City of San Juan Bautista
The “City of History”
www.san-juan-bautista.ca.us
CITY COUNCIL
REGULAR MEETING
TUESDAY, OCTOBER 15, 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—Existing Litigation – Orozco v. City of San Juan Bautista, et al. (California Government Code section 54956.9(d)(1)) b. 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.)
c. Public Employee Performance Evaluation – (California Government Code section §54956.7(b)(1)) – the City Attorney.
Page | 2 City Council October 15, 2024
3. PROCLAMATION
A. Veterans Day Parade, Saturday, November 10, 2024
B. Honoring Luis Valdez Induction Into the American Academy of Arts of Sciences C. Binational Health Week, October 2024
D. National Philanthropy Day, November 14, 2024
4. PRESENTATION
A. Caltrans SR 156 Improvement Project Update - Kara Kong B. November 5, 2024 Presidential General Election, County of San Benito – Francisco Diaz, Registrar of Voters
C. Central Coast Community Energy Annual Update - Judith Young, Senior Customer Accounts Manager
5. PUBLIC COMMENT
Public comments generally are limited to three minutes per speaker on items that are not on the agenda and are under the City’s subject matter jurisdiction. The Mayor may further limit the time for public comments depending on the agenda schedule.
6. INFORMATIONAL ITEMS AND REPORTS
A. Treasurer’s Report and Monthly Financial Statements
B. Reports from City Council Representatives to Regional Organizations and Committees C. City Council and Staff Announcements
This is an opportunity for the Council and staff to share the community calendar and announce upcoming dates of interest to the general public.
D. City Manager’s Report
a. Fire Department Update
b. Sheriff Department Update
c. Public Safety Department Update
d. Recreation Department Update
7. CONSENT
All matters listed under the San Juan Bautista City Council Consent Agenda may be enacted by one motion unless a member of the City Council or the public requests discussion or a separate vote.
A. Approve the Affidavit of Posting Agenda.
B. Approve a RESOLUTION Approving Street Closures
C. Approve the Regular Meeting Minutes of July 16, 2024.
D. Approve the Regular Meeting Minutes of August 20, 2024.
8. ACTION ITEMS
The Recommendation indicates the staff recommendation at the time the agenda was prepared. That recommendation does not limit the City Council alternative actions on any matter before it.
A. City Manager Recruitement
Recommendation: Authorize the retiring City Manager to initiate recruitment for his replacement as soon as possible, hiring a recruiter for an amount not to exceed $25,000.
Page | 3 City Council October 15, 2024
B. Amendment No. 1 to the City of Hollister Fire Protetion Services Agreement Recommendation: Approve a Resolution Authorizing Amendment No. 1 to the Fire Protection Services Agreement dated March 18, 2019 between the City of Hollister, and the City of San Juan Bautista.
C. San Benito County Economic Advisory Committee Appointment Recommendation: Appoint a Member and an Alternate to serve on the San Benito County Economic Advisory Committee.
D. Appointment of City Treasurer
Recommendation: Appoint a City Treasurere to fill the Vacancy E. Historic Resources Board / Planning Commission Vacancy Recommendation: Receive report and recommendations from the Ad Hoc Committee to fill one vacancy; Appoint one (1) applicant to fill an open seat for an unexpired term ending December 2024.
9. FUTURE AGENDA ITEMS
10. ADJOURNMENT
AGENDA MATERIAL / ADDENDUM
Any addendums will be posted not later than 72 hours before regular meetings or 24 hours of special meetings unless otherwise allowed under the Brown Act. City Council reports may be viewed at the City of San Juan Bautista City Hall at 311 Second Street San Juan Bautista and are posted on the City website www.san-juan-bautista.ca.us subject to Staff’s ability to post the documents before the meeting, or 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 Wednesday, October 9, 2024, on the bulletin board at City Hall, 311 Second Street, the bulletin board Page | 4 City Council October 15, 2024
at the City Library, 801 Second Street, the bulletin board at the entrance to the United States Post Office, 301 The Alameda, and the City’s website.
Meetings are streamed live at https://www.facebook.com/cityofsanjuanbautista/.
San Juan Bautista
California
~ San Juan Bautista Veterans Parade, November 10, 2024 ~ WHEREAS, This Sunday, November 10th, will mark the first Veterans Parade in San Juan Bautista; and
WHEREAS, In November 1919, President Wilson proclaimed November 11 as the first commemoration of Armistice Day with the following words: “To us in America, the reflections of Armistice Day will be filled with solemn pride in the heroism of those who died in the country’s service; and
WHEREAS, the recurring anniversary of this date should be commemorated with thanksgiving and prayer designed to perpetuate peace through good will and mutual understanding between nations; and
WHEREAS, in honor of these dedicated men and women, we pledge our continued defense of our nation so that their sacrifice will stand before the entire world as a tribute to the spirit and determination of a people dedicated to the principles of freedom and democracy; and
WHEREAS, on this patriotic occasion, we commit to the great need of fostering a spirit of rededication to the ideals that have served as the foundation of this great; and WHEREAS, the theme for Veterans Day 2024, is “A Legacy of Loyalty and Service,” emphasizing the commitment and sacrifice made by veterans through the loyal service to this county, and their lasting impact across different eras.
NOW, THEREFORE, I Mayor Freels, on behalf of the San Juan Bautista City Council invite all community members to take part in the Veterans Day Parade and thank all our veterans, for their courage, strength and dedication to keeping us safe.
Dated this 15th day of October 2024.
_____________________________________
Scott Freels, Mayor
San Juan Bautista
California
~ LUIS VALDEZ ~ Filmmaker, Founder and Artistic Director of El Teatro Campesino WHEREAS, Luis Valdez is Luis Valdez is a playwright and director. In 1965, he founded El Teatro Campesino (The Farm Workers’ Theater) in the heat of the United Farm Workers (UFW) struggle and the Great Delano Grape Strike in California’s Central Valley; and WHEREAS, Luis’ works include a wide range of plays and films that explore themes such as Chicano identity, Mexican folklore, urban life, and historical events like the Zoot Suit Riots; and WHEREAS, El Teatro Campesino is the most important and longest running Chicano Theater in the United States; and
WHEREAS, Luis’ hard work and long creative career have won him countless awards including numerous LA Drama Critic Awards, Dramalogue Awards, Bay Area Critics’ Awards, the prestigious George Peabody Award for excellence in television, the Presidential Medal of the Arts, the Governor’s Award from the California Arts Council, and Mexico’s prestigious Aguila Azteca Award given to individuals whose work promotes cultural excellence and exchange between US and Mexico; and WHEREAS, Luis has written numerous plays, authored numerous articles and books. His latest anthology Mummified Deer and Other Plays was recently published by Arte Publico Press; and WHEREAS, Luis has also been recognized for his work as an educator, teaching at various universities and receiving honorary doctorates from several institutions. Luis was inducted into the College of Fellows of the American Theatre at the Kennedy Center for the Performing Arts in Washington D.C. In 2007, he was awarded a Rockefeller fellowship as one of the fifty US Artists so honored across the United States.
NOW, THEREFORE, I Mayor Freels, on behalf of the San Juan Bautista City Council, congratulate
Luis Valdez
for being Inducted into the American Academy of Arts of Sciences, and for being an inspiration to everyone in the San Juan Bautista community. Congratulations! Dated this 15th day of October 2024.
_____________________________________
Scott Freels, Mayor
San Juan Bautista
California
~ National Philanthropy Day, November 14, 2024 ~
WHEREAS, National Philanthropy Day is celebrated each year to recognize and pay tribute to those who actively give their time, talent and treasure to their communities in order to make them a better place; and
WHEREAS, in recognizing and honoring individuals and organizations that have served as models of inspiration, we are mindful of the need among us, though often unseen, is everpresent and we must be prepared, going forward, to expand our philanthropic efforts and services; and
WHEREAS, today the nonprofit sector affects nearly every citizen in many ways through educational and religious organizations, museums and concerts our children attend on school sponsored trips, sports leagues and clubs that enrich our youth, the social service agencies that provide food, clothing, housing and training for help for the under-served; and WHEREAS, The Community Foundation for San Benito County is recognizing the nonprofit sector on Thursday, November 14, 2024 as National Philanthropy Day in San Benito County; and
WHEREAS, we urge all people in San Benito County to reflect upon the meaning of selfless giving and upon the need to recognize and support charitable causes among us and those who are champions.
NOW THEREFORE, I Mayor Leslie Jordan, on behalf of the San Juan Bautista City Council, proclaim NOVEMBER 14, 2024 as “NATIONAL PHILANTHROPY DAY” and encourage the San Juan Bautista community to recognize the tradition of philanthropy as it continues to improve and enhance the lives of all by promoting the common good.
Dated this 15th day of October 2024.
_____________________________________
Scott Freels, Mayor
San Juan Bautista
California
~ Twenty Fourth Annual Binational Health Week, October 2024 ~ WHEREAS, the Secretariats of Health and of Foreign Affairs of Mexico, the Ministries of Foreign Affairs of Guatemala, Honduras, Colombia, and Peru, the United States -Mexico Border Health Commission, and the Health Initiative of the Americas, a program of the University of Berkeley School of Public Health, have recognized the necessity of improving access to health services for the underserved Latino population in the United States of America; and
WHEREAS, According to the United States Census in 2017, this country is home to more than 57 million people of Latino origin; and
WHEREAS, Improving the health of mobile populations requires multiple approaches in service design, delivery, funding priorities, and most fundamentally, requires strong binational commitment; and WHEREAS, Since 2001 through 2023, the Health Initiative of the Americas and partnering organizations convened twenty-three Binational Health Weeks, an unprecedented effort overseen by multiagency taskforces, which conducted health promotion and education activities for the underserved Latino population in the United States and over 4 million people have benefited from the health activities; and WHEREAS, Binational Health Week reflects coordinated efforts between the United States, Mexico, Canada, Guatemala, Honduras, Colombia, and Peru to improve the quality of life of underserved populations by expanding their access to health care, increasing their health insurance coverage, and reducing their unmet health needs; and
WHEREAS, Binational Health Week provides an opportunity to highlight critical health issues in the County of San Benito, the State of California and throughout the United States and will serve as the basis for future bilateral efforts; and
NOW, THEREFORE, I Mayor Freels, on behalf of the San Juan Bautista City Council proclaim OCTOBER 2024 as BINATIONAL HEALTH WEEK and join The San Benito Health Foundation on October 16 for a celebration of life and community health.
Dated this 15th day of October 2024.
_____________________________________
Scott Freels, Mayor
• Project Benefits:
o Saves accident and vehicle
operating costs, $34.6 million
over 20 years
o Reduces congestion delay by
1,902 hours daily, 694,257
yearly
o Provides $102.8 million
return on investment over 20
years
• Project Cost: $130.7 million
• Timeline: August 2022 – Fall 2025
10/15/24
Project Overview
• Union Road reopened on 10/11!
