Agenda packet — San Juan Bautista City Council, May 21, 2024

City of San Juan Bautista
The “City of History”
www.san-juan-bautista.ca.us

CITY COUNCIL

REGULAR MEETING
TUESDAY, MAY 21, 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
https://us02web.zoom.us/j/88373320235
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. Conference with Legal Counsel—Anticipated Litigation – (Significant exposure to litigation pursuant to paragraph (2) of subdivision (d) of Government Code section 54956.9: One case.) b. Public Employee Performance Evaluation – (California Government Code section §54957(b)(1)) – the City Manager.

3. PROCLAMATION
A. San Juan Bautista Soccer Club, Recognition and Presentation of Trophy to the City B. National Preservation Month Awards: Tuccoletta Hall/Plaza Market; and The Lovett House Page | 4 City Council May 21, 2024
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.us subject to Staff’s ability to post the documents before the meeting, or Acting City Clerk Elizabeth Soto at [email protected] 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, May 17, 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/. 2024 Preservation month candidates
A private building on 800 Second Street, The Lovett House A public building on 203 Third Street, The Toccoletta Hall/Plaza Market ...

Pick one form each candidate ............
#1
#2
#3
#4
#5
#6
#7
City of San Juan Bautista
California
~ National Public Works Week, May 19-25, 2024 ~
WHEREAS, public works professionals focus on infrastructure, facilities and services that are of vital importance to sustainable and resilient communities and to the public health, high quality of life and well-being of the people of San Juan Bautista; and WHEREAS, these infrastructure, facilities and services could not be provided without the dedicated efforts of public works professionals, who are engineers, managers, and employees at all levels of government and the private sector, who are responsible for rebuilding, improving, and protecting our nation’s transportation, water supply, water treatment and solid waste systems, public buildings, and other structures and facilities essential for our residents; and WHEREAS, it is in the public interest for the residents, civic leaders and children in San Juan Bautista to gain knowledge of and to maintain an ongoing interest and understanding of the importance of public works and public works programs in their community; and WHEREAS, the 64th Annual National Public Works Week theme “Advancing Quality of Life For All,” shines the spotlight on the way public works professionals contribute to and enhance the quality of life in all the communities they proudly serve.

NOW, THEREFORE, I, Mayor Scott Freels, on behalf of the San Juan Bautista City Council, do hereby designate the week MAY 19-25, 2024 as “NATIONAL PUBLIC WORKS WEEK” and urge all residents to join with representatives of the American Public Works Association and government agencies in activities, events, and ceremonies designed to pay tribute to our public works professionals, engineers, managers, and employees and to recognize the substantial contributions they make to protecting our national health, safety, and quality of life.
.

Dated this 21st day of May 2024
____________________________
Scott Freels, Mayor
San Juan Bautista
California
~ LGBTQ+ Pride Month, June 2024 ~
WHEREAS, the City Council of San Juan Bautista recognizes and proclaims the month of June 2024 as Lesbian, Gay, Bisexual, Transgender and Queer (LGBTQ+) “Pride Month” throughout the City of San Juan Bautista; and
WHEREAS, City of San Juan Bautista joins to observe Pride Month with a Pride flag raising ceremony to honor the history of the LGBTQ+ liberation movement and to support the rights of all residents to experience equality and freedom from discrimination; and WHEREAS, the rainbow flag is widely recognized as a symbol of pride, inclusion, and support for social movements that advocate for LGBTQ+ people in society; and WHEREAS, the City of San Juan Bautista is committed to supporting visibility, dignity and equality for LGBTQ+ people in our diverse community; and
WHEREAS, this nation was founded on the principle that every individual has infinite dignity and worth, and the City Council calls upon the people of San Juan Bautista to embrace this principle and work to eliminate prejudice everywhere it exists; and
WHEREAS, celebrating Pride Month influences awareness and provides support and advocacy for the Pride Month LGBTQ+ community, and is an opportunity to take action and engage in dialogue to strengthen alliances, build acceptance and advance equal rights; and WHEREAS, the rainbow flag will be raised on June 1, 2024 recognizing all LGBTQ+ residents whose influential and lasting contributions to our neighborhoods make San Juan Bautista a vibrant community in which to live, work and visit.

NOW, THEREFORE BE IT RESOLVED on behalf of the San Juan Bautista City Council we do herby proclaims JUNE 2024 as “PRIDE MONTH” in support of the LGBTQ+ community.

Dated this 21st day of May 2024.
______________________ ______________________
Mayor Scott Freels Mayor Pro Tem Leslie Q. Jordan
______________________ ___________________ __________________ Councilmember John Freeman Councilmember Morris-Lopez Councilmember Sabathia San Juan Bautista
California
~ Mental Health Awareness Month, May 2024 ~
WHEREAS, Children and youth across the country are facing a mental health crisis that disproportionately impacts young people of color, LGBTQ+ youth, and those in under-resourced communities; and
WHEREAS, Nationally, over 60% of youth experiencing major depression do not receive treatment.

Data shows that from 2018 to 2022, suicide was the second leading cause of death among California’s youth aged 10 to 25 years. CDC data shows that nearly 10% of children in the U.S. ages 3-17 years, in 2016-2019, were diagnosed with ADHD, anxiety, behavioral problems, or depression. During this period, about 3 in 4 children with depression also had anxiety. It is important to note that depression and anxiety in children ages 6-17 years increased from 5.4% in 2003 to 8.4% in 2012; and WHEREAS, The core of the state’s Master Plan for Kids’ Mental Health, the Children and Youth Behavioral Health Initiative is transforming how California meets the behavioral health needs of children, youth and their families. This effort is laying the foundation and developing the infrastructure to support a more coordinated, youth-centered, equitable, stigma-free and accessible system that prioritizes prevention and early intervention; and
WHEREAS, We recognize the need to work together and integrate the efforts of our child-serving systems under a shared vision, shared goals and shared accountability. We’ll continue to collaborate with schools, behavioral health providers, health plans and communities to make sure our children get care when, where, and how they need it; and
WHEREAS, Children’s Mental Health Awareness Week – the first week of Mental Health Awareness Month – is a reminder of how important it is to connect with and be there for one another, and to reach out for help if you or someone you love is struggling; and NOW THEREFORE I, Mayor Scott Freels, on behalf of the City Council of the City of San Juan Bautista, do hereby proclaim May 2024, as “Mental Health Awareness Month” and urge all residents to learn about the resources and services available to support mental health at https://www.cdc.gov/childrensmentalhealth/data.html & www.chhs.ca.gov/youthresources Dated this 21st day of May 2024.
______________________
Mayor Scott Freels

Union Road Closure
• Approximate 8-week closure of Union Road; detour
via San Juan Hollister Road
• Late June – late August, weather permitting
• Necessary to reconstruct Union Road/SR 156
intersection to align and improve access with NEW
highway
• Traffic control changes will be implemented to
support detour traffic (next slide)
• Caltrans and SBCOG to push out closure, detour,
and traffic control information to public in English
and Spanish between now and start of closure
• After reopening, traffic will be shifted to the newly constructed SR 156 just south of the old highway
Traffic Control Changes
• Temporary closure of Mitchell Rd immediately following Union Road reopening • Improvements to old intersection and repave old highway for frontage road access • SR 156 Improvement Project anticipated to be complete in Fall 2025 Item #6A
City Council Meeting
May 21, 2024

CITY OF SAN JUAN BAUTISTA

CITY COUNCIL STAFF REPORT
DATE: MAY 21, 2024
DEPARTMENT:

FROM:

BY:

THRU:

TITLE:

FIRE

JOHN GOLDING, FIRE CHIEF
ALISIA V. CORPUZ, SENIOR SUPPORT SERVICES ASSISTANT

ELIZABETH SOTO, ACTING CITY CLERK

ABATEMENT HEARING
RECOMMENDED ACTION:

Staff recommends that the City Council Approve a Resolution declaring the condition of certain properties to constitute a public nuisance, ordering the abatement of weeds thereon, and conduct a public hearing for the receipt of objections.

BACKGROUND INFORMATION:

This Public Hearing is to hear objections to the proposed abatement of weeds and other flammable materials existing on said properties (Attachment 1); and written notice of the proposed abatement and hearing date was mailed to all affected property owners in the manner and form required by law on April 16, 2024.

DISCUSSION:

Annually, the City has a weed abatement program to reduce the fire hazard and other noxious and dangerous aspects of weeds growing on public and private property. The action proposed is adopt the Resolution declaring certain properties to constitutes a public nuisance, ordering the abatement thereon, setting a public hearing and ordering notices to be sent to affected property owners. All costs associated with the program shall be assessed as liens filed on the property on which abatement is performed.

FISCAL IMPACT:

Estimated costs to be recovered from property owners.

ATTACHMENTS:

Attachment 1 – 2024 Weed Abatement
Page | 1
RESOLUTION NO. 2024-XX

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN JUAN BAUTISTA

DECLARING THE CONDITION OF CERTAIN PROPERTIES TO CONSTITUTE A

PUBLIC NUISANCE AND ORDERING THE ABATEMENT OF WEEDS THEREON,

AND CONDUCT A HEARING FOR THE RECEIPT OF OBJECTIONS TO THE

PROPOSED ABATEMENT
WHEREAS, at the City Council Meeting on April 16, 2024, the City Council adopted Resolution 2024-22 declaring weeds to be a nuisance; and WHEREAS, a Public Hearing was scheduled for May 21, 2024 at San Juan Bautista Council Chambers, to hear objections to the proposed abatement of weeds and other flammable materials existing on said properties; and
WHEREAS, written notice of the abatement date of May 17, 2024, and Public Hearing date of May 21, 2024 was mailed to all affected property owners in the manner and form required by las: and
WHEREAS, on May 21, 2024 at the Public Hearing, the City Council received and considered all reports, recommendations and testimony relating to the proposed abatement of identified properties.

NOW, THEREFORE, BE IT RESOLVED THAT:

1. The Fire Chief, and/or his representative or agent, is hereby theorized to abate weeds and other flammable materials existing or maintained on those properties identified in the attached Exhibit “A”.

2. The Fire Chief, and/or his representative or agent, shall keep an itemized accounting of costs relating to each such abatement, including administrative costs, and after confirmation by the City council, said costs shall constitute a lien against the subject property, and personal obligation of the property owner.

PASSED AND APPROVED by the City Council of the City of San Juan Bautista on the 16th day of May, 2024, by the following vote:

AYES:

NOES:

ABSTAIN:

ABSENT:

Page | 2
APPROVED:
___________________
Scott Freels, Mayor
ATTEST:
____________________________
Elizabeth Soto, Acting City Clerk
2024
Weed Abatement
Official List
Exhibit "A"
Parcel No. Owner/Caretaker Mailing Address Mailing Address1 City State Zip Physical Location 002-130-004-000 THOENY FAMILY TRUST 2981 SAN JUAN HOLLISTER RD SJB CA 95045 501 THIRD STREET 002-160-013-000 GARRATT PATICK-REGINA ET AL PO BOX 1052 SJB CA 95045 0 THIRD STREET 002-190-010-000 LIU GEORGINA L 9816 HILL STREET MENSINGTON MD 20895 0 FOURTH STREET 002-19-011-000 GAVILAN INV LLC A CA LTD LIAB CO PO BOX 1962 LOS GATOS CA 94023 33 WASHINGTON STREET - OPEN LOT 002-210-002-000 SANTANA ANGELINA ALICIA ET AL PO BOX 940 SJB CA 95045 0 FOURTH STREET 002-220-003-000 CITY OF SAN JUAN BAUTISTA PO BOX 1086 SJB CA 95045 002-230-001-000 LOAYZA ROSA & EDMUNDO 2096 STONE AVE SAN JOSE CA 95125 1130 FIRST STREET 002-240-013-000 RIBEIRO ALBERT D-ESTHER PO BOX 1328 SJB CA 95045 1024 FIRST STREEET 002-250-005-000 COKE DALE C LIVING TRUST PO BOX 186 AROMAS CA 95004 0 FIRST STREET 002-250-006-000 DIOCESE OF MONTEREY ED & WEL CORP PO BOX 2048 SJB CA 95045 0 SECOND STREET 002-260-056-000 HILLSIDE VISTAS LLC A CA LTD LIAB CO 144 W LAKE AVE WATSONVILLE CA 95076 0 THIRD STREET # PCL A 002-270-002-000 SAN BENITO CO CHPTR JAPANESE-AMER CIT PO BOX 631 SJB CA 95045 708 FIRST STREET 002-290-043-000 RAYMER FAMILY TRUST PO BOX 449 SJB CA 95045 0 MONTEREY STREET 002-310-002-000 ROMAN CATHOLIC BISHOP OF MONTEREY PO BOX 2048 SJB CA 95045 0 RODEO GROUNDS 002-320-002-000 AVILLA MARY DOROTHY REV TR ET AL 130 SAN JUAN HWY SJB CA 95045 63 MUCKELEMI STREET 002-320-006-000 POST 6359 VETERANS OF FOREIGN WARS PO BOX 501 SJB CA 95045-0501 SAN JUAN BAUTISTA 002-320-008-000 MANNING KATHLEEN ET AL 130 SAN JUAN HWY SJB CA 95045-9527 0 MONTEREY STREET 002-340-006-000 FERNANDEZ ROBERT & MARTHA 535 ANZAR ROAD SJB CA 95045 11 FRANKLIN STREET 002-340-007-000 FERNANDEZ ROBERT & MARTHA 535 ANZAR ROAD SJB CA 95045 0 FRANKLIN STREET 002-350-002-000 H & H RODRIGUEZ RANCH DEVELOPMENT LLC 1441 DENTWOOD DRIVE SAN JOSE CA 95118 0 SAN JUAN LATERAL 002-350-030-000 AVILLA MARY DOROTHY REV TR ET AL 130 SAN JUAN HWY SJB CA 95045 0 MUCKELEMI STREET 002-370-020-000 ALEXANDER PATRICIA M PO BOX 142 SJB CA 95045 400 SIXTH STREET 002-420-017-000 NINO REAL ESTATE 55 BEST ROAD HOLLISTER CA 95023 302 SEVENTH STREET 002-430-020-000 DALOIA FAM TR 2289 KENWOOD AVE SAN JOSE CA 95128 0 FRANKLIN STREET 002-470-008-000 FIRPO ANGELA LIVING TRUST PO BOX 983 SJB CA 95045 0 FRANKLIN STREET 002-480-005-000 CERDA HIPLOLITO G-SILVA R 15354 CASTROVILLE BLVD CASTROVILLE CA 95012-9727 100 THE ALAMEDA 002-490-002-000 NEUBAUER ANDREW-MARGARET LIV TRUST PO BOX 1357 SJB CA 95045 10 FRANKLIN STREET Created on: 3/21/08
Last Modified: 4/11/2024 1
2024
Weed Abatement
Official List
Exhibit "A"
Parcel No. Owner/Caretaker Mailing Address Mailing Address1 City State Zip Physical Location 002-510-001-000 MEDINA PAUL TR ET AL 1627 E 213 STREET CARSON CA 90745 501 WASHINGTON STREET 002-510-020-000 FERNANDEZ NANCY C PO BOX 754 SJB CA 95045 171 LANG STREET 002-520-012-000 SJB DEVELOPMENT A CA CORP 1534-D FREMONT BLVD SEASIDE CA 93955 0 THE ALAMEDA 002-520-013-000 HACIENDA DE LEAL LLC A CA LTD LIAB CO 300 MARANATHA DRIVE HOLLISTER CA 95023 410 THE ALAMEDA 002-530-021-000 ALNAS JOHN-LUPE FAMILY TRUST PO BOX 664 SJB CA 95045 18 LANG STREET 002-540-011-000 DENNY CARA L PO BOX 954 SJB CA 95045 0 POLK STREET 002-550-003-000 KURASAKI KAZUKO ET AL PO BOX 1450 SJB CA 95045-1450 400 SAN JUAN HOLLISTER HWY 002-550-004-000 KURASAKI KAZUKO ET AL PO BOX 1450 SJB CA 95045-1450 400 SAN JUAN HOLLISTER HWY 002-550-006-000 DIAS GEORGE J JR & GEORGE A PO BOX 640 SJB CA 95045 1020 MISSION VINEYARD RD 002-563-002-000 HANSON ABE-SHARON PO BOX 424 SJB CA 95045 153 LANG STREET 002-510-018-000 LEAVER BETTY LOU & CARL D 175 LANG STREET SJB CA 95045 175 LANG STREET Created on: 3/21/08
Last Modified: 4/11/2024 2

Treasurer’s Report
For the Nine-Month Period Ended March 31, 2024
(75% of fiscal year)
General Fund ~
General revenues are at 77% for the year to date. Correspondingly, general fund expenditures are at 77% for the year to date. The net effect is a positive change in the general fund balance of $21k, for the year to date.

Water Enterprise Fund ~
The water enterprise fund revenues are at 84% for the year to date, and expenses are at 64%. The net effect is a positive change in the water enterprise fund of $605k.

Sewer Enterprise Fund ~
The sewer enterprise fund revenues are running at 93% for the year to date, and expenses are at 52%. The net effect is a positive change in the sewer enterprise fund of $656k.

City of San Juan Bautista
Revenues ~ Budget Vs. Actual
For the Nine Month Period Ended March 31, 2024
Item #5E
City Council Meeting
May 21, 2024
REVENUES FY23 FY24 Annual YTD
Fund Actuals Actuals Budget Difference 75% Notes
General Fund 1,907,623 1,656,349 2,142,500 (1,593,243) 77% Special Revenue Funds:

Capital Projects Fund 2,312,976 272,011 2,836,845 (2,703,471) 10% A Community Development 52,018 192,224 404,514 (393,098) 48% B COPS 118,694 133,103 100,000 (75,000) 133% C
Parking & Restroom Fd 22,917 24,980 28,000 (16,269) 89% Gas Tax Fund 70,890 66,871 101,000 (76,799) 66%
Valle Vista LLD 19,897 17,914 23,889 (17,919) 75%
Rancho Vista CFD 49,891 49,823 67,512 (49,481) 74%
Copperleaf CFD 16,988 15,748 16,645 (12,240) 95%
Internal Service Funds:

Blg Rehab. & Replace 28,500 28,500 38,000 (28,500) 75%
Vehicle Replacement 45,000 45,000 60,000 (45,000) 75%
Enterprise Funds:

Water
Operations 931,633 1,132,463 1,345,000 (904,085) 84%
Sewer
Operations 1,132,942 1,293,152 1,390,000 (943,950) 93%
TOTAL Funds 6,709,968 4,928,138 8,553,905 (6,859,055) 58% 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.

C ~ COPS revenues are coming higher than anticipated at the time of budget.

