City of San Juan Bautista
The “City of History”
www.san-juan-bautista.ca.us
CITY COUNCIL
SPECIAL MEETING
MONDAY, JUNE 9, 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
PUBLIC COMMENT - ADVISEMENT
Public comments are limited to items on this special meeting agenda pursuant to California Government Code section § 54954.3(b). Public comments are generally limited to three (3) minutes per speaker; the Mayor may further limit the time for public comments depending on the agenda schedule.
1. CALL TO ORDER
A. Pledge of Allegiance
B. Roll Call
Page | 2 City Council June 9, 2025
2. ACTION
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. Fire Service Agreement Amendment No. 1
Recommendation: Review and Approve the Resolution for Amendment No. 1 to the Fire Protection Agreement Between the City of San Juan Bautista, the City of Hollister, and the County of San Benito.
3. ADJOURNMENT
_______________________
Elizabeth Soto, City Clerk
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.
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 5:00 p.m. the day before 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, June 6, 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/.
Item: No. 2.A
City Council Meeting
June 17, 2025
Page | 1
CITY OF SAN JUAN BAUTISTA
CITY COUNCIL STAFF REPORT
DATE: JUNE 9, 2025
DEPARTMENT: CITY MANAGER / ADMINISTRATION
FROM: ASHLEY COLLICK, CITY MANAGER
BY: ROY MORALES, ASSISTANT TO THE CITY MANAGER
TITLE: FIRE PROTECTION SERVICE AGREEMENT
RECOMMENDED MOTION:
Review and Approve the Resolution for Amendment No. 1 to the Fire Protection Agreement Between the City of San Juan Bautista, the City of Hollister, and the County of San Benito.
RECOMMENDATION:
Receive report and adopt Resolution approving the reaffirmed Amendment No. 1 to the Fire Protection Service Agreement between the City of San Juan Bautista, the City of Hollister, and the County of San Benito, following Hollister's acceptance of the joint counteroffer.
BACKGROUND:
Since 2013, the City of Hollister has provided fire protection services to both the City of San Juan Bautista and the County of San Benito under contract. These contracts were renegotiated in 2016 and 2019. In 2024, Hollister issued termination notices for both contracts, then rescinded and later reissued them to prevent automatic renewal beyond December 20, 2025.
NEGOTIATION HISTORY:
On March 21, 2025, the Hollister City Council proposed a revised framework, "Option E," which outlined higher-cost, unified contract terms. Both San Juan Bautista and San Benito County rejected Option E and instead reaffirmed previously negotiated Amendment No. 1.
San Juan Bautista (Adopted March 18, 2025):
• FY 2024–25 Cost: $418,279
• One-Time Upfront Payment: $150,000
Page | 2
• Annual Increases: 11% through FY 2027–28
• Staffing: Minimum 2-person response at Station 4
• Termination: Only for non-payment, with 60-day cure and 90-day notice • Term: Through June 30, 2028
• Billing Shift: Calendar to Fiscal Year
• Removed: Lease and utility responsibilities
San Benito County (Adopted March 20, 2025):
• FY 2024–25 Cost: $3,376,329
• One-Time Payment: $1.1M
• Annual Escalation: 3% beginning FY 2025–26
• Reimbursement: $400,000 for fire-related and SCR911 dispatch costs • Staffing: Minimum 2-person response at Station 3
• Term: Through June 30, 2028
• Removed: Brown-out clause at Station 3
JOINT COUNTEROFFER LETTER:
On April 17, 2025, both agencies submitted a formal letter to the City of Hollister reaffirming Amendment No. 1 and requesting formal acceptance. The letter emphasized operational clarity, fiscal responsibility, and shared commitment to public safety.
NARRATIVE SUMMARY – AMENDMENT NO. 1 TO THE FIRE SERVICES
AGREEMENT
In 2019, the City of San Juan Bautista entered into an agreement with the City of Hollister to provide fire protection services to our community. Over the past several years, the needs and costs associated with delivering those services have evolved. To address these changes and ensure the continuity of high-quality fire and emergency response services, the cities of San Juan Bautista and Hollister have negotiated and prepared Amendment No. 1 to the existing Fire Protection Services Agreement.