• This closure was necessary to
reconstruct the Union Road/SR 156
intersection to align and improve
access with new Expressway
• The temporary traffic signals at 4th
Street/Business 156 and San Juan
Hollister Road have been removed
• Access to/from San Juan Hollister
Road from Union Road has also been
removed
Union Road Reopening
10/15/24
• At the reopening of Union Road, several major
construction milestones occurred:
• Traffic on SR 156 shifted onto the new Expressway
just south of the existing highway
• A new roundabout opened at Bixby Road
• The bypass exit ramp to Business 156/4th Street
from eastbound SR 156 reopened
• Caltrans closed a small part of Mitchell Road just
north of SR 156, for approximately eight weeks
• These activities occurred simultaneously with the
Union Road reopening
Major Milestones
10/15/24
Upcoming Traffic Shift
• Eastbound SR 156 drivers
transition to the new lanes just
east of The Alameda in San Juan
Bautista
• Westbound SR 156 drivers
transition to the new lanes just
west of Business 156/4th Street
in Hollister
• During this stage of construction,
Caltrans will maintain at least
one lane in each direction along
the new SR 156 expressway
• The existing SR 156 will remain
open to local traffic while being
transitioned to a frontage road
Traffic Shift
10/15/24
Bixby Road Roundabout
• Drivers are also encountering a
new feature:
• A new roundabout at the
Bixby Road intersection
• The roundabout will eventually
be a two-lane roundabout upon
completion of the project
• Access is also provided to/from
the old SR 156 and to an
unpaved access road for private
properties south of the highway
Bixby Roundabout Opening
10/15/24
Mitchell Road Closure
• At the same time as the traffic
shift, a small portion of Mitchell
Road closed approximately 8
weeks
• This closure is necessary to
reconstruct the intersection of
Mitchell Road and align with the
new SR 156 expressway
• Traffic to be detoured around via
Frietas Road and Bixby Road
• The existing SR 156 will remain
open to local traffic while being
transitioned to a frontage road
• Caltrans is in communication with
several Mitchell Road businesses
Mitchell Road Closure
10/15/24
Public Outreach
• Key Stakeholder Presentations – Early October
• City of Hollister City Council, San Benito County Board of Supervisors, City of San Juan Bautista
• Press Release(s)
• Outreach Flier in English/Spanish
• Distributed early October
• Mailed to nearly 200 properties just north/south of SR 156 between Bixby and San Juan Hollister Road
• Social Media in English/Spanish – Distribution early October (SBCOG and Caltrans D5)
• Temporary, portable CMS signs in advance of the traffic changes
• Caltrans District 5 Public Information team at 805-549-3318 or [email protected]
Public Outreach
10/15/24
• News Releases
o Sent by Caltrans PIO Jim Shivers ([email protected]) • Social Media
o Council of San Benito County Governments – Facebook (Council of San Benito County Governments – COG) | Instagram (@sanbenitocog)
o Caltrans District 5 – Facebook (Caltrans Central Coast (District 5)) | Instagram (@caltrans_d5) | Twitter (@CaltransD5)
• Public Contact
• 805-549-3318 | [email protected]
10/15/24
Public Communications
November 5, 2024
Presidential General Election
Follow Us
@SBCVOTE
• President and Vice President of the United States
• U.S. Representative in Congress
• State Senate
• Member of the State Assembly
• Hollister School District, Trustee Area 4
• City of Hollister, Mayor
• Hollister City Council, District 1
• Hollister City Council, District 4
• San Juan Bautista City Council (Vote for 2)
• Aromas Water District (Vote for 2)
• San Benito County Health Care District, Zone 1, and 3 • Aromas Tri-County Fire Protection District
Contests on the Ballot
Measures on the Ballot
11 total
Measure A - Countywide
Measure B - Countywide (Advisory Question)
Measure C - West Hills Community College, District 2
Measure D - Aromas - San Juan Unified School District
Measure L - San Benito High School District Shall an initiative be adopted to amend the County General Plan to require voter approval before redesignating (changing) Agricultural, Rural or Rangeland to other uses, and to remove the Commercial Regional Designation from four Highway 101 nodes?
To keep Hazel Hawkins Hospital public and under local control, shall the County of San Benito establish an agreement with the San Benito Health Care District and other interested jurisdictions to form a partnership in the form of a Joint Powers Authority to operate the hospital? Measure C To improve Coalinga College with funds that cannot be taken by the State and spent elsewhere, shall West Hills Community College District's measure to expand career training/technical educational classroom and facilities; renovate outdated classrooms, labs, and student dorms; and improve campus safety be adopted, authorizing $19 million of bonds with estimated average levies below $24 per $100,00 of assessed valuation (approximately $1 million annually) while outstanding, with legal rates, audits, independent oversight and full public disclosure of all spending?
With funds that cannot be taken by the State and spent elsewhere, shall Aromas-San Juan Unified School District’s measure to renovate/modernize classrooms; expand coding, robotics and engineering workshops; replace leaky roofs; and upgrade fire alarms and emergency communication systems at Aromas School, San Juan School, and Anzar High be adopted, authorizing $44 million of bonds with legal rates, audits, average levies below $55 per $100,000 of assessed valuation (raising $2.7 million annually while outstanding), citizens’ oversight, and full public disclosure of spending?
To relieve overcrowding at Hollister High and provide local high school students access to safe, quality education, including math, science, engineering, technology, other core academics, hands-on job skills, and career/ college readiness; and improve student safety by adding a second local high school, shall San Benito High School District's measure be adopted authorizing $70,000,000 of bonds at legal rates, averaging $19/ $100,000 assessed value ($4,450,000 annually) while bonds are outstanding, with independent oversight and all funds staying local?
Measure M - San Benito High School District
Measure H - South Monterey County High School District
Measure I - South Monterey County High School District
Measure W - City of Hollister
Measure X - San Benito Health Care District
To provide high-quality education and instructional opportunities for local students at a second high school by creating classrooms and labs for vocational, college readiness and career pathways, agriculture, technology, core academics, and early college/ vocational classes with Gavilan College, shall San Benito High School District's measure be adopted authorizing $70,000,000 of bonds at legal rates, averaging $19/ $100,000 assessed value ($4,450,000 annually) while bonds are outstanding, with independent oversight and all funds staying local?
To upgrade emergency communication systems, fire alarms/sprinklers, safety door locks, security cameras,; repair deteriorating classrooms, restrooms; replace outdated, unsafe portables, electrical wiring; earthquake retrofit classrooms/ buildings; and construct, acquire, repair classrooms, facilities, sites, and equipment, shall South Monterey County Joint Union High School District’s measure be adopted authorizing $35,000,000 in bonds at legal rates, levying $30 per $100,000 assessed valuation, providing approximately $2,600,000 annually while bonds are outstanding, supporting local schools, requiring citizen oversight/audits?
To upgrade deteriorating academic/ vocational classrooms; replace outdated science/ technology/ computer labs; provide classrooms for future first responders; remove hazardous materials like asbestos, mold, lead paint; construct, acquire, repair classrooms, facilities, sites, and equipment, shall South Monterey County Joint Union High School District’s measure be adopted authorizing $35,000,000 in bonds at legal rates, levying $30 per $100,000 assessed valuation, providing approximately $2,600,000 annually while bonds are outstanding, supporting local schools, requiring citizen oversight/ audits? Shall a measure enacting a four point (4%) increase in transient occupancy tax, increasing the total tax levied on hotel occupants from 8 to 12 percent, and reserving the increase for the general fund, generating approximately $300,000.00 annually for general City services such as public safety, park maintenance, recreation programs, street maintenance, solid waste, and community facilities maintenance until ended by voters, be adopted?
Without increasing taxes and to continue providing local access to emergency medical care, surgery, radiology, long-term care, mother/baby care, clinic and physician services at Hazel Hawkins Memorial Hospital, shall San Benito Health Care District’s measure be adopted, leasing (with lessee option to purchase) certain District real property assets, and selling substantially all other District assets, to nonprofit Insight Health Foundation of California, Inc. (or another qualified buyer) for fair market value, determined by independent appraisal, providing local oversight and continued hospital services in San Benito County?
Measure V - City of Hollister
Commencing with the November 5, 2024 General Municipal Election, shall the term of office of Mayor be changed from two (2) years to four (4) years?
Voting Kits will arrive at
homes the
week of October 7th
Open October 7-October 25
Monday to Friday, 8am-5pm
Early Voting at the
Elections Department
• Register to Vote
• Receive Language Assistance
• Drop Off your Vote-By-Mail Ballot
• Use an Accessible Ballot Marking Device
What can you do at the Elections
Department Vote Center?
Vote Center Locations
November 2-November 4
8AM - 5PM
November 5, Election Day
7AM-8PM
St. Benedict
Church
San Juan Bautista
Community Center
Elections
Department
Abundant Life
Church
November 2-November 4
8AM - 5PM
November 5, Election Day
7AM-8PM
October 26-November 4
8AM - 5PM
November 5, Election Day
7AM-8PM
October 26-November 4
8AM - 5PM
November 5, Election Day
7AM-8PM
Satellite Office Location
November 5, Election Day
7AM-8PM
Community Foundation
San Andreas Conference Room
• Register to Vote
• Receive Language Assistance
• Drop Off your Vote-By-Mail Ballot
• Use an Accessible Ballot Marking Device
What can you do at the Satellite Office Location?
Official Ballot Drop Box Locations
24 Hour Surveillance Accessible Convenient
Windmill
Shopping
Center
Aromas
Fire Station True Value Elections
Dept
SBC
Foodbank
Fire Station
#2
Ridgemark County
Library
Mobile Voting
The Election Department trailer will be used
as a Mobile Voting Location. Dates and times
of the Mobile Voting Location will be posted
on our website, social media, and
community partners. The goal is to service
our rural community including Aromas, Tres
Pinos, and more.
The Mobile Voting Location will operate as a
back-up location on Election Day.
Thank You!
Get Ready to GO VOTE!
www .regsitertovote .ca .gov
Judith Young
Senior Account Manager
September 17, 2024
CITY OF SAN JUAN BAUTISTA
3CE Annual Presentation
A PARTNERSHIP TO SUPPORT SHARED CUSTOMERS
2023 YEAR IN REVIEW
Lower emissions
Cleaner more reliable grid
Community investment
Stable and responsible rates
3CE PRIORITIZES
INNOVATION
– One of California’s first solar +
storage projects
– The state’s first new geothermal
project in three decades
– The largest compressed air
energy storage in the world
ADDITIONALITY – THE KEY TO OUR
PROCUREMENT STRATEGY
Investing in a diverse portfolio of renewables coupled with innovative energy storage capacity
CALIFORNIA BREAKS RENEWABLE ENERGY RECORDS
It’s working!
