San Juan Bautista City Council
February 18, 2025

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

CITY COUNCIL

REGULAR MEETING
TUESDAY, FEBRUARY 18, 2025, 5:30 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 5:30 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))

3. PROCLAMATION
A. Give Kids a Smile Event (GKAS), February 28, 2025 - San Benito Health Foundation

4. 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.

Page | 2 City Council February 18, 2025

5. ADMINISTRATIVE REPORT
A. Treasurer’s Report and Monthly Financial Statements

6. PUBLIC HEARING
A. Appeal of the Planning Commission’s Decision to Approve the Major Site Design Review for 411 The Alameda with Condition of Approval No. 19 Requiring the Removal of Stone Veneer at The Front of The House.

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. Waive Reading of Resolutions and Ordinances on the Agenda Beyond Title C. Approve a Resolution Authorizing Closure of Streets for the Arts & Crafts Festival and the Great San Juan Bautista Rib Cook-off 2025.

D. Request for Proposals (RFP) for A Comprehensive Fee Study, Nexus Study For Development Impact and Fee Schedule Update
Recommendation: Approve a RESOLUTION Authorizing Staff to Publish a Request for Proposals (RFP) for A Comprehensive Fee Study, Nexus Study For Development Impact and Fee Schedule Update.

E. Approve the Special Meeting Minutes of January 7, 2025.

F. Approve the Regular Meeting Minutes of January 21, 2025.

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 Job Description and Salary Schedule
Recommendation: Approve a RESOLUTION adopting the proposed updated job description of the City Manager attached to this Resolution which describes the current duties; and approve an updated salary, contingent upon approval of the updated job description.

9. INFORMATIONAL ITEMS AND REPORTS
A. Treasurer’s Report and Monthly Financial Statements
B. City Manager’s Report
a. Public Safety Department Update
b. Fire Department Update
c. Sheriff Department Update
C. Reports from City Council Representatives to Regional Organizations and Committees D. 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 public.

10. ADJOURNMENT
Page | 3 City Council February 18, 2025

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 public comment and are attending in person, please fill out a speaker card. If you are attending via Zoom, join the Zoom Webinar, and use the "Raise Hand" or if joining by telephone, press *9 on your telephone keypad icon.

SUBMISSION OF PUBLIC COMMENTS
Written comments may be submitted via mail to the City Clerk at City Hall (P.O. Box 1420, San Juan Bautista, CA 95045), or emailed to [email protected] no later than 3:00 p.m. on the day of the meeting. Written comments will be read into the record provided that the reading does not exceed three (3) minutes.

PUBLIC NOTIFICATION
This agenda was posted on Friday, February 14, 2025 on the bulletin board at City Hall, 311 Second Street, the bulletin board at the City Library, 801 Second Street, the bulletin board at the entrance to the United States Post Office, 301 The Alameda, and the City’s website. Meetings are streamed live at https://www.facebook.com/cityofsanjuanbautista/.

San Juan Bautista
California
~ “Give Kids a Smile (GKAS)” ~
February 28, 2025
WHEREAS, Give Kids a Smile (GKAS) was created by the American Dental Association (ADA) as an initiative to give free dental care to children of underserved populations; and WHEREAS, the San Benito Health Foundation is a proud GKAS partner and is committed to improving the health and dental services for our community’s underserved population; and
WHEREAS, since GKAS began in 2003, over 9.5 million uninsured children have received free oral health care; and
WHEREAS, on Friday, February 28th, 2025, from 3:00 pm to 7:00 pm, the San Benito Health Foundation will be hosting its annual “Give Kids a Smile” event where Dental Director, Dr. Edwin Acosta, along with staff will provide free dental screenings and fluoride treatment for children and teens under 17 years old.

NOW, THEREFORE, I, Mayor Jordan, on behalf of the San Juan Bautista, do hereby thank the San Benito Health Foundation for their ongoing efforts and commitment to the San Juan Bautista community.

Dated this 18th day of February 2025.
_____________________________________
Leslie Q. Jordan, Mayor
Item No. #
City Council Meeting
February 18, 2025
Page | 1

CITY OF SAN JUAN BAUTISTA

CITY COUNCIL STAFF REPORT
DATE: FEBRUARY 18, 20225 (Continued from January 21, 2025) DEPARTMENT: PLANNING DEPARTMENT
FROM: ERICA FRASER, AICP, PLANNING DIRECTOR
TITLE: APPEAL OF THE PLANNING COMMISSIONS DECISION TO
APPROVE THE MAJOR SITE DESIGN REVIEW FOR 411 THE
ALAMEDA WITH CONDITION OF APPROVAL NO. 19

REQUIRING THE REMOVAL OF STONE VENEER AT THE

FRONT OF THE HOUSE
SUMMARY:

On December 11, 2024, the property owner, Kelvin Hildebrand, filed an appeal (Attachment 5) of the Planning Commission’s decision to include Condition of Approval No. 19, which required the property owner to remove the stone veneer from the front of the house located at 411 The Alameda (which had been installed prior to receiving a permit) in the Resolution approving Major Site Design Review (SDR 2024-02).

Tonight, the City Council will consider the Appellant, Kelvin Hildebrand’s, request to remove Condition of Approval No. 19 from Planning Commission Resolution 2024-06 and allow the stone veneer to remain as is.

BACKGROUND:

The project has an extensive project history. For more information regarding the history of the project prior to the Historic Resources Board and Planning Commission hearing, please refer to the December 3, 2024 Planning Commission Staff Report included as Attachment 6.

Review of the project was initially noticed for the November 12, 2024 Historic Resources Board and Planning Commission Meetings. A Staff Report was prepared which recommended approval of the project as proposed by the Applicant based on the Department of Parks and Recreation Report (DPR) and recommendations made by Margaret E. Clovis, the City’s professional historian (DPR is included as Attachment 7).

After the publication of the Staff Report, the City received public comment (Attachment 8) on November 11, 2024 disagreeing with the recommendation of Staff. Based on the comments raised within the email sent and because the City’s professional historian would no longer be working with the City, Staff requested that the Planning Commission continue to the item to the next Item No. #
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Page | 2
Planning Commission so that the City’s new historic consultants (Rincon) could review the project and provide recommendations to the City.

Rincon then submitted their analysis of the proposed improvements to the City on December 3, 2024 (Attachment 9) and the analysis was distributed to the Historic Resources Board and Planning Commission. In their analysis, Rincon determined that while the proposed project included modifications to a character-defining resource, it will not result in a substantial adverse change as defined by the California Environmental Quality Act (CEQA) and will continue to convey its architectural significance and will retain sufficient integrity to continue to be eligible for listing in the City of San Juan Bautista’s Historic Register individually, and as a contributor to the Concrete Bungalow Historic District.

On December 3, 2024, the Historic Resources Board held a public hearing to discuss the project.

The Historic Resources Board then recommended that the Planning Commission require the stone veneer to be removed from the front of the house (the stone veneer could remain in the chimney which is set back from the front of the house). The stone veneer can be seen in the following photo.

Photo 1 – Front of House with Stone Veneer
Based on the recommendation of the Historic Resources Board, the Planning Commission then adopted Resolution 2024-06 approving the project and added Condition of Approval No. 19 which required the property owner to remove the stone veneer that has been installed at the front of the house because it was not consistent with the exterior materials of the house previously. The Resolution was approved by a vote of 3-1, with Commissioner Medeiros voting against the inclusion of the new condition.

Following the approval by the Planning Commission with the modified conditions, the property owner filed an appeal of the decision to include Condition of Approval No. 19 on December 11, 2024.

Item No. #
City Council Meeting
February 18, 2025
Page | 3
ANALYSIS:

The Appellant has included a written letter and information (Attachment 5) requesting that the City Council allow the stone veneer to remain as is on the front of the house because it does not compromise the integrity of the historic value of the house.

In the Staff Report dated December 3, 2024, Staff analyzed the entirety of the project and determined that the project, as proposed, was consistent with the Secretary of the Interior’s Standards for Rehabilitation and the City’s Design Guidelines based on the professional opinion and updated DPR by Margaret E. Clovis and in the analysis prepared by Rincon Consultants (see Attachment 6 for Staff’s analysis).

The Planning Commission (with one Commissioner dissenting) determined that the change from concrete to stone veneer at the front of the house did not meet the requirements of the City and significantly changed the view of the front of the house and included Condition of Approval No. 19 requiring the stone veneer to be removed (please see the Draft Planning Commission Minutes included as Attachment 4 or a video of the meeting can be found via https://www.youtube.com/watch?v=AXsukJH17DE or by following the link from the City of San Juan Bautista’s Meeting Webpage).

ENVIRONMENTAL REVIEW:

The project is Categorically Exempt under Section 15301 (Class 1) of the California Environmental Quality Act which exempts the operation, permitting, leasing, and/or licensing of existing public or private structures/facilities, involving negligible or no expansion of the existing use. The project is also Categorically Exempt pursuant to CEQA Guideline Section 15331(class 31) projects limited to construction in a manner consistent with Secretary of the Interior Standards for the Treatment of Historic Properties and associated Guidelines.

FISCAL IMPACT:
$0
STAFF RECCOMENDATION:

For this appeal, Staff remains neutral and is asking the City Council to determine if the stone veneer detracts from the historic integrity of the house (thereby denying the appeal and upholding the Planning Commission’s decision) or if the stone veneer is consistent with the City’s requirements and can remain as is (thereby approving the appeal and reversing the decision of the Planning Commission).

Staff has prepared two separate resolutions which can be filled in and completed based on the City Council’s determination.

The City Council has the following options:

Item No. #
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Page | 4

1. Deny the Appeal and uphold the Planning Commission approval of SDR 2024-03 and the inclusion of Condition of Approval No. 19; or

2. Approve the Appeal and removing Condition of Approval No. 19 from the Planning Commission’s approval of SDR 2024-03; or

3. Continue the hearing and direct Staff to provide additional information or clarification.

ATTACHMENTS:

1. City Council Resolution denying the appeal and upholding the decision of the Planning Commission.

2. City Council Resolution approving the appeal and reversing the decision of the Planning Commission to require removal of the stone veneer.

3. Planning Commission Resolution 2024-06 approving SDR 2024-03.

4. Appeal Form with attachments filed by Kelvin Hildebrand.

5. December 3, 2024 Planning Commission Staff Report (without attachments).

6. Updated Department of Parks and Recreation Report for 411 The Alameda.

7. Public Comment received from Cara Vonk.

8. Rincon Analysis dated December 2, 2024.

Item: # 6.A
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February 18, 2025
Page | 1 Appeal of SDR2024-02/ 411 The Alameda
RESOLUTION NO. 2025-XX

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

DENYING AN APPEAL FILED BY KELVIN HILDEBRAND AND UPHOLDING THE

DECISION OF THE PLANNING COMMISSION TO INCLUDE CONDITION OF APPROVAL NO. 19, REQUIRING REMOVAL OF THE STONE VENEER ON THE

EXTERIOR OF THE HOUSE IN THEIR APPROVAL OF A MAJOR SITE PLAN AND DESIGN REVIEW FOR IMPROVEMENTS LOCATED AT 411 THE ALAMEDA (APN:
002-530-012)
WHEREAS, the Applicant, Kelvin Hildebrand, submitted an application for a Major Site Plan and Design Review (SDR2024-02) to allow exterior modifications to a historic home.

Improvements include modifications to the existing porch walls and porch piers with new exterior materials, modifications to the exterior of the chimney, new exterior paint colors, removal of an existing picket fence with a wrought iron fence in the front yard, modifications to an existing detached garage, and the installation of a new perimeter fence existing residence referenced in the 1980’s San Juan Bautista’s first cultural resource survey and context statement, and in the 2006 as part of the City’s Updated Historic Context Statement; and WHEREAS, the structure is referenced in Concrete Bungalow Historic District and assigned a 5D3 status code (appears to be a contributor to a district that appears eligible for local listing or designation through survey evaluation) after the city’s professional historian’s evaluation it is recommended that the status be modified to a 5B (locally significant both individually (listed, eligible, or appears eligible) and as a contributor to a district that is locally listed, designated, determined eligible, or appears eligible through survey evaluation); and WHEREAS, an updated Department of Parks and Recreation report (DPR) was completed by professional historian Margaret E. (Meg) Clovis, M.A, in November 2024; and WHEREAS, an analysis of the improvements was conducted by Rincon Consultants on December 2, 2024; and
WHERAS, a Staff Report was submitted to the Historic Resources Board and the Planning Commission of the City of San Juan Bautista which evaluated the exterior improvements; and
WHEREAS, the Historic Resources Board and Planning Commission opened a duly noticed public hearing on November 12, 2024 and continued the item to December 3, 2024 where the Planning Commission considered Major Site Design Review 2024-03, review the Staff Report, and receive written and oral testimony for and against the proposal; and WHEREAS, after closing the public hearing and deliberating on the project, the Planning Commission adopted Resolution No. 2024-XX approving the Major Site Design Review and adding Condition of Approval No. 19 which requires the homeowner to remove the stone veneer from the front of the house; and
Item: # 6.A
City Council
February 18, 2025
Page | 2 Appeal of SDR2024-02/ 411 The Alameda
WHEREAS, the decision of the Planning Commission was appealed by the project Applicant, Kelvin Hildebrand, on December 11, 2024; and WHEREAS, a staff report dated January 21, 2025 was submitted to the City Council analyzing the appeal; and
WHEREAS, the City Council considered the appeal at a noticed public hearing on January 21, 2025, during which all interested parties had the opportunity to be heard.

NOW THEREFORE IT IS RESOLVED that the City Council of the City of San Juan Bautista denies the Appeal of the project by the Applicant, Kelvin Hildebrand, and affirms the Planning Commission’s approval of Major Site Design Review 2024-03 and all conditions of approval included within Resolution No. 2024-06.

BE IT FURTHER RESOLVED that the City Council adopts the following findings for denial of the appeal:

1. The project, as conditioned by the Planning Commission meets the standards set forth in SJB MC Section 11-18-040 is required to make for all proposed Site Plan and Design Review Permit applications, as follows:
(A)With the inclusion of Condition of Approval No. 19, the project is consistent with the standards and requirements of the San Juan Bautista Municipal Code because:
________________________________________________________________________ (B) With the removal of the stone veneer, the project is consistent with the goals and policies of the General Plan and any applicable specific or community plans because:
________________________________________________________________________ (C) With the removal of the stone veneer, the project contributes to safeguarding the City’s heritage and cultural and historic resources because:
________________________________________________________________________ (D)With the removal of the stone veneer, the project is compatible with the surrounding character of the environment because the architectural design, materials and colors harmonize with the character of surrounding development, or other improvements on the site and specific design elements (e.g., balconies, fencing, screening of equipment and utility installations, signs, and lighting) are incorporated into the project because:
________________________________________________________________________ (E) As conditioned, the location and configuration of the project harmonizes with the site and with surrounding sites or structures. Structures do not dominate their surroundings to an extent inappropriate to their use and do not unnecessarily block significant views or solar access to adjacent properties because: _________________________________________ Item: # 6.A
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Page | 3 Appeal of SDR2024-02/ 411 The Alameda
(F) As conditioned, the project effectively uses architectural details to break up mass. Roof planes are varied without being overly complex. Otherwise, monotonous long or twostory walls are well-articulated with details such as building off-sets and window features that are compatible with the design and not overly ornate because:
_________________________________
(G)The landscape design, if any, including the location, type, size, color, texture, and coverage of plant materials, provisions for irrigation, and protection of landscape elements have been considered to create visual relief and complement the structures to provide an attractive and water-conserving environment because: the proposed project will not impact the existing landscape.
(H)The design and layout of the proposed project does not interfere with the use and enjoyment of neighboring existing or future development, does not result in vehicular and/or pedestrian hazards, and promotes public health, safety, and welfare because: the proposed project complies with the existing setbacks, lot coverage and height requirements.
(I) The existing or proposed public facilities necessary to accommodate the proposed project (e.g., fire protection devices, public utilities, sewers, sidewalks, storm drains, streetlights, traffic control devices, width and pavement of adjoining streets, etc.) are available to serve the subject site because: the site has existing public utilities that will continue to serve the project consistent with the standards and requirements of the San Juan Bautista Municipal Code.

PASSED AND APPROVED by the City of San Juan Bautista City Council on this 18th of February 2025, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:

APPROVED :
______________________________
Leslie Q. Jordan, Mayor
Item: # 6.A
City Council
February 18, 2025
Page | 4 Appeal of SDR2024-02/ 411 The Alameda
ATTEST:
____________________________
Elizabeth Soto, City Clerk
Item: # 6.A
City Council
February 18, 2025
Page | 1 Appeal of SDR2024-02/ 411 The Alameda
RESOLUTION NO. 2025-XX

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

APPROVING AN APPEAL FILED BY KELVIN HILDEBRAND AND REVERSING

THE DECISION OF THE PLANNING COMMISSION TO INCLUDE CONDITION OF APPROVAL NO. 19, REQUIRING REMOVAL OF THE STONE VENEER ON THE

EXTERIOR OF THE HOUSE, IN THEIR APPROVAL OF A MAJOR SITE PLAN AND DESIGN REVIEW FOR IMPROVEMENTS LOCATED AT 411 THE ALAMEDA (APN:
002-530-012)
WHEREAS, the Applicant, Kelvin Hildebrand, submitted an application for a Major Site Plan and Design Review (SDR2024-02) to allow exterior modifications to a historic home.