This amendment introduces several important updates. First, it transitions the contract’s payment schedule from a calendar year basis to a fiscal year model, aligning better with the City's budgeting processes. The annual contract amount for FY 2024–25 will increase by $150,000 to $418,279, and an 11% annual escalator will be applied in subsequent years to cover inflation, equipment upgrades, and rising operational costs. This predictable increase allows both cities to plan responsibly and sustain the level of service our residents rely on.
The amendment also revises staffing expectations. It clarifies that San Juan Bautista’s designated engine will always be staffed with at least two personnel for incident response. Staffing levels in Item: No. 2.A
City Council Meeting
June 17, 2025
Page | 3
other jurisdictions remain at the discretion of the City of Hollister unless separately contracted.
Additionally, language regarding the leasing of facilities and utilities, previously part of the original agreement, has been removed, simplifying the arrangement.
To promote stability, the amendment extends the agreement’s term through June 30, 2029, and refines the termination provisions. Specifically, the City of Hollister may now terminate the agreement in the event of non-payment by San Juan Bautista, following a clear notice and grace period process. The amendment also allows for mutual termination in the event that a regional fire district is established, requiring no less than 270 days' notice. Outside of these conditions, neither party may unilaterally terminate the agreement before its expiration.
This amendment reflects a thoughtful collaboration between both cities and ensures that the fire service delivery model remains fiscally sound and operationally effective. Approval of Amendment No. 1 is recommended to secure ongoing, professional fire protection services for the residents of San Juan Bautista.
FISCAL IMPACT:
Fiscal Year New Rate
2024–25 $418,279
2025–26 $464,289.69
2026–27 $515,361.56
2027–28 $572,051.33
2028–29 $634,976.98
As this increase in fees cannot be sustained over time, the staff will push forward with the Fire Services district feasibility study and review revenue sources for the city.
CEQA
Not a project under CEQA.
ATTACHMENTS:
• Draft Council Resolution
• Amended Fire Service Agreement
• Joint Counteroffer Letter (April 17, 2025)
Page | 1
RESOLUTION NO. 2025- XX
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN JUAN BAUTISTA APPROVING AMENDMENT NO. 1 TO THE FIRE PROTECTION SERVICE
AGREEMENT BETWEEN THE CITY OF SAN JUAN BAUTISTA, THE CITY OF
HOLLISTER, AND THE COUNTY OF SAN BENITO
WHEREAS, the City of Hollister has provided fire protection services to the City of San Juan Bautista and the County of San Benito under a Fire Protection Services Agreement since 2013, renegotiated in 2016 and 2019; and
WHEREAS, in 2024, the City of Hollister issued and later reissued contract termination notices to prevent automatic renewal beyond December 20, 2025; and WHEREAS, on March 21, 2025, the Hollister City Council proposed a revised contract framework known as “Option E,” which was subsequently rejected by both the City of San Juan Bautista and the County of San Benito in favor of reaffirming previously negotiated Amendment No. 1; and
WHEREAS, the City of San Juan Bautista, at its regular meeting on March 18, 2025, adopted the reaffirmed Amendment No. 1 with the following terms:
Fiscal Year 2024–25 Cost: $418,279
One-Time Upfront Payment: $150,000
Annual Cost Increase of 11% through FY 2027–28
Staffing commitment: Minimum two-person response at Station 4 Removal of lease and utility responsibilities
Revised termination terms and billing alignment to the fiscal year Agreement term extended through June 30, 2028;
WHEREAS, a joint counteroffer letter was submitted on April 17, 2025, by the City of San Juan Bautista and the County of San Benito reaffirming Amendment No. 1 and requesting Hollister’s formal acceptance; and
WHEREAS, the reaffirmed Amendment No. 1 ensures stable, high-quality fire and emergency response services and reflects responsible fiscal and operational planning by all parties involved.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SAN JUAN BAUTISTA AS FOLLOWS:
1. The City Council hereby approves the reaffirmed Amendment No. 1 to the Fire Protection Services Agreement between the City of San Juan Bautista, the City of Hollister, and the County of San Benito.
Page | 2
2. The Mayor is authorized to execute the reaffirmed amendment on behalf of the City of San Juan Bautista.
3. City staff is directed to continue pursuing regional fire district feasibility efforts and evaluate long-term funding strategies to support fire service sustainability.