3CE DELIVERS POWER FOR GOOD
Affordable Rates Project Selection Criteria Rebates & Incentives
REDUCING EMISSIONS IN THE BUILT
ENVIRONMENT
New Construction Electrification
Program
125 units in Watsonville in
Tabasa Gardens and Sparrow Terrace 66 units in Monterey 200 units planned Ag Electrification Program
$700,000 for 30 projects in 2023 28% irrigation and harvest equip., portable power 32% tractors and forklifts 40% utility vehicles
GROWING SUSTAINABLE AGRICULTURE
INVESTING IN YOUR COMMUNITY
Residential, Commercial, & Agriculture Rebates Available Agriculture
Electrification
Program
- $75,000
Concierge - $24,000
New Construction
Electrification
$5,000
$250,000
Electric Bus - $200,000
$1000-4000
$150,000
Electrify Your Home Electrify Your Ride
$17,385
$2,500 per unit
Residential
Commerical & Ag
INVESTING IN SAN JUAN BAUTISTA
Total Investment Nearly $50,000
Electrify Your Ride
$29,333
Agriculture
Electrification
$10,000
Reach Code $10,080
INVESTING IN YOUR CITY’S ENERGY TRANSITION
Member Agency Programs:
Plan Your Fleet
Electrify Your Fleet
Charge Your Fleet
INVESTING IN YOUR CITY’S ENERGY TRANSITION
– Reach Code Program
– Charging Stations/Charge-ready –Member Agency
Communications
Thank You
14 3CE.org [email protected]
877-455-2223
Senior Account Manager (805) 693-2000
Judith Young [email protected]
City of San Juan Bautista
Revenues ~ Budget Vs. Actual
For the Two Month Period Ended August 31, 2024
Item #5E
City Council Meeting
October 15, 2024
REVENUES FY24 FY25 Annual YTD
Fund Actuals Actuals Budget Difference 17% Notes
General Fund 376,677 395,973 2,530,525 (1,593,243) 16%
Special Revenue Funds:
Capital Projects Fund 120,087 21,756 4,914,742 (2,703,471) 0% Community Development 7,732 12,303 124,150 (393,098) 10% COPS 16,667 16,667 100,000 (75,000) 17%
Parking & Restroom Fd 7,395 3,232 28,000 (16,269) 12%
Gas Tax Fund 19,819 21,329 108,000 (76,799) 20%
Valle Vista LLD 3,980 7,426 44,554 (17,919) 17%
Rancho Vista CFD 12,405 11,252 67,512 (49,481) 17%
Copperleaf CFD 3,018 2,774 16,645 (12,240) 17%
Internal Service Funds:
Blg Rehab. & Replace 6,333 6,333 38,000 (28,500) 17%
Vehicle Replacement 10,000 10,000 60,000 (45,000) 17%
Enterprise Funds:
Water
Operations 266,000 324,439 1,718,000 (904,085) 19%
Sewer
Operations 305,180 349,269 1,960,000 (943,950) 18%
TOTAL Funds 1,155,293 1,182,753 11,710,128 (6,859,055) 10% City of San Juan Bautista
Revenues ~ Budget Vs. Actual
For the Two Month Period Ended August 31, 2024
Item #5E
City Council Meeting
October 15, 2024
EXPENDITURES FY24 FY25 Annual YTD
Fund Actuals Actuals Budget Variance 17% Note
General Fund 325,696 376,294 2,394,878 (2,018,584) 16%
Special Revenue Funds:
Capital Projects Fund 120,087 21,756 4,914,742 (4,892,986) 0% A Community Development 83,927 76,158 662,242 (586,084) 12% COPS 16,667 16,667 100,000 (83,333) 17%
Gas Tax Fund 2,766 3,220 21,000 (17,780) 15%
Valle Vista LLD 2,884 13,583 44,554 (30,971) 30%
Rancho Vista CFD 9,569 8,310 42,718 (34,408) 19%
Copperleaf CFD 4,031 5,022 16,645 (11,623) 30%
Development Impact Fee Funds
Public/Civic Facility 450 450 2,700 (2,250) 17%
Library 740 740 4,440 (3,700) 17%
Storm Drain 572 572 3,432 (2,860) 17%
Park In-Lieu 50 50 300 (250) 17%
Public Safety 142 142 852 (710) 17%
Traffic 72 72 432 (360) 17%
Enterprise Funds:
Water:
Operations 99,996 118,711 862,288 743,577 14%
Capital - 6,584 15,793,187 15,786,603 0% A
Sewer
Operations 139,327 153,597 1,051,569 897,972 15%
Capital 509,133 442,750 17,112,103 16,669,353 3% A
TOTAL Funds 1,316,109 1,244,678 43,028,082 26,411,606 3% 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 Batista
Check/Voucher Register - Check Register Current Month
From 8/1/2024 Through 8/31/2024
1110 - Operating
Acct. 1948
Effective Date Check Number Vendor Name Check Amount
8/2/2024 217829 All Clear Water Services 4,550.00
8/2/2024 217830 Alliant Insurance Services 1,456.00
8/2/2024 217831 California Park & Recreation Society 550.00 8/2/2024 217832 CIRA - California Intergovernmental Risk 2,772.94 8/2/2024 217833 Core & Main 599.29
8/2/2024 217834 Cypress Water Services 23,385.72
8/2/2024 217835 Ecology Action of Santa Cruz 500.00
8/2/2024 217836 Elizabeth Welch 10.00
8/2/2024 217837 Ferguson Enterprises LLC 79.34
8/2/2024 217838 Gabriela Flores 700.00
8/2/2024 217839 Lidia Ramos 700.00
8/2/2024 217840 Midwest Tape 158.76
8/2/2024 217841 Monterey Bay Analytical Services 324.00 8/2/2024 217842 Smith & Enright Landscaping 942.00
8/2/2024 217843 Stantec Consulting Services Inc. 50,138.73 8/2/2024 217844 US Bank 9,597.88
8/2/2024 217845 Vanessa Sanchez 700.00
8/2/2024 217846 Wendy L. Cumming, CPA 4,950.00
8/6/2024 217847 State Compensation Insurance Fund 3,213.00 8/6/2024 217848 Abila 6,768.00
8/20/2024 217849 4Leaf, Inc. 1,827.41
8/20/2024 217850 AFLAC 1,079.45
8/20/2024 217851 Association of Tribal Archives, Libraries and Museums 375.00 8/20/2024 217852 at&t 134.52
8/20/2024 217853 att.com 76.99
8/20/2024 217854 AVAYA 250.66
8/20/2024 217855 Baker Supplies and Repairs 128.89
8/20/2024 217856 Brigantino Irrigation, Inc. 587.55
8/20/2024 217857 California Building Standards Commission 142.00 8/20/2024 217858 California Consulting, Inc. 131.25
8/20/2024 217859 City of Hollister 63,017.33
8/20/2024 217860 Cypress Water Services 11,225.00
8/20/2024 217861 Design Line & Granger 710.13
8/20/2024 217862 G&M Auto, Inc. 61.75
8/20/2024 217863 General Code 830.00
8/20/2024 217864 Hamner Jewell Associates 1,557.43
8/20/2024 217865 Home Depot Credit Services 1,381.49
8/20/2024 217866 Interstate Sales 3,483.64
8/20/2024 217867 Margot's Ice Cream Parlor. 360.00
8/20/2024 217868 McDonald Hopkins LLC 1,200.00
8/20/2024 217869 MNS Engineers, Inc. 2,825.00
8/20/2024 217870 Monterey Bay Air Resources Dist. 1,117.60 8/20/2024 217871 Monterey Bay Analytical Services 3,185.00 8/20/2024 217872 P G & E 19,029.03
City of San Juan Batista
Check/Voucher Register - Check Register Current Month
From 8/1/2024 Through 8/31/2024
8/20/2024 217873 Pacific Highway Rentals, LLC 3,639.00
8/20/2024 217874 Ready Refresh 51.33
8/20/2024 217875 Rojas Communications Group 2,500.00
8/20/2024 217876 Rx-Tek 75.00
8/20/2024 217877 San Benito County Assessor 7,847.37
8/20/2024 217878 Specialty Construction, Inc. 258,498.72 8/20/2024 217879 Specialty Hose Xpress 22.88
8/20/2024 217880 Hollister True Value 184.77
8/20/2024 217881 Univar Solutions 898.76
8/20/2024 217882 Valero Wex Bank 815.33
8/27/2024 217883 Ca Association Code Enforcement Officers 520.00 8/27/2024 217884 CALNET 370.89
8/27/2024 217885 Canon Financial Services, Inc 826.03
8/27/2024 217886 Clark Pest Control 119.00
8/27/2024 217887 Data Ticket Inc. 400.00
8/27/2024 217889 Kennedy, Archer & Giffen 21,388.00
8/27/2024 217890 Monterey Bay Analytical Services 1,238.00 8/27/2024 217891 Monterey Bay Water Works Association 160.00 8/27/2024 217892 NorCal Containers 198.00
8/27/2024 217893 P G & E 1,288.76
8/27/2024 217894 Regional Government Services 476.57
8/27/2024 217895 Rx-Tek 980.00
8/27/2024 217896 Smith & Enright Landscaping 5,540.00
8/27/2024 217897 State Compensation Insurance Fund 3,213.00 8/27/2024 217898 Uline 140.96
8/27/2024 217899 US Bank 6,959.12
Report Total 545,164.27
City of San Juan Bautista
Sept 2024 Monthly Public Safety Update
Report Created by Public Safety Coordinator Roy Morales 10/01/2024 1
Roy Morales- Public Safety Coordinator
Law & Fire monthly summary
Report Created by Public Safety Coordinator Roy Morales 10/01/2024
• 3 towed vehicles – Abandoned
vehicle program
• 1 recovered stolen car at the
cemetery with car jacking
suspects from Gilroy inside. 3
juveniles arrested
• 1 car accident at HWY 156 @
The Alameda – 1 driver fled but
found & arrested for DUI
• Dog attack on Muckelemi
2 • 0- Fires
• 12- Medical calls
• 11- Vehicle accidents (all occurred
outside city limits)
• 1- Inspection- Cultiva’s
• 1- Public Service at Anzar HS
• 1- Business site review- Smoke Point
parking lot (future inspection planned)
Code Enforcement Update
• 15 new cases
• 3 stop orders (unpermitted roofing, illegal structure and historic building violations
• Properties discussed in the past are nearing their deadline for compliance and the city will be taking additional action to abate them once these benchmarks are expired. The city attorney is involved with this process.
• One property was the focus for this month. The property owner continued work without proper permits after receiving numerous red- tags for other violations • This property owner is currently working with 4leaf to obtain proper permits. • City team leads will be attending county wide disaster training Report Created by Public Safety Coordinator Roy Morales 10/01/2024 3
Traffic Violations / Speeders
In discussion with the Sheriff’s Office
and the Gilroy/ Hollister office of the
CHP on a joint enforcement plan.
The idea would be to enforce speeding
and stop sign violations throughout
our city
Report Created by Public Safety Coordinator Roy Morales 10/01/2024 4
Abandoned Vehicles
• Many vehicles were moved by
owner. This includes the green
car in front of the Smoke
Point.