City of San Juan Bautista
Revenues ~ Budget Vs. Actual
For the Nine Month Period Ended March 31, 2024
Item #5E
City Council Meeting
May 21, 2024
EXPENDITURES FY23 FY24 Annual YTD
Fund Actuals Actuals Budget Variance 75% Note
General Fund 1,415,811 1,635,817 2,117,980 (482,163) 77% Special Revenue Funds:

Capital Projects Fund 2,312,976 272,011 2,836,845 (2,564,834) 10% A Community Development 513,105 675,340 674,036 1,304 100% COPS 75,000 75,000 100,000 (25,000) 75%
Gas Tax Fund 15,407 13,000 21,500 (8,500) 60%
Valle Vista LLD 21,390 20,649 22,692 (2,043) 91%
Rancho Vista CFD 28,071 38,203 37,166 1,037 103%
Copperleaf CFD 14,916 18,543 16,645 1,898 111%
Development Impact Fee Funds
Public/Civic Facility 2,025 2,025 2,700 (675) 75%
Library 3,330 3,330 4,440 (1,110) 75%
Storm Drain 2,574 2,574 3,432 (858) 75%
Park In-Lieu 225 225 300 (75) 75%
Public Safety 639 639 852 (213) 75%
Traffic 324 324 432 (108) 75%
Enterprise Funds:

Water:

Operations 577,272 527,169 828,749 301,580 64%
Capital 13,475 74,958 (74,958)
Sewer
Operations 690,147 636,878 1,227,618 590,740 52%
Capital 454,831 4,189,604 18,497,240 14,307,636 23% A
TOTAL Funds 6,141,518 8,186,289 26,392,627 12,043,658 31% 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 of San Juan Bautista
Revenues ~ Budget Vs. Actual
For the Nine Month Period Ended March 31, 2024
Item #5E
City Council Meeting
May 21, 2024
City of San Juan Batista
Check/Voucher Register - Check Register Current Month
From 3/1/2024 Through 3/31/2024
1110 - Operating
Acct. 1948
Effective Date Check Number Vendor Name Check Amount
3/1/2024 217436 4Leaf, Inc. 668.43
3/1/2024 217437 ACWA Health Benefits Authority 13,187.86 3/1/2024 217438 AFLAC 1,079.45
3/1/2024 217439 All Clear Water Services 8,560.00
3/1/2024 217440 AVAYA 250.66
3/1/2024 217441 Baker Supplies and Repairs 272.95
3/1/2024 217442 CALNET 332.25
3/1/2024 217443 Charter Communications 581.87
3/1/2024 217444 Clear Gov Inc. 11,669.90
3/1/2024 217445 Computershare Corporate Trust 171,916.23 3/1/2024 217446 Core & Main 1,224.70
3/1/2024 217447 Cypress Water Services 22,860.00
3/1/2024 217448 Dale Coke. 1,500.00
3/1/2024 217449 David Medeiros. 80.00
3/1/2024 217450 David's Locksmith 220.00
3/1/2024 217451 Department of Agriculture 500.00
3/1/2024 217452 Don Reynolds 407.36
3/1/2024 217453 EMC Planning Group Inc. 1,259.90
3/1/2024 217454 Graniterock 3,696.68
3/1/2024 217455 Kysmet Security & Patrol Inc 20,859.00
3/1/2024 217456 Margaret Clovis 600.00
3/1/2024 217457 Michelle Sabathia. 300.00
3/1/2024 217458 Monterey Bay Analytical Services 3,570.00 3/1/2024 217459 Paul Champion 150.00
3/1/2024 217460 Postmaster 436.00
3/1/2024 217461 Ross Recreation Equipment, Inc. 158.13
3/1/2024 217462 Rx-Tek 1,300.00
3/1/2024 217463 Smith & Enright Landscaping 5,540.00
3/1/2024 217464 Stantec Consulting Services Inc. 37,156.90 3/1/2024 217465 State Compensation Insurance Fund 5,109.50 3/1/2024 217466 State Electric Generator 2,181.01
3/1/2024 217467 T-Mobile 277.09
3/1/2024 217468 Wallace Group 597.50
3/1/2024 217469 Warner Bros. Pictures 500.00
3/1/2024 217470 Wendy L. Cumming, CPA 4,867.50
3/1/2024 ATM15 ADP Payroll Service 324.76
3/13/2024 ATM4 AAA Insurance 151.43
3/14/2024 ATM10 US Bank 336.91
3/15/2024 217471 Elvira Cuevas 500.00
3/15/2024 217472 Rich Brown. 90.20
3/15/2024 217473 Hollister True Value 112.46
3/15/2024 217474 Hollister True Value 28.38
3/15/2024 217475 4Leaf, Inc. 16,911.11
3/15/2024 217476 AFLAC 1,079.45
City of San Juan Batista
Check/Voucher Register - Check Register Current Month
From 3/1/2024 Through 3/31/2024
1110 - Operating
Acct. 1948
Effective Date Check Number Vendor Name Check Amount
3/15/2024 217477 at&t 134.56
3/15/2024 217478 att.com 67.00
3/15/2024 217479 Baker Supplies and Repairs 142.81
3/15/2024 217480 Data Ticket Inc. 400.00
3/15/2024 217481 David J. Powers & Associates, Inc. 35,290.78 3/15/2024 217482 First Foundation Bank 19,910.46
3/15/2024 217483 Hollister Auto Parts, Inc. 677.16
3/15/2024 217484 Margaret Clovis 4,200.00
3/15/2024 217485 Midwest Tape 98.09
3/15/2024 217486 MNS Engineers, Inc. 29,354.35
3/15/2024 217487 Monterey Bay Analytical Services 9,221.61 3/15/2024 217488 Pet Waste Co 523.14
3/15/2024 217489 Postmaster 1,000.00
3/15/2024 217490 Quadient Leasing USA, Inc. 473.47
3/15/2024 217491 Ready Refresh 214.97
3/15/2024 217492 Regional Government Services 7,103.93
3/15/2024 217493 Ridgeline Municipal Strategies, LLC 525.00 3/15/2024 217494 Rx-Tek 425.00
3/15/2024 217495 San Benito County Water District 1,388.65 3/15/2024 217496 Sentry Alarm System 477.00
3/15/2024 217497 State Electric Generator 2,117.41
3/15/2024 217498 State Water Resources Control Board 8,373.36 3/15/2024 217499 Hollister True Value 237.49
3/15/2024 217500 Valero Wex Bank 1,008.74
3/15/2024 ATM001 CalPers 6,035.19
3/15/2024 ATM17 ADP Payroll Service 285.26
3/25/2024 ATM9 Spectrum 311.51
3/26/2024 217501 P G & E 14,423.36
3/26/2024 217502 US Bank 6,352.15
3/26/2024 217503 Agile Occupational Medicine 130.00
3/26/2024 217504 Caitlin Brady 322.58
3/26/2024 217505 Canon Financial Services, Inc 476.89
3/26/2024 217506 David J. Powers & Associates, Inc. 462.25 3/26/2024 217507 Elizabeth Soto 1,000.00
3/26/2024 217508 Employment Development Department 640.99 3/26/2024 217509 First Alarm 521.04
3/26/2024 217510 Hamner Jewell Associates 365.75
3/26/2024 217511 Home Depot Credit Services 346.00
3/26/2024 217512 Leslie Q. Jordan 228.58
3/26/2024 217513 Monterey Bay Analytical Services 1,629.00 3/26/2024 217514 Monterey County Health Department 32.00 3/26/2024 217515 MuniBilling 463.86
3/26/2024 217516 P G & E 893.29
3/26/2024 217517 Rojas Communications Group 2,500.00
3/26/2024 217518 Rx-Tek 280.00
City of San Juan Batista
Check/Voucher Register - Check Register Current Month
From 3/1/2024 Through 3/31/2024
1110 - Operating
Acct. 1948
Effective Date Check Number Vendor Name Check Amount
3/26/2024 217519 Scott Freels 224.58
3/26/2024 217520 US Bank 4,015.22
3/26/2024 217521 USABlueBook 3,567.42
3/26/2024 217522 Wallace Group 982.50
3/29/2024 ATM18 ADP Payroll Service 285.26
3/31/2024 ATM Payroll 52,046.92
3/31/2024 Payroll Taxes 16,370.00
3/31/2024 ATM2 Fica 5,590.68
Report Total 587,552.83
City Manager’s Report
May 3 and May 4- City Council worked on Updating the 5-Year Strategic Plan
First Adopted in August 2023
Critical part of the Budget
Recreation, re-org Public safety, Office hours
Improve employee service and communication
Reviewed 63 Goals and reconsidered priorities
Priorities to be reflected in the Budget
City Manager’s Report
Status from last year’s priorities:

City Manager’s Report
These are the City Council’s principals adopted last year:

City Manager’s Report
Citygate Work May 3rd with City staff
This is the new City Service Philosophy
This is the new Hiring Philosophy
City Manager’s Report
This is the revised and updated Plan inserted into the Budget City Manager’s Report
Special EventsFocus on Safety
New Team including Safety Coordinator and Rec. Assistant Revamping Application, and developing a formal fee schedule Rib-Cook Off Debriefing on this Agenda
June- Rainbow Run and Los Padrinos Car Show
Becoming a Certified Filming Location
California Film Commission
State Model Ordinance, application and process
Promoting the City as a State “certified” location
City Manager’s Report
Budget Workshops to be scheduled between May 21 and June 18 Working with Hollister concerning interest in the Fire Services Contract Met With Hollister City Manager and Police Chief Monday Focus on Fire and Animal Regulation Services
New Fire Chief John Golding started this week
Developing a Non-Profit Funding process with $50,000 in the Budget Opening City Hall in the afternoon
Scheduled after Memorial Day
Closed for lunch, like Hollister
Interviewing Community Services Code Enforcement Officer last week MW2 position has been filled by a local and experienced new hire; Carlos Figueroa (2019) PT MW is retiring
Filled the Library vacancy this week
City Manager’s Report
May 3 and May 4- City Council worked on Updating the 5-Year Strategic Plan
First Adopted in August 2023
Critical part of the Budget
Recreation, re-org Public safety, Office hours
Improve employee service and communication
Reviewed 63 Goals and reconsidered priorities
Priorities to be reflected in the Budget
City Manager’s Report
Status from last year’s priorities:

City Manager’s Report
These are the City Council’s principals adopted last year:

City Manager’s Report
Citygate Work May 3rd with City staff
This is the new City Service Philosophy
This is the new Hiring Philosophy
City Manager’s Report
This is the revised and updated Plan inserted into the Budget City Manager’s Report
Recreation moving forward
Need for part-time support if fulltime position is approved Costs Off-set by program fees
Recruiting Volunteers is a top priority
Working with Youth Alliance, YMCA and Senior organizations Movie Night on Friday’s is growing in popularity
Monday Night Madness has been extended through August
City Manager’s Report
Community Development
Zoning Code Revisions moving forward for food trucks and pop-ups Community Workshops May 18 and 20
Could be considered for first reading June 18
The former Neals Market and Casa Rosa- Forward to Occupancy Gas Station Entitlement Awarded after PC approval 05.07.2024 City Manager’s Report
Community Development
Zoning Code Revisions moving forward for food trucks and pop-ups Community Workshops May 18 and 20
Could be considered for first reading June 18
The former Neals Market and Casa Rosa- Forward to Occupancy Gas Station Entitlement Awarded after PC approval 05.07.2024 City Manager’s Report
Wastewater
Requesting Extension of the Schedule Deadline for Settlement Agreement
Was June 2024, seeking October 2026
Request was submitted for review January!
Looking into concerns related to colloform violations
Could result in additional fines
First Quarter Report is late but will be submitted next week Five miles of pipe has been laid
Rancho Vista work will happen the first week in June
City Manager’s Report
Import Drinking Water
Congresswomen Lofgren’s Office has championed the project Friday we learned she supports $3 million for the City
State requests are still important, may take until August Water District Discussion
Ownership of Pipeline critical to determine now
As proposed, City will build it and own it, then transfer easements to District to maintain
Need to lobby State for reasonable permit limits
Need to talk with growers
City of San Juan Bautista
April 2024 Monthly Public Safety Update
Report Created by Public Safety Coordinator Roy Morales 04/01/2024 1
Roy Morales- Public Safety Coordinator

CONTENTS
Report Created by Public Safety Coordinator Roy Morales 05/13/2024
• 3-Towed vehicles-expired
registrations
• 1- Arrest for child abuse
• 1- Arrest for under the
influence of drugs
• 2- Arrested at Dona’s for
fighting / 1 went to hospital
• 2- DUI arrests / 1 from accident
• 1- Stolen trailer from Jefferson
St.
• Helped plan IAP for Rib Cook
Off
• Completed IAP for Rib
Cook Off
• 0-Fires
• 11-Medical emergencies
• 15-Vehicle accident
responses
• 18-Inspections
2 Code Enforcement
• Assisted with Rib Cook Off
• 3-Animal Control cases
• One complaint was in the
county / Rancho Vista
• 2- Car citations leading to tows
• 1- mobile food complaint-Left
on their own
• 1-Alarm sounding in Rancho
Vista (sewer plant area)
• 4-green tags
• 12 parking citations
Flock Camera Update
• 2 Condor cameras (one at City
Hall)-
• 4 Falcon’s throughout the city
• Installation scheduled for May
16, 2024
• One additional for Copperleaf
being planned
Report Created by Public Safety Coordinator Roy Morales 04/01/2024 3
Condor
Falcon
Special Events
Report Created by Public Safety Coordinator Roy Morales 04/01/2024 4
• Rib Cook Off
• April 26-28, 2024
• Incident Command at Community Center
o Daily briefings with Law & Fire personnel
• 2 Deputies on Friday and 3 Sat / Sun
• 2 Private security guards during the day
o Used to move lines off of the sidewalks
o Informed on their role to help evacuate attendees in case of an emergency
Current Projects
• Debriefing Rib Cook off with Law / Fire/ and different City organizations
o After Action Plan (AAP) to follow
• Completing last phase of Flock camera project
o Projected to be completed by June 1, 2024- Includes user training • Participating in Incident of Mass Violence Response Development Group
o Includes county law and fire agencies, and local hospital managers • Collaborating with RGS on Work Place Violence policy development, training and implementation
o June 01, 2024- Implementation deadline
Report Created by Public Safety Coordinator Roy Morales 04/01/2024 5

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 17th day of May 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 17th day of May 2024.
____________________________________________
Elizabeth Soto, CMC, CPMC
Acting City Clerk / Administrative Services Manager
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:

Rainbow Run Street Closures
June 8, 2024 from 6:00 AM -- 12:00 PM
Second St. from Washington St. to North St. (Exhibit B) Church St. from Second St. to Third St.

Third St. from Church St. to Franklin St.

Franklin St. from Third St. to, and not including, Franklin Circle 6th St. from Franklin Circle to San Antonio St.

San Antonio St.

Muckelemi St. from San Antonio St. to Monterey St.

Larios Dr.

Third St. from Lavagnino St. to North St.

North St.

Los Padrinos Car Show
June 29, 2024, from 6:00 AM – 5:00 PM
Third St. from Frankin St. & Muckelemi St. (Exhibit A)
With cross streets blocked between Second St. and Fourth St. (Including Washington, Mariposa, and Polk)
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 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 by San Juan Bautista City Council on this 21st day of May 2024 by the following vote:

Page | 2
AYES:

NOES:

ABSENT:

ABSTAIN:

APPROVED:
_________________________
Scott Freels, Mayor Pro Tem

ATTEST:
_______________________________________
Elizabeth Soto, CMC, CPMC, Acting City Clerk
Item No. #3D
City Council Meeting
May 21, 2024
Page | 1

CITY OF SAN JUAN BAUTISTA

CITY COUNCIL STAFF REPORT
DATE: MAY 21, 2024
DEPARTMENT: ENGINEERING
FROM: DOUG PIKE, CITY ENGINEER
BY: DOUG PIKE, CITY ENGINEER
TITLE: VALLE VISTA LIGHTING AND LANDSCAPING MAINTENANCE

DISTRICT UPDATE
RECOMMENDED MOTION:

That the City Council consider approval of the following resolutions actions:

1. Approve A Resolution of the City Council Of The City Of San Juan Bautista Ordering Preparation of An Engineer’s Report for Fiscal Year 2024-25 For Valle Vista Landscape and Lighting Maintenance Assessment District No. 1

2. Approve A Resolution of the City Council Of The City Of San Juan Bautista Declaring Its Intention To Levy And Collect Assessments Within Valle Vista Landscape and Lighting Maintenance Assessment District No. 1 For Fiscal Year 2024-25 And Setting The Time And Place For A Hearing On Said Assessment

3. Receive and consider the attached draft Assessment Report to be the subject of final acceptance at the Public Hearing.

4. Approve A Resolution Of the City Council of The City Of San Juan Bautista Ratifying The Report Prepared In Connection With The Fiscal Year 2024-25 Levy of Assessments in Connection with Valle Vista Landscape and Lighting Maintenance Assessment District No. 1 RECOMMENDATION:

EXECUTIVE SUMMARY:

BACKGROUND:

The City of San Juan Bautista has one Active Landscape and Lighting Maintenance Assessment District, which is regulated by the Landscape and Lighting Act of 1972 (commencing with Section 22500) Part 2, Division 15 of the California Streets and Highways Code. In accordance with this Act, the City Clerk is required to provide public notice of the assessment process at least 10 days prior to the date of hearing. Prior to levying a new assessment pursuant to Chapter Item No. #3D
City Council Meeting
May 21, 2024
Page | 2
2 (commencing with Section 22585), the City Council must conduct a public hearing and review the Engineer’s Report which specify the assessment. The Engineer’s Report will be available in the office of the City Clerk or City Engineer. The Engineer’s Report is prepared for each fiscal year for which assessments are to be levied and collected, to pay the costs of the improvements described in the report. After approval of the report, either as filed or as modified, the City Council must adopt a resolution of intention which shall:
(a) Declare the intention of the City to levy and collect assessments within the assessment district for the fiscal year stated therein.
(b) Generally, describe the existing and proposed improvements and any substantial changes proposed to be made in existing improvements.
(c) Refer to the assessment district by its distinctive designation and indicate the general location of the district.
(d) Refer to the report of the engineer, on file with the clerk, for a full and detailed description of the improvements, the boundaries of the assessment district and any zones therein, and the proposed assessments upon assessable lots and parcels of land within the district. (e) Give notice of the time, as fixed by Section 22625, and the place for hearing by the City Council on the levy of the proposed assessment.
(f) State whether the assessment is proposed to increase from the previous year.

In accordance with the Act, any interested person may, prior to the conclusion of the hearing, file a written protest with the clerk or, having previously filed a protest, may file a written withdrawal of that protest. A written protest shall state all grounds of objection. A protest by a property owner shall contain a description sufficient to identify the property owned by him/her.

If notice is given pursuant to subdivision (a) of Section 22626, the City Council shall hold the public hearing pursuant to Section 53753 of the Government. All interested persons shall be afforded the opportunity to hear and be heard. The City Council shall consider all oral statements and all written protests made or filed by any interested person. The City Council may continue the hearing from time to time, provided that no continuance shall be made to a date subsequent to August 10 without the prior consent of the county auditor.

During the course or upon the conclusion of the hearing, the City Council may order changes in any of the matters provided in the report, including changes in the improvements, any zones within the assessment district, and the proposed diagram or the proposed assessment. If there is a majority protest against the levy of an annual assessment after the formation of the assessment district that is increased from any previous year, the proposed increase in the assessment shall be abandoned.

The assessments shall be collected at the same time and in the same manner as county taxes are collected, and all laws providing for the collection and enforcement of county taxes shall apply to the collection and enforcement of the assessments, except that assessments levied pursuant to Section 22660 for which bonds or notes are to be issued may be paid within 30 days after the date the county auditor has entered the assessments on the county assessment roll, upon which time the engineer shall make and file with the treasurer a complete list of all unpaid assessments Item No. #3D
City Council Meeting
May 21, 2024
Page | 3
in the manner required by Section 8620.

METHOD OF APPORTIONMENT:

Each year, the City Council will be asked to adopt a Resolution establishing the annual special tax levy for the District. The Report shows the special tax amount for each parcel in the District.

The Method of Apportionment, found in the Formation Report, allowed for an annual escalator to the maximum special tax amounts. The established annual escalator is equal to the annual Consumer Price Index-All Urban Consumers ("CPI-U") for the San Francisco Oakland- San Jose area.

The proposed assessments for FY 2024-25 have been increased to keep up with the cost of contract maintenance for the current FY. At the time the District was formed, a “maximum special tax” for each tax area was calculated. The current proposed assessment is set at a rate below these maximum rates. Over the past six years, the assessed rate has been below the allowed maximum tax rate.