PASSED AND APPROVED by the City Council of the City of San Juan Bautista on this 9th day of June, 2025, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
APPROVED:
______________________
Leslie Q. Jordan, Mayor
ATTEST:
______________________
Elizabeth Soto, City Clerk
AMENDMENT NO. 1 TO CITY OF HOLLISTER FIRE PROTECTION SERVICES
AGREEMENT WITH THE CITY OF SAN JUAN BAUTISTA
This Amendment No. 1 (“First Amendment”) to the Fire Protection Services Agreement dated March 18, 2019 (“Agreement”) between the City of San Juan Bautista, a California municipal corporation (“SJB”), and the City of Hollister, a California municipal corporation (“CONTRACTOR”), is made and entered into as of [DATE] (“Effective Date”).
RECITALS
WHEREAS, CONTRACTOR and SJB entered into an Agreement dated March 18, 2019, for the provision of fire services, a copy of which is incorporated herein and attached hereto as Exhibit A; and
WHEREAS, the parties desire to amend the Agreement to address changes in payment terms, rates, and other provisions.
NOW, THEREFORE, for good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, the parties agree to amend the Agreement as follows:
AMENDMENT NO. 1
1. Amended Provisions. The parties agree to amend the Agreement as follows with such Amendment only becoming effective upon execution by BOTH SJB to this Amendment No. 1 and the County of San Benito (“County”) to its Amendment No. 1. a. Payment Schedule and Contract Amounts
i. Calendar Year. Section B-3 of Attachment B (“Payment Schedule”) of the Agreement entitled “Compensation” is hereby amended as follows:
The payment schedule shall be adjusted from a “Calendar Year” to a “Fiscal Year” model. The fiscal year shall run from July 1 to June 30 of the following year. ii. Contract Amount.
Section B-3 of Attachment B (“Payment Schedule”) of the Agreement entitled “Compensation” is hereby amended as follows:
Contract Rates and Annual Escalator. For Fiscal Year 2024-25, the annual rate for fire services shall be increased by $150,000 to a new rate of $418,279. Beginning in Fiscal Year 2025-26, an annual escalator of 11% shall be applied to the previous year’s rate. This escalator is intended to account for annual inflation for fire services, equipment replacement, and increases in the cost share. iii. Contract Amounts. Based on the above terms, the contract amounts for each fiscal year shall be as follows:
FY 2024-25: $418,279.00
FY 2025-26: $464,289.69
FY 2026-27: $515,361.56
FY 2027-28: $572,051.33
FY 2028-29: $634,976.98
b. Lease and Utility Provisions
Section D-6 of Attachment D (“Specific Terms and Conditions”) of the Agreement entitled “Facility Agreement” is hereby removed in its entirety and shall no longer be in effect.
c. Term of Agreement
Section 1 of the Agreement entitled “Duration of Contract” is hereby amended to read as follows:
This contract shall commence on March 18, 2019, and terminate on June 30, 2029, unless terminated pursuant to this contract.
d. Proposed Staffing and Training Levels
Section A-3 of Attachment A (“Scope of Services”) of the Agreement entitled “Proposed Staffing & Training Levels” is hereby repealed and replaced in its entirety to read as follows:
The SJB designated engine shall provide no less than a two (2) person response to all incidents. Staffing levels within the City of Hollister and/or any other applicable jurisdiction(s), unless otherwise contracted, shall be determined in the sole discretion of CONTRACTOR.
e. Termination Notice Period
Section 6 of the Agreement entitled “Termination” and Section C-10 of Attachment C (“General Terms and Conditions”) of the Agreement entitled “Termination” are hereby repealed and replaced in their entirety to read as follows:
TERMINATION.
Section 6 of the Agreement entitled “Termination” and Section C-10 of Attachment C entitled “Termination” are hereby repealed and replaced to read as follows:
Notwithstanding any other provisions in this Agreement, CONTRACTOR shall have the right to terminate this Agreement if SJB fails to make any payment required under this Agreement within sixty (60) days after such payment is due. Prior to such termination, CONTRACTOR shall provide SJB with written notice of the payment default and SJB shall have thirty (30) days from receipt of such notice to cure the default by making the required payment. If SJB fails to cure the default within the thirty (30) day period, CONTRACTOR may terminate this Agreement by providing SJB with written notice of termination, which shall be effective ninety (90) days after SJB’S receipt of such notice.