Improvements include modifications to the existing porch walls and porch piers with new exterior materials, modifications to the exterior of the chimney, new exterior paint colors, removal of an existing picket fence with a wrought iron fence in the front yard, modifications to an existing detached garage, and the installation of a new perimeter fence existing residence referenced in the 1980’s San Juan Bautista’s first cultural resource survey and context statement, and in the 2006 as part of the City’s Updated Historic Context Statement; and WHEREAS, the structure is referenced in Concrete Bungalow Historic District and assigned a 5D3 status code (appears to be a contributor to a district that appears eligible for local listing or designation through survey evaluation) after the city’s professional historian’s evaluation it is recommended that the status be modified to a 5B (locally significant both individually (listed, eligible, or appears eligible) and as a contributor to a district that is locally listed, designated, determined eligible, or appears eligible through survey evaluation); and WHEREAS, an updated Department of Parks and Recreation report (DPR) was completed by professional historian Margaret E. (Meg) Clovis, M.A, in November 2024.; and WHEREAS, an analysis of the improvements was conducted by Rincon Consultants on December 2, 2024; and
WHERAS, a Staff Report was submitted to the Historic Resources Board and the Planning Commission of the City of San Juan Bautista which evaluated the exterior improvements; and
WHEREAS, the Historic Resources Board and Planning Commission opened a duly noticed public hearing on November 12, 2024 and continued the item to December 3, 2024 where the Planning Commission considered Major Site Design Review 2024-03, review the Staff Report, and receive written and oral testimony for and against the proposal; and WHEREAS, after closing the public hearing and deliberating on the project, the Planning Commission adopted Resolution No. 2024-XX approving the Major Site Design Item: # 6.A
City Council
February 18, 2025
Page | 2 Appeal of SDR2024-02/ 411 The Alameda
Review and adding Condition of Approval No. 19 which requires the homeowner to remove the stone veneer from the front of the house;
WHEREAS, the decision of the Planning Commission was appealed by the project Applicant, Kelvin Hildebrand, on December 11, 2024; and WHEREAS, a staff report dated January 21, 2025 was submitted to the City Council analyzing the appeal; and
WHEREAS, the City Council considered the appeal at a noticed public hearing on January 21, 2025, during which all interested parties had the opportunity to be heard.

NOW THEREFORE IT IS RESOLVED that the City Council of the City of San Juan Bautista approves the Appeal of the project by the Applicant, Kelvin Hildebrand, and removes Condition of Approval No. 19 from Planning Commission Resolution No. 2024-06.

BE IT FURTHER RESOLVED that the City Council adopts the following findings for approval of the appeal and reversing the decision of the Planning Commission to approval the project with Condition of Approval No. 19 which required removal of the stone veneer from the front of the house:

1. The project, as proposed including the modification to the base of the house to include stone veneer in addition to concrete materials meets the standards set forth in SJB MC Section 11- 18-040 is required to make for all proposed Site Plan and Design Review Permit applications, as follows:
(A)With the inclusion of Condition of Approval No. 19, the project is consistent with the standards and requirements of the San Juan Bautista Municipal Code because:
________________________________________________________________________ (B) The project is consistent with the goals and policies of the General Plan and any applicable specific or community plans because:
________________________________________________________________________ (C) The project contributes to safeguarding the City’s heritage and cultural and historic resources because:
________________________________________________________________________ (D)The project is compatible with the surrounding character of the environment because the architectural design, materials and colors harmonize with the character of surrounding development, or other improvements on the site and specific design elements (e.g., balconies, fencing, screening of equipment and utility installations, signs, and lighting) are incorporated into the project because:
________________________________________________________________________ Item: # 6.A
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February 18, 2025
Page | 3 Appeal of SDR2024-02/ 411 The Alameda
(E) The location and configuration of the project harmonizes with the site and with surrounding sites or structures. Structures do not dominate their surroundings to an extent inappropriate to their use and do not unnecessarily block significant views or solar access to adjacent properties because: ______________________________________________

(F) The project effectively uses architectural details to break up mass. Roof planes are varied without being overly complex. Otherwise, monotonous long or two-story walls are wellarticulated with details such as building off-sets and window features that are compatible with the design and not overly ornate because:
_______________________________________________________________________ (G)The landscape design, if any, including the location, type, size, color, texture, and coverage of plant materials, provisions for irrigation, and protection of landscape elements have been considered to create visual relief and complement the structures to provide an attractive and water-conserving environment because: the proposed project will not impact the existing landscape.
(H)The design and layout of the proposed project does not interfere with the use and enjoyment of neighboring existing or future development, does not result in vehicular and/or pedestrian hazards, and promotes public health, safety, and welfare because: the proposed project complies with the existing setbacks, lot coverage and height requirements.
(I) The existing or proposed public facilities necessary to accommodate the proposed project (e.g., fire protection devices, public utilities, sewers, sidewalks, storm drains, streetlights, traffic control devices, width and pavement of adjoining streets, etc.) are available to serve the subject site because: the site has existing public utilities that will continue to serve the project consistent with the standards and requirements of the San Juan Bautista Municipal Code.

PASSED AND ADOPTED by the City Council of the City of San Juan Bautista on this 21st of January 2025, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:

Item: # 6.A
City Council
February 18, 2025
Page | 4 Appeal of SDR2024-02/ 411 The Alameda
________________________________
Leslie Q. Jordan, Mayor
ATTEST:
____________________________
Elizabeth Soto, City Clerk
DPR 523A (1/95) *Required Information
State of California -- The Resources Agency

DEPARTMENT OF PARKS AND RECREATION

PRIMARY RECORD
Primary # ___________________________________________
HRI # ______________________________________________
Trinomial ___________________________________________
NRHP Status Code
Other Listings
Review Code ______ Reviewer ______________________ Date _______________________

P1. Other Identifier: 411 The Alameda
*P2. Location: Not for Publication Unrestricted *a. County San Benito and (P2b and P2c or P2d. Attach a Location Map as necessary) *b. USGS 7.5’ Quad Monterey Date 2012 T ; R ; ¼ of ¼ of Sec ; Mount Diablo B.M. c. Address 411 The Alameda City San Juan Bautista Zip 95045 d. UTM: (Give more than one for large and/or linear resources) Zone ; mE/ mN e. Other Locational Data: (e.g., parcel #, directions to resource, elevation, etc., as appropriate) APN 002-530-012
*P3a. Description: (Describe resource and its major elements. Include design, materials, condition, alterations, size, setting and boundaries) Built in 1912, the one-story Craftsman bungalow located at 411 The Alameda has a rectangular plan and a hipped roof covered with composition shingles. The roof has moderately overhanging eaves with exposed rafters. A cross-gable extension is located on the north elevation and a square bay with three narrow double-hung windows is located on the south elevation. A chimney with stone veneer is located on the north elevation (per the 2006 survey form the chimney was originally painted brick). A full-width porch covered by the principal roof extends across the front elevation. Four battered columns covered with stucco cement are located at each corner of the porch and flank the centrally located, concrete steps that lead to the concrete porch landing. The columns pierce the roofline, which is an unusual design feature. The entry steps are accentuated by an overhead extension with a distinctive eyebrow roof which is supported by rounded knee-brace brackets. Decorative vertical accents fill the gable beneath the eyebrow roof. Additional rounded brackets are located on either side (cont. p. 3) P5b. Description of Photo: (View,
date, accession #) Front Elevation,
06/2024
*P6. Date Constructed/Age and
Sources: 1912 Historic
Prehistoric Both
SJB Historical Society
*P7. Owner and Address:

Hildebrand
411 The Alameda
San Juan Bautista, CA 95045
*P8. Recorded by: (Name,
affiliation, and address)
Meg Clovis
14024 Reservation Rd.

Salinas, CA 93908
*P9. Date Recorded: 06/2024; updated
11/2024
*P10. Survey Type: (Describe)
Intensive

*P3b. Resource Attributes: (List attributes and codes) HP2, Single family residence *P4. Resources Present: Building Structure Object Site District Element of District Other (Isolates, etc.) *P11. Report Citation: (cite survey report and other sources, or enter “none.”) Galvan Reconnaissance Survey, 2006; 1980 Cultural Resource Survey
*Attachments: NONE Location Map Sketch Map Continuation Sheet Building, Structure and Object Record Archaeological Record District Record Linear Feature Record Milling Station Record Rock Art Record Artifact Record Photograph Record Other (List)
2 State of California -- The Resources Agency

DEPARTMENT OF PARKS AND RECREATION
Primary # __________________________________________
HRI # _____________________________________________

BUILDING, STRUCTURE, AND OBJECT RECORD

*Resource Name or # (Assigned by recorder) Frank Avilla Sr. Bungalow B1. Historic Name: Frank Avilla Sr. Bungalow
B2. Common Name: 411 The Alameda
B3. Original Use: Residence B4. Present Use: Residence
*B5. Architectural Style: Craftsman Bungalow
*B6. Construction History: (Construction date, alteration, and date of alterations) Constructed 1912; addition to garage ND.; changes to chimney & front elevation 6/2024
*B7. Moved? No Yes Unknown Date: Original Location:
*B8. Related Features: Detached garage
B9a. Architect: N/A b. Builder: Unknown
*B10. Significance: Theme: Boom of a New Industry Area San Juan Bautista Period of Significance: 1912 Property Type Building Applicable Criteria: SJB C (Discuss importance in terms of historical or architectural context as defined by theme, period, and geographic scope. Address integrity.)
The bungalow located at 411 The Alameda was the home of Frank Machado Avilla Sr. (1887-1967) and his wife Mamie. Frank’s parents, Joseph and Isabelle, immigrated from the Azore Islands to San Juan Bautista in the 1870s and in 1883 they purchased the 1203-acre Rancho San Juan from Henry Miller and Charles Lux for $12,035.80. The Avillas established a dairy farm on the property, in partnership with the Lavagnino family. It was known as A & L Dairies. Frank was one of thirteen Avilla children raised in San Juan Bautista. He worked as a dairyman on his family’s ranch. Frank and Mamie’s bungalow was located in a block of homes owned by San Juan Bautista’s most notable citizens.

The Avilla bungalow has been evaluated for historical significance twice: once in 1980 as part of San Juan Bautista’s first cultural resource survey and context statement, and in 2006 as part of the Context Statement update completed by Galvan Historic Preservation Associates. The 1980 evaluation concluded that the house “is the most imaginative bungalow by far in San Juan Bautista.” The 2006 Historic Context Statement update included 411 The Alameda in the non-contiguous (cont. p. 6) (This space reserved for official comments.)
(Sketch Map with north arrow required.)
B11. Additional Resource Attributes (List attributes and codes):
*B12. References:

HP Zoning Ordinance
Cara Vonk & Wanda Guibert (local historians)
National Register Bulletin 15
Galvan Assoc., 2006 SJB Context Statement & Survey
Ancestry.com
McAlester, Virginia. A Field Guide to American Houses. 2019 B13. Remarks
*B14. Evaluator: Meg Clovis
*Date of Evaluation: 06/2024; updated 11/2024
3 P3a. Description (continued):
on either side of the battered columns. Low stone veneer covered walls are located between each column (originally the walls were faced with concrete stucco – see Figure 1). The exterior walls of the house are covered with concrete stucco up to the water table and horizontal wood siding above the water table.

Figure 1: Front elevation of 411 The Alameda prior to 2024 changes.

Figure 2: Front elevation of 411 The Alameda as of June 5, 2024. Concrete stucco has been removed and stone veneer has been added to the porch and chimney. 4 The front entrance is centered on the east (front) elevation. One-over-one wood framed windows flank the front door. Fenestration on the other elevations is symmetrically spaced, double-hung, wood sash that is either paired or grouped in threes.

Figure 3: South elevation with view of fenestration patterns (photo taken 6/5/2024).

The house is located on a long narrow lot. A detached three car garage, which has recently been rebuilt, is situated at the end of an asphalt driveway on the southern edge of the property. The garage has a hipped roof with a shed addition. A white picket fence fronts the property and landscaping includes a front lawn, some shrubs, and mature palm trees.

Significant changes were recently made to the house which has affected its character-defining features, specifically the materials. These changes include removing the concrete stucco on the porch walls and the walls flanking the concrete steps and covering these walls with a stone veneer. The original brick chimney has been covered with stone veneer. The concrete stucco on the battered columns was removed in June 2024 but has since been restored to the original stucco.

Character-Defining Features
Character refers to all the visual aspects and physical features that comprise the appearance of a historic building. Character-defining features include the overall shape of the building, its materials, craftsmanship, decorative details, and the various aspects of its site and environment. The 2006 survey form lists the character-defining features of 411 The Alameda as follows:
• Rectangular plan.
• Symmetrical façade.
• Moderately pitched hipped roof with moderately overhanging eaves and exposed rafters. • Original stucco and horizontal shiplap wood siding.
5 • Full-width front porch sheltered by principal roof and supported by four stucco clad tapered and squared columns that protrude through the roof.
• A partial width eyebrow shaped secondary extended roof, with vertical patterns, extending from the porch.
• Decorative rounded brackets within the porch.
• Wood sash double hung windows.
• A garage that may be original to the house.

This evaluation elaborates on the 2006 findings regarding character-defining features as follows:
• Wood sash double hung windows – arranged as singles, paired, and groups of three. • Gabled extension on north elevation.
• South elevation bay.
• Chimney on north elevation (formerly brick).

Figure 4: View of porch prior to June 2024 changes.

Integrity
San Juan Bautista’s Historic Preservation Ordinance defines Integrity as the authenticity of a historical resource’s physical identity evidenced by the survival of characteristic’s that existed during the resource’s period of significance1. Historical resources eligible for listing in the City of San Juan Bautista’s Register of Historical Resources must retain enough of their historic character or appearance to be recognizable as historical resources and to convey the reasons for their significance. Integrity is evaluated with regard to the retention of location, design, setting, materials, workmanship, feeling, and association.
1 The period of significance for the bungalow at 411 The Alameda is 1912 (the year of construction). 6 The 2006 evaluation of 411 The Alameda concluded that the residence retained a high degree of integrity, however recent changes have compromised original materials. Following is an updated review of the building’s integrity:
• Location: the house is still in its original location. • Design: the house has retained its original design, such as the rectangular plan and hipped roof. • Setting: the house is still located in a residential setting. • Materials: The house has retained most of its exterior materials, such as the wood shiplap siding and most of its concrete stucco walls. The concrete stucco has been removed from the porch walls and the walls flanking the steps and replaced with stone veneer. This treatment is not consistent with the Secretary of the Interior’s Standards for the Treatment of Historic Properties (the Standards). The original brick chimney was stuccoed at some point in time. It has since been covered by stone veneer, which is not an appropriate treatment per the Standards. Since this is recent work, there may still be an opportunity to remove the veneer and institute appropriate rehabilitation treatments.
• Workmanship: the house still retains its original details such as the eyebrow porch extension, the vertical accents in the gable, and the unique rounded porch support brackets. • Feeling: the house retains most of the physical features that convey its historic character, i.e., a house that is individually eligible for the local register and a representative property within the Concrete Bungalow Historic District.
• Association: this aspect of integrity is only applicable to resources eligible under Criteria One and Two.

Although some of the concrete stucco surfaces have been removed and replaced with inappropriate stone veneer, the house still retains most of its aspects of integrity.

B10. Significance (continued):

Concrete Bungalow Historic District and it was assigned a 5D3 status code (appears to be a contributor to a district that appears eligible for local listing or designation through survey evaluation). This evaluation updates the status code assignment to 5B (locally significant both individually (listed, eligible, or appears eligible) and as a contributor to a district that is locally listed, designated, determined eligible, or appears eligible through survey evaluation).

The subject property is listed in the Built Environment Resource Directory (BERD) maintained by California’s Office of Historic Preservation. The BERD listing has assigned the status codes of 5D3 and 5S2 (individually eligible for local listing or designation) to the property.

The 1980 and 2006 survey evaluations estimated that the bungalow was constructed in the 1920s but local historian Wanda Guibert confirms the house was built in 1912. The 1980 evaluation notes that there is a similar bungalow located on Fifth Street in Hollister, which may indicate that the design was taken from a pattern book.
7 Figure 5: Dairy Ad from San Juan Mission News, 10/25/1929.

Evaluation for Significance
Historians use National Register Bulletin 15
2 as a guide when evaluating a property’s significance
whether on a local, state, or national level. As a first step, to determine whether or not a property is significant, it must be evaluated within its historic context and the City of San Juan Bautista’s Historic Context Statement3 provides this context. The City of San Juan Bautista’s Historic Preservation Ordinance (Chapter 11-06) reiterates the role of National Register Bulletin 15 in the evaluation of historic resources. Adopted eligibility criteria are modeled on the California Register’s four criteria.

SJB Criterion A: the historic resource is associated with events that have made a significant contribution to the broad patterns of Federal, State, or local history and cultural heritage.

The bungalow at 411 The Alameda is not eligible under this criterion as no specific event led to the construction of this residence and no important event took place in the building.

SJB Criterion B: the historic resource is associated with lives of persons significant in our past.

Although Joseph and Isabelle Avilla are considered San Juan Bautista pioneers, Frank Avilla did not distinguish himself from his thirteen siblings or within his profession. Neither Frank nor Mamie Avilla is listed as prominent people in San Juan Bautista’s Historic Context Statement, and they did not make significant contributions within any theme in the Context Statement. The subject building is not eligible under Criterion B.
2 How to Apply the National Register Criteria for Evaluation. National Park Service. 1998. 3 Galvan Preservation Assoc. Historic Context Statement: San Juan Bautista. 2006. 8 Figure 6: 411 The Alameda is the third house on the left, looking north. (Photo courtesy of the San Juan Bautista Historical Society).

SJB Criterion C: the historic resource embodies the distinctive characteristics of a type, period, region, or method of construction, or that represents the work of an important creative individual, or that possesses high artistic values.

The house located at 411 The Alameda embodies the distinctive characteristics of California bungalow design and is a particularly good example in San Juan Bautista. The house has been identified as a contributor to the Concrete Bungalow Historic District. The historical record does not reveal whether or not it was constructed by a master architect or builder, but a pattern book design may have been used.

It does not possess high artistic values as the house does not express aesthetic ideals or design concepts. The bungalow located at 411 The Alameda is eligible for listing under the first part of Criterion C.

SJB Criterion D: the historic resource has yielded or may be likely to yield information important to prehistory and history.

This criterion is generally reserved for archeological sites. There is no evidence in the historical record that the house at 411 The Alameda meets the eligibility requirements for Criterion D.

Summary
The bungalow located at 411 The Alameda was determined to be a historic resource in 1980 and in 2006 through survey evaluation. This evaluation confirms those assessments but updates the property’s California Historical Resource Status Code to 5B (locally significant both individually (listed, eligible, or appears eligible) and as a contributor to a district that is locally listed, designated, 9 determined eligible, or appears eligible through survey evaluation). The residence can be considered a historic resource for the purposes of CEQA.

Figure 7: View of garage (photo taken 10/2024).
1 Erica Fraser
From: Elizabeth Soto <[email protected]> Sent: Tuesday, December 3, 2024 4:18 PM
Cc: Ilse Lopez-Narvaez; Don Reynolds; Magda Gonzalez; Erica Fraser Subject: FW: HRB/PC Comment: 411 The Alameda
Good afternoon,
Please see comments submitted by Cara Vonk.