FISCAL IMPACT:

There is no anticipated fiscal impact as the proposed on-going maintenance within the Valle Vista Lighting and Landscaping Maintenance District is within the anticipated revenues (including reserves).

ATTACHMENTS:

1. A Resolution of the City Council Of The City Of San Juan Bautista Ordering Preparation of An Engineer’s Report for Fiscal Year 2024-25 For Valle Vista Landscape and Lighting Maintenance Assessment District No. 1

2. A Resolution of the City Council Of The City Of San Juan Bautista Declaring Its Intention To Levy And Collect Assessments Within Valle Vista Landscape and Lighting Maintenance Assessment District No. 1 For Fiscal Year 2024-25 And Setting The Time And Place For A Hearing On Said Assessment

3. The draft Assessment Report to be the subject of final acceptance at the Public Hearing.

4. A Resolution Of the City Council of The City Of San Juan Bautista Ratifying The Report Prepared In Connection With The Fiscal Year 2024-25 Levy of Assessments in Connection with Valle Vista Landscape and Lighting Maintenance Assessment District No. 1

5. Public Hearing Notice for Publication
Item #XX
City Council Meeting
May 21, 2024
Page | 1
RESOLUTION NO. 2024-XX

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN JUAN BAUTISTA ORDERING PREPARATION OF AN ENGINEER’S REPORT FOR FISCAL YEAR 2024-25 FOR VALLE VISTA LANDSCAPE AND LIGHTING MAINTENANCE ASSESSMENT DISTRICT NO. 1
WHEREAS, pursuant to the Landscaping and Lighting Act of 1972 (Streets & Highways Code Section 22500 et seq.) (“Act”), the City levies an annual assessment in connection with its Valle Vista Landscape and Lighting Maintenance Assessment District No. 1 (“District”); and
WHEREAS, the City Council desires to initiate proceedings for the Fiscal Year 2024- 25 levy of the assessment in connection with the District.

NOW, THEREFORE, IT IS HEREBY RESOLVED by the City Council of the City of San Juan Bautista as follows:

1. That City Engineer Douglas S. Pike be and is hereby appointed as Engineer of Work to perform all engineering work in the conduct of said proceedings.

2. That the improvements to be maintained, and operations and services in connection with the District shall be substantially unchanged from those provided for in Fiscal Years 2011-12, 2012-13, 2013-14, 2014-15, 2015-16, 2016-17, 2017-18, 2018-19, 2019-2020, 2020-21, 2021-22, 2022-23, 2023-24, and 2024-25: the maintenance, operation and servicing of street lighting and street landscaping within the district, as well as the maintenance, operation and servicing of lighting and landscaping associated with the detention basin, sanitary sewer pump station, and public park located within the district.

3. That the Engineer of Work hereby is directed to prepare and to file a report in compliance with Sections 22565 et seq. of the Act.

PASSED AND APPROVED by the City Council of the City of San Juan Bautista on the 21st day of May, 2024, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:

Item #XX
City Council Meeting
May 21, 2024
Page | 2
APPROVED:
___________________
Scott Freels, Mayor
ATTEST:
_____________________________
Elizabeth Soto, Acting City Clerk
Item #XX
City Council Meeting
May 21, 2024
Page | 1
RESOLUTION NO. 2024-XX

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN JUAN BAUTISTA

DECLARING ITS INTENTION TO LEVY AND COLLECT ASSESSMENTS WITHIN

VALLE VISTA LANDSCAPE AND LIGHTING MAINTENANCE ASSESSMENT DISTRICT NO. 1 FOR FISCAL YEAR 2024-25 AND SETTING THE TIME AND PLACE

FOR A HEARING ON SAID ASSESSMENT
WHEREAS, pursuant to the Landscaping and Lighting Act of 1972 (Streets & Highways Code Section 22500 et seq.) (“Act”), the City levies an annual assessment in connection with its Valle Vista Landscape and Lighting Maintenance Assessment District No. 1 (“District”); and WHEREAS, by prior resolution, this Council ordered preparation of an Assessment Report (“Report”) with respect to the assessment proposed to be levied in connection with the District for Fiscal Year 2024-25, and
WHEREAS, by prior resolution, this Council approved the Report as filed; and WHEREAS, a copy of the approved Report is on file in the Office of the City Clerk, available for public inspection at said Office, and incorporated herein by reference; and WHEREAS, the City Council desires to declare its intention to levy the proposed assessment for Fiscal Year 2024-25.

NOW, THEREFORE, IT IS HEREBY RESOLVED by the City Council of the City of San Juan Bautista as follows:

1. The Council hereby declares its intention to levy and collect assessments in connection with the District for Fiscal Year 2024-25, as set forth in the Report.

2. The District is designated by the following distinctive name: “Valle Vista Landscaping and Lighting Maintenance Assessment District No. 1.” The District is generally described as a district including the parcels on both sides of Ahwahnee Street and Donner Street, bounded by San Juan Highway and Third Street. Reference is made to the Report for a more complete and exact definition of the territory included in the District.

3. The improvements to be maintained, operated and serviced in connection with the District are generally described as: street lighting and street landscaping within the District; as well as lighting and landscaping associated with the detention basin, sanitary sewer pump station, and a public park located within the District.

4. Reference is hereby made to the Report for a full and detailed description of the public improvements, the boundaries of the District, and the proposed Fiscal Year 2024-25 assessments upon assessable lots and parcels of land within the district.

Item #XX
City Council Meeting
May 21, 2024
Page | 2

5. The amount of the assessment for Fiscal Year 2024-25 is not proposed to increase from the rate effective for Fiscal Year 2023-24, adjusted for inflation according to the methodology submitted to property owners as part of a mail ballot protest proceeding in 2008.

6. It is ordered that on June 18, 2024, at the hour of 6:00 o’clock p.m., in the regular meeting place of this Council, the Council Chambers, City Hall, 311 Second Street, San Juan Bautista, California, is the time and place where this Council will hold a public hearing on the proposed assessment. At the Hearing, all interested persons will be permitted to present written and/or oral testimony regarding the proposed assessment. The City Clerk is directed to give notice of the Hearing by one publication of a copy of this Resolution in the local newspaper published and circulated in the City, pursuant to Section 6061 of the California Government Code, said publication to be had and completed at least ten (10) days before the date herein set for the Hearing.

7. The City Council designates Don Reynolds, City Manager, who may be contacted by telephone at (831) 623-4661, as the person whom interested parties may contact for additional information regarding the District or the proposed assessment.

PASSED AND APPROVED by the City Council of the City of San Juan Bautista on the 21st day of May, 2024, by the following vote:

PASSED AND APPROVED on the 21st day of May, 2024, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:

APPROVED:
__________________
Scott Freels, Mayor
ATTEST:
____________________________
Elizabeth Soto, Acting City Clerk

CITY OF SAN JUAN BAUTISTA

SAN BENITO COUNTY, CALIFORNIA

ASSESSMENT REPORT

VALLE VISTA

LIGHTING AND LANDSCAPE
MAINTENANCE ASSESSMENT DISTRICT NO. 1
FISCAL YEAR 2024-2025
May 21, 2024

MEMBERS OF THE CITY COUNCIL
Mayor Scott Freels
Mayor Pro Tem Leslie Q. Jordan
John Freeman
Jackie Morris-Lopez
EJ Sabathia
Don Reynolds City Manager
Jon R. Giffen, Kennedy, Archer & Giffen City Attorney
Elizabeth Soto Acting City Clerk
Douglas Pike City Engineer
PREPARED BY:

DOUGLAS PIKE, CITY ENGINEER
Page | 2

ASSESSMENT REPORT

VALLE VISTA

LIGHTING AND LANDSCAPE
MAINTENANCE ASSESSMENT DISTRICT NO. 1
FISCAL YEAR 2024-2025
The undersigned respectfully submits the enclosed report as directed by the City Council.

I HEREBY CERTIFY that the enclosed Assessment Report, together with Assessment Diagram thereto attached was filed with me on the
21st day of May , 2024.

Elizabeth Soto, Acting City Clerk
City of San Juan Bautista
San Benito County, California
By: ____________________
I HEREBY CERTIFY that the enclosed Assessment Report, together with Assessment Diagram thereto attached, was approved and confirmed by the City Council of the City of San Juan Bautista, San Benito County, California, on the
21st day of May , 2024.

Elizabeth Soto, Acting City Clerk
City of San Juan Bautista
San Benito County, California
By: ____________________
Page | 3
PART A

DESCRIPTION OF WORK

VALLE VISTA

LIGHTING AND LANDSCAPE
MAINTENANCE ASSESSMENT DISTRICT NO. 1
FISCAL YEAR 2024 – 2025

VALLE VISTA LIGHTING AND LANDSCAPE MAINTENANCE ASSESSMENT DISTRICT NO. 1 is described as Tract 294 in San Juan Bautista, San Benito County, CA, as shown in Book 13 of Maps at Page 49 of San Benito County Records, including all 35 lots, Parcel A, Parcel B, Ahwahnee Street, Donner Street, and portions of San Juan Highway and Third Street. Refer to Exhibit B.

Maintenance and operation of any or all public landscaping and irrigation improvements and street lighting located within the bounds of the District, on landscaped strips of land between back of curb and front of walk and for planter walls/fences, including planter walls, grass berms, appurtenant irrigation systems; ornamental planning including lawns, shrubs and trees; including necessary repairs, replacements, water, electric current, spraying, care, supervision, debris removal; park strip repair and replacement: including biological monitoring if required, and any and all other items of work necessary and incidental for the proper maintenance and operation thereof and all additions, improvements and enlargements thereto which may hereafter be made on the following described streets:

Donner Street, Ahwahnee Street, First Street (San Juan Highway) and Third Street – as shown on the “Creekbridge Homes Valle Vista, San Juan Bautista, California”, Sheets L-1 through L-13 and improvement plans prepared by Bellinger Foster Steinmetz.

Maintenance and operation of any or all public landscaping and irrigation improvements, located within the bounds of the District, of the following described areas, including detention basin landscaping and bank protection, park improvements, appurtenant irrigation systems, trees, including necessary repairs, replacements of irrigation distribution system, controller system, and the spraying and care of street trees, monitoring of diseases of trees, shrubs and plants and any and all other items of work necessary and incidental for the proper maintenance and operation thereof and all additions, improvements and enlargements thereto which may thereafter be made on the following described areas of work:

Parcel A Detention Basin, Parcel B Sanitary Sewer Pump Station – located on Ahwahnee Street as shown on the “Wetlands Planting Plan Creekbridge Homes Valle Vista, San Juan Bautista, California”, Sheets L-1 and L-2, dated 03/06/03, file name 01029-L33-L26, and any and all responsibility for maintenance of the pump station shall be borne by the City. The District shall only be responsible for the landscape and irrigation thereof.

Page | 4
Parcel C, Proposed Public Park (San Juan Park) – located on the corner of Donner Street and Third Street as shown on the “Creekbridge Homes Valle Vista, San Juan Bautista, California”, Sheets L-2 and L-3, including the maintenance and operation of irrigation system, lawns, shrubs, walkway, planters, gazebo structure, and removal of all debris and broken limbs from the adjacent eucalyptus trees.

Parcel D, Street Trees; located on the street frontage of Ahwahnee, Donner and First Streets within the Valle Vista Subdivision.

Page | 5
PART B

VALLE VISTA
LIGHTING AND LANDSCAPING MAINTENANCE DISTRICT No. 1
Budget 2024-2025
Formula to determine Assessment per General Rule #5
Assessment Rate = Proposed Operation and Maintenance Budget of the Current Fiscal Year Number of Units to be Assessed
Single Family Home = $1,116.28
Single Family Home with Granny Unit = $1,395.35
Page | 6
PART C

VALLE VISTA
LIGHTING AND LANDSCAPING MAINTENANCE DISTRICT No. 1
Assessment 2024-2025
Page | 7
PART D

RULES FOR SPREADING ASSESSMENTS

VALLE VISTA

LIGHTING AND LANDSCAPE
MAINTENANCE ASSESSMENT DISTRICT NO. 1
FISCAL YEAR 2024 – 2025
The District is assessed, on the basis of total development units generated, for the maintenance and operation of the Valle Vista Lighting and Landscape Maintenance Assessment District No. 1, including incidentals and appurtenances and shall include all the costs of maintaining and/or operating the improvements described herein.

GENERAL RULES

1. All costs associated with the maintenance and operation of the Valle Vista Lighting and Landscape Maintenance Assessment District No. 1 improvements including Engineer’s Report, printing and advertising of assessment notices and legal fees shall be spread to all parcels on a pro rata development unit basis.

2. Part 2 of Division 15 of the Streets and Highways Code, the Landscaping and Lighting Act of 1972, permits the establishment of assessment districts by agencies for the purpose of providing certain public improvements which include the operation, maintenance and servicing of landscaping, street lighting, and park and recreational facilities. Section 122573 of the Lighting and Landscaping Act of 1972 requires that maintenance assessments be levied according to benefit rather than according to assessed value. In addition, article XIIID, Section 4(a) of the California Constitution limits the amount of any assessment to the proportional special benefit conferred on the property
Article XIIID provides that publicly owned properties must be assessed unless there is clear and convincing evidence that those properties receive no special benefit from the assessment.

The improvements to be maintained and operated as a result of the formation of the Valle Vista Lighting and Landscape Maintenance Assessment District No. 1 have been installed simultaneously with the development of residential units within the District. Construction and installation of the street lighting and landscape is complete and an assessment will be collected from all developed parcels in proportion to the special benefit derived by each parcel. All of the involved improvements are being installed within or in areas in close proximity to the proposed developed residential lots.

3. In order to determine the appropriate assessment for each developed parcel, a budget for operation and maintenance costs associated with planned improvements in the Valle Vista Project was prepared. (See attached Exhibit A.) All of the improvements to be operated or maintained within the subdivision have been constructed simultaneously with the development of residential lots within the District, to the extent applicable; costs in the District have been prorated to reflect the District’s proportionate share of operation and Page | 8
maintenance costs. The total cost of operation and maintenance of the improvements must be collected on an annual basis.

4. Factored Development Units Calculations: Each parcel within the district is zoned for single family residential development and developed as a single-family residence. Each single-family home receives equal special benefit from the improvements. However, certain parcels have been improved with accessory dwelling units (“granny units”). Because accessory units are typically occupied and used less intensely than the single-family homes to which they are associated (and because accessory units do not add additional frontage to a parcel), an accessory unit does not benefit from the improvements to the same extent as a single-family home. Based upon a ratio of the square footage, number of plumbing fixture units and bedrooms of the secondary granny units, in relationship to the square footage, number of plumbing fixture units and bedrooms of a single-family home, each parcel with a single-family home and a secondary granny unit will be assessed at the rate of 1.25 times the rate for a parcel improved only with a single-family home.

5. It is intended that the assessment in connection with this District will be levied annually.

The maximum assessment rate that may be levied in any year against a single-family parcel shall be determined according to the following formula:

Assessment Rate = Proposed Operation and Maintenance Budget of the Current Fiscal Year Number of Units to be Assessed
The maximum assessment against parcels with accessory dwellings shall be 1.25 times the then applicable maximum assessment for single family parcels. The actual assessments levied shall not exceed the rate necessary to fund the expenses of the District. So long as the assessment is levied at a rate not higher than the maximum rate calculated pursuant to this paragraph, such levy shall not constitute an “increase” of the assessment pursuant to Proposition 218.

6. Article XIIID provides that publicly owned properties must be assessed unless there is clear and convincing evidence that those properties receive no special benefit from the assessment. There are currently two public parcels in the District. These parcels constitute the pond and sewer lift station serving the District, and the landscaping on these parcels will be maintained by the District. As these parcels are permanently planned for use as passive, nonresidential, unoccupied public services, they cannot be said to specifically benefit from the services provided by the assessment and therefore are not subject to the assessment.

7. Proposition 218 provides that only special benefits to parcels within the district are assessable, and an agency shall separate the general benefits from the special benefits conferred on a parcel. Because the landscaping and lighting maintained in connection with this District is located within a discrete subdivision, all benefits of the maintenance services are special benefits accruing to parcels within the district.

Page | 9
Exhibit A
City of San Juan Bautista
Valle Vista Landscape District
Fiscal Year 2024/25 Cost Estimate Summary – Valle Vista Page | 10
Exhibit B
Item #XX
City Council Meeting
May 21, 2024
RESOLUTION NO. 2024-XX

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN JUAN BAUTISTA

RATIFYING THE REPORT PREPARED IN CONNECTION WITH THE FISCAL YEAR 2024-25 LEVY OF ASSESSMENTS IN CONNECTION WITH VALLE VISTA LANDSCAPE AND LIGHTING MAINTENANCE ASSESSMENT DISTRICT NO. 1 WHEREAS, pursuant to the Landscaping and Lighting Act of 1972 (Streets & Highways Code Section 22500 et seq.) (“Act”), the City levies an annual assessment in connection with its Valle Vista Landscape and Lighting Maintenance Assessment District No. 1 (“District”); and WHEREAS, the City Council desires to initiate proceedings for the Fiscal Year 2024-25 levy of the assessment in connection with the District; and WHEREAS, City Staff has prepared the Report and has filed a copy of the Report with the City Clerk, which Report is hereby incorporated herein by reference; and WHEREAS, the City Council desires to ratify and approve the Report, as filed.

NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of San Juan Bautista as follows:

1. The Council finds that the Report contains all information required by the Act.

2. The City Council hereby approves the Report as filed.

PASSED AND APPROVED by the City Council of the City of San Juan Bautista on the 21st day of May, 2024, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:

APPROVED:
_________________
Scott Freels, Mayor
ATTEST:
____________________________
Elizabeth Soto, Deputy City Clerk

NOTICE OF PUBLIC HEARING

CITY OF SAN JUAN BAUTISTA
Pursuant to Government Code Section 65090, the City Council of the City of San Juan Bautista gives notice of a public hearing on June 18, 2024 at 6:00 p.m.

During the public hearing, the following items will be discussed:

The City of San Juan Bautista has declared its intention to levy and collect assessments within the Valle Vista Landscape and Lighting Maintenance Assessment District No. 1 for Fiscal Year 2024-25. There will be a public hearing on said assessment on June 18, 2024 at 6:00 p.m. At the hearing, all interested persons will be permitted to present written and/or oral testimony regarding the proposed assessment.

Staff reports and the full text of all items to be discussed will be available for public review at City Hall and on the City website on June 14, 2024. All members of the public are encouraged to attend the meeting in person or by zoom, and may address the City Council on the issue during the public hearing. Written comments may be hand delivered or mailed to City Hall (311 Second Street, P.O. Box 1420, San Juan Bautista, CA 95045), or emailed to [email protected] not later than 4:00 p.m., June 18, 2024.

You can access the webinar at https://us02web.zoom.us/j/88373320235 An agenda will be posted on the City website at www.san-juan-bautista.ca.us and distributed not later than June 14.

If a challenge is made on the action of the proposed project, pursuant to Government Code Section 65009 court testimony may be limited to only those issues raised at the public hearing described in this notice or in written correspondence delivered to the City at or prior to the public hearing.

Elizabeth Soto
Acting City Clerk
Ldl;fdflg;:

Page | 1

CITY OF SAN JUAN BAUTISTA

CITY COUNCIL STAFF REPORT
DATE: MAY 21, 2024
DEPARTMETN: ENGINEERING
BY: DOUG PIKE, CITY ENGINEER
FROM: DOUG PIKE, CITY ENGINEER

TITLE: COMMUNITY FACILITIES DISTRICT NO. 2018-01 UPDATE RECOMMENDED ACTION:

That the City Council consider approval of the following resolutions actions:

1. Approve A Resolution of the City Council Of The City of San Juan Bautista Ordering Preparation of An Engineer’s Report for Fiscal Year 2024-25 For Community Facilities District No. 2018-01

2. Approve A Resolution of the City Council of the City Of San Juan Bautista Declaring its Intention to Levy And Collect Assessments Within Community Facilities District No. 2018- 01 for Fiscal Year 2024-25 and Setting The Time And Place For a Hearing On Said Assessment

3. Receive and consider the attached draft Engineer’s Report to be the subject of final acceptance at the Public Hearing.

