City of San Juan Bautista
The “City of History”
www.san-juan-bautista.ca.us
CITY COUNCIL
REGULAR MEETING
TUESDAY, MARCH 19, 2024, 5:00 P.M.
HYBRID MEETING
City Hall, Council Chambers
311 Second Street, San Juan Bautista, California
AGENDA
ZOOM WEBINAR PARTICIPATION
The meeting can also be accessed by the public in the following methods: Through Zoom (https://zoom.us/join) per the instruction stated below, and on Facebook.
Please note: If all Council Members are present in person, public participation by Zoom or viewing on Facebook is for convenience only and is not required by law. If the Zoom or Facebook feed is lost for any reason the meeting may be paused while a fix is attempted but the meeting may continue at the discretion of the presiding officer.
JOIN ZOOM WEBINAR TO PARTICIPATE LIVE
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To participate telephonically:
call 1 (669) 900-6833
Webinar ID: 883 7332 0235
1. CALL TO ORDER
A. Pledge of Allegiance
B. Roll Call
2. CLOSED SESSION 5:00 P.M. – 6:00 P.M.
Receive public communication from the audience on Closed Session items. The City Council will recess to closed session pursuant to:
a. Public Employee Performance Evaluation – (California Government Code section §54957(b)(1)) – the City Attorney.
3. INTRODUCTION
A. Roy Morales, Public Safety Coordinator
4. PROCLAMATION
A. Women’s History Month, March 2024
Page | 2 City Council March 19, 2024
5. PUBLIC COMMENT
Public comments generally are limited to three minutes per speaker on items that are not on the agenda and are under the City’s subject matter jurisdiction. The Mayor may further limit the time for public comments depending on the agenda schedule.
6. INFORMATIONAL ITEMS AND REPORTS
A. Treasurer’s Report and Monthly Financial Statements
Receive Report from City Treasurer Michelle Sabathia
B. Reports from City Council Representatives to Regional Organizations and Committees C. City Council and Staff Announcements
This is an opportunity for the Council and staff to share the community calendar and announce upcoming dates of interest to the general public.
D. City Manager’s Report
a. Fire Department Update
b. Sheriff Department Update
7. CONSENT
All matters listed under the San Juan Bautista City Council Consent Agenda may be enacted by one motion unless a member of the City Council or the public requests discussion or a separate vote.
A. Approve the Affidavit of Posting Agenda.
B. Approve a RESOLUTION Authorizing Closure of Streets for Events in 2024.
C. Appoint Wendy Cumming, CPA as Acting City Treasurer.
D. An Ordinance of the City of San Juan Bautista Amending Chapter 5, Refuse Collection and Recycling of the Municipal Code to Update Nonexclusive Franchise Agreements for the Collection of Solid Waste to Comply with SB1383. (Second Reading) E. Approve the Regular Meeting Minutes of October 17, 2023.
F. Approve the Special Meeting Minutes of November 14, 2023.
G. Approve the Regular Meeting Minutes of December 19, 2023.
H. Approve the Regular Meeting Minutes of January 16, 2024.
8. ACTION ITEMS
The Recommendation indicates the staff recommendation at the time the agenda was prepared. That recommendation does not limit the City Council alternative actions on any matter before it.
A. San Benito Leadership Institute
Recommendation: Receive an Update on the San Benito Leadership Institute, and Request a Sponsorship in the amount of $5,000 to Help Support the New Adult Leadership Education Program.
B. Schedule a Strategic Planning Workshop
Recommendation: Approve a RESOLUTION scheduling a Strategic Planning Workshops Friday, April 5 and Saturday, April 6, 2024, to update the 2023 Strategic Plan, and authorize the City Manager to execute a professional services agreement with Citygate to conduct these workshops.
C. Historic Resources Board / Planning Commission Vacancy Recommendation: Appoint an ad hoc committee to review candidate applications for Planning Commission and make a recommendation to the City Council to fill a vacancy.
Page | 3 City Council March 19, 2024
9. DISCUSSION ITEMS
A. Discuss the status of the City’s import of drinking water from the San Benito County Water District (“Water District”).
10. FUTURE AGENDA ITEMS
11. ADJOURNMENT
AGENDA MATERIAL / ADDENDUM
Any addendums will be posted not later than 72-hours before regular meetings or 24-hours of special meetings, unless otherwise allowed under the Brown Act. City Council reports may be viewed at the City of San Juan Bautista City Hall at 311 Second Street San Juan Bautista, and are posted on the City website www.san-juan-bautista.ca.ussubject to Staff’s ability to post the documents before the meeting, or Acting City Clerk Elizabeth Soto at cityclerk@san-juanbautista.ca.us or calling (831) 623-4661 during normal business hours.
In compliance with the Americans with Disabilities Act, and Govt. Code 54953(a), the City will make reasonable arrangements to ensure accessibility to this meeting. If you need special assistance to participate in this meeting, please contact the City Clerk, a minimum of 48 hours prior to the meeting at (831) 623-4661.
If you challenge any planning or land use decision made at this meeting in court, you may be limited to raising only those issues you or someone else raised at the public hearing held at this meeting, or in written correspondence delivered to the City Council at, or prior to, the public hearing. Please take notice that the time within which to seek judicial review of any final administrative determination reached at this meeting is governed by Section 1094.6 of the California Code of Civil Procedure.
A Closed Session may be called during this meeting pursuant to Government Code §54956.9 (d)(2) if a point has been reached where, in the opinion of the legislative body of the City on the advice of its legal counsel, based on existing facts and circumstances, there is a significant exposure to litigation against the City.
PUBLIC COMMENT PROCEDURES
If you wish to make a general public comment and are attending in person, please fill out a speaker card. If you are attending via Zoom, join the Zoom Webinar, and use the "Raise Hand" or if joining by telephone, press *9 on your telephone keypad icon.
SUBMISSION OF PUBLIC COMMENTS
Written comments may be submitted via mail to the City Clerk at City Hall (P.O. Box 1420, San Juan Bautista, CA 95045), or emailed to [email protected] no later than 3:00 p.m. on the day of the meeting. Written comments will be read into the record provided that the reading does not exceed three (3) minutes.
PUBLIC NOTIFICATION
This agenda was posted on Friday, March 15, 2024, on the bulletin board at City Hall, 311 Second Street, the bulletin board at the City Library, 801 Second Street, the bulletin board at the entrance to the United States Post Office, 301 The Alameda, and the City’s website.
Meetings are streamed live at https://www.facebook.com/cityofsanjuanbautista/.
San Juan Bautista
California
~ Women’s History Month, March 2024 ~
WHEREAS, March is National Women’s History Month, and the National Women's History Alliance has designated the theme for Women's History Month 2024 as "Women Who Advocate for Equity, Diversity, and Inclusion"; and
WHEREAS, this theme recognizes the invaluable contributions of women who have dedicated themselves to advocating for equity, diversity, and inclusion in all aspects of society; and
WHEREAS, women from diverse backgrounds have long been at the forefront of efforts to address systemic inequities and promote a more inclusive and just society; and WHEREAS, the courageous advocacy of women for practical goals such as equity, diversity, and inclusion serve as a beacon of inspiration for all individuals and communities; and WHEREAS, in 2024, we honor the women who have tirelessly worked to dismantle barriers, challenge prejudices, and create opportunities for all individuals, regardless of their background and attacks against Diversity, Equity, and Inclusions programs and training in our institutions.
NOW, THEREFORE, I Mayor Scott Freels, on behalf of the San Juan Bautista City Council, do hereby proclaim MARCH 2024 as “WOMEN'S HISTORY MONTH” in San Juan Bautista; and encourage our communities and organizations to celebrate the achievements of women who have championed equity, diversity, and inclusion, and reaffirm our commitment to advancing these principles in our society. Let us honor the women who have dedicated themselves to advocating for equity, diversity, and inclusion, and let us continue to work together to build a more just, equitable, and inclusive world.
Dated this 19th day of March of 2024.
__________________________________
Scott Freels, Mayor
City of San Juan Batista
Check/Voucher Register - Check Register Current Month
From 1/1/2024 Through 1/31/2024
1110 - Operating
Acct. 1948
Effective Date Check Number Vendor Name Check Amount
1/5/2024 217308 ACWA Health Benefits Authority 14,179.39 1/5/2024 217309 AVAYA 250.66
1/5/2024 217310 Flock Group Inc 20,100.00
1/5/2024 217311 Hollister Auto Parts, Inc. 114.57
1/5/2024 217312 Home Depot Credit Services 237.52
1/5/2024 217313 Margaret Clovis 600.00
1/5/2024 217314 Mc Kinnon Lumber Co., Inc. 1,594.07
1/5/2024 217315 Midwest Tape 142.24
1/5/2024 217316 Monterey Bay Analytical Services 229.00 1/5/2024 217317 Pet Waste Co 261.57
1/5/2024 217318 San Benito County Water District 1,515.38 1/5/2024 217319 Sweet Pea Antiques. 285.00
1/5/2024 217320 T-Mobile 44.76
1/5/2024 217321 Wellington & Rathie 36,926.00
1/9/2024 217322 Kennedy, Archer & Giffen 46,616.50
1/9/2024 217323 P G & E 568.27
1/12/2024 217324 G&M Auto, Inc. 123.50
1/12/2024 217325 League of California Cities 100.00
1/12/2024 217326 League of California Cities 50.00
1/16/2024 217327 League of California Cities 50.00
1/26/2024 217328 Monterey Bay Analytical Services 1,877.00 1/26/2024 217329 Specialty Construction, Inc. 992,927.08 1/26/2024 217330 US Bank 4,086.64
1/26/2024 217331 4Leaf, Inc. 7,421.60
1/26/2024 217332 Abbott's Pro Power 136.81
1/26/2024 217333 Acoustics Group, Inc 3,750.00
1/26/2024 217334 AFLAC 934.44
1/26/2024 217335 Agile Occupational Medicine 50.00
1/26/2024 217336 All Clear Water Services 4,190.00
1/26/2024 217337 at&t 172.02
1/26/2024 217338 att.com 56.99
1/26/2024 217339 Baker Supplies and Repairs 800.28
1/26/2024 217340 Brenda Santiago 500.00
1/26/2024 217341 Bryant L. Jolley 28,000.00
1/26/2024 217342 Carmen Lujan 26.20
1/26/2024 217343 Charter Communications 581.91
1/26/2024 217344 City Clerks Association of CA 650.00
1/26/2024 217345 City of Hollister 61,145.09
1/26/2024 217346 Clark Pest Control 111.00
1/26/2024 217347 Department of Conservation 84.14
1/26/2024 217348 DFM Associates 95.05
1/26/2024 217349 Division of the State Architect 97.60
1/26/2024 217350 Elvira Cuevas 500.00
1/26/2024 217351 EMC Planning Group Inc. 2,702.92
City of San Juan Batista
Check/Voucher Register - Check Register Current Month
From 1/1/2024 Through 1/31/2024
1110 - Operating
Acct. 1948
Effective Date Check Number Vendor Name Check Amount
1/26/2024 217352 Ferguson Enterprises LLC 134.45
1/26/2024 217353 Granicus 2,625.00
1/26/2024 217354 Green Rubber Kennedy Ag 912.84
1/26/2024 217355 Hollister Landscape Supply 184.13
1/26/2024 217356 Kennedy, Archer & Giffen 12,809.00
1/26/2024 217357 Kysmet Security & Patrol Inc 11,721.00 1/26/2024 217358 Landscape Design By Rosemary Bridwell CCN 200.00 1/26/2024 217359 League of California Cities 1,614.00
1/26/2024 217360 Liebert Cassidy Whitmore 900.00
1/26/2024 217361 Maximilian Reyna 24.47
1/26/2024 217362 Monterey Bay Analytical Services 3,459.00 1/26/2024 217363 P G & E 12,144.86
1/26/2024 217364 Ready Refresh 155.00
1/26/2024 217365 Regional Government Services 5,881.15
1/26/2024 217366 Ridgeline Municipal Strategies, LLC 4,703.75 1/26/2024 217367 Rx-Tek 580.77
1/26/2024 217368 San Benito County Environmental Health 2,895.00 1/26/2024 217369 Smith & Enright Landscaping 5,540.00
1/26/2024 217370 State Compensation Insurance Fund 5,109.50 1/26/2024 217371 Statewide Traffic Safety Signs 1,854.74 1/26/2024 217372 Toro Petroleum Corp. 400.33
1/26/2024 217373 Uline 203.72
1/26/2024 217374 US Bank 7,748.84
1/26/2024 217375 Wendy L. Cumming, CPA 2,722.50
1/26/2024 217376 Wright Bros. Industrial Supply 346.91
1/26/2024 217377 MNS Engineers, Inc. 127,776.00
1/26/2024 217387 Ridgeline Municipal Strategies, LLC 4,918.24 Report Total 1,452,450.40
City of San Juan Bautista
Revenues ~ Budget Vs. Actual
For the Seven Month Period Ended January 31, 2024
Item #5E
City Council Meeting
March 19, 2024
REVENUES FY23 FY24 Annual YTD
Fund Actuals Actuals Budget Difference 58% Notes
General Fund 1,498,049 1,324,671 2,142,500 (1,593,243) 62% Special Revenue Funds:
Capital Projects Fund 937,556 177,554 2,836,845 (2,703,471) 6% A Community Development 51,228 184,045 404,514 (393,098) 45% B COPS 90,234 101,833 100,000 (75,000) 102%
Parking & Restroom Fd 16,114 18,439 28,000 (16,269) 66% Gas Tax Fund 54,661 43,013 101,000 (76,799) 43%
Valle Vista LLD 15,475 13,934 23,889 (17,919) 58%
Rancho Vista CFD 38,804 38,571 67,512 (49,481) 57%
Copperleaf CFD 13,213 12,974 16,645 (12,240) 78%
Internal Service Funds:
Blg Rehab. & Replace 22,167 22,167 38,000 (28,500) 58%
Vehicle Replacement 35,000 35,000 60,000 (45,000) 58%
Enterprise Funds:
Water
Operations 728,988 921,772 1,345,000 (904,085) 69%
Sewer
Operations 881,298 1,020,626 1,390,000 (943,950) 73%
TOTAL Funds 4,382,787 3,914,599 8,553,905 (6,859,055) 46% A ~ The timing of the projects and the related revenue does not always align with the year-to-date percentages.
