439 09/24/2026 Madera Groundwater JPA JACOB T ROBERSON ommitt MRWM CONSULTING - 07/26 2,362.00 46440 09/24/2026 Madera Groundwater JPA CALTECH WEB LLC ommitt WEB DESIGN & MAINTENACE - 08/10/26-09/09/26 99.00

CHECK PAY DATE PAID FROM ORG ISSUED TO DESCRIPTION AMOUNT

CITY OF MADERA
REGISTER OF AUDITED DEMANDS FOR BANK #1 - US BANK GENERAL ACCOUNT October 07, 2026
46440 09/24/2026 Madera Groundwater JPA CALTECH WEB LLC ommitt WEB DESIGN & MAINTENACE 09/10/26-10/10/26 99.00 46441 09/24/2026 CDBG Public ImprovementsWESTWOOD PROFESSIONAL SERVICES, INC. CDBG - ROTARY BASKETBALL COURT 976.80 46442 09/24/2026 Computer Replacement EKC ENTERPRISES, INC. COMMUNICATIONS/MEDIA/AV SYSTEM 19,410.60 46443 09/24/2026 WWTP L & J HOLDING COMPANY, LLC WWTP CONDENSATION TRAPS 17,808.74 46444 09/24/2026 Facilities Maintenance COSCO FIRE PROTECTION, INC PD FIRE ALARM REPAIRS 1,984.75 46445 09/24/2026 CDBG Public ImprovementsHARRIS DEVELOPMENT CORP. CDBG - ROTARY BASKETBALL COURT 184,172.92 46445 09/24/2026 Develop Impact Fee/Parks HARRIS DEVELOPMENT CORP. CDBG - ROTARY BASKETBALL COURT 48,134.70 46446 09/24/2026 COMPUTER MAINT MOXFIVE LLC CYBERSECURITY FORENSIC SVS 50,000.00 46447 09/24/2026 PD Operations ROBERT JOSEPH SALAS EMPLOYMENT BACKGROUND 2,500.00 46448 09/24/2026 WWTP DELLAVALLE LABORATORY,INC. GROUNDWATER COMPLIANCE 3,005.00 46448 09/24/2026 Water Quality Control DELLAVALLE LABORATORY,INC. MONTHLY SAMPLING 1,044.00 46448 09/24/2026 Water Quality Control DELLAVALLE LABORATORY,INC. WEEKLY SAMPLING 608.00 46448 09/24/2026 Water Quality Control DELLAVALLE LABORATORY,INC. WEEKLY SAMPLING 4,224.00 46448 09/24/2026 Water Quality Control DELLAVALLE LABORATORY,INC. WELL #28 SPECIAL SAMPLE 36.00 46448 09/24/2026 Water Quality Control DELLAVALLE LABORATORY,INC. WELL #28 SPECIAL SAMPLE 36.00 46449 09/24/2026 SUPP LAW ENF AT&T LEA TRACKING NUMBERS - 6549 185.00 46449 09/24/2026 PD Operations AT&T LEA TRACKING NUMBERS - 4626607 220.00 46450 09/24/2026 PD Operations AT&T 06/26 CRADLE POINT FNP1 862.50 46450 09/24/2026 PD Operations AT&T 07/26 CRADLE POINT FNP1 844.25 46451 09/24/2026 Engineering AMERICAN BUSINESS MACHINES PLOTTER LEASE 368.00 46452 09/24/2026 Sewer Mtnc/Operations BOTWRIGHT JR., JOHN D. PER DIEM - REIMBURSEMENT 27.65 46453 09/24/2026 SUPP LAW ENF CA DEPARTMENT OF JUSTICE BLOOD ALCOHOL ANALYSIS 980.00 46453 09/24/2026 SUPP LAW ENF CA DEPARTMENT OF JUSTICE FINGERPRINT APPS 145.00 46453 09/24/2026 PD Operations CA DEPARTMENT OF JUSTICE MISCELLANEOUS SERVICES 1,876.98 46454 09/24/2026 Finance CALIFORNIA MUNICIPAL STATISTICS, INC. DEBT STATEMENT 06/30/2026 600.00 46455 09/24/2026 Finance CALPERS GASB-68 REPORTS AND SCHEDULES 350.00 46456 09/24/2026 Water Mtnc/Operations CALIFORNIA RURAL WATER ASSOCIATION CRWA DUES 1,745.00 46457 09/24/2026 AIRPORT OPS CANON FINANCIAL SERVICES COPIER CHARGES 06/26 36.81 46457 09/24/2026 AIRPORT OPS CANON FINANCIAL SERVICES COPIER CHARGES 08/26 36.81 46457 09/24/2026 Building CANON FINANCIAL SERVICES COPIER CHARGES 06/26 171.93 46457 09/24/2026 Building CANON FINANCIAL SERVICES COPIER CHARGES 08/26 171.93 46457 09/24/2026 City Clerk's Office CANON FINANCIAL SERVICES COPIER CHARGES 06/26 41.95 46457 09/24/2026 City Clerk's Office CANON FINANCIAL SERVICES COPIER CHARGES 08/26 41.95 46457 09/24/2026 Engineering CANON FINANCIAL SERVICES COPIER CHARGES 06/26 260.88 46457 09/24/2026 Engineering CANON FINANCIAL SERVICES COPIER CHARGES 08/26 260.88 46457 09/24/2026 Finance CANON FINANCIAL SERVICES COPIER CHARGES 06/26 414.60

CHECK PAY DATE PAID FROM ORG ISSUED TO DESCRIPTION AMOUNT

CITY OF MADERA
REGISTER OF AUDITED DEMANDS FOR BANK #1 - US BANK GENERAL ACCOUNT October 07, 2026
46457 09/24/2026 Finance CANON FINANCIAL SERVICES COPIER CHARGES 08/26 414.60 46457 09/24/2026 HR/RISK MGT CANON FINANCIAL SERVICES COPIER CHARGES 06/26 78.76 46457 09/24/2026 HR/RISK MGT CANON FINANCIAL SERVICES COPIER CHARGES 08/26 78.76 46457 09/24/2026 Parks Administration CANON FINANCIAL SERVICES COPIER CHARGES 06/26 293.36 46457 09/24/2026 Parks Administration CANON FINANCIAL SERVICES COPIER CHARGES 08/26 293.36 46457 09/24/2026 Planning CANON FINANCIAL SERVICES COPIER CHARGES 06/26 123.41 46457 09/24/2026 Planning CANON FINANCIAL SERVICES COPIER CHARGES 08/26 123.41 46457 09/24/2026 Sewer Mtnc/Operations CANON FINANCIAL SERVICES COPIER CHARGES 06/26 41.14 46457 09/24/2026 Sewer Mtnc/Operations CANON FINANCIAL SERVICES COPIER CHARGES 08/26 41.14 46457 09/24/2026 SOLID WASTE CANON FINANCIAL SERVICES COPIER CHARGES 06/26 41.14 46457 09/24/2026 SOLID WASTE CANON FINANCIAL SERVICES COPIER CHARGES 08/26 41.14 46457 09/24/2026 TRANS - FIXED CANON FINANCIAL SERVICES COPIER CHARGES 06/26 41.95 46457 09/24/2026 TRANS - FIXED CANON FINANCIAL SERVICES COPIER CHARGES 08/26 41.95 46457 09/24/2026 TRANS - DAR CANON FINANCIAL SERVICES COPIER CHARGES 06/26 41.95 46457 09/24/2026 TRANS - DAR CANON FINANCIAL SERVICES COPIER CHARGES 08/26 41.95 46457 09/24/2026 Water Mtnc/Operations CANON FINANCIAL SERVICES COPIER CHARGES 06/26 41.14 46457 09/24/2026 Water Mtnc/Operations CANON FINANCIAL SERVICES COPIER CHARGES 08/26 41.14 46457 09/24/2026 Water Quality Control CANON FINANCIAL SERVICES COPIER CHARGES 06/26 32.48 46457 09/24/2026 Water Quality Control CANON FINANCIAL SERVICES COPIER CHARGES 08/26 32.48 46457 09/24/2026 WWTP CANON FINANCIAL SERVICES COPIER CHARGES 06/26 36.81 46457 09/24/2026 WWTP CANON FINANCIAL SERVICES COPIER CHARGES 08/26 36.81 46457 09/24/2026 PD Operations CANON FINANCIAL SERVICES COPIER CONTRACT 731.51 46457 09/24/2026 PD Operations CANON FINANCIAL SERVICES COPIER CONTRACT 200.26 46457 09/24/2026 PD Operations CANON FINANCIAL SERVICES COPIER CHARGES 06/26 262.74 46457 09/24/2026 PD Operations CANON FINANCIAL SERVICES COPIER CHARGES 08/26 262.74 46458 09/24/2026 AIRPORT OPS PACIFIC GAS & ELECTRIC 05/26 SERVICE 3533032414-2 93.98 46458 09/24/2026 AIRPORT OPS PACIFIC GAS & ELECTRIC 06/26 SERVICE 3533032414-2 102.69 46458 09/24/2026 Central Admin PACIFIC GAS & ELECTRIC 06/26 SERVICE 3533032414-2 26.29 46458 09/24/2026 Comm & Rec Centers PACIFIC GAS & ELECTRIC 05/26 SERVICE 3533032414-2 966.71 46458 09/24/2026 Comm & Rec Centers PACIFIC GAS & ELECTRIC 06/26 SERVICE 3533032414-2 1,511.18 46458 09/24/2026 DRAINAGE PACIFIC GAS & ELECTRIC 06/26 SERVICE 3533032414-2 700.47 46458 09/24/2026 Facilities Maintenance PACIFIC GAS & ELECTRIC 05/26 SERVICE 3533032414-2 36,525.63 46458 09/24/2026 Facilities Maintenance PACIFIC GAS & ELECTRIC 06/26 SERVICE 3533032414-2 36,436.68 46458 09/24/2026 Fire PACIFIC GAS & ELECTRIC 06/26 SERVICE 3533032414-2 2,194.49 46458 09/24/2026 INTERMODAL BLDG PACIFIC GAS & ELECTRIC 05/26 SERVICE 3533032414-2 553.66 46458 09/24/2026 INTERMODAL BLDG PACIFIC GAS & ELECTRIC 06/26 SERVICE 3533032414-2 688.31

CHECK PAY DATE PAID FROM ORG ISSUED TO DESCRIPTION AMOUNT

CITY OF MADERA
REGISTER OF AUDITED DEMANDS FOR BANK #1 - US BANK GENERAL ACCOUNT October 07, 2026
46458 09/24/2026 Parks PACIFIC GAS & ELECTRIC 05/26 SERVICE 3533032414-2 10,029.70 46458 09/24/2026 Parks PACIFIC GAS & ELECTRIC 06/26 SERVICE 3533032414-2 10,585.81 46458 09/24/2026 Sewer Mtnc/Operations PACIFIC GAS & ELECTRIC 05/26 SERVICE 3533032414-2 2,341.06 46458 09/24/2026 Sewer Mtnc/Operations PACIFIC GAS & ELECTRIC 06/26 SERVICE 3533032414-2 3,169.81 46458 09/24/2026 SOLID WASTE PACIFIC GAS & ELECTRIC 05/26 SERVICE 3533032414-2 9.20 46458 09/24/2026 SOLID WASTE PACIFIC GAS & ELECTRIC 06/26 SERVICE 3533032414-2 4.13 46458 09/24/2026 Water Mtnc/Operations PACIFIC GAS & ELECTRIC 05/26 SERVICE 3533032414-2 122,417.37 46458 09/24/2026 Water Mtnc/Operations PACIFIC GAS & ELECTRIC 06/26 SERVICE 3533032414-2 144,477.83 46458 09/24/2026 WWTP PACIFIC GAS & ELECTRIC 05/26 SERVICE 3533032414-2 27,080.44 46458 09/24/2026 WWTP PACIFIC GAS & ELECTRIC 06/26 SERVICE 3533032414-2 48,076.51 46458 09/24/2026 Zone 24 Activities PACIFIC GAS & ELECTRIC 05/26 SERVICE 3533032414-2 9.91 46458 09/24/2026 Zone 24 Activities PACIFIC GAS & ELECTRIC 06/26 SERVICE 3533032414-2 10.96 46458 09/24/2026 Zone 31A Activities PACIFIC GAS & ELECTRIC 05/26 SERVICE 3533032414-2 29.74 46458 09/24/2026 Zone 31A Activities PACIFIC GAS & ELECTRIC 06/26 SERVICE 3533032414-2 32.90 46458 09/24/2026 Zone 20B Activities PACIFIC GAS & ELECTRIC 06/26 SERVICE 3533032414-2 23.96 46458 09/24/2026 Zone 27B Activities PACIFIC GAS & ELECTRIC 05/26 SERVICE 3533032414-2 10.70 46458 09/24/2026 Zone 27B Activities PACIFIC GAS & ELECTRIC 06/26 SERVICE 3533032414-2 11.89 46458 09/24/2026 Zone 2 Activities PACIFIC GAS & ELECTRIC 05/26 SERVICE 3533032414-2 52.10 46458 09/24/2026 Zone 2 Activities PACIFIC GAS & ELECTRIC 06/26 SERVICE 3533032414-2 57.88 46458 09/24/2026 Zone 3 Activities PACIFIC GAS & ELECTRIC 05/26 SERVICE 3533032414-2 39.22 46458 09/24/2026 Zone 3 Activities PACIFIC GAS & ELECTRIC 06/26 SERVICE 3533032414-2 43.36 46458 09/24/2026 Zone 31B Activities PACIFIC GAS & ELECTRIC 05/26 SERVICE 3533032414-2 29.74 46458 09/24/2026 Zone 31B Activities PACIFIC GAS & ELECTRIC 06/26 SERVICE 3533032414-2 32.90 46458 09/24/2026 Zone 4 Activities PACIFIC GAS & ELECTRIC 05/26 SERVICE 3533032414-2 9.53 46458 09/24/2026 Zone 4 Activities PACIFIC GAS & ELECTRIC 06/26 SERVICE 3533032414-2 10.77 46458 09/24/2026 Zone 6A Activities PACIFIC GAS & ELECTRIC 05/26 SERVICE 3533032414-2 68.14 46458 09/24/2026 Zone 6A Activities PACIFIC GAS & ELECTRIC 06/26 SERVICE 3533032414-2 73.75 46458 09/24/2026 Zone 29C Activities PACIFIC GAS & ELECTRIC 05/26 SERVICE 3533032414-2 10.92 46458 09/24/2026 Zone 29C Activities PACIFIC GAS & ELECTRIC 06/26 SERVICE 3533032414-2 12.19 46458 09/24/2026 Zone 8 Activities PACIFIC GAS & ELECTRIC 05/26 SERVICE 3533032414-2 68.83 46458 09/24/2026 Zone 8 Activities PACIFIC GAS & ELECTRIC 06/26 SERVICE 3533032414-2 75.15 46458 09/24/2026 Zone 16 Activities PACIFIC GAS & ELECTRIC 05/26 SERVICE 3533032414-2 22.30 46458 09/24/2026 Zone 16 Activities PACIFIC GAS & ELECTRIC 06/26 SERVICE 3533032414-2 25.04 46458 09/24/2026 Zone 13 Activities PACIFIC GAS & ELECTRIC 05/26 SERVICE 3533032414-2 162.32 46458 09/24/2026 Zone 13 Activities PACIFIC GAS & ELECTRIC 06/26 SERVICE 3533032414-2 169.10 46458 09/24/2026 Parking Dist Operation PACIFIC GAS & ELECTRIC 06/26 SERVICE 3533032414-2 61.25

CHECK PAY DATE PAID FROM ORG ISSUED TO DESCRIPTION AMOUNT

CITY OF MADERA
REGISTER OF AUDITED DEMANDS FOR BANK #1 - US BANK GENERAL ACCOUNT October 07, 2026
46459 09/24/2026 AIRPORT OPS PITNEY BOWES, INC. POSTAGE FEES 641.82 46460 09/24/2026 LTF - Streets PROVOST & PRITCHARD CONSULTING ON-CALL ENGINEERING FOR PROJECT B-000006 5,292.86 46461 09/24/2026 SUPP LAW ENF RON'S TOWING & ROAD SERVICE TOWING SERVICES 1,114.00 46462 09/24/2026 AIRPORT OPS STATE WATER RESOURCES CONTROL BOARD SWRCB ANNUAL PERMIT FEE 1,873.00 46463 09/24/2026 Comm & Rec Centers UNITED RENTALS, INC LIFT RENTAL 1,938.92 46464 09/24/2026 General Trust Fund OTP- PARKS REFUNDS DEPOSIT REFUND - LTC PAVILION 50.00 46465 09/24/2026 General Trust Fund OTP- PARKS REFUNDS ACTIVITY WITHDRAWAL REFUND - MAD-KIDS SUMMER CAMP 35.00 46466 09/24/2026 General Trust Fund OTP- PARKS REFUNDS DEPOSIT REFUND - PAN AM MULTI-ROOM 100.00 46467 09/24/2026 General Trust Fund OTP- PARKS REFUNDS ACTIVITY WITHDRAWAL REFUND - MAD-KIDS SUMMER CAMP 35.00 46468 09/24/2026 General Trust Fund OTP- PARKS REFUNDS DEPOSIT REFUND - PAN AM GYM 500.00 46469 09/24/2026 General Trust Fund OTP- PARKS REFUNDS DEPOSIT REFUND - ROTARY PAVILION 50.00 46470 09/24/2026 General Trust Fund OTP- PARKS REFUNDS DEPOSIT REFUND - LTC PAVILION 50.00 46471 09/24/2026 General Trust Fund OTP- PARKS REFUNDS DEPOSIT REFUND - PAN AM GYM 500.00 46472 09/24/2026 General Trust Fund OTP- PARKS REFUNDS DEPOSIT REFUND - LTC FIELD 50.00 46473 09/24/2026 General Trust Fund OTP- PARKS REFUNDS DEPOSIT REFUND - PAN AM MULTI-ROOM 100.00 46474 09/24/2026 General Trust Fund OTP- PARKS REFUNDS DEPOSIT REFUND - ROTARY PAVILION 50.00 46474 09/24/2026 Parks OTP- PARKS REFUNDS DEPOSIT REFUND - ROTARY PAVILION 67.12 46475 09/24/2026 General Trust Fund OTP- PARKS REFUNDS DEPOSIT REFUND - LTC FIELD 50.00 46476 09/24/2026 General Trust Fund OTP- PARKS REFUNDS DEPOSIT REFUND - PAN AM MULTI-ROOM 100.00 46477 09/24/2026 General Trust Fund OTP- PARKS REFUNDS DEPOSIT REFUND - ROTARY PAVILION 50.00 46478 09/24/2026 General Trust Fund OTP- PARKS REFUNDS DEPOSIT REFUND - SUNRISE ROTARY FIELD 50.00 46479 09/24/2026 General Trust Fund OTP- PARKS REFUNDS DEPOSIT REFUND - LTC PAVILION 50.00 46480 09/24/2026 General Trust Fund OTP- PARKS REFUNDS DEPOSIT REFUND - SUNRISE ROTARY PAVILION 50.00 46481 09/24/2026 General Trust Fund OTP- PARKS REFUNDS DEPOSIT REFUND - PAN AM MULTI-ROOM 100.00 46482 09/24/2026 General Trust Fund OTP- PARKS REFUNDS DEPOSIT REFUND - SUNRISE ROTARY FIELD 50.00 46483 09/24/2026 General Trust Fund OTP- PARKS REFUNDS DEPOSIT REFUND - LTC PAVILION 50.00 46484 09/24/2026 General Trust Fund OTP- PARKS REFUNDS DEPOSIT REFUND - PAN AM GYM 500.00 46485 09/24/2026 General Trust Fund OTP- PARKS REFUNDS DEPOSIT REFUND - LTC PAVILION 50.00 46486 09/24/2026 General Trust Fund OTP- PARKS REFUNDS DEPOSIT REFUND - LTC PAVILION 50.00 46487 09/24/2026 General Trust Fund OTP- PARKS REFUNDS DEPOSIT REFUND - LTC PICNIC AREA 50.00 BANK #1 - US BANK GENERAL ACCOUNT TOTAL $ 4,883,174.12

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

Memorandum of Understanding with Madera Unified School District (MUSD) for the Expanded Learning Opportunities Program Winter Camp 2027
RECOMMENDATION:

Adopt Resolutions:

1. Approving a Memorandum of Understanding (MOU) with MUSD for the Expanded Learning Opportunities Program (ELOP) Winter Camp 2027, not to exceed $23,181

2. Amending the Fiscal Year 2026/27 Operating Budget, approving related line items for the execution of said MOU
SUMMARY:

Since 2017, the City has partnered with MUSD to provide enrichment activities through student camps. MUSD has once again reached out to the City to continue this collaboration for a Winter Camp in January 2027. The request is for a one-week camp to be held at the John Wells Youth Center (JWYC) in partnership between MUSD and the City. The Winter Camp would run from January 4 through January 8, 2027.

The Winter Camp will provide youth participants with an academic program that integrates STEAM, physical, and artistic activities.

Council Meeting of: October 7, 2026
Agenda Number: ___B-3_____ _

RETURN TO AGENDA
DISCUSSION:

The City and MUSD have partnered for several years to provide meaningful programs to youth during critical out-of-school summer and winter hours. These programs provide students and families with a network of support.

As in past years, the Winter Camp program will be extended to MUSD students, with this Winter Camp targeting studentsfrom 1st to 4th grade, up to 60 students.

The STEAM-focused Winter Camp intends to provide students with a well-rounded and enriching experience. They will do so through hands-on learning, physical activity, and creative expression. Students will develop new skills, build confidence, and make lasting memories in a supportive and inclusive environment.

Camp would commence at 8:30 a.m. and end at 3:30 p.m. MUSD check-in and breakfast service may begin at 7:30 a.m. Some of the deliverables to be achieved include:
 Physical Activities: Participation in physical activities offers numerous benefits for youth, promoting physical, social, emotional, and cognitive development, and contributing to their overall health, well-being, and success in life.  STEAM Activities: STEAM activities are important as they provide a holistic and interdisciplinary approach to learning, preparing the youth to thrive in a complex and rapidly changing world. They cultivate essential skills, foster creativity and innovation, and empower youth to become lifelong learners and problem-solvers.  Arts and Crafts: Arts and crafts activities play a vital role in youth development by nurturing creativity, promoting emotional well-being, building confidence, and fostering social connections. They provide valuable skills and experiences that contribute to the holistic growth and flourishing of young individuals.

Camp will be broken up into two groups, with 30 students per group:
 1st and 2nd Grades
 3rd and 4th Grades
MUSD will provide meals for the students, which will consist of breakfast and lunch. MUSD will also organize transportation, outreach, and enrollment. The City will be responsible for staffing the Winter Camp, planning for and purchasing the supplies needed to carry out the programming.

FINANCIAL IMPACT:

The total value of the Agreement is not to exceed $23,181, reimbursable after the conclusion of the Camp. The value of the MOU covers staffing costs, materials, and includes an administrative fee. Expenses related to supplies and revenue generated from the MOU were estimated and budgeted in the Fiscal Year 2026/2027 in the Parks Grants Fund, 41096360. Staffing costs were not included; therefore, a budget amendment is requested.

Table 1: 2027 Winter Camp Budget
Item Amount
Staffing $13,766
Materials $3,000
Facility $3,900
15% Administrative Fee $2,515
Total $23,181
ALTERNATIVES:

As an alternative, the Council may elect not to enter into the MOU with MUSD for the 2027 winter camp programming, thus not continuing the annual partnership.

Council may also elect to request that additional information be brought forth at the next meeting to make a more informed decision. Staff would like to note that MUSD requires confirmation of approval of the MOU to confirm the winter programming will proceed and to begin to plan accordingly, which includes outreach and enrolling students. Any delay in providing confirmation may affect the City’s ability to enter into the MOU altogether.

ATTACHMENTS:

1. Resolution Approving a Memorandum of Understanding with Madera Unified School District for the Expanded Learning Opportunities Program (ELOP) Winter Camp 2027, not to exceed $23,181
a. Exhibit 1: Memorandum of Understanding

2. Resolution Amending the Fiscal Year 2026/27 Operating Budget, approving related expenditure line items for the execution of the Memorandum of Understanding with Madera Unified School District for the Expanded Learning Opportunities Program Winter Camp 2027
a. Exhibit A: Budget Amendment
ATTACHMENT 1
Resolution Approving a Memorandum of Understanding with Madera Unified School District for the Expanded Learning Opportunities Program (ELOP) Winter Camp 2027, not to exceed $23,181
Exhibit 1: Memorandum of Understanding
RESOLUTION NO. 26-

A RESOLUTION OF THE CITY OF MADERA, CALIFORNIA, APPROVING A

MEMORANDUM OF UNDERSTANDING WITH MADERA UNIFIED SCHOOL

DISTRICT FOR THE EXPANDED LEARNING OPPORTUNITIES PROGRAM (ELOP) WINTER CAMP 2027, NOT TO EXCEED $23,181
WHEREAS, since 2017, the City has entered into an annual partnership with Madera Unified School District (MUSD) to provide summer and winter enrichment camp programming; and
WHEREAS, MUSD would like to enter into a Memorandum of Understanding with the City for a Winter Camp in 2027; and
WHEREAS, the Winter Camp 2027 programming will run from January 4th through January 8th, 2027; and
WHEREAS, the program will take place at the John W. Wells Youth Center; and WHEREAS, the total value of the agreement is not to exceed $23,181, reimbursable to the City after the completion of the Winter Camp.

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

1. The above recitals are true and correct.

2. The Memorandum of Understanding Between the City of Madera and the Madera Unified School District for Winter Camp 2027, attached hereto as Exhibit 1, is approved in an amount not to exceed $23,181.

3. This Resolution is effective immediately upon adoption. * * * * * * *
Exhibit 1: Memorandum of Understanding

MEMORANDUM OF UNDERSTANDING BETWEEN CITY OF MADERA AND THE MADERA

UNIFIED SCHOOL DISTRICT
"WINTER CAMP 2027"
This Memorandum of Understanding (MOU) is made between the City of Madera, referred to as "City," and the Madera Unified School District, referred to as "MUSD," on this , 2027.

This MOU is made with reference to the following recitals:

1. The parties desire for the City to host a winter camp for the Winter of 2027 for MUSD student participants, with cost compensation being provided by MUSD. The parties desire to enter into this MOU to outline the roles and responsibilities of each.

NOW, THEREFORE, in consideration of the mutual covenants, promises, and agreements therein contained, the parties hereto mutually agree as follows:

I. TERM
The term of this MOU shall commence upon execution of this MOU by each agency authorizing entry into this MOU and shall continue until terminated by any party according to the termination provisions contained herein.

II. PRINCIPLES
City and MUSD shall comply with the requirements for the Winter Camp, which are further described in Exhibit 1 and incorporated herein.

Ill. REVISIONS, ADDENDUM
Revisions to the basic framework of this MOU shall be by mutual written agreement of the parties. Supplements to this MOU may be by numeric addendums executed by each party and attached to the original of this MOU.

IV. TERMINATION
This MOU is set to terminate at the completion of the Camp. Either party may terminate this MOU sooner, in writing to the other party, with 30-day notice. In the event of termination, the parties shall consult prior to the date of termination to ensure termination occurs on the most equitable terms; however, such consultation shall not prohibit or restrict either party from exercising its right to terminate.

V. SETTLEMENT OF DISPUTES
In the event of a dispute, the parties shall informally attempt to resolve the matter at the staff level. In the event the dispute cannot be resolved at the staff level, the parties shall attempt to resolve the dispute with the addition of at least one, but not more than two, elected officials each from the City and MUSD involved as part of the discussion.

If resolution cannot then be reached, the parties agree to mediation and arbitration as appropriate. The parties expressly waive the right to initiate litigation one against the other.

VI. INDEMNIFICATION
Each party agrees to indemnify, defend and hold harmless the other parties, their directors, employees and agents against all claims, demands, suits, judgement, expenses and costs (including reasonable attorney’s fees and costs of defense) of any and every kind resulting from injury to or death of persons or loss of or damage to property arising out of any act or omission of the parties, its officers, employees or agents, under the terms of this agreement.

The obligations of this section shall survive the expiration, termination or assignment of this agreement.

VII. INSURANCE REQUIREMENTS
Without limiting either Party’s indemnification of the other as provided in Section VI of this Agreement, and prior to any facility use under this Agreement, the Parties agree to obtain, provide, and continuously maintain at their own expense for the term of this Agreement policies of insurance through self-insurance or purchased insurance of the type and amounts described below.

1.1. Minimum Scope and Limits of Insurance.
i. General Liability Insurance: $2,000,000 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. ii. Worker’s Compensation as required by the State of California and $1,000,000 Employer’s Liability per accident for bodily injury or disease.

1.2. Additional Insured Status. General Liability and Automobile Liability additional insured status:
i. City must name Madera Unified School District, members of the governing board, their agents, officers, and employees as additional insured. ii. District must name City of Madera, its officers, officials, employees, and agents as additional insured.

1.3. Waiver of Subrogation. Workers’ Compensation policies required under this Agreement shall be endorsed to waive subrogation against the named insured.

1.4. Maintenance of Coverage. Parties shall procure and maintain, for the duration of the Agreement, insurance against claims for injuries to persons or damages to property, which may arise from or in connection with facility use under this Agreement.

1.5. Proof of Insurance. Each Party shall provide to the other certificates of insurance and endorsements, as required, as evidence of the insurance coverage required herein. Current evidence of insurance shall be required during the term of this Agreement.

1.6. Enforcement of Contract Provisions (non-estoppel). Parties acknowledge and agree that any actual or alleged failure on the part of one party to inform the other party of non-compliance with any requirement imposes no additional obligations on the City or District, nor does it waive any rights hereunder.

1.7. 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. If either party maintains higher limits than the minimums required above, the other party shall be entitled to coverage at the higher limits maintained.

1.8. Notice of Cancellation. Parties agree to oblige their respective insurance agent or broker and insurers to provide to the other party 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.

1.9. Timely Notice of Claims. Each party shall provide the other with prompt and timely notice of claims made or suits instituted that arise out of or result from facility use under this Agreement, and that involve or may involve coverage under any of the required liability policies.

VIII. ENTIRE AGREEMENT
This MOU, including the attachments and exhibits, represents the entire MOU between City and MUSD for the 2027 Winter Camp. This MOU may be amended only by written instrument signed by both City and MUSD. There are no third-party beneficiaries to this agreement.

IN WITNESS WHEREOF, the parties hereto have caused this Memorandum of Understanding to be executed as of the day and year first above written. * * * * * * * * * * *

CITY OF MADERA
a municipal corporation
By:

Cecelia K. Gallegos, Mayor
Date:

MADERA UNIFIED SCHOOL DISTRICT
By:

Date:

ATTEST:

By:

Alicia Gonzales, City Clerk

APPROVED AS TO FORM
By:

Shannon L. Chaffin, City Attorney
Date:

Exhibits:

Exhibit 1 – City of Madera Winter Camp 2027
Exhibit 1
City of Madera Winter Camp 2027
Project Overview: The academic Winter Camp for January 2027 will offer a blend of STEAM education, sports, and arts and crafts activities to provide Madera Unified School District (MUSD) students with a well-rounded and enriching experience. Through hands-on learning, physical activity, and creative expression, it is intended that participants will develop new skills, build confidence, and make lasting memories in a supportive and inclusive environment.

Scope of Work: The intent of the parties is to provide youth participants with an academic camp program that integrates STEAM, physical activity, and artistic activities. The City role shall be to provide facilities, oversee logistics, address participant safety, and generally foster a positive and inclusive environment to support MUSD, with the intent the camp will offer campers a memorable experience that inspires learning, creativity, and personal development.