4. Approve A Resolution of The City Council of The City of San Juan Bautista Ratifying The Report Prepared In Connection With the Fiscal Year 2024-25 Levy of Assessments In Connection With Community Facilities District No. 2018-01 For Fiscal Year 2024-25 BACKGROUND INFORMATION:

The City of San Juan Bautista has one Community Facilities District consisting of two zones:

Copperleaf and Rancho Vista.

The Local Agency Special Tax and Bond Accountability Act (“Accountability Act“) was enacted by the California State Legislature through Senate Bill 165, to provide accountability measures for any local special tax and/or bond measure subject to voter approval on or after January 1, 2001.

According to the requirements of the Proposition 218 Accountability Act, the City Clerk is required to provide public notice of the assessment process at least 10 days prior to the date of hearing. Prior to levying a new assessment, the City Council must conduct a public hearing and review the Engineer’s Report which specify the assessment. The Engineer’s Report will be Ldl;fdflg;:

Page | 2
available in the office of the City Clerk or City Engineer. The Engineer’s Report is prepared for each fiscal year for which assessments are to be levied and collected, to pay the costs of the improvements described in the report. After approval of the report, either as filed or as modified, the City Council must adopt a resolution of intention which shall:
a) Declare the intention of the City to levy and collect assessments within the assessment district for the fiscal year stated therein.
b) Generally describe the existing and proposed improvements and any substantial changes proposed to be made in existing improvements.
c) Refer to the assessment district by its distinctive designation and indicate the general location of the district.
d) Refer to the report of the engineer, on file with the clerk, for a full and detailed description of the improvements, the boundaries of the assessment district and any zones therein, and the proposed assessments upon assessable lots and parcels of land within the district.
e) Give notice of the time and the place for hearing by the City Council on the levy of the proposed assessment.
f) State whether the assessment is proposed to increase from the previous year.

The City Council shall hold the public hearing. All interested persons shall be afforded the opportunity to hear and be heard. The City Council shall consider all oral statements and all written protests made or filed by any interested person. The City Council may continue the hearing from time to time, provided that no continuance shall be made to a date subsequent to August 10 without the prior consent of the county auditor.

METHOD OF APPORTIONMENT:

Each year, the City Council will be asked to adopt a Resolution establishing the annual special Ldl;fdflg;:

Page | 3
tax levy for the District. The Report shows the special tax amount for each parcel, in each tax area (Copperleaf & Rancho Vista). The Method of Apportionment, found in the Formation Report, allowed for an annual escalator to the maximum special tax amounts. The established annual escalator is equal to the greater of 2% or the annual Consumer Price Index-All Urban Consumers ("CPI-U") for the San Francisco Oakland- Hayward area.

FISCAL IMPACT:

There is no anticipated fiscal impact as the proposed on-going maintenance within the Community Facilities District No. 2018-01 is within the anticipated revenues (including reserves).

ATTACHMENTS:

1. A Resolution of the City Council Of The City of San Juan Bautista Ordering Preparation of An Engineer’s Report for Fiscal Year 2024-25 For Community Facilities District No. 2018- 01 2. Approve A Resolution of the City Council of the City Of San Juan Bautista Declaring its Intention to Levy And Collect Assessments Within Community Facilities District No. 2018-01 for Fiscal Year 2024-25 and Setting The Time And Place For a Hearing On Said Assessment

3. The draft Assessment Report to be the subject of final acceptance at the Public Hearing.

5. Public Hearing Notice for Publication
Item #XX
City Council Meeting
May 21,2024
RESOLUTION NO. 2024-XX

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN JUAN BAUTISTA ORDERING PREPARATION OF AN ENGINEER’S REPORT FOR FISCAL YEAR 2024- 25 FOR COMMUNITYFACILITIESDISTRICT NO. 2018-01
WHEREAS, in accordance with the Local Agency Special Tax and Bond Accountability Act (“Accountability Act“) was enacted by the California State Legislature through Senate Bill 165, to provide accountability measures for any local special tax and/or bond measure subject to voter approval on or after January 1, 2001, the City levies an annual assessment in connection with its Community Facilities District No. 2018-01 (“District”); and WHEREAS, the City Council desires to initiate proceedings for the Fiscal Year 2024-25 levy of the assessment in connection with the District.

NOW, THEREFORE, IT IS HEREBY RESOLVED by the City Council of the City of San Juan Bautista as follows:

1. That City Engineer Douglas S. Pike be and is hereby appointed as Engineer of Work to perform all engineering work in the conduct of said proceedings.

That the improvements to be maintained, and operations and services in connection with the District shall be substantially unchanged from those provided for in prior Fiscal Years: to maintain, service and replace the following items: Landscape Maintenance, Park Maintenance, Recreational Equipment, Street and Sidewalk Maintenance, Curb & Gutter Maintenance, Street Lighting Maintenance, Storm Drain Maintenance, Sound Wall Maintenance, Fencing, Graffiti Abatement, and Mosquito Abatement, as located within the district.

2. That the Engineer of Work hereby is directed to prepare and to file a report in compliance with Sections 50075.1 and 53410 of the California Government Code.

PASSED AND APPROVED by the San Juan Bautista City Council on this 21st day of May, 2024, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:

APPROVED:
____________________
Scott Freels, Mayor
ATTEST:
___________________________
Elizabeth Soto, Acting City Clerk
Item #XX
City Council Meeting
May 21, 2024
Page | 1
RESOLUTION NO. 2024-XX

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN JUAN BAUTISTA

DECLARING ITS INTENTION TO LEVY AND COLLECT ASSESSMENTS WITHIN COMMUNITYFACILITIESDISTRICT NO. 2018-01 FOR FISCAL YEAR 2024-25 AND

SETTING THE TIME AND PLACE FOR A HEARING ON SAID ASSESSMENT WHEREAS, pursuant to the terms and provisions of the “Mello-Roos Community Facilities Act of 1982,” being Chapter 2.5, Part 1. Division 2, Title 5 of the Government Code of the State of California (“Act”). Said special tax district is known and designated as Community Facilities District No. 2018-01 (the “CFD”), and WHEREAS, CFD 2018-01 currently serves two communities; the Copperleaf community known as “Zone 1,” and; the Rancho Vista community known as “Zone 2.” WHEREAS, by prior resolution, this Council ordered preparation of an Annual Report (“Report”) with respect to the assessment proposed to be levied in connection with the District for Fiscal Year 2024-25, and
WHEREAS, by prior resolution, this Council approved the Report as filed; and WHEREAS, a copy of the approved Report is on file in the Office of the City Clerk, available for public inspection at said Office, and incorporated herein by reference; and WHEREAS, the City Council desires to declare its intention to levy the proposed assessment for Fiscal Year 2024-25.

NOW, THEREFORE, IT IS HEREBY RESOLVED by the City Council of the City of San Juan Bautista as follows:

1. The Council hereby declares its intention to levy and collect assessments in connection with the District for Fiscal Year 2024-25, as set forth in the Report.

2. The District is designated by the following distinctive name: “Community Facilities District No. 2018-01.” The District is generally described as a district including the parcels on both sides of Ahwahnee Street and Donner Street, bounded by San Juan Highway and Third Street. Reference is made to the Report for a more complete and exact definition of the territory included in the District.

5. The amount of the assessment for Fiscal Year 2024-25 is not proposed to increase from the rate effective for Fiscal Year 2023-24 for Rancho Vista except for adjustment for inflation (CPI) according to the methodology submitted to property owners as part of a mail ballot protest proceeding in 2008. Copperleaf was increased to accommodate contract maintenance costs and inflation in accordance with the Engineers Report, but remains less than the allowable maximum tax.

PASSED AND APPROVED by the San Juan Bautista City Council on this 21st day of May, 2024, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:

APPROVED:
______________________
Scott Freels, Mayor
ATTEST:
____________________________
Elizabeth Soto, Acting City Clerk
Page | 1
RESOLUTION NO. 2024-XX

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN JUAN BAUTISTA

APPROVING AN ALTERNATIVE FUNDING STRUCTURE FOR THE LOCAL

AGENCY FORMATION COMMISSION
WHEREAS, the City of San Juan Bautista believes it is important that independent special districts have a voice in Local Agency Formation Commission (LAFCO) affairs; and WHEREAS, the City of San Juan Bautista believes that it is important for LAFCO to have the perspective from the independent special districts that in its deliberations; and WHEREAS, for these reasons, the City of San Juan Bautista supports the representation of independent special districts on the Local Agency Formation Commission of San Benito County as provided for in the Cortese-Knox-Hertzberg Act of 2000; and WHEREAS, the City of San Juan Bautista understands that one third of the LAFCO operating costs borne by the independent special districts may be financially burdensome, particularly for those paying a larger portion of the allocation; and WHEREAS, the City of San Juan Bautista, in the interest of ensuring independent special districts have representation on LAFCO for the reasons mentioned, agree to an alternative funding allocation for LAFCO as allowed by Government Code Section 56381; and NOW, THEREFORE, it is resolved as follows:

1. The independent special districts will be responsible for one-fifth of the LAFCO operating budget apportioned as described in Government Code Section 56381(b)(4), should they elect to join.

2. The remaining four-fifths of the operating budget will be allocated one-half to the County and one-half to the two cities as currently apportioned on a proportional basis, upon seating of the independent special district representation. Future operating budgets will be apportioned in the same manner unless an alternative is approved as set forth in Government Code Section 56381(b)(4).

PASSED AND APPROVED by the San Juan Bautista City Council at a regular Council Meeting held on the 21st day of May, 2024 by the following vote:

AYES:

NOES:

ABSTAIN:

ABSENT:

Page | 2
APPROVED:
____________________
Scott Freels, Mayor
ATTEST:
______________________________
Elizabeth Soto, Acting City Clerk
Page | 3

CERTIFICATION
Dated: _________________________ _________________________________________ Don Reynolds, City Manager
City of San Juan Bautista
ATTEST: APPROVED AS TO LEGAL FORM:
___________________________________ ____________________________________ Elizabeth Soto, Acting City Clerk Jon R. Giffen, City Attorney DATE: _____________________________ DATE:______________________________

CITY OF SAN JUAN BAUTISTA
COMMUNITY FACILITIES DISTRICT NO. 2018-1

LOCAL AGENCY SPECIAL TAX AND BOND
ACCOUNTABILITY ACT COMPLIANCE (SB 165)
FISCAL YEAR 2024-25 ANNUAL REPORT
May 2024

PREPARED BY
MNS Engineers
201 Industrial Way, Suite A
Buelton, CA 93427
www.mnsengineers.com
San Juan Bautista Community Facilities District No. 2018-1 Fiscal Year 2024/25 Annual Report
ii

TABLE OF CONTENTS
Background ................................................................................................................. 1 Authorized Services ..................................................................................................... 1 Collection of Special Taxes and Expenditures............................................................. 3 Appendix A – Boundary Map...................................................................................A - 1 Appendix B – Special Tax Roll ................................................................................B - 1 San Juan Bautista Community Facilities District No. 2018-1 Fiscal Year 2024/25 Annual Report
i

BACKGROUND
Background
The Local Agency Special Tax and Bond Accountability Act (“Accountability Act“) was enacted by the California State Legislature through Senate Bill 165, to provide accountability measures for any local special tax and/or bond measure subject to voter approval on or after January 1, 2001. According to the requirements of the Accountability Act (Sections 50075.1 and 53410 of the California Government Code), an annual report must be filed by the local agency levying a special tax and/or issuing a bond measure on or before each January 1, commencing January 1, 2001 and shall contain a description of the following:

1. The amount of funds collected and expended to fund authorized facilities and/or services in the previous fiscal year.

2. The status of any project required or authorized to be funded by the special tax and/or bond measure.

The information contained in this Section has been compiled and is being presented pursuant to, and in accordance with, the requirements outlined in the Accountability Act for Fiscal Year 2024/25.

Authorized Facilities/Services
A listing of the authorized facilities and services being provided in the Community Facilities District are shown on the following page.

San Juan Bautista Community Facilities District No. 2018-1 Fiscal Year 2024/25 Annual Report
i

AUTHORIZED FACILITIES AND SERVICES
Authorized Services
The purpose of CFD No. 2018-1 is to provide for the costs to maintain, service and replace the items listed below:
• Landscape Maintenance
• Park Maintenance
• Recreational Equipment
• Street and Sidewalk Maintenance
• Curb & Gutter Maintenance
• Street Lighting Maintenance
• Storm Drain Maintenance
• Sound Wall Maintenance
• Fencing
• Graffiti Abatement
• Mosquito Abatement
San Juan Bautista Community Facilities District No. 2018-1 Fiscal Year 2024/25 Annual Report
ii

COLLECTIONS AND EXPENDITURES
Collection of Special Taxes and Expenditures
The table on the following page details the amount of Special Taxes collected and the expenditures made to fund the authorized services and incidental expense of CFD No. 2018-1 from July 1, 2024 through June 30, 2025.

TAX ZONE 1
Fiscal Year 2024/25 Cost Estimate Summary - Copperleaf
San Juan Bautista Community Facilities District No. 2018-1 Fiscal Year 2024/25 Annual Report
iii
TAX ZONE 2
Fiscal Year 2024/25 Cost Estimate Summary – Rancho Vista San Juan Bautista Community Facilities District No. 2018-1 Fiscal Year 2024/25 Annual Report
iv
APPENDIX A – BOUNDARY MAP
San Juan Bautista Community Facilities District No. 2018-1 Fiscal Year 2024/25 Annual Report
v
APPENDIX B – SPECIAL TAX ROLL
TAX ZONE 1 - COPPERLEAF
San Juan Bautista Community Facilities District No. 2018-1 Fiscal Year 2024/25 Annual Report
vi
TAX ZONE 2 – RANCHO VISTA
Item #XX
City Council Meeting
May 21, 2024
RESOLUTION NO. 2024-XX

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN JUAN BAUTISTA

RATIFYING THE REPORT PREPARED IN CONNECTION WITH THE FISCAL YEAR 2024-25 LEVY OF ASSESSMENTS IN CONNECTION WITH COMMUNITY FACILITIESDISTRICT NO. 2018-01 FOR FISCAL YEAR 2024-25
WHEREAS, pursuant to the terms and provisions of the “Mello-Roos Community Facilities Act of 1982,” being Chapter 2.5, Part 1. Division 2, Title 5 of the Government Code of the State of California (“Act”). Said special tax district is known and designated as Community FacilitiesDistrict No. 2018-01 For Fiscal Year 2024-25 (“District”); and WHEREAS, CFD 2018-01 currently serves two communities; the Copperleaf community known as “Zone 1,” and; the Rancho Vista community known as “Zone 2.” WHEREAS, the City Council desires to initiate proceedings for the Fiscal Year 2024-25 levy of the assessment in connection with the District; and WHEREAS, City Staff has prepared the Report and has filed a copy of the Report with the City Clerk, which Report is hereby incorporated herein by reference; and WHEREAS, the City Council desires to ratify and approve the Report, as filed.

NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of San Juan Bautista as follows:

1. The Council finds that the Report contains all information required by the Act.

2. The City Council hereby approves the Report as filed.

PASSED AND APPROVED by the San Juan Bautista City Council duly held on this 21st day of May, 2024, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:

APPROVED:
______________________
Scott Freels, Mayor
ATTEST:
____________________________
Elizabeth Soto, Acting City Clerk

NOTICE OF PUBLIC HEARING

CITY OF SAN JUAN BAUTISTA
Pursuant to Government Code Section 65090, the City Council of the City of San Juan Bautista gives notice of a public hearing on June 18, 2024 at 6:00 p.m.

During the public hearing, the following items will be discussed:

The City of San Juan Bautista has declared its intention to levy and collect assessments within the Community Facilities District No. 2018-1 for Fiscal Year 2024-25. There will be a public hearing on said assessment on June 18, 2024 at 6:00 p.m. At the hearing, all interested persons will be permitted to present written and/or oral testimony regarding the proposed assessment.

You can access the webinar at https://us02web.zoom.us/j/88373320235 An agenda will be posted on the City website and distributed not later than June 14.

Item No. #8.E
City Council Meeting
May 21, 2024
Page | 1

CITY OF SAN JUAN BAUTISTA

CITY COUNCIL STAFF REPORT
DATE: MAY 21, 2024
DEPARTMENT: ADMINISTRATION
FROM: ELIZABETH SOTO, ACTING CITY CLERK
BY: ELIZABETH SOTO, ACTING CITY CLERK
TITLE: NOVEMBER 5, 2024 GENERAL MUNICIPAL ELECTION
RECOMMENDED MOTION:

A motion to approve a Resolution ordering an election, requesting the San Benito County Elections Department to conduct the election, and requesting consolidation of the November 5, 2024 election.

RECOMMENDATION:

Staff recommends that the City Council approve a Resolution ordering an election pursuant to California Elections Code section 10002 and San Juan Bautista City Municipal Code Chapter 2-1 Article 2, requesting the County Elections Department to conduct the election, and requesting consolidation of the November 5, 2024, General Municipal Election for the City of San Juan Bautista with the General Election
EXECUTIVE SUMMARY:

San Juan Bautista provides for elections to be held in accordance with California Elections Code as long as they are not in conflict with the Municipal Code. California Elections Code Division 10 outlines the general provisions and procedures for the conduct of local and consolidated elections. The terms of two (2) Councilmembers are set to expire following the November 5, 2024 election and certification of the results. The City Clerk, as the Elections Official for the City of San Juan Bautista hereby requests the City Council’s authorization to consolidate the election for the aforementioned offices to be held on November 5, 2024.

BACKGROUND:

Pursuant to San Juan Bautista City Municipal Code Chapter 2-1 Article 2, the following Council seats shall expire in November 2024: Councilmembers At-Large (Scott Freels); and (John Freeman). The Councilmembers are elected at large for a four-year term.

Item No. #8.E
City Council Meeting
May 21, 2024
Page | 2
In keeping with the California Elections Code, the regular nomination filing period opens on Monday, July 15, 2024 and closes on Friday, August 9, 2024. The regular filing period will be extended to Wednesday, August 14, 2024, for any office for which the incumbent does not file or fails to qualify in accordance with Election code 10225. The municipal election shall be consolidated with the General Gubernatorial Election on November 5, 2024. The resolution authorizes the City Clerk to procure the services of the San Benito County Elections Department for conducting the election. Notice of the election for officers must be published by no later than July 8, 2024. July 15, 2024 is the last day to request consolidation of the election or add initiatives to the November 5, 2024 ballot.

CEQA CONSIDERATION:

Not a Project. The City of San Juan Bautista has determined that the proposed action is not a project as defined by the California Environmental Quality Act (CEQA) (CEQA Guidelines Section 15378).

STRATEGIC PLAN:

Consolidating the election on November 5, 2024, with the General Election and authorizing the San Benito County Elections Department to conduct the election on the City’s behalf supports the City Council’s strategic goal of Effective & Culturally Responsive Government.

DEPARTMENTAL COORDINATION:

The City Clerk is charged with the duty of conducting the election pursuant to California Elections Code section 320 with consultation from the City Attorney as needed.

FISCAL IMPACT:

San Benito County Elections Department estimates that San Juan Bautista’s share for the cost of the election to be a total estimated cost to the City between $7,000 and $ 8,000. Consolidating the City’s General Municipal Election with the General Election provides cost sharing with other jurisdictions within the County.