From: Cara Vonk <[email protected]>
Sent: Monday, November 11, 2024 12:55 PM
To: Dan DeVries <[email protected]>; [email protected]; David Medeiros <[email protected]>; Aida Pisano <[email protected]>; Elizabeth Soto <[email protected]> Cc: Wanda Guibert <[email protected]>
Subject: HRB/PC Comment: 411 The Alameda
Dear HRB/PC Members --
There is no deterrent to keep historic property owners from proceeding without obtaining the necessary City permits.

This is the second historic property this year that has been compromised and ends up getting a free pass. The message:

Do what you want, face the consequences later, if any.

This is also not fair to persons like ourselves who have jumped through all the hoops. We still don't have our building permit after starting the process of commissioning a Historic Report early this year for a 136 square foot bedroom/bath addition (consists of converting an old 70 square foot laundry room + 66 square feet). We are on our 3rd or 4th round of addressing 4Leaf comments on our architect's plans. And the Planners are still calling it an "ADU" which it is not -- there is no kitchen. We need a 2nd bedroom and small study area.

The HRB/PC should direct the planners and building code checkers to apply the Historical Building Code to projects involving the City's historic properties. The City should make it EASIER, not harder, to fix up the City's treasures. You have that authority under the City's Historic Preservation Ordinance, which hopefully you have familiarized yourselves with by now.

Thank you for considering my comments.
--Cara Vonk
SJB resident and historic property owner
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Rincon Consultants, Inc.
66 Franklin Street, Suite 300
Oakland, California 94607
510-834-4455
www.rinconcons ultants.com
December 2, 2024
Project No: 24-16948
Erica Fraser
City of San Juan Bautista
311 Second Street
PO Box 1420
San Juan Bautista, California 95045
Via email: [email protected]
Subject: Major Historic Resource Design Review for 411 The Alameda – Project Impacts Analysis
411 The Alameda, San Juan Bautista, California 95045
Dear Ms. Fraser:

This letter report summarizes the results of a project impacts analysis to support a Major Historic Resource Design Review application for the property at 411 The Alameda. The projects impacts analysis included a review of the Department of Parks and Recreation (DPR) form prepared by architectural historian Meg Clovis in June 2024 (updated November 2024) and the staff report for the November 12, 2024 Historic Resources Board (HRB) meeting.

The proposed project involves updates to the residence at 411 The Alameda including installation of new fencing, modifications to the detached garage, updates to the primary elevation porch columns and installation of new ogee gutters, and installation of a prefabricated swimming pool at the rear of the property. Rincon understands that work began and was completed without the benefit of requisite permits.

Rincon Architectural Historian JulieAnn Murphy, MSHP, completed the project impacts analysis with oversight provided by Cultural Resources Principal Margo Nayyar, MA. Both Ms. Murphy and Ms. Nayyar meet the Secretary of the Interior’s Professional Qualification Standards for architectural history and history (36 CFR Part 61).

Historical Resource Status
411 The Alameda was subject to two previous evaluations in 1981 and 2006. As a result of the 1981 evaluation, the property was added to the City’s Master List of Historic Resources, but it does not appear that it was assigned a California Office of Historic Preservation (OHP) Status Code at that time.

The property was evaluated in 2006 as part of the Historical Resources Inventory and Context Statement. It was identified as a contributor to a recommended Concrete Bungalows Historic District, which was recommended significant for Craftsman architecture as well as its relationship to San Juan Bautista and the events that shaped the town in the first few decades of the twentieth century. 411 The Alameda was assigned an OHP Status Code 5D3, indicating it is a contributor to a multi-component resource that appears eligible for local listing or designation.

The property’s evaluation was updated in June and November 2024 and recorded on DPR forms. The updated evaluation documented changes to the property since its 2006 evaluation, including the recent removal of stucco on porch and cheek walls for replacement with a stone veneer completed as part of the proposed project. The record also established that the building was constructed in 1912, City of San Juan Bautista
411 The Alameda
2 and not the 1920s as previously estimated and updated the list of character-defining features as outlined in Table 1.

Table 1 Character-Defining Features
2006 Character-Defining Features
Rectangular Plan
Symmetrical Façade
Moderately pitched hipped roof with overhanging eaves and exposed rafters Stucco and horizontal shiplap wood siding
Full-width front porch sheltered by principal roof and supported by four stucco clad tapered and squared columns that protrude through the roof.

A partial width eyebrow shaped secondary extended roof, with vertical patterns, extending from the porch
Decorative rounded brackets within the porch
Wood sash double hung windows
A garage that may be original to the house
Updated Character-Defining Features
Wood sash double hung windows – arranged as singles, paired, and groups of three Gabled extension on north elevation
South elevation bay
Chimney on north elevation (formerly brick).

The evaluation concluded that the property retained most aspects of integrity to convey its significance, despite some changes to the exterior materials and continues to be a contributor to the Concrete Bungalows Historic District. The evaluation furthers that the property also appears individually eligible for listing in the City of San Juan Bautista Register of Historic Resources under Criterion C as a good example of California bungalow architecture in San Juan Bautista. It was assigned an OHP Status Code 5B, indicating it is locally significant individually and as a contributor to a multicomponent resource.

The updated evaluation generally follows the accepted standard format for an updated evaluation and the information summarized in the architectural descriptions reflects the property’s existing conditions accurately. It follows guidance provided by the OHP in Instructions for Recording Historical Resources and Rincon concurs with the findings and recommendations. Because the property is included in the City’s Register of Historic Resources, it is a historical resource as defined in Section 15064.5(a) of the California Environmental Quality Act (CEQA) Guidelines.

Regulatory Framework
Impacts to a historical resource occur when there is a substantial adverse change in the significance of a resource such that it is materially impaired. Substantial adverse change includes demolition, destruction, relocation, or alteration such that the significance of an historical resource would be impaired, per CEQA Guidelines Section 15064.5 (b)(1). Material impairment is defined as demolition or alteration “in an adverse manner [of] those characteristics of an historical resource that convey its historical significance and that justify its inclusion in, or eligibility for inclusion in, the California Register.” Under Section 10564.5 of the CEQA Guidelines, a project that is found to conform with the City of San Juan Bautista
411 The Alameda
3 Secretary of the Treatment of Historic Properties (Standards) is generally found to not result in significant impacts to historical resources under CEQA.

The City of San Juan Bautista Municipal Code 11-06-120(5)(c) establishes that “proposed major alterations that comply with the Secretary of the Interior’s Standards for the Treatment of Historic Properties shall be considered a Class 31 categorical exemption under CEQA and not further review is required.”
Secretary of the Interior’s Standards for Rehabilitation The Standards establish professional standards and provide guidance on the preservation and protection of historic properties. The Standards make broad-brush recommendations for maintaining, repairing, and replacing historic materials, as well as designing new additions or making alterations.

They cannot, in and of themselves, be used to make essential decisions about which features of a historic property should be saved and which might be changed. Rather, they provide philosophical consistency to the work. There are Standards for four distinct, but interrelated, approaches to the treatment of historic properties: preservation, rehabilitation, restoration, and reconstruction. Following the guidance of the Standards, the Rehabilitation Standards are most appropriate for the current project because of the property’s current physical condition and the work proposed1.

The Secretary’s Standards for Rehabilitation state:

1. A property will be used as it was historically or be given a new use that requires minimal change to its distinctive materials, features, spaces, and spatial relationships.

2. The historic character of a property will be retained and preserved. The removal of distinctive materials or alteration of features, spaces, and spatial relationships that characterize a property will be avoided.

3. Each property will be recognized as a physical record of its time, place, and use. Changes that create a false sense of historical development, such as adding conjectural features or elements from other historic properties, will not be undertaken.

4. Changes to a property that have acquired historic significance in their own right will be retained and preserved.

5. Distinctive materials, features, finishes, and construction techniques or examples of craftsmanship that characterize a property will be preserved.

6. Deteriorated historic features will be repaired rather than replaced. Where the severity of deterioration requires replacement of a distinctive feature, the new feature will match the old in design, color, texture, and, where possible, materials. Replacement of missing features will be substantiated by documentary and physical evidence.

7. Chemical or physical treatments, if appropriate, will be undertaken using the gentlest means possible. Treatments that cause damage to historic materials will not be used.

8. Archeological resources will be protected and preserved in place. If such resources must be disturbed, mitigation measures will be undertaken.

9. New additions, exterior alterations, or related new construction will not destroy historic materials, features, and spatial relationships that characterize the property. The new work shall be 1 Kay Weeks and Anne Grimmer, The Secretary of the Interior’s Standards for the Treatment of Historic Properties with Guidelines for Preserving, Rehabilitating, Restoring, and Reconstructing Historic Buildings. National Park Service, Washington, D.C., 2017.

City of San Juan Bautista
411 The Alameda
4 differentiated from the old and will be compatible with the historic materials, features, size, scale and proportion, and massing to protect the integrity of the property and its environment.

10. New additions and adjacent or related new construction will be undertaken in such a manner that, if removed in the future, the essential form and integrity of the historic property and its environment would be unimpaired.

Project Impacts Analysis
The following presents an analysis of the applicable Standards. Standards 9 and 10 both address additions and new construction and were used to analyze the scope of work for new additions to the property, including the fencing and new pool. Standards 1 through 8 generally apply to changes to existing buildings and were used to analyze the scope of work related to existing buildings, including proposed changes to the detached garage and residence.

The proposed project, including work that has already occurred, would result in alterations to the property. The proposed changes to the site include the addition of new fencing and the installation of a new, prefabricated pool. These additions are consistent with Standard 9. Neither the pool or the fencing would destroy historic materials, features, or spatial relationships that characterize the property. Additionally, the work as proposed could be removed in the future without altering the essential form and integrity of the historic property, as outlined in Standard 10. These scope items, therefore, are consistent with the applicable Standards.

The revisions to the detached garage included structural updates, installation of salvaged windows, removal of a non-historic shed addition, and installation of a new, hipped roof. The garage appears to have been original to the property, as evidenced by its exterior materials and form and is one of the property’s character-defining features. The scope of work removed a non-historic addition and thereby returned the garage’s historic spatial relationship to the residence, which is consistent with Standards 5 and 9.

Alterations to the primary elevation included the installation of new ogee gutters and stone veneer to the exterior porch and cheek walls of the entry stairs. As described in the 2006 evaluation, one of the character-defining features of the bungalows that make up the Concrete Bungalow Historic Distrirct is their poured concrete foundations rather than fieldstone foundations common in similar period bungalows in other regions of California as well as the stucco cladding instead of wood clapboard. The installation of the stone veneer resulted in the loss of historic materials that characterize the property (stucco). The veneer is not a compatible replacement material for the historic stucco. This treatment is, therefore, not consistent with the guidance provided in Standards 2, 5, and 6. Though the treatment is not consistent with the Standards, it does not amount to material impairment. Limited to a small portion of the residence, the historic stucco exterior is still present on the porch columns and in its historic location below the water line on all other elevations of the house. The proposed ogee gutters are consistent with the historic character of the property and comply with the Standards.

Though the stone veneer scope item is not consistent with the Standards, the project as a whole generally complies with the Standards. The property will continue to be used as a single-family residence, and is consistent with Standard 1. The proposed scope of work does not propose to add any features that create a false sense of historical development and there is nothing to suggest that more recent changes that have occurred to the property have acquired significance in their own right.

Standards 3 and 4 are, therefore, inapplicable. Similarly, the proposed scope of work does not include chemical or physical treatments and there is no evidence to suggest the site is archaeologically sensitive. Standards 7 and 8 are also not applicable. All the other character-defining features established in 2006 and updated in 2024 are intact. The property retains sufficient integrity to convey City of San Juan Bautista
411 The Alameda
5 its historic significance as a Concrete Bungalow, as evidenced in the findings of the recently updated evaluation.

Conclusions
As detailed above, though the proposed project does include modifications to a character-defining feature of the residence that is inconsistent with some aspects of the Standards, it will not result in a substantial adverse change as defined by CEQA. 411 The Alameda will continue to convey its architectural significance and will retain sufficient integrity to continue to be eligible for listing in the City of San Juan Bautista Historic Register individually, and as a contributor to the Concrete Bungalow Historic Distrirct. Should you have any questions or comments regarding this report, please do not hesitate to contact me at 925-326-1159, or [email protected].

Sincerely,
Rincon Consultants, Inc.

JulieAnn Murphy
Senior Architectural Historian
Margo Nayyar
Principal
City of San Juan Bautista
Revenues ~ Budget Vs. Actual
For the Six Month Period Ended December 31, 2024
Item #5E
City Council Meeting
February 18, 2025
REVENUES FY24 FY25 Annual YTD
Fund Actuals Actuals Budget Difference 50% Notes
General Fund 1,123,404 1,242,843 2,530,525 (1,593,243) 49% Special Revenue Funds:

Capital Projects Fund 167,685 226,130 4,914,742 (2,703,471) 5% Community Development 22,194 33,235 124,150 (393,098) 27% COPS 49,998 133,727 100,000 (75,000) 134%
Parking & Restroom Fd 18,439 15,782 28,000 (16,269) 56% Gas Tax Fund 39,271 53,931 108,000 (76,799) 50%
Valle Vista LLD 11,940 22,277 44,554 (17,919) 50%
Rancho Vista CFD 33,756 33,756 67,512 (49,481) 50%
Copperleaf CFD 8,322 8,323 16,645 (12,240) 50%
Internal Service Funds:

Blg Rehab. & Replace 19,000 19,000 38,000 (28,500) 50%
Vehicle Replacement 30,000 30,000 60,000 (45,000) 50%
Enterprise Funds:

Water
Operations 805,086 921,928 1,718,000 (904,085) 54%
Sewer
Operations 921,774 1,038,030 1,960,000 (943,950) 53%
TOTAL Funds 3,250,869 3,778,962 11,710,128 (6,859,055) 32% City of San Juan Bautista
Revenues ~ Budget Vs. Actual
For the Sid Month Period Ended December 31, 2024
Item #5E
City Council Meeting
February 18, 2025
EXPENDITURES FY24 FY25 Annual YTD
Fund Actuals Actuals Budget Variance 50% Note
General Fund 1,013,435 994,586 2,394,878 (1,400,292) 42% Special Revenue Funds:

Capital Projects Fund 167,685 226,130 4,914,742 (4,688,612) 5% A Community Development 416,993 430,725 662,242 (231,517) 65% COPS 49,998 49,998 100,000 (50,002) 50%
Gas Tax Fund 8,638 9,773 21,000 (11,227) 47%
Valle Vista LLD 11,005 24,341 44,554 (20,213) 55%
Rancho Vista CFD 23,396 62,402 42,718 19,684 146% C
Copperleaf CFD 9,068 13,858 16,645 (2,787) 83%
Development Impact Fee Funds
Public/Civic Facility 1,350 1,350 2,700 (1,350) 50%
Library 2,220 2,220 4,440 (2,220) 50%
Storm Drain 1,716 1,716 3,432 (1,716) 50%
Park In-Lieu 150 150 300 (150) 50%
Public Safety 426 426 852 (426) 50%
Traffic 216 216 432 (216) 50%
Enterprise Funds:

Water:

Operations 342,720 364,827 862,288 497,461 42%
Capital 34,747 34,731 15,793,187 15,758,456 0% A
Sewer
Operations 425,137 523,901 1,051,569 527,668 50% B
Capital 2,174,571 6,456,244 17,112,103 10,655,859 38% A TOTAL Funds 4,683,471 9,197,594 43,028,082 21,048,400 21% 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.

B ~ Interest costs are higher than budgeted due to the line of credit for finaning the sewer project.

C ~ From reserves, fence replacement due to flooding.

Item: 7.A
City Council Meeting
February 18, 2025

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 14th day of February 2025, 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 14th day of February 2025.
____________________________________________
Elizabeth Soto, CMC, CPMC
City Clerk / Administrative Services Director
Item: 7.B
City Council Meeting
February 18, 2025

WAIVER OF READING

OF ORDINANCES
State law requires that an ordinance be read in its entirety prior to adoption unless the City Council waives reading beyond the title. Reading an entire ordinance at the meeting is extremely time-consuming; reading of the title alone usually gives the audience sufficient understanding of what the Council is considering.

To ensure that this waiver is consistently approved by the Council, Council should make the waiver at each meeting, thus, you should do it at this point on the Consent Agenda. The Council then does not have to worry about making this motion when each ordinance comes up on the agenda.

GC36934
Item: 7.C
City Council Meeting
February 18, 2025
Page | 1
RESOLUTION NO. 2025-XX

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

AUTHORIZING CLOSURE OF STREETS FOR SPECIAL EVENTS
WHEREAS, The City has received an application for a Special Event Permit in 2025, and authorization for Street Closure from the City Council is a prerequisite for issuance of such permit for the following events:

Arts & Craft Festival
March 28, 2025, from 5pp – 10pm
Closure of Mariposa Street between Second and Third Street March 29, 2025, from 4am – 10pm
March 30, 2025, from 7am – 10pm
Closure of Third Street from Franklin to Muckelemi
And Washington, Mariposa and Polk Street between Second and Fourth Street The Great San Juan Bautista Rib Cook-Off 2025
April 25th, 26th and 27th from 10am – 5pm
Closure of Third Street from Franklin to Muckelemi
And Washington, Mariposa and Polk Street between Second and Fourth Street 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 Marshal, 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 18th day of February 2025 by the following vote:

AYES:

NOES:

Item: 7.C
City Council Meeting
February 18, 2025
Page | 2
ABSENT:

ABSTAIN:

APPROVED:
_________________________
Leslie Q. Jordan, Mayor

ATTEST:
_________________________________
Elizabeth Soto, CMC, CPMC, City Clerk
Item# 7.D
City Council
February 18, 2025
Page | 1

CITY OF SAN JUAN BAUTISTA

CITY COUNCIL STAFF REPORT
DATE: FEBRUARY 18, 2025
DEPARTMENT: COMMUNITY DEVELOPMENT DEPARTMENT
BY: ILSE LOPEZ-NARVAEZ, ASSOCIATE PLANNER
SUBJECT: AUTHORIZATION TO PUBLISH A REQUEST FOR PROPOSALS (RFP) FOR A COMPREHENSIVE FEE STUDY, NEXUS STUDY

FOR DEVELOPMENT IMPACT AND FEE SCHEDULE UPDATE
RECOMMENDED MOTION:

Approve a Resolution Authorizing Staff to Publish a Request for Proposals (RFP) for A Comprehensive Fee Study, Nexus Study For Development Impact and Fee Schedule Update.