Both parties acknowledge that the successful implementation of the Winter Camp requires ongoing communication and cooperation. The City and MUSD agree to work collaboratively to address operational needs and promote a safe, organized, and positive experience for all participants.

Timeline:
• Dates: January 4th – 8th, 2027 (unless otherwise modified by the parties). • Period: one-week camp
• Duration: 5 days
• Times: 8:00 am – 3:30 pm (see “General Schedule”, below, for additional information.) Deliverables:
• City to provide activities and programming, including:
o Physical Activities.
o STEAM Activities.
o Arts and Crafts.
• The City will reserve the John Wells Youth Center for the Winter Camp at the dates and times set by the parties, which are initially as proposed above. As part of this reservation, MUSD shall provide required documentation and actions including payment of reservation fees and providing insurance documentation to City. • The Winter Camp shall be limited to serving students in grades 1 – 4, with sessions broken up into three groups rotating through the Winter Camp as follows:
o First Grade – Second Grade: 30 Students (maximum)
o Third Grade – Fourth Grade: 30 Students (maximum)
• The City will provide a Winter Camp for a minimum of 60 students. • The City will provide sufficient staffing for the Camp during operational hours, and will ensure a ratio of 2:20 (two City staff for every 20 students) for each of the groups. • The City will not be required to provide any meals or snacks. Any meals will be provided by MUSD. The City may assist MUSD in serving meals as resources allow. • No transportation will be provided by the City for MUSD students. Instead, MUSD will be responsible for transportation, whether through MUSD staff, or by the parents/guardians of the MUSD students.
• The Winter Camp is limited to only MUSD students within the identified grades. • MUSD will provide three staff members during camp hours to handle attendance, serve meals, provide disciplinary action (as may be needed), and be the primary source of communication with parents. The City is not responsible for these items.

Notwithstanding, the parties agree the City may restrict the participation of any student, staff member, parent, etc. (either temporarily or for the remainder of the Winter Camp) who fails to comply with City rules for the event, or is otherwise adversely impacting health, safety, or welfare.

General Schedule: Unless otherwise modified by the parties, the parties anticipate using the following schedule:

General Schedule
Time Activity
7:30 am - 8:30 am Breakfast / Check-in
8:30 am - 9:20 am Split into Groups / Warm-up
9:30 am - 10:20 am Sport / STEAM Activity / Art and Craft Activity 10:30 am - 11:20 am Sport / STEAM Activity / Art and Craft Activity 11:30 am - 12:20 pm Lunch
12:30 pm - 1:50 pm Sport / STEAM Activity / Art and Craft Activity 2:00 pm - 2:50 pm Sport / STEAM Activity / Art and Craft Activity 3:00 pm - 3:30 pm Dismissal / Pick Up
Cost Breakdown: MUSD shall pay the City for the following:

Facility Rental
Room Days Hours Price Per Hour Total
Gym 5 6 $ 50 $1,500
Craft Room 5 6 $ 40 $1,200
Rec Room 5 6 $ 40 $1,200
TOTAL: $3,900
Staff Hours
Position - Program Leaders Days Hours
# of
staff Wage Total
Winter Camp Hours 5 8 8 $ 27.00 $ 8,640
Set Up 5 1 6 $ 27.00 $ 810
Clean Up 5 2 6 $ 27.00 $ 1,620
Shopping/Prepping 2 4 3 $ 27.00 $ 648
Meetings 1 3 8 $ 27.00 $ 648
$ 12,366
Position - Coordinator Days Hours
# of
staff Wage Total
Administration/Monitoring 5 40 1 $ 35.00 $ 1,400
Materials
Camp Materials for Physical / STEAM / Arts and Crafts Activities $ 3,000 Facility Rental Cost
Gym / Craft Room / Rec Room $ 3,900
Administrative Fee
15%
Hours + Materials $ 20,666
Admin Fee $ 2,515
Grand Total $ 23,181
The City shall provide the facilities as noted, as well as program administration and staffing at the minimums noted above.

Additional Duties (MUSD): In addition to the items above, MUSD shall be responsible for the following:
• Transportation: MUSD shall provide participant transportation via school bus or as otherwise arranged by MUSD. This includes transporting participants to the John Wells Youth Center at the start of the program day and transporting participants from the site at the conclusion of the program day.
• Meal Service: MUSD shall provide delivery and service of breakfast and lunch to all participating youth in accordance with applicable meal service requirements. • Participant Check-In and Check-Out: MUSD shall provide staff to manage participant check-in procedures at the beginning of each program day and participant check-out procedures at the end of each program day.
• Discipline and Behavioral Management: MUSD shall handle all disciplinary actions and behavioral matters involving camp participants.
• Coordination and Communication: MUSD will provide City with a staff member to serve as the primary point of communication and coordination with the City regarding Winter Camp operations.

Additional Duties (City): In addition to the items above, City shall be responsible for the following:
• Program Facilitation: City shall facilitate and supervise all camp programming and activities.
• Facility Clean-Up: City staff will be responsible for all end-of-day clean-up associated with camp operations and activities.
• Coordination and Communication: City’s Recreation/Community Program Coordinator will serve as the primary point of communication and coordination with MUSD regarding Winter Camp operations.
• Program Development: Except as otherwise set forth in this Agreement, City will be responsible for planning, organizing, and implementing the programming and activities utilized during the Winter Camp.

ATTACHMENT 2
Resolution Amending the Fiscal Year 2026/27 Operating Budget, approving related expenditure line items for the execution of the Memorandum of Understanding with Madera Unified School District for the Expanded Learning Opportunities Program Winter Camp 2027
Exhibit A: Budget Amendment
RESOLUTION NO. 26 - _

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MADERA, CALIFORNIA AMENDING THE FISCAL YEAR 2026/27 OPERATING BUDGET,

APPROVING RELATED EXPENDITURE LINE ITEMS FOR THE EXECUTION OF

THE MEMORANDUM OF UNDERSTANDING WITH MADERA UNIFIED

SCHOOL DISTRICT FOR THE EXPANDED LEARNING OPPORTUNITIES PROGRAM WINTER CAMP 2027
WHEREAS, the City Council previously approved the Operating City-wide Budget for 2026/27 Fiscal Year; and
WHEREAS, the City wishes to enter into a Memorandum of Understanding with Madera Unified School District for the Expanded Learning Opportunities Program Winter Camp 2027; and
WHEREAS, an amendment to the City’s Adopted Budget for the 2026/27 Fiscal Year, listed in Exhibit A, attached hereto, is necessary to account for related expenditures for the execution of the contract, including $13,766 in salaries.

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. *****
Exhibit A: Budget Amendment

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

Madera Elks Lodge Fee Waiver Request for the Annual Hoop Shoot Event RECOMMENDATION:

Adopt a Resolution waiving the rental fees of the John Wells Youth Center on October 17, 2026, related to a Hoop Shoot Contest hosted by the Madera Elks Lodge #1918, at an anticipated rental fee of $425
SUMMARY:

The City has received a request from the Madera Elks Lodge #1918 seeking a waiver of rental fees for the use of the John Wells Youth Center (JWYC) to host their annual Hoop Shoot competition.

The event is scheduled for Saturday, October 17, 2026, from 8:00 a.m. to 2:00 p.m., inclusive of setup and cleanup time. The Hoop Shoot competition is a longstanding community tradition organized by the Elks Lodge, promoting youth engagement and physical activity.

DISCUSSION:

The Madera Elks Lodge, through their Hoop Shoot Chair, Cynthia Armiento, has submitted a formal request to use the JWYC for their annual basketball free-throw contest, the Elks National Hoop Shoot. The event is planned for Saturday, October 17, 2026, and aims to foster inclusivity and encourage participation among boys and girls aged 8-13 from diverse backgrounds.

The Madera Elks Lodge provides financial assistance to winners advancing to the next level of the competition. National winners also receive scholarship opportunities, highlighting the event's role in supporting youth development.

Council Meeting of: October 7, 2026
Agenda Number: ___B-4_____ _

RETURN TO AGENDA
Additionally, worth noting, is that the Matilda Torres High School girls’ basketball team will be helping with scoring. There will also be several Elks members helping register and interacting with the community and kids.

Madera Elks Lodge are committed to adhering to all rules and regulations regarding the use of the facility and will ensure the area utilized is left in its original condition following the conclusion of the event.

This event is subject to all other applicable requirements. This includes the provision of acceptable rental insurance.

FINANCIAL IMPACT:

The applicable costs associated with the rental of JWYC, with the space as requested, are summarized in Table 1, which 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
Special Event $100
Gym $300
Total $425
The total applicable cost for the JWYC rental would be $425.

ALTERNATIVES:

The Council may elect to reject the fee waiver and require the Elks Lodge to remit any associated fees if they wish to rent JWYC for the Hoop Shoot Contest.

ATTACHMENTS:

1. Resolution – Waiving the rental fees of the John Wells Youth Center on October 17, 2026, related to a Hoop Shoot Contest hosted by the Madera Elks Lodge #1918, at an anticipated rental fee of $425

2. Letter of Request
ATTACHMENT 1
Resolution – Waiving the rental fees of the John Wells Youth Center on October 17, 2026, related to a Hoop Shoot Contest hosted by the Madera Elks Lodge #1918, at an anticipated rental fee of $425
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 ON OCTOBER 17, 2026, RELATED TO A HOOP SHOOT CONTEST HOSTED BY THE MADERA ELKS LODGE #1918, AT AN ANTICIPATED FEE RENTAL OF $425
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 the Madera Elks Lodge #1918 (Elks); and WHEREAS, the Elks are looking to host a Hoop Shoot Contest event; and WHEREAS, the request is for rental utilization on Saturday, October 17, 2026, from 8 am – 2 pm, including setup and cleanup time; and
WHEREAS, the estimated fees for the request are calculated based on the City of Madera Master Fee Schedule; and
WHEREAS, the fees for the event are calculated at $425; and WHEREAS, the Elks are still subject to providing insurance documentation for City facility rentals that meet City requirements.

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

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

2. The Council finds that the waiver of fees as set forth in this resolution serves a valid public purpose in that the Madera Elks Lodge is a local community organization, and this event provides the opportunity for youth to engage in a national competition that promotes inclusivity, accessibility, fairness, and the spirit of sportsmanship.

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
Letter of Request
MADERA ELKS LODGE #1918
112 West 6th St. PO Box 217
Madera, CA 93639
(559) 673-1918
Dear John C Wells Center,
I would like to start off by thanking Parks &Rec for taking into consideration having the Madera Elks Hoop Shoot at your facility on October 17th, 2026 We believe the Elks Hoops shoot promotes inclusivity and encourages participation for boys and girls ages 8-13 from diverse backgrounds. By removing the financial barrier, more people, regardless of their economic status, can engage in the contest and showcase their skills. This not only fosters a sense of community but also provides equal opportunities for individuals to develop their basketball abilities and gain confidence.

Moreover, waving the fee can attract a larger pool of participants, leading to a more competitive and exciting event.

Overall, the Elks Hoop Shoot includes accessibility, fairness, and the spirit of sportsmanship, making the basketball free throw contest more enjoyable and beneficial for all involved. Madera Elks offers financial help to the winners that move on to the next level.

There is also scholarship money for the national winners.

A few further details include the Matilda Torres girls’ basketball team scoring and helping with the event led by Coach V. Varsity Basketball Coach. There will be several Elks members there helping register and interacting with the community and kids.

We sincerely appreciate your consideration.

Respectfully,
Cynthia Armiento, Elks Hoop Shoot Chair
(559) 917-5037
For More info visit: [email protected]

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

Madera Coalition for Community Justice Fee Waiver Request for the Don’t Ghost Your Vote Event RECOMMENDATION:

Adopt a Resolution waiving the rental fees of the Pan-American Community Center on October 24, 2026, related to a Don’t Ghost Your Vote Event hosted by the Madera Coalition for Community Justice, at an anticipated rental fee of $1,030 SUMMARY:

The City has received a request from the Madera Coalition for Community Justice (MCCJ) seeking a waiver of rental fees for the use of the Pan-American Community Center (PACC) to host a Halloween-themed voter registration and education event, Don’t Ghost Your Vote. The event is scheduled for Saturday, October 24, 2026, from 10:00 a.m. to 5:00 p.m., inclusive of setup and cleanup time.

DISCUSSION:

The MCCJ, through its Executive Director, Linette Lomeli, has submitted a formal request to use the PACC host a Halloween-themed voter registration and education event, Don’t Ghost Your Vote. The event is planned for Saturday, October 24, 2026, and aims to provide resources from local organizations to the community, along with educational youth activities meant to promote civic participation.

The fee waiver request would allow MCCJ to allocate limited funds towards the event itself, maximizing the benefit they aim to provide to the community.

Council Meeting of: October 7, 2026
Agenda Number: ___B-5_____ _

RETURN TO AGENDA
MCCJ’s primary objective and purpose is to educate and assist low-income residents of Madera County by working together to obtain appropriate and sufficient food, clothing, health care, educational and employment opportunities and other fundamental needs.

MCCJ is committed to adhering to all rules and regulations regarding the use of the facility and will ensure the area utilized is left in its original condition following the conclusion of the event.

This event is subject to all other applicable requirements. This includes the provision of acceptable rental insurance.

FINANCIAL IMPACT:

The applicable costs associated with the rental of PACC, with the space as requested, are summarized in Table 1, which 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
Special Event $100
Gym Access $770
Kitchen Access $135
Total $1,030
The total applicable cost for the PACC rental would be $1,030.

ALTERNATIVES:

The Council may elect to reject the fee waiver and require MCCJ to remit any associated fees if they wish to rent PACC for the Don’t Ghost Your Vote event.

ATTACHMENTS:

1. Resolution – Waiving the rental fees of the Pan-American Community Center on October 24, 2026, related to a Don’t Ghost Your Vote Event hosted by the Madera Coalition for Community Justice, at an anticipated rental fee of $1,030

2. Letter of Request
ATTACHMENT 1
Resolution – Waiving the rental fees of the Pan-American Community Center on October 24, 2026, related to a Don’t Ghost Your Vote Event hosted by the Madera Coalition for Community Justice, at an anticipated rental fee of $1,030
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 OCTOBER 24, 2026, RELATED TO A DON’T

GHOST YOUR VOTE EVENT HOSTED BY THE MADERA COALITION FOR COMMUNITY JUSTICE, AT AN ANTICIPATED RENTAL FEE OF $1,030 WHEREAS, the City has received a request for the waiver of fees for the rental of the PanAmerican Community Center; and WHEREAS, the request is from the Madera Coalition for Community Justice (MCCJ); and WHEREAS, MCCJ is looking to host a Halloween-themed voter registration and education event, Don’t Ghost Your Vote; and
WHEREAS, the request is for rental utilization on Saturday, October 17, 2026, from 10 a.m. – 5 p.m., 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 $1,030; and WHEREAS, MCCJ 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, as the Madera Coalition for Community Justice is a local community organization, promoting voter registration and access to education.

3. The City Council does hereby waive the City fees for rental 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
Letter of Request

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

Second Reading and Adoption of an Ordinance Amending the City’s Municipal Code Relating to Vacant Buildings
RECOMMENDATION:

Waive full reading and adopt by title only an Ordinance of the City Council of the City of Madera repealing Chapter 12 of Title IX, and adopting a new Chapter 12 of Title IX entitled “Vacant Buildings”
SUMMARY:

The City Council (Council) introduced an amendment to the City’s Municipal Code at its September 16 meeting. Changes to the Municipal Code generally require two readings. This represents the second reading and adoption.

The proposed ordinance modernizes the City’s vacant building regulations by strengthening maintenance and oversight requirements for vacant properties, particularly commercial buildings. It reduces the timeframe for owners to take action on vacant buildings from 90 to 30 business days, while requiring registration with the City’s Code Enforcement Division and ongoing compliance with maintenance standards. New provisions would prohibit boarding on commercial buildings and require commercial and industrial buildings to maintain adequate lighting, management contact signage, and allow periodic inspections to help prevent blight and criminal activity. Finally, enforcement is shifted from criminal misdemeanor penalties to administrative infractions, providing a more practical and efficient compliance process.

Council Meeting of: October 7, 2026
Agenda Number: ________ B-6

RETURN TO AGENDA
DISCUSSION:

The City’s Vacant Buildings Ordinance was adopted in 2010 to address the negative impacts of vacant and poorly maintained structures on surrounding neighborhoods. While the ordinance has provided a framework for identifying and registering vacant properties, staff has found that updates are necessary to address evolving community needs, current best practices in code enforcement, and the increasing challenges associated with long-term vacant commercial properties. The proposed ordinance amends the existing chapter with a more comprehensive approach focused on preventing blight, encouraging property maintenance, and promoting economic vitality.

One of the most significant changes in the proposed ordinance is the establishment of enhanced maintenance standards for vacant properties, particularly commercial and industrial buildings.

The proposed regulations require owners to begin rehabilitation of their properties within 30 business days of vacancy, to include actively maintaining building exteriors, landscaping, signage, lighting, and security measures to ensure vacant properties do not become a source of blight or attract criminal activity. These requirements are intended to improve neighborhood appearance, protect adjacent property values, and reduce public safety concerns associated with neglected buildings. Maintenance of emergency access areas, roof-access ladders, egress points, and adequate lighting keep properties within standard and ready for sale or renting.

The current ordinance requires vacant commercial, industrial, and residential buildings to be boarded as a means to prohibit entry of unauthorized persons. The proposed ordinance limits the use of boarded windows except during active construction or rehabilitation projects for commercial buildings. This provision is designed to discourage the visual deterioration often associated with vacant storefronts and to maintain a more attractive business environment that supports economic development and investment within the community. It also makes it harder for homeless people to live undetected in vacant commercial properties.

The proposed ordinance also updates and clarifies several definitions within the Vacant Building Ordinance to provide Code Enforcement with clearer and more practical standards for identifying and addressing vacant properties. Notably, the proposed ordinance adds a definition for “nonresidential buildings”, allowing the City to establish requirements specific to commercial and industrial properties, while refining the definition of “vacant building” to focus on structures that are unoccupied or illegally occupied. These changes provide greater clarity regarding which properties are subject to the ordinance and allow Code Enforcement to apply the regulations more consistently.

In addition, the proposed ordinance strengthens oversight of vacant commercial and industrial properties through an inspection program administered by the City’s Code Enforcement Division. Property owners are required to register vacant properties and make them available for quarterly inspections to verify compliance with applicable building, fire, and safety regulations. These inspections would assist the City in identifying potential hazards before they become more significant public safety issues and help ensure that vacant properties remain secure and properly maintained. The proposed ordinance adds an inspection fee in addition to the annual registration fee. After review, staff has determined the fee outlined in the City’s master fee schedule is adequate, and additional or increased fees will not be added at this time.

The inspection fee shall be $60 per hour for a minimum of one hour, but not to exceed three hours.

Another notable change is the transition from criminal misdemeanor penalties to administrative infraction-based enforcement. This approach provides the City with a more practical and efficient enforcement tool while still holding property owners accountable for violations.

Administrative enforcement allows for more timely compliance efforts and reduces the burden on the criminal justice system while preserving the City’s ability to address nuisance and blight conditions.

Overall, the proposed ordinance would give the City clearer standards for identifying, monitoring, and addressing vacant buildings while placing greater emphasis on property maintenance, security, and rehabilitation. The changes are intended to help Code Enforcement address problem properties earlier, reduce conditions that contribute to blight and public safety concerns, and establish more specific requirements for vacant commercial and industrial properties.

Table 1 provides a comparison of existing regulations vs. proposed. Note that this list is not exhaustive.

Table 1: Overview of proposed changes
Item Existing Proposed
Boarding of
vacant
buildings
Required for vacant commercial,
residential, and industrial properties
(must be painted to match the
building)
Commercial: Prohibited unless
required for construction/renovation.

Exception: boarding shall only be
allowed for a period of 15 days.

Residential: Required (must be
painted to match the building)
Industrial: Allowed, not required
Maintenance Must begin maintenance within 90
days of vacancy
Must begin maintenance within 30
days of vacancy
Registration
of buildings
Must register with City Finance
Department within 10 days of
vacancy.

The registration fee is $550 annually.

Must register with Code Enforcement
within 30 days of vacancy.

As proposed, the annual registration
fee would remain the same.

Inspections Not specified in the existing code,
only that the building shall be
monitored by the Neighborhood
Preservation Manager so that timely
code enforcement proceedings are
Commercial and industrial property
owners shall make the property
available for quarterly inspections.

Inspection fees per §1-9.06 are
commenced in the event a building
becomes substandard or a nuisance.
$60/hour for a minimum of one hour,
not to exceed three hours.

Monitoring
Program
Neighborhood Preservation Manager Code Enforcement. No change rather City staff position titles have been
altered.

Violations Misdemeanor Infraction/Fine per §1-9.06 of
Madera Municipal Code
• $100 first citation
• $225 second citation
• $500 third or subsequent
citation
FINANCIAL IMPACT:

There is no cost to the City. These changes create more enforcement tools for City staff to use to detect and enforce violations of the municipal codes. It is difficult to calculate the financial benefit of reducing blight in commercial areas. It is possible this would create opportunity for additional revenue for local businesses by increasing the chances for foot traffic in the business districts.

ALTERNATIVES:

Council may decline to amend the current ordinance and elect to retain the current Chapter 12 Vacant Buildings Ordinance without modification. Under this option, the City would continue to regulate vacant properties pursuant to the existing provisions. While the current ordinance provides a mechanism for registration and maintenance of vacant properties, it does not include many of the enhanced maintenance, inspection, and blight-prevention measures contained in the proposed ordinance. As a result, the City would have fewer tools available to address the impacts of long-term vacant commercial and industrial properties and may experience continued challenges related to property maintenance, public safety, and neighborhood blight.

Council may provide direction to staff regarding specific provisions of the proposed ordinance and continue consideration of the item to a future meeting. Under this option, staff would revise the ordinance based on Council direction and return with a modified proposal for further review and consideration.

ATTACHMENTS:

1. Proposed Vacant Buildings Municipal Code
ATTACHMENT 1
Proposed Ordinance amending the Municipal Code
regarding vacant buildings
ORDINANCE NO. ___

AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF MADERA REPEALING AND REPLACING CHAPTER 12 OF TITLE IX OF THE MADERA MUNICIPAL CODE REGARDING VACANT BUILDINGS WHEREAS, substandard or unkempt vacant buildings discourage economic development and can negatively affect appreciation of property values. Vacant buildings that are not maintained are potential fire hazards and can jeopardize the ability of owners of neighboring property from securing or maintaining affordable fire insurance.

WHEREAS, if not properly addressed, vacant buildings may also serve as an attractive nuisance, and may lead to blight, which may in turn diminish the economic and physical conditions of nearby properties. It is the responsibility of property ownership to prevent owned property from becoming a burden to the neighborhood and community and a threat to public health, safety, or welfare; and
WHEREAS, due to the passage of time, refinements in law, as well as the lingering economic effects of the pandemic, an update to the vacant building ordinance is warranted; and WHEREAS, the City Council now desires to repeal the existing vacant building ordinance and adopt an updated ordinance.

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

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

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

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

SECTION 3. Chapter 12 (Vacant Buildings) of Title IX of the Madera Municipal Code is hereby repealed in its entirety.

SECTION 4. Chapter 12 (Vacant Buildings) is hereby added to Title IX of the Madera Municipal Code to read in its entirety as follows:

CHAPTER 12: VACANT BUILDINGS
Section
9-12.01 Purpose
9-12.02 Definitions
9-12.03 Owner responsibilities
9-12.04 Boarding
9-12.05 Registration requirement for vacant properties
9-12.06 Monitoring program - departmental responsibilities and fees 9-12.07 Violations; penalty
§ 9-12.01 PURPOSE.

Substandard or unkempt vacant buildings discourage economic development and can negatively affect appreciation of property values. Vacant buildings that are not maintained are potential fire hazards and can jeopardize the ability of owners of neighboring property from securing or maintaining affordable fire insurance. If not properly addressed, vacant buildings may also serve as an attractive nuisance, and may lead to blight, which may in turn diminish the economic and physical conditions of nearby properties. It is the responsibility of property ownership to prevent owned property from becoming a burden to the neighborhood and community and a threat to public health, safety, or welfare. This ordinance shall be known as the “vacant building ordinance.”
§ 9-12.02 DEFINITIONS.

For purposes of this chapter the following definitions shall apply unless the context clearly indicates or requires a different meaning.

BOARDED BUILDING. A vacant building or portion of a vacant building whose doors and windows have been covered with plywood or other material for the purpose of preventing entry into the building by persons or animals.

BUILDING. Any structure including, but not limited to, any residential, commercial, industrial, or assembly structure, approved for occupancy on either a lot of record or within a single project approved by the city pursuant to the city's zoning ordinance.

BUILDING OFFICIAL. The Chief Building Official for the city, or the designee of the Chief Building Official.

EVIDENCE OF VACANCY. Any real property condition that independently, or in the context of the totality of circumstances relevant to that real property, would lead a reasonable person to believe that a property is vacant or occupied by a person without a legal right of occupancy.

Such real property conditions include but are not limited to: overgrown or dead vegetation; accumulation of newspapers, circulars, flyers or mail; past due utility notices or disconnected utilities; accumulation of trash, junk or debris; the absence of window coverings such as curtains, blinds or shutters; the absence of furnishings or personal items consistent with residential habitation; and/or statements by neighbors, passersby, delivery agents, or government employees that the property is vacant.

NONRESIDENTIAL BUILDINGS. Nonresidential buildings, specifically buildings with commercial and industrial uses. This can include dual purpose buildings with both commercial and residential uses. The interior commercial area of the building, shared spaces, and all exterior surfaces and structures of the building are subject to building requirements of the vacant building ordinance.

OWNER. Any person, partnership, association, corporation, fiduciary, or other legal entity having a legal or equitable title or any interest in real property, including a lease or an interest that may arise to a fee interest.

OWNER OF RECORD. The person or legal entity holding recorded title to the real property in question at any point in time when official records are produced by the Madera County Recorder's office.

VACANT BUILDING. An unoccupied or an illegally occupied structure. § 9-12.03 OWNER RESPONSIBILITIES.

Vacant Buildings. The owner of any building shall commence rehabilitation for occupancy within 30 business days of becoming a vacant building, unless the owner establishes by substantial evidence to the reasonable satisfaction of the city’s Code Enforcement Supervisor or designee any of the following applies:
(A) The building is the subject of an active building permit for repair or rehabilitation and the owner is progressing diligently to complete the repair or rehabilitation; or (B) The building meets all codes, is ready for occupancy, and, through the verifiable use of signage, current real estate listings, or other acceptable means, is actively being offered for sale, lease, or rent; or
(C) The building does not contribute to and is not likely to contribute to blight because the owner is actively maintaining and monitoring the building so that it does not contribute to blight. All vacant buildings under this subsection must meet the following maintenance and monitoring requirements:
(1) Maintenance of landscaping and plant materials in good condition; (2) Maintenance of the exterior of the building including, but not limited to, paint, finishes, windows, doors, and signage in good condition and in compliance with this code; (3) All signage shall be maintained in compliance with Chapter 10-6 of this code; (4) Regular removal of all exterior trash, debris, and graffiti; (5) Maintenance of the building in continuing compliance with all applicable codes and regulations;
(6) Prevention of criminal activity on the premises including, but not limited to, use and sale of controlled substances, prostitution, unlawful loitering, and criminal street gang activity;
(7) Securing the property in a manner so as not to be accessible to unauthorized persons.

Secure manner includes, but is not limited to, closing and locking of windows, doors (walk-through, sliding and garage) gates and any other opening that may allow access to the interior of the property and or structure(s). In the case of broken windows, securing includes the replacement of the broken windows; and
(8) Maintain property frontage in public right-of-way including sidewalks, street trees and park strip area. Maintain alleyway adjacent to property, if applicable, to prevent overgrowth of weeds and illegal dumping
(D) In addition to the requirements set forth above, vacant nonresidential buildings must also comply with the following:
(1) The owner shall keep property clear of combustible materials, flammable or combustible waste or rubbish, waste, or hazardous materials. (2) Maintain in a manner in which all emergency access areas, egress points, stairways, roof-access ladders and exit signage are in functioning condition and free from deterioration.
(3) Maintain adequate exterior lighting so that all exposed sides of the nonresidential building are well lit, and easily visible from accessways. (4) Post a sign no smaller than 18 by 24 inches on the front of the exterior building or structure so it is legible from the public-right-of-way, with the following information: (i) name and twenty-four hour contact telephone number and address of the owner, responsible party, or property management company; and (ii) the statement that “THIS PROPERTY IS MANAGED BY” with the appropriate name inserted and “TO REPORT PROBLEMS OR CONCERNS CALL” with the twenty-four hour telephone number listed.

The sign shall be constructed and printed with weather resistant materials. (5) Post a minimum of one “No Trespassing” sign along property frontage and visible to the public. The sign must be no smaller than 17 by 22 inches in size, with lettering no smaller than 1 inch in height.
(E) In addition to the requirements of this section, the owner must also register a vacant building as required by section 9-12.05, unless the property is actively in escrow for no more than a cumulative six-month period of time.
§ 9-12.04 BOARDING.

No vacant commercial building shall be secured via boarding unless it is required for construction/renovation. Whether the building is vacant or not, beginning on the first day it is necessary for construction/renovation, boarding shall only be allowed for a period of 15 days.

Owners can be exempt from the 15-day period if they have an active building permit and can demonstrate they are diligently working towards project completion.

Vacant residential buildings must be secured using exterior grade plywood which is at least one-half inch or thicker, fastened to the building in such a manner as to prevent unauthorized removal of the boarding material, and which will prohibit entry by unauthorized persons. All wood used to secure vacant buildings must be painted to match the paint on the structure. If the structure is multicolored, the paint should match the predominant color on the wall on which it is located.

Industrial buildings are permitted to be secured via boarding. § 9-12.05 REGISTRATION REQUIREMENT FOR VACANT PROPERTIES. (A) Within thirty business days of identification of any vacant property, or owner's actual knowledge of any vacant property, the owner, or owner of record, must register the property with the City’s Code Enforcement Division.
(B) The registration pursuant to subsection (A) shall contain the identity of the owner, or owner of record, and in the case of a corporate or out of area owner or owner of record, the local property management company, if any, responsible for the security, maintenance, and marketing of the property in question, and any lessee and the term of the lease. (C) The registration pursuant to subsection (A) shall be renewed annually. An annual registration fee, as set by resolution of the City Council, shall accompany the submission of each registration form. The fee and registration shall be valid for one year from the date of registration.
(D) Commercial and industrial property owners shall make the property available for quarterly inspections by the Code Enforcement Supervisor or his/her designee. An annual fee, as set by resolution of the City Council, shall be required for inspection. The inspection will include the Code Enforcement Supervisor or his/her designee, as well as a building inspector, fire department official or police department official as needed. The purpose of the inspection is to ensure the property is in compliance with all applicable laws for buildings within the City. (E) Properties subject to this vacant building ordinance shall remain subject to the annual registration requirement, security, and maintenance standards of this vacant building ordinance as long as they remain vacant.
(F) Any person, partnership, association, corporation, fiduciary or other legal entity that has registered a property under this chapter must notify the City’s Code Enforcement Division in writing of any change of information contained in the registration within ten days of the change.
(G) The duties/obligations specified in this section shall be joint and several among and between all owners or owners of record, including any lessee, and their respective agents, successors, and assigns.
§ 9-12.06 MONITORING PROGRAM - DEPARTMENTAL RESPONSIBILITIES AND FEES. (A) Authority. The Code Enforcement Supervisor or designee shall be responsible for administering a program for identifying and monitoring the maintenance of all vacant buildings in the city.
§ 9-12.07 VIOLATIONS; PENALTY.