ATTACHMENTS:

Resolution
San Benito County Election letter and Documents Dated May 9, 2024 Page | 1
RESOLUTION NO. 2024-XX

RESOLUTION ORDERING AN ELECTION, REQUESTING THE SAN BENITO

COUNTY ELECTIONS DEPARTMENT TO CONDUCT THE ELECTION, AND REQUESTING CONSOLIDATION OF THE NOVEMBER 5, 2024 GENERAL

MUNICIPAL ELECTION FOR THE CITY OF SAN JUAN BAUTISTA
WHEREAS, pursuant to Elections Code Section 10002, the governing body of any city or district may by resolution request the Board of Supervisors of the county to permit the county elections official to render specified services to the city or district relating to the conduct of an election. The city or district shall reimburse the county in full for the services performed upon presentation of a bill to the City or district; and
WHEREAS, pursuant to Elections Code Section 10400, whenever two or more elections, including bond elections, of any legislative or congressional district, public district, city, county or other political subdivision are called to be held on the same day, in the same territory, or in territory that is in part the same, they may be consolidated upon the order of the governing body or bodies or officer or officers calling the elections; and WHEREAS, pursuant to Elections Code Section 10403, whenever an election called by a district, city or other political subdivision for the submission of any question, proposition, or office to be filled is to be consolidated with a statewide election, and the question, proposition, or office to be filled isto appear upon the same ballot asthat provided for thatstatewide election, the district, city or other political subdivision shall, at least 88 days prior to the date of the election, file with the board of supervisors, and a copy with the elections official, a resolution of its governing board requesting the consolidation, and setting forth the exact form of any question, proposition, or office to be voted upon at the election, as it is to appear on the ballot. Upon such request, the Board of Supervisors may order the consolidation. The resolution requesting the consolidation shall be adopted and filed at the same time as the adoption of the ordinance, resolution, or order calling the election; and
WHEREAS, pursuant to Elections Code Section 13307, whenever an election called by a district, city, or other political subdivision has offices to be filled, it is required to fix and determine the number of words that a candidate may submit on the candidate's statement to be either 200 or 400 words and to determine if the candidate shall be responsible for the cost of the statement; and
WHEREAS, Elections Code Section 15651 requires the city to determine the means and manner in which a tie vote is to be resolved in the event that two or more persons receive an equal number of votes and the highest number of votes ("tie votes") for an office to be voted upon; and
WHEREAS, various district, county, state, and other political subdivision elections may be or have been called to be held on November 5, 2024; and NOW THEREFORE, BE IT RESOLVED AND ORDERED that the governing body of the Page | 2
City of San Juan Bautista hereby orders an election be called and consolidated with any and all elections also called to be held on November 5, 2024 insofar as said elections are to be held in the same territory or in territory that is in part the same as the territory of the Board of Supervisors of the County of San Benito to order such consolidation under Elections Code Section 10401 and 10403.

BE IT FURTHER RESOLVED AND ORDERED that pursuant to Elections Code Section 10002 said governing body hereby requests the Board of Supervisors to permit the San Benito County Elections Department to provide any and all services necessary for conducting the election and agrees to pay for said services.

BE IT FURTHER RESOLVED AND ORDERED that the San Benito County Elections Department conduct the election for the purpose of electing tow (2) Members to said governing body on the November 5, 2024 ballot.

RECITALS
SECTION I. The General Municipal Election for the year 2024 is hereby called and shall be held in San Juan Bautista, under and by virtue of the provisions of Article 2 of the Municipal Code of said City and California Elections Code, on the 5th day of November 2024,said date being the first Tuesday following the first Monday in November 2024.

SECTION II. The following officers of San Juan Bautista shall be elected at said General Municipal Election, to wit:
• Councilmember, one (1), for a term of four years from the City at large. • Councilmember, one (1), for a term of four years from the City at large.

SECTION III. Nomination papers shall be filed with the San Juan Bautista City Clerk’s Office not later than 5:00 p.m. on Friday, August 9, 2024, except that the nomination filing period will be extended to 5:00 p.m. on Wednesday, August 14, 2024 for the office Councilmember if the incumbent does not file or fails to qualify by close of the regular nomination period on August 9, 2024.

SECTION IV. Pursuant to the provisions of Section 13307 of the Elections Code of the State of California, the City Council has determined that candidates for office may file a written statement of qualifications with their nomination papers, said statement not to exceed 200 words in length, with those candidates filing said statements to pay the cost of such statement as determined by the Registrar of Voters.

SECTION V. The official ballot to be used at said election shall conform to the provisions of the laws of the State of California with relation thereto.

SECTION VI. The City authorizes the Registrar of Voters to consolidate this election with any other election on November 5, 2024 for the convenience of the registered voters and to effectuate any cost savings by such consolidation.

Page | 3
SECTION VII. The County of San Benito Elections Department is hereby directed to publish such notices as are provided by law for the holding of the municipal election, which said notices shall be published in an adjudicated newspaper and circulated in the City of San Juan Bautista and hereby designated for that purpose.

SECTION VIII. Said General Municipal Election shall be held and conducted, and the votes thereof canvassed, and the return thereof made, and the results thereof ascertained and determined as herein provided, and in all particulars not described by this Resolution, said General Municipal Election shall be held as provided by law for the holding of municipal elections in said City; and the Registrar of Voters of the County of San Benito is authorized to canvass the return and certify the results to said Council of San Juan Bautista.

SECTION IX. The City Clerk shall enter the results into the record following receipt of the declared results in accordance with Elections Code Section 10264. The City Clerk shall sign and deliver to each person elected a certificate of election and administer the oath of office to each person elected. This Resolution shall be forthwith entered upon the minutes of this Council and kept and maintained by the City Clerk of San Juan Bautista.

SECTION X. The City Clerk is hereby authorized and directed to certify to the due adoption of this Resolution and to transmit a certified copy to the Elections Department and the Board of Supervisors of San Benito County.

PASSED AND APPROVED by City of San Juan Bautista, this 21st day of May 2024 by the following vote:

AYES:

NOES:

ABSTAIN:

ABSENT:

APPROVED:
__________________
Scott Freels, Mayor
ATTEST:
_____________________________
Elizabeth Soto, Acting City Clerk

FRANCISCO DIAZ

CLERK-RECORDER &

REGISTRAR OF VOTERS

OFFICE OF THE COUNTY CLERK,

RECORDER & REGISTRAR OF VOTERS
1601 Lana Way
Hollister, California 95023
PO Box 1150
Hollister, CA 95024

COUNTY OF SAN BENITO
5/9/2024
City of San Juan Bautista
Elizabeth Soto
PO Box 1420
San Juan Bautista, CA 95045
Documents Required for November 5, 2024- Presidential General Election In preparation for the November 5, 2024, Presidential General Election, please review the information before completing and submitting the following required documents:

Required documents:

Deadline Document Notes
July 3, 2024 Notice of Election Election Code (EC) § 10509, (125 days before election) 10522,10524
July 3, 2024 Statement of Election Facts Form enclosed/attached. (125 days before election)
July 3, 2024 City/District map showing EC§ 10522
(125 days before election) boundaries and, if A map is required even if no applicable, divisions changes have been made
August 9, 2024 Adopted Resolution and EC§ 10403
(88 days before election) Service Agreement Resolution Checklist enclosed/ attached.

Resolution sample
enclosed/attached
Estimated Costs
To help your city/district budget for this election, we have estimated the cost to be between $8,000 to $7,000 (See formula below). We have used previous election contests to determine this informed estimate. Per Election Code§ 10002, the city/district shall reimburse the county in full for the election services performed. total voter registrations
• • X district voter registration, per con'Fsr/m #.fflre total election cost, minus revenues '- u
CITY OF SPd\l JUAN BAUTISTA
MAY 1 7 2024
OFFICE OF "THE CITY CLERK
,·
IMPORTANT: The November 5, 2024, Presidential General Election costs are allocated across all jurisdictions on the ballot. Therefore, the greater the number of contests on the ballot, the greater there is a reduction to the shared costs.

If a contest does not appear on the ballot, the nomination fee is set to $400. If the contest does appear on the ballot, then the fee of $400 is multiplied by the actual Report of Registration Numbers at E-123.

According to our records, the offices up for the upcoming election include:

City of San Juan Bautista
Office Term Incumbent
City Council Member 4 John Freeman
City Council Member 4 Scott Freels
Please feel free to contact me for more information at [email protected] or 831-636-4016.

Sincerely,
Ana De Castro Maquiz
Chief Deputy Clerk-Recorder-Elections
Page | 1 City Council Meeting Minutes (February 20, 2024)

CITY OF SAN JUAN BAUTISTA

CITY COUNCIL

UNOFFICIAL MEETING MINUTES
FEBRUARY 20, 2024

1. CALL TO ORDER
Mayor Pro Tem Jordan called the regular meeting to order at 6:01 p.m. in the Council Chambers, 311 Second Street, San Juan Bautista California.

PLEDGE OF ALLEGIANCE
Councilmember Freeman led the pledge of allegiance.

ROLL CALL Present:

Councilmember John Freeman
Mayor Pro Tem Leslie Q. Jordan
Councilmember Jackie Morris-Lopez
Councilmember EJ Sabathia

Absent:

Mayor Scott Freels
Staff Present:

Elizabeth Soto, CMC, CPMC, Acting City Clerk
Don Reynolds, City Manager
Jon R Giffen, City Attorney

2. PUBLIC COMMENT
Received public comment from the following members of the public:

Danny Barrera, Jovenes de Atano
Mrs. Bains
Margot Tankersley

3. PRESENTATION
A. San Benito County Tobacco Education Program
Presentation by Crystal Ruiz, Project Coordinator, and Javier Perez, Community & Coalition Engagement Coordinator from San Benito County Health Department. The purpose of the San Bonito County Tobacco Education Program is to educate the community about the dangers of tobacco use, particularly secondhand and thirdhand smoke. The program aims to raise awareness about the potential health risks associated with tobacco smoke exposure, promote tobacco cessation and prevention efforts, and reduce tobacco-related health disparities in the Page | 2 City Council Meeting Minutes (February 20, 2024) community. It provides resources, support, and education to improve the overall health and wellbeing of the community.

The following members of the public commented on the presentation:

Ramona Hill
Add agenda item
The Non-Exclusive Franchise Agreement (NEFA) was added to the meeting agenda.

MOTION:

Upon motion by Councilmember Freeman, second by Councilmember Sabathia, Action item A.

Non-Exclusive Franchise Agreement was added to the agenda as an action item.

AYES: Councilmembers: Freeman, Morris-Lopez, Sabathia, and Mayor Pro Tem Jordan; NOES:

None; ABSTAIN: None; ABSENT: Mayor Freels
ACTION
A. Non-Exclusive Franchise Agreement
Kathryn Ramirez, IWM Staff Analyst from San Benito County Resource Management Agency Integrated Waste Management (IWM). The Non-Exclusive Franchise Agreement, referred to as Non-Exclusive Agreement (NEFA), is a competitive program that grants haulers the nonexclusive right to collect solid waste in temporary roll off debris service boxes within city limits.

It also states that the current NEFA process between the county and cities to monitor hauler solid waste collection has been in effect for several decades without revisions.

The following members of the public commented on the report:

Laurie Tankersley, Integrated Waste Management
MOTION:

Upon motion by Councilmember Freeman, second by Councilmember Mayor Pro Tem Jordan, a Memorandum of Understanding between the County of San Benito and the Cities of San Juan Bautista and Hollister for the Establishment and Administration of a Non-Exclusive Permit System for the Collection And Diversion of Solid Waste, was approved.

AYES: Councilmembers: Freeman, Morris-Lopez, Sabathia, and Mayor Pro Tem Jordan; NOES:

None; ABSTAIN: None; ABSENT: Mayor Freels

4. PUBLIC HEARING
A. 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.

Page | 3 City Council Meeting Minutes (February 20, 2024) The code revisions and the memorandum of understanding are set to formalize the relationship and streamline the overall process for staff and haulers.

No public comment.

MOTION:

Upon motion by Councilmember Freeman, second by Councilmember Sabathia, an Ordinance Amending Chapter 5, Refuse Collection and Recycling, of the San Juan Bautista Municipal Code to update the definitions and Franchises for solid waste collection to comply with SB 1383 requirements, and hold a Public Hearing, was introduced.

AYES: Councilmembers: Freeman, Morris-Lopez, Sabathia, and Mayor Pro Tem Jordan; NOES:

None; ABSTAIN: None; ABSENT: Mayor Freels

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 December 2023. No public comments were received.

B. Reports from City Council Representatives to Regional Organizations and Committees The City Council reported on meetings they attended and provided a brief overview. No public comments were received.

C. City Council and Staff Announcements
Hacienda Del Leal is under new ownership and will have a grand opening on Thursday, April 18th. Senior lunches will be provided at the Community Center every Thursday. There will be an Artisan and Winery Showcase on July 27-28th, and the Second Annual Harvest Festival will occur in October.

City Manager Reynolds announced that the street closure information for the upcoming events will be forwarded to the City Council for approval during the March meeting.

D. City Manager’s Report
City Manager Don Reynolds provided the staff report followed by a PowerPoint presentation.

The following members of the public commented on the report:

Michael Ponce
Cara Vonk
a) Fire Department Update
Nothing to report.
b) Sheriff Department Update
Nothing to report.

Page | 4 City Council Meeting Minutes (February 20, 2024)

6. CONSENT
A. Approve the Affidavit of Posting Agenda.

B. Approve a RESOLUTION Authorizing Closure of Streets for Warner Bros Pictures “BC Project”
C. Approve a RESOLUTION Authorizing Closure of Streets for Community Street Mandala.

D. Approve the Regular Meeting Minutes of October 17, 2023.

E. Approve the Special Meeting Minutes of November 14, 2023.

Item A
No public comment.

MOTION:

Upon motion by Councilmember Sabathia, second by Councilmember Morris-Lopez, Consent Item A was approved.

AYES: Councilmembers: Freeman, Morris-Lopez, Sabathia, and Mayor Pro Tem Jordan; NOES:

None; ABSTAIN: None; ABSENT: Mayor Freels
Item B
No public comment.

MOTION:

Upon motion by Councilmember Sabathia, second by Councilmember Freeman, Consent Item B was approved.

AYES: Councilmembers: Freeman, Morris-Lopez, Sabathia, and Mayor Pro Tem Jordan; NOES:

None; ABSTAIN: None; ABSENT: Mayor Freels
Item C
The following member of the public commented on the report:

Ramona Hill, Credo Studio, Change street closure to Polk Street between Second and Third Street.

MOTION:

Upon motion by Councilmember Sabathia, second by Councilmember Morris-Lopez, the amended Resolution approving the Street Closure for the Mandala Project from Polk Street between Second and Third, was approved.

AYES: Councilmembers: Freeman, Morris-Lopez, Sabathia, and Mayor Pro Tem Jordan; NOES:

None; ABSTAIN: None; ABSENT: Mayor Freels
Mayor Pro Tem Jordan requested consent items D and E be tabled to the next meeting.

Page | 5 City Council Meeting Minutes (February 20, 2024)

7. ACTION ITEMS
A. Fiscal Year 2023-2024 Mid-Year Budget Adjustment
City Manager Don Reynolds provided the report. The FY 2023/24 initiatives include programs such as reorganizing public safety, reorganizing city general services, economic development, historic preservation, recreation, capital improvement program, climate action plan, library rain gutters, and a CD fee study. The Economic Development program includes funding for various memberships, conferences, training, and community engagement and assessment. The Recreation program includes funding for a recreation technician, volunteer processing, new summer programs, program supplies, equipment, staff/volunteer training, and uniform allowance.

The City has been focused on three initiatives since 2022: CIP21.11 - Urban Growth Boundary/Sphere of Influence, CIP 22.01 - the 3rd Street Master Plan, and CIP 22.02 - Public Safety Committee recommendations.

The General Fund is showing a small growth, the water and sewer enterprise funds are growing at higher rates than budgeted, and all three funds are showing various degrees of savings during the first 6 months.

Councilmember Sabathia asked that the approval of the permits go through the Recreation Assistant. Councilmember Sabathia stated that he was in favor of the Public Safety salary adjustment.

The City Council was in favor of reducing the EV Vehicle purchase from $70,000 to $50,000 Mayor Pro Tem Jordan requested Brenda Weatherly from the San Benito Leadership Institute come back to Council to make a presentation and clarify a few questions.

The following members of the public commented on the report:

Cara Vonk Capital
Councilmember Morris-Lopez expressed concern regarding increasing the Recreation Technician hours from 20 a week to 30 a week.

The Amended Resolution to include:

Elimination of the Code Enforcement Officer
Leadership Academy is being tabled until March, pending a presentation to the City Council.

Reduce vehicle line item from 78,000 to 50,000
The Public Safety Officer uniform budget tabled for the Public Safety Officer to decide what equipment/uniform is needed.

MOTION:

Upon motion by Councilmember Sabathia, second by Councilmember Morris-Lopez, the amended Resolution amending the budget for Fiscal Year 23/24 as indicated to reflect higher than expected revenues, savings, and several new projects and studies to be initiated before the end of the fiscal year (June 30), was approved.

Page | 6 City Council Meeting Minutes (February 20, 2024) AYES: Councilmembers: Freeman, Morris-Lopez, Sabathia, and Mayor Pro Tem Jordan; NOES:

None; ABSTAIN: None; ABSENT: Mayor Freels

8. DISCUSSION ITEMS
A. Focus on Downtown; A. Parking Management Plan; B. Vacancy Ordinance; C. Façade Improvements.

City Manager Reynolds stated that the Parking Management Study was done in 2020.

The City Council discussed the need for a parking management plan for downtown. A parking study was commissioned in 2012, which highlighted the need for paid parking to finance infrastructure improvements. The cost per parking space was estimated to be between $6,000 and $7,100. The implementation of parking regulations and enforcement was also emphasized.

The Council discussed the possibility of implementing a vacancy tax. The tax would be imposed on properties that remain vacant for an extended period of time. The City Manager, Don Reynolds stated that a ballot measure would be required to implement this tax, and exemptions for low-income property owners and exceptional circumstances would be considered.

There was a previous existence of a facade grant program, which aimed to help business owners improve the appearance of their building facades. The Council suggested that a similar program could be reinstated to encourage building owners to invest in facade improvements.

The following members of the public commented on the report:

Cara Vonk, city façade; support Vacancy tax

9. FUTURE AGENDA ITEMS
Councilmember Freeman requested to add parking with EV chargers.

Councilmember Morris-Lopez requested to have an Ordinance regarding late and pass due invoices; review the vendor that charges the water bills. Downtown: The barrels with succulents impede left turns; impede parking, impede left turn. Councilmember Morris-Lopez asked what the City can do to help the Senior Center.

Councilmember Sabathia requested to have the street closure for Mrs. Bains (two) festivals be brought forward for approval at the next meeting (March).

No public comment.

10. ADJOURNMENT
Motion to adjourn the meeting by Councilmember Sabathia, second by Councilmember MorrisLopez. All in favor.

There being no other business, Mayor Freels adjourned the meeting at 9:50 p.m.

Page | 7 City Council Meeting Minutes (February 20, 2024) APPROVED:
_____________________
Scott Freels, Mayor
ATTEST:
_______________________________________
Elizabeth Soto, CMC, CPMC, Acting City Clerk
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.

Page | 2 City Council Meeting Minutes (March 19, 2024)

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.

Page | 4 City Council Meeting Minutes (March 19, 2024)
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.

Page | 5 City Council Meeting Minutes (March 19, 2024)
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
Page | 6 City Council Meeting Minutes (March 19, 2024)

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
Page | 1

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.

Page | 2
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 Item: 9.A
City Council Meeting
Date: May 21, 2024
Page | 3
should it fall into negotiations before it expires December 31, 2025. It also describes the low cost of law enforcement, and how that may pose a threat to the general fund is the contact is reopened.

