Mendota City Council
February 3, 2026

Minutes of City Council Meeting 1 January 20, 2026

MINUTES OF MENDOTA

REGULAR CITY COUNCIL MEETING
Regular Meeting January 20, 2026
Meeting called to order by Mayor Martinez at 6:01 p.m.

Roll Call
Council Members Present: Mayor Victor Martinez, Mayor Pro Tem Jose Alonso, and Council Members Libertad “Liberty” Lopez,
Jesus “Jesse” Mendoza, and Joseph R. Riofrio
Council Members Absent: None
Flag salute led by Joseph Amador
Invocation led by Police Chaplain Robert Salinas

FINALIZE THE AGENDA

1. Adjustments to Agenda.

2. Adoption of final Agenda.

City Manager Gonzalez requested to table business item 1 to a future meeting agenda.

A motion was made by Council Member Riofrio to adopt the modified agenda as requested by staff, seconded by Council Member Lopez; unanimously approved (5 ayes).

PRESENTATION

1. City Council to honor and recognize Centro La Familia Advocacy Services, Inc. and proclaim the month of January 2026 as “Human Trafficking Prevention Month”.

Mayor Martinez read Proclamation No. 26-01 into the record and presented the proclamation to Centro La Familia Advocacy Services, Inc.

Minutes of City Council Meeting 2 January 20, 2026
Martin Rodriguez with Centro La Familia Advocacy Services, Inc. shared information about the organization, including a success story, and thanked the City Council.

The City Council thanked Centro La Familia Advocacy Services, Inc. for the services that they provide and for their commitment to the community.

MAYOR AND COUNCIL REPORTS AND INFORMATIONAL ITEMS

1. Council Member(s)
Council Member Riofrio shared that he has been thinking about ways to improve the community; commented on an interaction that he had with the Public Works Department regarding the replacement of water meters; and ensuring a system is established that enables City departments to proactively communicate and coordinate on issues throughout the City.

Discussion was held on the importance of proactively working together.

Council Member Lopez shared that she was excited to see the increase in public attendance; commented on her excitement about finalizing ongoing projects and that she is looking forward to new projects; and thanked staff for their work.

Mayor Pro Tem Alonso thanked those in attendance, and shared that the City Council advocates on behalf of the community, keeping the needs and priorities of community members in mind.

Council Member Mendoza thanked those in attendance; stated that he is excited for all the projects that are anticipated this year; stated that he is excited to represent the community; and commented on the need to continue beautifying and improving the City.

2. Mayor
Mayor Martinez thanked the City Council for their unity; stated he was thankful for everyone in attendance; commented on the history of Measure C and how funding has been historically allocated in the county, including the minimal funding that has been allocated to rural communities; provided an update on City projects including the Divisadero Street Reconstruction Project; 7th Street Rehabilitation Project; a new planned housing development; and commented on the need to continue to improve the City.

PUBLIC COMMENT
Oneida Escobar with the Office of Assemblywoman Esmeralda Soria provided a legislative update.

Minutes of City Council Meeting 3 January 20, 2026
Jon Zimmerman, an advocate for Element 7, requested that the City meet with Element 7 to discuss outstanding fees and to arrive at an agreement.

Jesus Herrera with Mid Valley Times introduced himself and stated that he looks forward to working with the community.

Omar Hernandez with the Office of Congressman Adam Gray provided a legislative update; stated that he is a member of the Board of Trustees for West Hills Community College and commented on their work to bring additional resources to the area.

Elizabeth Dingler shared her concerns regarding speeding near the area of 8th Street and Quince Street.

Discussion was held on the Police Department providing additional patrol in the area.

Felipe Perez, a Council Member with the City of Firebaugh, stated that he is running for the Fresno County Board of Supervisors District 1 office and shared his background.

Espi Sandoval commented on the progress of Mendota and Senate Bill 554.

Lavon Ortega, Mona, and Karen Shoji shared their concerns with the Animal Control Department’s holding facility, and Ms. Shoji shared that her non-profit organization is willing to provide services to the community.

Discussion was held on working together to address the concerns.

Lourdes Santiago stated that she purchased properties in the City, and she shared her concerns regarding the lack of response from the City regarding her planning project.

APPROVAL OF MINUTES AND NOTICE OF WAIVING OF READING

1. Minutes of the regular City Council meeting of December 16, 2025.

2. Notice of waiving of the reading of all resolutions and/or ordinances introduced and/or adopted under this agenda.

A motion was made by Council Member Riofrio to approve items 1 and 2, seconded by Council Member Lopez; unanimously approved (5 ayes).

CONSENT CALENDAR

1. DECEMBER 10, 2025 THROUGH JANUARY 9, 2026
a. WARRANT LIST CHECK NOS. 57354 THROUGH 57495
b. TOTAL FOR COUNCIL APPROVAL = $2,313,350.72

2. Proposed adoption of Resolution No. 26-01, reappointing Mr. S Leo Capuchino to Minutes of City Council Meeting 4 January 20, 2026
serve as the City of Mendota representative on the Fresno Westside Mosquito Abatement District Board.

A motion was made by Mayor Pro Tem Alonso to approve items 1 and 2 of the Consent Calendar, seconded by Council Member Lopez; unanimously approved (5 ayes).

BUSINESS

1. City Council discussion and consideration of naming a facility/park in honor of Mr.

Jesse A. Gil.

Business item 1 was tabled to a future meeting agenda.

2. City Council discussion and consideration of Measure C.

Mayor Martinez introduced the item and City Manager Gonzalez provided the report.

Mayor Martinez provided additional information about the status of Measure C.

Mayor Martinez opened the public comment period.

Espi Sandoval commented on the item.

Joseph Amador commented on the item.

At 7:33 p.m. Council Member Lopez left the Council Chambers and returned at 7:34 p.m.

Discussion held on the importance of the Code Enforcement Community Service Officers.

Mayor Martinez closed the public comment period.

A motion was made by Mayor Martinez to direct staff to bring back a resolution of support for the Moving Forward Together transportation measure, and the motion was approved based on a consensus of the City Council.

3. City Council discussion and consideration of the funding and advocacy memorandum provided by Townsend Public Affairs, Inc.

Mayor Martinez introduced the item and City Manager Gonzalez provided the report.

Discussion was held on the report provided by City Manager Gonzalez, including prioritizing funding requests for an Animal Control holding facility; the Community Center; parks; possible incentive programs to encourage the community to properly maintain their homes; additional funding for the Mendota Police Department; sidewalk maintenance; water infrastructure improvements; and Pool Park Rehabilitation Project.

Minutes of City Council Meeting 5 January 20, 2026
Mayor Martinez opened the public comment period, and seeing no one willing to comment, closed it within the same minute.

A motion was made by Mayor Martinez to direct staff to prioritize the funding requests discussed, and the motion was approved based on a consensus of the City Council.

4. City Council discussion and consideration of Resolution No. 26-02, designating the City Council’s participation at external events.

Mayor Martinez introduced the item and Deputy City Clerk Pizano provided the report.

Discussion was held on the report provided by Deputy City Clerk Pizano, including which Council Members will attend which external events.

Mayor Martinez opened the public comment period, and seeing no one willing to comment, closed it within the same minute.

A motion was made by Mayor Pro Tem Alonso to adopt Resolution No. 26-02, seconded by Council Member Lopez; unanimously approved (5 ayes).

DEPARTMENT REPORTS AND INFORMATIONAL ITEMS

1. Animal Control, Code Enforcement, and Police Department a) December
Interim Chief of Police Renteria provided the monthly update for the Animal Control Department and the Police Department, including an update on a DUI checkpoint, a personnel update, and the monthly statistics.

At 8:04 p.m. Mayor Martinez left the Council Chambers and returned within the same minute.

Discussion held on the update provided by Interim Chief of Police Renteria; the need to address loud vehicle exhausts; loud music; public drinking; and the Police Department continuing to have zero tolerance for individuals driving under the influence.

2. City Engineer
a) Update
City Engineer Osborn commented on the Divisadero Street Reconstruction Project; the 5th and Quince Street Reconstruction Project; the Amador and Smoot Extension Project; and highlighted the need to improve the Wastewater Treatment Plant.

At 8:09 p.m. Council Member Riofrio left the Council Chambers and returned at 8:13 p.m.

Discussion was held on the report provided by City Engineer Osborn; the Westside Water Minutes of City Council Meeting 6 January 20, 2026
Tank and Booster Pump Project; the Derrick and Oller Roundabout; Safe Routes to School crossings along State Highways 180 and 33; Nick who will be assisting City Engineer Osborn; the Citywide Railroad Improvement Project; and possibly adding street striping alongside a new street near Kate Street.

3. City Attorney
Assistant City Attorney Castro stated he is happy to be back for 2026 and commented on new Ralph M. Brown Act provisions going into effect in 2026.

4. City Manager
City Manager Gonzalez stated he is happy to answer any questions anyone might have; provided an update on the Community Center Project; a meeting that he participated in regarding a new housing development in the City; and thanked City Engineer Osborn for his work.

Discussion was held on the update provided by City Manager Gonzalez; the need to examine and possibly replace older speed humps in the City; the status of previous federal earmarks; and the City Council thanked the Public Works Department for their work.

CLOSED SESSION

1. CONFERENCE WITH REAL PROPERTY NEGOTIATORS
Pursuant to Government Code section 54956.8
Property: APNs 012-160-25S, 012-190-56, 012-190-25ST, 012-190-09T, and 012- 190-26ST
Agency Negotiator: Cristian Gonzalez, City Manager
Negotiating Party: Westlands Water District
Under Negotiation: Price and Terms of Payment
At 8:29 p.m., the City Council entered into Closed Session.

At 8:41 p.m., the City Council reconvened in Open Session, at which time Assistant City Attorney Castro reported that there was no reportable action on item 1.

ADJOURNMENT
With no further business, the meeting adjourned at 8:42 p.m. based on a motion by Council Member Riofrio, seconded by Mayor Pro Tem Alonso, and unanimously approved (5 ayes). _______________________________
Victor Martinez, Mayor
Minutes of City Council Meeting 7 January 20, 2026
ATTEST:
_______________________________
Antonio Pizano, Deputy City Clerk

CITY OF MENDOTA

CASH DISBURSEMENTS
01/14/2026 - 01/23/2026
CK# 057496 - 057560
Check Date Check Number Check Amount Vendor Name Department Description January 14, 2026 57496 $ 747.69 AT&T GENERAL, WATER, SEWER CITYWIDE TELEPHONE SERVICES 11/25/2025 - 12/24/2025 January 14, 2026 57497 $ 2,438.55 BSK ASSOCIATES WATER, SEWER

GENERAL EDT WEEKLY TREATMENT & DISTRIBUTION, WASTEWATER

GRAB SAMPLE, AND GENERAL EDT MONTHLY
January 14, 2026 57498 $ 29.20 DIVISION OF THE STATE ARCHITECT GENERAL DISABILITY ACCESS & EDUCATION QUATERLY FEE FOR QUARTER 4 2025 January 14, 2026 57499 $ 1,105.70 COMCAST BUSINESS GENERAL

FRESNO COUNTY SHERIFFS MENDOTA POLICE DEPARTMENT CIRCUIT FOR DECEMBER 2025
January 14, 2026 57500 $ 184.48 CORELOGIC INFORMATION GENERAL, WATER, SEWER REAL QUEST SERVICES FOR DECEMBER 2025 January 14, 2026 57501 $ 31.69

DEPARTMENT OF CONSERVATION

DIVISION OF ADMINISTRATIVE SERVICE GENERAL

STRONG MOTION INSTRUMENTATION & SEISMIC HAZARD MAPPING FEE FOR QUARTER 4 10/01/2025 - 12/31/2025
January 14, 2026 57502 $ 168.00 FRESNO CITY COLLEGE GENERAL (2) REGISTRATION TRAINING FOR AIRCRAFT SYSTEMS BASIC PILOTS

FOR POLICE DEPARTMENT
January 14, 2026 57503 $ 7,076.11 HUMANA INSURANCE COMPANY GENERAL DENTAL,VISION, & LIFE INSURANCE FOR JANUARY 2026 January 14, 2026 57504 $ 400.00 INSYARATH, KHAMPHOU GENERAL POLICE DEPARTMENT STATISTICS FOR DECEMBER 2025 January 14, 2026 57505 $ 1,520.68 KOPPEL & GRUBER GENERAL CFD NO. 2006-1 AND L & L DISTRICT NO. 2019-1 ANNUAL
ADMINISTRATION SERVICES FOR OCTOBER - DECEMBER 2025
January 14, 2026 57506 $ 800.00 TJ LAW & ASSOCIATES INVESTIGATION GENERAL (1) LAW ENFORCEMENT BACKGROUND INVESTIGATION FOR THE POLICE

DEPARTMENT
January 14, 2026 57507 $ 6,950.00 NHA ADVISORS, LLC SEWER 2021 WASTEWATER REFUNDING BONDS FISCAL YEAR 2023 - 2024

DISCLOSURE COMPLIANCE
January 14, 2026 57508 $ 140.42 PAPE MACHINERY WATER, SEWER BACKHOE SUPPLIES - (4) SCREW, (4) HOSE CLAMP, & (1) INBOUND January 14, 2026 57509 $ 125.00

RED WING BUSINESS ADVANTAGE
ACCOUNT WATER, SEWER (1) BOOT REPLACEMENT PER MOU FOR PUBLIC WORKS January 14, 2026 57510 $ 628.00

SAN JOAQUIN VALLEY AIR POLLUTION

CONTROL DISTRICT WATER, SEWER
FISCAL YEAR 2025/2026 ANNUAL PERMITS CUMMINS DIESEL - FIRED

EMERGENCY ENGINE POWERING AN ELECTRICAL GENERATOR
January 14, 2026 57511 $ 60.00 STATE WATER RESOURCES CONTROL SEWER JOSE A.SALOMON GRADE 2 WATER OPERATOR CERTIFICATE #37773 January 14, 2026 57512 $ 200.00 STATE WATER RESOURCES WATER ANNUAL PERMIT FEE CITY OF MENDOTA 1/1/2026 - 12/31/2026 January 14, 2026 57513 $ 20,084.88 SWRCB ACCOUNTING OFFICE WATER ANNUAL FEES WATER SYSTEM 7/01/2025 - 6/30/2026 January 14, 2026 57514 $ 591.63 VULCAN MATERIALS COMPANY STREETS POTHOLE STREET (5.33) COLD MIX 3/8 & ENVIRONMENTAL FEE - AGG &

ASPHALT
January 14, 2026 57515 $ 66.96 WECO GENERAL, WATER, SEWER RENT CYL ACETYLENE #4, OXYGEN D & OXYGEN K 11/30/2025 - 12/31/2025 January 14, 2026 57516 $ 170,985.00 CITY OF MENDOTA PAYROLL GENERAL PAYROLL TRANSFER 12/29/2025 - 01/11/2026 January 23, 2026 57517 $ 775.92 AFLAC GENERAL AFLAC INSURANCE FOR JANUARY 2026 January 23, 2026 57518 $ 32.99 AG & INDUSTRIAL SUPPLY INC. WATER, SEWER PARTS FOR CHAINSAW: (2) FILE CHAINSAW, & (1)OIL 1G BAR January 23, 2026 57519 $ 1,072.98 AMAZON CAPITAL SERVICES, INC GENERAL, WATER, SEWER JANUARY 2026 - CITY HALL, POLICE DEPARTMENT & ANIMAL CONTROL

SUPPLIES - PAPER, STICKY NOTES, PENS, SYRINGES, PLANNERS January 23, 2026 57520 $ 20.46 AVIDWATER, LLC SEWER (1) CAP,6" IPS CLASS 100 PART FOR SEWER DEPARTMENT January 23, 2026 57521 $ 12,029.10 BADILLA & HINCH INVESTIGATIONS GENERAL CONTRACTED SERVICES MENDOTA POLICE DEPARTMENT 11/4/2025 - 12/31/2025
January 23, 2026 57522 $ 57.00 CALIFORNIA BUSINESS MACHINES GENERAL, WATER, SEWER (3) BLACK TONERS,(3) TONERS YELLOW, MAGENTA &CYAN FOR CITY

HALL AND POLICE DEPARTMENT MACHINE
January 23, 2026 57523 $ 148,983.00 CSJVRMA GENERAL
2025/2026 3RD QUARTER WORKERS COMPENSATION PROGRAM,

LIABILITY PROGRAM AND DRONE COVERAGE PREMIUMS
January 23, 2026 57524 $ 311.34 CHEMSEARCH SEWER (1) SERVICE CHARGE - DRAIN MAINTENANCE SEWER DEGREASER January 23, 2026 57525 $ 3,052.06 COMCAST GENERAL, WATER, SEWER CITYWIDE XFINITY SERVICES 1/06/2026 - 2/05/2026 January 23, 2026 57526 $ 1,217.85 COOK'S COMMUNICATIONS GENERAL POLICE DEPARTMENT SERVICES - (1) 6 WATT CHANNEL RADIO, (1) BATTERY & (1) WHIP ANTENNA

CITY OF MENDOTA

CASH DISBURSEMENTS
01/14/2026 - 01/23/2026
CK# 057496 - 057560
January 23, 2026 57527 $ 355.06 CORE & MAIN LP SEWER SEWER REPAIR SUPPLIES - (2) PVC CPLG, (2) SAD WYE, (4) PVC SDR35 January 23, 2026 57528 $ 360.00 DAVIDS PLUMBING, LLC GENERAL, WATER, SEWER (8) ANNUAL BACKFLOW TEST FOR 721 DERRICK AVE, 121 BARBOZA AVE,

AND CITY OF MENDOTA PROPERTIES
January 23, 2026 57529 $ 1,529.15 DELTA SAND, GRAVEL & RECYCLING SEWER SEWER MAIN REPAIR - (2) CLASS II AG BASE ROCK PER TRUCK LOAD January 23, 2026 57530 $ 342.00 DEPARTMENT OF JUSTICE GENERAL (1) MONTHLY SERVICE FOR THE MONTH OF NOVEMBER 2025 & (11) SERVICES FOR THE MONTH OF DECEMBER 2025
January 23, 2026 57531 $ 5,233.35 EXCEL SIGN CO. GENERAL POLICE DEPARTMENT VEHICLE AZTECS GRAPHICS - (2) DECALS & CLEANING, (2) WRAP & INSTALL, & (1) MOTORCYCLE GRAPHICS January 23, 2026 57532 $ 19,077.44 FRESNO COUNTY SHERIFF GENERAL,WATER DISPATCH SERVICES & RMS / JMS ACCESS FEE FOR JANUARY 2026 January 23, 2026 57533 $ 25,403.08 GERALD MELE & ASSOCIATES, INC. GENERAL PROFESSIONAL SERVICES 100% CD, 20% BIDDING FOR MENDOTA

COMMUNITY CENTER
January 23, 2026 57534 $ 59.52 HARBOR FREIGHT TOOLS GENERAL (1) FOLDABLE HAND TRUCK & (1) 3500 LB STEP BUMPER FOR BULIDINGS

AND GROUNDS
January 23, 2026 57535 $ 6,844.58 HUMANA INSURANCE COMPANY GENERAL DENTAL,VISION, & LIFE INSURANCE FOR FEBRUARY 2026 January 23, 2026 57536 $ 1,963.75 iCAD INC. WATER
WELL # 7 COMM FAIL ALARM DISABLED & RE-ENABLED ALARM, & PROGRAM NEW WELL 7 VFD WIRED IO & OPERATIONS
January 23, 2026 57537 $ 997.94 SIMPLOT GROWER SOLUTIONS GENERAL, WATER (10) GAL+ROUNDUP POWER MAX3 (2.5G) & (13) ONE SHOT TRIMEC /

DIMENSI FOR BUILDINGS AND GROUNDS
January 23, 2026 57538 $ 7,153.00 LEAGUE OF CALIFORNIA CITIES GENERAL MEMBERSHIP DUES FOR CALENDAR YEAR 2026 January 23, 2026 57539 $ 306.49 LEAF GENERAL, WATER, SEWER (2) KYOCERA COPIER SYSTEMS FOR JANUARY 2026 January 23, 2026 57540 $ 1,477.50 LIEBERT CASSIDY WHITMORE GENERA, WATER, SEWER PERSONNEL RULES REVIEW FOR THE MONTH OF DECEMBER 2025 January 23, 2026 57541 $ 1,763.70 MENDOTA 1 SMOG GENERA, WATER, SEWER POLICE DEPARTMENT VEHICLE MAINTENANCE - 2024 RAM PICKUP M93, 2024 DODGE, 2025 DODGE & 2023 DODGE FILTER & MOTOR OIL
January 23, 2026 57542 $ 66.41 OFFICE DEPOT WATER, SEWER CITY HALL OFFICE SUPPLIES - (1) PAPER (1) TAPE CORRECTION, (1) MARKER SHARPIE, (1) WRAPPERS COINS PENNY
January 23, 2026 57543 $ 1,835.89 PACE SUPPLY CORP WATER WATER SUPPLIES - (1) PAINTED SADDLE W/2SS STRAPS ROMAC, (5) 3/4" CTS STRAIGHT, & (5) 1" CT STRAIGHT
January 23, 2026 57544 $ 691.65 PETTY CASH

GENERAL, WATER, SEWER,

STREETS

PETTY CASH EXPENSES - WATER JUG REFILLS, ROUNDABOUT RIBBON

CUTTING, STREET SWEEPER BELT, & POSTAGE
January 23, 2026 57545 $ 18,971.58 PG&E

GENERAL, WATER, SEWER,
STREETS WATER DEPARTMENT UTILITIES 12/10/2025 - 1/08/2026 January 23, 2026 57546 $ 527.59 PITNEY BOWES INC.