B ~ These funds are developer derived and are recognized when invoiced.
City of San Juan Bautista
Revenues ~ Budget Vs. Actual
For the Seven Month Period Ended January 31, 2024
Item #5E
City Council Meeting
March 19, 2024
EXPENDITURES FY23 FY24 Annual YTD
Fund Actuals Actuals Budget Variance 58% Note
General Fund 1,066,674 1,172,159 2,117,980 (945,821) 55% Special Revenue Funds:
Capital Projects Fund 937,556 177,554 2,836,845 (2,659,291) 6% A Community Development 366,794 482,117 674,036 (191,919) 72% COPS 58,333 58,333 100,000 (41,667) 58%
Gas Tax Fund 11,449 10,075 21,500 (11,425) 47%
Valle Vista LLD 17,563 14,043 22,692 (8,649) 62%
Rancho Vista CFD 22,796 26,005 37,166 (11,161) 70%
Copperleaf CFD 12,281 12,652 16,645 (3,993) 76%
Development Impact Fee Funds
Public/Civic Facility 1,575 1,575 2,700 (1,125) 58%
Library 2,590 2,590 4,440 (1,850) 58%
Storm Drain 2,002 2,002 3,432 (1,430) 58%
Park In-Lieu 175 175 300 (125) 58%
Public Safety 497 497 852 (355) 58%
Traffic 252 252 432 (180) 58%
Enterprise Funds:
Water:
Operations 472,720 402,343 828,749 426,406 49%
Capital 13,475 63,773 (63,773)
Sewer
Operations 582,873 497,808 1,227,618 729,810 41%
Capital 346,411 3,104,438 18,497,240 15,392,802 17% A
TOTAL Funds 3,916,016 6,028,391 26,392,627 12,606,254 23% Footnotes:
A ~ Capital fund transfers/costs are budgeted to be incurred by these funds. Since the costs/transfers occur sporadically during the year, they do not always align with the to date percentages, or prior year amounts.
Additionally, some projects have been moved to the next fiscal year.
CITY MANAGER STATUS REPORT
Regional Government Services
Successfully Recruited Roy Morales, Public Safety Coordinator Re-writing the Public Safety Officer JD (Roy is helping) Recruited more than 20-candidates
After interview, None selected
Recommend a title change to include Code Enforcement
Re-writing Maintenance Worker JD and Recruiting
Final Draft of City Clerk JD being reviewed
Offer being written to a qualified Administrative Assistant Candidate Participated in Hollister Fire Chief Interviews
City Manager Email Hacked
CITY MANAGER STATUS REPORT
Hospital Status- JPA ?
Meeting 2.20 and 3.12.24
3.5 Proposals
Waiting for the Bankruptcy Judge
Who takes on the debt- the new JPA? Or the members of the JPA UGB-SOI Committee
Infill Study from EMC discussed in detail
Urgency MOU to pause development in and around the City (for City Attorney) 3-Tier (concentric circles) Review Process
County Planners were present and agree
In-line with County to preserve Ag Land
Warner Brothers Movie Project “BC Project”
Businesses very busy for a few days
Allowed school tours until Sunday-Wednesday
CITY MANAGER STATUS REPORT
Recreation
Successful First events
Date Night
Partnered with Bears Hideaway
Fire Dept. Open House
Partnered with Margo’s 150 Root Beer floats
Earth Day Celebration- April at the State Park Plaza
Movie Night will be Fridays in May- Verutti Park
Coordinating Special Events
Attended the CPRS Conference
Library- Planning; 3 “Art in the Park” events
CITY MANAGER STATUS REPORT
Met with both Business Associations this month
Sprit of San Juan
San Juan Days application received
Special events discussed
Reviewing Membership types and process
Discover San Juan
Wine and Art Festival in July
Harvest Festival in October
Exploring Farmers Market and Weekly Car Club visits
RGS Business Friendly Assessment -
different areas- Econ Dev, Comm., Cut red tape, taxes, fees & incentives Scored ranging from “Good, Satisfactory and Opportunities for improvement A good measure of strengths and weaknesses
CITY MANAGER STATUS REPORT
SEWER FORCE MAIN TO HOLLISTER
Good progress during good weather
Moving Pipe on Caetano Street to Loayza
Laying pipe now on San Juan Highway
Staying on time and under budget
WATER IMPORT STATUS IS ON THE AGENDA
Spent a lot of time with Rojas Communication and staff of elected officialsmostly focused on funding the water project
CITY MANAGER STATUS REPORT
Water District Governance Committee
New LAFCO Executive Director Jennifer Stephens
LAFCO Slides distributed to the Council
Reorganizing water and wastewater
“disenfranchisement”
3CE Operations Board (second of a two year term shared w/Hollister) Resource Adequacy conversation Required by CPUC
Agreed to Spend $295 million on a battery storage facility in LA County
(13% of its RA requirement)
CITY MANAGER STATUS REPORT
COMMUNITY DEVELOPMENT
HRB and Planning Commission Meeting March 14, 2024
Caught up on State status reports for the 2022 and 2023 “CLG” Becoming Eligible for historic preservation grants again Reply to the HCD Draft Housing Element is completed
TULP and Food Truck Ordinance Revisions on the radar
Gas Station hearing hopefully in April
PLHA State Grant Amendment
PLHA – need to commit he 2019 funds this month or risk loosing them
CITY MANAGER STATUS REPORT
VACANCY TAX ORDINANCE STATUS
Examples being considered and reviewed
Came Across simpler programs
Vacancy Registration with fees
Vacancy Fee that does not require the Proposition 218
process
Reviewing with Citygate
Item: # 7.A
City Council Meeting
March 19, 2024
AFFIDAVIT OF POSTING
I, Elizabeth Soto, Do Now Declare, Under the Penalties of Perjury That I Am the Acting City Clerk / Administrative Services Manager in the City of San Juan Bautista and That I Posted Three (3) True Copies of the attached City Council Agenda. I Further Declare That I Posted Said Agenda on the 15th day of March 2024, and in the Following Locations in said City of San Juan Bautista, County of San Benito, California.
1. On The Bulletin Board at City Hall, 311 Second Street.
2. On The Bulletin Board at The City Library, 801 Second Street.
3. On The Bulletin Board at The Entrance to The United States Post Office, 301 The Alameda
Signed at San Juan Bautista, County of San Benito, California, on the 15th day of March 2024.
____________________________________________
Elizabeth Soto, CMC, CPMC
Acting City Clerk / Administrative Services Manager
Item: # 7.B
City Council Meeting
March 19, 2024
Page | 1
RESOLUTION NO. 2024-XX
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN JUAN BAUTISTA AUTHORIZING CLOSURE OF STREETS FOR CERTAIN SPECIAL EVENTS IN 2024 WHEREAS, The City has received an application for a Special Event in 2024, and authorization for Street Closure are a prerequisite for issuance of such permits for the following events:
The San Juan Bautista Art & Craft Festival 2024
Third Street from Franklin St. & Muckelemi St. (Exhibit A) with cross streets blocked between Second Street and Fourth Street (Including Washington, Mariposa, and Polk)
March 22-24, 2024, from 2:00PM – 10:00PM
The Great San Juan Bautista Rib Cook Off 2024
Third Street from Franklin St. & Muckelemi St. (Exhibit B) with cross streets blocked between Second Street and Fourth Street (Including Washington, Mariposa, and Polk)
April 25, 26, 27 and 28, 2024, from 10:00 AM – 5:00PM
Artisans & Wineries Showcase 2024
Third Street from Franklin St. & Muckelemi St. (Exhibit A) with cross streets blocked between Second Street and Fourth Street (Including Washington, Mariposa, and Polk)
July 13 & 14, 2024, from 7:00 AM – 6:00PM
San Juan Day 2024
Third Street from Franklin St. & Muckelemi St. (Exhibit C) with cross streets blocked between Second Street and Fourth Street (Including Washington, Mariposa, and Polk)
August 11, 2024, from 5:30 AM – 6:00PM
Harvest Festival 2024
Third Street from Franklin St. & Muckelemi St. (Exhibit D) with cross streets blocked between Second Street and Fourth Street (Including Washington, Mariposa, and Polk)
October 5 & 6, 2024, from 7:00 AM – 6:00PM
BE IT RESOLVED that the City Council does hereby authorize the referenced entities to close streets on the dates and times referenced herein subject to the following requirements:
1. All conditions and requirements of agencies, including the Fire Marshall, San Benito County Sheriff, Building Official, Public Works Director, San Benito County Health Item: # 7.B
City Council Meeting
March 19, 2024
Page | 2
Dept., San Benito County Integrated Waste Management, Community Development Director shall be met prior to, during, and after the event in the manner deemed necessary by the City Manager.
2. Prior to each event, Sponsors shall submit an agreement to reimburse the City in accordance with an invoice duly issued by the City to cover City expenses as deemed necessary by the City Manager to support administrative, material and City staff time associated with the Street Closure.
PASSED AND APPROVED this 19th day of March 2024 by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
APPROVED:
_____________________
Scott Freels, Mayor
ATTEST:
__________________________________
Elizabeth Soto, Acting City Clerk
Item: 7.C
City Council Meeting
March 19, 2024
Page | 1
CITY OF SAN JUAN BAUTISTA
CITY COUNCIL STAFF REPORT
DATE: MARCH 19, 2024
DEPARTMENT: ADMINISTRATION
FROM: ELIZABETH SOTO, CMC, CPMC, ACTING CITY CLERK /
ADMINISTRATIVE SERVICES MANAGER
BY:
TITLE: APPOINT WENDY CUMMING, CPA AS ACTING CITY
TREASURER.
