City of San Juan Bautista
The “City of History”
www.san-juan-bautista.ca.us
CITY COUNCIL
SPECIAL MEETING
FRIDAY, OCTOBER 3, 2025, 9:00 A.M.
City Hall, Council Chambers
311 Second Street, San Juan Bautista, California
AGENDA
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
2. 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. Affidavit of Posting Agenda
B. Waive Reading of Resolutions and Ordinances on the Agenda Beyond Title C. Approve the creation of a Planning Manager position and adopt a RESOLUTION approving the job description.
3. CLOSED SESSION
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—Pending Litigation – Orozco v. City of San Juan Bautista, et al. (California Government Code section 54956.9(d)(1)) b. Conference with Legal Counsel—Anticipated Litigation – Significant exposure to litigation pursuant to paragraph (2) or (3) of subdivision (d) of Section 54956.9(e)(2):
(Enforcement Action by State Water Resources Control Board and an additional matter with facts and circumstances that might result in litigation, which are not yet known to a potential plaintiff.)
c. Conference with Legal Counsel – Pending Litigation - City of San Juan Bautista v.
Ernest Ow, San Benito County Superior Court Case No. CU-25-00006. (California Government Code section 54956.9 (d)(1))
4. ADJOURNMENT
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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, please fill out a speaker card. Written comments may be submitted to the City Clerk at [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 Wednesday, October 1, 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: 2.A
City Council Meeting
October 3, 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 1st day of October 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 1st day of October 2025.
____________________________________________
Elizabeth Soto, CMC, CPMC
City Clerk / Administrative Services Director
Item: 2.B
City Council Meeting
October 3, 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 No.:2.A
City Council Meeting
October 3, 2025
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CITY OF SAN JUAN BAUTISTA
CITY COUNCIL STAFF REPORT
DATE: OCTOBER 3, 2025
DEPARTMENT: ADMINISTRATION / HUMAN RESOURCES
FROM: ELIZABETH SOTO, ADMINISTRATIVE SERVICES DIRECTOR
BY: ELIZABETH SOTO, ADMINISTRATIVE SERVICES DIRECTOR
TITLE: PLANNING MANAGER POSITION AND JOB DESCRIPTION
RECOMMENDED MOTION:
Approve a Resolution authorizing the creation of a Planning Manager position and adopting the job description.
RECOMMENDATION:
Staff recommends that the City Council approve the attached resolution to formally establishing a Planning Manager position within the Community Development Department. This new role will report directly to the City Manager and will supervise planning staff, consultants, and related services.
Upon adoption of this new classification, the City Manager will have authority to appoint a qualified candidate to the Planning Manager position. The position may be filled through internal advancement or other means consistent with the City’s personnel policies.
EXECUTIVE SUMMARY:
San Juan Bautista is at a critical juncture. In the absence of in-house leadership, the City has been forced to rely on contract planners at higher cost and with limited continuity, resulting in slower project delivery and increased risk of noncompliance with state mandates. At the same time, the city faces high-stakes deadlines for essential long-range initiatives, including completion of the State-mandated Housing Element, the Infill Study, and the General Plan update, where delays could jeopardize grant funding, expose the city to penalties, and erode public trust.
Creating a Planning Manager position is the single most effective step the City can take to restore control over its planning and development functions. This position will provide the strong, on-site leadership needed to rebuild the Community Development Department, directly supervise and coordinate the Associate Planner, Permit Technician, Building Inspector, and Code Enforcement roles as they are refilled, and work hand-in-hand with the Building Official once Item No.:2.A
City Council Meeting
October 3, 2025
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that position is reestablished. By bringing this critical function in-house, the City will dramatically reduce its reliance on expensive consultants, accelerate completion of major policy documents, ensure compliance with housing and planning mandates, and give residents, developers, and state agencies a single accountable point of contact. This is an investment in leadership that will pay for itself in cost savings, grant protection, and improved service delivery.
BACKGROUND:
Since 2017, the City of San Juan Bautista has contracted with 4LEAF, Inc. to provide key Community Development support services, including plan review, permit processing, and on-call planning staff. While these services have supported the City's building needs, increasing planning demands now require enhanced internal leadership and oversight.
This recommendation mirrors the organizational shift adopted by Council in 2021 when the Assistant City Manager/Community Development Director position was created to bring leadership back in-house and reduce outside contract expenses. The Planning Manager position continues that strategy by further internalizing day-to-day planning operations.
FISCAL AND SUSTAINABILITY IMPACT:
The Planning Manager position will be classified as a full-time, exempt, at-will position at Step 1 with an hourly rate of $65.18, equating to an annual salary of approximately $135,574.40 based on a 40-hour work week (per the City’s Salary Schedule by Benefit Group).
This position can be funded within existing budget appropriations through salary savings from unfilled positions and reduced contract services. In addition, bringing the Planning Manager role in-house is projected to reduce contract planning expenses by approximately $150,000 annually.