GENERAL, WATER, SEWER,

STREETS
(3) SENDPRO C AUTO, DM3C/DM4C RED INK CTDG FOR POSTAGE

MACHINE
January 23, 2026 57547 $ 9,764.69 PROVOST & PRITCHARD GENERAL PROFESSIONAL SERVICES - CARBON SEQUESRATION, 1269 MAIRE,

ESCALANTE RENTALS, RIVAS, TONY LOPEZ, & GENERAL PLAN
January 23, 2026 57548 $ 8,068.98 PROFORCE LAW ENFORCEMENT GENERAL POLICE DEPARTMENT SUPPLIES - (24) SFL6360RDS HLST STX BW BLK PH M&P2.0 & (26) SLI TLR TAC GUN MNT BLACK
January 23, 2026 57549 $ 2,155.97 PURCHASE POWER GENERAL, WATER, SEWER POSTAGE METER REFILLS FOR 12/16/2025 - 12/17/2025 & 1/09/2026 - 1/11/2026
January 23, 2026 57550 $ 667.50
RTL ENTERPRISES, INC.DBA INTERSTATE
BATTERY SYSTEMS GENERAL POLICE DEPARTMENT SPEED TRAILER (4) BATTERY January 23, 2026 57551 $ 420.85 UNION PACIFIC RAILROAD COMPANY STREETS PUBLIC ROADWAY ENROACHMENT FOR FEBRUARY 2026 January 23, 2026 57552 $ 667.48 STEAM CLEANERS, INC. WATER, SEWER, STREETS (1) SOLENOID STARTER, (1) SET,KEY & (1) FILTER, PRE-CLEANER FOR ALL

DEPARTMENT SERVICES
January 23, 2026 57553 $ 4,200.00 SURVEILLANCE INTEGRATION GENERAL, WATER, SEWER ANNUAL SUBSCRIPTION FOR 27 PREMIUM ENTRIES FOR THE POLICE

DEPARTMENT AND COUNCIL CHAMBERS
January 23, 2026 57554 $ 200.00 UNITED HEALTH CENTERS GENERAL (1) PRE EMPLOYMENT PHYSICAL EXAM FOR THE POLICE DEPARTMENT January 23, 2026 57555 $ 184.46 UNIFIRST CORPORATION WATER, SEWER CLEANING SUPPLIES - (2) MOPS - UNFRAMED, (4) WET MOP, & (100)TERRY CLOTHS
January 23, 2026 57556 $ 1,327.96 USA BLUEBOOK WATER, SEWER (1) BLACK POLYETHYLENE TUBING REPLACE AIRHOSE VALVE,

WASTEWATER PLANT POUND REPLACE SENSORS
January 23, 2026 57557 $ 898.19 VERIZON WIRELESS GENERAL, WATER, SEWER CITYWIDE CELLPHONE SERVICES 12/07/2025 - 1/06/2026 January 23, 2026 57558 $ 1,277.68 VESTIS GROUP, INC. GENERAL, WATER, SEWER PUBLIC WORKS UNIFORM SERVICE 12/04/2025, 12/11/2025, 12/18/2025, 12/25/2025, 1/01/2026, 1/08/2026, & 1/15/2026

CITY OF MENDOTA

CASH DISBURSEMENTS
01/14/2026 - 01/23/2026
CK# 057496 - 057560
January 23, 2026 57559 $ 430.67 VULCAN MATERIALS COMPANY STREETS POTHOLES STREETS - (3.88) COLD MIX 3/8 ENVIRONMETAL FEE AGG &

ASPHALT
January 23, 2026 57560 $ 53.20 CULIGAN WATER GENERAL MONTHLY WATER SERVICE FOR JANUARY 2026 $ 507,164.00
1 AGENDA ITEM – STAFF REPORT
TO: HONORABLE MAYOR AND COUNCILMEMBERS
FROM: CELESTE CABRERA-GARCIA, CITY CLERK
VIA: CRISTIAN GONZALEZ, CITY MANAGER
SUBJECT: APPROVING THE THIRD AMENDMENT TO THE TRANSLATION AND INTERPRETATION

SERVICES AGREEMENT WITH PATRICIA LYONS DBA LYONS INTERPRETING AND

TRANSLATION
DATE: FEBRUARY 3, 2026
ISSUE
Shall the City Council adopt Resolution No. 26-03, approving the Third Amendment to the Translation and Interpretation Services Agreement with Patricia Lyons dba Lyons Interpreting and Translation?

BACKGROUND
In March of 2020, the City Council adopted an Amended Policy (the “Policy”) regarding English-Spanish translation services at public meetings, which states that the City of Mendota (“City”) will make English-Spanish interpretation services available for all City Council regular meetings if they are requested at least 24 hours in advance.

In February of 2023, the City entered into a Translation and Interpretation Services Agreement (“Agreement”) with Patricia Lyons dba Lyons Interpreting and Translation (the “Contractor”) for a period of one year. On January 23, 2024, the City Council approved the First Amendment to the Agreement which extended the Agreement for a period of one year. On February 4, 2025, the City Council approved the Second Amendment to the Agreement which extended the Agreement for a period of one year.

ANALYSIS
The Agreement is set to expire on February 14, 2026, and the proposed Third Amendment (“Third Amendment”) will extend the Agreement by an additional year. The Agreement includes guaranteed interpretation services for up to 12 meetings, if requested by members of the public in accordance with the Policy. The Agreement also outlines additional services that can be provided (at an additional cost).

FISCAL IMPACT
Approximately $5,400 in initial costs, plus travel time fees and mileage reimbursements (if applicable). There would be an additional cost if the City sought additional services that are provided for in the agreement. The cost will be divided into three parts and paid by the Sewer, Water, and General funds.
2 RECOMMENDATION
Staff recommends that the City Council adopt Resolution No. 26-03, approving the Third Amendment to the Translation and Interpretation Services Agreement with Patricia Lyons dba Lyons Interpreting and Translation.

Attachments:

1. Resolution No. 26-03

2. Exhibit “A” – Translation and Interpretation Services Agreement

3. Exhibit “B” – First Amendment to Translation and Interpretation Services Agreement

4. Exhibit “C” – Second Amendment to Translation and Interpretation Services Agreement

5. Exhibit “D” – Third Amendment to Translation and Interpretation Services Agreement 1 BEFORE THE CITY COUNCIL
OF THE

CITY OF MENDOTA, COUNTY OF FRESNO
RESOLUTION NO. 26-03

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MENDOTA APPROVING

THE THIRD AMENDMENT TO THE TRANSLATION AND INTERPRETATION

SERVICES AGREEMENT WITH PATRICIA LYONS DBA LYONS INTERPRETING

AND TRANSLATION
WHEREAS, on March 10, 2020, the City of Mendota (“City”) adopted an Amended Policy Regarding English-Spanish Translation Services at Public Hearings, which states that the City will make English-Spanish Services available for all City Council regular meetings upon request of the public; and
WHEREAS, on February 14, 2023, the City and Patricia Lyons DBA Lyons Interpreting and Translation (the “Contractor”) entered into a Translation Services Agreement (the “Agreement”), which is attached hereto as Exhibit “A,” for a period of one (1) year, which expired on February 14, 2024; and
WHEREAS, on January 23, 2024, the City Council approved the First Amendment to the Agreement, which is attached hereto as Exhibit “B,” which extended the Agreement for a period of one (1) year, which expired on February 14, 2025; and WHEREAS, on February 4, 2025, the City Council approved the Second Amendment to the Agreement, which is attached hereto as Exhibit “C,” which extended the Agreement for a period of one (1) year, which will expire on February 14, 2026; and WHEREAS, the Contractor satisfactorily performed and provided the translation services the City required during the Agreement’s original and extended terms; and WHEREAS, in the relevant part, Mendota Municipal Code section 2.48.090, subdivision (c), provides, “The renewal, extension or amendment of contracts with professional service providers shall not require a new competitive process except upon order of the city council.”; and
WHEREAS, the City is prepared to enter into the Third Amendment to the Agreement to extend the term of the English-Spanish translation services to be rendered by Contractor under the Agreement for an additional year.

NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of Mendota that the Third Amendment to the Translation and Interpretation Services Agreement with Patricia Lyons dba Lyons Interpreting and Translation is hereby approved in substantially the form attached hereto as Exhibit “D.” 2 BE IT FURTHER RESOLVED that the City Manager, or his designee, is hereby authorized to execute all documents required to effect the Third Amendment to the Translation Services Agreement.
______________________________
Victor Martinez, Mayor
ATTEST:

I, Celeste Cabrera-Garcia, City Clerk of the City of Mendota, do hereby certify that the foregoing resolution was duly adopted and passed by the City Council at a regular meeting of said Council, held at the Mendota City Council Chambers located at 725 Riofrio Street, Mendota, California 93640, on the 3rd day of February, 2026, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:
______________________________
Celeste Cabrera-Garcia, City Clerk

EXHIBIT A

TRANSLATION SERVICES AGREEMENT
This Translation Services Agreement ("Agreement") is entered into as of feUrua.y lt , 2023 (*Effective Date") by and between the City of Mendota (the "City"), a California municipal corporation, ffid Patricia Lyons DBA Lyons Interpreting and Translation, ("Contractor") (collectively, the "Parties") with reference to the following:

RECITALS
WHEREAS, on March 10, 2020, the City adopted an Amended Policy Regarding English-Spanish Translation Services at Public Hearings, which states that the City of Mendota will make English-Spanish Services available for all City Council regular meetings; and WHEREAS, on November ll, 2020, the City and the Contractor entered into a Translation Services Agreement for aperiod of one (1) year, which expired onNovember 11, 2021;and
WHEREAS, on February 4,2022, the City and the Contractor entered into a Translation Services Agreement for a period of one (1) year, which expired on February 4,2023; and WHEREAS, the City and Contractor are prepared to enter into a new agreement setting forth the terms of the English-Spanish translation services to be rendered by Contractor to the City.

NOW, THEREFORE, in exchange for the mutual promises and considerations stated herein, the Parties agree as follows:

AGRE,E,ME,NT

1. Term. ThisAgreementshallterminateone(1)yearaftertheEffectiveDate,unless otherwise terminated as follows:

Termination by the City. Should Contractor default in performance of this Agreement or materially breach any of its provisions, the City, at the Crty's option, may terminate this Agreement by giving written notification to Contractor.
a.
b. Termination for Convenience of the City. The City may terminate this Agreement at any time by mailing a notice in writing to Contractor that the Agreement is terminated. This Agreement shall then be deemed terminated and no further work shall be performed by Contractor. If the Agreement is so terminated, Contractor shall be paid for that percentage of the phase of work actually completed, based on a pro rata portion of the compensation for said phase satisfactorily completed at the time the notice of termination is received.

Termination of Funding. The parties acknowledge that the nature of govemment finance is unpredictable, and that the rights and obligations set C.
forth in this Agreement are necessarily contingent upon the receipt and/or appropriation of the necessary funds. In the event that funding is terminated, in whole or in part, for any reason, atany time, this Agreement and all obligations of the City arising from this Agreement shall be immediately discharged. The City agrees to inform Contractor no later than thirty (30) calendar days after the City determines, in its sole judgment, that funding will be terminated and the final date for which funding will be available.

2. Relationship of the Parties. It is the express intent of the Parties that Contractor is an independent contractor and not an employee, agent, joint venturer, or partner of the City.

Nothing in this Agreement shall be interpreted or construed as creating or establishing the relationship of an employer and employee between the City and Contractor or any employee or agent of Contractor. Both Parties acknowledge that Contractor is not an employee for state or federal tax purposes. Contractor shall retain the right to perform services for others during the term of this Agreement.

3. Oualifications. Contractor warrants that it has the necessary competence, experience, certifications, and qualifications for the services to be performed.

4. Scope of Services. Contractor agrees to perform English to Spanish, and Spanish to English, translation and interpretation services as set forth in this Agreement (the "Work").

Contractor shall not perform services other than those set forth in this Agreement unless approved in advance in writing by the City Manager stating the dollar value of the services, the method of payment, and any adjustment in Agreement time. All such services are to be coordinated with the City Manager and the results of such work shall be monitored by the City Manager or his or her designee.
l. City Council Regular Meetings. Contractor will ensure that it is available to perform the Work for all regular City Council meetings for the duration of this Agreement. The City shall confirm whether Contractor shall be required to attend a regular City Council meeting no later than twenty-four (24) hours before the meeting's scheduled start time. If Contractor attends the meeting, Contractor shall ensure its attendance until the meeting is adjourned. Contractor's failure to ensure availability for all regular City Council meetings, or its failure to attend meetings for which Contractor's services are requested until the meeting is adjoumed, shall constitute a material breach of this Agreement.

Upon two (2) weeks' advance notice by Contractor and receipt of the City Manager's advance consent, issued at the City Manager's sole discretion, Contractor's failure or inability to attend a regular City Council meeting shall not be considered a breach of this Agreement so long as Contractor uses its best efforts to ensure that another qualified interpreter attends the meeting in Contractor's place ("Substifute Interpreter") and Contractor otherwise complies with the provisions of this Section 4(a). In the event a Substitute Interpreter is used for a regular City Council meeting, Contract b.

C.
shall remain fully responsible for the Substitute interpreter's performance of Contractor's obligations under this Agreement, and the City shall have the right to seek redress from Contractor for any failure of the Substitute Interpreter to perform the obligations set forth in this Agreement or any liability arising from the Substitute Interpreter's performance of the Work.

In the event a Substitute Interpreter cannot be used at a meeting, and a request has been made for translation services at said meeting, Contractor shall reimburse the City for the actual costs incurred in securing the services of another qualified interpreter.

City Council Special Meetings. Contractor will use its best efforts to ensure that it is available to perform the Work for all special City Council Meetings for the duration of this Agreement. The City shall endeavor to provide notice to Contractor of the City's need for Contractor's services at least twenty-four (24) hours before the special meeting's scheduled start time. If Contractor attends the meeting, Contractor shall ensure its attendance until the meeting is adjourned.

Written Translation. Contractor shall provide written translation of documents upon written request by the City for the duration of this Agreement as follows:
a
l. Material Under Five (5) Pages. If the material to be translated consists of less than five (5) pages in length, the City shall provide Contractor with the material to be translated no later than three (3) business days before the translation of the written material is to be due. To the extent Contractor estimates the translation of a document will take longer than three (3) business days, Contractor shall provide a written estimate of when the translation shall be completed. The City maintains the discretion to refuse to use Contractor's services should translation of a document be estimated to take longer than three (3) business days. Contractor's failure to provide a written translation within three (3) business days, or within the time period agreed upon by the Parties, shall constitute a material breach of this Agreement.

Material Five (5) Pages and Longer. If the material to be translated consists of five (5) pages or more in length, the City shall provide Contractor with the material to be translated no later than five (5) business days before the translation of the written material is to be due. To the extent Contractor estimates the translation of a document will take longer than five (5) business days, Contractor shall provide a written estimate of when the translation shall be completed. The City maintains the discretion to refuse to use Contractor's services should translation of a document be estimated to take longer than five (5) business days. Contractor's failure to provide a written translation within five (5) business aa ll.
aaa III.
days, or within the time period agreed upon by the Parties, shall constitute a material breach of this Agreement.

Receipt and Review of Translation. [Jpon receipt of a translation from Contractor, the City shall review the translation, and notiff Contractor within 20 days of receivirrg the translation whether any changes or coffections are requested. Contractor shall correct, at no cost to the City, any effors made by Contractor. The Parties will ensure whenever possible that translated documents and
documents to be translated are provided to the other party in a Word document.

5. Method of Performins Serrices. Contractor will determine the method, detail, and means to perform the above-described interpretation and translation services.

6. Employment ofAssistants. Contractor may, at Contractor's own expense, employ such assistants as Contractor deems necessary to perform the services required of Contractor by this Agreement. The City may not control, direct, or supervise Contractor's responsibility for assistants or employees in the performance of those services. Contractor assumes full performance of those services. Contractor assumes full and sole responsibility for the payment of all compensation and expenses of such assistants and for all state and federal income tax, unemployment insurance, Social Security, disability insurance and other applicablewithholdings.

7. Comnensation. In consideration for the services performed by Contractor, the City agrees to pay Contractor a lump sum of $5,400.00 ("Lump Sum Payment") due within fifteen (15) days of the execution of this Agreement. In addition, City shall pay Contractor additional payments for specified services as set forth below ("Additional Payments"):

City Council Meetings. If Contractor attends twelve (12) regular City Council meetings, the City agrees to pay Contractor, in addition to the Lump Sum Payment, $450.00 per subsequent meeting attended, starting with the thirteenth (l3th) regular City Council meeting. a.
b.
c.

Special Meetings. In addition to the Lump Sum Payment, the City shall pay Contractor $450.00 per special meeting attended.

Written Translation. The City shall pay Contractor for written translations based on the length of the document to be translated. The City shall pay Contractor $50 per page of the document to be translated, regardless of the length of the translated document produced by Contractor. This amount shall be in addition to the Lump Sum Payment. If City requests modification of a written translation, other than to correct a mistake by Contractor, City shall pay $20 per page.

To the extent Contractor fails to abide by the terms of Paragraph 4 of this Agreement, the City retains the discretion to deny compensation for the service provided in violation of Paragraph 4.

Invoices. Contractor shall submit detailed invoices to the City for all services requiring Additional Payments.

Date for Payment. The City will endeavor to make payments due to Contractor within fifteen (15) days of invoices being submitted from Contractor to the City, and approval and acceptance of the work by the City.

Expenses. The City shall reimburse Contractor for the mileage incurred in traveling to any and all City Council Meetings or Special Meetings. The City will reimburse Contractor for mileage at the Internal Revenue Service's standard mileage rate in effect at the time of travel. In addition, the City will compensate the Contractor $50.00 per hour for travel time. In order to obtain a mileage reimbursement and travel time compensation from the City, Contractor shall submit a written request to the City indicating the distance and hours traveled. Other than mileage costs and fees for travel time, Contractor shall be responsible for all costs and expenses incident to the performance of services for the City, including but not limited to, all costs of equipment provided by the Contractor, all fees, fines, licenses, bonds or taxes required of or imposed against Contractor and all of Contractor's costs of doing business. The City shall not be responsible for any expense incurred by Contractor in performing services for the City.

8. Tools and Instrumentalities. Contractor shall supply all tools and instrumentalities required to perform the services under this Agreement, with the exception of headsets, which shall be provided by the City. Contractor is not required to purchase or rent any tools, equipment, or services from the City. Except as provided herein, City shall not provide supplies, materials, or other support to Contractor in the performance of the services and tasks described herein.

9. Confidentialitv. All knowledge and information expressly identified by the City in writing as confidential which Contractor acquires during the term of this Agreement shall be maintained in confidentiality by Contractor and, except as expressly authorized by the City in writing, shall not be divulged or published by Contractor and shall not be authorized by Contractor to be divulged or published by others. Confidential information as applied in this section shallnot include information which is or becomes available to the general public, so long as that information did not become available to the general public as a result of Contractor's breach of this section.

10. Work Product. Any and all writings and documents prepared or provided by Contractor pursuant to this Agreement are the property of the City at the time of preparation and shall be tumed over to the City upon expiration or termination of this Agreement. Contractor shall not permit the reproduction or use thereof by any other person except as otherwise expressly provided herein.

11. Professional Skill. Contractor hereby acknowledges and agrees that Contractor is skilled in the translation profession and shall perform in accordance with the standards of said d.
€.
f.
profession necessary to perform the Work. The City is relying upon the skill of Contractor to do and perform the Work in a skillful manner and Contractor agrees to thus perform the Work. As such, the City's acceptance of Contractor's work shall not in any event operate as a release of Contractor from said professional standards.

12. Indemnification. To the greatest extent allowed by law, Contractor shall indemniff and hold the City harmless against any and all liability imposed or claimed, including attorneys' fees and other legal expenses, arising directly or indirectly from any act or failure of Contractor or Contractor's assistants, employees, or agents, including all claims relating to the injury or death of any person or damage to property. Contractor agrees to maintain a policy of liability insurance in an amount determined appropriate by the City to cover such claims.

Contractor shall furnish a certificate of insurance evidencing such insurance and naming the City as an additional insured for the above-cited liability coverage prior to commencing work. It is understood that the duty of the Contractor to indemnifu and hold harmless includes the duty to defend as set forth in Section 2778 of the California Civil Code. Acceptance by the City of insurance certificates and endorsements required under this Agreement does not relieve Contractor from liability under this indemnification and hold harmless clause. This indemnification and hold harmless clause shall apply to any damages or claims for damages whether or not such insurance policies shall have been determined to apply. By execution of this Agreement, Contractor acknowledged and agreed to the provisions of this Section and that it is a material element of consideration.