Failure to comply with the vacant building ordinance, including failure to register a vacant building, is an infraction. In addition to any other legal remedy, a fine in the amount as set forth in section 1-9.06(A) of this Municipal Code. Any person receiving a fine may appeal consistent with the provisions of section 1-9.09 et seq. of this Municipal Code.

SECTION 5: If any article, section, sentence, clause or phrase of this Chapter is for any reason held to be invalid or unconstitutional by a decision of any court of competent jurisdiction, such decision shall not affect the validity of the remaining portion of this Chapter. The Council hereby declares that it would have adopted this chapter and adopted each article, section, sentence, clause or phrase thereof, irrespective of the fact that any one or more articles, sections, subsections, sentences, clauses or phrases be declared invalid or unconstitutional.

SECTION 6: This ordinance shall take effect and be in full force and effect from and after thirty (30) calendar days after its final passage and adoption. Within fifteen (15) calendar days after its adoption, the ordinance, or a summary of the ordinance, shall be published once in a newspaper of general circulation.
* * * * * * *

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

Request to Waive City Fees Relating to Madera High School’s Homecoming Parade RECOMMENDATION:

Adopt the Resolution to ratify waiving the fees to cover the costs of City services relating to the Madera High School Homecoming Parade in the amount of $2,136 SUMMARY:

Madera High School (MHS) held its Homecoming Parade on October 2, 2026, and has requested the City waive fees relating to the deployment of Police, Public Works, and Engineering services.

Historically, the City Council (Council) has recognized this function as a community event and has covered the costs associated with traffic control and clean-up. Considering that the event occurred prior to Council action, staff is requesting that Council ratify waiving the fees.

DISCUSSION:

MHS formally requested the City waive all fees associated with Police, Public Works, and Engineering Department services relating to the parade and submitted a request in August 2026.

Services include:
▪ Monitoring alternative traffic patterns to ensure safety ▪ Crowd control
▪ Returning the event area to appropriate standards of cleanliness ▪ Obtaining a special event permit
Each Department contributed personnel to provide these services and at the direction of Council we are asking for their fees to be waived.

Council Meeting of: October 7, 2026
Agenda Number: ________ B-7

RETURN TO AGENDA
MHS was required to obtain the required encroachment permits for the use of City streets as part of the parade route. As is City policy, insurance binders (Special Events Insurance) were provided to transfer liability and property damage claims from the City to parade sponsors.

FINANCIAL IMPACT:

The cost of providing City services is projected per the following:
▪ Police Department: traffic and crowd control is estimated at $1,378 for five officers on overtime
▪ Public Works: $657
▪ Engineering: $101
It is noted that these figures represent the utilization of Police personnel who were brought in on overtime. Additionally, the $101 Engineering fee represents the cost of a special event permit to be waived. The total amount being petitioned for Council relief is $2,136.

ALTERNATIVES:

Council may elect to deny the request to waive fees or may request additional information.

ATTACHMENTS:

1. Resolution

2. Request Letter Authored by Madera High School
RESOLUTION NO. 26-______

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MADERA TO RATIFY

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

ENGINEERING SERVICES AND FEES RELATING TO THE MADERA HIGH SCHOOL HOMECOMING PARADE IN THE AMOUNT OF $2,136.00
WHEREAS, on October 7, 2026, the City Council of the City of Madera considered a request by Madera High School to waive the fees to cover costs relating to the Homecoming Parade; and
WHEREAS, Madera High School planned and organized this annual community event providing citizens of Madera and neighboring areas a place to celebrate; and WHEREAS, the City fees for Police, Public Works, and Engineering are $2,136; and WHEREAS, the City Council finds it is in the best interest of the City to ratify the waiver of fees; and
WHEREAS, this request provides a public benefit to the community.

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 public purpose and is in the best interest and welfare of the City and its residents. Among others, the parade builds community unity, fosters school spirit, generates local economic activity, encourages civic engagement, and brings together members of the community of all ages including students, alumni, and local residents in a shared celebration.

3. The City Council does hereby waive the City fees requested by Madera High School in the amount of $2,136 associated with the Homecoming Parade.

4. This resolution is effective immediately upon adoption. * * * * * * * *
200 South “L” Street, Madera, CA 93637 • (559)675-4444 • Fax (559)675-4531 • [email protected] Robyn Cosgrove, Principal
August 10, 2026
Mayor Gallegos and Members of the City Council,
Please consider this letter as our formal request to be placed on the agenda for your next meeting. The item for consideration is our annual Madera High School Homecoming Parade on Friday, October 2, 2026. Our parade has been a Madera tradition for the last three decades that we wish to continue for the community.

Approximately 750 high school students and 250 elementary students will take part in the parade, which includes the marching band, choir, cheer, football teams, class floats, and alumni. Furthermore, we invite elementary and junior high feeder schools to bring students to watch the parade. Last parade we had over 1000 students in attendance from our feeder school sites.

We understand that an event of this magnitude will incur many costs for all parties involved. However, we kindly ask the City of Madera for their continued support with this event by waiving the permit, police, and public works fees that are associated with the MHS Homecoming parade. As in prior years, we will notify residents and businesses of the parade route and road closures. The Coyote family is looking forward to another spirited community event!
Thank you for your consideration of this matter.

Respectfully,
Isaac A. Lopez
Director of Student Activities
559-675-4444 ext.1380
[email protected]

REPORT TO CITY COUNCIL
Approved by: Council Meeting of: October 7, 2026
Agenda Number:

Keith Helmuth, Department Director
Arnoldo Rodriguez, City Manager
SUBJECT:

Raymond Road Street Improvements Rebid, City Project R-37, CMAQ 5157(094), Shoulder Paving and RMRA Street Rehab
RECOMMENDATION:

Adopt a Minute Order Approving:

1. Acceptance of Raymond Road Street Improvements Rebid, City Project R-37, CMAQ 5157(094), Shoulder Paving and RMRA Street Rehab

2. Recording of Notice of Completion

3. Release of retention 35 days after the recording of the Notice of Completion SUMMARY:

On May 6, 2026, the City Council awarded a contract to Juarez Brothers General Engineering Inc (Contractor) for Raymond Road Street Improvements Rebid, City Project R-37, CMAQ 5157(094) (Project), Shoulder Paving and RMRA Street Rehab in the amount of $443,261.00. The Contractor has completed the Project in accordance with the plans and specifications and as modified by approved change orders.

BACKGROUND:

The work in general consisted of new shoulder paving, pavement rehab on the existing paving, and striping on Raymond Road from Cleveland Avenue to the northeast at the city limit line.

A final project inspection was conducted by City staff pursuant to the construction specifications.

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

B-8

RETURN TO AGENDA
Table 1 provides a summary of the total project contract costs.

Table 1: Project Summary, including Change Orders
Description Total
Original Contract $443,261.00
Change Order Summary $6,225.43
Total $449,486.43
Change orders totaled an increase in project cost by 1.4 percent, well below the allowable contingency of 10 percent.

FINANCIAL IMPACT:

There is no fiscal impact to the City’s General Fund. The funding for the project was programmed in the Fiscal Year 2025/2026 Budget to receive Congestion Mitigation Air Quality (CMAQ), Regional Surface Transportation Program (RSTP), and Local Transportation (LTP) Funds.

ALTERNATIVES:

As an alternative, the Council may reject the Project's Notice of Completion. Rejection of the Notice of Completion will result in staff’s inability to release retention funds and closing the Project
ATTACHMENTS:

1. Notice of Completion

2. Before/After Project Photos
Attachment 1
Notice of Completion

Page 1 of 2 ends

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. 4
th Street, Madera, CA 93637.

4. The nature of the title of the undersigned is: In fee Public Improvements, Shoulder Paving (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
N/A

6. A work of improvement on the property hereinafter described was completed on 09/15/2026

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”.) Juarez Brothers General Engineering Inc.

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

Name Address
N/A

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:

Raymond Road from Cleveland Avenue to the northeast at the city limit line.

10. The street address of said property is None
(If no street address has been officially assigned, insert “none”.) (Signature of Owner named in Paragraph 2)

CITY OF MADERA

Dated Keith Brent Helmuth, P.E.

City Engineer

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
Subscribed and sworn to (or affirmed) before me on the day of , 2026 by Keith Brent Helmuth, proved to me on the basis of satisfactory evidence to be the person(s) who appeared before me.
(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.

Attachment 2
Before/After Project Photos
BEFORE
AFTER
BEFORE
AFTER
BEFORE
AFTER

REPORT TO CITY COUNCIL
Approved by:

Keith Helmuth, Department Director
Arnoldo Rodriguez, City Manager
SUBJECT:

Storey Road Shoulder Paving, City Project R-60, CMAQ 5157(114) RECOMMENDATION:

Adopt a Minute Order Approving:

1. Acceptance of Storey Road Shoulder Paving, City Project R-60, CMAQ 5157(114)

2. Recording of Notice of Completion

3. Release of retention 35 days after the recording of the Notice of Completion SUMMARY:

On June 17, 2026, the City Council awarded a contract to AJ Excavation Inc (Contractor) for Storey Road Shoulder Paving, City Project R-60, CMAQ 5157(114) (Project) in the amount of $284,555.00. The Contractor has completed the Project in accordance with the plans and specifications and as modified by approved change orders.

BACKGROUND:

The work in general consisted of new shoulder paving, curb, valley gutter, and striping adjacent to Millview Sports Complex.

A final project inspection was conducted by City staff pursuant to the construction specifications.

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

Council Meeting of: October 7, 2026
Agenda Number: B-9

RETURN TO AGENDA
Table 1 provides a summary of the total project contract costs.

Table 1: Project Summary, including Change Orders
Description Total
Original Contract $284,555.00
Change Orders $6,575.36
Total $291,130.36
Change orders totaled an increase in project cost by 2.3 percent, well below the allowable contingency of 10 percent.

FINANCIAL IMPACT:

There is no fiscal impact to the City’s General Fund. The funding for the project was programmed in the Fiscal Year 2025/2026 Budget to receive Congestion Mitigation Air Quality Funds and Local Transportation Funds
ALTERNATIVES:

1. Notice of Completion

2. Before/After Project Photos
Attachment 1
Notice of Completion

Page 1 of 2 ends

Recording Requested by:

City of Madera
And When Recorded, Mail to:

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. 4
th Street, Madera, CA 93637.

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
N/A

6. A work of improvement on the property hereinafter described was completed on 06/04/2026

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”.) AJ Excavation, Inc.

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

Name Address
N/A

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:

Storey Road adjacent to the Millview Sports Complex

10. The street address of said property is None
(If no street address has been officially assigned, insert “none”.) (Signature of Owner named in Paragraph 2)

CITY OF MADERA

Dated Keith Brent Helmuth, P.E.

City Engineer

Page 2 of 2 ends

Attachment 2
Before/After Project Photos
BEFORE
AFTER

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

Westberry Bridge, City Project B-02
RECOMMENDATION:

Adopt a Resolution approving Amendment No. 1 to the Agreement with Cornerstone Structural Engineering Group (Cornerstone), Inc. for $99,825 for additional design and permitting services for the Westberry Bridge, City Project B-02
SUMMARY:

The City Council (Council), at its August 3, 2022 meeting, awarded a consultant services agreement with Cornerstone Structural Engineering Group, Inc for Engineering Design Services for the design and permitting of the Westberry Bridge, City Project No. B-2 (Project). The proposed amendment to the agreement with Cornerstone, Inc will allow for the continuation of engineering and permitting services needed for completion of Project.

BACKGROUND:

Prior to approval of the original agreement, all governing permitting agencies were engaged to verify all known requirements for the construction of the bridge at the time. The agencies are:
▪ US Army Corps of Engineers (ACOE)
▪ Central Valley Flood Protection Board
▪ Regional Water Quality Control Board,
▪ United State Bureau of Reclamation (USBR)
▪ California Department of Fish and Wildlife
▪ Madera Irrigation District.

The original consultant agreement with Cornerstone approved in 2022 included engineering services to provide a set of plans, specifications and permitting services through these permitting Council Meeting of: October 7, 2026
Agenda Number: B-10

RETURN TO AGENDA
agencies.

Plans and specifications (90 percent) were submitted as part of the application process for each agency and the process is ongoing. Since submittal of plans and applications to each agency, permitting requirements have evolved or simply changed. In a few cases additional requirements are imposed. Thus, revisions to plans, additional time and subsequent fees by Cornerstone for processing are therefore needed.

It was also discovered that the property across the Fresno River at the bridge location is privately owned, even though the river is under the ACOE, USBR, and other governing agencies’ jurisdiction. The ACOE and USBR are requiring the property taken out of private ownership and placed in the City’s name. A Title Report, legal descriptions, and exhibits now need to be prepared. The owner is being engaged for title acquisition.

DISCUSSION:

Additional services needed for completion of the plans and specifications preparation and the permitting process are as follows:
▪ Title Reports
During final design, Cornerstone executed a contract with a title insurance company to provide a preliminary title report for the USBR properties located along the north and south sides of the Fresno River. This was an unknown requirement until recently. An additional Title Report was required for the private property in the main channel of the Fresno River.
▪ Madera Irrigation District (MID) Required Temporary Canal Bypass After the 90 percent design drawings were submitted, MID requested the plans and specifications be modified to include temporary canal bypass pumping that is to be implemented during the construction of the underground pipelines for both canals located on each side of the river.
▪ Additional Effort Required to Complete – Project Permitting Additional communication, coordination, and site visits will be required to receive the final approval and permitting from the various agencies than what was originally planned over three years ago. Site visits by agencies are becoming more common as the agencies require more insight and understanding of the proposed bridge, civil, structural, and electrical design parameters and construction activities. ▪ Additional Effort Required to Complete – USBR Coordination & NEPA Clearance Over the course of the last three years, additional time was expended working with USBR to process the application. After almost three years of plan processing with USBR, a kickoff meeting was finally agreed to which moved the application process along to the final stages. As a result, USBR will be agreeing to a less expensive Categorical Exclusion (CE) for NEPA compliance. Unfortunately, the original budget was expended, and additional time had to be incurred to achieve these results.

The current agreement with CORNERSTONE for engineering and permitting services is for $1,025,144 plus 10 percent contingencies. All contingencies have been expended.

The overall contract scope has not changed and still includes:
▪ Structural Engineering
▪ Civil Engineering
▪ Geotechnical Engineering
▪ Hydraulic Engineering
▪ Environmental permitting pursuant to the California Environmental Quality Act ▪ Electrical Engineering
▪ Permitting efforts at required regulatory agencies
▪ Preparation of construction plans (currently at 90 percent) ▪ Construction specifications (currently at 90 percent) ▪ An engineer’s estimate of construction costs.

The added fees for the additional time is limited to the areas of Environmental Permitting.

Permitting from required regulatory agencies, and revisions to the 90 percent construction plans and specifications. The additional time needed is a result of reviews and requirements by the regulatory agencies over a three-year period that were never anticipated. Based on the additional work, Cornerstone provided a detailed cost proposal of $99,825. Amendment No 1 includes the total cost for the additional work at $99,825 plus an additional 10 percent for contingencies.

FINANCIAL IMPACT:

There is no fiscal impact to the City's General Fund. All engineering design funding is from the Transportation Development Impact Fees (DIF) (Account 40930000) and is included in the 2026/27 Capital Improvement Program (CIP) Budget.

ALTERNATIVES:

As an alternative, the Council may elect to reject the proposed amendment to the contract with Cornerstone and provide direction to Staff on next steps.

ATTACHMENTS:

1. Location Map

2. Resolution approving Amendment No. 1
Exhibit A: Amendment No. 1
Attachment 1
Project Location
Project Location
Attachment 2
Resolution
RESOLUTION NO. 26-

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MADERA, CALIFORNIA APPROVING AMENDMENT NO. 1 TO THE AGREEMENT WITH CORNERSTONE STRUCTURAL ENGINEERING GROUP INC. FOR $99,825

PLUS CONTINGENCIES FOR ENGINEERING AND PERMITTING SERVICES FOR THE WESTBERRY BRIDGE, CITY PROJECT B-02
WHEREAS, on August 3, 2022, the City Council (Council) adopted Resolution No. 22-124 approving a consultant services agreement with Cornerstone Structural Engineering Group, Inc for Engineering Design Services for the design and permitting of the Westberry Bridge, City Project No. B-2 (Project)
WHEREAS, additional engineering services are needed to complete the Project engineering documents and permitting services through various agencies; and WHEREAS, Cornerstone provided an engineering proposal for additional engineering and permitting services in the amount of $99,825.

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

1. The above recitals are true and correct.

2. The Council approves Amendment No. 1 in amount of $99,825 to the Agreement with Cornerstone Structural Engineering Group, Inc, a copy of which is attached hereto as Exhibit A and incorporated by reference.

3. Council authorizes 10 percent contingencies for Amendment 1.

4. This Resolution is effective immediately upon adoption. *******
Exhibit A
Amendment No. 1
AMENDMENT NO. 1

CONSULTANT SERVICES AGREEMENT WITH CORNERSTONE STRUCTURAL ENGINEERING GROUP INC. FOR ENGINEERING DESIGN SERVICES FOR THE CITY OF MADERA WESTBERRY BRIDGE PROJECT, CITY PROJECT B-02 This Amendment No. 1 to Agreement with Cornerstone Structural Engineering Group Inc for engineering design services for the City of Madera Westberry Bridge Project, City Project B-02 (Agreement) between the City of Madera (City) and Cornerstone Structural Engineering Group Inc (CORNERSTONE) is entered into this _____ day of October, 2026.

RECITALS
WHEREAS, CITY and CORNERSTONE entered into an agreement dated August 3, 2022, for professional engineering services for the Westberry Bridge City Project B-2 (Project); and WHEREAS, changes to the CORNERSTONE agreement are needed to add additional design and permitting services as shown in Exhibit A; and
WHEREAS, Amendment No. 1 to the Agreement is necessary to revise the scope of work, compensation, and schedule for the additional engineering services.

AGREEMENT
In consideration of the recitals listed above and the mutual obligations of the parties herein, CITY and CORNERSTONE agree that the Agreement for Engineering Design Services for the Project dated August 3, 2022 between CITY and CORNERSTONE shall be amended as follows:

A. Section 2 of the Agreement is amended to read as follows:

2. SCOPE OF WORK
CONSULTANT shall provide the professional engineering services as set forth in EXHIBIT A, and EXHIBIT A-1 "Scope of Work", 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.

B. Section 6 of the Agreement is amended to read as follows:

6. COMPENSATION
The basic fee for the work tasks itemized in EXHIBIT B, "Fee and Hourly Rate Schedule" shall not exceed $ 1,015,144.00 (one million, fifteen thousand, one hundred forty-four dollars and zero cents. Change Order No. 1 revised this amount to $1,116,584.00. Additionally, the not to exceed fee for work itemized in Scope of Work listed in Exhibit A-1 is $99,825. As a result, the Total Contract amount, including the original contract, this amendment, and Change Order No. 1 ($101,440) is $1,216,427.00.

CITY and CONSULTANT agree on the basic compensation at shown on EXHIBIT B, FEE AND RATE SCHEDULE. Tasks 0, 1, 2, 4, 5 and 6 shall be billed on a percentage complete basis and the charge rate schedule shall not apply. Tasks 3, 7, Optional Task 1, and any change orders shall be billed on an hourly basis as shown on EXHIBIT B and the charge rate schedule shall apply. Hourly rates shown on the charge rate schedule may be increased no more than annually for cost-of living adjustments as mutually agreed between CITY and CONSULTANT. It is understood and agreed by both parties that all reasonable expenses incidental to CONSULTANT'S performance of services, including travel expenses, are included in the basic fee shown in EXHIBIT B.

C. Section 8 of the Agreement is amended to read as follows:

8. 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 City Engineer in 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 City Engineer’s authority is limited to expenditures not to exceed the amount of $9,982.50.

D. Subsection 12(d) (Time of Completion) is amended to read as follows:

D. CONSULTANT shall complete all services required under this Agreement and this Agreement shall expire on December 31st, 2028, unless extended by mutual agreement.

E. The Agreement is amended to add Exhibit A-1 to the Scope of Work.

F. Except as set forth in this Amendment No. 1 all other terms and conditions in the Agreement shall remain in full force and effect.

G. This Amendment No. 1 to the Agreement shall be effective upon full execution by both parties.
(SIGNATURES ON NEXT PAGE)
In witness hereof, CITY and CONSULTANT have executed this Amendment No. 1 to the Agreement on the date first written above.

CITY OF MADERA CORNERSTONE STRUCTURAL ENGINEERING
GROUP INC.

By: __________________________ By: __________________________________ Cecelia K. Gallegos, Mayor
Title:

Taxpayer ID Number:20-0803404

APPROVED AS TO LEGAL FORM

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

By: _________________________
Alicia Gonzales, City Clerk
EXHIBIT A-1
To Amendment No 1
Exhibit A-1
This addition to the Scope of Work (Exhibit A-1) is intended to provide background as to the additional tasks and associated costs to complete the work.

USBR Title Report
During Final Design, the Consultant project delivery team executed a contract with a Title Insurance Company to provide a preliminary title report for the USBR properties located along the north and south sides of the Fresno River.

Madera Irrigation District (MID) Required Temporary Canal Bypass MID requested the previously submitted 90% design drawings be updated to include plans for temporary canal bypass pumping to be implemented during the construction of the underground pipelines for each canal, Lateral 24.2.

Additional Effort Required to Complete – Project Permitting Application permits are being held up for the Project by most agencies other than the Central Valley Flood Protection Board Permit (submitted in January 2025). To receive the final permits, additional communication, coordination, and site visits with agencies will be required. Site visits are also becoming more common with agencies and can help lend insight and understanding to agencies regarding the proposed project activities.

USBR Coordination & NEPA Clearance
USBR application SF-299 application and fees were submitted over three years ago. After several calls, meetings, and multiple email correspondence items with USBR over the last three years a kickoff meeting with USBR staff, MID staff, and the city on October 14, 2025. USBR verbally stated a Categorical Exclusion (CE) versus an Environmental Assessment can be prepared for NEPA compliance, but the consultant budgets had been depleted to get to this point. The Categorical Exclusion still needs to be prepared and filed. USBR is still preparing a Letter of Agreement to the City of Madea which will need to be vetted and executed by the parties. The parties anticipate technical studies completed and submitted in 2023 for biological and cultural resources are still in in compliance with current CEQA and NEPA regulations are still acceptable to USBR without updates/additional revisions.

Time of Completion
The permitting agencies were expected to be measured, the permitting effort can reasonably be extended to December 31, 2028.

Additional Scope of Work and Amount
The current not to exceed amount of the Agreement and Change Order no. 1 is $1,116,584. The additional amount of $99,825 (plus 10% contingencies) will bring the total fee to $ 1,216,427.

CONSULTANT shall perform additional work on Task 0 through Task 2 as set forth below in an additional amount not-to-exceed $99,825. References to “budget” in the following table refer to the not-to-exceed amount as to each task and total Agreement amounts.

REPORT TO CITY COUNCIL
Approved by:
______________________________
Harpiar Gandhi, Public Works Director
______________________________
Arnoldo Rodriguez, City Manager
SUBJECT:

Amendment No. 2 to Agreement with Stantec Consulting Services, Inc. for additional Engineering Services for the ongoing projects at the Wastewater Treatment Facility RECOMMENDATION:

Adopt a Resolution approving Amendment No. 2 to the Agreement with Stantec Consulting Services, Inc. for the Wastewater Treatment Plant (WWTP) Improvements Project, authorizing additional construction-phase engineering support through completion of the new IPS wet well, for a total not-to-exceed amount of $113,000
SUMMARY:

The City is in the midst of constructing a new headworks project at the WWTP as initially approved by Council at its December 4, 2024, meeting. On November 19, 2025, Council approved Amendment No. 1 to the Agreement with Stantec Consulting Services, Inc. (Stantec) in the amount of $160,000, which provided additional engineering support during construction and the design of a new IPS wet well to replace the existing structure, which was found to be severely deteriorated.

Since that time, two changes have extended the construction schedule beyond what Amendment No. 1 anticipated. First, the contractor, Gateway Pacific Constructors, Inc. (Gateway Pacific), has requested to extend completion of the base project from August 2026 to November 2026 because the new screening and odor control facilities have not yet been tested or commissioned.

Second, Stantec has completed the design of the new IPS wet well and prepared a change order request for Gateway Pacific to construct it, with construction anticipated to be completed by April 2027.

Given Stantec’s role as the engineer of record, City staff requested that the firm submit a proposal (Contract Amendment No. 2) to continue providing engineering services during construction through April 2027.

Council Meeting of: October 7, 2026
Agenda Number: ______
B-11

RETURN TO AGENDA
If approved, this amendment will ensure continued engineering support through completion of both the base project and the new IPS wet well, allowing construction to proceed without delay.

DISCUSSION:

The WWTP Improvements Project (Project 202324-19) has been in construction since February 2025. Gateway Pacific received a notice to proceed on February 3, 2025, and its approved baseline schedule set project completion (demobilization) for August 10, 2026. The constructionphase services approved under Amendment No. 1 were based on that schedule.

However, the contractor has not yet tested or commissioned the new screening and odor control facilities and has requested to extend completion of the base project to November 2026. This adds approximately three months of construction that is not covered under the current Agreement.

Construction of the New IPS Wet Well:

As reported to Council on November 19, 2025, a structural observation completed by Stantec in June 2025 found that the existing IPS wet well is no longer structurally sound, with missing concrete and corroded or missing reinforcing steel. City staff determined that the wet well must be removed and replaced to avoid imminent failure.

Following several months of coordination with City engineering, operations, and inspection staff, Stantec completed the design of the new wet well, which will be built to current building code standards and sized to accommodate the future 10.1 million gallons per day (MGD) plant capacity. Stantec also prepared a change order request, including detailed drawings and specifications, for Gateway Pacific to construct the new wet well (PCO No. 9). The schedule submitted by Gateway Pacific with PCO No. 9 shows wet well construction complete by April 2027 and requires Stantec to provide engineering services throughout construction.

In short, construction is now expected to continue through April 2027, approximately eight months beyond the engineering services funded under Amendment No. 1.

Proposed Scope of Work (Amendment No. 2)

1. Task 5.10 – Additional Construction Services
a. Stantec will:
i. Review 10 additional equipment/material submittals (excavation, temporary shoring, rebar, geofoam, level sensors, access hatches, ladders, coating, miscellaneous metals, and temporary pumping plan) ii. Respond to 10 additional RFIs
iii. Support startup services, including review of the startup plan and testing results
iv. Participate in 25 additional virtual progress meetings (every other week) v. Provide one structural observation after the existing wet well is demolished
vi. Attend one onsite meeting to document punch-list items after the wet well is complete
vii. Prepare as-built record drawings based on markups from the contractor and construction manager

2. Task 5.11 – Contingency
a. As-needed contingency hours to address potential project tasks that may be required. Contingency hours will only be used after receiving authorization from the City.

This amendment also extends the expiration date of the Agreement from March 1, 2027, to August 30, 2027 to allow Stantec to complete construction support and the as-built record drawings.

It should be emphasized that this item covers engineering services only. The cost to construct the new IPS wet well was previously addressed through approval of a change order to the construction contract with Gateway Pacific. On September 16, 2026 Council adopted Resolution 26-166 approving a contract change order to Gateway Pacific for $3,300,000 to construct a new influent pump station wet well.

FINANCIAL IMPACT:

The total cost for the additional services is $113,000. No additional appropriation is needed for this amendment as funding was approved during the September 16, 2026 council meeting (D-1:

Change Order for the 2024 Wastewater Treatment Plant Improvement Project WWTP 24-01 for Construction of a New Influent Pump Station (IPS) Wet Well). The amendment will modify the Engineering Services Agreement No. 202324-19. Table 1 summarizes the cost of Amendment No. 2.

Table 1: Amendment No. 2 Fee Summary
Task Description Fee
Task 5.10: Additional Construction Services $88,000
Task 5.11: Contingency $25,000
Amendment No. 2 Total Fee $113,000
The contingency is approximately 28 percent of the construction services task, which is higher than typical. Staff supports this amount because the new wet well involves demolition and replacement of an aging, below-grade structure at an operating treatment plant, where unforeseen conditions are likely. With a contingency in place, staff can address issues immediately rather than returning to Council. Also, contingency hours may only be used with City authorization. Table 2 summarizes the total Agreement with Stantec, including this amendment.

Table 2: Stantec Agreement Summary
Agreement Amount
Original Agreement (February 7, 2024) $582,000
Amendment No. 1 (November 19, 2025) $160,000
Amendment No. 2 (this item) $113,000
Total Agreement Amount $855,000
ALTERNATIVES:

Council may choose not to approve this amendment or request additional information on the matter.

ATTACHMENTS:

1. Resolution
a. Exhibit A: Amendment No. 2 to Agreement with Stantec Consulting Services, Inc. for Professional Engineering Consulting Services for Wastewater Treatment Plant Improvements
i. Exhibit A: Scope of Work
ii. Exhibit B: Fee Estimate

2. Amendment No. 1 to Agreement with Stantec Consulting Services, Inc. for Professional Engineering Consulting Services for Wastewater Treatment Plant Improvements

3. Agreement with Stantec Consulting Services for the Madera Wastewater Treatment Facility Improvement Project
Attachment 1
Resolution
RESOLUTION NO. ____________

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MADERA
APPROVING AMENDMENT NO. 2 TO AGREEMENT WITH STANTEC
CONSULTING SERVICES, INC. FOR THE MADERA WASTEWATER

TREATMENT FACILITY (WWTF) IMPROVEMENTS PROJECT AUTHORIZING

ADDITIONAL CONSTRUCTION-PHASE ENGINEERING SUPPORT THROUGH

COMPLETION OF THE NEW INFLUENT PUMP STATION (IPS) WET WELL, FOR A TOTAL NOT-TO-EXCEED AMOUNT OF $113,000
WHEREAS, the City of Madera entered into an agreement on February 7, 2024 with Stantec Consulting Services (Consultant) for professional engineering design services for Wastewater Treatment Plant Improvements (Agreement); and WHEREAS, on November 19, 2025, the City Council approved Amendment No. 1 to the Agreement for additional construction-phase engineering services and the design of a new IPS wet well in the amount of $160,000; and
WHEREAS, the construction schedule has been extended to complete the base project and construct the new IPS wet well, and the City requested additional construction-phase engineering services to be provided by the Consultant; and WHEREAS, it is necessary to extend the term of the Agreement to complete the scope of work as defined in the Agreement.

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

1. The recitals listed above are true and correct.

2. The City approves Amendment No. 2 to the Agreement with Stantec for Professional Engineering Design Services Agreement, a copy of which is attached hereto and incorporated by reference as Exhibit A.

3. The Resolution is effective immediately upon adoption. * * * * * * * * * * *
Exhibit A
Amendment No. 2
Amendment No. 2
AMENDMENT NO. 2 TO AGREEMENT WITH STANTEC CONSULTING SERVICES, INC. FOR THE

MADERA WASTEWATER TREATMENT FACILITY (WWTF) IMPROVEMENTS PROJECT,

AUTHORIZING ADDITIONAL CONSTRUCTION-PHASE ENGINEERING SUPPORT THROUGH COMPLETION OF THE NEW INFLUENT PUMP STATION (IPS) WET WELL FOR A TOTAL NOT-TOEXCEED AMOUNT OF $113,000 This Amendment No. 2 to the Professional Engineering Services Agreement (“Amendment No. 2”) is entered between the City of Madera, a Municipal Corporation (“City”), and STANTEC CONSULTING SERVICES, INC., located in Roseville CA, (“Consultant”).