RECOMMENDATION:

Staff recommends that the City Council authorize the publication of a Request for Proposals (RFP) for a comprehensive fee study, nexus study for development impact and fee schedule update and authorize the solicitation of proposals.

SUMMARY:

The City of San Juan Bautista last conducted a comprehensive fee study and analysis for development impact fees six (6) years ago in 2019 through the support of consultants. City staff is now looking to update the City’s outdated fees and engage with a consultant(s) to work with staff to prepare a Comprehensive Fee Study, Nexus Study for Development Impact Fees and a Cost Allocation Plan. Should a contract be awarded, the contract may be awarded for one or all of the studies identified in the RFP.

The selected consultant will ensure that all project documents are both accurate and appropriate for the City’s current needs, and work with City staff on strategies to maximize cost recovery.

General steps for each individual project would include, but would not be limited to:
• Work with staff to define the purpose, uses, and goals of each Study or Plan. • Meet with staff and conduct interviews to gain an understanding of the City’s practices and operations.
• Review any existing documentation related to fees or the cost allocation plan. • Provide any suggestions or strategies to improve cost recovery levels, and recommend any Item# 7.D
City Council
February 18, 2025
Page | 2
new fees, if applicable.
• Help in developing fee modification strategies that incentivize local policy goals. • Develop and present draft of final report for City staff to review. • Provide staff with worksheets to support the components of the final plan in an excel, or other editable format, as well as any training on how to update any schedules that need to be reviewed annually or until the next study.
• Produce a final written report based on specific project needs, which could include comparison with similar sized organizations.
• Present the information related to the User Fee Study, Nexus Study, and/or Cost Allocation Plan to the City Council.

The desired outcome of this RFP is to 1) receive a report that will be used to establish fees and allocate percentage rates that will support the full cost recovery of services; and a Development Impact Fee study that assists in mitigating city-wide impacts on public improvements, public services and community amenities; and 2) adopt an updated citywide fee schedule for the City.

BACKGROUND:

The Community Development Department is pursuing an update to citywide fees and development impact fees for the City of San Juan Bautista. The purpose for the City’s request for proposal is to identify and select a vendor with a proven record of accomplishment in developing Comprehensive Fee Schedules, Development Impact Fees, and Cost Allocations Plans.

In 2018, the City worked with a consultant to update the Building Plan Check and Permit Fees.

In 2019, the City worked with a consultant to develop a comprehensive fee study and analysis for development impact fees. In 2021, the City worked with a consultant to update Planning Fees. Since then, city fees have not been consistently updated nor has a recent comprehensive study been conducted. The fees for many City services are currently outdated and need to be revised to ensure all fees are clearly identified and easily available to reference for any applicant, and any member of the community or public.

City staff has worked with Regional Government Services (RGS) - under the city’s existing contract and allocated budget - to develop the RFP and will continue to work with City staff throughout the application and selection process.

FISCAL IMPACT
Although there are no significant financial impacts associated with approving and circulating an RFP, the average cost to conduct a comprehensive fee study, nexus study for development impact and implement a fee schedule update is approximately $50,000. The City has budgeted $70,000 to conduct the studies and implement a fee schedule for the 2024/25 fiscal year. Of the $70,000 budgeted amount, $50,000 for the estimated cost of conducting the comprehensive fee study and nexus study, as well as for the fee schedule update, while $20,000 are for contingency costs for potential change orders.

Item# 7.D
City Council
February 18, 2025
Page | 3
The City Council is not obligated to approve a contract soliciting proposals. The actual project scope, cost and contribution is to be determined through the selection process. If submitted proposals exceed the budgeted cost, the City can decide if a contract may be awarded for one of the studies identified in the RFP, all of the studies identified in the RFP, or none.

ACTION REQUESTED OF THE CITY COUNCIL:

Staff recommends that the City Council authorize the publication of a Request for Proposals (RFP) for a comprehensive fee study, nexus study for development impact and fee schedule update and authorize the solicitation of proposals.

ATTACHMENTS
Attachment A – RFP for a Comprehensive Fee Study, Nexus Study for Development Impact and Fee Schedule Update

Item# 7.D
City Council
February 18, 2025
Page | 1
RESOLUTION NO. 2025-XX

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

TO AUTHORIZE THE PUBLICATION OF A REQUEST FOR PROPOSALS (RFP) FOR

A COMPREHENSIVE FEE STUDY, NEXUS STUDY FOR DEVELOPMENT IMPACT

AND FEE SCHEDULE UPDATE
WHEREAS, the City of San Juan Bautista last conducted a comprehensive fee study and analysis for development impact fees six (6) years ago in 2019 through the support of consultants; and
WHEREAS, City staff is looking to update the City’s existing outdated fees and engage with a consultant(s) to work with staff to prepare a Comprehensive Fee Study, Nexus Study for Development Impact Fees and a Cost Allocation Plan; and WHEREAS, the desired outcome of this RFP is to 1) receive a report that will be used to establish fees and allocate percentage rates that will support the full cost recovery of services; and a Development Impact Fee study that assists in mitigating city-wide impacts on public improvements, public services and community amenities; and 2) adopt an updated citywide fee schedule for the City; and
WHEREAS, the City will have no significant financial impacts associated with approving and circulating an RFP; and
WHEREAS, the City has budgeted $70,000 for the 2024/25 fiscal year to conduct the studies and implement an updated fee schedule; and
WHEREAS, the City Council is not obligated to approve a contract soliciting proposals; and
WHEREAS, the actual project scope, cost and contribution is to be determine through the applicant selection process; and
WHEREAS, if the submitted proposals exceed the budgeted cost, the City can decide if a contract may be awarded for one of the studies identified in the RFP, all of the studies identified in the RFP; and.

NOW, THEREFORE, IT IS HEREBY RESOLVED by the City Council of the City of San Juan Bautista, to authorize the publication of a request for proposals (RFP) for a comprehensive fee study, nexus study for development impact and fee schedule update.

PASSED AND APPROVED by the San Juan Bautista City this 18th day of February, 2025, by the following vote:

AYES:

Item# 7.D
City Council
February 18, 2025
Page | 2
NOES:

ABSENT:

ABSTAIN:

APPROVED:
_______________________
Leslie Q. Jordan, Mayor
ATTEST:
_________________________
Elizabeth Soto, City Clerk
City of San Juan Bautista
Request for Proposal (RFP)
For
A Comprehensive Fee Study, Nexus Study for Development
Impact and Fee Schedule Update
Issue Date: February 10, 2025
Proposal Due Date: February 28, 2025
Submit Proposals to:

Ilse Lopez-Narvaez
[email protected]
1 RFP Overview

1.1 Introduction and Background …………………………………………………………… Page 1

1.2 Purpose of RFP ……………………………………………………………………….… Page 1

1.3 Schedule of Events ……………………………………………………………………… Page 2

1.4 RFP Coordinator ………………………………………………………………………… Page 3

1.5 RFP Amendment and Cancellation ……………………………………………………… Page 3

1.6 Letter of Intent to Respond ……………………………………………………………… Page 3

1.7 Questions Pertaining to the RFP ………………………………….……………………… Page 3

1.8 Public Records Law ……………………………………………….……………………… Page 3

1.9 Rights to Submitted Materials …………………………………………………………… Page 5

1.10 City Agreements and Insurance Requirements …………………………………………... Page 5 2 Scope of Work and Services

2.1 Overview of the Project ………………………………………………………………… Page 6

2.2 Desired Outcome ………………………………………………………………………. Page 6

2.3 Performance Requirements ……………………………………………………………… Page 7

2.3.1 User Fee Study ……………………………………………………………… Page 7

2.3.2 Nexus Study ………………………………………………………………… Page 8

2.3.3 Cost Allocation Plan ………………………………………………………… Page 8 3 Proposal Submission Requirements

3.1 General Instructions ………………………………………………………....…………… Page 6

3.2 Proposal Format …………………………………………………………...……………. Page 11

3.2.1 Transmittal Letter ………………………………………………….………. Page 11

3.2.2 Table of Contents ………………………………………………….………. Page 12

3.2.3 Executive Summary ……………………………………………….………. Page 12

3.2.4 Company Information …………………………………………….………. Page 12

3.2.5 Company Background ………………………………………………….…. Page 13

3.2.6 Statement of Qualifications ………………………………………………. Page 13

3.2.7 Key Staffing, Development, and Implementation Approach ………………. Page 13

3.2.8 Training …………………………………………………...………………… Page
14 3.2.9 Ongoing Support ………………………………………...………………… Page 14

3.2.10 References ………………………………………...………………. ……… Page 14

3.2.11 Pricing ………………………………………...………………. …………… Page
16 3.2.12 Proposed Legal Agreement ………………………………………………… Page 16 3.2.13 Additional Information …………………………………….……………… Page 16 4 Proposal Evaluation

4.1 Proposal Evaluation ………………………………………….…….…....……………… Page 17 5 General Terms and Conditions

5.1 General Conditions ………………………………………………….…....…………… Page 19

5.2 Reference Checks ……………………………………………………………………… Page 19

5.3 Changes to RFP ………………………………………………………………………… Page 19

5.4 Submittal Address ……………………………………………………………………… Page 19 Exhibit A Sample Professional Services Agreement ……………………………….……………. Page i Exhibit B Scope of Work ………………………………….…………………………………...……. Page xiv Exhibit C Fee Schedule ………………………………….……………………………….………… Page xv Exhibit D Insurance ………………………………………………………………………………. Page xvi 1 | Page

1.1 Introduction and Background
The City of San Juan Bautista (“City”), incorporated in 1869 as a General Law City, is one of two municipalities in San Benito County and is home to approximately 2,000 residents, an iconic Spanish Mission, a historic State Park and a registered historic downtown. The City is surrounded by an agricultural community that is currently the largest producer of organic salads in the United States, based just outside of the City limits.

San Juan Bautista’s economy relies on its ability to preserve and promote its historic culture and promote its unique tourist destination. In addition, located within the City are other local attractions including the gateway to the Pinnacles National Monument, the historic De Anza Trail and the Fremont Peak Observatory situated atop Fremont Peak in the Gavilan Range. The Fremont Peak Observatory is a unique gem, as it is a non-profit astronomical institution serving the local community.

The City Council consists of five Councilmembers elected at-large, with annual rotating appointments of Mayor and Vice Mayor. The City Treasurer is elected, and the City Clerk is appointed by a City Manager. The City Manager is also appointed by the City Council and oversees the daily operations of ten full-time staff.

Two new full-time positions were approved in the Budget for next Fiscal Year. The City provides both water and wastewater services to its 820 households, commercial and industrial users. It is a member of the California Intergovernmental Risk Authority (“CIRA”). The City relies heavily on contract services including law enforcement, fire protection, City Engineer and Building Official.

San Juan Bautista’s proximity to Santa Clara’s Silicon Valley makes the City a vital neighbor to the nation’s technology industry. The City also serves travelers from the Central Coast and the San Joaquin Valley as they travel between State Highways 101 and 5.

1.2 Purpose of RFP
The purpose for the City’s request for proposal is to identify and select a vendor with a proven record of accomplishment in developing Comprehensive Fee Schedules, Development Impact Fees, and Cost Allocations Plans. In 2018, the City worked with a consultant to update the Building Plan Check and Permit Fees. In 2019, the City worked with a consultant to develop a comprehensive fee study and analysis for development impact fees. In 2021, the City worked with a consultant to update Planning Fees. Since then, city fees have not been updated nor has a recent comprehensive study been conducted.

The City updates its fees annually based on the change in CPI from one year to the next. The analysis of Development Impact Fees and completion of the Nexus Study must be in accordance with the California Mitigation Fee Act – AB 1600 and applicable constitutional requirements.

The City Council has made the Comprehensive Fee Study and Nexus Study portion of this proposal a priority.
2 | Page

1.3 Schedule of Events
The schedule of events for this RFP identifies the City’s best estimate of the schedule that will be followed. Failure to meet the proposed deadlines could result in disqualification from selection.

RFP Event Date/Time
RFP Issued February 10, 2025
Deadline for Written Questions February 19, 2025, at 4:30 pm City Issues a Response to Written Questions February 24, 2025 Deadline for Submitting Proposals February 28, 2025, at 4:30 pm Evaluation of Proposals March 3 – 7, 2025
Determination of Finalist March 12, 2025
Contract Awarded March 21, 2025
The City reserves the right to modify this schedule when deemed necessary. 3 | Page

1.4 RFP Coordinator
All communication concerning this RFP must be submitted in an e-mail to the RFP Coordinator, Ilse Lopez-Narvaez. The RFP Coordinator will be the sole point of contact for this RFP. The coordinator can be reached via email at [email protected] Questions received by the City, including responses, will be consolidated, and posted on the City’s website. The deadline for submitting questions is 4:30 p.m. PST on Wednesday, February 19, 2025.

1.5 RFP Amendment and Cancellation
The City reserves the unilateral right to amend this RFP in writing at any time. The City also reserves the right to cancel or reissue all or any part of this RFP at its sole discretion. This information will be posted on the City’s website. If an amendment is issued, it will also be provided to all vendors who have submitted a Letter of Intent to Respond.

1.6 Letter of Intent to Respond
Vendors who anticipate submitting a proposal should submit an email indicating intent to respond to the RFP Coordinator. The subject line should read, “Company Name – Letter of Intent to Respond”. The following information should be included in the Letter of Intent to Respond. • Name of Vendor
• Vendor’s Address
• Vendor’s Person of Contact
• Contact Person’s Telephone Number and Email Address
Submitting a Letter of Intent to Respond, by the specified deadline, is highly desirable for submitting a proposal, and is necessary to ensure a vendor’s receipt of RFP amendments and other communications related to this RFP. The Letter of Intent does not bind vendors to submit a proposal. Notsubmitting a Letter of Intent does not preclude a vendor from submitting a proposal by the required deadline.

1.7 Questions Pertaining to the RFP
All questions regarding this RFP must be submitted in an e-mail to the RFP Coordinator, Ilse Lopez-Narvaez. All vendors who have notified the City of their intent to respond to this RFP will be provided, via email, a copy of all questions submitted as well as the City’s response.

1.8 Public Records Law
Pursuant to the California Public Records Act, Government Code Section 6250 and following, public records may be inspected and examined by anyone desiring to do so, at a reasonable time, under reasonable conditions, and under supervision by the custodian of the public record. All submitted proposals are subject to the California Public Records Act and may be determined to be public records subject to disclosure, even if the vendor claims confidential treatment. The City will disclose public records as required under the California Public Records Act. 4 | Page
5 | Page

1.9 Rights to Submitted Materials
All Proposals and related correspondence, reports, charges, schedules, exhibits and other documentation submitted with this RFP will become property of the City and a matter of public record. All documents submitted in response to this request will be subject to disclosure if requested by a member of the public. There are a very limited number of narrow exceptions to these disclosure requirements.

1.10 City Agreement and Insurance Requirements
The successful proposer(s) will be required to sign a contract with the City relating to the work to be performed. Once selected, the proposer must procure and maintain insurance in accordance with the City’s insurance requirements for the duration of the contract. The cost of this insurance is the proposer’s responsibility.
6 | Page

2.1 Overview of the Project
The City of San Juan Bautista is interested in engaging a consultant to work with staff to prepare a Comprehensive Fee Study, Nexus study for Development Impact Fees and a Cost Allocation Plan.

The contract may be awarded for one or all the studies.

The consultant will ensure that all project documents are both accurate and appropriate for the City’s current needs, and work withCity staff on strategiestomaximize costrecovery. General steps for each individual project would include:

2.1.1 Work with staff to define the purpose, uses, and goals of each Study or Plan.

2.1.2 Meet with staff and conduct interviews to gain an understanding of the City’s practices and operations.

2.1.3 Review any existing documentation related to fees or the cost allocation plan.

2.1.4 Provide any suggestions orstrategies to improve cost recovery levels, and recommend any new fees, if applicable.

2.1.5 Help in developing fee modification strategies that incentivize local policy goals.

2.1.6 Develop and present draft of final report for City staff to review.

2.1.7 Provide staff with worksheets to support the components of the final plan in an excel, or other editable format, as well as any training on how to update any schedules that need to be reviewed annually or until the next study.

2.1.8 Produce a final written report based on specific project needs, which could include comparison with similar sized organizations.

2.1.9 Present the information related to the User Fee Study, Nexus Study, and/or Cost Allocation Plan to the City Council.

Additional specifics related to the individual plans will be listed under Performance Requirements in this document.

2.2 Desired Outcome
The desired outcome would be to receive a report that will be used to establish fees and allocate percentage rates that will support the full cost recovery of services; and a Development Impact Fee study that assists in mitigating city-wide impacts on public improvements, public services, and community amenities. Individual performance requirements for each study are listed below. 7 | Page

2.3 Performance Requirements

2.3.1 User Fee Study
Project tasks shall include, but are not necessarily limited to, the following. If the consultant feels that additional tasks are warranted, they must be clearly identified in the consultant’s proposal.

2.3.1.1. Work and meet with City staff to refine project scope, purpose, uses, and goals of the City’s User Fee Study to ensure that the study will be both accurate and appropriate to the City’s needs. Review project schedule and answer any questions pertaining to the successful development of the Study.

2.3.1.2. Conduct a comprehensive review of the City’s existing fees. The Master Fee schedule is adopted annually and is effective on July 1. Identify the total cost of providing each City service and in a manner that is consistent with all applicable laws, statutes, rules, and regulations governing the collection of fees, rates, and charges by public entities.

2.3.1.3. Compare service costs with existing recovery levels. This should include any service areas where the City is currently charging for services as well as areas where the City, should charge considering the City’s practices, or the practices of similar, or neighboring municipalities. Include (as allowed by statutes/laws/rules/regulations) practices for deferral and/or forgiveness of fees and/or substitution of public services/facilities in lieu of fees for privately funded and City projects with public benefit. Include a comparison of current City practices and similar practices of similar or neighboring municipalities.

2.3.1.4. Recommend appropriate fees and charges based on analysis together with the appropriate subsidy percentage for those fees where full-cost recovery may be unrealistic. Consider the cost of pre-application and post-application meetings to mitigate project problems, assist project proponents to prepare the application.

2.3.1.5. Prepare a report that identifies each service, its full cost, recommended and current cost recovery levels. The report should also identify the direct cost, the indirect cost, and the overhead cost for each service; and provide a model for adjusting these fees for the City’s current and future needs.