13. Professional Liabilitv. Contractor shall provide proof of professional liability coverage satisfactory to the City prior to commencing work under this Agreement.

14. Workers' Comoensation. For the duration of this Agreement, Contractor agrees to provide workers' compensation insurance for Contractor's employees and agents and agrees to hold harmless and indemniff the City for any and all claims arising out of any injury, disability, or death of any Contractor's employees or agents.

15. Compliance. All services under this Agreement shall be completed in compliance with all applicable federal, state and local laws, statutes, judicial decisions, regulations, ordinances, rules, and governmental restrictions, relating to or affecting or governing any portion of Contractor's services. Additionally, Contractor represents, warrants, and agrees that it will perform its services accordance with applicable industry standards for similar projects.

16. Notices. Any notice provided for herein or otherwise required must be given by overnight courier, electronic mail, or by certified United States mail, postage prepaid, addressed, to the respective addresses of the Parties at the addresses as set forth below:

City of Mendota
Attn: City Clerk
643 Quince St.

Mendota, CA 93640
Email : ccab r er a@city ofmendota. com
Lyons Interpreting and Translation
Attn: Patricia Lyons
10593 N. Sierra Vista Ave.

Fresno, CA 93730
Email : lyonsinterpreting @y ahoo. com
Either Party by notice to the other Party may change the person and the place to which notices are to be sent. Notices are effective as follows: (i) in the case of personal delivery, upon receipt by the party to whom notice is being given; (ii) in the case of delivery by certified or registered mail, on the third business day after the notice is sent; (ii) in the case of delivery by ovemight delivery service, on the business day following the day the delivery service accepts the notice; or (iii) in the case of electronic mail, confirmation that the message has been sent.

15. Assisnment: Successors and Assisns. Contractor mav not assisn this Asreement without the prior written consent of City, which may be withheld in City's sole, subjective discretion. Subject to the foregoing, this Agreement is binding upon and inures to the benefit of the Parties' respective representatives, successors and assigns.

16. State and Federal Taxes. As Contractor is not the City's employee, Contractor is responsible for paying all required state and federal taxes. In particular:

The City will not withhold FICA (Social Security) from Contractor's payments;
The City will not make state or federal unemployment insurance contributions on behalf of Contractor;
The City will not withhold state or federal income tax from payment to Contractor;
The City will not make disability insurance contributions on behalf of Contractor;
The City will not obtain workers' compensation insurance on behalf of Contractor.

17. Records. It is understood and agreed that all data recorded on computer or computer records, files, reports, etc., in possession of Contractor relating to matters covered by this Agreement shall be the property ofthe City, and Contractor hereby agrees to deliver the same to the City upon request. It is understood and agreed that the documents and other materials including but not limited to those set forth hereinabove, prepared pursuant to this Agreement are prepared specifically for the City and are not necessarily suitable for any future or other use.

Contractor shall maintain such records for a minimum of three (3) years or as otherwise required by law.
a.
b
c.
d.
€.

18. Entire Aqreement. This Agreement contains the entire agreement and understanding concerning the subject maffer hereofbetween the Parties hereto, and shall supersede and replace all prior negotiations, agreements, and proposed agreements, written or oral, conceming the subject matter hereof.

19. Contractor's Rooks and Records. Contractor shall maintain any and all ledgers, books of accounts, invoices, vouchers, cancelled checks, and other records or documents evidencing or relating to charges for services of expenditures and disbursements charged to the City for a minimum of three (3) years, or for any longer period required by law, from the date of final payment to Contractor. Any records or documents required to be maintained shall be made available for inspection, audit and/or copying at any time during regular business hours, upon oral or written request of the City.

20. No Renresentations. Each Party hereto recognizes that, except as expressly specified herein, no other party, or agent or attomey of any other party has made any promise, representation, warranty, express or implied, conceming the subject matter hereof.

21. Anplicable Law. This Agreement shall be governed and interpreted in accordance with the laws of the State of California. Venue regarding disputes or claims shall be Fresno County, Califomia.

22. Construction. Throughout this Agreement, the singular shall include the plural and the plural shall include the singular, all genders shall be deemed to include other genders, wherever the context so requires, and the terms "including," ooinclude" or derivatives thereof unless otherwise specified, shall be interpreted in as broad a sense as possible to mean "including, but not limited to," or "including, by way of example and not limitation."

23. Attorneys' Fees. If any action at law or in equity, including an action for declaratory relief, is brought to enforce or interpret the provisions ofthis Agreement, the prevailing party will be entitled to reasonable attorneys' fees, which may be set by the court in the same action or in a separate action brought for that pu{pose, in addition to any other relief to whichthat party may be entitled.

24. E-ecution of this Aqreement. Each of the undersigned represents and warrants that it is authorized to execute this Agreement on behalf of the respective Parties to this Agreement and that this Agreement, when executed by those Parties, will become a valid and binding obligation enforceable in accordance with its terms.
[THE REMAINDER OF THIS PAGE INTENTIONALLY LEFT BLANK]
IN WITNESS WHEREOF, the Parties have caused this Agreement to be executed the date hereinabove written.

CITY
By: Date:

Name: Cristian Gonzalez
Its: City Manager

CONTRACTOR
By: Date: 10127 12023
Name: Patricia Lyons
Its: Owner/Interpreter
ulrthut,ry
IN WITNESS WHEREOf,', the Parties have caused this Agreement to be executed the date hereinabove written.

CITY
By: Date, U
Name: Cristian Gonzalez
Its: City Manager

CONTRACTOR
By: Date
Name: Patricia Lyons
Its : Owne r llnterpreter

EXHIBIT B

FIRST AMENDMENT TO TRANSLATION SERVICES AGREEMENT
This First Amendment to Translation Services Agreement (the "Amendment") is made by and between the City of Mendota, a California municipal corporation ("City"), and Patricia Lyons, an individual, DBA Lyons -Interpreting and Translation ("Contractor"; collectively with City, the "Parties"), as of Januaryl!_,ZOZ+.

RECITALS
WHEREAS, on February 14, 2023, the Parties entered into a Translation Services Agreement (the "Agreement") for a period of one (l) year, which will expire on February 14, 2024; and
WHEREAS, the Parties are prepared to enter into this Amendment to extend the Term of the English-Spanish translation services to be rendered by Contractor to the City under the Agreement for an additional year.

NOW, THEREFORE, in exchange for the mutual promises and considerations stated herein, the Parties agree as follows:

1. Terms. Capitalized terms that are not otherwise defined herein shall be deemed to have the same meanings as are ascribed to those terms in the Agreement.

2. Amendment. The following provisions of the Agreement are hereby amended:
a. Section I of the Agreement is amended as follows:

Term. This Agreement shall terminate @ive
Datc on Februarv 14. 2025 (the "Extended Term"), unless otherwise terminated as follows:

Termination by the City. Should Contractor default in
performance of this Agreement or materially breach any of its provisions, the City, at the City's option, ffi&y terminate this Agreement by giving written notification to Contractor. a.
b. Termination for Convenience of the City. The City may terminate this Agreement at any time by mailing a notice in writing to Contractor that the Agreement is terminated. This Agreement shall then be deemed terminated and no further work shall be performed by Contractor. If the Agreement is so terminated, Contractor shall be paid for that percentage of the phase of work actually completed, based on a pro rataportion of the compensation for said phase satisfactorily completed at the time the notice of termination is received.

Termination of Funding. The parties acknowledge that the nature of government finance is unpredictable, and that the rights and c.
obligations set forth in this Agreement are necessarily contingent upon the receipt andlor appropriation of the necess ary funds. In the event that funding is terminated, in whole or in part, for any reason, at any time, this Agreement and all obligations of the City arising from this Agreement shall be immediately discharged. The City agrees to inform Contractor no later than thirty (30) calendar days after the City determines, in its sole judgment, that funding will be terminated and the final date for which funding will be available. b. SectionT of the Agreement is amended as follows:

Comoensation. In consideration for the services performed by Contractor, the City agrees to pay Contractor a lump sum of $5,400.00 ("Lump Sum Payment") due within flrfteen (15) days of the execution of this Agreement. As anplicable. Citv asrees to nav Contractor an additional Lump Sum Pavment due within fifteen (lil davs of the execution of a renewal. extension. or amendment of this Agreement creatinq an Extended Term. In addition, City shall pay Contractor additional payments for specified services as set forth below ("Additional Payments"):

City Council Meetings. If Contractor attends twelve (12) regular City Council meetings, the City agrees to pay Contractor, in addition to the Lump Sum Payment, $450.00 per subsequent meeting attended, starting with the thirteenth (l3th) regular City Council meeting.
a.
b.
c.

Special Meetings. [n addition to the Lump Sum Payment, the City shall pay Contractor $250 per special meeting attended.

Written Translation. The City shall pay Contractor for written translations based on the length of the document to be translated.

The City shall pay Contractor S50 per page of the document to be translated, regardless of the length of the translated document produced by Contractor. This amount shall be in addition to the Lump Sum Payment. If City requests modification of a written translation, other than to correct a mistake by Contractor, City shall pay $20 per page.

To the extent Contractor fails to abide by the terms of Paragraph4 of this Agreement, the City retains the discretion to deny compensation for the service provided in violation of Paragraph 4.

Invoices. Contractor shall submit detailed invoices to the City for all services requiring Additional Payments.

Date for Payment. The City will endeavor to make payments due to Contractor within fifteen (15) days of invoices being submitted d.
€.
from Contractor to the City, and approval and acceptance of the work by the City.

Expenses. The City shall reimburse Contractor for the mileage incurred in traveling to any and all City Council Meetings or Special Meetings. The City will reimburse Contractor for mileage at the Internal Revenue Service's standard mileage rate in effect at the time of travel. In addition, the City will compensate the Contractor $50.00 per hour for travel time. [n order to obtain a mileage reimbursement and travel time compensation from the City, Contractor shall submit a written request to the City indicating the distance and hours traveled. Other than mileage costs and fees for travel time, Contractor shall be responsible for all costs and expenses incident to the performance of services for the City, including but not limited to, all costs of equipment provided by the Contractor, all fees, fines, licenses, bonds or taxes required of or imposed against Contractor and all of Contractor's costs of doing business. The City shall not be responsible for any expense incurred by Contractor in performing services for the City.

3. Goveming Law. This Amendment and the rights and obligations of the Parties shall be governed by, and construed and interpreted in accordance with, the laws of the State of California.

4. Counterparts. This Amendment may be executed in any number of counterparts, each of which shall be deemed an original, but all of the separate counterparts shall constitute the same agreement.

5. All Other Provisions Remain Unchansed. Except as specifically set forth in this Amendment, all other terms and conditions of the Agreement shall remain unchanged and in full force and effect.

IN WITNESS WHEREOF, the Parties have caused this Agreement to be executed the date hereinabove written.

CITY CONTRACTOR
By:
f.

By
Name : Cristian Gonzalez
Its: City Manager
Name: Patricia Lyons
Its: Owner/Interpreter
Date: r\ot\ 1A -_-r--rDate:
from Contractor to the City, and approval and acceptance of the work by the City.

Expenses. The City shall reimburse Contractor for the mileage incurred in traveling to any and all City Council Meetings or Special Meetings. The City will reimburse Contractor for mileage at the Internal Revenue Service's standard mileage rate in effect at the time of travel. [n addition, the City will compensate the Contractor $50.00 per hour for travel time. [n order to obtain a mileage reimbursement and travel time compensation from the City, Contractor shall submit a written request to the City indicating the distance and hours traveled. Other than mileage costs and fees for travel time, Contractor shall be responsible for all costs and expenses incident to the pertormance of services for the City, including but not limited to, all costs of equipment provided by the Contractor, all fees, fines, licenses, bonds or taxes required of or imposed against Contractor and all of Contractor's costs of doing business. The City shall not be responsible for any expense incurred by Contractor in performing services for the City.

3. Govemins Law. This Amendment and the rights and obligations of the Parties shallbe governed by, and construed and interpreted in accordance with, the laws of the State of California.

4. Counterparts. This Amendment may be executed in any number of counterparts, each of which shall be deemed an original, but all of the separate counterparts shall constitute the same agreement.

5. All Other Provisions Remain Unchanged. Except as specifically set forth in this Amendment, all other terms and conditions of the Agreement shall remain unchanged and in full force and effect.

IN WITNESS WHEREOF, the Parties have caused this Agreement to be executed the date hereinabove written.

CITY CONTRACTOR
By: By
f.

Name: Cristian Gonzalez
Its: City Manager
Name: Patricia Lyons
Its: Ownerllnterpreter
Date. 1130124 l\+t\r,q
1 Date:

EXHIBIT C

SECOND AMENDMENT TO TRANSLATION SERVICES AGREEMENT
This Second Amendment to Translation Services Agreement (the "Second Amendment") is made by and between the City of Mendota, a California municipal corporation ("City"), and Patricia Lyons, an individual, DBA Lyons Interpreting and Translation ("Contractor"; collectively with City, the "Parties"), as of February 4,2025.

RECITALS
WHEREAS, on February 14, 2023, the Parties entered into a Translation Services Agreement (the "Agreement") for a period of one (l) year, which will expire on February 14, 2024; and
WHEREAS, on January 23,2024,the Parties entered into the First Amendment to extend the Term of the English-Spanish translation services to be rendered by Contractor to the City under the Agreement for one year; and
WHEREAS, the Parties are prepared to enter into this Second Amendment to extend the Term of the English-Spanish translation services to be rendered by Contractor to the City under the Agreement for an additional year.

NOW, THEREFORE, in exchange for the mutual promises and consideration stated herein, the Parties agree as follows:
l. Terms. Capitalized terms that are not otherwise defined herein shall be deemed to have the same meanings as are ascribed to those terms in the Agreement.

2. Amendment. The following provisions of the Agreement, as modified by the First Amendment on January 23,2024, are hereby amended:

Section I of the Agreement is amended as follows:

Term. This Agreement shall terminate on February 14, ?/JfL5 2026 (the "Extended Term"), unless otherwise terminated as follows:
a.
a.
b.

Termination by the City. Should Contractor default in
perfoffnance of this Agreement or materially breach any of its provisions, the City, at the City's option, fr&y terminate this Agreement by giving written notification to Contractor.

Termination for Convenience of the City. The City may
terminate this Agreement at any time by mailing a notice in writing to Contractor that the Agreement is terminated. This Agreement shall then be deemed terminated and no further work shall be performed by Contractor. If the Agreement is so terminated, Contractor shall be paid for that percentage of the phase of work actually completed, based on a pro rataportion of the compensation for said phase satisfactorily completed at the time the notice of termination is received.
c. Termination of Funding. The parties acknowledge that the nature of government finance is unpredictable, and that the rights and obligations set forth in this Agreement are necessarily contingent upon the receipt andlor appropriation of the necessary funds. In the event that funding is terminated, in whole or in part, for any reason, at any time, this Agreement and all obligations of the City arising from this Agreement shall be immediately discharged. The City agrees to inform Contractor no later than thirty (3 0) calendar days after the City determines, in its sole judgment, that funding will be terminated and the final date for which funding will be available. b. Subsection (f) of Section 7 of the Agreement is amended as follows:
f. Expenses. The City shall reimburse Contractor for the mileage incurred in travelling to any and all City Council Meetings or Special Meetings. The City will reimburse Contractor for mileage at the Internal Revenue Service's standard mileage rate in effect at the time of travel. In additiotr, the City will compensate the Contractor $50Se $80.00 per hour for travel time. In order to obtain a mileage reimbursement and travel time compensation from the City, Contractor shall submit a written request to the City indicating the distance and hours traveled. Other than mileage costs and fees for travel time, Contractor shall be responsible for all costs and expenses incident to the performance of services for the City, including but not limited to, all costs of equipment provided by the Contractor, all fees, fines, licenses, bonds or taxes required of or imposed against Contractor and all of Contractor's costs of doing business. The City shall not be responsible for any expense incurred by Contractor in performing services for the City.

3. Governine Law. This Second Amendment and the rights and obligations of the Parties shall be governed by, and construed and interpreted in accordance with, the laws of the State of California.

4. Counterparts. This Second Amendment may be executed in any number of counterparts, each of which shall be deemed an original, but all of the separate counterparts shall constitute the same agreement.

5. All Other Provisions Remain Unchanged. Except as specifically set forth in this Second Amendment, all other terms and conditions of the Agreement and First Amendment shall remain unchanged and in full force and effect.

ISIGNATURES ON THE FOLLOWII{G PAGE\
IN WITNESS WHEREOF, the Parties have caused this Second Amendment to be executed on the date written above.

CITY OF MENDOTA
By,
Name: Cristian Gonzalez
Its: City Manager
Date \

CONTRACTOR
By:

Name: Patricia Lyon's
Its: Owner/lnterpreter
Date, 21 1212025

EXHIBIT D

THIRD AMENDMENT TO TRANSLATION AND INTERPRETATION SERVICES

AGREEMENT
This Third Amendment to Translation and Interpretation Services Agreement (the “Third Amendment”) is made by and between the City of Mendota, a California municipal corporation (“City”), and Patricia Lyons, an individual, DBA Lyons Interpreting and Translation (“Contractor”; collectively with City, the “Parties”), as of February __, 2026.

RECITALS
WHEREAS, on February 14, 2023, the Parties entered into a Translation Services Agreement (the “Agreement”) for a period of one year, whereby Contractor agreed to provide English to Spanish and Spanish to English translation and interpretation services as set forth in the Agreement; and
WHEREAS, the original Agreement expired on February 14, 2024; and WHEREAS, on February 14, 2024, the Parties entered into the First Amendment to extend the Term of the English-Spanish translation and interpretation services to be rendered by Contractor to the City under the Agreement for an additional year, which expired on February 14, 2025; and
WHEREAS, on February 4, 2025, the Parties entered into the Second Amendment to extend the Term of the English-Spanish translation and interpretation services to be rendered by Contractor to the City under the Agreement for an additional year, which will expire on February 14, 2026; and
WHEREAS, the Parties are prepared to enter into this Third Amendment to extend the Term of the English-Spanish translation and interpretation services to be rendered by Contractor to the City under the Agreement for an additional year.

NOW, THEREFORE, in exchange for the mutual promises and considerations stated herein, the Parties agree as follows:

1. Terms. Capitalized terms that are not otherwise defined herein shall be deemed to have the same meanings as are ascribed to those terms in the Agreement.

2. Amendment. The following provisions of the Agreement are hereby amended:
a. Section 1 of the Agreement is amended as follows:

Term. This Agreement shall terminate on February 14, 2026 2027 (the “Extended Term”), unless otherwise terminated as follows:
a. Termination by the City. Should Contractor default in performance of this Agreement or materially breach any of its provisions, the City, at the City’s option, may terminate this Agreement by giving written notification to Contractor. b. Termination for Convenience of the City. The City may terminate this Agreement at any time by mailing a notice in writing to Contractor that the Agreement is terminated. This Agreement shall then be deemed terminated and no further work shall be performed by Contractor. If the Agreement is so terminated, Contractor shall be paid for that percentage of the phase of work actually completed, based on a pro rata portion of the compensation for said phase satisfactorily completed at the time the notice of termination is received.
c. Termination of Funding. The parties acknowledge that the nature of government finance is unpredictable, and that the rights and obligations set forth in this Agreement are necessarily contingent upon the receipt and/or appropriation of the necessary funds. In the event that funding is terminated, in whole or in part, for any reason, at any time, this Agreement and all obligations of the City arising from this Agreement shall be immediately discharged. The City agrees to inform Contractor no later than thirty (30) calendar days after the City determines, in its sole judgment, that funding will be terminated and the final date for which funding will be available.

3. Governing Law. This Amendment and the rights and obligations of the Parties shall be governed by, and construed and interpreted in accordance with, the laws of the State of California.

4. Counterparts. This Amendment may be executed in any number of counterparts, each of which shall be deemed an original, but all of the separate counterparts shall constitute the same agreement.

5. All Other Provisions Remain Unchanged. Except as specifically set forth in this Amendment, all other terms and conditions of the Agreement, First Amendment, and Second Amendment shall remain unchanged and in full force and effect.

IN WITNESS WHEREOF, the Parties have caused this Third Amendment to be executed the date hereinabove written.

CITY OF MENDOTA
By: ______________________________
Name: Cristian Gonzalez
Its: City Manager
Date: ______________________________

CONTRACTOR
By: ______________________________
Name: Patricia Lyons
Its: Owner/Interpreter
Date: ______________________________
1 AGENDA ITEM – STAFF REPORT
TO: HONORABLE MAYOR AND COUNCILMEMBERS
FROM: CRISTIAN GONZALEZ, CITY MANAGER
SUBJECT: ADOPTING THE RESOLUTION OF SUPPORT FOR THE MOVING FORWARD TOGETHER

TRANSPORTATION INITIATIVE
DATE: FEBRUARY 3, 2026
ISSUE
Shall the City Council adopt Resolution No. 26-04, in support of the Moving Forward Together transportation initiative?