RECOMMENDED MOTION:
Approve the Appointment of Wendy Cumming, CPA, as the Acting City Treasurer.
RECOMMENDATION:
It is recommended that the City Council of the City of San Juan Bautista Designate Wendy Cumming, CPA, as the Acting City Treasurer.
EXECUTIVE SUMMARY:
City Treasurer Michelle Sabathia informed City Manager Don Reynolds that she will be on leave beginning on April 2024. In her absence, Wendy Cumming will be taking on the duties and responsibilities of the City Treasurer.
BACKGROUND:
City Treasurer Michelle Sabathia has requested leave and will be out of the office April – July 2024. In her absence Wendy Cumming will be acting City Treasurer.
FISCAL IMPACT:
No fiscal impact to the City of San Juan Bautista.
ATTACHMENTS:
None
SAN JUAN BAUTISTA
TITLE 5 - PUBLIC HEALTH, SAFETY AND WELFARE
CHAPTER 5-4. REFUSE COLLECTION AND RECYCLING
CHAPTER 5-4 REFUSE COLLECTION AND RECYCLING
5-4-100 Definitions.
“Roll-off collection” means solid waste collection from a container designed to hold eight to 50 cubic yards of loose or compacted material that is emptied off site by mechanically rolling the container off of the motor vehicle used for collection. 5-4-505 Franchises for collection of solid waste collection and recyclable materials. (A) The City may determine, pursuant to State law, if a collection franchise for collection of solid waste, except for any materials to be reused or recycled, shall be awarded exclusively or nonexclusively, and with or without competitive bidding. The cCity council shall specify the duration of the franchise agreement or permit and shall specify,establish by resolution, an appropriate franchise fee.
(B) The cCity council or board of supervisors may grant non-exclusive solid waste collection franchises agreements or permits for disposal of solid waste in roll-off collection in the city, limits. dumpsters and for commercial and construction and demolition recycling for collection of materials to be reused or recycled. The franchise agreements or permits s shallare to be known as “roll-off collection” materials collection franchises and shall be granted subject to any franchise fees that may be established, from time to time, by council resolution. of the City Council. The City shall have the authority to grant nonexclusive collection franchises pursuant to the nonexclusive franchise agreement for collection of materials to be disposed from roll-off dumpsters and/or reused or recycled. In no case shall that franchise fee exceed that which is charged for the exclusive franchise.
(C) It is unlawful for any person to engage in a commercial enterprise to collect solid waste or recyclables in the City limits unless the person has been granted a franchise or permit by the City to collect solid waste and/or recyclables, or unless the person is exempt from the franchise requirement.
Page | 1 City Council Meeting Minutes (October 17, 2023)
CITY OF SAN JUAN BAUTISTA
CITY COUNCIL
UNOFFICIAL MEETING MINUTES
OCTOBER 17, 2023
1. CALL TO ORDER
Mayor Jordan called the regular meeting to order at 5:01 p.m. in the Council Chambers, 311 Second Street, San Juan Bautista California.
PLEDGE OF ALLEGIANCE
Councilmember Sabathia led the pledge of allegiance.
ROLL CALL Present:
Councilmember Scott Freels
Mayor Pro Tem John Freeman
Councilmember Jackie Morris-Lopez
Councilmember EJ Sabathia
Mayor Leslie Q. Jordan
Absent:
Staff Present:
Don Reynolds, City Manager
Jon R Giffen, City Attorney
Brian Foucht, Assistant CM/Community Development Director Elizabeth Soto, Deputy City Clerk
Mayor Jordan recessed to closed session at 5:03 p.m.
2. CLOSED SESSION – 5:00 P.M. – 6:00 P.M.
The City Council will recess to closed session pursuant to:
a. Conference with Legal Counsel - Significant exposure to litigation pursuant to paragraph (2) or (3) of subdivision (d) of Section §54956.9 - One (1) potential case.
City Attorney Giffen announced that the City Council met in closed session but there was no reportable action taken.
Mayor Jordan reconvened the meeting at 6:02 p.m.
3. PROCLAMATION
The City of San Juan Bautista proclaimed:
A. Philanthropy Day, November 16, 2023
B. National Hispanic Heritage Month, September 15-October 15, 2023 The City Council honored Heidi Balz for being named the Philanthropist of the Year for 2023.
Page | 2 City Council Meeting Minutes (October 17, 2023)
4. PRESENTATION
A. Hazel Hawkins Memorial Hospital Update
Mr. Ray Espinosa, CEO for San Benito County introduced Cecilia Montalvo, ECG Management Consultants. The County of Board of Supervisors missioned staff to review options that will help the hospital in the long run.
Ms. Montalvo provided a brief overview of the Hazel Hawkins Memorial Hospital Assessment.
Councilmember Freels expressed concerned regarding having the city provide any type of funding to Hazel Hawkins Memorial Hospital.
No public comment.
5. INTRODUCTION
A. Introduce Caitlin Brady, Recreation Assistant
City Manager Reynolds introduced newly hired Recreation Assistant Caitlin Brady. Ms. Brady introduced herself. The City Council welcomed Ms. Brady.
6. GENERAL PUBLIC COMMENT
Received general public comment.
7. INFORMATIONAL ITEMS AND REPORTS
A. Treasurer’s Report and Monthly Financial Statements
City Treasurer Michelle Sabathia provided the monthly Financial Statement for July 2023. No public comments were received.
B. Reports from City Council Representatives to Regional Organizations and Committees Councilmembers reported on meetings they attended. No public comments were received.
C. City Council Announcements
Councilmembers announced upcoming events happening in the city. No public comments were received.
D. City Manager’s Report
City Manager Reynolds provided a staff report accompanied by a PowerPoint presentation. a. Fire Department Update –
Fire Marshal/Deputy Fire Marshal Charlie Bedolla provided an update on calls received and incidents that happened for September 2023. No public comments were received. b. Sheriff Department Update –
Page | 3 City Council Meeting Minutes (October 17, 2023)
8. CONSENT
A. Approve the Affidavit of Posting Agenda.
B. Waive the Reading of Ordinances and Resolutions on the Agenda Beyond the Title.
C. Approve a RESOLUTION Authorizing a Street Closure for a Special Event. Pulled D. Adopt an ORDINANCE Revising Title 13 “Violations” by Repealing and Replacing Article 4 “Noticed Nuisance Abatement Procedure” and Article 5 “Emergency Nuisance Abatement Procedure” of Chapter 1 “Enforcement” by Adoption of an Ordinance Entitled “Alternative Public Nuisance Abatement Procedures.” (Second Reading) E. Approve a RESOLUTION changing the Location of the Public Art Installation at San Juan Bautista Library.
F. Authorize the City Manager to Reject the Claim of Kazuko Kurasaki and Kurt Kurasaki.
G. Approve the Minutes of the Regular Meeting of September 19, 2023. Tabled Item C was pulled
Item G was tabled to the next meeting.
No public comment received.
MOTION:
Upon motion by Councilmember Sabathia, second Councilmember Morris-Lopez, Consent Agenda items A,B and D-F, was approved.
AYES: Councilmembers: Freels, Freeman, Morris-Lopez, Sabathia, and Mayor Jordan; NOES:
None; ABSTAIN: None; ABSENT: None.
9. ACTION ITEMS
A. Agreement with Flock Group, Inc. to Install and Operate a Citywide Security Camera System
City Manager Don Reynolds provided the report. The initial goal of investing in this highly technical equipment, is to cover the basics – entrances and exits. If additional coverage is warranted, additional cameras can be added to each of these systems.
The Flock service agreement is full service – they install, monitor, and maintain all of it. There is a fee for replacing damaged cameras. The City’s role and responsibilities are reduced to accessing stored data for evidence, and the use of the live feed software when needed. The system administrator is intended to be the newly recruited Public Safety Coordinator.
The proposed agreement that is attached is for only two-years at $18,000 per year ($3,000 per camera times 6-cameras). The first year includes $2,100 for the installation, training and testing of the system.
MOTION:
Upon motion by Councilmember Sabathia, second by Mayor Pro Tem Freeman, RESOLUTION Authorizing the City Manager to Execute an Agreement with Flock Group, Inc. for the Lease of a Citywide Security Camera System, was approved.
Page | 4 City Council Meeting Minutes (October 17, 2023) AYES: Councilmembers: Freels, Freeman, Morris-Lopez, Sabathia, and Mayor Jordan; NOES:
None; ABSTAIN: None; ABSENT: None.
B. Agreement with National Main Street Centers
City Manager Don Reynolds and Assistant City Manager/Community Development Director Brian Foucht provided the report. The City Council accepted the annual report of the EDCAC and directed staff and the Committee to prepare an economic development strategy for the City. The EDCAC is expected to partner with State and County agencies and entities to draft a strategy that is based on the City's history and assets. revitalization of Third Street, envisioned by the Third Street Master Plan, is viewed by the EDCAC as an essential part of an overall economic development strategy.
Amanda Elliott, Program Manager for Main Street America reviewed the Community Assessment and Transformation Strategy Development.
The following members of the public comment commented on the report:
Wanda Guibert
Darlene Boyd
The City Councilmembers expressed concern and were not in favor of supporting the agreement with Main Street Centers.
Motion failed and the City Council took no action.
C. Notice of Intention to Amend the General Plan by Accepting Urban Growth Boundary Ad Hoc Committee Recommended Sphere of Influence, Urban Growth Boundary, and Planning Area
Receive Report from City Manager Don Reynolds and the Urban Growth Boundary Ad Hoc Committee Chair Chris Martorana.
The following members of the public comment commented on the report:
Rosa Loayza
Bob Fulton
Jose Aranda
Fran Fitzharris
Dan DeVries
MOTION:
Upon motion by Councilmember Freels, second Councilmember Sabathia, to bring back the Notice of Intention to Amend the General Plan by Accepting Urban Growth Boundary Ad Hoc Committee Recommended Sphere of Influence, Urban Growth Boundary, and Planning Area, for further discussion, was approved.
Page | 5 City Council Meeting Minutes (October 17, 2023) AYES: Councilmembers: Freels, Freeman, Morris-Lopez, Sabathia, and Mayor Jordan; NOES:
None; ABSTAIN: None; ABSENT: None.
D. Fill a Vacancy on the Planning Commission / Historic Resources Board City Manager Reynolds stated that the Ad Hoc Committee did not have an opportunity to meet and interview the candidates.
Councilmember Morris-Lopez expressed concern regarding the application process.
City Attorney Giffen stated that at the last Council meeting, the candidate to fill a vacancy was voted down. The Municipal Code states that when one candidate is voted down then a new candidate or candidates should be submitted.
Councilmember Sabathia recommend the Council to appoint a new Ad Hoc Committee.
Receive feedback from the Ad-Hoc Committee, and direct the City Council to a) Re-direct the AdHoc Committee to interview the candidates together; b) Appoint a new Ad-Hoc Committee; c) Consider re-opening the application process for one position on the Planning Commission/HRB.
MOTION:
Upon motion by Councilmember Sabathia, second by Councilmember Freels, to appoint a new Ad Hoc Committee, was approved.
AYES: Councilmembers: Freels, Freeman, Sabathia, and Mayor Jordan; NOES: None; ABSTAIN: Councilmember Morris-Lopez; ABSENT: None.
MOTION:
Upon motion by Mayor Jordan, second by Councilmember Freels, to appoint Councilmember Sabathia and Councilmember Morris-Lopez to the Ad Hoc Committee, was approved.
AYES: Councilmembers: Freels, Freeman, Morris-Lopez, Sabathia, and Mayor Jordan; NOES:
None; ABSTAIN: Councilmember; ABSENT: None.
10. DISCUSSION ITEMS
A. First Steps in Considering and Establishing a Golf Cart/Nev Transportation Plan in San Juan Bautista
Item was tabled to the next meeting.
