Page | 1 City Council Meeting Minutes (March 19, 2024)
CITY OF SAN JUAN BAUTISTA
CITY COUNCIL
UNOFFICIAL MEETING MINUTES
MARCH 19, 2024
1. CALL TO ORDER
Mayor Pro Tem Jordan called the regular meeting to order at 5:02 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:
Elizabeth Soto, CMC, CPMC, Acting City Clerk
Don Reynolds, City Manager
Jon R Giffen, City Attorney
2. CLOSED SESSION – 5:00 P.M. – 6:00 P.M.
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.
No public comment.
Mayor Freels adjourned to closed session at 5:05 p.m.
Mayor Freels reconvened the meeting at 6:02 p.m.
3. INTRODUCTION
A. Roy Morales, Public Safety Coordinator
City Manager Don Reynolds introduced Public Safety Coordinator Roy Morales. The City Council welcomed Mr. Morales.
4. PROCLAMATION
A. Women’s History Month, March 2024
The City of San Juan Bautista proclaimed March 2024 as Women’s History Month.
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5. PUBLIC COMMENT
Comment was received from the following members of the public:
Cortney
6. INFORMATIONAL ITEMS AND REPORTS
A. Treasurer’s Report and Monthly Financial Statements
City Treasurer Michelle Sabathia provided the Monthly Financial Statement for January 2024.
No public comment.
B. Reports from City Council Representatives to Regional Organizations and Committees
The City Council reported on the meetings they attended and provided a brief overview.
No public comment.
C. City Council Announcements
The City Council announced the upcoming events happening in the city of San Juan Bautista.
City Manager provided an update on the Sewer Force Main to Hollister – staying on time and under budget. No public comment.
D. City Manager’s Report
City Manager Don Reynolds provided the PowerPoint Presentation and fielded questions from the City Council.
The following members of the public commented on the report:
Michael Ponce
a. Fire Department Update –
No information was reported.
No public comment.
b. Sheriff Department Update –
No information was reported.
The following members of the public commented on the report:
Michael Ponce
7. CONSENT
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) Page | 3 City Council Meeting Minutes (March 19, 2024)
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. – tabled Consent item H was tabled.
No public comment.
MOTION:
Upon motion by Sabathia, second by Councilmember Morris-Lopez, the Consent Agenda, items A, and D-G, was approved.
AYES: Councilmembers: Freeman, Jordan, Morris-Lopez, Sabathia, and Mayor Freels; NOES:
None; ABSTAIN: None; ABSENT: None
Item B
No public comment.
MOTION:
Upon motion by Mayor Pro Tem Jordan, second by Councilmember Sabathia, the Consent Agenda, item B, was approved.
AYES: Councilmembers: Freeman, Jordan, Morris-Lopez, Sabathia, and Mayor Freels; NOES:
None; ABSTAIN: None; ABSENT: None
Item C
No public comment.
MOTION:
Upon motion by Mayor Pro Tem Jordan, second by Councilmember Morris-Lopez, the Consent Agenda, item C, was approved.
AYES: Councilmembers: Freeman, Jordan, Morris-Lopez, Sabathia, and Mayor Freels; NOES:
None; ABSTAIN: None; ABSENT: None
8. ACTION ITEMS
A. San Benito Leadership Institute
Brenda Weatherly, Program Manager, San Benito Leadership Institute, provided the report.
Applicants must either work or live in San Benito County. The application deadline is planned for May 17th. Cohort members will be selected after being interviewed by a SBLI Committee panel.
The application will be available to businesses, nonprofits, and government organizations in San Benito County, indicating that applicants must either work or live in the county.
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No public comments were received.
MOTION:
Upon motion by Mayor Pro Tem Jordan, second by Councilmember Morris-Lopez, the Request for a Sponsorship of $5,000 to Help Support the New Adult Leadership Education Program, was approved.
AYES: Councilmembers: Freeman, Jordan, Morris-Lopez, Sabathia, and Mayor Freels; NOES:
None; ABSTAIN: None; ABSENT: None
B. Schedule a Strategic Planning Workshop
City Manager Don Reynolds provided the report. The purpose of the Citygate Report is to provide critical direction and recommendations for the City of San Juan Bautista. It serves as a comprehensive assessment and evaluation of various aspects of the city's operations, including fiscal management, public safety, and executive leadership. It serves as a guide for the city's strategic planning and decision-making processes, helping to shape priorities and initiatives for the future.