BACKGROUND
At the January 20, 2026 City Council meeting, the City Council received information on and discussed the Moving Forward Together transportation initiative and directed staff to prepare a resolution expressing the City of Mendota’s (“City”) support.

Moving Forward Together is a community-led coalition working to develop a locally driven transportation plan based on public input and community priorities.

ANALYSIS
The Moving Forward Together initiative proposes the continuation of an existing half-cent transportation sales tax for a 30-year period. The measure would generate an estimated $7.4 billion countywide to fund transportation improvements, including:
• Repair and maintenance of local streets and roads
• Improvements to public transit services
• Enhanced pedestrian and bicycle safety
• Investments in countywide connectivity and equitable transportation access The initiative does not increase the current tax rate. Adoption of the attached resolution formalizes the City Council’s support for the initiative.

FISCAL IMPACT
There is no direct fiscal impact to the City associated with adoption of this resolution.

RECOMMENDATION
Staff recommends that the City Council adopt Resolution No. 26-04, in support of the Moving Forward Together transportation initiative.

Attachment:

1. Resolution No. 26-04
1 BEFORE THE CITY COUNCIL
OF THE

CITY OF MENDOTA, COUNTY OF FRESNO
RESOLUTION NO. 26-04

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MENDOTA IN SUPPORT

OF THE MOVING FORWARD TOGETHER TRANSPORTATION INITIATIVE WHEREAS, safe and reliable transportation infrastructure is essential to the health, safety, and economic well-being of Fresno County communities; and WHEREAS, many local streets, roads, sidewalks, and transit facilities are in need of repair and improvement, impacting public safety, emergency response, and quality of life; and
WHEREAS, Moving Forward Together is a community-led coalition working to develop a locally driven transportation plan that reflects the needs and priorities of Fresno County residents; and
WHEREAS, the initiative proposes continuing an existing half-cent transportation sales tax for 30 years, generating an estimated $7.4 billion to repair roads, improve public transit, enhance walking and bicycling safety, and support transportation improvements throughout Fresno County, without increasing the current tax rate; and WHEREAS, the proposed plan prioritizes local street and road maintenance while also supporting transit services, countywide connectivity, and equitable transportation investments; and
WHEREAS, continued investment in transportation infrastructure is necessary to support safe, efficient, and accessible travel for residents, businesses, and visitors throughout Fresno County.

NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Mendota hereby supports the Moving Forward Together transportation initiative and its goals to improve and maintain local transportation infrastructure. ______________________________
Victor Martinez, Mayor
2 ATTEST:

I, Celeste Cabrera-Garcia, City Clerk of the City of Mendota, do hereby certify that the foregoing resolution was duly adopted and passed by the City Council at a regular meeting of said Council, held at the Mendota City Council Chambers located at 725 Riofrio Street, Mendota, California 93640, on the 3rd day of February, 2026, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:
______________________________
Celeste Cabrera-Garcia, City Clerk
1 AGENDA ITEM – STAFF REPORT
TO: HONORABLE MAYOR AND COUNCILMEMBERS
FROM: CELESTE CABRERA-GARCIA, CITY CLERK
VIA: CRISTIAN GONZALEZ, CITY MANAGER
SUBJECT: DISCUSSION AND CONSIDERATION OF THE PROPOSED UPDATES TO THE CITY OF MENDOTA’S FACILITY USE POLICY
DATE: FEBRUARY 3, 2026
ISSUE
Shall the City Council discuss and consider proposed updates to the City of Mendota’s Facility Use Policy?

BACKGROUND
At its regular meeting on September 2, 2025, the City Council discussed potential updates to the City of Mendota’s (“City”) Facility Use Policy to ensure equitable access to the soccer fields and maintain their condition. Following that discussion, the City Council directed staff to incorporate the following changes to the policy, specifically related to soccer field reservations:

1. Priority Group Classifications
Update the priority system used to allocate and approve Facility Use Permits as follows:
a. City-hosted and co-hosted events
b. Local applicants (must provide proof of Mendota residency) c. Non-local applicants

2. Field Availability
Limit soccer field reservations to Saturdays and Sundays for official games only (no practices permitted). Applicants must submit a game schedule as part of their application.

Fields will remain closed annually from December through February for maintenance.

3. Reservation Process
Replace the quarterly reservation system with a new process that includes:
a. Three-hour reservation blocks per field, with designated open-play periods. b. One-weekend reservations only; applicants must submit separate Facility Use Applications for each weekend, subject to the following conditions:
i. Applications must be submitted in-person or via email at least ten (10) business days in advance, by 5pm on the second Monday prior to the requested weekend. ii. Applications will be processed on a first-come, first-served basis according to the submission time on the Monday deadline.
iii. Applicants may reserve only one field at a time and up to two (2) reservation blocks.

If reservation blocks remain available after the initial processing, the City will offer them to applicants who submitted by the Monday deadline. 2 iv. Tournament requests will also be processed on a first-come, first-served basis according to the submission time on the Monday deadline.

4. Cancellations and Penalties
To prevent underuse, applicants must notify the City at least five (5) business days prior to their approved use (the Monday before the scheduled weekend) if they will not utilize the field. Failure to notify the City will result in penalties as outlined in the Facility Use Policy.

In addition, the City Council requested the following updates applicable to all City facilities:

1. Alcohol Policy
Establish a zero-tolerance policy for the sale or consumption of alcohol at any facility without prior City approval and required licensing. This policy will be clearly stated in the Facility Use Application, and applicants will be required to initial the acknowledgment.

2. Cancellation Notice Requirement
For all approved Facility Uses (excluding soccer fields), applicants must notify the City at least 72 hours before the scheduled use if they will not utilize the facility. Failure to notify the City will result in penalties as outlined in the Facility Use Policy.

3. Designated Representatives: Applicants must specify authorized representatives in their Facility Use Applications. At least one designated representative must be present at the reserved facility for the entirety of the approved use to ensure compliance with all Conditions of Approval.

The City Council also discussed potential adjustments to facility rental fees and requested an overview of fees collected in 2024. That overview is attached for reference.

Following the meeting, staff incorporated the requested changes into the Facility Use Policy and prepared an overview of 2024 facility use fees for Council review.

ANALYSIS
Staff has revised the Facility Use Policy to reflect the new soccer field reservation process and additional Citywide policy modifications. The following items remain for Council direction and consideration:
• Deadline for Meeting Conditions of Approval:

Staff recommends setting the deadline for satisfying all conditions of approval to the second Friday prior to the start of the use of any general facilities, and the second Friday before the weekend use for soccer fields.
• Facility Use Fee Schedule:

Modifications to the existing fee schedule are still to be determined. 3 • Updating Section related to major Penalties
Staff also requests that the City Council consider updating the section related to major penalties (as currently shown) to suit short-term facility uses.

FISCAL IMPACT
There is no fiscal impact associated with reviewing and discussing the proposed updates.

RECOMMENDATION
Staff recommends that the City Council review and discuss the proposed changes to the City of Mendota’s Facility Use Policy and, if deemed appropriate, approve the updated policy by adopting Resolution No. 26-05.

Attachments:

1. Redline of Draft Updated Facility Use Policy

2. 2024 Facility Use Fee Overview

3. Resolution No. 26-05

4. Exhibit “A” - Draft Updated Facility Use Policy (to be finalized after City Council direction and approval)
Policy No. 24-02
1 FACILITY USE POLICY

1. PURPOSE:

The goal for the City of Mendota (“City”) is to promote the full use of City facilities, including parks, athletic fields, playgrounds, etc. The purpose of this Facility Use Policy (“Policy”) is to outline the City of Mendota (“City”) procedures for the use of City facilities by outside organizations, businesses, and individuals. This policy has been established to assure that the fields are utilized for recreational, cultural, educational, social and community service functions that meet the needs of the community, as well as, set clear policies, procedures, and regulations for such uses.

2. DEFINITIONS:

The following words and phrases, whenever used in this Policy, shall be construed as defined in this section:
“Adult” status is defined as persons 13 years of age or older. “Athletic Facilities” means any fields or facilities that are designated or are proposed to be used for sports. "Amplified music" means music projected and transmitted by electronic equipment, including amplifiers, the total output of which, including the sum of the wattage output of each channel, exceeds twenty-five (25) watts. "Amplified speech" means speech projected and transmitted by electronic equipment including amplifiers, the total output of which, including the sum of the wattage output of each channel, exceeds twenty-five (25) watts. “Applicant” means individuals, associations, partnerships, corporations, and other legal entities who intend to or have submitted a City Facility Use Permit Application.
“Basic Services” are defined as the maintenance of safe, clean, attractive parks and buildings and the provision of recreation service for the general public. Basic Services preserve and promote physical and mental wellbeing and will continue to be supported by taxpayer resources.

Examples of basic services
• Free play in playgrounds
• Use of City parks or open space for passive use
• General park and recreation administration services
• Park and recreation facility development
Examples of basic facilities
• Unscheduled, unlighted, unmarked baseball/softball/soccer/utility/football fields • Unscheduled outdoor basketball facilities
• Unscheduled tennis courts
• Unreserved picnic tables and shelters
• Parks and playgrounds
• Parking lots for general facility use
• Trails, paths, and restrooms
• Open Space
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2 "Benefit to the community" means the amount of money that will be gained by a Mendota-based nonprofit organization for use in furthering athletic, recreational, cultural, educational, or charitable activities in the City. “Conditions of Approval” means any terms that the City imposes on the Permittee and Facility Use Permit that must be met in order for the use of the facility to occur and continue to occur. “Event” means any pre-advertised gathering or assembly of any Persons. “Facility(ies)” means any City-owned structure, grounds, Athletic Facilities, parks, and public areas. "Facility Use Permit Application" means the application that is completed by an Applicant to request exclusive use of a Cityowned facility as provided for in this Policy. "Facility Use Permit" means a written authorization issued by the City for exclusive use of a City-owned facility as provided for in this Policy.
“Non-Profit Organization” is defined as an organization that meets all of the criteria as identified by the Internal Revenue Service. The organization must be registered as a not-for-profit corporation by the State of California. If the organization is not registered with the State, they must have a constitution, set of bylaws, or mission statement which clearly states the objectives of the organization are of a non-profit, non-commercial nature. “Permittee” means individuals, associations, partnerships, corporations, and other legal entities who have been approved to use a City-owned facility and have been issued written authorization by the City for exclusive use of a City-owned facility.

Once a Facility Use Permit is granted by the City, the Applicant will be referred to as a Permittee. "Persons" means individuals, associations, partnerships, corporations, and other legal entities. “Priority Group Classification” means the designation level of priority for Applicants. “Resident” status is defined as groups or organizations comprised of at least 90% of Mendota residents as established by the boundaries of the Mendota Unified School District. Team rosters and/or individual participant photo ID may be required by City staff to verify residency status.
“Special Services” are defined as services where revenues are necessary to support continued use. By this definition, individuals can expect to pay a fee for the privilege of using the fields and facilities to the exclusion of others and without interference.

Examples of special fields/facilities/services
• Use of electricity for special events
• Schedules/reserved use of indoor facilities (gyms, meeting rooms, courts, etc.) • Lighted baseball/softball/soccer/utility/football fields • Maintenance necessary for sports programs (Field striping, Infield drag, etc.) • Use of parks for special events
• Reserved picnic tables and shelters
“Youth” status is defined as persons 12 years of age or under.

Policy No. 24-02
3 3. FACILITY USE PERMIT REQUIRED
In accordance with Mendota Municipal Code Chapter (“MMC”) 12.20, Applicants who plan on or intend to use a City Facility for any pre-advertised Event or hold an Event that consists of a group of twenty-five (25) or more Persons, are required to obtain a Facility Use Permit prior to said use. Any and all Events held on City Facilities must be conducted in compliance with the MMC and the City’s Facility Use Policy.

4. PRIORITY GROUP CLASSIFICATIONS
Priority use of Facilities (with the exception of soccer fields) will be allocated as follows:

Group 1: City sponsored or co-sponsored events. City youth/adult athletic programs and/or leagues.

Group 2: Local non-profit youth or not-for-profit youth organizations. Organizations must be based in the City. Must have a majority of Mendota resident participants. Conduct open registration regardless of skill level. Operate through volunteer coaches and administrators. Provide an “everyone plays” philosophy.

Group 3: Local non-profit organizations that are not specifically youth related and serve the general public.

Organizations must be based in the City.

Group 4: Local general youth, adults, and private events. This group also includes local profit organizations holding events (tournaments, clinics and/or camps with individual or team participation fees) to generate profit for private use.

Group 5: Non-local general youth, adults, and private events. This group also includes non-local non-profit organizations and non-local for-profit organizations holding events (tournaments, clinics and/or camps with individual or team participation fees) to generate profit for private use.

Priority use of soccer fields will be allocated as follows:

Group 1: City hosted or co-hosted events.

Group 2: Local Applicants (must provide proof of Mendota residency) Group 3: Non-local Applicants

5. FACILITY ALLOCATIONS
The City will approve and issue Facility Use Permits in accordance with the Priority Group Classifications outlined in Section 5 of this Policy. Any conflicting Facility Use Applications will be addressed through the procedures outlined in Subsection 5.1.

5.1. Conflicting Facility Use Applications. Should the City receive Facility Use Applications requesting conflicting dates and/or times, the following procedures will apply:

5.1.1. The City will issue the Facility Use Permit to the Applicant with the highest Priority Group Classification as described in Section 4 of this Policy.

5.1.2. If the Applicants have the same Priority Group Classification, the requested dates and/or times will be divided amongst the Applicants depending on the number of participants for each Event. Each Applicant must provide Formatted: Font: Bold
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Policy No. 24-02
4 documentation demonstrating total number of Event participants/registrants or estimated number of Event participants.

5.1.2.1. For Facility Use Applications for Athletic Facilities or Athletic Use of a Facility (excluding soccer fields), Fields will be allocated to Applicants based on the percentage of verifiable total participants in relation to all teams. The total number of organization participants will be divided by the minimum roster size for each sport to determine the total number of teams in each organization. Applicants must provide their rosters to the City by the deadline established by the City in order to determine field allocations. If an Applicant does not submit their rosters to the City by the deadline, they will be assigned any available allocations following allocation assignments.

Example for Athletic Field Allocation Procedure for Conflicting Requests Minimum Roster Sizes
Soccer: 14 (regulation) or 10 (U10 & Below) Baseball/Softball: 12 An example of this would be:

Baseball Group A has 360 participants 360 divided by 12 equals 30 teams Baseball Group B has 240 participants 240 divided by 12 equals 20 teams 30 plus 20 equals 50 teams
30 divided by 50 equals 60.00% of allocation for Group A 20 divided by 50 equals 40.00% of allocation for Group B

5.1.2.1.1. If the Applicants all demonstrate an equal amount of Event participants or are unable to provide documentation of total number of Event participants/registrants or estimated number of Event participants, the City Manager, or their designee, will issue the Facility Use Permit to the Event which will provide the most overall benefit to the community.

5.1.2.2. Soccer Field Allocations:
• Soccer field reservations are allocated in 3-hour blocks: 11:00 AM – 2:00 PM, 2:00 PM – 5:00 PM, and 5:00 PM – 8:00 PM.
• Open play hours from 7:00 AM – 11:00 AM and 8:00 PM – 11:00 PM are not reservable; these periods are available on a first-come, first-served basis. • Applications for soccer fields must follow the application procedures outlined in Section 8.2 and are subject to the administrative review process in Section 8.2.2, including allocation and priority determinations.
• If multiple Applicants request the same block, allocation will be based first on the Priority Group Classification for soccer fields, then by the order of application submission, as determined during administrative review.
• Practices are not permitted on soccer fields; only games and tournaments may be scheduled, and the game schedule must be submitted with the application in accordance with Section 8.2.

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5 6. RESTRICTIONS ON FACILITY AVAILABILITY
In order to ensure that all City facilities are adequately maintained and remain in proper condition, the City has established pre-determined facility availability restrictions on athletic facilities. However, the City reserves the right to impose additional availability restrictions on any facilities, as deemed necessary, to allow for maintenance and repairs. The pre-determined facility availability restrictions described in subsections 6.1 only apply to City baseball and, softball, and soccer fields.

Subsection 6.2 only applies to the City soccer fields. The City also reserves the right to modify the pre-determined facility availability restrictions and extend such restrictions on any City facilities.

6.1. Availability of Athletic Facilities.

6.1.1.Yearly Availability. In order to allow for seasonal turf recovery and field/facility maintenance the City has established the following availability for its Athletic Facilities for the year. No Facility Use Permits will be granted for the duration that athletic fields are closed as shown below.

6.1.2. Weekly Availability. In order to allow for weekly field and facility maintenance the City has established the following availability for its Athletic Facilities for the week. No Facility Use Permits will be granted for the duration that those athletic fields are closed as shown below.

6.1.2. 6.1.2.1. Availability of Baseball Fields.

6.1.2.2. Availability of Soccer Fields.

6.1.3.Hourly Restrictions. In order to minimize daily impacts to the Athletic Facilities and to preserve their conditions, the City has established the following hourly usage restrictions.

6.1.3.1. Adult Use of Athletic Facilities. Any Event involving the use of any City Athletic Facilities by adults is limited to a five (5) hour facility usage to reduce the more significant wear and tear on facilities that is associated with adult sports. This allotted time must also include any field preparation, practices/games, and clean-up. If a Facility Use Permit is granted for use of an athletic field by adults, no other Facility Use Permit will be granted for that same day, unless the secondary (and any subsequent) use is solely by youth.

Any events that anticipate or plan to exceed the hourly restrictions (including tournaments) for Sports Fields will be considered on a case-by-case basis by the Mendota Recreation Commission at a public meeting of the body. If the Recreation Commission is unable to meet to consider the Application, the Application may be considered administratively by the City Manager, or their designee.

Jan Feb March April May June July Aug Sept Oct Nov Dec
Fields Closed Fields Available (Weekly Restrictions Still Apply) Fields Closed
Mon Tues Wed Thurs Fri Sat Sun
Fields Closed Until
4pm
Fields Available
Mon Tues Wed Thurs Fri Sat Sun
Fields Closed Fields Available
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6 6.1.3.2. Youth Use of Athletic Facilities. Any Event involving the use of any City Athletic Facilities by only youth is not subject to an hourly restriction. If an Event involves the use of the athletic field by a combination of youth and adults, the adult hourly restriction outlined in Subsection 6.1.3.1 will apply.

6.2. Availability of Soccer Fields
To balance open play with organized games and tournaments, soccer fields are available according to the following schedule only on Saturdays and Sundays (soccer fields are closed Monday-Friday):

Day Time Availability
Saturday 7:00 AM – 11:00 AM Open Play (no reservations) 11:00 AM – 2:00 PM Reserved Blocks
2:00 PM – 5:00 PM Reserved Blocks
5:00 PM – 8:00 PM Reserved Blocks
8:00 PM – 11:00 PM Open Play (no reservations)
Sunday 7:00 AM – 11:00 AM Open Play (no reservations)
11:00 AM – 2:00 PM Reserved Blocks
2:00 PM – 5:00 PM Reserved Blocks
5:00 PM – 8:00 PM Reserved Blocks
8:00 PM – 11:00 PM Open Play (no reservations)

6.2.1. Reservation of Soccer Fields. Each reserved block is three hours, and applicants may reserve a maximum of one field and two blocks per weekend, with a separate Facility Use Application required for each weekend; the fields are open to the public from 7:00 AM – 11:00 AM and 8:00 PM – 11:00 PM, during which open play is available on a first-come, first-served basis without a Facility Use Permit. For more information on submitting a Facility Use Permit Application to the use of the soccer fields, refer to subsection 7.1.2 of this Policy.

6.1.3.2. 7. TYPES OF FACILITY USE PERMITS
To ensure equitable use of City Facilities by all interested Persons, the City issues two (2) types of Facility Use Permits: a short-term use permit and a long-term use permit. The intended purpose for each type of Facility Use Permit is as follows:

7.1. Short-term Facility Use Permit. A Short-term Facility Use Permit is issued for any Event lasting a minimum of one (1) day but no longer than seven (7) calendar days. Short-term Facility Use Applications will be accepted and processed by the City year-round on a calendar year basis, and the approval of said Permits are contingent upon the availability of the requested Facility(ies). Applicants are encouraged to submit any Short-term Facility Use Permits as early in the year as possible to ensure that the desired Event dates are secured.

7.1.1. Short-term Facility Use Permit for Events Exceeding the Hourly Restrictions for Athletic Facilities (excluding soccer fields). Any Short-term Facility Use Permit Applications for events that anticipate or plan to exceed the hourly restrictions for Athletic Facilities (including tournaments) will be considered on a case-bycase basis. Said Applications will be considered by the Mendota Recreation Commission at a public meeting of the body. If the Recreation Commission is unable to meet to consider the Application, the Application may be considered administratively by the Ccity Manager, or their designee.

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7 7.1.2. Short-Term Facility Use Permit – Soccer Fields. Soccer fields are designated as short-term use facilities; therefore, each weekend use requires a separate Facility Use Permit. Long-term permits do not apply to soccer fields.