2.3.1.6. Prepare a report that identifies the present scope performed under the fee, the proposed scope performed under the recommended fee, present fees, percentage change, cost recovery percentage, revenue impact, and fee comparison with other San Benito County municipalities or other California municipalities that are comparable in size to the City of San Juan Bautista. A survey comparison of fees with similar municipalities is for information only.
8 | Page

2.3.1.7. Report on other matters that come to the attention of the consultant during their evaluation that in their professional opinion the City should consider.

2.3.1.8. Present the results of their study to the City management group and make necessary adjustments as requested.

2.3.1.9. Prepare and participate in presenting the plan to the City Council.

2.3.1.10. Assist the Finance department in presenting the plan to the City Council.

2.3.1.11. Provide the City with an electronic copy of the final comprehensive study work product, including related schedules and cost documentation in a format that can be edited and updated by City staff to accommodate changes in the organization or changes in costs. Develop a model for adjusting to include the addition of hypothetical service area information for future services enhancements, and the ability to calculate the estimated costs of providing the service under consideration (Scenario and What- if analyses).

2.3.1.12. Provide on-site training to enable staff to update fee.

2.3.1.13. Prepare a final fee study report in a single PDF file that can be made available to City staff. Any master fees schedule revisions developed shall be made available to the City electronically, providing the ability to add or delete and/or update information as needed.

2.3.1.14. Consult with City staff should it become necessary to defend the City’s User Fees because of any legal or other challenge.
9 | Page

2.3.2 Nexus Study
The City assesses a variety of cost recovery-based fees. The consultant, or consultants, will conduct a comprehensive update of the nexus analysis for these fees and explore adding development impact fees, as appropriate. The City’s fees must comply with any applicable state and federal law including, but not limited to, the Mitigation Fee Act (California Government Code Section 66000 et seq., also known as Assembly Bill 1600 (AB1600)), and applicable constitutional requirements.

Project tasks shall include, but are not limited to, the following. If the consultant feels that additional tasks are warranted, they must be clearly identified in the consultant’s proposal.

2.3.2.1. Develop a comprehensive nexus study for cost-recovery based and development impact fees in alignment with broad policies to adequately facilitate desired development within the City while supporting the City’s Capital Improvement Program.

2.3.2.2. Conduct a comprehensive Development Impact Study in alignment with long-range planning policies to complement development within the City and meet policy objectives.

2.3.2.3. The consultant, or consultants, will be responsible for preparing background reports as well as technical reports documenting the study results for each fee.

2.3.2.4. Provide an overview of development impact fees and in-lieu fees in neighboring and/or similar sized municipalities as a means of comparison.

2.3.2.5. Provide City staff with an interactive tool that will ensure predictable and intuitive fees that are easily accessible and understandable to customers interested in calculating fees on their own for a particular type of project.

2.3.2.6. Prepare and participate in presenting the plan to interested external parties at public meetings.

2.3.3 Cost Allocation Plan
Develop a Full Cost Allocation Model for calculating the full costs of providing each City service.

The requirements for the model shall allow for the following:

2.3.3.1. Allow for additions, revisions, or removal of direct and overhead costs so that the cost allocation plan can be easily adapted to a range of activities both simple and complex.

2.3.3.2. Identify overhead rates that can be used in the calculation of billable hourly rates for user fees, and reimbursements from other governmental agencies.

2.3.3.3. Provide the ability for the City to continuously update the model and overhead cost allocation plan easily from year to year as the organization changes.

2.3.3.4. Identify hypothetical service area information for future service enhancements, and the ability to calculate the estimated cost of providing the service under consideration. 10 | Page

2.3.3.5. Comply with Title 2, Code of Federal Regulations, Part 225, Cost Principles for State, Local, and Indian Tribal Governments; as part of the cost allocation plan proposal, please provide the following:

2.3.3.5.1. Provide the methodology appropriate for the calculation and allocation of an overhead cost rate complying with Title 2, Code of Federal Regulations, Part 225, Cost Principles for State, Local and Indian Tribal Governments.

2.3.3.5.2. Prepare a study of each program with overhead costs that are borne in whole or in part by the General Fund that can receive overhead cost for reimbursement from State and Federal governments and/or other sources.

2.3.3.6. Present the cost allocation plan to the City’s management group and make necessary adjustments as requested.

2.3.3.7. Provide the City with an electronic copy of the final comprehensive review, including related schedules and cost determination in a format that can be edited and updated by City staff to accommodate changes to the organization or changes in costs.

2.3.3.8. Consult with City staff should the need arise to defend the cost allocation plan because of any legal or other challenge.
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3.1 GeneralInstructions
Proposals should provide a straightforward, concise description of the vendor’s company, qualifications, proposed solution, and capabilities to satisfy the requirements of this Request for Proposal. Emphasis should be placed on completeness and clarity of content.

Proposals should be organized consistent with the outline provided in this section of the RFP. Vendors must follow all formats and address all portions of the RFP set forth herein providing all information requested.

Submittals must be received no later than 4:30 PM on February 28, 2025.

3.2 Proposal Format
Proposals must be structured, presented, and labeled in the following manner:
• Executive Summary
• Company Information
• Company Background
• Statement of Qualifications
• Implementation and Development Approach
• Training
• Ongoing Support
• References
• Pricing for each study or any discounts associated with conducting all three studies/plans placed in a sealed envelope.
• Proposed Legal Agreement
• Additional Information

3.2.1 Transmittal Letter
The proposal must provide a written letter of transmittal of the proposal in the form of a standard business letter. The Transmittal Letter will reference and respond to each of the following bulleted items.
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• Signature of a company officer empowered to bind the vendor to the provisions of this RFP and any contract awarded pursuant to it.
• A high-level statement of the vendor's credentials to deliver the services sought under the RFP.
• A statement indicating the proposal remains valid for at least 90 days. • A statement that the vendor or any individual who will perform work for the vendor is free of any conflict of interest (e.g., employment by the City.).

3.2.2 Table of Contents
All pages are to be numbered and the table of contents should identify each major section.

3.2.3 Executive Summary
This section of the proposal should provide a concise synopsis of vendor’s proposal and credentials to deliver the services sought under the RFP. In addition, it should explain how the vendor’s proposal will differentiate itself from other consultant solutions and the reasons the City should select the vendor’s proposal. This may include a list of the unique attributes or experience that gives the vendor a competitive advantage.

3.2.4 Company Information
This section of the proposal must include the following company information:
• Provide the legal entity name, Federal Employer Identification Number (FEIN), and form of business (i.e., Corporation, LLC, etc.).
• State if the vendor is a subsidiary of a larger company. If so, whom. • Provide a primary contact name, address, phone number, and email address. • State the location of company headquarters and offices which will support the implementation.
• State the location, hours of operation, and contact information of ongoing maintenance and support staff.
• State the current number of employees in the company. • State the number of employees who will be dedicated to the solution proposed. • State all subcontractors and associated scope of work. 13 | P a g e
• State the company’s San Juan Bautista business license number, or statement of understanding that a business license must be purchased prior to doing business with the City.
• State any pending litigation against the vendor.
• State if vendor has filed for bankruptcy or insolvency in the last 10 years. • State if any mergers, acquisitions, or sales of the vendor company have occurred within the last five years. If so, please provide an explanation of the relevant details.

3.2.5 Company Background
This section should identify the following:
• A description of the Vendor’s background, nature of business and organizational history. • A statement of how long the Vendor has been providing the services that are being proposed and required by this RFP.
• Disclose the Vendor’s annual company revenues and profit for the last three fiscal years.

It is acceptable to include this information as an appendix in the proposal.

3.2.6 Statement of Qualifications
In this section of the proposal, the Vendor should identify company and staff qualifications and experience in implementing the proposed studies or plans. More specifically, this section should identify the following:
• Describe the Vendor’s experience in providing comprehensive fee studies, development impact fee studies and cost allocation plans, especially for municipalities similar in size to the City of San Juan Bautista.
• Identify some examples of Vendor’s existing client base including the number of clients who have received the services being proposed in this RFP.

3.2.7 Key Staffing, Development, and Implementation Approach In this section, the Vendor should address the following:
• Provide a project organization chart highlighting the key staff who will be assigned to accomplish the work and any related bios for the project manager and key personnel. • Describe Vendor’s implementation methodology and approach that is relevant to one or all studies. This includes the tools and techniques that will be used and methodologies that the firm will employ.
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• Outline strategies and options that will result in the development and recommendations that are practical to the City of San Juan Bautista, meaning that the recommendations must not exceed the City’s ability to implement and properly utilize them. • Describe the roles and responsibilities of both the City and Vendor staff during each phase of implementation. In addition, provide an estimated level of effort and skillset required for the City staff during implementation.
• Provide a project schedule that includes all tasks, deliverables, milestones, and resources required. The City seeks a detailed understanding of the work plan that will be followed to ensure success. Please indicate any lead time that is needed before a company representative can begin working on the study.
• Describe the Vendor’s validation process for ensuring all information is accurate and criteria for success. Also, outline the responsibilities of City staff during the final validation and acceptance process.

3.2.8 Training
In this section, the Vendor should address the following:
• Provide an overview of any training that would be needed to understand the methodology related to the studies. The goal would be to allow City staff to understand how the fees and/or allocations are derived. • If applicable, describe the Vendor’s training strategy/plan that includes current and future employees of the City in any updates to the underlying calculations with the plans or studies during periods when formal studies are not required.

3.2.9 Ongoing Support
Please provide an overview of any Vendor support offered in relation to follow-up questions regarding the completed studies.

3.2.10 References
The Vendor must provide at least five references. At least three of the references should be for comprehensive fees studies, development impact fees, and cost allocation plans in the last three years. The City prefers references from local government agencies with similar demographics. For each reference, the Vendor shall provide the following information:
• Entity Name.
• Customer contact information (name, title, phone, and email). • Scope of work performed identifying the services provided and solutions implemented. • Project start and end dates
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3.2.11 Pricing
The City is seeking a clear and comprehensive understanding of all costs associated with the project. This would include development of the studies, on-going training, and travel. The City may entertain remote meetings; however, on-site presentation may be required by the City Council.

All pricing may be submitted in a separate sealed envelope.

Each individual study or plan (CAP, User Fee, and Nexus Study) shall be priced separately, along with any discounts identified if the City moves forward with all three studies.

3.2.12 Proposed Legal Agreement
It is recognized that the formal basis of any agreement between the City and the Vendor is a contract rather than a proposal. The City’s standard contract is included in Section 6. While the City does not typically modify the contract terms, the Vendor may include a draft of any proposed modifications to the City’s standard contract. If the Vendor requires an alternate contract, then that information must be included in the response to this RFP.

The proposed legal agreement(s) may serve as the basis for contract negotiations between the City and the selected Vendor(s) or the City may elect to use its own agreement as the basis.

3.2.13 Additional Information
In this section, the Vendors are requested to provide the following materials:
• Example of development impact fee study for a similar municipality. • Any training material for on-going support.
• If the Vendor offers any complimentary service to enhance the requested studies, then include any informational material, as well as the costs.

Please note that this informational material is not required for this RFP. However, it is requested for potential consideration and future studies. 16 | P a g e

4.1 Proposal Evaluation
After the proposals are received, the City shall review and evaluate them for responsiveness to this RFP to determine whether the proposer possesses the qualifications necessary for the satisfactory performance of the services required. The City may also investigate qualifications of all proposers to whom the award is contemplated, and the City may request clarifications of proposals directly from one or more proposers.

In reviewing the proposals, the City will consider the following:
• The qualifications (including education, training, licenses, experience, and past performance) of the proposer and its agents, employees, and sub-consultants in completing projects of a similar type, size, and complexity.
• The feasibility of the proposal based upon the methodology of the proposed scope of services to meet the City’s needs, the quality of services proposed, and the reasonableness of the total project costs and of the proposed time period over which the work will be completed.
• Understanding of the work to be completed based upon the clarity of the proposal and responsiveness to this RFP.
• Quality, clarity, completeness, and responsiveness of proposal. • Demonstrated ability to work in a cooperative and collaborative manner with clients. • Proposed timeline.
• Anticipated value and price.
• Perceived risk or lack of risk.
• Company financial stability.
• References for each of the primary product(s) and service(s) proposed. • Reasonableness of any proposed adjustments to the City’s contracts. • Ability to negotiate and execute a contract in a timely manner. 17 | P a g e
The City reserves the right, at its sole discretion, to request clarifications of proposals or to conduct discussions for the purpose of clarification with any or all vendors. The purpose of any such discussion shall be to ensure full understanding of the proposal. Discussions shall be limited to specific sections of the proposal identified by the City and, if held, shall be after initial evaluation of proposals are complete. If clarifications are made because of such discussion, the vendor shall put such clarifications in writing 18 | P a g e

5.1 General Conditions
• The City reserves the right to reject all proposals, to waive any informality, to request interviews with Contractor(s) prior to award and to select and negotiate a contract for services in the best interest of the City.
• The City reserves the right to accept all, or part of, any proposal, and to negotiate a contract for services with the selected Contractor(s).
• The Contractor(s) shall provide all necessary personnel, materials, and equipment to perform all work under this proposal.
• The Contractor(s) shall be unbiased and vendor neutral. • Unless otherwise stated, invoices are to be submitted to the Finance Department via [email protected], upon delivery of service to the City. The invoice must include itemization of all services provided, including unit list of prices, net price, extensions of total amount due and amounts previously paid. • Unless otherwise stated, payment will be made within (30) days of completion of the service, in an acceptable fashion, to the City, and receipt of the invoice, whichever is later.
• The contract for services described in this RFP should not be considered exclusive. As deemed necessary, the City reserves the right to obtain these services from any other qualified vendor.
• Neither party shall be liable for any inability to fulfil its obligations under any subsequent agreement due to war, riot, insurrection, civil commotion, fire, flood, earthquake, storm, or other act of nature.
• Notification of the parties shall be considered to have been constructively received when it is mailed via the United States Postal Service, e-mailed, or delivered in hand to the parties as stated in the contract.
• Proposal shall also mean quotation, bid, offer, qualification/experience statement, and services. Proposers shall also mean vendors, proposers, bidders, or any person of firm responding to a Request for Proposal.
• The City reserves the right to retain all proposals for a period of 60 days for examination and comparison.
• All contracts entered by the City of San Juan Bautista shall be governed by the laws of the State of California. Any disputes shall be resolved within the venue of the State of California.
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• The Proposer may submit an alternative proposal or proposals that it believes will also meet the City’s project objectives, but in a different manner. In this case, the Proposer must provide an analysis of the advantages and disadvantages for each alternative and discuss under what circumstances the City would prefer one alternative over the other(s).

5.2 Reference Checks
The City of San Juan Bautista reserves the right to contact any reference, or any client listed in the documents for information which may be helpful to the City in evaluating the Contractor’s performance on previous assignments.

5.3 Changes to RFP
Changes to this RFP will be e-mailed to all vendors that have submitted a letter of intent to respond.

Such changes will become an integral part of the RFP for incorporation into any contract for services awarded pursuant to this RFP.

5.4 Submittal Address
Send proposals to Ilse Lopez-Narvaez, at [email protected] Or mail to:

ATTN: Ilse Lopez-Narvaez
City of San Juan Bautista
P.O. Box 1420
San Juan Bautista, CA 95045
If submitting by mail, please ensure “Comprehensive Fee Study, Nexus Study for Development Impact and Fee Schedule Update” is written in the lower-left hand corner of the envelope. Three bound copies, plus one electronic file shall be submitted.

Proposals must be completed and submitted by the specified due date. Late submittals or delivery via facsimile will not be considered. The City assumes no responsibility for delays caused by delivery service. Postmarking by the due date will not substitute for actual receipt of proposal. i | Page

EXHIBIT A

SAMPLE PROFESSIONAL SERVICES AGREEMENT

DELETE RED-LINED TEXT AS YOU COMPLETE YOUR AGREEMENT

CITY OF SAN JUAN BAUTISTA
AGREEMENT FOR _______________ SERVICES
[Insert reference to type of services or work to be performed e.g., consultant, design, mitigation monitoring, engineering or audit services, etc.] THIS AGREEMENT is made and entered into on , 20___, by
and between the City of San Juan Bautista, a California general law city, hereinafter referred to as the "City," and [insert name of Contractor], a
_________________ , [insert Contractor's status as a legal entity, i.e. a California corporation, general partnership, LLC, sole proprietorship or an individual "doing business as "] hereinafter referred to as the "Contractor." City and Contractor are sometimes individually referred to as "party" and collectively as "parties" in this Agreement.

Recitals
A. City desires to retain Contractor to:

,
hereinafter referred to as the "Project."
[Briefly describe above why the Contractor's work or services to be performed under this Agreement are required, including the nature of the work product to be delivered]
B. Contractor represents and warrants that it has the qualifications, experience and personnel necessary to properly perform the services as set forth herein.

C. City desires to retain Contractor to provide such services. [Additional recitals may be required. Recitals are intended to explain the background of the Agreement and to demonstrate the existence of facts]
Terms and Conditions
For of good and valuable consideration, the receipt and sufficiency of which is hereby acknowledged and in consideration of the mutual promises contained herein, City and Contractor agree to the following terms and conditions:

1. Scope of Work.
(a) Contractor is hereby hired and retained by the City to work in a cooperative manner with the City to fully and adequately perform those services set forth in Exhibit “A” attached ii | Page
hereto (“Scope of Work”) and by this reference made a part hereof. With prior written notice to Contractor, City may elect to delete certain tasks of the Scope of Work at its sole discretion. [Carefully review the narrative Scope of Work which may be prepared by Contractor or, preferably, by the City. Ensure that it is complete, understandable, and as comprehensive and accurate as possible. If there are items within the Scope of Work which are optional or which may (or may not) be performed at a later date, make sure they are so indicated. The Scope of Work is an important part of the Agreement and the City (as well as the Contractor) is bound by its terms]
(b) Contractor shall perform all such work with skill and diligence and pursuant to generally accepted standards of practice in effect at the time of performance. Contractor shall provide corrective services without charge to the City for work which fails to meet these standards and which is reported to Contractor in writing within sixty days of discovery. Should Contractor fail or refuse to perform promptly its obligations under this Agreement, the City may render or undertake the performance thereof and the Contractor shall be liable for any expenses thereby incurred.
(c) If services under this Agreement are to be performed by a design professional, as that term is defined in California Civil Code §2782.8(b)(2), design professional certifies that all design professional services shall be provided by a person or persons duly licensed by the State of California to provide the type of services described in Section 1(a). By delivery of completed work, design professional certifies that the work conforms to the requirements of this Agreement and all applicable federal, state and local laws, and the professional standard of care in California. (d) Contractor is responsible for making an independent evaluation and judgment of all relevant conditions affecting performance of the work, including without limitation site conditions, existing facilities, seismic, geologic, soils, hydrologic, geographic, climatic conditions, applicable federal, state and local laws and regulations and all other contingencies or considerations.
(e) City shall cooperate with Contractor and will furnish all information data, records and reports existing and available to City to enable Contractor to carry out work outlined in Exhibit “A." Contractor shall be entitled to reasonably rely on information, data, records and reports furnished by the City, however, the City makes no warranty as to the accuracy or completeness of any such information, data, records or reports available to it and provided to Contractor which were furnished to the City by a third party. Contractor shall have a duty to bring to the City's attention any deficiency or error it may discover in any information provided to the Contractor by the City or a third party.