R E C I T A L S
WHEREAS, on February 7, 2024, City and the Consultant entered into an Agreement for professional engineering services for design of the Madera Wastewater Treatment Facility (WWTF) Improvements Project (“Agreement”); and
WHEREAS, on November 19, 2025, City and Consultant entered into Amendment No. 1 to the Agreement to add construction-phase engineering services and the design of a new IPS Wet Well, and to extend the Expiration Date of the Agreement to March 1, 2027; and WHEREAS, the construction schedule for the WWTF Improvements Project has been extended to complete the base project and to construct the new IPS Wet Well, with construction anticipated to be complete by April 2027; and
WHEREAS, CITY and Consultant wish to amend the Agreement to add consultant participation during the extended construction phase of the work, which will include submittal review, RFI responses, startup support, attending construction progress meetings, site observations, and preparation of as-built record drawings, and to extend the term of the Agreement.

A G R E E M E N T
Based on the foregoing recitals, the Parties hereto mutually agree as follows:

A. SECTION 2. SCOPE OF WORK. Consultant shall perform the additional services set forth in Exhibit A, dated July 28, 2026, attached hereto and incorporated by reference.

B. SECTION 5. COMPENSATION. The Parties agree that the Agreement is amended to provide that the compensation to be paid for the additional service as provided in Section 2 shall not exceed $113,000 in accordance with the Fee and Billing Rates in Exhibit A and Exhibit B “Fee Estimate & Schedule of Billing Rates”, which are incorporated by reference.

C. SECTION 11. TIME OF COMPLETION. Subsection D is amended as follows: The Expiration Date of the Agreement is extended to August 30, 2027.

D. Except as amended by this Amendment No. 1 and 2, all other terms and conditions of the Agreement, as amended, remain in full force and effect.

E. This Amendment No. 2 to Agreement shall be effective upon full execution by both Parties.
(SIGNATURES ON NEXT PAGE)

CITY OF MADERA
A municipal corporation of
the State of California
By: ________________________________
Cecelia K. Gallegos, Mayor
Date: ________________________________
ATTEST:

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

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

Exhibit A – Scope of Work
Exhibit B – Fee Estimate
STANTEC CONSULTING SERVICES, INC.

By: ________________________________
By: ________________________________
Date: ________________________________
Exhibit A - Scope of Work
Consultant shall perform the additional work:

Task 5.10: Additional Construction Services
Consultant shall review an additional 10 equipment/material submittals (excavation, temporary shoring, rebar, geofoam, level sensors, access hatches, ladders, coating, misc. metals, and temporary pumping plan), respond to an additional 10 contractor RFIs, support startup services (review startup plan and testing results) and attend an additional 25 virtual progress meetings (every-other-week progress meetings). Further, Consultant will provide one structure observation after the existing wet well is demolished and attend one on-site meeting to document punch-list items after the wet well is complete. Consultant will prepare as-built record drawings based on the markups from the Contractor and Construction Manager.

Task 5.11: Contingency
As-needed contingency hours are budgeted to address potential project tasks that may be required. The hours budgeted under Contingency will only be utilized after receiving authorization from the City of Madera.

PROJECT BUDGET AND TASK SUMMARY REPORT
The following table provides an estimate of budget needed to complete the engineering services during construction identified above.

Task Description Fee
Task 5.10: Additional Construction Services $88,000
Task 5.11: Contingency $25,000
Amendment No. 2 Total Fee $113,000
Exhibit B
Exhibit B
SCHEDULE OF BILLING RATES – 2026 (USD)
Billing
Level
Hourly
Rate Description
3 4
5 $138
$147
$164
Junior Level position
❑ Independently carries out assignments of limited scope using standard procedures, methods and techniques ❑ Assists senior staff in carrying out more advanced procedures ❑ Completed work is reviewed for feasibility and soundness of judgment ❑ Graduate from an appropriate post-secondary program or equivalent ❑ Generally, one to three years’ experience
6 7
8 $172
$186
$194
Fully Qualified Professional Position
❑ Carries out assignments requiring general familiarity within a broad field of the respective profession ❑ Makes decisions by using a combination of standard methods and techniques ❑ Actively participates in planning to ensure the achievement of objectives ❑ Works independently to interpret information and resolve difficulties ❑ Graduate from an appropriate post-secondary program, with credentials or equivalent ❑ Generally, three to six years’ experience
First Level Supervisor or first complete Level of Specialization ❑ Provides applied professional knowledge and initiative in planning and coordinating work programs 9 $203 ❑ Adapts established guidelines as necessary to address unusual issues 10 $212 ❑ Decisions accepted as technically accurate, however may on occasion be reviewed for soundness of judgement 11 $228 ❑ Graduate from an appropriate post-secondary program, with credentials or equivalent ❑ Generally, five to nine years’ experience
12 $240
Highly Specialized Technical Professional or Supervisor of groups of professionals ❑ Provides multi-discipline knowledge to deliver innovative solutions in related field of expertise ❑ Participates in short and long range planning to ensure the achievement of objectives ❑ Makes responsible decisions on all matters, including policy recommendations, work methods, and financial controls associated with large expenditures
❑ Reviews and evaluates technical work
❑ Graduate from an appropriate post-secondary program, with credentials or equivalent ❑ Generally, ten to fifteen years’ experience with extensive, broad experience 13 $251
14 $271
15 $285
Senior Level Consultant or Management
❑ Recognized as an authority in a specific field with qualifications of significant value ❑ Provides multi-discipline knowledge to deliver innovative solutions in related field of expertise ❑ Independently conceives programs and problems for investigation ❑ Participates in discussions to ensure the achievement of program and/or project objectives ❑ Makes responsible decisions on expenditures, including large sums or implementation of major programs and/or projects
❑ Graduate from an appropriate post-secondary program, with credentials or equivalent ❑ Generally, more than twelve years’ experience with extensive experience 16 $304
17 $313
Senior Level Management under review by Vice President or higher ❑ Recognized as an authority in a specific field with qualifications of significant value 18 $314 ❑ Responsible for long range planning within a specific area of practice or region 19 $326 ❑ Makes decisions which are far reaching and limited only by objectives and policies of the organization 20 $337 ❑ Plans/approves projects requiring significant human resources or capital investment 21 $358 ❑ Graduate from an appropriate post-secondary program, with credentials or equivalent ❑ Generally, fifteen years’ experience with extensive professional and management experience Expert Witness Services carry a 50% premium on labor. Overtime will be charged at 1.5 times the standard billing rate. All labor rates will be subject to annual increase.

T-3 2026
Attachment
2 Amendment No. 1 to Agreement with Stantec Consulting Services, Inc. for Professional Engineering Consulting Services for Wastewater Treatment Plant Improvements
RESOLUTION NO. 25-248

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MADERA
APPROVING AMENDMENT NO. 1 TO AGREEMENT WITH STANTEC
CONSULTING SERVICES, INC. FOR THE MADERA WASTEWATER

TREATMENT FACILITY (WWTF) IMPROVEMENTS PROJECT, AUTHORIZING

ADDITIONAL CONSTRUCTION-PHASE ENGINEERING SUPPORT AND THE

DESIGN OF A NEW INFLUENT PUMP STATION (IPS) WET WELL, FOR A TOTAL NOT-TO-EXCEED AMOUNT OF $160,000.

WHEREAS, the City of Madera entered into an agreement on February 7, 2024 with Stantec Consulting Services (Consultant) for professional engineering design services for Wastewater treatment Plant Improvements (Agreement); and WHEREAS, the City requested additional services to be provided by the Consultant related to the design of a new wet well and additional construction management services; and WHEREAS, it is necessary to extend the term of the Agreement to complete the scope of work as defined in the Agreement.

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

1. The recitals listed above are true and correct.

2. The City approves Amendment No. 1 to the Agreement with Stantec for Professional Engineering Design Services Agreement, a copy of which is attached hereto and incorporated by reference.

3. The Resolution is effective immediately upon adoption. ***********

Attachment 3
Agreement with Stantec Consulting Services for the Madera Wastewater Treatment Facility Improvement Project
RESOLUTION NO. 24-23

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

CALIFORNIA, AWARDING A CONTRACT FOR ENGINEERING SERVICES AT

THE WASTEWATER TREATMENT FACILITY IN RESPONSE TO REQUEST FOR PROPOSAL (RFP) NO. 202324-19 TO STANTEC CONSULTING SERVICES, INC.

WHEREAS, In November 2023, the City published a Request for Proposal (RFP) No. 202324-19 for Design and Engineering Services for Wastewater Treatment Facility (WWTF) Improvements; and
WHEREAS, the City desires to improve the daily capacity of the WWTF to meet the demands of future growth while conforming to State guidelines; and WHEREAS, two bids were received and Stantec Consulting Services, Inc., is the City's selection to perform the services; and
WHEREAS, the federal stimulus funds provided via The American Rescue Plan Act of 2021 (ARPA) are available for water and sewer infrastructure investments; and WHEREAS, the City desires to use ARPA funds to finance the capital improvement project.

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

1. The above recitals are true and correct.

2. The City Council approves awarding a contract for engineering services to Stantec Consulting Services, Inc.

3. The Mayor of the City of Madera is authorized to execute the contract and all documents necessary to effectuate the contract in behalf of the City.

4. The resolution is effective immediately upon adoption. ********
PASSED AND ADOPTED by the City Council of the City of Madera this 7th day of February 2024 by the following vote:

AYES:

NOES:

ABSTENTIONS:

ABSENT:

ATTEST:

Mayor Garcia, Councilmembers Gallegos, Rodriguez, Montes, Mejia and Villegas.

None.

Councilmember Evans.

APPROVED:

CIA, Mayor

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

Two Easement Deeds for Sidewalk Improvements at Various Locations City Project R-94 Bid Package 3 Phase 1 AHSC Agreement No. 19-AHSC-12761
RECOMMENDATION:

Adopt a Resolution Approving an Agreement for Purchase of Easements at 944 East Yosemite Avenue, Madera, CA 93638 (APN 008-012-007) and 932 East Yosemite Avenue, Madera, CA 93638 (APN 008-012-006)
SUMMARY:

Right-of-Way (ROW) acquisition from several parcels of land is necessary for the Sidewalk Improvements at Various Locations City Project R-94 Bid Package 3 Phase 1 AHSC Agreement No. 19-AHSC-12761 (Project). Two are presented at this time.

The agreements and easement deeds have been executed by the property owners and are recommended for approval. The values of the land for the acquisition of each parcel are $500 each. Funds for the ROW acquisition are included in the City’s Fiscal Year (FY) 2024/25 Budget for the project.

DISCUSSION:

The scope of the project consists of installation of sidewalk improvements at various locations in the City. The project includes excavation of native soil, roadway excavation, demolition of concrete improvements, installation of curb ramps, curb and gutter, drive approaches, asphalt backpatch to new curb and gutter, tree removal, fence relocation, and adjusting utility boxes to grade. ROW acquisition is necessary from owners of eleven parcels; two have been approved and executed by the property owners. All 11 parcels require a partial land acquisition to construct City standard curb access ramps and/or sidewalks. This item is for two of the 11 parcels. For the parcel locations, see Location Map in Attachment 2..

Council Meeting of: October 7, 2026
Agenda Number: B-12 ___

RETURN TO AGENDA
The land acquisition and improvement from the subject parcels are listed in Table 1. The parcel located at 944 East Yosemite Avenue is owned by Jose Guadalupe Camarillo and Juana B.

Camarillo. The parcel located at 932 East Yosemite Avenue is owned by Milka Sarai Perez.

Table 1: ROW Impact & Cost
APN Area
(Square Feet) Cost
008-012-007 1 $500
008-012-006 16 $500
The City adheres to Caltrans guidelines for minor acquisition takes. Caltrans Local Assistance Procedures Manual indicates that when the City determines that the valuation is uncomplicated and the market value is estimated at $10,000 or less, based on a review of available data, a formal appraisal report is not required. This is consistent with City Administrative Policy No. AP-48 for waiver of formal appraisals on certain real property and to acquire said parcels by sale or donation where such parcels or portions thereof to be acquired do not have fair market value in excess of $2,500. The acquisition of these parcels did not exceed the threshold of $2,500 per AP48.

The formal offer and acquisition information, Purchase and Sale of Real Property Agreement and easement Deed with a description of the interest in land to be acquired has been presented to the property owner.

On October 21, 2021, the City determined that the project is Categorically Exempt under Article 19, Section 15301 (c) of the Guidelines for California Environmental Quality Act (Minor alteration of existing public facilities).

FINANCIAL IMPACT:

There will be no impact to the City’s General Fund for the ROW and construction costs for this project. The right of way acquisition is funded from the Local Transportation Funds (LTF) programmed in the FY 2025/26 Capital Improvements Project Budget. Construction will be funded by LTF.

ALTERNATIVES:

City Council may choose to reject the ROW acquisition. The rejection of ROW acquisition would result in the inability to install City Standard curb access ramps and sidewalk and therefore our inability to complete the project.

ATTACHMENTS:

1. Resolution
Exhibit 1 – Agreement and Deed for APN 008-012-007
Exhibit A – Land Description
Exhibit B – Right of Way Dedication
Exhibit 2 – Agreement and Deed for APN 008-012-006
Exhibit A – Land Description
Exhibit B – Right of Way Dedication
Exhibit 3 - Property Owner List

2. Location Map
Attachment 1
Resolution
RESOLUTION NO. 26-_________

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MADERA
APPROVING AN AGREEMENT FOR THE PURCHASE OF EASEMENTS AT 944 EAST YOSEMITE AVENUE, MADERA, CA 93638 (APN 008-012-007) AND AT 932 EAST YOSEMITE AVENUE, MADERA, CA 93638 (APN 008-012-006) WHEREAS, a project is programmed in the Fiscal Year 2025/26 Capital Improvement Program (CIP) to install sidewalks at various locations and is identified as “Sidewalk Improvements at Various Locations City Project R-94 Bid Package 3 Phase 1 AHSC Agreement No. 19-AHSC-12761” (Project); and
WHEREAS, the Project requires the acquisition of right-of-way from two parcels of land to construct sidewalks and curb access ramps in the Project area; and WHEREAS, the two property owners of record, listed in Exhibit 3 attached hereto, has offered for sale to the City of Madera the interest in real properties necessary for the Project; and WHEREAS, the properties to be acquired are more specifically described in the legal descriptions included in the Agreements for Purchase and Sale of Real Property (Agreement) and attached to the Easement Deeds associated with each parcel; and WHEREAS, the purchase price offered for the properties has been established per square foot in accordance with an informal appraisal; and
WHEREAS, on October 21, 2021, the City determined that the Project is Categorically Exempt from California Environmental Quality Act (CEQA) pursuant to Section 15301(a-e) of the CEQA Guidelines; and
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 approves the two Agreements for Purchase and Sale of Real Property and accepts the Easement Deeds,

3. The two Agreements, copies of which are attached hereto as Exhibits 1 and 2 and referred to for particulars, are approved.

4. The City Clerk is authorized to prepare the Certificate of Acceptance for the Easement Deeds.

5. The Finance Director is authorized to make the payment for the land acquisitions in the amounts shown in the attached Exhibit 3.

6. The City Engineer with the agreement of the City Manager and City Attorney is authorized to make non-material or technical corrections to documents required for implementation of the agreements.

7. This resolution is effective immediately upon adoption. * * * * * * * *
EXHIBIT 1
Agreement and Deed for APN 008-012-007
OWNERS: Jose Guadalupe Camarillo and Juana B. Camarillo

PROJECT: AHSC Sidewalk Improvements at Various Locations, City Project R-94

ADDRESS: 944 East Yosemite Avenue APN: 008-012-007
Madera, CA 93638

AGREEMENT FOR PURCHASE AND SALE OF REAL PROPERTY
This Agreement for Purchase and Sale of Real Property is effective this _______ day of _________________, 2026.

Jose Guadalupe Camarillo and Juana B. Camarillo, hereinafter referred to as the “Seller”, hereby offers to sell to the CITY OF MADERA, a municipal corporation, hereinafter referred to as the “city”, and City agrees to purchase the hereinafter described real property on the following terms and conditions:

1. Seller is the fee owner of that certain real property located at 944East Yosemite Avenue in the City of Madera, County of Madera, State of California, (APNS: 008-012-007) more particularly described in Exhibit A titled Easement Legal Description to the Easement Deed (“Property”). The Easement Deed is attached as Exhibit A to this Agreement.

2. The purchase price for the Property shall be the sum of Five Hundred Dollars ($500.00) as just compensation for land and improvements.

3. Seller warrants that the Offered Property is being acquired under threat of condemnation.

4. Seller represents and warrants that they have the authority to take the offer herein made, and that they hold fee title to the Property.

5. The sale shall be completed by and through this Agreement upon the following terms and conditions, and Sellers and City by their signature to this Agreement make this paragraph their purchase instructions:
a. City shall pay to Sellers the sums specified in Paragraph 2 of this Agreement upon receipt and recording of the Easement Deed.
b. There shall be no proration of taxes and insurance.
c. Disbursements to be in the amounts, at the times, and in all respects in accordance with the terms and conditions and subject to the limitations of this Agreement. d. Seller shall deliver to the City a signed and notarized Easement Deed in the form substantially as set forth in Exhibit A and as prepared by the City and presented to Seller with this Agreement.

6. Seller warrants that tenants on the Property pursuant to any lease agreement will not be adversely affected by this acquisition.

7. It is agreed and confirmed by the parties hereto that, notwithstanding other provisions in this contract, the right of possession and use of the Property by the City (including, but not limited to, the right to construct and install new improvements and to replace, repair, restore, remove, and/or dispose of existing improvements) shall commence upon execution of this Agreement, and that the amount shown in Clause 2 herein includes, but is not limited to, full payment for such possession and use, including damages if any, from said date.

8. Grantor Sellers hereby grant to the City, its permittees, contractors, agents or assigns, a license to enter upon, over, across, and under all of Seller’s property during the period of construction for the purpose of removal and replacement of existing owner improvements on the Property and for the purpose of facilitating the construction of public improvements and accomplishing all necessary incidence thereto, including, but not limited to, the repair, replacement, restoration, removal, and/or disposal of existing improvements. Any actual damage or substantial interference with the possession of use of the adjacent land caused by City, its permittees, contractors, agents, or assigns shall be cured by the same.

9. The obligation of the City to purchase the Property is contingent upon the finding by City that there is no evidence that there may be hazardous or toxic materials located on the Property. The cost of this determination is the sole expense of the City.

10. Time is of the essence of each and every term, condition, and covenant.

11. It is understood and agreed that this Agreement shall become a contract for the purchase and sale of real property and improvements on the parcel binding upon Seller and City, their heirs, executors, administrators, successors in interest, and assigns.

12. No addition to or modification of any term or provision of this Agreement shall be effective unless set forth in writing and signed by both parties. If any legal action is necessary to enforce or interpret this Agreement, the prevailing party shall be entitled to reasonable attorneys’ fees and costs.

13. The parties to this contract shall, pursuant to Section 21.7(a) of Title 49, Code of Federal Regulations, comply with all elements of Title VI of the Civil Rights Act of 1964. This requirement under Title VI and the Code of Federal Regulations is to complete the USDOT NonDiscrimination Assurance requiring compliance with Title VI of the Civil Rights Act of 1964, 49 C.F.R.

Part 21 and 28 C.F.R. Section 50.3.

14. No person in the United States shall, on the grounds of race, color, or national origin, be excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimination under any program or activity that is the subject of this contract. / / /
/ / /
/ / /
/ / /

EXHIBIT 2
Agreement and Deed for APN 008-012-006
OWNER: Milka Sarai Perez

PROJECT: AHSC Sidewalk Improvements at Various Locations, City Project R-94

ADDRESS: 932 E Yosemite Ave
Madera, CA 93638

APN: 008-012-006

AGREEMENT FOR PURCHASE AND SALE OF REAL PROPERTY
This Agreement for Purchase and Sale of Real Property is effective this _______ day of _________________, 2026.

Milka Sarai Perez, hereinafter referred to as the “Seller”, hereby offers to sell to the CITY OF MADERA, a municipal corporation, hereinafter referred to as the “city”, and City agrees to purchase the hereinafter described real property on the following terms and conditions:

1. Seller is the fee owner of that certain real property located at 932 E Yosemite Ave in the City of Madera, County of Madera, State of California, (APN 008-012-006) more particularly described in Exhibit A titled Easement Legal Description to the Easement Deed (“Property”). The Easement Deed is attached as Exhibit A to this Agreement.

2. The purchase price for the Property shall be the sum of Five Hundred Dollars ($500.00) as just compensation for land and improvements.

3. Seller warrants that the Offered Property is being acquired under threat of condemnation.

4. Seller represents and warrants that they have the authority to take the offer herein made, and that they hold fee title to the Property.

EXHIBIT 3
Property Owner List

PROPERTY OWNER LIST

RIGHT OF WAY ACQUISITION
For
SIDEWALK IMPROVEMENTS AT VARIOUS LOCATIONS CITY PROJECT NO. R-94 BID PACKAGE 3 PHASE 1 AHSC AGREEMENT NO. 19-AHSC-12761

APN PROPERTY OWNER/ADDRESS AMOUNT
008-012-007 Jose Guadalupe Camarillo and Juana B. Camarillo $500 944 East Yosemite Avenue
Madera, CA 93638
008-012-006 Milka Sarai Perez $500
932 East Yosemite Avenue
Madera, CA 93638
Attachment 2
Location Map
LEGEND
Affected Properties - see
easement deed for sketch
of actual easement Location Map

REPORT TO CITY COUNCIL
Approved by:
_________________________________
Wendy Silva, Director of Human Resources
_________________________________
Arnoldo Rodriguez, City Manager
SUBJECT:

Amendment to Engagement Agreement with Baker, Donelson, Bearman, Caldwell, & Berkowitz, PC (Baker Donelson) for specialty legal services relating to disaster recovery RECOMMENDATION:

Adopt a resolution approving an Amendment to the Engagement Agreement with Baker Donelson for limited engagement as legal counsel in support of the City’s application for disaster relief funds for the January 2023 Winter Storms Event
SUMMARY:

The City of Madera (City) and State of California experienced significant storm events and related impacts beginning in December 2022. President Biden declared a major disaster for various counties in California, inclusive of Madera County, for severe winter storms, flooding, landslides, and mudslides. The disaster period began December 27, 2022, and concluded January 31, 2023, and is commonly referred to as the January 2023 Winter Storms event.

The City declared a local emergency related to storm impacts incurred during the disaster period.

Staff identified applicable projects and sought disaster assistance through the Federal Emergency Management Agency (FEMA) and California Office of Emergency Services (CalOES). On April 10, 2025, the City received notification from FEMA that some costs were being denied reimbursement due to not complying with Federal procurement requirements. The City engaged Baker Donelson, a firm with specialized practice in disaster recovery, to assist the City in filing a timely and complete First Appeal. The City’s First Appeal was filed as anticipated, with the noncompliance cured to the best of the City’s ability. CalOES reviewed the City’s First Appeal and forwarded to FEMA with their support. FEMA provided notice to the City on September 23, 2026, that it was denying the City’s First Appeal. After review of the denial notice and discussion with Baker Donelson, staff is recommending the City submit the matter for binding arbitration before the Civilian Board of Contract Appeals (CBCA). While the City and FEMA may reach settlement during the process of pursuing arbitration before the CBCA, should all steps in the process be Council Meeting of: October 7, 2026
Agenda Number: _____ B-13

RETURN TO AGENDA
required, counsel estimates $100,000.00 for anticipated legal services. As the City is pursuing appeal of approximately $2.3 million in disaster recovery funds, staff recommends submitting the matter to CBCA and amending the not-to-exceed monetary cap in the Engagement Agreement with Baker Donelson for these services. There are sufficient funds appropriated in the Risk Management Fund for these services within the Fiscal Year (FY) 2026/27 Adopted Budget.

DISCUSSION:

During the January 2023 Winter Storms event disaster period, the City of Madera experienced significant impacts, including:
▪ Debris clearing in the storm system, public right-of-way, and park spaces ▪ Emergency protective measures
▪ Catastrophic failure of the Avenue 13 sewer trunk line at Granada Drive ▪ Multiple storm drain line failures and related asphalt and/or sidewalk failures ▪ Asphalt failure
▪ Degradation of equipment at the Wastewater Treatment Plant due to additional incoming debris
▪ Administrative costs associated with the above as well as with administration of the claim for damages with FEMA and CalOES
Staff identified eligible projects related to storm damage and sought disaster recovery assistance from FEMA and CalOES for these specific activities. The most expensive project was the response and repair of the Avenue 13 sewer trunk line at Granada Drive that failed due to storm surge in the sanitary sewer system. This project included bypass pumping and replacement of the collapsed trunk line. On April 10, 2025, the City was notified by FEMA that expenses related to Floyd Johnston Construction for bypass pumping after the initial 60-day response and for replacement of the collapsed trunk line were being denied due to not having a written contract in compliance with Federal procurement requirements. The work was completed under a Purchase Order, which while itemized, is a one-way document from the City to the contractor and does not necessarily contain all required language of a procurement contract under Federal requirements.

As the denied portion of the claim was the costliest portion of the claim totaling approximately $2.3 million, staff immediately researched and spoke with consultants specializing in disaster recovery claims and appeals as staff had exhausted internal resources in providing information to FEMA in support of the claims. After interviewing firms identified, the City entered into an agreement with Baker Donelson to represent the City in the appeal process. The Engagement Agreement estimated an initial not-to-exceed fee of $25,000 for services to file the City’s First Appeal. Baker Donelson assisted the City in curing the above noted reasons for FEMA’s initial denial and filed the City’s First Appeal timely and within budget. CalOES reviewed the City’s First Appeal and concurred that the City had cured FEMA’s concerns, forwarding to FEMA with their support. On September 23, 2026, staff received notification from FEMA that they were denying the City’s First Appeal. The City has three options following receipt of FEMA’s denial of the First Appeal:

1. Accept the denial, with costs associated with the sewer collapse caused by the January 2023 Winter Storms Event absorbed by the Sewer Fund;

2. File a Second Appeal with FEMA; or

3. Submit the dispute for binding arbitration before the CBCA.

After conferring with assigned counsel from Baker Donelson, staff is recommending pursuit of binding arbitration before the CBCA. Binding arbitration is recommended because FEMA’s denial of the City’s First Appeal is policy-based. A Second Appeal to FEMA will likely have the same outcome. CBCA arbitrations are reviewed and decided independently by a three-judge Panel of Arbiters, and they are not required to defer to FEMA or other decisions (the regulations specifically state the cases are not precedent). The arbitration process is also typically much faster than FEMA’s appeal process.

Pursuing arbitration in this matter is within the Scope of Services provided for in the existing Engagement Agreement with Baker Donelson. However, that agreement was capped at $25,000 for services anticipated to complete and submit the City’s First Appeal. To proceed to arbitration, if the matter does not settle prior to completing the arbitration process, counsel estimates legal fees not-to-exceed $100,000.00 for applicable services. Staff has prepared an Amendment to the Engagement Agreement modifying the not-to-exceed monetary value of the agreement to include services for arbitration.

FINANCIAL IMPACT:

The CBCA arbitrates at no cost to the parties. Fees incurred for legal services will be paid from the Insurance Reserve Fund, contracted legal services. Sufficient funds are appropriated in the FY 2026/27 Adopted Budget for the proposed Amendment. If the appeal is successful, any fees paid for services may be included in the City’s Category Z administrative costs for reimbursement from FEMA. If successful and reimbursed by FEMA, the Insurance Reserve Fund will be reimbursed.

ALTERNATIVES:

Council may direct staff not to pursue the matter further.

ATTACHMENTS:

1. Resolution
a. Exhibit 1: First Amendment to Baker Donelson Engagement Agreement

2. Baker Donelson Engagement Agreement
Attachment 1: Resolution
Resolution No. _______

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MADERA

APPROVING THE FIRST AMENDMENT TO THE BAKER, DONELSON,

BEARMAN, CALDWELL, & BERKOWITZ, PC ENGAGEMENT AGREEMENT WHEREAS, The City of Madera (City) and Baker, Donelson, Bearman, Caldwell, & Berkowitz, PC (Baker Donelson) entered into an Engagement Agreement for legal services related to disaster recovery; and
WHEREAS, City and Baker Donelson desire to amend the Engagement Agreement relating to anticipated services within the existing Scope of Services.

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 First Amendment to the Engagement Agreement between the City of Madera and Baker, Donelson, Bearman, Caldwell, & Berkowitz, PC, attached as Exhibit 1 and incorporated herein, is approved.

3. This resolution is effective immediately upon adoption. ********************
Exhibit 1: First Amendment to Engagement Agreement with Baker, Donelson, Bearman, Caldwell, & Berkowitz, PC

Page 1 of 2 ends

FIRST AMENDMENT TO

ENGAGEMENT AGREEMENT
This First Amendment to the Engagement Agreement (“First Amendment”) is entered into by and between the City of Madera, State of California, a municipal corporation “City”), and Baker, Donelson, Bearman, Caldwell, & Berkowitz, PC ("Firm” or “Baker Donelson”) as follows:

RECITALS
A. City and Firm entered into an Engagement Agreement (“Agreement”) effective April 28, 2025.

B. The City and Firm desire to modify the Agreement relating to anticipated services within the existing scope of the agreement.

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

SECTION 1. The not to exceed monetary value of the agreement is modified from $25,000.00 to $125,000.00.

SECTION 2. Except as otherwise specifically modified by this First Amendment, all other terms and provisions of the Engagement Agreement shall remain in full force and effect.

SECTION 3. This First Amendment to the Engagement Agreement shall be effective on October 7, 2026.
[Signatures on Next Page]

Page 2 of 2 ends

SIGNATURES: The individuals executing this First Amendment represent and warrant that they have the right, power, legal capacity, and authority to enter into and to execute this First Amendment on behalf of the respective legal entities of the Firm and the City.

BAKER, DONELSON, BEARMAN, CITY OF MADERA

CALDWELL, & BERKOWITZ, PC
Wendy Huff Ellard Cecelia K. Gallegos
Shareholder Mayor
Date: Date:

ATTEST APPROVED AS TO FORM
Alicia Gonzales Shannon L. Chaffin
City Clerk City Attorney
Date: Date:

Attachment 2: Agreement with Baker, Donelson, Bearman, Caldwell, & Berkowitz, PC

Insurance Requirements for Consultants
Without limiting Consultant
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:
$1,000,000 General Liability (including operations, products and completed operations) per occurrence, $2,000,000 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.
as required by the State of California and $1,000,000
per accident for bodily injury or disease. Consultant shall submit to the City, along with the certificate of insurance, a Waiver of 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 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.

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, - (or higher) and a Financial Size Category
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. If Consultant maintains higher limits than the minimums required above, the entity shall be entitled to coverage at the higher limits maintained by Consultant.

Notice of Cancellation
Consultant 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 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
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.

REPORT TO CITY COUNCIL
Approved by:

Council Meeting of: October 7, 2026
________________________________
Alicia Gonzales, City Clerk
_________________________________
Arnoldo Rodriguez, City Manager
SUBJECT:

Certificate of Recognition Honoring Madera Unified School District’s 60th Anniversary Celebration RECOMMENDATION:

Adopt a Minute Order Approving a Certificate of Recognition Honoring Madera Unified School District’s 60th Anniversary Celebration
SUMMARY:

On August 2, 2023, the City Council adopted a policy governing the issuance of ceremonial documents, including certificates of recognition. The policy ensures a transparent and systematic process, requiring requests to be submitted in writing at least 45 days prior to the requested presentation date.

In this context, on October 1, 2026, Mayor Cece Gallegos requested a Certificate of Recognition in honor of Madera Unified School District’s 60th Anniversary Celebration on Monday, October 12, 2026. This milestone recognizes generations of students, educators, and leaders who have helped shape public education in the Madera community and is especially significant as Madera High School, the District’s oldest school, prepares to graduate its 130th class in June 2027.