• 10 cars were identified
throughout the city.
• From 72 hour parking
violations to leaking of fluids
We are not done
Report Created by Public Safety Coordinator Roy Morales 10/01/2024 5
Animal Control Services
Met with the Hollister Police Dept.
command staff to discuss training and
services.
a. Required training was identified
b. Procedures and forms were provided
c. Discussed updating our municipal code
related to animal control
d. Developing proposal for dog kennel
(temporary holding)
a. Will include: sewer, water, fans, &
surveillance cameras
e. Will be contacting local veterinarian for
euthanasian services when required
Report Created by Public Safety Coordinator Roy Morales 10/01/2024 6
Oneyear of
Recreation
in San Juan Bautista
an Juan Bautista
Dept.
Formation
Listening to the Community
Establish a Recreation
Department to provide
programs and events that
align with the community’s
desire.
Engage the community
through focus groups and
listening sessions.
I
nitial
asks
PrioritiessetbytheCity
TheCitygatheredfeedback
tounderstandtheneedsof
residents. Thisprocessset
clearprioritiesforthe
RecreationDepartment. Y
outh
Seniors
Community
Cohesion
Community
Cohesion
Guiding
Principles
Mission, Vision, & Values
The Recreation
Department’s commitment
to fostering community,
wellness, and belonging
through programming.
M
V
V
Enhance the quality of life for all residents through
inclusive, engaging, and diverse recreational
activities that bring people together to create a
sense of belonging.
A unified community where every resident feels
like they belong in San Juan Bautista, using
recreational activities to foster joy, wellness, and
togetherness.
Community
Collaboration
Innovation
Stewardship
Inclusivity
Health and Wellness
Meet Y
our
Match
Meet Your
Match Speed Dating Event SJB Recreation Department Presents Monday Night Lights Monday Night Lights MAY MOVIE MADNESS MAY MOVIE MADNESS Monday Night Lights Monday Night Lights Independence Day Bash Independence Day Bash Rec Dept Anzar High School Anzar High School Monday Night Lights Monday Night Lights Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sept 2024-2025 2024-2025 Partnerships
Systems
Development
Volunteer
Program
Vendorization
Program
Strategic
Development
Operations
Management
Tech
Donation
Program
City Grant
Program
Domains
of Work
Some more visible than others
Special Event
Management
Park & Program
Development
Marketing &
Outreach
Standard Duty
Extra Duty
Back Office Duties
Most Visible Duties
S
malltowncharm isour
strength. Balance t
heevent
calendarwithour
personalcalendars. Seniors crave connection.... and T
ai Chi. Kids need more early sports opportunities. Our community has gone to the dogs! Key Learnings Experience yields growth And so much more! Oc
tNovDecJan
FebMarAprMay
JunJulAugSept
2025-2026 2025-2026Howl-owe n Howl-owe n Recreation Department Recreation Department City of San Juan Bautista Copperleaf Park Sat, Oct 26 11:00am-2:00pm Costume Contest Dog-centric vendors A Raffle and more! A Halloween Puppy Party A Halloween Puppy Party Monday Night Lights Monday Night Lights but dif
eren
bu
t
t dif
erent Independence Day Bash Independence Day Bash Anzar High School Anzar High School Anzar High School Anzar High School Anzar High School Anzar High School Anzar High School Anzar High School Monday Night Lights Monday Night Lights but dif eren bu t t dif erent 2025
L
ong-term
Vision
FollowingGuidingPrinciples
Continuegrowingwithour
community,ensuringthat
ourprograms,parks,and
servicesmeettheevolving
needsofallresidents. E
xpandingPrograms
andServices
ExpandingPrograms
andServices
StrengthenCommunity
Partnerships
StrengthenCommunity
Partnerships
EnhancingParks
andFacilities
EnhancingParks
andFacilities
Unite &
Strengthen
Community
Next round starts now!
City Manager Status Report
Public Safety Coordinator Roy Morales
Fire Chief
Recreation
City Manager Status Report
City Manager
Retiring end of the calendar year
Interim CM in place January – March
Permanent Hire targeting the end of February
To include City Council and staff input
Associate Planner
4 good candidates
Second Interviews on the 10th
Balanced
the front counter and current planning
long-range experience (Housing Element)
Office Needs assessmentrequest two new proposals
Need Office Space ASAP
City Manager Status Report
Fire Agreement Amendment and RFP
City has been negotiating an amendment to the Fire Services Agreement after receiving a 270-day notice
An RFP was approved 09.10.24 and the solicitation was initiated -the feasibility of establishing a Fire District to serve the whole County
- RFP published September 11, 2024
Terms for the Amendment were shared 09.10.24
City Manager Status Report
Water Board Fines
MNS has been asked to monitor this issue,
Shore-up communication between Operator, Lab and Water Board reports Fines from May of $220,000 have now increased to $390,000 23-violations from April to June 30, 2024
Downey Brand Esq. will assist with challenging these fines City Manager Status Report
Sewer Project
Preparing new Wet Well requires demolition of trash enclosure and other concrete at the current lift station The completed pipeline underwent hydrostatic testing over the weekend and passed, after finding and repairing two compromises last week.
Set the framing for the foundation of thew wet well Monday and poured concrete yesterday Paving will be completed along the 6-mile trench-line in mid-November. Striping to follow Switch Gear was ordered several months ago, and will be received in November, and installed before the end of the year.
PGE process is troublesome. They have to sign-off on the switch-gear installation, before they schedule the connection. Right now the lead time for PGBE to connect at 4-6 weeks after the installation is approved by them.
No power to the system until June or July 2025. This may impact the schedule.
City Manager Status Report
Water
New general manager- Design change
Project under-design
Coordinating with Cal Trans
Pipeline Agreement with MNS and Downey Brand Esq
Public Works
Fixing fences at Meritage
Sidewalk/ADA work to begin the week of 10.14.24
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 9th day of October 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 9th day of October 2024.
____________________________________________
Elizabeth Soto, CMC, CPMC
City Clerk / Administrative Services Director
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:
Honor Our Veterans
November 10, 2024, from 9 AM- 2 PM
Third St. from Franklin St. & Muckelemi St.
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 this 15th day of October 2024 by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
APPROVED:
_________________________
Scott Freels, Mayor
Page | 2
ATTEST:
_________________________________
Elizabeth Soto, CMC, CPMC, City Clerk
Page | 1 City Council Meeting Minutes (July 16, 2024)
CITY OF SAN JUAN BAUTISTA
CITY COUNCIL
UNOFFICIAL MEETING MINUTES
JULY 16, 2024
1. CALL TO ORDER
Mayor Pro Tem Jordan called the Joint City Council/Urban Growth Boundary meeting to order at 5:03 p.m. in the Council Chambers, 311 Second Street, San Juan Bautista California.
PLEDGE OF ALLEGIANCE
Councilmember Morris-Lopez led the pledge of allegiance.
ROLL CALL
Present:
Councilmember John Freeman
Councilmember Jackie Morris-Lopez
Councilmember EJ Sabathia
Mayor Pro Tem Leslie Q. Jordan
Committee member Dan DeVries
Committee member David Medeiros
Committee member Morris-Lopez
Chair Chris Martorana
Absent:
Mayor Scott Freels
Staff Present:
Don Reynolds, City Manager
Jon R. Giffen, City Attorney
Elizabeth Soto, CMC, CPMC, Acting City Clerk
Joint City Council and Urban Growth Boundary/Sphere of Influence Committee
WORKSHOP
A. Review the Memorandum of Understanding (“MOU”) Between the City and San Benito County Regarding Development in the Planning Area Outside City Limits, and provide direction to the Committee.
Chair Martorana introduced Committee member DeVries. Committee member DeVries provided an overview of the Memorandum of Understanding (“MOU”) Between the City and San Benito County Regarding Development in the Planning Area Outside City Limits. The MOU is to establish policies for development in a specific area without overriding current policies or state law. Sovereign immunity is retained by the city and county.
Page | 2 City Council Meeting Minutes (July 16, 2024)
The tiers in the planning area are structured as follows:
Tier One: Represents a high level of care and interest, aiming to maximize input to the county.
Tier Two: Indicates a significant level of care but with less input compared to Tier One.
Tier Three: Reflects the community's concern about a proposal in the area but signifies a lower level of input compared to Tiers One and Two.
Concerns regarding the Memorandum of Understanding (MOU) were raised about conflicts, lead agency designation, legal compliance, transparency, community involvement, and aligning visions and plans between the city and county.
The City Council and Urban Growth Boundary/Sphere of Influence Committee highlighted the necessity of ongoing dialogue, legal review, collaboration, joint planning efforts, policy considerations, and clear communication to address land use and development issues effectively.
Jennifer Stephenson, Executive Officer of the Local Agency Formation Commission (LAFCO) provided an overview. Ms. Stephenson commented that a Municipal Services review will be conducted during this fiscal year.
No public comments were received.
The joint workshop was closed at 6:04 p.m.
Mayor Pro Tem Jordan recessed to a short break.
Mayor Pro Tem Jordan reconvened the meeting at 6:14 p.m.
2. ADJOURNMENT
There being no other business, Mayor Pro Tem Jordan adjourned the joint City Council / Urban Growth Boundary/Sphere of Influence Committee meeting at 6:04 p.m.
APPROVED:
______________________________
Leslie Q. Jordan, Mayor Pro Tem
ATTEST:
____________________________
Elizabeth Soto, Acting City Clerk
Page | 1 City Council Meeting Minutes (July 16, 2024)
CITY OF SAN JUAN BAUTISTA
CITY COUNCIL
UNOFFICIAL MEETING MINUTES
JULY 16, 2024
1. CALL TO ORDER
Mayor Pro Tem Jordan called the City Council meeting to order at 6:14 p.m. in the Council Chambers, 311 Second Street, San Juan Bautista California.
PLEDGE OF ALLEGIANCE
ROLL CALL
Present:
Councilmember John Freeman
Councilmember Jackie Morris-Lopez
Councilmember EJ Sabathia
Mayor Pro Tem Leslie Q. Jordan
Absent:
Mayor Scott Freels
Staff Present:
Don Reynolds, City Manager
Jon R. Giffen, City Attorney
Elizabeth Soto, CMC, CPMC, Acting City Clerk
Mayor Pro Tem moved item 9.A to the front end of the agenda.
2. INTRODUCTION
A. Introduce Code Enforcement and Community Services Officer Oscar Soto.
Roy Morales, Public Safety Coordinator introduced newly hired Code Enforcement and Community Services Officer Oscar Soto. Mr. Soto comes to the city with 30 years of experience in construction, law enforcement, and code enforcement.
The City Council welcomed Mr. Oscar Soto.
3. PROCLAMATION
A. Proclamation to honor the retirement of Code Enforcement Officer Richard “Rich” Brown.
The City commended Code Enforcement Officer Rich Brown on his retirement.