2. Term of Agreement & Commencement of Work.
(a) Unless otherwise provided, the term of this Agreement shall begin on the date of its full execution and shall expire on , 20 , [Insert expiration date.] unless extended by amendment or terminated earlier as provided herein. The date of full execution is defined as the date when all of the following events have occurred:
(i) This Agreement has been approved by the City's Council or by the board, officer or employee authorized to give such approval; and (ii) The office of the City Attorney has indicated in writing its approval of this iii | Page
Agreement as to form; and
(iii) This Agreement has been signed on behalf of Contractor by the person or persons authorized to bind the Contractor hereto; and.

(iv) This Agreement has been signed on behalf of the City by the person designated to so sign by the City's Council or by the officer or employee authorized to enter into this Contract and is attested to by the San Juan Bautista City Clerk.

(b) Contractor shall commence work on the Project on or by __________________ , 20 . [Insert date work is to commence] This Agreement may be extended upon written agreement of both parties. Contractor may be required to prepare a written schedule for the work to be performed, which schedule shall be approved by the City and made a part of Exhibit A, and to perform the work in accordance with the approved schedule.

3. Compensation.
(a) City liability for compensation to Contractor under this Agreement shall only be to the extent of the present appropriation to fund this Agreement. For services to be provided under this Agreement City shall compensate Contractor in an amount not to exceed _________________ Dollars ($ .00) [Insert written and numerical amounts] in accordance with the provisions of this Section and the Fee Schedule attached hereto as Exhibit B and incorporated herein by this reference. [Delete after the word "Section" if there is no Fee Schedule as Exhibit B and adjust letter designation of other exhibits as required.] (b) Invoice(s) in a format and on a schedule acceptable to the City shall be submitted to and be reviewed and verified by the Project Administrator (see Section 5(a)) and forwarded to the City's Finance Department for payment. City shall notify Contractor of exceptions or disputed items and their dollar value within fifteen days of receipt. Payment of the undisputed amount of the invoice will typically be made approximately thirty days after the invoice is submitted to the Finance Department.
(c) Contractor will maintain clearly identifiable, complete and accurate records with respect to all costs incurred under this Agreement on an industry recognized accounting basis.

Contractor shall make available to the representative of City all such books and records related to this Agreement, and the right to examine, copy and audit the same during regular business hours upon 24-hour's notice for a period of four years from the date of final payment under this Agreement.
(d) Contractor shall not receive any compensation for Extra Work without the prior written authorization of City. As used herein, "Extra Work" means any work that is determined by the City to be necessary for the proper completion of the Project but which is not included within the Scope of Work and which the parties did not reasonably anticipate would be necessary at the execution of this Agreement. Compensation for any authorized Extra Work shall be paid in accordance with Exhibit B. [Delete last sentence if there is no Exhibit B] (e) Expenses not otherwise addressed in the Scope of Services or the Fee Schedule incurred by Contractor in performing services under this Agreement shall be reviewed and approved in advance by the Project Administrator (Section 5(a)), be charged at cost and reimbursed to Contractor.

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(f) There shall be no charge for transportation within San Benito, Monterey, and Santa Cruz Counties required for the performance of the services under this Agreement; travel to other locations must be approved in writing and in advance by the City, mileage will be charged at the then current standard rate for business travel as set by the U.S. Internal Revenue Service for such approved travel.

4. Termination or Suspension.
(a) This Agreement may be terminated in whole or in part in writing by either party in the event of a substantial failure by the other party to fulfill its obligations under this Agreement through no fault of the terminating party, provided that no termination may be effected unless the other party is given (1) not less than ten days written notice of intent to terminate, and (2) provided an opportunity for consultation with the terminating party prior to termination. (b) If termination for default is effected by the City, an equitable adjustment in the price provided for in this Agreement shall be made, but (1) no amount shall be allowed for anticipated profit on unperformed services or other work, and (2) any payment due the Contractor at the time of termination may be adjusted to cover any additional costs to the City because of the Contractor's default. If after the termination for failure of Contractor to fulfill its contractual obligations, it is determined that the Contractor had not failed to fulfill contractual obligations, the termination shall be deemed to have been for the convenience of the City. (c) The City may terminate or suspend this Agreement at any time for its convenience upon not less than thirty days prior written notice to Contractor. Not later than the effective date of such termination or suspension, Contractor shall discontinue all affected work and deliver all work product and other documents, whether completed or in progress, to the City. (d) If termination for default is effected by the Contractor or if termination for convenience is effected by the City, the equitable adjustment shall include a reasonable profit for services or other work performed. The equitable adjustment for termination shall provide for payment to the Contractor for services rendered and expenses incurred prior to the termination, in addition to termination settlement costs reasonably incurred by Contractor relating to written commitments that were executed prior to the termination.

5. Project Administrator, Project Manager & Key Personnel. (a) City designates as its Project Administrator [Insert name of person who will represent the City] who shall have the authority to act for the City under this Agreement. The Project Administrator or his/her authorized representative shall represent the City in all matters pertaining to the work to be performed pursuant to this Agreement. (b) Contractor designates [Insert name of person who will represent the Contractor] as its Project Manager who shall coordinate all phases of the Project.

The Project manager shall be available to City at all reasonable times during the Agreement term. (c) Contractor warrants that it will continuously furnish the necessary personnel to complete the Project on a timely basis as contemplated by this Agreement. Contractor, at the sole discretion of City, shall remove from the Project any of its personnel assigned to the performance of services upon written request of City. Contractor has represented to City that certain key personnel will perform and coordinate the work under this Agreement. Should one or more of such personnel become unavailable, Contractor may substitute other personnel of at least equal v | Page
competence upon written approval of the City. In the event that City and Contractor cannot agree as to the substitution of key personnel, City shall be entitled to terminate this Agreement for cause. The key personnel for performance of this Agreement are as follows:
___________________________________________________________ [Insert names of Contractor's key personnel - if no key personnel, delete the last sentence]

6. Delegation of Work.
(a) If Contractor utilizes any subcontractors, consultants, persons, employees or firms having applicable expertise to assist Contractor in performing the services under this Agreement, Contractor shall obtain City's prior written approval to such employment. Contractor's contract with any subcontractor shall contain a provision making the subcontract subject to all provisions of this Agreement. Contractor will be fully responsible and liable for the administration, completion, presentation, and quality of all work performed. If such persons are utilized, they shall be charged at cost. City reserves its right to employ other contractors in connection with this Project.
(b) If the work hereunder is performed by a design professional, design professional shall be directly involved with performing the work or shall work through his, her or its employees.

The design professional's responsibilities under this Agreement shall not be delegated. The design professional shall be responsible to the City for acts, errors or omissions of his, her or its subcontractors. Negligence of subcontractors or agents retained by the design professional is conclusively deemed to be the negligence of the design professional if not adequately corrected by the design professional. Use of the term subcontractor in any other provision of this Agreement shall not be construed to imply authorization for a design professional to use subcontractors for performance of any professional service under this Agreement. (c) The City is an intended beneficiary of any work performed by a subcontractor for purposes of establishing a duty of care between the subcontractor and the City.

7. Skill of Employees. Contractor shall ensure that any employees or agents providing services under this Agreement possess the requisite skill, training and experience to properly perform such services.

8. Confidential and Proprietary Information. In the course of performing services under this Agreement Contractor may obtain, receive, and review confidential or proprietary documents, information or materials that are and shall remain the exclusive property of the City.

Should Contractor undertake the work on behalf of other agencies, entities, firms or persons relating to the matters described in the Scope of Work, it is expressly agreed by Contractor that any such confidential or proprietary information or materials shall not be provided or disclosed in any manner to any of Contractor’s other clients, or to any other third party, without the City’s prior express written consent.

9. Ownership of Data. Unless otherwise provided for herein, all documents, material, data, drawings, plans, specifications, computer data files, basis for design calculations, engineering notes, and reports originated and prepared by Contractor, or any subcontractor of any tier, under this Agreement shall be and remain the property of the City for its use in any manner it deems appropriate. Contractor agrees that all copyrights which arise from creation of the work pursuant to this Agreement shall be vested in the City and waives and relinquishes all claims to copyright vi | Page
or intellectual property rights in favor of the City. Contractor shall provide two (2) sets of reproducible of the above-cited items, except for the computer data files which shall consist of one (1) set. Contractor shall use all reasonable efforts to ensure that any electronic files provided to the City will be compatible with the City's computer hardware and software. Contractor makes no representation as to long-term compatibility, usability or readability of the format resulting from the use of software application packages, operating systems or computer hardware differing from those in use by the City at the commencement of this Agreement. Contractor shall be permitted to maintain copies of all such data for its files. City acknowledges that its use of the work product is limited to the purposes contemplated by the Scope of Work and, should City use these products or data in connection with additions to the work required under this Agreement or for new work without consultation with and without additional compensation to Contractor, Contractor makes no representation as to the suitability of the work product for use in or application to circumstances not contemplated by the Scope of Work and shall have no liability or responsibility whatsoever in connection with such use which shall be at the City's sole risk. Any and all liability arising out of changes made by the City to Contractor's deliverables is waived against Contractor unless City has given Contractor prior written notice of the changes and has received Contractor's written consent to such changes.

10. Conflict of Interest.
(a) Contractor covenants that neither it, nor any officer or principal of its firm has or shall acquire any interest, directly or indirectly, which would conflict in any manner with the interests of the City or which would in any way hinder Contractor’s performance of services under this Agreement. Contractor further covenants that in the performance of this Agreement, no person having any such interest shall be employed by it as an officer, employee, agent or subcontractor without the express written consent of the City Manager. Contractor agrees to at all times avoid conflicts of interest or the appearance of any conflicts of interest with the interests of the City in the performance of this Agreement. Contractor shall represent the interest of the City in any discussion or negotiation with , and as such, may not accept compensation, commission or payment of any type from any such party or such party’s agent. [Insert reference as applicable to nature of Agreement i.e., labor or materials contractors, developers, real estate brokers, prospective tenants, etc. If this reference is not applicable, delete after "negotiation"]
(b) City understands and acknowledges that Contractor may be, as of the date of commencement of services under this Agreement, independently involved in the performance of non-related services for other governmental agencies and private parties. Contractor is unaware of any stated position of the City relative to such projects. Any future position of the City on such projects may result in a conflict of interest for purposes of this section.

(c) No official or employee of the City who is authorized in such capacity on behalf of the City to negotiate, make, accept, or approve, or take part in negotiating, making accepting or approving this contract, shall become directly or indirectly interested in this contract or in any part thereof. No officer or employee of the City who is authorized in such capacity and on behalf of the City to exercise any executive, supervisory, or similar function in connection with the performance of this contract shall become directly or indirectly interested personally in this contract or any part thereof.

11. Disclosure. Contractor may be subject to the appropriate disclosure requirements of the California Fair Political Practices Act, as determined by the City Manager. vii | Page

12. Non-Discrimination.
(a) During the performance of this Agreement the Contractor shall comply with the applicable nondiscrimination and affirmative action provisions of the laws of the United States of America, the State of California and the City. In performing this Agreement, Contractor shall not discriminate, harass, or allow harassment, against any employee or applicant for employment because of sex, race, color, ancestry, religious creed, national origin, physical disability (including HIV and AIDS), medical condition (including cancer), age, marital status, denial of family and medical care leave and denial of pregnancy disability leave. Contractor shall give written notice of its obligations under this clause to labor organizations with which it has a collective bargaining or other agreement.
(b) Contractor shall include the nondiscrimination and compliance provisions of this Section in all subcontracts.

13. Indemnification.
(a) Other than in the performance of professional services by a design professional, which shall be solely as addressed by subsection (b) below, and to the full extent permitted by law, Contractor shall (1) immediately defend (with independent counsel reasonably acceptable to the City) and (2) indemnify the City, its Council, boards, commissions, employees, officials and agents ("Indemnified Parties" or in the singular "Indemnified Party") from and against all liabilities regardless of nature or type arising out of or resulting from Contractor’s performance of services under this contract, or any negligent or wrongful act or omission of the Contractor or Contractor’s officers, employees, agents or subcontractors. Liabilities subject to the duties to defend and indemnify include, without limitation, all claims, losses, damages, penalties, fines and judgments, associated investigation and administrative expenses; defense costs including but not limited to reasonable attorney’s fees; court costs; expert witness fees; and costs of alternate dispute resolution (“Liabilities”). The Contractor’s obligation to indemnify applies unless it is adjudicated that its liability was caused by the sole active negligence or sole willful misconduct of an indemnified party. If it is finally adjudicated that liability is caused by the comparative active negligence or willful misconduct of an Indemnified Party, the Contractor’s indemnification obligation shall be reduced in proportion to the established comparative liability of the Indemnified Party.

(b) To the fullest extent permitted by law (including without limitation California Civil Code Sections 2782.8 as in effect at any given time), when the services to be provided under this Agreement by Contractor are design professional services to be performed by a design professional, as that term is defined under said section 2782.8, the design professional shall (1) immediately defend (with independent counsel reasonably acceptable to the City) and (2) indemnify the City and any Indemnified Party for all Liabilities regardless of nature or type that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of design professional, or the acts or omissions of an officer, employee, agent or subcontractor of the design professional. The design professional’s obligation to indemnify applies unless it is finally adjudicated that the liability was caused by the sole active negligence or sole willful misconduct of an Indemnified Party. If it is finally adjudicated that liability is caused by the comparative active negligence or willful misconduct of an Indemnified Party, then design professional’s indemnification obligation shall be reduced in proportion to the established comparative liability of the Indemnified Party.

(c) All obligations under this section are to be paid by Contractor as incurred by City. viii | Page
The provisions of this Section are not limited by the provisions of sections relating to insurance including provisions of any worker's compensation act or similar act. Contractor expressly waives its statutory immunity under such statues or laws as to City, its employees and officials.

An allegation or determination of comparative active negligence or willful misconduct by an Indemnified Party does not relieve the Contractor from its separate and distinct obligation to defend the City. Contractor agrees to obtain executed indemnity agreements with provisions identical to those set forth here in this section from each and every subcontractor, sub tier contractor or any other person or entity involved by, for, with or on behalf of Contractor in the performance or subject matter of this Agreement. In the event Contractor fails to obtain such indemnity obligations from others as required here, Contractor agrees to be fully responsible according to the terms of this section. Failure of City to monitor compliance with these requirements imposes no additional obligations on City and will in no way act as a waiver of any rights hereunder.
(d) If any action or proceeding is brought against any Indemnified Party by reason of any of the matters against which the Contractor has agreed to defend the Indemnified Party, as provided above, Contractor, upon notice from the City, shall immediately defend any Indemnified Party at Contractor's expense by counsel reasonably acceptable to the City. An Indemnified Party need not have first paid for any of the matters to which it is entitled to indemnification in order to be so defended.
(e) The review, acceptance or approval of the Contractor’s work or work product by any Indemnified Party shall not affect, relieve or reduce the Contractor’s indemnification or defense obligations. This obligation to indemnify and defend City, as set forth herein, is binding on the successors, assigns, or heirs of Contractor and shall survive the completion of the services or the termination of this Agreement or this Section.

14. Insurance.
(a) As a condition precedent to the effectiveness of this Agreement and without limiting Contractor's indemnification of the City, Contractor agrees to obtain and maintain in full force and effect at its own expense the insurance policies set forth in Exhibit “C” “Insurance” [If there is no Exhibit B (Fee Schedule), see Sec. 3(a), above, Exhibit C may become Exhibit B] attached hereto and made a part hereof. Contractor shall furnish the City with original certificates of insurance, manually autographed in ink by a person authorized by that insurer to bind coverage on its behalf, along with copies of all required endorsements. All certificates and endorsements must be received and approved by the City before any work commences. All insurance policies shall be subject to approval by the City Attorney and Risk Manager as to form and content.

Specifically, such insurance shall: (1) protect City as an additional insured for commercial general and business auto liability; (2) provide City at least thirty days written notice of cancellation, material reduction in coverage or reduction in limits and ten days written notice for non-payment of premium; and (3) be primary with respect to City's insurance program.

Contractor's insurance is not expected to respond to claims that may arise from the acts or omissions of the City.
(b) City reserves the right at any time during the term of this Agreement to change the amounts and types of insurance required herein by giving Contractor ninety days advance written notice of such change. If such change should result in substantial additional cost of the Contractor, City agrees to negotiate additional compensation proportional to the increased benefit to City.
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(c) All required insurance must be submitted and approved the City Attorney and Risk Manager prior to the inception of any operations by Contractor. (d) The required coverage and limits are subject to availability on the open market at reasonable cost as determined by the City. Non availability or non affordability must be documented by a letter from Contractor's insurance broker or agency indicating a good faith effort to place the required insurance and showing as a minimum the names of the insurance carriers and the declinations or quotations received from each. Within the foregoing constraints, Contractor's failure to procure or maintain required insurance during the entire term of this Agreement shall constitute a material breach of this Agreement under which City may immediately suspend or terminate this Agreement or, at its discretion, procure or renew such insurance to protect City's interests and pay any and all premium in connection therewith and recover all monies so paid from Contractor.

(e) By signing this Agreement, Contractor hereby certifies that it is aware of the provisions of Section 3700 et seq., of the Labor Code which require every employer to be insured against liability for Workers' Compensation or to undertake self-insurance in accordance with the provision of that Code, and that it will comply with such provisions at all such times as they may apply during the performance of the work pursuant to this Contract. Unless otherwise agreed, a waiver of subrogation in favor of the City is required.