Per the Ceremonial Documents policy, signatures shall be reserved for Councilmembers who vote in the affirmative. For Councilmembers that vote in the negative, their signature block shall be omitted from the ceremonial document unless they notify the City Clerk in writing otherwise at least five business days prior to the meeting when the Certificates will be issued.

Agenda Number: _______ B-14

RETURN TO AGENDA
FINANCIAL IMPACT:

There were nominal expenses for the preparation of this report or the proclamation. Costs related to custom supplies, such as proclamations, certificates, frames, and folders, have been purchased, and funds were appropriated in the adopted budget.

ALTERNATIVES:

If approved by a majority vote, staff will prepare the Certificate of Recognition for presentation at MUSD’s 60th Anniversary Celebration on Monday, October 12, 2026.

In the alternative, Council may:
 Deferral for Further Discussion: Council may opt to defer the decision for further discussion, allowing additional time to address specific concerns or gather more information.
 Denial of Certificate of Recognition: If the majority vote is not in the affirmative or no action is taken, the request will be considered denied.

ATTACHMENTS:

1. Email requesting a “Certificate of Recognition Honoring Madera Unified School District’s 60th Anniversary Celebration” from Mayor Gallegos
From: Cecelia Gallegos
To: Alicia Gonzales
Subject: Fwd: Invitation - MUSD"s 60th Anniversary Celebration Date: Thursday, October 1, 2026 11:34:22 AM
Can we request a certificate? I think it would have to be put on this agenda if possible.

Sent from my iPhone
Begin forwarded message:

From: Elizabeth Soto <[email protected]>
Date: October 1, 2026 at 10:43:26 AM PDT
To: Cecelia Gallegos <[email protected]>
Subject: Fwd: Invitation - MUSD's 60th Anniversary Celebration Good morning,
On behalf of Superintendent Todd Lile and Madera Unified School District, I am pleased to invite you to join us for a special celebration recognizing Madera Unified’s 60th Anniversary and the important place Madera High School holds in our District’s history.

Monday, October 12th)
As the District’s oldest school, Madera High represents generations of students, educators, and leaders who helped shape public education in our community. This school year is particularly meaningful as we celebrate Madera Unified’s 60th anniversary while Madera High prepares to graduate its 130th graduating class in June 2027.

We would be honored to have you join us as we recognize Madera High’s legacy, celebrate the generations who have contributed to its history, and look ahead to the future Madera.
--
Logo
Elizabeth Soto
Chief Executive Assistant
[email protected]
559-675-4500 ext 222
maderausd.org

REPORT TO CITY COUNCIL
Keith Helmuth, Department Director
Arnoldo Rodriguez, City Manager
SUBJECT:

Memorandum of Understanding with Respect to the Cost Sharing for Water Years 2025-2028 Madera Subbasin Groundwater Sustainability Plan (GSP) Annual Reports RECOMMENDATION:

Approve a Resolution Approving Memorandum of Understanding with Respect to the Cost Sharing for Water Years 2025-2028 Madera Subbasin GSP Annual Reports (MOU) SUMMARY:

The City of Madera (City) is one of seven agencies that have established a Groundwater Sustainability Agency (GSA) within the boundaries of Madera Groundwater Subbasin (Subbasin) pursuant to the 2014 Sustainable Groundwater Management Act (SGMA). The seven GSAs include the following members:
 City of Madera (City)  Gravelly Ford Water District
 County of Madera (County)  Root Creek Water District  Madera Irrigation District (MID)  New Stone Water District (NWSD)  Madera Water District (MWD)
Four GSAs, including the City, County, MID, and MWD, prepared one joint Groundwater Sustainability Plan (GSP).

Approved by:

Groundwater Sustainability Agency
Council Meeting of: October 7, 2026
Agenda Number: ______ B-15

RETURN TO AGENDA
The original joint GSP, prepared in 2020, requires GSAs to achieve groundwater sustainability in the Subbasin by 2040. Combined, the original joint GSP GSAs are responsible for approximately 95 percent of the Subbasin.

The remaining three GSAs, Gravelly Ford Water District GSA, Root Creek Water District GSA and New Stone Water District GSA, each prepared their own individual GSPs, which, when combined with the joint GSP, collectively cover and manage the entire Subbasin as required by SGMA.

The GSAs were required to prepare, adopt and begin implementing the GSP by January 31, 2020.

DISCUSSION:

On February 5, 2020, as result of adopting and implementing the GSP, the City approved the first of what is now a series of Memorandums of Understanding that are intended to address cost sharing for tasks that include preparation of Annual Reports and other activities as may be deemed necessary by all parties to this agreement for implementation of the Madera Subbasin Joint GSP.

The current Memorandum of Understanding with Respect to the Cost Sharing for Water Year 2026-2028 Madera Subbasin GSP Annual Reports (MOU) addresses water years 2026-2028. In the previous 2025 MOU, the City was responsible for its share of the Joint GSP Annual Report and the Coordinated Subbasin-wide GSP Annual Report. The total financial responsibility of the City for that MOU was $19,578.57. The responsibility of the City for the 2026-2028 for these two reports over the next three Water Years (WY) is $12,100.00 for WY 2026, $12,467.86 for WY 2027, $12,850.00 for WY 2028 for a total of $37,417.86. In establishing the MOU for WY 2026- 2028, there are cost savings per year.

As indicated in Table 1 below, there are two separate tasks. They include:
 Task 1 addresses a Subbasin-wide Annual Report Document that encompasses the entire Madera Subbasin.
 Task 2 is specific to the Joint GSP.

Submission of two annual reports is a requirement that is intended to address the entire Subbasin rather than just those areas associated with the Joint GSP.

Approval of the proposed MOU will formalize cost-sharing arrangements among participating GSAs for preparation of the Water Year 2026-2028 associated Annual Reports, ensuring continued compliance with SGMA requirements and Department of Water Resources (DWR) reporting obligations.

Table 1: 2026-2028 Cost Sharing Proposal
Task Number
GSA Total Financial
City of Madera Responsibility County of
Madera MID MWD GFWD NSWD RCWD
1 (2026, All GSAs)
$5,000.00 $5,000.00 $5,000.00 $5,000.00 $5,000.00 $5,000.00 $5,000.00 $35,000.00 2 (2026, Joint
GSP GSAs)
$7,100.00 $7,100.00 $7,100.00 $7,100.00 --- --- --- $28,400.00 Total, WY 2026
Tasks 1 &2
$12,100.00 $12,100.00 $12,100.00 $12,100.00 $5,000.00 $5,000.00 $5,000.00 $63,400.00 1 (2027, All GSAs)
$5,142.86 $5,142.86 $5,142.86 $5,142.86 $5,142.86 $5,142.86 $5,142.86 $36,000.00 2 (2027, Joint
GSP GSAs)
$7,325.00 $7,325.00 $7,325.00 $7,325.00 --- --- --- $29,300.00 Total, WY 2027
Tasks 1 &2
$12,467.86 $12,467.86 $12,467.86 $12,467.86 $5,142.86 $5,142.86 $5,142.86 $65,300.00 1 (2028, All GSAs)
$5,300.00 $5,300.00 $5,300.00 $5,300.00 $5,300.00 $5,300.00 $5,300.00 $37,100.00 2 (2028, Joint
GSP GSAs)
$7,550.00 $7,550.00 $7,550.00 $7,550.00 --- --- --- $30,200.00 Total, WY 2028
Tasks 1 &2
$12,850.00 $12,850.00 $12,850.00 $12,850.00 $5,300.00 $5,300.00 $5,300.00 $67,300.00 Total, WY 2026-
WY2028
$37,417.86 $37,417.86 $37,417.86 $37,417.86 $15,442.86 $15,442.86 $15,442.86 $196,000.00 FINANCIAL IMPACT:

Costs associated with the Water Year 2026-2028 Annual Reports are funded through the Water Fund. Specifically, 20303800-6440 is utilized. No impact on the General Fund is anticipated.

ALTERNATIVES:

The methodology for shared costs is similar to the previous agreement but now includes the next three water years. Council may wish to direct staff to work with our partners in establishing a different methodology. Such methodology would by default shift costs to other partners.

ATTACHMENTS:

1. Resolution
Exhibit A – Memorandum of Understanding with Respect to the Cost Sharing for Water Years 2025-2028 Madera Subbasin GSP Annual Reports Attachment 1
Resolution
RESOLUTION NO. 26-___

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

GROUNDWATER SUSTAINABILITY AGENCY BOARD APPROVING THE

MEMORANDUM OF UNDERSTANDING WITH RESPECT TO THE COST
SHARING FOR THE WATER YEARS 2025-2028 MADERA SUBBASIN GSP

ANNUAL REPORTS
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 of the parties is a GSA within its territorial boundaries; and WHEREAS, the County of Madera, the City of Madera, MID, MWD, Root Creek, Gravelly Ford, and New Stone (collectively hereinafter “Madera Subbasin GSAs”) comprise the totality of GSAs for 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, in the Madera Subbasin, the County of Madera, the City of Madera, MID, and MWD have jointly prepared the Madera Subbasin Joint GSP, while Root Creek, Gravelly Ford, and New Stone have prepared individual GSPs within their respective territorial boundaries; and
WHEREAS, the Parties desire, through this MOU, to enter into a cost sharing agreement with respect to development of the Madera Subbasin GSP Annual Reports for water years (“WY”) 2026-2028, consistent with the requirements of the Sustainable Groundwater Management Act (“SGMA”), GSP regulations, and applicable guidance from DWR (the “Project”), whereby costs are allocated equally among the parties; and WHEREAS, funding 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 “Memorandum of Understanding with Respect to the Cost Sharing for Water Years 2025-2028 Madera Subbasin GSP Annual Reports” 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, and also execute any term extension of the same not to exceed one year subject to approval as to legal form by the City Attorney.

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

EXHIBIT A
Memorandum of Understanding with Respect to the Cost Sharing for Water Years 2025-2028 Madera Subbasin GSP Annual Reports

Page 1 ends

MEMORANDUM OF UNDERSTANDING

WITH RESPECT TO THE COST SHARING FOR THE
WATER YEARS 2025-2028

MADERA SUBBASIN GSP ANNUAL REPORTS
THIS MEMORANDUM OF UNDERSTANDING (“MOU”) is entered into the ___ day of ______________, 2026 (the “Effective Date”), by and among the Groundwater Sustainability Agencies (“GSAs”) for the CITY OF MADERA (“City”), the COUNTY OF MADERA (“County”), the MADERA IRRIGATION DISTRICT (“MID”), the MADERA WATER DISTRICT (“MWD”), the ROOT CREEK WATER DISTRICT (“Root Creek”), the GRAVELLY FORD WATER DISTRICT (“Gravelly Ford”), and the NEW STONE WATER DISTRICT (“New Stone”), collectively hereinafter referred to as the “Parties.”

RECITALS
A. On September 16, 2014, the Governor of the State of California signed the Sustainable Groundwater Management Act (“SGMA”) into law, consisting of Senate Bills 1168 and 1319, and Assembly Bill 1739 collectively, codified at Water Code Sections 10720 et seq.;
B. SGMA requires that California 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;
C. Each of the Parties is a GSA within its territorial boundaries; D. The County, the City, MID, MWD, Root Creek, Gravelly Ford, and New Stone (collectively hereinafter “Madera Subbasin GSAs”) comprise the totality of GSAs for 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; E. In the Madera Subbasin, the County, the City, MID, and MWD have jointly prepared the Madera Subbasin Joint GSP, while Root Creek, Gravelly Ford, and New Stone have prepared individual GSPs within their respective territorial boundaries; and F. The Parties desire, through this MOU, to enter into a cost sharing agreement with respect to development of the Madera Subbasin GSP Annual Reports for water years (“WY”) 2026 through 2028, consistent with the requirements of SGMA, GSP regulations, and applicable guidance from DWR (the “Project”), whereby costs of the Subbasin-wide annual report are allocated equally among all Parties, and costs of the Joint GSP annual report supplemental document are allocated equally among the County, the City, MID, and MWD (collectively, the “Joint GSP GSAs”).

Page 2 ends

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:

1. OBJECTIVE. The objective of the Parties in entering into this MOU is to share the costs of preparation of the WY 2026 through WY 2028 Madera Subbasin GSP Annual Reports, which include, for each water year, the Subbasin-wide annual report and a joint GSP annual report.

2. COST SHARING. With respect to the sharing of costs, the Parties to this MOU agree as follows:
(a) Costs will be allocated among the Madera Subbasin GSAs as shown on the Table in Exhibit “A,” attached hereto and incorporated herein by reference.
(b) Each Party shall pay any invoice associated with this MOU within thirty (30) days of the date of the invoice.
(c) Each Party’s total financial responsibility under this MOU shall not exceed the amount shown for that Party in Exhibit “A,” unless modified by written amendment pursuant to Section 8

3. TERM. This MOU shall be effective as of the Effective Date, and shall remain in effect until June 30, 2029.

4. WITHDRAWAL. A Party may, in its sole discretion, withdraw from this MOU upon 90-days written notice to the other Parties, provided that the withdrawing Party will remain responsible for its proportionate share of any obligation or liability duly incurred under this MOU, and previously approved by the withdrawing Party.

5. NOTICES. All notices required or permitted by this MOU shall be in writing, and may be delivered in person (by hand or by courier) or may be sent by regular, certified, or registered mail or U.S. Postal Service Express Mail, with postage prepaid, or by facsimile transmission, or by electronic transmission (email) and shall be deemed sufficiently given if served in a manner specified in this Section 5. The addresses and addressees noted below are that Party’s designated address and addressee for delivery or mailing of notices.

CITY OF MADERA:

City of Madera
205 W. Fourth Street
Madera, CA 93637
(559) 661-5400
COUNTY OF MADERA:

County of Madera
Dept. of Water and Natural Resources
200 W. Fourth Street
Madera, CA 93637
(559) 675-7703

Page 3 ends

MADERA IRRIGATION DISTRICT:

Madera Irrigation District
12152 Rd 28 ¼
Madera, CA 93637
(559) 673-3514
ROOT CREEK WATER DISTRICT:

Root Creek Water District
P.O. Box 27950
Fresno, CA 93729
(559) 326-2222
NEW STONE WATER DISTRICT:

New Stone Water District
P.O. Box 1350
Selma, CA 93662
(559) 834-6677
MADERA WATER DISTRICT:

Madera Water District
16943 Rd 26, Suite 103
Madera, CA 93637
(559) 674-4944
GRAVELLY FORD WATER DISTRICT:

Gravelly Ford Water District
1516 Howard RD #324
Madera, CA 93637
Any Party may, by written notice to the other Parties, specify a different address for notice. Any notice sent by registered or certified mail, return receipt requested, shall be deemed given on the date of delivery shown on the receipt card, or if no delivery date is shown, three (3) days after the postmark date. If sent by regular mail, the notice shall be deemed given forty-eight (48) hours after it is addressed as required in this section and mailed with postage prepaid. Notices delivered by United States Express Mail or overnight courier that guarantee next day delivery shall be deemed given twenty-four (24) hours after delivery to the Postal Service or courier. Notices transmitted by facsimile transmission or similar means (including email) shall be deemed delivered upon telephone or similar confirmation of delivery (confirmation report from fax machine is sufficient), provided a copy is also delivered via personal delivery or mail. If notice is received after 4:00 p.m. or on a Saturday, Sunday or legal holiday, it shall be deemed received on the next business day.

6. COMPLIANCE WITH LAWS. In any action taken pursuant to this MOU, the Parties shall comply with all applicable statutes, laws, and regulations, specifically including, but not limited to, SGMA and its implementing regulations, as they now exist or as they may be amended or promulgated from time to time.

To the extent that this MOU conflicts with or does not accurately reflect any applicable statutes, laws, or regulations now existing or as amended or promulgated from time to time, the laws, statutes, and regulations shall govern. To the extent that any

Page 4 ends

applicable statutes, laws, or regulations are amended or newly promulgated in such a manner that causes this MOU to conflict with, or no longer accurately reflect, such statutes, laws, or regulations, this MOU shall be modified, in writing, by all Parties, in order to comport with the newly amended or promulgated statutes, laws, or regulations.

7. ENTIRE AGREEMENT. This MOU and items incorporated herein contain all of the agreements of the Parties with respect to the matters contained herein, and no prior agreement or understanding pertaining to any such matter shall be effective for any purpose.

8. AMENDMENTS. No provisions of this MOU may be amended or modified in any manner whatsoever except by an agreement in writing duly authorized by the governing bodies of all Parties.

9. ASSIGNMENT. The rights and obligations of the Parties under this MOU may not be assigned or delegated.

10. BINDING EFFECT. This MOU shall apply to and bind successors, assignees, contractors, subcontractors, transferees, agents, employees, and representatives of the respective Parties hereto.

11. GOVERNING LAW. This MOU and all documents provided for herein and the rights and obligations of the Parties hereto shall be governed in all respects, including validity, interpretation and effect, by the laws of the State of California (without giving effect to any choice of law principles).

12. WAIVER. The failure of any Party to insist on strict compliance with any provision of this MOU shall not be considered a waiver of any right to do so, whether for that breach or any subsequent breach. The acceptance by any Party of either performance or payment shall not be considered to be a waiver of any preceding breach of the MOU by any other Party.

13. SEVERABILITY. If any term or provision of this MOU is, to any extent, held invalid or unenforceable, the remainder of this MOU shall not be affected.

14. HEADINGS. The subject headings of the sections of this MOU are included for purposes of convenience only and shall not affect the construction or interpretation of any of the provisions herein.

15. COUNTERPARTS. This MOU may be executed in any number of counterparts, each of which shall be an original, but all of which shall constitute one and the same instrument.
//
//

Page 5 ends

IN WITNESS WHEREOF, the Parties have executed this MOU as of the day and year first above written.

CITY OF MADERA MADERA WATER DISTRICT
By: ___________________________ By: ___________________________ Name: _________________________ Name: ________________________ Title: __________________________ Title: _________________________

MADERA IRRIGATION DISTRICT ROOT CREEK WATER DISTRICT
By: ___________________________ By: ___________________________ Name: _________________________ Name: ________________________ Title: __________________________ Title: _________________________

GRAVELLY FORD WATER DISTRICT NEW STONE WATER DISTRICT
By: ___________________________ By: ___________________________ Name: _________________________ Name: ________________________ Title: __________________________ Title: _________________________

COUNTY OF MADERA
By: ___________________________
Approved as to Legal Form:

Name: _________________________ COUNTY OF MADERA

COUNTY COUNSEL
Title: __________________________
By: _______________________

Page 6 ends

EXHIBIT A
Exhibit A – Cost Breakdown for each GSA in the Subbasin (Water Years 2026-2028) Water Year Subbasin-wide
Annual Report (All
GSAs)
Joint GSP
Supplemental
Document (Joint GSP
GSAs)
Total Estimated Fee
WY 2026 $35,000.00 $28,400.00 $63,400.00
WY 2027 $36,000.00 $29,300.00 $65,300.00
WY 2028 $37,100.00 $30,200.00 $67,300.00
Total $108,100.00 $87,900.00 $196,000.00
GSA WY 2026 Share WY 2027 Share WY 2028 Share Total Financial Responsibility
MID $12,100.00 $12,467.86 $12,850.00 $37,417.86
City of Madera $12,100.00 $12,467.86 $12,850.00 $37,417.86 MWD $12,100.00 $12,467.86 $12,850.00 $37,417.86
County of Madera $12,100.00 $12,467.86 $12,850.00 $37,417.86 GFWD $5,000.00 $5,142.86 $5,300.00 $15,442.86
RCWD $5,000.00 $5,142.86 $5,300.00 $15,442.86
NSWD $5,000.00 $5,142.86 $5,300.00 $15,442.86
Total = $63,400.00 $65,300.00 $67,300.00 $196,000.00

REPORT TO CITY COUNCIL
Approved by: Council Meeting of: October 7, 2026
Agenda Number: ___________
_________________________________
Joseph Hebert, Parks & Community Services Director
_________________________________
Arnoldo Rodriguez, City Manager
SUBJECT:

Half Marathon Event Information
RECOMMENDATION:

This report was prepared at the direction of the City Council (Council) for informational purposes.

Council to provide direction, if desired
SUMMARY:

During the September 16, 2026, regular Council meeting, a community member appeared before the City Council during the Public Comment portion of the meeting to discuss a proposed half marathon event within the City to support local nonprofit, Project Run Madera. While there was no specific request made at that time, the community member did, request Council approve a half marathon event in partnership with event organizers. Thereafter, Council requested staff agendize discussion of the half marathon at a future meeting.

The City’s existing Special Events process provides a mechanism for events that impact vehicular or pedestrian traffic or otherwise use or encroach upon the City's right-of-way(ROW). The application requires detailed event information and a route/site plan and is circulated to applicable City departments for review.

A half marathon would likely require temporary traffic restrictions and use of ROW. Street closures require event organizers to work with a 3rd party vendor for traffic control devices and placement. Moreover, street closure plans would need to be submitted to the City for review.

Caltrans may also be involved in said review.
for:

C-1

RETURN TO AGENDA
DISCUSSION:

As described by a community member during the Public Comment portion of the September 16, 2026, City Council meeting, Project Run Madera seeks to partner with the City in providing a community event with various opportunities for participation, the greatest of which would be a half marathon. A half marathon course is typically approximately 13.1 miles in length, with runners participating along a designated route. The specific route is undetermined at this time, however will likely include City property and/or ROW.

The City currently has an established Special Events permitting process for activities that affect vehicular or pedestrian traffic or otherwise encroach upon the City's ROW. The City also provides a Special Events process for events involving City parks and facilities. A half marathon event as described by the community member will most likely fall within the Special Events permitting process administered by the Engineering Department.

Special Event Permit
Based on information provided during the September 16, 2026, City Council meeting, the proposed event would require a Special Event Permit because a road race would affect vehicular and pedestrian traffic and would likely require temporary use or closure of portions of the City's public ROW. The application requires a detailed site, route, and/or traffic-control map.

Applications are submitted to the Engineering Department and are reviewed by Police and other affected departments thereafter. The application process does not constitute automatic approval. City staff may establish conditions or restrictions based upon the proposed event, and the City Engineer ultimately issues or denies the permit under the established process. The Special Event permit application is provided for reference in Attachment 1.

Traffic Control and Street Closures
Traffic control would likely represent one of the most significant operational components of the proposed event. A half marathon requires runners to occupy portions of the roadway for an extended period. Depending upon the route, this could require:
▪ Full or partial street closures;
▪ Detours;
▪ Barricades and traffic-control devices;
▪ "No Parking" restrictions;
▪ Temporary signage;
▪ Traffic-control personnel;
▪ Police assistance at intersections; and
▪ Emergency access throughout the route.

Emergency Services and Public Safety
The event would require coordination with the Police Department and potentially the Fire Department and emergency medical service providers. Both departments are included in the Special Event Permit application review process. A large, organized race presents potential emergency-response considerations, including:
▪ Runner injuries or medical emergencies;
▪ Heat-related illness;
▪ Vehicle/pedestrian conflicts;
▪ Emergency vehicle access;
▪ Crowd management;
▪ Traffic-control staffing;
▪ Lost children or vulnerable participants;
▪ Evacuation procedures; and
▪ Maintaining normal emergency response capabilities elsewhere in the City Insurance and Indemnification
The City's Special Event insurance requirements provide minimum standards based upon the nature and risk of the event. Event organizers must obtain special event coverage, however specific policies and limits are determined by the nature of the event and identified risk exposures to the City. As an example, a typical street closure for a parade requires the organizer to provide $2 million Commercial General Liability for the event and naming the City as an additional insured on the policy.

Incidental Costs
The City’s Special Event application specifically provides that the applicant may be responsible for incidental costs associated with the event, including:
▪ Supplies;
▪ Utilities;
▪ Staff coordination;
▪ Monitoring;
▪ Increased police and fire protection;
▪ Other City staff costs; and
▪ Cleanup
The applicant is also responsible for cleanup following the event, and the City may require a cleaning deposit depending upon the size and nature of the event.

Parks and City Facilities
If the organizer proposes to use a City park or facility for the race start, finish, registration, awards, vendor activities, or post-race celebration, the appropriate Parks & Community Services reservation and special-event processes may also apply.

Outside Agencies and Other Jurisdictions
A final route may extend beyond City-owned or City-controlled property. Depending upon the proposed route, the organizer may need to coordinate with:
▪ Madera County;
▪ California Department of Transportation (Caltrans);
▪ Madera County Sheriff's Office, if County roadways are involved; ▪ California Highway Patrol, depending upon roadway jurisdiction and traffic-control requirements;
▪ Madera County Environmental Health, if food or other regulated activities are included; ▪ Union Pacific Railroad, if the route crosses or occurs near railroad property; and ▪ Potentially American Ambulance;
▪ Property owners or businesses affected by the event.

Potential Benefits & Challenges
A professionally organized half marathon could provide several potential community benefits. ▪ Community recreation: The event could create an additional opportunity for residents to participate in outdoor physical activity and organized recreation. ▪ Community identity: A successful annual race could potentially become a recurring community event that showcases Madera and encourages residents and visitors to experience local neighborhoods, businesses, parks, and community amenities. ▪ Economic activity: Participants and visitors may purchase food, lodging, fuel, retail goods, and other services before and after the event. Local businesses located along or near the route could potentially benefit from increased activity, although individual businesses may experience different impacts depending on location and the duration of road closures.
▪ Community partnerships: The event could provide opportunities for local businesses, nonprofit organizations, schools, service clubs, and volunteers to participate through sponsorships, aid stations, volunteer opportunities, and other partnerships. ▪ Health and wellness: A half marathon could complement the City's existing programming and provide residents with a goal-oriented opportunity for walking, running, and physical activity.

While the event may provide community benefits, several unintended consequences should be considered.
▪ Medical emergencies or heat-related incidents may require emergency response. ▪ Traffic congestion and temporary business access impacts. ▪ Increased demand on Police, Public Works, Parks, and other City staff. ▪ Road closures may inconvenience residents and businesses. ▪ Significant coordination may be required to recruit and manage volunteers. ▪ Future expectation for City support may develop.
▪ Increased wear, litter, cleanup, and maintenance.
▪ Emergency access and transit routes must remain functional. ▪ Commercial activities may create additional permitting requirements. ▪ Parking demand could exceed available parking near the start/finish area.

FINANCIAL IMPACT:

Review of permit applications does not incur a cost to the City in and of itself beyond staff time.

This item is being brought for discussion at Council’s request, and any potential additional financial impact is dependent on Council direction and budget appropriations.

ALTERNATIVES:

This report is for informational purposes.

ATTACHMENTS:

None

REPORT TO CITY COUNCIL
Approved by: Council Meeting of: October 7, 2026
_________________________________ Agenda Number:

Will Tackett, Community Development Director
Arnoldo Rodriguez, City Manager
SUBJECT:

Award of a Professional Services Agreement to The Code Group, Inc. dba VCA Code for the REAP

2.0 Downtown Mixed-Use Housing Implementation Strategy and Development Readiness Project RECOMMENDATION:

Adopt a Resolution of the City Council of the City of Madera determining the project is exempt from the provisions of the California Environmental Quality Act (CEQA) pursuant to Sections 15262 and 15061(b)(3) of the CEQA Guidelines and approving a Professional Services Agreement with The Code Group, Inc. (dba VCA Code) for the REAP 2.0 Downtown Mixed-Use Housing Implementation Strategy and Development Readiness Project in an amount not to exceed $375,545.

SUMMARY:

City staff propose undertaking the REAP 2.0 Downtown Mixed-Use Housing Implementation Strategy and Development Readiness Project (“Project”) to advance development of City-owned property located at 103 East Yosemite Avenue, at the northerly corner of East Yosemite Avenue (State Route 145) and North E Street, in Downtown. The approximately 0.48-acre site is intended to be positioned for a mixed-use and affordable housing development and to serve as a catalyst for additional downtown investment. The City's Request for Proposal No. 202627-06 (“RFP”) describes the Project as an implementation-focused effort intended to move the site from due diligence and feasibility analysis to a development strategy, implementation roadmap, and procurement-ready developer solicitation.

The City released RFP No. 202627-06 on August 21, 2026, with proposals due September 9, 2026.

The solicitation was conducted through PlanetBids, which notified 301 pre-registered vendors and an additional 250 regional vendors registered through participating agencies. City staff also D-1

RETURN TO AGENDA
directly contacted 16 qualified firms. A total of 49 vendors expressed interest in the solicitation; however, only one proposal was received by the deadline, from The Code Group, Inc. dba VCA Code (“VCA Code”).

VCA Code's proposal was reviewed for responsiveness and completeness and evaluated against the criteria established in the RFP. The evaluation determined that the proposal demonstrated technical competence, experience, methodology, multidisciplinary resources, and ability to complete the required services and deliverables within the City's required timeframe. Staff recommended VCA Code for contract award based on its demonstrated experience, technical capabilities, and ability to provide the deliverables specified in the RFP within the City's required timeframe.

VCA Code proposes a not-to-exceed fee of $375,545 for core Tasks 1 through 7. The proposal identifies 1,894 hours of prime-consultant labor, together with $177,900 in specialized subconsultant services. The proposed fee includes labor, overhead, subconsultant costs, reproduction, travel, and incidental expenses, with no markup on subconsultant costs. VCA Code also submitted an optional Task 8 allowance of $40,005; however, that amount is not included in the proposed core contract amount and no Task 8 services would be performed without separate written authorization.

Staff recommends that the City Council award the Professional Services Agreement to VCA Code pursuant to RFP No. 202627-06 and approve the Agreement in an amount not to exceed $375,545.

BACKGROUND & ANALYSIS:

Discussion
The City issued RFP No. 202627-06 to obtain multidisciplinary professional services necessary to advance the City-owned property at 103 East Yosemite Avenue toward development of mixeduse and affordable housing. The RFP requires professional planning, housing, redevelopment, financial, engineering, environmental, market, public engagement, real estate, and implementation services. The Project is intended to produce actionable products that reduce development uncertainty, improve feasibility, facilitate public-private partnerships, and position the City to solicit qualified development partners.

The RFP specifically identifies the procurement as an implementation-focused, performancebased procurement, rather than a conventional planning study. The selected consultant is expected to recommend technically sound and cost-effective methods for achieving the City's desired outcomes.

Procurement Process
The RFP was released on August 21, 2026, and proposals were due September 9, 2026, at 4:00 p.m. The solicitation was distributed through PlanetBids and expanded through direct outreach to qualified firms. PlanetBids notified 301 pre-registered vendors and an additional 250 regional vendors registered through participating agencies, while City staff directly contacted 16 qualified firms. Forty-nine vendors expressed interest in the solicitation, but only one proposal was received.

Following the proposal deadline, two firms contacted the City during the evaluation period and indicated that they did not submit proposals because they would have been unable to provide the full scope of services within the timeframe specified in the RFP.

The RFP provides that proposals are to be evaluated based upon the proposer's qualifications and experience, how the proposed scope meets the City's requested services and needs, the proposed fee schedule, references, and any requested changes to the sample agreement.

Evaluation of VCA Code Proposal
VCA Code submitted its proposal on September 9, 2026. The proposal identifies The Code Group, Inc. as the proposer doing business as VCA Code. Jennifer A. Lilley, AICP, Director of Planning and Development Services, is identified as the Principal-in-Charge and Project Manager.

VCA Code proposes a multidisciplinary team that includes planning, housing and grants, environmental, real estate economics and financial feasibility, urban design, and civil engineering expertise. The proposal's approach is specifically structured around the City's compressed implementation schedule and the December 31, 2026 REAP 2.0 expenditure deadline.