The City of San Juan Bautista is scheduling a Strategic Planning Workshop on April 5 and April 6, 2024, to update the 2023 Strategic Plan. The workshop is aimed at establishing priorities for the new fiscal year and integrating them into the Fiscal Year 2024/25 Budget. The City worked with the non-profit group Citygate to complete its draft Strategic Plan, which provides critical direction for the City over the next several years. The City has adopted a Budget for the current fiscal year, which includes special initiatives based on recommendations from the Citygate report.
The City has made progress on recommendations for fiscal improvements, public safety, and executive leadership, but there is still room for new ideas and improvements in these areas.
The City Council agreed that the Strategic Planning Workshop should be one day.
No public comments were received.
SUBSTITUTE MOTION:
Upon motion by Councilmember Mayor Pro Tem Jordan, second by Councilmember Sabathia, the Resolution scheduling a Strategic Planning Workshops on a date to be determined to update the 2023 Strategic Plan, was approved.
AYES: Councilmembers: Freeman, Jordan, Morris-Lopez, Sabathia, and Mayor Freels; NOES:
None; ABSTAIN: None; ABSENT: None
Mayor Freels recessed to a short recess at 7:40 p.m.
Mayor Freels reconvened the meeting at 7:54 p.m.
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C. Historic Resources Board / Planning Commission Vacancy Councilmember Morris-Lopez suggested extending the application deadline to April 15, 2024.
If zero to one (0-1) application is received, the deadline should be extended to April 15, 2024.
The following members of the public commented on the report:
Aida Pisano
SUBSTITUTE MOTION:
Upon motion by Councilmember Mayor Pro Tem Jordan, second by Councilmember Sabathia, Mayor Pro Tem Jordan, and Councilmember Sabathia was appointed to the Ad Hoc committee to review candidate applications for Planning Commission and make a recommendation to the City Council to fill a vacancy, was approved.
AYES: Councilmembers: Freeman, Jordan, Morris-Lopez, Sabathia, and Mayor Freels; NOES:
None; ABSTAIN: None; ABSENT: None
9. DISCUSSION ITEMS
A. Discuss the status of the City’s import of drinking water from the San Benito County Water District (“Water District”).
City Manager Don Reynolds and Doug Pike, City Engineer, MNS Engineers provided the report.
The City Council adopted Resolution 2020-51 in October 2020 to address persistent violations of regulatory permits for wastewater and drinking water. The wastewater project is under construction, and the drinking water project is ready to begin this year. The City's water and wastewater utilities are regulated by the Regional Water Quality Control Board and the Environmental Protection Agency (EPA). The City faced fines of over $900,000 for wastewater violations and continues to violate discharge limits for salt. The City has secured grant funds of $10 million from the EPA, Water Board, and USDA, as well as a low-interest loan from the USDA, to finance the capital improvement projects.
Residents have also accepted rate increases to pay for the project. The City currently relies on groundwater from two of three existing wells, but the EPA and Water Board require a change in the source of drinking water to reduce calcium carbonate, chlorine, and sodium content. The City plans to import surface water from the West Hills Treatment Plant operated by the San Benito County Water District and blend it with groundwater at a ratio of 60% surface water to 40% groundwater. The City is working on the installation of the MICROVI System to remove nitrates from well water. The City is also evaluating the blending ratio of well water and surface water to lower chloride, sodium, and hardness levels. The actual daily ratio may vary, and the City may need to approach industrial users for pre-treatment.
The following members of the public commented on the report:
Michael Ponce
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10. FUTURE AGENDA ITEMS
City Manager Reynolds stated that there are two pending items that will be brought forth before the City Council.
Mayor Pro Tem Jordan requested to add Lang Street Park as a discussion item.
11. ADJOURNMENT
Motion to adjourn the meeting by Councilmember Sabathia, second by Councilmember Freeman. All in favor.
There being no other business, Mayor Freels adjourned the meeting at 9:04 p.m.