Page | 2 City Council Meeting Minutes (July 16, 2024)
4. PRESENTATION
A. San Benito Agricultural Land Trust, Conserving Agricultural Land and Open Space in San Benito County
Lynn Overtree, Executive Director, of San Benito Agricultural Land Trust discussed the importance of conserving agricultural land and open space in San Benito County, highlighting the work and programs of the San Benito Agricultural Land Trust (SBALT) and the benefits to agriculture and the community.
The City Council thanked Ms. Overtree for her presentation.
No public comments were received.
5. PUBLIC HEARING
A. Valle Vista Landscape and Lighting Maintenance Assessment District No. 1 for Fiscal Year 2024-25 (Continued from June 18, 2024).
City Engineer Jerry Sanguinetti (MNS Engineers) provided the report. A community meeting in the District was held on July 11, 2024. The proposed assessments for FY 2024-25 will cover the costs of contract maintenance for the current fiscal year. The assessments are set below the maximum rates calculated at the formation of the district, and they have been increased to align with the expenses required for ongoing maintenance of landscaping and lighting improvements within the Valle Vista Landscape and Lighting Maintenance Assessment District 1. Additionally, the annual escalator for the special tax amounts is tied to the Consumer Price Index-All Urban Consumers for the San Francisco Oakland-San Jose area, ensuring that the assessments keep pace with inflation and maintenance costs over time.
City Engineer Jerry Sanguinetti reviewed the Smith & Enright Mitigated Plan and outlined the issues that would be addressed which include gophers, irrigation, trees in park strip, dead foliage/mulch, monthly site walks, and consistency with Smith & Enright Personnel.
Councilmember Morris-Lopez asked what were the top concerns posed by the District. Mr.
Sanguinetti responded the concerns were cost and quality of service.
Mayor Pro Tem Jordan opened the public hearing.
The following members of the public commented on the report:
Cara Vonk expressed asked why the fencing was not part of the landscape service and expressed concern regarding the sycamore trees
Mayor Pro Tem Jordan closed the public hearing.
MOTION:
Upon motion by Councilmember Sabathia, second by Councilmember Freeman, the RESOLUTION Approving the Report Prepared in Connection with the Fiscal Year 2024/25 Levy Page | 3 City Council Meeting Minutes (July 16, 2024)
of Assessments in Connection with Valle Vista Landscape and Lighting Maintenance Assessment District 1, was approved.
AYES: Councilmembers: Freeman, Morris-Lopez, Sabathia, and Mayor Pro Tem Jordan; NOES:
None; ABSENT: Mayor Freels; ABSTAIN: None
MOTION:
Upon motion by Councilmember Freeman, second by Councilmember Sabathia, District the RESOLUTION Confirming a Diagram and Assessment in Connection with the Fiscal Year 2024/25 Levy of Assessments in Connection with Valle Vista Landscape and Lighting Maintenance Assessment District 1, was approved.
AYES: Councilmembers: Freeman, Morris-Lopez, Sabathia, and Mayor Pro Tem Jordan; NOES:
None; ABSENT: Mayor Freels; ABSTAIN: None
6. PUBLIC COMMENT
Received public comment from the following members of the public:
Laurie Tankersley
Esther Trujillo
Jose Aranda
7. INFORMATIONAL ITEMS AND REPORTS
A. Treasurer’s Report and Monthly Financial Statements
Acting Treasurer Wendy Cumming, CPA reported on the financial statement for April 2024.
The following members of the public commented on the report:
Michael Ponce
B. Reports from City Council Representatives to Regional Organizations and Committees
The City Council reported on the regional meetings and committees that they attended.
No public comment.
C. City Council Announcements
Mayor Freels announced that on June 13th lifelong resident Richard Velasco passed away. Mr.
Velasco was a former Planning Commissioner.
No public comment.
D. City Manager’s Report
City Manager Don Reynolds provided the report followed by a PowerPoint presentation.
Page | 4 City Council Meeting Minutes (July 16, 2024)
The following members of the public commented on the report:
Michael Ponce asked about wastewater and sewer, and the NPDES permit a. Fire Department Update –
Hollister Fire Chief provided the report…
No public comment.
b. Sheriff Department Update –
No report.
No public comment.
c. Public Safety Department Update –
Public Safety Coordinator Roy Morales provided an update for May 2024. The focus of the 4th of July event was successful. Issued three citations during the Fourth of July No public comment.
8. CONSENT
A. Approve the Affidavit of Posting Agenda.
B. Approve a RESOLUTION Authorizing a Closure of Streets for NorCal Dubaffair Special Event on July 27, 2024.
C. Approve a RESOLUTION Adopting a City Holiday Schedule for Fiscal Year 2024- 2025
D. Amendment to the Permanent Local Housing Allocation (“PLHA”) Program (Total Value $455,999) Allocating 95% of 2020-2024 Grant Funds ($361,000) from Accessory Dwelling Unit (“ADU”) Code Compliance to Support Building Affordable Housing in the City.
Recommendation: Approve a RESOLUTION amending the 5-year PLHA program ($455,999) by changing the use of funds from program years 2020-2024, ($361,000) from the ADU Compliance program to support building affordable housing with the San Benito Health Foundation at 70 Muckelemi Street, and authorize the City Manager to execute the agreements necessary to implement it
E. Approve the Special Meeting Minutes of June 3, 2024. (Tabled) F. Approve the Regular Meeting Minutes of June 18, 2024. (Tabled) Page | 5 City Council Meeting Minutes (July 16, 2024)
Items E and F Minutes were tabled to the next meeting.
No public comments.
MOTION:
Upon motion by Councilmember Sabathia, second by Councilmember Freeman, Consent Agenda, Items A, B, and C, was approved.
AYES: Councilmembers: Freeman, Morris-Lopez, Sabathia, and Mayor Pro Tem Jordan; NOES:
None; ABSENT: Mayor Freels; ABSTAIN: None
Item D
Mayor Pro Tem Jordan announced that she has a conflict.
MOTION:
Upon motion by Councilmember Freeman, second by Councilmember Sabathia, Amendment to the Permanent Local Housing Allocation (“PLHA”) Program (Total Value $455,999) Allocating 95% of 2020-2024 Grant Funds ($361,000) from Accessory Dwelling Unit (“ADU”) Code Compliance to Support Building Affordable Housing in the City, failed.
AYES: Councilmembers: Freeman and Sabathia; NOES: Councilmember Morris-Lopez; ABSENT: Mayor Freels; ABSTAIN: Mayor Pro Tem Jordan
The Mayor Pro Tem recessed to a short break at 8:40 p.m. and reconvened the meeting at 8:50 p.m.
9. ACTION ITEMS
A. A Memorandum of Understanding (“MOU”) Between the City and San Benito County Regarding Development in the Planning Area Outside City Limits Recommendation: Approve a RESOLUTION approving an MOU between the City and the County regarding coordinated development review for proposed projects within the City’s proposed Planning Area, which is that area outside of the Sphere of Influence and City Political Boundary.
City Manager Don Reynolds announced that the City Council just concluded a joint City Council and Urban Growth Boundary/Sphere of Influence meeting to discuss the MOU that was first introduced to the City Council at its June meeting. The MOU was presented and a vote was taken but motion failed due to lack of a second. The City, County, and stakeholders are coming up with a formal agreement in the form of the MOU to protects the city’s boundaries.
Councilmember Freeman stated the he has not in favor of the MOU, and added that the City should have the ability to gain a few extra parcels of property to get commercial development close to town that doesn’t make it sprawl but rather it allows for revenue to be generated by the city.
Page | 6 City Council Meeting Minutes (July 16, 2024)
Councilmember Morris-Lopez commented that she supported the MOU and stated that the MOU was good starting point to have a dialogue with the County.
Councilmember Sabathia stated that he disagreed with the way the MOU was written and added that the document should be a clear and concise communication of our intent.
Mayor Pro Tem Jordan explained that the city needs a document that could be sent to the County, and added it’s a way to start the conversation, and further added that the County is on board with having a conversation with the city. In order to memorialize the conversation, it needs to be in writing.
City Attorney Giffen stated that he has been acting on the direction of the Committee and the Council and has not been asked to evaluate the legality of the lead agency. The MOU is the product of the feedback from the Urban Growth Boundary/Sphere of influence Committee.
The following members of the public commented on the report:
Chris Martorana clarified some of the concerns the City Council had.
Councilmember Freeman requested the City Attorney consult with County Counsel and County Planning.
Councilmember Sabathia requested the Committee invite LAFCO to meet and request feedback from the County.
SUBSTITUTE MOTION:
Councilmember Sabathia moved to direct the (official) Committee (UGB/SOI) to invite the appropriate county entities (LAFCO, Legal Counsel, and whomever) to a Committee meeting to the point of beginning and drafting our MOU properly and allow our Attorney to have a conversation with the appropriate counterparts at the county to prepare and better prepare this MOU for eventual approval.
City Attorney Giffen
Direct the committee to invite the appropriate County representatives to a Committee meeting and to allow City Staff to converse with County Staff to allow the City Attorney to have appropriate conversations with County Counsel.
Councilmember Freeman second the motion.
AYES: Councilmembers: Freeman, Sabathia, and Mayor Pro Tem; NOES: Councilmember Morris-Lopez; ABSENT: Mayor Freels; ABSTAIN: None
B. Appoint a Member of the City Council to serve on the Urban Growth Boundary/Sphere of Influence Committee.
Recommendation: Appoint a Member of the City Council to fill a Vacancy left on the Urban Growth Boundary/Sphere of Influence Committee
Item was continued to next month.
Page | 7 City Council Meeting Minutes (July 16, 2024)
C. League of California Cities (LCC) Voting Delegate
Mayor Pro Tem Jordan requested the item be continued to the next meeting.
10. FUTURE AGENDA ITEMS
Councilmember Freeman requested the following be considered for a future agenda item:
The implementation of a "dig once" policy to optimize infrastructure projects.
Councilmember Morris-Lopez requested the following be considered for a future agenda item:
Removal of the wine barrels
Reviewing the process for street festival closures, including the timeframe for requests, approval processes, and the number of days permitted for street closures during festivals.
Mayor Pro Tem Jordan requested the following be considered for a future agenda item:
Vacancy Tax (vacant Buildings)
City Council Insurance/Compensation
11. ADJOURNMENT
Motion to adjourn the meeting by Councilmember Freeman, second by Councilmember MorrisLopez. All in favor.
There being no other business, Mayor Freels adjourned the meeting at 10:03 p.m.
APPROVED:
___________________________
Leslie Q. Jordan, Mayor Pro Tem
ATTEST:
______________________________
Elizabeth Soto, Acting City Clerk
Page | 1 City Council Meeting Minutes (August 20, 2024)
CITY OF SAN JUAN BAUTISTA
CITY COUNCIL
UNOFFICIAL MEETING MINUTES
AUGUST 20, 2024
1. CALL TO ORDER
Mayor Freels called the City Council meeting to order at 5:03 p.m. in the Council Chambers, 311 Second Street, San Juan Bautista California.