B. Third Street Parklet Status
City Manager Reynolds announced there are changes coming. In March the City Council voted to continue the parklets for food and beverage and retail. Before December 21, 2023, the City Council will need to decide in what direction to move forward.
Mayor Pro Tem Freeman in favor of continuing the parklets until state law allows.
Page | 6 City Council Meeting Minutes (October 17, 2023) The following members of the public commented on the report:
Leanna Brothers
Elise in favor of continuing the parklets
Chris Martorana in favor of restricting the parklets to food and beverage Rhonda Io in favor of parklets
Fran Fitzharris
Jose Aranda in support of business
Margot Tankersley in favor of parklets for food and beverage establishments Wanda Guibert in support of continuing hospitality parklets Cara Vonk
The City Council directed staff to bring back a Resolution at the November 14 meeting to rescind existing resolution.
C. Status of Safety Consideration for State Highway 156 During Construction Item tabled to the next meeting.
11. ADJOURNMENT
Motion to adjourn the meeting by Councilmember Sabathia, second by Councilmember Freels.
All in favor.
There being no other business, Mayor Jordan adjourned the meeting at 12:05 a.m.
APPROVED:
_____________________
Leslie Q. Jordan, Mayor
ATTEST:
______________________________
Elizabeth Soto, Deputy City Clerk
Page | 1 City Council Meeting Minutes (November 14, 2023)
CITY OF SAN JUAN BAUTISTA
CITY COUNCIL
UNOFFICIAL MEETING MINUTES
NOVEMBER 14, 2023
1. CALL TO ORDER
Mayor Jordan called the special meeting to order at 5:06 p.m. in the Council Chambers, 311 Second Street, San Juan Bautista California.
PLEDGE OF ALLEGIANCE
Councilmember Morris-Lopez led the pledge of allegiance.
ROLL CALL Present:
Councilmember Scott Freels
Mayor Pro Tem John Freeman
Councilmember Jackie Morris-Lopez
Councilmember EJ Sabathia
Mayor Leslie Q. Jordan
Absent:
Staff Present:
Don Reynolds, City Manager
Jon R Giffen, City Attorney
Brian Foucht, Assistant CM/Community Development Director Elizabeth Soto, Deputy City Clerk
2. CLOSED SESSION – 5:00 P.M. – 6:00 P.M.
a. Public Employee Performance Evaluation – (California Government Code section §54957(b)(1)) – the City Manager.
No public comment received.
Adjourned to closed session at 5:08 p.m.
City Attorney Giffin announced that there no reportable action.
Open Session was reconvened at 6:15 p.m.
3. CONSENT
A. Approve the Affidavit of Posting Agenda.
B. Waive the Reading of Ordinances and Resolutions on the Agenda Beyond the Title.
C. Approve a RESOLUTION Authorizing a Street Closure for Special Events.
Page | 2 City Council Meeting Minutes (November 14, 2023) D. Approve a RESOLUTION Extending Ridgeline Agreements for the Force Main project.
E. Approve a RESOLUTION Awarding Landscaping Contract in Three Special Districts to Smith and Enright.
F. Approve a RESOLUTION Authorizing the City Manager to Execute a Contract with Paperless Solutions (CPS) for the Purchase of Laserfiche Cloud Municipality Site License for Records Management System.
G. Approve the Minutes of the Regular Meeting of September 19, 2023.
H. Approve the Minutes of the Regular Meeting of October 17, 2023 Consent item H was tabled to next meeting.
No public comment.
MOTION:
Upon motion by Councilmember Sabathia, second by Mayor Pro Tem Freeman, Consent Agenda, items A, B, and D-G, was approved.
AYES: Councilmembers: Freels, Freeman, Morris-Lopez, Sabathia, and Mayor Jordan; NOES:
None; ABSTAIN: None; ABSENT: None
Mayor Jordan pulled item C for correction. The event is on May 23-24,2024.
MOTION:
Upon motion by Councilmember Morris-Lopez, second by Sabathia, Consent Agenda, items C, was approved as amended.
AYES: Councilmembers: Freels, Freeman, Morris-Lopez, Sabathia, and Mayor Jordan; NOES:
None; ABSTAIN: None; ABSENT: None
4. INFORMATIONAL ITEMS AND REPORTS
A. Treasurer’s Report and Monthly Financial Statements
City Treasurer Michelle Sabathia provided the financial information for October 2023.
The following member of the public commented on the report:
Michael Ponce
B. Reports from City Council Representatives to Regional Organizations and Committees
Councilmembers reported on meetings they attended. No public comments were received.
Page | 3 City Council Meeting Minutes (November 14, 2023) C. City Council Announcements
Councilmembers reported on upcoming events happening in the city. No public comments were received.
D. City Manager’s Report
City Manager Don Reynold presented the report followed by a PowerPoint presentation.
The following members of the public commented on the report:
Michael Ponce
a. Fire Department Update –
Fire Marshal/Deputy Fire Marshal Charlie Bedolla provided an update on calls received and incidents that happened for October 2023.
b. Sheriff Department Update –
Sergeant Penney is out of the office cost of project / water
5. ACTION ITEMS
A. Draft Parklet Resolution Extending Existing Food and Beverage Parklets to June 2026 Consistent with State Law AB 1217 Signed October 8, 2023 City Manager Don Reynolds provided the report and fielded questions from the Council. The current Parklet Policy allows both retail and catering businesses to use parklets until the deadline January 1, 2024. This was the State deadline established for the sale of alcohol on catering parklets by the previous law AB61. If the City Council wishes to modify the policy consistent with AB1217, a resolution has been drafted to make this policy change for catering businesses only. It can be further modified if the Council deems this to be appropriate. If the Council does not act, all parklets will end January 1, 2024.
Mayor Jordan in favor of extending food and beverage until June 2026.
Councilmember Freels asked for clarification regarding the new regulations.
The following members of the public commented on the report:
Wanda Guibert in favor of food and beverage parklets if Council decide to extend Dr, Mary Bains in favor of extending all parklets
Margaret Galvan in favor of removing all parklets
Jose Aranda in support of all parklets
Professor Bains in favor of extending all parklets
Chris Martorana parklets should be limited to food and beverage Dan DeVries
Luke Kerbs in support of parklets for food and beverage Councilmember Freels stated that he was in favor of keeping the food and beverage parklets per the state law extension and eliminating the retail parklet at the end of the year and keeping the street to a one way.
Page | 4 City Council Meeting Minutes (November 14, 2023) Mayor Pro Tem Freeman support the law as it states
Councilmember Morris-Lopez stated the bakery owner reached out to express concern with the with loss of business from having one-way streets. Councilmember Morris-Lopez stated that she would like to see a master plan that looks at outdoor dining.
Councilmember Sabathia stated that he would like to see a fee schedule in order for the city to recuperate what it has lost.
Mayor Jordan supports the resolution and is in favor of the city recuperating fees for those parklets that are taking up some of the parking spaces.
MOTION:
Upon motion by Mayor Jordan, second by Mayor Pro Tem Freeman, RESOLUTION Extending the Existing Food and Beverage Parklets to June 2026, Consistent with State Law AB 1217, was approved.
AYES: Councilmembers: Freels, Freeman, Morris-Lopez, Sabathia, and Mayor Jordan; NOES:
None; ABSTAIN: None; ABSENT: None.
B. Notice of Intention to Amend the General Plan by Accepting Urban Growth Boundary Ad Hoc Committee Recommended Sphere of Influence, Urban Growth Boundary, and Planning Area (Continued from October 17, 2023)
Receive Report from City Manager Don Reynolds and Ad Hoc Committee Chair Martorana The UGB Ad Hoc Committee reviewed the Greenbelt model established in 2022, considered property owner input and established a draft Sphere of Influence and Greenbelt. The Committee also reviewed resource and constraints maps including soils, slopes, fire, flood and geologic hazard areas. The Committee concluded that many areas of the Sphere of Influence depicted in the General Plan are areas of prime soils, constrained by Agriculture Land Conservation Contracts or were areas of steep slopes, very high fire hazard, flood hazard, and geologic hazards.
A sphere of influence is a planning boundary outside of an agency’s legal boundary (such as the city limit line) that designates the agency’s probable future boundary and service area is reviewed every five years.
The Committee’s recommended UGB is an area that coincides with the City Limit on the North, South and West, and is within the City Limit on the East. The recommended UGB is intended to prohibit urban development and the extension of services to lands outside that boundary. The following General Plan policies would apply to this area. restrict urban development to those areas so delineated.
Page | 5 City Council Meeting Minutes (November 14, 2023) Three key features underly the Planning Area concept: 1) Information from the County regarding policies, programs, regulations, and development within the recommended area and 2) Mutual consideration by SJB and County input; and 3) Concerted City and County action.
Implementation methods, timing and anticipated results are proposed to be determined within a MOU or MOA between SJB and the County. The Planning Area is intended to offer a similar level of assurance as the Area of Concern expressed in General Plan Policy 4.4.1, referenced below, with the effective influence of this area determined solely through agreement with the County.
The following members of the public commented on the report:
Rosa Loayza thanked the Council for adding the property Phil Esparza is pleased to see that the Loayza property was added to the map Bob Fulton asked the Council to consider adding the Chritopher Ranch project MOTION:
Upon motion by Mayor Jordan, second by Mayor Pro Tem Freeman, RESOLUTION Accepting the Urban Growth Boundary/Sphere of Influence Committee’s Recommendation; State the Intention to Amend the 2035 General Plan; and Direct the Urban Growth Boundary Ad Hoc Committee to work with San Benito County to establish a Planning Area and related Memorandum of Agreement/Understanding, was approved.
AYES: Councilmembers: Freels, Freeman, Morris-Lopez, Sabathia, and Mayor Jordan; NOES:
None; ABSTAIN: None; ABSENT: None.
C. Fill a Vacancy on the Planning Commission / Historic Resources Board Receive Report/Recommendation from Ad Hoc Committee
Councilmember Sabathia reported out. No public comments were received.
MOTION:
Upon motion by Freels, second by Mayor Jordan, to appointed Iraida H. Pisano to serve on the on the Planning Commission / Historic Resources Board to fill one (1) vacancy for the remainder of the term, was approved.
AYES: Councilmembers: Freels, Freeman, Morris-Lopez, Sabathia, and Mayor Jordan; NOES:
None; ABSTAIN: None; ABSENT: None.
D. Approve a Resolution Seeking from Cal Trans, County, and CHP Increased Safety Measures on Hwy 156 during Construction
City Manager Don Reynolds provided the staff report and fielded questions from the Council.
Construction began on State Highway 156 between Hollister and San Juan Bautista transforming it a two-lane highway to a four-lane highway, several serious accidents have occurred. The worst Page | 6 City Council Meeting Minutes (November 14, 2023) accidents occur from drivers making left-hand turns from County roads onto eastbound Highway 156. This was also an issue on Highway 25, and measures were taken to prohibiting left turns during the hours of 3PM and 7PM. This was on the Agenda at the September Intergovernmental Committee meeting, then take up by COG at its October 11, 2023 meeting. Caltrans directed the County to send a request to them to include the State Highway Patrol requesting that additional safety measures be taken as soon as possible. At the November 1, 2023 Intergovernmental Committee meeting the cities were encouraged to support the County’s request to Caltrans.
The following members of the public commented on the report:
Margaret Galvan
Mikolai
Margot Tankersley
MOTION:
Upon motion by Mayor Pro Tem Freeman, second by Councilmember Morris-Lopez, RESOLUTION requesting the State, County, and CHP to implement increased traffic safety measures on State Highway 156 as soon as possible, was approved.
AYES: Councilmembers: Freels, Freeman, Morris-Lopez, Sabathia, and Mayor Jordan; NOES:
None; ABSTAIN: None; ABSENT: None.
E. Discussion and Direction to Staff: San Juan Bautista Economic Development Program
Recommendation: Discuss and provide direction to staff regarding the overall purpose, organization and staff support for San Juan Bautista economic development.
Brian Foucht, Assistant City Manager/Community Development director provided the report Councilmember Freels in favor of hitting pause and going to a more focus grass roots Focus on true economic development.