Reservation Structure:
• Open Play (No Permit Required):
o 7:00 AM – 11:00 AM
o 8:00 PM – 11:00 PM
These times are available for unreserved community use. • Reserved Blocks (Permit Required):
o 11:00 AM – 2:00 PM
o 2:00 PM – 5:00 PM
o 5:00 PM – 8:00 PM
Applicants may request any of these blocks for games or tournaments only. Practices are not permitted on the soccer fields.

Block Limits:
• Each applicant may reserve a maximum of two (2) blocks and one (1) field per weekend. • Additional blocks may be offered after initial allocation to applicants who submitted by the Monday deadline, if blocks remain available.

Purpose of Reservation Blocks:

The block structure balances community access and organized use, ensuring both open play opportunities and scheduled events can coexist without overuse or scheduling conflicts.

7.1.1. 7.2. Long-term Facility Use Permit. A Long-term Facility Use Permit is issued for any Event lasting a minimum of eight (8) calendar days but no longer than three (3) months. The City will accept and process Facility Use Applications in accordance with the following procedures depending on the type of Facility(ies) being requested. Long-term permits do not apply to soccer fields.

7.2.1.Long-term Facility Use Permit – For Non-Athletic Purposes. Any Long-term Facility Use Applications requesting use of a City non-athletic facility or for a use that is not athletic-related may be submitted to the City at any time of the year, but the requested use may not be longer than three (3) months. If the Applicant wishes to utilize the facility for a period longer than three (3) months, a new Facility Use Application must be submitted prior to the conclusion of each term.

7.2.2.Long-term Facility Use Permit – For Athletic Purposes. Long-term Facility Use Applications requesting use of a City Athletic Field or use of a Facility for an athletic use will be considered and approved on a quarterly basis in accordance with the Field Maintenance Calendar shown in Subsection 7.2.3 of this Policy. Long-term Facility Use Applications for each quarter must be submitted no later than the dates specified below in Subsection 7.2.4.

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8 7.2.2.1. Long-term Facility Use Permit Quarters for Athletic Purposes.

7.2.2.2. Deadlines to Submit Long-term Facility Use Applications for Athletic Purposes.

7.2.2.3. Additional Considerations Regarding Long-term Facility Use Applications for Athletic Purposes.

7.2.2.3.1. Should the City receive a Facility Use Permit Application for Athletic Purposes during any given quarter and the requested Facility(ies) are available, the Facility Use Permit will only be granted for use of the Facility for the remainder of the quarter.

7.2.2.3.2. The City reserves the right to modify or cancel the facility use quarters outlined in Subsection

7.2.2.1 for any reason deemed necessary by the City including, but not limited to, inclement weather, poor Facility conditions, the need for additional Facility maintenance or field recovery.

7.3. Additional Considerations Regarding Types of Permits.

7.3.1. Any Short-term Facility Use Applications requesting use of a Facility that has an already approved/existing Long-term Facility Us Permit will only be granted if the City and the existing Permittee are able to accommodate the short-term request. If the City and existing Permittee are unable to accommodate the short-term request, that request will be denied.

7.3.1. 8. PROCESS FOR OBTAINING A FACILITY USE PERMIT

8.1. Applying for a Facility Use Permit.

8.1.8.1.1. General Facilities (All Facilities Except Soccer Fields) Jan Feb March April May June July Aug Sept Oct Nov Dec
Fields
Closed
Quarter 1 Quarter 2 Quarter 3 Fields
Closed
Quarter Deadline to Submit Application
Quarter 1 February 1 by 5pm
Quarter 2 May 1 by 5pm
Quarter 3 August 1 by 5pm
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Policy No. 24-02
9 To request use of a Facility, Applicants must complete the City’s Facility Use Application which can be found on the City’s website at www.cityofmendota.com, by calling City Hall at (559) 655-3291 and requesting an electronic copy, or by visiting Mendota City Hall located at 643 Quince Street, Mendota, CA 93640.

All Facility Use Applications must be submitted in accordance with Section 7 of this Policy, depending on whether the requested use is for a short-term or long-term period. Applicants must ensure to complete the Application in its entirety prior to submittal. All Facility Use Applications must be submitted no later than 15 business days prior to the Event, unless otherwise noted in Section 7.

Applications may be submitted in-person at Mendota City Hall located at 643 Quince Street, Mendota, CA 93640, via fax at (559) 655-4064, or electronically (please contact Mendota City Hall at (559) 655-3291 to request the email address to send the application). The City will confirm receipt of any Applications received.

8.1.2. Soccer Fields
To request use of a soccer field, Applicants must complete the City’s Facility Use Application and adhere to the following requirements:

Application Submission
• A separate application must be submitted for each weekend. • Applications may be submitted in-person at City Hall or via email (please contact Mendota City Hall at (559) 655-3291 to request the email address to send the application) between 8:00 AM – 5:00 PM, 10 business days in advance (second Monday prior to the requested weekend).

Application Requirements
• Applicants must indicate which field and reservation blocks are requested (maximum of 2 blocks and 1 field per weekend).
• Only games and tournaments are permitted; practices are not allowed. • A complete game schedule must be submitted with the application. • Tournament and game applications are considered together on a first-come, first-served basis, based on submission time on the Monday deadline.

8.2. Application Processing & Administrative Review

8.2.1. Administrative ReviewGeneral Facilities. The City will review and process Facility Use Applications in the order in which they are received and in accordance with the provisions contained in this Policy. If additional information is needed for the Application, the City will contact the Applicant. Facility Use Applications will be processed administratively and will be considered by the City Manager, or their designee(s). Any Facility Use Application involving unique circumstances may be reviewed by the City Council.

8.2.2. Soccer Fields. Soccer field applications follow a separate administrative review process from other facilities.

Applications for soccer field reservations will follow a separate administrative review process. The City will review and take action on each complete application within five (5) business days of receipt. Applicants will be notified by email or U.S. Mail whether their application has been approved or denied.

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Policy No. 24-02
10 All soccer field applications, including those for games and tournaments, will be processed together and considered on a first-come, first-served basis according to the time the application is submitted on the Monday deadline. Priority Group Classifications established in Section 4 of this Policy will apply. Each applicant may reserve up to two (2) reservation blocks and one (1) field per weekend. If any reservation blocks remain available after all timely applications have been processed, those blocks may be offered to applicants who submitted their applications by the Monday deadline

8.2.1. The City will review and take action on soccer field applications no later than five (5) business days after receipt of a completed application. Applicants will be notified via US Mail or email whether their application is approved or denied. Any additional information required for the application will be requested by the City during the review period.

8.3. Action on Facility Use Application.

8.2.2.8.3.1. General Facilities. No later than 15 business days following the City’s acceptance of a Facility Use Application, the Applicant will be notified via US Mail or email whether the application was approved or denied.

8.3.1.1. Application Approved. If the application is approved, the Applicant will be provided a copy of the Facility Use Permit, which lists the Conditions of Approval. Once the Facility Use Permit is issued by the City, the Applicant will be considered a Permittee. Permittees must satisfy all Conditions of Approval listed in the Facility Use Permit and as required by this Policy and the MMC.

8.2.2.1. 8.2.2.2.8.3.1.2. Application Denied. If the application is denied, the Applicant will be provided a letter stating the reason(s) for denial. Reasons for denial of any Facility Use Application may include but are not limited to the following.

A. That the proposed Event/Activity is of a size or nature that will entail unusual expense to the City or will require special police operations.

B. That the applicant has failed to agree to provide a reasonable means of informing all the persons participating in the proposed Event/Activity of the terms and conditions of such permit.

C. That the proposed activity or use will unreasonably interfere with or detract from the promotion of public health, welfare, safety, or recreational activities in the City.

D. That the Applicant refused to agree in writing to comply with all lawful conditions of the permit.

E. That the Applicant failed to file a timely application in accordance with the provisions contained in this Policy and the MMC.

F. That the application failed to adequately specify and inform the City of all the information pertinent to the Event/Activity to the satisfaction of the City.

8.3.2. Soccer Fields. Following administrative review, the City will take formal action on each soccer field application.

Approval or denial will be based on compliance with the Facility Use Policy, including adherence to reservation block limits, submission deadlines, Priority Group Classifications, and inclusion of a complete game schedule.

Applicants will be notified of the City’s decision by email or U.S. Mail within five (5) business days following the review. Approved applicants will be designated as Permittees and will be required to comply with all Conditions of Approval and any additional requirements established by the City.

If an application is denied, the City will provide a brief explanation for the denial, which will be based on the same criteria outlined in Section 8.3.1.2 for general facilities. Applicants may revise and resubmit their Formatted: Font: Bold
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Policy No. 24-02
11 application for future consideration in accordance with this Policy.

9. CONDITIONS OF APPROVAL
To ensure the health, safety, and security of the Permittee, the Event/Activity participants, City officer and employees, and the Facilities, the City will impose Conditions of Approval on the Permittee and Facility Use Permit. The Permittee, and any persons acting on behalf of the Permittee, and any Event/Activity participants must comply with the Conditions of Approval (both general and specific conditions) for the Facility Use Permit in order to effectuate the permit.

9.1. General Conditions of Approval. All Facility Use Permits will be subject to the City’s General Conditions of Approval as follows. The City reserves the right to amend this list of general conditions as it deems necessary.

9.1.1.Liability Insurance. Permittees shall be responsible for any and all damage to City premises, equipment, and property. If additional maintenance is required (in excess of normal services/time) after an Event/Activity, the Permittee will be charged accordingly. The City is not responsible for accidents, injuries, or loss/damage to property of individuals/groups using the public fields and facilities. The Permittee will be held responsible for all actions, behavior and damages caused by the Event/Activity participants/guests/attendees. All Permittees will be required to provide the City with an original Certificate of Insurance providing proof of the following coverage:
• Public liability and property damage limits with a combined single limit of not less than one million dollars ($1,000,000.00), with a deductible of no more than ($500.00). • The Permittee must be a name insured.
• The City of Mendota (643 Quince Street, Mendota, CA 93640) must be named as additionally insured. • The coverage shall be maintained throughout the duration of the Facility Use Permit.

The Permittee must submit the Certificate of Insurance and endorsements to Mendota City Hall, Attn: City Clerk, located at 643 Quince Street, Mendota, CA 93640 a minimum of five (5) days prior to the event.

By submitting a Facility Use Application and using the Facilities, the Permittee and any Event/Activity attendees and Participants agree to hold the City of Mendota harmless and free from all liability of any kind resulting from the use of City facilities (to include the reimbursement of any legal costs and fees incurred in defense of such claims).

9.1.2. Key-check Out Form. Permittees are required to complete a key-check out form (if applicable) prior to checking out the key to the Facility and abide by its terms and conditions. The key to the facility will be provided to the applicant on the dates listed in the Facility Use Permit.

9.1.3. Permits and Licenses. Permittees must obtain all necessary permits and licenses (included but not limited to permits and licenses required by the County of Fresno and the City of Mendota, and any additional required by local, state, and federal law) to sell food and non-food products for any and all vendors. Said permits and licenses must remain on the premises and accessible for inspection during the sale of such products.

9.1.4. Maintenance of Facilities. Permittees must maintain the Facility(ies) based on their use and immediately report any observed problems, whether or not caused directly by their use, to Mendota City Hall or the City’s designated employee. Permittees must also comply with the following provisions regarding maintenance.

9.1.4.1. General Upkeep. Permittees must clean up the Facilities after each use. This includes, but is not limited to, picking up trash, emptying trash cans and placing the trash bags in the City’s trash bins, cleaning the area of any spills or seeds, etc.

9.1.4.2. Restrooms. Some Facilities have public restrooms which may be utilized. Permittees will be held responsible for the upkeep and maintenance of the restroom Facility during the course of their event. If a Formatted: Indent: Left: 0.85", No bullets or
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Policy No. 24-02
12 Permittee is required to or chooses to use portable restrooms for their Event/Activity, arrangements must be made with the City. Permittee must contact the City of Mendota at least one week prior to the event for location approval. In addition, Permittees must arrange for and pay all fees directly with the restroom vendor.

9.1.4.3. Lights. Lights are available at some athletic fields and must be requested by the Permittee. Lights will be turned on/off by City staff.

9.1.5. Alcohol Sale and/or Consumption. The City has a zero-tolerance policy for unauthorized sale and/or consumption of alcohol on City facilities. Permittees will not permit the sale and/or consumption of alcohol on the Facility(ies) unless previously approved by the City. If the sale and/or consumption of alcohol is approved by the City, the Permittee must obtain a license from the State of California Department of Alcoholic Beverage Control and provide a copy of said license to the City no later than five (5) days prior to the start of the Event/Activity.

9.1.6. Compliance with Approved Dates/Time for Facility Use.

Permittees must provide schedules demonstrating that all allocated Facilities are being used. For general facilities, Permittees must notify the City at least 72 hours before an approved use if they will not utilize the Facility. For soccer fields, notification must be provided at least five (5) business days before the scheduled use. For long-term permits, if a designated Facility is not used by the Permittee on three (3) separate occasions within the approved dates/times, the Permit will be forfeited, and the Facility will be made available for reassignment. Failure to provide timely notice will result in penalties as outlined in Section 11.6.

When Facility Use Permits are issued, the Facility is reserved for the Permittee to the exclusion of others.

Permittees may not assign, sublease, or otherwise transfer their Facility Use Permit to any other party. Any unauthorized assignment or transfer will result in immediate revocation of the Permit.

Recognizing the exclusivity of reserved facilities, groups should only reserve the fields they intend to use. Field users must notify the City to report any reserved time that can be released for use by others. Any violation of these rules may result in the forfeiture of future Facility Use privileges and the enforcement of penalties in accordance with Section 11.6.

9.1.6. Permittees will be required to provide schedules to show that all of the allocated Facilities are being utilized. If an allocated Facility is not utilized by the designated Permittee a total of three (3) times during the dates/times specified in a Facility Use Permit, the approved use will be forfeited, and the Facility will become available for reassignment. Permittees will be notified by City staff when it has been determined a Facility is not being used (and prior to forfeiture). Additionally, when Facility Use Permits are issued, the Facility is reserved for the Permittee, to the exclusion of others. Permittees may not assign their scheduled time to other groups.

Any such action shall result in the loss of facility use privileges. Recognizing this exclusivity, groups should only reserve the fields they intend to use. Field users must notify the City to report any reserved time that can be released for use of others.

9.1.7. Safety and Security. Depending on the nature of the Event, the Permittee may be required to obtain security or police services. Permittees may also be required to obtain standby ambulance and fire safety services. The Permittee is responsible for any and all expenses or costs related to the safety and security services.

9.1.8. City Personnel. If the City determines that City personnel are required for an Event, they will be assigned. Any resulting expenses or costs will be billed to the Permittee.

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Policy No. 24-02
13 9.1.9. Fees and Deposits. Permittees must pay for the fees and deposits required for the use of the Facilities as detailed in the Facility Use Permit, this Policy, and as demonstrated in Exhibit “A” and in accordance with Section 10 of this Policy.

9.1.10. Accommodation of Other Requests. Permittee will work with the City and make their best efforts to accommodate any additional organizations that may need to use the Facility(ies) on the days and times (for short-term Events/Activities) that it is being used by the Permittee.

9.1.10.9.1.11. Designated Representatives. Applicants must specify authorized representatives in their Facility Use Application. At least one designated representative must be present at the Facility for the entirety of the approved use. Designated representatives are responsible for ensuring that all Conditions of Approval are met during the event.

9.2. Special Conditions of Approval. Certain Events/Activities require special Conditions of Approval that are specifically related to the Permittee, the Event/Activity, or type of use. The following are special Conditions of Approval that the City may impose, depending on the use. The City reserves the right to amend this list of special conditions or impose other special conditions on Facility Use Permits as it deems necessary.

9.2.1. Additional Forms. Depending on the type of Event/Activity that will be held, permittees may be required to complete additional forms or obtain additional permits, including but not limited to a: noise permit, public dance permit, encroachment permit, bingo permit, etc.

9.2.2.Special Conditions for Athletic Fields/Athletic Use

9.2.2.1. Athletic Field Preparation and Maintenance. Athletic Field Lining or Marking. Line marking (with chalk or paint) of City athletic fields is permitted. Burning lines of City athletic fields Facilities is prohibited.

Dragging, raking, etc. of the baseball fields must be complete with the permission of the City.

9.2.2.2. Equipment Regulations. The use of cleats with metal spikes at City Facilities is strictly prohibited.

9.2.2.3. Athletic Field Use Rules and Regulations Form. In addition to the City Facility Use Application, a signed copy of the City’s Athletic Field Use Rules and Regulations Form is required. Applicants are required to abide by specific rules and regulations contained in the form. Failure to comply may result in the retention of the Permittee’s deposit, and/or assessment of penalties as described in Section 11.6.

9.2.2.4. Tournaments. Tournaments hosted by for-profit Permittees will be required to pay a vendor fee for each vendor ($50/vendor) as outlined in the Facility Use Fee Schedule. Tournaments hosted by non-profit Organizations do not have to pay a vendor fee. All vendors will be required to obtain a City business license and any other permits and licenses required by the City and this Policy.

9.3. Failure to Satisfy Conditions of Approval. Failure by the Permittee to satisfy all conditions of approval prior to the start of the planned Event/ Activity will result in the forfeiture of the Facility Use Permit. The Permittee will be required to resubmit a Facility Use Application.

10. FACILITY USE FEES AND DEPOSITS.

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Policy No. 24-02
14 10.1. Purpose of Facility Use Fee Schedule. As the City continues to grow and facilities age, the City must develop a financial system to support our community investment while maintaining the high level of service we currently provide. The City will continue to provide basic services funded entirely by general taxpayers; however, those benefiting from special services (which create additional City expenses) must contribute financially. The City acknowledges that the community benefits when youth/adults are engaged in sports activities. The Facility Use Fee Schedule associated with the use of City Facilities is intended for the participants to supplement, rather that supplant the investment of the general taxpayers. The Facility Use Fee Schedule strives to:
• Amortize the capital investment and cover maintenance/operational costs of a field. • Pay for and augment operation/maintenance costs for a field where tax appropriations support the basic service.
• Control use of the field.
• Assess a portion of the costs of the field to users who may not be tax supporters. • Enable the Department to provide fields for which funds might not otherwise be available.

The primary goal of this purpose statement is to develop an understanding that the pricing of services is a conscious procedure that requires continual investigation and review by the City.

10.2. Payment of Fees and Deposits Required. Permittees are required to pay the fees and deposits necessary prior to using the requested Facility(ies). The fees and deposits required for the facility use will be listed on the Facility Use Permit. Permittees must pay all fees and deposits prior to the use of the Facility(ies). If Permittees fail to pay all fees and deposits prior to the use of the Facility(ies), there will be a 10% late fee for each day fees are not paid. All future Facility Use Applications will not be allowed/approved until all fees are paid.

The City will assign the appropriate fees and deposits in accordance with the City’s Facility Use Fee Schedule (as attached hereto as Exhibit “A”), City Administrative Policy No. 2004.01 (Event Permit For Non-Profit Organizations), the City’s Administrative Policy regarding City Participation in Community Events, and any other applicable City fee schedules, policies, and procedures.

If a Permittee forfeits their approved used in accordance with subsection 9.1.6 of this Policy and elects to reapply for the use, the Permittee will be required to pay all deposits/fees once again. Any applicable deposits/fees will not carry over.

10.3. Refunds.

10.3.1. Refunds due to Cancellation of Event/Activity. For activities cancelled by the Permittee five (5) business days or more in advance, field user will be refunded 100% of fees paid. For activities cancelled by the field user less than five (5) business days in advance, field user will be refunded 50% of fees paid.

10.3.2. Refund of Deposit. Deposits will be refunded if the Permittee abides by this Policy, the Conditions of Approval listed in the Facility Use Permit, as well as all pertinent City codes. The deposit will not be refunded if the Permittee fails to abide by the aforementioned regulations or if damage is done to the Faciltiy(ies). If applicable, deposits will be refunded to the Permittee in the form of a check within 30 calendar days following the last day of the facility use. If the deposit will not be refunded (or a portion thereof), the City will notify the Permittee in writing with the reasons for which the deposit (or a portion thereof) is being withheld.

10.3.3. No Deposit Carry Over. Deposits may not be carried over. Permittees must submit deposits for each separate Facility Use Permit.

11. ADDITIONAL CONSIDERATIONS
Policy No. 24-02
15 11.1. City Closure of Facilities. The City reserves the right to set aside additional time during the year for turf recovery, improvement, and maintenance. Furthermore, the City reserves the right to cancel or suspend Facility Use Permits when field conditions could result in injury to players or cause damage to the Facilities. Permits may also be cancelled when the health and safety of participants are threatened due to impending conditions, including but not limited to, heavy rains, smog alerts or pesticide application.

11.2. Inclement Weather. During inclement weather, the City’s maintenance staff will assess the playability of all City Facilities, including sports fields, to determine if use will occur. The Director or designated representative shall have the authority to close any/all fields within the City.