The fourth attachment is the proposed personnel changes for FY 2024/25. These changes are significant in that they reduce the cost for community development services by eliminating the Assistant City Manager/Director of Community Development position, and replace it with an Associate Planner position. It expands Recreation from 30-hours per week to full-time. A net savings of $7,000. A Cost of Living Allowance (“COLA”) increase of 3.3% is also recommended.

The City has received two requests for funding; one from a not-for-profit and a second local artisan. These include $5,000 to support the re-establishment of the San Benito Leadership Academy and $1,500 for the Credo Mandala project. They total of $6,500 can be funded from the current “General Government” Department Budget (45). 2-more have been received since the MidYear budget review. It is proposed that if the Recreation position becomes full-time, that it establish a non-profit funding program that allows all interested parties an equal playing field, governed by City Council Ad-Hoc Committee. There will be an annual application process, deadline and funding recommendation.

As stated at Mid-Year, The City needs to revisit Economic Development. The cities and County strategies have to be in alignment. At its last meeting October 18, 2023, the EDCAC was to consider the need for an Economic Development Strategic Plan. Simply put, “if you do not have a plan, you might wind-up somewhere you don’t want to be.” The packet for the October 18 meeting includes a San Juan Bautista Economic Development Strategy completed by a Cal Poly student in 2014. It is interesting and perhaps a good place to start.

One more issue for consideration is fostering leadership in the City Council and appointed committees. Currently there is no compensation for these positions. Perhaps the City would consider offering health benefits for those that service 4-year appointed or elected terms. Maybe that could attract more interest people to consider the work involved.

CAPITAL IMPROVEMENTS
Street improvements are turning in Fiscal Year 2024/25 using the Pavement Management Plan to guide priorities. The City recommends adding the drinking water CIP to this year’s CIP, the Microvi water treatment program, and heating air conditioning for City Hall and the Chambers. It looks to electrify the fleet and includes an electric vehicle, and charging stations. It will also include a budget for replacement of the City's fire engine to be leased, rather than bought.

FUND BALANCES IN THE DRAFT BUDGET
The draft Budget includes $100,000 additional funding for Fire Services, reduces the Law Enforcement contract by $150,000 for the second deputy, and removes the private security contract. It is currently projected for the City to have an extra $143,591 of revenue above costs by June 30, 2025. Also to be noted is that two of the assessment districts will rely on a transfer from their fund balances to keep these budgets in check. They have sufficient reserves to handle this.

The landscape contract was awarded last fall for three years, and is secure for another two years.

Page | 4
As noted every year, the General Fund subsidizes Community Development, because planning fees do not cover 100% of the costs. The costs that are not being recovered are for advanced planning to include the Housing Element and changes to the zoning code.

Fund Revenues Expenditures Surplus
General Fund 2,480,525 2,336,934 143,591
Sewer Enterprise 1,960,000 1,051,569 908,431
Water Enterprise 1,718,000 862,288 855,712
Community Development 124,150 678,912 (554,762)
COPS 100,000 100,000 -
Perm. Local Housing 71,585 71,585 -
CFD Z2 Rancho Vista 67,512 42,718 24,794
Valle Vista Lighting Dist. 23,889 28,244 (4,355)
CFD Z1 Copperleaf 16,645 22,197 (5,552)
Gas Tax 108,000 21,000 87,000
Parking & Restroom Fund 28,000 - 28,000
TOTAL 6,698,306 5,215,447 1,482,859
FISCAL IMPACT:

This report summarizes the proposed impacts of the draft Operations Budget and Capital Improvements. The City’s revenues and expenses are in line. The proposed re-negotiation of the Fire Budget remains the biggest concern moving a head into the new Fiscal Year.

ATTACHMENTS:

Budget Narratives from the Cleagov Digital Budget Book
Strategic Plan
Priorities and Issues
Recommended Personnel Changes
2023/24 Organizational Chart

San Benito Local Agency Formation Commission
2301 Technology Parkway
Hollister, CA 95023
(831)636-4000 Ext. 13
[email protected]
cosb.us/departments/lafco
Memorandum
Date: May 13, 2024
To: County of San Benito, City of Hollister, City of San Juan Bautista From: San Benito Local Agency Formation Commission
Re: Seating of Special Districts on LAFCO and Proposed Alternate Funding Allocation At San Benito LAFCO’s meeting on May 9, 2024, the Commission considered whether to invite special districts to have representation on LAFCO. The Commission unanimously decided that an alternative funding structure for LAFCO’s budget was necessary in order to minimize the burden on the special districts should they join. Any alternative funding structure must be approved by the current member agencies, which includes the County of San Benito, the City of Hollister, and the City of San Juan Bautista. It is requested that the respective governing bodies of these agencies approve the attached resolution, thereby formally approving the allocation of a fifth of LAFCO’s budget to special districts upon joining LAFCO, as opposed to a third as codified Government Code. Included in this memo is related background on special district representation on LAFCO and the financial impacts to the member agencies as a result of the proposed alternative funding structure.

Approximately half of all LAFCOs in the State have special district representation. Special districts in San Benito do not have a voice equal to the County and the cities in LAFCO affairs, including the formation of new districts, the consolidation, merger or dissolution of existing districts, annexations and changes of organization and the establishment, amendment and updates to spheres of influence boundaries. The ability to have a direct voice in all LAFCO affairs is now more compelling given LAFCO’s expanded mandates and independence. Special districts have a vested interest in LAFCO actions as it has oversight over their existence and growth. LAFCO has the potential to make a decision that would affect a particular district without the perspective and concern that only special districts seated on the Commission could provide.

In order to join LAFCO, special districts would be responsible for funding one third of LAFCO’s operating costs. The law has a formula requiring special districts to pay a third of LAFCO’s operating costs based on its ratio of revenues to cumulative independent special district revenues in the County, unless another formula is otherwise agreed to by the Cities and the County. San Benito LAFCO recommends that the County and cities approve an alternative funding structure allocating a fifth of LAFCO’s operating costs to the special districts. Below indicates the financial impact to the agencies under each funding scenario. In both funding scenarios, the County and the cities will benefit from savings with special districts on LAFCO.

San Benito LAFCO Member Agency Budget Allocation Options for Special District Membership FY 23-24 Allocation
Actual
FY 23-24 Allocation
1/3 to Special Districts
FY 23-24 Allocation
1/5 to Special Districts
County of San Benito $ 122,982.00 $ 81,988.00 $ 98,385.60 City of Hollister $ 115,643.86 $ 77,095.91 $ 92,515.09
City of San Juan Bautista $ 7,338.14 $ 4,892.09 $ 5,870.51 Special Districts $ - $ 81,988.00 $ 49,192.80
Total $ 245,964.00 $ 245,964.00 $ 245,964.00
LAFCO plans to consider inviting special districts to vote on whether they desire representation on LAFCO at its June 13, 2024 meeting. Therefore, it is requested that the agencies consider the resolution prior to that date to enable the Commission to have an informed discussion on the matter.

CITY OF SAN JUAN BAUTISTA

CITY COUNCIL STAFF REPORT

DATE: MAY 21, 2024
DEPARTMENT: RECREATION DEPARTMENT
FROM: CAITLIN BRADY, RECREATION ASSISTANT
BY: CAITLIN BRADY, RECREATION ASSISTANT
TITLE: ADOPTION OF A VOLUNTEER PROGRAM
RECOMMENDED MOTION:

Approve the resolution naming volunteers as employees for the purpose of providing workers’ compensation benefits when that individual provides services to the City.

RECOMMENDATION:

After a comprehensive assessment of current volunteer engagement practices, it is strongly recommended to adopt the proposed Volunteer Management Program that provides workers’ compensation benefits. This program aims to optimize volunteer contributions, minimize associated risks, and ensure compliance with legal standards. It is recommended that volunteers be named as employees for the purpose of providing workers' compensation benefits. This approach will offer protection to both the volunteers and the City itself, mitigating potential liability issues and ensuring that volunteers are adequately covered in case of injury while performing their duties.

EXECUTIVE SUMMARY:

The Volunteer Management Program is designed to coordinate and manage all volunteer efforts supporting city services. It emphasizes effective volunteer placement, risk management, and compliance with legal requirements. By adopting this program, the city will benefit from improved volunteer coordination, reduced liability exposures, and enhanced community engagement.

This initiative is also mindful of the City’s budget constraints. By leveraging volunteer efforts, the city can accomplish more with limited staff, thereby maximizing resource utilization and achieving greater efficiency in delivering services.

Key components of the program include structured recruitment, screening, training, and supervision processes. The program also provides guidelines for volunteer rights, recognition, and management, ensuring a consistent and professional approach to volunteer involvement.

BACKGROUND:

INTRODUCTION
Volunteers are a key resource for the City of San Juan Bautista. These individuals bring a wealth of skills and knowledge in a variety of areas. Volunteers expand and improve services provided to the community, enable the City to stretch tax dollars to improve the lives of its citizens, and encourage participation in city government. Volunteers can be found helping out in almost all departments, working in offices, recreation centers, libraries, and parks. Many programs could not operate without volunteer assistance.

Volunteers also bring an element of risk. However, when managed properly, the liability and workers’ compensation exposures can be significantly reduced or minimized, which further protects the City’s financial resources.

PURPOSE
This policy establishes procedures for an effective Volunteer Program that encourages citizens to contribute their time and talents to public service. It encourages all departments to support and promote volunteerism and volunteer projects.

The City’s Volunteer Program is designed to coordinate and manage all volunteer efforts which support city services provided to the community. The program addresses community service needs, while placing special emphasis on the City’s priorities. The Program is designed to effectively match individuals to departments that have volunteer opportunities.

ASSIGNMENT OF RESPONSIBILITY
● Volunteer Coordinator. Plans the effective use of volunteers, including: conduct and/or coordinate training, ensure appropriate supervision, assess risk exposures, assign volunteers to departments based on interest, skills, experience and need, as well as complete necessary documentation.
● Human Resources. Manages the Volunteer Program, providing oversight for the recruitment, selection, screening, and orientation of volunteers. Also responsible for maintaining records and developing/enforcing volunteer policies and procedures to ensure a successful program.
● Department Heads/Supervisors. Educates the volunteer on safe work practices as required for all employees, identifies requirements of each task, develops work schedules, monitors use of equipment, and provides necessary training. All Department Heads are responsible for supervising volunteers, ensuring that policies and procedures are followed, conducting performance reviews, and reporting all incidents which may expose the City to liability in accordance with existing policy.

RESOLUTION
Workers’ Compensation shall be the exclusive remedy for all volunteer injuries and illness.

The City shall adopt a Resolution naming volunteers as employees for the purpose of providing workers’ compensation benefits when that individual provides services to the agency (see Attachment A).

DEFINITION
An individual is a volunteer when:

1. The City has control and direct supervisory responsibility over the manner and the result of the services rendered AND;

2. The volunteer receives no remuneration for such services other than meals, transportation, lodging, or reimbursement for incidental expenses.

An individual is NOT a volunteer where:

1. The individual is sponsored by an outside agency and provides services through that sponsoring agency (i.e. Red Cross volunteer).

2. The individual is acting as a registered Disaster Service Worker Volunteer, (i.e. registered volunteer filling sandbags in preparation for a flood).

PROCEDURES
Recruitment
Volunteers shall be recruited without regard to race, color, national origin, gender, age, marital status, sexual preference, and/or disability. Volunteers may be recruited either through an interest in specific functions or through a general interest in volunteering which the agency will try to match with their experience or interests. Methods for recruiting volunteers may include public notice in local newspapers, newsletter, agency website, or public access television.

Application
All volunteers must complete an application form. The form shall be used to identify special skills, interests, background and qualifications. It is important for the agency to know of any medical conditions which may affect the individual’s ability to perform certain tasks. All parents or guardians must sign the application for minors (see Attachment B).

Additionally, each volunteer must complete a liability waiver form and acknowledgement that workers’ compensation benefit is the sole and exclusive remedy (Attachment C). No one may volunteer unless all forms are completed and submitted to the Human Resources Department.

Screening
The City shall obtain the volunteer’s authorization to conduct appropriate screening and background check. The scope of these activities will vary depending on the volunteer position.

Depending on the nature of the position, use of any or all of the following screening techniques may be appropriate (Refer to Attachment D):
● Application forms requesting information on prior convictions or misconduct; ● Contacting personal and employment references;
● Criminal background check, including use of information from the National Crime Information Center and state/local sex offender registries; ● Motor vehicle record check;
● Verification of education, training, certifications and licenses; ● Credit check; and/or
● Fingerprinting

Positions that require fingerprinting include those involving children, youth, or the elderly.

Potential volunteers have the right to refuse to be fingerprinted. In doing so, such individuals will not be eligible to volunteer. Department representatives are to give a Fingerprint Scan Request (Live Scan Request) to volunteers for which fingerprinting is required. The individual will be directed by Human Resource where to have their fingerprints completed. These volunteers may not begin his/her position until the result from the Department of Justice and/or FBI has been received and the Human Resources Department has given the individual clearance to begin.

Protection of Privacy
The City recognizes that it may collect and maintain birth dates and Social Security numbers (SSNs) as part of the volunteer selection process. This information is legally protected data and is highly confidential. The City is dedicated to ensuring the privacy and proper handling of this information in accordance with State and Federal Regulations.

The volunteer’s SSN and other private information shall be used for the purpose of verifying the identity of the volunteer during the screening process and may not be used for any other purpose.

Job Description and Risk Evaluation
Each department shall complete a job description for the volunteer position(s). The job description shall identify the duties and responsibilities as well as the qualifications, skills and other requirements of the position (Attachment E). Each Department shall also complete a job risk assessment to identify potential hazards, training and the use of personal protective equipment, if applicable for each position (Attachment F).

Once a volunteer has been accepted, he/she will receive a copy of the volunteer job description and risk evaluation. Both of these original signature forms are to be forwarded to the Human Resources Department upon completion.

Selection and Appointment
The Volunteer Coordinator shall best match the interests, skills and qualifications of the volunteer to the departments with existing opportunities. The Department Head shall interview the volunteer and may choose to accept or decline the volunteer service. If the individual is declined, the Department Head shall notify the Human Resources Department.

Human Resources will notify the individual that the department is unable to use their services and they will be referred to another department for volunteer services if appropriate.

If a volunteer wishes to work in a different department, the volunteer shall be referred to the Volunteer Coordinator. The Coordinator shall identify opportunities within the agency and refer the volunteer to the new department for an interview. If accepted, the volunteer will be subject to additional screening requirements (if applicable) and trained on any new risks, policies, and/or procedures associated with the new position.

Orientation and Training
Each volunteer shall receive an orientation on or before the first day of service. This orientation session shall assist the volunteers in their new roles with the agency. The orientation shall include:
● Agency policies, such as those addressing safety, customer service, accident reporting, non-discrimination, sexual harassment, drug and alcohol, code of conduct, etc. ● Information procedures and responsibilities, when, how and to whom problems, complaints, hazards, or suggestions, etc. should be reported. ● Insurance coverage, benefits, reimbursement policy, etc.

Training shall be specific to the type of work the volunteer will be performing. The Volunteer Coordinator, Department Head or Supervisor shall review each volunteer position and job risk assessment (Attachment F) to determine the type of training needed and who will conduct it.

Under no circumstance will a volunteer begin their assignment before proper training.

Training may be conducted by the Supervisor outsourced depending on the position.

A checklist (Attachment G) must be completed by the Volunteer Coordinator or Supervisor and filed with Human Resources.

Vehicle Operation
Should vehicle use be required to perform volunteer duties, the City shall make available a pool vehicle. If a pool vehicle is not available, the volunteer may use their personal vehicle providing he/she provides evidence of automobile liability insurance with limits no less than 100,000 per person or $300,000 per occurrence. Human Resources shall maintain copies of the evidence of insurance. Volunteers driving an agency or personal vehicle will be subject to a Motor Vehicle check to determine their eligibility, per City policy.

If a volunteer’s driver license has been revoked or suspended, or if there is activity that warrants concern, the volunteer’s supervisor and the volunteer will be notified immediately by the Human Resources Department that the volunteer is no longer able to drive in the course of volunteering.

The volunteer must be notified that it is the responsibility of the volunteer utilizing his/her privately owned vehicle to maintain accurate records of the purpose and extent of his/her travel, and to make substantiated claims for reimbursement per the Agency’s reimbursement policy.

The vehicle and/or mileage allowance is intended to cover the volunteer’s cost of operating the vehicle on Agency business, including the cost of insurance. Further, all operating expenses of the privately owned vehicle are to be borne by the volunteer.

Further, the volunteer must acknowledge the City is not liable for any damage to a volunteer’s privately owned vehicle, unless caused by the Agency’s negligence. It is the responsibility of the volunteer to notify his/her immediate supervisor, the Department of Motor Vehicles, and their insurance company in the case of any accident.

Supervision
Each volunteer must have a clearly identified supervisor who is responsible for direct management of that volunteer. This supervisor shall be responsible for day-to-day management and guidance of the work of the volunteer, and shall be available to the volunteer for consultation and assistance. An adult must supervise volunteers under the age of eighteen (18).

The Supervisor shall conduct periodic evaluations of volunteers. Volunteers that do not perform to their responsibilities or department standards may be relieved of their duties.

Human Resources will notify the volunteer.

Compensation and Benefits
Fair Labor Standards Act, 29 C.F.R. §553.106, allow volunteers to be paid expenses, reasonable benefits, a nominal fee, or any combination thereof for their service without losing their volunteer status. Some examples of payments that may be made to volunteers without jeopardizing their status include:
● Uniform allowance, reasonable cleaning expenses, reimbursement for out of pocket expenses such as meals and transportation.
● Providing “reasonable benefits” is permissible, such as liability, health, life, disability and workers’ compensation insurance coverage.
● Payment of a “nominal fee” that is not tied to productivity such as $10 per call for a volunteer firefighter.

Compensation and benefits shall be in accordance with city policy.

Volunteer Recognition and Rights
The City views volunteers as an invaluable resource and integral part of the City’s ability to provide and enhance community services. The City shall recognize outstanding volunteer contributions. Recognition of volunteers may include various awards, activities or a simple “Thank You” for their efforts for helping make our community a better place to live.

A volunteer shall be accorded the same rights as employees. During their tenure with the City volunteers should:
● Be treated with respect and courtesy.
● Receive proper training for the job assigned.
● Be informed about the agency’s policies
● Not to be discriminated against because of race, ethnicity, religion, gender, age, disability, marital status, family, or sexual orientation. ● Receive information on issues regarding legal protection, liability and other concerns. ● Be recognized for their efforts in providing program services. ● Be treated as co-workers.
● Know as much about the organization as possible.
● Be evaluated and receive recognition.

Volunteer Liability
The City shall provide coverage to volunteers while acting within the scope of his/her responsibilities and under the supervision of the agency. There are also laws that limit volunteer liability. Most significant is the Volunteer Protection Act of 1997 (Attachment H) which provides that no volunteer of a public entity is liable for harm caused by the volunteer on behalf of the entity when certain requirements are satisfied. The City will ensure all the requirements are satisfied to limit the volunteer’s and agency’s liability.

Youth Volunteers
During the summer months, the use of minor volunteers increases, particularly in parks and recreation. The City shall comply with all applicable Federal and State laws governing work by minors. Where there is discrepancy between the Federal and State laws, the more restrictive of the two shall be applied. No minor shall be permitted to perform activities determined to be hazardous under the Fair Labor Standards Act (FLSA), nor should any minor exceed the number of hours worked permitted by law (Attachment I). Refer to the http://www.dir.ca.gov/dlse/ChildLaborPamphlet2000.html#17 for the California Labor law governing minors.