The parties mutually agree that upon the formation of a Fire District providing service to the established service area, they may agree to mutually terminate this Agreement. Upon mutual agreement of termination, the effective date of said termination shall be no less than 270 days after agreement has been reached unless otherwise agreed to by the parties in writing. The termination notice shall be made as specified in paragraph C-11 of this Agreement. The termination notice period must conclude during the term within which the notice is provided.
Except as provided above regarding SJB’S failure to pay and/or the formation of a Fire District and mutual termination, neither party shall have the right to terminate this Agreement prior to its expiration date as set forth in Section 1 of this Agreement, as amended.
2. Inconsistency; Conflicts. In the event of any conflict between the provisions of this First Amendment and the original Agreement, the provisions of this First Amendment shall control.
3. Agreement Continuance. Except as expressly modified and supplemented by this First Amendment, all other terms and conditions in the original Agreement remain in full force and effect and continue to bind the parties.
4. Counterparts. This First Amendment may be executed in counterparts, each of which shall be deemed an original, but all of which together shall constitute one and the same instrument. Digital signatures comporting with the requirements of Government Code section 16.5 shall have the same force and effect as an original “wet” signature.
IN WITNESS WHEREOF, the parties have executed this First Amendment as of the Effective Date written above.
CITY OF HOLLISTER CITY OF SAN JUAN BAUTISTA
Roxanne Stephens, Mayor Leslie Jordan, Mayor
Date: ________________________________ Date: ________________________________ APPROVED AS TO LEGAL FORM:
Mary Lerner, City Attorney
APPROVED AS TO LEGAL FORM:
Jon R. Giffen, City Attorney
ATTEST:
Jennifer Woodworth, City Clerk
ATTEST:
Elizabeth Soto, City Clerk
April 17, 2025
City of Hollister
Attn: City Manager David Mirrione
375 Fifth Street
Hollister, CA 95023
SUBJECT: Joint Counteroffer Regarding Fire Protection Services – Reaffirmation of Amendment No. 1
Dear City Manager Mirrione,
We write on behalf of the City of San Juan Bautista and the County of San Benito to submit our formal joint counteroffer in response to the fire protection services proposal presented by the City of Hollister on March 21, 2025 (commonly referred to as “Option E”). Following deliberations on April 15, 2025, both our governing bodies formally rejected Option E, instead choosing to reaffirm the previously negotiated and adopted terms in Amendment No. 1 to our respective Fire Services Agreements.
San Juan Bautista’s Counteroffer – Adopted April 15, 2025:
The San Juan Bautista City Council reviewed Amendment No. 1 on March 18, 2025, which established the following terms:
• FY 2024–25 Cost: $418,279
• One-Time Upfront Payment: $150,000
• Annual Increases: 11% annually through FY 2027–28
• Billing Structure: Transition from calendar year to fiscal year (July 1 – June 30) • Staffing: Minimum 2-person response at Station 4
• Termination Clause: Agreement terminable by Hollister only for non-payment, with a 60- day cure and a 90-day notice
• Term Extension: Through June 30, 2028
• Removed Clauses: Lease and utility responsibilities removed San Benito County’s Counteroffer – Adopted March 20, 2025:
The San Benito County Board of Supervisors reviewed and approved Amendment No. 1 to the Fire Protection Services Agreement with the City of Hollister on March 20, 2025, which established the following terms:
• FY 2024–25 rate: $3,376,329
• one-time payment of $1,100,000
• 3% annual escalation beginning FY 2025–26
• Reimbursement for $400,000 in eligible fire-related expenses and SCR911 dispatch costs • Staffing: Minimum 2-person response at Station 3
City Manager Mirrione
April 17, 2025
• Brown Out clause removed at Station 3
• Contract Term: Through June 30, 2028
Context and Rejection of Option E:
Option E proposed a higher-cost, unified model with a $1.25M one-time payment due by May 9, 2025, and additional structural changes incompatible with each jurisdiction’s fiscal and governance frameworks.
Request for Acceptance:
We respectfully urge the City of Hollister to accept this joint counteroffer, which reflects the shared commitment of our agencies to public safety, operational clarity, and fiscal responsibility.
Thank you for your consideration.
Sincerely,
_________________________ _______________________________ Ashley Collick Henie Ring
Interim City Manager Interim County Administrative Officer City of San Juan Bautista County of San Benito
cc:
Hollister Fire Chief
San Juan Bautista City Council
San Benito County Board of Supervisors