11.2.1. Criteria for Establishing Fields Playability. The following information is the City’s procedures regarding the use of fields in wet conditions. These procedures apply to all sports and activities conducted on a grass field, turf area, or infield:

Baseball and Softball In-Fields
Infields will be deemed unsafe and unplayable when any of the following conditions are present:
• There is standing water within the base paths
• Your feet slip as you walk through the infield
• The depth of your footprint is greater than one half inch • Any of the above conditions are present within the pitching area Soccer, Baseball and Softball Outfields – Turf
Outfields and turf area will be deemed unsafe and unplayable when any of the following conditions are present:
• There is standing water within the majority of a single playing position (playing positions will be determined based on the user group)
• Your feet suction to the ground as you walk within the majority of a single playing position • Your footprints fill with water in the majority of a single playing position • The depth of your footprint is greater than one inch in the majority of a single playing position • Grass can be easily dislodged from the fields during play The following procedures are to be followed regarding the use of fields when there has been rain, overwatering, or other serious weather conditions:
• If it has rained within the preceding 24 hours, Permittees scheduled to use public fields must call the City at (559) 655-3291. City personnel will make determination of field conditions/closures, and the decisions are not negotiable.
• The City may declare a field closed and reopening subject to a re-inspection. Conditions set forth as a result of there-inspection of the field should be evaluated by the Permittee at practice/game time for playability. The Permittee must employ the playability criteria used by City staff. • Permittees are expected to make educated, responsible decisions regarding field condition playability. The groups should employ the playability criteria used by City staff and take into consideration the current and future quality of the turf.
• Persons witnessing misuse of fields by other scheduled or unscheduled users are advised to contact the Mendota Police Department at (559) 600-3111 or Mendota City Hall at (559) 655-3291 (during regular working hours only).
• Misue/Use of Facility during wet conditions shall result in the assessments of penalties as described in Section 11.6 of this Policy. It is the Permittee’s responsibility to ensure that all coaches/parents understand and enforce this policy.

Policy No. 24-02
16 11.3. Facility Modifications. Requests to modify or improve any City field shall be submitted in writing to the City for review and consideration. No permanent structures or equipment shall be erected on City Facilities unless approved by the City and is dedicated for community use. Additionally, Permittees may not temporarily store their equipment or belongings in/at any City Facilities, unless approved by the City. A request to modify or improve a Facility does not constitute approval. Approval will be provided in the form of a written document and will outline the scope of the modifications as approved.

11.4. Turf Preservation. Cooperation is needed for the preservation of the turf of City Facilities by following these guidelines:
• Field use, especially practices, should be conducted in such a way that the action takes place on different sections of turf, thus reducing excessive turf damage in one area. Rotate use of areas, and when possible, stay off fringe or bare areas to limit erosion and further damage. • Replace turf divots at end of each day to help re-root grass. • No tarps or material which may damage the grass may be placed on the turf. Any turf coverings used must be made of breathable material.
• Do not use fields during or after heavy rain, or when wet or muddy (see inclement weather policy). • Soccer practices are not to be held on the infield area of a softball or baseball diamond. • Remove all equipment at the conclusion of each day.
• Do not overcrowd fields by scheduling multiple games in areas reserved. Allow a distance between fields for safe passage of spectators and participants.
• Report hazards to Mendota City Hall at (559) 655-3291. • Report immediate emergencies (broken water lines, gushing sprinkler heads, etc.) to the City’s designated employee. When calling, be prepared to fully identify yourself, your location (park/school), and the specific nature of the emergency so that staff can bring the appropriate repair equipment. • Do not drive or park cars, motorcycles, or other motorized vehicles on turf areas, unless given written authorization by the City.

11.5. Permit Cancellation. The City reserves the right to cancel any Facility Use Permits for any of the following reasons:
• It conflicts with any City sponsored league, program, activity or event • Maintenance needs/issues
• Overuse of a field
• Unsafe conditions
In these cases, all attempts will be made to provide advance notice and to schedule an alternate location. In the event of an emergency, when only short or no notice can be afforded, groups must cooperate with the cancellation so as not to risk loss of facility use privileges. If there are no alternate Facilities to accommodate the use, the City is not obligated to provide an alternate solution.

11.6. Penalties for Facility Use Permit Violations
The City utilizes two separate penalty procedures for Facility Use Permit Violations, depending on the severity of the violation.

11.6.1. Minor Violations. Minor violations include any violations of this Policy. Penalties for minor violations include:

First Offense: Written warning to the user group/individual and restitution for damages/costs, if applicable.

Policy No. 24-02
17 Second Offense: One-day (or one Event day) suspension of any existing permits and restitution for damages/costs, if applicable.

Third Offense: Three-day (or three Event days) suspension of any existing permits and restitution for damages/costs, if applicable.

Subsequent Offenses: One week (or five Event days) suspension of any existing permits and restitution for damages/costs, if applicable.

11.6.2. Major violations. Major violations include the use or presence of unauthorized alcohol, drugs, and the occurrence of fights at any event. Penalties for major violations include:

First Offense: One-month or one-day suspension (depending on Permit type) of any existing or future permits and restitution for damages/costs, if applicable.

Second Offense: Three-month or three-day suspension (depending on Permit type) of any existing or future permits and restitution for damages/costs, if applicable.

Third Offense: Termination of any existing permits, loss of future facility use privileges and restitution for damages/costs if applicable.

Policy No. 24-02
18 EXHIBIT “A”
Policy No. 24-02
19 FEE SCHEDULE FOR THE USE OF CITY OF MENDOTA FACILITIES

ATHLETIC FIELDS/ATHLETIC FACILITIES/USE OF FACILITY FOR ATHLETIC USE

FEE DESCRIPTION FEE TOTAL

FACILITY USE FEES
Use of Field (Private Party)* $200.00 per
league/tournament
Use of Field (Youth and/or Non-Profit)* No Fee
Concession Stand (All Parties) $25.00 per
league/tournament
Tournament Vendor Fee (Private
Party/For Profit)
$50.00 per vendor
Tournament Vendor Fee (Non-Profit) No Fee

DEPOSIT
General Deposit** $250 per
league/tournament
*Includes use of the scoreboard, electricity, and restrooms. **Deposit is refundable upon completion of the facility use if all Facility Use Permit conditions are met

WILLIAM ROBERT JOHNSTON MUNICIPAL AIRPORT

FEE DESCRIPTION FEE TOTAL

FACILITY USE FEES
Use of Facility (Private Party) $500.00 per
application/use
Use of Facility (Youth and/or NonProfit)No Fee

DEPOSITS
General Deposit* $500.00 per
application/use
Key Checkout Deposit* $50.00 per
application/use
*Deposits are refundable upon completion of the facility use if all Facility Use Permit conditions are met
Formatted: French (France)
Policy No. 24-02
20 ROJAS-PIERCE PARK

FEE DESCRIPTION FEE TOTAL

FACILITY USE FEES
Main Pavilion & BBQ Pit* $350.00
Concession Stand* $175.00
Small Pavilion $125.00

DEPOSITS
Main Pavilion & BBQ Pit Deposit** $300.00
Concession Stand Deposit** $150.00
Small Pavilion Deposit** $150.00
Key Deposit (if applicable)** $50.00
*Includes electricity
**Deposits are refundable upon completion of the facility use if all Facility Use Permit conditions are met
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2024 Facilty Use Fee Overview
Applicant Quarter Fees Deposits Notes
Mendota Youth Recreation Q1 Mar-May $0.00 $250.00
No Fees Per Fee Schedule
for Use of Athletic Field by
Non-Profit Organization
Santiago Batres Q1 Mar-May $200.00 $250.00 N/A
Jose Pineda Q1 Mar-May $200.00 $250.00 N/A
Mendota Youth Recreation Q2 June-Aug $0.00 $250.00
No Fees Per Fee Schedule
for Use of Athletic Field by
Non-Profit Organization
Santiago Batres Q2 June-Aug $200.00 $250.00 N/A
Santiago Batres (Soccer Tournament) Q2 June-Aug $200.00 $250.00 N/A Jose Pineda Q2 June-Aug $200.00 $250.00 N/A
Mendota Youth Recreation Q3 Sept-Nov $0.00 $250.00
No Fees Per Fee Schedule
for Use of Athletic Field by
Non-Profit Organization
Christian Life Tabernacle N/A
$0.00
Total Fees Waived $530.00
RPP Pavilion Rental Fee: $350.00
RPP Concession Stand Rental
Fee: $175.00
Noise Permit Fee: $5.00
$500.00
Fees waived per Admin
Policy No. 2004.01
Total Fees for Danny Trejo Soccer Field in 2024: $1000.00 Rojas-Pierce Park
Danny Trejo Soccer Field Quarter 1
Total Fees for Quarter 1: $400.00
Danny Trejo Soccer Field Quarter 2
Total Fees for Quarter 2: $600.00
Danny Trejo Soccer Field Quarter 3
1 2024 Facilty Use Fee Overview
Eugenio Morales Rodriguez N/A
$0.00
Total Fees Waived $355.00
RPP Pavilion Rental Fee: $350.00
Noise Permit: $5.00 $300.00
Fees waived per Admin
Policy No. 2004.01
Viviana Munguia and Ofelia Ochoa N/A
$530.00
RPP Pavilion Rental Fee: $350.00
RPP Concession Stand Rental
Fee: $175.00
Noise Permit Fee: $5.00 $500.00 N/A
Mendota Youth Recreation
(Start of Summer Carnival) N/A
$0.00
Total Fees Waived: $2,120.00
RPP Pavilion Rental Fee:
$350/dayX 4 days= $1,400.00
RPP Concession Stand Rental
Fee: $175/dayX 4 days=$700.00
Noise Permit: $5/day X 4 days=
$20.00 $500.00
Fees waived per Admin
Policy (City Participation in
(Community Events)
Mendota Youth Recreation
(End of Summer Carnival) N/A
$1,060.00 (Waived $1,060.00)
Total Fees Waived: $2,120.00
RPP Pavilion Rental Fee:
$350/dayX 4 days= $1,400.00
RPP Concession Stand Rental
Fee: $175/dayX 4 days=$700.00
Noise Permit: $5/day X 4 days=
$20.00
$500.00
Fees waived per Admin
Policy No. 2004.01
2 2024 Facilty Use Fee Overview
Mendota Youth Recreation
(Ray Camacho Tribute Event) N/A
$265.00
Fees Waived: $265.00
RPP Pavilion Rental Fee: $350.00
RPP Concession Stand Rental
Fee: $175.00
Noise Permit Fee: $5.00 $500.00
Fees waived per Admin
Policy No. 2004.01;
Application was for use of
Main Pavilion and
Concession Stand
Marcos Reyes and Ruben Reyes N/A
$0.00
Total Fees Waived $605.00
RPP Pavilion Rental Fee: $350.00
RPP Concession Stand Rental
Fee: $175.00
Entertainment Encroachment
Fee: $75.00
Noise Permit Fee: $5.00 $500.00
Fees waived per Admin
Policy No. 2004.01
Consulate of El Salvador N/A
$0.00
Total Fees Waived $530.00
RPP Pavilion Rental Fee: $350.00
RPP Concession Stand Rental
Fee: $175.00
Noise Permit Fee: $5.00 $500.0
Fees waived per Admin
Policy No. 2004.01
Mendota Youth Recreation N/A $0.00 $250.00
No fees per fee schedule
for Use of Athletic Field by
Non-Profit Organization
John Duggan N/A $0.00 $250.00
No fees per fee schedule
for Use of Athletic Field by
Non-Profit Organization
Total Fees for Rojas-Pierce Park in 2024: $1,185.00
Alfredo Muratalla Baseball Field and Benny Mares Sr. Baseball Field 3 2024 Facilty Use Fee Overview
John Duggan N/A $0.00 $500.00
No fees per fee schedule
for Use of Athletic Field by
Non-Profit Organization
John Duggan N/A $0.00 $500.00
No fees per fee schedule
for Use of Athletic Field by
Non-Profit Organization
Joey Alford N/A
$500.00
Airport Fee $550.00 N/A
Daiana Quintanilla N/A
$879.00
Airport Fee: $500.00
Business License Fee: $129.00
Inspection Fee: $225.00
Noise Permit Fee: $25.00 $550.00 N/A
Ramon Gonzalez N/A
$510.00
Airport Fee: $500.00
Noise Permit: $5x2 Days= $10.00 $550.00 N/A
Ramon Gonzalez N/A
$500.00
Airport Fee $550.00 N/A
Ramon Gonzalez N/A
$505.00
Airport Fee: $500.00
Noise Permit: $5.00 $550.00 N/A
Ramon Gonzalez N/A
$510.00
Airport Fee: $500.00
Noise Permit: $5x2 Days= $10.00 $550.00 N/A
Ramon Gonzalez N/A
$505.00
Airport Fee: $500.00
Noise Permit: $5.00 $550.00 N/A
Total Fees for Alfredo Muratalla Baseball Field and Benny Mares Sr. Baseball Field in 2024: $0.00 William Robert Johnston Municipal Airport ("Airport")
4 2024 Facilty Use Fee Overview
Ramon Gonzalez N/A
$510.00
Airport Fee: $500.00
Noise Permit: $5x2 Days= $10.00 $550.00 N/A
Total Fees for Danny Trejo Soccer Field in 2024: $1000.00 Total Fees for Rojas-Pierce Park in 2024: $1,185.00
Total Fees for Alfredo Muratalla Baseball Field and Benny Mares Sr. Baseball Field in 2024: $0.00 Total Fees for William Robert Johnston Municipal Airport in 2024: $4,419.00 Total Fees for William Robert Johnston Municipal Airport in 2024: $4,419.00 5 1

BEFORE THE CITY COUNCIL
OF THE

CITY OF MENDOTA, COUNTY OF FRESNO
RESOLUTION NO. 26-05

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MENDOTA UPDATING THE CITY OF MENDOTA’S FACILITY USE POLICY
WHEREAS, the City of Mendota (“City”) maintains a Facility Use Policy to provide fair, consistent, and transparent procedures for the public’s reservation and use of City facilities; and
WHEREAS, the City Council has reviewed the Facility Use Policy and identified the need to revise and update certain provisions to ensure equitable access to the City’s scarce facilities available to its residents and to control the extreme operational costs required to maintain the safe operating condition of the City’s athletic fields; and WHEREAS, at its regular meetings held on September 2, 2025, and November 4, 2025, the City Council discussed potential updates to the Facility Use Policy, including revisions to the soccer field reservation process, applicant classifications, reservation priorities, alcohol use policies, and cancellation procedures; and WHEREAS, City staff has incorporated the City Council’s requested modifications into the updated Facility Use Policy attached hereto as Exhibit “A”; and WHEREAS, the City Council intends the updated Facility Use Policy, as presented by staff herein, to promote equitable access, efficient use, and proper, costeffective maintenance of the City’s public facilities in order to safeguard and promote the welfare, health, happiness, and interests of the City’s residents.

NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Mendota hereby approves and adopts the updated Facility Use Policy, attached hereto as Exhibit “A” and incorporated herein by reference.

BE IT FURTHER RESOLVED, that City staff is authorized and directed to implement and administer the provisions of the updated Facility Use Policy and make any clerical or non-substantive revisions necessary to maintain its accuracy and consistency with the City Council’s intentions stated herein. ______________________________
Victor Martinez, Mayor
2 ATTEST:

I, Celeste Cabrera-Garcia, City Clerk of the City of Mendota, do hereby certify that the foregoing resolution was duly adopted and passed by the City Council at a regular meeting of said Council, held at the Mendota City Council Chambers located at 725 Riofrio Street, Mendota, California 93640, on the 3rd day of February, 2026, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:
______________________________
Celeste Cabrera-Garcia, City Clerk

EXHIBIT A
Policy No. 24-02
1 FACILITY USE POLICY

1. PURPOSE:

The goal for the City of Mendota (“City”) is to promote the full use of City facilities, including parks, athletic fields, playgrounds, etc. The purpose of this Facility Use Policy (“Policy”) is to outline the City of Mendota (“City”) procedures for the use of City facilities by outside organizations, businesses, and individuals. This policy has been established to assure that the fields are utilized for recreational, cultural, educational, social and community service functions that meet the needs of the community, as well as, set clear policies, procedures, and regulations for such uses.

2. DEFINITIONS:

The following words and phrases, whenever used in this Policy, shall be construed as defined in this section:
“Adult” status is defined as persons 13 years of age or older. “Athletic Facilities” means any fields or facilities that are designated or are proposed to be used for sports. "Amplified music" means music projected and transmitted by electronic equipment, including amplifiers, the total output of which, including the sum of the wattage output of each channel, exceeds twenty-five (25) watts. "Amplified speech" means speech projected and transmitted by electronic equipment including amplifiers, the total output of which, including the sum of the wattage output of each channel, exceeds twenty-five (25) watts. “Applicant” means individuals, associations, partnerships, corporations, and other legal entities who intend to or have submitted a City Facility Use Permit Application.
“Basic Services” are defined as the maintenance of safe, clean, attractive parks and buildings and the provision of recreation service for the general public. Basic Services preserve and promote physical and mental wellbeing and will continue to be supported by taxpayer resources.

Examples of basic services
• Free play in playgrounds
• Use of City parks or open space for passive use
• General park and recreation administration services
• Park and recreation facility development
Examples of basic facilities
• Unscheduled, unlighted, unmarked baseball/softball/soccer/utility/football fields • Unscheduled outdoor basketball facilities
• Unscheduled tennis courts
• Unreserved picnic tables and shelters
• Parks and playgrounds
• Parking lots for general facility use
• Trails, paths, and restrooms
• Open Space
Policy No. 24-02
2 "Benefit to the community" means the amount of money that will be gained by a Mendota-based nonprofit organization for use in furthering athletic, recreational, cultural, educational, or charitable activities in the City. “Conditions of Approval” means any terms that the City imposes on the Permittee and Facility Use Permit that must be met in order for the use of the facility to occur and continue to occur. “Event” means any pre-advertised gathering or assembly of any Persons. “Facility(ies)” means any City-owned structure, grounds, Athletic Facilities, parks, and public areas. "Facility Use Permit Application" means the application that is completed by an Applicant to request exclusive use of a Cityowned facility as provided for in this Policy. "Facility Use Permit" means a written authorization issued by the City for exclusive use of a City-owned facility as provided for in this Policy.
“Non-Profit Organization” is defined as an organization that meets all of the criteria as identified by the Internal Revenue Service. The organization must be registered as a not-for-profit corporation by the State of California. If the organization is not registered with the State, they must have a constitution, set of bylaws, or mission statement which clearly states the objectives of the organization are of a non-profit, non-commercial nature. “Permittee” means individuals, associations, partnerships, corporations, and other legal entities who have been approved to use a City-owned facility and have been issued written authorization by the City for exclusive use of a City-owned facility.

Once a Facility Use Permit is granted by the City, the Applicant will be referred to as a Permittee. "Persons" means individuals, associations, partnerships, corporations, and other legal entities. “Priority Group Classification” means the designation level of priority for Applicants. “Resident” status is defined as groups or organizations comprised of at least 90% of Mendota residents as established by the boundaries of the Mendota Unified School District. Team rosters and/or individual participant photo ID may be required by City staff to verify residency status.
“Special Services” are defined as services where revenues are necessary to support continued use. By this definition, individuals can expect to pay a fee for the privilege of using the fields and facilities to the exclusion of others and without interference.

Examples of special fields/facilities/services
• Use of electricity for special events
• Schedules/reserved use of indoor facilities (gyms, meeting rooms, courts, etc.) • Lighted baseball/softball/soccer/utility/football fields • Maintenance necessary for sports programs (Field striping, Infield drag, etc.) • Use of parks for special events
• Reserved picnic tables and shelters
“Youth” status is defined as persons 12 years of age or under.

Policy No. 24-02
3 3. FACILITY USE PERMIT REQUIRED
In accordance with Mendota Municipal Code Chapter (“MMC”) 12.20, Applicants who plan on or intend to use a City Facility for any pre-advertised Event or hold an Event that consists of a group of twenty-five (25) or more Persons, are required to obtain a Facility Use Permit prior to said use. Any and all Events held on City Facilities must be conducted in compliance with the MMC and the City’s Facility Use Policy.

4. PRIORITY GROUP CLASSIFICATIONS
Priority use of Facilities (with the exception of soccer fields) will be allocated as follows:

Group 1: City sponsored or co-sponsored events. City youth/adult athletic programs and/or leagues.

Group 2: Local non-profit youth or not-for-profit youth organizations. Organizations must be based in the City. Must have a majority of Mendota resident participants. Conduct open registration regardless of skill level. Operate through volunteer coaches and administrators. Provide an “everyone plays” philosophy.

Group 3: Local non-profit organizations that are not specifically youth related and serve the general public.

Organizations must be based in the City.

Group 4: Local general youth, adults, and private events. This group also includes local profit organizations holding events (tournaments, clinics and/or camps with individual or team participation fees) to generate profit for private use.

Group 5: Non-local general youth, adults, and private events. This group also includes non-local non-profit organizations and non-local for-profit organizations holding events (tournaments, clinics and/or camps with individual or team participation fees) to generate profit for private use.

Priority use of soccer fields will be allocated as follows:

Group 1: City hosted or co-hosted events.