15. Independent Contractor. The parties agree that Contractor, its officers, employees and agents, if any, shall be independent contractors with regard to the providing of services under this Agreement, and that Contractor's employees or agents shall not be considered to be employees or agents of the City for any purpose and will not be entitled to any of the benefits City provides for its employees. City shall make no deductions for payroll taxes or Social Security from amounts due Contractor for work or services provided under this Agreement.

16. Claims for Labor and Materials. Contractor shall promptly pay when due all amounts payable for labor and materials furnished in the performance of this Agreement, so as to prevent any lien or other claim under any provision of law from arising against any City property (including reports, documents, and other tangible matter produced by the Contractor hereunder), against the Contractor's rights to payments hereunder, or against the City, and shall pay all amounts due under the Unemployment Insurance Act with respect to such labor.

17. Discounts. Contractor agrees to offer the City any discount terms that are offered to its best customers for the goods and services to be provided herein, and apply such discounts to payment made under this Agreement which meet the discount terms.

18. Cooperation; Further Acts. The Parties shall fully cooperate with one another, and shall take any additional acts or sign any additional documents as may be necessary, appropriate or convenient to attain the purposes of this Agreement.

19. Dispute Resolution. If any dispute arises between the parties as to proper interpretation or application of this Agreement, the parties shall first meet and confer in a good faith attempt to resolve the matter between themselves. If the dispute is not resolved by meeting and conferring, the matter shall be submitted for formal mediation to a mediator selected mutually by the parties.

The expenses of such mediation shall be shared equally between the parties. If the dispute is not or cannot be resolved by mediation, the parties may mutually agree (but only as to those issues of the matter not resolved by mediation) to submit their dispute to arbitration. Before commencement of the arbitration, the parties may elect to have the arbitration proceed on an x | Page
informal basis; however, if the parties are unable so to agree, then the arbitration shall be conducted in accordance with the rules of the American Arbitration Association. The decision of the arbitrator shall be binding, unless within thirty days after issuance of the arbitrator’s written decision, any party files an action in court. Venue and jurisdiction for any such action between the parties shall lie in the Superior Court for the County of Monterey.

20. Compliance with Laws.
(a) Each party's performance hereunder shall comply with all applicable laws of the United States of America, the State of California and the City including but not limited to laws regarding health and safety, labor and employment, wage and hours and licensing laws which affect employees. This Agreement shall be governed by, enforced and interpreted under the laws of the State of California. Contractor shall comply with new, amended or revised laws, regulations or procedures that apply to the performance of this Agreement. (b) If the Project is a "public work," or prevailing wages are otherwise required, Contractor shall comply with all provision of California Labor Code section 1720 et seq., as applicable, and laws dealing with prevailing wages, apprentices and hours of work.

(c) Contractor represents that it has obtained and presently holds all permits and licenses necessary for performance hereunder, including a Business License required by the City's Business License Ordinance. For the term covered by this Agreement, the Contractor shall maintain or obtain as necessary, such permits and licenses and shall not allow them to lapse, be revoked or suspended.

21. Assignment or Transfer. This Agreement or any interest herein may not be assigned, hypothecated or transferred, either directly or by operation of law, without the prior written consent of the City. Any attempt to do so shall be null and void, and any assignees, hypothecates or transferees shall acquire no right or interest by reason of such attempted assignment, hypothecation or transfer.

22. Notices. All notices required or permitted to be given under this Agreement shall be in writing and shall be personally delivered, sent by facsimile ("fax") or certified mail, postage prepaid with return receipt requested, addressed as follows:

To City: City Manager
City of San Juan Bautista
311 Second Street
San Juan Bautista, CA 95045
Fax: (831) 623-4093
To Contractor:

Fax ( ) _____________

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Notice shall be deemed effective on the date personally delivered or transmitted by facsimile or, if mailed, three days after deposit in the custody of the U.S. Postal Service. A copy of any notice sent as provided herein shall also be delivered to the Project Administrator and Project Manager.

23. Amendments, Changes or Modifications. This Agreement is not subject to amendment, change or modification except by a writing signed by the authorized representatives of City and Contractor.

24. Force Majeure. Notwithstanding any other provisions hereof, neither Contractor nor City shall be held responsible or liable for failure to meet their respective obligations under this Agreement if such failure shall be due to causes beyond Contractor's or the City's control. Such causes include but are not limited to: strike, fire, flood, civil disorder, act of God or of the public enemy, act of the federal government, or any unit of state of local government in either sovereign or contractual capacity, epidemic, quarantine restriction, or delay in transportation to the extent that they are not caused by the party's willful or negligent acts or omissions, and to the extent that they are beyond the party's reasonable control.

25. Attorney's Fees. In the event of any controversy, claim or dispute relating to this Agreement, or the breach thereof, the prevailing party shall be entitled to recover from the losing party reasonable expenses, attorney's fees and costs.

26. Successors and Assigns. All of the terms, conditions and provisions of this Agreement shall apply to and bind the respective heirs, executors, administrators, successors, and assigns of the parties. Nothing in this paragraph is intended to affect the limitation on assignment

27. Authority to Enter Agreement. Contractor has all requisite power and authority to conduct its business and to execute, deliver and perform the Agreement. Each party warrants that the individuals who have signed this Agreement have the legal power, right and authority to make this Agreement and bind each respective party.

28. Waiver. A waiver of a default of any term of this Agreement shall not be construed as a waiver of any succeeding default or as a waiver of the provision itself. A party's performance after the other party's default shall not be construed as a waiver of that default.

29. Severability. Should any portion of this Agreement be determined to be void or unenforceable, such shall be severed from the whole and the Agreement will continue as modified.

30. Construction, References, Captions. Since the parties or their agents have participated fully in the preparation of this Agreement, the language of this Agreement shall be construed simply, according to its fair meaning, and not strictly for or against any party. Any term referencing time, days or period for performance shall be deemed calendar days and not work days. The captions of the various sections are for convenience and ease of reference only, and do not define, limit, augment or describe the scope, content or intent of this Agreement.

31. Advice of Counsel. The parties agree that they are aware that they have the right to be advised by counsel with respect to the negotiations, terms and conditions of this Agreement, and that the decision of whether or not to seek the advice of counsel with respect to this Agreement is a decision which is the sole responsibility of each of the parties hereto. This Agreement shall not be construed in favor or against either party by reason of the extent to which each party participated in the drafting of this Agreement.
xii | Page

32. Counterparts. This Agreement may be signed in counterparts, each of which shall constitute an original.

33. Time. Time is of the essence in this contract.

34. Entire Agreement. This Agreement contains the entire agreement of the parties with respect to the matters as set forth in this Agreement, and no other agreement, statement or promise made by or to any party or by or to any employee, officer or agent of any party, which is not contained in this Agreement shall be binding or valid.

IN WITNESS WHEREOF, Contractor and the City by their duly authorized representatives, have executed this Agreement, on the date first set forth above, at San Juan Bautista, California.

CITY OF SAN JUAN BAUTISTA CONTRACTOR

By: By:

Name: Name: ___ ____________
Its: Its: ___________________
Date: _______________________ Date: ___________________ Attest: (Pursuant to Reso: 20 - _____)
By:

City Clerk
Approved as to form:

By:

City Attorney
xiii | Page

INSERT EXHIBIT B
- SCOPE OF WORK -
[Include Work Schedule if required.]
xiv | Page

INSERT EXHIBIT C
- FEE SCHEDULE -
xv | Page

EXHIBIT D

INSURANCE
Contractor agrees to provide insurance in accordance with the requirements set forth herein. If Contractor uses existing coverage to comply with these requirements and that coverage does not meet the requirements set forth herein, Contractor agrees to amend, supplement or endorse the existing coverage to do so.

Contractor shall furnish the City with original certificates of insurance, manually autographed in ink by a person authorized by that insurer to bind coverage on its behalf. All certificates and endorsements must be received and approved by the City before any work commences. The City reserves its right to require complete, certified copies of all required insurance policies at any time. The following coverage will be provided by Contractor and maintained on behalf of the City and in accordance with the requirements set forth herein.

Commercial General Liability (primary). Commercial general liability insurance covering Contractor's operations (and products where applicable) is required whenever the City is at risk of third-party claims which may arise out of Contractor's work or presence on City premises. Contractual liability coverage is a required inclusion in this insurance.

General liability insurance coverage shall be at least as broad as ISO form CG 00 01 10 01 and approved in advance by the City Attorney and Risk Manager. Total limits shall be no less than one million dollars ($1,000,000) combined single limit per occurrence for general liability, bodily injury, personal injury and property damage. If commercial general liability insurance or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to this Project or the general aggregate limit shall be two million dollars ($2,000,000). Contractor must give written notice to the City of any pending claim, action or lawsuit which has or may diminish the aggregate. If any such claim or lawsuit exists, Contractor shall be required, prior to commencing work under this Agreement, to restore the impaired aggregate or prove it has replacement insurance protection to the satisfaction of the City Attorney and Risk Manager.

City, its Council, boards and commissions, officers, employees, agents and volunteers shall be added as additional insured, and the policy shall be endorsed with a form equivalent to ISO form CG 20 10 10 93, that contains the provisions required by this contract. Coverage shall apply on a primary, non-contributing basis in relation to any other insurance or self-insurance, primary or excess, available to the City or any agent of City. Coverage is not expected to respond to the claims which may arise from the acts or omissions of the City. Coverage shall not be limited to the vicarious liability or supervisory role of any additional insured.

Coverage shall contain no contractors' limitation endorsement. There shall be no endorsement or modification limiting the scope of coverage for liability arising from pollution, explosion, collapse, underground property damage or employment-related practices.

Umbrella Liability Insurance. Umbrella liability insurance (over primary) shall apply to bodily injury/property damage, personal injury/advertising injury, at a minimum, and shall include a “drop down” provision providing primary coverage above a maximum $25,000.00 self-insured retention for liability not covered by primary policies but covered by the umbrella policy. Coverage shall be following form to any underlying coverage.

Coverage shall be provided on a “pay on behalf” basis, with defense costs payable in addition to policy limits. There shall be no cross-liability exclusion and no contractor's limitation endorsement. Policies limits shall be not less than one million dollars ($1,000,000) per occurrence and in the aggregate, above any limits required in the underlying policies shall have starting and ending dates concurrent with the underlying coverage.
xvi | Page
Business Auto. Automobile liability insurance is required where vehicles are used in performing the work under this Agreement or where vehicles are driven off-road on City premises, it is not required for simple commuting unless City is paying mileage. However, compliance with California law requiring auto liability insurance is a contractual requirement.

If automobile insurance is required for work under this Agreement coverage shall be at least as broad as ISO form CG 00 01 10 01 including symbol 1 (Any Auto) approved by the City Attorney and Risk Manager.

Coverage shall be endorsed to stated that the City, its Council, boards and commissions, officers, employees, agents and volunteers shall be added as additional insured with respect to the ownership, operation, maintenance, use, loading or unloading of any auto owned, leased, hired or borrowed by the Contractor or for which the Contractor is responsible with a form equivalent to ISO form CG 20 10 10 93. Limits shall be no less than one million dollars ($1,000,000) combined single limit per accident for bodily injury and property damage. Starting and ending dates shall be concurrent. If Contractor owns no autos, a non-owned auto endorsement to the commercial general liability policy described above is acceptable.

Workers’ Compensation/Employers’ Liability. Workers' Compensation and Employer's Liability insurance are not required for single-person contractors. However, under California law these coverages (or a copy of the State's Consent to Self-Insure) must be provided if Contractor has any employees at any time during the period of this Agreement. Policy(s) shall be written on a policy form providing workers’ compensation statutory benefits as required by law. Employers’ liability limits shall be no less than one million dollars ($1,000,000) per accident or disease and shall be scheduled under any umbrella policy described above. Unless otherwise agreed, policy(s) shall be endorsed to waive any right of subrogation as respects the City, its Council, boards and commissions, officers, employees, agents and volunteers.

Property Insurance. Property insurance, in a form and amount approved by the City Attorney and Risk Manager, is required for Contractors having exclusive use of premises or equipment owned or controlled by the City. City is to be named a Loss Payee “As Its Interest May Appear” in property insurance in which the City has an interest, e.g., as a lien holder. Fire damage legal liability is required for persons occupying a portion of City premises.

Errors and Omissions/Professional Liability. Errors and Omissions or professional liability coverage appropriate to Contractor's profession, in a form and amount approved by the City Attorney and Risk Manager, will be specified on a project-by-project basis if Contractor is working as a licensed professional.

Contractor shall maintain such insurance for a period of five years following completion of the project. Such insurance shall be in an amount of not less than one million dollars ($1,000,000) per claim and in annual aggregate. Design professionals shall maintain such insurance in place until the expiration of the warranty period of the Project.

Contractor and City further agree as follows:
a) This Exhibit supersedes all other sections and provisions of this Agreement to the extent that any other section or provision conflicts with or impairs the provisions of this Exhibit. b) Nothing contained in this Exhibit is to be construed as affecting or altering the legal status of the parties to this Agreement. The insurance requirements set forth in this Exhibit are intended to be separate and distinct from any other provision in this Agreement and shall be interpreted as such. c) All insurance coverage and limits provided pursuant to this Agreement shall apply to the full extent of the policies involved, available or applicable. Nothing contained in this Agreement or any other agreement relating to the City or its operations limits the application of such insurance coverage. xvii | Page
d) Requirements of specific coverage features, or limits contained in this Exhibit are not intended as a limitation on coverage, limits or other requirements, or a waiver of any coverage normally provided by any insurance. Specific reference to a given coverage feature is for purposes of clarification only and is not intended by any party to be all inclusive, or to the exclusion of other coverage, or a waiver of any type. e) For purposes of insurance coverage only, this Agreement will be deemed to have been executed immediately upon any party hereto taking any steps that can be deemed to be in furtherance of or toward performance of this Agreement.
f) All general or auto liability insurance coverage provided pursuant to this Agreement, or any other agreements pertaining to the performance of this Agreement, shall not prohibit Contractor, Contractor’s employees, or agents from waiving the right of subrogation prior to a loss. Contractor hereby waives all rights of subrogation against the City.
g) Contractor’s insurance shall be written by an acceptable insurance provided, as determined by the City, which satisfies the following minimum requirements: An insurance carried authorized and admitted to do business in the State of California and maintaining an agent for service of process within the state. Such insurance carrier shall maintain a current “A.M. Best” rating classification of “A- “or better and a financial size of $10 million to $24 million (Class V) or better, or a Lloyds of London program provided by syndicates of Lloyds of London and other London insurance carriers, providing all participants are qualified to do business in California and the policy provides for an agent for process in the state. Self-insurance will not be considered to comply with these insurance specifications. Workers Compensation and Employer’s Liability shall be provided by an A-V rated carrier or by the California State Compensation Fund. If provided by a carrier other than California State Compensation Fund, Contractor shall provide proof of the carrier’s A-V rating to the City.
h) In the event any policy of insurance required under this Agreement does not comply with these requirements or is canceled and not replaced, City has the right but not the duty to obtain the insurance it deems necessary and any premium paid by City will be promptly reimbursed by Contractor. i) Contractor agrees to provide evidence of the insurance required herein, satisfactory to City Attorney and Risk Manager, consisting of certificate(s) of insurance evidencing all of the coverages required and an additional endorsement to Contractor’s general liability and umbrella liability policies. Certificate(s) are to reflect that the insurer will provide at least thirty days written notice of cancellation, material reduction in coverage or reduction in limits and ten days written notice for non-payment of premium. Contractor agrees to require its insurer to modify such certificates to delete any exculpatory wording stating that failure of the insurer to mail written notice of cancellation imposes no obligation, and to delete the word “endeavor” with regard to any notice provisions. Contractor agrees to provide complete copies of policies to City within ten days of City's request for said copies.
j) Contractor shall provide proof that policies of insurance required herein expiring during the term of this Agreement have been renewed or replaced with other policies providing at least the same coverage.

Such proof will be furnished at least two weeks prior to the expiration of the coverages. k) Any actual or alleged failure on the part of the City or any other additional insured under these requirements to obtain proof of insurance required under this Agreement in no way waives any right or remedy of City or any additional insured, in this or any other regard. l) Contractor agrees to require all subcontractors or other parties hired for this Project to provide workers' compensation insurance as required herein and general liability insurance naming as additional xviii | Page
insureds all parties to this Agreement. Contractor agrees to obtain certificates evidencing such coverage and make reasonable efforts to ensure that such coverage is provided as required here. Contractor agrees to require that no contract used by any subcontractor, or contracts Contractor enters into on behalf of City, will reserve the right to charge back to City the cost of insurance required by this Agreement. Contractor agrees that upon request, all agreements with subcontractors or others with whom Contractor contracts with on behalf of City will be submitted to City for review. Contractor acknowledges that such contracts or agreements may require modification if the insurance requirements do not reflect the requirements herein.

Failure of City to request copies of such agreements will not impose any liability on City, its Council, boards and commissions, officers, employees, agents and volunteers. m) If Contractor is a Limited Liability Company, general liability coverage must be amended so that the Limited Liability Company and its Managers, Affiliates, employees, agents and other persons necessary or incidental to its operation are insureds.
n) Contractor agrees to provide immediate notice to City of any claim or loss against Contractor that includes City as a defendant. City assumes no obligation or liability by such notice, but has the right (but not the duty) to monitor the handling of any such claim or claims if they are likely to involve the City. o) Coverage will not be limited to the specific location or individual entity designated as the address of the Project. Contractor agrees to have its coverage endorsed so that all coverage limits required pursuant to this requirement are available separately for each and every location at which Contractor conducts operations of any type on behalf of City. Contractor warrants that these limits will not be reduced or exhausted except for losses attributable to those specific locations and not by losses attributable to any other operations of Contractor.
p) Contractor agrees not to attempt to avoid its defense and indemnity obligations to City, its Council, boards and commissions, officers, employees, agents and volunteers by using as a defense Contractor's statutory immunity under workers' compensation or similar statutes. r) Contractor agrees to ensure that coverage provided to meet these requirements is applicable separately to each insured and that there will be no cross-liability exclusions that preclude coverage for suits between Contractor and City or between City and any other insured or Named Insured under the policy, or between City and any party associated with City or its employees. s) Contractor shall maintain commercial general liability, and if necessary, commercial umbrella liability insurance, with a limit of not less than one million dollars ($1,000,000) each occurrence for at least three years following substantial completion of the work.