Mayor Pro Tem Freeman agrees with Councilmember Freels.
Councilmember Morris-Lopez stated attention should be focused on Third street; membership should be reviewed and is in favor of having the Committee be disbanded.
Councilmember Sabathia in favor of dissolving the committee.
Mayor Jordan thanked GoBiz as advisors and Renee Wells from Economic Development. In favor of dissolving the committee and move in another direction.
The following members of the public commented on the report:
Michael Ponce
Rhonda Io in support of dissolving the EDCAC
Page | 7 City Council Meeting Minutes (November 14, 2023) Margot Tankersley in favor of disbanding the committee
6. DISCUSSION ITEMS
A. First Steps in Considering and Establishing a Golf Cart/Nev Transportation Plan in San Juan Bautista
City Manager Don Reynolds provided the report. Golf Cart/Neighborhood Environmental Vehicles (NEV)
B. City Council Rules of Civility and Decorum for Conduct of City Officials, Employees, and Members of the Public during Public Meetings City Attorney Jon Giffen reviewed the City Council Rules of Civility and Decorum for Conduct of City Officials, Employees, and Members of the Public during Public Meetings and fielded questions from the Council.
C. Consider Workshop on “Wedge Issues” with Special Speaker from California Intergovernmental Risk Authority (CIRA)
Item was tabled to the next regular meeting.
D. ADJOURNMENT
Motion to adjourned the meeting by Councilmember Sabathia, second by Mayor Pro Tem Freeman. All in favor.
There being no other business, Mayor Jordan adjourned the meeting at 10:30 p.m.
APPROVED:
_____________________
Leslie Q. Jordan, Mayor
ATTEST:
______________________________
Elizabeth Soto, Deputy City Clerk
Page | 1 City Council Meeting Minutes (December 19, 2023)
CITY OF SAN JUAN BAUTISTA
CITY COUNCIL
UNOFFICIAL MEETING MINUTES
DECEMBER 19, 2023
1. CALL TO ORDER
Mayor Jordan called the regular meeting to order at 5:05 p.m. in the Council Chambers, 311 Second Street, San Juan Bautista California.
PLEDGE OF ALLEGIANCE
ROLL CALL Present:
Councilmember John Freeman
Mayor Pro Tem Leslie Q. Jordan
Councilmember Jackie Morris-Lopez
Councilmember EJ Sabathia
Mayor Scott Freels
Absent:
Staff Present:
Don Reynolds, City Manager
Jon R Giffen, City Attorney
Norma Alley, RGS
2. CLOSED SESSION – 5:00 P.M. – 6:00 P.M.
Receive public communications from the audience on Closed session items. The City Council will recess to closed session pursuant to:
a. Conference with Legal Counsel—Anticipated Litigation – (Significant exposure to litigation pursuant to paragraph (2) of subdivision (d) of Section 54956.9: Two cases.) No public comment received.
Mayor Jordan recessed to closed session at 5:11 p.m.
Mayor Jordan reconvened to open session at 6:18 p.m.
City Attorney Giffen clarified that there was one closed session item and there was no reportable action.
3. ELECTION
A. Selection of Mayor for a One Year Term
Page | 2 City Council Meeting Minutes (December 19, 2023) Scott Freels
Nomination made by Councilmember Sabathia, seconded by Councilmember Freeman Leslie Q. Jordan
Nomination made by Councilmember Jordan, second by Councilmember Morris-Lopez.
Received public comment from the following members of the public:
Jason
Wanda Guibert
Renee Wells
Councilmembers Freeman, Sabathia, and Freels in favor of electing Scott Freels as Mayor.
Councilmembers Jordan and Morris-Lopez in favor of electing Leslie Q. Jordan as Mayor.
Mayor Freels was elected as Mayor for a one-year term and took his seat at the head of the dais.
B. Selection of Mayor Pro Tem for a One Year Term
Councilmember Freeman nominated EJ Sabathia for Mayor Pro Tem Councilmember Morris-Lopez nominated Leslie Q. Jordan, second by Councilmember Jordan.
Councilmembers Freeman, Jordan, Morris-Lopez, Sabathia, and Mayor Freels in favor of electing Leslie Q. Jordan as Mayor Pro Tem.
4. PUBLIC COMMENT
Received public comment from the following members of the public:
Tyler Jordan
5. INFORMATIONAL ITEMS AND REPORTS
A. Treasurer’s Report and Monthly Financial Statements
City Treasurer Michelle Sabathia provided a brief overview of the Financials for October 2023.
No public comment.
B. Reports from City Council Representatives to Regional Organizations and Committees The City Council reported on meetings that they attended and provided a brief overview.
No public comment.
C. City Council and Staff Announcements
Hacienda is under new ownership and will be having a grand opening on Thursday, December 21, 2023. Senior lunches will be provided on Thursday, December 21st at the Community Center.
Page | 3 City Council Meeting Minutes (December 19, 2023) D. City Manager’s Report
City Manager Don Reynolds announced that there is a high likelihood of above-average precipitation this year, which is important for water supply and drought conditions. The city is taking action to address silt buildup, which can impact water flow and quality in rivers and streams. The city is actively working on water infrastructure projects and seeking updates on water quality, which is essential for safe and reliable water supply. a) Fire Department Update
Nothing to report.
b) Sheriff Department Update
Nothing to report.
No public comments.
6. CONSENT
A. Approve the Affidavit of Posting Agenda.
B. Waive the Reading of Ordinances and Resolutions on the Agenda Beyond the Title.
C. Approve a RESOLUTION Authorizing Closure of Streets for the San Juan Bautista Fire Station Open House on March 9, 2024.
D. Approve a RESOLUTION Supporting the Restoration Efforts of the Rozas House.
E. Approve a RESOLUTION Instituting Rules of Civility and Decorum for Conduct of City Officials, Employees, and Members of the Public During Public Meetings.
F. Approve a RESOLUTION Acknowledging Hollister Fire Department (HDF) to Perform the Inspection of Certain Occupancies Required Annually Pursuant to Sections 13146.2 and 13146.3 of the California Health and Safety Code and Authorize the Acceptance of Senate Bill No. 1205.
G. Approve a RESOLUTION Ending the Economic Development Citizens Advisory Committee (EDCAC).
Mayor Pro Tem Jordan pulled item D for separate vote separate discussion.
No public comment.
MOTION:
Upon motion by Mayor Pro Tem Jordan, second by Councilmember Morris-Lopez, Consent Agenda, items A-D and F-G, was approved.
AYES: Councilmembers: Freeman, Jordan, Morris-Lopez, Sabathia, and Mayor Freels; NOES:
None; ABSTAIN: None; ABSENT: None
Item: 6.E
City Attorney Giffen reviewed the Rules of Civility and Decorum for conduct of City Officials, Employees, and members for the public during public meetings.
Page | 4 City Council Meeting Minutes (December 19, 2023) Councilmember Morris-Lopez asked for clarification relating to hand clapping and offensive signs. City Attorney Giffen stated that action ca be taken when the process of the meeting is disrupted.
Mayor Pro Tem Jordan asked for clarification related to enforcement and hiding of video during the meeting. City Attorney Giffen responded that action can be taken if the video violates the three-minute rule. Mr. Giffen further added that any behavior that's sanctionable or problematic should be pointed out
No public comment.
MOTION:
Upon motion by Mayor Pro Tem Jordan, second by Councilmember Sabathia, Consent Agenda, items E, was approved.
AYES: Councilmembers: Freeman, Jordan, Morris-Lopez, Sabathia, and Mayor Freels; NOES:
None; ABSTAIN: None; ABSENT: None
7. ACTION ITEMS
A. Approve a Memorandum of Agreement (MOA) with the County of San Benito for the shared cost agreement for the County Geographical Information System (GIS) for a three-year term.
The City of San Juan Bautista has been a member of the San Benito County Geographic Information System (GIS) Steering Committee since 2007. The City has paid its fair share for the services provided by the GIS Steering Committee, which is equal to 1% of the cost. City Manager Don Reynold stated that the cost for the City's participation in the GIS program was $5,388. The GIS services are crucial for the City's business, as they produce custom-made maps and provide daily access to parcel data, which is important for customer services and understanding property ownership and control.
The San Benito County Administrative Policy 2023-012.000, will allow the City to continue its participation in the GIS program for another three years (ending December 15, 2026) and pay its fair share of the costs, estimated to be $2,635 in FY 23/24.
No public comment.
MOTION:
Upon motion by Councilmember Freels, second by Mayor Pro Tem Freeman, Resolution authorizing the City Manager to sign the San Benito County Administrative Policy 2023-012.000 and continue to represent the City of the County GIS Steering Committee and pay its fair share of the costs for the services, was approved.
AYES: Councilmembers: Freeman, Jordan, Morris-Lopez, Sabathia, and Mayor Freels; NOES:
None; ABSTAIN: None; ABSENT: None
Page | 5 City Council Meeting Minutes (December 19, 2023) B. Agreement with EMC Planning Group to Amend the 2022 Draft Community Plan to Reflect Recent Recommended Changes to the Proposed Sphere of Influence (“SOI”) The City of San Juan Bautista has been awarded $160,000 in SB2 Grant Funds for housingrelated planning efforts, with $10,000 remaining to be used before June 30, 2024. The EMC Planning Group drafted a Community Plan in 2022 based on the assumption that the Sphere of Influence (SOI) would include properties outside the City's political boundaries. However, the proposed SOI changed in 2023 and no longer includes properties beyond the political boundaries.
The City has approval from California Department of Housing and Community Development (HCD) to use the remaining $10,000 to amend the 2022 Community Plan to focus on infill development. The proposed scope of work by the EMC Planning Group, titled "Infill Frame Work and Targeted General Plan Amendment," will amend the 2022 Community Plan to reflect the newly proposed SOI. The cost estimate for the amendment is $111,625, and an additional $37,500 will be required to get the new SOI through LAFCO to the County Recorder's Office. the City Council set aside an additional $60,000 to supplement the SB2 contribution, which is in the budget.
No public comment.
MOTION:
Upon motion by Councilmember Freels, second by Mayor Pro Tem Freeman, Resolution approving the scope of work for EMC Planning Group to amend the draft 2022 Community Plan to reflect the changes to the Sphere of Influence (SOI), was approved.
AYES: Councilmembers: Freeman, Jordan, Morris-Lopez, Sabathia, and Mayor Freels; NOES:
None; ABSTAIN: None; ABSENT: None
8. DISCUSSION ITEMS
A. Consider Workshop on “Wedge Issues” with Special Speaker from California Intergovernmental Risk Authority (CIRA)
City Manager Reynolds stated that California Intergovernmental Risk Authority (CIRA) recommended trainings form 34th Street Consulting. The workshop would be done during the week with participation from all city employees.
No public comment.
9. ADJOURNMENT
Motion to adjourned the meeting by Councilmember Sabathia, second by Mayor Pro Tem Jordan. All in favor.
There being no other business, Mayor Freels adjourned the meeting at 8:27 p.m.
Page | 6 City Council Meeting Minutes (December 19, 2023) APPROVED:
_____________________
Scott Freels, Mayor
ATTEST:
____________________________
Elizabeth Soto, Deputy City Clerk
Item: # 8.A
City Council Meeting
March 19, 2024
March 14, 2024
Don Reynolds
City Manager, City of San Juan Bautista
PO Box 1420
San Juan Bautista, CA 95045
Dear Don,
On behalf of the San Benito Leadership Institute Committee, I would like to thank the San Juan Bautista Mayor and City Council members for their support of this new adult leadership education program with the sponsorship of $5,000.00.
We are truly excited to bring this much needed education program to the residents and workforce that make up our wonderful communities and look forward to the positive difference our graduates will make.
Please make your check payable to the San Benito Leadership Fund at The Community Foundation for San Benito County. The mailing address is 440 San Benito Street, Hollister, CA 95023.
If you have any questions, please call or email me.