PLEDGE OF ALLEGIANCE
ROLL CALL
Present:
Councilmember John Freeman
Mayor Pro Tem Leslie Q. Jordan
Councilmember Jackie Morris-Lopez
Councilmember EJ Sabathia
Mayor Scott Freels
Absent:
Staff Present:
Don Reynolds, City Manager
Jon R. Giffen, City Attorney
Elizabeth Soto, CMC, CPMC, Acting City Clerk
2. CLOSED SESSION – 5:00 P.M. – 6:00 P.M.
The City Council will recess to closed session pursuant to:
a. Conference with Legal Counsel—Existing Litigation – Orozco v. City of San Juan Bautista, et al. (California Government Code section 54956.9(d)(1)) b. Public Employee Performance Evaluation – (California Government Code section §54956.7(b)(1)) – the City Attorney.
Received public comment from the following members of the public:
Iraida Pisano - City Attorney Evaluaiton
Mayor Freels reconvened the meeting at 6:04 p.m.
City Attorney Giffen announced that no reportable action was taken.
Page | 2 City Council Meeting Minutes (August 20, 2024) Request to add the National Health Center Week, 2024 proclamation to the agenda.
MOTION:
Upon motion by Councilmember Sabathia, second by Councilmember Jordan, the City Council added the Proclamation for National Health Center Week, 2024 to the agenda.
AYES: Councilmembers: Freeman, Jordan, Morris-Lopez, Sabathia, and Mayor Freels; NOES: None; ABSENT: None; ABSTAIN: None
3. PROCLAMATION
The City of San Juan Bautista proclaimed:
A. Childhood Cancer Awareness Month, September 2024, Jacob’s Heart Children’s Cancer Support Services
B. National Senior Citizens Day, August 21, 2024
C. National Health Center Week, 2024.
4. PRESENTATION
A. Green foothills
Jessica Wohlander, Environmental Associate provided the report and stated that the mission of the Green foothills is to protect local open space, farmland, and natural resources for the benefit of all through advocacy, education, and grassroots action.
No public comment was received.
B. California State Parks Update
Wes Gray, Sector Manager – Diablo South Sector, provided the presentation.
The following members of the public commented on the report:
Cara Vonk
5. PUBLIC COMMENT
Received comments from the following members of the public:
Laurie Tankersley, upcoming events
Michael Ponce, Junior Giants
6. INFORMATIONAL ITEMS AND REPORTS
Treasurer’s Report and Monthly Financial Statements
Acting Treasurer Wendy Cumming, CPA reported on the financial statement for June 2024.
The following members of the public commented on the report:
Michael Ponce
Page | 3 City Council Meeting Minutes (August 20, 2024) A. Reports from City Council Representatives to Regional Organizations and Committees
The City Council reported on the regional meetings and committees that they attended.
B. City Council Announcements
Mayor Freels thanked Mayor Pro Tem Jordan for filling at the last meeting, and added that there may a kickoff party in October for the bells that were recently purchased.
No public comment.
C. City Manager’s Report
City Manager Don Reynolds provided an update on various city departments and projects, including urban growth boundaries, fire services, community development, public works, intergovernmental services, water district governance, and recreation programs.
The following members of the public commented on the report:
Jim Leibold asked about direct construction oversight of the “fiber” Cara Vonk asked about the sidewalk and signs and the of connecting with the Historical Society to make sure that the sidewalks are maintained, the aesthetics are maintained.
Michael Ponce asked Traffic calming
a. Fire Department Update –
No report was provided.
b. Sheriff Department Update –
No report was provided.
c. Public Safety Department Update –
Public Safety Coordinator Roy Morales provided a detailed update on public safety and code enforcement activities in the City of San Juan Bautista for July 2024.
The following members of the public commented on the report:
Jim Leibold
Iraida Pisano
Jolene Cosio
7. CONSENT
A. Approve the Affidavit of Posting Agenda.
B. Approve the Special Meeting Minutes of June 3, 2024.
C. Approve the Regular Meeting Minutes of June 18, 2024 No public comments.
Page | 4 City Council Meeting Minutes (August 20, 2024) MOTION:
Upon motion by Councilmember Freeman, second by Councilmember Morris-Lopez, Consent Items A, B, C, D, E, F, and G, were approved.
AYES: Councilmembers: Freeman, Morris-Lopez, Sabathia, and Mayor Pro Tem Jordan; NOES:
None; ABSENT: Mayor Freels; ABSTAIN: None
8. ACTION ITEMS
A. End the Urban Growth Boundary/Sphere of Influence Committee Recommendation: Approve a RESOLUTION ending the Urban Growth Boundary (“UGB”)/Sphere of Influence (“SOI”) Committee.
City Manager Don Reynolds presented the report. The recommendation is to end the Urban Growth Boundary/Sphere of Influence Committee and draft a new City/County Planning Area Policy Agreement. The Council considered the work of the Committee complete and proposed ending it by adopting a Resolution. The Council did not take action on a draft Memorandum of Understanding (MOU) presented in June 2024. The focus is now on negotiating a Planning Area policy agreement with County staff to move forward with a LAFCO application efficiently. The main point of discussion between the City and County would be whether the County would designate its authority, as described in Government Code 15051(d), to make land-use decisions for properties in the unincorporated area to the City, which are not part of the City's Sphere of Influence (SOI). This issue is crucial for the negotiation of a Planning Area policy agreement between the City and County.
Councilmember Freeman stated that City Council should allow the Planning Commission finish the work the Committee started.
Councilmember Morris-Lopez agreed with Mayor Pro Tem Jordan and pointed out that the resolutions states that the work of the UGB/SOI is has not been completed.
Councilmember Sabathia pointed out, that at the last meeting, he stated the City Council had an understanding that there would be a forum for discussion.
Mayor Freels stated that the body of the resolution states… “The planning area was not part of the original group.” The minutes from December 2023 state that the city would be the lead agency and whether the language is legal. Until we get answers to the legality of the document. How long do we want this committee to go on? This committee has been going on for four years.
Councilmember Freeman reiterated that he does not believes that city can be the lead agency.
Councilmember Sabathia agreed with Councilmember Freeman about the legality of the city being a lead agency and asked the city acquire information about the legality from the experts.
Mayor Pro Tem Jordan announced that the Council tasked the committee to do an MOU and to have a conversation on what is being built on city jurisdiction Page | 5 City Council Meeting Minutes (August 20, 2024) Councilmember Freeman asked for the sphere of influence to be ratified. There are pros and cons to having a big sphere and pros and cons to having a little sphere, Councilmember Freeman added.
There is no legal authority to say no.
Arielle Goodspeed, San Benito County announced that there would be a stakeholder meeting in November at the sheriff’s conference room. Ms. Goodspeed added that City Manager Reynolds had some good examples of what city and county can collaborate on.
The following members of the public spoke in support of keeping the committee active:
Chris Martorana
Jeff and Katie Smith
Wanda Guibert
Jim Leibold
Cara Vonk
John Hopper
David Medeiros
Jolene Cosio
Jose Aranda
Dan DeVries
Jennifer Stephenson stated that she the county agreed with having the city be part of the conversation.
Councilmember Freeman stated that he willing to give the Committee another three months but is not that specific or even more specific. I want the conversation to go smoothly with the city and the county
Mayor Pro Tem Jordan thanked the UGB/SOI committee for their work.
Councilmember Morris-Lopez thanked the committee and disagreed with ending the Committee in November.
SUBSTITUTE MOTION:
Upon motion by Mayor Pro Tem Jordan, second by Councilmember Sabathia, to move the Urban Growth Boundary/Sphere of Influence (UGB/SOI) Committee forward with producing some semblance of a Memorandum of Understanding (MOU) by November 2024 and moving forward with the SOI to Local Agency Formation Agency (LAFCO) as soon possible, was approved.
AYES: Councilmembers: Freeman, Jordan, Morris-Lopez, Sabathia, and Mayor Freels; NOES:
None; ABSENT: None; ABSTAIN: None
Mayor Freels recessed to a short recess at 9:39 p.m. and reconvened at 9:48 p.m.
Page | 6 City Council Meeting Minutes (August 20, 2024) B. League of California Cities (LCC) Voting Delegate
Recommendation: Delegate a Voting Delegate and Alternate for the League of California Cities Annual Conference and Expo, October 16-18, 2024.
No public comment was received.
MOTION:
Upon motion by Mayor Pro Tem Jordan, second by Councilmember Sabathia, Mayor Freels was appointed as Voting Delegate for the League of California Cities Annual Conference and Expo, October 16-18, 2024.
AYES: Councilmembers: Freeman, Jordan, Morris-Lopez, Sabathia, and Mayor Freels; NOES:
None; ABSENT: None; ABSTAIN: None
MOTION:
Upon motion by Councilmember Sabathia, second by Councilmember Morris-Lopez, Councilmember Freeman was appointed as Alternate Voting Delegate for the League of California Cities Annual Conference and Expo, October 16-18, 2024. .
AYES: Councilmembers: Freeman, Jordan, Morris-Lopez, Sabathia, and Mayor Freels; NOES:
None; ABSENT: None; ABSTAIN: None
9. DISCUSSION
A. Utility Billing
Tabled to next meeting
B. Wine Barrels and Two-Way Traffic on Thirds Street
Tabled to next meeting
C. Fire Advisory Committee Update: Special District Formation Study, and Proposed Joint Powers Authority.
City Manager Don Reynolds provided information on the process of forming a fire district, including the need for a feasibility study, collaboration with Hollister, financial contributions, property tax agreement, and voter approval. City Manager Reynolds is being tasked with preparing the Request for Proposals that will be brought forward for approval during the next City Council meeting. The next steps are to work on the Joint Powers Authority agreement and figure out the cost-sharing if a district is approved; move forward with the fire district plans before March and ensure all parties are on board; and change bylaws for the fire district.
The following members of the public commented on the report:
Michael Ponce
D. Draft Vacancy Fee Ordinance
Tabled to next meeting
Page | 7 City Council Meeting Minutes (August 20, 2024) MOTION:
Upon motion by Mayor Pro Tem Jordan, second by Councilmember Sabathia, to table items A, B, and D to the next meeting.
AYES: Councilmembers: Freeman, Jordan, Morris-Lopez, Sabathia, and Mayor Freels; NOES:
None; ABSENT: None; ABSTAIN: None
10. FUTURE AGENDA ITEMS
Item was tabled to the next meeting due to time.
C. ADJOURNMENT
Motion to adjourn the meeting by Mayor Pro Tem Jordan, second by Councilmember Sabathia.
All in favor.
There being no other business, Mayor Freels adjourned the meeting at 10:15 p.m.