The evaluation identified the following principal evaluation categories:

Table 1: Evaluation Scores
Evaluation Category Score Evaluation
Technical/Functionality 4 / 5 Above Average / Good
Experience/Demonstrated
Capabilities
5 / 5 Excellent / Exceptional
Cost Proposal 4 / 5 Above Average / Good
Based on the consensus evaluation, staff recommend VCA Code for award of the Professional Services Agreement.

The technical evaluation found that VCA demonstrated a strong understanding of the implementation-oriented nature of the assignment and presented a detailed methodology addressing feasibility, critical-path scheduling, risk management, quality assurance & control (QA/QC), funding, developer engagement, and procurement.

The experience evaluation found substantial directly relevant multidisciplinary experience, including municipal planning and implementation, public-private partnerships, economic development and affordable housing finance, urban design and redevelopment, environmental services, and real estate and market analysis.

The cost evaluation found VCA's proposed not-to-exceed fee of $375,545 for core Tasks 1–7 to be reasonable and adequately supported. The proposal identifies 1,894 hours of primeconsultant labor, task-level labor and subconsultant costs, and hourly rates. The fee is concentrated in the technically consequential portions of the assignment, including market and financial feasibility, development strategy, infrastructure and environmental analysis, engagement, funding, and procurement.

Proposed Scope of Services
The RFP establishes seven core tasks and an optional Task 8. The core scope consists of:

1. Project Management, Grant Compliance, and Quality Assurance

2. Development Readiness, Existing Conditions, and Regulatory Constraints Assessment

3. Housing Market, Development Feasibility, and Financial Analysis

4. Infrastructure, Mobility, Environmental, and Project Delivery Strategy

5. Mixed-Use Affordable Housing Development Strategy and Concept Plan

6. Public, Stakeholder, and Developer Engagement

7. Final Development Implementation and Solicitation Package Task 7 is particularly important because the RFP requires the consultant to produce a final implementation strategy, implementation roadmap and funding strategy, development solicitation strategy, developer information memorandum, procurement-ready solicitation materials, developer evaluation framework, final development program and concept plan, and final electronic/native project archive.

VCA's proposal is structured to integrate these tasks rather than treating them as independent planning studies. Its approach includes a coordinated assumption set, critical-path schedule, project risk register, QA/QC procedures, native financial feasibility model, early developer market sounding, future-condition design considerations related to the Yosemite Avenue Road Diet Project, and sequencing of Surplus Land Act and developer solicitation requirements.

Project Schedule
The RFP requires completion of the work consistent with the REAP 2.0 expenditure deadline of December 31, 2026, and requires the consultant to maintain a detailed schedule identifying tasks, milestones, deliverables, City review periods, engagement activities, grant reporting, regulatory coordination, critical-path items, and completion dates.

VCA Code has specifically priced Tasks 1–7 for completion and invoicing within the REAP 2.0 grant period, with all core deliverables complete and billable on or before December 31, 2026, assuming issuance of a Notice to Proceed on or about October 20, 2026.

The proposed Agreement would become effective following execution and issuance of a written Notice to Proceed. The City's proposed agreement provides that the consultant shall continue to perform until all services have been completed and accepted by the City, unless the Agreement is otherwise terminated.

Contract Amount and Optional Task 8
VCA’s cost proposal includes a not-to-exceed fee of $375,545 for core Tasks 1–7, to be allocated as identified within the attached Schedule of Compensation (Attachment 1, Exhibit 1.b.).

VCA Code has separately identified $40,005 for optional Task 8 implementation assistance. The RFP establishes Task 8 as an optional, on-call mechanism, and expressly provides that no Task 8 services may be performed without written authorization through a City-approved mechanism.

Accordingly, staff recommends that the initial Agreement be approved for $375,545, with Task 8 excluded from the authorized contract amount. Any subsequent authorization for Task 8 or other additional services would be processed in accordance with the Professional Services Agreement and applicable City approval requirements. Under the City's proposed Agreement, the City Manager may approve modifications up to five percent of the original contract price; modifications exceeding five percent require City Council approval.

Price Reasonableness
The City is eligible for up to $816,380.47 in suballocated REAP 2.0 funding. The VCA Code core proposal of $375,545 represents approximately 46 percent of that amount. The proposal includes 1,894 identified prime-consultant hours and $177,900 of specialist subconsultant services.

Staff find that the proposed fee is reasonable in relation to the scope, level of multidisciplinary expertise, identified labor, schedule requirements, and deliverables required by the RFP.

Recommendation for Award
Although VCA Code was the only firm to submit a proposal, the procurement process generated substantial vendor interest and outreach. The solicitation notified hundreds of vendors, 49 vendors expressed interest, and two firms subsequently indicated that the RFP's timeframe prevented them from submitting proposals. The Procurement Summary concludes that VCA Code's proposal was responsive, well-developed, and demonstrated the expertise and approach necessary to meet the City's requirements.

The City formally notified VCA Code on September 28, 2026, that its firm had been recommended for contract award. The notification identified the anticipated City Council consideration date as October 7, 2026.

Staff recommend that the City Council award the Professional Services Agreement to The Code Group, Inc. dba VCA Code pursuant to RFP No. 202627-06 and approve the Agreement for an amount not to exceed $375,545.

ENVIRONMENTAL REVIEW:

The proposed project is an activity which will be supported through public agency contracts, grants and assistance from one or more public agencies and has been reviewed for compliance with the requirements of the California Environmental Quality Act (CEQA) Guidelines.

Staff performed a preliminary environmental assessment and determined that the project is exempt from the provisions of the California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines Sections 15262 and 15061(b)(3).

CEQA Guidelines § 15262 exempts projects involving only feasibility or planning studies for possible future actions which the agency has not approved, adopted, or funded. CEQA Guidelines § 15061(b)(3), commonly called the "Common Sense Exemption," states that CEQA applies only where there is a possibility that the activity may have a significant effect on the environment.

The REAP 2.0 Downtown Mixed-Use Housing Implementation Strategy and Development Readiness Project is fundamentally an implementation-focused effort intended to move the site from due diligence and feasibility analysis to a development strategy, implementation roadmap, and procurement-ready developer solicitation. Project tasks will include evaluation of environmental issues that could materially affect future development and identification of likely CEQA pathways as well as required technical studies to remove environmental uncertainty.

The award of the Professional Services Agreement itself does not authorize construction, commit funding, approve infrastructure improvements, or grant development entitlements or permits.

Actionable development strategies and/or concepts produced will undergo separate environmental review when and if they are proposed for implementation. It can also therefore be seen with certainty that award of the professional services agreement will not result in a physical environmental impact because the action is purely administrative and planning oriented.

No further CEQA review or analysis is necessary for the recommended activity at this time.

FISCAL IMPACT:

The Project is funded for up to $816,380.47 through the Regional Early Action Planning Grant of 2021 (REAP 2.0), administered through the Madera County Transportation Commission (MCTC).

The proposed VCA Code Professional Services Agreement of $375,545 is within that identified project budget.

The RFP requires the consultant to support grant compliance, reporting, documentation, and performance monitoring. No additional funding is requested as part of this action beyond the amount necessary to execute the proposed Agreement. Optional Task 8 is not included in the $375,545 contract amount and would require separate written authorization and funding approval before any services are performed.

This report and associated documentation were prepared by City staff.

ALTERNATIVES:

Potential Council alternatives include:

1. Direct staff to negotiate modifications to the proposed scope, fee, or Agreement with VCA Code and return to the City Council for further consideration; or

2. Reject the proposed contract award and/or direct staff to reissue the RFP for REAP 2.0 Downtown Mixed-Use Housing Implementation Strategy and Development Readiness Project services.

A decision to negotiate modifications or reject the proposed contract award and reissue the RFP would create substantial schedule risk because the RFP requires performance consistent with the REAP 2.0 expenditure deadline of December 31, 2026.

ATTACHMENTS:

1. Resolution Approving a Professional Services Agreement with The Code Group, Inc. dba VCA Code Pursuant to Request for Proposal No. 202627-06 Exhibit 1 - Professional Services Agreement with The Code Group, Inc. dba VCA Code Exhibit A – Scope of Services
Exhibit B – Schedule of Compensation
Exhibit C – Insurance Requirements
ATTACHMENT 1
Resolution Approving a Professional Services
Agreement with The Code Group, Inc. dba VCA Code
Pursuant to Request for Proposal No. 202627-06
RESOLUTION NO. ______

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MADERA

DETERMINING THE PROJECT IS EXEMPT FROM THE PROVISIONS OF THE

CALIFORNIA ENVIRONMENTAL QUALITY ACT (CEQA) PURSUANT TO SECTIONS 15262 AND 15061(B)(3) OF THE CEQA GUIDELINES AND

APPROVING A PROFESSIONAL SERVICES AGREEMENT WITH THE CODE GROUP, INC. (DBA VCA CODE) FOR THE REAP 2.0 DOWNTOWN MIXED-USE

HOUSING IMPLEMENTATION STRATEGY AND DEVELOPMENT READINESS PROJECT IN AN AMOUNT NOT TO EXCEED $375,545
WHEREAS, the City of Madera (“City”) has received funding through the Regional Early Action Planning Grant of 2021 (“REAP 2.0”) for activities intended to advance mixed-use and affordable housing development on City-owned property located at 103 East Yosemite Avenue in Downtown Madera; and
WHEREAS, the City issued a Request for Proposals No. 202627-06 (“RFP”) for the REAP

2.0 Downtown Mixed-Use Housing Implementation Strategy and Development Readiness Project on August 21, 2026, seeking qualified multidisciplinary professional planning, housing, redevelopment, financial, engineering, environmental, market, public engagement, real estate, and implementation services; and
WHEREAS, the City conducted the solicitation through its PlanetBids electronic bidding platform, which notified 301 pre-registered vendors and an additional 250 regional vendors registered through participating agencies, and City staff directly contacted 16 qualified firms with proposals due on September 9, 2026, prior to 4:00 p.m.; and WHEREAS, 49 vendors expressed interest in the solicitation, and one proposal was received by the submission deadline from The Code Group, Inc. dba VCA Code (“VCA Code”); and WHEREAS, the VCA Code proposal was reviewed for responsiveness and completeness and evaluated in accordance with the evaluation criteria established in the RFP; and WHEREAS, the evaluation determined that VCA Code demonstrated the experience, technical capabilities, methodology, multidisciplinary resources, and ability to complete the required services and deliverables within the City's required timeframe; and WHEREAS, VCA Code submitted a not-to-exceed fee of $375,545 for Tasks 1 through 7 of the RFP, with optional Task 8 implementation assistance separately identified but not included in the proposed core contract amount; and
WHEREAS, City staff determined that the proposed fee is reasonable in relation to the requested scope and level of professional services and is within the City's identified project budget; and
WHEREAS, City staff recommend VCA Code for contract award based upon the firm's demonstrated experience, technical capabilities, and ability to provide the deliverables specified in the RFP within the City's required timeframe; and
WHEREAS, a professional services agreement has been prepared between the City and VCA Code.

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 hereby awards the Professional Services Agreement for the REAP 2.0 Downtown Mixed-Use Housing Implementation Strategy and Development Readiness Project to The Code Group, Inc. dba VCA Code pursuant to Request for Proposal No. 202627-06.

3. The City Council approves a Professional Services Agreement with The Code Group, Inc. dba VCA Code, per the material terms set forth in Exhibit 1 hereto, and in an amount not to exceed $375,545. The Community Development Director is authorized to make non-material changes to the Professional Services Agreement subject to approval as to legal form by the City Attorney.

4. The Mayor is authorized to execute the Professional Services Agreement on behalf of the City, subject to approval as to form by the City Attorney.

5. The City Manager, or designee, is authorized to administer the Agreement and take such actions as are necessary to implement the purposes and intent of this Resolution consistent with the terms of the Agreement and applicable City policies and procedures.

6. Optional Task 8 services are not authorized by this Resolution and shall not be performed or compensated unless separately authorized in accordance with the Professional Services Agreement and applicable City approval requirements.

7. This resolution is effective immediately upon adoption. *******
Attachments:

Exhibit 1 - Professional Services Agreement with The Code Group, Inc. dba VCA Code Exhibit A – Scope of Services
Exhibit B – Schedule of Compensation
Exhibit C – Insurance Requirements
Exhibit 1
Professional Services Agreement with The Code Group, Inc. dba VCA Code

CITY OF MADERA

PROFESSIONAL SERVICES AGREEMENT
This Professional Services Agreement (Agreement) is entered into between the CITY OF MADERA, a California general law city (“City”) and the Code Group, Inc. dba VCA Code ("Consultant”). This Agreement shall be effective on the date signed by City which shall occur after execution by Consultant (“Effective Date”).

RECITALS
A. City desires to obtain consultant services to complete the City’s REAP 2.0 Downtown Mixed-Use Housing Implementation Strategy and Development Readiness Project (Services) and issued a Request for Proposals for said Services.

B. Consultant is a firm specializing in professional planning, housing, redevelopment, financial, engineering, environmental, market, public engagement, real estate, and implementation services, with the necessary experience to provide desired Services to the City and submitted a proposal to the City.

C. City desires to retain Consultant to provide said Services, as detailed further herein.

D. City desires to retain Consultant, and Consultant desires to provide City with the Services, on the terms and conditions as set forth in this Agreement.

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

AGREEMENT

1. Scope of Services. Consultant shall perform, to the satisfaction of City in accordance with this Agreement, the Services, as described in the “Scope of Services” attached hereto as Exhibit A and incorporated by herein by this reference. Consultant shall at all times faithfully, competently and to the best of its ability, experience, and talent, perform all services described herein.

2. Commencement of Services; Term of Agreement. Consultant shall commence the Services upon City’s issuance of a written "Notice to Proceed" and shall continue in full force and effect until Consultant has completed all Services as identified in Exhibit A, Scope of Services, and such Services have been reviewed and accepted by the City, unless otherwise terminated by the City. (a) Continuity of Personnel. Consultant shall make every reasonable effort to maintain the stability and continuity of Consultant's staff and subcontractors assigned to perform the Services under this Agreement. Consultant shall notify City of any changes in Consultant's staff and subcontractors assigned to perform the Services under this Agreement. (b) Additional Services. Consultant shall not be compensated for any services rendered in connection with its performance of this Agreement which are in addition to or outside of those set forth in this Agreement or listed in Exhibit A unless such additional services are authorized in advance through bi-lateral written modification to this Agreement. The City Manager is authorized to approve such modifications on behalf of the City up to 5% of the original contract price. Any other changes to this Agreement or the scope of services or an amount exceeding 5% of the original contract shall only be accomplished by written Agreement approved by the City Council and Consultant.

3. Compensation for Services. City shall compensate Consultant for rendering the Services as follows:
(a) Subject to any limitations set forth in this Agreement, City agrees to pay Consultant by the amounts specified in the Schedule of Compensation attached hereto as Exhibit B and incorporated herein by this reference. Total project cost shall not exceed $375,545.00. (b) Each month Consultant shall invoice City for all work performed and expenses incurred during the preceding month. The invoice shall detail charges by the following categories: labor (by subcategory), travel, materials, equipment, supplies, and subconsultant contracts. In addition, the invoice shall provide progress billing for each of the deliverables, including a description of the work completed, the percentage of completion achieved during the billing period and cumulatively, and the corresponding amount billed for each deliverable. Billing shall be consistent with the approved fee proposal and the actual progress of the work.

Invoices shall be submitted by email to:

Will Tackett
Community Development Director
[email protected]
(c) City shall independently review each invoice submitted by the Consultant to determine whether the work performed and expenses incurred are in compliance with the provisions of this Agreement. The invoiced amount shall be paid within 30 calendar days unless City disputes any charges or expenses. If any charges or expenses are disputed, City shall pay the undisputed amount, and notify Consultant of the nature and amount of the disputed charge or expense. The parties shall seek to resolve the disputed items(s) by mutual agreement. Any billing disputes brought forth by the City must be submitted within fourteen (14) days of the receipt of the billing statement. Such disputes will be submitted by electronic mail (email) to the billing contact provided by Consultant.

Billing contact for Consultant:

Jennifer A. Lilley
Director, Planning and Development Services
[email protected]
(d) Payment to Consultant for work performed under this Agreement shall not be deemed to waive any defects in work performed by Consultant.

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

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

6. Identity of Subcontractors and Sub-Consultants. Consultant shall before commencing any work under this Agreement provide to City in writing: (a) the identity of all subcontractors and sub-consultants (collectively referred to as "subcontractors"), if any, which Consultant intends to utilize in Consultant's performance of this Agreement; and (b) a detailed description of the full scope of work to be provided by such subcontractors. Consultant shall only employ subcontractors pre-approved by City and in no event shall Consultant replace an approved subcontractor without the advance written permission of City, with the understanding that City’s permission will not be unreasonably withheld. Notwithstanding any other provisions in this Agreement, Consultant shall be liable to City for the performance of Consultant's subcontractors.

7. Subcontractor Provisions. Consultant shall include in its written agreements with its subcontractors, if any, provisions which: (a) impose upon the subcontractors the obligation to provide to City the same insurance and indemnity obligations that Consultant owes to City; (b) make clear that City intends to rely upon the reports, opinions, conclusions and other work product prepared and performed by subcontractors for Consultant; and (c) compliance with all laws and certifications as required under this Agreement.

8. Power to Act on Behalf of City. Consultant shall not have any right, power, or authority to create any obligation, express or implied, or make representations on behalf of City except as may be expressly authorized in advance in writing from time to time by City and then only to the extent of such authorization.

9. Record Keeping; Reports. Consultant shall keep complete records showing the type of Services performed. Consultant shall be responsible and shall require its subcontractors to keep similar records. City shall be given reasonable access to the records of Consultant and its subcontractors for inspection and audit purposes. Consultant shall provide City with a working draft of all reports and a copy of all final reports prepared by Consultant under this Agreement.

10. Ownership and Inspection of Documents. All data, tests, reports, documents, conclusions, opinions, recommendations, and other work product generated by or produced for Consultant or its subcontractors in connection with the Services, regardless of the medium, including physical drawings and materials recorded on computer discs (“Work Product”), shall be and remain the property of City. City shall have the right to use, copy, modify, and reuse the Work Product as it sees fit. Upon City’s request, Consultant shall make available for inspection and copying all such Work Product and all Work Product shall be turned over to City promptly at City’s request or upon termination of this Agreement, whichever occurs first. Consultant shall not release any Work Product to third parties without prior written approval of the City Manager. This obligation shall survive termination of this Agreement and shall survive for four (4) years from the date of expiration or termination of this Agreement.

11. Confidentiality. All data, reports, conclusions, opinions, recommendations, and other work product prepared and performed by and on behalf of Consultant in connection with the Services performed pursuant to this Agreement shall be kept confidential and shall be disclosed only to City, unless otherwise provided by law or expressly authorized by City. Consultant shall not disclose or permit the disclosure of any confidential information acquired during performance of the Services, except to its agents, employees, affiliates, and subcontractors who need such confidential information in order to properly perform their duties relative to this Agreement. Consultant shall also require its subcontractors to be bound to these confidentiality provisions.

12. City Name and Logo. Consultant shall not use City’s name or insignia, photographs relating to the City projects for which Consultant’s services are rendered, or any publicity pertaining to the Consultant’s services under this Agreement in any magazine, trade paper, newspaper, television or radio production or other similar medium without the prior written consent of City.

13. Conflicts of Interest. Consultant warrants that neither Consultant nor any of its employees have an interest, present or contemplated, which would conflict in any manner with the interests of the City or which would in any way hinder Consultant’s performance of services under this Agreement. Consultant covenants that no person having any such interest, whether an employee or subcontractor shall perform the Services under this Agreement. During the performance of the Services, Consultant shall not employ or retain the services of any person who is employed by the City or a member of any City Board or Commission. City understands and acknowledges that Consultant is, as of the date of execution of this Agreement, independently involved in the performance of non-related services for other governmental agencies and private parties.

Consultant is unaware of any stated position of City relative to such projects. Any future position of City on such projects shall not be considered a conflict of interest for purposes of this section. City understands and acknowledges that Consultant will, perform non-related services for other governmental agencies and private parties following the completion of the Services under this Agreement, and any such future service shall not be considered a conflict of interest for purposes of this section.

14. Non-liability of Officers and Employees. No officer or employee of City shall be personally liable to Consultant, or any successors in interest, in the event of a default or breach by City for any amount which may become due Consultant or its successor, or for any breach of any obligation under the terms of this Agreement.

15. City Right to Employ Other Consultants. This Agreement is non-exclusive with Consultant.

City reserves the right to employ other consultants in connection with the Services.

16. Termination of Agreement. This Agreement shall terminate upon completion of the Services, or earlier pursuant to the following.
(a) For Convenience of City. This Agreement may be terminated by City at its discretion upon thirty (30) days prior written notice to Consultant. (b) For Breach of Either Party. If for any cause either party fails to fulfill in a timely and proper manner its obligations under this Agreement (the “breaching party”), the other party (the “terminating party”) shall have the right to terminate the Agreement by giving not less than five (5) working days’ written notice to the breaching party of the intent to terminate and specifying the effective date thereof. The terminating party shall, however, provide the breaching party with a detailed statement of the grounds for termination. This statement shall include, as appropriate, references to specific provisions of this Agreement, dates, dollar amounts and other information relevant to the decision to terminate for cause. (c) Compensation to Consultant Upon Termination. In the event termination is not due to fault attributable to Consultant and provided all other conditions for payment have been met, Consultant shall be paid compensation for services performed prior to notice of termination. As to any phase partially performed but for which the applicable portion of Consultant's compensation has not become due, Consultant shall be paid the reasonable value of its services provided. However, in no event shall such payment when added to any other payment due under the applicable part of the work exceed the total compensation of such part as specified in Section 3 herein. In the event of termination due to Consultant’s failure to perform in accordance with the terms of this Agreement through no fault of City, City may withhold an amount that would otherwise be payable as an offset to City's damages caused by such failure.
(d) Effect of Termination. Upon receipt of a termination notice (or completion of this Agreement), Consultant shall: (i) promptly discontinue all Services affected (unless the notice directs otherwise); and (ii) deliver or otherwise make available to the City, without additional compensation, all data, documents, procedures, reports, estimates, summaries, and such other information and materials as may have been accumulated by the Consultant in performing this Agreement, whether completed or in process. Following the termination of this Agreement for any reason whatsoever, City shall have the right to utilize such information and other documents, or any other works of authorship fixed in any tangible medium of expression, including but not limited to physical drawings, data magnetically or otherwise recorded on computer disks, or other writings prepared or caused to be prepared under this Agreement by Consultant. Consultant may not refuse to provide such writings or materials for any reason whatsoever.

17. Force Majeure. Neither party shall be liable for any failure to perform or any impairment to its performance to the extent such failure or impairment is caused by any act of God, fire, flood, natural catastrophe, labor dispute or strike or shortage, national or state emergency, epidemic or pandemic, insurrection, riot, act of terrorism, war, act of government, and/or any other event, occurrence or circumstance beyond the reasonable control of either party.

18. Insurance. Consultant shall obtain and maintain in full force and effect during the term of this Agreement the insurance policies set forth in Exhibit C attached hereto and incorporated herein by this reference. All insurance policies shall be subject to City approval as to form and content.

Consultant shall provide City with copies of required certificates of insurance upon request.

19. Indemnity and Defense.
(a) 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, defend, and hold harmless CITY and any and all of its officials, employees and agents from and against any and all losses, liabilities, damages, costs, and expenses, including legal counsel’s fees and costs but only to the extent the 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 defend or indemnify CITY for its own negligence or for the negligence of others. (b) 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.

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

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

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

To City: Will Tackett
City of Madera
205 W. Fourth Street
Madera, CA 93637
Email: [email protected]
To Consultant: Jennifer A. Lilley, AICP
Director, Planning and Development Services
The Code Group, Inc. dba VCA Code
1845 West Orangewood Avenue, Suite 210
Orange, CA 92868
Email: [email protected]
Notice shall be deemed effective on the date personally delivered, or transmitted by email, or if mailed, three (3) days after deposit of the same in the custody of the United States Postal Service.

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

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

This Agreement may be amended only by written instrument signed by both City and Consultant.

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

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

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

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

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

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

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

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

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

THE CODE GROUP, INC. DBA VCA CODE CITY OF MADERA
By: ___________________________ By: ______________________________ Tom VanDorpe, SE Cecelia K. Gallegos, Mayor
Chief Executive Officer / President
Date: __________________ Date: ______________________
APPROVE AS TO FORM:

Shannon L. Chaffin, City Attorney
ATTEST:

Alicia Gonzales, City Clerk

EXHIBIT A

SCOPE OF SERVICES
E. Method of Approach
VCA Code | 1845 W. Orangewood Ave., #210, Orange, CA 92868 | 714.363.4700 1 | Page City of Madera
REAP 2.0 Downtown Mixed-Use Housing Implementation Strategy & Development Readiness Project
September 9, 2026
E. METHOD OF APPROACH
This section responds to Section V.E and describes how VCA will fulfill each requirement of the Scope of Services. It is organized as the RFP is organized: the eight core tasks, followed by the five specific items required by Section V.E, subitems 1 through 5.

E.1 ORGANIZING PRINCIPLE
The City has stated that it wants an integrated implementation program rather than a series of separate planning studies, and that supporting analyses should be incorporated into major deliverables rather than issued as standalone reports. We have structured our approach accordingly.

There are seven major deliverables, not twenty-five. Every analysis we perform is carried into one of them. We maintain a single coordinated assumption set — one set of unit counts, costs, revenues, absorption rates, and timing — used by every discipline, so that the concept plan, the pro forma, the infrastructure cost estimate, and the developer information memorandum cannot contradict one another.

On a ten-week critical path, sequential task execution is not viable. Our approach runs Tasks 2, 3, and 4 concurrently from Notice to Proceed, with defined interface points where each hands its findings to the others. This requires disciplined coordination across four firms, which is why Task 1 is a real task in our approach rather than an administrative line item.

Task 1 — Project Management, Grant Compliance, and Quality Assurance Jennifer Lilley serves as the single point of accountability. On a compressed, grant-funded schedule staffed across four firms, project management is critical. Our management approach is built to surface problems early enough to act on them.

Our Approach
• Kickoff meeting within five business days of Notice to Proceed, confirming objectives, decision points, information needs, City roles, communication protocols, review turnaround expectations, and the grant expenditure interpretation described in Section B.2 of this proposal.
• Project Management Plan and critical-path schedule identifying milestones, dependencies, City decision dates, review periods, engagement activities, grant reporting dates, and completion dates. City review periods are shown explicitly because on this schedule they are on the critical path.
• Active management of subconsultants, including enforcement of the single coordinated assumption set across all disciplines and consistency of data, graphics, and recommendations.

The Prime Consultant remains responsible for all services performed by subconsultants. • Risk register maintained from kickoff, covering schedule, budget, technical, regulatory, market, environmental, infrastructure, funding, procurement, and implementation risk, with E. Method of Approach
VCA Code | 1845 W. Orangewood Ave., #210, Orange, CA 92868 | 714.363.4700 2 | Page City of Madera
REAP 2.0 Downtown Mixed-Use Housing Implementation Strategy & Development Readiness Project
September 9, 2026
named owners and corrective actions. Reviewed at every progress meeting rather than filed and forgotten.
• Documented QA/QC procedures: technical accuracy review by a qualified discipline lead who did not perform the work; interdisciplinary consistency check against the assumption set; editorial and graphics review; and executive review by the Project Manager before anything reaches the City.
• Bi-weekly progress meetings and concise written progress reports addressing completed work, upcoming activities, budget and schedule status, risks, decisions required, action items, and outstanding information needs. Significant issues are raised when they arise, not held for the next scheduled meeting.
• REAP 2.0 grant administration support led by Monika Troncoso: reimbursement documentation, invoice backup formatted to MCTC requirements, performance tracking against grant objectives, progress and closeout reporting, and coordination with City and MCTC staff.
• Organized project records, decision log, and action register maintained throughout and transmitted as part of the final archive.

Deliverables
• Project Management and Grant Compliance Program (schedule, communication procedures, QA/QC procedures, risk management, grant compliance tracking) • Periodic Progress Reports with updated schedule, budget, and risk information • Final Project Administration and Grant Closeout Documentation Objectives supported: City Implementation Objectives; REAP 2.0 grant compliance. Reduces schedule and grantcompliance risk.

Task 2 — Development Readiness, Existing Conditions, and Regulatory Constraints Assessment
Task 2 establishes what can actually be built on this parcel and what the City must do to allow it. The RFP is explicit that this must be implementation-relevant rather than a descriptive inventory, and we agree: a catalogue of existing conditions has no value to a developer. What has value is a clear statement of the buildable envelope, the entitlement path, and the actions required to clear it.

Our Approach
• Compile and evaluate existing land use, zoning, General Plan designation, parcel configuration, title and easements, rights-of-way, surrounding development and neighborhood context, remaining structures or subsurface improvements, and relevant property information for the ±0.48-acre site.

E. Method of Approach
VCA Code | 1845 W. Orangewood Ave., #210, Orange, CA 92868 | 714.363.4700 3 | Page City of Madera
REAP 2.0 Downtown Mixed-Use Housing Implementation Strategy & Development Readiness Project
September 9, 2026
• Review available GIS, assessor, aerial, survey, infrastructure, transportation, and utility data; identify material data gaps requiring further investigation and state their implementation consequences and cost.
• Evaluate existing infrastructure and service conditions sufficient to identify development constraints — water, sewer, storm drainage, streets and access, sidewalks, dry utilities, and broadband — in coordination with Proactive Engineering under Task 4. • Establish baseline environmental and physical constraints, with specific attention to post-fire site conditions, potential hazardous materials in remaining debris, residual foundations or below-grade structures, and the historical and archaeological sensitivity arising from the parcel’s 1876 origin.
• Review applicable General Plan, zoning, development standards, subdivision requirements, design standards, parking, landscaping, engineering, accessibility, utility, and sign requirements, and identify which standards constrain a feasible development program on a parcel of this size and shape.
• Identify applicable State and federal requirements and entitlement pathways, including the Surplus Land Act, Housing Accountability Act, density bonus law, SB 35 / AB 2011 and successor streamlining provisions where applicable, AB 2097 parking limitations, CEQA, and tribal consultation obligations under AB 52 and SB 18.
• Identify regulatory barriers, entitlement complexity, procedural issues, streamlining opportunities, and recommended implementation actions — including whether the City should amend a standard, adopt an overlay, or process a project-specific approval, and what each choice costs in time.
• Prepare a site-specific development-readiness evaluation identifying opportunities, constraints, risks, dependencies, and issues requiring further due diligence, with each item assigned a responsible party and a timeframe.
• Prepare coordinated GIS and mapping products supporting subsequent feasibility, concept planning, environmental, infrastructure, and procurement work.

Deliverables
• Development Readiness and Constraints Assessment, incorporating existing conditions, regulatory and entitlement analysis, development constraints, opportunity and constraint mapping, GIS data, and recommended regulatory or procedural actions Objectives supported: REAP 2.0 entitlement-certainty objectives; City Implementation Objectives. Reduces entitlement uncertainty and predevelopment risk.

E. Method of Approach
VCA Code | 1845 W. Orangewood Ave., #210, Orange, CA 92868 | 714.363.4700 4 | Page City of Madera
REAP 2.0 Downtown Mixed-Use Housing Implementation Strategy & Development Readiness Project
September 9, 2026
Task 3 — Housing Market, Development Feasibility, and Financial Analysis Task 3 answers the question the City most needs answered and that developers will test hardest:
what can be built here, and what will it take to make it happen. Kosmont Companies leads this task, with Monika Troncoso leading the affordable housing finance components. Market, development, and financial analysis are performed as one integrated exercise by one team, not as three studies stapled together.