If the City were to continue contracting with 4LEAF, principal planning services would cost $185 per hour. Transitioning these responsibilities to in-house staff will instead produce substantial ongoing savings while also strengthening continuity, accountability, and responsiveness.
Together, these savings fully offset the cost of the new Planning Manager position, allowing the City to establish this role without requesting new General Fund appropriations.
STRATEGIC PLAN INITIATIVE:
This action aligns with the City’s strategic objective to strengthen organizational capacity and efficiency by rebuilding in-house Community Development leadership, reducing reliance on outside contractors, and ensuring the timely completion of key land use priorities. These steps will support responsible growth, compliance with state mandates, and improved customer service for residents and businesses.
Item No.:2.A
City Council Meeting
October 3, 2025
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CEQA CONSIDERATION:
This action is not a project under CEQA and is therefore not subject to environmental review.
ATTACHMENTS:
1. Resolution
2. Job Description
3. Salary Schedule
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RESOLUTION NO. 2025-XX
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN JUAN BAUTISTA
AUTHORIZING THE CREATION OF A PLANNING MANAGER POSITION AND
ADOPTING THE JOB DESCRIPTION
WHEREAS, the City of San Juan Bautista faces increasing planning and development demands, including the timely completion of the State-mandated Housing Element, the Infill Study, and the General Plan Update; and
WHEREAS, the city has identified the need for a dedicated management position to oversee the day-to-day operations of the Planning Division, including current and long-range planning, zoning administration, environmental review, and historic preservation; and WHEREAS, the absence of in-house planning leadership has forced the City to rely heavily on contract planning services, resulting in higher costs, reduced continuity, and risks of delay in meeting state requirements; and
WHEREAS, continuing to contract with outside providers such as 4LEAF, Inc. requires paying $185 per hour for principal planning services, while establishing an in-house Planning Manager position is projected to reduce contract planning expenses by approximately $150,000 annually; and
WHEREAS, the proposed Planning Manager position will provide essential leadership and oversight to the Community Development Department, enhancing the City’s ability to deliver effective customer service, ensure compliance with state and federal regulations, and implement the City’s General Plan and Housing Element; and WHEREAS, the position will be classified as a full-time, exempt, at-will role at Step 1 with an hourly rate of $65.18, equating to an annual salary of approximately $135,574.40, and can be fully funded within existing budget appropriations through savings from vacant positions and reduced contract costs; and
WHEREAS, creation of this position aligns with the City’s strategic initiative to strengthen organizational capacity, rebuild in-house Community Development leadership, reduce reliance on outside contractors, and improve service continuity for residents, businesses, and state agencies;
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of San Juan Bautista as follows:
1. A new classification of Planning Manager is hereby created within the Community Development Department.
2. The job description for the Planning Manager position, attached hereto as Exhibit A, is hereby adopted.
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3. The Planning Manager position shall be included in the City’s classification plan and placed at Step 1 on the City’s Salary Schedule by Benefit Group.
4. The City Manager is authorized to take all necessary administrative actions to implement this resolution, including appointment to the position consistent with the City’s Municipal Personnel Policy.
PASSED AND APPROVED by the City Council of the City of San Juan Bautista on this 3rd day of October, 2025, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
APPROVED:
____________________
Leslie Q. Jordan, Mayor
ATTEST:
______________________
Elizabeth Soto, City Clerk
Planning Manager
Job Description
Page | 1 (10/03/2025 es)
City of San Juan Bautista
Job Description
PLANNING MANAGER
Full Time, 40 Hr. Week
Exempt/Permanent Employee
Job Classification: Confidential / At-Will
GENERAL DESCRIPTION OF FUNCTION & PURPOSE
Under the general direction of the City Manager, the Planning Manager manages and administers the City’s current and long-range planning programs, zoning, environmental review, and development services. The position oversees the day-to-day operations of the Planning Division, ensures consistent application of the Municipal Code, General Plan, Housing Element, and related ordinances, and provides expert advice to the Planning Commission, Historic Resources Board, City Council, and the public.
The Planning Manager is distinguished from the Senior Planner by its responsibility for divisionlevel management, direct supervision of staff, and role as the primary liaison to the City Council, Planning Commission, and Historic Resources Board. While the Senior Planner performs advanced professional planning work and may lead projects or provide technical guidance to staff, the Planning Manager provides overall leadership for the Planning Division, develops policies and procedures, manages consultant contracts, and ensures compliance with local, state, and federal planning mandates. The Planning Manager also represents the City in interagency coordination and serves as the principal advisor to the City Manager, elected officials, and appointed bodies on planning and development matters.
SUPERVISION RECEIVED AND EXERCISED
Receives general direction from the City Manager. Exercises direct supervision over professional, technical, and administrative staff and oversees consultant contracts.