Thank you for your commitment and support.
Warm regards,
Brenda Weatherly
Brenda Weatherly
Program Manager
820 Oak Ridge Drive, Hollister, CA 95023 831-673-4360 [email protected] Item: # 8.A
City Council Meeting
March 19, 2024
Program Update
March 12, 2024
• SBLI Committee voted to move forward with program creation and planned launch of September 2024.
• Subcommittees are meeting to accomplish related tasks for program launch.
• Fundraising efforts continue.
- Hollister City Council approved $20,000 for program support. - Graniterock contributed $10,000 as a Founding Partner, in addition to the $5,000 contributed in 2023.
• Program application is being drafted by the Operations Committee, with a planned release date of April 5th.
- Application availability will be promoted via social media, direct email to businesses, nonprofits, government, as well as via press releases to Benitolink and Mission Village Voice, and via eblasts (HDA, Business Council, Chamber, etc.) to assure maximum exposure in San Benito County.
- Applicants must either work or live in San Benito County to apply.
- Application deadline is planned for May 17th.
- Cohort members will be selected after interviewed by a SBLI Committee panel.
• Program content is being further developed and finalized by program facilitators.
• Marketing plan is being developed with heavy focus on use of social media sites: Facebook, Instagram, LinkedIn.
• Alumni Engagement committee has been created to engage Leadership San Benito grads with new program.
Item: #8. B
City Council Meeting
March 19, 2024
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CITY OF SAN JUAN BAUTISTA
CITY COUNCIL STAFF REPORT
DATE: MARCH 19, 2024
DEPARTMENT: CITY MANAGER
FROM: DON REYNOLDS
BY: DON REYNOLDS
TITLE: SCHEDULE STRATEGIC PLANNING WORKSHOP FOR
APRIL 5, AND APRIL 6, 2024
RECOMMENDED MOTION:
A motion is sought to schedule a community workshop to update the City’s 2023 Strategic Plan, and retain Citygate to conduct these meeting in time for integration into the Fiscal Year 2024/25 Budget.
RECOMMENDATION:
Approve the attached Resolution scheduling a Strategic Planning Workshops Friday April 5 and Saturday April 6, 2024, to update the 2023 Strategic Plan, and authorize the City Manager to execute a professional services agreement with Citygate to conduct these workshops.
EXECUTIVE SUMMARY
This report sets the stage for updating the City’s planning process to establish priorities for the new fiscal year. The City worked hard to complete its draft Strategic Plan with the non-profit group Citygate. This report provides the status of this work, and recommend a path forward, including scheduling a community workshop to review and update its strategies. The goal is to approve an updated Strategic Plan that establishes priorities for the FY 24/25 Budget at its regular meeting scheduled April 16, 2024.
BACKGROUND:
Between January and August 2023, the City staff and community gathered for an in-depth review of San Juan Bautista’s priorities, develop a Vision Statement, defines its Mission Statement, Values, and Guiding Priorities. The Council adopted Resolution 2023-59 on August 15, 2023 and the accepted “Strategic Plan, High Level Organizational Fiscal and Public Safety Review Report.” The Citygate Report provides critical direction for the City over the next several years.
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Provided as the second attachment to this report is “Section 7 Strategic Plan Development.” The 3rd Attachment is “Section 9 Findings and Recommendations.”
VALUES AND PRIORITIES
The City used the Values provided in 7.2.3 and Priorities 7.2.4 while developing its budget. These statements were general in nature, and the Budget defined how they would be implemented, especially the Guiding Priorities.
The Council adopted its Budget for the current fiscal year June 16, 2023, by approving Resolution 2023-43. The Priorities took the form of special initiatives in the Budget that are summarized in the first Exhibit in the Budget Resolution. At its January and February City Council meetings the City adopted a clean audit for the prior fiscal year, and re-allocated savings for new uses FY 2023/24. On February 20, 2024, the Council received the status of its special initiatives and considered changes to the funding if needed (“Mid-Year Budget Adjustments”). These initiatives are based on the recommendations from the Citygate report.
The 4th Attachment to a list of the Guiding Priorities, and a list of accomplishments over the last 9-months for each of the Guiding Priorities.
The City funded Infrastructure adding $300,000 to the projects previously accounted for it’s $21 million Capital Improvement Project list. The list of projects represents the highest infrastructure priorities in the City. The focus continues to include Wastewater ($18 million, under construction), Drinking Water and Recreation facilities.
Item: #8. B
City Council Meeting
March 19, 2024
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The issue is staff’s ability to deliver. Smaller projects tend to stack-up. Having completed the Community Hall accoustic improvements, the focus will shift to the Abbe Park ballfield lights.
The Budget set-aside additional funds for Recreation, Economic Development, and re-confirmed the effort to re-organize Public Safety. Of the two new positions the Public Safety Coordinator position has been filled. The City has hired a Recreation Assistant, has completed two successful events, and is starting several new programs. This includes a movie night at Verutti Park in May.
At the February Council meeting this position increased fr5om 20-hours per week to 30-hours to help with special events. “Section 7.2.3 Economic Development Stabilization” was funded in the current budget but without adding staff capacity to deliver. The need for fiscal stability will grow as the City’s economy grows.
FINDINGS AND RECOMMENDATIONS
Attachment 4 is “Section 9 Findings and Recommendations” from Citygate Report that includes Section 9.1 “Findings” and a list 12 “Areas for Improvement. “Section 9.2” lists 16 “Recommendations” for improvements.
9.2.1- Fiscal Recommendations (9 recommendations)
9.2.2 -Public Safety (4-recommendations)
9.2.3- Executive Leadership (3 recommendations).
9.2.1- The 9-Fiscal Recommendations began prior to the report being completed. From the Fall of 2022 to the Fall of 2023, the City updated its financial system, its “Chart of Accounts’ and accounting software. Citygate’s Andy Green recommends focusing on simple financial policies, to include the handling of cash and bank deposits, with a system to double check each other’s work. He mentioned the need for a web-site upgrade for making on-line payments more attractive and easier to complete, which we have been working on for the past six months. A policy to verify payroll to assure that no “ghost” employees are created for the purpose of embezzlement. The Budget is balanced. There are no unfunded positions. Reserve funds were used for the one-time initiatives funded this year. But technology needs attention. The City needs to focus attention on a succession plan for the contract CPA who may at some point decide to retire.
9.2.2 Public Safety – the City has made progress on recommendations #10 and #13 to hire fulltime staff and move away from Private Security. The Sheriff is close to filling the second Deputy position we hope this summer (#11). The County has not approached the City on a new contract for Sheriff services since last January (#12). But the Sheriff has really stepped up its game by assigning a different Deputy and Sergeant to the San Juan Bautista patrol.
Communications and working together have greatly improved over the past 6-months.
9.2.3 Executive Leadership – Recommendations 14-16 were placed on the back burner when the transition in Community Development began in November- December 2023. Things have stabilized with the help of private contractor support from 4-Leaf. These changes have been resolved now leaving room for new ideas.
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VALUES
To prepare the Strategic Plan for the annual budget, a careful review of the of the Sections 7.2.3 Core Values and 7.2.4 Guiding Priorities is needed. To respond to the establishment of City Values, and the Executive Leadership Recommendations, Citygate’s Stacey Bristow, (City’s 2023 facilitator), suggests that these be developed around some form of training and community outreach. Recovering still from the Benito Link Article and stigma of being a city that is “unapproachable” has been a struggle.
Ms. Bristow recommends that a Friday evening/Saturday morning work shop be held to discuss establishing a service delivery philosophy for City staff. Defining what is public service is and how it can be measured will provide those service metrics necessary to hold staff accountable to these values. In some cases, even the definition of “friendly” becomes part of the policy. In the City of Hayward, the service philosophy is “friendly, fast and fun.” Incorporated into this community conversation concerning its values, will include a conversation about unintended bias, inequity and inequality in the methods used to deliver services the City. Sometimes when the City exercise equal treatment, some feel hurt or left-out. A balance is needed based upon vetted written policies that are enforced equally for everyone.
PRIORITIES
The mid-year budget review in February and the attached list of accomplishments provides the status of the 2023 Priorities. Are there new goals to consider, or changes to the direction we are heading? The City’s economic vitality, resilience, and stability needs to be a focus this year while the economy is stable. The City needs to broaden its revenues sources from sales tax and tourism to include other forms of stable income.
FISCAL IMPACT:
No fiscal impact to the City of San Juan Bautista. Expenses to attend the Board of Directors meetings are paid by the Joint Powers Authority (JPA).
ATTACHMENTS:
1. Resolution Scheduling a Community Work Shop to update the Strategic Plan
2. Citygate Report Section 7
3. Citygate Report Section 9
4. Accomplishments
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RESOLUTION NO. 2024-XX
A RESOLUTION OF THE CITY OF SAN JUAN BAUTISTA UPDATING ITS STRATEGIC PLAN FOR FISCAL YEAR 2024/25
WHEREAS, it is in the best interest of the City of San Juan Bautista to make the most efficient use of its limited resources, be certain that its organization is efficient and effective in carrying out these services, and the City Council’s Strategic Plan aligns and supports these shared goals of the community; and
WHEREAS, the Consultant “Citygate” was founded in 1990, and provides an executive organizational consultant service dedicated to improve public agency efficiency and delivery of public services having conducted over 500 studies for more than 300 different local governments; and
WHEREAS, on the 24th of January 2023, the City Council adopted Resolution 2023-05 once again retaining the services of Citygate to develop a new “Strategic Plan, and High Level Organizational, Fiscal and Public Safety Review;” and
WHEREAS, over a 6-month period during the summer of 2023, Citygate conducted extensive public outreach including many personal interviews, citizen satisfaction surveys, and two 2-day workshops; and
WHEREAS, many of the trends and recommendations that emerged from this feedback are reflected in the City’s Fiscal Year 2023/24 Budget, and summarized in the detailed attached draft “Strategic Plan, and High Level Organizational, Fiscal and Public Safety Review” that was accepted by the City Council when it adopted Resolution 2023-59 August 15, 2023; and WHEREAS, the City Council will hold a public workshop Friday April 5th and Saturday April 6th, 2024, to seek public input to update its Strategic Plan outlined on pages 62-63 of the its Report, specifically Section 7.2.3 “Approved Core Values” and Section 7.2.4 “Approved Guiding Priorities;” and
WHEREAS, the City Council will consider the community feedback and update the Strategic Plan at its regular meeting April 16, 2024 to establish priorities for the next Budget.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of San Juan Bautista:
1) That the Staff report submitted and its conclusions are hereby deemed to be true and correct, the City Council agrees with their conclusions, and this report is made a part of this resolution by reference.
2) That the City Council seeks public input for its updated Strategic Plan, and is scheduling a workshop for this purpose Friday afternoon and Saturday morning, April 5 and 6, 2024. 3) That the feedback from the workshops will be presented as a draft strategic plan at the City Council’s regular meeting April 16, 2024.
PASSED AND APPROVED at a regular meeting of the San Juan Bautista City Council on the 19th day of March, 2024, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
APPROVED:
______________________
Scott Freels, Mayor
ATTEST:
_____________________________
Elizabeth Soto, Acting City Clerk
Item #8.C
City Council Meeting
March 19, 2024
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CITY OF SAN JUAN BAUTISTA
CITY COUNCIL REPORT
DATE: MARCH 19, 2023
DEPARTMENT: COMMUNITY DEVELOPMENT
FROM: ELIZABETH SOTO, DEPUTY CITY CLERK
BY:
TITLE: APPOINT AN AD HOC COMMITTEE TO REVIEW CANDIDATE
APPLICATIONS FOR PLANNING COMMISSION AND MAKE A
RECOMMENDATION TO THE CITY COUNCIL
RECOMMENDED MOTION:
Appoint an ad hoc committee to review candidate applications for Planning Commission and make a recommendation to the City Council to fill a vacancy RECOMMENDATION:
Staff is asking council to select two council members to serve on an ad hoc committee to review Candidate applications, interview potential candidates and make a recommendation to the City Council to select a Planning Commissioner /Historic Resources Board Candidate.