Our Approach
• Evaluate Downtown Madera and relevant local and regional housing market conditions:
population and household trends, employment and income, tenure, affordability, vacancy, supply, absorption, recent development activity, and directly competitive projects, using both secondary data and direct market contact.
• Assess current and projected housing demand and identify market-supported product types, unit ranges, tenure, affordability levels, and mixed-use or ground-floor commercial opportunities appropriate to a small downtown corner site. • Evaluate affordable housing opportunities including feasible income targeting, 9% and 4% LIHTC positioning, State programs including AHSC, IIG, and Prohousing where the site qualifies, local and County sources, tax-exempt bond financing, and partnership structures. • Develop site-specific development programs and test density, unit mix, ground-floor use, parking configuration, phasing, and development intensity. Parking scenarios will be tested explicitly, including reduced or eliminated minimums under AB 2097 if the MITC qualifies, and shared or joint-use arrangements with the transit center. • Prepare development cost, revenue, operating, financing, and timing assumptions appropriate to this level of analysis, with every material assumption and limitation stated on its face. • Build a native financial feasibility model evaluating returns, funding gap, required public investment, sensitivity to material variables, and alternative development scenarios. Delivered in native Excel with unlocked, documented assumptions so City staff can rerun it after this contract ends.
• Evaluate public-private partnership, land disposition, ground lease, infrastructure investment, and incentive strategies that improve feasibility while protecting long-term public objectives — including an honest comparison of land sale versus ground lease and what each does to the City’s leverage and revenue.
• Identify the market and financial conditions that should inform developer procurement:
realistic development requirements, incentives, risk allocation, and evaluation considerations.

Deliverables
• Market, Development Feasibility and Financial Analysis Report E. Method of Approach
VCA Code | 1845 W. Orangewood Ave., #210, Orange, CA 92868 | 714.363.4700 5 | Page City of Madera
REAP 2.0 Downtown Mixed-Use Housing Implementation Strategy & Development Readiness Project
September 9, 2026
• Native Financial Feasibility Model with supporting assumptions and data files • Concise Development Program and Feasibility Summary for City decision-makers, funding agencies, and prospective developers
Objectives supported: Primary Project Objective; City Implementation Objectives. Reduces development uncertainty and improves financial feasibility.

Task 4 — Infrastructure, Mobility, Environmental, and Project Delivery Strategy
Task 4 identifies the physical, environmental, transportation, utility, permitting, and delivery conditions that must be addressed to move from concept to implementation. Proactive Engineering Consultants leads the infrastructure and utility evaluation; Albert Armijo and Brian Baca lead the environmental and CEQA components. Consistent with the RFP, this work is implementationoriented and excludes detailed engineering design and project-level CEQA documentation unless separately authorized under Task 8.

Our Approach
• Evaluate water, wastewater, storm drainage, streets, access, curb, gutter and sidewalk, lighting, traffic control, broadband, electrical, and telecommunications conditions serving the site, including capacity and connection requirements for the development programs under consideration.
• Assess multimodal access, pedestrian and bicycle connectivity, the relationship to the Madera Intermodal Transit Center, and roadway interfaces — evaluated against the completed roaddiet configuration rather than existing conditions, since the corridor will be rebuilt before any development occurs.
• Identify infrastructure deficiencies, capacity constraints, required improvements, preliminary cost considerations, priorities, dependencies, and potential funding opportunities, distinguishing City obligations from developer obligations so the solicitation can allocate them cleanly.
• Evaluate environmental issues that could materially affect redevelopment or delivery:
biological, cultural and historical, hazardous materials, noise, air quality, greenhouse gas, water, transportation, public services, environmental justice, and cumulative considerations as applicable.
• Identify the likely CEQA pathway and required technical studies, including evaluation of available streamlining and infill exemption mechanisms, and identify what the City can complete in advance to remove environmental uncertainty from the developer’s risk calculus. • Establish Caltrans District 6 coordination requirements for SR 145 frontage, access, and encroachment as an identified long-lead item.

E. Method of Approach
VCA Code | 1845 W. Orangewood Ave., #210, Orange, CA 92868 | 714.363.4700 6 | Page City of Madera
REAP 2.0 Downtown Mixed-Use Housing Implementation Strategy & Development Readiness Project
September 9, 2026
• Coordinate environmental, infrastructure, regulatory, market, financial, and concept-planning findings into a practical project-delivery sequence, and identify implementation risks, required agency coordination, long-lead activities, and actions that should occur before or concurrent with developer solicitation.

Deliverables
• Infrastructure, Environmental and Project Delivery Strategy, incorporating infrastructure and mobility findings, improvement priorities, preliminary costs, environmental constraints and CEQA strategy, permitting considerations, sequencing, risks, and funding and coordination recommendations
Objectives supported: REAP 2.0 VMT and infrastructure-leverage objectives; Technical and Implementation Objectives.

Reduces project-delivery risk.

Task 5 — Mixed-Use Affordable Housing Development Strategy and Concept Plan Task 5 converts the preceding analysis into a specific development strategy and an illustrative concept the City can show to a Council, a funder, and a developer. Perkins Eastman leads the design work. The challenge on a 0.48-acre corner is disciplined: there is one good building here, and the question is how it addresses two street frontages, accommodates parking without consuming the site, and holds a prominent downtown corner.

Our Approach
• Synthesize Tasks 2 through 4 into a preferred redevelopment vision and development program consistent with market conditions, financial feasibility, infrastructure capacity, environmental constraints, City objectives, and REAP 2.0 requirements. • Define a practical range — not a single fixed point — of residential density, unit count, affordability, tenure, commercial and mixed-use components, public space, parking, circulation, and phasing, so that competitive private responses remain possible. • Identify strategies to maximize affordable housing and public benefit while maintaining economic feasibility, with the trade-offs stated explicitly rather than assumed away. • Prepare development alternatives, including at least one preferred concept and sufficient alternatives to test material differences in density, use mix, phasing, parking, public realm, or implementation approach. Each alternative is run through the Task 3 model so the City sees the feasibility consequence of each design choice.
• Prepare site planning and urban design concepts addressing building placement, massing, circulation, pedestrian connections, parking, public space, streetscape integration with the completed corridor improvements, landscaping, and phasing. • Prepare conceptual development standards or design parameters suitable for incorporation into the future solicitation — written as performance parameters a developer can respond to, not as a prescriptive design the City is committed to defending.

E. Method of Approach
VCA Code | 1845 W. Orangewood Ave., #210, Orange, CA 92868 | 714.363.4700 7 | Page City of Madera
REAP 2.0 Downtown Mixed-Use Housing Implementation Strategy & Development Readiness Project
September 9, 2026
• Prepare illustrative graphics, diagrams, renderings, and presentation materials suitable for decision-makers, the public, funding agencies, and prospective developers, and usable in Council, Planning Commission, print, web, and social media formats.

Deliverables
• Development Strategy and Concept Plan, incorporating the preferred development program, affordable housing strategy, alternatives, site plan or plans, urban design framework, conceptual development standards, public realm concepts, phasing, and presentation graphics Objectives supported: Primary Project Objective; REAP 2.0 AFFH and VMT objectives. Improves readiness and developer recruitment value.

Task 6 — Public, Stakeholder, and Developer Engagement
Task 6 has two distinct audiences and two distinct purposes. Community engagement must be genuine, inclusive, and documented to satisfy REAP 2.0 equity and AFFH objectives. Developer and investor market sounding is a technical validation exercise whose purpose is to prevent the City from issuing a solicitation the market will not answer. We plan and staff them differently.

Our Approach
• Prepare an integrated engagement and market-validation plan identifying audiences, objectives, methods, schedule, communication tools, language-access needs, documentation procedures, and the method by which feedback is carried into Project recommendations.

Engagement will be coordinated with the City’s existing communication practices and will not duplicate outreach already underway for the corridor project. • Conduct targeted outreach to residents, property and business owners, neighborhood and community organizations, housing organizations, public agencies, institutional partners, and other stakeholders identified by the City. Materials and facilitation will be provided in Spanish as well as English, led by Monika Troncoso.
• Conduct public workshops, stakeholder meetings, surveys, interviews, or digital engagement as needed to obtain meaningful input, with specific attention to reaching residents of the surrounding downtown neighborhoods and historically underserved populations, consistent with AFFH objectives. Downtown business and transit-user outreach will be conducted in place rather than solely through evening meetings.
• Conduct structured developer and market outreach to market-rate and affordable housing developers, mixed-use and commercial developers, investors, financial institutions, and housing finance organizations active in the Central Valley, drawing on Kosmont’s standing relationships across the California development and finance community. • Use market sounding to test development concepts, product assumptions, financial feasibility, public investment needs, procurement approach, risk allocation, incentives, and partnership E. Method of Approach
VCA Code | 1845 W. Orangewood Ave., #210, Orange, CA 92868 | 714.363.4700 8 | Page City of Madera
REAP 2.0 Downtown Mixed-Use Housing Implementation Strategy & Development Readiness Project
September 9, 2026
opportunities — conducted early enough that the findings can still change the Task 7 solicitation structure.
• Document major themes, areas of support and concern, market feedback, implementation opportunities, and recommended refinements, and demonstrate how each was carried into the Development Strategy, Implementation Roadmap, Funding Strategy, and Solicitation Package.

Deliverables
• Engagement and Market Validation Report, incorporating public and stakeholder engagement results, developer and investor market sounding, documented feedback, implementation partnership opportunities, and recommended refinements
Objectives supported: REAP 2.0 AFFH and equity objectives; City Implementation Objectives. De-risks the developer solicitation.

Task 7 — Implementation, Funding, and Development Solicitation Package Task 7 is the task the City is buying. Everything preceding it exists to make this package credible. The test the RFP applies is whether the City finishes with a practical and defensible path from Project completion to developer solicitation and implementation, and we have built the package to be issued with project-specific refinement rather than rewritten.

Our Approach
• Prepare a prioritized Implementation Roadmap identifying immediate, near-term, and longerterm actions with responsible parties, dependencies, timing, estimated costs or resource needs, funding sources, public benefits, and performance measures. • Prepare a Funding Strategy identifying applicable grant, affordable housing, infrastructure, public financing, private investment, and partnership opportunities, with application windows, competitiveness assessment, required documentation, and the sequencing needed to pursue them. Where the City is not currently competitive for a source, we will say so and identify what would change that.
• Identify the actions necessary to position the site for solicitation: remaining due diligence, regulatory actions, infrastructure commitments, environmental work, financing commitments, Surplus Land Act steps, and required City Council decisions with recommended hearing dates. • Evaluate and recommend the developer procurement and disposition approach — RFQ, RFP, two-step RFQ/RFP, ENA, DDA, ground lease, purchase and sale, master developer, or partnership structure — with the reasoning stated and the alternatives shown, so the City is choosing rather than accepting.

E. Method of Approach
VCA Code | 1845 W. Orangewood Ave., #210, Orange, CA 92868 | 714.363.4700 9 | Page City of Madera
REAP 2.0 Downtown Mixed-Use Housing Implementation Strategy & Development Readiness Project
September 9, 2026
• Establish recommended development requirements, minimum and preferred outcomes, public benefits, affordability expectations, performance standards, risk allocation principles, incentives, and evaluation criteria for developer selection. • Prepare a Developer Information Memorandum communicating the site, the opportunity, market context, City objectives, known constraints, development program, public investment, procurement strategy, and anticipated developer obligations — written to be read by an acquisitions officer deciding whether to pursue.
• Prepare procurement-ready solicitation templates and draft materials: development criteria, response requirements, evaluation framework and scoring, procurement schedule, and supporting materials.
• Integrate all findings into a Final Implementation Strategy with a concise Executive Implementation Guide for City staff and decision-makers. • Prepare and deliver presentations to the City Council, Planning Commission, public, and funding partners as directed by the City.
• Prepare the final coordinated electronic project archive: approved final reports, GIS, native financial model, native files, graphics, source data, and procurement materials, organized so the City can use and update the work after completion.

Deliverables
• Final Development Implementation and Solicitation Package, consisting of the Final Implementation Strategy and Executive Implementation Guide; Implementation Roadmap and Funding Strategy; Development Solicitation Strategy; Developer Information Memorandum; procurement-ready solicitation templates and materials; developer evaluation framework; final development program and concept plan; and final electronic and native data package Objectives supported: Primary Project Objective; all Implementation Objectives. Delivers the practical, defensible path to solicitation.

Task 8 — Optional Implementation Assistance
Task 8 provides continuity after the core Project. No optional services will be performed without written authorization through a Task Authorization or other City-approved mechanism. As stated in Section B.2, we have assumed Task 8 services are supported by the City’s local complementary funds or other non-REAP sources; we will conform to the City’s direction on this point.

Our Approach
• Developer solicitation management, proposal evaluation, negotiation support, and publicprivate partnership assistance — the most valuable continuity service, because the team that wrote the solicitation understands what each response is and is not offering. • Grant applications, funding strategy updates, and financing assistance.

E. Method of Approach
VCA Code | 1845 W. Orangewood Ave., #210, Orange, CA 92868 | 714.363.4700 10 | Page City of Madera
REAP 2.0 Downtown Mixed-Use Housing Implementation Strategy & Development Readiness Project
September 9, 2026
• Updates to financial feasibility analyses, market assumptions, development programs, or implementation schedules in response to changing conditions. • Planning, entitlement, environmental, infrastructure, engineering, urban design, housing, economic development, or real estate technical assistance consistent with the Project Objectives.
• Public engagement, implementation monitoring, presentations, and updates to the Final Implementation Strategy.
• Preparation of supplemental procurement, development, or implementation documents.

Deliverables
• As identified in each authorized Task Authorization, which will state scope, deliverables, schedule, and not-to-exceed fee before work begins
Objectives supported: City Implementation Objectives; continuity of implementation capability.

E.2 IMPLEMENTATION PLAN AND MANAGEMENT CONTROLS
(SECTION V.E.1)
(i) Methods and controls by which VCA manages projects of this type Our controls are built around four instruments, each with a defined owner and a defined cadence. • Single coordinated assumption set. One controlled document holds every material assumption — unit counts, costs, rents, absorption, timing, fees, parking ratios. No discipline may change an assumption unilaterally; changes are logged, dated, and pushed to every affected work product. This is what prevents the concept plan and the pro forma from telling different stories.
• Critical-path schedule with City decision dates shown. City review periods and Council decision dates are on the schedule as critical-path items with named durations, because on a ten-week program they are.
• Living risk register. Opened at kickoff, reviewed at every bi-weekly meeting, each item with an owner, a trigger, and a corrective action. Items are closed explicitly, not allowed to lapse. • Independent technical review. No deliverable reaches the City without review by a qualified person who did not produce it, followed by interdisciplinary consistency check, editorial and graphics review, and Project Manager executive review.
(ii) Methodology for soliciting and documenting stakeholder views Internal stakeholders — City departments, the City Attorney, MCTC — are engaged through structured interviews at kickoff and through decision-point check-ins tied to schedule milestones.

External stakeholders are engaged through the Task 6 program. All input is captured in a single input E. Method of Approach
VCA Code | 1845 W. Orangewood Ave., #210, Orange, CA 92868 | 714.363.4700 11 | Page City of Madera
REAP 2.0 Downtown Mixed-Use Housing Implementation Strategy & Development Readiness Project
September 9, 2026
log recording source, date, substance, and disposition: whether it was incorporated, partially incorporated, or not incorporated, and why. That log is delivered as part of the Engagement and Market Validation Report. Stakeholders are entitled to know what happened to what they said, including when the answer is that it could not be accommodated. (iii) Other project management and implementation strategies • Concurrent task execution with defined interface points, described in Section E.1, in place of sequential execution the schedule cannot absorb.
• Front-loaded City information request issued within two business days of Notice to Proceed, so document collection does not sit on the critical path. • Early Surplus Land Act determination, so the disposition pathway is known before the procurement strategy is drafted rather than after.
• Deliverables built as one integrated package from the outset, rather than assembled from standalone reports at the end.

E.3 ACHIEVING CLIENT SATISFACTION AND SATISFYING THE SCOPE (SECTION V.E.2)
We define client satisfaction on this Project narrowly and testably: on the day the contract closes, can the City issue a developer solicitation without hiring someone else to finish the work. Everything below serves that test.
• Deliverables that state their own basis. Each major work product identifies the Project Objectives it supports and states its assumptions, methodology, data sources, limitations, and implementation implications — so a future reader, including a developer’s consultant, can evaluate the work rather than take it on faith.
• Usable native files. The financial model, GIS data, graphics, and solicitation templates are delivered unlocked and documented. Work the City cannot update is work with a short shelf life.
• Responsiveness standard. Correspondence acknowledged within one business day; substantive responses within three; significant issues raised immediately rather than deferred to the next scheduled meeting.
• One accountable person. The Project Manager attends every progress meeting and every public presentation, and has authority to assign personnel, commit resources, and approve deliverables.
• Direct communication about problems. If an assumption proves wrong, a source proves unavailable, or a finding is unwelcome, the City hears it from us early. Managing a client’s expectations is not the same as managing a project.

E. Method of Approach
VCA Code | 1845 W. Orangewood Ave., #210, Orange, CA 92868 | 714.363.4700 12 | Page City of Madera
REAP 2.0 Downtown Mixed-Use Housing Implementation Strategy & Development Readiness Project
September 9, 2026
E.4 PROJECT SCHEDULE (SECTION V.E.3)
The schedule below assumes Notice to Proceed on or about October 20, 2026, following the City’s anticipated award consideration on October 17, 2026, and delivers all REAP-funded work by December 31, 2026, consistent with the assumption stated in Section B.2. Durations are in calendar weeks from Notice to Proceed. Concurrency is intentional and is the only way this scope fits this period.

TASK / MILESTONE START (WK) DURATION CITY ACTION REQUIRED Notice to Proceed / kickoff
meeting
1 1 week Kickoff attendance;
document transmittal
Task 1 — Management, grant
compliance, QA/QC
1 Continuous Bi-weekly progress meetings
Task 2 — Readiness & constraints
assessment
1 5 weeks Data access; City Attorney
input on Surplus Land Act
Task 3 — Market, feasibility,
financial analysis
1 6 weeks Review of assumption set
(Wk 3)
Task 4 — Infrastructure,
environmental, delivery
2 5 weeks Public Works and
Engineering input; Caltrans
introduction
Interface checkpoint —
assumption set locked
4 — City concurrence on
development program range
Task 6 — Engagement & market
validation
3 6 weeks Stakeholder list; venue and
noticing support
Task 5 — Development strategy
& concept plan
5 4 weeks Direction on preferred
alternative (Wk 7)
Draft Tasks 2–6 deliverables to
City
8 — Consolidated City comments
within 5 business days
Task 7 — Implementation,
funding, solicitation package
7 4 weeks Council or Commission
presentation scheduling
Final deliverables & electronic
archive
10–11 — Acceptance
REAP 2.0 grant closeout
documentation
11 — Submittal to MCTC
Task 8 — Optional assistance (if
authorized)
As authorized As authorized Written Task Authorization
E. Method of Approach
VCA Code | 1845 W. Orangewood Ave., #210, Orange, CA 92868 | 714.363.4700 13 | Page City of Madera
REAP 2.0 Downtown Mixed-Use Housing Implementation Strategy & Development Readiness Project
September 9, 2026
Schedule risk and mitigation. The two schedule risks we consider material are City review turnaround and Council calendar availability for any required action. We have shown a five-businessday consolidated review period; each additional week of review consumes a week of production. If the City can identify in advance which Council or Planning Commission meeting dates are available in November and December 2026, we will build the schedule around those dates at kickoff. If the City determines that a longer period is available under the grant, we will extend the schedule to allow deeper analysis at no additional cost.

E.5 TASKS REQUIRED FROM CITY STAFF (SECTION V.E.4)
We have kept City staff demands deliberately narrow and specific, because on this schedule an openended request for support will not be met. The items below are what we need and when.

CITY ROLE RESPONSIBILITY TIMING
Project Manager (City) Single point of contact; coordinates internal review; resolves internal conflicts; approves deliverables
Throughout; bi-weekly
meetings
Community
Development / Planning
Provide plans, ordinances, GIS, prior studies, permit
history; confirm interpretation of development
standards
Weeks 1–3
Public Works /
Engineering
Utility as-builts, capacity information, CIP status,
road diet plans and construction sequencing,
Caltrans contacts
Weeks 1–4
City Attorney Surplus Land Act determination; disposition mechanism concurrence; review of solicitation and
agreement templates
Weeks 2–3 and Weeks
8–10
Finance / Grants REAP 2.0 grant agreement, reporting format, invoice requirements, MCTC contacts; confirmation of
expenditure treatment
Week 1
Property / Real Property Title report, survey, acquisition history, encumbrances, existing agreements affecting the
parcel
Weeks 1–2
Communications / Clerk Noticing, website posting, meeting venues, translation coordination, Council and Commission
scheduling
Weeks 3–11
Executive / City
Manager
Direction at the preferred-alternative decision point;
Council coordination
Week 7 and as needed
VCA and its subconsultants perform all analysis, drafting, graphics, facilitation, documentation, and grant documentation preparation. City staff provide information, direction at decision points, review, and internal and Council coordination. We do not ask City staff to draft, produce, or edit deliverables.

E. Method of Approach
VCA Code | 1845 W. Orangewood Ave., #210, Orange, CA 92868 | 714.363.4700 14 | Page City of Madera
REAP 2.0 Downtown Mixed-Use Housing Implementation Strategy & Development Readiness Project
September 9, 2026
E.6 INNOVATIVE AND CREATIVE APPROACHES (SECTION V.E.5)
• A developer-facing feasibility model rather than a consultant-facing one. The native model is structured so that a prospective developer’s own analyst can follow it, which shortens the diligence period during solicitation and reduces the risk-premium discount applied to unfamiliar public-agency assumptions.
• Market sounding as a design input, not a validation step. Developer outreach is scheduled before the solicitation structure is fixed, so that what we learn can still change what the City asks for. This is the single highest-value sequencing decision in the scope. • Design to the future corridor condition. The concept plan will be drawn against the completed road-diet configuration, so the City’s marketing materials show the street the developer will actually build on — and so the corridor investment reads as value rather than as construction disruption.
• Parking tested as a feasibility variable rather than assumed as a standard. Each parking scenario, including statutory reduction and shared use with the Madera Intermodal Transit Center, is run through the model and reported as a gap number, giving the City a defensible basis for whatever it ultimately requires.
• A pre-cleared disposition pathway. Surplus Land Act steps and required Council actions are identified in Task 2 and sequenced in Task 7, so the City is not discovering a statutory notice requirement after selecting a developer.
• An Executive Implementation Guide written for a reader who has not read the technical work.

Ten to fifteen pages: what the City has, what it is worth, what it will take, what happens next, and who does it. This is the document that survives staff turnover.

EXHIBIT B

SCHEDULE OF COMPENSATION
J. Cost Proposal
VCA Code | 1845 W. Orangewood Ave., #210, Orange, CA 92868 | 714.363.4700 1 | Page City of Madera
REAP 2.0 Downtown Mixed-Use Housing Implementation Strategy & Development Readiness Project
September 09, 2026
J. COST PROPOSAL
Request for Proposal No. 202627-06
REAP 2.0 Downtown Mixed-Use Housing Implementation Strategy & Development Readiness Project
The Code Group, Inc., dba VCA Code — September 9, 2026

1. BASIS OF THE FEE PROPOSAL
VCA proposes a not-to-exceed fee for Tasks 1 through 7, billed monthly against percentage of task completion with documentation formatted to REAP 2.0 reimbursement requirements. Task 8 services are proposed on a time-and-materials basis under the hourly rate schedule in Section 4, performed only pursuant to a written Task Authorization stating scope, deliverables, schedule, and a not-to-exceed amount.
• Tasks 1 through 7 are scoped and priced for performance and invoicing within the REAP 2.0 grant period, with all deliverables complete and billable on or before December 31, 2026, assuming Notice to Proceed on or about October 20, 2026.
• Task 8 amounts are shown as an allowance only and are assumed to be supported by the City's local complementary funds or other non-REAP sources. No Task 8 amount is included in the not-toexceed total for the core Project. • The fee includes all labor, overhead, subconsultant costs, reproduction, travel, and incidental expenses necessary to complete the Scope of Services. No markup is applied to subconsultant costs.
• The fee assumes the number of public and stakeholder engagement events and the number of Council and Planning Commission presentations stated in Section 3. Additional events are available at the hourly rates in Section 4.
• This proposal remains valid for a minimum of 180 days following submission.

2. FEE SUMMARY BY TASK

TASK LABOR SUBCONSULTANT TASK TOTAL
Task 1 — Project Management, Grant
Compliance, QA/QC
$28,150.00 — $28,150.00
Task 2 — Development Readiness &
Constraints Assessment
$40,850.00 — $40,850.00
Task 3 — Market, Feasibility & Financial
Analysis
$15,745.00 $60,000.00 $75,745.00
Task 4 — Infrastructure, Mobility,
Environmental & Delivery
$20,075.00 $28,000.00 $48,075.00
J. Cost Proposal
VCA Code | 1845 W. Orangewood Ave., #210, Orange, CA 92868 | 714.363.4700 2 | Page City of Madera
REAP 2.0 Downtown Mixed-Use Housing Implementation Strategy & Development Readiness Project
September 09, 2026

TASK LABOR SUBCONSULTANT TASK TOTAL
Task 5 — Development Strategy & Concept
Plan
$19,175.00 $50,000.00 $69,175.00
Task 6 — Public, Stakeholder & Developer
Engagement
$29,025.00 $12,000.00 $41,025.00
Task 7 — Implementation, Funding &
Solicitation Package
$44,625.00 $27,900.00 $72,525.00
Reimbursable expenses (included) — — —
NOT-TO-EXCEED TOTAL, TASKS 1–7 $197,645.0
0 $177,900.00 $375,545.00
Task 8 — Optional Implementation
Assistance (allowance; not included above)
$40,005.00 — $40,005.00
Note on Council approval. Per Section VIII.M of the RFP, a contract of $75,000 or more will not be in force until approved by the Madera City Council. We have accounted for the October 17, 2026 award consideration date in our schedule accordingly.

3. LABOR HOURS BY TASK AND CLASSIFICATION

TASK PM SR PLNR HOUSING
/GRANTS ENVIRON KOSMONT PERKINS E. PEC TOTAL HRS
Task 1 60 15 55 30 0 0 0 0
Task 2 25 85 0 150 0 0 0 0
Task 3 20 12 55 0 200 0 0 0
Task 4 10 25 0 100 0 0 160 160
Task 5 40 25 0 50 0 200 0 0
Task 6 30 20 65 60 40 0 0 0
Task 7 85 35 50 95 73 24 0 0
TOTAL 270 217 225 485 313 224 160 160
Assumed meeting and event count included in the fee:
• One kickoff meeting (in person)
• 3 bi-weekly progress meetings (virtual)
• 1 public workshop (in person, bilingual)
• 3 stakeholder meetings or interviews
• 3 developer and investor market sounding interviews
• 1 City Council presentations and 1 Planning Commission presentations J. Cost Proposal
VCA Code | 1845 W. Orangewood Ave., #210, Orange, CA 92868 | 714.363.4700 3 | Page City of Madera
REAP 2.0 Downtown Mixed-Use Housing Implementation Strategy & Development Readiness Project
September 09, 2026

4. HOURLY RATE SCHEDULE
The rates below apply to Task 8 authorized services and to any additional services requested in writing by the City. Rates are effective through [date] and are subject to annual adjustment only upon written City approval.

NAME TITLE HOURLY RATE
Jennifer A. Lilley, AICP Director of Planning & Development Services / Principal-in-Charge $195.00
Raynald Pascua Planning Manager $185.00
Monika M. Troncoso Housing, Redevelopment & Grants Specialist $175.00 Brian R. Baca, PG, CEG Technical Environmental Advisor $195.00 Albert G. Armijo Environmental / Entitlement Lead $185.00 Mathew W. Evans Senior Planner $165.00
VCA planning bench Senior Planner / Principal Planner $155.00 VCA planning bench Associate Planner $120.00
Michael Allocco GIS / Graphics Specialist $115.00
VCA administrative staff Administrative / Document Production $85.00 Kosmont Companies Chairman & CEO $540.00
Kosmont Companies President $435.00
Kosmont Companies Senior Vice President / Senior Advisor $405.00 Kosmont Companies Vice President $295.00

5. PAYMENT TERMS AND REIMBURSABLES
• Monthly invoicing based on percentage of task completion, with backup documentation formatted to REAP 2.0 and MCTC reimbursement requirements.
• Reimbursable expenses are included in the not-to-exceed amounts and are not separately billed. • No fee escalation during the term of the core Project. • Task 8 services invoiced monthly against the authorized Task Authorization amount.

RFP 202627-06 REAP 2.0 Downtown Mixed-Use Housing _x000a_Implementation Strategy Development Readiness Project_x000a_Attachment E, Cost Proposal Form A Jennifer A. Lilley, AICP - Principal-in-Charge / Project Manager Raynald Pascua - Planning Manager Monika M. Troncoso - Housing, Redevelopment & Grants Specialist Technical & Support Staff - Environmental, Senior/Associate Planner, GIS, Admin (blended) Kosmont Companies - Senior Advisor / Vice President / Analyst (blended) Perkins Eastman - Principal / Urban Designer / Designer (blended) Proactive Engineering - Principal / Project Engineer / CADD (blended) $ 185.00 195.00 $ 175.00 $ 135.00 $ 300.00 $ 250.00 $ 175.00 $ 1: Project Management, Grant Compliance, and Quality Assurance 60 15 55 30 0 0 0 Subtotal Hours: 60 15 55 30 0 0 0
Subtotal Cost: 11,700.00 $ 2,775.00 $ 9,625.00 $ 4,050.00 $ 28,150.00 $ - $ - $ - $ - $ 160 28,150.00 $ 2: Development Readiness, Existing Conditions, and Regulatory Constraints Assessment 25 85 0 150 0 0 0 Subtotal Hours: 25 85 0 150 0 0 0
Subtotal Cost: 4,875.00 $ 15,725.00 $ - $ 20,250.00 $ 40,850.00 $ - $ - $ - $ - $ 260 40,850.00 $ 3: Housing Market, Development Feasibility, and Financial Analysis 20 12 55 0 200 0 0 Subtotal Hours: 20 12 55 0 200 0 0
Subtotal Cost: 3,900.00 $ 2,220.00 $ 9,625.00 $ - $ 15,745.00 $ 60,000.00 $ - $ - $ 60,000.00 $ 287 75,745.00 $ 4: Infrastructure, Mobility, Environmental, and Project Delivery Strategy 10 25 0 100 0 0 160 Subtotal Hours: 10 25 0 100 0 0 160
Subtotal Cost: 1,950.00 $ 4,625.00 $ - $ 13,500.00 $ 20,075.00 $ - $ - $ 28,000.00 $ 28,000.00 $ 295 48,075.00 $ 5: Mixed-Use Affordable Housing Development Strategy and Concept Plan 40 25 0 50 0 200 0 Subtotal Hours: 40 25 0 50 0 200 0
Subtotal Cost: 7,800.00 $ 4,625.00 $ - $ 6,750.00 $ 19,175.00 $ - $ 50,000.00 $ - $ 50,000.00 $ 315 69,175.00 $ 6: Public, Stakeholder, and Developer Engagement 30 20 65 60 40 0 0 Subtotal Hours: 30 20 65 60 40 0 0
Subtotal Cost: 5,850.00 $ 3,700.00 $ 11,375.00 $ 8,100.00 $ 29,025.00 $ 12,000.00 $ - $ - $ 12,000.00 $ 215 41,025.00 $ 7: Implementation, Funding, and Development Solicitation Package 85 35 50 95 73 24 0 Subtotal Hours: 85 35 50 95 73 24 0
Subtotal Cost: 16,575.00 $ 6,475.00 $ 8,750.00 $ 12,825.00 $ 44,625.00 $ 21,900.00 $ 6,000.00 $ - $ 27,900.00 $ 362 72,525.00 $ 1,894 $ 375,545.00
8: Optional Implementation Assistance 60 40 40 103 0 0 0 Subtotal Hours: 60 40 40 103 0 0 0
Subtotal Cost: 11,700.00 $ 7,400.00 $ 7,000.00 $ 13,905.00 $ 40,005.00 $ - $ - $ - $ - $ 243 40,005.00 $ 243 $ 40,005.00
Date
Company Name
Street Address
City / State / ZIP
Phone Number
Person Preparing Proposal
Title
Email Address
Signature of Person Preparing Proposal
[email protected]
Jennifer A. Lilley
1845 W. Orangewood Ave., Suite 210
Orange, CA 92868
(714) 363-4700
Jennifer A. Lilley
Project Manager / Principal-in-Charge
TOTAL, TASKS 1 THROUGH 7:

TOTAL, OPTIONAL TASK 8:

Proposals shall remain valid for a minimum of 180 days following submission. 9/9/2026
The Code Group, Inc. dba VCA Code
Enter requested data in the yellow highlighted fields. DO NOT ALTER TEXT IN ANY OTHER CELLS. DO NOT ADD OR DELETE ROWS OR COLUMNS.