EXAMPLES OF IMPORTANT AND ESSENTIAL DUTIES
• Plans, organizes, directs, and evaluates the activities of the Planning Division, including current planning, zoning administration, environmental review, and design review. • Oversees the preparation, maintenance, and implementation of the City’s General Plan, Housing Element, zoning and subdivision ordinances, and special studies. • Reviews and processes complex development applications; interprets and applies local, state, and federal laws, including CEQA, NEPA, Subdivision Map Act, and historic preservation requirements.
• Manages contracts with planning and environmental consultants; prepares scopes of work, requests for proposals (RFPs), and administers agreements.
Planning Manager
Job Description
Page | 2 (10/03/2025 es)
• Prepares and presents staff reports and recommendations to the Planning Commission, Historic Resources Board, City Council, and other advisory bodies; serves as the primary staff liaison to the Planning Commission.
• Provides training, mentoring, and performance evaluation of assigned staff; recommends personnel actions.
• Develops and administers the Planning Division budget; monitors revenues from permits, fees, and deposits.
• Coordinates planning activities with other City departments, County agencies, special districts, and regional planning organizations.
• Engages the community through public workshops, hearings, and stakeholder meetings to develop planning policies and gather input on major projects. • Prepares and administers planning-related grants (e.g., State HCD, SB2, LEAP, REAP) and manages reporting and compliance.
• Represents the City before community groups, at public meetings, in interagency settings, and in court as necessary.
• Maintains professional knowledge by staying current on state and federal planning legislation, trends, case law, and best practices.
• Performs other related duties as assigned.
REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES
Knowledge of:
Principles and practices of municipal planning, zoning, land development, and design review.
California environmental review laws (CEQA, NEPA), Subdivision Map Act, planning law, and historic preservation regulations. Land use, urban design, and architectural compatibility in historic contexts. Budget preparation and administration. Public outreach, consensus-building, and facilitation. Principles and practices of supervision, training, and performance evaluation.
GIS and permit tracking systems; Microsoft Office Suite. Methods and techniques of public presentations, workshops, and report preparation.
Ability to:
Plan, organize, and manage multiple complex planning and development projects. Apply and interpret planning laws, regulations, and codes. Analyze planning and development issues, prepare alternatives, and make clear recommendations. Communicate clearly and concisely, both orally and in writing. Establish and maintain effective working relationships with elected officials, staff, developers, and the public. Supervise staff, delegate tasks, and mentor professional growth. Negotiate and administer consultant agreements. Lead public meetings, hearings, and community workshops. Use GIS and planning software, and produce maps and graphics. Adhere to deadlines and manage competing priorities.
Planning Manager
Job Description
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EXPERIENCE AND TRAINING GUIDELINES
Education:
• A Bachelor’s degree from an accredited college or university with major coursework in urban/regional planning, geography, public administration, or a closely related field is required.
• A Master’s degree in urban or regional planning, public administration, or a related field is highly desirable and may substitute for one (1) year of required professional experience.
Experience:
• Five (5) years of progressively responsible professional planning experience in a municipal, county, regional, or consulting environment, including at least two (2) years in a supervisory or management role.
• Demonstrated experience overseeing complex planning projects, administering consultant contracts, and coordinating with multiple agencies and stakeholders. • Demonstrated experience serving as staff liaison to elected and appointed bodies such as City Councils, Planning Commissions, or Historic Resources Boards, including preparation and presentation of staff reports and policy recommendations. • Experience preparing or managing planning-related grants and compliance reporting is highly desirable.
LICENSES AND CERTIFICATES
• Possession of, or ability to obtain, a valid California Class C driver’s license upon appointment.
• AICP (American Institute of Certified Planners) certification is highly desirable; candidates without certification must demonstrate ability and intent to obtain certification within 12–18 months of appointment.
PHYSICAL DEMANDS AND WORK ENVIRONMENT
Work is primarily performed in an office environment with occasional field visits. Mobility to traverse uneven terrain on site visits is required. Must be able to lift up to 25 pounds occasionally.
Evening and weekend meetings may be required. Frequent use of computers, office equipment, and GIS/mapping tools is expected.
Planning Manager
Job Description
Page | 4 (10/03/2025 es)
I have received a copy of this job description.
__________________________ ___________________
Employee Signature Date
City of San Juan Bautista
Salary Schedule by Benefit Group
Benefit Group Grade Position Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Hourly Hourly Hourly Hourly Hourly Hourly Hourly
Community Development
(Inactive) 65 Community Development Director 48.64 51.07 53.63 56.31 59.12 62.08 65.18 Planning
55 Planning Manager 65.18 68.44 71.86 75.45 79.23 83.19 87.35 56 Senior Planner 48.64 51.07 53.63 56.31 59.12 62.08 65.18 59 Associate Planner 39.77 41.76 43.85 46.04 48.34 50.76 53.30 Building
66 Building Official 58.27 61.18 64.24 67.45 70.83 74.37 78.09 63 Buildng Inspector 51.33 53.90 56.59 59.42 62.39 65.51 68.79 51 Permit Technician 29.49 30.965 32.513 34.138 35.845 37.638 39.519