Injury to Volunteers
The policy and procedures for reporting employee work-related injuries shall be applied to volunteers as well. The Supervisor shall complete the required workers’ compensation forms, submit to Human Resources for processing, and the volunteer shall be directed to the designated treating facility. The agency will attempt to immediately notify the parent or guardian of an injured minor.

The Supervisor shall conduct an initial investigation, determine cause, recommendations to prevent reoccurrence, and document the findings.

Reporting
Each Department, not later than the 15th day of each month, shall make a written report (Attachment J) for the preceding month that includes:
● All volunteers who performed services in that month;
● The total number of hours spent on such services;
● All new volunteers enrolled during the month; and
● All volunteers who were terminated.

The report shall be filed with Human Resources, who may inspect the roster at any time and shall do so at least quarterly to see that inactive volunteers have been removed from the roster of available volunteers and that other information on the roster accurately reflects current conditions.

Release of Volunteer
Volunteers who do not adhere to the rules, policies and regulations of City fail to perform their assignments satisfactorily, or are participating in activities that are no longer required are subject to dismissal. A volunteer may be dismissed at any time. The City reserves the right to request that a volunteer leave immediately. No prior notification is necessary to release a volunteer of their services. If a department believes that a volunteer’s behavior warrants immediate release, they have that right.

FISCAL IMPACT:

The implementation of the Volunteer Management Program is expected to incur minimal direct costs. The primary expenses involve administrative efforts related to the recruitment, screening, and training of volunteers which is already included in the budget.

ATTACHMENTS:

A. Resolution
B. Volunteer Application
C. Workers’ Compensation Volunteer Release
D. (1) Release of Information, (2) Background Investigation, (3) Affidavit of Criminal History, (4) Credit Report
E. Volunteer Job Description
F. Risk Assessment
G. Volunteer Onboarding Checklist
H. Volunteer Protection Act of 1997
I. Minors Regulation Notice
J. Monthly Volunteer Hour Report

ATTACHMENT A
RESOLUTION NO. 2024-XX

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN JUAN BAUTISTA, CALIFORNIA, PROVIDING FOR WORKERS’ COMPENSATION COVERAGE FOR CERTAIN VOLUNTEERS PURSUANT TO 3363.5 OF THE

LABOR CODE
WHEREAS, the City budget includes funding for recreation and specifically volunteers to support the recreation program, and
WHEREAS, the City is part of CIRA, a risk management organization, and WHEREAS, in order to protect the City and its volunteers, the City needs to adopt a thorough program and guidelines as provided in Staff Report ______________.

WHEREAS, the City of San Juan Bautista desires to provide Workers’ Compensation coverage for persons authorized to perform volunteer services for the City.

NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of San Juan Bautista hereby adopts the policy that an unsalaried person as designated and authorized by the City to perform volunteer service for the City shall be deemed to be an employee of the City for the purpose of Workers’ Compensation benefits provided by law for any injury or illness sustained by him or her while acting in the course and scope of the authorized services of the City and under the direction and control of the City.

PASSED AND APPROVED by the San Juan Bautista City Council on this 21stt day of May, 2024.

AYES:

NOES:

ABSENT:

ABSTAIN:

APPROVED:
_____________________
Scott Freels, Mayor
ATTEST:
___________________________
Elizabeth Soto, Deputy City Clerk

ATTACHMENT B
City of San Juan Bautista

VOLUNTEER APPLICATION
Date:

CONTACT INFORMATION
Full Name: Address:

Phone:
Cell Home Work
Best time to call:

Date of Birth:

SKILLS AND BACKGROUND
Current Occupation: Place of Employment:

Previous Volunteer Experience: Special Training/Skills/Certifications:

Drivers License Number:

Do you own a vehicle?  No  Yes, Insurance Co.:

Languages Spoken:

If attending school, please provide name of school: Highest Grade Completed: Degree/Major:

VOLUNTEER INTERESTS
What types of volunteer projects interest you? How long are you available to volunteer?  Special Projects Only  3 months  6 months  1 year  Ongoing Other:

Please indicate days/times you are available:

Sunday Monday Tuesday Wednesday Thursday Friday Saturday Hours:

Do you have any friends or family members who work for the City? If so, please provide their name and position:
Friend
Name: Position: Family
Friend
Name: Position: Family
Friend
Name: Position: Family

VOLUNTEER APPLICATION
City of San Juan Bautista

REFERENCES
Please provide two references (not related to you):

Name: Phone: Years Known:

EMERGENCY CONTACTS
(Minors must list at least one parent or guardian)
Full Name:

Relationship to you:

Address:

Phone:
Cell Home Work
Full Name:

Relationship to you:

Address:

Phone:
Cell Home Work
Have you ever been convicted of any misdemeanor or felony?  No  Yes, please explain:

REVIEW AND ACKNOWLEDGE
Initials
I understand all volunteers are subject to a screening process that may include but is not limited to: fingerprinting, background check, credit check, driving record review, interview, and contacting references. I understand I have the right to refuse any of these screening processes, but in doing so may become ineligible for volunteer opportunities.

I understand that as a volunteer I will not be paid for my services beyond reimbursement for incidental expenses related to the assignment (i.e. mileage reimbursement).

I understand that my selection as a volunteer is dependent on my review of the job description and ability to perform the essential functions, duties, and responsibilities of the assignment.

I understand that I may not begin an assignment until orientation has been completed and all requested paperwork has been submitted including but not limited to: Release of Liability, Acknowledgement of Workers’ Compensation Benefits, Consent to Background/Credit Check and Information Release, Affidavit of Criminal History, and Proof of Insurance.

I understand that if using my personal vehicle, the City is not liable for any damage unless caused by the City’s sole negligence. In the event of an accident, it is my responsibility to immediately notify my volunteer supervisor, Department of Motor Vehicles, and my insurance company.

I understand as a volunteer I am subject to the rules, policies, and regulations of the City. I further understand that as a volunteer, I may be dismissed at any time, with or without notice or cause.

Applicant Signature: Parent/Guardian Signature (if applicant is a minor):

Print Name: Print Parent/Guardian Name:

ATTACHMENT C
City of San Juan Bautista
Volunteer Services Agreement
Release of Liability and Assumption of Risk
16535.00000\5741434.3
I, _________________________, hereby acknowledge that I have voluntarily applied to participate in performing _____________________services for the City of San Juan Baustista (“Services”). I am voluntarily participating in the Services with the knowledge that there is a risk that I may be injured while I do so and I freely and voluntarily expressly assume all the risks of participating in the Services. I understand that the City’s policy is to cover volunteers as employees of the City for purposes of Worker’ Compensation benefits. I also understand that under Workers’ Compensation laws, Workers’ Compensation benefits will be my sole and exclusive remedy in the event I am injured while participating in the Services.

In consideration of my participation in the Services, with the exception of Workers’ Compensation benefits, I hereby waive and release on my behalf and on behalf of my heirs, guardians, legal representatives and assigns, the City of San Juan Bautista, its officials, officers, employees, agents volunteers and representatives (collectively “City”) from any and all liability of any kind or nature for injuries to persons or property, including death, arising from or in connection with my participation in the Services, that this waiver and release is applicable even though the actively or passively negligent activities of City may have caused or contributed to the injuries suffered.

I also certify that I am physically fit and in proper physical condition to participate in the Services and have not been advised otherwise by a qualified medical person. Lastly, I agree to accept and abide by the rules and regulations of the City of San Juan Bautista while participating in the Services.

I HAVE READ THIS RELEASE OF LIABILITY AND ASSUMPTION OF RISK AGREEMENT. I FULLY UNDERSTAND ITS TERMS. I UNDERSTAND THAT I HAVE

GIVEN UP SUBSTANTIAL RIGHTS BY SIGNING IT, AND I SIGN IT FREELY AND VOLUNTARILY WITHOUT ANY INDUCEMENT.

Date: ______________________ _______________________________ Signature
_______________________________
Print Name
Date:______________________ ________________________________ Parent or Guardian*
________________________________
Print Name
*Signature of parent or guardian is required if volunteer is under age 18.

ATTACHMENT D-1
16535.00000\5741452.1
City of San Juan Bautista
Authorization for Release of Information
in Connection with Volunteer Application
I ___________________________, have applied to be a volunteer for the City of San Juan Bautista as a ____________________ in the _________________ Department.

I authorize release of any and all information that you have concerning me, including information of a confidential or privileged nature requested by the City of San Juan Bautista in connection with my pending volunteer application.

I hereby voluntarily fully release the City of San Juan Bautista, its officers, officials, employees, agents and representatives from and against any and all liabilities, claims, causes of action, losses, damages or injuries, of whatever kind or nature in any way arising from or in connection with furnishing any information about me in response to a request by the City of San Juan Bautista in connection with my volunteer application.

Print Name: ___________________________________________ Sign Name: ___________________________________________
Address: _____________________________________________
Date: ________________________________________________
ATTACHMENT D-2
City of San Juan Bautista
Consent to Background Investigation
in Connection with Volunteer Application

Page 1 of 2 ends

16535.00000\5741350.2
TO WHOM IT MAY CONCERN:

I have completed and submitted an employment or volunteer application with the City of San Juan Bautista. I certify that all statements contained in that application are true and complete, and I understand that any misrepresentation or omission in that application, whether negligent or intentional, may be cause for my non-selection or termination.

I hereby authorize the City, its officers, officials, agents, representatives, volunteers and employees to conduct an investigation into my background in connection with its City’s consideration of my employment or volunteer application (“Background Investigation”). I understand this Background Investigation may solicit information from, and include contact with, the character references listed on my application, my current or past employers and co-workers, scholastic institutions, police agencies, financial institutions, credit bureaus, neighbors, friends and relatives, and medical and psychiatric/psychological providers, whether listed on my application or not.

I hereby waive and release the City, its officers, officials, agents, representatives, volunteers and employees from any and all liability of any kind or nature for injuries to persons or property arising from or in connection with the Background Investigation and the City’s receipt. Use or dissemination of the information obtained in the Background Investigation (“Waiver”). I understand and agree that the claims covered by this Waiver include all claims whether known or unknown, suspected or unsuspected, and all rights under Section 1542 of the California Civil Code, which are hereby expressly waived. Section 1542 of the California Civil Code states:

Initials: ______ A general release does not extend to claims which the creditor does not know or suspect to exist in his or her favor at the time of executing the release, which if known by him or her must have materially affected his or her settlement with the debtor.

I further agree to defend and indemnify, with legal counsel selected by the City of San Juan Bautista, the City, its officers, officials, agents, representatives, volunteers and employees from and against any claims of any kind or nature, whether administrative or judicial or in law or in equity, brought by third parties against the City, its officers, officials, agents, representatives and employees based on the Background Investigation or the City’s receipt, use or dissemination of the information obtained in the Background Investigation (“Indemnification”).

The Waiver and Release and Indemnification above shall apply regardless of fault, to any acts or omissions, or negligent conduct, whether active or passive, on the part of the City, its officers, officials, agents, representatives and employees.

I understand the purpose of the Background Investigation is to help determine my eligibility for a position with the City/Town, and I request and authorize any and all of my current or past employers, co-workers, scholastic institutions, police agencies, financial institutions, credit bureaus, neighbors, friends, relatives, and medical and psychiatric/psychological providers or other persons to furnish the City any and all information concerning me. I hereby release and agree to hold harmless any and all such persons or organizations from any liability or damage which may be incurred as a result of furnishing to the City the information requested by the City in regard to my employment or volunteer application.

ATTACHMENT D-2
City of San Juan Bautista
Consent to Background Investigation
in Connection with Volunteer Application

Page 2 of 2 ends

16535.00000\5741350.2
A photocopy of this release may be used for the purposes set forth herein.

PRINT FULL NAME:

Last, First, and Middle Initial
PRESENT ADDRESS:

Street Address
City, State, and Zip Code
DATE OF BIRTH: SOCIAL SECURITY NO:

Month, Day, and Year
IMPORTANT NOTE: Your Date of Birth and Social Security Number will be used for the sole purpose of verifying your identity in connection with the background investigation.

Date:

Applicant’s Signature
ATTACHMENT D-3
City of San Juan Bautista
Affidavit of Criminal History
in Connection with Volunteer Application
16535.00000\5741454.2
Pursuant to the City of San Juan Bautista policy, I understand that this form notifies me that in order to reduce the City of San Juan Bautista’s risk as an employer and provider of volunteer services, all current and prospective employees and volunteers serving vulnerable populations must certify that they do not have a history of criminal violations, or must disclose such violations if they occurred after the employee or volunteer reached the age of eighteen (18) years old. Violations which occurred prior to the age of eighteen (18) years old must be disclosed if they are public information.

I understand that for the purposes of this affidavit, a person is deemed to be convicted of committing a felony or misdemeanor if such person has been convicted under the laws of any state or any territory subject to the jurisdiction of the United States for an unlawful act which, if committed within the State of California, would be a felony or misdemeanor. In addition, I understand that convicted means a conviction by a jury or court and also includes the forfeiture of any bail, bond, or other security deposited to secure the appearance by a person charged with a felony or misdemeanor, including traffic violations involving the use of alcohol and/or drugs, the payment of a fine, a plea of nolo contendere, and the imposition of a deferred or suspended sentence by the court. Information regarding offenses that occurred in another state and is not public information in that state need not be disclosed.

In accordance with the above information, I hereby affirm the following (initial all that apply):
(1) That I have not been convicted of any felony or misdemeanor, other than minor traffic violations not involving the use of alcohol and/or drugs. Initial _________ OR:
(2) That I have been convicted of a felony or misdemeanor, other that minor traffic violation not involving the use of alcohol and/or drugs, but that such conviction(s) occurred prior to the time I reached the age of eighteen (18) years old. Initial ________ Please include the information requested below for the following convictions: Weapons Offenses or Class 1,2,3, or 4 Felonies.

Date of conviction_________________
Court entering judgment of conviction______________
Nature of the offense:
___________________________________________________________________________ ___________________________________________________________________________ ____________________________________
ATTACHMENT D-3
City of San Juan Bautista
Affidavit of Criminal History
in Connection with Volunteer Application
16535.00000\5741454.2
AND/OR:
(3) That I have been convicted of a felony or misdemeanor, other than minor traffic violations not involving the use of alcohol and/or drugs, and that such conviction(s) occurred after I reached the age of eighteen (18) years old as detailed below.

Initial_____________
Date of conviction___________
Court entering judgment of conviction______________
Nature of offense:
___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________
I agree to notify the City of San Juan Bautista immediately in the event that I am convicted of any felony or misdemeanor, other than minor traffic violations not involving the use of alcohol and/or drugs, during my employment of volunteer service with the City of San Juan Bautista (exception: youth under the age of 18 years do not need to provide supplemental information if that information is confidential). Initial____________
I was notified that I may be required to sign an affidavit of criminal history on a periodic basis to verify continued status and I agree to cooperate by voluntarily doing so when requested.

By my signature below, I, ___________________, acknowledge that I have completed this affidavit fully and truthfully.
_____________________________ ____________________
Employee/Volunteer Signature Date
_____________________________ ____________________
ATTACHMENT D-4
City of San Juan Bautista
Fair Credit Reporting Act Disclosure & Authorization
in Connection with Volunteer Application
16535.00000\5741432.1

DISCLOSURE
The City of San Juan Bautista, when considering your employment or volunteer application, when making a decision whether to offer you volunteer status, when deciding whether to continue your volunteer status (if you are selected), and when making other decisions directly affecting your status with the City, may wish to obtain and use a "consumer report" from a "consumer reporting agency." These terms are defined in the Fair Credit Reporting Act ("FCRA"), 15 U.S.C. §1681, et seq., which applies to you. As an employment/volunteer applicant or employee/volunteer of the City/Town, you are or may be a "consumer" with rights under the FCRA.

A "consumer report" is any written, oral or other communication of any information by a "consumer reporting agency" bearing on a consumer's credit worthiness, credit standing, credit capacity, character, general reputation, personal characteristics or mode of living which is used or collected for the purpose of serving as a factor in establishing the consumer's eligibility to be employed by/a volunteer of the City.

A "consumer reporting agency" is a person or business that, for monetary fees, dues or on a cooperative nonprofit basis, regularly assembles or evaluates consumer credit information or other information on consumers for the purpose of furnishing "consumer reports" to others, such as the City.

If the City obtains a "consumer report" about you, and if the City considers this information when making a decision regarding your status with the City that directly and adversely affects you, you will be provided with a copy of the report before the decision is finalized. You also may contact the Federal Trade Commission about your rights under the FCRA as a "consumer" with regard to "consumer reports" and "consumer reporting agencies."

AUTHORIZATION
By signing below, I, , hereby voluntarily authorize the City to obtain "consumer reports" about me from a "consumer reporting agency," and to consider these reports when making decisions regarding my employment/volunteer status with the City. I understand that I have rights under the FCRA, including the rights discussed above.

PLEASE PRINT CLEARLY:

Full Name:

Last, First, and Middle Initial
Present Address:

Street Address
City, State, and Zip Code
Date:

Applicant’s Signature

ATTACHMENT E
City of San Juan Bautista

VOLUNTEER JOB DESCRIPTION
Non-Disaster Service Worker
Department/Division/Program:

Position: Reports to:

Worksite: Phone:

Assignment Period: From To Work Days:

Work Hours:

Purpose/Goal of Position:

Required Training:

This position requires:  Drivers License  Use of Private Vehicle Insurance Company:

Coverage Limits:

ASSIGNMENT DETAILS
Please describe the skills, qualifications, and certifications required:

Please describe primary duties and responsibilities:

ATTACHMENT E
Please indicate the essential job functions of this assignment:

Frequency
(N, R, O, F, C)
Describe/Provide Examples Frequency refers to the average amount of time spent on each
task during a shift:

Never (N): Not Required
Rare (R): Less than 10%
Occasional (O): Up to 33%
Frequent (F): Up to 66%
Constant (C): Over 66%
 Driving
 Standing
 Sitting
 Walking
 Repetitive Motion
 Lifting
 Carrying Up to lbs
 Bending
 Twisting
 Reaching
 Balancing
 Climbing
 Kneeling
 Crawling
 Pushing/Pulling
 Coordination
 Squatting
 Vision
 Hearing
 Speaking
The essential functions of this assignment will be reviewed periodically as duties and responsibilities change and are subject to modification. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities for this assignment.

By signing below, you acknowledge that you have reviewed and understand the above job description. You further acknowledge you are qualified and capable to perform the requirements of this assignment.