TASK
The Code Group, Inc. dba VCA Code Kosmont Companies | Perkins Eastman | Proactive Engineering Task Subtotal Fee Total Task Hours Total Task Fee
Labor / Hours
Task Subtotal Fee
Labor / Hours
RFP 202627-06 REAP 2.0 Downtown Mixed-Use Housing _x000a_Implementation Strategy Development Readiness Project_x000a_Attachment E, Cost Proposal Form B Name Title Hourly Rate
Jennifer A. Lilley, AICP Director of Planning & Development Services / Principal-in-Charge $ 195.00 Raynald Pascua Planning Manager $ 185.00
Monika M. Troncoso Housing, Redevelopment & Grants Specialist $ 175.00 Brian R. Baca, PG, CEG Technical Environmental Advisor$ 195.00 Albert G. Armijo Environmental / Entitlement Lead$ 185.00 Mathew W. Evans Senior Planner $ 165.00
VCA planning bench Senior Planner / Principal Planner$ 155.00 VCA planning bench Associate Planner $ 120.00
Michael Allocco GIS / Graphics Specialist $ 115.00
VCA administrative staff Administrative / Document Production $ 85.00 Kosmont Companies Chairman & CEO $ 540.00
Kosmont Companies President $ 435.00
Kosmont Companies Senior Vice President / Senior Advisor $ 405.00 Kosmont Companies Vice President $ 295.00
Kosmont Companies Senior Project Analyst $ 210.00
Kosmont Companies Project Analyst $ 195.00
Kosmont Companies Administrative Support $ 90.00
Perkins Eastman CONFIRM - Principal / Urban Designer (blended placeholder) $ 250.00 Proactive Engineering CONFIRM - Principal / Project Engineer (blended placeholder) $ 175.00 Enter requested data in yellow highlighted cells. DO NOT ALTER TEXT IN ANY OTHER CELL.

DO NOT ADD OR DELETE ROWS OR COLUMNS.

Staff Fees

EXHIBIT C

INSURANCE
A. Insurance Requirements
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 and must name the City and its officers, officials, employees and agents shall be additional insureds under such policies; blanket additional insured forms or language will not be accepted.
 $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 name 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.  $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.

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.

Primary/Non-Contributary
Service Provider’s insurance shall allow and be endorsed as primary and not seek contribution from the City’s coverage.

Umbrella or Excess Liability
The limits of liability for commercial general liability and automobile liability may be provided through a combination of primary and umbrella or excess liability policies provided each policy complies with the requirements set forth in this agreement. Policies shall be followform to the underlying policies shall include City and its officers, officials, employees, agents, and volunteers as additional insured. Umbrella or excess policies that do not provide a follow-form acknowledgement from the insurer/broker shall be required to provide any endorsements required on the primary policy that the Umbrella or excess policy is supplementing to meet coverage minimums.

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, 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. Broad coverage or blanket coverage forms will not be accepted; waiver of subrogation endorsement must name City of Madera.

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.

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.

REPORT TO CITY COUNCIL
Approved by: Council Meeting of: October 7, 2026
_________________________________ Agenda Number: ___________ Keith Helmuth, P.E., Department Director
_________________________________
Arnoldo Rodriguez, City Manager
SUBJECT:

Application for Financial Assistance for the 2.5 million-gallon Water Storage RECOMMENDATION:

Adopt a Resolution declaring the City’s intent to reimburse project costs from future financing proceeds for eligible project expenditures incurred prior to execution of the final financing agreement for the 2.5 million-gallon (MG) water tank in northeast Madera, City Project No. WT-0001 SUMMARY:

The California Drinking Water State Revolving Fund (DWSRF) program offers consolidation incentives to encourage the merging of smaller, struggling water systems with larger, more robust systems. These incentives can include grant funding and preferential financing terms. The

2.5 MG Water Storage Tank Project is eligible for funding under this program, resulting from the Parkwood Water Consolidation Project. Upon completion of certain DWSRF funded infrastructure improvements within the Parkwood water supply system, the system will be consolidated with the City’s water system.

DISCUSSION:

The DWSRF provides financial assistance for eligible drinking water infrastructure projects, including loans, grants and principal forgiveness. In California, the program is administered through the State Water Resources Control Board (SWRCB).

On June 18, 2025, the City Council adopted Resolution 25-102 authorizing the City Manager, or designee, to submit an application for financial assistance through the DWSRF program for project W-T-0001. The City’s application has since advanced through the funding process and preparation of a funding agreement is currently underway.

D-2

RETURN TO AGENDA
As part of the DWSRF funding process, the City is required to adopt a reimbursement resolution establishing its intent to reimburse eligible project expenditures incurred before DWSRF funds become available. This allows the City to use available City funds to pay eligible project costs while the funding agreement is being finalized and to reimburse those funds once DWSRF financing becomes available.

Currently, construction costs for this project are expected to be $37,980,000. Of this amount, $1,000,000 is anticipated to be paid with DWSRF grant funds and $625,000 from the Development Impact Fee (DIF) Program. The remaining $36,355,000 is proposed to be funded through $29,084,000 in DWSRF zero-interest financing, representing 80 percent of that amount, and $7,271,000 from the City’s Water Utility Fund, representing the remaining 20 percent. The Water Utility Fund contribution is a requirement to receive zero-interest financing; however, the financing terms have not yet been finalized. Adoption of the reimbursement resolution is necessary for SWRCB to prepare the final financing memo.

Table 1 below provides a breakdown of the funding for the construction phase of this project.

Table 1: Construction Phase Funding
Item Notes $ Amount
DWSRF Grant The City would not pay back this $1M $1,000,000 Development Impact
Fees (DIF)
From existing fund balance. These funds were
generated by new development $625,000
DWSRF Financing Loan at zero percent interest to be paid back over 30 years through future rate payers $29,084,000
Water Utility Funds To be used from existing fund balance collected from existing rate payers $7,271,000
Total $37,980,000
Adoption of the resolution does not authorize additional project spending or require the City to borrow the full amount identified. Its purpose is to preserve the City’s ability to reimburse eligible project expenditures paid with City funds before DWSRF funds are received.

FINANCIAL IMPACT:

There is no impact on the General Fund. Project W-T-0001 is included in the current Fiscal Year (FY) budget with $32,720,000 allocated from the Water Utility Fund. With DWSRF zero-interest financing, the Water Utility Fund would fund approximately $7,271,000 of the project cost. The remaining $25,449,000 of the current allocation would not be spent and would remain in Water Utility Fund balance. The DWSRF financing would be repaid over 30 years from future Water Utility Fund revenues.

ALTERNATIVES:

The Council may decline to adopt the resolution, or direct staff to seek other methods or sources of funding. Declining to adopt the resolution would prevent the City from receiving funding through the DWSRF program.

ATTACHMENTS:

1. Drinking Water State Revolving Fund Reimbursement Resolution

Attachment 1
Drinking Water State Revolving Fund Reimbursement Resolution RESOLUTION NO. 26-_____

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

CALIFORNIA DECLARING ITS INTENTION TO REIMBURSE ELIGIBLE

EXPENDITURES INCURRED PRIOR TO EXECUTION OF THE FINAL
FINANCING AGREEMENT FOR THE 2.5 MILLION-GALLON (MG) WATER

TANK IN NORTHEAST MADERA WITH THE CALIFORNIA STATE WATER

RESOURCES CONTROL BOARD DRINKING WATER STATE WATER

REVOLVING FUND
WHEREAS, the City of Madera (the “Agency”) desires to finance the costs of constructing and/or reconstructing certain public facilities and improvements relating to its water system, including certain treatment facilities, pipelines and other infrastructure (the "Project"); and WHEREAS, the Agency intends to finance the construction and/or reconstruction of the Project or portions of the Project with moneys ("Project Funds") provided by the State of California, acting by and through the State Water Resources Control Board (State Water Board); and
WHEREAS, the State Water Board may fund the Project Funds with proceeds from the sale of obligations the interest upon which is excluded from gross income for federal income tax purposes (the "Obligations"), and
WHEREAS, prior to either the issuance of the Obligations or the approval by the State Water Board of the Project Funds, the Agency desires to incur certain capital expenditures (the "Expenditures") with respect to the Project from available moneys of the Agency; and WHEREAS, the Agency has determined that those moneys to be advanced on and after the date hereof to pay the Expenditures are available only for a temporary period and it is necessary to reimburse the Agency for the Expenditures from the proceeds of the Obligations.

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

1. The Agency hereby states its intention and reasonably expects to reimburse Expenditures paid prior to the issuance of the Obligations or the approval by the State Water Board of the Project Funds.

2. The reasonably expected maximum principal amount of the Project Funds is $30,084,000.

3. This resolution is being adopted no later than 60 days after the date on which the Agency will expend moneys for the construction portion of the Project costs to be reimbursed with Project Funds

4. Each Agency expenditure will be of a type properly chargeable to a capital account under general federal income tax principles.

5. To the best of our knowledge, this Agency is not aware of the previous adoption of official intents by the Agency that have been made as a matter of course for the purpose of reimbursing expenditures and for which tax-exempt obligations have not been issued.

6. This resolution is adopted as official intent of the Agency in order to comply with Treasury Regulation §1.150-2 and any other regulations of the Internal Revenue Service relating to the qualification for reimbursement of Project costs.

7. All the recitals in this Resolution are true and correct, and this Agency so finds, determines and represents.
* * * * * * * * * * *

REPORT TO CITY COUNCIL
Approved by:
_________________________________
Wendy Silva, Director of Human Resources
_________________________________
Arnoldo Rodriguez, City Manager
SUBJECT:

Mayor’s Christmas Concert
RECOMMENDATION:

This report has been prepared at the request of the Mayor, therefore there is no staff recommendation provided. Council is asked to consider and determine whether to adopt the Resolution approving a facility use permit with Madera Unified School District and ratifying the application for PG&E grant funds in support of the first annual Mayor’s Christmas Concert.

SUMMARY:

Mayor Gallegos seeks to establish a new annual community tradition in the City of Madera, the Mayor’s Christmas Concert. The free community event is planned to be held at the Madera South High School (MSHS) Cafeteria on December 12, 2026. For the event to proceed, the City must execute a Facility Use Agreement with Madera Unified School District (District) for use of the MSHS Cafeteria and provide applicable insurance to the District. Additionally, a request for funding in support of the event has been sought through the PG&E Charitable Giving Program.

Council is asked to ratify the City’s application for funds and authorize the City Manager to execute any documents necessary should funds be awarded.

DISCUSSION:

The Mayor’s Christmas Concert seeks to establish a new cherished holiday tradition in Madera that celebrates the joy of the season while bringing residents together in a welcoming and festive environment. The event is envisioned to unite families, celebrate local talent, and provide a free holiday experience for residents of all ages by bringing the community together through music, and the spirit of giving. The Mayor's Christmas Concert will:
▪ Provide a free holiday event for Madera families;
▪ Showcase talented local school choirs, musicians, and community performers; Council Meeting of: October 7, 2026
Agenda Number: ______ D-3

RETURN TO AGENDA
▪ Encourage community pride and togetherness during the holiday season; ▪ Establish a new annual holiday tradition for the City of Madera; and ▪ Promote partnerships between local businesses, schools, nonprofit organizations, and the City.

The event is planned to be held in the MSHS Cafeteria on December 12, 2026. To utilize this facility, the City must enter into a Facility Use Agreement with the District. The Facility Use Agreement will require the City to pay certain fees for District janitorial and safety personnel; however, these fees are not yet known. The City will also be required to provide applicable insurance to the District. For the event to be considered a City-sponsored event falling within the City’s existing insurance coverage, staff must be actively involved in the planning and execution of the event, maintaining primary care, custody, and control of the event. As the specific parameters of the event are still evolving, there is no current estimate of staff time.

The Parks & Community Services Department has sought funding support for the event through PG&E’s Charitable Giving Program. Council is asked to consider ratifying the application for funds and authorizing the City Manager to execute any documents necessary should funds be awarded.

If funds are awarded, a budget amendment will be required, which will be brought back to Council for consideration.

FINANCIAL IMPACT:

As the event parameters are still being defined, the specific dollar value of staff time and facility use fees is unknown. It is anticipated that should the City be awarded the referenced PG&E Charitable Giving Program donation, such donation would cover the associated costs of the event. If the donation is not awarded, Council may direct staff to redirect funds in the Adopted Budget to support this event or may consider a Budget Amendment from unrestricted General Fund Balance.

ALTERNATIVES:

Council may direct staff to consider additional special events that were not included in the Adopted Budget.

ATTACHMENTS:

1. Resolution
a. Exhibit A: MUSD Facility Use Agreement
b. Exhibit B: PG&E Charitable Giving Program application Attachment 1: Resolution
Resolution No.

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MADERA

APPROVING A FACILITY USE AGREEMENT WITH MADERA UNIFIED

SCHOOL DISTRICT AND RATIFYING AN APPLICATION FOR PG&E
CHARITABLE GIVING PROGRAM FUNDS IN SUPPORT OF THE MAYOR’S

CHRISTMAS CONCERT
WHEREAS, Mayor Gallegos seeks to establish a new holiday tradition for the Madera community, the Mayor’s Christmas Concert; and
WHEREAS, the event is proposed to be held at the Madera South High School Cafeteria, requiring a Madera Unified School District Facility Use Agreement to reserve the requested space; and
WHEREAS, funding for the event is being sought through the PG&E Charitable Giving Program.

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 Manager is authorized to execute the Facility Use Agreement with Madera Unified School District on behalf of the City of Madera, attached hereto as Exhibit A and incorporated herein.

3. The City Council hereby ratifies the application for a donation from the PG&E Charitable Giving Program, attached hereto as Exhibit B and incorporated herein.

4. The City Manager is authorized to execute any documents necessary to request or receive funds under the PG&E Charitable Giving Program.

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

Exhibit B: PG&E Charitable Giving Program Application
Application ID 2716778
Submitted Not submitted
Status Draft
Applicant(s) Gabriela Salazar ([email protected])
Organization City of Madera
94-6000365
701 E. 5th Street, Madera, CA 93638, US
Program and cycle 2026 Charitable Giving Program
2026 Program Cycle
Tags No tags
Forms Charitable Giving Program Donation Application
Applicant(s): Gabriela Salazar ([email protected]) Page 1 of 13 Charitable Giving Program Donation Application City of Madera 94-6000365
Welcome!
Thank you for your interest in collaborating with PG&E through our charitable giving program.

This program is sponsored by both PG&E and The PG&E Corporation Foundation (Foundation), an independent 501(c)(3) private foundation.

Please note that any requests submitted through this application may also be reviewed by the Foundation for consideration.

GENERAL REQUIREMENTS:

Applicant must be a 501(c)(3) tax exempt organization of the Internal Revenue Code, educational institution, government agency, or federally recognized tribe.

A completed “IRS W-9 Form” (Rev. March 2024 version) will be required as an attachment to this online application. This link will direct you to the IRS webpage where this form is found:
https://www.irs.gov/pub/irs-pdf/fw9.pdf
Applicant must be in Good Standing with the IRS, Department of Justice, and Franchise Tax Board.

Please use the resources below to check your status before you apply.

1. Search the files of Tax Exempt Organizations - IRS website

2. Search California Attorney General's Registry of Charitable Trusts

3. Franchise Tax Board Entity Review
Applicant(s): Gabriela Salazar ([email protected]) Page 2 of 13 Organization Information
1) Tax ID Number:*
Please enter the same Tax ID number you entered in your initial search. 94-6000365
2) Organization Legal Name:*
Organization legal name must match BOTH the Tax ID number registration, and the name provided on the W-9 Form.

City of Madera
3) Also Known As:

No answer
4) Organization Official Address:*
This address must match what is provided in your IRS W-9 Form. This will also serve as your primary mailing address where check payments are sent. For P.O. Box or if you can't find your mailing address, add it manually by clicking "Can't find your address?" below. 205 W 4th St, Madera, CA 93637, USA
5) Organization Physical Location:*
Please select the best match to your organization's physical location. [05] FRESNO/MADERA COUNTY
6) Organization Main Phone Number:*
5596615405
7) Organization Website Address:
madera.gov
8) Is your organization a fiscal sponsor of another organization?* [2] No
9) If Yes, what is the organization's name that will receive the funds? Applicant(s): Gabriela Salazar ([email protected]) Page 3 of 13 No answer
10) Are there any PG&E employees who currently serve on your Board of Directors?* [2] No
11) If Yes, please list any PG&E employees who currently serve on your Board of Directors:

No answer
12) Are there any PG&E Board members, officers, or other PG&E employees who currently receive financial compensation from your organization? *
[2] No
13) If Yes, please list the names of any PG&E Board members, officers, or other PG&E employees who currently receive financial compensation from your organization:

No answer
Applicant(s): Gabriela Salazar ([email protected]) Page 4 of 13 Contact Information
14) Who is your organization's Executive Director or highest level employee?* Click "+ Add new" to enter your information
Minimum number of responses: 1
Records: 1
First Name: Arnoldo
Last Name: Rodriguez
Contact Title: City Manager
Primary
Address:
205 W 4th St,
Madera, CA
93637, USA
Office
telephone:
5596615402
Email Address: arodriguez@mad
era.gov
15) Who is the primary contact for this donation request?* Click "+ Add new" to enter your information
Minimum number of responses: 1
Records: 1
First Name: Joseph
Last Name: Hebert
Contact Title: Parks &
Community
Services Director
Primary Mail
Address:
701 E 5th St,
Madera, CA
93638, USA
Applicant(s): Gabriela Salazar ([email protected]) Page 5 of 13 Direct Phone
Number:
5596615491
Email Address: jhebert@madera
.gov
16) Select the name of your primary PG&E contact:*
Refer to your invitation to apply for this information.

Erica Cabrera
17) Additional PG&E contact:

Nathan Alonzo
Applicant(s): Gabriela Salazar ([email protected]) Page 6 of 13 Proposal Information
Request Date:*
Sep 1, 2026
18) Budget Name:*
Refer to your invitation to apply for this information. [10] U-Local Government Affairs (LGA)
19) Donation Request Amount:*
Refer to your invitation to apply for this information. $5,000.00 USD
20) What type of donation request is this?*
Refer to your invitation to apply for this information.

Contributions / [1] Charitable Contribution
21) Provide a project or program TITLE for this donation request:* Mayor’s Christmas Concert
22) Provide a project or program DESCRIPTION for this donation request:* The City of Madera is proud to present the First Mayor's Christmas Concert, a new holiday tradition that will bring our community together through music, celebration, and the spirit of giving.

As Mayor, my vision is to create an event that unites families, celebrates local talent, and provides a free holiday experience for residents of all ages. To make this special event a success, we are seeking a community partnership with PG&E.

We respectfully request a sponsorship of $5,000 to help underwrite the costs associated with producing this community event.
23) In which city or county will this donation be primarily used?* Type a City or County name to narrow down the list. You can add more than one City or County by going back to the list. Please do not add more than 3 cities or counties. [05] FRESNO DIVISION/MADERA COUNTY
Applicant(s): Gabriela Salazar ([email protected]) Page 7 of 13 24) Will there be any tangible benefits provided to PG&E as a result of the donation? For example: tickets to an event or game, meals, etc.
*
If yes, please describe and provide an estimated amount.

The First Mayor's Christmas Concert will:
• Provide a free holiday event for Madera families.
• Showcase talented local school choirs, musicians, and community performers. • Encourage community pride and togetherness during the holiday season. • Establish a new annual holiday tradition for the City of Madera. • Promote partnerships between local businesses, schools, nonprofit organizations, and the City of Madera.
25) How will PG&E be recognized for this donation throughout the upcoming year?* As the Presenting Community Partner, PG&E will receive:
• Recognition as the Presenting Sponsor of the First Mayor's Christmas Concert. • Logo placement on all event advertising, posters, flyers, and digital promotions. • Recognition in the official concert program.
• Acknowledgment during the Mayor's welcome remarks and throughout the event. • Recognition on the City of Madera's website and social media platforms. • Inclusion in media releases and promotional announcements. • Opportunity to host a community information table during the concert. 26) Are there measurable outputs and/or impacts that are directly associated with the donation?
*
The First Mayor's Christmas Concert represents more than an evening of music—it marks the beginning of a cherished holiday tradition that celebrates the joy of the season while bringing residents together in a welcoming and festive environment.

With PG&E's partnership, we can ensure this event is professionally presented, accessible to all, and establishes a strong foundation for years to come. 27) Is there PG&E property or materials associated with this donation? If yes, please describe:
*
Not Applicable
28) By submitting this application, our organization agrees to participate in any future impact survey or feedback request related to this grant. *
[1] Yes
Applicant(s): Gabriela Salazar ([email protected]) Page 8 of 13 Statistical Information
In order to benchmark and respond to requests for information about PG&E's community investments, we ask that you please answer the following questions specific to this donation request.

This data is aggregated annually and used for statistical purposes only. It will not be reported publicly in association with any specific organization.

Providing information under this section is optional and based on self-assessment and reporting by the applicant for this donation. Any information you provide will not be considered as part of the donation approval process.
29) Primary Target Population:
[8] All (general audience)
30) Age Group:
[6] All (general audience)
31) Gender of Target Population:
[3] All (general audience)
32) Approximately, what percentage of this requested donation amount, if any, will be used to benefit one of the specific populations noted in this list: Any Specific Ethnic Group, Individuals with Disabilities, Unhoused Communities, Lesbian/Gay/BiSexual/Transgender/Queer (LGBTQ), Seniors (greater than 55 years of age), Veterans, Women and Girls?
100
33) Approximately, what percentage of the requested donation amount will be used to benefit Low-Income Households?
A Low Income Household for PG&E is one where total gross income is 200% or less of the established Federal Poverty Line given household size or any member of the household is participating in qualified public assistance programs.
100
Applicant(s): Gabriela Salazar ([email protected]) Page 9 of 13 34) Will the requested donation amount benefit any of the following ethnic groups:

Native American or American Indian, Asian American/Pacific Islander, Black, Hispanic/Latino, Middle Eastern? Check “Yes” if 50% or greater of total requested funding will benefit one or more of these groups. Check “No” if less than 50% of total or not applicable.
[1] Yes
Applicant(s): Gabriela Salazar ([email protected]) Page 10 of 13 Certification
Compliance Disclosures
Please read this section thoroughly and confirm that your organization is in compliance with the following terms and conditions.

Please note that disagreeing to any statement will disqualify you for a charitable donation.

The applicant is, and shall remain, in compliance with all federal, state, and local laws, rules, and regulations, including if applicable the California Nonprofit Integrity Act of 2004.

The applicant does not and shall not, in its by-laws, policies, or practices, discriminate on the basis of race, color, religion, age, sex, national origin, ancestry, physical or mental disability, medical condition, veteran status, marital status, pregnancy, sexual orientation, gender identity, or any basis prohibited by applicable law.

The applicant agrees that any donation from PG&E will be used only for charitable purposes, and will not be used to promote or oppose any candidate or ballot measure, to advocate any legislative or administrative action, or to personally benefit or compensate any public official.

The applicant agrees to provide data requested by PG&E that indicates and measures the impact of any donation from PG&E, which may include a follow up questionnaire or other data gathering need.

The applicant and each of its grantees, if any, is in full compliance with all statutes, Executive Orders, and regulations restricting or prohibiting U.S. persons from engaging in transactions and dealings with countries, entities, or individuals subject to economic sanctions administered by the U.S. Department of the Treasury's Office of Foreign Assets Control, the applicant is aware that a list of countries subject to such sanctions, a list of Specially Designated Nationals and Blocked Persons subject to such sanctions, and overviews and guidelines for each such sanctions program can be found at https://www.treas.gov/ofac, and the applicant does not and shall not promote or engage in violence, terrorism, bigotry, or the destruction of any state, or make grants or otherwise furnish support of any kind to any individual or entity that engages in such activities. Should any change in circumstances pertaining to this certification occur at any time, the applicant will notify the Community Relations Department of Pacific Gas and Electric Company immediately.

I am the duly appointed representative of my organization. I'm authorized to certify and affirm all the statements above, and to submit the application on behalf of my organization.

I have read all the statements and responses in this application, and certify that each is accurate.

Applicant(s): Gabriela Salazar ([email protected]) Page 11 of 13 I agree that electronic submission of this application will be deemed to be the equivalent of my written signature for purposes of this certification and application.

By accepting any funds or in-kind donations from PG&E, my organization agrees to all terms, conditions and certifications specified within the application and the transmittal letter.

Applicant(s): Gabriela Salazar ([email protected]) Page 12 of 13 Attachments
The following document is required to be completed and attached with your donation application submission
IRS W-9 Form (Rev. March 2024)
If you have not yet completed a W-9 Form, this link will direct you to the IRS website where the form is found: https://www.irs.gov/pub/irs-pdf/fw9.pdf
* It must be signed and dated within the last six months. * It must be a match to what is on file with the IRS.

INSTRUCTIONS for IRS W-9 Form:
* Complete the form and print to sign and date.
* Scan or take a good photo of the signed form and save the file. * Attach the saved file by following these steps:

1. Click the gray section below to search for your saved W-9 file.

2. Double-click the file name to upload -or- single click, then click "Open". - OR -

3. Drag and Drop the saved file to the gray section below.

IRS W-9 Form*
Click this gray area to initiate upload
No file uploaded
Applicant(s): Gabriela Salazar ([email protected]) Page 13 of 13

REPORT TO CITY COUNCIL
Approved by: Council Meeting of: October 7, 2026
_________________________________ Agenda Number: ___________ Arnoldo Rodriguez, City Manager
SUBJECT:

City Partnerships and Programs with Madera Unified School Districts RECOMMENDATION:

This item is informational only; therefore, no Council action is required SUMMARY:

At its September 2, 2026 meeting, Council requested an informational report to outline the various ways the City works with Madera Unified School District (MUSD) and maintains partnerships throughout the year. The report provides a snapshot of City-supported programs, services, and joint efforts, including City participation in District activities and programs hosted by the City. It is also intended provide a basis for further discussion and/or direction as Council deems appropriate.

The City works with MUSD through school safety services, youth and family programs, educational outreach, career readiness activities, community events, shared facilities, and grant coordination. Fire, Police, Parks and Community Services, and Public Works contribute through programs, staffing, event participation, agreements, educational outreach, and school-area improvements.

DISCUSSION:

The partnership includes both City-hosted activities and City participation in District programs.

Several activities recur during the school year, while others are seasonal, event-based, or governed by facility agreements. The following sections summarize each department's current involvement.

Fire Department
The Fire Department supports MUSD through required school inspections, fire and life-safety education, station visits, and participation in school and youth events.

E-1

RETURN TO AGENDA
 Conducts Senate Bill (SB) 1205 fire safety inspections at MUSD elementary, middle, and high schools.
 Hosts school visits at Fire Stations 56, 57, and 58.
 Provides Fire Prevention presentations for students and school communities.  Participates in Youth Bootcamps, Back to School Nights, Kids Camp, and Water Day.  Participates in Career Day and Career Fair activities.  Supports elementary school community events, school carnivals, and Literacy Night.  Take part in Read Across America activities.

Police Department
The Police Department provides ongoing campus support and participates in prevention, family education, student engagement, and career readiness programs throughout the year.  Assigns three full-time School Resource Officers (SRO) to the high school campuses.  Provides Parent Project and Loving Solutions sessions several times each year.  Participates in the Options Program multiple times each year.  Supports Safe Routes to School and Walk to School events at multiple school sites.  Participates in the week-long summer Kids Camp.
 Participates in Read Across America at multiple school sites over a two-week period.  Participates in the Middle School Job Fair and Career Technical Education Job Fair.  Serves as Graduate Profile raters for middle and high school students.  Provides Public Safety classroom presentations and participates on mock job interview panels.
 Supports elementary school events, fairs, informational booths, and First Day of School activities.
 Provides support for homecoming parades at two high school campuses.  Plans to add the Mayor's graffiti program to the partnership activities.

Parks and Community Services
Parks and Community Services coordinates youth programming with MUSD and supports the partnership through shared space, facility use, and grant collaboration.  Coordinates Summer Kids Camp and Winter Kids Camp activities.  Administers a co-locator agreement through which MUSD leases ground-floor office space at the John W Wells Youth Center.
 Maintains a facility agreement for use of the Millview Community Center and gym space.  Includes MUSD as a designated partner in the City's recent Extreme Heat Grant application.

Public Works Department
Public Works supports school communities through educational outreach and infrastructure improvements near campuses. Its contributions include past classroom presentations, completed pedestrian improvements, and recurring maintenance. In addition, the Department will provide street sweeping around parade routes and recently replaced numerous sidewalks around schools as part of the Sidewalk Replacement Program.

Wastewater Treatment Plant
Staff members have previously provided presentations to science classes.

Facilities
 Installed rectangular rapid-flashing beacon (RRFB) crosswalk equipment on Country Club Drive at Tanforan Drive.
 Installed new in-ground flashing crosswalk bulbs at Stadium Road and St. Michelle Drive.  Ordered new RRFB crosswalk beacons for Pershing School to replace failing in-ground units.

The new beacons have not yet been installed.
 Installed pedestrian signage in front of Torres High School.

Streets
 Installed ADA-compliant ramps at the northwest and southwest corners of Tanforan Drive and Country Club Drive near Torres High School.
 Blacked out the north-side crosswalk at Tanforan Drive and Country Club Drive  Performs crosswalk maintenance and repaints school-zone street markings annually throughout the City.
 Applied yellow bus-loading-zone paint on Sunset Avenue at Thomas Jefferson Middle School.
 Ground down a three-quarter-inch surface uplift near Madera High School in the southwest area along Stadium Road.
 Installed traffic delineators on Stadium Road adjacent to Madera South High School.

FINANCIAL IMPACT:

No significant financial impact resulted from the preparation of this report.

ALTERNATIVES:

The City Council may provide direction or request additional information regarding any of the programs described in this report.

ATTACHMENTS:

None
Madera City Council Agenda
10/07/2026
Agenda Item E-2
Select Recipients for November Proclamations
(Report by Alicia Gonzales)
There is no written report for this item.

RETURN TO AGENDA

Madera City CouncilOctober 7, 2026

Madera City Council
October 7, 2026