Group 2: Local Applicants (must provide proof of Mendota residency) Group 3: Non-local Applicants

5. FACILITY ALLOCATIONS
The City will approve and issue Facility Use Permits in accordance with the Priority Group Classifications outlined in Section 5 of this Policy. Any conflicting Facility Use Applications will be addressed through the procedures outlined in Subsection 5.1.

5.1. Conflicting Facility Use Applications. Should the City receive Facility Use Applications requesting conflicting dates and/or times, the following procedures will apply:

5.1.1. The City will issue the Facility Use Permit to the Applicant with the highest Priority Group Classification as described in Section 4 of this Policy.

5.1.2. If the Applicants have the same Priority Group Classification, the requested dates and/or times will be divided amongst the Applicants depending on the number of participants for each Event. Each Applicant must provide Policy No. 24-02
4 documentation demonstrating total number of Event participants/registrants or estimated number of Event participants.

5.1.2.1. For Facility Use Applications for Athletic Facilities or Athletic Use of a Facility (excluding soccer fields), Fields will be allocated to Applicants based on the percentage of verifiable total participants in relation to all teams. The total number of organization participants will be divided by the minimum roster size for each sport to determine the total number of teams in each organization. Applicants must provide their rosters to the City by the deadline established by the City in order to determine field allocations. If an Applicant does not submit their rosters to the City by the deadline, they will be assigned any available allocations following allocation assignments.

Example for Athletic Field Allocation Procedure for Conflicting Requests Minimum Roster Sizes
Soccer: 14 (regulation) or 10 (U10 & Below) Baseball/Softball: 12 An example of this would be:

Baseball Group A has 360 participants 360 divided by 12 equals 30 teams Baseball Group B has 240 participants 240 divided by 12 equals 20 teams 30 plus 20 equals 50 teams
30 divided by 50 equals 60.00% of allocation for Group A 20 divided by 50 equals 40.00% of allocation for Group B

5.1.2.1.1. If the Applicants all demonstrate an equal amount of Event participants or are unable to provide documentation of total number of Event participants/registrants or estimated number of Event participants, the City Manager, or their designee, will issue the Facility Use Permit to the Event which will provide the most overall benefit to the community.

5.1.2.2. Soccer Field Allocations:
• Soccer field reservations are allocated in 3-hour blocks: 11:00 AM – 2:00 PM, 2:00 PM – 5:00 PM, and 5:00 PM – 8:00 PM.
• Open play hours from 7:00 AM – 11:00 AM and 8:00 PM – 11:00 PM are not reservable; these periods are available on a first-come, first-served basis. • Applications for soccer fields must follow the application procedures outlined in Section 8.2 and are subject to the administrative review process in Section 8.2.2, including allocation and priority determinations.
• If multiple Applicants request the same block, allocation will be based first on the Priority Group Classification for soccer fields, then by the order of application submission, as determined during administrative review.
• Practices are not permitted on soccer fields; only games and tournaments may be scheduled, and the game schedule must be submitted with the application in accordance with Section 8.2.

Policy No. 24-02
5 6. RESTRICTIONS ON FACILITY AVAILABILITY
In order to ensure that all City facilities are adequately maintained and remain in proper condition, the City has established pre-determined facility availability restrictions on athletic facilities. However, the City reserves the right to impose additional availability restrictions on any facilities, as deemed necessary, to allow for maintenance and repairs. The pre-determined facility availability restrictions described in subsections 6.1 only apply to City baseball and softball fields. Subsection 6.2 only applies to the City soccer fields. The City also reserves the right to modify the pre-determined facility availability restrictions and extend such restrictions on any City facilities.

6.1. Availability of Athletic Facilities.

6.1.1.Yearly Availability. In order to allow for seasonal turf recovery and field/facility maintenance the City has established the following availability for its Athletic Facilities for the year. No Facility Use Permits will be granted for the duration that athletic fields are closed as shown below.

6.1.2. Weekly Availability. In order to allow for weekly field and facility maintenance the City has established the following availability for its Athletic Facilities for the week. No Facility Use Permits will be granted for the duration that those athletic fields are closed as shown below.

6.1.2.1. Availability of Baseball Fields.

6.1.3.Hourly Restrictions. In order to minimize daily impacts to the Athletic Facilities and to preserve their conditions, the City has established the following hourly usage restrictions.

6.1.3.1. Adult Use of Athletic Facilities. Any Event involving the use of any City Athletic Facilities by adults is limited to a five (5) hour facility usage to reduce the more significant wear and tear on facilities that is associated with adult sports. This allotted time must also include any field preparation, practices/games, and clean-up. If a Facility Use Permit is granted for use of an athletic field by adults, no other Facility Use Permit will be granted for that same day, unless the secondary (and any subsequent) use is solely by youth.

Any events that anticipate or plan to exceed the hourly restrictions (including tournaments) for Sports Fields will be considered on a case-by-case basis by the Mendota Recreation Commission at a public meeting of the body. If the Recreation Commission is unable to meet to consider the Application, the Application may be considered administratively by the City Manager, or their designee.

6.1.3.2. Youth Use of Athletic Facilities. Any Event involving the use of any City Athletic Facilities by only youth is not subject to an hourly restriction. If an Event involves the use of the athletic field by a combination of youth and adults, the adult hourly restriction outlined in Subsection 6.1.3.1 will apply.

Jan Feb March April May June July Aug Sept Oct Nov Dec
Fields Closed Fields Available (Weekly Restrictions Still Apply) Fields Closed
Mon Tues Wed Thurs Fri Sat Sun
Fields Closed Until
4pm
Fields Available
Policy No. 24-02
6 6.2. Availability of Soccer Fields
To balance open play with organized games and tournaments, soccer fields are available according to the following schedule only on Saturdays and Sundays (soccer fields are closed Monday-Friday):

Day Time Availability
Saturday 7:00 AM – 11:00 AM Open Play (no reservations) 11:00 AM – 2:00 PM Reserved Blocks
2:00 PM – 5:00 PM Reserved Blocks
5:00 PM – 8:00 PM Reserved Blocks
8:00 PM – 11:00 PM Open Play (no reservations)
Sunday 7:00 AM – 11:00 AM Open Play (no reservations)
11:00 AM – 2:00 PM Reserved Blocks
2:00 PM – 5:00 PM Reserved Blocks
5:00 PM – 8:00 PM Reserved Blocks
8:00 PM – 11:00 PM Open Play (no reservations)

6.2.1. Reservation of Soccer Fields. Each reserved block is three hours, and applicants may reserve a maximum of one field and two blocks per weekend, with a separate Facility Use Application required for each weekend; the fields are open to the public from 7:00 AM – 11:00 AM and 8:00 PM – 11:00 PM, during which open play is available on a first-come, first-served basis without a Facility Use Permit. For more information on submitting a Facility Use Permit Application to the use of the soccer fields, refer to subsection 7.1.2 of this Policy.

7. TYPES OF FACILITY USE PERMITS
To ensure equitable use of City Facilities by all interested Persons, the City issues two (2) types of Facility Use Permits: a short-term use permit and a long-term use permit. The intended purpose for each type of Facility Use Permit is as follows:

7.1. Short-term Facility Use Permit. A Short-term Facility Use Permit is issued for any Event lasting a minimum of one (1) day but no longer than seven (7) calendar days. Short-term Facility Use Applications will be accepted and processed by the City year-round on a calendar year basis, and the approval of said Permits are contingent upon the availability of the requested Facility(ies). Applicants are encouraged to submit any Short-term Facility Use Permits as early in the year as possible to ensure that the desired Event dates are secured.

7.1.1. Short-term Facility Use Permit for Events Exceeding the Hourly Restrictions for Athletic Facilities (excluding soccer fields). Any Short-term Facility Use Permit Applications for events that anticipate or plan to exceed the hourly restrictions for Athletic Facilities (including tournaments) will be considered on a case-bycase basis. Said Applications will be considered by the Mendota Recreation Commission at a public meeting of the body. If the Recreation Commission is unable to meet to consider the Application, the Application may be considered administratively by the City Manager, or their designee.

7.1.2. Short-Term Facility Use Permit – Soccer Fields. Soccer fields are designated as short-term use facilities; therefore, each weekend use requires a separate Facility Use Permit. Long-term permits do not apply to soccer fields.

Policy No. 24-02
7 Reservation Structure:
• Open Play (No Permit Required):
o 7:00 AM – 11:00 AM
o 8:00 PM – 11:00 PM
These times are available for unreserved community use. • Reserved Blocks (Permit Required):
o 11:00 AM – 2:00 PM
o 2:00 PM – 5:00 PM
o 5:00 PM – 8:00 PM
Applicants may request any of these blocks for games or tournaments only. Practices are not permitted on the soccer fields.

Block Limits:
• Each applicant may reserve a maximum of two (2) blocks and one (1) field per weekend. • Additional blocks may be offered after initial allocation to applicants who submitted by the Monday deadline, if blocks remain available.

Purpose of Reservation Blocks:

The block structure balances community access and organized use, ensuring both open play opportunities and scheduled events can coexist without overuse or scheduling conflicts.

7.2. Long-term Facility Use Permit. A Long-term Facility Use Permit is issued for any Event lasting a minimum of eight (8) calendar days but no longer than three (3) months. The City will accept and process Facility Use Applications in accordance with the following procedures depending on the type of Facility(ies) being requested. Long-term permits do not apply to soccer fields.

7.2.1.Long-term Facility Use Permit – For Non-Athletic Purposes. Any Long-term Facility Use Applications requesting use of a City non-athletic facility or for a use that is not athletic-related may be submitted to the City at any time of the year, but the requested use may not be longer than three (3) months. If the Applicant wishes to utilize the facility for a period longer than three (3) months, a new Facility Use Application must be submitted prior to the conclusion of each term.

7.2.2.Long-term Facility Use Permit – For Athletic Purposes. Long-term Facility Use Applications requesting use of a City Athletic Field or use of a Facility for an athletic use will be considered and approved on a quarterly basis in accordance with the Field Maintenance Calendar shown in Subsection 7.2.3 of this Policy. Long-term Facility Use Applications for each quarter must be submitted no later than the dates specified below in Subsection 7.2.4.

7.2.2.1. Long-term Facility Use Permit Quarters for Athletic Purposes.

Jan Feb March April May June July Aug Sept Oct Nov Dec
Fields
Closed
Quarter 1 Quarter 2 Quarter 3 Fields
Closed
Policy No. 24-02
8 7.2.2.2. Deadlines to Submit Long-term Facility Use Applications for Athletic Purposes.

7.2.2.3. Additional Considerations Regarding Long-term Facility Use Applications for Athletic Purposes.

7.2.2.3.1. Should the City receive a Facility Use Permit Application for Athletic Purposes during any given quarter and the requested Facility(ies) are available, the Facility Use Permit will only be granted for use of the Facility for the remainder of the quarter.

7.2.2.3.2. The City reserves the right to modify or cancel the facility use quarters outlined in Subsection

7.2.2.1 for any reason deemed necessary by the City including, but not limited to, inclement weather, poor Facility conditions, the need for additional Facility maintenance or field recovery.

7.3. Additional Considerations Regarding Types of Permits.

7.3.1. Any Short-term Facility Use Applications requesting use of a Facility that has an already approved/existing Long-term Facility Us Permit will only be granted if the City and the existing Permittee are able to accommodate the short-term request. If the City and existing Permittee are unable to accommodate the short-term request, that request will be denied.

8. PROCESS FOR OBTAINING A FACILITY USE PERMIT

8.1. Applying for a Facility Use Permit.

8.1.1. General Facilities (All Facilities Except Soccer Fields) To request use of a Facility, Applicants must complete the City’s Facility Use Application which can be found on the City’s website at www.cityofmendota.com, by calling City Hall at (559) 655-3291 and requesting an electronic copy, or by visiting Mendota City Hall located at 643 Quince Street, Mendota, CA 93640.

All Facility Use Applications must be submitted in accordance with Section 7 of this Policy, depending on whether the requested use is for a short-term or long-term period. Applicants must ensure to complete the Application in its entirety prior to submittal. All Facility Use Applications must be submitted no later than 15 business days prior to the Event, unless otherwise noted in Section 7.

Applications may be submitted in-person at Mendota City Hall located at 643 Quince Street, Mendota, CA 93640, via fax at (559) 655-4064, or electronically (please contact Mendota City Hall at (559) 655-3291 to request the email address to send the application). The City will confirm receipt of any Applications received.

Quarter Deadline to Submit Application
Quarter 1 February 1 by 5pm
Quarter 2 May 1 by 5pm
Quarter 3 August 1 by 5pm
Policy No. 24-02
9 8.1.2. Soccer Fields
To request use of a soccer field, Applicants must complete the City’s Facility Use Application and adhere to the following requirements:

Application Submission
• A separate application must be submitted for each weekend. • Applications may be submitted in-person at City Hall or via email (please contact Mendota City Hall at (559) 655-3291 to request the email address to send the application) between 8:00 AM – 5:00 PM, 10 business days in advance (second Monday prior to the requested weekend).

Application Requirements
• Applicants must indicate which field and reservation blocks are requested (maximum of 2 blocks and 1 field per weekend).
• Only games and tournaments are permitted; practices are not allowed. • A complete game schedule must be submitted with the application. • Tournament and game applications are considered together on a first-come, first-served basis, based on submission time on the Monday deadline.

8.2. Application Processing & Administrative Review

8.2.1. General Facilities. The City will review and process Facility Use Applications in the order in which they are received and in accordance with the provisions contained in this Policy. If additional information is needed for the Application, the City will contact the Applicant. Facility Use Applications will be processed administratively and will be considered by the City Manager, or their designee(s). Any Facility Use Application involving unique circumstances may be reviewed by the City Council.

8.2.2. Soccer Fields. Soccer field applications follow a separate administrative review process from other facilities.

Applications for soccer field reservations will follow a separate administrative review process. The City will review and take action on each complete application within five (5) business days of receipt. Applicants will be notified by email or U.S. Mail whether their application has been approved or denied.

All soccer field applications, including those for games and tournaments, will be processed together and considered on a first-come, first-served basis according to the time the application is submitted on the Monday deadline. Priority Group Classifications established in Section 4 of this Policy will apply. Each applicant may reserve up to two (2) reservation blocks and one (1) field per weekend. If any reservation blocks remain available after all timely applications have been processed, those blocks may be offered to applicants who submitted their applications by the Monday deadline
The City will review and take action on soccer field applications no later than five (5) business days after receipt of a completed application. Applicants will be notified via US Mail or email whether their application is approved or denied. Any additional information required for the application will be requested by the City during the review period.

8.3. Action on Facility Use Application.

8.3.1. General Facilities. No later than 15 business days following the City’s acceptance of a Facility Use Application, the Applicant will be notified via US Mail or email whether the application was approved or denied.

8.3.1.1. Application Approved. If the application is approved, the Applicant will be provided a copy of the Policy No. 24-02
10 Facility Use Permit, which lists the Conditions of Approval. Once the Facility Use Permit is issued by the City, the Applicant will be considered a Permittee. Permittees must satisfy all Conditions of Approval listed in the Facility Use Permit and as required by this Policy and the MMC.

8.3.1.2. Application Denied. If the application is denied, the Applicant will be provided a letter stating the reason(s) for denial. Reasons for denial of any Facility Use Application may include but are not limited to the following.

A. That the proposed Event/Activity is of a size or nature that will entail unusual expense to the City or will require special police operations.

B. That the applicant has failed to agree to provide a reasonable means of informing all the persons participating in the proposed Event/Activity of the terms and conditions of such permit.

C. That the proposed activity or use will unreasonably interfere with or detract from the promotion of public health, welfare, safety, or recreational activities in the City.

D. That the Applicant refused to agree in writing to comply with all lawful conditions of the permit.

E. That the Applicant failed to file a timely application in accordance with the provisions contained in this Policy and the MMC.

F. That the application failed to adequately specify and inform the City of all the information pertinent to the Event/Activity to the satisfaction of the City.

8.3.2. Soccer Fields. Following administrative review, the City will take formal action on each soccer field application.

Approval or denial will be based on compliance with the Facility Use Policy, including adherence to reservation block limits, submission deadlines, Priority Group Classifications, and inclusion of a complete game schedule.

Applicants will be notified of the City’s decision by email or U.S. Mail within five (5) business days following the review. Approved applicants will be designated as Permittees and will be required to comply with all Conditions of Approval and any additional requirements established by the City.

If an application is denied, the City will provide a brief explanation for the denial, which will be based on the same criteria outlined in Section 8.3.1.2 for general facilities. Applicants may revise and resubmit their application for future consideration in accordance with this Policy.

9. CONDITIONS OF APPROVAL
To ensure the health, safety, and security of the Permittee, the Event/Activity participants, City officer and employees, and the Facilities, the City will impose Conditions of Approval on the Permittee and Facility Use Permit. The Permittee, and any persons acting on behalf of the Permittee, and any Event/Activity participants must comply with the Conditions of Approval (both general and specific conditions) for the Facility Use Permit in order to effectuate the permit.

9.1. General Conditions of Approval. All Facility Use Permits will be subject to the City’s General Conditions of Approval as follows. The City reserves the right to amend this list of general conditions as it deems necessary.

9.1.1.Liability Insurance. Permittees shall be responsible for any and all damage to City premises, equipment, and property. If additional maintenance is required (in excess of normal services/time) after an Event/Activity, the Permittee will be charged accordingly. The City is not responsible for accidents, injuries, or loss/damage to property of individuals/groups using the public fields and facilities. The Permittee will be held responsible for all actions, behavior and damages caused by the Event/Activity participants/guests/attendees. All Permittees will be required to provide the City with an original Certificate of Insurance providing proof of the following coverage:
• Public liability and property damage limits with a combined single limit of not less than one million dollars ($1,000,000.00), with a deductible of no more than ($500.00).

Policy No. 24-02
11 • The Permittee must be a name insured.
• The City of Mendota (643 Quince Street, Mendota, CA 93640) must be named as additionally insured. • The coverage shall be maintained throughout the duration of the Facility Use Permit.

The Permittee must submit the Certificate of Insurance and endorsements to Mendota City Hall, Attn: City Clerk, located at 643 Quince Street, Mendota, CA 93640 a minimum of five (5) days prior to the event.

By submitting a Facility Use Application and using the Facilities, the Permittee and any Event/Activity attendees and Participants agree to hold the City of Mendota harmless and free from all liability of any kind resulting from the use of City facilities (to include the reimbursement of any legal costs and fees incurred in defense of such claims).

9.1.2. Key-check Out Form. Permittees are required to complete a key-check out form (if applicable) prior to checking out the key to the Facility and abide by its terms and conditions. The key to the facility will be provided to the applicant on the dates listed in the Facility Use Permit.

9.1.3. Permits and Licenses. Permittees must obtain all necessary permits and licenses (included but not limited to permits and licenses required by the County of Fresno and the City of Mendota, and any additional required by local, state, and federal law) to sell food and non-food products for any and all vendors. Said permits and licenses must remain on the premises and accessible for inspection during the sale of such products.

9.1.4. Maintenance of Facilities. Permittees must maintain the Facility(ies) based on their use and immediately report any observed problems, whether or not caused directly by their use, to Mendota City Hall or the City’s designated employee. Permittees must also comply with the following provisions regarding maintenance.

9.1.4.1. General Upkeep. Permittees must clean up the Facilities after each use. This includes, but is not limited to, picking up trash, emptying trash cans and placing the trash bags in the City’s trash bins, cleaning the area of any spills or seeds, etc.

9.1.4.2. Restrooms. Some Facilities have public restrooms which may be utilized. Permittees will be held responsible for the upkeep and maintenance of the restroom Facility during the course of their event. If a Permittee is required to or chooses to use portable restrooms for their Event/Activity, arrangements must be made with the City. Permittee must contact the City of Mendota at least one week prior to the event for location approval. In addition, Permittees must arrange for and pay all fees directly with the restroom vendor.

9.1.4.3. Lights. Lights are available at some athletic fields and must be requested by the Permittee. Lights will be turned on/off by City staff.

9.1.5. Alcohol Sale and/or Consumption. The City has a zero-tolerance policy for unauthorized sale and/or consumption of alcohol on City facilities. Permittees will not permit the sale and/or consumption of alcohol on the Facility(ies) unless previously approved by the City. If the sale and/or consumption of alcohol is approved by the City, the Permittee must obtain a license from the State of California Department of Alcoholic Beverage Control and provide a copy of said license to the City no later than five (5) days prior to the start of the Event/Activity.

9.1.6. Compliance with Approved Dates/Time for Facility Use.

Permittees must provide schedules demonstrating that all allocated Facilities are being used. For general facilities, Permittees must notify the City at least 72 hours before an approved use if they will not utilize the Facility. For soccer fields, notification must be provided at least five (5) business days before the scheduled Policy No. 24-02
12 use. For long-term permits, if a designated Facility is not used by the Permittee on three (3) separate occasions within the approved dates/times, the Permit will be forfeited, and the Facility will be made available for reassignment. Failure to provide timely notice will result in penalties as outlined in Section 11.6.

When Facility Use Permits are issued, the Facility is reserved for the Permittee to the exclusion of others.