EXECUTIVE SUMMARY:
City Manager Don Reynolds received an email from Commissioner Correia advising him of his resignation. On Friday, March 15, 2024, staff posted a flyer, announcing a vacancy in the Planning Commission/Historic Resources Board, on the city website and on our three usual posting locations. The deadline to submit applications is Friday, March 29, 2024.
The next step for Council to take is to form an ad hoc committee to review applications and make a recommendation to the City Council.
BACKGROUND:
Tony Correia submitted his resignation effective February 22, 2024, leaving the Commission with a vacancy. Mr. Correia’s term was set to expire on December 2024.
Item #8.C
City Council Meeting
March 19, 2024
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FISCAL IMPACT:
None
ATTACHMENTS:
San Juan Bautista Municipal Code, Chapter 2-3 Boards and Commissions, Article 1. Planning Commission
Notice of Open Seat (Vacancy) on the Planning Commission Page | 1
Chapter 2-3 BOARDS AND COMMISSIONS
Article 1. Planning Commission
2-3-100 Creation.
There is hereby created a Planning Commission under “The Planning and Zoning Law” of the State of California. 2-3-105 Membership.
Said Planning Commission shall consist of five (5) members. 2-3-110 Qualifications – Appointment – Term.
(A) Members of the Planning Commission shall be residents and registered voters of the City of San Juan Bautista and shall not be officers or management-level employees of the City at the time of their appointment and continuously during their terms of office. A Commissioner who has moved residence from the City shall be considered to have resigned from the Commission office. (B) Planning Commission members’ terms shall be four (4) years, which terms shall be staggered. (C) Any vacancy in the Planning Commission from whatever cause arising, including expiration of term, shall be filled by appointment by the Council. Upon a vacancy occurring, leaving an unexpired portion of a term, any appointment to fill such vacancy shall be for the unexpired portion of such term. (D) When there is a vacancy to be filled on the Planning Commission, except for a successful reappointment of a Planning Commission member for a successive, consecutive term as defined in subsection (E) of this Section, the City Council shall appoint an ad hoc subcommittee of two (2) members to receive applications and/or resumes, select qualified candidates for interviews, conduct interviews and make a brief report with a recommendation to the City Council. The City Council shall consider and vote on the recommendation and shall appoint the applicant who receives a majority of votes to the Planning Commission. If an applicant does not receive a majority of votes, the ad hoc subcommittee shall select a new candidate and present that candidate to the City Council at the following meeting.
(E) The City Council may, upon expiration of a Planning Commission member’s term, reappoint the Planning Commission member for a successive, consecutive term, without requiring an ad hoc subcommittee to conduct interviews and make a recommendation. If the Planning Commissioner, whose term has expired, is not reappointed, the Council may direct the ad hoc subcommittee to review credentials and interview that Planning Commissioner, or to also consider other candidates for appointment to the Planning Commission, as set forth in subsection (D) of this Section.
2-3-115 Removal.
Any regular member of the Commission may be removed with good cause or without cause by a vote of at least three (3) members of the Council and such action shall be final and not subject to review. 2-3-120 Officers.
The Planning Commission shall elect a Chairman and a Vice Chairman from among the regular members, and shall appoint a Secretary who need not be a member of the Commission, for the terms and in the manner set forth in the by-laws of the Commission.
2-3-125 By-laws – Records.
The Planning Commission shall adopt by-laws providing for the method of electing officers, time and place of regular meetings of the Commission, which shall be held at least once a month, and such other rules as may be necessary for the transaction of the business of the Commission, and shall keep a public record of its resolutions, transactions, findings, and determinations.
2-3-130 Absences.
A Planning Commission member who is absent without excuse from two (2) official meetings of the Planning Commission in a six (6) month period shall automatically forfeit his position on the Planning Commission. The Chairman of the Planning Commission shall have the authority to determine whether or not an absence from an Page | 2
official meeting of the Commission is excused or unexcused, and all excused absences shall be reported as such in the minutes of the meeting from which the absence occurred. The standard which the chairman must use in determining whether an absence is to be excused or unexcused is whether or not the average conscientious member of the Planning Commission would probably be absent under similar condition.
When it is determined that a member of the Planning Commission has been absent without excuse from two (2) official Planning Commission meetings in a six (6) month period, the secretary of the Planning Commission shall promptly inform the City Council and the member whose position has been forfeited. 2-3-135 Meeting place.
Permission is hereby granted to the Planning Commission to use the Council Chambers in the City Hall as the place for its meetings or such other public facility within the corporate limits as deemed by the Planning Commission and the City Council to be appropriate and convenient for the conducting of such meetings, providing that such meetings shall not conflict with meetings of the City Council.
2-3-140 Quorum.
Three (3) of the members of the Planning Commission shall constitute a quorum of said Commission for the transaction of business.
2-3-145 Duties and powers.
The Planning Commission and the respective members thereof shall perform the duties and shall have all of the rights, powers and privileges specified and provided for in the Planning and Zoning Law as set forth in Title 7 of the Government Code, beginning with Section 65000.
2-3-150 No authority to incur debt.
The Planning Commission shall have no power or authority to bind or obligate the City or any officer or department thereof for any money, debt, undertaking or obligation of any kind in excess of the appropriation which the City Council may have made for the purposes of said Commission in any fiscal year. 2-3-155 Forfeiture of position.
A Planning Commission member who is absent from any special session of the Planning Commission which is scheduled by the City Council shall forfeit his position upon determination by the City Council that the absence was unexcused.
City of San Juan Bautista, City Hall
311 Second Street, P.O. Box 1420, San Juan Bautista, California 95045 City of San Juan Bautista
Planning Commission / Historic Resources Board
NOTICE OF OPEN SEAT
City Leaders are seeking qualified community members to help shape our future.
The City Council of the City of San Juan Bautista is now accepting applications to fill One (1) vacancy on the San Juan Bautista Planning Commission and Historic Resources Board.
The open seat is for an unexpired term that ends December 2024.
Position requirements, as established in the San Juan Bautista Municipal Code, include San Juan Bautista residency and must be registered to vote in the City of San Juan Bautista. Additionally, Planning Commissioners are required to attend training, and should have an interest and knowledge in historic preservation.
Planning Commission is advisory to the City Council and therefore shall perform the duties and shall have all of the rights, powers and privileges specified and provided for in the Planning and Zoning Law as set forth in Title 7 of the Government Code, beginning with Section 65000.
Historic Resources Board (HRB) assist and advise the Planning Commission in cultural and historic preservation efforts, including the powers and duties in Section 11.06.040 Historic Resources Board. The HRB shall act as an advisory body to the Planning Commission Planning Commission/Historic Resources Board meetings are held the first Tuesday of each month at 6:00 p.m. in City Hall Council Chambers, 311 Second Street, San Juan Bautista, CA.
To apply for the position please submit an application (available on the city website at www.sanjuan-bautista.ca.us ) and a letter of interest to the City Clerk’s Office in City Hall by Friday, March 29, 2024 at 5:00 p.m. Letters of interest will be kept on file for one (1) year.
Item: # 9.A
City Council Meeting
March 19, 2024
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CITY OF SAN JUAN BAUTISTA
CITY COUNCIL STAFF REPORT
DATE: MARCH 19, 2024
DEPARTMENT: CITY MANAGER
FROM: DON REYNOLDS
BY: DON REYNOLDS
TITLE: STATUS OF THE CITY’S IMPORT OF DRINKING WATER
FROM SAN BENITO COUNTY WATER DISTRICT
RECOMMENDED MOTION:
Discuss the status of the City’s import of drinking water from the San Benito County Water District (“Water District”).
RECOMMENDATION:
Consider the various aspects of the city’s effort to comply with its regulators to improve the quality of water and seek answers to any issues that remain undiscussed.
EXECUTIVE SUMMARY:
On October 13, 2020, the City Council adopted Resolution 2020-51, agreeing to build a wastewater and drinking water project to end the City’s persistent violation of its regulatory permits. The wastewater project is under construction. The drinking water project is ready to begin this year.
This report will summarize the status of the drinking water project design and development, the agreements that have to be executed, its draft budget assumptions, and potential funding sources.
BACKGROUND:
The City’s water and wastewater utilities are regulated by the Regional Water Quality Control Board, (“Water Board”). The wastewater system is also regulated by the Environmental Protection Agency (“EPA”) because the effluent is discharged to the creek, The effluent is regulated buy a “National Pollution Discharge Elimination System,” (“NPDES”) permit. Due to persistent violations of the City’s wastewater permit dating back to 2007, in 2019, the City was informed that it was facing fines of more than $900,000, and violations of discharging too much salt continue today. In 2020 under the Administrative Order on Consent imposed by the EPA in August 2020, the City Council adopting Resolution 2020-51 October 16, 2020 and selected two capital Item: # 9.A
City Council Meeting
March 19, 2024
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improvement projects, that will bring the it into compliance; one for the wastewater system and a second addressing the quality of its drinking water.
The City of Hollister and the City agreed to a Memorandum of Understanding (“MOU”) in February 2021. The 40-year wastewater agreement with Hollister replaced the MOU in 2023 and assures Hollister that by accepting the City’s wastewater it will not cause them to violate their regulatory permits. The sewer force main to Hollister is under construction, and when complete will include the closure of the City’s wastewater treatment plant.
The City was successful raising grant funds of $10 million dollars from the EPA, Water Board, and USDA, and securing a low interest loan of 2.5% interest from the USDA to finance the CIP.
Residents also support this project by accepting rate increases to pay the debt services on the loan.
The City relies on ground water as its source from two of three existing wells. One well is not being used to high nitrates (discussed below). The quality of the groundwater is hard and salty.
The EPA and Water Board also require the City to change it source of drinking water to reduce its calcium carbonate, and high chlorine and sodium content. The second water project approved by the EPA and Water Board involves the import of surface water from the West Hills Treatment Plant operated by the San Benito County Water District (“District”). This surface water will be blended with the ground water at an estimated ratio of 60% surface water with 40% ground water.
The City and the District have also executed a MOU.
The residents also approved a water rate increase for the purpose pf paying for this pipeline from the District to import surface water for drinking. The City expects to secure grants and low-loan(s) to keep the expenses within the current budget to avoid future increases (as will be described) below. This report is intended to provide the City Council with an update as to the status of this drinking water import project.
DISCUSSION
Between 2020 and 2021, the City accepted the District’s proposal to finance and build a water line to the City’s Well 6 on San Juan Hollister Road, with a path along the foothills south of State Hwy 156. The City and District have drafted two Agreements at that time, one for the pipeline, and second for the purchase of water from the District. After making no headway to acquire right of way from private property owners, the new General Manager determined and the District Board supports a different course using the soon-to-be relinquished State Highway 156. It has also been decided that the City will own the pipeline, not the District. This makes sense as the City intends to finance its construction without District help (at a better interest rate), and maintain and operate it.
In January, the District had competed a new 30% design for the new route. Hopefully, if the pipe can be placed in the shoulder as proposed, there will be considerable savings by reducing asphalt expenses. The road will only be accepted by the County and by COG after it has been rehabilitated and re-surfaced. The pipe must be laid along the route before it can be refurbished and the Caltrans relinquishment can happen.
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City Council Meeting
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The District has recently met with Caltrans and COG to discuss the proposed route along the old Hwy 156. These discussions are moving quickly now. COG informed the District in February, that the pipe must be laid between August and October 2024. This caused the District to propose a two-phase project to allow the pipeline to move ahead now. The second phase will address the pumping and treatment of the water. A substantially more completed design for the pipeline was shared with Caltrans March 12, 2024.