Date:

Volunteer
Date:

Supervisor
SUPERVISOR’S USE ONLY
Indicate screening requirements for this position (must be completed prior to start date):
 Age Verification  Credit Check  Fingerprinting  Reference Check  Verify Certification  Verify Insurance  Driving Record  Background Check  Criminal Record  Verify Education  Verify Prior Training  All Forms Submitted to HR

ATTACHMENT F
City of San Juan Bautista

VOLUNTEER JOB RISK ASSESSMENT
in Connection with Volunteer Application
Volunteer Job/Task: _______________________________ Department: _____________________ Work Location: ___________________________________ Assessment Date: _________________ Driver License Required? Yes No Ability to Lift 25 lbs Repeatedly? Yes No Minimum Age (specify): ______________
Check left column to show potential hazards of this volunteer position Outdoor Hazard Source Personal Protective Measures Required Necessary Training Bites: snakes, dogs, insects Protective clothing, footwear, gloves Hazard specific training Heat Stress: heat stroke, exhaustion, or
dehydration
Ventilation, heat resistant clothing, water
to replenish lost fluids
Recognition of heat stress
signs
Sun Exposure: skin cancer or vision damage Sunscreen, brimmed hat, ultraviolet eye protection and protective clothing Sun hazard awareness Driving: injury to vehicle occupants from
collision Seat belts Defensive driving
Traffic: injury to workers from motor vehicle
traffic or heavy equipment
Proper footwear, hard hat or eye
protection, orange safety vest, traffic
cones, signs and flares
Traffic control, working
around heavy equipment
Indoor Hazard Source Personal Protective Measures Required Necessary Training Office Equipment: paper cutters, shredders,
file cabinets, computer screens or keyboards Proper footwear and clothing for office Safe operations specific to equipment, RMI prevention Indoor or Outdoor Hazard Source Personal Protective Measures Required Necessary Training Hand Tools: powered or unpowered Proper footwear, clothing and eye protection
Safe hand tool use, RMI
prevention
Footing Traction: slippery, uneven or
unstable walking surfaces/terrain Proper footwear Slips, trips and falls protection Ladders: freestanding or fixed Proper footwear, safety tie offs, bracing Ladder safety Elevated work surfaces: falls from height Fall protection, proper footwear Slips, trips and falls Noise: noise from machinery/equipment Hearing protection Hearing conservation Body Position/Leverage: strenuous or
repetitive lifting, carrying or pulling
Back brace, lifting and carrying aids such
as hand trucks, dollies or slings
Safe lifting and carrying, back
safety awareness
Regulated Hazard Source Personal Protective Measures Required Necessary Training Chemicals: gases, vapors or liquids which
when inhaled, ingested or touched can cause
injury of illness
Protective clothing, gloves,
glasses/goggles, if indicated, appropriate
respirator
MSDS, fire extinguisher,
chemical specific handling,
hazardous materials training
Biowaste: bodily fluids or OPIM Gloves, face and eye protection Bloodborne pathogen training
Additional Hazards: ____________________________________________________________________ ______________________________________________________ ___________________ (Volunteer Signature) (Date) ______________________________________________________ ___________________ (Supervisor Signature) (Date)

ATTACHMENT G
City of San Juan Bautista

CHECKLIST FOR VOLUNTEER PROGRAM
Have appropriate application/release of information forms been completed by the volunteer?
________ Yes ________ No ________ Not applicable
Have appropriate screening and background checking activities been conducted for the volunteer?
________ Yes ________ No ________ Not applicable
Has the volunteer signed the city’s waiver and release agreement? ________ Yes ________ No ________ Not applicable
If the volunteer is a minor, have the parents or legal guardian signed all applicable forms?
________ Yes ________ No ________ Not applicable
Has the volunteer received orientation on the city’s policies, procedures, benefits, insurance, etc.?
________ Yes ________ No ________ Not applicable
Is there a written job description specifying the responsibilities and authority of the volunteer?
________ Yes ________ No ________ Not applicable
Has the volunteer been assigned a supervisor?
________ Yes ________ No ________ Not applicable
Has the volunteer received appropriate training?
________ Yes ________ No ________ Not applicable
Has the age of the volunteer been verified to make certain he/she is able to perform certain task in accordance with Federal and State laws? ________ Yes ________ No ________ Not applicable

ATTACHMENT G
City of San Juan Bautista

CHECKLIST FOR VOLUNTEER PROGRAM
Will the volunteer be driving? If so, have the volunteer’s drivers license, motor vehicle report, and personal auto liability insurance been checked? ________ Yes ________ No ________ Not applicable
Has the City perform a job risk assessment on the duties assigned to the volunteer
________ Yes ________ No ________ Not applicable
Has the volunteer received appropriate personal protective equipment and been property trained in its use?
________ Yes ________ No ________ Not applicable

ATTACHMENT G
City of San Juan Bautista

CHECKLIST FOR VOLUNTEER PROGRAM CANDIDATE
Applicant Name: _______________________________________ Complete N/A Step Notes
⃝ ⃝ Volunteer Application Attachment B
⃝ ⃝ Workers Comp Volunteer Release Attachment C
⃝ ⃝ Authorization of Release of Information Attachment D-1 ⃝ ⃝
Consent to Background Investigation Attachment D-2; not necessary for all
volunteer positions
⃝ ⃝
Affidavit of Criminal History Attachment D-3; not
necessary for all
volunteer positions
⃝ ⃝
Fair Credit Reporting Act Disclosure and Authorization Attachment D-4; not necessary for all
volunteer positions
⃝ ⃝ Age of volunteer applicant verified.
⃝ ⃝ Notice of Regulations Governing Working Minors Attachment I; For minor applicants
⃝ ⃝ Background investigation initiated
⃝ ⃝ Criminal history investigation initiated
⃝ ⃝ Credit report requested
⃝ ⃝ Job risk assessment initiated. Attachment F
⃝ ⃝ Minor Worker’s Permit Received
⃝ ⃝ Parents or legal guardians must sign all applicable forms.

For minor applicants
⃝ ⃝ Received copy of driver’s license, motor vehicle report, and personal auto liability insurance.

Only for applicant 18
years of age or over.
⃝ ⃝ Background investigation concluded
⃝ ⃝ Criminal history investigation concluded
⃝ ⃝ Credit report received
⃝ ⃝ Job risk assessment concluded.
⃝ ⃝ Assigned supervisor for volunteer.
⃝ ⃝ Orientation on city policies, procedures, and
expectations.
⃝ ⃝ Provided a written job description to volunteer
outlining responsibilities and authority of the volunteer.

Attachment E or other
appropriate document
⃝ ⃝ Volunteer received appropriate training.
⃝ ⃝ Volunteer given contact information for supervisor and any others that may be useful.
⃝ ⃝ Volunteer received uniform or notified of dress
expectation.
⃝ ⃝ Volunteer received any necessary person protective
equipment and trained in its use.

ATTACHMENT I
City of San Juan Bautista
Regulation Governing Working Minors
in Connection with Volunteer Application
• Minors 14 through 17 years of age must have a Request for Work Permit and Statement of Intent to Employ Minor (B1-1) on file with the school district of attendance when working on school days.
• Minors to age 18 who have not graduated are required to attend school a minimum of four (4) hours per week. See the face of the permit for hours this minor can work. • Students in approved work experience education programs may work up to 8 hours per day on days school is in session. An agreement must be on file for work experience education exemptions.
• All labor laws applicable to other employees of the business will apply to the minors’ employment.
• Workers’ Compensation insurance is required for the student when these provisions of law apply to your industry.
• Minors exempted from the permit regulations are those working at newspaper delivery or babysitting and agricultural workers working on premises owned or operated by the parent or guardian.
• Minors are not permitted to work in the following occupations (FLSA):

1. Explosives

2. Motor Vehicles

3. Coal Mining

4. Power Driven Wood-Working Machines

5. Logging and Saw Milling

6. Radiation Exposure

7. Power-Driven Hoists

8. Power-Driven Metal Forming, Punching, and Shearing Machines

9. Other Mining

10. Slaughtering and Meat Packing

11. Power Bakery Machines

12. Power-Driven Paper Production Machines

13. Manufacturing Brick and Tile Products

14. Power Saws and Shears

15. Wrecking and Demolition

16. Roofing

17. Excavation Operations

ATTACHMENT I
City of San Juan Bautista
Regulation Governing Working Minors
in Connection with Volunteer Application
Exemptions are available for Order Nos. 5, 7, 8, 10, 12, 14, 16 and 17 (above) when an agreement is on file with the school indicating the student is in an approved work experience education program and the tasks are incidental to regular employment. • Minors under the age of sixteen (16) may not operate or assist in the operation of any of the following machinery:

1. Circular or Band Saw

2. Wood Shakers

3. Planers

4. Wood-Jointers

5. Sanding Machinery

6. Wood-Polishing Machinery

7. Wood-Turning or Boring Machinery

8. Picker Machines

9. Machines for Picking Materials

10. Carding Machines

11. Leather-Burnishing Machines

12. Laundry Machinery

13. Printing Presses

14. Stamping Machines in Sheet Metal Work, Tinware, etc.

15. Metal-Cutting Machines

16. Paper-Cutting Machines

17. Corner-Stay Machines for Boxes

18. Corrugating Rolls

19. Dough Brakes

20. Cracker Machinery

21. Wire or Iron Strengthening Machinery

22. Wire or Iron Drawing Machinery

23. Calendar Rolls in Paper and Rubber Manufacturing

24. Steam Boilers
• Student ages and hours per day and per week:

Age (Years) Non-School Days School Days
12 – 13 8 per day/40 per week 0
14 – 15 (FLSA) 8 per day/40 per week 3 per day/18 per week 14 – 15 (IWC) 8 per day/40 per week 4 per day/32 per week 16 – 17 8 per day/40 per week 4 per day/36 per week

ATTACHMENT I
City of San Juan Bautista
Regulation Governing Working Minors
in Connection with Volunteer Application
A day of rest from work is required if the total hours employed per week exceed 30 hours, or if more than six hours are worked on any one day during the week (school attendance is not considered employment).
• Minor’s work must be performed between specified hours:

Age (Years) Hours Timing
12 – 13 5:00 am – 10:00 pm Non-School Days Only
14 – 15 7:00 am – 7:00 pm Summer–Labor Day:
7:00 am – 9:00 pm
(FLSA)
16 – 17 5:00 am – 10 pm 12:30 am when no
school next day (IWC)
Students in approved work experience education programs may work on school days to 12:30 am. Parental and school permission are required and the adult minimum wage must be paid for the hours from 10:00 pm to 12:30 am.
• The prevailing minimum wage for the business must be paid to the minor. Check with IWC or FLSA for the rates in your business.
• When regulations of two enforcement agencies differ, the more restrictive regulations shall apply. Either Industrial Relations Division of the Industrial Welfare commission (IWC) or the U.S. Department of Labor-Fair Standards Act (FLSA) can assist you in determining when a regulation applies to your industry.

ATTACHMENT J
City of San Juan Bautista
Monthly Volunteer Report
Department Name:

Department Head:

Report for the MM/YYYY:

List all volunteers and the total hours they worked during the month. If this is the first month the volunteer worked, please check the “new” box.

Name: __________________________________________ Hours ___________ New  Name: __________________________________________ Hours ___________ New  Name: __________________________________________ Hours ___________ New  Name: __________________________________________ Hours ___________ New  Name: __________________________________________ Hours ___________ New  Name: __________________________________________ Hours ___________ New  Name: __________________________________________ Hours ___________ New  Name: __________________________________________ Hours ___________ New  Name: __________________________________________ Hours ___________ New  Name: __________________________________________ Hours ___________ New  Name: __________________________________________ Hours ___________ New  Name: __________________________________________ Hours ___________ New  Name: __________________________________________ Hours ___________ New  Name: __________________________________________ Hours ___________ New  Name: __________________________________________ Hours ___________ New  Name: __________________________________________ Hours ___________ New  Name: __________________________________________ Hours ___________ New  Name: __________________________________________ Hours ___________ New  Name: __________________________________________ Hours ___________ New  Name: __________________________________________ Hours ___________ New  Name: __________________________________________ Hours ___________ New  Total Number of Volunteer Hours ___________

ATTACHMENT J
City of San Juan Bautista
Monthly Volunteer Report
List any volunteers who were discharged or resigned this month Name:

Name:

List any volunteers who were did not work this month but remain available for service (inactive).

Name:

Report prepared by:

Department Head Signature Date
City of San Juan Bautista
Public Safety Coordinator │311 Second Street │ P.O. Box 1420, San Juan Bautista, CA 95045 Phone: (831) 623-4661 ext. 20 │ Fax: (831) 623-4093 │ www.san-juan-bautista.ca.us May 18, 2024
2024 Rib Cook-Off
After Action Report

1. Summary
During the weekend of April 26-28th, 2024, Williams LTD Promotions hosted the annual Rib Cook-Off in downtown San Juan Bautista.

Williams LTD Promotions provided a detailed plan to include the closure of side streets leading to 3rd St. On Thursday, Public Works employees blocked off these streets with “No Parking” signs and barricades.

Two weeks before the event, members of the Hollister Fire Department, San Benito County Sheriff’s Office Deputy Villanueva, City staff met, discussed, and authored an Incident Action Plan (IAP). Each morning of the event, members of the mentioned agencies met at the San Juan Bautista Community Center, reviewed the IAP, and briefed the event.

Neither the San Benito County Sheriff’s Office nor the Hollister Fire Department received calls for service related to this event.

2. Safety Personnel
The City’s assigned San Benito County Sheriff’s Deputy worked all three days, with two additional deputies on overtime. Kysmet Security provided 2 guards on Saturday and Sunday. An invoice for Sheriff’s Office staffing and Kysmet Security personnel will be provided to Williams LTD Promotions.

Recommendations on Safety Personnel
Any event within the City of San Juan Bautista drawing a large crowd (1k and over) should be staffed with at least 2-3 deputies per day.

Incident Action Plan’s should be authored and approved by the City’s Public Safety Coordinator for large events.

Both Law and Fire should consider having booths within the event for community policing purposes.

3. Unified Command
Established at San Juan Bautista Community Center. This facility is located at least three blocks from the event and provided sufficient ingress and egress for emergency vehicles.

Recommendations on Unified Command
Unified Command was established by the Hollister Fire Department and included the San Benito County Sheriff’s Office and other emergency personnel.

Roy Morales
Public Safety Coordinator
City of San Juan Bautista

CITY OF SAN JUAN BAUTISTA

CITY COUNCIL STAFF REPORT
DATE: MAY 21, 2024
DEPARTMENT: RECREATION DEPARTMENT
FROM: CAITLIN BRADY, RECREATION ASSISTANT
BY: CAITLIN BRADY, RECREATION ASSISTANT
TITLE: DISCUSSION ON DEVELOPMENT OF RECREATION

DEPARTMENT POLICIES
RECOMMENDATION:

It is recommended that the City Council hold discussions on the development of the following Recreation Department policies to determine the city’s stance and offer guidance to city staff on these topics.

EXECUTIVE SUMMARY:

The Recreation Department is essential in fostering a vibrant, strong, and engaged community through diverse programming and facility management. To ensure operational efficiency, financial sustainability, and equitable access, comprehensive policies must be established. These policies will guide the department's actions, align with community needs, and comply with regulatory standards. This report outlines several critical policy areas for the City Council's consideration, covering topics from fee schedules and donations to volunteer management and parks and facilities management.

BACKGROUND:

The Recreation Department will play a pivotal role here in the City of San Juan Bautista by providing programs, services, and facilities that will elevate quality of life for residents. Effective management of these resources requires a structured approach to policy development in key areas:

1. Fee Schedules, Scholarships, Senior Fees, Resident/Non-Resident Fees, Refunds, Payment Types Accepted, Past Due Balances, Accounting:

Establishing clear and fair fee schedules ensures financial sustainability while maintaining accessibility. Scholarships and adjusted fees for seniors and registrants that meet certain criteria promote inclusivity. Transparent refund policies and acceptable payment types improve customer service, while managing past due balances ensures fiscal responsibility. Implementing an accounting system for the department will facilitate the evaluation of financial sustainability ensuring the strategic allocation of resources to priority programs.

Discussion Topics:
● What criteria should be used to establish fair and appropriate fee schedules? ● How should scholarships and fee adjustments be structured and funded? ● What policies should be in place for refunds, acceptable types of payment, payment installment plans, and managing past due balances? ● What accounting systems should be developed for budgeting and financial reporting to ensure the ability of the department to manage its budget and to maintain transparency?

2. Donations/Funding/Rec Non-Profit:

Encouraging donations and establishing a non-profit arm can provide additional funding sources, supporting the expansion of programs and facilities.

Discussion Topics:
● What strategies can be employed to encourage donations and funding? ● How do we manage the donations brought in by and for the Recreation Department?
● Should a non-profit organization be established to support the Recreation Department, and what would be its role? Additionally, how would it be managed?

3. Volunteer Program:

A structured volunteer program is crucial for extending the reach of services by engaging community members to supplement staff efforts. Proper management of volunteers, including training and risk management, ensures safety and effectiveness.

Discussion Topics:
● What structure and policies are needed to effectively manage a volunteer program, including recruitment, training, supervision, and risk management?

4. Programming (Types Offered, Private Lessons, Expenses):

Diverse program offerings cater to various interests and demographics, fostering community engagement. Working with entities outside of city government may help supplement Recreation Department offerings until such time as the department has the resources necessary to host their own. Clear guidelines on program expense expectations and limitations contribute to operational efficiency.

Discussion Topics:
● What types of programs should be prioritized to meet community needs? ● What protocols of communication and approval need to be built around communication of programming with the City Council and/or other entities? ● How should private lessons be integrated and managed? ● What policies should be developed to attract private entities to offer programs through the City, to manage the relationship, and to ensure cost-effectiveness? ● What guidelines should be established for managing program-related expenses?

5. Facilities and Parks (Rentals, Facilities Fee Structure, Accident/Incident, Trees and Plants):

While parks and facilities do not yet officially fall under the purview of the Recreation Department, for long-term cohesion and success, these policies should be considered.

Policies governing the use and rental of facilities and parks ensure fair access, proper maintenance, and financial viability. Regulations incident management serves to maintain safety and enjoyment for all users. Proper care for trees and plants as well as intentionality toward the types of species cultivated supports environmental sustainability and aesthetic appeal.

Discussion Topics:
● How should the rental of facilities and parks be structured to ensure accessibility and financial viability?
● What policies need to be implemented to handle accidents and incidents during programs and events or at our parks and facilities?
● What are the best practices for plant species selection and maintenance to support sustainability and community enjoyment?

6. Photography, Pets, and Other Event Policies
In today's digital age, sharing events on social media necessitates visual content. Hosts frequently take photos during events, but it is essential to adhere to regulations concerning the photography of adults and children in public spaces and at ticketed events.

San Juan Bautista is a notably dog-friendly town, which underscores the importance of having clear policies regarding both photography and the presence of pets at events.

Establishing these policies will provide clarity for event hosts and attendees alike, serving as a strong foundation for the city's overall event policy framework.

Discussion Topics:
● What guidelines should be established for photographing attendees at events, including the use of waivers and notification about potential photography? ● What policies should be implemented regarding the attendance of dogs and other pets at events, specifying which events and areas are pet-friendly, and protocols for handling service animals?

TOP POLICY PRIORITIES

1. Volunteer Program:

Developing a comprehensive volunteer program to enhance community engagement and support departmental operations.

2. Fee Schedules/Refunds/Payment:

Establishing clear policies on fee schedules, refunds, and payment types to ensure financial sustainability and customer satisfaction.

3. Donations/Funding:

Creating strategies for securing donations and funding, including the potential establishment of a Recreation Department non-profit organization.

4. Programming (Types Offered, Private Lessons, Expenses):

A robust discussion identifying and prioritizing types of programming is necessary to ensure that the Recreation is meeting the expectations of the City and its residents by providing impactful services.

TIME COMMITMENT AND RESOURCE ALLOCATION
Successful engagement in these discussions and the formulation of comprehensive policies demand a substantial investment of time. Constrained by limited resources, the Recreation Department faces the challenging tasks of both developing policies and practices as well as developing and delivering essential programming. It is evident that managing these responsibilities simultaneously is not feasible for a single individual. Consequently, the imperative arises for the recruitment of additional assistance. The incorporation of support staff is vital. Their presence will not only allow the department to maintain its commitment to delivering impactful services to the public but will also facilitate the development and execution of best practices. This strategic approach is paramount in propelling the Recreation Department to broaden its offerings and achieve enduring success.

Additionally, it is necessary to establish a clear timeline for policy development, along with defined expectations and measures of success. Establishing benchmarks will ensure that the process remains on track and that the policies developed are aligned effectively with the city’s objectives. Setting parameters will provide a roadmap for progress and a framework for evaluating the impact of the new policies, ultimately guiding the Recreation Department towards enhanced operational efficiency and service delivery.

San Juan Bautista City CouncilMay 21, 2024

San Juan Bautista City Council
May 21, 2024