APPROVED:
_____________________
Scott Freels, Mayor
ATTEST:
____________________________
Elizabeth Soto, Acting City Clerk
Item: 8.A
City Council Meeting
October 15, 2024
Page | 1
CITY OF SAN JUAN BAUTISTA
CITY COUNCIL STAFF REPORT
DATE: OCTOBER 15, 2024
DEPARTMENT: CITY MANAGER
FROM: DON REYNOLDS
BY: DON REYNOLDS
TITLE: CITY MANAGER RECRUITMENT
RECOMMENDED MOTION:
Authorize the retiring City Manager to initiate recruitment for his replacement as soon as possible, hiring a recruiter for an amount not to exceed $25,000.
RECOMMENDATION:
After consideration of the proposed recruitment process described in this report, provide the City Manager with direction to retain professional recruitment services to solicit interest from those interested in being the City’s next City Manager.
EXECUTIVE SUMMARY:
The City Manager announced his retirement to the City Council 90-days prior to the termination of the current contract, December 31, 2024. The 90-day period is intended to allow the City to recruit for a new City Manager in time to assure a smooth transition. Regional Government Services, (“RGS”) has been acting as the City’s Human Resources consultant for the past 4-years, and has ample experience conducting executive recruitments. The attached proposal provides the detailed experience and a cost estimate of $22,000. Within 10-days of signing the Agreement, RGS will initiate an assessment of needs now, draft a job description, and open recruitment immediately following the election in November. This report recommends approving the proposed process for recruitment, and retaining the services of RGS.
BACKGROUND:
San Juan Bautista’s last City Manager recruitment was conducted by the Interim City Manager starting in March, 2019. Interviews occurred in May, and the contract for the current City Manager was approved June 19, 2019, with a starting date of July 2, 2019.
Page | 2
Most cities rely on professional recruitment service providers for this process. This will allow regular business to move forward while the recruitment occurs. “Regular Business” includes the completion of the City’s audit, on-going water, wastewater and capital improvement projects, the November 5, 2024 Election, and seating two new City Council members in December.
The City has a contract already in place for Human Resource services with Regional Government Services (“RGS”). They have been drafting job descriptions, and conducting successful recruitments for the City for the past several years. These include the Public Safety Coordinator, and Code Enforcement Officer, Deputy City Clerk, and Associate Planner. All of these recruitments have been successful, bringing forward outstanding candidates to select from. They have recently completed two local executive recruitments, including a Castroville District Manager, and Del Rey Oaks City Manager positions. They know the City well, and understand its funding restraints. Their proposal is a very reasonable $22,000 proposed to be paid from salary savings.
DISCUSSION
The City subscribes to the services of both the California City Management Foundation, and the International City Manager’s Association. Attached is a four-page article from the CCMF: “How to Successfully Recruit a City Manager in the 21st Century” 2004,” that describes the importance of the City Manager recruitment. Also attached the table of contents from the ICMA’s “Recruitment Guidelines for Selecting a Local Government Administrator” 2012. The whole 52- page document is available at this link:
https://icma.org/documents/recruitment-guidelines
Only one City employee answers to the City Council: the City Manager. This recruitment is the next City Council’s most important decision. It is critical that the best candidate be selected from the most diverse pool of candidates possible. The process is complicated by potential changes to the governance structure, rate of compensation to be negotiated, and Brown Act processes that allow full participation by the City Council and possibly participation by stakeholders and/or City staff.
It takes a little time to gather data about the City’s expectations and needs, and confirm the that the draft Job Flyer puts the City’s best foot forward to attract the best qualified candidates. It also helps if this rigorous process is completed by a third party to avoid any perception of favoritism.
Due to the election occurring in the midst of the recruitment, it is best to conduct final interviews with the fully seated City Council (January 2025) (as noted on Page 3 of the ICMA guidelines).
Due to this delay, it is anticipated that the City Council will need an interim City Manager to act between December and March 2025. The Interim assignment could be filled by the current City Manager, or a favored retired City Manager that lives locally.
Both of the attached publications express the need to begin filling the vacancy of City Manager immediately. The quickest most efficient process includes the assignment of a City Council recruitment sub-committee to work regularly with the Consultant. Five years ago, the City Item: 8.A
City Council Meeting
October 15, 2024
Page | 3
appointed a subcommittee for this purpose. Appointing that Committee now for this recruitment is a good start to a successful process.
The Consultant is paid to work with the Committee and full Council to conduct an assessment that define the desired qualifications, (as described eh first page of the CCMF Article). Does the City desire a City Manager for specific purpose or with a strong background in one area or another? This assessment then leads to job flyers, compensation considerations, and further details concerning the process. In this discussion, the timing and need for Interim City Manager will be considered.
Both the CCMF article and ICMA recommend hiring a consultant. CCMF estimates this would cost between $18,000 and $30,000. The $22,000 proposal from RGS is reasonable for the City’s needs and size. They know our City culture and needs as well as any new firm would have to learn.
Retaining RGS avoids paying twice to a new firm for that learning curve. They will report their progress to the City Council as the process moves forward and at especially at the November and December City Council meeting.
FISCAL IMPACT:
The City expects to spend between $19,000 and $25,000 for the City Manager recruitment. Staff is seeking approval of $25,000 so to not interrupt the process if the need for additional funding should occur (slow response, additional advertising, extending deadline, etc.). These funds will be paid from salary savings.
ATTACHMENTS:
RGS Proposal
CCMF City Manager Recruitment Article
ICMA Recruitment Guidelines Table of Contents
Item:8.B
City Council Meeting
Date: October 15, 2024
Page | 1
CITY OF SAN JUAN BAUTISTA
CITY COUNCIL STAFF REPORT
DATE: OCTOBER 15, 2024
DEPARTMENT: CITY MANAGER
FROM: CITY MANAGER DON REYNOLDS
TITLE: HOLLISTER FIRE SERVICES AGREEMENT
AMENDMENT NO. 1
RECOMMENDATION:
It is recommended that the City approve the attached Resolution and its attached proposed Amendment No. 1 to the Hollister Fire Services Agreement.
BACKGROUND:
At its meeting September 10, 2024, the City Council received a status report concerning the reopening of the Hollister Fire Services Agreement following receipt of a 270-day notice of termination June 20, 2024.
“As a reminder, the re-opening of the 2019-2025 Fire Services Agreement is being considered now due to the significant unbalanced cost sharing that has occurred over the past several years, leaving the majority of costs to the City of Hollister. The cost projections from March 1, 2018 “Fire Protection and Life Safety Feasibility Study” for FY 22/23 are $9 million, and actual costs are closer to $11 million. In 23/24 it increased to $14 million and is budgeted this fiscal year to be $16 million. Costs reflect not just inflationary factors, but also reflect the fact that San Benito County has been one of the fastest growing counties in the State between 2018 and 2024.
The table below describes how the inequities in cost sharing effect the City of San Jaun Bautista.
FY 24/25 Hollister Budget $ 16,000,000 ACTUAL COST IN REAL TIME City Pro-Rata Share? 3.0% 3.5% 4.0% 4.5% 5.0%
Actual City Cost $ 480,000 $ 560,000 $ 640,000 $ 720,000 $ 800,000 $ 268,279 $ 268,279 $ 268,279 $ 268,279 $ 268,279
Cost Difference $ 211,722 $ 291,722 $ 371,722 $ 451,722 $ 531,722 SJB FY 24/25 budget (based on
the current contract)
Page | 2
If the City were to agree to a 3% cost sharing formula, it would be responsible for a cost increase from $268,279 to $480,000 (or $211,722). If a new cost sharing agreement resulted in a 5% cost share, the cost of fire services would be three times the current cost ($800,000).
As of July 1, 2024, the City adopted a balanced budget with approximately $50,000 to put into reserves. The City’s current General Fund operating revenues cannot absorb a cost increase of more than $50,000 without relying on its reserves. Establishing a new equitable “cost share” is a critical part of a new feasibility study that is underway.
At its meeting August 1, 2024, the Advisory Committee recommended to each of the three agencies (2-Cities and the County) to return to their boards and share the idea of establishing a Joint Powers Agreement to oversee a new fire district feasibility study, and begin drafting a new RFP.
Forming a new District could take 2-3 years. To account for the disproportionate share of costs being born by the City of Hollister now, the quick establishment of an Interim Agreement or Contract Amendment is also required.
It was agreed that San Juan Baustista would take the lead and draft a new RFP for the feasibility study. The “Statement of Work and Specifications” (scope) was considered at the August 15, Advisory Committee meeting. Compared to the 2023 RFP, it is significantly enhanced thanks to feedback from Chief Goulding. It was also determined that the Committee will have an integral role in determining which consultant firm to hire. The final draft RFP is attached (#1) to this report.
Last week, the City received from Hollister the proposed terms for an Interim Agreement or Contract Amendment. Staff has performed the attached (#2) fiscal analysis and shared it with the Public Safety Sub-Committee members Mayor Freels and Mayor-Pro Tem Jordan.
As presented September 10, 2024, the City published the RFP.
On October 1, 2024, the City received a proposed “Amendment No. 1” to the Fire Services Agreement with Hollister. It incorporates those same terms shared with the City Council at its September 10, 2024 Council meeting. These include the terms described September 10, 2024:
CONTRACT AMENDMENT
On September 3, 2024, staff shared with the Public Safety Subcommittee proposed terms for an interim Agreement (“Contract Amendment”) with Hollister. The County also received proposed terms for a Contract Amendment with Hollister. In summary, the terms request an upfront payment of $150,000, increasing the FY 24/25 budget from $268,279 to $468,279. After that the contract $418,279 will increase by 11% per year until December 31, 2028. These annual increases will start in FY 25/26 at $46,000 and top-out in 2027/28 at $56,700. By executing the proposed Contract Amendment, the contract will be extended until December 2028, removing the 270- termination notice set to expire in March 2025.
Item:8.B
City Council Meeting
Date: October 15, 2024
Page | 3
The City currently leases Fire Station 4 to the City of Hollister. This is required in the Contract but no lease was ever approved. Hollister will end the lease. It also asks that the payment of utilities end as well. This amounts to an annual decrease in revenue of $54,700. After reviewing the attached call volumes for Station 4, it is clear that 54% of the calls are for County emergencies.
The City has requested from the County payment of 54% of the lease and utilities for the use of the Station ($30,000). See the attached letter. Use of the City Engine have not been considered yet.
Also referenced in September 10, 2024 City Council Report is the formation of a Joint Powers Authority (JPA) to govern eh formation process. As shared September 10, 2024:
Lastly is the JPA. The Committee has not spent time working on this. The attached example is promising. The Advisory Committee did have a brief conversation September 5 regarding whether or not the JPA would be elected or appointed. These matters will be hashed out over the next few months. Regardless of whether or not a District is formed, the JPA should move forward and be formed by the winter of 2025 ahead of the 270-day termination. Most likely the District would assume its own governance structure that would grow from the proposed JPA.
This matter of the JPA was introduced to the Advisory Committee at its meeting October 3, 2024.
There was no discussion and meeting ended shortly thereafter.