Permittees may not assign, sublease, or otherwise transfer their Facility Use Permit to any other party. Any unauthorized assignment or transfer will result in immediate revocation of the Permit.

Recognizing the exclusivity of reserved facilities, groups should only reserve the fields they intend to use. Field users must notify the City to report any reserved time that can be released for use by others. Any violation of these rules may result in the forfeiture of future Facility Use privileges and the enforcement of penalties in accordance with Section 11.6.

9.1.7. Safety and Security. Depending on the nature of the Event, the Permittee may be required to obtain security or police services. Permittees may also be required to obtain standby ambulance and fire safety services. The Permittee is responsible for any and all expenses or costs related to the safety and security services.

9.1.8. City Personnel. If the City determines that City personnel are required for an Event, they will be assigned. Any resulting expenses or costs will be billed to the Permittee.

9.1.9. Fees and Deposits. Permittees must pay for the fees and deposits required for the use of the Facilities as detailed in the Facility Use Permit, this Policy, and as demonstrated in Exhibit “A” and in accordance with Section 10 of this Policy.

9.1.10. Accommodation of Other Requests. Permittee will work with the City and make their best efforts to accommodate any additional organizations that may need to use the Facility(ies) on the days and times (for short-term Events/Activities) that it is being used by the Permittee.

9.1.11. Designated Representatives. Applicants must specify authorized representatives in their Facility Use Application. At least one designated representative must be present at the Facility for the entirety of the approved use. Designated representatives are responsible for ensuring that all Conditions of Approval are met during the event.

9.2. Special Conditions of Approval. Certain Events/Activities require special Conditions of Approval that are specifically related to the Permittee, the Event/Activity, or type of use. The following are special Conditions of Approval that the City may impose, depending on the use. The City reserves the right to amend this list of special conditions or impose other special conditions on Facility Use Permits as it deems necessary.

9.2.1. Additional Forms. Depending on the type of Event/Activity that will be held, permittees may be required to complete additional forms or obtain additional permits, including but not limited to a: noise permit, public dance permit, encroachment permit, bingo permit, etc.

9.2.2.Special Conditions for Athletic Fields/Athletic Use

9.2.2.1. Athletic Field Preparation and Maintenance. Athletic Field Lining or Marking. Line marking (with chalk or paint) of City athletic fields is permitted. Burning lines of City athletic fields Facilities is prohibited.

Dragging, raking, etc. of the baseball fields must be complete with the permission of the City.

9.2.2.2. Equipment Regulations. The use of cleats with metal spikes at City Facilities is strictly prohibited.

Policy No. 24-02
13 9.2.2.3. Athletic Field Use Rules and Regulations Form. In addition to the City Facility Use Application, a signed copy of the City’s Athletic Field Use Rules and Regulations Form is required. Applicants are required to abide by specific rules and regulations contained in the form. Failure to comply may result in the retention of the Permittee’s deposit, and/or assessment of penalties as described in Section 11.6.

9.2.2.4. Tournaments. Tournaments hosted by for-profit Permittees will be required to pay a vendor fee for each vendor ($50/vendor) as outlined in the Facility Use Fee Schedule. Tournaments hosted by non-profit Organizations do not have to pay a vendor fee. All vendors will be required to obtain a City business license and any other permits and licenses required by the City and this Policy.

9.3. Failure to Satisfy Conditions of Approval. Failure by the Permittee to satisfy all conditions of approval prior to the start of the planned Event/ Activity will result in the forfeiture of the Facility Use Permit. The Permittee will be required to resubmit a Facility Use Application.

10. FACILITY USE FEES AND DEPOSITS.

10.1. Purpose of Facility Use Fee Schedule. As the City continues to grow and facilities age, the City must develop a financial system to support our community investment while maintaining the high level of service we currently provide. The City will continue to provide basic services funded entirely by general taxpayers; however, those benefiting from special services (which create additional City expenses) must contribute financially. The City acknowledges that the community benefits when youth/adults are engaged in sports activities. The Facility Use Fee Schedule associated with the use of City Facilities is intended for the participants to supplement, rather that supplant the investment of the general taxpayers. The Facility Use Fee Schedule strives to:
• Amortize the capital investment and cover maintenance/operational costs of a field. • Pay for and augment operation/maintenance costs for a field where tax appropriations support the basic service.
• Control use of the field.
• Assess a portion of the costs of the field to users who may not be tax supporters. • Enable the Department to provide fields for which funds might not otherwise be available.

The primary goal of this purpose statement is to develop an understanding that the pricing of services is a conscious procedure that requires continual investigation and review by the City.

10.2. Payment of Fees and Deposits Required. Permittees are required to pay the fees and deposits necessary prior to using the requested Facility(ies). The fees and deposits required for the facility use will be listed on the Facility Use Permit. Permittees must pay all fees and deposits prior to the use of the Facility(ies). If Permittees fail to pay all fees and deposits prior to the use of the Facility(ies), there will be a 10% late fee for each day fees are not paid. All future Facility Use Applications will not be allowed/approved until all fees are paid.

The City will assign the appropriate fees and deposits in accordance with the City’s Facility Use Fee Schedule (as attached hereto as Exhibit “A”), City Administrative Policy No. 2004.01 (Event Permit For Non-Profit Organizations), the City’s Administrative Policy regarding City Participation in Community Events, and any other applicable City fee schedules, policies, and procedures.

If a Permittee forfeits their approved used in accordance with subsection 9.1.6 of this Policy and elects to reapply for the use, the Permittee will be required to pay all deposits/fees once again. Any applicable deposits/fees will not carry over.

10.3. Refunds.

Policy No. 24-02
14 10.3.1. Refunds due to Cancellation of Event/Activity. For activities cancelled by the Permittee five (5) business days or more in advance, field user will be refunded 100% of fees paid. For activities cancelled by the field user less than five (5) business days in advance, field user will be refunded 50% of fees paid.

10.3.2. Refund of Deposit. Deposits will be refunded if the Permittee abides by this Policy, the Conditions of Approval listed in the Facility Use Permit, as well as all pertinent City codes. The deposit will not be refunded if the Permittee fails to abide by the aforementioned regulations or if damage is done to the Faciltiy(ies). If applicable, deposits will be refunded to the Permittee in the form of a check within 30 calendar days following the last day of the facility use. If the deposit will not be refunded (or a portion thereof), the City will notify the Permittee in writing with the reasons for which the deposit (or a portion thereof) is being withheld.

10.3.3. No Deposit Carry Over. Deposits may not be carried over. Permittees must submit deposits for each separate Facility Use Permit.

11. ADDITIONAL CONSIDERATIONS

11.1. City Closure of Facilities. The City reserves the right to set aside additional time during the year for turf recovery, improvement, and maintenance. Furthermore, the City reserves the right to cancel or suspend Facility Use Permits when field conditions could result in injury to players or cause damage to the Facilities. Permits may also be cancelled when the health and safety of participants are threatened due to impending conditions, including but not limited to, heavy rains, smog alerts or pesticide application.

11.2. Inclement Weather. During inclement weather, the City’s maintenance staff will assess the playability of all City Facilities, including sports fields, to determine if use will occur. The Director or designated representative shall have the authority to close any/all fields within the City.

11.2.1. Criteria for Establishing Fields Playability. The following information is the City’s procedures regarding the use of fields in wet conditions. These procedures apply to all sports and activities conducted on a grass field, turf area, or infield:

Baseball and Softball In-Fields
Infields will be deemed unsafe and unplayable when any of the following conditions are present:
• There is standing water within the base paths
• Your feet slip as you walk through the infield
• The depth of your footprint is greater than one half inch • Any of the above conditions are present within the pitching area Soccer, Baseball and Softball Outfields – Turf
Outfields and turf area will be deemed unsafe and unplayable when any of the following conditions are present:
• There is standing water within the majority of a single playing position (playing positions will be determined based on the user group)
• Your feet suction to the ground as you walk within the majority of a single playing position • Your footprints fill with water in the majority of a single playing position • The depth of your footprint is greater than one inch in the majority of a single playing position • Grass can be easily dislodged from the fields during play Policy No. 24-02
15 The following procedures are to be followed regarding the use of fields when there has been rain, overwatering, or other serious weather conditions:
• If it has rained within the preceding 24 hours, Permittees scheduled to use public fields must call the City at (559) 655-3291. City personnel will make determination of field conditions/closures, and the decisions are not negotiable.
• The City may declare a field closed and reopening subject to a re-inspection. Conditions set forth as a result of there-inspection of the field should be evaluated by the Permittee at practice/game time for playability. The Permittee must employ the playability criteria used by City staff. • Permittees are expected to make educated, responsible decisions regarding field condition playability. The groups should employ the playability criteria used by City staff and take into consideration the current and future quality of the turf.
• Persons witnessing misuse of fields by other scheduled or unscheduled users are advised to contact the Mendota Police Department at (559) 600-3111 or Mendota City Hall at (559) 655-3291 (during regular working hours only).
• Misue/Use of Facility during wet conditions shall result in the assessments of penalties as described in Section 11.6 of this Policy. It is the Permittee’s responsibility to ensure that all coaches/parents understand and enforce this policy.

11.3. Facility Modifications. Requests to modify or improve any City field shall be submitted in writing to the City for review and consideration. No permanent structures or equipment shall be erected on City Facilities unless approved by the City and is dedicated for community use. Additionally, Permittees may not temporarily store their equipment or belongings in/at any City Facilities, unless approved by the City. A request to modify or improve a Facility does not constitute approval. Approval will be provided in the form of a written document and will outline the scope of the modifications as approved.

11.4. Turf Preservation. Cooperation is needed for the preservation of the turf of City Facilities by following these guidelines:
• Field use, especially practices, should be conducted in such a way that the action takes place on different sections of turf, thus reducing excessive turf damage in one area. Rotate use of areas, and when possible, stay off fringe or bare areas to limit erosion and further damage. • Replace turf divots at end of each day to help re-root grass. • No tarps or material which may damage the grass may be placed on the turf. Any turf coverings used must be made of breathable material.
• Do not use fields during or after heavy rain, or when wet or muddy (see inclement weather policy). • Soccer practices are not to be held on the infield area of a softball or baseball diamond. • Remove all equipment at the conclusion of each day.
• Do not overcrowd fields by scheduling multiple games in areas reserved. Allow a distance between fields for safe passage of spectators and participants.
• Report hazards to Mendota City Hall at (559) 655-3291. • Report immediate emergencies (broken water lines, gushing sprinkler heads, etc.) to the City’s designated employee. When calling, be prepared to fully identify yourself, your location (park/school), and the specific nature of the emergency so that staff can bring the appropriate repair equipment. • Do not drive or park cars, motorcycles, or other motorized vehicles on turf areas, unless given written authorization by the City.

11.5. Permit Cancellation. The City reserves the right to cancel any Facility Use Permits for any of the following reasons:

Policy No. 24-02
16 • It conflicts with any City sponsored league, program, activity or event • Maintenance needs/issues
• Overuse of a field
• Unsafe conditions
In these cases, all attempts will be made to provide advance notice and to schedule an alternate location. In the event of an emergency, when only short or no notice can be afforded, groups must cooperate with the cancellation so as not to risk loss of facility use privileges. If there are no alternate Facilities to accommodate the use, the City is not obligated to provide an alternate solution.

11.6. Penalties for Facility Use Permit Violations
The City utilizes two separate penalty procedures for Facility Use Permit Violations, depending on the severity of the violation.

11.6.1. Minor Violations. Minor violations include any violations of this Policy. Penalties for minor violations include:

First Offense: Written warning to the user group/individual and restitution for damages/costs, if applicable.

Second Offense: One-day (or one Event day) suspension of any existing permits and restitution for damages/costs, if applicable.

Third Offense: Three-day (or three Event days) suspension of any existing permits and restitution for damages/costs, if applicable.

Subsequent Offenses: One week (or five Event days) suspension of any existing permits and restitution for damages/costs, if applicable.

11.6.2. Major violations. Major violations include the use or presence of unauthorized alcohol, drugs, and the occurrence of fights at any event. Penalties for major violations include:

First Offense: One-month or one-day suspension (depending on Permit type) of any existing or future permits and restitution for damages/costs, if applicable.

Second Offense: Three-month or three-day suspension (depending on Permit type) of any existing or future permits and restitution for damages/costs, if applicable.

Third Offense: Termination of any existing permits, loss of future facility use privileges and restitution for damages/costs if applicable.

Policy No. 24-02
17 EXHIBIT “A”
Policy No. 24-02
18 FEE SCHEDULE FOR THE USE OF CITY OF MENDOTA FACILITIES

ATHLETIC FIELDS/ATHLETIC FACILITIES/USE OF FACILITY FOR ATHLETIC USE

FEE DESCRIPTION FEE TOTAL

FACILITY USE FEES
Use of Field (Private Party)* $200.00 per
league/tournament
Use of Field (Youth and/or Non-Profit)* No Fee
Concession Stand (All Parties) $25.00 per
league/tournament
Tournament Vendor Fee (Private
Party/For Profit)
$50.00 per vendor
Tournament Vendor Fee (Non-Profit) No Fee

DEPOSIT
General Deposit** $250 per
league/tournament
*Includes use of the scoreboard, electricity, and restrooms. **Deposit is refundable upon completion of the facility use if all Facility Use Permit conditions are met

WILLIAM ROBERT JOHNSTON MUNICIPAL AIRPORT

FEE DESCRIPTION FEE TOTAL

FACILITY USE FEES
Use of Facility (Private Party) $500.00 per
application/use
Use of Facility (Youth and/or NonProfit)No Fee

DEPOSITS
General Deposit* $500.00 per
application/use
Key Checkout Deposit* $50.00 per
application/use
*Deposits are refundable upon completion of the facility use if all Facility Use Permit conditions are met
Policy No. 24-02
19 ROJAS-PIERCE PARK

FEE DESCRIPTION FEE TOTAL

FACILITY USE FEES
Main Pavilion & BBQ Pit* $350.00
Concession Stand* $175.00
Small Pavilion $125.00

DEPOSITS
Main Pavilion & BBQ Pit Deposit** $300.00
Concession Stand Deposit** $150.00
Small Pavilion Deposit** $150.00
Key Deposit (if applicable)** $50.00
*Includes electricity
**Deposits are refundable upon completion of the facility use if all Facility Use Permit conditions are met
455 W. Fir Avenue
Clovis, CA 93611
Tel: (559) 449-2700
Fax: (559) 449-2715
www.provostandpritchard.com
https://us-partner-integrations.egnyte.com/msoffice/wopi/files/b9c61b47-a43e-48be-94b6- 116e834952b8/WOPIServiceId_TP_EGNYTE_PLUS/WOPIUserId_87.ppeng.egnyte.com/City Eng Council Report.docx Engineering  Surveying  Planning  Environmental  GIS  Construction Services  Hydrogeology  Consulting Clovis  Bakersfield  Visalia  Modesto  Los Banos  Chico  Merced  Sacramento Memorandum
To: City Council via Cristian Gonzalez, City Manager
From: Michael Osborn, City Engineer
Jeff O’Neal, City Planner
Subject: City Engineer’s Report to City Council
Date: January 28, 2026
Engineering Projects:

Streets

1. Citywide RRXG Improvements:
• Coordinating scope of crossing improvements with Railroad, Caltrans & CPUC • Construction anticipated in Winter 2026

2. Derrick & Oller Roundabout
• Construction substantially completed, pending punchlist items & final street light poles

3. 5
th & Quince Street Reconstruction:
• Design completed
• RFA for $797,754 in STBG funds submitted
• Construction planned for Summer 2026, pending NEPA clearance

4. Amador & Smoot Extension:
• Design completed
• Land from WWD for easement/right-of-way is obtained
• RFA for $796,806 in STBG & CMAQ TPP funds
• ROW is cleared
• Construction date is to be determined pending NEPA clearance

5. 2025 Local Street Reconstruction:
• Design Completed
• Grant Agreement with HUD pending
• Construction funded with CPF Congressional Appropriations planned for Summer 2026

6. Divisadero Street Reconstruction (Lolita to Juanita):
• Design Completed
• RFA for $985,157 in STBG funds submitted; authorization for CON received • Bid solicitation for construction begins on 1/16 with bid opening on 2/17 • Construction planned for Spring 2026

7. Divisadero & Inez Street Reconstruction (Juanita to Inez):
• Design completed
• Locally funded
• Bid advertisement will start 2/20
• Construction planned for Spring 2026
To: City Council via City Manager January 28, 2026
City Engineer’s Report to City Council Page 2 of 3
https://us-partner-integrations.egnyte.com/msoffice/wopi/files/b9c61b47-a43e-48be-94b6- 116e834952b8/WOPIServiceId_TP_EGNYTE_PLUS/WOPIUserId_87.ppeng.egnyte.com/City Eng Council Report.docx Parks

1. Rojas Pierce Park:
• CDBG funded Phase 3: fencing and turf of new soccer field and restoration of turf on existing field completed
Water

1. Well 10 and Water Main Relocation
• Construction documents are completed and potential to bid and construct; • Coordination with USBR, BB Limited & PG&E

2. Backwash Reclaim Project
• Design in progress; looking for funding opportunities for construction

3. Westside Water Tank & Booster Pump
• ARPA funded design completed
• Coordinated with Amador & Smoot Extension design
• Construction started in September will progress through July 2026

4. New Water Tank at WTP
a. Design in progress; grouping with Backwash Reclaim tank Sewer

1. Westside Sewer Interceptor Extension
• Design in progress, 90% design level construction documents in review Storm Drainage

1. 2
nd Street Stormwater Project:
• Prop 1 TA funded preliminary engineering completed
• Grant Agreement executed for $7,565,724 in OSG funding • Includes Triangle Park improvements & tree planting at Mendota Elementary • Staff and City Engineer working to obtain easement over APN 013-050-74S • Preparation of construction documents to started this month with target of construction in Summer/Fall 2026
Planning/Development Projects

1. Rojas Pierce Park Annexation
• Land acquired from WWD; will annex with Crown development

2. Airport Land Use Plan
• Coordinating with City staff and Airport Subcommittee

3. Belmont & SR 33 Gas Station
• 1
st submittal of site improvement plans reviewed, waiting for resubmittal

4. General Plan Update
• In progress; submitting Legislative Assessment this month & scheduling presentation to Council in February/March

5. Crown Single Family Residential Developments
• Coordinating with developers’ design teams for studies and layout in preparation Tentative Map submittal expected in the next couple of weeks

6. TTM 6547 Residential Development
• Tentative Tract Map application submitted on 12/6; staff and City Planner are reviewing
To: City Council via City Manager January 28, 2026
City Engineer’s Report to City Council Page 3 of 3
https://us-partner-integrations.egnyte.com/msoffice/wopi/files/b9c61b47-a43e-48be-94b6- 116e834952b8/WOPIServiceId_TP_EGNYTE_PLUS/WOPIUserId_87.ppeng.egnyte.com/City Eng Council Report.docx Grant Applications:

1. 2025 Alley Paving Project:
• Application for $962,974 in CMAQ funding submitted to FCOG for competitive call for projects was awarded full funding

2. 7
th Street Pavement Rehabilitation (Naples to Unida):
• Application for $1,878,803 in STBG funding submitted to FCOG for competitive call for projects was awarded full funding

3. Smoot Avenue Reconstruction (west of Sorensen):
• Application for $410,915 STBG funding submitted to FCOG for competitive call for projects was awarded full funding with additional TIFIA funds transferred to the STBG program

4. Naples Street Reconstruction (5th to 8th):
• Application for $1,641,442 in STBG funding submitted to FCOG for competitive call for projects was awarded full funding

5. Measure C SRTS:
• One-time funding opportunity awarded for $906, 587.40 to fund all infrastructure improvements identified in SRTS Master Plan plus a median in Belmont in front of Mendota High School
On-going (this month):

1. Representation of the City at FCOG TTC

2. Coordination of road projects with Caltrans

3. Assistance to staff for grant obligations & opportunities

4. Coordination with USACOE and NEPA for Panoche Creek flood study, completed

5. Following up with FAA for airport closure

6. Assistance with Community Center project & MUSD District Offices

7. Coordination with FCTA & FCOG for Measure C funds
Overall P&P Staff engaged (month of December):
• Engineers: 10
• Planners:7
• Surveyors: 5
• Environmental Specialist: 0
• GIS/CAD Specialists: 1
• Construction Manager: 1
• Project Administrator: 4
• Public Relations: 1
Abbreviations:

EOPCC – Engineer’s Opinion of Probable Construction Cost NTP – Notice to Proceed
CUCCAC – California Uniform Construction Cost Accounting Commission
STBG – Surface Transportation Block Grant
CMAQ – Congestion Mitigation and Air Quality (grant)
ATP – Active Transportation Plan (grant)
RFP – Request for Proposal
RFA- Request for Authorization (for grant funding thru Caltrans) FCOG – Fresno Council of Governments
ADA – Americans with Disabilities Act
DBE – Disadvantaged Business Enterprise
TTC – Technical Transportation Committee (through FCOG) RTP/SCS – Regional Transportation Plan, Sustainable
Communities Strategies
OSG – Sewer Overflow and Stormwater Reuse Grant