Item No. # 8.A
City Council Meeting
February 18, 2025
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CITY OF SAN JUAN BAUTISTA

CITY COUNCIL STAFF REPORT
DATE: FEBRUARY 14, 2025 (Continued from January 21, 2025) DEPARTMENT: ADMINISTRATION
FROM: RICHARD BLUT, SENIOR ADVISOR (REGIONAL

GOVERNMENT SERVICES)
BY: RICHARD BLUT, SENIOR ADVISOR (REGIONAL

GOVERNMENT SERVICES)
TITLE: CITY MANAGER JOB DESCRIPTION AND SALARY SCHEDULE RECOMMENDED MOTION:

It is recommended the Council approve a resolution approving the proposed updated job description of the City Manager attached to this Resolution which describes the current duties; and approve an updated salary, contingent upon approval of the updated job description; and the recommended salary is based on the City’s current financial situation, thus:

RECOMMENDATION:

RGS recommends that the City approve the new version of the City Manager job description based on the findings (see attached draft job description).

RGS recommends setting the updated City Manager salary as follows, contingent upon the approval of the updated job description. The proposed salary is based on the City’s current financial situation.

City Manager
Bottom Step Top Step
Annual $160,000 $180,000
Item No. # 8.A
City Council Meeting
February 18, 2025
Page | 2
EXECUTIVE SUMMARY:

The City of San Juan Bautista (City) engaged Regional Government Services (RGS), to conduct recruitment for the position of City Manager after the current City Manager announced his retirement. The purpose of the study is to develop an updated position description representing the current responsibilities and expectations of the position and to review the current salary to determine if it is appropriate for the updated position description.

METHODOLOGY
The methodology employed in conducting this study was as follows:
• Review of the City Manager job description written in 2006 and City Manager job descriptions. • Interview with the former City Manager Don Reynolds to review the current duties and responsibilities.
• Interview with the City Council at the December 2, 2024, Council meeting to understand the Council’s expectations and desires for the next City Manager. • Analyze the scope and complexity of the responsibilities and tasks performed, and the skills, knowledge, and abilities required.
• Analyze the current salary.
• Develop recommendations based on the analysis of the above information.

BACKGROUND
Currently, the City provides the following services that support the public works, public safety, water, sewer, recreation, library, and law enforcement.

FINDINGS
After review of all documentation and notes from the December 2, 2024, Council meeting RGS determined that the City Manager job description created in 2006, did not adequately describe the breadth and depth of the duties, responsibilities, and expectation for the position based on the current needs of the City.

The analysis shows that the City Manager job description created in 2006 does not adequately describe the duties, responsibilities, and expectations for the organization that is in place today.

Over the past 18 years, the City has expanded its service area and the breadth of services provided.

The breadth of skills required has also increased, including expertise in economic development, project management, code enforcement, financial acuity, wastewater compliance, and capital improvement projects. The Council expects the next City Manager to identify and successfully secure alternative funding sources for capital projects, as well as to create detailed written reports and visual presentations for the Council and the public on a variety of topics, issues, and concerns.

These efforts aim to enhance the quality of information provided, improve transparency, and support effective decision-making.

Item No. # 8.A
City Council Meeting
February 18, 2025
Page | 3
Our analysis also determined that the City Manager will provide policy guidance and program evaluation to the Council; encourage and facilitate the provision of services to City customers; foster cooperative working relationships with intergovernmental and regulatory agencies and various public and private groups; and will pursue appropriate avenues of economic and community development.

RGS conducted a salary survey and review of the base salary for the City Manager position based on the recommended job description. The survey included nine (9) agencies: Del Rey Oaks, Gilroy, Hollister, King City, Marina, Salinas, Seaside, Soledad, and Watsonville. It evaluated salaries for City Manager, Assistant City Manager, and Department Head positions. While the size and scope of work of the cities surveyed vary, these agencies represent the pool of positions and candidates with whom the City will be competing for talent.

The review determined that the current City Manager salary is approximately 35% below the average of the comparator agencies and 18% below the average salary of department heads within those agencies. (Refer to the attached Salary Review Data for details.) FISCAL IMPACT:

ATTACHMENTS:

1. Resolution

2. City Manager Job Description

3. Salary Comparison
Item No: #8.A
City Council
February 18, 2025
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RESOLUTION NO. 2025-XX

A RESOLUTION OF THE CITY OF SAN JUAN BAUTISTA TO ADOPT AN UPDATED

DESCRIPTION FOR RESPONSIBILITIES AND EXPECTATIONS AND SALARY

APPROPRIATE TO THE UPDATED DESCRIPTION
WHEREAS, the City of San Juan Bautista’s (City) current City Manager has announced his retirement; and
WHEREAS, the City engaged Regional Government Services (RGS) to conduct recruitment for the position of City Manager and to conduct a study related to such; and WHEREAS, the purpose of the study was to develop an updated position description representing the current responsibilities and expectations of the position and to review the current salary to determine if it is appropriate for the updated position description; and WHEREAS, RGS developed a comprehensive and multi-step methodology to conduct the study, including to review the current City Manager job description from 2006, interviewing former City Manager Don Reynolds to review current duties and responsibilities, interviewing the City Council on December 2, 2024, at a Council meeting to understand expectations of the next City Manager; and
WHEREAS, RGS further analyzed the scope and complexity of the responsibilities and tasks performed, and skills, knowledge, and abilities required; and salary was analyzed; and WHEREAS, the City provides services that support the public works, public safety, water, sewer, recreation, library, and law enforcement; and WHEREAS, after analysis of all data from the aforementioned Council meeting, RGS determined that the 2006 City Manager description did not adequately describe the current City Manager position which involves expanded services of the City and a larger breadth of responsibilities and skills; and
WHEREAS, the Council has expressed an expectation that the next City Manager secure alternative funding for capital projects, and to create detailed reports and presentations for the Council and public on a variety of issues in order to improve transparency and support decisionmaking; and WHEREAS, the City Manager will provide policy guidance and program evaluation to the Council; facilitate the provision of services to City customers; foster cooperative relationships with agencies and groups; and pursue avenues of economic and community development; and
WHEREAS, RGS conducted a salary survey and review of the base salary for theCity Manager position based on the recommended job description and the survey included multiple Item No: #8.A
City Council
February 18, 2025
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representative agencies and evaluated salaries for City Manager, Assistant City Manager, and Department Head positions; and
WHEREAS, it was determined the current City Manager salary is lower than the average of the comparator agencies and average salary of department heads within those agencies; WHEREAS, it is recommended the Council approve the proposed updated job description of the City Manager attached to this Resolution which describes the current duties. It is further recommended the City Council adopt an updated salary, contingent upon approval of the updated job description; and the recommended salary is based on the City’s current financial situation, thus:

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 report are true and correct and are hereby made a part of this Resolution. 2. The Council agrees the proposed job description of the City Manager describes the duties attached to this Resolution and approves the new version of the City Manager job description and approves an updated City Manager salary, contingent upon the approval of the updated job description.

AYES:

NOES:

ABSENT:

ABSTAIN: APPROVED:
______________________________
Leslie Q. Jordan, Mayor
ATTEST:
_________________________________
Elizabeth Soto, City Clerk
Attachments:

January 2025 Class Study Report
City Manager Job Description

CITY MANAGER
POSITION DESCRIPTION January 2025

CITY OF SAN JUAN BAUTISTA

SUMMARY
As the appointed Chief Executive Officer of the City, this position is responsible for planning, directing, managing, and reviewing the activities and operations of the City of San Juan Bautista. The role operates under the policy direction of the City Council in accordance with municipal law, for the benefit of City residents. It involves coordinating City services and activities across various departments and external agencies.

Additionally, it includes providing highly responsible and complex administrative support to the City Council, offering advice with substantial discretion and judgement in analyzing the best approaches for recommendations and decisions. The position also entails performing related duties as assigned.

The City Manager position is “At-will”. The City Manager serves at the pleasure of the City Council and can be terminated at any time without cause.

SUPERVISION RECEIVED AND EXERCISED
The City Manager leads the organization with executive responsibility and directs the organization’s operations through collaboration with executive management, providing strategic guidance to ensure effective City management.

CLASS CHARACTERISTICS
This executive management role entails overseeing, directing, and actively engaging in all aspects of City operations.

EXAMPLES OF ESSENTIAL JOB FUNCTIONS (Illustrative Only) Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job. • Administers the execution of City Council priorities. • Advises City Council on agenda items, issues, programs, and, as requested, on other matters.
• Approves the selection, status change, transfer, and termination of all City personnel.
• Confers with and directs department heads in the formation and implementation of administrative policies and practices.
• Drives efficiency and effectiveness across all City programs and activities. • Coordinates the preparation of a wide variety of reports and presentations for the City Council and outside organizations.
• Develops proposals for action on current and future City needs and recommends long-range plans for City services and programs.
• Directs the development of City Council meeting agendas, attends all City Council meetings, writes/approves staff reports as needed, and provides advice and clarification during Council meetings.
• Directs the development of the City’s operating and capital budgets for approval by the City Council.
• Oversees the implementation of the adopted budget, monitors changes that may impact the City’s budget, and advises the City Council on the City’s financial conditions.
• Participates in professional and community organizations on behalf of the City to maintain good working relationships with outside organizations and key community constituencies.
• Plans and evaluates executive management staff performance, establishes performance requirements and personal development targets, regularly monitors performance, and provides coaching for performance improvement and development.
• Plans, organizes, controls, integrates, and evaluates the work of all City departments to ensure that operations and services comply with the policies and direction set by the City Council and with all applicable laws and regulations. • Provides day-to-day leadership and works with the City’s executive management team to ensure a high-performance, service-oriented work environment consistent with sound management principles.
• Provides leadership and works with the executive management team to develop and retain highly competent, public-service oriented staff through selection, compensation, training, and day-to-day management practices that support the City’s mission, operating plans, and objectives.
• Represents the City to the press and other information media as required. • Represents the City Council in relationships with other government organizations and private agencies.
• Signs documents on behalf of the City as provided for in City code, policy, or whenever authorized by City Council.
• Works closely with City Council, City Attorney, boards, commissions, a variety of public and private organizations, and citizen groups to implement programs and projects that serve the public interest.
• Ensures that high customer services standards are upheld. • Performs other related duties as assigned.

QUALIFICATIONS
Knowledge:
• Administrative principles and practices, including goal setting, program development, implementation, and evaluation, and supervision of staff, either directly or through subordinate levels of supervision.
• Principles, practices, and procedures of public administration in a municipal setting, including the laws and regulations associated with the Brown Act, Public Records Act, Meyers-Milias Brown Act, and Fair Political Practices Commission. • Laws and regulations, principles and practices regarding city management, leadership, budget, finance, public personnel administration, public safety, public works, water and sewer, planning/land use, economic development, and recreation.
• Principles and techniques for working with groups and fostering effective team interaction to ensure teamwork is conducted smoothly.
• Organizational and management practices as applied to the analysis and evaluation of projects, programs, policies, procedures, and operational needs. • Recreational, cultural, age-specific, and social needs of the community. • Technical, legal, financial, and public relations problems associated with the management of municipal government.
• General principles of risk management related to the functions of the assigned area.
• Functions, authority, and responsibilities of an elected City Council. • Funding sources for municipal government services.
• Methods and techniques of developing technical and administrative reports, and business correspondence.
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.
• Modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.

Abilities:
• Establish, maintain, and foster positive, effective working relationships with other government agencies, community partners, organizations connected to the City, and individuals encountered in the course of work.
• Effectively communicate, present complex ideas, facts, and recommendations orally and in writing.
• Establish and maintain effective working relationships with the Mayor, City Council, subordinates, representatives of other agencies, business groups, community groups, and the public.
• Handle citizen complaints and respond to challenging customers. • Plan, organize, and manage the activities of the City under the policy guidance and direction of the City Council.
• Effectively manage the organization and operations.
• Interpret, apply, explain, and ensure compliance with federal, state, and local policies, procedures, laws, and regulations.
• Plan, organize, direct, and coordinate the work of managerial, supervisory, professional, and technical personnel, adeptly delegate authority and responsibility.
• Prepare clear and concise reports, correspondence, policies, procedures, and other written materials.
• Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines. • Use tact, initiative, prudence, and sound judgment within general policy, procedural, and legal guidelines.
• Effectively use computer systems and software applications relevant to work performed, as well as modern business equipment, to perform a variety of tasks. • Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.

Education and Experience:

Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:

Bachelor’s degree from an accredited college or university with major coursework in public administration, business administration, or a related field. Master’s degree is desirable.

Five (5) years of experience in a public agency management position responsible for the formulation and implementation of programs, budgets, and administrative operations.

PHYSICAL DEMANDS
Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone.

Standing in and walking between work areas is frequently required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification frequently bend, stoop, kneel, and reach to perform assigned duties, as well as push and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 10 pounds.

ENVIRONMENTAL CONDITIONS
Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances.

Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.

WORKING CONDITIONS
May be required to work a varied schedule of hours, which may include evenings, weekends, and holidays.

FLSA STATUS: EXEMPT
PAY GRADE: Per Employment Agreement
Annual Top Top Monthly
San Juan Bautista City Manager $ 180,003.20 $ 15,000.27 Hollister Admin Services Director $199,874.64 $ 16,656.22 Gilroy All Directors $ 272,944.00 $ 22,745.33
Marina All Directors $ 247,644.80 $ 20,637.07
Hollister Community Development/Rec Director $ 196,524.00 $ 16,377.00 Hollister Public Works Director $ 217,213.68 $ 18,101.14 King City PW Director $ 200,310.72 $ 16,692.56
Soledad PW Director $ 179,419.92 $ 14,951.66
Monthly Average $ 17,645.16
Annual Average $ 228,070.20
Annual Top Top Monthly
San Juan Bautista City Manager $ 180,003.20 $ 15,000.27 Del Rey Oaks City Manager $ 180,003.20 $ 15,000.27
Gilroy City Administrator $ 315,250.00 $ 26,270.83
Hollister City Manager $ 258,923.04 $ 21,576.92
King City City Manager $ 219,797.49 $ 18,316.46
Marina City Manager $ 259,417.60 $ 21,618.13
Salinas City Manager $ 299,999.86 $ 24,999.99
Seaside City Manager $ 240,000.00 $ 20,000.00
Soledad City Manager $ 230,000.40 $ 19,166.70
Monthly Average $ 20,216.62
Annual Average $ 228,070.20
Annual Top Top Monthly
San Juan Bautista City Manager $ 180,003.20 $ 15,000.27 Hollister Admin Services Director $199,874.64 $ 16,656.22 Gilroy All Directors $ 272,944.00 $ 22,745.33
Marina All Directors $ 247,644.80 $ 20,637.07
Salinas Assist City Manager $ 249,600.00 $ 20,800.00
Watsonville Assist City Manager $ 221,374.68 $ 18,447.89 Seaside Assist City Manger $ 224,739.84 $ 18,728.32
Hollister Community Development/Rec Director $ 196,524.00 $ 16,377.00 Watsonville Deputy City Manager $ 205,829.04 $ 17,152.42 Hollister Public Works Director $ 217,213.68 $ 18,101.14 King City PW Director $ 200,310.72 $ 16,692.56
Soledad PW Director $ 179,419.92 $ 14,951.66
Monthly Average $ 18,024.16
Annual Average $ 228,070.20
Average Monthly Monthly Difference to SJB % Difference
City Managers Only $ 20,216.62 $ 5,216.35 35%
All Salaries together $ 19,161.96 $ 4,161.69 28%
Department Heads and Assistant City Managers $ 18,024.16 $ 3,023.89 20% Department Heads Only $ 17,645.16 $ 2,644.89 18%
San Juan Bautista City Manager $ 15,000.27
2/14/2025
1 City of San Juan Bautista
Jan 2025 Monthly Public Safety Report
Report Created by Public Safety Coordinator Roy Morales 2/01/2025 1
Roy Morales- Public Safety Coordinator
Projects
• Fire District RFP
• Met with Sheriff Taylor to discuss our relationship & current contract • Worked with Ilse to transfer Special Event procedures from Recreations to City Planner
• Attended County Homeless Taskforce
• Discussed special event safety issues with law, fire & companies who provide aerial view
• Requested additional deputies for the 4th of July- (Hollister Rally) • Reviewing street barriers for large scale events on 3rd St.

Report Created by Public Safety Coordinator Roy Morales 02/01/2025 2
2/14/2025
2 Law & Fire monthly summary
NOVEMBER:
• 1 towed vehicle – car blocking fire hydrant
• 1 stolen car from Valero-(S) arrested after
crashing into tree at cemetery
• 2 DUI arrests
• Report written documenting graffiti at library
(crayons)
• 9 traffic citations written for drivers running
stop signs on 2nd St.

DECEMBER
• 5 traffic citations
• No further of note
• Desi worked NYE
NOVEMBER:

Report Created by Public Safety Coordinator Roy Morales 2/01/2025 3
• 1- Fire (outside city limits)
• 18- Medical calls
• 7- Vehicle accidents (1 within city limits)
• 1- Inspection- 106 3rd St.

DECEMBER:
• 1 Fire
• 18 Medical calls
• 6 Vehicle accidents
Code Enforcement Update Nov & Dec
• 4th St. inspections were completed, notice of correction issued.

Property deemed safe for living, no safety issues and habitable per zoning
• 16 cases and resolved (building without permits, parking issues, & public rights-of-way.
• 0 stop orders
• No update on nuisance properties discussed in the past who had met compliance deadlines.
• Code Enforcement Officer Soto attended California Enforcement Officers state training in Long Beach, which maintains his certifications.
• Dec- 5 parking violation citations issued
• 6 stop orders
Report Created by Public Safety Coordinator Roy Morales 2/01/2025 4
2/14/2025
3 Speeding issues
• Continues to be an issue
• Speed trailer has been placed in
different locations
• Speed cushions are being discussed
with Fire Marshall
• Deputies continue to increase traffic
related citations
Report Created by Public Safety Coordinator Roy Morales 2/01/2025 5
Re-establish Public Safety
Committee
• Completing staff work to re-establish a Public
Safety Committee.
• Will be completed and presented at next City
Council meeting.

Report Created by Public Safety Coordinator Roy Morales 2/01/2025 6