Lastly on September 10, 2024, staff suggested the next steps forward in this process:
NEXT STEPS
If the City Council is ok with the suggested terms for a Contract Amendment, this should be brought forward for approval in October. If approved, this will remove the 270-termination provision in place now. The RFP solicitation will be open until the fall, with the Notice To Proceed expected in February 2025. The formation of a JPA would begin in November, with approval in February or March.
DISCUSSION
Attached to this Report is proposed Resolution with the proposed Amendment No. 1 to the Hollister Fire Services Agreement. This brief Amendment clearly and accurately states the terms shared with the City in September. They are also attached with a fiscal analysis.
There is at least one caveat to approving this Amendment as presented and that comes back to the notion of cost sharing. If the City agrees to the proposed estimated cost share while the feasibility study determines actual cost sharing, it may be making this commitment absent County participation. Without a reply from the County to the City’s August 28, 2024 Letter seeking reimbursement for costs associated loss of lease funds for Station 4, and the use of its Fire Engine.
The cost sharing estimates will not add up. The City could be out $30,000.
FISCAL IMPACT:
The additional $150,000 has to be paid from the City General Fund Reserve. It is very likely that to balance the FY 25/26 Budget, an increase of approximately $200,000 will have to be absorbed Page | 4
by the General Fund Reserve. It will have to be relied upon a second time to balance the Budget, until the feasibility study is done and/or the City finds new revenue sources.
ATTACHMENTS:
1) Resolution and Amendment No. 1 to the Fire Services Agreement 2) 270-day Termination Letter
3) Term Sheet and Fiscal Analysis
RESOLUTION NO. 2024- XXX
A RESOLUTION OF THE CITY OF SAN JUAN BAUTISTA APPROVING AMENDMENT NO. 1 TO THE CITY OF HOLLISTER FIRE PROTECTION SERVICES
AGREEMENT WITH THE CITY OF SAN JUAN BAUTISTA
WHEREAS, since 2013, the City of Hollister Fire Department has provided Fire Protection Services for San Benito County and the City of San Juan Bautista; and WHEREAS, the Fire Protection Advisory Committee was established with representatives from each of the three jurisdictions to oversee the servicers provided in 2013, and helped guide the Fire Protection & Life Safety Feasibility Study (“Study”) as amended March 1, 2018; and
WHEREAS, the conclusions and estimated cost projections of the Study are embedded in the 2019 Hollister Fire Services Agreement set to expire December 2025; and WHEREAS, at its March 3, 2022 Intergovernmental Committee meeting, the Fire Chief gave his annual report concluding that the 2018 Study needed to be updated every 5-years due to significant increases to the County’s demographics and fire service demands; and WHEREAS, the City Council adopted Resolution 2022-19 March 15, 2022, reestablishing the City’s role in the Fire Advisory Committee, and appointing Mayor Freels and Mayor Pro-Tempore Jordan to represent San Juan Bautista; and WHEREAS; since that time staff has provided the City Council with the results of the cost impacts and its potential impacts on the City’s contract; and WHEREAS, April 22, 2024, Hollister Fire Department presented a second annual report stating the cost of services was growing much faster than anticipated by the 2018 Study, stating that the call volume for the City was 4% but the City was only paying 2% of the cost; and WHEREAS, at its June 18, 2024 Council meeting, the Hollister City Council directed the City Manager to issue the attached June 20, 2024 a notice to the City that the Fire Services Agreement would be terminated in 270 days, or by March 15, 2025 WHEREAS, in its July staff report to the City Council, it was reported that if the City increased its share of fire service costs from 2% of $14 million to 4%, it would more than double its annual budget, which is far more than City General Funds can absorb; and WHEREAS, at its September 10, 2024 Council meeting the Council considered a set of terms proposed by Hollister (term sheet and fiscal analysis are attached) to amend the current the 2018 Agreement increasing the contract by $150,000 from $268,279 to $418,279), and then agree to annual increases of 11% starting FY 25/26 as described in Section 1 (A) of the proposed Amendment to the Agreement; and
WHEREAS, the estimated increase to the City’s proportional share of expenses from 2% to closer to 4%; and
WHEREAS, these increases are based on call volume estimates that require further analysis from qualified consultants to study this matter in more detail to the satisfaction of all three jurisdictions; and
WHEREAS, the City Council approved Resolution 2024-35 September 10, 2024, releasing a solicitation for proposals to complete a new study to include an analysis of the City’s true share of costs for fire services; and
WHEREAS, the proposed Terms of the Amendment cancel Hollister lease of the use of Station 4, and associated utilities, of which the City requested in writing August 28, 2024 (attached) consideration form the County to off-set its fair share of the cost of these fixed assets used to respond to County fire related emergencies; and WHEREAS, The City Council acknowledges the need to amend the current Fire Services Contract even though the initial $150,000 will have to come from its reserves and cannot be currently sustained over times, hence the need to hurry the study forward to come to a true correction that accurately reflects the City’s actual (vs estimated) burden on Hollister Fire Services, with complete consideration taken for the City fixed assets that include Fire Station 4, and a Fire Engine used primarily to respond to County emergencies.
NOW, THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THE CITY OF SAN JUAN BAUTISTA NOW HEREBY FINDS:
1. That the recitals in this Resolution and accompanying staff report are true and correct and are hereby made a part of this Resolution.
2. That it hereby approves the attached “Fire Service Agreement Amendment No. 1;”
3. It authorizes the appropriation of an additional payment of $150,000 from the General Fund Reserves to pay the immediate cost increase applied to FY 2024/25 as stated on the terms of the agreement.
4. Authorizes the Mayor to execute Amendment No. 1 as presented.
BE IT FURTHER RESOLVED, that this Amendment is contingent upon satisfactory resolution between the County and the City for the use of its Station 4 and Fire Engine to respond to County calls as request by the City in its August 28, 2024 written request ($30,000 annually).
PASSED AND ADOPTED by the City Council of the City of San Juan Bautista at a special meeting held on the 15th day of October, 2024, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
______________________
Scott Freels, Mayor
ATTEST:
___________________________
Elizabeth Soto, City Clerk
Attachment; Hollister Fire Services Agreement Amendment No. 1 270-day Notice
Term Sheet and Fiscal Analysis
August 28, 2024 City Compensation Request to County for the use of its Fire Services assets
AMENDMENT NO. 1 TO CITY OF HOLLISTER FIRE PROTECTION SERVICES
AGREEMENT WITH THE CITY OF SAN JUAN BAUTISTA
This Amendment No. 1 (“Amendment”) to the Fire Protection Services Agreement dated March 18, 2019 (“Agreement”) between the City of Hollister, a California municipal corporation (“Hollister”), and the City of San Juan Bautista, a California municipal corporation (“San Juan Bautista”) is made and entered into as of [DATE] (“Effective Date”).
RECITALS
WHEREAS, Hollister and San Juan Bautista entered into an Agreement dated March 18, 2019, for the provision of fire services, a copy of which is incorporated herein and attached hereto as Exhibit A;
WHEREAS, the parties desire to amend the Agreement to address changes in payment terms, rates, and other provisions;
NOW, THEREFORE, for good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, the parties agree to amend the Agreement as follows:
AMENDMENT NO. 1
1. Amended Provisions. The parties agree to amend the Agreement as follows:
a. Payment Schedule and Contract Amounts
i. Calendar Year. Section B-3 of Attachment B (“Payment Schedule”) of the Agreement entitled “Compensation” is hereby amended as follows:
The payment schedule shall be adjusted from a “Calendar Year” to a “Fiscal Year” model. The fiscal year shall run from July 1 to June 30 of the following year. ii. Contract Amount.
Section B-3 of Attachment B (“Payment Schedule”) of the Agreement entitled “Compensation” is hereby amended as follows:
Contract Rates and Annual Escalator. For Fiscal Year 2024-25, the annual rate for fire services shall be increased by $150,000 to a new rate of $418,279. Beginning in Fiscal Year 2025-26, an annual escalator of 11% shall be applied to the previous year’s rate. This escalator is intended to account for annual inflation for fire services, equipment replacement, and increases in the cost share. iii. Contract Amounts. Based on the above terms, the contract amounts for each fiscal year shall be as follows:
FY 2024-25: $418,279.00
FY 2025-26: $464,289.69
FY 2026-27: $515,361.56
FY 2027-28: $572,051.33
FY 2028-29 (July 1, 2028 – December 31, 2028): $317,488.49 b. Lease and Utility Provisions
Section D-6 of Attachment D (“Specific Terms and Conditions”) of the Agreement entitled “Facility Agreement” is hereby removed in its entirety and shall no longer be in effect.
c. Term of Agreement
Section 1 of the Agreement entitled “Duration of Contract” is hereby amended to read as follows:
This contract shall commence on March 18, 2019, and terminate on December 31, 2028. d. Termination
Section 6 of the Agreement entitled “Termination” is hereby amended to add the following paragraph:
In the event San Juan Bautista exercises the 270-day termination clause, San Juan Bautista agrees to pay Hollister a one-time payment of $75,000.00. This amount reflects the increase of $150,000.00 prorated for January through June of 2024. e. Fire Feasibility Study
A new Section B-5 is hereby added to Attachment B (“Payment Schedule”) of the Agreement, which shall read as follows:
B-5. FIRE FEASIBILITY STUDY AND COST SHARE ANALYSIS
The parties agree to conduct and complete a Fire Feasibility Study under the following terms:
(a) The scope of work shall be agreed upon by the City of Hollister, City of San Juan Bautista, and the County of San Benito.
(b) At minimum, the scope of work shall include an analysis to determine annual cost sharing methodology and equipment purchases.
(c) The study is not contingent upon Joint Powers Authority (JPA) or Fire Advisory Committee oversight.
(d) San Juan Bautista shall serve as the contract lead.
Upon completion of the cost share study, the parties agree to revisit contract terms and pricing. Any changes resulting from this review shall be addressed in a subsequent amendment.
2. Inconsistency; Conflicts. In the event of any conflict between the provisions of this Amendment and the original Agreement, the provisions of this Amendment shall control.
3. Agreement Continuance. Except as expressly modified and supplemented by this Amendment, all other terms and conditions in the original Agreement remain in full force and effect and continue to bind the parties.
4. Counterparts. This Amendment may be executed in counterparts, each of which shall be deemed an original, but all of which together shall constitute one and the same instrument. Digital signatures comporting with the requirements of Government Code section 16.5 shall have the same force and effect as an original “wet” signature.
IN WITNESS WHEREOF, the parties have executed this Amendment as of the Effective Date written above.
CITY OF HOLLISTER CITY OF SAN JUAN BAUTISTA
Mia Casey, Mayor Scott Freels, Mayor
Date:
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Date:
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APPROVED AS TO LEGAL FORM:
Mary Lerner, City Attorney
APPROVED AS TO LEGAL FORM:
Jon R. Giffen, City Attorney
ATTEST:
Jennifer Woodworth, City Clerk
ATTEST:
Elizabeth Soto, City Clerk