APPROVED:
_____________________
Scott Freels, Mayor
ATTEST:
_______________________________________
Elizabeth Soto, CMC, CPMC, Acting City Clerk
Item: 9.A
City Council Meeting
Date: May 21, 2024
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CITY OF SAN JUAN BAUTISTA
CITY COUNCIL STAFF REPORT
DATE: MAY 21, 2024
DEPARTMENT: CITY MANAGER
FROM: DON REYNOLDS
BY: DON REYNOLDS
TITLE: FISCAL YEAR 2024/25 DRAFT BUDGET
RECOMMENDED MOTION:
Four recommendations are before the City Council:
1. Receive the Fiscal Year 2024/25 Draft Budget, (ClearGov)
2. Set dates for a budget work shop in June, (the 6th or 11th of June?)
3. Schedule the budget for adoption at its regular June 18, 2024 City Council meeting, and
4. Request the Mayor to appoint two members of the City Council to a special “Public Safety Contract Negotiating Team,” focusing on the Fire Services contract as an immediate priority.
RECOMMENDATION:
It is recommended that the City circulate the draft Budget for public comment and feedback, and appoint a City Council Ad-Hoc Committee to weigh the City’s options for fire services.
EXECUTIVE SUMMARY:
Following the acceptance of the Audit (Resolution 2024-04), the Budget “cadence” considered the need for mid-year adjustments which were handled without cost increases to the General Fund using savings accumulated from vacancies primarily the cost of the second dedicated deputy that is not been filled.
This year the revenues are stable and in line with the predictions made in June 13, 2023 when the Budget was adopted. For FY 2024/25, and for the second straight year, the General fund is projected to grow less than 1%. As presented, expenses are currently budgeted lower than in previous years. Sales Tax is projected to decrease ten percent.
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This year the expenses are also in line with anticipated costs, with one exception; the fire services contract. On May 6, 2024 the Hollister City Council directed staff to re-evaluate this contract with the City. This may impact the City's General Fund Balance.
BACKGROUND:
The Mid-Year budget staff report reviewed the status of the various City initiatives. All are progressing except Economic Development. Recreation has been very popular and is continuing to grow without stretching the General Fund beyond capacity. The reorganization of the Public Safety function is also underway as the City prepares to hire its second FTE Community Service Code Compliance Officer position and can terminate its contract for private security. The City is almost fully staffed with two recruitments closing in May.
The City has an ambitious Capital Improvement Plan. Street improvements are more costeffective on larger scales. Funds have been saved now since 3 fiscal years, and have been accumulating sufficient funds have been accumulated to plan for large projects next fiscal year.
The Pavement Management Plan will be used to determine which streets get the attention next.
Several building improvements were completed this fiscal as shared at Mid-Year. Luck Park historic improvements are in a design mode, and the Library is completing its rain gutters and new door. Abbe Park ball field lights are in the cue.
The most critical infrastructure improvements are the water and wastewater systems. The wastewater project is under construction with an updated completion date of June 2025. The water project stalled while the GM leadership was in flux, but design is again underway. The City is working hard to pay for the project with grant and low interest loan financing like it was successful doing for the sewer project.
DISCUSSION
Attached to this report are several narratives that are part of the “Cleargov” Budget Book. The link to the ClearGov budget book is here:
https://city-san-juan-bautista-ca-budget-book.cleargov.com/16341 Attached this report and embedded in the draft Budget is the updated Strategic Plan discussed at the May 4 workshop. This includes a list of accomplishments from Fiscal Year 2023/24, a summary of the newly considered Strategic Plan, and an 11-page list of 63 goals for the City to complete. These are prioritized, and 25-of the goals are part next year’s focus.
Following that is a two-page summary of Budget Issues and Priorities. It describes the Hollister’s City Council decision Monday May 6, 2024, to re-open the fire services contract for discussion.
Without a growing source of General Fund Revenue, this appears to be the biggest threat to a “business as usual” approach for FY 24/25. The City pays $130 per capita for fire services.
Hollister’s $14 million budget serving the County is closer to $215 per capita. Hollister could come back with a suggested increase of more than $100,000. This why staff is seeking the Mayor’s appointment of a 2-Councilmember Ad Hoc Committee to help monitor the fire services contract