MICROVI AND WELL 6 WATER QUALITY
In 2020 the City agreed to test a new technology that removes nitrates from well water using a biochemical reaction with little or no bi-products. Well 6, removed from duty in March 2020, due to increasing nitrate test results, was used to test the system. It is referred to as the MICROVI System, and is worth approximately $500,000. Originally the test water was sent directly to the wastewater treatment plant. It performed well enough to receive the Water Board’s approval for use. An amendment to the Drinking Water Permit was then proposed to the Water Board which after almost a year was finally approved. The project then had to be designed for installation and integration into the system. The well water will be filtered for iron and manganese before it is sent to the MICROVI system. The City has spent $91,000 completing the proposed new Water District blending permit application and design of the system connection. The initial cost estimate for installing MICROVI s $250,000, and this estimate needs to be refined.
The City may be asking the Water Board if Well 6 will be necessary after the District water is connected. The City Engineer has been asked if the cost is worth it. Well 6 may no longer be necessary.
QUANTITY OF IMPORTED DRINKING WATER
The decisions made to import drinking water were made in 2021, and the new General Manager at the Water District questioned their current validity. He was not aware that the City has banned the use of brine producing water softeners, and will begin enforcing this policy once the District water is connected. The author of the City’s Wastewater and Water Master plan Tony Akel Engineering Group was asked to work with MSN’s water experts to update the calculations and verify the blending ratio. At a meeting February 16, 2024, the MSN Engineer provided a method to model the impact of different blending ratios and their ability to lower the quantities of chloride, sodium, and hardness. A 16-page memorandum was drafted and received March 12, 2024 which describes certain scenarios and varying blending rates. Due to the high concentrations from wastewater received from the three industrial users, (80% of which comes from one of the three users), it may be possible at times that the City’s wastewater sent to Hollister exceeds their permit levels. The amount of water from the industrial users changes frequently throughout the year. The drought conditions stress the City’s wells sufficiently enough to impact water quality as well.
These examples of several different scenarios to evaluate. In summary, the actual daily ratio of well water blended with surface water may vary from day to day and month to month. The City may be approaching the industrial users for pre-treatment. Certainly the 20-year old agreements with Ture Leaf and Coke Farms have to be updated (Coke Farms production was sold to another company but they still own the land). In Taylor’s case, there is no agreement. More work is needed to complete this study and ratios will vary.
Item: # 9.A
City Council Meeting
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FISCAL IMPACT:
The budget for the imported drinking water project has been updated using the most current design.
The Phase 1 pipeline project is estimated to cost $5.24 million. The Phase 2 water treatment and connection project is estimated to cost $3.65 million. The total cost of the project is now $8.9 million, which is about twenty-seven percent higher than the 2021 estimates. But those older estimates greatly underpriced the cost of the right-of way is the City and District had to resort to eminent domain.
The goal is to raise sufficient grant funds to keep the debt service at or below the amount considered in the 2021 Rate Study. Specific State and Federal programs have already been identified.
For the past two-weeks the City has been meeting with State and Federal legislators. They have great confidence in the City’s ability to deliver this shovel ready project and support it. This includes Senator Butler, Representative Lofgren, State Senator Caballero and Speaker of the House Assemblymember Rivas. The City applied for support from Caballero and Butler’s office by the deadline March 12, 2024. A detailed request was sent March 13, 2024 to Robert Rivas’ office. Rojas Communications is part of these efforts, and has facilitated the logistics for a City Council visit to Sacramento March 21st. We have plans to visit the Senator and Speaker of the House when we are there. Hopefully we get to meet Senator John Laird.
City of San Juan Bautista
Office of The City Manager I 311 Second Street I P.O. Box 14201 San Juan Bautista1 CA 95045 Phone: (831) 623-4661 ext. 14 I Fax: (831) 623-4093 I www.san-juan-bautista.ca.us March 12, 2024
Honorable Senator Caballero
14 th District
Capital Office
1021 0 Street, Suite 7620
Sacramento, CA 95814
RE: Regionalization Solution for San Juan Bautista's Drinking Water Supply Dear Senator Caballero:
The City of San Juan Bautista (the "City") hereby requests that it be included in the 2024 Senate District 14 Budget Request. The following information is provided pursuant to the Budget Request Guidelines.
The City's existing water and wastewater infrastructure, due to the excessive groundwater salt content, is inadequate to provide acceptable drinking water and to treat wastewater to the required environmental standards.
The City, in cooperation with the neighboring San Benito County Water District and City of Hollister, has developed a regional solution:
• Import surface water from the San Benito County Water District and dilute the City's ground source water to an acceptable salt content; and
• Send wastewater to the modem regional wastewater treatment plant in the City of Hollister for proper treatment.
This solution is the most cost-effective and environmentally responsible alternative.
With your prior help, the City was able to obtain the funding for the wastewater project, which is currently under construction. We are now in the process of securing funding for the water project.
Below is the City's application following your Budget Request Guidelines.
1. Name of the Entity: City of San Juan Bautista
2. Contact Information:
Don Reynolds
City Manager
[email protected]
(831) 623-4661 X 14
Dmitry Semenov, Ridgeline Municipal Strategies
Principal
[email protected]
(916) 250-1590
Honorable Senator Caballero
March 12, 2024
3. The City will not transfer any funds to a non-profit.
4. Project Name: Regionalization Solution for San Juan Bautista's Drinking Water Supply
5. Total Dollar Amount of Funds Requested for FY 2024-25: $5,000,000 to partially fund a 6-mile pipeline to import drinking water from the West Hills Treatment Plant into the City.
6. Project Timeline: The project is shovel-ready and can start construction as soon as funding is secured. We expect the project to be able to commence construction as early as August 2024 ( assuming funding availability) and take approximately 18 months to complete.
7. Project Budget: The budget is estimated at $15 million. The City intends to fund the project with a combination of grants and debt (likely a USDA or SRF loan).
In addition to this funding request, the City is pursuing four other grant opportunities (USDA, WRDA, and two federal earmark requests).
In preparation for project financing, the City has increased its water rates by 60- 70%.
8. Status of Planning: The project design is essentially complete. The PER report is 95% complete and is in the final stages of review. The entire length of the pipeline will be located within the public right-of-way, with minimal environmental impacts and no need for right-of-way acquisition.
9. Project Photos and Specifications: The enclosed Basis of Design report describes project alignment and specifications.
10. Project Description:
The City's existing water and wastewater infrastructure, due to the excessive groundwater salt content, is inadequate to provide acceptable drinking water to the community and to treat wastewater to the required environmental standards.
The City, in cooperation with the neighboring San Benito County Water District and City of Hollister, has developed a regional solution:
• Import surface water from the San Benito County Water District and dilute the City's ground source water to an acceptable salt content; and
• Send wastewater to the modem regional wastewater treatment plant in the City of Hollister for proper treatment.
This solution is the most cost-effective and environmentally responsible alternative. The combined cost of the project is estimated at approximately $40 million ($25 million for wastewater and $15 million for water).
Honorable Senator Caballero
March 12, 2024
The wastewater portion of the project is fully funded (with your help) and under construction. The City is now in the process of designing and obtaining funding for the water portion. We expect to be able to start project construction as soon as funding is available.
To pay for the projects, the City has increased its wastewater rates by 80% and water rates by 60- 70%. The City has a population of approximately 2,000 people. The project is very expensive for such a small community.
We expect to fund the water project through a combination of grants and low interest rate loans from the USDA and/or the State Revolving Fund.
The use of your grant funding proceeds will be determined by the overall funding mix and requirements of the loan funding and will include an allocation of a portion of the planning and design, construction, and construction management costs.
11. Project Benefits:
The California State Water Resources Control Board has been assessing steep fines on the City for over a decade now and the U.S. Environmental Protection Agency has issued an order for the City to bring its wastewater system into compliance with the wastewater discharge requirements.
Importing water is a key part of the solution, as it will eliminate the need for water softeners.
The completion of the project will result in the following benefits:
• Public health benefits:
o Safe drinking water
o Improved wastewater treatment
o Water system resiliency and diversification of water supply • Environmental benefits:
o Correction of environmental standards violations
o Groundwater conservation
o Recycling of water for agricultural uses
o Elimination of need for brine producing water softeners • Economic benefits:
o Shovel-ready project
o Infrastructure modernization
o Regionalization of water supply and wastewater treatment • Community benefits:
o Improved quality of life (no more hard water)
As you can see, our community has stepped up in its commitment to pay for this project. The substantially increased water rates, while being a heavy burden, will ensure that the City is able to pay the debt service on the project financing.
Honorable Senator Caballero
March 12, 2024
The City is working hard to apply for various sources of grant funds, which are necessary to help cover the funding gap. This request for the $5 million from the State will be an important piece of the project funding mix.
Your partnership and support were instrumental in getting the wastewater portion of the project to become a reality and we hope to achieve the same outcomes with the water project as well.
Of course, any support is greatly appreciated. We are submitting funding requests to the offices of State Assemblymember Rivas and United States Senator Butler. We are happy to work with you and your staff further on this application. Please, reach out to me anytime, and thank you for your consideration.
Sincere:2___
oUta,ct, -
City Manager
cc: Anna Velazquez, Chief of Staff
San Juan Bautista City Council
Attachments:
Water Project Basis of Design Report
City of San Juan Bautista
Office of The City Manager I 311 Second Street I P.O. Box 1420, San Juan Bautista, CA 95045 Phone: (831) 623-4661 ext. 14 I Fax: (831) 623-4093 I www.san-juan-bautista.ca.us March 13, 2023
Honorable Speaker of the House Robert Rivas
29th District
State Capitol
P.O. Box 942849
Sacramento, CA 94249-0029
RE: City of San Juan Bautista Water Compliance Project- Funding Request Requesting entity:
City of San Juan Bautista
311 2
nd Street I P.O. Box 1420
San Juan Bautista, CA 95045
Points of contact:
Don Reynolds
City Manager
(831) 623-4661 X 14
[email protected]. us
Project description:
Dmitry Semenov, Ridgeline Municipal Strategies
Principal
(916) 250-1590
[email protected]
In 2020, the City of San Juan Bautista (the "City") begun an ambitious effort to upgrade its antiquated water and wastewater systems, at an estimated total cost of $40 million. The City is seeking a $3 million grant to help off-set costs for its $15 million water force main.
The City's existing water and wastewater infrastructure, due to the excessive groundwater salt content, is inadequate to provide acceptable drinking water and to treat wastewater to the required environmental standards.
The City, in cooperation with the neighboring San Benito County Water District and City of Hollister, has developed a regional solution:
• Import surface water from the San Benito County Water District and dilute the City's ground source water to an acceptable salt content; and
• Send wastewater to the modern regional wastewater treatment plant in the City of Hollister for proper treatment.
This solution is the most cost-effective and environmentally responsible alternative. The combined cost of the project is estimated at approximately $40 million ($25 million for wastewater and $15 million for water).
Honorable Robert Rivas
March 13, 2024
Page2
The wastewater portion of the project is fully funded and under construction.
The City is in the process of designing and obtaining funding for the water portion. We expect to be able to start project construction as soon as funding is available.
To pay for the projects, the City has increased its wastewater rates by 80% and water rates by 60- 70%. The City has a population of approximately 2,000 people. The project is very expensive for such a small community.
We expect to fund the water project through a combination of grants and low interest rate loans from the USDA and/or the State Revolving Fund.
Why is the project important?
The California State Water Resources Control Board has been assessing steep fines on the City for over a decade and the U.S. Environmental Protection Agency has issued an order for the City to bring its wastewater system into compliance with the wastewater discharge requirements.
The completion of the project will result in the following benefits:
• Public health benefits:
o Safe drinking water
o Water system resiliency and diversification of water supply o Improvement of wastewater treatment
• Environmental benefits:
o Groundwater conservation
o Correction of environmental standards violations
o Recycling of water for agricultural uses
o Elimination of the need for brine-producing water softeners • Economic benefits:
o Shovel-ready projects
o Infrastructure modernization
o Regionalization of water supply and wastewater treatment • Community benefits:
o Improved quality of life (no more hard water)
Total Project Budget: $15,000,000
Si~;c_
Don Reynolds
City Manager
cc: San Juan Bautista City Council